Overview
Every purchase order in SubBase includes one or more Deliveries. Deliveries track when and where materials should arrive, and help you monitor the fulfillment of your orders from vendor to job site.Understanding Deliveries
Delivery vs. Order
- An Order is what you’re buying (materials, quantities, pricing)
- A Delivery is when and where those materials arrive
- Phased material needs
- Split shipments from the vendor
- Different delivery locations
Delivery States
| State | Description |
|---|---|
| Unscheduled | No delivery date set yet |
| Requested | Delivery date requested from vendor |
| Scheduled | Vendor confirmed the delivery date |
| Shipped | Materials have left the vendor |
| Pending Review | Delivered but awaiting confirmation |
| Delivered | Materials received and confirmed |
Setting Up Deliveries
When creating a purchase order, you’ll set up delivery details:Adding Multiple Deliveries
For orders with multiple delivery dates:- Click Add Delivery on the order
- Set the date and location
- Assign specific line items to each delivery
- Each delivery tracks independently
Tracking Delivery Status
Delivery Dashboard
View all deliveries from the Deliveries section:- Today’s Deliveries – What’s arriving today
- Upcoming – Scheduled for future dates
- Past Due – Deliveries that missed their date
- Unscheduled – Deliveries without dates
Filtering Deliveries
Filter by:- Project – Deliveries for a specific job
- Vendor – Deliveries from a specific vendor
- Status – Filter by delivery state
- Date Range – Deliveries within a period
Receiving Deliveries
When materials arrive, record the receipt:Delivery Tickets
A Delivery Ticket is documentation confirming materials were received. This typically includes:- Vendor’s delivery/packing slip
- Bill of Lading (BOL)
- Signed receipt
- Photos of delivered materials
Uploading Delivery Tickets
Handling Delivery Issues
Partial Deliveries
When only some items arrive:- Receive the items that arrived
- Mark missing items as Not Received
- The delivery shows as Partially Received
- Follow up with vendor on remaining items
Damaged Materials
When materials arrive damaged:- Document the damage with photos
- Note the issue when receiving
- Mark affected quantities as damaged
- Contact vendor for replacement or credit
Wrong Materials
If incorrect materials arrive:- Don’t receive them into the system
- Document what was received
- Contact vendor immediately
- Arrange for return and correct shipment
Vendor Communication
Requesting Delivery Updates
From a delivery record, you can:- Click Request Update
- Send an email to the vendor asking for status
- Vendor can respond with shipping information
Shipping Notifications
Some vendors provide:- Tracking numbers
- Estimated arrival times
- Proof of delivery
Delivery Calendar
The Delivery Calendar provides a visual view of scheduled deliveries:- Daily View – See all deliveries for a specific day
- Weekly View – Plan for the week ahead
- Monthly View – Long-term delivery planning
- Identify scheduling conflicts
- Ensure adequate receiving capacity
- Coordinate with site teams
Delivery Reports
Generate reports on delivery performance:- On-Time Delivery Rate – Percentage of deliveries arriving on schedule
- Vendor Performance – Delivery reliability by vendor
- Project Deliveries – All deliveries for a project
- Pending Deliveries – Outstanding deliveries requiring action
Best Practices
Set Clear Dates
Always include specific delivery dates on orders.
Capture Documentation
Photograph delivery tickets immediately upon receipt.
Report Issues Fast
Document and report delivery problems right away.
Verify Quantities
Count materials before signing delivery receipts.
Related Guides
Creating Purchase Orders
Set up deliveries when creating orders.
Processing Invoices
Reconcile invoices against delivery records.
Managing Inventory
Add delivered materials to warehouse inventory.