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Route Scheduling and Shipment Delivery

Overview

The Route Scheduling and Shipment Delivery functionality in XoroDMS enables organizations to efficiently plan deliveries, automate shipment scheduling, and manage the complete delivery lifecycle from Sales Orders to final delivery.

Using configurable routes, organizations can define delivery schedules, automatically calculate shipment and delivery dates, create Shipment Deliveries directly from Sales Orders, support partial shipments, and manage deliveries throughout the fulfillment process. These capabilities help reduce manual planning, improve delivery accuracy, and provide greater visibility into logistics operations.

Route Scheduling

The Route module allows administrators to configure delivery schedules that can be assigned to customers and automatically applied during Sales Order creation.

Each route can include one or more delivery days and an optional ship date offset, allowing XoroERP to calculate when an order should be shipped in order to meet its scheduled delivery date.

Route Configuration

Each Route supports the following scheduling options:

  • Delivery Day(s) – Configure one or more days on which deliveries are performed for the selected route.

  • Ship Date Offset – Specify the number of days before the delivery date that the shipment should be dispatched.

    • If no value is specified, the offset defaults to 0.

  • Default Route Assignment – Assign a default route to customers so it is automatically selected when creating new Sales Orders.

The Route Centre includes a Day column, providing visibility into the configured delivery schedule for every route.

Automatic Route Scheduling

When a Sales Order is created, XoroERP automatically performs route scheduling based on the configured Route information.

The system automatically:

  • Populates the customer's default Route.

  • Determines the appropriate Delivery Date.

  • Calculates the required Ship Date using:

    • Route

    • Delivery Day(s)

    • Ship Date Offset

    • Sales Order Date

If any of the following values change, the schedule is automatically recalculated:

  • Customer

  • Route

  • Sales Order Date

  • Delivery Date

This ensures shipment schedules remain accurate throughout the order lifecycle.

Note: If Delivery Manager is disabled, Route selection remains optional and the Sales Order continues through the standard processing workflow

Creating Shipment Deliveries

Shipment Deliveries can be created directly from Sales Order lines without requiring an invoice.

This enables delivery planning to begin earlier while shipment processing continues independently.

Shipment Delivery Status

When creating a Shipment Delivery:

  • If the selected Sales Order quantities have not yet been fully shipped, the Shipment Delivery is created in Draft status.

  • Once the complete planned quantity has been shipped, the Shipment Delivery automatically changes to Open status.

  • Only Open Shipment Deliveries can be processed through the Delivery Manager.

Managing Shipment Deliveries

Shipment Deliveries remain editable while they are still being planned.

Users can:

  • Add eligible Sales Order lines.

  • Remove Sales Order lines that have not yet been delivered.

  • Modify the Quantity to Deliver for individual Shipment Delivery lines.

Shipment Deliveries can be edited only while they are in:

  • Draft

  • Open

Shipment Deliveries or Shipment Delivery lines cannot be modified once they are:

  • Delivered

  • In Progress

  • Void

  • Cancelled

These restrictions help maintain the integrity of delivery records once fulfillment has begun.

Partial Shipment Support

XoroDMS supports fulfilling Sales Orders through multiple shipments.

When partial shipments are performed:

  • A Sales Order line can be shipped across multiple deliveries.

  • Each shipment is linked to its corresponding Shipment Delivery.

  • Each shipped quantity is associated with the appropriate Invoice.

  • Duplicate shipment quantities are prevented.

  • The total Shipment Delivery quantity always remains synchronized with the originating Sales Order quantity.

This provides complete traceability throughout the fulfillment process while supporting staged deliveries.

Adding Sales Order Lines to Shipment Deliveries

Sales Order lines can be added to Shipment Deliveries directly from:

  • Sales Order Centre

  • Create Sales Order page

Users can either:

  • Add selected Sales Order lines to an existing Shipment Delivery.

  • Create a new Shipment Delivery using the selected Sales Order lines.

This allows deliveries to be consolidated without recreating Shipment Deliveries or navigating between multiple modules.

System Validations

To maintain data consistency throughout the delivery lifecycle, XoroDMS enforces the following validations:

  • Shipment Deliveries with a Delivered status cannot be deleted.

  • Sales Order lines can only be added to Shipment Deliveries with Open, In Progress, or Partially Delivered statuses.

  • Only shipped Sales Order lines can be added to In Progress or Partially Delivered Shipment Deliveries.

  • Void or Cancelled Sales Order lines cannot be added to any Shipment Delivery.

  • Shipment quantities remain synchronized with the originating Sales Order, preventing duplicate or inconsistent fulfillment records.

These validations ensure delivery records remain accurate while providing flexibility during the planning and fulfillment stages.

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