Delivery / Pickup Dispatch

Reports Menu -> Automatic Reporting -> Function RSRF15 -> emails Delivery / Pickup Dispatch

This utility can be accessed from the Delivery & Pickups option in the menu tree.
It can be used to view the dispatch schedule for each product requiring delivery or pickup, sorted by document type, customer, driver, or address, with the ticket status.
This dispatch screen uses Tabs to group the tickets by action required.
For complete details on the delivery/pickup feature refer to Delivery and Pickup Ticket Overview.

The Delivery / Pickup Dispatch Report can be setup to be run automatically with the spreadsheet output results emailed to staff, by setting up RSRF15 with the relevant filters and email addresses in the Automatic Reporting.

The prompts are:

LOCATION, "ALL" OR "SEL"

• Type ALL to display the dispatch schedule for documents from all locations.
• To generate the schedule for a single location, leave this field blank for the Head Office Division, or enter a specific location code, or select a location from the drop-down list.
• Type SEL to select several specific locations or locations by inventory region as outlined in Division Select By Region.

DIVISION, "ALL" OR "SEL"

• Type ALL to display the dispatch schedule for all divisions.
• To generate the schedule for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
• Type SEL to select several specific divisions or divisions by accounting region as outlined in Division Select By Region.

CUT-OFF DATE

Today's date is the default cut-off date for the dispatch report.
This can be over-typed as required to limit the output to an earlier document selection, or to report into the future.

SORT BY

An initial sort preference can be selected for the dispatch records that becomes the default the next time this utility is run. The column sort options include Date, Customer, Truck Driver, Ship Address, or Postal/Zip.
Within the selected Sort By method, the product records are sub-sorted by date and time.

Once the screen output is displayed, the records can be temporarily resorted by any column in ascending or descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as required.

DOCUMENT TYPES

Pickup and delivery information can be generated by Contract, Reservation, Worksheet, or all three report types.
Select the radio button for this report output.

This type value becomes the default for the next time this utility is run.

INCLUDE COMPLETED CONTRACTS

There are two levels considered with Include Closed Contracts, the contract level and the line level.
i.e. The entire contract can be closed (all lines closed) or only certain product details.

Uncheck this box to only include open contracts on the report, with items for which the delivery or pickup has not been completed.

Check this box to include open contracts, and returned closed contracts, including any closed tickets on contracts that are still open.
Closed ticket details on an open contract, display a status of 'P-COM' representing Pickup Completed, 'D-COM' for Delivery Completed, and 'P-CEX' for Pickup on Exchange Completed.

FROM DATE COMPLETED

This date only applies when including completed contracts in the report.
The beginning of the previous month is the default date for completed tickets. This can be over-typed as required.

FROM DATE REGARDLESS OF STATUS

This is the starting date that applies to all statuses.
Any records before this date are not displayed.

Note: If both a From Date Completed and a From Date Regardless Of Status are entered, the most recent date takes precedence for a ticket with a 'P-COM' or a 'D-COM' status.

Finished?

Click ACCEPT or the ALT-A key combination to generate the dispatch output.
Click CANCEL or the ALT-C key combination to exit the selection screen without generating the report.

Resulting Dispatch Transactions:
The Location, Division and Captured Date/Time display at the top of the screen.
When the dispatch reporting screen is being viewed for a length of time, this capture date/time identifies how current the information is, and clicking the REFRESH button at the bottom updates the dispatch information.

When WinRoute is activated in the Logistics configuration, an EXPORT button is provided to initiate a data export, and the date and time of the last WinRoute export are displayed.
A status message is displayed when the export is completed, including a list of any errors.

The resulting Delivery/Pickup Dispatch screen uses a Tab format to group the tickets by action required and displays the number of transactions on each tab.
The tabs include:

• "To Convert": lists counter worksheets and reservations flagged for Delivery on the document header, that need to be converted and delivered
  Statuses RD-REQ and WD-REQ

• "To Deliver": includes products on contracts flagged for Delivery on the document header, but with no delivery ticket, or items with a delivery ticket but with no driver assigned
  Statuses D-DUE and WCALL

• "Delivering": includes items on delivery tickets with a driver assigned
  Status D-DUE and D-TCKT

• "To Pick Up": includes items with pickup tickets, but not assigned to a driver yet
  Statuses P-DUE, P-DEX, P-TEX, P-TCKT

• "Picking Up": includes items with a pickup ticket assigned to a driver
  Statuses P-DUE and P-DEX

• "Overdue": lists open contracts flagged for Pickup on the document header and that are due to come back, but have no pickup ticket yet
  Statuses P-DUE and P-REQ

• "Other": includes anything flagged for Delivery or Pickup on the document header but is not in the first 6 tabs, such as the closed deliveries and pickups when they are included by selection filters
  Statuses RP-REQ, WP-REQ, D-COM, P-COM, P-CEX

• "All": shows all items on documents flagged for Delivery or Pickup on the document header, listed on the one screen

• Descartes tabs:

  • "WinRoute Delivery": is only enabled when WinRoute is activated in the Logistics configuration, and lists all deliveries that have been marked to be submitted to WinRoute tomorrow or later.

