Vehicle Scheduling

Set the product weight (every SKU)

Login as Sejal (or Admin)

Navigate Sales app → Products tab → Products.

1. Open the product record.
2. Click the Inventory tab.
3. Set the Weight (kg) — accurate to the kilogram. This is the value Odoo sums up per batch to compare against vehicle capacity.
4. Click Save.

Sprint 5, p.10 — Product weight is set under the Inventory tab on the product record.

Create a vehicle category

Categories group vehicles by capacity (e.g. "1-Tonne Bakkie", "3-Tonne Truck", "8-Tonne Truck"). Each category has a max weight which Odoo enforces when batches are built.

Login as Logistics Olympic Paints

Navigate Fleet app → Configuration tab → Categories → click New.

1. Category name — e.g. Truck — 3-Tonne.
2. Max weight — in kilograms (e.g. 3000).
3. Max volume — optional, only if volume is a constraint for some routes.
4. Click Save.

Sprint 5, p.12 — Vehicle category with max weight (and optional max volume).

Create a vehicle model

Models are reusable templates (e.g. "Toyota Hilux 2.4 GD-6"). Each model is linked to a category.

Navigate Fleet app → Configuration tab → Models → click New.

1. Model Name
2. Manufacturer
3. Vehicle Type (Car / Bicycle / Other — usually Other for trucks)
4. Category — choose the category created in Step B.
5. Click Save.

Sprint 5, p.13 — Model record with linked category.

Add the actual vehicle

Navigate Fleet app → Fleet tab → Fleet → click New.

1. Model — the model created in Step C. The category auto-populates.
2. License Plate
3. Driver — the user account of the assigned driver. (Optional Future Driver for handovers.)
4. Fleet Manager — typically Logistics Olympic Paints.
5. Click Save.

Sprint 5, p.14 — Vehicle record linking model, license plate, driver and fleet manager.

Open the deliveries list

Login as Logistics Olympic Paints

Navigate Inventory app → Operations tab → Deliveries.

You see every WH/OUT record currently in the system: Draft, Ready, Done and Cancelled.

Sprint 5, p.6 — The Deliveries list view in the Inventory app.

Sort & filter by area

The goal is to find deliveries going to the same town / suburb so they can be grouped into one trip.

1. Click the Scheduled Date column heading to sort by date — newest first.
2. Click the Street, Street 2, City or State column heading to sort/filter by address.
3. Use the top-right search box to filter by city (e.g. type "Polokwane").
4. Confirm the status filter is Ready — only Ready deliveries can be batched.

Sprint 5, p.7 — Sorting by Street / City to find geographically adjacent deliveries.

Add deliveries to a new batch

1. Tick the checkboxes for every delivery in the same area.
2. Click Actions (top of list) → Add to batch.
3. On the popup:
   • Select a new batch transfer.
   • Enter a Description — e.g. "Polokwane North run — 13 May".
   • Select a Responsible employee (usually the driver, or the dispatcher).
4. Click Confirm.
5. A green toast notification appears with the batch reference — click it to jump straight to the batch.

Sprint 5, p.7–8 — Selecting deliveries and adding them to a new batch transfer.

Set the scheduled date on the batch

On the batch record, set Scheduled Date to the planned delivery date/time. Click Save.

Alternatively reach the same batch via Inventory → Operations tab → Batch Transfers → click the record.

View the route on a map

On the batch record click the Map button.

• The left pane lists every delivery in the batch.
• Click a delivery number — the map zooms to that delivery address.
• Click View in Google Maps to open the full multi-stop route in Google Maps — share that link with the driver's phone for turn-by-turn navigation.

Sprint 5, p.8–9 — Map view shows every delivery pin; "View in Google Maps" exports the route.

Assign the driver and vehicle

On the batch record:

1. Set Driver — the assigned driver user.
2. Set Vehicle — the truck/bakkie that will physically run the route.
3. Set Vehicle Category — usually auto-fills from the vehicle's model.

