Business Central Proof of Delivery with SuiteFleet

1. Start with the Business Central order

Open the source order 101048 for Pinecrest Hospitality and inspect its delivery destination, line quantities, and configured SuiteFleet relationship. The example contains two lines with quantities 4 and 6 in the units shown.

Open a released sales order and confirm its shipping location, ship-to address, and Qty. to Ship values. If the location requires warehouse documents, respect that handling flow before posting shipment. Released alone does not prove stock has been picked or delivered.

Business Central separates shipment posting from invoicing and supports partial quantities through Qty. to Ship. The original order may no longer be the durable display after full posting, so retain the posted shipment relationship rather than requiring the sales order page to survive forever. Microsoft: posting sales.

2. Configure the evidence mapping

Preserve this relationship before exporting delivery work:

Reference the posted shipment number and line quantities when reviewing evidence. Store recipient and actual delivery time separately from Posting Date and Shipment Date.

3. Define and check the evidence requirements

Agree the evidence policy before dispatch: which shipments need a recipient name, photographs, signature, and completion information, and who reviews missing evidence. Only require capture methods verified in the deployed driver workflow. Confirm that the connector can retrieve each required evidence field.

Before opening proof, match the task to Posted Sales Shipment 102086 through the correlation record. Names, addresses, and order display numbers alone are insufficient when the customer receives repeat or split shipments.

Distinguish the expected consignee from the person who actually accepted the goods. Validate file access and retention requirements with the deployment owner so a saved link remains useful to the intended support team.

4. Review proof of customer handover

Open Proof from the task or Reports → POD Analysis → Full proof. Review delivery photos, signature, recipient, and recorded completion together. Review Proof of pickup and Proof of delivery separately. Confirm customer receipt from the delivery record.

Do not infer received item quantities from a photograph, a signature, or the package count. Store the event time with its time zone. This example uses America/Chicago (CDT).

If Qty. to Ship is 4 while ordered quantity is 10, the posted shipment and task represent only those 4. Keep the remaining 6 available for a later shipment and do not overwrite posted shipment lines to match an unexpected receipt.

If there is a shortage, refusal, or disputed recipient, preserve the original evidence and record the exception. Retain the source shipment and line keys during review; do not create a new shipment simply because proof needs correction.

5. Store controlled evidence references

Microsoft documents salesShipments in the Business Central v2.0 API, including the company-scoped ID and orderNumber relationship. A read endpoint does not authorize arbitrary writes to posted documents. Expose extra delivery fields through a validated extension/API design. Microsoft: sales processes.

Write recipient, event time, outcome, and evidence references only to validated destinations. Check whether the interface stores a file, an attachment relationship, or an external URL. Apply access controls to the evidence location; a link in a transaction does not itself grant appropriate access.

Handle status and attachment updates independently. If the status sync succeeds but a photo reference fails, retain the partial integration error and retry that operation safely. Verify the target record after retry before reporting a clean sync.

6. Verify the result in Business Central

Use the Posted Sales Shipment as durable shipment evidence and store last-mile details in a related extension record or approved custom fields. Reconcile Quantity Shipped on the original order where it remains available. Do not post Ship and Invoice merely to record customer receipt. Microsoft: posting sales.

Read back the linked record and review every outstanding allocation before marking the full order delivered. Test partial shipment, partial acceptance, failed delivery, duplicate completion, and delayed writeback. Keep inventory posting, receipt evidence, and payment reconciliation under their respective configured rules.