Module 2 of 5

Order Processing
from the ship's PO to delivery at the ship

When the vessel confirms, Chandler checks its PO against your quote, raises supplier POs, tracks every delivery into your store, and hands over at the ship with photos. Every step updates the same order.

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Used by: Purchasing officer · Store keeper · Boarding officer

3 / 3 POs sent372 / 372 packedDelivered

In short: Chandler's Order Processing module validates the vessel's PO against your quote, raises one PO per supplier and currency, records goods received line by line, packs and dispatches boxes by vehicle, records handover with photos, handles returns and resupply, and builds the final invoice from what was delivered.

Steps 04–05 · Ship PO and supplier POs

The ship confirms. Suppliers get their POs.

When the vessel sends its purchase order, Chandler checks it against your quote and turns it into supplier orders automatically.

Supplier POs by supplier: one PO per supplier, each in its own currency, with sent, confirmed and payment status.

The same order by item: which supplier each line is allocated to, with a progress bar per line.

Vessel PO validation: the ship's PO is checked line by line against what you quoted
One PO per supplier, per currency, numbered automatically, with totals per currency
Three views: by supplier, by item, and removed items
Allocate a line across suppliers, such as 40 from one and 20 from another
Status per PO: not sent, sent, confirmed or declined; resend or mark confirmed in one click
Paid and payable amounts per supplier
Supplier declines? Move the items to another supplier without redoing the order
Supplier PO approval by the general manager, where required

▶Watch on the live systemHow to convert a vessel PO into an order↗

Step 06 · Goods received

Know what has arrived, and what hasn't

The store team checks goods in against the supplier POs. Every line shows ordered, received and remaining.

GRN by supplier: units received against units ordered, per supplier and per line.

GRN by item: the first line hasn't started, and its 60 missing units show in red.

Receive by supplier or by item
Ordered, received and remaining for every line, with a progress bar
Partial deliveries: receive what came, the rest stays open
Time-bound items flagged, such as fresh and frozen goods
Upload the supplier's delivery note to the GRN
Anything missing shows up in order health straight away

▶Watch on the live systemHow to check and confirm stock availability↗

Step 07 · Packing and dispatch

Deliver with proof, box by box

Received items are packed into labelled boxes, loaded onto vehicles and handed over at the ship with photos.

Packing: 372 of 372 received units packed. Pick items and quantities, then create the box.

Dispatch: two boxes on one vehicle, one of them a frozen container.

Pack only what was received, or part of a line into one box and the rest into another
Your own box types: standard carton, frozen container and more
Vehicles with driver, boxes allocated to vehicles, status pending, in transit or delivered
Who dispatched it and when, recorded automatically, with delivery documents per vehicle
Handover at the ship with photos: your proof if a delivery is ever disputed
Feedback from the vessel through a handover link
Boarding officers see only what they need for packing, dispatch and handover

BenefitEvery box is accounted for from your store to the ship, with photos at handover.

Returns and resupply

Things go wrong in chandling. Chandler is ready for them.

Rejected items, wrong deliveries and suppliers who can't supply are part of the job. Chandler tracks every one: switch supplier in one step, resupply immediately when the vessel rejects items, and return wrong items with every return tracked.

The returns tab of an order: total, accepted, pending and rejected items, and the boxes they came from.

Returns at handover, within 48 hours and within two weeks, each tracked separately
Accepted, pending and rejected counts per order
Linked to the box the item was packed in
Immediate resupply orders
Credit notes flow through to the final invoice

Step 08 · Final invoice

Invoice from the order, not from scratch

The invoice is built from what was actually delivered, so nothing is retyped and nothing is missed.

A paid invoice: linked to the vessel, the ship's PO and the original inquiry, with credit notes, advances and payments applied.

Automatic invoice number, invoice date and due date, paid or due status
Linked to the order: vessel PO, inquiry reference and the original inquiry file
Invoice currency set per order
Credit notes and advances deducted automatically
Payments received, each posted to the accounts journal; balance due always up to date
Final statement of account and final credit note for the agent

FAQ

Order Processing:common questions

Last updated 6 October 2026

Can one order go to several suppliers in different currencies?

Yes. Chandler raises one PO per supplier, per currency, and can split a single line across suppliers. Totals are shown per currency for the whole order.

What happens when the vessel rejects items at handover?

Record the return at handover, within 48 hours or within two weeks. Start a resupply order straight away, and credit notes flow through to the final invoice.

Do we need photos at handover?

Boarding officers can attach handover photos to each delivery. They are your proof if a delivery is ever disputed.

The other modules

Five modules, one system

Module 1Quoting→Module 3Data & Item Manager→Module 4Finance→Module 5Management Reporting→