Sage Intacct Proof of Delivery with SuiteFleet

1. Start with the Sage Intacct order

Open the source order SO-10482 for Cedar Grove Medical Center 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.

Use the configured Order Entry transaction definition and approval rules to release eligible Sales Order lines. In this example, convert the released quantities to a Shipper before delivery execution. Pending is a transaction-conversion state, not a promise that stock or driver capacity is available.

Order Entry transaction definitions determine the conversion path. A document called Shipper is a configured workflow choice, not a universal Intacct fulfillment endpoint. Preserve the original transaction and line relationship when converting only part of an order. If line-level ship-to contacts are enabled, group tasks by the actual line destination instead of blindly using the header contact. Sage Order Entry conversion.

2. Configure the evidence mapping

Preserve this relationship before exporting delivery work:

Keep the captured recipient separate from the Ship to contact. Store the completion event against the Shipper relationship; do not use an invoice posting date as the delivery timestamp.

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 Shipper SHP-10482 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).

An order for 10 cases can produce a Shipper for 4 and leave 6 for later conversion. A delivered task for the first Shipper must not advance the remaining lines or create a sales invoice by assumption.

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

The Sage XML API documents SODOCUMENT, RECORDNO, DOCID, and transaction-definition lookup with docparid. Use those verified concepts to discover the deployed schema; custom delivery fields and proof references are configured for the implementation. Do not reuse an Accounts Receivable record number as the stable Order Entry identity. Sage Order Entry API.

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 Sage Intacct

Record the delivery result against the linked Shipper or a related custom delivery record. Converting the source order does not itself prove customer receipt. Keep partially converted lines outstanding and use the configured document conversion, rather than forcing an arbitrary order status. Sage Order Entry conversion.

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.