How To: Setting Up Centralized Delivery Preferences (21-90-01)

Check this box to activate the selections on the Centralized Delivery menu. You can leave it unchecked until the setup steps are completed.

NOTE: This preference does not make Centralized Delivery ‘LIVE’ in POS or Order Processing. The ‘Activate Centralized Delivery Menu’ preference in OP Routing Preferences (02-08-90-02) is used for that purpose.

Check this box to activate Centralized Delivery for Order Processing. This allows you to schedule order deliveries through the POS Entry screen (02-02) and Order Maintenance (02-08-02).

If this box is unchecked, you cannot schedule Order Processing deliveries using Centralized Delivery.

Check this box to activate Centralized Delivery for Service work orders. This allows you to use Centralized Delivery to schedule service for Bay/Carry In (CI), Home Service (HS) and Pickup/Delivery (SS) work orders.

NOTE: Routing preferences for each of these ‘Repair at’ types are set up on the Routing Tab of Work Order General Preferences (07-90-01).

Check this box to search for schedule availability using First AM/PM and late in the day stops.

IMPORTANT: Once this preference is set and scheduling with Centralized Delivery has begun, you will no longer be able to modify this preference on this screen. Since special processing is required to change this preference, you must run the Flip First AM/PM/Late Flag selection (21-91-02).

This appears when the ‘Use 1st AM/PM/Late Stops’ preference is set to Y and scheduling has begun.

If you need to change this preference, you must use the Flip First AM/PM/Late Flag selection (21-91-02).

This appears when the ‘Use 1st AM/PM/Late Stops’ preference is set to N and scheduling has begun.

If you need to change this preference, you must use the Flip First AM/PM/Late Flag selection (21-91-02).

Check this box to include the ‘Promise Date’ field on the Scheduler and Miscellaneous Entry (21-22) screens.

NOTE: This field is only used with Service and Miscellaneous Entry. It does not apply to POS Entry or Order Processing.

NOTE: This field is informational only and is not used by the Scheduler when suggesting routes.

Check this box to include the ‘Call First’ checkbox on the Scheduler (21-25) and Miscellaneous Entry (21-22) screens.

If the Call First Flag is checked, the Routing Manifest (21-03) will alert the driver to call the customer before delivery.

NOTE: This field is not used by the Scheduler when suggesting routes.

Check this box and when the ‘Call First’ preference is set to Y, entry of a phone number will be required on the Miscellaneous Entry screen (21-22).

NOTE: The ‘Use Call First Flag’ preference on this screen must be checked or the ‘Call First’ field will not appear on the Miscellaneous Entry screen.

Check this box if you want the document number in the Miscellaneous Stops selection (21-22) to auto-generate. Then enter the starting document number in the field to the right.

Enter the time during the current day after which no more Service calls can be scheduled for the next day. Using a cut-off time allows you to pick product for tomorrow’s service calls without worrying about someone scheduling more service calls for tomorrow at the same time.

IMPORTANT:

• If you are using the Advanced Scheduler and someone does try to schedule a service call for tomorrow after today’s cut-off time, a warning message appears. If you are using a POS Terminal, you will not be able to schedule for tomorrow. If you are using a Non-POS terminal, the system will not prevent you from scheduling a service call for tomorrow. Employees should follow company procedures in this situation.
• If you are using the Quik Scheduler and try to schedule a service call for tomorrow after today’s cut-off time, ‘No Route Found’ appears at the top of the screen. However, you can access the Advanced Scheduler (by clicking the Advanced button) and if you are using a Non-POS terminal, can still schedule for tomorrow. A warning message, which you can override, will appear. If you are using a POS terminal, you will not be able to schedule for tomorrow.

EXAMPLE: Today is March 1 and we’ve specified a Service Cut-off time of ‘1600’ (4pm). After 4pm today, no one can schedule service calls for tomorrow (March 2) without receiving a warning message (Advanced Scheduler only). The system will suggest that the service call be scheduled for March 3.

To disable this feature, enter “9999” in this field.

Enter the time of the current day after which no more Order Processing deliveries can be scheduled for the next day. Using a cut-off time allows you to pick product for tomorrow’s deliveries without worrying about someone scheduling more deliveries for tomorrow at the same time.

