Orders

The Orders overview is a central workspace for the dispatcher. It lists all transport orders (shipments) and provides tools for creating, searching, filtering, releasing, rescheduling, importing, splitting, checking and invoicing orders.

1. Navigation

The Orders overview is accessible via the main menu under Dispatching › Orders.

2. Orders Overview (Table)

The overview shows all orders in a configurable table. Each row represents one transport order.

Default Columns

Additional columns can be shown via the column configuration (see Section 19).

Sorting

Clicking a column header sorts the list in ascending or descending order by that column.

Open Order

A click (or double-click) on a row opens the order in the detail dialog. There, all fields can be viewed and — depending on the shipment status — edited. The detail dialog opens as a freely movable window; several dialogs can be open at the same time (maximum five).

Note: Which fields can still be edited after opening depends on the current status of the order. You can find details in the chapter Order Creation.

Multiple Selection

By Ctrl + clicking, several orders can be marked at the same time. Many toolbar actions (Release, Delete, Change Group, Create Invoice, etc.) operate on all marked orders.

With «Select All» or «Deselect» in the toolbar, all orders on the current page are marked or unmarked.

Split Orders / Splits (Master-Detail Rows)

Orders that have been split into partial orders by a quantity or route split are marked in the list with an arrow icon. Clicking this arrow shows the partial orders as subordinate rows directly in the table. The partial orders show the same columns as the main order.

3. Search Filters

The filter area allows the displayed orders to be narrowed down precisely. The filters can be combined as desired.

Order Type

The selection switches above the filter list determine which type of order is displayed:

When the order type is changed, the table is automatically reloaded and the selection is reset.

Current Group Only

The checkbox «Current Group Only» restricts the display to orders of the group selected in the group filter. If it is deactivated, orders from subgroups are also displayed.

Date Range

The date range filter allows the list to be limited to a period (from/to). With the option «Filter Range by Tour Date», the chosen period is applied to the tour date. In addition, extended variants («before» / «after») are available, for example to display all orders up to or from a certain date.

Planning Area Filter

If the planning areas module is active, a multiple-selection field is available with which several planning areas of the current group can be selected at the same time. Without this module, a single field for the default planning area is offered instead. When the active group is changed, the selection of available planning areas updates automatically.

Available Filters

The filtered list updates after applying the filter. With «Reset Filters», all filters are cleared and the full list is displayed. Some columns cannot be filtered due to the data type they contain.

Advanced Search (Global Search Filter)

The toggle for the advanced search allows an additional search panel to be shown and hidden. With it, detailed search criteria across multiple fields can be combined into a composite filter.

1. Open the panel via the toggle.
2. Enter the desired search criteria.
3. Apply the filter — the list is restricted accordingly.

If an advanced filter is active, this is indicated by a filter marker («Chip»). Via the associated delete icon, the advanced filter can be removed again at any time.

4. New Order

With the button «New Order», an input form opens for the manual entry of a transport order. There, mandatory fields (tour date, from-location, to-location), optional fields, article positions, time windows and further planning details are entered.

Detailed documentation: Order Creation

Skip and Truckload Process

Depending on the activated modules, additional entry variants are available:

• Skip process: Entry of a skip/container process (e.g. placing, exchanging and collecting a skip) via a specialized dialog. Only available with the skip module active.
• Truckload process: Entry of a full-load transport via a dedicated dialog. Only available with the truckload module active.

Note: Both functions are only available to users with the corresponding permissions (not for pure viewers).

5. Import Orders

Orders can be imported into X4fleet via an Excel file. This function is available to customers without an interface connection. The button «Import» opens the file selection dialog.

Tip: In the file selection, it can help to switch to «All file types» so that the template file is displayed.

You can find the import template as well as the exact description of the format at: Manual Order Import

Note: The import is only available to users with the corresponding permissions.

6. Release / Cancel Release

Orders must be released for dispatching before they can be planned in a tour.

Release

1. Mark one or more orders in the list.
2. Click the button «Release» in the toolbar (shortcut: Shift+C).
3. Confirm the security prompt if necessary.

The shipment status changes to «Released». The order is then ready for planning in dispatching.

Cancel Release

To return a released order to the editing state:

1. Mark one or more orders.
2. Click the button «Cancel Release» in the toolbar (shortcut: Shift+G).
3. Confirm the security prompt if necessary.

The shipment status is reset to the previous state (in editing).

Note: Both actions can be applied to several marked orders at the same time. Orders that are currently being edited by another user are excluded from the action.

7. Reschedule (Move Orders to Tours)

With «Reschedule», already planned or not-yet-planned orders can be moved to existing tours.

1. Mark one or more orders.
2. Click the button «Reschedule» in the toolbar.
3. In the dialog, select the target tour. The list of possible tours is narrowed down based on the period, the group and the status; optionally, overnight tours can also be considered.
4. Confirm — the orders are assigned to the chosen tour and the table is updated.

