What RouteFlow does

RouteFlow takes your open SAP Business One Sales Orders and Return Requests and turns them into delivery routes. It then follows every route from the dock to the customer’s signature:

1. Plan: optimises routes three ways (shortest distance, fewest trucks, balanced) so you can compare them.
2. Commit: creates the SAP Deliveries, opens a mileage trip per route and sends customers their delivery notice (ASN).
3. Load: dock staff load each truck last stop first, scanning pallets on a handheld or working from a printed loading sheet.
4. Deliver: drivers use the offline driver app for navigation, signatures, photos, scans and payments.
5. Follow up: customers get a tracking page with the bill of lading and a proof-of-delivery PDF. Payments post to SAP as Incoming Payments. Returns run through an approval flow and post as SAP Return Requests and Returns.

One RouteFlow plan can cover several SAP companies. Each stop keeps its own company’s documents, branding and settings.

Setup (connections, sync, users, email, billing) is covered in the Setup & Administration Guide. This guide covers daily use and the RouteFlow-only Setup tabs.

Roles

Drivers are not users. They sign in on a paired phone, from a route link that dispatch sends them, or with their phone number (limited access; no odometer readings).

Signing in

Staff sign in with their email and password. Every page has a How this page works help drawer.

Dashboard

The dashboard shows how today is going:

• Today: routes out, stops done, on-time, exceptions, returns, cash and trucks down.
• Summary cards: Equipment, Drivers, Orders, Returns, Cash collected, SAP posting health, Loading / dock, and Compliance alerts.
• Orders not on a route: anything still waiting to be planned.
• Period KPIs: last 7 days, this month, yesterday, or a custom range.

Dispatch: planning routes

1. Open Dispatch.
2. Choose the Dispatch date and the Phase: Preplan for a first look, Final for the plan you will run.
3. Click Run Dispatch. RouteFlow builds three scenarios. For each it shows Trucks, Total KM, Fill % and Estimated cost, with the routes on the Route map.
4. Compare the scenarios and adjust as needed. You can:
   • assign drivers,
   • check hazmat warnings,
   • review Unassigned orders (orders that did not fit).
5. Click Commit. RouteFlow then:
   • creates the SAP Deliveries tagged with route, truck and stop,
   • opens mileage trips,
   • creates loading sessions,
   • emails each customer the Delivery scheduled notice.
6. Print manifest produces the route manifest.

If a warning stops the commit, you can choose Commit anyway. Un-commit is possible until something has been posted or delivered.

Carry-over: undelivered stops, short loads and returns that were not collected join the next plan automatically. They are marked carried from.

Fleet & master data

Fleet holds your Trucks, Depots and Drivers, along with their compliance details (licences, inspections). Most of this is imported from SAP under Setup → Sync. Details you add in RouteFlow are never overwritten by an import.

Pairing a driver’s phone:

1. Open the driver and click Pair a phone. A QR code appears. It works once, for 15 minutes.
2. The driver scans it on their phone and taps Pair this phone.
3. From then on the driver taps Sign in with this phone (Face ID, fingerprint or screen lock).

Loading

There is one loading session per committed route, sequenced last stop first, so the first delivery is nearest the door.

• Sheet prints a loading sheet for crews without handhelds.
• With scan-verified loading switched on, loaders use the handheld:
  1. Tap their name and enter their PIN or scan their badge.
  2. Pick the truck.
  3. Scan the pallets, then the licence plate.
  4. Close the truck.
• A truck can be closed short, with a reason. The shortfall banner then lists the pallets left behind, and they carry over to the next plan.

Board

The Board is a wall screen for the dock. It shows Trucks loading, Ready to roll, On the road, Back at depot, Stops done, Pallets loaded and Left behind. Set the horizon and auto-refresh, then go full screen.

A screen with no staff login can use the screen link from Setup → SAP Setup → Warehouse board.

