Promotional Merchandise - Managing a Split Shipment

Agree the delivery schedule with the client and record which items ship in each batch, with expected dispatch dates, on the job record.

Create a separate purchase order for each supplier or decoration method, specifying the items, quantities, and due dates for each batch.

When each supplier dispatches their batch, receive it against the relevant PO. Flag any quantity shortfalls or substitutions before goods leave the supplier.

Create a delivery note for each batch before dispatch to the client, documenting exactly which items and quantities are included.

Monitor the remaining open quantities on the job so the account manager and client can see what has been delivered and what is still to come.

Once all batches are delivered and confirmed, reconcile the full order against the original quote and raise the final invoice for the complete order.

We have multiple suppliers completing different items on different schedules, and without checking every email thread we can't tell what has shipped and what's still outstanding.

When the first part of an order arrives and the client asks if we can invoice now, we don't have a clean way to invoice for only part of the order without creating confusion.

We've had situations where a second or third delivery batch is sent out but the job is already marked as done, so the delivery doesn't get formally recorded and the client disputes our records.