Recurring Order
The Recurring Orders section of X Dispatch, 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 Name | Description |
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The current status of the recurring order is displayed by the color of the envelope.
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If the recurring order has a dispatch flag set, a red flag icon will be displayed. | |
Customer | The customer's name that the recurring order is for. See Customers - New/Edit Customer. |
ID | The recurring order ID. |
CSR | How the recurring order was entered and/or who entered it. |
Origin | Name of where the recurring order is being picked up from. |
Origin Address | Street address of where the recurring order is being picked up from. |
Origin City | City of where the recurring order is being picked up from. |
Destination | Name of where the recurring order is being delivered to. |
Dest Address | Street address of where the recurring order is being delivered to. |
Dest City | City of where the recurring order is being delivered to. |
Customer ID | Customer ID for the Customer. See Customers - New/Edit Customer. |
Order Date | Date and time the recurring order was placed. |
Order Type | Order type that is on the recurring order. |
Attachments | The 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 X Dispatch and not just in the Recurring Orders section.
How to Add a New Recurring Order
- Go to On Demand > Recurring Orders.
Click the New button.
Alternate Steps
- Click the arrow next to the New button, or press Alt + N keys.
- Select Recurring Order, or press the E key.
How to Edit a Recurring Order
- Go to On Demand > Recurring Orders.
- Double click on the recurring order you would like to edit.
How to Delete/Cancel a Recurring Order
- Go to On Demand > Recurring Orders.
- Double click on the recurring order you would like to cancel.
- 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 Name | Icon Name | Description |
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Save and Close | Save the current recurring order and open a new recurring order form. | |
Save and Keep Open | Save 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 Attachment | Scan a document using a scanner connected to your computer and add it as an attachment to the recurring order. | |
Insert File | Upload a file as an attachment to the recurring order. | |
Set Dispatch Flag | Flag 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 ID, Contact, 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 Origin | Save and close the current recurring order and create a new recurring order with the same Customer ID, Contact, Billing Group, and Origin. | |
Multiple Order Same Destination | Save and close the current recurring order and create a new recurring order with the same Customer ID, Contact, 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 ID, Contact, 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. | |
Clone | Create 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 Address | If the Origin Name or Destination Name field is selected, the current Customer Name and Customer Address information automatically filled in. | |
Rate | Rate 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.
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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.
See Users (Classic Operations App). In X Dispatch 21.0 or newer, 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. | |
Recurrence | Set the recurrence schedule. See Recurrence Schedule. | |
Flip Addresses | Switch 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 Settlements | Displays 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 | Requires X Dispatch 21.0 or newer. Open a form to email the shipping label. See How to Email a Shipping Label from the Order Form. |
Form
Field Name | Description |
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Customer ID | The customer ID number for the customer associated with the recurring order.
Quick Tips
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Contact | The customer contact name. Quick Tips
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Billing Group / Cost | Used for grouping invoices. ExampleIf 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.
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The address of the origin. The button is enabled once the address is chosen from the Name field above. Quick Tips
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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 Directions | Click 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, Rapidship 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.
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The address of the origin. The button is enabled once the address is chosen from the Name field above. Quick Tips
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This is not used on the recurring order form. | |
Click to view the destination location information. | |
Phone | Phone 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 Directions | Click 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, Rapidship 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/ Fax Alerts" for X Dispatch 20.0 or older | 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.
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 Name | Description |
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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 |
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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.
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Delivery |
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Labels | Requires X Dispatch 20.0 or newer. 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 Rapidship. |
Charges
The Charges tab shows a summary of all charges applied to the created orders.
Field Name | Description |
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Item | Items being charged on the create orders. Every recurring order must have a "Base Rate", even with a Price of $0.00. Without a "Base Rate" the created order's order status of the job is 0 and the job will not be invoiced. A "Base Rate" item will not be created if a base rate cannot be found or calculated by X Dispatch. |
Quantity | The quantity for the Item listed. For X Dispatch 18.0 or newer, distance quantity must be updated in the "Override Calculated Distance". See Distance Override in the Orders article. |
Price | The price of the item. It is automatically be calculated and entered, but can be edited with proper "Order" permissions. |
Driver | A specific driver to be paid on the item for multiple driver orders. All the commission on the item will be given to the selected driver, overriding any percentage split that may be applied under the Driver tab. |
Comments | Comments or notes for the item. |
Rate Explanation | Click to display the Item Rate Details for the item which shows how the item rate was calculated. Quick Tip X Dispatch users with the "Edit Rates" permission can make edits in the Item Rate Details. See Users (Classic Operations App). |
How to Remove an Item
Select the row of the item by clicking on the row, a triangle will appear, then press the Delete key.
Drivers
The Drivers tab shows all the drivers assigned to the created orders and any required inputs.
Field Name | Description |
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$ | 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 Number | This 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 PromptThis form displays when adding a new required input.
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.
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Required Input | The prompt to display for the driver. |
Response | The driver's response. |
Timestamp | The timestamp when the driver responded. |
Event | When the prompt will appear.
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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 Name | Description |
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Type | The type of note. Default note types include:
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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 Name | Description |
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Departure | |
Airport | The airport code of the airport the flight is departing from. |
Carrier | The name of the airline of the departure flight. |
Flight | The flight number of the departing flight. |
Time | The time of the departing flight. |
Type | The type/model of the departing flight airplane. |
Distance from Origin | The distance from the "Origin Address" of the recurring order to the airport. |
Arrival | |
Airport | The airport code of the airport the flight is arriving at. |
Carrier | The name of the airline of the arrival flight. |
Flight | The flight number of the arrival flight. |
Time | The time of the arrival flight. |
Type | The type/model of the arrival flight airplane. |
Distance to Destination | The distance from the airport to the "Destination Address" of the recurring order. |
Airbill Number | The Airbill Number for the charges of the flight. |
Carrier Charges | The 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. |
Find Flights
This section is no longer available in X Dispatch 20.0 and newer because the 3rd party provider no longer supports the tool.
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 X Dispatch 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.