Recurring Order

The Recurring Orders section is very similar to the Orders section, but displays orders that will be posted automatically on a recurring schedule. Based on the recurring schedule, new orders are created when recurring orders are posted automatically or manually. See Post Recurring Orders or Routes and How to post Routes and Recurring Orders automatically.

To access the Orders section go to On Demand > Recurring Orders

 

Field NameDescription

The current status of the recurring order is displayed by the color of the envelope.

  •  - Rated and uninvoiced 
  •  - Unrated and will not be invoiced 
  •  - Canceled 

If the recurring order has a dispatch flag set, a red flag icon  will be displayed. 

CustomerThe customer's name that the recurring order is for. See Customers - New/Edit Customer.
IDThe recurring order ID.
CSRHow the recurring order was entered and/or who entered it.
OriginName of where the recurring order is being picked up from.
Origin AddressStreet address of where the recurring order is being picked up from.
Origin CityCity of where the recurring order is being picked up from.
DestinationName of where the recurring order is being delivered to.
Dest AddressStreet address of where the recurring order is being delivered to.
Dest CityCity of where the recurring order is being delivered to.
Customer IDCustomer ID for the Customer. See Customers - New/Edit Customer.
Order DateDate and time the recurring order was placed.
Order TypeOrder type that is on the recurring order.
AttachmentsThe number of attachments on the recurring order.

How to Search for a Recurring Order

You can find orders by entering the criteria in the Look for field and selecting the column field you would like to Search Under.

Search by Recurring Order Number

If you know the recurring order number you are searching for you can enter it in the search box in the top right. 

Quick Tip

This search bar can be used throughout the Operations App and not just in the Recurring Orders section.

How to Add a New Recurring Order

  1. Go to On Demand > Recurring Orders.
  2. Click the New button. 

Alternate Steps

  1. Click the arrow next to the New button, or press Alt + N keys. 
  2. Select Recurring Order, or press the E key.

How to Edit a Recurring Order

  1. Go to On Demand Recurring Orders.
  2. Double click on the recurring order you would like to edit.

How to Delete/Cancel a Recurring Order

  1. Go to On Demand Recurring Orders.
  2. Double click on the recurring order you would like to cancel.
  3. Click the cancel button  in the top toolbar.

Quick Tip

To cancel a new recurring order before it has been saved, click the X in the top right to close the form.

Toolbar

Field NameIcon NameDescription
Save and CloseSave the current recurring order and open a new recurring order form.
Save and Keep OpenSave the current recurring order and keep the recurring order form open.
Reprint Dispatch Ticket

Print the recurring order in a formatted print form or as seen on the screen depending on the selected Print dispatch ticket in the order type of the order. See Order Types (Classic Operations App)

Disabled when creating a new recurring order.

Print Shipping Label

Print a shipping label for the recurring order that can be added to the package.

Disabled when creating a new recurring order.

Quick Tip

If you need changes made to the existing shipping label, including the logo, please contact Technical Support.

Use Imager to Scan AttachmentScan a document using a scanner connected to your computer and add it as an attachment to the recurring order.
Insert FileUpload a file as an attachment to the recurring order.
Set Dispatch FlagFlag either the Origin Remarks, Destination Remarks, Order Comments or all 3 of these fields for the recurring order.  The fields marked as flagged will be highlighted in red.
Cancel

Cancel the recurring order. This will stop new orders from being created when recurring orders are posted. It will not cancel orders that have already been created and posted.

Quick Tip

Canceled recurring orders can be restored or viewed for reference.

Disabled when creating a new recurring order.

Restore

Restore the canceled recurring order. This will create new orders based on the recurrence schedule when recurring orders are posted.

Quick Tip

Restored recurring orders will need to be re-rated.

Visible only for canceled recurring orders.

Return

Save and close the current recurring order and create a new return recurring order with the same Order Number but appended with a ".01" at the end. The new order will automatically fill in the same Customer IDContact, and Billing Group. The Origin and Destination information will be reversed. You will need to select an Order Type for the new order.

Multiple Order Same OriginSave and close the current recurring order and create a new recurring order with the same Customer IDContact, Billing Group, and Origin.
Multiple Order Same DestinationSave and close the current recurring order and create a new recurring order with the same Customer IDContact, Billing Group, and Destination.
Continuation

Save and close the recurring current order and create new recurring orders in a sequence with the same Order Number but appended with a ".01", ".02", ".03", etc. at the end. The new recurring orders will automatically fill in the same Customer IDContact, and Billing Group. The Destination information will be entered for the Origin. You will need to select an Order Type for the new recurring orders.

