Dispatch

Modified on Tue, 21 May 2024 at 03:28 PM


Dispatch Definition Guide


  • Branch: This field is where the user may filter by branch to determine what data will be displayed in the Dispatch window.
  • Department: This field is where the user may filter by department to determine what data will be displayed in the Dispatch window.
  • Refresh: This button will refresh the Dispatch window.
  • Copy All Dispatch: This button will copy all of the dispatch items within the Dispatch window allowing for pasting functionality in another program or document such as Excel.
  • Work Orders:  When selected, this option will set the Dispatch window to only display work orders.
  • Quotes: When selected, this option will set the Dispatch window to only display quotes.
  • Reset: When selected this will set the radio button and checkboxes back to their default settings. 
  • Don't Use Auto Select: When set to ‘True’ this checkbox keeps the dispatch program on the pre-selected document/tab when (1) a change is made to the selected document or (2) returning to dispatch from another program. When Set to ‘False’ the Dispatch program will shift focus to the document/tab most recently selected.



Not Dispatched 

       

  • Sort By: This field is where the user may determine the sorting of the documents.

  • Call: This field auto-populates based on when the document was opened.

  • Time: This field auto-populates with the time the document was opened. 

  • Schedule: This field is optional and can be used to schedule documents for a date and time. Using this field will allow the user to also utilize the Schedule tab to view the daily/weekly planner view. Once Set a save button enables. 

  • Time: This field is used in association with the Schedule field; it allows the user to set the start time. 

  • Schedule Hours: This field also works in conjunction with the Schedule field and the Schedule tab. It allows the user to enter a number of hours expected to complete the job.

  • Tag:  When checked, this option will mark the selected document with an asterisk to designate it as a "tagged" document. The asterisk will appear in the 'Company' column next to the customer name.

  • Van / Mechanic: This drop down menu is where the user may select a van or a mechanic from the list. Once a Van/Mechanic is selected the Dispatch button will appear. 

  • Dispatch:  The Dispatch button. ( It will not appear until a Van/Mechanic is selected. ) 

  • Show All:  By default the list of names that appear in the Van/Mechanic field are names that are assigned to the specified Branch. Checking this Show All flag will display all vans/mechanics in the system. 

  • Hide GM Monthly Billing: Checking this will hide any of the GM monthly billing documents from the list. 

  • Hide Tagged Documents:  When checked, this box will hide "tagged" documents from the List. 



Dispatched 


  • Sort By: This field is where the user may determine the sorting of the documents.

  • Schedule Hours: This field also works in conjunction with the Schedule field and the Schedule tab. It allows the user to enter a number of hours expected to complete the job.

  • Call: This field auto-populates based on when the document was opened.

  • Time: This field auto-populates with the time the document was opened. 

  • Dispatch Status: This dropdown displays predefined values that can be used to assign or view a status of the document. 

  • Schedule: This field is optional and can be used to schedule documents for a date and time. Using this field will allow the user to also utilize the Schedule tab to view the daily/weekly planner view. Once Set a save button enables. 

  • Time: This field is used in association with the Schedule field; it allows the user to set the start time. 

  • Dispatch Priority:  This Dropdown displays predefined values of 1,2,3 that can be used to define a priority for the document. Dispatch Priority 1 will highlight in red, 2 will highlight in yellow, and 3 will highlight in green.  

  • Arrival: This date field can either be set manually or can be set by the technician on Softbase Service by clicking Clock On to set the date of Arrival. 

  • Time: This field is used in association with the Arrival field; it allows the user to set the Arrival time. 

  • Van / Mechanic: This drop down menu is where the Van/Mechanic the document is dispatched to will be displayed. Also a different Van/Mechanic name may be selected and the change button will enable to re-assign the document. 

  • Complete: This field can either be set manually or can be set by a technician on Softbase Service by clicking 'Complete'. If it is set by a technician via Softbase Service this removes the document from Softbase Service.    

  • Time:This field is used in association with the Complete field; it allows the user to set the completion time. 

  • Show All:  By default the list of names that appear in the Van/Mechanic field are names that are assigned to the specified Branch.  Clicking this Show All flag will change that list so that it also includes names that are assigned to other branches

  • First Visit?: This flag can be marked if you want to be able to run reports based on which documents were completed upon the first visit to the customer's location.

  • unDispatch: This button will remove the document from the specified Van/Mechanic on Softbase Service and will remove it from the Dispatched tab and return it to the Not Dispatched tab. 

  • On/Off Site: This button when manually selected will set the arrival date and time and will move the document to the On-Site tab. This process is automatically done when clocking on from Softbase Service.



On Site 

  • Sort By: This field is where the user may determine the sorting of the documents.
  • Off Site: This button enables when selecting a document and will return the document back to the Dispatched tab.


