Comprehensive User Guide: Orders in Dispatch Management

1. Executive Summary

Managing deliveries and dispatch requests can be complex, but the Orders module in Dispatch Management simplifies it all. This powerful tool empowers you to effortlessly add, track, update, and remove delivery requests, ensuring every order reaches its destination efficiently. By centralizing all order-related tasks, you gain better control, real-time visibility, and the peace of mind that comes with streamlined operations. Whether you're assigning a single delivery or managing a bulk import, the Orders module is designed to boost your efficiency and improve customer satisfaction.

2. Introduction

Have you ever struggled with keeping track of all your incoming delivery requests, assigning them to the right drivers, or making last-minute changes? The Dispatch Management system's Orders module is built to solve these exact challenges. Its primary purpose is to provide a complete, user-friendly hub for all your dispatch operations. From the moment an order is placed until it's successfully delivered, this module helps you manage every detail, ensuring smooth workflows and timely deliveries.

Key Terms Defined:

• Order: A request for a delivery or dispatch operation.
• Merchant: The supplier or business from which items are picked up.
• Driver/Vehicle Assignment: The process of allocating a specific driver and vehicle to handle an order or trip.
• Bulk Import: A feature allowing you to upload multiple orders at once using a file (e.g., Excel).
• Trip: The journey assigned to a driver and vehicle to fulfill one or more orders.

3. Main Content (User-Focused Sections)

What This Means for You

The Orders module brings significant benefits to your daily tasks:

• Less Time Spent on Manual Entries: Quickly add new orders and manage details without hassle.
• Peace of Mind with Accurate Tracking: Always know the real-time status of your deliveries – from pending to in-progress to completed.
• Greater Flexibility: Easily edit order details, reassign drivers, or even assign multiple orders at once.
• Improved Efficiency: Streamline your dispatch process, ensuring orders are assigned to the right drivers and vehicles promptly.
• Clear Visibility: See all relevant information, including merchant, customer, pickup, and drop-off details, in one place.
• Error Prevention: The system helps prevent issues like duplicate order numbers and incorrect data entries, saving you time and effort.

How It Works

The Orders module streamlines your dispatch process through a clear, systematic approach. At its core, you create orders, assign them to drivers and vehicles, and then track their journey until completion. You can also review past orders and handle various scenarios like reassigning drivers or managing bulk uploads.

Here’s a simplified overview of the order workflow:

1. Create Orders: You or a Vehicle Attendant can quickly add new delivery requests by providing essential details like date, time, pickup/drop-off locations, and merchant information.
2. Manage Merchants: Add new merchants and define how they map to customers and deliveries (e.g., single pickup, multiple deliveries).
3. Assign Trips: Once an order is created, you can assign a driver and a vehicle to it, turning the order into an active trip.
4. Track & Update: Monitor the real-time status of orders, make necessary edits, or reassign drivers if plans change.
5. View History: Access a comprehensive record of all past orders for review and analysis.

Getting Started

Follow these steps to effectively use the Orders module:

1. Log In: First, log in to the system.
2. Navigate to Orders: From the main dashboard, go to the "Dispatch Management" module, then select the "Orders" sub-module. This will take you to the main Orders page.
3. Add a New Order:
   • Click on the "+Add Order" button.
   • Fill in the required details like Order Date and Time, Vehicle Type, Size of Package Item, Pickup Location, Drop Details, Delivery Address, and Customer Address.
   • Select the appropriate Merchant from the dropdown list. If the merchant doesn't exist, you can add them via the Merchant sub-module.
   • Click "Submit" to create the new order. It will appear in the "Pending" tab.
4. Edit an Existing Order:
   • On the Orders page, locate the order you wish to modify.
   • In the "Actions" column for that order, click the "Edit" button (often represented by a pencil icon).
   • Modify the necessary order details, such as delivery window or address.
   • Click "Save" to apply your changes.
5. Assign a Driver to an Order:
   • On the Orders page, locate the order you want to assign.
   • In the "Actions" column, click "Assign Trip".
   • A popup will appear. Select the appropriate Vehicle and Driver from the dropdowns.
   • Click "Assign" to complete the process. The order will then move to the "In Progress" tab.
6. Delete an Order:
   • On the Orders page, find the order you want to remove.
   • In the "Actions" column, click the "Delete" button (often represented by a trash can icon).
   • A confirmation message will appear. Confirm the deletion. The order will be permanently removed.
7. Search for an Order:
   • Use the search bar on the Orders page to quickly find orders by customer name, order number, or pickup/drop-off location.

Key Features You'll Use

• Order Creation: Easily create new orders by entering comprehensive details such as order date, time, vehicle type, package size, pickup/drop details, merchant details, delivery address, and customer address.
• Merchant Management: Add new merchants and configure complex mapping options like single pickup–single delivery, multiple pickup–single delivery, single pickup–multiple delivery, and multiple pickup–multiple delivery.
• Order Editing & Updating: Modify existing order details like delivery addresses, times, or assigned drivers after creation. Changes are saved and reflected immediately.
• Order Deletion: Permanently remove orders from the system after a confirmation step, ensuring clean data.
• Driver & Vehicle Assignment: Assign orders to available drivers and vehicles, ensuring proper mapping and efficient dispatch. You can assign single or multiple orders at once.
• Order Status Tracking: Monitor orders through different statuses: "Pending," "In Progress," and "History," allowing you to see current activities and past records.
• Bulk Order Import: Efficiently upload multiple orders at once using a pre-formatted Excel template, perfect for high-volume operations.
• Real-time Tracking: View the real-time status of orders and driver locations on a map, with responsive zoom functionality across devices.
• Search and Filter: Quickly locate specific orders using search bars for customer names, order numbers, or delivery locations, and filter by status.
• Notification System: Receive email and push notifications for important order updates (requires prior setup).

