Industry guides
Credit sales for building-material suppliers
A building site can have a buyer, contractor, foreman and driver involved in one delivery. Your record needs to show who ordered the materials and who was allowed to receive them.
Use the unit you actually sell
State the grade, size and unit for each item. “Steel, ten” is not enough if the order could refer to lengths, bundles or tonnes. For cement, include the bag size and brand. Agree any delivery charge before dispatch.
Check the quantities on the truck against the dispatch record. If only part of the order is available, tell the customer which items are coming and which remain undelivered.
Name the site recipient
Record the delivery point and the person authorised to receive the goods. A location pin may help the driver find the gate, but it does not establish who can accept the delivery.
If the named person is absent, follow the agreed handover process. A signature from whoever happens to be nearby may leave both the customer and supplier disputing the delivery later.
Record partial deliveries separately
Suppose an order is for 100 bags and the first truck carries 60. The first delivery record should say 60, with 40 still due. It should not show the full order as received.
Keep each delivery linked to the same order. If shortages or damage are reported, identify the items and quantities affected. A photograph can support the record, but it needs enough context to connect it to this delivery.
Check payment terms against the delivery plan
Agree whether payment dates run from one date for the whole order or from particular deliveries. Do not leave the driver to explain a payment arrangement that the customer has not accepted.
Before approving extra materials, check existing unpaid orders and undelivered commitments. A site that needs more stock urgently may still have an unresolved invoice from the previous delivery.
Questions people ask
Frequently asked questions
Can the foreman accept delivery for the buyer?
Confirm that arrangement with the buyer beforehand and record the person’s name and role. Do not assume authority from their presence at the site.
Should a shortage stop every payment on the order?
Identify and review the affected quantity through the agreed dispute process. Keep the disputed and undisputed facts clear rather than guessing a new balance.