Efficient management of driver and vehicle allocations is essential for optimizing delivery, pickup, and service operations within HirePOS. This document serves as a comprehensive guide on how to assign drivers and vehicles to specific jobs within the Delivery/Pickup schedule.

To allocate a driver to a job, the driver must first be set up as a supplier in the system. Follow these steps:

1. Navigate to Setup > Suppliers and either edit an existing supplier or create a new one.

2. In the Other tab, check the box labeled Is Driver or Transport Company? and save the supplier record.

1. Navigate to Sales/Hire > Delivery/Pickup Schedule and click on the Vehicle/Driver Allocations button. The screen will default to 'Drivers' mode, displaying jobs within the selected date range.

2. You can assign jobs to drivers by clicking the + cell in the respective columns. Note that each job can only be assigned to one driver. The total number of jobs for each driver is tallied at the bottom of the grid.

3. Alternatively, you can use the Driver Dropdown view (the 3rd option after "Drivers" and "Vehicles" at the top of the screen). This is useful if you have too many drivers to represent clearly on the "Drivers" view.

4. Any changes here are reflected in the Deliver Via and Pickup Via fields on the given Invoice/Booking, Reminder, or onsite service task. Changes made directly on the record in question will also be represented on the driver allocations screen.

• Pickup details inherit Delivery details. If you assign a driver to a Delivery job, the Pickup job will inherit the same driver unless you assign a different driver for the Pickup job.

• In the Driver/Vehicle Allocations screen, you cannot "unassign" drivers. Every job is assumed to require a driver, so you must choose one driver or the other.

• You may have Pickup jobs assigned to a driver, but when you view and edit the Invoice, there will be no driver assigned in the Pickup details section. This is because Pickup details will use the same details as Delivery if none are specified.

• If you want to explicitly flag a job as unassigned, set up a new driver called Unassigned and choose this driver for the job as needed.

• To default all new jobs to the Unassigned driver, go to Setup > Preferences > Miscellaneous, select the Unassigned driver in the Delivery/Pickup Via dropdown, and save the changes. From here on, all new jobs (both delivery and pickup) will be assigned to this special "Unassigned" driver.

Assigning vehicles to jobs follows a similar process. Here’s how to allocate a vehicle to a job:

1. Set up the vehicle as an item in Setup > Items. It is recommended to create a new Item Type called Vehicles to distinguish them from other items.

2. In the Other tab of the item setup, check the Is Delivery Vehicle box and save the item record.

3. Proceed to Sales/Hire > Delivery/Pickup Schedule and click on the Vehicle/Driver Allocations button. Switch to Vehicles mode by clicking the corresponding button.

4. You can assign jobs to vehicles by clicking the + cell in the columns. Each job can only be assigned to one vehicle. The total number of jobs for each vehicle is calculated at the bottom of the grid. If a driver is assigned to a vehicle, their initials will be displayed next to the vehicle icon.

To efficiently manage vehicle and driver allocations, HirePOS allows you to filter the results displayed on the Vehicle/Driver Allocations screen. By using date filters and additional filters in the filter stack, you can narrow down the results to focus on a specific date range, zone, suburb, or branch at any given time.

1. At the top of the Vehicle/Driver Allocations screen, you will find a Date Range filter.

2. This filter allows you to specify the start and end dates for the jobs you want to view.

3. Use the calendar icon to select the specific dates, or manually input the dates to define your desired range.

4. Once the date range is set, the screen will display only the jobs within the selected period, making it easier to manage allocations for specific days or weeks.

In addition to the date filter, you can further refine the results using additional filters in the filters menu. This includes options for zone, suburb, and branch.

In some cases, HirePOS users may create a user account for each truck in their fleet rather than each driver. This is useful if the workforce is casual, and the specific driver for a truck cannot be predicted on any given day.

• In this case, each truck is given a login username and password, and the truck will only be able to see jobs assigned to it.

• You will not use the Vehicles feature on the allocations screen. Instead, set up your Drivers using the names of your trucks. Although it sounds counterintuitive, your drivers will now be trucks, and you will not have any vehicles set up.

• This setup allows drivers to be logged in and have jobs filtered only for those assigned to them, but similar functionality does not exist for Vehicles in the system.