Logistics

Overview

Schedules shipments and pickups, tracks deliveries, and keeps customers informed on order status.

Key concepts

Key terms, statuses, and records that appear in Logistics in XFatora.

Setup & prerequisites

Connect required settings, templates, and defaults for Logistics in XFatora.

Roles & permissions

Assign role-based access, approvals, and visibility for Logistics in XFatora.

Main workflows

Logistics module

manages the shipment and delivery processes for your business. Whether you're shipping products to customers, handling pickups and couriers, or managing a distribution fleet, this module provides tools to plan shipments, track their status in real time, and coordinate between drivers, warehouses, and customers. By using the Logistics module, you gain end-to-end visibility of deliveries, fewer delays, and better customer service through clear tracking and communication.

Setting Up Logistics Parameters

Locations and Zones:

Define all relevant locations in the system. Under

Logistics > Locations

, input your shipping origin points (warehouses, stores) and common destinations if applicable (like branch addresses, or service zones). Often, you'll mark certain zones or cities for reference (this can later be used for automated route planning or fee calculation). If you do deliveries in certain regions, set those regions or routes (e.g., Zone 1 = City Center, Zone 2 = Outskirts). For international or wider shipping, ensure country and city fields are standardized.

Delivery Methods:

Set up various delivery modes your company uses: e.g.,

In-house Truck

,

FedEx Overnight

,

Local Courier

,

Customer Pickup

. Each of these can have parameters like transit time estimates or costs. In

Logistics Settings

, you might configure default transit time per method (like 1 day, 3 days) and maybe link to an integration (for example, if using a shipping API, you might put API credentials for carriers). Also, define if certain shipments can be consolidated or require special handling (like refrigerated, oversized). Possibly categorize vehicles or shipments by type.

Drivers and Vehicles:

If you manage your own fleet or drivers, enter them into the module (it likely integrates with a Fleet Operations module we have separate, but within Logistics you might at least list drivers for assignment). Under

Logistics > Drivers

, add each driver with contact info, and license or ID if needed. Under

Logistics > Vehicles

, add each van/truck with capacity info (like maximum weight or volume). This helps when assigning shipments to vehicles you won't overload beyond capacity. If integrated with the Fleet Ops module, some info may sync (like vehicle availability or maintenance status).

Creating and Managing Shipments

Shipment Order Creation:

When there's something to ship, create a new

Shipment Order

. This can originate from a sales order or manual request. If integrated with Sales, once an order is ready to be delivered, it may spawn a shipment record with details (items, quantities, address). If doing separate, go to

Logistics > New Shipment

. Enter key info: sender (probably your company or specific warehouse), recipient name and address (choose from client list or free-type for one-time addresses), contact phone/email for recipient (for driver contact or notifications), and shipment contents. If shipping items from inventory, you can choose the order or items being shipped the system might pull the weight/dimensions from item data if available. Or input approximate weight & volume if needed for load planning. Mark if it's a partial shipment of an order so that any remaining quantity can later be shipped separately.

Pickup Requests:

If your logistics includes pickups (like collecting a package from a customer or supplier), create a request similarly but set the type as

Pickup

. Then origin is client and destination is your facility or another. The module might unify them essentially shipments can have any origin and destination, not always from your warehouse. So specify accurately to ensure driver goes to correct place first. If scheduling pickups, mention a ready time or time window (like "pickup after 2 PM").

Consolidated vs Direct Shipments:

Decide if each shipment is handled individually or grouped. The module supports

Consolidated shipments

, meaning multiple shipments can be combined into one delivery run. Example: deliveries to the same area or along a route might be loaded together in one vehicle run. To do this, you'd create individual shipment orders, but then use a route planning tool or manifest to put them in one trip. The module likely has a function to view all pending shipments and assign several to one vehicle/driver (creating a run sheet). We'll cover routing next. If you do direct shipments (like calling DHL for each), you won't consolidate each just gets a label. The module can still coordinate label printing/tracking if integrated with carriers APIs. If so, after creating a shipment, you might click

Generate Label

and it contacts FedEx/UPS to get tracking number and label PDF (provided you set up API keys earlier). Check if such integration is configured (some require entering those keys in settings). For now, assume in-house or manual logistics.

