Deliveries – Overview of the Delivery Process

Deliveries move approved inventory from the yard to site. Created from a request or from the Deliveries tab.

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

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How to Access

Main Menu → Inventory → Deliveries

Access rules:

Action	Inventory Permissions	Site Permissions
View deliveries	View
Create delivery	Create, Update
Approve/Send delivery	Release, Immediate
Receive delivery on site		View, Receive

In Permissions, the Inventory section, under Deliveries

In Permissions, the Sites section, under Deliveries

Learn about roles and permissions

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Create a Delivery in Two Ways

How it is Created	What Happens
From a submitted request	The system auto-populates the delivery with site, dates, and items from the request. Faster and reduces errors.
Directly from Deliveries tab	Used when no request exists. You must manually select site, start date, and add delivery items.

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

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Workflows

Workflow	What Happens When Delivery is Approved
Standard Delivery	Yard signs to release → Site signs to receive → Stock moves into Site
Immediate Delivery	Stock is instantly added to the Site. No receiving signature required.

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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

Standard Workflow explained here

Immediate Workflow explained here

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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

Learn how to do a partial/split delivery

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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.

See how to enable or disable this setting for your account here

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.

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

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

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.

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Alerts and Notifications

Alert	Meaning
Pending Delivery	Delivery approved but not yet sent
Partial Delivery Issued	Only some items sent, remainder still pending
Insufficient Stock Warning	Not enough stock to fulfill delivery
Delivery Received	Site has signed (Standard workflow)
Auto-Received	Delivered without signature (Immediate workflow)

Notifications appear in:

• Dashboard Alerts

• System Notifications

• Site Logs

• Delivery Status Columns

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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