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Accepting Batch Arrival

This guide covers how to accept a batch arrival from a dispatcher at your pickup point. When you accept a batch, all orders in the batch transition to at_pickup_point status. Delivery tokens (QR codes and 6-digit PINs) are ensured to be available for customer collection — tokens may have been generated earlier in the process, but acceptance confirms readiness for pickup.

Prerequisites

  • You are logged in as a Pickup Point Officer
  • You are assigned to the pickup point where the batch is being delivered
  • A dispatcher has confirmed arrival and initiated a handover to you
  • You have received a "Batch arrival at pickup point" notification

Steps

Step 1: Open the batch arrival notification

When a dispatcher arrives at your pickup point and initiates a handover, you receive a notification:

"Batch arrival at pickup point"

Tap the notification to navigate directly to the Incoming Batches screen, or open the app and navigate to My Pickup Point from the courier home screen.

Step 2: Review the batch details

On the Incoming Batches screen, locate the pending batch. The batch card displays the following details:

  • Depot of origin — the destination depot where the batch was dispatched from
  • Number of orders — the total count of orders in the batch
  • Order items — a summary of individual items across all orders in the batch
  • Dispatcher name — the person who delivered the batch

Tap the batch card to view the full details, including a list of each order and its items.

Step 3: Verify the physical goods

Before accepting, physically verify that the goods delivered by the dispatcher match the batch details shown in the app. Check:

  • The number of packages matches the order count
  • Package labels correspond to the order references listed
  • No visible damage to packages

Tip

Count the physical packages against the number of orders shown in the batch details. If there is a mismatch, decline the batch and contact the dispatcher or your manager.

Step 4: Accept the batch

Once you have verified the goods, tap the Accept Batch button at the bottom of the Batch Detail screen.

A confirmation dialog appears:

"Accept this batch? Orders will move to at_pickup_point and delivery tokens will be generated for customers."

Tap Confirm to accept the batch.

Step 5: Batch accepted — tokens generated

After accepting, the system processes the batch acceptance. A success message appears:

"Batch accepted. Delivery tokens generated."

The orders are now visible in your At Pickup Point tab, each showing a delivery token (QR code + 6-digit PIN) ready for customer collection.

Result

After accepting the batch:

  • All orders in the batch transition from their previous status to at_pickup_point
  • The batch's pickup_handover_status changes from awaiting to accepted
  • Delivery tokens are generated for each order:
    • A QR code that the customer presents for scanning
    • A 6-digit PIN as an alternative confirmation method
  • Customers are notified that their orders are ready for collection at the pickup point
  • The dispatcher's batch is marked as successfully handed over
  • An audit trail entry records the batch acceptance with your name and timestamp

Info

Delivery tokens are unique per order and are sent to the customer via notification. The customer presents either the QR code or PIN when collecting their order. See Confirming Collection for the next step.

Troubleshooting

Issue Cause Solution
No incoming batches visible The dispatcher has not yet confirmed arrival, or the notification was delayed Pull to refresh the Incoming Batches screen. If still empty, contact the dispatcher to confirm they initiated the handover
Batch details don't match physical goods Packages are missing, damaged, or labelled incorrectly Decline the batch (see Declining Batch) and contact the dispatcher or your manager to resolve the discrepancy
"Accept Batch" button not responding Network connectivity issue or the batch was already processed Check your connection and try again. Pull to refresh to get the latest batch status
Tokens not generated after acceptance System delay or background processing issue Wait a few moments and refresh. Tokens are generated automatically — if they don't appear within a minute, contact support
Wrong pickup point shown You may be assigned to multiple locations Verify you are accepting the batch at the correct physical location matching the one shown in the app