Delivery Log
How to add a Delivery
Option 1
The first step is to search the customer you are adding a Delivery for.
Click on the 'Schedule Delivery’ Action Button.
The ‘Send to Delivery Log’ window will open.
The customers name and store of the profile you have searched will automatically populate.
Fill out the rest of the drop downs, and choose a desired delivery date and time. For each delivery time, there is a max amount of deliveries allowed. As slots get filled, the amount of slots currently taken will display. For example 8:00 AM 5/10 would mean there are 5 deliveries already booked for 8:00AM, and 5 more are aloud for that time.
If the day selected has reached its maximum deliveries for the day, it will display in red at the top of the window like the image below.
Users can manually enter the stock number or click the magnify glass to search it. This will open the ‘Browse Inventory’ window. Double click on to select.
A user can add accessories to be installed during the delivery process.
Some of the more common accessories can be added in the setup screen to populate in the ‘Add Line’ drop down, which will be explained in Delivery Configuration.
To add a manual accessory, click on ‘Add Other’.
Name the accessory and add the estimate time it will take to install, then click save.
Click ‘Save’ when all the information has been filled out.
Once, the delivery has been saved, it will be tracked in the Delivery Log tab.
Option 2 (Sales CRM Only)
The second way a user can add a delivery is directly from the traffic log.
In Showroom Configuration > Traffic Log Status, any status that has "Count as Sold" ticked off, will open a window when the status is changed to it.
This status counts as sold
When chosen, this window will open, and the user can click 'Save and Deliver'.
When 'Save and Delivery' is clicked, the 'Send to Delivery Log' window will open and all of the information already on the traffic log will carry over into the proper fields.
Delivery Log Tab
The Delivery Log is laid out like the Traffic Log.
Filter by location and store.
Select a date using the calendar. If a day is highlighted in red, it means the day is full, or has been manually marked as full.
There are multiple filters to choose from.
Each store is color coded, the diagram on the left indicates each stores color.
The amount of deliveries and hours scheduled will displayed at the top, and gradually fill up as more deliveries are added.
The cog wheel is used to mark the day as full or override max deliveries.
The override window tracks and time stamps the users who made previous changes to that days delivery limits.
The original max deliveries will always display, and the ‘Reset’ button will reset the max deliveries to that number.
The grid displays all details of the delivery at a glance.
If you click on the customers name DealerMine will redirect you to their profile.
The 'Accessories' column displays the amount of accessories on this delivery, to see them, simply hover over the number.
When a step has been completed, click on it to turn it green.
The steps to completion and statuses are completely customizable.
Statuses can be setup to notify the salesperson when a specific status is chosen.
The user will receive this message when they choose a status that will notify the salesperson.
To add a new note, click on the pencil, all previous notes will display in chronological order.
Right click on the grid to edit or delete a delivery.
Delivery Configuration
Limits
Click on options to add a Delivery Location.
For each location you must choose which stores are attached to that location. The ‘Stores and Branches’ drop down is multi select.
Add the limits for the location. Then, add the limits for each store that is part of that location.
The stores listed in the 'Store Delivery Location’ drop down are all the stores that have been selected in the ‘Stores and Branches’ drop down.
You can choose to make the stock number and/or VIN mandatory fields when users are adding a delivery.
When the "New Delivery Notification" option is checked, the salesperson will receive a calendar invite for the day of Delivery.
Status
To customize statuses, click the green plus to add a new status. Name the status, then click save.
If the star is clicked and highlighted yellow, that will make it the default status. Customize the text and background colors.
To Inactivate a status, click the green check mark to make it a red x.
If the notification checkbox is ticked, then the salesperson attached to the delivery will be notified each time that status is selected.
There is one more step to ensuring the salesperson gets notified upon a status change.
Go to User Setup, and search the salesperson you want to notify, then in User Info, make sure 'Delivery Status' is ticked.
Steps
To add the steps to sale, click the green plus, just like adding a status. Name your step, then save.
Once saved, you can add the abbreviation which will display on the delivery log inside the circle. The full name will display when the user hovers over the step.
Sort the steps by clicking and dragging into the order you prefer.
Accessories
Choose a store at the top, as each store may have different accessories.
Click the green plus to add an accessory, name it and click save.
Once it is named you can fill out the rest. Code, estimate time, and description. These will display in the ‘Add Line’ drop down, when adding a delivery.
Installation & Access
Speak to your Account Manager for contracts. Once contracts are signed, our installation team will turn the product on for your dealership.
Access to the Delivery Log is setup in ‘User Setup’ > ‘User Access’
Users can have as much or as little access as show below:
Access to the Delivery Log configuration to customize and make changes to the Delivery Log is given as shown below:
Access to View all stores and braches
The Delivery log will takes into account when there is a holiday and will no longer permit bookings. As there is a 2 day buffer on booking a delivery it will now also take into consideration holidays entered in DealerMine.
Sales Managers will now receive delivery log notifications when:
A delivery is scheduled
The Status of a delivery is changed (if set up in user setup and only for statuses that are set up for notification in delivery configuration)
When the delivery date or time has been updated.
When scheduling a delivery the buffer days will also take into account any holidays or closed days. Before when scheduling a delivery if the buffer was 2 and you were scheduling on a Friday it would put the date on a Sunday even if the dealership was not open.
When a Delivery is scheduled or updated for a customer, the Contact hist tab on the customer’s profile will update as well. DealerMine will display the username of the person that did the update, the date, time and the Contact Type will be “Delivery Log”
When a "scheduled" delivery time is changed, the Salesperson assigned to the delivery will receive notification that the date or time has been changed.
A Print button has been added to the Delivery Log, this will allow users to print a grid view of the delivery log with the selected filters. There are eight columns on the Delivery Log report;
Branch Delivery Key
Delivery Date
Customer name
Vehicle Description
Sales Manager/ Sales person
Number of Accessories
Status Steps to completion
Latest Note
Now that users are able to select a Date Range for All on the Delivery we need to have the progress bar show for the date range selected for All or a single store.
DealerMine has also added to the selected Stores to the left side panel of the Delivery a count that makes up the Delivery Log total.