Material Dispatch

Material Dispatch functionality

The material dispatch functionality allows web users to plan their material truck loads for the current or future dates. This allows for the creation of customers, jobs, orders, tickets, and products with a schedule view to stack tickets on individual trucks. The driver app delivers the ticket information for the truck with the ability to input BOL information and create tickets from the driver app as needed.

Web user functionality

Web users will have access to the Material Dispatch functionality through the normal webapp by selecting the options under the Dispatch section of the left hand navigation.

Once in the dispatch section of the webapp, the web user will be able to create and view the truck schedule, customers, jobs, orders, tickets, products, and tax codes.

Customers

The Customers page includes a list of all customers and allows for the creation, editing, and deletion of your customer list. The customer information is used to tie jobs, orders, and tickets together.

Create Customer

On the Customers page, select the +CREATE or +NEW CUSTOMER buttons to open the create modal. The Customer Name field is required but all other fields are optional.

Input Fields

Field	Description
Customer Name (required)	The customer name is used to tie jobs, orders, and tickets together. This field is searchable through the filters on the Customers, Jobs, Orders, and Tickets pages.
Customer Account Number	Informational field This field is searchable through the filters on the Customers, Jobs, Orders, and Tickets pages.
Customer Address	Informational field
Person of Contact	Informational field
Phone Number	Informational field
Email Address	Informational field

Jobs

The Jobs page includes a list of all active or completed jobs for the date selected and allows for the creation, editing, and deletion of your jobs. Jobs are used to define the start and end date for the work along with the product, pricing information, and location. This information will be used to populate order information as you build out each day’s schedule.

Create Job

On the Jobs page, select the +CREATE or +NEW JOB buttons to open the create modal. Within the create modal, you’ll be able to select the customer, enter the job name and number, select the delivery point or enter a delivery address, define the start and end dates, define default tax and delivery rates, and enter products for the job.

Input Fields

Field	Description
Customer Name (required)	The customer name is selected through a dropdown of all available customers. This field is searchable through the filters on the Customers, Jobs, Orders, and Tickets pages.
Job Name (required)	The job name is used to tie orders and tickets together. This field is searchable through the filters on the Customers, Jobs, Orders, and Tickets pages.
Job #	Informational field This field is searchable through the filters on the Jobs, Orders, and Tickets pages.
Order prefix	A prefix can be added to the system generated order number to help identify orders tied to a specific job.
Ticket prefix	A prefix can be added to the system generated ticket number to help identify tickets tied to a specific job.
Note	Instructions for the job. These are added to all orders created for the job.
Delivery/Destination or Customer Address	There are two options when setting up the delivery location for the job. Delivery/Destination: Allows for selection of a point in the Digital Fleet system and will use the already defined geofence of the point.  Customer Address: If the job is to a location that doesn’t exist in Digital Fleet, an address can be entered, along with a custom geofence, for the delivery location. The delivery location will be used for all Orders created for the job.
Start/End Date	The start and end dates define the active dates for the job. Once the end date is reached, the Job will be automatically completed. If no start and end dates are selected the job will remain open until manually completed.
Default Product Tax	The Default Product Tax information is an optional field that will populate the tax information when adding new products.
Default Delivery Fee	The Default Delivery Fee information are optional fields that will populate the delivery fee information when adding new products.
Products (required)	Select the relevant products and origins for the job. Multiple origins can be selected once the product is added by selecting the +Add Origin button. Multiple products can be added for a job by selecting the +Add Product button.
Job Status	The job status displays if the job is active or complete and can be manually updated. When a job is completed, all orders associated with the job will be completed.

Completing a Job

Automatic by system

The end date for a job is used to automatically update a job to the complete status. All orders for the job will also be updated to a complete status at this time.

Manual by dispatcher

The job can also be updated to the Complete status by a dispatcher. All orders for the job will also be updated to a complete status at this time. If a job needs to be reopened it can manually be set to Active.

Orders

The Orders page includes a list of all active or completed orders for the date selected and allows for the creation, editing, and deletion of your orders. Orders are used to define the specific product and quantity to deliver with the ability to assign the individual loads to trucks. This information will be used to create the tickets needed to complete the defined work.