Scheduling and Route Planning:

Open the

Dispatch/Routing

view. It shows shipments to be scheduled (maybe listing by date or urgency, and location). Now, assign shipments to drivers/vehicles: e.g., Driver John gets 5 deliveries in the North zone today. Select those shipments and assign to John and perhaps a route name (like "Route 5 - North"). The module might automatically order stops optimally (especially if addresses have geolocation and an algorithm for TSP). If not, you can manually order them in a sensible sequence (like sort by zip code or cluster them logically). It will then produce a manifest or run sheet with stop sequence. The manifest includes each delivery's address, contact, package count, and any special notes (like COD amount if they need to collect payment, or "fragile").

Driver Coordination:

Once assigned, drivers need to know their tasks. The module can do this via a mobile app or printed manifest. If a mobile interface exists (some systems have a driver app or at least a mobile site), the driver can log in and see their route. They might mark statuses like

Picked up

,

Out for Delivery

,

Delivered

, or

Failed Attempt

. If not, you'll rely on phone/WhatsApp or a printed list and drivers report back. A good practice is a daily morning brief to drivers: give them printed manifests or devices, ensure they have necessary documents (like delivery notes or invoices to get signature). The module likely can print a

Delivery Note

for each shipment (like a proof of delivery slip listing items or reference, which customer signs). Have those ready. If an integrated app, drivers might capture signature digitally (some systems allow e-sign on mobile, storing signature image in system). If not, drivers return signed papers which you can then mark as delivered in system.

Tracking Updates:

If using external couriers (like FedEx), the module might fetch tracking updates through their API. For in-house, you rely on drivers or dispatchers to update statuses. If drivers have a mobile app, they can update status at each step (e.g.,

Delivered at 3:45 PM, signed by Alice

). If not, maybe they call in, and your dispatcher manually updates each shipment's status in the module at day's end (that's okay, but less real-time for customers). Aim to at least update by end of day or in future consider equipping drivers with a simple update method.

Customer Notifications:

The module can send out automatic notifications if configured: e.g., an email or SMS when a shipment is Out for Delivery (including possibly a link to track or a time window estimate), and a confirmation when delivered. If you want to delight customers with tracking, set up those templates. Some configuration needed: ensure email/SMS gateway is set in global settings. Then craft messages using placeholders (like \tracking_no\, \driver_name\, etc.). Always include a support contact in those in case issues. If you don't want to auto-notify, at least the customer portal might show order status. If you have a portal, ensure these shipment statuses reflect there (some integration needed but likely if they check order, it shows "Shipped - delivered by John at 3:45 PM on Jan 10" etc).

Monitoring and Managing Deliveries

Real-Time Visibility:

Use the module's dashboard or tracking board to see current status of all shipments. Possibly a map view if geolocation is used (like showing driver locations or delivered stops). If not map, at least a list with filters (e.g., show all shipments

In Transit

, or all

Delayed

beyond expected date). The logistic manager should monitor this throughout the day. If a driver reports a delay (traffic, vehicle issue), you can update the system and perhaps notify affected customers of new ETA. For exceptions (failed delivery attempt, address issues), mark them and plan next action (maybe reschedule the next day or contact customer for clarification). The system might allow rescheduling a failed delivery - essentially leaving it in pending status and updating the notes. Keep failed attempts minimal by proactively contacting customers if needed (the module can't do that by itself, but a call from dispatch can).

Proof of Delivery (POD):

As shipments get delivered, collect POD. If digital, ensure driver captures signature or photo via app (photo of package at door for contactless deliveries, plus maybe customer name of who accepted). If paper, check that driver got signatures on all deliveries with printed delivery notes, and then mark them delivered in the system manually. The module might let you upload attachment to the shipment record (scan of signed proof or photo). Do that if possible for complete records. It helps resolve disputes later ("I didn't get it" - you have evidence).

