X Mobile Guide

X Mobile is the software application used to transmit order, route, and other information via handheld devices to delivery personnel. Two main types of data is sent to X Mobile: On-Demand orders and Routed stops. X Dispatch is the application that sends on-demand orders and X Route is the application that sends routed stops. The first several chapters of this guide review on-demand order processing from orders sent via X Dispatch, the next several chapters review route processing for routes assigned via X Route.

This guide thoroughly explains X Mobile functions and after reading this document users will have a fundamental understanding of how to use it. 

Specific terms used in this article are defined below:

• Softkey - A "button" on the device's screen that is used to select a feature. This is not an actual button on keyboard.
  
• Center button - The main button on the keyboard of many devices. It varies from device to device, however it's usually larger than other buttons and may be a different color. Often it's surrounded by the left & right, and up & down arrow buttons.
  
• Main Menu - The first menu that appears on the device. Selections are: Orders & Msgs, Route Manifest, BOL Manifest, Check In, Check Out, Settings, and Quit.
  
• Action Options Menu - Another X Mobile menu. Selections are: Next Action, Parcels, Accessorials, and Status Codes.
  
• Action Menu - The menu from which order statuses are updated. Selections are: Confirmed, Received at Dock, Next Pickup, At Pickup, Picked Up, Next Destination, At Destination, Delivered, Reject. Please note that these selections are configurable and all may not appear on every device.

On-Demand Orders

Mark Orders as Delivered Collect POD and Signature Information

When order is delivered select it on the device and move through the menus to the "Action Menu." These options are available: Mark order as delivered, Enter POD, Comment, and Signature. Depending upon device being used a signature may or may not be able to be saved.

Mark order as delivered: Select "Delivered." 

Confirm by selecting "Yes" when prompted.

Enter POD:To open POD input screen, press device's center button. For touchscreen device tap in POD field. Enter POD, press "Menu" softkey, press "OK." 

Enter comment: Scroll to comment section and press device's center button, or tap it on screen. Enter comment, press "Menu" softkey, press "OK." 

Enter signature: For touchscreen devices only press "Menu" softkey and select "Add Signature." Have consignee sign screen. Use "Save" softkey to save signature. 

Finish order: Press "Menu" softkey and select "Done". Order is removed from screen and updates sent to delivery company.

Other Commands

Confirm: Confirm that order is accepted by delivery person.
Received at Dock:
Next Pickup:
At Pickup: Delivery person has arrived at pickup location.
Picked up: Package is picked up.
Next Destination:
At Destination: Delivery person has arrived at destination location.
Delivered: Package is delivered.
Reject: Delivery person cannot accept order. The order is put into an "Undispatched" status.

Manifest Menu Commands

The "Manifest Menu" is the menu that appears when the "Menu" softkey is pressed from the order list screen. Typically "Details" is chosen from this menu however other options exist. Review list below for descriptions of the available options.

On-Demand Parcel Information and Scanning

Parcels can be assigned to orders so that individual tracking information can be noted for each item. If parcels are assigned to orders, they are managed in the "Parcels" area of the "Action Options" menu via the following steps:

1. Open order from X Mobile "Main Menu."
   
2. Press "Next" softkey.
   
3. Select "Parcels" from "Action Options" menu.
   

4. All parcel descriptions and barcode data for order appear in a list. If X Mobile device is equipped with barcode scanner, parcels can be scanned at this time.

   

5. If scanned barcode matches the information for a parcel a "good scan" tone is emitted and a checkmark is displayed in the box next to scanned parcel. If parcel is unexpected (Overage) or if barcode doesn't match what is expected, a "bad scan" tone is emitted, and a new parcel is created with a red "X" displayed next to it. 

   Example of the different icons for each parcel status:

   

   • Parcel SL-937-39X - Parcel has an empty box next to it indicating that it has not been scanned.
     
   • Parcel WD-226-65A - Parcel has a box with a checkmark indicating a properly scanned parcel.
     
   • Parcel FM-851-82K - Parcel has a yellow box with a checkmark. The yellow indicates an exception such as "Damaged" was entered, the checkmark means it was scanned and thus picked up or delivered.
     
   • Parcel AB-555-42C - Parcel has a yellow circle with no checkmark. This means an exception was entered and parcel was not scanned. This typically means the parcel was kept on the vehicle and not picked up or delivered.
     
   • Parcel OU-143-90W - Parcel has a red circle with an "X". Indicates an overage, or unexpected parcel was scanned. This could be normal (a "Return") or an incorrect scan.

6. When scanning is complete press the "Menu" softkey and select "Done".

   

7. After pressing "Done" the "Over, Short, & Damaged" (OS&D) report is displayed. This report summarizes the end result of the parcel scanning process. If what is shown on the report isn't accurate the parcels menu can be accessed again and the parcels can be updated.

