> For the complete documentation index, see [llms.txt](https://docs.xorosoft.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xorosoft.com/other-products/xorodms/xorodms-delivery-management-system/dms-workflow.md). # DMS Workflow ### System Activation and Module Configuration 1. **Enable XoroDMS App Setting** Navigate to system settings and activate the XoroDMS App Setting to initialize the delivery management system. This single action triggers the automatic activation of all dependent modules and functionalities required for comprehensive delivery operations. 2. **Automatic Module Activation** The system automatically enables the Delivery Truck Module and Shipment Delivery Module and adds delivery- related fields to the Sales Order Centre and Invoice Centre. A new user type, "Truck Operator," is introduced to support field operations. 3. **DMS App Enablement** Mobile application access is configured for truck operators, providing them with dedicated tools for managing deliveries in the field. This ensures seamless connectivity between the ERP system and mobile operations. The activation process is designed to be comprehensive yet straightforward, ensuring that all necessary components are properly configured without requiring extensive manual setup. Once activated, the system provides immediate access to all management features, allowing organizations to implement improved delivery workflows right away. ### **Workflow Overview** **High-Level Flow:** 1. Enable XoroDMS and dependent modules. 2. Create Truck Operator users. 3. Configure Truck Master data. 4. Create Shipment Deliveries. 5. Execute deliveries via the DMS Mobile App. 6. Capture customer signatures. 7. Send proof-of-delivery and confirmation emails. 8. Review and verify deliveries in the Lookup Module. 9. Track delivery status and generate signed invoices in ERP. ### Truck Operator User Setup **User Creation Options** * Create independent Truck Operator users * Link to existing ERP users for unified access * Maintain consistent credential management * Ensure security and ease of administration **User Management Benefits** Truck operators serve as the backbone of the delivery process, requiring proper setup and configuration to ensure smooth operations. The system supports both independent operator creation and integration with existing ERP users, providing flexibility in implementation approaches. When operators are linked to existing ERP users, they utilize the same credentials for both systems, eliminating the need for multiple login procedures and reducing administrative overhead.
### Delivery Truck Master Data Configuration #### **Delivery Fleet & Vehicle Master Configuration** **Truck Registration** Create and maintain comprehensive records for all delivery vehicles using the **Delivery Truck** module. Each truck record captures essential vehicle details and operational parameters required for day-to-day delivery planning. **Operator Assignment** Assign a designated truck operator to each delivery vehicle to ensure clear accountability and defined responsibility for vehicle usage and management. **License & Compliance Details** Record license plate numbers and relevant regulatory information to ensure compliance and enable accurate vehicle identification throughout the delivery lifecycle. With operators in place, administrators configure the **Delivery Truck Master Data**. * Each truck record includes: * Assigned Truck Operator * License Plate details * Trucks are linked to specific operators for accountability. This configuration ensures that **every shipment has a responsible vehicle and driver** recorded in the ERP.
### Creating and Managing Shipment Deliveries The **Shipment Delivery Module** enables businesses to transform orders into actionable deliveries. #### **Order Selection** Use comprehensive filters to identify shipped or partially shipped orders for delivery assignment based on customer location, priority, or delivery timing requirements. #### **Assignment Method** Select the appropriate assignment approach based on operational needs: * **Add to Delivery** to assign complete orders in a single action. * **Show Lines** to assign partial quantities or specific line items. #### **Delivery Creation** Consolidate assigned orders and allocate them to available trucks and operators, creating complete delivery packages ready for execution in the field * Users can select **pending orders** and create deliveries. * Shipments are assigned to specific trucks. * Orders can be added in two modes: * **Add to Delivery** → Using the **Options** dropdown, you can select “Add to Delivery” to add the entire order in a single step.
* **Show Lines** → Add partial order quantities or specific product lines.
The module provides filters for: * Open * Released * Shipped orders * Partially Shipped orders This flexibility ensures **delivery planning matches operational needs**. #### **Delivery Creation From Create Sales Order Module** In the Sales Order Details section, users can select one or more Sales Order lines and click the Options dropdown in the line header. Under Shipment Delivery, the following options are available: * **Add Lines to Existing** **Delivery**– Adds the selected Sales Order line(s) to an existing Shipment Delivery. Only Shipment Deliveries that are eligible for modification can be selected. * **Add Lines to New Delivery** – Creates a new Shipment Delivery using the selected Sales Order line(s). If the selected quantities have not yet been completely shipped, the Shipment Delivery is created in **Draft** status. Once the planned shipment quantity has been fully shipped, the Shipment Delivery automatically transitions to **Open** status and becomes available for processing in the Delivery Manager.
