# Shipment planning

> Regional delivery runs, capacity and orders carried over to the next run — fixed weekdays, province / district / per-company regions, cut-off, route, loading sheet, proof of delivery and a customer tracking link.

**Shipping** (main menu, below Calendar; **Shipping board** on the Orders page) distributes open orders across the regions' delivery runs. When an order is entered it goes to the first suitable run of its region; if the run is full or the goods can't go, the order is carried over to the next run **with a reason**, and the number of carry-overs is counted. Reps follow where their orders are on the board; customers can be told when their order is scheduled and one day before delivery.

## Setup {#setup}

1. **Vehicles** (Shipping → Regions and vehicles): name, plate, driver and phone, capacity (kg, ton, pieces, pallets… — from your product units) and maximum stops.
2. **Regions:** for each region
   - **Provinces** — in bulk by geographic region (Marmara, Aegean…) or one by one; a province belongs to one region.
   - **Districts** — to take only some districts of a province (e.g. *İstanbul/Tuzla*); a district match wins over the province.
   - **Per company** — companies shipped from this region regardless of their address (e.g. a customer receiving at a warehouse in another province).
   - **Run days** (e.g. Monday and Thursday), **cut-off** (how many days before the run, at what hour — later orders go to the next run), capacity and unit, maximum stops, default vehicle, **owner** (gets the notifications) and how many days ahead runs are opened.
3. **Settings:** depot location (route ordering starts here) and *plan automatically when an order is entered* (on by default).

Runs open automatically on the fixed days; **Extra run** adds one on a given day. If a day is removed from a region, its empty runs are cancelled and orders on filled runs are redistributed to the new days.

## In the menu and on records {#where}

- **Menu:** Shipping sits in the main menu below Calendar. Admins always see it (for setup); other users (with opportunity access) once the first region exists. In installs with the services or software industry selected it stays under **More** until a region is set up; pin or remove it in Settings › Menu.
- **Orders:** under each order's status a shipping chip — *Ships Mon 26 Oct* (*↻ 2* if carried over; amber when after the due date or carried over), *On the road*, *Delivered*, *Not delivered*, *Waiting to ship* (reason on hover: No region, Credit hold…), *Not planned*. Clicking the chip opens the order drawer on the board.
- **Company card:** a **Shipping** strip — region and how it matched (province, district or per company), run days and cut-off, next delivery (day, orders, vehicle), on the road, waiting, carried over (with reason) and last delivery. Companies without a region show a notice.
- **Activity feed** (company and opportunity): *Scheduled for delivery*, *Delivery date changed*, *Carried over to the next run · reason*, *Delivered*, *Not delivered · reason*, *Redelivery planned*; upcoming deliveries appear under **Planned** with day and vehicle. Filter: *Quotes and orders*.

## Board {#board}

The board shows 7 days starting today (arrows move a week). At the top: region chips and the **My orders** filter, then the indicators:

| Indicator | Meaning |
|---|---|
| Planned in these 7 days | Orders and stops |
| Unplanned | Orders waiting for a run (with the most common reason) |
| Carried over (open) | Open orders carried over at least once |
| On time in full (30 days) | Share of orders shipped in one run, by the due date and in full over the last 30 days |

**Alerts** surface what needs attention: past runs not closed (record the shipment, or move the orders on), orders planned on a run after their due date, and orders carried over twice or more.

- The **Unplanned** queue is grouped by reason: *No region*, *Credit hold*, *Capacity full*, *Order only (not planned)*, *Not delivered*… **Plan eligible orders** distributes those with a region and no hold by cut-off and capacity.
- Each day lists its runs with a fill bar (load / capacity, stops / maximum) and the stops. **Drag** an order to another run: it moves even over capacity, with a warning, and is **pinned** to that run (re-planning leaves it there).
- Clicking an order opens a drawer: due date, owner, region, carry-overs and reason, movement history; **Move to another run**, **Pin to this run**, **Remove from plan**, **Plan on the next run**, **Order only (not planned)**, and **Plan redelivery** if it couldn't be delivered.
- **Re-plan** (per region) redistributes unpinned orders: carried-over, earliest due date and oldest orders first.

## Run {#run}

The run page shows status (Planned · On the road · Completed), fill, stops, vehicle and driver, cut-off and the stops.

- **Vehicle and driver:** a vehicle, driver and capacity for this run only.
- **Sort route:** stops are ordered for the shortest tour from the depot (from company locations, straight-line); arrows reorder by hand. **Route on map** opens the stops in order in Google Maps; each stop has call and directions buttons.
- **Loading sheet:** printable — stop order, product, quantity, PO, due date and signature fields.
- **Ship:** the quantity shipped per order (default: everything remaining), a **reason** for anything left (*Out of stock*, *Production not ready*, *Capacity / vehicle full*, *Customer asked to postpone*, *Payment / credit hold*, *No vehicle / driver*, *Address / delivery issue*, *Other*) and the waybill number. The shipped part is written as the order's shipment (waybill and ERP chain as usual); the rest moves to the next run with its reason.
- **Proof of delivery:** on a run on the road, each stop is *Delivered* (received by / note) or *Not delivered* (reason). The run completes after the last stop. A failed delivery goes back to the board's queue; **Plan redelivery** puts it on the next run.

When an order is carried over, the person who entered it, the company owner and the region owner are notified (*… carried over to the next run (Out of stock) → 28.10.2026*). A past run left open is reminded to the region owner the next morning; empty past runs are cancelled automatically.

## Customer updates and tracking link {#notify}

Every planned order has a **tracking link** that opens without signing in: Order received → Scheduled for delivery → On the road → Delivered, with the delivery day and, if it changed, the previous date. The page shows no prices and is closed to search engines.

To inform customers, use the **Shipping and delivery** templates under Workflows → New:

| Template | When |
|---|---|
| Scheduled: tell the customer | When an order is first planned on a run — with the day and the tracking link |
| Reminder 1 day before delivery | Before the run day (days adjustable) — with vehicle and driver |
| Delivery date changed: tell the customer | When an order is carried over — notification to the owner + draft email to the customer |
| Satisfaction after delivery | When delivered — satisfaction email |

Texts can use `{sevk_tarihi}`, `{sevk_bölge}`, `{sevk_araç}`, `{sevk_şoför}`, `{takip_link}`, `{kalma_nedeni}`, `{sipariş_no}`, `{po}` and `{termin}` (delivery date, region, vehicle, driver, tracking link, carry-over reason, order no, PO, due date); direct sends wait for business hours. [Workflows](/guides/workflows#rules)

## Order from an action {#from-action}

The fourth answer to **What happened with this action?** on the action card is **Order and ship**: product, quantity, price (suggested from the company's contracted price or price list), customer PO, due date and note. Three options: **Add to the next run** (it names the run), **Ship now** (a shipment today) or **Order only** (planned later). Saving completes the action and can schedule the next task.

## Permissions and limits {#limits}

- The board, run pages, order chips and the company-card strip are for admins and users with opportunity access; regions, vehicles and settings for admins only.
- Capacity counts an order when its unit converts to the run's unit (kg ↔ ton); a unit that doesn't convert (pieces ↔ kg) isn't counted and shows as a warning on the run.
- The route is straight-line from company locations (not real driving time); stops without a location go last.
- With a partial shipment the shipped part is the order's shipment; the remainder of the same order is tracked on the new run.