Stock Functions: Deliveries (How to Use)
Introduction to Deliveries
The Deliveries section of Total Control Premier allows you to record deliveries made by your Suppliers. When a Delivery is Committed, the stock levels of the Products being delivered increase, according to the number of packs and/or units recorded on the Delivery.
NOTE: Deliveries can be backdated. In this case, the current stock level will not increase if a stocktake exists after the date of the delivery.
For example, enter stocktake of 10 units on the 10th January. Then enter a delivery of 5 units, but date it 9th January. The current stock for this product remains at 10 units because that’s the amount physically counted on the 10th January.
Deliveries can be found under ‘Stock Functions’.
When accessing the page: Deliveries will be shown in date descending order, so the newest deliveries will appear at the top of the list.
Click on ‘Add’, and you will be prompted to enter the new Delivery details, as shown in the example below;
Transaction Reference | Any combination of letters or numbers, for your own reference. |
Set Expected Date | Do you want to enter an expected arrival date for this transaction. |
Expected Date | This is only visible if Set Expected Date is set to true. Set the date you expect this transaction to arrive. |
Supplier | The Supplier you are receiving the Delivery from. |
Notes | Any notes you wish to make about the Delivery. Clicking on the drop-down arrow expands the field. |
Delivery Charge | The total cost of the Delivery charged by the Supplier. |
Discount By Value | If you are applying a discount, is the amount entered a value or a percentage. |
Delivery Discount | The percentage of the Delivery discount to be deducted. |
Allow SKU Change | This setting determines whether or not you can use any SKU for Products regardless of their SKU (Pack) setting. If this is set to True, you can use any SKU, and if it’s set to False, you can only use the allocated SKU. |
If you don’t need to add a new delivery and you are wanted to edit a current delivery, if you click ‘Edit’ and you will able to edit and make changes.
If you click under ‘Options’. To Add Products, Products can be added in several ways. This can be done under ‘Options’ and by selecting ‘Add Product Range’.
Or, you can type in the description field to display a full list of products by name as follows;
Product Details
Once you have found the required product(s), you need to enter the required details for each product line.
Pack Qty | The number of packs you are receiving of the product. |
SKU | The pack size you are receiving the product in. If Allow SKU Change is set to True, you can change this for each product line. If Allow SKU Change is set to False, you can only receive Products in their allocated pack size. |
Unit Qty | Any additional single units you have received, e.g. if you have received 50 units, but the pack size is 24, you can add an additional 2 units to the product line. |
Cost | The total cost price of the product line. This is initially taken from the current Cost Price of the Products, but if the Cost Price has changed when the Delivery is made, you can enter this here. |
If you already have an order already on order, you can add a new delivery in from an existing order. If you click on ‘Add from Order’ from the menu, and you will be prompted to select the relevant Order. You can click on the icon at the beginning of each Order line to show the Product(s) Ordered.
When you have selected ‘Add from Order’ this will bring up the following screen;
If you select your order which the screen will prompt you with the following;
From here, you will be able to make changes.
Once you are happy with the Delivery details, you can either click on ‘Save and Commit’ or ‘Save Only’.
Clicking on ‘Save Only’ saves the ongoing transaction to the database, but does nothing else with it. You can go back to the transaction and add or delete products as needed.
Date/Time | By default this will show the date and time the transaction was created, but you can edit the date and time fields to reflect the actual date and time the Delivery was made. |
Remove Zero Items | This setting determines whether or not Total Control Premier will remove Product lines with a required quantity of 0. If this is set to True, these Product lines will be removed, and if it’s set to False, they will be left on the Delivery. |
Standard Tax Rate | You can set the Standard Tax Rate if it has changed by the time the Delivery has been made. |
Consolidate Similar Lines | This setting determines whether or not Total Control Premier will merge duplicate Product lines. If it’s set to True, the Product lines will be merged, and if it’s set to False, they will be left as they are. If True, then the system looks for any product entered more than once with the same SKU (pack) size. If this is the case, then these lines can be merged together. |
Clicking on ‘Save and Commit’ saves the transaction to the database, and locks it so that it cannot be edited or deleted. Once the transaction has been committed, Total Control Premier updates the current stock levels, and stock period figures.
Date/Time | By default, this will show the current date and time, but you can edit the date and time fields to reflect the actual date and time the Delivery was made. |
Create Back Order | If set to True, Total Control Premier will create a Back Order to accommodate any products not received on this Delivery. |
Transaction Delivery Charges | Determines how Total Control Premier updates the Cost Prices of the Products with the Delivery Charges. |
Transactions Discounts | Determines how Total Control Premier updates the Cost Prices of the Products with the Delivery Discount. |
Remove Zero Items | If you have entered any products without entering a quantity, Total Control Premier will remove these product lines if this is set to True. |
Standard Tax Rate | You can set the Standard Tax Rate if it has changed by the time the Delivery has been made. |
Consolidate Similar Lines | This setting determines whether or not Total Control Premier will merge duplicate Product lines. If it’s set to True, the Product lines will be merged, and if it’s set to False, they will be left as they are. If True, then the system looks for any product entered more than once with the same SKU (pack) size. If this is the case, then these lines can be merged together. |
If you don’t want to save any changes, click on ‘Cancel’ to discard the changes and close the screen.
Reporting
If you select ‘Print’ from the menu.
This will open up the ‘Stock Reporting’ where you can select from reports by clicking on the dropdown as follows;
You will be able to select the following reports;
- Delivery Note
- Delivery Note Displaying User Defined Field Reference Code
- Delivery Note Displaying Suppliers Reference Code
- Delivery Note (Tax Per Line)
- Delivery Note Displaying User Defined Field Reference Code (Tax Per Line)
- Delivery Note Displaying Suppliers Reference Code (Tax Per Line)
- Delivery Note by Major Group
- Delivery Note By Group
- Stock Order Exceptions
You will be able to ‘Display’ the report to screen. If you want to Print if you click on the ‘Print’ option or you can email the reports to your team.
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