Prepare and track a delivery

Why it matters

Without tracking, you find out an order has not arrived when the customer calls, and the money collected by the courier is settled from memory. A delivery in Genuka says who carries what, where it stands, and what the courier has collected. The order status updates by itself when the delivery is done.

Summary

A delivery is created from an order and carries all or part of its items. It is assigned to a courier, who moves it from Taken in charge to On the way then Delivered. An order can have several deliveries (delivery in several parts). All deliveries are found in Settings › Sales › Deliveries.

Requirements

• An order of type Order (not a quote or a purchase order), in Delivery mode, with an address.
• deliveries.view to see deliveries, deliveries.create to create them, deliveries.update to assign a courier or change a status, deliveries.delete to delete them.
• For couriers: a team member with the Courrier role (see "Invite a team member").

Steps

1. Create the delivery from the order

1. Open the order. In Shipping informations, click Add a delivery.
2. In New delivery, choose the Delivery mode (Road, Air, Sea, Rail, Mixed…) and, if an outside carrier handles it, their name in Delivery name.
3. The Tracking Number is suggested automatically; you can replace it. Add a Tracking URL if the carrier provides one.
4. Set the planned Date.
5. In Products, keep the quantities to deliver. To deliver in several parts, lower the quantities: the next delivery will offer the rest.
6. Click Save. The delivery is created with the status Not taken in charge, and members who have access to deliveries receive an email (and a Telegram message if connected).

2. Assign a courier

1. Open the delivery (link on the tracking number in the order, or from Settings › Sales › Deliveries).
2. Click Assign a delivery, choose the courier then Apply. Without access to the team list, the button becomes Assign to me.
3. The delivery goes to Taken in charge. The Change button, in the courier block, lets you hand it to someone else.

3. Prepare the parcel

In Actions, Print delivery note offers two formats: A4 document (PDF), which lists the items of this delivery, what is left to deliver and signature boxes for the courier and the customer; or Ticket (thermal printer).

4. Deliver

1. On departure, the courier clicks Start delivery: status On the way.
2. On their phone, they can Enable GPS tracking: the map of their position appears on the delivery page for the whole team.
3. When handing over the parcel, they click Mark as shipped and confirm: status Delivered.

When the delivery is delivered, the order's delivery status goes to Delivered if all items are delivered, otherwise to Partial delivery. If accounting is enabled, the stock-out entry is posted.

5. Collect and hand over the money

If the courier holds a treasury account (the account's Held by field), they see the Money collected block on the delivery:

• Record a collection: the customer's payment, received into their account;
• Hand over money, then Declare the handover: the money they give back to the cash desk or to another account. The handover stays Awaiting confirmation until the person receiving the money confirms it in Treasury Accounts (Confirm or Not received).

6. Invoice and follow up

• Actions › Invoice this delivery creates the invoice of this delivery (invoices.create right, and only if the order does not already have its final invoice).
• Actions › Create expense records the transport cost, when the delivery carries the whole order.
• The Deliveries list can be filtered by Delivery status, Courier assignment, Courier, Shop, dates (Scheduled from / Scheduled until) and Invoicing. With the stats.view right, indicators show above it: left to collect, collected by couriers, delivered not paid, late…

Fields & options

Edge cases & common mistakes

• The "Add a delivery" button does not appear. The order is a quote or a purchase order, it is not in Delivery mode, everything is already delivered, or your account does not have deliveries.create.
• The courier does not see "Start delivery". These buttons only show for the assigned courier and for the Administrator role. A manager can go through the list: tick the deliveries, then Change status.
• Some choices in "Change status" use older wording ("pending shipping" = On the way, "taken in charge" = Taken in charge).
• A courier cannot take a free delivery for themselves. Assigning a delivery to yourself needs the deliveries.update right. Without it, a courier can only move forward the deliveries they were given.
• The "Money collected" block does not appear. It is only visible to the assigned courier, and only if they hold at least one treasury account.
• A courier only sees their own deliveries. With the Courrier role, the page becomes My deliveries, with the To deliver and Delivered tabs.
• Canceled order. The delivery shows "The order of this delivery was canceled: there is nothing left to deliver."
• The default tracking URL is not a tracking page. It is a link to the order on genuka.com. Replace it with your carrier's link if you have one.

FAQ

How do I deliver an order in several parts? Create a first delivery with part of the quantities. Add a delivery stays available and offers the rest.

Can the customer follow their courier on a map? Not today: the GPS map is seen in the dashboard, not on a customer page. See "Customer-side delivery tracking".

How do I know what my couriers owe me? In Deliveries, the indicators Couriers should have collected, Delivered, not paid and Cash held by couriers show it (stats.view right).

See also

• Set up shipping fees
• Manage pickup locations
• Customer-side delivery tracking
• Create an order
• Invoice an order
• Treasury accounts