Hot Shots Overview

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Hot Shot orders are typically low volume, time sensitive deliveries made outside of the traditional delivery network. They are usually same-day deliveries with product run out to a customer by a pre-seller, merchandiser or supervisor (often in their own vehicle).

Hot Shot orders are usually initiated by a customer who calls the pre-seller or office to request same-day delivery of products. Hot Shots are often seen as symptomatic of a pre-seller not ordering enough, or not keeping a sufficient buffer of product at an account. As a result, distributors typically track how many hot shots are performed over a period of time and which pre-sellers originated such.

Permissions

There are levels of access available for each individual employee or a specific employee department. The Permissions Panel limits or expands the field of access towards certain functions of eoStar and also creates a level of security.

  • May Enter Hot Shot Order: Governs whether or not a logged in employee may enter hot shot orders

Assigning Hot Shot Trucks

A hot shot truck must be assigned to any warehouse that supports hot shots. Transfers that are automatically created during the posting of hot shot order are used to move product from the truck's warehouse to the hot shot truck itself. During order entry, the appropriate truck is determined via the driver's warehouse assignment.

To assign a hot shot truck to a warehouse:

  1. Access Records>Warehouse>Records
  2. Assign a Hot Shot truck to a warehouse by choosing one from the Hot Shot Truck drop down
  3. Record that have been assigned in this fashion are distinguished via a special display at the top of the Truck Record.

Hot shot trucks typically deliver all classes of product, and are not stripped daily.

Hot shot trucks are also exposed via eoStar's 'Reconcile Inventory' just like any other truck. However, since a number of drivers may be delivering via the same hot shot truck, inventor batches for hot shot trucks are typically never finalized.

Though hot shot truck inventory batches are maintained via hot shot settlement, users are always able to view such batches to determine all orders and transfers related to a particular hot shot truck in Reconcile inventory>Orders panel.

Order Entry Form

The Hot Shot Order Entry screen has functionality identical to Order Entry Screens. There is 1 distinction setting the Hot Shot Order Entry screen apart from the others:

There is no display of source warehouse or truck, nor any ability to select such.

All hot shot orders are posted as being sourced from the hot shot truck associated with the warehouse of the specified driver. If a pre-seller, merchandiser or supervisor delivers hot shot orders, then users must flag those employees as drivers.

Trucks used as warehouse hot shot trucks are set up to deliver all classes of products, and are not stripped daily.

Posting

When posting a new hot shot order, a dialog (see below) is displayed in eoStar.

HotShot1.png

Any lines that would be cut via eoStar's Orders-To-Loads Plugin (overcommits) are listed on the screen.

If there are no inventory concerns, then no lines are listed. Note the three options:

  • Generate transfer
  • Print pick ticket
  • Print invoice

These options are initially set by default, but changes to these options are persisted via the registry. If a user unchecks a particular option, then the next time the user sees this dialog, that option will be unchecked.

Once changes are posted:

  1. If generating a transfer, an item transfer is posted. The lines and quantities on the transfer reflect all positive quantities shipped on the hot shot order. Returns are not recorded on the transfer (this may result in an inventory discrepancy during settlement).
  1. Depending on whether or not pick tickets and/or invoices have printed, the resulting hot shot order is placed into an appropriate stage of the order tracker.

Order Tracker

HotShot2.png

Users are able to jump to or find a hot shot order, just like any other order within eoStar.

Hot Shot orders are not manually moved through the tracker. Orders are marked as delivered and payments are entered via hot shot settlements. The tracker is then used to find a particular hot shot for adjustment purposes (for example, to account for short pick).

If a hot shot order is re-opened an adjustments are made (ex: shorting a quantity or adding new items), then upon posting, the user has the option to adjust the related transfer. Note the 'Adjust Transfer' (rather than generate transfer) checkbox (see image below).

HotShot3.png

If the related transfer is located in an already finalized warehouse or truck inventory batch, then adjustment of the transfer is not allowed. This will lead to an easily identifiable inventory discrepancy during settlement. If this happens, the dialog displays an appropriate notice in the footer area (see image below).

HotShot4.png

If you void a Hot Shot Order that has a related transfer, then the related transfer, if not in a finalized inventory batch, is zeroed.