  • "WinRoute Pickup": is only enabled when WinRoute is activated in the Logistics configuration, and lists all pickups that will be submitted to WinRoute, including old ones not yet completed.

  • "On Demand Delivery": is only enabled when On Demand is activated in the Logistics configuration, includes deliveries to be submitted or that have been submitted to On Demand via integration export, that are not yet completed.

  • "On Demand Pickup": is only enabled when On Demand is activated in the Logistics configuration, includes pickups to be submitted or that have been submitted to On Demand via integration, that are not yet completed.

• API tabs - for Descartes, Texada Web, etc

  • "Complete": lists all stops from API's such as WinRoute, On Demand, Texada Web, that were completed successfully by the driver and now need to be manually closed.

  • "Exceptions": include any tickets or stops that were cancelled or partially delivered, or tickets completed with errors, as reported via the API from WinRoute, On Demand or Texada Web.
    Tickets are moved to the Error tab based on API driver feedback only.
    e.g. A part# 123 was on the ticket but driver took part# 124, or partial quantities delivered, etc.
    

    The window on the document to Document Details provides an EXP/CON button to show qty completed and cancelled with Cancellation Reason Code.

    Note: On Demand feedback that cannot be mapped to existing documents will also show in the Errors tab, and can be marked as 'closed' only.
    These records will show whenever Contracts or All is selected on the starting screen document filter types.

The document records in each Tab can be resorted by any column in ascending or descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as required.

An asterisk (*) is displayed beside any overdue Delivery transactions to make them more visible.

Note: Only one product is listed on the primary dispatch screen per document delivery or pickup request, but double clicking on a record will display complete document and product information.

The information includes:

DOCUMENT

The document number is displayed.

Double click on any record to access the Document Details, or highlight a document record and click on the SELECT button at the bottom of the screen to access the Document Details.

QTY

The quantity value indicates the number of product lines on the document or ticket, as only the last product is listed on the main dispatch record. The operator can click on the record to drill down to view the other item on the order.

Note: This is a line count, not the total quantity.

STATUS

Deliver or pickup ticket status, coded as follows:

• Contract Status Codes:
  • 'D-REQ' - Delivery Required as contract flagged for Delivery but no Ticket generated yet
  • 'D-TCKT' - Delivery Ticket created for the contract
  • 'D-COM'- Delivery Completed on contract *
  • 'D-DUE' - Delivery Overdue as contract is flagged for Delivery but the contract may or may not have a Ticket

  • 'WCALL' - No Delivery as Customer will be picking up according to Will Call Delivery feature activated in the Divisional Delivery/Pickup Parameters

  • 'P-REQ' - Pickup Required on contract flagged for Pickup but no Ticket generated yet

  • 'P-TCKT' - Pickup Ticket created on contract
  • 'P-COM' - Pickup Completed on contract *
  • 'P-DUE' - Pickup Overdue as contract flagged for Pickup but contract may or may not have a Ticket, or may even just have sales or off-rent items that would not actually be picked up but contract is still open & over-due

  • 'P-TEX' - Exchange requests on a Pickup Ticket

  • 'P-CEX' - Completed Pickup Ticket Exchanges *
  • 'P-DEX' - Overdue Pickup Ticket Exchanges

    * Tickets with these completed statuses are only listed if the option to Include Completed Contracts was selected.

• Reservation Status Codes:

  • 'RD-REQ' - Delivery Required on reservation flagged for Delivery
  • 'RP-REQ' - Pickup Required on reservation flagged for Pickup
  • 'WCALL' - No Delivery as Customer will be picking up according to Will Call Delivery feature activated in the Divisional Delivery/Pickup Parameters

    Note: Delivery and Pickup Tickets can not be created directly for a Reservation, so the Reservation must first be to a Contract.
    Clicking on the CREATE button for a Reservation provides the option to convert it to a Contract.