Create Order

On the Orders page, select the +CREATE or +NEW ORDER buttons to open the create modal. Within the create modal, you’ll be able to select the customer, job, and delivery information, define the start and end dates, and manage the loads for the defined products.

Product Load Options

When adding products to an order you have the ability to add multiple products and define the quantity and number of loads for each product. Once the product information is selected, you can select the truck class to perform the deliveries and assign trucks to the loads as needed.

When defining the products for the order there are two options for the load setup. 

Per Load

When a quantity and truck class are selected, the number of loads will automatically be updated based on the default hauling capacity for the truck class. The number of loads for a product can be manually updated as needed by adding or removing tickets.

Repeating

If a truck will be repeating the loads for an order, you can select the Repeating option under the Load dropdown. This will require assigning one or more trucks to the order through the truck assignment popover window. The repeating ticket will occur until the product’s order quantity is delivered.

Input Fields

Field	Description
Customer Name (required)	The customer name is selected through a dropdown of all available customers. This field is searchable through the filters on the Customers, Jobs, Orders, and Tickets pages.
Job Name (required)	The job name is selected through a dropdown of all jobs for the selected customer. This field is searchable through the filters on the Jobs, Orders, and Tickets pages.
Order # (system generated)	The Order # is a unique system generated number and will include the optional prefix entered during job creation. This field is searchable through the filters on the Orders and Tickets pages.
Delivery/Destination or Customer Address (required)	The destination from the Job will be automatically populated for the order. If the destination needs to be changed, there are two options to update it. Delivery/Destination: Allows for selection of a point in the Digital Fleet system and will use the already defined geofence of the point.  Customer Address: If the job is to a location that doesn’t exist in Digital Fleet, an address can be entered, along with a custom geofence, for the delivery location. The delivery location will be used for all Tickets created for the order.
Start/End Date (required)	The start and end dates define the active dates for the job. Once the end date is reached, the Order will be automatically completed and all tickets that have not been started or completed will be cancelled. All active tickets will remain open to allow for normal completion through the ticket lifecycle.
Start Time	The start time defines the earliest the order can be worked and is passed to the tickets created for the order. For future start times, the order’s tickets will remain inactive until the start time is reached. At that point the tickets will be added to the end of the current ticket stack for the assigned trucks.
Note	Instructions for the order. These are added to all tickets created for the order.
Products (required)	Select the relevant products and origins for the order. Multiple origins can be selected once the product is added by selecting the +Add Origin button. If a specific quantity is desired for the order, update the quantity field. The quantity is used to determine the total number of loads and automatically close the order when the desired quantity is delivered. The loads can be assigned to trucks by selecting the truck assignment popover. Any rate adjustments can be accomplished by selecting the Rates View popover. The rates are automatically populated from the job information. Multiple products can be added for an order by selecting the +Add Product button.
Order Status	The order status displays if the order is active or complete and can be manually updated. When an order is completed, all tickets that have not been started or completed will be cancelled. All active tickets will remain open to allow for normal completion through the ticket lifecycle.

Completing an Order

Automatic by system

When the quantity for all the products on an order have been delivered or the end date for the order is reached, the order will automatically update to a complete status. All unworked tickets for the order will also be updated to a cancelled status at this time. 

Manual by dispatcher

The order can also be updated to the Complete status by a dispatcher through the Order modal. All unworked tickets for the order will also be updated to a cancelled status at this time. If an order needs to be reopened it can manually be set to Active.

Tickets

The Tickets page includes a list of all active, completed, or cancelled tickets for the date selected and allows for the creation, editing, and deletion of your tickets. Tickets are used to assign loads to trucks and track status times for completing the work.

Create Ticket

Tickets will get created when creating an order based on the number loads defined in the order. To create an additional ticket, on the Tickets page, select the +CREATE or +NEW TICKET buttons to open the create modal. Within the create modal you’ll be able to select the customer, job, order, product and assign the ticket to a truck.

