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Delivery / Print Labels Documentation

Menu Location: Delivery > Print Labels

Access Level: Manager

Last Updated: 2026-03-01

Overview

The Delivery/Print Labels page is the central hub for all delivery operations, including printing labels, generating packing lists, managing routes, creating driver sheets, and processing shipping integrations. This page transforms orders into physical deliveries.

Primary Functions:

  • Print shipping labels for all delivery methods
  • Generate packing lists and driver sheets
  • Organize orders by delivery day and route
  • Upload tracking numbers from carriers
  • Create thermal printer labels (if enabled)
  • Export delivery data to routing software
  • Manage EasyPost shipping integrations
  • Print QR codes for order tracking

Page Layout

Header Section

  • Week Selector: Choose delivery week
  • Day Tabs: Click day (Monday-Saturday) to view that day's orders
  • Refresh Cache button

Summary Dashboard (Per Day)

  • Total orders for the day
  • Orders by route
  • Orders by shipping method
  • Special handling requirements

Action Buttons Section

Multiple download/print options organized by function:

  • Labels: Print shipping labels
  • Packing Lists: Print packing instructions
  • Driver Sheets: Route manifest for drivers
  • Avery Labels: Address labels on standard Avery sheets
  • Receipts: Customer receipts
  • QR Codes: Scannable order codes

Orders Table

Detailed list of all orders for selected day, organized by route/delivery method with:

  • Customer name
  • Address
  • Products
  • Special instructions
  • Delivery method
  • Actions (edit, print individual labels)

Printing Operations

Printing Shipping Labels

Purpose: Generate labels for all orders on a given day

Types Available:

  1. Standard Labels (4x6 thermal printer format)
  2. Avery Labels (8.5x11 sheet with multiple addresses)
  3. Avery 8463 (Alternate Avery format)
  4. EasyPost Labels (carrier-generated shipping labels)

Steps:

  1. Select week and day
  2. Click appropriate label type button
  3. System generates PDF
  4. Download or print directly

Label Contents:

  • Customer name and address
  • Order ID / Customer ID
  • Products in order (if enabled)
  • Special instructions
  • QR code (if enabled)
  • Company logo
  • Delivery route number

Printing Packing Lists

Purpose: Detailed list of what goes in each box

Steps:

  1. Select day
  2. Click "Packing Lists" button for that day
  3. PDF generates showing:
    • Customer name
    • Order contents (all products with quantities)
    • Customizations
    • Special dietary restrictions
    • Packing instructions

Use Case: Give to packing team to assemble orders correctly

Printing Driver Sheets

Purpose: Master list for driver showing all stops in order

Steps:

  1. Select day and route
  2. Click "Driver Sheet" button
  3. PDF generates with:
    • All customers on route in delivery order
    • Addresses
    • Map of route (if configured)
    • Special delivery instructions
    • Contact phone numbers
    • Expected arrival times

Use Case: Driver carries this as master manifest for the day

Printing Receipts

Purpose: Customer invoice showing order details and payment

Steps:

  1. Select day
  2. Click "Receipts" for that day
  3. Generates customer-facing receipts for each order

Contents:

  • Itemized order details
  • Pricing and payment method
  • Business contact information
  • Thank you message

Route Management

Viewing Orders by Route

Purpose: See all stops on a specific delivery route

Steps:

  1. Select week and day
  2. Table organizes orders by route number
  3. Each route section shows:
    • Route name/number
    • Total stops
    • Orders listed in delivery order

Route Information:

  • Route 1, Route 2, etc.
  • Pickup locations
  • Delivery windows
  • Special instructions per route

Organizing Route Order

Purpose: Optimize delivery sequence

Methods:

  1. Manual: Drag and drop orders in table
  2. Auto-optimize: Use routing software integration
  3. OptimoRoute
  4. Routific
  5. Road Warrior

Steps for Auto-optimize:

  1. Click "Optimize Route" button
  2. System sends addresses to routing service
  3. Service returns optimized order
  4. Orders reordered automatically
  5. Driver sheet reflects optimized route

Exporting to Routing Software

Purpose: Use external routing tools for complex optimization

Supported Systems:

  • OptimoRoute
  • Routific
  • Road Warrior
  • Via Mante
  • Custom CSV export

Steps:

  1. Select day and routes to export
  2. Click export button for chosen system
  3. Data uploaded to routing service
  4. Service optimizes routes
  5. Download optimized manifest
  6. Upload back to system (if applicable)

Shipping Integrations

EasyPost Integration

Purpose: Generate carrier labels (FedEx, UPS, USPS) automatically

Setup:

  • Configured in Business Settings
  • Requires EasyPost account and API keys
  • Set package dimensions and weights
  • Configure carrier preferences

Label Generation Process:

  1. Orders flagged for shipping (non-local delivery)
  2. System sends address to EasyPost
  3. EasyPost creates shipment with carrier
  4. Carrier generates tracking number and label
  5. Label downloads to system
  6. Tracking number saved to order

Steps:

  1. Select day
  2. Click "Generate EasyPost Labels"
  3. System processes all shipping orders
  4. PDF with all labels downloads
  5. Tracking numbers automatically saved

Tracking Features:

  • Auto-email tracking links to customers
  • Track shipment status in system
  • Handle delivery exceptions
  • Generate batch tracking reports

Manual Tracking Upload

Purpose: Upload tracking numbers from carrier CSV files

Steps:

  1. Export orders to carrier system (FedEx Ship Manager, etc.)
  2. Carrier generates labels and CSV with tracking
  3. Return to Print Labels page
  4. Click "Upload Tracking CSV"
  5. Select CSV file
  6. System imports:
    • Matches tracking to order ID
    • Saves tracking number to each order
    • Emails customers (if configured)

CSV Format Required:

  • Must contain Order ID column
  • Must contain Tracking Number column
  • System auto-detects carrier from format

Supported Carriers:

  • FedEx (12, 15, or 20 digits)
  • UPS (1Z + 16 characters)
  • USPS
  • OnTrac (1LSC format)
  • DHL (JD + 16 digits)

Special Label Types

Thermal Printer Labels

Purpose: Print on 4x6 thermal label printers (Zebra, Dymo, etc.)

Configuration:

  • Enable in Settings
  • Set label size (4x6 standard)
  • Configure label content preferences

Features:

  • Fast printing (no ink needed)
  • Durable labels
  • Barcode/QR code printing
  • Batch printing

Steps:

  1. Select day
  2. Click thermal label option
  3. Send directly to thermal printer

Avery Labels

Purpose: Print address labels on standard 8.5x11 label sheets

Supported Formats:

  • Avery 5160 (30 labels per sheet)
  • Avery 8463 (10 labels per sheet)

Steps:

  1. Select day
  2. Click "Avery Labels" for that day
  3. PDF generates formatted for sheet
  4. Print on Avery label stock
  5. Peel and apply to boxes

Offset Feature:

  • If you already used some labels on sheet
  • Set offset to skip used positions
  • Saves wasted labels

QR Code Labels

Purpose: Scannable codes for order tracking and pickup

Contents:

  • Order ID encoded in QR
  • Customer name
  • Optional: Order contents

Use Cases:

  • Warehouse pickup systems
  • Driver scanning for confirmation
  • Customer self-service pickup
  • Inventory tracking

Steps:

  1. Enable QR codes in settings
  2. Select day
  3. Click "QR Code Labels"
  4. Print and affix to boxes

Order Management on Page

Viewing Order Details

Purpose: See full order information for specific customer

Information Displayed:

  • Customer name, ID, address
  • All products in order
  • Substitutions and customizations
  • Delivery instructions
  • Payment status
  • Special dietary notes
  • Route assignment

Access: Click customer name in orders table to expand details

Editing Orders Pre-Delivery

Purpose: Make last-minute changes before packing/shipping

Editable Fields:

  • Products (add/remove items)
  • Delivery address
  • Delivery day
  • Route assignment
  • Special instructions

Steps:

  1. Find order in table
  2. Click "Edit" icon
  3. Make changes
  4. Save
  5. Re-print labels if needed

Note: Changes after labels printed require new label printing

Handling Special Requests

Flags Shown:

  • Dietary restrictions (allergies, vegan, etc.)
  • Delivery instructions (gate code, leave at door, etc.)
  • First-time customer (may need extra care)
  • Gift order (include gift message)
  • Special products (requires cold packing, fragile, etc.)

