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Proof of Delivery for QuickBooks Enterprise

Signed delivery tickets from the door scanner matched to their invoice in QuickBooks overnight and shown beside it in the customer’s portal. The ones that can’t be placed wait for a person.

Dispatch & deliveryUpdated Oct 202620 ERPs

See it work on QuickBooks.

Click through the steps. Fictional data, in QuickBooks’s terms; the real thing runs on QuickBooks.

Scan share · read overnight
Illustrative
TicketScannedOrderCustomerStatus
POD_251016_064512.pdfOct 16, 6:45 amSO 88412Harbor Point BuildersLinked by barcode
POD_251016_071058.pdfOct 16, 7:10 amSO 88420Northline DrywallLinked by order number
POD_251016_073301.pdfOct 16, 7:33 amnot readWestfield Masonry?Unlinked · 2 suggestions
POD_251016_081947.pdfOct 16, 8:19 amSO 88431Cedar & Stone FramingLinked by barcode
4 tickets scanned · 3 linked, 1 waiting for a person

Four tickets from the Main St door station. Barcode first, printed order number second, a model for what the scanner couldn’t read.

1 / 4
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Tools in this workflow.

Pieces your customers and your team use directly, on their own or inside this workflow.

The problem, as it happens in QuickBooks.

The signed ticket is the thing that ends a short-pay argument, and it’s a PDF named by the time it was scanned, in a folder with ten thousand others and nowhere near the invoice in QuickBooks. Finding it means knowing the delivery date, opening a few, and hoping the driver got a signature.

Customers ask for it anyway, and the AR clerk becomes a search engine.

How it works.

  1. 1

    Scans are read overnight

    Every ticket the warehouse door station scans is picked up nightly. The barcode and the printed order number are read; a model reads what the scanner couldn’t.

  2. 2

    Each ticket finds its invoice

    Matched to the invoice in QuickBooks by order number, customer and delivery date. The PDF is stored and linked, never altered.

  3. 3

    It shows up where it’s needed

    Beside the invoice in the customer portal, attached to the weekly invoice email for the customers enrolled in it, and on the AP card when the ticket is a vendor’s.

  4. 4

    The rest wait for a person

    Tickets that can’t be placed sit in Unlinked PODs with suggestions: the barcode’s order, the printed number, the customer’s deliveries that week. Pick the invoice or mark it no invoice.

How it connects to QuickBooks.

Lunica picks up the tickets the door station scans from the scan share, reads the barcode and the printed order number, and matches each one to its order and invoice in QuickBooks through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection: the order header, the customer record, the delivery date and the invoice it became. A signed ticket for a vendor’s delivery is matched to the receipt and the purchase order the same way.

Nothing is written to QuickBooks by Lunica, nothing is written to the scan share, and nothing is sent on its own. The linked ticket lives in Lunica’s private document store and is shown beside the invoice in the portal and on the invoice email a person sends. Where you keep tickets behind the invoice in the attachments on the transaction, a person files it there from the link. A ticket that can’t be placed waits in Unlinked PODs until a person picks the invoice or marks it no invoice.

What a week looks like.

  • Short-pay disputes end with a link, not a search.
  • Every linked ticket is one click from its invoice.
  • Unlinked tickets are a short list, not a folder.
  • Nothing is written to the scan share, ever.

Questions

Does it change anything in the scan folder?

No. It reads the share. It never writes to it, and never deletes or replaces a ticket once linked.

What if the ticket has no barcode?

The printed order number is read instead. If neither resolves, the ticket waits in Unlinked PODs for a person.

Where are the PDFs stored?

In the portal’s private document store, under your account, served only to signed-in users of that customer.

Does it write to QuickBooks?

No. The ticket is linked to the invoice in Lunica’s store and shown in the portal. If you keep tickets behind the invoice in the attachments on the transaction, a person files it there from the link.

What about vendor delivery tickets?

A signed ticket for a vendor’s delivery is matched to the receipt and the purchase order and shows on the AP card, so the three-way match has the signature beside it.

Does the driver do anything differently?

No. Same ticket, same scanner.

Does it need a server?

Lunica runs on one Windows server inside your network, beside the company file, set up and maintained by Lunica. It reads QuickBooks Enterprise through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. There is no inbound connection from outside your network.

What does Lunica read in QuickBooks?

The customer record, open items and terms, purchase orders and receipts, the item list, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.

Can it post to QuickBooks?

Nothing lands in QuickBooks without a person. What belongs in QuickBooks goes back as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared.

What about our documents?

Invoice copies and scans keep living in the attachments on the transaction. Lunica reads them when a workflow needs one and never writes to them.

The same workflow, on another ERP.

Proof of Delivery is written for every system on the list. You’re reading the QuickBooks version.

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