How do you manage delivery note incidents and returns in tspoonlab?
This article shows you how to manage in tspoonlab what doesn’t arrive as expected on a delivery note: how to receive only part of an item, how to create a new entry with what hasn’t arrived so you can receive it later, how to generate a return to the supplier and how to record an incident at reception.
This article is for purchasing, kitchen or store managers who receive delivery notes in tspoonlab with OCR (Optical Character Recognition) or with AI document scanning: these options work the same with both systems. You need a user profile with Purchases, Ingredients and Stores permissions.
When a supplier doesn’t deliver everything you ordered, or delivers something you need to return, tspoonlab lets you record it in the same reception: what you mark as not received doesn’t enter the store, what hasn’t arrived can move to a new purchase pending to be received, and what you return goes into a return purchase. To spot these differences before receiving, compare the order with the delivery note by following Compare the sent purchase order with the received delivery note.
How do you receive only part of an item in tspoonlab?
If you haven’t received the full quantity of an item, you can split its line in the "Receive order" window in tspoonlab to receive what has arrived and mark the rest as not received:
Click "Receive", on the right of the purchase header. Then mark everything as received.
On the item’s line, enter the quantity that has arrived in "Quantity". A green "+"button appears at the end of the line.
Click the "+" button. tspoonlab creates a second line for the same item below, with the remaining quantity, not marked as received.
Complete the rest of the reception and click "Ok". The purchase now shows the green received tick, and the line you didn’t mark appears with no tick and no batch, because that item hasn’t entered the store.
How do you create a new entry with what hasn’t arrived?
The "Create new entry with pending items" option in tspoonlab generates a new purchase with the lines you marked as not received, so you can receive them when the supplier delivers them:
In the purchase you’ve already received, click the three dots and select "Create new entry with pending items".
Select the order (the folder) where you want to create the new entry and click "Ok".
tspoonlab creates in that folder a new purchase from the same supplier with the pending items and the "Receive" button. When the goods arrive, upload their delivery note to that purchase and receive it like any other purchase.
📌 Note: "Create new entry with pending items" only includes the lines you marked as not received in the "Receive order" window. If you want an item to stay pending, split its line or untick it before you accept the reception.
How do you generate a return to the supplier in tspoonlab?
The "Generate return" option in tspoonlab creates a return purchase with the items you return to the supplier, for example because they’ve arrived in poor condition:
In the purchase you’ve already received, click the three dots and select "Generate return".
Select the order (the folder) where you want to generate the return, tick the items you want to return and click "Ok".
tspoonlab creates a return purchase with the delivery note number preceded by «Dev.», with the items in negative quantity and amount, with the status pending to be sent and with the "Pending return" incident. When the supplier sends you the return delivery note, upload it to that purchase with "Scan delivery note" so it’s attached.
How do you record an incident at reception?
If there’s something to record when you receive a delivery note in tspoonlab, such as a shortage or an item in poor condition, add an incident from the "Receive order"window:
In the "Receive order" window, click "Incidents", the red button at the bottom left, next to the camera button.
In the "Incidents" window, type the incident and click "Ok".
The incident appears in the purchase header. When it’s resolved, remove it from the purchase’s three dots with "Remove incident".
Still need help? Click the built-in Support Chat in the bottom-right corner of your screen and our team will get back to you.