Issue Management:

Sometimes things go wrong: damaged goods, missing items, customer not home, etc. Use the module to record these incidents. Possibly it has an

Exceptions

or

Incidents

log per shipment where you can note "one item broken on arrival" or "customer refused due to late delivery." For damages or returns, trigger a proper follow-up: either create a return order in system (to bring item back to stock or send replacement). For refused deliveries, coordinate with sales/customer service to decide next steps (refund, reschedule). Logging these issues gives you data to analyze later (e.g., which routes or products have high damage frequency, or which percentage of deliveries are missed - might show need for better scheduling or communication).

Rates and Billing:

If you charge customers for shipping or if you need to pay carriers, the module can help calculate shipping costs. If using external carriers integration, when generating label it often returns cost which you might store. For in-house, you could set up rate tables (like by zone or weight). The module might automatically compute a shipping charge and populate it in sales order/invoice to bill the customer. Ensure these rate settings are correct to not lose money on shipping. If you use third-party frequently, reconcile their invoices with your record of shipments (the module can output report of shipments by carrier, weight, so you cross-check the carrier billed properly).

Integration with Other Modules Recap

Sales/CRM:

The logistics module springs into action typically after sales order is ready. It's essential that it picks up correct data from the sale: customer address, items/weight, required delivery date. Make sure those fields are consistently filled by sales. If salespeople input wrong address or no phone, it hampers delivery. So emphasize data quality in CRM (maybe enforce mandatory shipping address and contact on orders). Some advanced flows: if a customer requests a specific delivery slot, sales should note that in order remarks, and dispatch can try to accommodate. Align with CRM so that promised times are realistic. After delivery, the logistics module can feed back status to CRM: mark order as delivered or partially delivered. Sales or customer service can see that for follow-ups or if the customer calls. If using a Customer Portal, connect it so that shipments/tracking reflect for each order there (this might be an extension, but check if included). This reduces "where is my order?" calls.

Inventory:

When a shipment is created, inventory should be allocated or deducted. There are two ways: (a) if you treat inventory deduction at time of shipping, then as soon as you mark items shipped, the inventory module should decrease those item quantities. If integrated, the act of confirming the shipment or the earlier step of creating a picking list might already reserve stock. Often, in a warehouse module, when preparing an order for shipping, you create a

Picking List

and do a

Stock Move

from warehouse to a "goods-out" location. So ensure that before marking delivered, the system moved that stock out of available inventory (so you don't try to sell it again). If you rely on manual, at least when marking delivered, have it trigger the sales order as fulfilled which should have deducted stock (assuming sales order fulfillment process already did, depends on implementation). For pickups/returns, ensure inventory in/out as needed (if collecting an item from customer for return or repair, inventory should reflect it's received back or at least in transit). That might involve generating a return receipt in inventory module.

Fleet Operations:

If you manage your own vehicles, the Fleet module can complement Logistics by tracking maintenance, fuel, etc. While not directly needed for deliveries, data like mileage per route or fuel consumption might interest you for cost analysis. You can log odometer readings per trip in fleet records. Also coordinate if a vehicle is down for maintenance, mark it so you don't assign it in Logistics. Possibly the integration can warn if a vehicle is marked "In maintenance" on the day, so you don't dispatch it. Similarly for driver availability (if driver is on leave, mark it to avoid assignment). If not integrated, maintain a calendar for that.

Finance/Accounting:

Cash on Delivery:

If some deliveries are COD (customer pays by cash or check upon arrival), the logistics module should flag that and tell driver how much to collect. It should also track that the driver collected it and turned it in. Possibly an integration with accounting: a COD receipt might automatically create a pending payment entry. You should match it when driver brings the cash. E.g., the sale invoice stays unpaid until driver marks collected, then accounting marks invoice paid in system. Make sure there's a process: either driver uses mobile to mark "collected $X" which notifies accounting to record payment, or they deliver cash to office and accounting then manually records. The module could list all COD deliveries with amounts so you can tally how much each driver should return at day end. Check that or create a simple report manually. Reconcile driver-submitted cash vs that report daily. It's important to avoid cash leakage.

