Routes planning

Routes Planning is how you organise field sales: warehouses and vans (stock locations), geographic areas, named routes, which customers sit on each route, which weekdays they are visited, and who covers the route each day.

The Van Sales app follows this plan on the road.

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How the pieces fit together

Branch
  └── Location — warehouse / store (sub-warehouse)
        └── Location — Van (Is Van turned on)  ← mobile stock
Area (geographic) ──► Route
                        ├── Default Salesman + Default Van + Route Days
                        ├── Customers (ordered)
                        │     └── Visit Schedule (which weekdays)
                        └── Route Days overrides (another salesman for a day)

Concept	What it is	Where to create it
Warehouse / sub-warehouse	A fixed stock location (for example Riyadh, Jeddah, Madina)	General Settings > Master > Locations
Van	A mobile stock location — same as a location, with Is Van on	Routes Planning > Vans (or Locations with Van ticked)
Area	A geographic zone (for example RUH, JED, MED)	Routes Planning > Route Settings > Area
Route	A named run under an area, with default salesman and van	Routes Planning > Routes > Routes
Customers on route	Who the route covers, in visit order	Route detail, or Customer Board
Visit Schedule	Which weekdays each customer is visited	Visit Schedules, or on the route
Route Days	Salesman/van for each day — inherits the route default, or an override	Route Days

Visit Schedule and Route Days are different:

	Visit Schedule	Route Days
Answers	Which days do we visit this customer?	Who drives this route on this day, and in which van?
Scope	Per customer on a route	Per route + weekday

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Screens

Screen	Where	Use it for
Analytics	Routes Planning > Analytics	Field analytics
Vans	Routes Planning > Vans	Mobile warehouses (van locations)
Routes	Routes Planning > Routes > Routes	Named routes, defaults, customers
Customer Board	Routes Planning > Routes > Customer Board	Drag customers between routes
Visit Schedules	Routes Planning > Routes > Visit Schedules	Customer visit weekdays across routes
Route Days	Routes Planning > Route Days	Default vs override salesman/van by day
Daily Registration	Routes Planning > Daily Registration	Start-of-day field registration
Visits	Routes Planning > Visits	Visit history
Area	Routes Planning > Route Settings > Area	Geographic areas

Warehouses are under General Settings > Master > Locations — see Branches and locations.

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Recommended setup order

1. Create branches, then warehouse locations (sub-warehouses)
2. Create vans under each region (van locations with stock)
3. Create areas (optional but recommended for reporting)
4. Create routes — link area, set Default Salesman, Default Van, and Route Days
5. Assign customers to each route (Customer Board or route detail)
6. Set Visit Schedules — which weekdays each customer is visited
7. Use Route Days only when another salesman (or van) should cover a day instead of the default
8. Run the day with Daily Registration and Visits; the van app follows the plan

On a new route, the product walks you through: Route created → Assign customers → Set visit days → Assign salesman. Default salesman can be set when the route is created, even before customers are assigned.

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1. Warehouse locations (sub-warehouses)

Fixed stock points for each region or city.

1. Go to General Settings > Master > Locations
2. Add a location — choose Branch, enter Name (for example “Riyadh”, “Jeddah”, “Madina”)
3. Leave Van off — this is a warehouse, not a vehicle
4. Save

Example layout (Saudi distribution):

Region	Warehouse locations
Riyadh	Riyadh
Jeddah	Jeddah
Qunfuda region	Taif, Qunfuda, Muhayil
Madina region	Tabuk, Yambu, Madina
Makkah	Makkah
Kamis region	Najran, Kamis

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2. Vans (mobile warehouses)

Each van is a location with Is Van on. It carries stock for the salesman on the road.

From Routes Planning

1. Go to Routes Planning > Vans
2. Click add
3. Enter Name, Branch, Van Number (plate or van ID)
4. Set Status and optional Description
5. Save — AdoxERP stores this as a van location

Example vans under warehouses

Warehouse	Vans (examples)	Area code
Riyadh	R1 … R12	RUH
Jeddah	J1 … J7	JED
Qunfuda	Q1 … Q3	QUN
Taif	Q4 … Q6	TIF
Tabuk	T1 … T3	TUU
Yambu	Y1 … Y2	YNB
Madina	M1 … M5	MED
Makkah	H1 … H4	MAK
Najran	N1 … N2	NAJ
Kamis	K1 … K4	KAM

You can also create the same record under Locations by ticking Van and entering Van Number.

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3. Areas

Areas group routes by geography (city or zone codes).

