What are Delivery Records?
Delivery Records track the physical movement of goods from seller to buyer. They document shipment details, courier information, tracking numbers, and delivery confirmation, providing complete visibility into fulfillment progress for both parties.
Key Benefits:
Track shipments from dispatch to delivery
Share tracking information with buyers automatically
Upload proof of delivery for confirmation
Link multiple deliveries to one Sales Order or Invoice
Real-time status updates as goods move
Creating Delivery Records
From Sales Order
Open the Sales Order you want to ship and click Create Delivery Record. SO details pre-populate including buyer information, shipping address, and items to deliver. Add courier and shipment details. Save and send to buyer.
From Invoice
You can also create Delivery Records directly from Invoices. Open the invoice and click Create Delivery Record. Invoice details pre-populate the delivery form. Add shipment information and proceed with tracking.
Multiple Deliveries
Create multiple Delivery Records from a single Sales Order for split shipments, partial deliveries, different warehouses, or phased fulfillment. Each delivery tracks independently with its own status.
Delivery Record Information
Shipment Details
Courier/Logistics Provider: Name of shipping company (e.g., UPS, DHL, FedEx, Lalamove)
Tracking Number: Courier tracking reference for buyer to monitor
Shipment Date: When goods were dispatched
Expected Delivery Date: Estimated arrival date
Items Being Delivered
Product descriptions and quantities
SKU or item codes
Which items from the SO are included in this delivery
Delivery Address
Buyer's shipping address (pre-filled from SO or Invoice)
Contact person and phone number
Special delivery instructions
Delivery Statuses
Created / Pending Shipment
Delivery Record created but goods not yet shipped. Preparing items for dispatch.
Shipped / In Transit
Goods have been shipped and are in transit to buyer. Tracking number active.
Delivered / Out for Delivery
Goods arrived at buyer's location or out for final delivery. Awaiting buyer confirmation.
Received / Completed
Buyer confirmed receipt of goods. Delivery complete with proof of delivery uploaded.
Updating Delivery Status
Mark as Shipped
When you dispatch goods, update Delivery Record status to Shipped. Add tracking number and courier details. Buyer receives notification with tracking information. If this is the first delivery from an SO, SO status updates to Shipped.
Mark as Delivered
When goods arrive at buyer's location, update status to Delivered. Upload proof of delivery (POD) including delivery receipt, signed acknowledgment, or delivery photos. Buyer can confirm receipt via magic link sent to their email.
Track Progress
Monitor delivery status from your Deliveries dashboard. See which shipments are pending, in transit, or delivered. Filter by status to prioritize actions.
Proof of Delivery (POD)
Upload Proof of Delivery Documents
Upload proof of delivery files when shipments are completed including signed delivery receipts, buyer acknowledgment forms, delivery photos, or courier confirmation slips. Supported formats: PDF, JPG, PNG.
Buyer Confirmation
Buyers receive magic links to confirm delivery receipt without logging in. They click the link and confirm goods were received. Status updates to Received/Completed automatically.
Proof of Delivery Storage (POD)
All proof of delivery documents are stored securely and linked to Delivery Records. Download POD files anytime for dispute resolution or auditing.
Managing Multiple Deliveries
Split Shipments
If delivering items from one Sales Order in multiple shipments, create separate Delivery Records for each. Each delivery tracks independently with its own courier, tracking number, and status.
SO Status Updates
First delivery marked Shipped → SO status: Shipped
Some deliveries completed, others pending → SO status: Partially Delivered
All deliveries completed → SO status: Fully Delivered
Track by Delivery
View all deliveries linked to one SO from the SO detail page. Monitor which deliveries are complete and which are pending.
Buyer Visibility
Automatic Notifications
Buyers receive email notifications when:
Delivery Record is created (shipment scheduled)
Status updates to Shipped (goods dispatched with tracking)
Status updates to Delivered (goods arrived)
You upload proof of delivery
Tracking Access
Buyers can track deliveries via magic links in emails. No login required to see shipment status, tracking numbers, courier details, and estimated delivery dates.
Result
Create and track deliveries efficiently. Keep buyers informed with automatic notifications, provide tracking visibility, and confirm delivery with proof, all linked to your Sales Orders and Invoices for complete order management.
Tips
Create Delivery Records immediately when shipping goods
Create from SO for standard workflow or from Invoice for direct billing
Add tracking numbers so buyers can monitor shipments themselves
Update status to Shipped as soon as goods are dispatched
Upload proof of delivery when goods arrive to complete the record
Create multiple Delivery Records for split shipments from one SO
Include accurate expected delivery dates to set buyer expectations
Use buyer magic link confirmations for easy receipt verification
Track Deliveries dashboard to monitor pending shipments
Upload clear POD photos or signed receipts for disputes