Delivery Service

When Acquire is used for ordering and invoicing, the delivery service ensures that all relevant information is passed from Acquire to Stock, including placed orders, accepted orders, and returns. This page describes the information needed when implementing the delivery service.

Ordering by Department

To place an order within a specific department in Acquire, the department name in Acquire must exactly match the corresponding cost centre name in Stocks. This naming alignment determines which cost centre the order or delivery is allocated to in Stocks once the order is placed or accepted in Acquire.

For example, Stocks may contain Food, Drink, and Retail cost centres. Each cost centre manages its own orders and stock movements, such as waste and transfers, and maintains separate stock results. When an order is created and accepted from the Drink department in Acquire, the associated order or delivery is automatically allocated to the Drink cost centre in Stocks.

Order States

Acquire Status / Information	Stocks Status / Information	Notes
Placed	Order | Order Page	Any orders in stocks will not effect stock results
Accepted	Delivery | Delivery Page	The deliveries in Stocks will affect your stock results, therefore, ensure that the delivery date and the items / quantities are all correct before accepting an order in Acquire
Part Accepted		When an item is part accepted on an order in Acquire, only the accepted quantity of the item will be part of the delivery in Stocks
Supplier Dispatches Part of an Order		When a supplier only dispatches part of an order and then the relevant item is part accepted on the order by the outlet in Acquire, only the accepted quantity of the item will be part of the delivery in Stocks
Cancelled	Removed	When an accepted order is cancelled in Acquire, the order / delivery will be removed from the Orders / Deliveries page in Stocks As Acquire has no concept of stock periods, if an order is cancelled in Acquire and the delivery is in a finalised stock period in Stocks, the delivery will be removed from Stocks regardless of the status of the stock period it is in Only Acquire Admin Users can cancel an 'Accepted' order
Re-instating a Cancelled Order		When a cancelled order is re-instated in Acquire, the delivery will be displayed again on the Deliveries page in Stocks, using that delivery date when the order was originally accepted
Editing an Accepted Order		When an accepted order is edited in Acquire (updating an item quantities, etc), the delivery will be updated automatically in Stocks If you cannot edit the quantity of an item in an accepted order, this is due to the “Enable GRNs” field is still being flagged for your company in Acquire If an accepted order is edited in Acquire but the delivery was allocated to a previous stock period, the delivery will not be updated in Stocks. It is important to note that the delivery must be either in the current or in a future stock period in Stocks when editing an accepted order in Acquire

Deliveries in Stocks

Stocks Delivery Fields	Description
Order Quantity	Quantity ordered in Acquire
Delivery Quantity	Quantity when the order was accepted in Acquire
Invoice Quantity	Not Applicable - Stocks does not hold invoice information from Acquire
Invoice Price	The price of an item in Acquire at the time when the order was accepted. If the supplier sends an invoice into Acquire at a different price to what was accepted, this will not update the invoice price in Stocks
System Price	The price of an item as it is configured in Stocks. It is good practice to keep these prices the same to avoid invoice reconciliation issues when the invoice is received / created in Acquire
Line Item Price	Equals to 'Delivery Qty' multiplied by 'Invoice Price'

Additional Information

• If there is a price difference for an item between Acquire and Stocks, you will be able to see this by comparing the 'Invoice Price' column with the 'System Price' column for the item

• The 'VAT Amount' field is not applicable in Stocks because the VAT is handled in Acquire. When placing an order in Acquire, the net total will be displayed on the order in Stocks

• If there is a minimum order charge on an order in Acquire, it won’t be displayed in Stocks and will not contribute to the total order / delivery value in Stocks

Stock Period Considerations

Acquire does not use stock periods, so it is important that orders are accepted with the correct date. Once an order is accepted:

• The delivery will not be added into a finalised stock period in Stocks

• The delivery cannot be moved into a previous stock period, even if the stock period is un-finalised in Stocks

• The delivery cannot be moved into a future stock period in Stocks

Resolving the Unknown Amount of a Delivery

If a product is added to an accepted order in Acquire but it doesn’t exist in Stocks, the delivery will be displayed with an unknown amount in Stocks, which is the difference between the sum of all order lines and the net order total received from Acquire.

If a product is created in Stocks but it has been made inactive and that product is added to an accepted order in Acquire, the delivery will also be displayed with an unknown amount in Stocks.

Follow these options to resolve an unknown amount for a delivery:

• Ensure that the products are still active and flagged under their “Order” fields in Stocks

• Ensure that the product codes are the same in Acquire and in Stocks

• Click on the 'Reprocess Acquire Order' button on the deliveries details page

Returns

When a return is raised against an order in Acquire, a credit request will be created automatically in Stocks.

• A return can only be done in Acquire once the order has been invoiced

• Once an order is invoiced, it can no longer be edited in Acquire

• If you cannot see the 'Return Items' button in Acquire, this is due to the 'Enable GRNs' field is still being flagged for your company in Acquire