How to Confirm a Delivery
A guide for Storekeepers on how to confirm deliveries — full, partial, or rejected — when items arrive at the loading dock.
When a Delivery Arrives
When a supplier's driver arrives at the loading dock, open SmartSupply on your phone. You should see the delivery listed on your home screen under "Pending Deliveries".
The delivery will only appear once the supplier has marked the order as Dispatched in their portal. If a delivery arrives but is not in the system, the supplier has not yet updated their side.
Step 1: Go to the Deliveries Page
Login on your phone. Your home screen shows a count of deliveries waiting for confirmation.
Tap "Deliveries" in the navigation to see the full list. Find the delivery from the driver who is at the dock.
Step 2: Find the Delivery in the "Dispatched" List
The Dispatched list shows all orders that the supplier has marked as on the way. Tap the delivery to open the confirmation screen.
You will see a list of all expected items — product name, ordered quantity, and a field to enter the received quantity.
Step 3: Count the Items and Enter Quantities
Count each item as the driver unloads. Enter the actual quantity you received for each product.
If everything matches the expected quantity, leave the fields at the default (they will already show the ordered amount).
Step 4: Partial Delivery — Enter the Actual Count
If you received fewer items than ordered (for example, 42 boxes instead of 50), change the quantity field to what you actually counted.
A partial delivery will automatically reduce the supplier's confidence score. This helps the Purchase Manager see which suppliers are delivering short.
Step 5: Tap "Confirm Delivery"
Once all quantities are entered, tap the large green "Confirm Delivery" button at the bottom of the screen.
The system will immediately update stock levels — the quantities you entered are added to inventory. The Purchase Manager receives a delivery notification.
What Happens Next
Stock levels update automatically in real time. No spreadsheet, no phone call.
If you entered a partial quantity, the supplier's confidence score drops. If you confirmed a full delivery, the score stays the same or improves slightly.
The Purchase Manager sees the delivery result in her Orders tab.
Troubleshooting
Problem: The delivery is not showing in my Dispatched list.
Solution: The supplier has not yet marked the order as Dispatched in their portal. Ask the driver to have their office update the order status. Once they mark it Dispatched, the delivery will appear on your screen within a few seconds.
Problem: I tapped Confirm but got an error.
Solution: Check your internet connection — the loading dock may have weak signal. Move to an area with better signal and try again. The system will not double-count if you submit again after a failure.
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