This functionality allows users to create and manage [Shipment Deliveries directly from the **Sales Order Details** section](/other-products/xorodms/xorodms-delivery-management-system/route-scheduling-and-shipment-delivery.md#creating-shipment-deliveries) without navigating to another module, improving delivery planning and consolidation throughout the fulfillment process. ### **DMS Application Overview**
The DMS Application is designed to give truck operators a simple, efficient, and field-ready interface for managing deliveries. Upon logging in, operators are presented with a clear switchboard containing two main modules—each focused on a specific phase of the delivery process. **Delivery Module**\ This module is the primary tool for managing active deliveries. Operators can: * View the list of assigned deliveries * Start delivery operations * Access detailed order pages * Send customer notifications **Lookup Module**\ This module provides read-only access for reviewing completed deliveries and historical records. Operators can: * Review completed deliveries * Inspect delivery details * Verify past delivery information * Access delivery documentation {% hint style="info" %} Access to the **Delivery Manager** **application** is controlled through **Access Manager**. To grant access, navigate to Access Manager, select the required **User** or **Role** (for example, **Admin** or **Accounting**), and select Delivery Manager under **Set Access Levels**. Only users or roles with the appropriate access permissions can view and use the **Delivery Manager application**. {% endhint %} ### Delivery Lifecycle in App:
#### **Step 1: Login** * The operator opens the DMS Mobile App. * Uses ERP/DMS credentials to log in securely. * Ensures only authorized personnel can access operational data. #### **Step 2: Viewing Assigned Deliveries** * The operator is presented with two options: **Delivery & Lookup**. * The **"Delivery"** module is used to view the list of assigned deliveries * "Lookup" module is used to review completed deliveries #### **Step 3: Delivery Detail Page** * Click on the delivery record in the **Delivery page** that you want to process. The **Delivery Detail page** opens, where the truck operator can review all assigned delivery orders and update the delivery status for individual orders. The page also displays the **Route** column, which shows the [route configured in the corresponding **Sales Order Header**](/other-products/xorodms/xorodms-delivery-management-system/route-scheduling-and-shipment-delivery/end-to-end-workflow-route-scheduling-and-shipment-delivery.md) **(Shipping tab)**, allowing operators to verify the assigned delivery route before processing the order * The **Ship-To Address** is clickable. Clicking it opens the **Ship-To Address** popup, where the first two configured **Address Instructions (Address Instruction 1 and Address Instruction 2)** for the delivery address are displayed. This allows truck operators to review important delivery instructions before completing the delivery. * Each order line includes a **Mark As Delivered** button. Selecting this option opens the **Mark Order As Delivered** pop-up window, where the operator can review delivery information and complete the delivery confirmation process. * The pop-up window contains the following tabs: * **Delivery** – Displays key delivery information such as **Delivery Number, Order Number, Invoice Number, Customer Name, Order Status, Delivery Address, Packing Slip Number,** and **Case Count**, which represents the total invoice line quantity included in the delivery. The operator can enter the signer's name in the **Signed By** field, capture the customer's electronic signature using the signature canvas, and use the **Clear** button to reset and re-enter the signature if required. * **Custom Fields** – Displays only the first five configured **Invoice Header Custom Fields**. This tab is available only when Invoice Header Custom Fields are configured and all displayed fields are editable. Any changes made are saved to the corresponding Invoice Header Custom Fields when the order is marked as delivered. #### **Step 4: Mark as Delivered** * Once the delivery is confirmed by clicking **Mark as delivered**, the delivery line status is updated in the system as **"Delivered"**. * If **SMS Notifications** are enabled in **App Module Access**, the system automatically sends an **Order Delivered** SMS notification to the customer's **Main Phone** number. Delivery confirmation emails are also sent to the configured **Shipment Notification Email** address(es). If no Shipment Notification Email is configured, the notification is sent to the customer's **Main Email**. {% hint style="info" %} **App Config:** **Make Signer Name Mandatory for Order Delivery Confirmation:** When this setting is **enabled**, users must enter the signer's name on the "Mark Order As Delivered" page to confirm delivery.\ If the setting is **disabled**, entering the signer's name is optional, and users can mark the order as delivered without providing it. {% endhint %}
#### **Step 5: Signature Storage & POD Management** * Each captured signature is **instantly stored** in the system. * Linked to the corresponding order as **Proof of Delivery (POD)**. * Ensures: * Traceability * Accountability * Seamless documentation for operations and customer service #### **Step 6: Lookup Page** The Lookup module displays deliveries that are in **Partially Delivered** and **Delivered** statuses. Users can: * Review completed and partially delivered shipments * Inspect delivery details for processed deliveries * Verify historical delivery records for accuracy and consistency * Access delivery documentation, including proofs of delivery * The **Ship-To Address** is clickable. Selecting it opens the **Ship-To Address** popup, displaying the first two configured **Address Instructions (Address Instruction 1 and Address Instruction 2)** for the completed delivery.
