Confirming Delivery or Service Completion

Delivery confirmation in AccuArk provides a formal record that goods have been delivered to the customer or that a service has been completed. This goes beyond simply changing the invoice status — it captures structured data about what was delivered, who was present, and any relevant details. This documented proof of delivery protects your business in disputes and provides a clear audit trail. This guide covers the entire delivery confirmation process, from permission requirements to the data that is stored.

Permission Required

To confirm delivery on an invoice, the logged-in user must have the INV_CONFIRM_DELIVERY permission assigned to their role. Without this permission, the Confirm Delivery button will not appear on the invoice toolbar. This permission is typically assigned to roles such as delivery drivers, field technicians, project managers, and administrators — anyone who might be responsible for verifying that goods or services reached the customer.

How to Confirm Delivery

To record a delivery confirmation:

1. Open the invoice for which delivery has been completed.
2. Click the Confirm Delivery button on the invoice toolbar (tsbConfirmDelivery).
3. The the Delivery Confirmation dialog dialog opens with the confirmation form.
4. Complete the form fields and click Confirm to save the record.

The Confirm Delivery button is available on the invoice toolbar for users with the appropriate permission. It is designed to be used at the moment of delivery — on-site at the customer's location, at the loading dock, or wherever handoff occurs.

The Delivery Confirmation Dialog

The the Delivery Confirmation dialog dialog collects all the information needed to create a complete delivery record. It contains the following elements:

Confirmation Type Dropdown

The first field is a dropdown that specifies what type of completion is being recorded. The available options are:

• Delivery — Physical goods were transported and handed over to the customer.
• Installation — Equipment or materials were installed at the customer's site.
• Service — A service engagement (such as maintenance, consulting, or repair work) was completed.
• Repair — A repair job was finished and the item or system is restored to working condition.

Selecting the correct type helps categorize the confirmation for reporting purposes and provides context when reviewing the record later. For example, a "Delivery" confirmation implies goods changed hands, while a "Service" confirmation implies work was performed.

Item Checklist Grid

The dialog displays a grid listing all line items from the invoice. Each item appears with a checkbox next to it. By default, all items are pre-checked, assuming that the entire order was delivered or completed.

If only a partial delivery occurred, the user can uncheck items that were not delivered. For example, if an order contained five items but one was backordered, the user would uncheck that single item so the confirmation record accurately reflects what was actually delivered.

A Select All checkbox is provided at the top of the grid for convenience. Clicking it checks or unchecks all items at once. This is useful when starting from an unchecked state and selecting only a few items, or when confirming that everything was delivered by re-checking all items.

Customer Present Checkbox

This checkbox indicates whether the customer was physically present at the time of delivery or service completion. When checked, it enables the customer name field below it.

Capturing customer presence serves as proof of receipt. If the customer was there and acknowledged the delivery, you have a stronger record in case of any future disputes about whether the goods were received or the service was performed.

Customer Name Field

When the "Customer Present" checkbox is checked, a text field appears requiring the name of the person who received the delivery or witnessed the service completion. This is typically the customer or their authorized representative. The name is required if customer presence is indicated — you cannot mark the customer as present without recording who was there.

This field provides the equivalent of a delivery signature without requiring specialized hardware. The person's name, combined with the timestamp of confirmation, creates a documented record of receipt.

Confirmation Notes Field

A free-text field allows the confirming user to add any relevant details about the delivery or service completion. Common entries include:

• Condition notes: "All items in good condition, no visible damage."
• Access details: "Left with front desk receptionist, customer was in a meeting."
• Special circumstances: "Delivered to side entrance per customer request."
• Partial delivery notes: "Item #3 backordered, will deliver separately next week."

These notes become part of the permanent delivery record and are valuable for resolving disputes or answering questions about the delivery after the fact.

Confirm Button

The Confirm button validates the form and saves the delivery confirmation record. Before saving, the system checks two validation rules:

1. At least one item must be checked. You cannot confirm a delivery with zero items selected. If all items are unchecked, the system displays a validation message asking you to select at least one item.
2. Customer name is required if customer present is checked. If you indicated the customer was present but left the name field blank, the system prompts you to enter the customer's name.

Once validation passes, the confirmation record is saved and the dialog closes.

Data Storage

When a delivery confirmation is saved, AccuArk creates a record in the delivery_confirmations table with the following fields:

• InvoiceId — The ID of the invoice being confirmed.
• TeamId — The team assigned to the invoice, if applicable. This links the delivery to the team that performed the work.
• ConfirmedByUserId — The user ID of the person who recorded the confirmation. This is captured automatically from the current session.
• ConfirmedAt — The date and time when the confirmation was recorded. This is set automatically to the current timestamp.
• ConfirmationType — The type selected from the dropdown (Delivery, Installation, Service, or Repair).
• CustomerPresent — A boolean indicating whether the customer was present.
• CustomerName — The name of the person who was present, if applicable.
• ChecklistJson — A JSON representation of the item checklist, recording which items were confirmed and which were not. This provides a detailed, item-level record of what was delivered.
• Notes — The free-text notes entered by the confirming user.

The JSON checklist format preserves the exact state of each item's checkbox at the time of confirmation. This means you can later review exactly which items were delivered and which were excluded, even if the invoice is modified afterward.

Partial Deliveries

AccuArk supports partial delivery confirmation. If only some items on an invoice were delivered, uncheck the items that were not delivered before clicking Confirm. The checklist JSON will record the partial delivery accurately.

For subsequent deliveries of the remaining items, you can confirm delivery again. Each confirmation creates a separate record in the delivery_confirmations table, so you maintain a complete history of all delivery events for the invoice.

Best Practices

• Confirm at the time of delivery. Record the confirmation while the details are fresh and the customer is available to verify. Waiting until you return to the office increases the risk of inaccurate records.
• Always note partial deliveries. If any items were not delivered, add a note explaining why and when the remaining items will be delivered.
• Capture customer presence when possible. Having the customer's name on record strengthens your proof of delivery significantly.
• Use the correct confirmation type. Selecting the right type (Delivery, Installation, Service, or Repair) makes your records more meaningful and easier to filter in reports.

What to Read Next

• Auto-Advance After Delivery Confirmation — Learn how confirming delivery can automatically move the invoice to the next status in your workflow.
• Requesting Customer Approval — Understand the customer approval process that often precedes delivery in the workflow.
• The Customer Approval Gate — See how approval gates interact with delivery confirmation in a complete workflow.