A Delivery Person's Day in gamitrack: From Dispatch to Proof

Delivery is where a distribution business either keeps its promise or loses a customer. The order was agreed, the stock was packed, and now a person on a motorbike or a van has to get it to the right shop, get it accepted, and often get paid. This guide follows a delivery person through one day with gamitrack and shows what the back office must do so that every delivery ends with proof rather than an argument. The scenario is hypothetical; the screens are real.

The back office prepares the day

A driver can only deliver what has been dispatched. In gamitrack, orders are dispatched from a branch, and dispatch is all-or-nothing: the stock for the whole order must be available, and it leaves the branch in one step. That rule prevents the familiar mess of half-delivered orders and invoices that do not match what the shop received.

The sequence for the dispatcher is:

1. Open the order in Orders and check the lines and quantities.
2. Dispatch it from the correct branch. Stock movements are recorded automatically, and an invoice number is created in sequence.
3. Assign the delivery person on the order.

Dispatch also fixes the payment due date. Payment due days count from dispatch, so the credit clock for the shop starts on the day the goods leave your godown, not the day the order was taken.

The driver's morning

The driver opens the Deliveries tab. Each card is a delivery assigned to them, and each shows:

• the shop name and the amount due,
• the shop's saved location, with a button to open directions,
• a call button to reach the shopkeeper.

That last button matters more than it looks. In many businesses, a common cause of failed deliveries is a shop that is closed for lunch or a shopkeeper who did not know the goods were coming. Calling ahead from inside the app, with the number already stored, costs ten seconds.

Planning the order of drops

The app lists the day's deliveries, and the driver, who knows the roads, chooses the sequence. As a manager you can help by keeping the number of drops realistic. A practical way: group orders by area when you assign them, so one driver covers one side of town rather than criss-crossing it. During monsoon, plan even more carefully; see monsoon route and delivery planning.

At the shop: marking delivered

When the goods are handed over, the driver marks the delivery as delivered. Three pieces of evidence are captured:

• GPS at the moment of marking,
• an optional photo, for example of the goods stacked at the shop,
• the receiver's name, so you know who accepted.

If the driver marks the delivery from a place far from the shop's location, the system flags it as a far delivery. This is not an accusation; sometimes the shopkeeper asks you to leave goods at a different address. It is simply a prompt for the manager to ask a question.

Why proof pays for itself

Consider a hypothetical dispute: a retailer says "I never received the second carton." With a delivered mark, location, receiver name and photo, you answer in a minute. Without it, you discount the invoice to keep the relationship. Over a year, those small concessions add up to real money.

Collecting payment at delivery

If the shop pays on delivery, the driver collects the payment from the same screen. Choose the method (cash, eSewa, Khalti, Fonepay, bank or cheque), enter the amount and save. The payment is allocated against the oldest open invoices first and recorded in the ledger. If the shop gives more than the invoice, the extra is kept as an advance.

Two rules keep this clean:

• The driver collects only what the amount-due card says, plus any old amount the shop volunteers. Do not let drivers negotiate discounts at the door.
• Cash goes to the accountant the same evening, and the accountant checks it against the day's payments list. Our guide on van sales and cash reconciliation has a step-by-step version.

Returns and damaged goods

Sometimes a shop rejects part of the goods. Record it right away instead of arguing on the phone later. Returns are created from the party's record: a company return is approved into a branch, which puts the stock back and issues a credit note. If your business works through dealers, a shop's return can be routed to the dealer who accepts or rejects it in the dealer app.

The end-of-day routine

Before the driver leaves for home, the dispatcher should:

Step	Where to check
All assigned deliveries are delivered or have a reason	Deliveries / Orders
Far-delivery flags are explained	Visits & flags
Cash collected matches payments recorded	Payments
Returned goods are booked back to the branch	Returns / Stock

Anything undelivered stays assigned, and tomorrow's list starts with it. Do not let failed deliveries silently disappear; they are the earliest warning of a shop that is in trouble or an address that is wrong.

Tips for dispatchers

• Assign early. Drivers who see their list the night before arrive at the godown ready.
• Add shop notes. Internal notes on a business, such as "back gate only, closed 1-2 pm", are visible to staff and never to dealers.
• Review time to deliver. Compare dispatch time with delivered time for the week. Long gaps point to routing problems, not lazy drivers.

Related reading

If you also run field sales, read a sales officer's day in gamitrack to see how the order reaches you. For the ledger side of delivered orders, see the month-end closing checklist.

Handling the awkward cases

Shop closed. Call from the app. If nobody answers, do not mark delivered. Leave the order assigned, note the reason with the dispatcher, and try again at the end of the route.

Shop disputes the amount. The amount due on the card comes from the order and invoice. Do not change it at the door. Take a photo of the goods, note the issue, and let the back office resolve it with the officer.

Goods damaged in transit. Record it as a return or damage as soon as you are back, with a photo if possible. Quick records protect the driver as much as the company.

Get started

Delivery tracking is part of the same workspace as orders, stock and payments, so you do not need a separate tool. See what is included on the pricing page, and find setup instructions for the driver role in the Help centre.