Delivery confirmation

Deviations and dispatch

Delivered shipments are automatically marked done. Every deviation – partial delivery (how many packages of how many), refusal (with reason), damage (with nature and extent) or a failed attempt (nobody present, with a notice card, drop-off location and planned re-attempt) – stays open and appears in the „Open“ tab. Dispatch works through them there and marks them resolved with a note via „Resolve deviation“.

Writing back to order and tour

„Complete delivery“ writes a successful delivery back to the transport order (status Delivered) and – if dispatch is installed – closes the matching tour stop. On completion the proof is locked (a retention-bound piece of evidence) and can no longer be corrected; until then the person who created it may still fix their own record.

Data protection (GDPR)

The proof contains a third party’s name and signature (the recipient is usually not the tenant’s customer), photos and geodata – the most personal document in the logistics chain. The legal basis is performance of the contract or the legitimate interest in a proof of delivery. Photograph only the goods and their condition, no people, faces or number plates. Proofs are fully visible only to back office and dispatch; drivers see only their own. Once the retention period ends the proofs must be deleted.

Legal requirements

For cross-border road transport the CMR Convention applies: the proof must be traceable to its CMR consignment note (field „CMR consignment note“). Visible defects must be reserved AT delivery (CMR Art. 30 / German HGB §438), hidden defects within 7 days – use „Reservation“ and „Damaged“ for this, not just the note. Record who delivered via the „Driver“ field (evidence of the performing person). Signature, time, place and photo only work together as evidence – which is why the capture time comes from the device and every change to the proof is logged immutably (change history). Proofs of delivery are commercial/accounting records and must be retained at least for the commercial and tax periods (§257 HGB / §147 AO, usually 10 years); the limitation periods under the carriage contract also run (CMR Art. 32: 1 year, 3 years in case of intent). Completed proofs are therefore not deleted within the retention period.

Part of these packs

• Freight — completeFor freight companies: orders, dispatch, ePOD, damages, drivers & time in one.