Epicor Prophet 21 Proof of Delivery with SuiteFleet

1. Start with the Epicor Prophet 21 sales order

Open the sales order 104882 for Redwood Mechanical Supply and inspect its delivery destination, line quantities, and configured SuiteFleet relationship. The example contains MEC-100 | Bearing assembly | 4 EA and MEC-200 | Drive belt | 6 EA.

Review Order Entry for customer, ship-to, location, item availability, and credit release. Select the warehouse-approved shipment quantities before passing the allocation to SuiteFleet.

Prophet 21 distribution workflows connect order entry, warehouse handling, and shipping. Keep pick-ticket and shipment references with the order lines so partial releases retain their own delivery history. Epicor distribution integration example.

2. Configure the evidence mapping

Preserve this relationship before exporting delivery work:

Use the shipment or pick-ticket relationship when filing proof. Recipient acceptance and shipping confirmation are distinct events; preserve both timestamps.

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 Shipment allocation P21-104882-1 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).

Keep a separate task for each dispatched allocation. If a product remains on backorder, receiving the first shipment must not consume or cancel the remaining quantity.

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

Prophet 21 has integration capabilities, but supported operations depend on the installed release and interface access. Confirm order, shipping, custom-field, and attachment operations with the implementation team. Epicor shipping integrations.

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 Epicor Prophet 21

Reconcile the shipping record and store customer receipt through the approved extension or related record. Preserve the account’s shipping and invoicing rules when recording the last-mile outcome. Epicor distribution integration example.

Read back the linked record and review every outstanding allocation before reporting the full delivery requirement complete. 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.