Delivery Scheduling

OrderTrac has a handy delivery scheduler that allows you to effortlessly schedule a delivery for all items ready for a customer. A calendar view is available to easily visualize all deliveries in a calendar format to easily see what delivery windows are available. A map view is also available to visualize the location of all scheduled deliveries.

View deliveries

First, we can take a look at where to find deliveries. You will see a Deliveries quick link at the top of the page with a truck icon. Clicking this button will take you directly to the deliveries page. You can also find this page in the main menu under Items > Deliveries.

List View: The default view is the List view. This will show a list of all upcoming deliveries. You can use the filter box to search by customer name or city to find a specific delivery. You can click the Include past deliveries checkbox to view past deliveries as well.

Calendar View: This view shows all deliveries on a calendar. You can change the calendar view to see a month, week, or day at once by using the month/week/day buttons on the top right. On the top left, you can click the left/right arrows to view the previous or next month/week/day.

Map View: Map view allows you to view all scheduled deliveries for a given time period on a map. Just update the date range and click Search to view a map of all deliveries for a different date range.

Schedule a new delivery

First, you can schedule by clicking the New Delivery button on the top right of any of the views:

While on the calendar view, you can click and drag on a specific area of the calendar to select a delivery window. You then can click New Delivery to start a new delivery for that time window.

This will take you to the Delivery Setup page.

First, you need to select a customer. If a delivery address is available for the selected customer, the delivery address boxes will be pre-filled. If the delivery address is different from the address on file, enter the new address.

You can then enter any notes for the delivery, such as a gate code or special instructions for this delivery.

Next, you will want to set the delivery window if it hasn't already been selected. Click the Set Delivery Window button. This will load a calendar dialog where you can view existing deliveries and select a delivery window. Click and drag your mouse on your desired delivery window time range to select that window.

Click Select to select that delivery window to continue.

Next you must select all items that will be delivered. Click the Add items to delivery button and a dialog will display with all items for that customer that are available for delivery.

All items that have been received and are either in "Ready for Customer" or "Hold for customer" status will be listed here. Also, only items that are NOT already on another delivery will display to ensure you don't schedule the same item to be delivered twice.

Once you have selected all items, click Add. You will now see all items on the delivery.

Click Save to save all delivery details.

Another way to start a new delivery is by opening a sales order that has items that are ready for delivery (either in Hold for Customer or Ready for Customer status). If no delivery has already been set up, you can click the Set up new delivery link to start a new delivery.

This will take you to the delivery setup page where the customer will already be selected. You can follow the same steps as above to set up the delivery.

Packing List

On the top right of the delivery setup page, you can click Print Packing List to print a list of all items on the delivery. This can be handy for the delivery crew to gather the required items for each delivery. Once you click the button, you will see a print preview dialog where you can select your desired printer and click Print.

View Delivery Info

You can view delivery info from a few different places for items that are schedule for delivery.

On a sales order, you can see the delivery window next to any items that are scheduled for delivery:

You can also see delivery windows next to items on the Items page if the Ready for customer or Holding filter is selected in the customer section:

On the Sales Orders page, if you have the All items received filter selected, you can see if a delivery has been scheduled for any items on each sales order. A Scheduled badge with a truck icon will show next to each sales order with at least 1 item scheduled for delivery.

Complete a delivery

Once a delivery has been completed, you can find the delivery on the Deliveries page, and select the delivery to go to the delivery setup page.

Click the Complete Delivery button. A dialog will display where you can indicate which items were successfully delivered.

If any item was not able to be delivered for some reason, just uncheck that item. Click Complete and the delivery will be marked as completed. You can then see all items that have been delivered:

Conclusion

That is all there is to deliveries! This should allow you to easily manage your delivery schedule all within OrderTrac which allows you to view the schedule anywhere you can log into OrderTrac.