CloneCreate a duplicate recurring order with all of the information the same except for the dates which will be filled in as the current date.
Insert Customer AddressIf the Origin Name or Destination Name field is selected, the current Customer Name and Customer Address information automatically filled in.
RateRate the recurring order. 
Lock Charges

Lock or unlock the Charges tab. If the charges are locked, no changes can be made under the Charges tab until the recurring order has been unlocked. 

  • Users with "Edit Recurring Order" permissions can only unlock charges that they have locked themselves.
  • Users with "Unlock Recurring Rates" permission can unlock rates on any locked charges.

See Users (Classic Operations App).

Lock Driver Pay

Lock or unlock the driver pay on the recurring order. If the driver pay is locked, no changes can be made to the driver assignment or pay under the Drivers tab until the recurring order has been unlocked.

  • Users with "Edit Order" permissions can only unlock driver pay that they have locked themselves.
  • Users with "Unlock Recurring Rates" permission can unlock driver pay on any locked order.

See Users (Classic Operations App).

Users with the proper permissions can unlock driver pay when assigning an order from the On-Demand Dispatch board. 

Bill Credit Card

Credit card information will not be added to the created (posted) orders. 

RecurrenceSet the recurrence schedule. See Recurrence Schedule.
Flip AddressesSwitch the Origin and Destination information.

Re-calculate Distance

Recalculates the distance between origin and destination. 

View Customer Notes

Opens the Customer Notes found on the Notes tab of the customer record

Quick Tip

The icon will be yellow if a note exists.

View Driver SettlementsDisplays the "Driver Settlement" amount for the recurring order.
Email Status

This function does not work on recurring orders. Statuses can be emailed on the posted order. 

Email Shipping Label

Open a form to email the shipping label. See How to Email a Shipping Label from the Order Form.

Form

Field NameDescription

Customer ID

The customer ID number for the customer associated with the recurring order. 

  • Enter the customer ID number and press the Tab key to load the appropriate default customer information.
  • If you do not know the customer ID number, enter the first few letters of the company name and press the Enter key to open the Find window to search for the customer ID number.


Quick Tips

Contact

The customer contact name. 

Quick Tips

  • Use the dropdown to select a contact from the customer record.
  • Click the Contact... button  to edit the contact information.
Billing Group / Cost

Used for grouping invoices.

Example

If the customer has sub-accounts, the sub-account can either be entered directly or picked from a list. This field can be filled in when the customer has different departments or offices that require a single invoice but need to track the usage and billing by department/office. 

Origin
Name

The address name of the origin for the recurring order. 

  • Enter the first few letters of the address name and press the Enter key to search for an address.
  • If the origin is from the customer associated with the recurring order, press the Insert key to populate the customer's Local Information Address from the customer record(Note: If the Contact associated with the recurring order has an address, and the "Override" box is checked, the Insert key will populate the contact's address instead.) 

The address of the origin.

The button is enabled once the address is chosen from the Name field above. 

Quick Tips

  • Click the Address... button to search for an address.
  • Click on the address will show the location of the address on a map using your default "Left Click Mapping" option. 
  • Color of address links:
    • Blue - Validated
    • Red - Unvalidated.

This is not used on the recurring order form. 

Click to view the recurring origin location information. 

Phone

Phone number of origin address. 

If added or edited in this field it will only be saved on the recurring order and it will not be saved in the address book.

Click the Remarks... button to open a list of global origin remarks to select from that you can add or edit.

Get DirectionsClick the "Get Directions" link to open a window with a map and directions from the origin to the destination of the recurring order.

Click the arrow icon to open the Remarks in a separate window for easy editing.

Remarks (textbox)

Comments for the origin. 

Displayed in Nextstop on the Stop Info screen, the Client Portal Track Order details, and X Internet Track Order. If the stop is consolidated in Nextstop, only the Remarks of the first consolidated will be displayed.

Quick Tip

Entering a URL in this field will display as a clickable link in Nextstop 3.1.1 or newer.

Destination
Name

The address name of the destination for the recurring order. 

  • Enter the first few letters of the address name and press the Enter key to search for an address.
  • If the destination is to the customer associated with the recurring order, press the Insert key to populate the customer's Local Information Address from the customer record(Note: If the Contact associated with the recurring order has an address, and the "Override" box is checked, the Insert key will populate the contact's address instead.) 

The address of the origin.

The button is enabled once the address is chosen from the Name field above. 

Quick Tips

  • Click the Address... button to search for an address.
  • Click on the address will show the location of the address on a map using your default "Left Click Mapping" option. 
  • Color of address links:
    • Blue - Validated
    • Red - Unvalidated.

This is not used on the recurring order form.

Click to view the destination location information. 

