Delivery Trips: Create the Trip, Add the Jobs and Load the Van
Steps 2 to 4 of Installation Scheduling Workflow: create the trip, put the jobs on it and mark it ready to ship. You are here after Step 1, with each sale finalised and its lines sent to the queue with Send To Queue.
Today’s van at GS-KV-01 has three stops, all from finalised sales invoices: a 75-inch display at RM 9,800 for a corporate office that needs wall-mounting, a split-unit air conditioner at RM 3,200 for a residential customer, and six laptops at RM 4,200 each for a reseller.
Before you click Add to Trip, tell your sales desk what it does to their documents: an invoice line whose whole queued quantity goes onto jobs reads Fully Delivered from that moment, before anything has left the building. A line split across two days reads Partially Delivered until the second job exists, and the invoice header reads Fully Delivered only when every line does. The stamp means “planned onto jobs”, not “arrived” (Step 3 explains why).
Step 2: Create the trip
Delivery Installation > Trips > Create, or the + on the Trip Calendar
The outcome: a run sheet with a date, a driver and a van.
Give the trip a name your team will recognise — KV01-2026-09-16-AM rather than Trip 47. Set the start and end dates and pick the vehicle. The name, the two dates and the vehicle’s capacity are what the form insists on, and the capacity box is read-only — only picking a vehicle fills it — so in practice CREATE stays greyed out until you have chosen a vehicle, and a vehicle saved without a capacity blocks every trip that uses it. Pick the driver (or type a third-party driver’s name if you are subcontracting) and the delivery region too; both are optional on the form, but a trip with no driver is a run sheet nobody will see on their phone.
Nothing is scheduled yet. A trip with no jobs on it has no delivery status at all.
Step 3: Put the jobs on it
Delivery Installation > Job Sales Invoice (or Job Sales Order / Job Delivery Order) > select > Add to Trip
The outcome: three stops on today’s van, and three sales documents that now know they are being delivered.
Open the listing that matches where your work came from — Job Sales Invoice for today’s three. The screen reads the pick-pack queue, so each invoice whose lines were sent to the queue appears with its queued quantity. If one you expect is missing, nobody clicked Send To Queue on it — go back to Step 1. Select the three and click Add to Trip.
This one click does more than it looks like:
- it creates a job per source document, with a job line per document line;
- it links the jobs to the trip;
- it sets the trip, the jobs and their document links to Delivery Arranged;
- it writes a job event against each one;
- it stamps the source invoice’s delivery status.
Add to Trip is the only place the initial status comes from. A job that exists but has never been added to a trip is not scheduled, whatever else it looks like.
That last stamp is the one that confuses sales desks, so tell them once. The invoice does not get Delivery Arranged — it gets Fully Delivered, from the moment the job is on a trip, before anything has left the building. The rule behind it asks whether any of the quantity you sent is still waiting in the pick-pack queue; a job that takes all of it removes the line from the queue, so the line counts as fully covered. If you split a line across two days and only one job exists so far, it reads Partially Delivered. The header reads Fully Delivered only when every line on the invoice does. Read the invoice’s delivery status as “how much is planned onto jobs”, not as progress; the job and trip statuses are the ones that say whether it arrived.
On the trip’s Jobs tab, drag the stops into the order the driver will drive them. The sequence is saved against the trip; it writes no event, so reordering is free.
Step 4: Ready to ship
Delivery Installation > Trips > (your trip) > Ready To Ship
The outcome: dispatch knows this van is loaded.
Set the trip — or individual jobs — to Ready To Ship when the goods are picked and on the loading bay. The status writes through to the jobs, their document links and their shipment links, with a job event each. It is the job and trip status the sales team should look at to answer “has it left?” — the invoice’s own delivery status does not move with the van: it keeps whatever Add to Trip stamped (Fully Delivered for a line wholly on jobs) whatever happens on the van.
For the display and the air conditioner, this is also when you confirm the appointment. Neither will fit through a door unannounced. Put the confirmed time slot in the job’s remarks; it is what the driver reads on their phone.
Next: Step 5: The driver runs the trip.
What success looks like for this part
The trip has a name your team recognises, its dates, a vehicle and a driver. Its Jobs tab lists the three stops in the order the driver will drive them, each at Delivery Arranged — or Ready To Ship once the van is loaded. Each invoice behind them reads Fully Delivered where all of its lines are on jobs (Partially Delivered where a line is split across days), and you read that as “planned onto jobs”, not as “arrived”. The display and the air conditioner each carry a confirmed time slot in the job’s remarks.
Common mistakes in this part
Reading the invoice’s Fully Delivered as delivery progress. It means the lines are on jobs, it is written when the job goes on a trip, and it does not change when the trip completes. Sales staff who take it literally will tell a customer the unit has arrived while it is still in the depot. The job and trip statuses are the truth.
The rest of the guide’s mistakes are on the front page and on Run and close the trip.
Related documentation
- Installation Scheduling Workflow — the setup and Step 1
- Run and close the trip — Steps 5 and 6
- Delivery Installation applet — the full dispatch reference, including every endpoint and setting
- Trip Listing Management — the day-to-day trip procedure, from the dispatcher’s side