Logging Deliveries
How to record a material delivery with the New Delivery dialog — all fields and options.
- Click New Delivery in the toolbar
- Select Material — from inventory or approved submittals not yet in inventory
- Select Vendor — filtered to the material's approved suppliers
- Enter Quantity and Unit Cost (₹) — total cost previews automatically
- Set Delivery Date (defaults to today), optionally attach a DC Document, add Site Location and Remarks
- Click Add Delivery — delivery is logged and stock increases immediately
Full Guide
The New Delivery Dialog
When you click New Delivery, the dialog opens with these fields:
| Field | Required | Description |
|---|---|---|
| Material | Yes | Dropdown with two sections: "In Inventory" and "Approved Materials (not in inventory)" |
| Vendor | Yes | Dropdown filtered to the material's approved suppliers, as named on its submittal |
| Quantity | Yes | Amount delivered in the material's unit (supports decimals, minimum 0.001) |
| Unit Cost (₹) | Yes | Cost per unit for this delivery (supports decimals) |
| Total Cost | — | Auto-calculated preview: quantity × unit cost (shown before saving) |
| Delivery Date | No | Calendar picker, defaults to today |
| DC Document | No | File upload — accepts PDF, JPG, PNG, WebP |
| Site Location | No | Where on-site the material was delivered (max 200 characters) |
| Remarks | No | Additional notes about the delivery (max 1,000 characters) |
Material Selection — Two Sections
The material dropdown shows two groups:
In Inventory — Materials you're already tracking. Selecting one of these links the delivery to the existing inventory entry.
Approved Materials (not in inventory) — Submittals that have been approved but not yet added to your inventory. Selecting one of these:
- Automatically creates an inventory entry for the material
- Links the delivery to the new entry
- The button text changes to Add to Inventory & Record Delivery
Shortcut
This is a convenient shortcut — instead of going to Inventory → Add to Inventory first, you can create the inventory entry and log the first delivery in a single step.
Vendor Filtering
When you select a material, the vendor dropdown filters automatically:
- If the material has approved suppliers named on its submittal, only those vendors appear, and the field label reads "(filtered to approved)"
- If none are named, every vendor you have not removed is shown — there is no separate signal for this beyond the missing label suffix
- Removed vendors are never shown
Total Cost Preview
As you enter quantity and unit cost, the Total preview appears just below those two fields and updates as you type:
Total Cost = Quantity × Unit Cost
This helps you verify the numbers before saving.
Good Remarks Examples
Remarks add context that helps during audits and reviews:
- "Scheduled delivery — PO #4523"
- "Partial delivery — remaining 50 tonnes expected next week"
- "Emergency order — rate premium approved by PM"
- "Replacement for rejected batch — no additional cost"
- "Delivered to secondary storage — Warehouse B"
What Happens After Saving
- The delivery appears in the Deliveries table with a status badge
- The quantity is added to your inventory stock immediately
- The material's Total Cost in the Inventory tab increases by this delivery's cost
- If you uploaded a DC document, it's linked to the delivery record
Related
- Delivery Status — How statuses affect your stock
- DC Documents — Uploading and managing delivery challans
- Inventory Overview — How deliveries feed into stock tracking
Questions
Does the unit cost I enter change the material's budget rate?
No. The unit cost stays on this delivery, and its total is added to the material's Total Cost. The budget rate stays what was set in Inventory (⋯ → Edit Budget), so you can compare what you paid with what you planned.
What budget does a material get when I add it from this dialog?
Picking one under Approved Materials (not in inventory) adds it with this delivery's unit cost as its budget rate, and no planned quantity. Set the real budget afterwards in the Inventory tab: ⋯ on its row → Edit Budget.
Can one delivery cover several materials?
No. Each delivery records one material. If a lorry brings several, log one delivery per material. You can attach the same challan to each of them.