Everything about Delivery Orders that You Need to Know
Every time you place an order with a supplier, they send you a document called a delivery order. This document is important because it helps you track your orders, check deliveries, and manage your stock properly. Understanding how delivery orders work will help you avoid mistakes, reduce waste, and ensure you always have the right ingredients when you need them.
What is Meant by Delivery Order?
A delivery order is a document that a supplier gives you when they send your ingredients. It lists all the items that were ordered and delivered. This document is not the same as an invoice. The delivery order only confirms what has been sent, while the invoice tells you how much you need to pay.
For example, if you order 50kg of chicken, 10kg of tomatoes, and 5kg of cheese, the supplier will prepare these items and send them to you. When the delivery arrives, the driver or supplier will give you a delivery order that lists these items. You should check the order carefully to ensure everything is correct before signing it.
Who Creates the Delivery Order?
The supplier is responsible for creating the delivery order. Once you place an order, the supplier processes it, packs the items, and prepares a document that lists everything being sent. This document is then given to the delivery driver, who brings it along with the goods.
When you receive the delivery order, it’s your responsibility to check if everything matches what you ordered. If there is a mistake, such as missing or damaged items, you should inform the supplier immediately. Keeping proper records of your delivery orders will help you track your inventory and resolve any issues quickly.
How Do I Make a Delivery Order?
Placing a delivery order is simple, but it’s important to do it correctly to avoid mistakes. First, you need to decide what ingredients you need and how much. Then, contact your supplier through their preferred method—this could be by phone, email, or an online ordering system.
When placing your order, make sure to include:
- The exact items you need
- The quantity of each item
- Your restaurant’s name and address
- The preferred delivery date and time
Once you place your order, the supplier will confirm it and prepare the items. When they send out the goods, they will attach a delivery order. Always keep a copy of the delivery order for your records, as this helps with inventory tracking and financial management.
Why is a Delivery Order Important for Your Restaurant?
A delivery order helps you keep track of what ingredients you have received and whether everything matches your order. This is important for preventing fraud, managing stock, and keeping your business running smoothly.
Studies show that food waste in the restaurant industry accounts for 4% to 10% of total food costs (Source: WRAP, Waste and Resources Action Programme). One common reason for waste is ordering too much or receiving incorrect ingredients. A delivery order helps you check what you are getting, so you don’t accidentally store more than you need or miss important items.
Having a proper system for checking delivery orders can also help you manage the delivery orders from multiple suppliers. According to research by the National Restaurant Association, employee theft accounts for 75% of inventory shortages in restaurants. If you don’t check your delivery orders properly, missing items might go unnoticed, leading to financial losses.
How to Check a Delivery Order When You Receive It
When a delivery arrives, don’t just sign the delivery order and let the driver go. Take a few minutes to check that everything is correct. Here’s what you should do:
- Match the delivery order with your purchase order – Before receiving the goods, compare them with what you originally ordered.
- Check the quantity and quality – Count the items and inspect them to ensure they are fresh and undamaged.
- Look for missing or extra items – If something is missing, inform the supplier immediately. If there are extra items, contact them as well, as this could be a mistake.
- Sign only when you are sure everything is correct – If there are issues, write them down on the delivery order before signing. Keep a copy for your records.
Common Problems with Delivery Orders and How to Handle Them
Even with careful planning, problems can happen. Sometimes suppliers make mistakes, and deliveries may be late or incomplete. Here are some common issues and what you can do about them:
- Missing items – If an item is missing from your delivery, check with the supplier. They might send it in a separate delivery, or it could be an error that needs a refund or replacement.
- Wrong items – If you receive the wrong ingredients, don’t use them. Inform the supplier immediately and arrange for a return or exchange.
- Damaged goods – If items arrive in bad condition, take photos as proof and contact the supplier to request a replacement.
- Late deliveries – If a supplier delivers late frequently, it might affect your business. Consider discussing the issue with them or finding a more reliable supplier.
How Digital Systems Can Help with Delivery Orders
Using digital tools can make managing delivery orders much easier. Instead of relying on paper documents, you can use inventory management software to track all your orders and deliveries. Many modern systems allow you to:
- Place orders online with a few clicks
- Receive real-time updates on deliveries
- Automatically compare delivery orders with invoices
- Keep digital records for easy access
Research shows that restaurants using digital inventory systems reduce food waste by up to 30% (Source: ReFED, Rethink Food Waste Through Economics and Data). By keeping better track of your delivery orders, you can prevent overstocking and save money.
A delivery order is more than just a piece of paper—it’s a crucial document that helps you manage your ingredients, reduce waste, and prevent losses. By understanding how delivery orders work, checking them carefully, and using the food market hub to track your inventory, you can avoid common problems and run your restaurant more efficiently.
Every delivery you receive affects your bottom line. Taking the time to check your orders properly will ensure you always have the right ingredients to serve your customers without unnecessary waste or loss.
