Deliver Invoice Items Line by Line from the Stock Tab
Daftra lets you deliver invoice items line by line from the Stock tab when you deliver only part of the products to the client and the rest later. Each time you confirm delivery of an item, the system records the outbound stock transaction for that item only, and the invoice status changes based on how many items have been delivered, until it becomes Delivered once all items are delivered. This guide explains how to confirm and cancel item delivery, what each item shows in the Stock tab, and how this affects the invoice status and your stock.
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Note: Each item’s buttons appear when you hover over it in the Stock tab.
Before You Begin
- Requisitions for Sales Invoices must be disabled from Inventory Settings; when it is enabled, delivery options don’t appear on the invoice.
- The invoice must be saved with the Mark as Delivered checkbox unchecked, so its status is Undelivered. See Mark an Invoice as Delivered on Creation and Set the Delivery Date.
Confirm Delivery of an Item
- Go to Sales → Invoices and open the invoice.
- Open the Stock tab.
- Hover over the item you delivered; an undelivered item shows the Undelivered status in red, with its quantity struck through.
- Click Mark as Delivered next to the item.
- Repeat the previous two steps for each other item you delivered.
After you confirm delivery, the system records the outbound stock transaction for that item only: its quantity is no longer struck through, its status changes to Delivered in green, the stock balance is updated, and a Mark as Undelivered button appears instead of Mark as Delivered.
Cancel Delivery of an Item
- In the Stock tab, hover over the item with the Delivered status.
- Click Mark as Undelivered.
The system reverses the outbound stock transaction for that item only, so it returns to the Undelivered status with its quantity struck through, and its stock balance returns to what it was before delivery.
What Each Item Shows in the Stock Tab
| Column | What it shows |
|---|---|
| Product Name | The product name and code, with the stock transaction number, date, and time below them. |
| Quantity | The quantity and its unit, with the unit cost below it, followed by the item’s delivery status. |
| Stock Balance | The product’s stock balance. |
The item’s appearance depends on its status:
| Item status | Quantity | Button shown |
|---|---|---|
| Undelivered (red) | Struck through | Mark as Delivered |
| Delivered (green) | Normal, not struck through | Mark as Undelivered |
How It Works
- Each delivery confirmation or cancellation records or reverses the stock transaction for the selected item only, without affecting the other items.
- The invoice status updates automatically based on how many items have been delivered, and appears next to the payment status:
| Delivered items | Invoice status |
|---|---|
| None | Undelivered (red) |
| Some items | Partially Delivered (orange) |
| All items | Delivered (green) |
Example:
You delivered the books, so you clicked Mark as Delivered next to them → the books are deducted from stock, and the invoice becomes Partially Delivered because the headphones haven’t been delivered.
Later, you delivered the headphones and clicked Mark as Delivered next to them → they are deducted from stock, and the invoice becomes Delivered.
Validation Rules
- The Mark as Delivered button appears only for undelivered items, and the Mark as Undelivered button only for delivered items.
- Delivery options don’t appear at all when Requisitions for Sales Invoices is enabled.
Important Notes
- Undelivered items aren’t deducted from stock until their delivery is confirmed.
- You can edit the invoice or create a refund or credit note for it, regardless of how many of its items have been delivered.
FAQs
- Why does the invoice show Partially Delivered? Because you confirmed delivery of only some of its items. It becomes Delivered once all items are confirmed as delivered.
- Why don’t I see the Mark as Delivered button next to an item? Hover over the item to show its buttons. If the item is already delivered, it shows Mark as Undelivered instead.
- I confirmed delivery of an item by mistake. How do I undo it? Hover over the item in the Stock tab and click Mark as Undelivered; the stock transaction for that item only is reversed.
- Why don’t delivery options appear in the Stock tab? Because Requisitions for Sales Invoices is enabled. Disable it from Inventory Settings.