Note: The action is only available if all marked orders are at most in the status «Planned». Already completed orders cannot be rescheduled.

8. Copy Order

With «Copy Order», an existing order is used as a template for a new order.

1. Mark exactly one order in the list.
2. Click the button «Copy Order» in the toolbar.
3. The order form opens with the data of the copied order.
4. Adjust the desired fields (e.g. date, quantities, addresses).
5. Save the new order.

Note: The action is only available for exactly one marked order.

9. Delete Order

Orders that are no longer needed can be deleted directly from the Orders overview.

1. Mark one or more orders.
2. Click the button «Delete» in the toolbar.
3. Confirm the security prompt.

The marked orders are irrevocably deleted. Deleting several orders at the same time (batch operation) is supported.

Caution: Orders that are already part of a completed tour or have already been invoiced may, under certain circumstances, no longer be deletable.

Note: The button «Delete» is disabled if the marked orders include one that is already planned on a tour and has been assigned to a subcontractor.

10. Order Splitting / Splitting

Orders can be split into partial orders — either by quantity or by route. The partial orders then appear as subordinate rows (master-detail) in the split overview or as separate shipments in the standard view.

Quantity Split

The quantity split divides the load of an order across several partial shipments (e.g. for partial deliveries).

1. Mark exactly one order.
2. Click «Quantity Split» in the toolbar.
3. In the dialog, set the desired number of partial orders and distribute the quantities across the parts.
4. Save.

The system checks that the sum of the partial quantities matches the total quantity of the order.

Route Split

The route split divides an order into several sections along the route (e.g. for transshipment points or interim storage). Partial orders of an existing split and orders with a quantity split are excluded. If you mark an order that has already been divided by a route split, the existing split opens for editing.

The route split is also possible for orders that are already planned on a tour (status Allocated). When saving, the original order is removed from its tour, and the partial orders are planned into the tours specified for each route section.

1. Mark one or more orders.
2. Click «Way split» in the toolbar.
3. In the dialog, define the route sections (group, planning area, tour, date).
4. Optional: use saved templates for route splits.
5. Save.

If several orders are split together, the selection in the Tour field shows the tours of their common planned tour date; for the following route sections, this date shifts by the accumulated Delay (days). If the marked orders have different tour dates, the Tour field is read-only.

Delete Split

To undo an existing split:

1. Mark the split order (or the partial orders).
2. Click «Delete Split» in the toolbar.
3. Confirm the security prompt.

The partial orders are removed, the table is updated and all expanded detail rows are collapsed.

11. Change Group / Planning Area

Orders can subsequently be assigned to a different group or a different planning area.

1. Mark one or more orders.
2. Click «Change Group/Planning Area» in the toolbar.
3. In the dialog, select the new group or the new planning area.
4. Save — the table is then updated.

This action is available for batch operations and can be applied to several orders at the same time.

Note: If the active group is changed via the global group toggle, the table reloads automatically and the available planning areas are updated.

Set Subcontractor

With «Set subcontractor» you assign a subcontractor to marked orders or remove the assignment again.

Note: The button only appears if the module Master subcontractor is active and the setting Shipment sharing enabled is switched on. A superadministrator changes this setting under Settings › Subcontractors › Sharing (see Subcontractors). The action is available to administrators and dispatchers.

1. Mark one or more orders.
2. Click «Set subcontractor» in the toolbar.
3. In the dialog Set subcontractor for shipments, select the desired subcontractor in the field Subcontractor. If all marked orders already have the same subcontractor, the field is pre-filled with it. To remove the assignment, clear the field.
4. Save and confirm the security prompt — the table is then updated.

Note: The action is not possible if one of the marked orders is already planned on a tour or belongs to a skip process. In this case the message Shipments are not available to be set subcontractor appears.

The assigned subcontractor can be displayed in the column Subcontractor (see section 19).

12. Delivery Note & Container Label

Create Delivery Note

For a single order, a delivery note can be generated as a PDF directly from the overview.

1. Mark exactly one order.
2. Click «Delivery Note» in the toolbar.
3. The PDF is generated and is available for download or display.

Note: The action is only available for exactly one marked order.

Regenerate Delivery Notes

With «Regenerate Delivery Notes», delivery notes for several orders can be recreated at the same time (e.g. after changes to address or article data). In the dialog that appears, you can select which documents are to be regenerated.

Note: This function is only available if the regeneration of delivery notes is activated in the settings.

Container Label

For shipments with containers, labels can be printed.

1. Mark one or more orders.
2. Click «Container Label» in the toolbar.
3. The labels are generated and are ready for printing.