   

   OS&D terms listed below:

   • Over - Number of unexpected scans.
     
   • Short - Number of expected parcels not scanned.
     
   • Correct - Number of expected parcels scanned.
     

Complete description of all options available in the Parcel Menu:

Accessorials

Another selection available in the "Action Options" menu is "Accessorials." Accessing this menu item gives the delivery person the ability to update accessorial items such as pieces, weight, lift gate, and other items on the order. Note that permission to access to this area is provided by the delivery company, so it may not be accessible.

The initial accessorial screen before items are added:  

• Use the "Add" softkey to add new accessorials.

The entry of an accessorial calling "Waiting Time.":

The completed information for "Waiting Time.":

Note that the quantity is entered in addition to a note.

The completed waiting time accessorial:

Additional items are added via the "Add" softkey. They can be deleted or edited via the "Menu" softkey.

Status Codes

"Status Codes" is the last menu selection and it's where the delivery person can set different statuses for orders such as Damaged, Left at Door, Arrive warehouse, Depart warehouse, At airport, or other statuses that the delivery company creates. The benefit of status codes is that the delivery company can program any status code which helps the dispatcher track the order, thus providing very granular order statuses beyond simply "Picked Up" or "Delivered." Status codes appear in X Internet so the customer can also view the precise state of their orders.

The initial Status Code screen:

The selection of a Code:

The completed entry in addition to a comment:

Messages from Dispatch

Text messages can be sent back and forth between dispatch and the delivery personnel via X Mobile devices. This type of communication is fast and accurate thus enabling the message information to be quickly understood. Furthermore because of the technologies used in the X Mobile system, a message can be sent by either party and if the X Mobile device is not in coverage, the message will be "queued up" until the device gets in coverage, then the message is sent. In this way the person sending the message can send it as soon as they think about it instead of waiting until the device is back in coverage.
 

The message is read by using the same method as opening an order. Use "Menu" softkey and choose "Details" or touch the message on the screen, or use the center keyboard button.

After reading message and pressing "Next", two options are available: Reply and Delete.

If "Reply" is chosen message is entered on device and sent to dispatch, "Delete" removes message. 

Delivery personnel can choose to send a message by selecting the "Send Msg" option from the "Manifest Menu".

Follow steps above to finish and send message.

The documentation for processing on-demand orders via X Mobile is now complete.

The remaining parts of this guide describes X Route and Maintenance functionality.

Route Manifest: Download

The following several chapters review functionality of X Mobile related to X Route. X Route sends routed stop and other information to X Mobile. If information about delivering routed stops is not necessary there is no need to read Chapters XII through XVI.

Unlike on-demand orders, route manifests must be manually downloaded into X Mobile. Download by double-tapping "Route Manifest" from Main Menu or highlight this option and tap "Select."

If no routes are currently downloaded into X Mobile, a blank 'Route Stops' screen appears along with the "Get New Route" function.

If routes have already been downloaded for the current or another day, that route information displays. When new route is downloaded, existing route information is removed. To download route, select "Get New Route." By default, the mobile device's current date is used. 

If route from another date must be downloaded, click calendar icon to choose desired date.

When route date is selected, choose whether route should download with "Short," "Long," or "Both" types of remarks, and tap "Go". 

A list of routes assigned to mobile device displays. 

Note: One route is downloaded at a time. If more than one route is required, the previous download steps must be followed for each route.

When route is selected, tap "Done" to download route. 

Example shows "Route 1234" for 09/26 with 5 route stops:

Use the following steps to open route stop:

1. Tap on stop to open, or use "Menu" and "Next."
   
2. Scan route stop barcode located on the daily printed route manifests.
   
3. Scan contract stop barcode which corresponds with the stop you'd like to open. This barcode is static and doesn't need to be printed daily.
   
4. Scan X Mobile secondary lookup barcode (requires configuration on contract stop and may not be available. Please check with supervisor if you're unsure if barcode is setup).
   

Please note if stop is opened via a barcode scan option listed above, it's automatically marked "As Arrived." If stop is opened manually, the 'Mark as Arrived" option must be selected manually to mark the "Arrived" status on stop. See: Route Manifest: Mark as Arrived. Once one of the actions above is completed, the route stop displays with the following information: 

• Route Stop Name
  
• Route Stop Address
  
• Route Stop City
  
• Route Stop Type
  
• Min Stop Time
  
• Max Stop Time
  
• Preferred Stop Time
  
• Remarks (may be Short, Long, or both Remarks depending upon the Route Download Options.)
  