Check the weight capacity

As soon as a vehicle is assigned, Odoo:

• Sums the product weight × quantity across every line in every delivery in the batch.
• Compares it to the vehicle category's Max weight.
• Shows the result as a percentage of capacity on the batch.

Below 100% — proceed to Step 9 to validate. At or over 100% — go to Step 8 to handle the overage.

Sprint 5, p.17 — Capacity percentage displayed once vehicle + category are set.

Over capacity — create a backorder

The trick: reduce the line quantities on the over-capacity delivery to what the truck can actually carry, then create a backorder for the rest.

1. On the batch, expand the delivery line that puts you over capacity.
2. Edit the Quantity on that line down to a number that brings total batch weight under 100%.
3. Click Save.
4. Click Validate on the delivery.
5. The Create Backorder? pop-up appears — click Create Backorder.

Sprint 5, p.18–19 — Create Backorder dialog after a partial validation.

Then handle the backorder:

1. Navigate Inventory → Operations → Deliveries.
2. Click the column-filter icon → tick Back Order of to surface the column.
3. Click the Back Order of heading to sort; tick the backorder records.
4. Actions → Add to Batch → fill in the popup → Confirm.
5. Open the new batch → assign a different vehicle + driver → Validate.

Sprint 5, p.19 — Filtering deliveries by "Back Order of" to find and rebatch the residual stock.

Validate & dispatch the batch

Once driver, vehicle and capacity are correct:

1. Click Validate on the batch.
2. The status moves: Draft → Ready → Dispatched (manually marked) → Done (once driver returns and individual deliveries are validated).
3. Stock decrements as each individual WH/OUT in the batch is validated by the driver / on driver return.

Double-booking prevention

Odoo does not block double-booking out of the box — it relies on the dispatcher noticing. The discipline:

1. Before assigning a vehicle to a new batch, check the existing batches it's on.
2. Navigate Inventory → Operations → Batch Transfers.
3. Filter by the vehicle (or by date) — if the truck is already booked at an overlapping date/time, the dispatch will collide.
4. If the windows do not overlap (e.g. AM run vs PM run), proceed.
5. If they do overlap, either re-shuffle batches or pick a different driver/vehicle.

Sprint 5, p.20–21 — Sprint guidance on double-booking: check scheduled dates and assign different vehicle/driver if needed.

Third-party carrier flow

When delivery is outsourced (e.g. an external courier picks up at our warehouse and runs the drop):

1. Build the batch normally with the deliveries.
2. Leave the Driver, Vehicle and Vehicle Category fields blank on the batch — these are for our own fleet only.
3. Click Validate on the batch and on each delivery as the courier collects.
4. Capture the courier's bill in Accounting:
   1. Login as Kishan
   2. Accounting → Vendors tab → Bills → New.
   3. Add the courier as Vendor.
   4. Set Bill reference and Bill date.
   5. Add an invoice line for the delivery expense + amount.
   6. Click Confirm.

Sprint 5, p.22–23 — Capturing the third-party courier's bill as a vendor bill in Accounting.

Vehicle & driver reports

Navigate Inventory → Operations → Batch Transfers.

1. Click the filter icon → remove the default filter → select Vehicle as the filter dimension.
2. Switch between List / Kanban / Gantt / Graph / Pivot / Calendar views with the icons in the top right.
3. For driver-level reporting: clear the filter and re-filter by Driver.

Sprint 5, p.27–28 — Filtering Batch Transfers by Vehicle, then changing view (List / Gantt / Graph / Pivot).

Moves History — by batch transfer

For the detail report of what stock actually moved on each batch:

1. Navigate Inventory → Reporting → Moves History.
2. Keep the default Done filter.
3. Click the filter icon → select Batch Transfer.
4. List view shows every batch's delivery count and quantity. Switch to Kanban or Pivot for summary views.

Sprint 5, p.29–30 — Moves History grouped by Batch Transfer.