Note: The container label is only available if the corresponding module and a corresponding report template are activated for the tenant.

13. Report: Order View

The button «Order View» (report) generates a printable report with the data of the marked orders. The report is generated as a PDF in a new browser tab.

1. Mark one or more orders.
2. Click «Order View» in the toolbar.
3. The PDF is generated and is available for display or download.

14. Ready for Picking

Note: This function is only available if the picking module is activated for the tenant.

With «Ready for Picking», an order is marked as ready for picking. This signals to the warehouse staff that the shipment can be prepared for picking.

1. Mark one or more orders.
2. Click «Ready for Picking» in the toolbar.

During processing, the table is briefly locked; afterwards it updates automatically. The marking can be removed again by clicking the button again (toggle).

Open Picking Details

For marked orders, the picking details can be opened in a separate window. Optionally, all orders concerning the same relevant location (pickup/delivery point) are automatically also selected, in order to process related shipments together.

15. Shipment Check

Note: This function is only available if the shipment check module is activated, and is not available to pure viewers.

With the shipment check, completed shipments are marked as checked — for example for quality control or as a release for further processing.

1. Mark one or more completed orders.
2. Click the button «Shipment Check» in the toolbar.
3. Confirm the check in the dialog.

Note: The action is only possible if all marked orders have the status «Delivery completed» and at least one of them has not yet been checked.

16. Create Invoice

If the invoicing module is activated, an invoice can be created directly from the Orders overview.

Prerequisites

• The invoicing module must be activated for the tenant.
• The current group must not be a pure subcontractor group.
• The orders to be invoiced must have the invoicing status «Ready for Invoicing».

Procedure

1. Select one or more orders in the list.
2. Click the button «Create / Update Invoice» in the toolbar.
3. In the dialog, check the invoice recipient, the invoice date and further parameters.
4. Confirm the invoice — the invoicing status of the chosen orders changes to «Invoicing in Progress» or «Invoiced».

Note: The available options and steps in the invoice dialog can vary depending on the tenant configuration.

Invoicing Status of Orders

17. Excel Export

The currently filtered orders list can be exported as an Excel file. The button «Export» (or «Excel Export») downloads an .xlsx file with the displayed orders.

The export contains all columns currently visible in the table. By adjusting the filters before the export, the content of the export file can be controlled.

18. Cancel Calculation (Stuck Orders)

In rare cases, orders may remain locked in an action even though the action has already finished. With Cancel Calculation, such orders are released again.

1. Mark the affected orders.
2. Click the button «Cancel Calculation» in the toolbar.

The lock is removed and the orders can be edited normally again.

Note: This action is only required in exceptional situations. In normal operation, locks are automatically removed as soon as an action is completed.

19. Column Configuration

The visible columns of the Orders overview can be configured per user. Via the settings icon in the toolbar, the column configurator can be opened: columns can be shown or hidden and the order can be adjusted by drag-and-drop. Via the layout functions, the arrangement of the table can additionally be reset.

The configuration is saved per user and is retained after logging out.

Frequently Used Additional Columns

Tip: The column configurator contains all available columns. For a complete overview, open the configurator and use the search function to quickly find the desired column.

20. Further Table Functions

Templates

Users can save their current column and filter configuration as a template and restore it later with a click.

• Save template: Button «Add Template» in the toolbar → the current settings are saved under a freely chosen name.
• Mark template: Marked templates appear as separate buttons in the toolbar. A click restores the saved configuration.
• Apply template: The selected template is applied to the current table.
• Management: Via «Manage Templates», templates can be renamed, marked as favorites or shared with groups/roles.

Adopt Settings of the Parent Group

With this function, the table and column settings of the parent group can be transferred to the current view. This is helpful in ensuring consistent column layouts across several groups without having to recreate them manually.

Quick Search, Refresh and Clear Filters

The standard tools of the toolbar include:

• Quick search: a search field that searches the displayed list across all columns.
• Refresh: reloads the current view.
• Clear filters: removes all active filters.
• Select All / Deselect: marks or unmarks all orders on the current page.

Real-Time Lock Indicator

When another user is currently editing an order or it is locked by a running optimization, the corresponding row in the table is highlighted by a color. Locked orders cannot be edited during this time. As soon as the lock is removed, the display updates automatically.

Conditional Cell Coloring

Note: This function is only available if the cell coloring module is activated for the tenant.

Administrators can define rules according to which rows or individual cells in the Orders overview are automatically colored — for example to visually highlight orders with certain properties. The rules are group-specific and are configured in the system settings.

Automatic Selection of Same Pickup Points

Via the checkbox «Automatically Select Same Pickup Point» in the toolbar, the automatic selection of related orders can be activated: when clicking an order, all further orders with the same relevant pickup point are automatically also marked. This setting is saved per user.

21. Summary: Available Actions