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Confirming Collection

This guide covers how to confirm a customer collection at your pickup point. When a customer arrives to collect their order, you verify their identity using either QR code scanning or 6-digit PIN entry. Upon successful confirmation, GPS location is recorded and the order status transitions to delivered.

Prerequisites

  • You are logged in as a Pickup Point Officer (owner, manager, or member with a pickup point location assignment)
  • The order is at at_pickup_point status (batch has been accepted and delivery tokens generated)
  • The customer is physically present at the pickup point with their QR code or PIN
  • Your device has location services enabled (GPS is recorded with the confirmation)

Steps

Step 1: Open the orders awaiting collection

From the Pickup Point screen, view orders under the Awaiting Collection tab. These are orders at at_pickup_point status that have delivery tokens generated and are ready for customer pickup.

Step 2: Select the order to confirm

When a customer arrives, locate their order in the list. You can identify it by the order reference number or customer name. Tap the Confirm Collection button on the order card.

Step 3: Choose confirmation method

The confirmation screen presents two methods to verify the customer:

  • QR Code Scan — Scan the QR code displayed on the customer's device
  • 6-Digit PIN — Enter the 6-digit PIN the customer received

The QR code scanner opens by default.

Step 4a: Confirm via QR code scanning

If using the QR code method:

  1. Point your device camera at the QR code on the customer's phone
  2. The scanner automatically reads and validates the code
  3. On successful scan, the confirmation is processed immediately

Step 4b: Confirm via 6-digit PIN entry

If the QR code is unavailable or difficult to scan, switch to PIN entry:

  1. Tap the Enter PIN tab or toggle to switch from the QR scanner to the PIN entry view
  2. Ask the customer for their 6-digit collection PIN
  3. Enter the PIN in the input field
  4. Tap Confirm to validate the PIN

Switching between methods

You can switch between QR scanning and PIN entry at any time by tapping the method tabs at the top of the confirmation screen. Use QR scanning for speed, or PIN entry as a fallback when the camera has difficulty reading the code.

Step 5: GPS location recorded

When the confirmation is submitted (via either method), the app automatically captures your current GPS location. This location is recorded alongside the confirmation to provide proof of delivery at the pickup point.

Note

If location services are disabled, the app will prompt you to enable them before the confirmation can proceed. GPS recording is mandatory for all collection confirmations.

Step 6: Confirmation success

Once the QR code or PIN is validated and GPS is recorded, the confirmation is processed:

  • A success message is displayed on screen
  • The order status transitions from at_pickup_point to delivered
  • The customer receives a delivery confirmation notification
  • The order is removed from your Awaiting Collection list

Result

After completing these steps:

  • The order status is now delivered
  • GPS coordinates of the pickup point are recorded with the confirmation event
  • The customer receives a push notification confirming their order has been collected
  • An audit trail entry records who confirmed the collection, the method used (QR or PIN), and the timestamp
  • The order no longer appears in your Awaiting Collection list

Troubleshooting

Issue Cause Solution
QR code won't scan Camera obstructed, screen glare, or damaged QR code Clean the camera lens, ask the customer to increase screen brightness, or switch to PIN entry method
PIN is rejected Customer entered incorrect PIN or PIN has expired Ask the customer to check their notification for the correct PIN. If the PIN has expired, a new one may need to be generated. See Handling Errors
GPS location unavailable Location services disabled or no GPS signal Enable location services in your device settings. Move to an area with better GPS reception (near a window or outside)
Confirm Collection button not visible Order is not yet at at_pickup_point status The batch must be accepted first. Check that the batch arrival has been confirmed
Confirmation fails after scanning/PIN Network connectivity issue Check your internet connection and retry. The app will retain the scanned data so you won't need to re-scan