Dispatch

Overview

Click h ere to watch the Dispatch demonstration video

Using Dispatch Scheduling you can see who or what is required to deliver the products. This could be as simple as creating a pickup list for a courier to scheduling people to carry out tasks required to install or carry out tasks to deliver the products and services ordered.

Flow Chart

Dispatch Dashboard

	Description
Check Measure	All jobs that have a Dispatch type of "Check measure" (Excluding completed check measures)
Pending	Jobs pending with a status/function of "Unstarted" scheduled in the past (Past 12 months)
Work in Progress	Jobs in progress with "Commenced" status/function
Scheduled	Jobs scheduled for the future

Dispatch Scheduling

Dispatch Scheduling is used for several functions.

Confirming with customer their install.
Planning installer capacity requirements.
Installers pay in and job completion including reworks
Partial/Progressive job update.
Dispatch planning.

Filter Your Search

Search by customer or Order Number
Enter Date Range to be processed.
Select by Installation Date or Pickup/Dispatch date if Installers don’t pickup every day.
Aged Balances is used where Installers collect order balance.
Select Installer: How much work does George have on?
Select Installation Status: Are all installs tomorrow Final Confirmed?
Select Installation Types: See what Check Measures need to be done.
Select Branch: Only want installs in one area.
Select Production Status: What is not made for tomorrow’s installations?

View by

Detailed:The top grid shows the installs for the options selected

Summary:This shows each installer and in units and minutes the quantity of work for each of the Install Status.

Order Summary:This shows by order when the install is due.

Pay In

Selecting Option will allow you to use Pay in – for completing/invoicing order, receipting Money, Reworking or Re Book (To Rebook an install that has been cancelled)

NB: check measures cannot be paid in, these are completed from the quote summary screen

Complete the installation under "Installation status" this will set all items to completed, you can then change the dispatch status of each item

Fit Fee will calculate the installation costs for each item (From pricing coefficients)

Fit Fee Adjustment will adjust the fit fee as per what is entered and the adjusted cost will show on the sales analysis report

Extra costs is used if there is an extra cost to be paid to the installer that was not originally included in the fit fee/Installation cost

Reworks

Reworks are created from Pay in.

The "Dispatch status" is set to completed, but in the case of a Rework or Remake this is set to the status you require see below example "Rework".

By setting the status to Rework, you are resulting this order/or item in a rework. Which then proceeds to follow the below process

If the rework has not been invoiced then:

- If partial rework; the order gets invoiced and a copy of the order is created for the reworked items. The copied order uses the next available suffix letter, say “.B” and is set to Waiting Action (Needs Processing) under quoting

- If full rework; it doesn’t get invoiced but will create a copy of the order for the reworked items. The copied order “.B” goes to Waiting Action (Needs Processing) under quoting

- If full rebook; just creates a new dispatch. Partial rebooks get copied if the rest of the items are completed because it will invoice the order.

Reports on reworks

View the Sales analysis report below is the criteria you would select; (But we recommend you create your own reports in Power Bi)

Order types

Re-work/Re-Make

Use which date )

Quote date is the date the original order was created unless the original order is more than 30 days old this would then be the date the rework was created

Accepted date is the date the rework was created from pay in

$0 Cost for supplier errors

You can remove the cost of a rework/remake in the case this is a supplier error.

This is available from your quote screen see below (Options > Clear Costs)

Note: When editing the order the costs will re calculate. If you need costs cleared you will need to do this after you have edited to order (or do it again once edited)

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For more documentation/explanation on reworks see Reworks & Rebooks

To setup, your Rework statuses see documentation on Dispatch statuses → Dispatch Status

Dispatch Documents

You can print,email or export dispatch documents.

Email sent from Dispatch shouldn't be sent to customers as the email templates won't fill in the place holder information.

This has been setup to email installers job sheets, worksheets and other necessary documents.

Dispatch Worksheet

Dispatch Calendar

Install Dispatch calendar allows installers to view their run while on the road.

The sequence of these depends on the "time to install" and the "preferred time". By entering in the preferred time as (10:00) and the time to install is (for example 30 minutes) then the time that is allocated in the calendar will be 10:00 > 10:30

You can edit you install details from this screen by clicking on the link "Edit appointment" which takes you to the dispatch screen for this order.

NB: The colours on the appointments will appear as the colours setup for your dispatch statuses.

To edit a check measure, right click on the order within the calendar and select "Go to Order" which will take you to the quote screen

Runs Tab

If a Run is locked then a Run Number is allocated to it and here is a list of the Runs for the date range.

Run Lookup

This shows either a particular Run Number which was selected on the previous tab or installs for the Options criteria. This tab would usually be used to pay in a single Installer. The top grid is each of the installations and the bottom grid the product to be installed.

Menu Parameters

A = Show Details Tab First

R = Shows the Run Lookup based on the Options choosen else Run Lookup is done by run number.

D = Default to by Pickup / Dispatch Date.

N = Don't Use Dates