How To: Understand the Purchase Delivery Mechanism

When a delivery note is saved, the following actions normally occur for each line on the delivery note:

1. Stock movements are created for receiving the items;
2. Stock movements are created for QA'ing the stock;
3. Available stock is then assigned to outstanding sales orders.

This delivery mechanism works well in most instances; however, where very large quantities of back orders exist (such as with some seasonal products, pre-ordered new book titles, etc.), processing delivery notes may take some time (typical processing times lie in the range 300-500 back orders per minute).

Note: To eliminate any network-related performance issues, you may wish to use the server console when creating delivery notes for tens of thousands of stock items.

In such circumstances, the delivery mechanism supports delaying the final phase, so you can book in the new stock without it being automatically assigned to back orders. You may wish to do this if you need to free-up a heavily-used computer terminal, for example.

Delay assigning stock to back orders

1. Create a delivery note as usual, but untick the "BO Rel?" checkboxes; this stops the stock from being assigned to back orders when you save the delivery note, so freeing up the computer terminal more quickly.
2. Once the delivery note has been saved, either:
   • Edit the delivery note again, ticking the "BO Rel?" checkbox and resaving the delivery note. As the stock has already been booked in, available stock will now be assigned to back orders; OR
   • Use the Sales Invoice manager's Back Orders (Stock Assignment) tab to list the back orders for each stock item, green-select several rows and press the "Assign Stock Item" button.