Locations

Locations are geographically defined places (Points of Interest, POI) that fulfil different roles in tour planning – for example pickup and delivery addresses, depots, transhipment points or vehicle locations. On this page you create locations, maintain their address, contact and planning data and make them available for order entry and dispatching. The overview is aimed at master data managers and dispatchers; a simplified variant is available for web orderers (see Section 10).

1. Navigation

The locations overview can be accessed via the main menu under Master Data › Locations.

2. Location Types

Depending on their intended use, locations can take on different roles:

• Loading / unloading locations: Mainly service delivery locations (SDL) of customers.
• Depots / terminals / hubs: Own transhipment points.
• Other locations: Vehicle locations, fuel stations, cleaning locations, energy stops (e.g. charging stations), customs, collection points.

Loading or unloading locations can also be assigned to business partners. One or more location types can be assigned to a single location.

3. Locations Overview (Table)

The overview shows all locations in a configurable, paginated table. Each row represents one location. The table comprises a large number of columns covering, among others, the following data areas:

Sorting and Column Filters

Clicking a column header sorts the list in ascending or descending order. Individual columns can be narrowed down directly via the filter row (inline filter per column).

Colour Coding

Locations with a stored reference colour value are highlighted in colour in the corresponding column. This allows locations to be grouped visually or marked in a special way.

Opening a Location

Clicking a row opens the location in the editing dialog (see Section 4). The dialogs are opened as freely movable windows; several dialogs can be open at the same time (maximum five).

Note: The displayed range of columns is reduced for web orderers (see Section 10).

4. Creating and Editing a Location

Use the «Add» button to create a new location; clicking an existing row or the «Edit» button opens an existing location. The editing dialog organises the data into several areas:

• Address: Organisation/name, street, postal code, city, country.
• Geocoding and map: Address search with a movable map marker to define the exact coordinates (see Section 8).
• Areas: Assignment of the location to planning or operational areas.
• Required specialisations and vehicle groups: Requirements for vehicle/driver that must be met when approaching the location.
• Billing options: Location-specific settings for invoicing.
• Collection point: Marking as a collection/transhipment point.
• Opening hours: Definition of the opening intervals.
• Contacts: Entry of contact persons including exactly one main contact.
• Custom fields: Tenant-specific additional information.

Mandatory Fields

In order for a location to be saved, all mandatory fields marked with * must be filled in.

Saving

1. Fill in the desired fields in the dialog.
2. Click the «Save» button.

When saving, the system checks the following rules, among others:

• The reference designation must not be assigned twice.
• Only one main contact may be defined.
• Organisation/name is a mandatory field.
• Valid coordinates (latitude and longitude) must be present.
• If arrival notification is activated, the contact details and time ranges of the respective channels must be valid (see Section 9).

After a successful save, a confirmation message appears (created or updated). If a location is newly created in the context of an order entry, it is automatically linked to the corresponding customer.

Note: Documents and driver images attached to a location are uploaded and securely stored when saving.

5. Deleting Locations

Locations that are no longer required can be removed from the overview.

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

Before deleting, the system checks whether the location is still referenced by shipments or tours. If deleting would render an existing reference invalid, this is pointed out.

Note: For web orderers, the location is not deleted permanently; only the assignment to the own account is removed (see Section 10).

6. Location Documents and Status

Note: This function is only available if the Location Documents module is activated for the tenant, and is not available for web orderers.

A PDF document can be stored for each location, whose revision status is carried along in the overview. For this purpose, the table shows the columns Document status (as a status badge) and Document PDF (as a link to open the PDF).

Viewing or Editing a Document

1. Select exactly one location that has a stored document.
2. Click the «Edit location document» button in the toolbar.

Depending on the status of the document, the appropriate window opens:

• Status In revision or Reopened: The document is opened in editing mode.
• Status Revised: The document is opened in view mode (read-only).

Note: The button is only active if exactly one row with a stored document is selected.

7. Group and Scope Filters

Above the table there is a filter area with which the displayed data set is narrowed down:

• Group selection: Selection of the higher-level group whose locations are loaded.
• Current group only: With this option, only locations of the selected group are shown. If it is deactivated, locations of subordinate groups are also included.

When switching the group, the table is reloaded automatically.

Note: The entire filter area as well as the «Current group only» option may be hidden depending on the user role (e.g. subcontractor or pure web orderer).

Showing Customer-Related Locations Only

Using the «Customer-related locations only» toggle in the toolbar, the list can be restricted to those locations that are assigned to the current customer or context. The active state is highlighted visually; clicking again lifts the restriction.

Note: This toggle is only visible if it is enabled for the tenant or context.

8. Map View and Coordinates

The locations can be displayed on a map. The markers are shown with a suitable symbol based on the respective location type; the type selection controls which location types are visible on the map.

Setting Coordinates During Editing

An address search with a map is available within the editing dialog:

1. Enter the address in the search field – the location is geocoded and shown on the map.
2. If necessary, move the marker by drag-and-drop to define the exact position.

The determined coordinates are shown per location. Valid coordinates are mandatory when saving (see Section 4).

9. Configuring Arrival Notification

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

In the editing dialog, it can be defined per location whether and how arrival notifications (pre-announcements) are sent. When creating a new location, the arrival notification settings are taken from the group's defaults and can subsequently be adjusted.

Configurable, among others, are:

When saving, the contact details of the active channels (email or SMS) are checked for validity.

10. Locations for Web Orderers

For users with pure web order access, a simplified variant of the location management is shown:

• Reduced columns: Only the fields relevant for web orderers are displayed.
• Restricted data set: The list shows only locations that are assigned to the own orderer account.
• Simplified form: The entry and editing form is reduced to the required information.

Saving and Write Protection

• Editing: When saving an existing location, the own information is updated, while contacts of other orderers are retained.
• Creating new: A newly created location is saved and automatically linked to the own orderer account.
• Write protection: Locations created by another orderer are shown read-only and cannot be changed.

Deleting

When deleting, for web orderers only the assignment to the own account is removed; the location itself is retained in the system.

11. Assigned Locations

Locations can be assigned to shipments as a pickup location or delivery location. The selection is made via a dropdown from the locations already entered in the master data.

Special locations such as «Technical stop» are assigned directly to the tour and are not bound to an order.

12. Toolbar and Table Functions

The toolbar of the locations overview provides the following standard tools:

• Quick search: a search field that searches the displayed list across the columns.
• Filter row: inline filter per column.
• Clear filters: removes all active filters.
• Refresh: reloads the current view.
• Select all / Deselect: selects or deselects all locations of the current page.
• Add / Edit: opens the entry or editing form (with the corresponding permissions).
• Column layout: showing and hiding columns as well as adjusting the order.
• Templates: saving and restoring a column and filter configuration.

The column and filter settings are saved per user (including the configured custom fields) and are retained after logging out.

13. Summary: Available Actions