Using the DSD Application

The Direct Store Delivery, or DSD, application allows distributors to manage direct sales from their mobile warehouses, typically trucks, to their customers. Operators of the mobile warehouses, or truck drivers, can use the DSD application to access their orders on a daily basis. This includes actions like scheduling orders, processing orders, managing inventory, and syncing data once the route is complete.

Configuration

For information on the DSD requirements and application setup, refer to the Mobile and Direct Store Delivery Requirements and Direct Store Delivery Application pages. Additional configuration information is included below.

Process

Setting up the application

How is the application initially setup?

The Mobile and Direct Store Delivery Requirements and Installing Mobile and Direct Store Delivery pages should be used as a reference to ensure all requirements are met and the application is installed correctly. Once the DSD application has been downloaded and deployed to the user's mobile device, the following setup must be performed prior to utilizing the application:

  1. Open the DSD application on the mobile device to display the Options form.
  2. Click the Settings option.
  3. Enter the URL of the DEACOM application that will be used with the DSD application. For example, http://www.deacom.net/anexampleurl.
  4. Once the URL has been entered, click "Done" on the top right hand side of the form to return to the Options form.
  5. Select "Login" and enter the user ID and password. If desired, click "Remember Credentials" to save the ID and password to the device.
  6. After the ID and password have been entered, click "Login" in the top right side of the Options form. If this is the first time this device is being used to access the DSD application, the user will be prompted to enter a device description in order to have the device whitelisted. More information on whitelisting can be found on the Managing Users and User Security page.
  7. Once the device has been whitelisted, launch the DSD application again and login.
    1. If this is the first time this device has been used, click “Start Route” to begin a fully version and data sync. This process will only need completed once after each upgrade. (Details on the Start Route Syncing Logic is available in the Sync Orders field on the DSD Application page.)
  8. Select "Start Route" on the Options form. A system prompt should appear indicating that a Ship Via, Location Type, and Location must be specified before proceeding.
    1. Note: Users must select the "Start Route" option before clicking the "Route Options" button in order for the system to retrieve the appropriate route options from the server.
  9. Select "Ok" to close the prompt.
  10. Select "Route Options" and select the appropriate Ship Via, Location Type, and Location.
  11. Once complete, click "Done" on the top right hand side of the Options form.
  12. Click "Start Route" to complete the setup process.

How do User restrictions affect DSD application use?

  • If users have a Sales Rep or Sales Group restriction, then only the Customers that match the restriction will be pulled down to the DSD application on the mobile device. If the user does not have a Sales restriction, then only the Customers that default to the DSD Ship Via method are pulled down.
  • If users have Facility restrictions in place, they will be enforced when viewing and selecting Customer records in the DSD application.
  • If users have Customer restrictions in place, they will be enforced in the DSD application.

Additional information on user restrictions is available via the User Restrictions and Managing Users and User Security pages.

Configuring Reports and Records

To begin using the application, the following must be configured:

  • DSD-specific invoice(s) - Configured in Print Outs > Maintenance > DSD Layouts with a "Report Type" of "Invoice". Specific Bill-to Companies can have unique invoice layouts assigned using the "DSD Report Layout" field on the General tab of the record.
  • Receipts - Defined using an expression in the System > Options > Part Forms tab, the "DSD Receipt" field should be populated with the appropriate text and information that will be used by the DSD application to print receipts for customers.
  • End of Route report(s) - Configured in Print Outs > Maintenance > DSD Layouts with a "Report Type" of "End Of Route". This report contains details of orders delivered on the route.
  • Routes - Routes must be planned, active, and started, which is generally done using the Sales Inventory Calendar. For more information, refer to the Planning Routes page.
  • Ship Vias, Location Types, and Locations - The DSD application requires that a specific Ship Via, Location Type, and Location be selected via the Route Options form prior to beginning deliveries. Companies will most likely wish to specify DSD-specific versions of these records, with Locations representing the truck performing deliveries. For more information, refer to the Managing Freight Charges (Sales & Purchasing) page.
    • Note: Beginning in version 16.07.078. the "Default DSD Location" and "Default DSD Cash Account" fields were added to the Ship Via Method record. If these fields are populated, they will be used as the default when the Ship Via Method is selected in Route Options. Added to speed up processing and reduce potentially unnecessary inputs.
  • Parts - On the Item Master Properties tab for the Parts that will be used in DSD:
    • Any items that will be sold via the DSD application must have the "Saleable Through DSD" flag checked. If needed, the Price Updates transaction contains an option to modify multiple item records simultaneously.
    • If items will be returned via DSD, they will also need to have the "Returnable through DSD" flag checked. If this flag is not checked, then upon inputting a negative quantity (as in returning the item) on a Sales Order, a system prompt appears indicating the item may not be returned and resets the quantity to 0. This flag only applies to the DSD application and is used in situations when customers have some items that are not allowed to be returned via the DSD application but can be sold via DSD.
  • Lot Tracking - If necessary, the requirement to select a specific Lot when shipping may be disabled when using the DSD application. The option is set on a Facility by Facility basis using the "Don't Require Lot Tracking on DSD" flag on the Edit Facility form via Inventory > Maintenance > Facilities. If checked, the system will not require that a specific lot be selected when shipping Sales Orders from this Facility when using the DSD application. In this case, the system will automatically use FIFO rules to select the lots for lot tracked items. This applies only to the DSD application. If this flag is not checked, then any items marked for lot control will require users to select a specific Lot when shipping these orders in the DSD application.
    • Note: Lots in quarantine are not included in the lots available for use in the DSD application.
  • On Hand inventory - Inventory for the parts selected on DSD orders must be on hand for the Location Types and Locations specified, and must be available to be reserved or moved to the Locations of each Route in the DSD application. Process information on reserving and moving inventory can be found via the Picking Inventory and Moving Inventory pages, respectively.
  • Bill-to/Ship-to Companies - All customer records that may be used in the DSD application must have the "Usable in DSD" flag checked on the General tab of the record. For information on configuring customer records, refer to Managing Customers.
    • Note: The Ship Via Method selected in Route Options must match the Ship Via Method specified on the appropriate Customer records to select these customers when entering or modifying orders in the DSD application.
  • Sales Orders - Orders must be entered and the "Due to Ship" must match the day that the Route will be started.
  • Payment Types - Used when shipping orders in DSD, Payment Types are synced from the main application. Additionally, the security setting of “Accounting -- receive payment” must be set to Yes for a specific user who will be receiving cash payment on an active route. For the payment to be applied to the order, an invoice must be printed from DSD. For more information, refer to the Processing Orders through DSD page.

Starting a Route

At the beginning of the day, each driver will need to load his/her orders into the mobile application. This should be done at the Facility while connected to the appropriate wireless network. Once the driver has logged into the DSD application and set the appropriate Ship Via, Location Type, and Location, clicking the "Start Route" option handles the process of loading the appropriate Locations, inventory, and orders. Note that once the route has been started, any orders associated with that route will be critically locked in the main application. Additional information regarding record locking is available via DEACOM Basics > DEACOM 101 > Record Locking. There are four tabs or forms that are always available at the bottom of the screen when working in the DSD application. These forms/tabs are: Orders, Map, Inventory, and More.

Note: The "Start Route" button is available on the Route Options screen beginning in version 16.07.057 in order to save time and inputs for the user when starting a route in the DSD application.