Orders in Dispatch Management: A User Guide

1. Executive Summary

The Orders sub-module in Dispatch Management helps you efficiently manage and track your delivery operations. You can create, update, and remove orders, assign trips to drivers, and monitor the progress of each order from placement to delivery. This guide provides you with a step-by-step process to utilize the Orders sub-module effectively, reducing confusion and streamlining your dispatch processes.

2. Introduction

Are you finding it challenging to keep track of all your delivery orders, assign them to the right drivers, and monitor their progress? The Orders sub-module addresses these pain points by providing a centralized location to manage all aspects of your dispatch operations. It simplifies the process of adding new orders, modifying existing ones, assigning trips, and tracking their status. By using this sub-module, you can ensure that deliveries are completed efficiently and accurately, leading to improved customer satisfaction and reduced operational costs.

In simple terms, the Orders sub-module is your go-to place for managing everything related to delivery requests. It allows you to:

• Order: A request for delivery or dispatch operations.
• Dispatch: The process of sending out a delivery.
• Trip: The journey a driver takes to fulfill an order.

3. Main Content (User-Focused Sections)

What This Means for You

Here’s how the Orders sub-module makes your job easier:

• Less time spent on manually tracking orders and delivery progress.
• Improved accuracy in order details and delivery assignments.
• Better visibility into the status of each order, from pending to completed.
• Simplified communication with drivers through efficient trip assignments.
• Reduced errors in order fulfillment and delivery.

How It Works

The Orders sub-module streamlines the process of managing deliveries, as illustrated in the following diagram:

Here’s a breakdown of the process:

1. Add New Order: Create a new order by entering all necessary details such as customer information, delivery address, and order specifications.
2. Manage Orders: View a list of all existing orders and their current status.
3. Assign Trip: Assign an order to a specific driver and vehicle for delivery.
4. Track Progress: Monitor the order's progress from pending to in progress to completed.
5. Update Order: Modify order details as needed, such as delivery time or address.
6. Remove Order: Cancel or delete an order if necessary.
7. View History: Check all the order details whether it is pending, inprogress or history.
8. Re-Assign Drivers: Reassign a driver.

Getting Started

Follow these steps to start using the Orders sub-module:

1. Navigate to the Dispatch Management module.
2. Select the Orders sub-module.
3. To create a new order, click the +Add Order button.
4. Enter all required details, such as Order Date and Time, Vehicle Type, Size of Package Item, Drop Details, Merchant Details, Delivery Address, and Customer Address.
5. Click Submit to create the order. The new order will appear on the Orders Page.
6. To edit an order, locate the order and click Edit in the action column.
7. Modify the necessary details and click Save.
8. To assign an order to a driver, find the order and click Assign Trip in the action column.
9. Select the appropriate Vehicle and Driver, then click Assign.
10. To track an order, view the Orders Page and check the status column for updates. You can use the Map View to see the real-time location of the order.
11. To delete an order, click the Delete button next to the order you wish to remove. Confirm your choice when prompted.

Key Features You'll Use

• Add Order: Create new delivery requests with detailed information.
• Edit Order: Modify existing order details to accommodate changes or corrections.
• Assign Trip: Assign orders to available drivers and vehicles for efficient delivery.
• Track Status: Monitor the real-time status of each order, from pending to completed.
• View History: Review past orders and their details for reporting and analysis.
• Bulk Import: Upload multiple orders at once using an Excel template.
• Search and Filter: Quickly find specific orders using various criteria such as order number, customer name, or status.
• Reassign Driver: Change the assigned driver for an order if needed, especially for in-progress deliveries.

Common Scenarios

• Adding a New Order: A vehicle assistant or back-office person needs to create a new order for a customer. They click "+Add Order," enter all the necessary details (order date, time, vehicle type, package size, delivery address, customer information, etc.), and submit the order.
• Editing an Existing Order: A customer calls to change the delivery address. You navigate to the Orders sub-module, find the order using the customer's name or order number, click "Edit," modify the address, and save the changes.
• Assigning an Order to a Driver: An order is ready for dispatch. You locate the order in the "Pending" tab, click "Assign Trip," select an available driver and vehicle, and confirm the assignment.
• Tracking an Order in Real-Time: A customer wants to know the current status of their delivery. You go to the Orders sub-module, find the order, and check the status. If the order is "In Progress," you can use the map view to see the driver's current location.
• Handling a Failed Delivery: A driver attempts to deliver an order, but the customer is not available. You update the order status to "Failed Delivery," add a reason in the order notes, and contact the customer to reschedule.
• Cancelling an Order: A customer cancels their order before it has been dispatched. You find the order in the Orders sub-module, click "Delete," confirm the cancellation, and notify the customer.
• Bulk Importing Orders: An admin uploads an Excel file containing multiple orders using the provided template, efficiently adding numerous orders to the system at once.

What to Expect

After completing the steps outlined above, you will be able to:

• Create new orders with all necessary details.
• View a comprehensive list of all orders and their current statuses.
• Assign orders to drivers and vehicles for delivery.
• Track the real-time progress of each order.
• Modify order details as needed.
• Generate and export data.
• Effectively manage and track all your delivery operations.

4. Visual Elements & Supporting Information

The system may contain input forms, form elements, or input fields. The following is a list of the Field Validation Table based on the live web page analysis from the source URL. Note that this information is based on a general case and should be confirmed against the specific implementation.

Field Name	Mandatory	Field Type	Data Type	Field Size	Is Editable	Description
Order Date & Time	Yes	Date/Time	DateTime	-	Yes	The date and time when the order was placed.
Vehicle Type	Yes	Dropdown	String	-	Yes	The type of vehicle required for the delivery.
Size of Package Item	Yes	Text	String	-	Yes	The size or dimensions of the package being delivered.
Drop Details	Yes	Text	String	-	Yes	Specific instructions or details related to the drop-off location.
Merchant Details	Yes	Dropdown	String	-	Yes	The merchant or supplier associated with the order.
Delivery Address	Yes	Text	String	-	Yes	The full address where the delivery needs to be made.
Customer Address	Yes	Text	String	-	Yes	The full address of the customer who placed the order.
Driver	Yes	Dropdown	String	-	Yes	The driver assigned to fulfill the order.
Vehicle	Yes	Dropdown	String	-	Yes	The vehicle assigned to fulfill the order.
Order Status	Yes	Dropdown	String	-	Yes	The current status of the order (e.g., Pending, In Progress, Completed, Failed Delivery).
Order Number	Yes	Text	String	-	Yes	A unique identification number assigned to the order.
Customer Name	Yes	Text	String	-	Yes	The name of the customer who placed the order.
Pickup Location	Yes	Text	String	-	Yes	The location where the order needs to be picked up from
Notes	No	Text	String	-	Yes	Any additional notes or comments related to the order.

5. Summary & Benefits

The Orders sub-module is a powerful tool for managing and tracking your delivery operations. By following this guide, you can efficiently add new orders, assign trips, monitor progress, and ensure timely and accurate deliveries. The key benefits include streamlined workflows, improved accuracy, enhanced visibility, and reduced operational costs. This leads to better customer satisfaction and a more efficient dispatch process overall.