Interaction Between Sales Orders and Delivery Orders, and modifying Quantities

1. From Sales Order to Delivery Order

• When you confirm a Sales Order, Recycly automatically creates a corresponding Delivery Order in the Inventory module.
• The quantities on the Delivery Order will initially match the quantities on the confirmed Sales Order.
• If you change the ordered quantities on the Sales Order after confirmation:
  • Before the Delivery Order is dispatched: Recycly will update the Delivery Order to reflect the new quantities (increase or decrease).
  • After the Delivery Order is dispatched: Changes to the Sales Order will not retroactively change the already dispatched Delivery Order. You would need to create an additional delivery (for increased qty) or process a return (for reduced qty).

2. From Delivery Order to Sales Order

• If you edit the quantities on the Delivery Order (before it is dispatched), and then press Confirm Dispatch, this will:
  • Update the quantity that is marked as “delivered” on the Sales Order.
  • Leave the “ordered quantity” unchanged on the Sales Order, but update the “delivered quantity” field for reporting and invoicing.
• This allows for partial deliveries without altering the original Sales Order quantity.
• For what Confirm Dispatch does to your stock, and the one thing never to do instead of pressing it, see Outbound Sales: Delivering the order and confirming dispatch (opens in a new tab).

3. Exceptions and Warnings

a) Sales Order Exceptions

• An exception may be raised if:
  • The Delivery Order is cancelled or cannot be completed due to insufficient stock, while the Sales Order remains confirmed.
  • A quantity decrease in the Delivery Order results in undelivered items, leaving the SO in a “To Deliver” state.
  • A product line is removed from the Delivery Order but still exists in the Sales Order.
• These exceptions typically appear as a “Delivery Exception” status on the Sales Order and may require manual resolution.

b) Delivery Order Exceptions

• An exception in the Delivery Order can occur when:
  • The linked Sales Order is modified in a way that removes or alters products after the Delivery Order has been partially dispatched.
  • Stock availability issues prevent full fulfilment.
• The Delivery Order will then show a status such as “Waiting Another Operation” or remain “Partially Available”, indicating a mismatch between requested and available quantities.

4. Best Practice Recommendations

• Always review and confirm quantities on the Sales Order before confirming, to reduce the need for manual corrections.
• If changes are required after confirmation, make them on the Sales Order before the Delivery Order is dispatched, to ensure the system remains in sync.
• Use partial deliveries for cases where not all stock is available at once.
• Check for exception statuses regularly to prevent orders from being stuck.