Inventory, warehouse & supply chain
Delivery and logistics management for Philippine distributors
Plan, dispatch and track customer and branch deliveries in the Philippines: route planning, proof of delivery, returns, inter-island shipping and logistics KPIs.
For distributors, manufacturers and retail chains in the Philippines, delivery is where the promise to the customer is kept or broken. Traffic in Metro Manila and Cebu, inter-island shipping, typhoon season and customers with strict receiving windows make logistics hard. A good delivery process makes every shipment planned, documented and traceable from the warehouse door to the customer's signature.
The delivery process
- Order release: confirmed orders (or branch replenishments) are released for delivery after credit and stock checks.
- Planning: orders are grouped by route, delivery window and vehicle capacity.
- Picking and loading: goods are picked against delivery documents and loaded in reverse drop order.
- Dispatch: delivery documents, gate pass and driver assignment recorded; stock leaves inventory or moves to in transit.
- Delivery: the customer receives, counts and signs the delivery receipt; exceptions recorded.
- Return to base: signed documents, returns, collections and vehicle checked in.
- Closure: delivery confirmed in the system; billing triggered; discrepancies resolved.
Proof of delivery
Signed delivery receipts are the basis for invoicing and collections. Lost or unsigned receipts delay payment. Practical improvements:
- Return signed receipts to the office within a set time, tracked daily
- Capture photos of signed receipts on a phone at the point of delivery
- Record partial deliveries and refusals with reasons
- Link the delivery record to the invoice and the customer's counter receipt (AR management)
Route planning basics
- Group deliveries by area and time window
- Respect vehicle weight and volume limits
- Consider traffic restrictions, such as truck bans in some cities, and customers' receiving hours
- Leave buffer time in typhoon season and for inter-island cutoffs
Even without advanced routing software, consistent area-based routes and fixed delivery days per area improve efficiency.
Inter-island and third-party logistics
Shipping between Luzon, Visayas and Mindanao adds port schedules, consolidation and longer lead times. Track shipments by container or waybill, record expected arrival dates, and treat goods as in transit until received. When using third-party logistics providers, measure their performance as you would any supplier.
Returns and reverse logistics
Customer returns, damaged goods and pull-outs need a process: authorization, pickup, inspection on arrival, and a decision to restock, repair, return to supplier or dispose. Record returns with reasons so you can fix root causes. Production deliveries from plant to warehouse follow the same discipline.
Logistics KPIs
| KPI | Definition |
|---|---|
| On-time delivery | Deliveries within the promised window ÷ total deliveries |
| In-full delivery | Orders delivered complete ÷ total orders |
| OTIF | Orders delivered on time and in full |
| Proof of delivery return time | Days from delivery to signed receipt in the office |
| Delivery cost per unit or per drop | Logistics efficiency |
| Returns rate | Returned quantity ÷ delivered quantity |
See also warehouse KPIs.
Controls
- Gate pass required for every outbound vehicle (gate pass guide)
- Seal numbers for long-haul and inter-island shipments
- Driver collections, if any, remitted and reconciled daily
- Vehicle and fuel records linked to routes (fleet management)
Where Cirquolus fits
Cirquolus Warehousing & logistics covers logistics, customer and production deliveries, product transfers and supplier returns. Asset management supports trip management and asset booking for vehicles, and gatekeeping handles checkpoint and property control. Related: stock transfer process.
Frequently asked questions
What is proof of delivery?
Evidence that the customer received the goods, usually a signed delivery receipt, sometimes with photos or electronic signatures.
What is OTIF?
On time, in full: the percentage of orders delivered within the promised window and with complete quantities.
How can distributors reduce delivery costs?
Plan routes by area and day, fill vehicles efficiently, reduce failed deliveries and track cost per drop.
How should inter-island shipments be tracked?
Record container or waybill numbers and expected arrival dates, and keep goods in transit until received and confirmed.
Bring this workflow to a Cirquolus demo.
Show us your current process, companies and branches. We will map it to the modules you need and propose a realistic rollout.