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
How to Access
Main Menu → Inventory → Deliveries
Access rules:
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
Create a Delivery in Two Ways
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.
Workflows
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.
Standard vs Immediate Delivery Workflows
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
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
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.
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:
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.
Alerts and Notifications
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
What Happens Next
After sending the delivery:
Inventory leaves Yard
Yes
Yes
Site signs to receive
Required
Not required
Inventory added to Site
After signature
Instantly
Last updated