Why delivery planning deserves attention
For many distributors, the morning loading is the most stressful hour of the day. Invoices come in late, the driver waits, goods for two routes get mixed in one vehicle and a few bills are left behind because nobody noticed them. Each of these small problems costs time, fuel and goodwill with retailers.
A simple, repeatable planning routine solves most of this. You do not need complicated tools to start. You need clear routes, a fixed cut-off time and a habit of recording what happened on every trip.
Define your routes clearly
Start by listing every area you deliver to and grouping them into routes that one vehicle can cover in a day. Tag every party to a route. When a new party is added, tag them right away so their orders are never left out of the plan.
Routes should match the way your salesmen's beats are set where possible. When the salesman visits on Monday and delivery happens on Tuesday, retailers know what to expect and plan their payments around it.
Set an order cut-off time
Without a cut-off, orders keep coming in while the vehicle is being loaded. Decide a time after which new orders go into the next trip. Share it with salesmen and parties. A firm cut-off makes loading calmer and reduces mistakes.
The morning loading checklist
Use the same checklist every day so nothing depends on memory:
- Group the day's invoices by route
- Print or share a loading list per vehicle with items and quantities
- Check godown stock for every item before loading starts
- Confirm the vehicle number and driver for each trip
- Make sure invoices and e-way bill details are ready where needed
- Load in reverse order of delivery so the first stop is easiest to reach
Keep GST paperwork in order
Goods on the road need correct invoices, and where the rules require it, e-way bill details. Missing paperwork can hold a vehicle and delay every delivery on the route. Prepare these documents before the vehicle leaves, not while the driver is waiting.
Make sure the vehicle number on the e-way bill matches the vehicle actually used. If a vehicle is changed at the last minute, update the details before dispatch. Rules can change, so check current GST requirements with your accountant.
Record delivery results
When the driver returns, record what happened to every bill. Was it delivered fully, delivered in part or returned? If goods came back, note the reason. A shop was closed, the party refused because of a rate issue or the goods were damaged.
These notes are useful later. Returns because of rate disputes point to a problem with how salesmen quote prices. Repeated closed-shop returns suggest the delivery day does not suit that area.
Handle pending deliveries properly
Bills that were not delivered should automatically go on the list for the next trip. If they are left in a pile on a desk, some will be forgotten and the party will call days later asking where their goods are.
Brief the driver before every trip
Drivers know the roads better than anyone in the office, so involve them in planning. A two-minute talk before the vehicle leaves can save an hour on the road. Tell the driver which stops are urgent, which shops close early and which parties have asked for delivery at a particular time.
Ask drivers for feedback at the end of the day too. They notice when a route is too long, when two areas would fit better together or when a shop is always closed at the planned time. Small route changes based on this feedback often make the biggest difference to how many stops a vehicle can finish in a day.
Common mistakes
Avoid these habits that make delivery planning harder:
- Adding late orders after loading has started
- Sending a vehicle without checking stock first
- Changing the vehicle without updating the paperwork
- Not recording why goods were returned
- Letting drivers collect payments without a receipt
How VegaTrade helps
VegaTrade tags parties to routes and groups the day's invoices by route for loading. You assign a vehicle and driver to each trip, and mark every bill as delivered, partly delivered or returned. GST invoices and e-way bill details are prepared from the same bill, and pending deliveries carry over to the next trip. The D&D Technology team in Jaipur sets it up for your routes.
See VegaTrade on a free demo
Tell us how your business works and we will show you VegaTrade on a call.
Practical guides by email
Short guides for wholesale and distribution software owners and news about VegaTrade. Unsubscribe any time.
