Delivery orders and signatures

The Deliveries page

Procurement › Deliveries lists every delivery order — Open, To be signed, To invoice, Signed, Cancelled or All — with its Order, Customer, Site, Date, Driver and Status: Draft, Ready, Out for delivery, Delivered or Cancelled. Remarks flags one where the customer noted a problem, and Invoice needs a hand one whose invoice could not be prepared by itself. Search by the delivery order number, the customer, the site or the recipient. The list is Latest delivery date first; Sort gives Earliest delivery date first or the delivery order number either way. A delivery order carries no prices, so there is no amount order.

Prepare a delivery order

Ready and dispatch

• Make it ready numbers it (DO-00001 onwards) and freezes it: the lines, the site and the recipient are fixed, and a signature is tied to exactly that version. It is Ready. Until it is dispatched, Back to draft undoes that.
• Dispatch is the moment the goods leave. Stock goes out — first what was set aside for this order, then free stock at that location, never stock set aside for another order unless your company allows negative stock. If your company checks credit as goods leave (the default), Credit check before dispatch appears when there is a problem. A delivery order planned for a later date that goes today is re-dated today. It is then Out for delivery.
• Preview (for a draft) or Print gives you the paper. Cancel, then Cancel it with a reason, drops a delivery order that has not left: nothing moved, so nothing moves back.

Get it signed for

Once the goods have left, Get it signed for offers four ways, and whichever is used, the customer says how much of each line they accepted:

Anything not accepted goes back into stock at the cost it left at, is set aside for the order again, and is not invoiced. Anything neither accepted nor refused counts as not accepted, “Short on arrival”.

The signing link

• A link works once, until the date shown — as many days as your company set under Signing links, 7 unless changed. A new link replaces the one already sent, and getting the delivery signed another way stops it too.
• Only a fingerprint of the link is kept. The delivery order says who it was sent to, how many times it was opened and until when it works, with Withdraw it to stop it at once.

What the customer sees, on their own phone and without signing in: your company's name; the delivery order's title, number and date; their LPO number; their name, the site and its address; and each line with the quantity Sent and no prices. Under Check what you received they enter anything Not accepted and Why; under Who is receiving, Your name, Role (optional), Phone (optional) and Anything else to note (optional); under Your signature, Draw or Type. Add my location (optional) shares where they are. They tick that they received the goods in the quantities they accepted, read what is kept as proof of delivery — their name, phone number, signature, the time and their device's network address, and their location only if they allowed it — and press Confirm delivery. A link that was used, has expired or was replaced says This link is not available.

The signed copy

Signed for on the delivery order says By whom, How and When. Signed copy with its evidence is the PDF of the signed delivery order, with the accepted and not-accepted quantities and a last page of evidence: who signed and in what role, when, how, the member of staff present when it was signed on a device, the network address and device, the location if it was shared, and a fingerprint of the delivery order that was signed. It is kept with the delivery order and cannot be removed.

A cheque at the door

If the customer hands over a cheque — or a run of post-dated ones — press Take cheques under Payment on delivery. Enter each cheque's number, the date on it and its amount; Add the next cheque adds another with the next number, a month later, for the same amount. Then Their bank and the Account name on them. What each cheque is for shows, before anything is recorded, where each goes: this delivery's invoice first — waiting for it if it is not issued yet — then the oldest. Press Record the cheque (or Record the 3 cheques): they go into Banking › Post-dated Cheques as In hand, marked with the order and delivery order numbers so they show on the order even before anything is invoiced. Nothing is posted: each becomes a receipt only when the bank clears it. The same cheque number from the same customer is questioned; They are different cheques — record them records them anyway. A person in the Delivery role can record cheques and nothing else about money: for them, What each cheque is for gives the rule it will follow and no invoices or amounts, and the cheques are earmarked by that rule when they are recorded.

Getting it wrong

A delivery order the customer signed for stays as it is. Goods returned after that are handled with a credit note and a stock adjustment — see Known limits.