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Accepting Incoming Orders

This guide covers how to accept orders that are arriving at your destination depot. When a transporter's shipment is in transit, orders assigned to your depot automatically appear in your Incoming screen. You accept them to move them to at_country_depot status so they can be batched for pickup delivery or assigned for door delivery.

Prerequisites

  • You are logged in as a Destination Depot Officer (owner, manager, or member with a destination depot location assignment)
  • You have selected the correct destination country from the navigation drawer
  • Orders are in transit via a dispatched shipment heading to your depot

No handover request needed

Unlike batch dispatches (which require the dispatcher to explicitly confirm arrival), shipment orders appear at your depot automatically once the transporter accepts and the shipment is dispatched. There is no separate handover initiation step from the transporter.

Steps

Step 1: Open the Incoming screen

From the Destination Depot screen, tap the Incoming icon (inbox) in the top-right app bar. The badge count shows how many in-transit orders are heading to your depot.

Step 2: Review incoming orders

The Incoming screen shows all orders at in_transit status whose depot_address_id matches your assigned depot(s). Each order card displays:

  • Order reference number
  • Time since the customer placed the order
  • Store badges (Amazon SA, Takealot, Makro)
  • Item count and total value
  • A preview of the first few items

Tip

Tap Details on an order card to view the full order detail screen with a complete item list, images, and quantities. Use this to verify the physical goods match.

Step 3: Verify physical goods

When the transporter physically arrives at your depot with the goods, verify that the packages match what is shown in the app:

  • Correct items and quantities
  • Packages undamaged
  • Order references match

Step 4: Select orders to accept

You can accept orders individually or in bulk:

  • Select individual orders — Tap on each order card to select it (a checkmark appears)
  • Select all — Tap the "Select all" link in the header

The selection header appears at the top showing the count.

Step 5: Accept the selected orders

With orders selected, tap the green Accept button in the selection header. This action:

  • Updates each order's status from in_transit to at_country_depot
  • Logs an audit event (depot_handover_accepted) recording your name and depot
  • Sends a notification to the customer that their order has arrived at the destination
  • If all orders in the parent shipment are now accepted, the shipment auto-completes (status → completed)

A success message confirms: "Orders accepted. Moved to depot."

Result

After accepting orders:

  • Accepted orders appear on the At Depot tab, ready for batching or driver assignment
  • Orders are at at_country_depot status
  • The parent shipment auto-completes once ALL its orders have been accepted
  • The transporter sees their shipment move from "In Transit" to "Completed"
  • Customers receive a notification that their order has arrived at the destination country
  • An audit trail entry records who accepted, when, and at which depot

Info

Accepted orders appear under "Pickup" or "Door Delivery" mode on the At Depot tab, depending on the customer's chosen delivery method. See Creating Batches for pickup orders or Assigning Driver for door delivery orders.

Troubleshooting

Issue Cause Solution
No orders appear in Incoming No shipments are in transit to your depot, or transporter hasn't accepted yet Verify the correct country is selected. Check with the source depot that the shipment has been dispatched.
Badge count shows orders but Incoming is empty Orders may have already been accepted, or you have multiple depots selected Pull to refresh. Ensure the correct depot is selected if you manage multiple locations.
Accept button is disabled You don't have write permission at this stage Contact your manager — you may need a destination depot location assignment with write access.
Shipment not marked as completed after accepting Not all orders in the shipment have been accepted yet Some orders may still be in transit. Accept all remaining orders to complete the shipment.
Orders don't appear on At Depot after accepting Screen needs to refresh Pull to refresh on the Destination Depot screen, or tap the refresh icon.