Handle partial PTL delivery, returns and collections

What you’ll learn

• Record quantity-wise delivery outcomes.
• Preserve custody for failed attempts and returns.
• Reconcile collection evidence independently.

Useful terms

To-Pay

An agreed freight payment arrangement generally collected at the destination under the contract.

TBB

To be billed: freight is invoiced under agreed account terms.

Step-by-step operating routine

1. 01

   Prepare the delivery and collection brief

   Confirm receiver, site window, package IDs, expected quantities, evidence and authorised collection instruction. Keep the invoice payer and actual collector roles explicit. Do not expose unnecessary account details to field staff.

   Record or confirm

   • Receiver
   • Packages
   • Window
   • POD requirement
   • Collection instruction
2. 02

   Record actual acceptance

   Count accepted pieces and capture receiver evidence. Record shortages, damage and refusal separately. An unsuccessful attempt needs a reason and rescheduling owner, not a fabricated signature.

   Record or confirm

   • Accepted
   • Short / damaged
   • Refused
   • Attempt reason
   • Evidence
3. 03

   Retain unresolved custody

   Assign held or refused pieces to a real custodian and location. Obtain authorised rescheduling, return or other disposition instructions. A return should reference the original booking and quantities rather than create unlinked replacement goods.

   Record or confirm

   • Outstanding quantity
   • Custodian
   • Location
   • Authorised disposition
4. 04

   Record and hand over collections

   Capture actual amount, method, receipt reference and collector. Reconcile the handover to finance or bank evidence. Mark pending digital payments as pending until verified; repeated submissions must not create extra receipts.

   Record or confirm

   • Collected amount
   • Method
   • Receipt
   • Collector
   • Handover state
5. 05

   Review billing and closure

   Evaluate eligible quantities, accepted terms and POD requirements. Show remaining physical, document and financial tasks independently. Reconcile the booking total before final closure.

   Record or confirm

   • Eligible quantity
   • POD review
   • Invoice / receipt
   • Open tasks

Exceptions and mistakes to avoid

• A refusal reason and a return instruction are not the same event.
• Do not mark a pending transfer as collected cash.
• Evidence must identify the actual accepted quantity, not merely the trip.

Delivery quantity and collection sheet

Reconcile every quantity and keep monetary units separate from package units.

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.

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.

Keep your learning moving.