PhonePhone number of origin address. 
Click the Remarks... button to open a list of global origin remarks to select from that you can add or edit.
Get DirectionsClick the "Get Directions" link to open a window with a map and directions from the destination to the origin of the recurring order.
Click the arrow icon  to open the Remarks in a separate window for easy editing.
Remarks (textbox)

Comments for the destination. 

Displayed in Nextstop on the Stop Info screen, the Client Portal Track Order details, and X Internet Track Order. If the stop is consolidated in Nextstop, only the Remarks of the first consolidated will be displayed.

Quick Tip

Entering a URL in this field will display as a clickable link in Nextstop 3.1.1 or newer.


Email /SMS Text Alerts 

Email address(es) and/or phone number(s) that will automatically receive status update notifications for the created orders. Separate multiple entries with a semicolon ";".

Quick Tip

POD information will automatically be sent to the address(es) upon delivery.  

Placed / Picked Up / Delivered
These check boxes determine which email/SMS text alert notifications will be sent during the delivery process. 
  • Placed - A confirmation email the moment the recurring order is posted.
  • Picked Up - An email confirmation verifying the pick up for the created (posted) order has occurred. 
  • Delivered - An email containing POD information for the created (posted) order.

Quick Tip

If the customer record requires any one or all three of the above boxes, they will automatically be checked and can not be removed.

General

Field NameDescription
References

References for the recurring order usually supplied by the customer and will appear on the driver’s device and the customer’s invoice.

You can use the dropdown to select from a list of approved references or manually type one in.

Pickup
  • From - The time and date the created orders will be ready for pickup. This default value is the current time and date the recurring order is created.
  • To -  The time and date the created orders must be picked up by. This value is set by your company for dispatching purposes and usually is not changed, but can be changed if there is an actual deadline.
  • When the To time should be.
    • Same Day
    • Next Day
    • Nxt Weekday 
Service Type

The service type for the recurring order. See Service Types (Classic Operations App)

Quick Tip

Having a service type helps filter valid order types for the created orders.

Order Type

The order type for the recurring order. Only order types that are priced for this customer will appear in the list.

Parcel Info

The parcel type that is being picked up. See Parcel Types (Classic Operations App). This list may be limited to the Available Parcel Types selected in the customer record Parcel Types tab if Enable parcel type list in XD is enabled on the customer record

  • Pieces - The number of pieces to be picked up. 
  • Weight - The weight of the parcel(s) to be picked up.
  •  - Opens the Dimensional Weight Calculator. See Dimensional Weight Calculator.
Delivery
  • From -  The time and date the created orders cannot be delivered before.
  • When the From time should be.
    • Same Day
    • Next Day
    • Nxt Weekday 
  • To -  The time and date the parcel must be delivered by. 
  • When the To time should be.
    • Same Day
    • Next Day
    • Nxt Weekday 
Force Location Scan

Require the driver to scan a location barcode in the Driver App, when completing the order. Selection options include: "None", "Upon Arrival", "Upon Departure", or "Both". See Force Location Scan in Nextstop 3.

  • Pickup
  • Delivery
Labels

Label(s) to be used for reporting purposes. See Labels (Classic Operations App).

Order Comments

General notes about the recurring order.  

Quick Tip

You can add Order Comments to a message format by adding the "[SpecialInst]" field to the Message Format. See Message Formats (Classic Operations App).

Not displayed in Nextstop or the Client Portal.

Charges

The Charges tab shows a summary of all charges applied to the created orders.

Field NameDescription
Item

Items being charged on the create orders. 

Every recurring order must have a "Base Rate", even with a Price of $0.00. Without a "Base Rate" the created order's order status of the job is 0 and the job will not be invoiced. A "Base Rate" item will not be created if a base rate cannot be found or calculated.

Quantity

The quantity for the Item listed.

Distance quantity must be updated in the "Override Calculated Distance". See Distance Override in the Orders article.  

Price

The price of the item. It is automatically be calculated and entered, but can be edited with proper "Order" permissions

DriverA specific driver to be paid on the item for multiple driver orders.  All the commission on the item will be given to the selected driver, overriding any percentage split that may be applied under the Driver tab.
CommentsComments or notes for the item. 
Rate Explanation

Click to display the Item Rate Details for the item which shows how the item rate was calculated

Quick Tip

Users with the "Edit Rates" permission can make edits in the Item Rate Details. See Users (Classic Operations App).

How to Remove an Item

Select the row of the item by clicking on the row, a triangle will appear, then press the Delete key.

Drivers

The Drivers tab shows all the drivers assigned to the created orders and any required inputs.

Field NameDescription
$This is not used on the recurring order form.
Driver

Selected driver(s) for the created orders. 