Common Scenarios

• Adding an Urgent Delivery: Navigate to Dispatch Management > Orders, click "+Add Order," fill in details, and mark it as urgent for priority processing.
• Correcting a Wrong Driver Assignment: If an order was mistakenly assigned to the wrong driver, go to the Orders page, use the search bar to find the associated customer name, then select "Reassign Driver" from the "In Progress" tab to assign the correct driver.
• Tracking a Stuck Order: If an order appears stuck in processing, go to the Orders page, locate the order, and check its details. If necessary, contact support after verifying all required fields are complete.
• Bulk Assigning Orders: To assign several deliveries to multiple drivers efficiently, navigate to the Orders page, click the "Assign Multiple Orders" button, and select the orders you wish to assign.
• Adding a Merchant for Multiple Deliveries: When creating a new order, click "Add Merchant," choose "Single Merchant – Multiple Customers," fill in the merchant details, and add information for all delivery customers before saving.
• Handling a Failed Delivery: Locate the order on the Orders page, change its status to "Failed Delivery," add a reason in the order notes, and contact the customer to reschedule.
• Viewing Past Orders: Go to the Orders page, select the "History" tab to view a comprehensive list of all completed or canceled orders.

What to Expect

When you use the Orders module, you can expect the following:

• Successful Order Creation: New orders will be created and immediately listed under the "Pending" tab, ready for assignment.
• Accurate Updates: Any changes you make to an order (e.g., delivery address, time, driver) will be saved successfully and reflected instantly in the order details.
• Seamless Deletion: After confirmation, deleted orders will be permanently removed from your list and no longer visible in the system.
• Real-time Status Changes: When an order is assigned, its status will automatically update to "In Progress" and move to the corresponding tab, allowing for continuous tracking.
• Correct Merchant & Customer Mapping: Suppliers will be correctly linked to their respective orders and trips, with all 15 suppliers showing if 15 were added, avoiding truncation.
• Error Prevention: The system will prevent actions like submitting orders with missing details, using duplicate order numbers, or assigning past dates/times, guiding you to correct information.
• Responsive Interface: The Orders page will load with all necessary elements and adjust properly on mobile devices, ensuring accessibility and usability without excessive zooming or scrolling.
• Smooth Bulk Operations: Bulk import of orders will complete successfully with valid data, or provide clear error messages if issues arise. Exports will contain accurate data.
• Detailed Order Views: Clicking on an order number will open its full details in a new window or section, providing a comprehensive overview.
• Proper Mapping of Drivers/Vehicles: Orders will be assigned smoothly if the driver and vehicle are available and correctly mapped. If not, the system will flag potential issues.

4. Visual Elements & Supporting Information

Screenshot & Field Details

Below are screenshots illustrating key pages within the Orders module.

Page: Merchant Details Submission

Page: Orders List

Page: Edit Order Update

Page: Delete Order Confirmation

Page: Delete Order Selection

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Field Validation Table (Based on 'Add Order' / 'Edit Order' Forms)

This table describes the important fields you'll encounter when creating or editing an order, ensuring you provide accurate and complete information.

Field Name	Mandatory	Field Type	Data Type	Field Size	Is Editable	Description
Order Date and Time	Yes	Date/Time	Date/Time	N/A	Yes	The date and time the order is to be fulfilled. Cannot be in the past.
Vehicle Type	Yes	Dropdown	String	N/A	Yes	The type of vehicle required for the delivery.
Size of Package Item	Yes	Text	String	Up to 50 chars	Yes	Description of the package size or weight.
Pickup Location	Yes	Text/Map	String	Up to 255 chars	Yes	The exact address where the items will be collected.
Drop Details	Yes	Text/Map	String	Up to 255 chars	Yes	Specific instructions or details about the drop-off process.
Merchant Details	Yes	Dropdown	String	N/A	Yes	The name of the merchant/supplier associated with the order.
Delivery Address	Yes	Text/Map	String	Up to 255 chars	Yes	The complete address where the order needs to be delivered.
Customer Address	Yes	Text/Map	String	Up to 255 chars	Yes	The address of the customer placing the order.
Customer Name Search	No	Text	String	Up to 100 chars	Yes	Search for existing customers by their name.
Order Number	Yes	Text	String/Num	Up to 20 chars	Yes	A unique identifier for the order. Duplicates are not allowed.
Driver	No	Dropdown	String	N/A	Yes	The driver assigned to fulfill this specific order.
Vehicle	No	Dropdown	String	N/A	Yes	The vehicle assigned to transport the order.

5. Summary & Benefits

The Orders module in Dispatch Management is your go-to solution for comprehensive and efficient delivery management. It centralizes all aspects of order handling, from initial entry to final delivery confirmation and historical review.

Key benefits you'll experience include:

• Streamlined Operations: Eliminate manual bottlenecks and reduce errors, making your dispatch process smoother and faster.
• Enhanced Control: Gain full visibility and control over every order, driver, and vehicle, enabling quick adjustments and informed decisions.
• Improved Customer Satisfaction: Ensure timely and accurate deliveries, leading to happier customers and a stronger reputation.
• Data-Driven Insights: Access order history and real-time status updates to analyze performance and continuously optimize your delivery workflows.

By leveraging the Orders module, you are not just managing deliveries; you are transforming your dispatch operations into a highly efficient, transparent, and user-centric system that meets the demands of modern logistics.