Input Fields

Field	Description
Customer Name (required)	The customer name is selected through a dropdown of all available customers. This field is searchable through the filters on the Customers, Jobs, Orders, and Tickets pages.
Job Name (required)	The job name is selected through a dropdown of all jobs for the selected customer. This field is searchable through the filters on the Customers, Jobs, Orders, and Tickets pages.
Job #	Informational field This field is searchable through the filters on the Jobs, Orders, and Tickets pages.
Order #	The order # is selected through a dropdown of all orders for the selected customer and job. This field is searchable through the filters on the Orders and Tickets pages.
Ticket # (system generated)	The ticket # is a unique system generated number and will include the optional prefix entered during job creation. This field is searchable through the filters on the Tickets page.
Delivery/Destination or Customer Address (required)	The destination from the Order will be automatically populated for the ticket. If the destination needs to be changed, there are two options to update it. Delivery/Destination: Allows for selection of a point in the Digital Fleet system and will use the already defined geofence of the point.  Customer Address: If the job is to a location that doesn’t exist in Digital Fleet, an address can be entered, along with a custom geofence, for the delivery location.
Start/End Date (required)	The start date defines the active date for the ticket. Once the end of the active date is reached, all tickets that have not been started or completed will be cancelled.  All active tickets will remain open to allow for normal completion through the ticket lifecycle.
Start Time	The start time defines the earliest the ticket can be worked. For future start times, the ticket will remain inactive until the start time is reached. At that point the ticket will be added to the end of the current ticket stack for the assigned truck.
Delivery Time	The delivery time is informational to notify the driver of a specific delivery time. This does not limit activation of a ticket and is purely for informational purposes.
Note	Instructions for the ticket. These are included with the ticket information sent to the driver.
Products (required)	Select the relevant product and origin for the ticket. If a specific quantity is desired for the ticket, update the quantity field. The ticket can be assigned to a truck by selecting the truck dropdown. Any rate adjustments can be accomplished by selecting the Rates View popover. The rates are automatically populated from the order information. Tickets are limited to a single product.
Ticket Status	The ticket status displays if the ticket is active, complete, void and can be manually updated.

Completing a Ticket

Automatic by system

When the driver returns to a pickup location, or manually cycles through the ticket lifecycle, the ticket lifecycle will be complete and the ticket will be marked completed. 

Manual by dispatcher

The ticket can also be updated to the Complete status by a dispatcher through the Ticket modal.

Inventory

The Inventory page includes a list of all products and allows for the creation, editing, and deletion of your product list. The product information is used to determine what truck classes are allowed to haul a specific product, the origins of the product, and where the product can be delivered.

Create Product

On the Inventory page, select the +CREATE or +NEW PRODUCT buttons to open the create modal. Within the create modal you’ll be able to enter the product name and code, select it’s unit of measure, associate it to truck classes, and define the origin and allowed delivery destinations for the product.

Input Fields

Field	Description
Product Name (required)	The product name is displayed on the job, order, and tickets.
Product Code	Informational field
UOM (required)	The unit of measure for the product. The UOM is a dropdown selection based on desired units for the client.
Truck Class	Add truck classes allowed to haul the product. This is used during order creation to limit the available trucks allowed to haul the material.
Routing table	Select one or more origins the product is available to be picked up from. If you want to manually track available quantity at an origin, enter the current quantity available. Select destinations the product can be delivered to for the origin. This can be set to all or defined by a specific point class or point. The destination is used for driver self ticketing to show the allowable delivery location for a product/origin combination.

Tax Codes

Tax codes are available to calculate required taxes based on the pricing information entered during job creation.

Create Tax Code

On the Tax Codes page, select the +CREATE or +NEW TAX CODE buttons to open the create modal. Within the create modal enter the Tax Code identifier and applicable state, county, and city tax rates.

Filters

To provide an easier way to find specific information, the filters can be used to find information based on customer name, job number, order number, ticket number, or truck name. There’s also the ability to only view active, completed, or cancelled tickets. Open the filters by selecting the  icon to the left of the date.

