When a supplier delivers only part of a purchase order, it’s important to track what has arrived and what’s still pending. This guide walks you through how to manage partially delivered orders effectively in the system, including how to record quantities received, update stock levels, and decide whether to keep the order open or close it permanently.
Understanding Partial Delivery Options
When an order is confirmed by the supplier, you can begin managing the quantities received. Here's how to approach different delivery scenarios:
Access the Order and Quantities
Once the order is confirmed, go to the Received Quantity field to log items that have arrived.
Use the Location field to assign items to specific warehouse locations.
Update Received Quantities
If your supplier delivers only part of the order:
Enter the actual received quantity for each SKU in the Received Quantity field.
Leave unreceived items at 0 or input partial values (e.g., 50 of 100 units).
How to Confirm Partial Receipt
After updating received quantities, you have two options depending on the supplier’s communication:
Option A: Partially Received Open
Use this if more deliveries are expected.
Go to Confirm Partial Received
Choose Partially Received Open
The system will:
Mark the order as “Partially Received Open”
Retain the remaining quantities as pending
Practical use case: Supplier delivers only two SKUs now and confirms the remaining two will arrive later.
Option B: Partially Received Closed
Use this if the supplier confirms no further deliveries for the missing items.
Go to Confirm Partial Received
Choose Partially Received Closed
The system will:
Close the order
Adjust order quantities to match received quantities
Stop expecting any further shipments
Practical use case: Supplier informs you that the remaining SKUs are out of stock and will not be delivered.
Finalizing the Delivery
Once the remaining items are received:
Click on Confirm Full Receipt to mark the entire order as delivered.
This changes the order status to Verified and finalizes stock updates.
In the case of multiple partial shipments:
After each delivery, update Received Quantity
Reconfirm using Partially Received Open until the full quantity is delivered or no more is expected
FAQ
What happens if I accidentally close an order that should remain open?
You’ll need to reopen the PO manually or create a new one for the remaining items, depending on your internal workflow.
Can I partially receive the same SKU multiple times?
Yes, update the quantity received during each delivery and reconfirm as Partially Received Open.
Will the system update stock levels automatically?
Yes, once you confirm receipt, the system updates inventory for the confirmed quantities.
How can I track what is still pending?
Pending items remain visible in the order under Received Quantity with zero or incomplete values.
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