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What should I write in the delivery terms of a PO for a small warehouse?

Write what the driver and supplier need so the order arrives without trouble: receiving hours, whether you accept part deliveries, who unloads, a contact on site, and what happens if the count is short. Put each on its own line. The field prints on the purchase order next to the delivery address, exactly as written; the tool adds no terms of its own.

Published · 2 min read

Why this field matters for a small warehouse

A big warehouse has a loading dock and a receiving clerk all day. A small one is often a back room or a unit in a storage park, opened by one person at set hours. A driver who turns up at 7 pm to a locked door goes away with your goods, and a second attempt may cost you. Two lines on the purchase order prevent that.

A template to adapt

Copy what fits into 'Delivery terms (optional)', one condition per line:

  • Receiving Sunday to Thursday, 9 am to 4 pm. No deliveries on Friday.
  • Please call Ahmed on 0550000000 half an hour before arrival.
  • Delivery in at most two shipments is accepted.
  • Unloading by the supplier. No forklift on site.
  • Any shortage must be noted on the delivery note before signing.

The field holds 500 characters, enough for five or six short lines. If you need more, move the less important details to the notes below the item table.

A complete example

  1. In the Purchase-order generator, enter the warehouse in 'Delivery address' if it differs from your address in the buyer block.
  2. Type the conditions above into 'Delivery terms'.
  3. Add the item: 300 carton boxes at 7.50, with 120 shipping.
  4. The tool works out 2,250.00 for the line and, with shipping, a total of 2,370.00 SAR, with no tax since you left that field empty.
  5. Create the file and check in the preview that each condition sits on its own line.

What does not belong in delivery terms

  • Payment terms such as 'net 30': those go in the notes or your agreement with the supplier, not the driver's instructions.
  • Conditions the supplier never agreed to. A purchase order documents your order but does not replace your agreement with the supplier, and a term they are reading for the first time invites a dispute, so agree it first.
  • The delivery date: it has its own field, printed in the header as 'Deliver by'.

It also helps to issue the order early enough that you are not forced to accept a delivery slot that suits nobody. Work out when to order with the Inventory reorder-point calculator.

Common questions

Does the delivery terms section appear if I leave it empty?

No, nothing is printed for it.

Do my line breaks survive in the file?

Yes, each line you type in the field prints as a separate line.