IMPORTANT:

• If you are using the Advanced Scheduler and someone does try to schedule a service call for tomorrow after today’s cut-off time, a warning message appears. If you are using a POS Terminal, you will not be able to schedule for tomorrow. If you are using a Non-POS terminal, the system will not prevent you from scheduling a service call for tomorrow. Employees should follow company procedures in this situation.
• If you are using the Quik Scheduler and try to schedule a service call for tomorrow after today’s cut-off time, ‘No Route Found’ appears at the top of the screen. However, you can access the Advanced Scheduler (by clicking the Advanced button) if you are using a Non-POS terminal can still schedule for tomorrow. A warning message, which you can override, will appear. If you are using a POS terminal, you will not be able to schedule for tomorrow.

NOTE: If you are scheduling through POS Entry and the Advanced button is not available on the Quik Scheduler, you will not be able to schedule for tomorrow regardless of whether you are using a POS or Non-POS terminal.

EXAMPLE: Today is April 14 and we’ve specified an OP Cut-off time of ‘1730’ (5:30pm). After 5:30pm today, no one can schedule deliveries for tomorrow (April 15) without receiving a warning message (Advanced Scheduler only). The system will suggest that the delivery be scheduled for April 16.

Schedule headers (blank schedule sheets) are created for active routes and consolidated schedules when you run the Start of Day selection.

In this field, enter the number of days (into the future) for which schedule headers will be created. For example, if you want to create schedule headers for the next two weeks, enter “14.”

Many companies create schedule headers for the next 30 days. If you have currently have deliveries that need to be scheduled beyond 30 days, you have two options:

• You can create schedule headers many days into the future (e.g. 90 days, 180 days, etc) to allow scheduling of future deliveries/installations today. For example, if a pool is sold to a customer in January, but will not be installed until May, schedule headers could be created for 6 months (180 days) allowing you to scheduling the May installation in January.
• You can initially add the order as Unscheduled and at a later time use the Unscheduled Details selection (21-23) to schedule the delivery/installation. Using the pool example above, you would add the order as Unscheduled when the pool is sold in January and then in April or May use the Unscheduled Details selection to schedule the delivery/installation.

NOTE: This preference does not prevent you from using delivery dates past the number of days entered in this field. Future delivery dates, along with ‘?’ and ‘999999’ delivery dates are added to the Unscheduled Details selection.

Existing schedules (for activate routes and consolidated schedules) are deleted when Start of Day is run, based on the number of days entered for this preference.

In this field, enter the number of days that you want to keep existing schedules. Keeping schedules is useful for customer follow up and for tracking multiple shipments/service/installs, etc.

To keep schedules forever, enter “999” (recommended).

NOTE: This preference does not affect customer history, ticket history, or Order Processing history.

Check this box and the system will allow you to print Picking Sheets (21-01) for Service work orders.

Check this box and the system will allow you to print Packing Sheets (21-02) for Service work orders.

Check this box and In-Home routes (set up as type ‘I-In-Home Service’ in Route Master Maintenance) can schedule for ‘Delivery’ Schedule Types.

This allows a service tech to deliver a product while on a service run.

Check this box and In Home routes (set up as as type ‘I-In-Home Service’ in Route Master Maintenance) can schedule for ‘Pick Up’ Schedule Types.

This allows a service tech to pick up a product while on a service run.

Check this box and Delivery routes (set up as type ‘D-Delivery’ in Route Master Maintenance) can schedule for ‘Pick Up’ Schedule Types.

This allows a driver to pick up a product while on a delivery run.

Check this box and the system assumes that an Order Processing order will be delivered using a ‘Delivery’ or ‘Pickup’ Schedule Type. If you try to complete the order and exit the Scheduler without using a ‘Delivery’ or ‘Pickup’ Schedule Type, the system will display the message ‘Warning: There are no pending Delivery Schedules for this order.’

Uncheck this box and the system assumes that an Order Processing order will be delivered using only a ‘Delivery’ Schedule Type. If you try to complete the order and exit the Scheduler without using a ‘Delivery’ Schedule Type, the message ‘Warning: There are no pending Delivery Schedules for this order’ appears.

NOTE: You can ignore the warning by clicking the Order is Completed button.

Check this box and the Advanced Scheduler will suggest the best available route by pre-prompting entries in the ‘Route/Cons#’ and Schedule Date fields. You can accept the suggested route, date, and time by clicking the Add to Schedule button. To change it, enter the new information in the appropriate fields (‘Route/Cons#,’ ‘Schedule Date’).

If you do not want the system to suggest a route, uncheck this box.

NOTE: You can manually view the route suggested by the system (even if this preference is unchecked) by placing the cursor in the ‘Route/Cons#’ field and pressing enter.

NOTE: This preference does not apply to the Quik Scheduler because it always suggests the best available route.

Check this box and the Scheduler will check the availability of stock on the order. If one or more items are not available, a window opens showing the quantities for items on the order.