Truck Schedule

The truck schedule allows the web users to view the ticket stacks for all trucks and assign tickets as needed. All trucks associated with the Digital Fleet dispatch will be visible.

Ticket Queue

The ticket queue provides a list of all unassigned tickets grouped by jobs and orders. Once a ticket is assigned to a truck it will be removed from the queue. The tickets can be assigned by either dragging the ticket onto the appropriate truck or selecting the assign truck button.

Assign Truck

When assigning a ticket queue ticket to a truck you have two options: drag the ticket to the desired truck or use the truck assignment popover.

Drag Ticket

All tickets on the schedule page and ticket queue can be dragged to a truck for assignment. To add the ticket to the end of the truck’s ticket stack drop it at the end ticket stack or on the truck card. The ticket can also be dragged to a new location in the ticket stack as needed.

Truck Assignment Popover

To add a ticket to the end of a truck’s ticket stack you can select the truck from the truck assignment popover. The popover will show trucks allowed to haul the product.

Search

The Search function provides the ability to search by Job # and Order #.

Create Ticket

Selecting the +Ticket button will open the Create Ticket modal for quick access to create a new ticket.

Expand/Collapse All

Provides a quick control to expand or collapse all information.

Ticket Stack

The ticket stack allows for future planning by stacking multiple tickets on a truck so they can be worked on throughout the day. When a truck has multiple tickets in it’s active ticket stack, the next up ticket will automatically be sent to the truck upon completion of the previous ticket.

Functionality

The ticket stack is used to order the tickets to be completed with tickets being given to the driver from left to right (first ticket to be worked is on the far left). This order can be manually updated by dragging the ticket card left or right on the stack.

Return Location

The order of the ticket stack also provides return location information for the driver. The return location is presented to the driver after they’ve arrived at their delivery destination for the current ticket to let them know where to go next. This is populated based on the product origin of the next ticket in the ticket stack. For the last ticket on the ticket stack no return location will be provided. 

Future Tickets

Tickets with a start time in the future will be listed to the right of the Future Scheduled Tickets cell with the start time listed in the top right corner of the ticket card. This will prevent the ticket from becoming active until the start time occurs. Once the start time has been reached, the ticket will be added to the end of the truck’s active ticket stack. The start time can be overridden by selecting the Add to Stack button on the ticket. This will make the ticket available and add it to the end of the active ticket stack. 

Ticket Cards

The ticket cards in the ticket queue and in a trucks ticket stack provide information for the ticket #, order #, product, origin, destination, quantity, and ticket status. They also provide controls to edit the ticket, view ticket details, cancel the ticket, assign the ticket, and unassign the ticket.

Edit Ticket

To view or edit a ticket, select the  icon to open the Edit Ticket modal.

View Ticket Details

To view the ticket details modal, select the icon. The Ticket Details include ticket information for product, delivery location, BOL, and status times.

Cancel or Unassign the Ticket

To cancel or unassign a ticket, select the icon and confirm what action you want to take.

Assign Ticket

To assign the ticket to a new truck you can drag the ticket card to the desired truck or select the icon to see a list of trucks that can haul the product.

Truck Card

The truck cards to the far left of the schedule provide logged in driver name, number of tickets for the selected date, current status, and controls to message the truck and view the truck's current location. 

Send To

Selecting the send to button provides a way to send a one way route to a truck without an active ticket. This option is only available when there are no active tickets on the truck.

Message

Selecting the message button will open the messaging chat for the truck to review and send messages.

Zoom

Selecting the Zoom button will open a mini map to show the current location of the truck.

Transfer Tickets

Selecting the transfer tickets button provides a way to transfer all tickets from another truck in the same truck class.

Webapp access rights

When the material dispatch functionality is enabled, a new section will be available when setting up user roles. Under the newly available Dispatch Controls section, you'll have the ability to set view and edit access for the different dashboards.

