Deliveries

A delivery records product going to a customer: what was sent, how much, and at what price. It follows the order from planning through payment. Open Logistics > Deliveries in the sidebar.

The Delivery List

The list shows each delivery’s ID and customer, its Date, Status, Weight and Total. Use the tabs to show All deliveries or only one status. Click a delivery ID to open it.

Deliveries imported from Shopify carry a Shopify badge with the order number. Some also carry a review badge, such as Unmapped items or Edited in Shopify. Shopify Troubleshooting explains each one.

Creating a Delivery

You need at least one customer first. If you have none, the form links you to create one.

1. Click New Delivery.

2. Under Delivery Details, choose the Customer and the Delivery Date, and add Notes if you like.

3. Under Delivery Items, fill in a line for each product. Click Add Item for more lines.

   Field	Notes
   Species	Required, for example “Oyster”
   Strain	Optional, for example “Blue”
   Grade	Required, for example “A”
   Weight (g)	Required, more than zero
   Unit Price ($/g)	Price per gram. Zero or more
   Harvest IDs	Optional. The harvests this product came from, separated by commas

4. Check the Total Weight and Total at the bottom. Each line’s price is its weight times its unit price.

5. Click Create Delivery. New deliveries start as Planned.

Linking Harvests

Adding Harvest IDs connects the delivery to the harvests, and through them to the blocks and batches they came from. That link lets Traceability show which customers received product from a given lot. Every harvest ID you enter must exist, or the delivery isn’t saved.

Moving a Delivery Through Its Statuses

Every delivery moves through six statuses, in order:

Planned → Packed → Shipped → Delivered → Invoiced → Paid

The Status Progression bar on the delivery’s page shows where it is. Click Advance to (followed by the next status) to move it forward one step. Statuses only move forward. You can’t return a delivery to an earlier status.

Invoices and Packing Lists

Two buttons at the top of a delivery’s page generate PDFs, which open in a new browser tab:

• Packing List: a list of the items in the delivery.
• Invoice: an invoice for the customer. The invoice number (starting INV-) is saved on the delivery and shown under Delivery Information.

Generating an invoice doesn’t change the delivery’s status. When you’ve sent it, advance the delivery to Invoiced.

QuickBooks Online

If you connect QuickBooks Online and map your chart of accounts, Sporeline pushes deliveries at Invoiced or Paid to QuickBooks as invoices. When the QuickBooks invoice is paid in full, Sporeline marks the delivery Paid. If a credit memo settles the invoice instead, the delivery shows Credited and stays Invoiced, because no payment is coming. The sync runs every four hours, or when you click Sync now on the QuickBooks integration page.

The QuickBooks card on a delivery’s page says where it stands: not sent yet, sent with the amount still open, paid, credited, or held back with the reason. Managers and Owners can act on it from there:

• Push to QuickBooks now sends an invoiced delivery right away instead of waiting for the next sync.
• Retry sends it again after QuickBooks held it back or refused it, or after an edit that hasn’t reached QuickBooks yet.
• Edit works on an invoiced delivery too. Saving updates the QuickBooks invoice to match. If QuickBooks can’t take the change, your edit is still saved, the card says out of date with the reason, and Retry sends it. If someone changed the invoice in QuickBooks since Sporeline last updated it, Sporeline doesn’t overwrite their change: the card says so, and you decide in QuickBooks which version is right. The customer of an invoiced delivery can’t change: void it and create a new one instead.
• Void order voids the delivery and its QuickBooks invoice, with a reason. Nothing is deleted: the delivery stays in your records, marked Voided. A paid delivery can’t be voided; refund it instead.
• Issue credit memo credits the whole invoice or chosen quantities of its lines, with a reason that stays in your records. Add a message to the customer if you want one printed on the credit memo. The credit is applied to that invoice.
• Refund pays a customer back for a paid delivery. A Manager or Owner first picks the bank or credit card account refunds are paid from on the QuickBooks integration page.

Every edit, void, credit memo and refund is listed under History on the delivery’s page, with who did it and why.

Deliveries imported from Shopify aren’t pushed to QuickBooks, because Shopify has usually taken payment for them already. If your Shopify orders are billed on terms instead, a Manager or Owner can turn on Send Shopify orders to QuickBooks as invoices on the QuickBooks integration page.

Role Requirements

Related Pages

• Customers: the customers you deliver to
• Traceability: follow a lot from supplier to customer
• Shopify Setup: import Shopify orders as deliveries
• Reports: revenue by customer