View:

  • Icons/badges in order row
  • Hover for details
  • Expanded view shows full text

Bulk Operations

Purpose: Generate labels for entire day at once

Steps:

  1. Select day
  2. Click "Labels All" button
  3. System generates:
    • All orders for that day
    • Organized by route
    • Formatted for batch printing
  4. Download large PDF
  5. Send to printer

Time Saver: One click for all labels instead of route-by-route

Purpose: Generate driver sheets for all routes at once

Steps:

  1. Select day
  2. Click "Driver Sheets All"
  3. Creates one document with all routes
  4. Each route on separate pages
  5. Print and distribute to drivers

Export Full Day Data

Purpose: Get complete delivery data for external use

Formats:

  • CSV (spreadsheet)
  • JSON (API integration)
  • PDF (archival)

Steps:

  1. Select day
  2. Click "Export" button
  3. Choose format
  4. Download file

Data Included:

  • All orders
  • Customer info
  • Products
  • Routes
  • Tracking numbers
  • Special instructions

Common Use Cases

Use Case 1: Daily Label Printing (Local Delivery)

Goal: Print all labels for today's local deliveries

Steps:

  1. Navigate to Print Labels page
  2. Select current week
  3. Click today's day tab (e.g., Wednesday)
  4. Review order count (expect 150 orders)
  5. Click "Print Labels Wednesday" button
  6. PDF downloads with all 150 labels
  7. Send to thermal printer or regular printer
  8. Click "Print Driver Sheets Wednesday"
  9. PDF with route manifests downloads
  10. Distribute driver sheets to drivers
  11. Labels applied to packed boxes

Time: 5-10 minutes for setup, printing depends on printer speed

Use Case 2: Shipping Orders via EasyPost

Goal: Generate carrier labels for shipped orders

Steps:

  1. Select week and day
  2. System identifies shipping orders (vs local delivery)
  3. Click "Generate EasyPost Labels"
  4. System processes (may take 2-5 minutes for 50+ orders):
    • Sends addresses to EasyPost
    • EasyPost creates shipments
    • Labels generated by carrier
    • Tracking numbers assigned
  5. PDF downloads with all carrier labels
  6. Print and apply to boxes
  7. Drop off at carrier or schedule pickup
  8. System automatically:
    • Saves tracking numbers
    • Emails customers tracking links
    • Marks orders as shipped

Tips:

  • Run day before shipping deadline
  • Verify addresses before generating
  • Check for errors (invalid addresses)

Use Case 3: Managing Multi-Route Delivery

Goal: Organize 200 orders across 4 delivery routes

Steps:

  1. Select week and day
  2. View orders organized by route:
    • Route 1: North area (55 stops)
    • Route 2: South area (48 stops)
    • Route 3: East area (52 stops)
    • Route 4: West area (45 stops)
  3. For each route:
    • Click "Optimize Route [#]" if available
    • System reorders stops for efficiency
  4. Print driver sheet per route:
    • Click "Driver Sheet Route 1"
    • Repeat for Routes 2, 3, 4
  5. Print labels:
    • Option A: All at once ("Labels All")
    • Option B: By route for staging areas
  6. Drivers collect:
    • Their driver sheet
    • Boxes for their route (in order)
  7. Off they go!

Best Practice:

  • Print day before to catch any issues
  • Organize packing area by route
  • Load trucks in reverse delivery order (last stop in first)

Use Case 4: Uploading Tracking from FedEx

Goal: Import tracking numbers from FedEx Ship Manager

Steps:

  1. Export orders to FedEx Ship Manager (external system)
  2. FedEx generates labels and provides CSV file
  3. CSV contains Order IDs and Tracking Numbers
  4. Return to Print Labels page
  5. Select same week and day
  6. Click "Upload Tracking CSV" button
  7. Choose downloaded FedEx CSV file
  8. Submit upload
  9. System processes:
    • Reads CSV
    • Matches tracking to orders
    • Saves tracking to database
    • Updates order status to "Shipped"
  10. Optionally send customer notifications
  11. Success message shows: "150 orders updated"

