Under the Items/Occurrences tab, you register delivery information for the individual item or occurrence. The items ordered from the supplier are displayed in the top part of the window while the different occurrences/individuals for the selected item are displayed in the bottom part of the window. Please note that if individuals have been generated for an occurrence, these are displayed and not the occurrence. When working with registration of delivery statuses, you can choose to register information for the individual item, occurrence or individual, for several at the same time, for all occurrences/individuals of an item, for several items or for the entire order. We will provide more information on this later.

Occurrences/individuals in the delivery

The bottom part of the window displays occurrences/individuals ordered for the items selected above. In front of each occurrence/individual is an icon with the following definitions:

The list displays the name and number for the room in which the occurrence/individual is placed, along with the individual number if an individual. It also displays the quantity of occurrences/individuals ordered. If this is an individual, the quantity will always be 1. You can edit this information by double clicking the individual or selecting it and pressing Enter. This opens the following dialogue box which displays the same information as in the list, but with the option to edit and register delivery information.

You can only register delivery information on the individual if it has a status. If the individual does not have a status, the dialogue box will automatically suggest that you select status first. You can then go on to register a comment for the individual and mark it for follow-up, specifying a deadline if required and the person responsible for follow-up.

If you only want to specify status and not register any more information on the individual, you can right click and select the status you want (you can also use the shortcut keys Ctrl + 1-9). If you want to remove all statuses for the item, you can select Remove from delivery from the right click menu or press Delete. If no individuals have been entered for a unit, you can also change the quantity specified for delivery, if required by special circumstances. To do so, select Change delivery quantity. Please note however that the occurrence/individual will be displayed as registered for delivery and only the quantity will change.

You can change several occurrences/individuals at the same time. To do so, hold down the Ctrl or Shift keys while marking the occurrences/individuals you want to change. You can then use status selection directly from the menu or use shortcut keys, or you can select Edit or press the Enter key. This will open a similar dialogue box which allows you to change all selected occurrences/individuals. There is a selection box in front of each field where you can specify which fields you want to edit. Select the fields you want to use and their value then click OK. If, for example, you want to remove follow-up for several occurrences/individuals, you can remove the selection mark in front of the follow-up field and leave the field empty.

Items in the delivery module

As previously mentioned, the top part of the window displays information on all items in the order. In front of each item is an icon indicating whether delivery status has been registered for any of the occurrences/individuals for this item. The icons have the following definitions:

The list also displays the name and quantity for the item, how many occurrences/individuals there are on order and how many have delivery status registered. If all occurrences/individuals have the same status, this is displayed. Please note that all occurrences/individuals must have the same status and this also implies that all of them have to have been given a delivery status. Finally, the window displays whether any of the occurrences/individuals have been marked for follow-up.

If you want to change delivery status for all occurrences/individuals of an item, you can do so by double clicking, selecting Edit from the menu or pressing Enter for a selected item. This will open the same dialogue box as when you change several occurrences/individuals (which is what we want to do). This is described above. You can also select several items and perform the same operation. You use the same shortcut keys and menu selections to delete and enter status for one or more items as for occurrences/individuals.

If you want to change delivery statusfor all occurrences/individuals in an entire order, you can use the top right-hand button, Change all occurrences.

Advice when registering in the delivery module

To ensure fully efficient registration, you should register as much information as possible at the highest possible level. If you want to register delivery of an entire order, but with a few exceptions, it is advisable to select all the items which are complete, or the entire order, then register that everything has been received and then remove this registration for those items which did not apply, instead of registering this information for each individual item.

The efficient use of shortcut key combinations and shortcut keys will also make registration work much more simple – see copy Navigating in Delivery Panel.