Right name	View access	Edit access
Customer	View only access to the Customers dashboard.	Adds the ability to edit/add/delete Customers.
Inventory	View only access to the Inventory dashboard.	Adds the ability to edit/add/delete Products.
Job	View only access to the Jobs dashboard.	Adds the ability to edit/add/delete Jobs.
Order	View only access to the Orders dashboard.	Adds the ability to edit/add/delete Orders.
Tax Code	View only access to the Tax Codes dashboard.	Adds the ability to edit/add/delete Tax Codes.
Ticketing	View only access to the Schedule screen, Tickets dashboard, and ticket details.	Adds the ability to edit/add/delete Tickets.

Driver app functionality

Through the driver app, drivers will be sent ticket information to identify origin, destination, and product details along with any special instructions. They will also have the ability to enter BOL and quantity information for each ticket.

New Ticket When a new regular ticket is delivered to the driver app, a notification will be displayed.  Selecting OK acknowledges receipt of the ticket.
Manually Deactivate a Ticket When a ticket is active, the ticket can be deactivated if it will be worked at a later time. Select the ACTIVE button on the ticket. Select the DEACTIVATE button in the pop up message.
Manually Activate a Ticket If there are no active tickets, a ticket can be manually activated to begin working it. Select the ACTIVE button on the ticket. Select the ACTIVATE button in the pop up message.
Manually Complete a Ticket When a ticket is active, the ticket can be manually completed if it is finished and was not automatically completed. Select the ACTIVE button on the ticket. Select the COMPLETE button in the pop up message.
Pick Up location The pickup location shows the origin of the ticket product. Selecting the blue bar will launch the map screen with directions from your current location to the pick up location.
Ticket Card The ticket card provides ticket information and allows for launching of the map to get directions to the delivery location, entry of the BOL information, and access to more detailed information for the ticket. Map Selecting MAP opens the map screen with directions from your current location to the delivery site. BOL Selecting BOL opens the BOL screen for entry of the BOL number and quantity. Details Selecting DETAILS opens the Ticket Detail screen for more information.
Next Pick Up location The next pickup location shows the pickup location for the product on your next ticket. If origin of the next ticket’s product.  Selecting the Next Pick Up bar will launch the map screen with directions from your current location to the pick up location. If there are no additional tickets the Next Pick Up location will not be shown.
Ticket Stack On the main HUD, the current active ticket and future tickets for the current day will be shown. BOL Selecting BOL opens the BOL screen for entry of the BOL number and quantity. Details Selecting DETAILS opens the Ticket Detail screen for more information.
Ticket History The ticket history will show your completed, active, and future tickets. Select the EDIT DETAILS to review ticket information and enter BOL information for the ticket.
Repeating Ticket - Accept When a repeating load is setup for a truck, the notification will include options to accept or reject the ticket. Selecting Accept will acknowledge receipt of the ticket. Selecting Reject will cancel the ticket and end the repeating ticket for the order.
BOL Entry Selecting the BOL button will open the BOL screen for the active ticket.
Self Ticket When a driver does not have an active ticket, there is an option to allow for the manual input of a ticket. Select Create Ticket button Enter the Origin, Destination, Product, BOL, and quantity to create the new ticket. The selections for Origin, Destination, and Product are dependent on available options for the truck class.
OPTIONAL FEATURES
Disable Automatic Ticket Activation To allow only manual activation of tickets, the automatic activation can be disabled. This will require the driver to manually activate all tickets.
Automatically Open BOL Screen The BOL screen can be automatically opened based on a client defined ticket event. This setting can be configured at the client or truck class level.
Active Ticket Logout Prompt This prompt will show when a driver logs out with an active ticket to help close out tickets at the end of a shift. Select YES to complete the ticket Select NO If the ticket should remain open.
Repeating Ticket - End Shift There is an optional setting to initiate the logout flow when rejecting a repeating ticket. When this is enabled and a repeating load is set up for a truck, the notification will include options to accept the ticket or end the driver’s shift. Selecting End Shift will cancel the ticket and take the driver to their normal logout flow.
BOL Entry on Logout When the logout flow is initiated by the driver, or by selecting End Shift on a repeating load, the driver will be shown all tickets that need BOL and quantity information. Entry of the BOL and quantity information is required to proceed with logout. If no tickets require BOL and quantity information, this step will be bypassed.