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Log a Material Delivery from a Purchase Order (Web Browser)

Log received materials directly from a purchase order to keep delivery records accurate and support invoice reconciliation.

Written by Andrew Rapinchuk
Updated over 3 months ago

This article explains how to log a delivery from an existing purchase order using the + (Quick Create) button or by opening Delivery Details from an order in the Orders or Calendar tabs.

Overview

When materials arrive on site, you can log the delivery in SubBase to confirm what was received, note shortages or issues, and attach proof of delivery. Logged deliveries help Purchasers and Admins reconcile invoices and maintain accurate project records.

Each entry point opens delivery information in a slightly different context, but all lead to the same Delivery Details drawer where deliveries are logged.

There are a few ways to log a delivery. Each path opens the Delivery Details drawer, but the surrounding context and available information may differ.

Who Can Do This

Delivery access depends on role permissions set by your company.

If you do not see Log Delivery or cannot edit delivery details, contact your Admin to review permissions under Company Settings → Permissions.

Before You Start

Make sure you have:

  • The correct Project

  • The related Purchase Order

  • The list of materials received and any missing or damaged items

  • Optional proof of delivery, such as photos or delivery tickets

Steps to Log a Delivery

Step 1: Open Delivery Details

Open the Delivery Details drawer using the path that fits your workflow:

  • + (Quick Create) → Log Delivery

  • Orders → open an order → Delivery Details

  • Calendar → select an order → Delivery Details

Step 2: Select the Order

Search for and select the Order you are receiving materials for.

  • This step applies only if you started from (+) → Log Delivery.

*If you started from Orders or Calendar, you are already in the correct order and can skip this step.

Step 3: Review the Material List

Each material line shows a check mark by default, indicating full delivery.

  • Leave the check mark if the item was received correctly

  • Switch to an X if there is an issue with the delivery

Update the delivered quantity as needed.

Step 4: Add Proof of Delivery (If Needed)

Upload photos or delivery tickets if proof of delivery is needed.

Step 5: Confirm the Delivery Details

  • Review the delivery details and click Confirm to apply the changes to the order’s delivery details.

Note: Confirming the delivery details does not save the order. You must still save the order or update the vendor to apply the changes.

*This step is not required when logging a delivery from + (Quick Create).

Step 6: Save the Delivery

  • From + (Quick Create), click Save to log the delivery.

  • In the Order, click Update Vendor to share changes with the vendor, or select Save to complete the delivery update for the order.

How Delivery Issues Are Handled

When you mark an item with an X, additional delivery issue options appear. Select the option that best describes the issue:

  • Broken

  • Incomplete

  • Missing

  • Back Ordered

If there is an issue:

  • Select the appropriate issue type

  • Add comments using the additional comments section if more context is needed

All delivery issues, notes, and attachments entered here are shared with the vendor so they are aware of the issue and can follow up as needed.

End State

The order’s Delivery Details are updated with received quantities, notes, and attachments.

The order will appear as Delivered or Partially Delivered, depending on what was received.

Orders with incomplete deliveries are flagged in the Orders tab and within the order itself.

View or Edit Delivery Details Later

You can reopen delivery details at any time if your role allows editing.

Access Delivery Details from:

  • + (Quick Create) → Log Delivery

  • Orders tab → open the order → Delivery Details

  • Calendar → select the order → Delivery Details

Orders with missing or incomplete items show an Incomplete Items notice in the Orders, Dashboard, and Calendar views.

Troubleshooting

I can’t find my order in the list

  • Make sure the order:

    • Has been sent to the vendor

    • Belongs to the correct project

  • If it still does not appear, contact your Purchaser or Admin to confirm order status.

The Log Delivery option is missing

You may not have permission to log deliveries. Ask your Admin to review access under Company Settings → Permissions.

I can’t edit a logged delivery

Editing delivery details is permission-based. Contact your Admin if you believe you should have edit access.

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