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User Guide

Manage Organizations

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Locate Organizations list

  • Navigate to Organizations > Organization List tab
  • This tab lists all the organizations you belong in or have the management rights over
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Organization Types and Hierarchy Chart

  • In VRP - Outsourcing Fleet Model, essentially there are five organization types needed: Manufacturer; Distributor; Branch; Depot; Transporter
  • The hierarchy and functions of each organization is in the below table:
Organization TypeDirect Upper-level Organization typeFunctions and Resources
Manufacturer
(Required)		Manufacturer (Itself)Have the management rights over all resources
Distributor
(Required)		ManufacturerDirectly manages the dispatchers
Branch
(Required)		DistributorDirectly manages the routing algorithms
Depot
(Required)		BranchDirectly manages the customers; products inventory; orders
Transporter
(Required)		BranchTransport products from the manufacturer warehouses to customers and vice versa
Directly manages the vehicles; drivers

Create Organizations

Organization information fields

  • Below is the list of information fields of organizations of this model

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You don't necessarily need to input into every information fields

Apart from the information fields mentioned below, other information fields can be left blank during the creation process

Information fieldDescription & Input
Parent Organization (Web form); Parent Organization Code (Excel template)
(Required)		1. Description:
The direct upper level organization of the organization being created
2. Input rules:
Web form:
Click on this field. Input the Organization Name/Organization Code of the upper level organization of the organization being created into the search bar, then select from the drop down menu
Excel template:
Copy the Organization Code of the upper level organization of the organization being created on Web app, then paste into this cell
Note:
The Organization Name and Organization Code of organizations can be found under "Organization Name" and "Organization Code" columns in "Organizations > Organization List" tab
Organization Code
(Web form + Excel template)
(Required)		1. Description:
Organization Code assigned to the organization being created
2. Input rules:
Format: Must not contain spaces
For example: "Org 01" is not acceptable; "Org_01" is acceptable
Note:
When you use the Web form, the organization code will automatically be capitalized
For example: If you input "Sample_Organization_Code", it will automatically be converted into "SAMPLE_ORGANIZATION_CODE"
This code is case sensitive
For example: "Sample_Organization_Code" is different than "SAMPLE_ORGANIZATION_CODE". Please pay attention when copying the code
Organization Name
(Web form + Excel template)
(Required)		1. Description:
Name of the organization being created
2. Input rules:
Format: Free-form
Organization Categories (Web form); Organization Category Code (Excel template)
(Required)		1. Description:
Organization Type of the organization being created
2. Input rules:
Web form:
Click on the field and choose the appropriate Organization Type from the drop down menu
Excel template:
Input one of the following values into the cell to specify the organization type of the organization being created (Note: Input all letters in uppercase format): DISTRIBUTOR; BRANCH; DEPOT; TRANSPORTER
Latitude, Longitude
(Web form + Excel template)
(Required)		1. Description:
Coordinate information of the organization being created
2. Input rules:
Format: Decimal Degrees
For example: 41.40338 and 2.17403
Read this article for instruction: Get coordinate information of places
Open Time; Close Time
(Web form + Excel template)
(Required for organizations of Depot/Transporter type)		1. Description:
The regular time of day at which the organization being created officially starts working and closes
2. Input rules:
Format: hh:mm (24 hour format)
For example: The organization being created regularly starts working at 8:30 A.M and closes at 5:30 P.M everyday. You need to input the following values in the Open Time and Close Time fields/cells respectively: 08:30 and 17:30
Min Time; Max Time
(Web form + Excel template)
(Required for organizations of Depot type)		1. Description:
The minimum and maximum time period (In minutes) the Depot being created requires each vehicle to load products
2. Input rules:
On Web form, you need to click on "More Configurations" to see this information field
Input only the value in number. Do not input the unit
For example: The Depot being created requires each vehicle to load products no less than fifteen minutes and no more than thirty minutes. Input the following values into the Min Time and Max Time fields/cells respectively: 15; 30
Read more about this configuration at this article:
Phone Number
(Web form + Excel template)
(Required)		1. Description:
Phone contact of the organization being created
2. Input rules:
Format: Numbers only. Must not contain spaces
For example: "090 181 0800" or "090.181.0800" is not acceptable; "0901810800" is acceptable
Address
(Web form + Excel template)
(Required)		1. Description:
Official address where the organization being created is located
2. Input rules:
Format: Free-form
  • You have two options to create organizations:

Option 1: Create single organization using Web form

  • Please refer to the CRUD functions article to know the general steps about creating single object using web form
  • When using Web form, information fields of an organization must be input in the sequence below to ensure no mistakes:
  1. Parent Organization
  2. Organization Categories
  3. Organization Code
  4. Organization Name
  5. Latitude, Longitude
  6. Phone Number; Address
  7. Other optional information fields
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Option 2: Create multiple organizations using Excel template

  • Please refer to the CRUD functions article to know the general steps about creating multiple objects using Excel template

Create the Manufacturer

  • The Manufacturer is the first organization you have to create. This organization can only be created using Web form
  • For this organization, you would not be able to select its Organization type from the Organization Categories field right away, because the Parent Organization field is not yet set up
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  • In order to do so, input other necessary information (Organization Code; Organization Name; Address; Latitude; Longitude), click Save in order for Abivin vRoute to recognize the newly created Manufacturer in the database
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  • Next, click on Edit icon of the Manufacturer
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  • On the Organization Information screen, click on Parent Organization field and select itself as its own Parent Organization
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  • After that, click on the Organization Categories field, select Manufacture from the drop down menu
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  • Click Save to confirm the change
  • Now the Manufacturer has been fully set up. You can move on to create other lower level organizations using either Web form or Excel template
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Create lower level organizations

  • The process to create organizations have been described above. Below are some notes when using the Excel template
  • When creating the organization directly under the Manufacturer - The Distributor, you must copy the exact Organization Code of the Manufacturer on Web app then paste into the Parent Organization Code cell of the Distributor in the Excel template
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  • For other organizations, as you input the Organization Code for them, copy their Organization Codes then paste into the Parent Organization Code cells of their direct lower level organizations
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Update Organization

  • Please refer to the CRUD functions article to know the general steps about updating objects in Abivin vRoute

Delete Organization

  • Please refer to the CRUD functions article to know the general steps about deleting objects in Abivin vRoute

Search and Filter Organization

Search Organization

  • Enter either the Organization Code or the Organization Name of the organization you want to search in the search box
  • The system will filter and return result shortly
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Filter Organization

  • You can filter Organization that are the same Organization Type or share the same Parent Organization by clicking on the Organization Categories and Parent Organization columns then ticking on boxes in the drop down menus
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  • You can also search an organization quicker by typing the Organization Name or Organization Code of its upper level organization in the search bar of Parent Organization column; or the Organization Type in the search bar Organization Categories column
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  • You can combine these two filters for more accurate search results

Locate Organizations on the map

  • To view locations of organizations on the map, click on View Map icon (Next to the Search field)
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  • On the map, each organization is marked by a symbol
  • Click on each symbol to show the label of the organization
  • Click on View data table icon to get back to the organization list screen
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Updated almost 5 years ago