Every week, Steelcase publishes a PDF called an Expected Delivery Note. It lists every order that is arriving in Jersey that week, with confirmed dates. This tool reads that PDF, matches each line to orders in the tracker, and updates the delivery dates for you — so you don’t have to do it by hand. It also spots any orders that were expected this week but aren’t on the note (meaning they’re delayed), and sends a notification to the salesperson automatically.
Log in to Steelcase Village and download the Expected Delivery Note for this week. There may be more than one file — upload them one at a time.
Drag the PDF into the box, or click to browse for the file. The system reads it and works out the matches automatically — takes about 10 seconds.
A list of orders appears with tick boxes. Everything is ticked by default. Check each one (see below), adjust any dates if needed, and click Apply all changes. Nothing is saved until you hit Apply.
After the PDF is read, a list of matched orders appears. Below is an example of exactly what that screen looks like, with explanations on the right.
Shows the carrier, shipment reference, and issue date from the PDF. Useful to confirm it’s the right note.
If Steelcase loaded the goods but they missed the Jersey sailing, click this and all the dates below jump to the following Monday in one go.
Your PO number was found directly in the PDF. If there’s also a green ✓ OA matched badge, the order acknowledgement number cross-checks too — double confirmation. Safe to leave ticked.
Steelcase used their own short reference instead of your PO number. The system matched it by project number. Read the job name and product description — if it looks like the right order, leave it ticked.
When an order is split into parts (e.g. 10145A, 10145B), the AI reads the product names in the PDF to decide which part is which. A high badge means it’s confident. Medium or low — worth a quick glance at the products listed.
These orders were expected this week based on what’s in the tracker, but Steelcase didn’t include them. Leaving them ticked pushes the estimated date back 2 weeks and sends a delay notification to the salesperson (CC’d to Ian and Lucy).
Untick if you know it’s been handled or you’d rather update it manually.
Every row is ticked by default
When the results appear, every matched order is already ticked. This means: “yes, update this order’s confirmed delivery date.” You only need to untick a row if something looks wrong or you want to skip that order.
The confirmed date
Each row shows a date like 04/07/2026. This is set automatically to the Friday of the delivery week — which is the day the Jersey sailing arrives. You can click the date and change it if the actual arrival day is different (e.g. a Monday if they’re coming by air).
What happens when you untick a row
The date on that order is not changed. A short note is added automatically to the order in the tracker: “System found a match in the delivery note but it was not applied.” This keeps a record so nothing is lost. You can then update the order manually in the tracker.
What happens when you click Apply
For every ticked row, the system does three things:
For any orders in the “not in the PDF” section that you left ticked, the estimated date is pushed back by 2 weeks, a note is added, and a delay email is automatically sent to the salesperson (Paul, Tim, or Ed — whoever handles that order), CC’d to Ian and Lucy.
The PDF you upload is automatically attached to every matched order under Other Documents. You don’t need to do anything extra. It will appear labelled like this:
If Steelcase later publishes a revised delivery note for the same week and you upload that too, the old one is automatically renamed SUPERSEDED (and kept), while the new one becomes CURRENT:
The full history is always kept. You can open any version from an order’s Documents section at any time.
A row doesn’t match the right order
Untick it. The date is left unchanged. Add a note manually to the order if needed. If this keeps happening for a particular order, let Ed know so the matching rules can be improved.
An order is missing from the results
The system only shows orders that are in the tracker as active Steelcase orders. If an order is missing, check it exists in the tracker and has the right supplier name (must be “Steelcase”). Contact Ed if it still doesn’t appear.
The upload fails with an error
If the file can’t be read (e.g. it’s not a Steelcase Expected Delivery Note, or a connection blip), an error message appears and nothing in the tracker is changed. Try uploading again. If it keeps failing, email ed@neo.je with the PDF attached.