• Worksheet Status Codes:

  • 'WD-REQ' - Delivery Required on a worksheet flagged for Delivery
  • 'WP-REQ' - Pickup Required on a worksheet flagged for Pickup

TKT#

The Delivery or Pickup Ticket number for the product on this document displays if it has been created.

SCHED.

This column displays the WinRoute and/or On Demand scheduling status of each document when activated in the Logistics configuration, including:

• 'W-NEW' - new stop not submitted to WinRoute
• 'W-SUB' - stop submitted to WinRoute
• 'W-PLN' - stop has been planned by WinRoute for the next day (not implemented yet)
• 'W-CAN' - stop was submitted to WinRoute, but is cancelled as it has been closed manually
• 'O-NEW' - On Demand new stop
• 'O-SUB' - On Demand submitted to On Demand website
• 'O-CAN' - On Demand stop was cancelled manually

- the following Descartes status codes apply to stops submitted via On Demand or WinRoute, based on status updates from the driver handheld devices:

• 'L-DRV' - Driver has been assigned to this stop (may not be implemented)
• 'L-LD' - Driver has indicated that the truck has been loaded
• 'L-ERR' - Error - there was an exception as the driver could not complete the stop
• 'L-CLS' - Driver has marked completed, and it has been auto-closed
• 'L-COM' - Driver has marked it completed, but it must be manually closed
• 'O-EXC' - a product exchange is in progress

- the following External Transport status codes apply:

• 'L-YRD' - in the Completed tab indicates that the external transport is fully returned
• 'L-YPR' - in the Exceptions tab indicates that the external transport has a partial quantity returned

Note: The status codes prefaced with L- are generated from feedback from logistics system such as either Descartes, Texada Web, or some other API.

DRV

The driver assigned to the Pickup or Delivery Ticket displays.

DATE/TIME

For Delivery and Pickups that are due but do not have associated tickets, this is the date/time out or date/time due back from the product detail line on the document.
Once the Delivery or Pickup Ticket has been created, this becomes the scheduled ticket date and time, and once the ticket is closed this reflects the closed date and time.
It prints on the Delivery/Pickup Dispatch report and on the spreadsheet output (Column E & M).

PRODUCT#

The product number with the highest cost that is being moved on the Delivery or Pickup Ticket displays.

All products being moved on the ticket can be viewed with product number, description, and quantity, by double clicking on the record or by highlighting a document record and clicking on the SELECT button at the bottom of the screen, to access the Document Details.
The ability to drill down to complete document information is then provided by clicking the DOCUMENT button.

PRODUCT DESC

The standard product or group description displays.
This may not be the description from the document detail if the description has been over-typed.

CUSTOMER

The customer number from the document is listed.

Complete customer information can be viewed by double clicking on the record or by highlighting a document record and clicking on the SELECT button at the bottom of the screen, to access the Document Details, and then clicking on the CUSTOMER button to view the Customer Information.
This is view only.

SHIP NAME

The site or ship to name displays.
The complete shipping address can be viewed for the document by double clicking on the record or by highlighting a document record and clicking on the SELECT button at the bottom of the screen.

SHIP POSTAL/ZIP

The postal or zip code for the site displays.

SHIP PHONE

The phone number for the site displays.

SHIP CITY

The city for the site displays.

TYPE

Document type code C, R, W represents the corresponding source document Contract, Reservation, or Worksheet.

Note: On the Dispatch Report this document type is followed by the sequence number assigned to the product detail line on that document.

BILL NAME

The customer name from the document displays.
The complete billing address can be viewed for the document by double clicking on the record or by highlighting a document record and clicking on the SELECT button at the bottom of the screen.

LOC

The store location defined on the document header displays.

DIV

The division defined on the document header displays.

P/U SLIP#

The optional Pickup Slip number displays as manually entered.

EXCH PROD #

If the Pickup/Delivery has been requested to exchange a product at the site, the product number is displayed.

ACTIONS:
Additional actions provided by buttons on the Delivery/Pickup Dispatch screen are based on the delivery or pickup status of the document or ticket including:

• Create a Delivery or Pickup Ticket:
  
  • Contracts:
    Highlight a Contract record with a status of 'D-DUE' or 'P-DUE' and click the CREATE button to create a new ticket as outlined in Create Delivery Ticket or in Create Pickup Ticket accordingly.

  • Reservations:
    Tickets cannot be created for a Reservation, until it is converted to a Contract but by highlighting a Reservation record with a status of 'RD-REQ' or 'RP-REQ' and clicking the CREATE button, the option to convert the reservation is provided using the Convert Reservation to a Contract utility.
    A ticket can then be created for the new contract.

