Manage item database

The Item Database allows you to record the products or equipment your drivers need to deliver during their routes.

For example:

• Food crates
• Technical equipment
• Spare parts

Once configured, you can:

• Add items when scheduling a delivery
• Specify the quantities to be delivered
• Allow drivers to validate the condition of items from the mobile app
• Track and analyse delivered items

1. Enable the “Item Management” option

Before creating items, you must enable the feature.

1. Go to the Settings module
2. Click General
3. Activate the option Enable package or item management
4. Select Items
5. Click Save

💡 The item database is linked to a single site (warehouse, agency or point of sale).

2. Create items

Once the option is enabled, you can add items from the Item Database tab.

➡️ Add an item manually

1. Go to Settings
2. Click Item Database
3. Click the “+” button
4. Enter:
   • Reference (required)
   • Item name
   • Unit (optional)
   • Price
5. Click Save

💡 You can set an item as a default item. It will be automatically added when scheduling a delivery.

➡️ Import a list of items

If you have an Excel or CSV file:

1. Go to Settings > Item Database
2. Click Import items
3. Upload your file

The file must contain the following columns:

• Reference
• Item name
• Price

3. Add items when scheduling a delivery

1. Go to Plan
2. Click Schedule deliveries
3. In the Items field, search for the item by name or reference
4. Select the item
5. Enter the quantity to be delivered
6. Complete the scheduling

You can edit items and quantities from the Items tab in the delivery details.

4. Validate items from the mobile app

From the mobile app, drivers can view the items to be delivered and indicate their condition during validation.

1. Open the delivery
2. Click Complete this delivery
3. For each item, select one of the following statuses:
   • Item delivered in conformity
   • Item delivered with an anomaly
   • Item not delivered
4. Click Next step
5. Confirm the delivery

If custom fields have been configured (for example, in the case of an issue), they must be completed during validation.

5. Track delivered items

1. Go to the Monitor module
2. Click the Item List tab

You can filter the display by:

• Completed deliveries with items delivered in conformity
• Completed deliveries with items delivered with anomalies
• Cancelled deliveries or deliveries with items not delivered
• Ongoing deliveries

6. Access item history

To view items delivered over a given period:

1. Go to the Analyse module
2. Click Item History
3. Select a period

You can display additional information by clicking Modify columns (date, delivery, item name, state of the item, quantity, customer external ID, delivery external ID, states, delivery time, and driver).

You can filter the display by:

• Completed deliveries with items delivered in conformity
• Completed deliveries with items delivered with anomalies
• Cancelled deliveries or deliveries with items not delivered
• Deliveries not completed (possible statuses: scheduled, postponed, ongoing, done, and pending)

☝️ Good to know: If you allow drivers to manage delivered item quantities, you can view planned quantities, loaded quantities (pickup & delivery mode only), loading / unloading, delivered quantities, loading / unloading time.
 

☝️ Good to know: From the list of items and the item history, you can export your data in CSV or Excel format.

It is also possible to include items in the route export in PDF format. To do this, go to Settings > Settings > PDF Exports > Export of routes > Delivery, then check the “Items” box before saving your changes.

Additional articles

To go further:

• Add custom fields when validating an item
• Manage delivered item quantities
• Insert an item table in a report
• Hide or display item prices in the mobile app
• Access the history of delivered items

🙋‍♀️ If you need help setting up your item database, please contact AntsRoute support by email or via the chat available from the web interface.