Carrier Bills:

For third-party shipments, you'll get bills from carriers (FedEx etc). Reconcile the shipments. The system can output shipments by carrier by date with weight, cost (if known). Compare to FedEx invoice to ensure all shipments are accounted and charged correctly (e.g., no unexpected surcharges or missing shipments). If your system didn't capture cost, at least check count of shipments. Also use it to allocate shipping expenses to correct accounts (some companies treat shipping as cost of sales or separate expense). The data can help to accrue costs if needed.

Logistics Costing:

The module can help calculate delivery cost per order, which is useful for profit analysis. You could assign a cost for each delivery (like fuel, driver time proportion, or carrier fee). Summing this up monthly tells you total logistics cost. Accounting likely just sees fuel, vehicle maintenance, driver salaries, and carrier bills separately. The module can help connect those to delivered orders. For example, if you see delivering to a far region costs $30 in fuel but you only charged $10 shipping fee, that might highlight a pricing issue. It's more advanced but consider using data to optimize routes (maybe wait to have more orders before sending to far region, or charge customers more).

Reporting and Optimization

Delivery Performance Reports:

Generate metrics like

On-Time Delivery Rate

(percent delivered by promised date/time),

Average Delivery Time

(from shipping out to delivered, maybe broken by region or driver),

Delivery Success Rate

(how many first-attempt deliveries succeed vs require retries). These show service quality. For instance, if on-time is 95%, great, if it's 80%, find why (maybe scheduling too tight, or customers not informed). Use that to improve: e.g., adjust cut-off times, increase staff for peak days, or better route planning.

Cost Reports:

Summarize logistics cost as above. Also, cost per delivery or per km for internal fleet. If one driver or route consistently costs more (maybe heavy traffic route using more fuel), you might redesign routes or consider outsourcing that part.

Volume Reports:

See number of shipments per day or per route. This helps plan capacity. If Friday deliveries are double other days, perhaps schedule more drivers or stagger promotions. Or if a certain city now gets a lot of orders, maybe you need a regional hub or a new route dedicated to it instead of overloaded general route.

Customer Feedback:

If possible, integrate with CRM to log any delivery complaints or compliments. E.g., if customers often complain "driver didn't call" or "package damaged", track those to specific shipments or drivers. That may highlight training needs or packaging improvement needed.

Return Analysis:

If deliveries often result in returns (customer refused, etc.), find cause was product not as expected, or delivery attempted at wrong time? That touches on sales and logistics both, but tracking it is start. Logistics module can provide reasons from drivers (like "Customer not home" or "Refused due to delay"). Frequent "not home" might mean you need to confirm delivery slots with customer beforehand by SMS. Frequent "refused due to delay" means improve timeliness or set realistic expectations.

In summary, the Logistics module helps

ensure your deliveries and pickups are executed smoothly, transparently, and efficiently

. It bridges your internal operations, customers, and any third-party carriers into one coordinated process. As you refine usage of this module, you'll find you can handle more deliveries with the same resources (through better routing), keep customers happier (with timely info and on-time arrivals), and manage exceptions with less chaos (since everything is logged and visible). Logistics done well gives your business a competitive edge, as it is often the final touchpoint with customers and a critical part of fulfilling your promises.

Screens & fields reference

Use these screens and fields to complete tasks inside Logistics in XFatora.

Automations & notifications

Review automation rules and notifications available in Logistics in XFatora.

Reports & dashboards

Track KPIs and dashboards powered by Logistics in XFatora.

Common mistakes

• Skipping required configuration before the first workflow.
• Not assigning the correct permissions for team roles.
• Forgetting to review automation or notification settings.

FAQs

Troubleshooting

Related modules