BO Parts 


  • Sort By - This field is where the user may determine the sorting of the documents.
  • Schedule -This field is optional and can be used to schedule documents for a date and time. Using this field will allow the user to also utilize the Schedule tab to view the daily/weekly planner view. Once Set a save button enables. 
  • Schedule Hours - This field also works in conjunction with the Schedule field and the Schedule tab. It allows the user to enter a number of hours expected to complete the job.
  • Paper Work Turned In - This field identifies if the document has been reviewed and is ready for a final review prior to invoicing. This field is manually set by a user. This when set to true will move the document to the Paper Work Done tab. 
  • Van / Mech -This drop down menu is where the Van/Mechanic the document is dispatched to will be displayed. Also a different Van/Mechanic name may be selected and the change button will enable to re-assign the document. 
  • Show All - By default the list of names that appear in the Van/Mechanic field are names that are assigned to the specified Branch.  Clicking this Show All flag will change that list so that it also includes names that are assigned to other branches
  • Change - This button allows you to dispatch the document to a different van/mechanic after a value has been selected from that drop down.  
  • Re-Dispatch - The user can click on this button to send the document back to the Dispatched tab after the parts have been received. 
  • On/Off Site - This button when manually selected will set the arrival date and time and will move the document to the On-Site tab. This process is automatically done when clocking on from Softbase Service.     


Work Complete 

  • Sort By:  This field is where the user may determine the sorting of the documents.
  • Complete: This field will indicate a date and time of marking the document as complete. This can be set by the technician in Softbase Service or can be manually set by selecting the checkbox. If you make a change to this information the green save button will appear to save the change.  
  • Paper Work Turned In: This field identifies if the document has been reviewed and is ready for a final review prior to invoicing. This field is manually set by a user. This when set to true will move the document to the Paper Work Done tab. 


Paper Work Done 

  • Sort By:  This field is where the user may determine the sorting of the documents.
  • Paper Work Turned In:  This field identifies if the document has been reviewed and is ready for a final review prior to invoicing. This field is manually set by a user. This when set to true will move the document to the Paper Work Done tab. 

All

  • Sort By: This field is where the user may determine the sorting of the documents.

  • Arrival:  This date field can either be set manually or can be set by the technician on Softbase Service by clicking Clock On to set the date of Arrival. 

  • Time: This field is used in association with the Arrival field; it allows the user to set the Arrival time. 

  • Complete:  This field can either be set manually or can be set by a technician on Softbase Service by clicking 'Complete'. If it is set by a technician via Softbase Service this removes the document from Softbase Service. 

  • Time: This field is used in association with the Arrival field; it allows the user to set the Completed time. 

  • Call:  This field auto-populates based on when the document was opened.

  • Time: This field is used in association with the Arrival field; it allows the user to set the Call time. 

  • Schedule -This field is optional and can be used to schedule documents for a date and time. Using this field will allow the user to also utilize the Schedule tab to view the daily/weekly planner view. Once Set a save button enables. 

  • Schedule Hours - This field also works in conjunction with the Schedule field and the Schedule tab. It allows the user to enter a number of hours expected to complete the job.

  • Tag:  When checked, this option will mark the selected document with an asterisk to designate it as a "tagged" document. The asterisk will appear in the 'Company' column next to the customer name.

  • Van / Mech:  This drop down menu is where the Van/Mechanic the document is dispatched to will be displayed. Also a different Van/Mechanic name may be selected and the change button will enable to re-assign the document. 

  • Show All: By default the list of names that appear in the Van/Mechanic field are names that are assigned to the specified Branch.  Clicking this Show All flag will change that list so that it also includes names that are assigned to other branches

  • Dispatch Status: This dropdown displays predefined values that can be used to assign or view a status of the document. 

  • Dispatch Priority:  This Dropdown displays predefined values of 1,2,3 that can be used to define a priority for the document. Dispatch Priority 1 will highlight in red, 2 will highlight in yellow, and 3 will highlight in green.  

  • Hide GM Monthly Billing: Checking this will hide any of the GM monthly billing documents from the list. 

  • Hide Tagged Documents:  When checked, this box will hide "tagged" documents from the List. 

  • On/Off Site: This button when manually selected will set the arrival date and time and will move the document to the On-Site tab. This process is automatically done when clocking on from Softbase Service.    

Schedule 

  • Sort By: This field is where the user may determine the sorting of the documents.

  • Week View:  The schedule view is one day by default, but if you'd like to see it by a weekly view mark this flag.  

    • When set to true a drop down field to the right will enable with the options of 1,2, or 3. This defines the number of weeks to display.

  • None: Clicking this button will un-select all names in the dispatch list above. 

  • All:  Clicking this button will select all names in the dispatch list above.

  • Refresh: Clicking this button will Refresh the Schedule view. 


Setup  

This tab allows a user to define the order in which the columns appear on the tabs.

 

              

                  










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