End-to-End Workflow: Route Scheduling and Shipment Delivery

Follow the steps below to configure Route Scheduling and manage Shipment Deliveries in XoroDMS.

Step 1: Create a Route

1. Navigate to the Route module.
2. Click New to create a Route.
3. Enter the required Route details.
4. Select one or more Delivery Day(s) using the Day dropdown.
5. Enter the Ship Date Offset.

   • This determines how many days before the Delivery Date the order should be shipped.
   • If left blank, the system automatically uses 0 as the default value.
6. Save the Route.
7. Verify the configured Route and Delivery Day(s) in the Route Centre.

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Step 2: Assign a Default Route to a Customer

1. Open the Customer record.
2. Select the appropriate Default Route in the Other Info tab.
3. Save the Customer.

From this point onward, the selected Route is automatically applied whenever a new Sales Order is created for the customer.

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Step 3: Create a Sales Order

1. Navigate to Sales Orders.
2. Create a new Sales Order.
3. Select the Customer.

The system automatically populates:

• The Route field in the Shipping tab of the Sales Order with the customer's Default Route.
• Determines the available Delivery Day(s).
• Calculates the Delivery Date.
• Calculates the Ship Date using the configured Ship Date Offset.

If any of the following are modified:

• Customer
• Route
• Order Date
• Delivery Date

The system automatically recalculates the remaining dates.

If Delivery Manager is disabled, Route selection is optional, and the Sales Order follows the standard processing workflow.

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Step 4: Create a Shipment Delivery

Shipment Deliveries can be created directly from the Sales Order without generating an Invoice.

1. Open the Sales Order.
2. Select the Sales Order line(s) to be delivered.
3. From the Header Options dropdown, select Create Shipment Delivery.

Depending on the shipment status:

• If the planned quantity has not been completely shipped, the Shipment Delivery is created in Draft status.
• Once the complete planned quantity has been shipped, the Shipment Delivery automatically changes to Open.

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

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Step 5: Manage the Shipment Delivery

While the Shipment Delivery remains editable, users can continue refining it.

Users can:

• Add additional eligible Sales Order lines.
• Remove Sales Order lines that have not yet been delivered.
• Modify the Quantity to Deliver for each Shipment Delivery line.

Shipment Deliveries can only be edited while they are in:

• Draft
• Open

Shipment Deliveries or Shipment Delivery lines with the following statuses cannot be modified:

• Delivered
• In Progress
• Void
• Cancelled

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Step 6: Add Sales Order Lines to an Existing Shipment Delivery

Additional Sales Order lines can be associated with an existing Shipment Delivery.

This can be done from either:

• Sales Order Centre
• Create Sales Order page

Users can:

• Add selected Sales Order lines to an existing Shipment Delivery.
• Create a new Shipment Delivery using the selected Sales Order lines.

This enables multiple Sales Orders or Sales Order lines to be consolidated into a single delivery where applicable.

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Step 7: Process Partial Shipments

If an order cannot be fulfilled in a single shipment:

1. Ship the available quantity.
2. Create or update the corresponding Shipment Delivery.
3. Generate the associated Invoice for the shipped quantity.
4. Repeat the process for the remaining quantities until the Sales Order has been completely fulfilled.

During this process, XoroDMS automatically:

• Tracks each shipment independently.
• Associates every shipped quantity with the correct Shipment Delivery.
• Links shipped quantities to the appropriate Invoice.
• Prevents duplicate shipment quantities.
• Ensures the cumulative delivered quantity never exceeds the original Sales Order quantity.

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Step 8: Complete the Delivery

Once all planned quantities have been shipped and processed:

• The Shipment Delivery is completed through the Delivery Manager.
• Delivery records remain synchronized with the originating Sales Order.
• Shipment history remains available for tracking and auditing purposes.

The GIF below demonstrates the Route Scheduling process.

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System Validations

The system automatically performs the following validations throughout the workflow:

• 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 are continuously validated to ensure they remain synchronized with the originating Sales Order and prevent duplicate deliveries.