  • Worksheets:
    Tickets cannot be created for Worksheets, until they are converted to a Contract.

• Print a Delivery Ticket, Pickup Ticket, or the source Document:
  A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.
  Highlight a Contract, or Reservation record and click the PRINT button to print a copy of one of the following:

  • Contracts with a status of 'D-COM' or 'P-COM' will provide the option to print the corresponding completed ticket as outlined in Print Delivery Ticket and Print Pickup Ticket.
  • Contracts with a status of 'D-TCKT' or 'P-TCKT' will provide the option to print the corresponding ticket as outlined in Print Delivery Ticket and Print Pickup Ticket.
  • Contracts with a status of 'D-DUE' or 'P-DUE' that have a Del/Pick# will provide the option to print the corresponding ticket as outlined in Print Delivery Ticket and Print Pickup Ticket.
  • Contracts with a status of 'D-DUE' or 'P-DUE' will print the source Contract if there is no Del/Pick# assigned.
    If a Contract with an associated Purchase Order is printed, the option is provided to also print the P.O. after the contract has been printed.
  • Reservations with a status of 'RD-REQ' or 'RP-REQ' will print the source Reservation.
    
  Note: Worksheets cannot be printed from the Delivery/Pickup Dispatch utility.

• Close a Ticket:
  Highlight a document record and click the CLOSE button to close an open ticket, or to remove the Delivery or Pickup flag if there is no related ticket.
  

  • Contracts with a status of 'D-TCKT' or 'P-TCKT' will provide the option to close the corresponding ticket as outlined in Close Delivery Ticket and Close Pickup Ticket.
  • Contracts with a status of 'D-DUE' or 'P-DUE' that have a Del/Pick# will provide the option to close the corresponding ticket as outlined in Close Delivery Ticket and Close Pickup Ticket.
  • The Delivery or Pickup flag can be removed on documents with a status of 'WCALL', 'D-DUE' or 'P-DUE' that do not have a Del/Pick# assigned. Confirmation is required.
  • The Delivery or Pickup flag can be removed on Reservations with a status of 'RD-REQ' or 'RP-REQ'. Confirmation is required.
  • The Delivery or Pickup flag can be removed on Worksheets with a status of 'WD-REQ' or 'WP-REQ'. Confirmation is required.

  Note: Contracts with a status of 'D-COM' or 'P-COM' have already been completed and closed.

• Cancel a Ticket:
  Highlight a document record and click the CANCEL button to cancel an open ticket changing the Off Rent status on the product, or to remove the Delivery or Pickup flag if there is no related ticket.
  

  • Contracts with a status of 'D-TCKT' or 'P-TCKT' will provide the option to cancel the corresponding ticket as outlined in Cancel Delivery Ticket or in Cancel Pickup Ticket.
  • Contracts with a status of 'D-DUE' or 'P-DUE' that have a Del/Pick# will provide the option to cancel the corresponding ticket as outlined in Cancel Delivery Ticket or in Cancel Pickup Ticket.
  • The Delivery or Pickup flag can be removed on Contracts with a status of 'D-DUE' or 'P-DUE' that do not have a Del/Pick# assigned.
    Confirmation is required.
  • The Delivery or Pickup flag can be removed on Reservations with a status of 'RD-REQ' or 'RP-REQ'.
    Confirmation is required.
  • The Delivery or Pickup flag can be removed on Worksheets with a status of 'WD-REQ' or 'WP-REQ'.
    Confirmation is required.
  • A ticket cannot be cancelled if the driver has marked some items delivered or completed.

  Note: Contracts with a status of 'D-COM' or 'P-COM' have already been completed and closed.

• Refresh the Dispatch Screen Display:
  The Captured Date/Time displayed at the top of the screen indicates the last time the information in this Delivery/Pickup Dispatch paging screen was refreshed.
  Click the REFRESH button to regenerate the information updating the dispatch screen to reflect the current document statuses.

  Note: When the Dispatch screen is refreshed, the information is re-displayed in the original sort sequence selected.

• Print Dispatch Details
  Click the REPORT button to print the Dispatch records for the current capture as displayed on the screen.
  Select one of the following output options:

  • Click PRINT to generate the data to a document or printer, as selected in the Printer option located on the menu bar at the top of the screen.
  • Click EXCEL to output the data to a spreadsheet.

  Note: Because of the column format, the spreadsheet output is able to include additional information.

• View Document Details:
  Double click to select a record, or highlight a document record and click the SELECT button to view the document information including the Billing, Shipping, Delivery/Pickup status and time, driver, route information, and the related product details, as outlined in Document Details.