Delivery evidence and documents

A trip is finished when someone at the other end has received the guests or the goods. The driver captures that moment as delivery evidence: the delivery date, the name of the person who received it and a proof file, such as a photo of a signed delivery note. The evidence arrives as Pending and waits for the Delivery and Billing Reviewer.

The reviewer decides. Confirming the evidence completes the trip with its actual end and approves the trip’s draft charges. Disputing it keeps the trip open and the charges in draft until the problem is resolved. Supporting documents, such as a guest manifest or a port clearance, attach to the same trip with the name of the person who verified them.

• Driver submits. The driver records the delivery date, recipient name and proof file against the trip. Submitted evidence starts as Pending.
• Reviewer confirms or disputes. The Delivery and Billing Reviewer checks the recipient and proof, then marks the evidence Confirmed or Disputed.
• Documents carry a verifier. Each trip document records its type, the file and the person who verified it, so the office knows who checked it.

Agree what proof is acceptable for each kind of trip: a signed delivery note for provisions, a photo at the berth for guest arrivals, or both. Agree who may receive a delivery on board, such as the captain or the chief steward, so the reviewer can check the recipient name. Decide how quickly Pending evidence must be reviewed and who covers when the reviewer is away. Agree a short list of document types and who may verify each one.

A provisioning run delivers thirty cases to a motor yacht at berth 14 on August 7. The chief steward signs the delivery note. The driver uploads a photo of the signed note, enters the steward’s name and the delivery date, and submits. The evidence appears on Evidence Awaiting Review.

The Delivery and Billing Reviewer checks that the name matches the crew on board and the signature is legible, then confirms. The trip moves to Completed with its actual end, and its draft charges for the delivery and an extra stop are approved. The office attaches the supplier’s packing list as a trip document, verified by the dispatch lead.

Now suppose the steward reports two cases missing. The reviewer marks the evidence Disputed. The trip stays In Progress, the charges stay in draft, and the dispute is settled with the supplier before new evidence is submitted and confirmed.

• Evidence Awaiting Review — Pending delivery evidence with trip, delivery date, recipient and proof, waiting for the reviewer’s decision.
• Delivery Evidence Register — All evidence by state, used to follow up disputed deliveries.
• Document Register — Trip documents with type, file and the person who verified them.

• Delivery evidence to completed trip: Review proof of delivery and complete the trip.
• Trip charges to invoice: Approve and invoice the charges once delivery is confirmed.

Plan the rollout with your reviewers.