ORDER DELIVERY SYSTEM
The Order Delivery System is used to create delivery logs for in-house drivers. Documents are added to a delivery log and after all the sales orders in the delivery log have been delivered, users can quickly create invoices for all the orders that were delivered.
Setup
Some setup is required prior to using the Order Delivery System. Delivery logs are assigned to both a driver and a truck, so at least one driver and truck needs to be created to use this feature. To create a Driver, follow the path:
Order & Quote Entry System
Expediting, Shipping & Delivery
Order Delivery System
Order Delivery Maintenance
Enter & Edit Drivers
Driver Code and Description are required fields to create a driver, phone number is optional. Typically clients will use a driver’s initials as the code and a full name as the description. Here is a complete driver for example:
To create a truck, follow the path:
Order & Quote Entry System
Expediting, Shipping & Delivery
Order Delivery System
Order Delivery Maintenance
Enter & Edit Trucks
Truck Code and Description are user defined fields so they can be as generic or descriptive as you would like. Some clients will use a license plate of the vehicle as a code or make and model. Here is an example of a completed truck:
Entering Delivery Logs
To being creating a delivery log follow the path:
Order & Quote Entry System
Expediting, Shipping & Delivery
Order Delivery System
Enter & Edit Delivery Logs
Press “Enter” for the next delivery log number. Delivery logs can be post dated for future deliveries as far out into the future as needed, the date field will always default with “Today’s Date”. Select the Driver and Truck this delivery log will be given to. The comment field can be used to relay any messages for the driver, this comment field can also print on a delivery log print out which shows all the destinations this driver is going to.
Here is an example of a complete Delivery log heading:
Adding Documents
The next screen is where documents can be added to the delivery log. There are 2 methods to add a document to a delivery log.
The most common method for adding a document is to use the F2 Document List button located in the right-hand menu under options. This list will show any allocated orders set to ship within a selected date range. There is also a shipper range available to narrow this list down to only show orders a driver would deliver. Clients with the Branch System also have the ability to add documents for one or all branches.
Here is an example of the Document List:
All allocated orders that fit the selected parameters will display. To add an order to the delivery log, highlight a detail line then click F2 Add from the right-hand menu. F3 remove can be used to remove an order that was accidentally added.
As orders are marked to be added to the delivery log, a Star icon will appear noting this order has been added.
The second option for adding a document to a delivery log is to click New Line:
Next you will select the Document Type. This method allows for Purchase orders and Shipments to be added to the delivery log:
Then input the document number.
Repeat this process until all the required documents are added to the delivery log. Here is an example of a delivery log with documents added:
On occasion you may have multiple orders being delivered to the same ship to address. These can be combined into a single shipment by using the F4 Create Shipment button located in the right-hand menu under options. This feature is primarily used in concert with Signature Capture helping to eliminate a customer signing multiple times for one delivery. Some clients prefer to have the documents in order of how the driver will navigate their route. The documents can always be re-ordered by highlighting a detail line and using the F5 move up or F6 move down buttons accordingly.
To remove a document, double click a detail line and then say ‘Yes” to remove:
After the detail lines are set, we can proceed to the Final screen where the delivery log paper work can be output and the log can be marked out for delivery.
Delivery logs go through a status flow of: open, out for delivery, delivered, and closed. The current state of this example delivery log is open. Since all of the documents have been added to the log and the truck is ready to hit the road, this delivery log can be marked out for delivery giving a visual reference this log is being delivered.
F6 mark out for delivery will update this log’s status to out from open to out for delivery.
A list showing all the orders being delivered can be printed with F7 print.
At this point the driver will deliver the goods and nothing is done with the log until the driver returns to the warehouse with signed packing lists.
You can return to the first E&E delivery log screen to input another delivery log if needed.
Mark Delivery Log Delivered
Once the driver returns and the delivery log is completed, a user will mark the delivery log delivered.
This is done by following the menu path:
Order & Quote Entry System
Expediting, Shipping & Delivery
Order Delivery System
Mark Delivery Log Delivered
Enter the delivery log number and then use the drop-down arrow on the Take Action field to mark the log delivered. Logs can also have the delivered mark removed from this screen, putting the status back to out for delivery.
Closing Delivery Log & Creating Invoices
After a delivery log has been marked delivered, the final step is to close the log and optionally you can create invoices for all the delivered orders. Please note at least one copy of a packing list has to of been physically printed in order to create invoices through this method.
Order & Quote Entry System
Expediting, Shipping & Delivery
Order Delivery System
Close Delivery Log & Create Inv
Enter the delivery log number you wish to close and create invoices for. You can optionally close the delivery log and not create invoices if you prefer to maintain your standard accounting procedures. If you are creating invoices at this point you can select the date to apply to all invoices with the invoices date field.
Press escape or click okay to close the delivery log, if you chose to create invoices you will be prompted with the number of invoices created:
The following screen displays all of the invoices just created:
These invoices will now appear in the list when it comes time to send invoices in process.
Inquiries
Any individual delivery log can be viewed in the Delivery log inquiry:
Order & Quote Entry System
Expediting, Shipping & Delivery
Order Delivery System
Delivery Log Inquiry
Also available under the Inquiries tab
Another useful inquiry is the delivery log status inquiry. This will show all delivery logs for a particular status. This helps to see what logs are being prepared in the warehouse, out on the road being delivered, have been delivered waiting to be closed and closed. This inquiry can be found through the menu path:
Order & Quote Entry System
Expediting, Shipping & Delivery
Order Delivery System
Delivery Log Status Inquiry
Select a status, and then a date range to see all the delivery logs with the selected status within the selected date range.
