Build, close and dispatch a load
Starts when: Outbound parcels are ready to leave the warehouse with a carrier.
- In Transport control, open the Loads tab and choose + Create load. Select the Load type and the Warehouse, then confirm: the load appears with status Open.
- Select the load and use Scan Parcel to record each parcel, shipment or tracking number on it. Pallets are scanned onto the load by the warehouse team with Scan Pallet.
- When loading is complete, choose Close Load, enter the Seal number if you have one and confirm. The load status changes to Closed.
- Open the Dispatch tab. In Pending Loads, only closed loads can be dispatched; a load that is still Open shows «Close this load before dispatching it.».
- Choose Dispatch on the closed load, check the load in the Dispatch Load dialog and confirm with Dispatch. The status changes to Dispatched.
- Open the Manifests tab, select the manifest that contains the load, choose Close Manifest, then Print / Download to hand the document to the carrier.
Result: The load is Dispatched, its manifest is closed and printed, and its shipments can be followed in Shipments and Tracking.
Next: The warehouse team (Warehouse operator, Team leader) records the carrier pickup with Confirm Handoff; you follow the shipments in Tracking.
Plan, dispatch and follow a tour
Starts when: Deliveries are to be made by your own drivers and vehicles.
- In Transport control, open the Tours tab and choose + Create Tour.
- In New Tour, enter the Tour Name and the Start date, choose the Driver and the Vehicle, then select Create Tour. The tour is created with status Draft.
- Open the tour to review its stops, the Route Map and the Tour Financials. Choose Optimize to calculate the stop sequence; the status changes to Optimized.
- Choose Dispatch to send the tour to the driver. The message «Tour dispatched to driver» confirms it and the status changes to Dispatched.
- The driver works through the stops in the Ysend Operator app. When the driver marks the arrival at the first stop, the tour status changes to In progress.
- Follow the vehicle in the Live Ops tab of Tracking. If the plan changes, use Recalculate ETAs or Reoptimize on the tour.
- In the stop list, check that each completed stop shows Proof captured. When the last stop is done, the tour shows Completed, or Completed with exceptions if a stop failed.
Result: Every stop is finished with its proof of delivery and the tour has its final status.
Next: The Driver carries out the stops in the app; you review the tour costs in Tour Financials and handle delays from the Exceptions tab.
Resolve a transport exception
Starts when: A shipment is late, has an outdated position or risks missing its promised delivery.
- In Transport control, open the Exceptions tab. The Transport exceptions page opens on the exception queue.
- Choose Scan for exceptions to check the current shipments. Cases are ranked by priority, with the amount at risk and an SLA overdue badge when the deadline has passed.
- Choose Open on a case to see its details and its recovery options.
- Compare the options: each one shows its cost, its compliance and whether it Requires approval. Choose Execute for an option that can run automatically, or Request approval for the others.
- Use the Shipment tab to check the shipment's visibility and the Coverage & ETA quality tab to judge how reliable the tracking data is.
- When the problem is solved, fill in Close the case with the Root-cause code, What was done and How sure are we?, then choose Close case.
Result: The case leaves the open queue with its root cause and its resolution recorded.
Next: Who is notified about exceptions is defined in the Notification policy tab; you return to the Dispatch tab for the next shipments.
Handle field issues and fuel reports
Starts when: A driver reports a problem on the road or a refuelling in Field Operations.
- In Transport control, open the Field ops tab. Field Operations lists the field issues with their status and severity, followed by Fuel Reports.
- For a new issue with status Open, choose Investigate. In Assign investigation, select the driver and choose Assign and start investigation; the status changes to In progress.
- When the problem is fixed, choose Resolve (or Mark as Resolved in the issue details); the status changes to Resolved.
- Choose Close (or Close Issue in the details) to file the issue; the status changes to Closed.
- In Fuel Reports, review the reports submitted by drivers and choose Publish on a Draft report; it becomes Published.
- You can also record an issue or a refuelling yourself with + Report Issue or + New Fuel Report.
Result: Each issue is Closed with its history, and the fuel reports are Published.
Next: The Driver who reported the issue sees its status in Field Operations; vehicle repairs are planned in Vehicle Maintenance under Network & partners.