Delivery

The delivery section covers tracking how each animal leaves the sale — whether it is delivered, picked up, staying, or still unknown — and generating the load-out documents that accompany the animals.

Delivery Types

Each animal in the auction can be assigned one of the following delivery status codes:

Unknown delivery type blocks load-out generation. Any animal with a U status must be resolved before you can generate a load-out sheet for that buyer. The system displays an error identifying the specific lot: "Lot X/Y delivery type is UNKNOWN. Correct this in the Change Delivery Type screen, then reprint loadout sheet."

Assigning Delivery Types

Per Buyer or Per Lot

From the Change Delivery Type screen, you can view and update delivery status for individual items. Filter the list by buyer to work through one buyer's animals at a time, or view all items across the auction.

Each row shows the lot number, animal name, bidder number, invoice number, and buyer information. Update the delivery code for any item and submit to save.

Batch Assignment

To assign the same delivery type to many items at once, use the batch update. Select the delivery type and submit — all displayed items are updated together.

Generating Load-Out Sheets

Load-out sheets are PDF documents that accompany animals to their destination. They include full identification details for each animal and the buyer's delivery or pickup information.

By Recipient

Generate a load-out for a single buyer to produce a PDF for that buyer's animals only. This is the standard mode used when handing a sheet to a buyer at the sale.

To generate load-outs for all buyers at once, use the all-recipients mode. This produces a combined PDF with each buyer's section separated.

What Appears on a Load-Out Sheet

Each load-out PDF includes:

• Buyer's mailing address (from GEM contact records)
• Auction name, dates, and terms
• Lot-by-lot listing with: animal name, tattoo, tag, breed, sex, date of birth, current location, Bangs ID, electronic ID, and ownership percentages
• Buyer and seller contact phone numbers
• Seller's representative name (if assigned)
• Delivery or pickup instructions
• Invoice print comment (if set)
• Total head count

Handling Unknown Delivery Types

Before generating a load-out, all animals for that buyer must have a delivery type other than Unknown. If any item is still set to U, the system blocks PDF generation and identifies the problematic lot. Correct the delivery type in the Change Delivery Type screen, then regenerate the load-out.

Delivery Instructions

Delivery instructions for a buyer are pulled in the following order:

1. Invoice delivery instructions (delivery_inst on the invoice) — set during invoice generation or via Edit Invoice Comments
2. Buyer's stored directions (directions in the buyer's GEM profile) — used as a fallback if no invoice-level instructions exist

If the Replace Directions checkbox is checked at payment time, the instructions entered there are saved back to the buyer's profile, updating their stored directions for future use.

Delivery Reports

Delivery Status Report

Shows all animals in the auction with their current delivery type assignment. Use this to verify that every sold animal has a delivery type before generating load-outs.

Delivery Statistics

A summary showing the count and value of animals in each delivery category (Delivered, Picked Up, Stay, Unknown). Useful for coordinating logistics and confirming all delivery types are resolved before the sale closes.