1. Go to Routes Planning > Route Settings > Area
2. Add Name, Code (for example RUH, JED, MED), Address, Description
3. Save

Example areas: RUH, JED, QUN, TIF, TUU, YNB, MED, MAK, NAJ, KAM — plus special route areas such as ELQ or SHW when you run dedicated routes.

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4. Routes (with default salesman)

A route belongs to a branch (and usually an area). Set who normally covers it and which van they use.

1. Go to Routes Planning > Routes > Routes
2. Click add — enter Name, Code, Branch, Area, Description, Status
3. Save, then open the route to continue setup
4. Add customers first (see below)
5. Set Default Salesman, Default Van, and tick the Route Days (Sun–Sat) that inherit this default

Field	Meaning
Default Salesman	Who normally covers this route
Default Van	Which van location they use (only after a salesman is chosen)
Route Days	Weekdays that use this default unless overridden

Caption in the product: assigned days inherit the default salesman and van unless overridden on Route Days.

Examples of named routes (alongside city vans): Bin kamis (Jeddah), Yummy raf, Noorah est — each linked to its area.

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5. Customers on a route

1. Open the route, or go to Routes Planning > Routes > Customer Board
2. Assign customers — set Visit Order so the sequence on the road is clear
3. Optionally set visit days while assigning, or do that in Visit Schedules next

On the Customer Board you can drag customers between routes. Open a route from the board to manage visit days in one place.

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6. Visit Schedules (customer weekdays)

Decide which days of the week each customer on a route is visited.

1. Go to Routes Planning > Routes > Visit Schedules (or manage days on the route detail)
2. Choose Route and one or more Customers
3. Tick Visit Days (Sun–Sat)
4. Save

Example: on route Riyadh Central, Customer A visits Sun / Tue / Thu; Customer B visits Mon / Wed.

This does not change who the salesman is — only when the customer appears on the visit plan.

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7. Route Days (another salesman when needed)

Every route should have a default salesman. Use Route Days when a different person (or van) must cover a specific weekday.

1. Go to Routes Planning > Route Days
2. Find the route and day — cells show Default (inherited) or Override
3. To change coverage for that day: Override (or Add Salesman / Add Van)
4. Select Route, Day, Salesman, and optional Van
5. Confirm if the product asks Override default assignment?

Chip / action	Meaning
Default	Using the route’s default salesman and van
Override	A different salesman/van for that day only
Use Default	Remove the override and go back to the route default

When to use default vs override

Situation	What to do
Same salesman every working day	Set Default Salesman + Route Days on the route — leave Route Days as Default
Relief / leave / split week	Keep the default; on Route Days override Mon–Wed with another salesman
Different van for one day	Override that day and pick another Van

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Worked example — Riyadh vans and a city route

Goal: Riyadh warehouse, twelve vans, area RUH, one route with customers on a weekly schedule, default salesman, and a Wednesday relief driver.

A. Master data

Step	Create
1	Branch: Central (or your company branch)
2	Location (warehouse): Riyadh — Van off
3	Vans: R1 … R12 under the same branch (van numbers R1–R12)
4	Area: RUH — Name “Riyadh Area”, Code RUH
5	Users/roles: salesman Ahmed (default), salesman Omar (relief)

B. Route

Field	Value
Name	Riyadh Central
Code	RUH-01
Branch	Central
Area	RUH
Status	Active

C. Customers and visit schedule

Customer	Visit Order	Visit Days
Al Noor Trading	1	Sun, Tue, Thu
Gulf Foods	2	Sun, Tue, Thu
City Mart	3	Mon, Wed, Sat

D. Default coverage

Field	Value
Default Salesman	Ahmed
Default Van	R3
Route Days	Sun, Mon, Tue, Wed, Thu, Sat

E. Wednesday override

On Route Days, for Riyadh Central → Wednesday:

1. Click Override
2. Salesman: Omar
3. Van: R3 (or another van if needed)
4. Save

Sunday–Tuesday and Thursday–Saturday still show Default (Ahmed + R3). Wednesday shows Override (Omar).

F. Day of operations

Ahmed (or Omar on Wednesday) opens Daily Registration, runs visits in order, and sells from the van location in the Van Sales app.

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Daily Registration and Visits

Screen	Use
Daily Registration	Record the salesman’s day — start/end, customers planned vs visited
Visits	History of visits, payments, and timing

These screens consume the route, visit schedule, and day assignment you set above.

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What to do next

• Branches and locations — warehouses and van flag
• Van Sales — creating van sales
• Customer visits
• Route planning in the van app
• What’s in Web Admin