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Receiving Orders

This guide covers how to receive incoming orders that have been procured and are arriving at your source depot. You will physically accept the goods and upload a depot receipt document, transitioning the order from procurement_completed to at_courier_depot.

Prerequisites

  • You are logged in as a Source Depot Officer (owner, manager, or member with a source depot location assignment)
  • You have selected the correct destination country from the navigation drawer
  • Orders are at procurement_completed status (goods have been purchased and are on route to your depot)

Steps

Step 1: Open the Incoming screen

From the Source Depot screen, tap the Incoming icon (inbox) in the top-right app bar. The badge count shows how many orders are awaiting acceptance.

Step 2: Review orders on the On Route tab

The Incoming screen opens with the On Route tab selected. This shows all orders at procurement_completed status for your courier and country. 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

Step 3: Verify the physical goods

Before acknowledging an order, physically verify that the goods match what is shown on the order card. Check:

  • The correct items have arrived
  • Item quantities match the order
  • Goods are undamaged

Tip

Tap Details on the order card to open the full order detail screen for a complete item list with images and quantities.

Step 4: Acknowledge the order

Once you have confirmed the physical goods match, tap the green Acknowledge button on the order card. This action:

  • Updates the order status from procurement_completed to at_courier_depot
  • Logs an audit event (source_depot_acknowledged)
  • If the customer has not uploaded a passport, sends them a notification requesting one

Step 5: Upload the depot receipt document

After acknowledging the order, navigate to the order detail screen (tap Details on the order card or find the order in the main Source Depot list under the "Needs Attention" tab). In the Documents section:

  1. Locate the Depot Receipt document type
  2. Tap the upload button (or use the camera to take a photo directly)
  3. Select or capture a photo confirming the goods have arrived at the depot
  4. The document uploads automatically

Each store's items can have a separate depot receipt — if the order contains items from multiple stores (e.g. Amazon SA and Takealot), you may upload one receipt per store.

Result

After completing these steps:

  • The order status is now at_courier_depot
  • The order appears in the Source Depot main screen (either "Needs Attention" or "Ready to Ship" depending on whether all requirements are met)
  • A depot receipt document is attached to the order
  • If the customer's passport is missing, they receive a push notification and an in-app message requesting it
  • An audit trail entry records who acknowledged the order and when

Info

The order will appear in the Ready to Ship tab only once all four readiness requirements are met: depot receipt (per store), supplier invoice (per store), customer passport, and item weights. Until then, it appears under Needs Attention.

Troubleshooting

Issue Cause Solution
No orders appear in Incoming No orders at procurement_completed for your country/courier Verify the correct country is selected in the drawer. Check with the admin that procurement is complete.
Acknowledge button is disabled You don't have write permission at this stage Contact your manager — you may need a source depot location assignment.
Document upload fails Network issue or file too large Check your connection and try again. Ensure the photo is under 10 MB.
Order still shows "Needs Attention" after receipt upload Other readiness requirements not met (supplier invoice, passport, or item weights) Check the readiness checklist on the order card. The customer may need to upload their passport, or item weights may need recording.