# Deliveries – Overview of the Delivery Process

## Purpose

Deliveries are how inventory is officially sent from a yard/storage location to a job site.

Every movement is documented, traceable, and tied to a request or manually created delivery.

This ensures:

* Stock is controlled and accounted for
* A clear audit trail exists
* Site teams receive only approved items
* Inventory is correctly allocated to sites

***

## How to Access

**Main Menu → Inventory → Deliveries**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpULZwEfrBxvIqHv9ajzn%2F1.png?alt=media&#x26;token=b2d0a51a-0512-4fda-9878-74e0612602af" alt="" width="115"><figcaption></figcaption></figure></div>

### Access rules:

<table><thead><tr><th width="200.9886474609375">Action</th><th>Inventory Permissions</th><th>Site Permissions</th></tr></thead><tbody><tr><td>View deliveries</td><td>View</td><td></td></tr><tr><td>Create delivery</td><td>Create, Update</td><td></td></tr><tr><td>Approve/Send delivery</td><td>Release, Immediate</td><td></td></tr><tr><td>Receive delivery on site</td><td></td><td>View, Receive</td></tr></tbody></table>

#### In Permissions, the Inventory section, under Deliveries

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdYQtv9nZpptVDLiqu68m%2FScreenshot%202025-11-11%20at%2011.04.59.png?alt=media&#x26;token=55214341-9f3d-4a81-a0b8-7239fb59a6a4" alt=""><figcaption></figcaption></figure></div>

#### In Permissions, the Sites section, under Deliveries

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4fEPVrNnfVCsCv4T7IXs%2FScreenshot%202025-11-11%20at%2011.08.32.png?alt=media&#x26;token=349ea6ed-1e71-4bdf-a3a0-f60c60084049" alt=""><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn about roles and permissions](https://docs.cloudscaff.com/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

***

## **Create a Delivery in Two Ways**

<table><thead><tr><th width="232.70025634765625">How it is Created</th><th>What Happens</th></tr></thead><tbody><tr><td><strong>From a submitted request</strong></td><td>The system auto-populates the delivery with site, dates, and items from the request. Faster and reduces errors.</td></tr><tr><td><strong>Directly from Deliveries tab</strong></td><td>Used when no request exists. You must manually select site, start date, and add delivery items.</td></tr></tbody></table>

This reduces errors and speeds up processing when requests are used.

***

## Workflows

<table><thead><tr><th width="200.946044921875">Workflow</th><th>What Happens When Delivery is Approved</th></tr></thead><tbody><tr><td><strong>Standard Delivery</strong></td><td>Yard signs to release → Site signs to receive → Stock moves into Site</td></tr><tr><td><strong>Immediate Delivery</strong></td><td>Stock is instantly added to the Site. No receiving signature required. </td></tr></tbody></table>

***

### Standard vs Immediate Delivery Workflows

| Feature                            | Standard Workflow            | Immediate Workflow           |
| ---------------------------------- | ---------------------------- | ---------------------------- |
| Sign-off required to release items | Yes                          | No                           |
| Site must sign to receive          | Yes                          | No                           |
| Full audit trail                   | Yes                          | Yes                          |
| Used for                           | Strict accountability        | Fast movement                |
| Supported processes                | Requests, returns, transfers | Requests, returns, transfers |
| Permission required                | Release, Receive             | Immediate                    |

{% hint style="info" %}
[Standard Workflow explained here](https://docs.cloudscaff.com/workflows/inventory-standard-workflow-2-signatures-required)
{% endhint %}

{% hint style="info" %}
[Immediate Workflow explained here](https://docs.cloudscaff.com/workflows/inventory-immediate-workflow-1-signature-required)
{% endhint %}

***

## Split / Partial Deliveries

A single delivery can be delivered in stages.

Reasons for partial deliveries:

* Limited stock available
* Items arriving on multiple trucks
* Urgent components needed immediately
* Remaining items will be sent later

**How partial delivery works:**

* Select quantities to send now
* Remaining items stay in **Pending Delivery**
* Each batch has its own delivery record, signatures (standard), and audit log

> **Note:**\
> A split/partial delivery works in both the standard and immediate workflow

{% hint style="info" %}
[Learn how to do a partial/split delivery](https://docs.cloudscaff.com/inventory-management/deliveries-overview-of-the-delivery-process/split-or-partial-delivery-process)
{% endhint %}

***

## Negative Inventory Setting

If “Negative Inventory” is enabled, the system will not allow you to send more stock than what is physically available in the yard.

{% hint style="info" %}
[See how to enable or disable this setting for your account here](https://docs.cloudscaff.com/settings/business-settings#negative-inventory-setting)
{% endhint %}

This prevents your account from going into negative stock and ensures full traceability.

If there is not enough available stock to complete the delivery, the system will display alerts and warning messages. The delivery will be locked and cannot be sent until the delivery quantity is equal to or less than the available quantity.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FhvrQhc1eihOGgZOo3NjX%2FScreenshot%202025-11-11%20at%2011.44.25.png?alt=media&#x26;token=6644dada-9d2a-45d4-ae43-cbe67ff360a7" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fa5kj4frknnARJgqUkSGo%2FScreenshot%202025-11-11%20at%2011.45.50.png?alt=media&#x26;token=bb82d28b-f489-4119-bcf7-45ce4e5a7f31" alt=""><figcaption></figcaption></figure></div>

If you do receive the alert **"You have items in your list that has exceeded it's available quantity"**, you can:

<table><thead><tr><th width="231.63848876953125">Option</th><th>What it Means</th></tr></thead><tbody><tr><td><strong>Do a partial delivery</strong></td><td>Issue only the available quantities and send the remainder later when stock returns</td></tr><tr><td><strong>Transfer stock from another yard</strong></td><td>Move inventory into the main yard, then issue the remaining delivery</td></tr><tr><td><strong>Split the order across two yards</strong></td><td>Two smaller deliveries can be created from different yards</td></tr><tr><td><strong>Perform a cycle count to increase stock</strong></td><td>Adjust stock levels if physical counts differ; all cycle counts must be reversed once records are balanced</td></tr></tbody></table>

> **Important Notes:**
>
> The system will block sending quantities that exceed available inventory when this setting is active.
>
> Every action remains audit-logged.
>
> Cycle counts should only be used when physical inventory confirms that the digital count is incorrect.

***

### Alerts and Notifications

<table><thead><tr><th width="242.92401123046875">Alert</th><th>Meaning</th></tr></thead><tbody><tr><td>Pending Delivery</td><td>Delivery approved but not yet sent</td></tr><tr><td>Partial Delivery Issued</td><td>Only some items sent, remainder still pending</td></tr><tr><td>Insufficient Stock Warning</td><td>Not enough stock to fulfill delivery</td></tr><tr><td>Delivery Received</td><td>Site has signed (Standard workflow)</td></tr><tr><td>Auto-Received</td><td>Delivered without signature (Immediate workflow)</td></tr></tbody></table>

Notifications appear in:

* Dashboard Alerts
* System Notifications
* Site Logs
* Delivery Status Columns

***

## What Happens Next

After sending the delivery:

| Stage                   | Standard Delivery | Immediate Delivery |
| ----------------------- | ----------------- | ------------------ |
| Inventory leaves Yard   | Yes               | Yes                |
| Site signs to receive   | Required          | Not required       |
| Inventory added to Site | After signature   | Instantly          |