Hot Shot Settlement

The form used for hot shot settlement is the same form used for standard Daily Route Settlement (with some key modifications). Anyone trained in DRS can easily perform hot shot settlements. All settlement functionality remains the same (users can still reconcile cash, enter payments, charge drivers, make adjustments, perform load-ins, etc).

Permissions

From the Plugins panel, under RouteAccountingPlugin, checking Orders>Hot shot settlement: Enables the use of the hot shot function of the Route Accounting Plugin

Differences from Daily Route Settlement

Access Orders>Hot shot settlement. On this screen, the main differences are:

  1. The truck being reconciled is automatically settled based on the hot shot truck assigned to the warehouse of the driver being reconciled. It is 'locked down' and cannot be changed.

HotShot5.png

  1. Transfers are automatically included based on the hot shot orders that are part of the reconciliation; if a user marks a hot shot as delivered, then the order's related transfer is automatically included (see image below).

HotShot6.png

  1. The options for 'Strip,' 'Count,' and 'Roll Forward' are still exposed, but a settlement clerk will almost always select 'Count.' The driver typically presents paperwork provided by the warehouse to indicate product brought back from customer accounts. In this fashion, appropriate inventory discrepancies are flagged, and appropriate load-ins are generated if necessary.

Since appropriate transfers are automatically selected for inclusion, inventory discrepancies are not much of a concern.

Other exceptions of note

  • A hot shot order was created or adjusted to have 'returns' (negative quantities). Since associated transfers do not include such, the settlement clerk will likely perform a load-in to account for this.
  • A hot shot order was re-opened and posted, but no transfer was generated or adjusted. The related transfer could have been explicitly not generated, or couldn't have been adjusted due to a finalized warehouse batch. Appropriate load-outs or load-ins can be entered during the reconciliation to account for this.
  • For DX purposes, reports based on item transfers have the HotShotOrderNumber available (see image below).

HotShot7.png

  • For DX reporting puroses, reports based on orders have the IsHotShot flag and HotShotTransferOutTicketNumber available (see image below).

HotShot8.png

(Image 1)
(Image 2)
(Image 3)
(Image 4)
Hot Shots are any customers who require special treatment or order delivery. Each company has different policies on how to handle hot shot orders; however, listed below is the suggested handling method.

To view information about Hot Shot Order entry, tracking, permissions and settlement, click the link.

For information on how to create hot shot orders on handheld devices, see Handheld - Special Orders/Deliveries.

Typically, Hotshot tickets are entered from the Presell order screen with the employee taking out the order as the driver. The employee who should get credit for the sale (commission and MBO) should be set as the salesman. Hotshot tickets are sourced from the warehouse; as a result, no inventory transactions (i.e.: transfer to a truck) need to be recorded and inventory does not necessarily need to be reconciled from Daily Route Settlement. Hotshot tickets are reconciled on a per employee basis (i.e.: each employee is considered a different route) and all hotshots are considered delivered by the end of the day.

Hot shot customers may be added to a route or employee through the Assign Off-Schedule Customer Sets screen.

In order for ILS to receive Hot Shot data, an Order Type with the checkbox "This order type is used for Hot-shot Orders" checked, must be added to all hot shot orders.

Hotshot/Service Policies

  • Create an Order Type labeled hot shot and check the checkbox labeled "This order type is used for Hot-shot Orders" (only available if the ILS Plugin is installed).
  • Create a driver record through Records>Employee>Records labeled hot shot.
  • Create a truck record through Records>Truck also named hot shot.
  • Hot shot customers should also have a record made for them through Records>Customer>Records.

Example Process

  1. When the call comes into the office, the hotshot order is entered as a Pre-sell Order. (Image 1)
  2. Once the order has been entered, it is processed along with the other orders in the Order Tracker. (They will be placed in the first stage - Need Picklist.) Hotshot orders can be easily identified in the order tracker based on the driver and the order type. (Image 2)
  3. The order is then picked, delivered (with or without a handheld), and settled. (Image 3)
  4. In the Daily Route Settlement, reports can be easily viewed to analyze the hotshot orders frequency and/or ratio to standard orders by customer, salesman, account manager, etc. based on the order type that is stored with the order. (Image 4)