Dealing with Decorated Delivery Exceptions

Background

When decorated stock is received in, and has been Pre advised, there will be an electronic PO record in strokeone with details of :-

• which items (SKU's)  are expected.

• and in what quantities.

In certain circumstances, there will be anomalies - that is :-

• less stock received than was expected. (or zero quantity)

• more stock received than was expected.

Let's outline how to deal with these two broad scenarios

Less stock received than was expected

This scenario breaks down further into two cases

Case 1: The quantity delivered is clearly a partial delivery on the full expected amount

This case will typically occur when items are due from a 3rd party supplier where the customer has instructed for stock to be delivered to TOT but the full amount was unavailable to deliver in one go, so they are making a partial delivery.

The expectation therefore is that the remainder will be delivered at a future date

An example of this would be whereby TOT has been pre-advised that 1,000 key rings will be coming from supplier Key Rings R US on behalf of client WMIS, but only 500 are received.
In these instances use the Part Book In function

1. In the Purchase Order Joblines Tab for the item in question select Part Book in
   
   
2. Specify the Qty received, and click OK
   
   
3. Select a stock location reference to book the qty into
   
4. The Quantities Received (credited), Outstanding (debited)  and Expected (debited) are updated by amount entered above
   
   
   
   

Case 2: The quantity delivered represents the full delivery - Minor differences and no residual balance will come

This case will typically occur when items delivered to TOT represent tour returns, and there has likely been a miscount or a minor difference between quantities advised and received.

For example, assume that TOT was pre-advised that 100 T-Shirts for an Lovely Eggs Reading Summer 2023 tour would be arriving, but only 98 were received.

Given the items are tour returns from a venue, and that the difference between amounts expected and received is minor, there is no reasonable expectation that the 2 difference will come.

In this scenario, process as follows:-

1. In the Purchase Order Joblines Tab for the item in question select Retract Line
   
   
2. Specify the difference amount (2 in this example), and click OK
   
   
3. This will record the Qty entered above as Qty cancelled, and therefore reduce the QTY outstanding, as well as Qty expected
   
4. As Qty Outstanding now matches the quantity physically received, click Book In All to book the 98 into stock
   
   

More stock received than was expected

This typically occurs for minor amounts, usually as a result of a miscount.

Let's assume that 100 of an item were expected, but 102 were received

Process as follows

1. Select Part Book In for the SKU in question
   
   
2. Enter the quantity received > OK
   
   
3. Accept the warning dialog > OK
   
   
4. The Qty received is recorded; Quantity expected is set to zero, and Qty outstanding to -2
   

Important: the confirmation email that goes to the client needs to be updated to demonstrate this over-delivery - To check