A partial delivery allows you to ship only some of the items from an order to the customer — for example, because not all items are in stock or because certain items should be delivered in advance.
In Xentral, a partial delivery can be initiated directly from an order. The partial delivery function allows in-stock items from an order to be shipped in advance. Items that are not available remain in the original order and can be delivered later.
Steps:
-
Navigate to the order overview: Sales > Order.
-
Click on Order > Action > Create partial delivery in the mini detail view. Alternatively, open an order and select this action there.
-
Select the line items to be included in the partial delivery: Xentral automatically suggests items for the new order (partial delivery). The manual selection can be overridden or adjusted at any time.
-
In-stock items are suggested with their available quantity; items that are not in stock have "0" in the Ship field.
-
Adjust shipping quantities (optional): Adjust the shipping quantities if needed, e.g. for partial quantities or prioritization.
-
-
Check additional options: Optionally, you can: grant manual payment approval, disable the postage check.
-
Click on "Generate partial delivery" to create the partial delivery.
-
A new partial order is created with the suffix -1 (e.g. 200005-1).
-
The remaining order is retained: The original order 200005 still contains the unshipped items and can be completed later.
After clicking "Create partial delivery", a user interface opens where you select which line items should be shipped. The individual columns are explained below:
Column |
Description |
|---|---|
|
Pos |
Line item number within the order. |
|
Item |
Name of the item as stored in the item master data. |
|
Number |
The unique item number used internally for identification. |
|
Qty |
The quantity of this item originally ordered. |
|
Reserved |
Displays how many units have already been reserved for this order (left) and system-wide in total (right). Format: e.g. "0 / 0". |
|
Stock |
Indicates how many units are currently physically available in the warehouse. If there are multiple storage locations, details are displayed below (e.g. warehouse name, storage location, quantity). E.g. 'Main warehouse Location1 (Available quantity: 30)'. |
|
Ship |
Input field for the desired shipping quantity for this partial delivery. Only fully available items are suggested here with a quantity; other fields remain empty or show "0". |
Note
Example: Partial delivery from order 200005
The order contains three items. Only the LED ceiling lamp is fully in stock.
When a partial delivery is created, a new partial order 200005-1 is automatically generated, containing only this in-stock line item.
The unavailable items (water bottle and cutting board) remain in the original order 200005 and can be delivered separately later once they are available again.
Even after a partial delivery has been created, the original order retains all relevant information. This is recorded in the log and enables full traceability.
The table displays all line items in the order along with their respective status:
-
Qty: originally ordered quantity
-
Delivered: number of items already delivered
-
Open: number of items not yet delivered
This makes it immediately visible which line items have already been shipped and which are still outstanding.
Additionally, the Partial orders section documents which new partial orders have been created from the original order. The overview contains:
-
Date of the partial delivery
-
Document number of the partial order
-
Customer / name
-
Amount of the partial order
-
Action (e.g. status or follow-up processes)
This ensures that the entire delivery and invoicing process remains traceable: the log in the original order serves as the central reference, while the original order together with the partial orders reflects the actual deliveries.
After a partial delivery is created, a new partial order is generated. It receives the order number of the main order with the suffix "-1".
The partial order only lists the line items that are no longer included in the original delivery — i.e. items that are in stock and ready to be shipped.
The overview contains per item:
-
Number: the item number
-
Name: the item description
-
Qty: the originally ordered quantity
-
Delivered: remains empty, as these items have not yet been shipped
-
Open: displays the quantity that still needs to be delivered in a later step
The partial order thus serves as the working basis for the subsequent delivery. Once the items are available, the next delivery can be generated from this partial order.