Accepting Deliveries

Deliveries must be accepted for the items you ordered to be considered as part of your stock. The number of pending deliveries will always be visible in the top right of the page when logged into Stocktake Online.

You can navigate to your pending deliveries list from there, or from Accept Delivery on the main menu.

When accepting a delivery there are several pieces of data to consider:

• You must complete the Delivery Note field to be able to accept the delivery.
  • If no delivery note number is available, we recommend simply adding the invoice number to the Delivery Note field.
• Fill in any comments, these may be very useful later on.
• Make sure the Delivery Date is correct as this is the date when the items will be included in your stock. This can be edited later from the List Deliveries page.
• You can adjust the Delivery quantity (Delivery Qty) or change the Delivery Price of your items. Changes will be highlighted with a   symbol.
  • Once the delivery is accepted, the delivery quantity cannot be edited.
  • If you change any Delivery Prices, you will have an opportunity to update the product price after accepting your delivery.
• Once your delivery is complete, click the Accept Delivery button. If you want to add an item that was not ordered but is delivered with the delivery, it can be added using Add Order Item while accepting the delivery.
• If you accept less items than you ordered, a pending item box (Pnd) will appear.

• If this is ticked, the pending item(s) will be retained on the system as a pending delivery after the original delivery has been accepted.
  • These deliveries will be marked Partially Delivered.

Once your delivery has been accepted, you will have a few further options:

• View Delivery PDF - click here to view the PDF copy of this delivery.
  • Like all PDFs on STO, this will be kept on the system permanently and accessible later from the List Deliveries page. You can access it here in case you would like to save or print it.
• Update Price - This option will give you a pop-up box where you will be able to update system prices from this particular delivery.

• Tick the relevant lines to update and click on the Update Product Prices button.
• Email pending delivery - this option will give you a pop-up box where you will be able to edit and send an e-mail to your supplier informing them of any missing or changed item details. There is a default format for these e-mails which will be applied automatically and you can edit any further information on each individual e-mail. If you would like to modify the default format, please contact the STO Support Team.

• Complete this delivery - If the accepted delivery is final, delivery can be closed on the database using this option. Once the delivery is marked as completed, pending items cannot be accepted for the same order.

Please Note: If you wish to remove a delivery entirely, there is no 'delete' feature for deliveries within Stocktake Online. Deliveries you want to remove (for any reason) must be accepted. The correct procedure for this is to zero off the quantities and enter No Doc (for No Document) in the Delivery Note field, effectively accepting the delivery at zero quantity and cost.