How to sign the PPE delivery receipt

Once the PPE has been delivered, the request status changes to “Delivered” and the receipt is generated automatically. For the request to move to “Completed”, the employee must sign the receipt. SmartOSH offers four ways to do this.

Who can sign

Caution

Only the following can sign the delivery receipt:

• The employee receiving the PPE.
• The employee’s OSH Supervisor (provided they are correctly configured).
• The designated employee responsible for delivering the PPE.

The Sign delivery receipt operation is only enabled when selecting requests with status “Delivered” and when the logged-in user matches one of these three roles.

Common behaviour when signing

Regardless of the method, the following happens automatically upon signing:

• The request status changes to “Completed”.
• The employee’s signature is inserted into the report.
• In the request’s Shipments tab, the shipment status changes to “Accepted”.
• If the deferred sending of the receipt had not yet occurred, it is cancelled.

Sign from the PPE Requests list screen

Useful for signing one or several requests for the same employee in a single session.

1. Go to the PPE Requests list screen.
2. Select one or several requests with status “Delivered” that share the same employee.
3. Click Operations > Sign delivery receipt.
4. Have the employee sign and click Sign.
5. Close the signature pop-up.

Sign from the request detail screen

Useful for individual signatures.

1. Go to the PPE Requests list screen and open the request.
2. Click Operations > Sign delivery receipt.
3. Have the employee sign and click Sign.
4. Close the signature pop-up.

Sign from the email

When delivering PPE, the system generates a deferred sending of the receipt to the employee or their OSH supervisor for signing via email.

1. The employee (or their OSH Supervisor) clicks View document in the received email.
2. They click Accept and sign.
3. They provide their signature and click Sign.
4. They close the window.

Caution

The receipt is sent deferred, not immediately. If you need the employee to receive it instantly, execute the Force deferred sending now operation from the PPE Requests list screen.

Sign manually on paper

When digital signing is not feasible, you can print the receipt, collect the handwritten signature, and register the acknowledgement.

Option A: download the report from the request itself

1. On the request detail screen, click the Download icon in the Reports tab.
2. Print the report and, once signed by the employee, scan it.
3. On the PPE Requests list screen, select the request and click Operations > Register delivery receipt acknowledgement.

Option B: generate blank receipts for multiple requests

1. On the PPE Requests list screen, select one or several requests with status “Not started” and/or “Delivered”.
2. Click Operations > Generate and send blank delivery receipts to my email.
3. In the received email, click the Attached Document link and print the reports.
4. Once signed by the employees, scan them.
5. Select the corresponding request on the list screen and click Operations > Register delivery receipt acknowledgement.

Note

When registering the acknowledgement, the following happens automatically:

• The request status changes to “Completed”.
• The new receipt (scanned) is inserted into the report.
• In the Shipments tab, the status changes to “Accepted”.

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Source: M-SO-20-19-01 “PPE User Manual”, version 1, 21/12/2020.