Order Delivery Tracking

Order Delivery Tracking

Tracking order deliveries is essential for ensuring customer satisfaction and maintaining accurate records. EquiBillBook provides comprehensive tools to track deliveries, link them to sales orders, and monitor the fulfillment process from order to delivery to invoicing.

Understanding Delivery Tracking

Delivery tracking in EquiBillBook allows you to:

• Record when items are delivered to customers
• Link deliveries to sales orders
• Track delivery status and updates
• Monitor delivery timelines
• Update order status based on deliveries
• Maintain delivery history and records

Creating Delivery Challans

Delivery Challans are documents that record the delivery of goods. They serve as proof of delivery and help track order fulfillment.

From Sales Order

1. Navigate to the sales order you want to deliver
2. Click "Create Delivery Challan" or "Deliver"
3. The system will pre-fill the delivery challan with order details
4. Adjust quantities if delivering partial order
5. Enter delivery date and other details
6. Save the delivery challan

Standalone Delivery Challan

1. Navigate to Sales → Delivery Challan → Create
2. Select the related sales order (if applicable)
3. Enter customer and item details
4. Fill in delivery information
5. Save the delivery challan

Delivery Information

When creating a delivery challan, include:

Basic Details

• Delivery Date: Date when items are/were delivered
• Delivery Challan Number: Auto-generated or custom number
• Reference Number: Link to sales order or other reference
• Delivery Person: Person responsible for delivery
• Vehicle Number: If applicable

Delivery Address

• Shipping address from the order (can be modified)
• Contact person at delivery location
• Contact phone number
• Delivery instructions

Items Delivered

• Items from the order (pre-filled)
• Quantities delivered (adjust if partial delivery)
• Serial numbers or batch numbers (if applicable)
• Condition of items

Delivery Status

Track the status of deliveries:

Pending

• Delivery challan created but not yet delivered
• Items are prepared for delivery
• Awaiting dispatch

In Transit

• Items have been dispatched
• Delivery is in progress
• Can track location if GPS tracking is enabled

Delivered

• Items have been successfully delivered
• Customer has received the goods
• Delivery is complete
• Order status may automatically update

Failed Delivery

• Delivery attempt was unsuccessful
• Reason for failure can be recorded
• Can reschedule delivery
• Customer may need to be contacted

Returned

• Items were returned by customer
• Reason for return should be documented
• Stock may need to be restored
• May require return processing

Updating Delivery Status

Marking as In Transit

1. Open the delivery challan
2. Click "Mark as In Transit" or "Dispatch"
3. Enter dispatch date and time
4. Add tracking information if available
5. Save the update

Marking as Delivered

1. Open the delivery challan
2. Click "Mark as Delivered" or "Complete Delivery"
3. Enter actual delivery date and time
4. Record delivery person's name
5. Add delivery notes or customer signature
6. Confirm delivery
7. Order status may automatically update to "Fulfilled" or "Partially Fulfilled"

Recording Failed Delivery

1. Open the delivery challan
2. Click "Mark as Failed" or "Delivery Failed"
3. Select reason for failure:
   • Customer not available
   • Wrong address
   • Customer refused delivery
   • Other (specify)
4. Add notes about the failure
5. Schedule retry if applicable

Multiple Deliveries for One Order

For orders with multiple items or partial deliveries:

Partial Deliveries

• Create multiple delivery challans for the same order
• Each challan can contain different items or quantities
• Order status updates to "Partially Fulfilled" after first delivery
• Status becomes "Fulfilled" when all items are delivered

Split Deliveries

• Deliver items to different addresses
• Schedule deliveries for different dates
• Track each delivery separately
• Link all deliveries to the same order

Delivery Tracking Features

Delivery Calendar

• View all scheduled deliveries on a calendar
• See deliveries by date
• Plan delivery routes
• Identify delivery conflicts

Delivery Dashboard

• Overview of all deliveries
• Pending deliveries count
• In-transit deliveries
• Delivered today/week/month
• Failed deliveries requiring attention

Delivery Reports

• Delivery summary reports
• Delivery performance reports
• Failed delivery reports
• Delivery by customer
• Delivery by date range
• Delivery person performance

GPS and Real-Time Tracking

If GPS tracking is enabled:

• Track delivery vehicle location in real-time
• View delivery route on map
• Estimate delivery time
• Update customers with delivery status
• Optimize delivery routes

Customer Notifications

Keep customers informed about deliveries:

Automated Notifications

• Email when delivery challan is created
• SMS when items are dispatched
• Notification when delivery is out for delivery
• Confirmation when delivery is completed
• Tracking link if available

Manual Updates

• Send delivery updates via email
• Share tracking information
• Notify about delays
• Confirm delivery completion

Delivery Proof and Documentation

Customer Signature

• Capture customer signature on delivery
• Store signature digitally
• Use for delivery confirmation
• Required for some types of deliveries

Delivery Notes

• Record any issues during delivery
• Note item condition
• Document customer feedback
• Record special instructions followed

Photos

• Attach photos of delivered items
• Document item condition
• Proof of delivery
• Useful for dispute resolution

Converting Delivery to Invoice

After delivery is confirmed:

1. Navigate to the delivery challan
2. Click "Convert to Invoice"
3. Or convert the original order to invoice
4. Invoice will include delivered items
5. Complete the billing process

Best Practices

• Create delivery challans promptly after order confirmation
• Update delivery status in real-time
• Maintain clear communication with customers
• Document all delivery attempts and outcomes
• Follow up on failed deliveries immediately
• Use delivery reports to identify bottlenecks
• Optimize delivery routes for efficiency
• Train delivery personnel on proper documentation
• Review delivery performance regularly
• Keep delivery records for audit purposes

Troubleshooting

Can't create delivery challan from order?

• Check that the order is in a valid status
• Ensure items are available for delivery
• Verify you have permissions to create delivery challans

Delivery status is not updating?

• Ensure you're saving the status change
• Check that the delivery challan is not locked
• Verify workflow settings

Order status not updating after delivery?

• Check that delivery challan is linked to the order
• Verify all items from order have been delivered
• Review automated status update rules

Multiple deliveries for same order not tracking correctly?

• Ensure each delivery challan is properly linked to the order
• Verify quantities match between order and deliveries
• Check that partial delivery settings are configured correctly

Effective delivery tracking ensures timely fulfillment and helps maintain excellent customer relationships!