Quick Tip

Drivers are listed by driver ID.

Percent

To view Driver Pay Items you must have the "View Driver Pay Percent" permission, under X Dispatch Functions > Orders, enabled.

The percentage value is used to calculate how much the driver will be paid. This value will default to 100% when a driver is selected. 

Quick Tip

If more then 1 driver is selected, you must adjust the percentage for each driver.

Pay Amount

To view Driver Pay Items you must have the "View Driver Pay Amounts" permission, under X Dispatch Functions > Orders, enabled.

The amount the driver will be paid. 

Changing this amount will override all driver pay calculations including the Percent amount.

Settlement NumberThis is not used on the recurring order form.
Required Input
Add New

Click the button to add a new specific driver prompt for the driver when he/she picks up and/or delivers the created orders. See Nextstop 3 Required Driver Input. 

Add Workflow Prompt

This form displays when adding a new required input.

  • Prompt to display to driver: What the driver will see in Nextstop.
  • Prompt at this event: Choose between pickup or delivery for on demand orders, and arrived or completed for route stops.
  • Response type: Choose between

    • Toggle: A switch 

    • Numeric Only: Numeric value

    • Text: Alphanumeric characters

For X Dispatch 21.1 or newer, you can select to display the prompt for specific route stops when adding the required driver input from a customer record.

  • Prompt on this stop type: Displayed only when adding/editing routed required driver input on a customer record. Choose to display the prompt on all stop types or a specific stop type for the customer.

Required InputThe prompt to display for the driver.
ResponseThe driver's response.
TimestampThe timestamp when the driver responded.
Event

When the prompt will appear. 

  • Pickup
  • Delivery.

How to Remove a Driver or Delete a Required Input

Select the row of the driver or required input by clicking on the row, a triangle will appear, then press the Delete key.

Notes

The Notes tab can be used to add notes for the created orders. See Notes

Field NameDescription
Type

The type of note.  Default note types include:

  • Bill Note
  • Email Note
  • Phone Note

See Note Types (Classic Operations App).

Email

If checked, the note will be emailed to the email address in the Email field on the recurring order form when using [OrderNotes] in a message format associated with the customer. See Message Formats (Classic Operations App) and Customers - New/Edit Customer

Note

The note. Click here to add or edit the note. 

How to Remove a Note

Select the row of the note by clicking on the row, a triangle will appear, then press the Delete key.

User Fields

The User Fields tab allows you to customize up to 12 user-defined fields to be able to track specific data and use for custom reporting. See How to Set Up User Definable Fields for Orders.

Attachments

The Attachments tab displays all files attached to the recurring order. To add a new attachment click the insert file icon  in the toolbar o right click and select Insert File or Create Text File. Double click to open the attachment or select the attachment then right-click and select Open... The right-click menu also allows you to delete, save the attachment to your computer, and edit the Description. 

Flight

The Flight tab allows you to enter flight information associated with the recurring order

Field NameDescription
Departure
AirportThe airport code of the airport the flight is departing from.
CarrierThe name of the airline of the departure flight.
FlightThe flight number of the departing flight.
TimeThe time of the departing flight.
TypeThe type/model of the departing flight airplane.
Distance from OriginThe distance from the "Origin Address" of the recurring order to the airport.
Arrival
AirportThe airport code of the airport the flight is arriving at.
CarrierThe name of the airline of the arrival flight.
FlightThe flight number of the arrival flight.
TimeThe time of the arrival flight.
TypeThe type/model of the arrival flight airplane.
Distance to DestinationThe distance from the airport to the  "Destination Address" of the recurring order.

Airbill NumberThe Airbill Number for the charges of the flight.
Carrier ChargesThe total charges for the flight.
Comments

Comments related to flight information. Clicking on the arrow icon  will open the comments in a separate window for easy editing.

Tasks

Tasks are listed in the Tasks tab. The DueDate of overdue tasks will be highlighted red and completed tasks will be highlighted in green. You can add, edit and delete tasks by right-clicking in the Tasks section.

Quick Tip

When selecting to Edit or Delete a task, make sure to select the task first and it is highlighted in blue.

Tasks are assigned to users and can have reminders set. When the Reminder field is set, the Edit Task form will pop up at the time the reminder is set. for. For example, if Reminder is set to "10 Minutes" and my Due date is set to "06:00 Wed 03/27/19", the Edit Task form will pop up at 5:50am on 03/27/2019. 

The task must be completed to dismiss the pop up.

When the Mark as Completed button is clicked, a date field will appear to enter the time and date that the task was completed. 

Quick Tip

The Open Parent button will open the human resource record attached to the task.