It’s important for you as a business to ensure you record your deliveries so that you can always match the items you ordered to what’s been delivered. This helps ensure you always have validation between orders, deliveries and invoices, helping you to spot mistakes and raise queries.
Here, we’ll walk you through how to process a delivery using growyze.
Top Tip: To process a delivery you need to have placed (entered) at least one item order in growyze.
1. Add a new delivery
Choose ‘Purchases’ and ‘Deliveries’ from the left-hand menu. Then choose ‘New delivery’.
Here, you need to select the supplier of this delivery.
Confirm and next, select ‘Add manually’.
2. Enter the delivery
There are two ways to enter a delivery:
- By matching to an existing order placed through growyze
- By creating a new delivery without an order record in growyze. This can be the case when you’ve placed an order through the supplier portal
3. Match your delivery to the correct order
Click on ‘Create from order’
Next, you’ll need to select the order details for the delivery you have received or create a delivery record for items received without placing an order through growyze.
Locate the correct order and choose ‘Select’.
Note that only orders that are ‘waiting’ to be matched to deliveries appear here. If you’ve already matched an order to a delivery, the order will not appear within your list.
Now you can add the delivery note number (if received) and choose the date of delivery. You can also edit the delivery name by clicking the pencil icon next to the name of your delivery.
4. Check items
Now you can see the order quantities and the amount delivered. If there are discrepancies you can easily add these by editing the quantity of items delivered using the pencil icon on each line item.
For example, if you ordered three Wray & Nephew White Overproof Rum bottles but only received two, you can click the pencil and adjust the ‘Received quantity’ amount to two.
When complete, click ‘Confirm Quantity’.
5. Raise a delivery query
Once you have checked and logged any discrepancies you have a few options of what to do next:
a. Notify your supplier
If there are discrepancies between what you ordered and what was delivered, you can easily notify the supplier using growyze. Click ‘Notify’ and an email will be sent to the supplier informing them of the missing items.
b. Reject the delivery
You can also choose to reject the delivery if you don’t want to accept this.
Clicking on ‘Reject delivery’ will send an email to the supplier notifying them of your decision. You’ll also receive a copy of the email.
c. Approve the delivery
If you’re happy with the delivery and don’t want to query or reject this, you can click ‘Approve delivery’.
In your deliveries dashboard you can see each delivery received and its status.
6. Enter delivery without an order (in growyze)
Click on ‘+ Add w/o order’
You’re presented with a list of items that are in this supplier’s catalogue you’ve added in growyze.
Clicking on the pluses to the right-hand side you’re able to add the quantity received for the selected item. If you’ve received a delivery note, but the quantity is different to what you’ve actually received (physically) you can enter the DN Qty as it appears in the delivery note, and ‘Received’ will be the actual quantity received.
To add more items, you can search by product name and SKU (this is the supplier product code - note you’ll need to have set these up in your product database).
Once you’re happy with your delivery note entries, click to ‘Confirm’.
Now you can add the delivery note number (if received) and choose the date of delivery. You can also edit the delivery name by clicking the pencil icon next to the name of your delivery.
Once you have checked and logged any discrepancies you have a few options of what to do next:
a. Notify your supplier
If there are discrepancies between what you ordered and what was delivered, you can easily notify the supplier using growyze. Click ‘Notify’ and an email will be sent to the supplier informing them of the missing items.
b. Reject the delivery
You can also choose to reject the delivery if you don’t want to accept this.
Clicking on ‘Reject delivery’ will send an email to the supplier notifying them of your decision. You’ll also receive a copy of the email.
c. Approve the delivery
If you’re happy with the delivery and don’t want to query or reject this, you can click ‘Approve delivery’.
In your deliveries dashboard you can see each delivery received and its status.
For further help using growyze contact us at support@growyze.com.