Common Issues:

  • CSV format mismatch (check sample)
  • Order IDs don't match (verify export)
  • Tracking already exists (harmless)

Use Case 5: Printing Avery Labels for Small Batch

Goal: Print address labels on Avery sheets for 25 gift boxes

Steps:

  1. Select week and day with gift orders
  2. Filter to show gift orders only (if available)
  3. Click "Avery Labels" button
  4. System generates PDF:
    • 25 addresses formatted for Avery 5160
    • First sheet: Labels 1-25 (fill one sheet)
  5. Load Avery 5160 label sheet in printer
  6. Print PDF
  7. Peel labels and apply to gift boxes
  8. If partially used sheet:
    • Note which labels used
    • Next time, set "Offset" to skip those positions
    • Prevents waste

Avery Sheet Info:

  • 5160: 30 labels (3 columns x 10 rows)
  • 8463: 10 labels (2 columns x 5 rows)
  • Use correct sheet type setting

Troubleshooting

Labels printing with wrong content

Symptoms:

  • Customer name wrong
  • Address outdated
  • Products don't match order

Check:

  1. Selected correct week?
  2. Selected correct day?
  3. Orders refreshed (click refresh)?
  4. Recent edits not saved?
  5. Cache issue (clear browser cache)

Solutions:

  1. Refresh page and try again
  2. Verify week/day selection
  3. Check order details match
  4. Re-generate labels
  5. If persists, contact support

EasyPost labels failing to generate

Symptoms:

  • Click button, no PDF downloads
  • Error message about shipping
  • Some orders work, others fail

Check:

  1. EasyPost credentials configured?
  2. Addresses valid (no PO boxes if restricted)?
  3. Package dimensions set?
  4. Sufficient EasyPost balance?
  5. Carrier account linked?

Solutions:

  1. Verify address format (use USPS validation)
  2. Check EasyPost dashboard for errors
  3. Ensure carrier account active
  4. Add funds to EasyPost if needed
  5. Review Business Settings > Shipping Integration

Common Causes:

  • Invalid address format
  • Missing apartment number
  • PO box for carrier that doesn't deliver to PO boxes
  • ZIP code doesn't match city/state

Driver sheet showing orders out of sequence

Symptoms:

  • Orders not in logical delivery order
  • Driver has to backtrack

Check:

  1. Route optimization enabled?
  2. Was route optimized today?
  3. Manual changes override optimization?
  4. Start location set correctly?

Solutions:

  1. Click "Optimize Route" to re-order
  2. Use external routing tool for complex routes
  3. Manually adjust order if needed
  4. Save and re-print driver sheet

Manual Reordering:

  1. Drag orders in table to reorder
  2. Click "Update Route Order"
  3. Re-print driver sheet

Tracking upload not matching orders

Symptoms:

  • CSV uploads but no orders updated
  • Error: "No matching orders found"

Check:

  1. CSV contains correct order ID column?
  2. Order IDs match exactly (spacing, formatting)?
  3. Order IDs exist in selected week?
  4. CSV format correct (Order ID, Tracking Number)?

Solutions:

  1. Download sample CSV to verify format
  2. Check column headers match expected
  3. Ensure order IDs are from correct week
  4. Try uploading smaller batch to test
  5. Verify CSV encoding (UTF-8)

Format Check: Open CSV in text editor, should look like: 

Order ID,Tracking
12345,1Z9999999999999999
12346,1Z8888888888888888

Thermal printer not responding

Symptoms:

  • Click print, nothing happens
  • Labels queued but not printing

Check:

  1. Printer powered on and connected?
  2. Labels loaded correctly?
  3. Printer driver installed?
  4. Set as default printer?
  5. Test print from printer (hardware test)?

