How to Track Purchase Order Delivery in CrmLeaf
Worksuite, Manufacturing CRM, Construction CRM and Solar CRM editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Availability: Worksuite, Manufacturing CRM, Construction CRM and Solar CRM editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Overview
Delivery tracking records whether the goods on a purchase order have arrived. It is held on the purchase
order in delivery_status, separately from the order's commercial status and its billing status.
This step matters beyond record-keeping: a bill can only be created from a purchase order whose
delivery_status is delivered. If delivery is not recorded, accounts cannot bill the
order.
How It Works
Every purchase order starts at not_started. You move it forward as the consignment leaves the
vendor and arrives at the delivery warehouse.
not_started → in_transaction → delivered → billable
not_started- the default. Nothing has been dispatched by the vendor.in_transaction- the consignment is in progress.delivered- the goods have arrived. The order becomes available for billing, providedbilled_statusis still unbilled.delivery_failed- the delivery did not succeed. The order stays unbillable while it holds this value.
The delivery axis is independent of purchase_status. Changing delivery does not change the
commercial status of the order, and closing an order does not record a delivery.
Who Can Use This Feature?
User
- Update
delivery_statuson a purchase order as the consignment progresses. - Record a failed delivery so the order is not billed by mistake.
- Review which orders are awaiting delivery.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The Purchase module is enabled for your account.
- A purchase order exists for the vendor.
- You have edit access to that purchase order under your permission scope.
For Users
Step 1: Open the purchase order
Find the order for the consignment. Use Search or Filter to narrow the list by vendor.
Step 2: Set the order to in transaction
When the vendor confirms dispatch, set delivery_status to in_transaction and
Save. The order now shows as on its way rather than not started.
Step 3: Check the goods on arrival
When the consignment reaches the delivery warehouse, check the quantities and condition received against the order's line items before you record the delivery.
Step 4: Record the outcome
If the goods are accepted, set delivery_status to delivered and Save. If the
consignment did not arrive or was refused, set delivery_failed instead, so the order is not billed.
Step 5: Hand the order to accounts
Tell the person who raises bills that the order is delivered. Only then can a bill be created from it.
Field and Option Reference
| Value | Meaning | Can the order be billed? |
|---|---|---|
not_started | Default. Nothing dispatched yet. | No |
in_transaction | The consignment is in progress. | No |
delivered | The goods have arrived. | Yes, while billed_status is unbilled |
delivery_failed | The delivery did not succeed. | No |
Expected Result
The purchase order shows the current delivery_status, and an order set
to delivered becomes available for billing while its billed_status is still unbilled.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Delivery tracking is part of the Purchase add-on module. Confirm it is included in your plan.
- Set delivered only after the goods have actually been checked. Marking delivery early lets a bill be raised for material you have not received.
- Where goods arrive damaged or short, record the delivery as it actually happened and raise a goods return against the purchase order or the bill rather than editing history.
Common Scenarios
Example: a part consignment. A solar installer receives 80 of 100 ordered mounting rails. The storekeeper records the delivery as delivered, notes the shortfall, and a goods return is raised against the purchase order for the shortfall so the vendor's bill can be reconciled.
Example: a refused delivery. A consignment arrives at the wrong warehouse and is refused. The buyer sets delivery_failed, which keeps the order out of the billing list until the vendor redelivers.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A delivered purchase order is not appearing in Create Bill | The order is already billed, or the vendor selected on the bill is not the vendor on the order | Confirm billed_status is unbilled and select the order's vendor on the bill |
| The delivery status cannot be changed | Your permission scope does not include editing that purchase order | Ask your Administrator to widen your scope, or ask the order owner to update it |
| The order is not in the list at all | Your permission scope is owned or added, so orders raised by others are hidden | Ask your Administrator for a wider scope on purchase orders |
| The wrong warehouse is shown for the delivery | The delivery warehouse on the order is incorrect | Correct the delivery warehouse on the order before recording the delivery |
Frequently Asked Questions
Can I record a partial delivery?
delivery_status is a single value for the order. Record the outcome for the consignment and
handle shortfalls through a goods return.
Can I move an order back from delivered?
The values can be updated on the order. Once a bill has been created the order is marked billed, so correct records before billing wherever possible.
Does delivery change the order's purchase status?
No. The three axes are independent.
Related Articles
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