Confirm, dispatch and deliver
This is the middle of every cash-on-delivery sale: call the buyer, hand the parcel to an agent, and record how it ended. Everything happens on the order itself. Open any order from the orders list or from Today.
1. Confirm by phone
Under the buyer's name you see their stage, their delivery record and the next step. The Customer card has Call and WhatsApp buttons. WhatsApp opens a message with the order number, the items, the amount to pay on delivery and their tracking link, ready to send from your phone.
If the buyer is not ready, move the order with the stage menu at the top right:
- Call Back when they ask you to call later.
- Follow Up when they need another call or message.
- Rescheduled when they want delivery on another day. Kushi does not ask for the date, so agree it with the buyer and tell the agent.
If Business WhatsApp is connected, the WhatsApp card can also Send order confirmation, and you can reply to the buyer there for 24 hours after they message you.
2. Dispatch to an agent
- Choose Dispatch.
- If no agent is set, the Who's delivering? dialog opens. Each agent shows their state and how many units they hold. An agent in the order's state is picked first.
- Choose Dispatch. The order moves to In Transit.
You can also set the agent first in the Delivery card, under Agent, then dispatch.
The Stock for this delivery card shows how many of each item are in the office and in the buyer's state, so you can check the agent has them. An item marked Not linked is not tied to a product, so it will not move stock.
3. Brief the agent
In the Delivery card, Brief agent opens WhatsApp with a message for the agent: the order number, the buyer's name, phone, address and state, and the amount to collect. Call agent rings them.
4. Print the dispatch manifest
On Orders, choose Dispatch manifest. It gives one sheet per agent with every order they are carrying.
- Out for delivery shows orders In Transit. Still to confirm shows orders not yet dispatched, grouped by the agent set on them.
- Narrow it by date or by one agent.
- Each sheet lists Orders, Cash to collect, Delivery cost and Agent sends back, a Carry list of items to pack, and a table with the amount to collect and a space for a signature.
- An order the buyer already paid by transfer shows ₦0 to collect, marked Paid. Agent sends back adds up each order the same way the agent's balance does. See What an agent owes you.
- Choose Print. Each agent prints on their own page.
5. Mark Delivered or Refused
When the agent reports back, open the order and choose Delivered or Refused. The buttons also sit on each order card on the list and board.
Delivered takes the units out of stock and adds the cash to what the agent owes you. See Order stages.
If you marked the wrong one, choose Reopen. The order goes back to Pending and the stock and cash changes are undone.
The money on an order
The Items card ends with four lines:
| Line | Meaning |
|---|---|
| Items total | The value of the items on the order. |
| Customer pays at the door | What the agent collects from the buyer. ₦0 when the buyer paid by transfer (Payment is Paid). |
| Delivery cost (agent keeps) | What you pay the agent for this delivery, kept from the cash. |
| Agent sends you once delivered | What the customer pays at the door minus the delivery cost, never below ₦0. This is what goes on the agent's balance when the order is delivered. |
Change Delivery cost in the Delivery card. Payment there shows Not paid, Pay on delivery or Paid. To record cash an agent sends you, see Recording cash from agents.
Good to know
- A delivered order with no agent set adds nothing to any agent's balance. Today flags these so you can set the agent.
- Delete order removes the order with its stock and cash history for good. To stop an order, mark it Refused instead.
- Courier in the Delivery card is a free-text note, for example the name of a logistics company.