• Route Stop Number
  
• Stop Notes (if any)
  

The next sections of this guide explain the steps necessary to complete a route stop from start to finish.

Route Manifest: Mark as Arrived

Once route stop to be completed is selected, the following "Route Options" are displayed: Parcels, POD, Add Signature, Deactivate Stop, and Mark as Arrived.

To mark stop's arrival time double-tap "Mark as Arrived" or select this option and tap 'Next".

Select 'Yes" to mark stop as "Arrived." Please note that the "Mark as Arrived" option can only be selected once. It's not possible to update arrived time once it's been selected, so be sure to choose this option carefully. XXXXX - Review last sentence.

Route Manifest: Parcel Scanning and Management

Once stop is selected the following "Route Options" display: Parcels, POD, Add Signature, and Deactivate Stop. 

To complete the scanning process for a route stop, select "Parcels"' from "Route Options" screen and either double-tap, or choose the 'Next' option. The list of expected parcels displays.

1. All parcel descriptions and barcode data appear in a list. If X Mobile device is equipped with barcode scanner, parcels can be scanned at this time.
   

2. If scanned barcode matches the information for a parcel a "good scan" tone is emitted and a checkmark is displayed in the box next to scanned parcel. If parcel is unexpected (Overage) or if barcode doesn't match what is expected, a "bad scan" tone is emitted, and a new parcel is created with a red "X" displayed next to it. Use the "Exceptions" menu option if necessary to record damaged goods, etc..

   

   Example shows the different icons for each parcel status:

   

   • Parcel SL-937-39X - Parcel has an empty box next to it indicating that it has not been scanned.
     
   • Parcel WD-226-65A - Parcel has a box with a checkmark indicating a properly scanned parcel.
     
   • Parcel FM-851-82K - Parcel has a yellow box with a checkmark. The yellow indicates an exception such as "Damaged" was entered, the checkmark means it was scanned and thus picked up or delivered.
     
   • Parcel AB-555-42C - Parcel has a yellow circle with no checkmark. This means an exception was entered and parcel was not scanned. This typically means the parcel was kept on the vehicle and not picked up or delivered.
     
   • Parcel OU-143-90W - Parcel has a red circle with an "X". Indicates an overage, or unexpected parcel was scanned. This could be normal (a "Return") or an incorrect scan.

3. When scanning is complete press the "Menu" softkey and select "Done". 

   

4. After pressing "Done" the "Over, Short, & Damaged" (OS&D) report displays. 

   

   This report summarizes the end result of the parcel scanning process. If what is shown on report isn't accurate the parcels menu can be accessed again and parcels updated. OS&D terms listed below:

   • No Pairs - Shows no parcels where paired to another stop on the route. If parcels were paired a new section of the OS&D report appears with those totals. 
     
   • Over - Number of unexpected scans.
     
   • Short - Number of expected parcels not scanned.
     
   • Exceptions - Number of expected parcels scanned.
     
   • Total - Total number of both handled and unhandled parcels on stop.
     

Parcel Scanning Menu Summary 

The functions below are available in X Route when "Parcels" is selected.

Route Manifest: Collecting a Signature

To collect signature for route stop, choose 'Add Signature' from 'Route Options' screen and double-tap it or choose "Next." 

Have consignee sign X Mobile device and press the "Save" softkey. 

Use "Cancel" option under "Menu" to exist from signature mode, or remove signature by using "Clear." 

Route Manifest: Collecting POD and Closing Stop

Check In and Check Out

Checking in and checking out are the processes whereby delivery personnel can activate or deactivate themselves on the dispatch board. An activated person appears on the dispatch board and signals to the dispatcher that that they are ready to receive orders, and a deactivated person does not appear on the dispatch board. Check in and out processes are granted by the delivery company, so they may not be available.

Check In

Choose the "Check In" selection from the "Main Menu." 

Confirm the "Check In" process in the second screen. 

Check Out

Choose the "Check Out" selection from the "Main Menu." 

Confirm the "Check Out" process in the second screen.

When the "Check In" or "Check Out" process is completed, the device will show either the on-demand order screen or the routes screen, depending upon where the last activity on the device occurred.

Appendix 1: Initial Device Setup

When X Mobile is started the very first time, the 'X Mobile Initial Setup Screen' is displayed. The information below is required for the device to function

Appendix 2: X Mobile Settings

Settings Menu Summary

The "Settings" option from the Main Menu contains functions that are not used for day to day X Mobile functions but rather for setting up and testing the device.

Advanced Menu Summary 

The functions located in the "Advanced Menu" The "Settings" option from the Main Menu contains functions that are rarely used for day to day X Mobile functions. 

Edit Profile 

Additional phone settings