1. Executive Summary

The Orders sub-module in Dispatch Management allows you to efficiently manage and track delivery requests. You can add new orders, update existing ones, assign trips to drivers, and monitor the status of each order from creation to completion. This streamlines your dispatch operations, ensures accurate record-keeping, and improves overall delivery efficiency, which ultimately saves time and resources.

2. Introduction

Managing orders efficiently is critical for successful dispatch operations. The Orders sub-module addresses the challenges of creating, updating, tracking, and assigning deliveries. This tool simplifies these processes, reduces errors, and provides a centralized view of all your delivery requests. By using the Orders sub-module, you can ensure smooth and timely deliveries, leading to increased customer satisfaction and optimized resource allocation.

Key Terms:

• Order: A request for delivery or dispatch.
• Dispatch: The process of sending out a vehicle and driver for a delivery.
• Merchant: A business or supplier providing goods for delivery.
• Trip: The route and schedule assigned to a driver for completing deliveries.

3. Main Content (User-Focused Sections):

• What This Means for You:

  • Less time spent on manually managing orders.
  • Improved accuracy in order details and delivery assignments.
  • Better visibility into the status of all orders.
  • Streamlined communication between dispatchers, drivers, and merchants.
  • Optimized resource allocation for efficient deliveries.

• How It Works: The Orders sub-module provides a centralized platform to manage the entire order lifecycle. Refer to the diagram below to understand the general workflow.

  1. Create Order: The admin or vehicle attendant creates a new order, entering details such as order date and time, vehicle type, package size, drop details, merchant details, delivery address, and customer address.
  2. Assign Trip: After creating the order, you assign it to a driver and vehicle. The system helps ensure that the selected vehicle is mapped to the selected driver to avoid errors.
  3. Manage Order: You can view, edit, and update order details as needed.
  4. Track Order: Real-time status updates keep you informed of the order's progress.
  5. Complete Order: Once the delivery is made, the order status is updated to "Completed."

• Getting Started:

  1. Navigate to the Dispatch Management module.
  2. Select the Orders sub-module.
  3. To add a new order, click the +Add Order button.
  4. Enter all the necessary order details, including order date and time, vehicle type, package size, drop details, merchant details, delivery address, and customer address.
  5. To edit an existing order, locate the order in the list and click Edit in the action column.
  6. To assign a trip to an order, click Assign Trip in the action column for that order.
  7. To delete an order, click the Delete button for the order and confirm your action.

• Key Features You'll Use:

  • Add Order: Create new delivery requests with all relevant details.
  • Edit Order: Modify existing order details to accommodate changes or corrections.
  • Assign Trip: Assign orders to available drivers and vehicles.
  • View Order: See detailed information about each order, including status, delivery address, and assigned driver.
  • Order History: Review past orders and their outcomes.
  • Search: Quickly find specific orders using customer name, order number, or other criteria.
  • Bulk Import: Upload multiple orders simultaneously using an Excel template.
  • Assign Multiple Orders: Assign multiple orders to drivers at once for efficient dispatching.

• Common Scenarios:

  • Creating a New Order: A vehicle assistant receives a call for a new delivery and uses the "+Add Order" button to input all the necessary details, such as pickup and drop-off locations, customer information, and package size.
  • Editing an Existing Order: A customer calls to change the delivery address after the order has been created. The dispatcher uses the "Edit" function to update the order details and ensure the delivery is made to the correct location.
  • Assigning an Order to a Driver: A dispatcher needs to assign a pending order to a driver. They click the "Assign Trip" button, select an available driver and vehicle, and confirm the assignment.
  • Tracking an Order in Progress: A customer calls to inquire about the status of their delivery. The dispatcher uses the "In Progress" filter to find the order and provide real-time updates on its location and estimated delivery time.
  • Handling a Failed Delivery: A driver reports that a delivery failed because the customer was not available. The dispatcher changes the order status to "Failed Delivery," adds a reason in the order notes, and contacts the customer to reschedule the delivery.
  • Cancelling an Order: A customer cancels their order. The dispatcher selects the order, click "Delete", confirms, and notifies the customer.

• What to Expect:

  • Successful Order Creation: A new order will be created and listed in the "Pending" tab, ready for assignment.
  • Accurate Order Updates: Any changes made to an order will be saved successfully and reflected immediately in the order details.
  • Smooth Trip Assignment: Assigning a trip to a driver will work seamlessly if both the driver and vehicle are available and properly mapped, ensuring the order is successfully assigned to both.
  • Efficient Order Tracking: Orders will move to the "In Progress" tab once a trip is assigned.
  • Correct Order Deletion: Upon confirmation, the order will be removed from the list and no longer appear in the system.

4. Visual Elements & Supporting Information

Field Validation Table

Field Name	Mandatory	Field Type	Data Type	Field Size	Is Editable	Description
Order Date & Time	Yes	Date/Time	Date	N/A	Yes	The date and time the order was placed.
Vehicle Type	Yes	Dropdown	String	N/A	Yes	The type of vehicle required for the delivery (e.g., car, truck, bike).
Size of Package Item	Yes	Text	String	N/A	Yes	The size or dimensions of the package to be delivered.
Drop Details	Yes	Text	String	N/A	Yes	Specific instructions for the delivery location.
Merchant Details	Yes	Dropdown	String	N/A	Yes	The merchant or supplier associated with the order.
Delivery Address	Yes	Text	String	N/A	Yes	The address where the order needs to be delivered.
Customer Address	Yes	Text	String	N/A	Yes	The address of the customer who placed the order.
Add Merchant	No	Button	N/A	N/A	No	Opens the merchant creation form, where you can enter the merchant's details.

5. Summary & Benefits

The Orders sub-module provides a comprehensive solution for managing dispatch operations, from creating new orders to tracking deliveries in real-time. By centralizing order management, you'll reduce manual effort, minimize errors, and improve the efficiency of your delivery operations. This leads to better customer satisfaction, optimized resource allocation, and ultimately, a more streamlined and profitable business.