Recording a delivery without scanning

Summary

Most deliveries come in by scan. Sometimes there is nothing to scan: a paper delivery note, no camera to hand, or you simply want to type it in. This guide records a delivery line by line so your stock and your job parts stay accurate. Without it, stock drifts until someone scans the note later.

This records the physical arrival of goods. There are no prices or tax here. The money side is the supplier invoice, which is separate.

Prerequisites

• You can record deliveries. Owners, managers, service advisors, and technicians all have this by default. Parts-counter staff record deliveries as part of their normal job.
• The supplier exists, or you can add it from the form.

Steps

Open the manual delivery form

1. Go to Finance > Purchases > Deliveries (the delivery scan inbox).
2. Select Enter manually. It sits in the header next to the upload option, and in the empty state when there are no scans waiting.

Fill in the delivery header

1. Supplier (required) - search and pick. If the supplier is not on file, select Add new supplier, enter the name and VAT details, and save. The new supplier is selected straight away.
2. Received date - defaults to today. Change it if the goods arrived earlier.
3. Delivery-note number - optional. Enter it if the paper note has one.
4. Notes - optional.

Add the delivery lines

1. Select Add line for each item received.
2. For each line, set:
   • Part - search your catalogue and pick the part. If it is not in your catalogue, select Add to catalog to add it now. The line then links to that part.
   • Description - what the line is.
   • Quantity received - how many arrived.
   • Receipt status - defaults to Received.
   • Inspection status - defaults to Inspected OK. Change it to Damaged, Wrong part, or Not inspected if needed, and set the damaged quantity where it applies.
3. To send the parts to jobs, use the allocation control on the line to assign received quantities to one or more work orders. Anything not allocated goes into stock.
4. Remove a line you added in error with its remove control.

Confirm the delivery

1. Select Confirm.
2. Torqueflow records the delivery, updates your stock, and advances the parts on any linked jobs. Jobs that were waiting on those parts are unblocked.
3. You return to the delivery inbox with a confirmation naming the supplier, the number of lines, the total quantity received, and how many job parts were advanced.

Expected Outcome

• A confirmed goods receipt for the delivery, marked as entered by hand.
• Stock levels increased for each catalogue-linked line.
• Work-order parts advanced for any quantities you allocated to jobs.
• The delivery is available for matching against the supplier’s invoice later.

Notes

• A received line needs a catalogue part to move stock. If a line has a quantity received but no catalogue part, Torqueflow blocks the confirm and points you to the part picker. Use Add to catalog on the line to fix it in seconds.
• A line that is moving stock cannot be left “Not inspected”. You are recording goods you are physically holding, so set the inspection status honestly.
• There is no draft save. If you leave the page with lines entered, Torqueflow warns you first, because there is no document to rebuild the form from.
• Failed a scan instead? If a scan came in but could not be read, keep using the review screen for that scan. It shows the document image alongside the form, which beats typing from scratch. This manual page is for when there is no scan at all.

Troubleshooting

Problem: Confirm is blocked and a line is flagged. Cause: A received line has no catalogue part, or a stock-moving line is set to “Not inspected”. Fix: Pick a catalogue part (or use Add to catalog) on the flagged line, and set a real inspection status.

Problem: I clicked Confirm twice and worried I recorded it twice. Cause: A double-click is caught. Fix: Torqueflow shows “This delivery was already recorded” and takes you to the inbox. Only one delivery is recorded.

Problem: Stock did not go up for a line. Cause: That line had no catalogue part, or all of its quantity was allocated to jobs. Fix: Check the line’s part link and its allocation. Quantity sent to a job advances that job rather than going into stock.