Paperwork & evidence

Warehouse & racking, Deliveries & evidence or Meat traceability moduleGoods in → Deliveries & paperwork · Invoices in · Sales → Invoices out · Control room → Reports

Deliveries & paperwork is the inbound desk: every delivery that has actually arrived, with its chain of seven dots from booked to signed, a red dot at the stage it broke. Click one to open its record: the chain with a time and a name on every step, what was declared against what was scanned, the driver’s signature from the bay, and its evidence pack.

Settling and releasing

Across the top, Waiting to be settled holds every delivery the checker has finished and the office has not. A clean one says it is checked and clear, and needs only Release. One that came up short says the driver cannot go until somebody signs for it: write why the difference is acceptable and press Accept the difference, which prints on the record, then release. If the check itself is wrong, Send back to the checker with a note of what to look at again, and it reopens on their phone with your words on it.

Evidence packs

Every delivery has a waiting and detention pack, opened from its record, from Waiting times, or from Reports: one printed sheet from booked slot to departure. It shows every step with the time the server stamped it and who did it, the total time on site, and the chargeable time. The clock runs from the later of the booked slot and the arrival, so arriving early earns nothing, and it uses the free time and detention rate from that carrier’s terms in Contacts, or the site’s where they have none. The driver’s signature is printed with where it was signed, to a few metres, and the carrier’s blended compliance score sits alongside.

Underneath are the notices DockLedger sent the carrier on its own: a warning fifteen minutes before free time ran out and a notice when detention started, each with whether it was emailed and when. A detention argument is only as good as the proof the carrier was told, and that proof is printed with the stamps. A step that never happened is shown as not recorded rather than guessed at, so the gaps are as visible as the entries.

Print it, or save it as a PDF. It goes in an email. It ends the conversation.

Reports → Evidence packs builds the same kind of proof over a period, and says first whether the chain behind it is complete, because the other side will find a hole after you have sent it:

• Waiting-time evidence pack. How long each vehicle was really on site, and how much ran past the carrier’s free time. For a carrier’s accounts desk.
• Carrier performance. On time, median wait and exceptions per carrier, with the working shown. A carrier with too few loads is listed and left unscored rather than ranked on a fortnight.
• Goods-in discrepancies. Every load that did not match its note: what was declared, what was scanned, and what was agreed at the back doors.
• Proof of delivery. One signed sheet per load, each printed on its own from the list.
• Recall drill certificate. This one lives with the drills under Traceability rather than here, so a certificate always has a timed drill behind it.

Raising a claim on a supplier

When a delivery comes up short, damaged or wrong, press Raise a claim with the supplier on the Goods in screen. It is pre-filled from the difference: choose what kind of claim, check what was expected against what arrived, and attach the photographs from the bay. A claim cannot go without at least one photograph, because the supplier will not look at it. Add an amount and a note if you want, then Send to the supplier: it goes by email, and they reply to you. The supplier’s claim window, 48 hours from the vehicle signing in unless your workspace has a different one, counts down on the draft so a claim is not quietly missed. Only an owner, a manager or the office can raise one.

Every claim is listed under Invoices in, with whether it was raised inside the window. Record the supplier’s answer there, acknowledged, rejected with their reason, or settled, and print the claim pack for your files.

Invoices in

Supplier invoices sit under Goods in → Invoices in, each against what was ordered, what your own checker counted off the vehicle, and what they are charging for. Flags are worked out from the delivery record, not typed in: short or over pallets, an unsigned unload, missing paperwork, or an amount never given. An owner or a manager moves an invoice through Received, Checked, Query raised, Approved to pay, Paid or Rejected. Sending approved invoices to Xero or Sage is covered under Integrations.

Invoices out

The invoices you send your own customers sit under Sales → Invoices out, with the Orders module. Each despatch is invoiced once: under Not invoiced yet, press Invoice it and a draft is made from what went on the lorry, with its number already given, for example INV-2026-0001. Numbers only move forward, and a void invoice keeps its number. While it is a draft the office can correct a description, a quantity, a price or a VAT rate; Issue the invoice locks it. Then print it, e-mail it to the customer with the PDF attached (they need an e-mail address in Contacts), send it to Xero or Sage, and Mark as paid when the money arrives. An issued invoice past its Pay by date is shown as overdue. Only an owner or a manager can void one. The prefix, the days to pay and the default VAT rate are under Settings → Company → Invoices.