You receive goods against a purchase order in two steps. First you create a delivery for the goods you expect. Then you mark it Received when the goods arrive. Creating a delivery does not change stock; receiving it does.
Creating a delivery
Open the purchase order and click Add Delivery to open the Add New Delivery form.
Set the Delivery Date. The calendar only offers today or later.
Enter the Qty for each line in this delivery. The box shows how many are not yet on any delivery, for example "of 25". A line with nothing left shows All items allocated. Click Add All to fill every line with its "of" figure.
Optionally enter a Serial Number for each line that has a quantity. The Serial # filter under Advanced on the Purchase Orders screen finds it later.
Click the tick to save.
A delivery must have at least one quantity. If every box is empty, the form closes and no delivery is created, with no message. You cannot book in more than the "of" figure on a line. Repeat for each part delivery. Deliveries are numbered PO-1234-1, PO-1234-2 and so on, and a system note on the PO records each one.
Add Delivery is hidden until the PO has a line item, and again once every item is on a delivery. You cannot add a delivery to a cancelled or complete PO.
Deliveries on the PO page
Deliveries are listed under Deliveries at the bottom of the PO page. Each has a header with its number, date and total, a status dropdown, an edit icon and a star. A Received delivery also has a tick icon, which opens the form for recording the supplier invoice.
Click a header to expand or collapse the delivery's lines. A Received delivery starts collapsed; the others start expanded.
Receiving a delivery
When the goods arrive, change the status dropdown on the delivery to Received.
In Stock goes up and On Order goes down for every item on the delivery.
The header changes to Receipt #, Receipt Date and Receipt Total.
The Receipt Date is the day you change the status. It cannot be moved into the past, so do this on the day the goods arrive.
The PO status is recalculated. It becomes Complete when every line is fully delivered and every delivery is received.
A system note and an Activity Feed entry record the receipt.
Omono holds no stock level for never-diminishing items, so receiving them moves nothing.
Delivery statuses
Status | Meaning |
Not Received | Expected but not yet arrived. |
Received | Goods are in stock. The delivery can now be invoiced. |
On Hold | Paused. The PO shows as On Hold and the hold appears in the Activity Feed. A Not Received delivery put on hold moves no stock. A Received delivery put on hold reverses the receipt: In Stock goes down and On Order goes up. Omono refuses if that would take an item's stock below zero. To mark a received delivery for inspection without moving stock, use the star instead. |
You cannot change the status while the PO is a draft or cancelled. You can create a delivery on a draft purchase order, but it has no status dropdown until you email, download or print the PO. So send the PO first, then receive the delivery. Once a supplier invoice number is recorded, the delivery is frozen: the header shows Invoice # in place of the dropdown. See Supplier invoices.
Correcting a receipt
Click the edit icon on the delivery to open the Edit Delivery form. The icon is not shown once the delivery has an invoice number, or once the PO is locked (see Purchase orders).
Wrong quantity
Change the Qty on the line and click the tick. You can also add a line that was not on the delivery. If the delivery is already received, Omono adjusts In Stock and On Order by the difference. Setting a line to 0 removes it from the delivery.
Received by mistake
Change the status back to Not Received. In Stock goes down and On Order goes up for every item on the delivery.
Omono refuses if that would take an item's In Stock below zero, for example because some of the goods have already been picked on a dispatch. A Stock Issue message lists the affected part numbers. Unpick the items first (see The Workflow board), then try again. This check ignores never-diminishing items.
Changing a date
Until the delivery is received, the Delivery Date field in the Edit Delivery form changes the delivery date. After that, it changes the receipt date. Either way the calendar only offers today or later. If goods were booked in late, add a note to the PO with the true arrival date. Changing a delivery date writes a system note; changing a receipt date does not.
Deleting a delivery
Open the Edit Delivery form, click Delete Delivery, then click it again to confirm. This cannot be undone. Setting every line's Qty to 0 and saving does the same. If the delivery had been received, the goods leave In Stock and go back to On Order, as if they had never arrived. A system note records the deletion. A delivery with a supplier invoice cannot be deleted.
Short shipments and over-deliveries
The supplier will not send the rest
Receive the delivery for the quantity that arrived.
If a delivery was already created for the goods that will never arrive, delete it. If it is On Hold, change it to Not Received first, or the purchase order stays On Hold.
Click the edit icon on the line's card on the purchase order and reduce Quantity to the quantity delivered. You cannot go below the quantity already booked onto deliveries.
Click the tick to save. The item's On Order drops by the difference, and the PO moves to Complete once every delivery is received.
The supplier sent more than ordered
Click the edit icon on the line's card and increase Quantity first. On Order goes up by the difference. Then create or edit the delivery. A line's quantity is locked on a cancelled purchase order, and once every delivery is invoiced and every line fully received. See Purchase orders.
Stars
Each delivery has a star that cycles through six colours and back to none. Use them however your team likes, for example for a quality query. The star still works after the delivery is invoiced. About 5 seconds after your last click, a system note and an Activity Feed entry record the colour you stopped on; clicking through several colours records only the last, and stopping on the colour you started from records nothing. Stars are not a filter on the Purchase Orders screen, but the Deliveries report has a Starred column.
Expected deliveries
The Deliveries report lists every Not Received delivery on a purchase order that is On Order, On Order - Call Off or On Hold. It shows each delivery's Expected Delivery Date and how many days until or since it was due. It leaves out deliveries on hold and deliveries on draft purchase orders. See Purchasing reports.
The stock item page shows Next Delivery under On Order: the earliest expected date on a Not Received delivery, leaving out deliveries on hold and those on draft or cancelled purchase orders. Assemblies do not show this. The Purchase Orders screen also has a Delivery Date range filter under Advanced, which finds the orders due in a given week.
Things to know
The stock check that stops you reversing the receipt of picked goods runs only when you change a delivery's status from Received. Delete Delivery and a quantity change on a received delivery do not check: In Stock stops at 0 and the difference is lost. So change the status to Not Received first.
Each purchase order line has one Serial Number box on the delivery, whatever the quantity. If you set a line's Qty to 0, its serial number goes with it.