Record what actually came off the truck against a purchase order, so the office knows what arrived, what is still outstanding, and what the invoice should be matched against.
Before you start
Your role needs permission to edit delivery information. If Log Delivery is not on the order, ask your Admin.
You need the order, the count of what arrived, and the delivery ticket if you are attaching it.
If clicking Log Delivery does not open a Deliveries panel, your company is on SubBase's earlier delivery screen and the steps below will not match it. Start a chat from the Messenger and we will take you through it.
Steps
Open the order from Orders.
Click Log Delivery on the delivery that arrived.
Click Log delivery in the Deliveries panel.
Set Received on to the date the materials arrived.
Enter the quantity received on each line.
Click Flag an issue on any line that is short, damaged or wrong.
Add a Note if the detail needs to be on the record.
Drop the delivery ticket into the upload area, or click it to choose a file.
Click Log delivery to record it.
What happens next
The Deliveries panel adds your entry to the list for that order and updates the percentage delivered at the top. Quantities from every entry add up, so a second load is logged as its own delivery rather than by editing the first.
The order status moves to Partially Delivered or Delivered, depending on what is still outstanding. Those are the default labels, and your company can rename them.
Let SubBase read the delivery ticket
The panel offers to upload a delivery ticket and fill the quantities in from it. Drop in an image or a PDF and the quantities come back filled. Check every line against the paper before you record it, because the figures are read from the document and not counted off the truck.
Notes and limits
Click + in the top navigation bar, then Log Delivery, to log against any order without opening it first.
Logging is paused while a cancellation is pending on the order. You can still open the delivery and read it.
If a ticket you uploaded is waiting to be checked by a person, the delivery opens for reading rather than for logging.
Vendor shipping details shows what the vendor said about carrier and tracking. Nothing there marks anything received.
A delivery to a warehouse address moves the received quantity into that warehouse when you record it.
Best practices
Log each arrival on the day it lands, as its own delivery. Quantities accumulate across entries, so a split load stays 2 dated records that match 2 tickets, instead of 1 number nobody can reconcile.
Count before you accept what the form offers. It starts from the full outstanding quantity, and a ticket read by SubBase is a starting point, not a count.
Flag the shortage on the line rather than only writing it in the note. The order only shows Incomplete Items when a line carries an issue, and the note is read by nobody scanning the list.
Set Received on to the date on the ticket, not today. The invoice will be matched against these dates.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.