NOTE: The Quik Scheduler does not check stock availability, regardless of how this preference is set.

Check this box to allow overbooking when the Advanced Scheduler is accessed from POS Entry, Order Processing, or Service. The system will warn you that the route is about to be overbooked, but by clicking Ok you can override it.

Uncheck this box and overbooking is not allowed when accessing the Scheduler from POS Entry, Order Processing, or Service.

NOTE: Overbooking is always allowed when the Scheduler is accessed through Centralized Delivery selections.

The Scheduler displays a number of different messages when conditions are not perfect for scheduling. Check this box to display all of them when appropriate (recommended).

Uncheck this box and only select error messages will appear when using the Scheduler.

Some of the errors that you receive when using the Scheduler can be overridden with a password. Enter the override password in this field.

A password box appears underneath the error message if it can be overridden. Some errors (e.g. Skill Category) require that you change entries/settings on the Scheduler screen before proceeding.

NOTE: The override password is only used when the Scheduler accessed from a Centralized Delivery selection.

The following are errors can be overridden with a password:

• ‘Zipcode doesn’t link to a Zone’ (e.g. you can allow a one-time special delivery outside the normal delivery area)
• ‘Route not valid for this Zipcode/Zone’ (e.g. you can add a delivery to a route that does not normally serve this Zipcode/Zone)
• ‘Schedule type on route does not match Schedule type desired’ (e.g. you can use an In-Home Service route for a ‘Delivery’ Schedule Type without checking the ‘Delivery can schedule on In-Home routes’ preference)

Check this box to use the Quik Scheduler in POS Entry. The Quik Scheduler is a simplified, but limited Scheduler screen that is designed to make scheduling orders more efficient for salespeople.

You can access the Advanced Scheduler from the Quik Scheduler screen by clicking the Advanced button (if the ‘Quik Scheduler has ADVANCED button’ preference is checked.)

NOTE: If you are frequently changing the Skill Category or manually selecting routes, we do not recommend using the Quik Scheduler.

Check this box to include the Advanced button on the Quik Scheduler screen. Clicking this button opens the Advanced Scheduler.

NOTE: This preference only applies to the Quik Scheduler that is accessed through POS Entry. The Advanced button always appears on the Quik Scheduler when accessed through Order Processing and Service selections.

Check this box to use the Quik Scheduler in Order Processing selections (Order Maintenance, Quick Ship, etc.) and Service selections (Work Order Entry, Work Order Maintenance, etc.).

IMPORTANT: This preference only applies if the ‘Allow Multiple Delivery Dates per Order’ preference is set to N in Order Preferences (02-08-90-01). When multiple deliveries exist, a reschedule from Order Maintenance (02-08-02) would be impossible since the Quik Scheduler only allows you to select one schedule.

Check this box and the Scheduler does not appear in POS Entry (02-02) or Order Processing selections when accessed from a POS Terminal. Each order is automatically set to ‘Unscheduled’ and the dispatcher will need to schedule it at a later time through the Unscheduled Details selection (21-23).

The date entered in the ‘Delivery Date’ field on the order is used as the Unscheduled Date.

Check this box and if items on the order have an availability date, the system will allow you to schedule before that date.

Uncheck this box and the system will not let you schedule before the availability date.

For more information on availability dates, please contact Tyler.

Check this box if you want to use consolidated schedules.

Check this box to allow Miscellaneous (special) stops on consolidated schedules.

Enter the limit name here. ‘Minutes’ or ‘Stops’ is commonly used.

The title entered here appears in Route Master Maint and on the Scheduler.

Enter the minimum value for the Delivery routes.

For Minutes, this could be ’15’, ’30,’ etc. For Stops, it is usually ‘1.’

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for In-Home Service routes.

For Minutes, this could be ’15’, ’30,’ etc. For Stops, it is usually ‘1.’

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for the Miscellaneous routes.

For Minutes, this could be ’15’, ’30,’ etc. For Stops, it is usually ‘1.’

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for the Pick Up routes.

For Minutes, this could be ’15’, ’30,’ etc. For Stops, it is usually ‘1.’

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for the Class Instruction routes.

For Minutes, this could be ’15’, ’30,’ etc.

Enter “0” (zero) and a minimum will not be set.

NOTE: For Class Instruction, this value might refer to the minimum length of a class period.

Enter the minimum value for the Delivery routes.

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for In-Home Service routes.

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for the Miscellaneous routes.

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for the Pick Up routes.

Enter “0” (zero) and a minimum will not be set.

Enter the minimum value for the Class Instruction routes.

Enter “0” (zero) and a minimum will not be set.