Delivery Schedule
Go to: Inventory → Delivery Schedule
A Delivery Schedule is a commitment plan: how much of an order should move, and by which date. Once the plan exists, ERPX watches the documents that actually fulfil it and reports whether each instalment arrived on time or delayed.
It works in both directions:
| Order type | Fulfilled by | Answers |
|---|---|---|
| Purchase Order | Goods Received Note | Is my supplier delivering to the dates they promised? |
| Sales Order | Delivery Note | Am I shipping to the dates I promised my customer? |
Prerequisite — an order to schedule against
A Delivery Schedule is always built from an existing order. You select one or more Purchase Orders or Sales Orders and pull their item rows in — there is nothing to schedule without an order behind it.
Schedule fields
Header
| Field | What it means |
|---|---|
| Number | Auto-generated document number |
| Status | Pending → Partial → Fulfilled / Delayed, rolled up from the item rows |
Item rows
| Field | What it means |
|---|---|
| Order Type | Purchase Order or Sales Order |
| Order / Order Item | The order and the specific order line being scheduled |
| Item | The item being scheduled |
| Ordered Qty | What the order line says, for reference |
| Quantity | The scheduled quantity for this instalment. Must be greater than 0 |
| Scheduled Date | The date this instalment is committed for |
| Unit of Measurement / Conversion Factor | Unit the scheduled quantity is expressed in |
And the figures ERPX maintains for you as fulfilment happens:
| Field | Meaning |
|---|---|
| Fulfilled Quantity | Total received or delivered against this row |
| In Time Qty | The part fulfilled on or before the scheduled date |
| Delayed Qty | The part fulfilled after the scheduled date |
| Status | Pending / Partial / Fulfilled / Delayed |
Split one order line across several rows to plan instalments — for example 1,000 kg ordered, scheduled as 400 kg on 10 March and 600 kg on 25 March. Each row is then judged on time or delayed on its own date.
Creating a Delivery Schedule
Open Delivery Schedule
Navigate to Inventory → Delivery Schedule and click New.
Choose the order type
Switch the picker between Purchase Order and Sales Order.
Select the order(s)
Pick one or more orders and pull in the item rows you want to schedule.
Set the scheduled quantity and date per row
Enter the committed quantity and the date it is due. Add extra rows against the same order line to split it into instalments.
Save
The schedule starts at Pending. Nothing else is needed — fulfilment is tracked automatically from here.
How on time vs delayed is decided
This is the point of the whole document. When a GRN (for a purchase order) or a Delivery Note (for a sales order) is approved, ERPX matches it back to the schedule:
The matching document is approved
Only approval counts. A Draft or Pending GRN or Delivery Note does not touch the schedule.
Open schedule rows are found
ERPX looks for schedule rows on the same order line whose status is Pending or Partial, and takes them in scheduled-date order — earliest first.
The quantity is applied oldest-first
The fulfilled quantity fills the earliest outstanding instalment, then spills into the next. Quantities are converted between the document’s UOM, the stock UOM, and the order UOM so mixed units still reconcile.
Each slice is judged against its own scheduled date
For every slice filled:
on time = fulfilment document date is on or before the row's Scheduled Date
delayed = fulfilment document date is after the row's Scheduled DateThe slice is added to In Time Qty or Delayed Qty accordingly, and a fulfilment log entry is written recording the document, the actual date, the quantity, and the on-time flag.
Fulfilment on the exact scheduled date counts as on time — the comparison is “not after”, not “before”.
Row status after fulfilment
| Condition | Row status |
|---|---|
| Nothing fulfilled yet | Pending |
| Fulfilled quantity is less than the scheduled quantity | Partial |
| Fully fulfilled, and no part of it was late | Fulfilled |
| Fully fulfilled, but any part arrived late | Delayed |
Header status roll-up
| Condition across all rows | Schedule status |
|---|---|
| Any row is Delayed | Delayed |
| All rows Fulfilled | Fulfilled |
| Some movement, but not all complete | Partial |
| Nothing fulfilled anywhere | Pending |
A single late instalment marks the whole schedule Delayed, even if everything else arrived on time. That is intentional — the header is an exception flag, not an average. Use the Delivery Schedule Report to see the split between in-time and delayed quantities.
Worked example — supplier delivery performance
You order 1,000 kg of fabric on a Purchase Order and agree two instalments.
| Row | Scheduled Qty | Scheduled Date |
|---|---|---|
| 1 | 400 kg | 10 March |
| 2 | 600 kg | 25 March |
What happens as the goods arrive:
| Event | Effect |
|---|---|
| GRN for 400 kg on 9 March | Row 1 fills 400 kg. 9 March is before 10 March, so In Time Qty = 400. Row 1 → Fulfilled |
| GRN for 250 kg on 28 March | Row 2 fills 250 kg. 28 March is after 25 March, so Delayed Qty = 250. Row 2 → Partial |
| GRN for 350 kg on 30 March | Row 2 fills the remaining 350 kg, also late. Delayed Qty = 600. Row 2 → Delayed |
| Schedule header | One row is Delayed, so the schedule is Delayed |
The result: 400 kg in time, 600 kg delayed — a 60% delay rate on that order, visible in the report.
The same mechanics apply to a Sales Order, with Delivery Notes doing the fulfilling and the number telling you how well you served your customer.
Delivery Schedule Report
Go to: Inventory → Reports → Basic → Delivery Schedule Report
The report turns the schedule data into a performance view:
| Column | Shows |
|---|---|
| Schedule Number | The schedule document |
| Schedule Date | The committed date |
| Order Number | The purchase or sales order |
| Transaction Type | Whether this is a purchase or sales schedule |
| UOM | Unit of the quantities |
| Order Qty | Quantity on the order line |
| Schedule Qty | Quantity committed for this instalment |
| In Time Qty | Quantity fulfilled on or before the date |
| Delayed Qty | Quantity fulfilled after the date |
| Delay % | Delayed quantity as a share of the scheduled quantity |
Use it to answer: which suppliers habitually run late, which customers we are letting down, and whether a delay is a one-off or a pattern.
Editing and cancelling
| Situation | What you can do |
|---|---|
| Nothing fulfilled yet | Edit quantities and dates freely |
| Partly fulfilled | Remaining rows can still be adjusted |
| Row already Fulfilled | Locked — it represents completed history |
Re-dating a row that is already fulfilled would rewrite a performance record after the fact, which is why it is prevented.
Tips
- Schedule the dates you actually committed to, not optimistic ones. The report is only as honest as the dates in it.
- Split large orders into real instalments rather than one lump date. A single date reduces the whole order to a pass/fail.
- Approve GRNs and Delivery Notes with the real physical date. Back-office delay in approving makes an on-time delivery look late.
- Review Delay % by supplier before renegotiating terms — it is the strongest evidence you have.
- Use it on the sales side too. Most companies watch suppliers and never measure their own delivery performance.