What you’ll learn
- Capture actual acceptance and exceptions.
- Review digital and original POD separately.
- Reconcile trip obligations without false closure.
Useful terms
- POD
- Proof of delivery, subject to evidence quality and review requirements.
- Settlement
- Reconciliation and discharge of an agreed financial obligation.
Step-by-step operating routine
Record the receiving outcome
Confirm site, time, authorised receiver and actual accepted quantity. Record refused, short or damaged goods separately with their continuing custodian. If the receiver is unavailable, save an attempt rather than a successful delivery.
Record or confirm- Accepted quantity
- Exception quantity
- Receiver
- Time
- Custodian
Capture usable evidence
Obtain clear permitted proof and link it to the correct booking. Check identifiers, quantities and any reservations written by the receiver. Protect personal information and avoid unrelated images.
Record or confirm- Evidence reference
- Booking ID
- Quantity match
- Quality check
Review POD and document custody
Submit proof for the relevant reviewer. Track original paper handovers if required. A uploaded image is not automatically approved, and a digital copy does not prove the original reached the customer.
Record or confirm- Review state
- Reviewer
- Original holder
- Handover reference
Reconcile hire and job costs
Compare accepted hire, approved extras, advances and remaining payable. Record disputed items and payment state. Keep the customer invoice and carrier settlement distinct even though they relate to the same trip.
Record or confirm- Hire
- Extras
- Advances
- Remaining payable
- Disputes
Close with outstanding work visible
Close movement work only under its defined rule. Retain held goods, missing originals, unpaid invoices and partner dues in the appropriate queues. Reopen or correct through an authorised history-preserving process.
Record or confirm- Movement state
- Open custody
- POD tasks
- Financial obligations
Journey completed, three obligations open
The truck unloads at the receiver, but one crate is refused, the original POD is still with the driver and the carrier’s final payment is pending. The journey can be recorded as finished under the operating policy. The crate, document and payable remain separately owned and visible until resolved.
- Do not mark the refused crate delivered.
- Track the original document holder.
- Keep pending payment distinct from success.
Exceptions and mistakes to avoid
- A blurred signature image may fail the agreed evidence standard.
- Never use trip completion to bill an ineligible quantity automatically.
- A reopening must preserve who changed what and why.
Trip closure reconciliation
Review every row even when the movement is complete.
| Obligation | Expected evidence | Current state | Outstanding owner | Next action |
|---|---|---|---|---|
| Original POD | Customer submission acknowledgement | With driver | Document coordinator | Arrange tracked handover |
Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.
Check your understanding
Try answering first, then open the explanation. Use the worksheet and source records to practise the task.
Can a completed trip still have an unpaid invoice?
Yes. Movement completion and financial settlement are independent states.
What happens to refused goods?
Record their quantity, condition, location and authorised next action; do not include them in accepted delivery.
Put it to work with HiVAM
Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.
POD review and original document custody
Review POD quality and original-document handovers.
Paid, To-Pay and TBB freight billing
Check the payer and eligible quantity independently of trip completion.
Keep your learning moving.
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Try the workflow with your team.
Bring a representative job and an exception to a HiVAM demonstration. Review saved records, permissions and handoffs alongside the interface.