Solutions:

  1. Power cycle printer
  2. Check USB/network connection
  3. Reinstall printer driver
  4. Clear print queue
  5. Test with simple label (not full batch)

If Problem Persists:

  • Try printing to PDF first (verify content)
  • Test printer with other documents
  • Contact printer manufacturer support
  • Order Management (cust_order.php) - Edit individual orders
  • Route Management (delivery_routes.php) - Configure delivery routes
  • Business Settings (admin-config.php) - Configure shipping integrations
  • Inventory Management - Track what needs to be packed
  • Customer Profiles - Update delivery addresses

Typical Workflow:

  1. Orders finalize (cutoff time)
  2. Print Labels page → generate labels
  3. Packing team → assembles orders
  4. Labels applied → boxes ready
  5. Driver sheets → distributed to drivers
  6. Deliveries → completed
  7. Tracking updates → customers notified

Permissions & Access

Required Access Level: Manager

Manager Capabilities:

  • Print all label types
  • Generate driver sheets
  • Upload tracking
  • Export delivery data
  • Optimize routes
  • Edit delivery addresses

Packing Team (Limited Access):

  • View packing lists
  • Print labels
  • Cannot edit orders
  • Cannot access routing

Drivers (Limited Access):

  • View driver sheets
  • Mark deliveries complete
  • Cannot edit orders
  • Cannot print labels

Best Practices

Daily Operations

  1. Print labels afternoon/evening before delivery
  2. Review for errors before sending to printer
  3. Organize by route for packing team
  4. Keep backup labels on hand (printer jams)
  5. Print driver sheets last (in case route changes)

Label Printing

  1. Test printer before large batch
  2. Use thermal printer for speed if available
  3. Print extras for damaged/lost labels
  4. Verify content before printing (waste prevention)
  5. Store unused labels properly (avoid moisture)

Route Management

  1. Optimize routes regularly (weekly is good)
  2. Consider traffic patterns (morning rush)
  3. Group nearby stops together
  4. Set realistic delivery windows
  5. Account for driver breaks and returns

Tracking Management

  1. Upload tracking same day labels generated
  2. Verify all orders have tracking
  3. Email customers promptly
  4. Monitor delivery exceptions
  5. Respond to tracking inquiries quickly

Things to Avoid

  • Don't print labels too early (orders may change)
  • Don't skip route optimization (wastes fuel/time)
  • Don't forget to load correct label stock (Avery sheets)
  • Don't print driver sheets before route finalized
  • Don't ignore address validation errors (failed deliveries)

Quick Reference Card

Task Action/Location
Print labels for today Select current week and day, click "Labels"
Generate shipping labels Click "Generate EasyPost Labels"
Print driver sheets Click "Driver Sheets" for day/route
Optimize route order Click "Optimize Route" button
Upload carrier tracking Click "Upload Tracking CSV"
Print Avery labels Click "Avery Labels", choose format
Print packing lists Click "Packing Lists" for day
View orders by route Select day, orders grouped by route
Export delivery data Click "Export", choose format
Print QR codes Click "QR Code Labels"
Edit delivery address Click order, click edit, update address
Print receipts Click "Receipts" for day

FAQs

Can I print labels for multiple days at once?

No, labels are printed per day. You can select multiple days sequentially but each downloads separately. This prevents accidentally mixing days.

What if I need to reprint one label?

Click the individual order in the table, then click the label icon next to that order. Downloads single label PDF.

How do I handle address changes day-of?

Edit the order (click customer name, then edit), update address, save, then re-print just that customer's label. Original label should be discarded.

What's the difference between thermal and regular labels?

Thermal labels: 4x6 printed on special thermal printer, no ink needed, durable, fast. Regular labels: 8.5x11 or Avery sheets, requires ink/toner printer, slower but more accessible.

Can customers track deliveries in real-time?

If using EasyPost or tracking uploads, yes. Customers receive tracking links via email and can check carrier website for updates. For local delivery, depends on driver check-in system.

What happens if address validation fails?

EasyPost will report error. You can: (1) Correct address and retry, (2) Contact customer to verify, (3) Mark for manual review, (4) Skip and deliver without carrier label (local only).

How do I know which orders need shipping vs local delivery?

Orders are flagged by delivery method. System automatically identifies shipping orders when generating EasyPost labels. Table shows delivery method per order.

Change Log

2026-03-01

  • Initial comprehensive documentation created
  • Covered label printing, routing, and shipping integrations
  • Documented thermal printers, Avery labels, and tracking uploads
  • Added practical use cases and troubleshooting

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.