The driver app

Drivers open RouteFlow on their phone (driver.csc-work.com). The app works offline: everything is saved on the phone and sent once there is signal.

1. Start of day: confirm the starting odometer against the dash. Opening the route marks the truck as departed.
2. At each stop:
   • Tap Navigate to open Google Maps, Sygic, CoPilot or Apple Maps.
   • If the stop requires it, scan the pallets or items.
   • Capture the customer’s signature.
   • Take photos (up to 6).
   • Take a payment if one is due: cash, check or card.
   • Tap Confirm delivery (or Confirm pickup for a return).
3. Problems: tap Log exception, or Deliver short… with a reason for each missing pallet or line. Anything short comes back on a later date.
4. End of day: enter the Ending odometer at the depot, then tap Complete route.

The Sync panel shows what is waiting to send. Tap Push now to send it. Do not sign out or clear the browser while items are waiting; until they are sent, they exist only on the phone.

What the customer sees

• Delivery scheduled (ASN): sent at commit, with a link to the tracking page.
• Tracking page: a map with how many stops away the truck is, and the bill of lading: shipper, consignee, carrier, driver, order, delivery note, handling units, weight and volume.
• Delivered: an email with the proof-of-delivery PDF and the photos attached. The PDF can also be downloaded from the tracking page.
• Returns: the customer can start a return from the tracking page (Return items).

Mileage, maintenance and costs

• Mileage (/mileage) is the odometer chain per truck. Trips open automatically at commit; you can also click Start trip. Closed trips can be reopened to correct them.
• Maintenance shows trucks Available, In service and with PM due. Here you can:
  • Record odometer,
  • Schedule PM (preventive maintenance),
  • Report breakdown,
  • Close service.
• Costs shows operating cost, maintenance cost and cost per delivery, broken down by truck and by cost centre. The Plan vs executed tab compares the planned routes with what actually happened.

Handhelds: settling driver cash

Handhelds lists what drivers collected, filtered by date, driver and status, with totals for Cash, Check and Card.

1. Filter to the day or route.
2. Click Preview to check the receipts.
3. Click Push to SAP. This creates SAP Incoming Payments. A receipt can also be voided.
4. Pull open invoices refreshes the invoices drivers can collect against. Export CSV downloads the list.

Returns (RMA)

1. Click New return and find the delivery the goods came on.
2. Choose the items, then Make request, or Make request and email the customer so they can confirm the items.
3. The customer confirms by email link. You can also tick Customer confirmed by phone.
4. A returns approver (not the person who made the request) clicks Approve — create the Return Request, or Reject. When approved:
   • the SAP Return Request is created,
   • the customer is emailed the RMA number and pickup date.
5. The pickup is planned as a return stop on its due date. When the driver confirms the pickup, the SAP Return posts (if your posting policy says so).

Statuses: Open, Waiting for approval, Waiting for customer, Changes asked, Approved, Rejected.

RouteFlow-specific Setup

SAP Setup (admins)

With more than one SAP company, pick the company first. Each company has its own settings.

Payment providers (admins)

Connect Stripe or PayPal for card payments taken by drivers. Choose Test or Live mode, the currency and the default provider.

System (admins)

• License & Tier: Refresh license, the capability ladder, and service health.
• On-time tolerance (± minutes), used on the dashboard.
• Driver sign-in: whether drivers may sign in by phone number.
• Driver navigation: the default app, and Imperial or Metric units.

Email templates

RouteFlow sends these emails. Every one can be edited:

• Delivery scheduled (ASN)
• Out for delivery
• Delivered (proof of delivery)
• Delivery exception
• Collection scheduled
• Payment received
• Return request — please confirm the items
• Return request received
• Return approved — RMA and pickup date
• Return request rejected

In the same tab you can:

• choose which emails are sent automatically,
• choose whether to attach the POD,
• set how many stops away the truck appears on the tracking page,
• list customers who should not be notified.