Receiving Deliveries

Introduction

Every delivery ends one of two ways. It gets confirmed, or it gets cancelled. Both are final, and both lock the trip.

This guide covers who signs off, starting transit, confirming what actually arrived, and what happens when you cancel or archive a trip. Most of this work happens on a phone at the dock, so the screens here are shown the way a crew sees them.

Deciding Who Signs Off

Answer this before you roll deliveries out to a crew. It's the one decision that causes trouble later.

1. The driver signs off. They scan the QR, work the stops, and confirm at the drop. Best for busy sites where coordinating with whoever happens to be unloading isn't realistic. Drivers are a small, consistent group you can hold to a process.

2. Dispatch signs off. The office confirms in the app once the driver reports in. Best when drivers aren't going to touch a phone reliably.

Pick one per crew and be explicit about it. When it's left ambiguous, both sides assume the other did it, and trips sit open until someone chases them.

Starting Transit

Open the delivery and tap Start transit in the action row. It's available once the trip is Scheduled.

If cargo hasn't been marked loaded, you'll see which rows are outstanding before you confirm. It's a warning, not a block. Trucks leave with paperwork behind sometimes, and Building Swell doesn't pretend otherwise.

Confirming the Delivery

Tap Confirm in the action row while the trip is in transit. On a wider screen the same button reads Confirm delivered….

Carried phases advance, and delivered materials are recorded against the trip. Material lines can be adjusted before you confirm, so if eighteen of twenty arrived, enter eighteen. The short ship is recorded rather than smoothed over.

The driver or receiver can also confirm from their own page, with no login and no account. See In Transit & Receiving.

Cancelling a Delivery

Tap More in the action row and pick Cancel delivery for a trip that won't complete. Refused at site, turned around, or scrapped before it left.

Cancelling can't be undone. The cargo locks, the trip can't be started or completed, nothing posts to stock, and packs stay where they were.

Archiving and Restoring

Once a delivery is Delivered, Received or Cancelled, Archive appears under More. Archiving clears finished trips off the board while keeping the record and its history.

Archived deliveries can be restored from the bin if you need one back. See Archiving and Restoring.

Note that Cancel and Archive swap places. While a trip is live you can cancel it but not archive it. Once it's finished you can archive it but not cancel it.

Tips and Tricks

1. Decide who signs off before rollout. Ambiguity here is what leaves trips sitting open.

2. Sweep for stale In transit trips. They're the ones that quietly turn into month end cleanup.

3. Archive as you go rather than in batches. A board showing only live work is much easier to read at a glance.

4. Enter what actually arrived. A recorded short ship is worth more than a clean number that isn't true.

FAQ

Can I undo a cancellation?

No. Cancelling is final. If the trip might still run, leave it in transit instead.

What if only part of the load arrived?

Adjust the material lines before you confirm. Enter what actually turned up, and the short ship is recorded against the trip.

Why can't I archive a delivery that's still in transit?

Archive only appears once a trip is Delivered, Received or Cancelled. While it's live you get Cancel instead.

I archived the wrong delivery. Is it gone?

No. Restore it from the bin.

Does the person confirming need a Building Swell login?

No. The driver and receiver page opens on any phone with no account.

Conclusion

Decide who signs off, start transit when the truck rolls, and confirm what actually arrived. Archive as you go so the board only shows live work.

Need help? Hit the chat button or click "Ask" in the app. You can also reach us at support@buildingswell.com.