Set Up Deliveries (1205 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 2:31 PM by Migration Bot

Originally written by John Hardwick, last updated Jan 30, 2026, on the Swan Retail knowledge base (FRS).

This routine allows the creation of delivery run placeholders which can be created several weeks, if not months, in advance allowing the allocation of customer deliveries to the run, this forming a delivery schedule or plan.

The Set Up Deliveries routine should be run periodically to top up the end of the delivery window and therefore ensure the sales staff, for example, can book delivery X weeks in advance. For example, if allowed to book 3 months into the future at the end of each month, add another month to the end of the planned delivery window.

Deliveries should be planned from the location the customer delivery fleet reside.

Menu Location: Deliveries > Set Up Deliveries

Item	Description
Delivery Branch	Select the location from where the delivery will commence its journey. This is usually a warehouse or distribution centre. It is possible to pick goods up on route (if your system is configured to allow this) See Set Up Locations (1211)
Route	Select the area / direction of travel from the available list. See Set Up Delivery Routes (1205 onwards)
Truck / Van	Select a vehicle planned to be used. (this can be changed later if needed) See Set Up Vehicles (1206 onwards)
Day	Place a tick in the day(s) the run is planned to occur.
Delivery Time	Specify the time the run will commence. This is the start time of the first drop, should timed delivery slots be in operation. The delivery planning uses the start time to provide an ETA for each delivery slot where required to do so.
Start Date	Specify the first date the run(s) are to be created from.
Create For Weeks	Specify the number of weeks this pattern is to be repeated.
Skip Weeks	Specify the number of weeks to skip. I.e., create 5 weeks, skip 2 weeks would create runs for week 1 & 4. i.e. create a week, skip 2 weeks, create a week for the specified number of elapsed weeks.

To create the runs, select the CREATE button, which will present the operator with the following message once completed.

Run Creation Confirmation

It is possible to delete empty runs from the system, this is usually done retrospectively to clean runs which were generated and remained empty after their specified delivery date. This is a way of cleansing the system of any runs which did not occur.

To access this feature, click the DELETE MODE button.

Item	Description
Delivery Branch	Select the location from where the delivery will commence its journey. This is usually a warehouse or distribution centre. It is possible to pick goods up on route (if your system is configured to allow this) See Set Up Locations (1211)
Route	Select the area / direction of travel from the available list. IF you are unsure as to which routine will be catered for on the day, it is suggested creating a TBC (To be confirmed) delivery route, with the actual route being selected during scheduling. See Set Up Delivery Routes (1205 onwards)
Vehicle	Select a vehicle planned to be used. IF you are unsure as to which vehicle to use, it is suggested creating a TBC (To be confirmed) delivery vehicle, with the actual vehicle being set during delivery planning. See Set Up Vehicles (1206 onwards)
Truck Run	Optionally specify the run number of a run to be purged from the system.
Date Range	Specify a start and end date within which empty runs can be purged.

Only runs with no allocations (scheduled sales order deliveries or scheduled stock transfers) can be purged this way.

Once completed, SwanFRS will provide a notification of runs deleted.

Advanced Run Creation

As an alternative to creating runs by week, clicking the ADVANCED MODE button opens a calendar view whereby runs can be added or removed from the plan.

Prior to displaying the delivery plan for the specified start date, the operator is requested to enter the search criteria.

Delivery Branch - The start point of the delivery run
Route - The intended direction of travel / Delivery area
Vehicle - Expected vehicle or truck to be used.
Delivery Time - Optional start time for the first delivery.
Start Date - First date to be displayed

Having specified the search criteria, clicking the GO button populates the calendar view with scheduled delivery runs.

Clicking the buttons changes the calendar view one week earlier or later, dependant upon the button selected.

Item	Description
Weekday A/N	Clicking the A puts a tick into all dates displayed for the specific date Clicking the N clears the checkbox for all dates in that column
RUN	Indicates there’s a run scheduled for the specified date.
	Click to delete the run from the specific date, If RUN displays without the there are bookings for this day and therefore the run cannot be purged.
	Tick to indicate a run should be created on this date.