### Automated Customer Communication System The system automatically keeps customers informed throughout the delivery lifecycle using both **email** and **SMS notifications**, ensuring timely updates from dispatch through delivery confirmation. 1. **Out for Delivery Notification** When a shipment is opened in the DMS **Delivery** module, its status changes to **Out for Delivery (In Progress)**. If **SMS Notifications** are enabled in **App Module Access**: * An **Out for Delivery** SMS notification is sent to the customer's **Main Phone** number. * An **Out for Delivery** email is sent to the configured **Shipment Notification Email** address(es). If no Shipment Notification Email is configured, the system sends the email to the customer's **Main Email**. 2. **Signature Collection** An electronic signature is captured at the point of delivery using a mobile device, creating immediate digital proof of delivery completion. 3. **Proof of Delivery** Signed invoice document automatically generated and formatted with embedded customer signature for official delivery confirmation. 4. **Order Delivered Notification** Once the delivery is marked as **Delivered**: * An **Order Delivered** SMS notification is sent to the customer's **Main Phone** number (when SMS Notifications are enabled). * An **Order Delivered** email is sent to the configured **Shipment Notification Email** address(es). If no Shipment Notification Email is configured, the system sends the email to the customer's **Main Email**. {% hint style="info" %} Multiple Shipment Notification Email addresses can be specified by separating them with commas. {% endhint %} 5. **Confirmation Email** Delivery confirmation email with signed invoice attachment automatically sent to customer, providing immediate receipt documentation.
By automating these communication touchpoints, the system reduces manual administrative tasks while ensuring consistent, professional customer interaction. The immediate generation and distribution of signed delivery documents provides customers with instant access to proof-of-delivery records for their own business processes and record-keeping requirements. ### ERP Integration and Tracking Capabilities * **Sales Order Centre Enhancement** The Delivery Status column has been added to provide real-time tracking of delivery progress for every order. Administrators and customer service representatives can instantly view the current delivery state without switching systems.
* **Invoice Centre** Enhanced interface displays delivered versus pending delivery quantities at the invoice detail level. A dedicated tab provides direct access to signed invoices, streamlining customer service and accounting operations. The Mark Order As Delivered window has also been enhanced to support editing Invoice Header Custom Fields, allowing users to view and edit the first five configured [Invoice Header Custom Fields](/xoroerp-1/admin/custom-field-definition/custom-field-definition.md#creating-custom-fields) while confirming deliveries.
{% hint style="info" %} The **Signed Invoices** option in the Invoice Centre is visible only when the **Enable Signature** setting is enabled in the **App Module Access** module. {% endhint %} * **Batch Processing Capabilities** Print Signed Invoice feature enables the selection of multiple invoices for batch processing. Generate comprehensive proof-of-delivery document packages efficiently for bulk customer communication or compliance requirements. ### Business Impact and Operational Excellence XoroDMS transforms delivery operations by creating a cohesive, technology-driven workflow that bridges the gap between ERP management and field execution. The system delivers faster, more reliable proof of delivery and significantly improves the customer experience with real-time notifications and immediate access to delivery documentation. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.xorosoft.com/other-products/xorodms/xorodms-delivery-management-system/dms-workflow.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.