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Daily Delivery Run

Owned by P Sawkins (Unlicensed)
Last updated: 18, Mar, 2014
2 min read

How to use the Delivery Run

The process described here is without the benefit of the drivers app to record in real time - that will be described later.  The following process must be repeated for each delivery run.

  1. Step 1 - Mark the run as finished.  This is a simple status change.
  2. Step 2 - Create cash payments for all in run
    1. This creates a cash payment journal from debtors to undeposited cash. It also creates a debtor invoice if required and allocates to it.
    2. At the end of this, the debtors are zero and undeposited holds the cash.
  3. Step 3 - record any expenses and/or create journals for those expenses
    1. This step may be required even with the drivers app as recording money spent does not necessarily create a GL journal for it (depending on the account used and driver authority status).
    2. Money may be spent from cash, personal card, company debit card, company credit card or company other card.
      1. Spent cash is directly subtracted from the batch; 
      2. personal card spends may be directly reimbursed from cash or later; 
      3. company debit cards will be a direct entry on the bank statement; company credit card and other cards such as fuel cards need to be reconciled later.
  4. Step 4 - count the cash and record the individual note counts.
  5. Step 5 - create a discrepancy journal (if required) if the counted cash disagrees with the expected (journalled) amount, this must be reconciled now so that the amount actually banked is correct.
  6. Step 6 - lock the batch

Orders to Deliver Tab

  • Vehicle is a Special type of '''Delivery Truck''' as defined in Fixed Asset Register and deprecition
  • Driver is and employee with the role '''Sales Rep''' 
  • Delivery Zones defines the normal catchment for a delivery run
  • '''Temperature''' allows a capture of the temperature
  • '''Checked at''' is when the temperature was captured
  • '''Odometer''' provides a cross check for the temperature check at the same time.
  • '''Date''' is the date of the planned delivery run
  • '''Hide delivered Orders''' Checkbox ensures the list is only those customers that are yet to be visited
  • List of orders - can Right click to Open the order into Sales Order Mobileor navigate to a list of related financial documents

Manifest and Exceptions Tab

 The recorded differences between the quantities picked vs delivered. Will show a list of the invoices that were re-generated (due to changes) or the credits applied

Damaged and Returned Items Tab

A list of items that came back on the truck either expected or not. Scanning is available to quickly scan the items in.

  • Barcode is the area to catch the barcode of the item
  • Item Article of the returned item
  • Description from the Article
  • Useby is the useby date from the item returned
  • Reason is the reason for the return (free text)
  • List of reasons - Incorrectly Ordered, No-longer wanted, short dated, damaged, customer non-payment
  • Return Stock into Holding Locations will quickly move the stock to the chosen bay
  • Ambient is a list of possible ambient return bays
  • Chilled is a list of possible chilled return bays
  • Damaged goods provides a list of the returned items.

Current Runs Tab

 A master list of all the runs in the system at the moment that are current

Note - Cash and Expenses are counted using Banking Batches for a delivery run.

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