Overview: Daily Order and Transfer Process

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This outlines the typical lifecycle of an order in eoStar from the time it is uploaded from a salesperson’s handheld to the time the product is loaded onto the trucks for delivery. There are separate documents outlining the processes for Add-on Orders, Employee Sales, and Salesperson Pickups.

For most orders, the steps are as follows:

  • Order is uploaded from the handheld
  • Order is committed via Orders to Loads
  • Order is exported to RoadNet
  • Order is imported back from RoadNet
  • Orders are sent to FleetLoader (either via eoStar or via RoadNet)
  • Any required additional adjustments to the order are made
  • Delivery document is printed
  • Scan sheets are printed (if designated at the customer level)
  • Route issues are generated via Orders to Loads
  • Transfers are received onto the truck

Order Steps

1. Order uploaded from the handheld. Once an order is uploaded from the salesperson’s handheld, it will be placed in the Need delivery documents queue in the order tracker. Orders> Order Tracker (Need delivery documents).

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This screen shows the list of orders that are in the system where the delivery documents (invoices) have not yet been printed. Prior to printing the delivery documents, the orders should be committed via orders to loads to ensure there is enough inventory on hand to fulfill the order.

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2. Order is committed via Orders to Loads

Orders>Orders to loads> Commit Orders

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Select the drivers for which the inventory will be committed. (Hint: Use the Shift key while selecting with the mouse to highlight a range. Use the Ctrl key while selecting with the mouse to select individual drivers not in a range). Click Accept selected parameters and start.

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The list of products needed to fulfill all the orders for the selected drivers populates the top grid on the screen. Any items requiring cuts will be listed at the top of the list. Highlighting a particular item on the top grid displays the applicable orderliness for that item in the lower grid. The cuts are defaulted to a “first come/first server” basis. However, the user has the ability to override the cut amounts to reallocate product to different customers or even “overcommit” the product (e.g. a purchase has arrived that has not yet been recorded in the system). To override the cut amounts, click in the cell to be edited.

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Upon making any necessary adjustments, click the Post committed orders button.

Click Click here to post committed orders and adjustments.

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Click Done. Do not click Print x delivery documents.

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Note that the orders that were committed are now highlighted in Daily8.png in the order tracker.

3. Orders are exported to RoadNet

Orders>RoadNet export

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Click Load current data

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The main warehouse and tomorrow’s date will be populated by default. Click Select all or click the individual drivers in the list that will be exported to Roadnet.

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Click the Export to RoadNet button, and the status column for the exported orders will be updated to read Exported.

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The file will be created in the default directory that has been set up in the RoadNet setup (blue Setup link at the top of the page. Import the file into RoadNet, dispatch the orders, and export the updated information from RoadNet.

4. Order is imported back from RoadNet

Orders>RoadNet import

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The RoadNet export should create a Back2Eostar.txt file. Click on Read import file to bring the file back into eoStar. The Imported?, New truck, New driver, and New seq columns should be populated to reflect any changes made to the orders in RoadNet.

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Click on Post updates now to commit the changes to eoStar.

5. Orders are sent to FleetLoader (either via Roadnet or via eoStar)

Orders> FleetLoader Export

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Click Load current data. Click Select all or click the individual drivers in the list that will be exported to FleetLoader.

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Note the RN Status column. This will indicate whether the orders have been routed through RoadNet or not.

Once the desired orders have been selected, click the Export to FleetLoader button to create the export file that will be imported into FleetLoader.

6. Post additional updates to orders

Inventory was committed to the orders during the Orders to Loads process. However, if the inventory is being picked by order, as opposed to being picked as an entire load, it may become apparent that additional cuts are necessary. If so, the adjustments may be made directly to the order. The easiest way to find an order in eoStar is to use the Find Order in the order tracker.

Orders>Order Tracker

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Click Find Order

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Enter the order number, and click Find. Then, click Open this order.

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Click Make changes.

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Make any necessary modifications to the order, and then click Post.

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Confirm the change, and click Done reviewing.

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7. Print delivery documents

Once the Order Tracker is open, click on the Need delivery documents button on the left side of the screen. The list of orders may be filtered if delivery documents are required for a select set (e.g. on Driver D11). The filters are located at the bottom of the screen. It is generally a good idea to use the ship date as a filter to ensure that only orders for ‘tomorrow’.

Once the desired orders are displayed, select the range to be printed (Hint: Ctrl-A will select all). Click the Print delivery documents button at the bottom of the screen. (Note: The Default printer checkbox at the bottom of the screen indiciates that the default printer for your workstation will be used. If a different printer is desired, uncheck this box prior to clicking Print delivery documents)

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Confirm the print job by clicking Yes.

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Note that all the selected orders are automatically marked with a check. After all delivery documents have printed properly, click the Daily36.png between the queues to move the selected orders to the Need delivery confirmation queue.

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Confirm the move by clicking Yes.

8. Print scansheets (if designated on the customer record)

File>Print Reports

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Operations>Scan Sheet

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Enter the delivery date for the invoices, and click Print report.

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Select a single driver, all employees or specific employees from the bottom grid for whom the scan sheets will be printed. Click Print now.

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9. Route issues are generated via Orders to Loads

After all orders for the day have been processed and picked, the route issues (transfers to the trucks) should be generated to move the inventory from the warehouse to the truck.

Orders>Orders to loads>Generate Transfers

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Select all drivers. Click Accept selected parameters and start.

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Click Post transfers

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Click Click here to post route issues

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Click Done. Do not click Print x transfers.

10. Transfers are received onto the truck

Inventory> Transfer tracker

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Go to Waiting to be printed. Select the transfers to be received onto the trucks, and then click Mark selected. This will place a checkbox next to the selected orders.

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Once the transfers are checked, click the Daily35.png between the queues to move the transfers down to the next queue.

Repeat the process in the Waiting to be sent and Waiting to be received queues to move the inventory all the way to the trucks.