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ID425 D&A Form for Deliveries through Dispatching Overview & Sample

This form can be used for equipment installs that are dispatched in eAutomate. Using eAutomate’s dispatch console to stage and schedule your equipment deliveries/pickups is a best practice. This way you can obtain signatures upon install and submit the form to your leasing company for funding.

Before you start this automated process, it is imperative you follow the guidelines below so these delivery calls don’t damage the integrity of your field technician stats and service reports.  The best way to keep these calls from effecting stats is to exclude these delivery CallTypes (and where possible, CallType Category) by setting all your delivery calltypes to start with a fixed common character set (as shown below).

**Please note your CallType Code Description MUST contain the word 'delivery' and 'pickup' in order for this alert to capture them.

For example,  start all the calltypes with ‘ZZ’ so in your dispatch console you can easily include/exclude all delivery calls by using the calltype filter does not / contains ‘ZZ’.  The next control set is use the next two characters to differentiate between a delivery call (‘DV’ for example) and a pickup call (‘PU’).  So following that type of logic as an example, you would have the following Calltypes all setup as below (and all are assigned the calltype category of ‘IR’):

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The calltype prints at the top right hand side of the delivery ticket in bold letters so the truck drivers understand the transaction type they are dealing with (delivery and/or pickup).  The Signature block/text for deliveries can be different than for pickups, but the logic only works if your calltype codes have either the word ‘Delivery’ or ‘Pickup’ in the calltype description so the report can recognize the different type of call and print the appropriate signature verbiage block.

VariableW is where you would specify the Configuration (custom property) name assigned to the equipment records if you want to have the report print ALL those attributes. VariableX is where you can specify a list of only the attribute names you want the report to pull form the equipment record. If you chose to print all attributes (custom property values) in VariableW beware that the report could expand to two pages per call!!

The next records to create are to create a technician record for your delivery trucks.  You could have the  actual drivers as the technician, or you could just create a technician called ‘Truck1’, or ‘Truck2’, etc… The crucial parts here is the best practice to, once again, start each of these techs ‘employee number’ with a common couple of characters. Below are some examples of ‘Trucks’ we setup :

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You also have the option to have the delivery ticket report include all/specific custom property attributes that you might have assigned to the equipment record.  In the Event/Alert ID subscription (this process is ID425, VariableW) you may specify the Custom Property configuration name you assigned to the equipment custom properties tab .  VariableX is where you optionally put in the specific attribute names you might want to print from the equipment custom properties as well.  So VariableW with a value, and VariableX blank will print ALL the attributes assigned to the equipment that have a value.  If you specify any attributes in VariableX, the ONLY those attributes will print on the delivery ticket. 

**Note – The more attributes you use on the equipment custom properties and depending on your selections in VariableW & VariableX in the subscription, then you run the risk of the delivery ticket printing onto multiple pages!

Next, you could use call service priority codes to establish the order the truck will be delivering the equipment each day.  If your confident in the exact start time and the length of time for each delivery call , then you could use the Dispatch Console ‘Day View’ to reorder / assign start times for each trucks calls, but we found that to create more confusion with our reps (you said you’d be there at 9:30 and it’s 11:30!!).  So we just designate the ‘Stop’ number using a service priority code as below.  These become the ‘order’ that the truck will make its stops for the day.

ZUA – Stop Unassigned

Z1 – First Stop

Z2 – Second Stop etc etc etc

Jobs

As of version 8.1, there is still no way to effectively associate a sales order to a specific service call for delivery tracking. So we use the Inventory Jobs feature of eAutomate to help create a common thread between different modules.  In the case of equipment deliveries and pickups, we need to communicate to the sales rep at different stages in the process of the delivery call, so our alerts/paperwork rely on you creating all your sales reps and sales admin people as ‘Contacts’ in eAutomate for your company record. Then create a ‘Job’ in eAutomate for each sales rep in which you associate the rep’s ‘contact record to the job, and also their appropriate sales admin team member (if you have distinct admin person assigned to each rep). After you have created the rep and admin person as a contact for your company eAutomate ‘Customer’ record..the from eAutomate main menu bar select ‘Tools’..then ‘Jobs’…then click the ‘New’ Button.

Setup the job as below example..remember to add the rep/admin contact records to the Contacts Tab

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Sample Form:

We can format and edit verbiage for you:

(right click on images to see larger)

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