Stop deliveries following the wrong phase of the move
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Review open purchase orders before changing the business address used for deliveries. The office, stores and production functions may move on different dates. Goods need to reach the location that can receive and use them under the agreed arrangements.
A supplier's acknowledgement of the new postal address may leave existing orders unchanged. Identify which orders need revised instructions, who can authorise the change and whether the supplier has confirmed it.
Check each order against receiving capability
Use a transition sheet for deliveries falling within the move period. Keep it connected to the normal purchasing record rather than creating a competing set of order instructions.
| Order | Expected delivery | Receiving decision | Confirmation owner |
|---|---|---|---|
| Fictional PO 401, production material | Before the relevant production phase moves | Old site, subject to its agreed receiving arrangements | Buyer checks supplier acknowledgement and receiving lead |
| Fictional PO 402, supplies for the new operation | After the new stores function is accepted | New site, once receiving capability is confirmed | Buyer coordinates with new-site lead |
| Fictional PO 403, uncertain dispatch date | Could arrive either side of the phase | Decision pending; supplier needs an agreed instruction | Named buyer resolves the date and location |
Add the actual goods, order reference and contact route. The receiving decision should cover the required people and arrangements through the responsible site team. This is not unloading or traffic-management guidance.
Do not convert PO 403 into an assumed new-site delivery merely to complete the sheet. Record who must decide, the information missing and the latest point for communicating the instruction.
Deal with a changed phase
If the move slips, check orders whose delivery instructions relied on the previous date. A general message saying "the move is delayed" does not tell a supplier whether to hold, redirect or proceed with a particular order. Any changes need the appropriate commercial authority and agreement.
Check the effects on live work as well. The material may reach the old site while the customer order now belongs to the new site. Assign the resulting coordination problem rather than assuming production staff will discover it in time.
Record confirmed arrangements separately from requests still awaiting a reply. Include any resulting cost or delivery uncertainty in the project decision, without treating a supplier's silence as acceptance.
Keep the receiving contact current
Give the staff answering delivery enquiries access to the agreed receiving decision. The contact-route test should show whether an urgent call reaches someone who can answer for that order.
Review who controls each location using the site responsibility matrix. An old site with continuing access for a specific purpose may no longer provide ordinary goods reception.
As incoming supply settles into the new operation, confirm which stores or support equipment remains necessary. If equipment becomes surplus, UK Auction Group can receive an enquiry based on that operating decision. State any continuing dependency and the location's current contact arrangements.
Return to the phased-move guides.
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This guide is general information and education only. Legal, tax, employment and safety decisions may need a qualified adviser who knows your situation. Read the disclaimer.