Portal Deliveries

1Working a discrepancy #

• Rows with a discrepancy sort to the top and are tinted. Click one to see every line, with short and damaged quantities and the customer's own note.
• Value at issue is the short and damaged quantities priced at the rate on the invoice — the figure a credit note would be written for.
• Move it to Under review while you check, then Resolved or Rejected . Both of those need remarks: the next person to open this record reads them, and so might the customer's account manager a year later.
• Tick Open a support ticket to start a conversation the customer can see and reply to in the portal. The invoice travels with it, and the ticket number is shown here afterwards.
• This screen does not raise a credit note or adjust stock. Recording Credit note as the remedy says what was decided; the document itself is raised in the ERP, where the tax and stock rules apply.

2Step by step #

Tracks what customers have acknowledged receiving.

1. Open the page and review receipts as customers confirm deliveries.
2. Chase the gap: deliveries without acknowledgement are the rows to follow up.

3Awaiting customer confirmation #

The toggle changes what the page is asking. Instead of confirmations the customer sent, it lists invoices they have not confirmed — oldest first, because a delivery unconfirmed for three weeks is the one worth a phone call.

Only customers who can actually sign in appear: an invoice to a customer with no portal login is not waiting on anything. Cancelled invoices are excluded. There is nothing to decide in this mode, so the decision panel stays closed.

4What the states mean #

• Open — reported, nobody has looked. Confirmations with no discrepancy start life Resolved , so this queue holds only what needs a person.
• Under review — somebody owns it.
• Resolved — settled with the customer, whether by credit note, replacement or simply accepting it.
• Rejected — investigated and not upheld. Kept apart from Resolved deliberately: a customer told "no" is not the same record as one made whole.

5Why is a list empty? #

• Nothing at all, with the dates wide open: no customer has confirmed a delivery yet. Confirmation has to be switched on for them in Portal Settings .
• Customer lists only customers with portal activity. One who has never used the portal will not appear, by design.
• Under Awaiting customer confirmation , an empty list is good news, not a fault.

6Rules & integrity #

• One confirmation per invoice — a unique index enforces it, so a double-tap on a flaky mobile connection cannot create two.
• Resolving or rejecting without remarks is refused, here and on the server.
• A confirmation is never edited by this screen; only the review columns beside it are written. What the customer said stays exactly as they said it.
• Raising a ticket is done once — the link is recorded on the confirmation, and a second attempt returns the existing ticket rather than opening another.
• Values shown are at the invoiced rate. If no invoice line matches the product, the value shows as zero rather than guessing.

7Shortcut keys #

• F3 — Refresh the list.
• F5 — Save the decision on the selected report.
• Esc — Clear the selection.
• Enter moves to the next field; Ctrl + Enter starts a new line in Remarks.

8If something does not work #