This is a Delivery Management Web Portal built on Fieldproxy for GRAINSCO. It serves two types of users — the Dispatcher (manager side) and the Driver — both using the same web application.

• URL: https://app.fieldproxy.ai/
• Enter your User ID and Password (sample credentials provided by your admin)
• The role (dispatcher vs. driver) determines what you see after login

This is the first screen the dispatcher sees after logging in. It is the main delivery board.

What you see

• Page title: "All Deliveries" — Manage and track all delivery orders
• A date range filter at the top to filter orders by date

5 KPI summary cards

• All Orders — total number of delivery orders
• Pending — orders created but not yet dispatched
• In Transit — orders currently being delivered
• Completed — successfully finished deliveries
• Failed — failed delivery attempts

Delivery Orders table

• Order # — format: DLV-YYYY-XXXX
• Customer name
• Delivery Address
• Assigned Driver (with dropdown to change)
• Status (color-coded: Completed Pending In Transit Arrived)
• Priority (Urgent High Normal)
• Created date
• Actions — eye icon to view the full order detail

Additional features

• Each column has a "Contains" search/filter row
• Export/download button to export the list
• Pagination at the bottom (rows per page selector + page navigation)
• "+ New Delivery Order" button at the top right

Sidebar navigation visible from this view

• All Deliveries
• Create Order
• Drivers
• Vehicles

Accessed by: Clicking "Create Order" in the sidebar OR clicking "+ New Delivery Order" button.

Purpose: To create a brand new delivery job and assign it to a driver and vehicle.

The page title says: "Create New Delivery Order"
Subtitle: "Step 1: Fill in customer and delivery details, then add items on the next page"

Section 1 — Customer Information

• Customer Name (required)
• Company Name
• Contact Person
• Email
• Primary Mobile (required, with country code selector)
• Secondary Mobile

Section 2 — Delivery Address

• Delivery Address (required)
• Region / Province (dropdown)
• City / Municipality (dropdown, depends on Region selected)
• Zip Code
• Nearest Landmark

Section 3 — Delivery Details & Assignment

• Scheduled Delivery Date (date picker)
• Delivery Time Window (text field)
• Priority (dropdown: Urgent / High / Normal)
• Assign Driver (dropdown of available drivers)
• Assign Vehicle (dropdown of available vehicles)
• Special Instructions (free text area)

Footer buttons

• Cancel — goes back without saving
• → Create & Add Items — saves the order and proceeds to Step 2

Step 2 — Add Items Page

After clicking "Create & Add Items", you land on a page to add the physical goods:

• Item name / size
• Description
• Quantity
• Weight
• Unit

Click "Add" to add the item, then "Done" to finish — this takes you back to the Delivery Detail View to review the full order.

Accessed by: Clicking the eye icon on any order in the All Deliveries table, or automatically after creating an order.

Purpose: Full detailed view of a single delivery order for the dispatcher to monitor, act on, and manage.

Top section

• Breadcrumb: ← Back to Deliveries / [Order #]
• Order number as title (format: DLV-YYYY-XXXX)
• Customer name and company as subtitle
• Status badge (e.g. Completed, Pending, In Transit)
• "Generate PDF" button (purple) — top right

Three info panels in the first row

Panel 1 — Customer & Contact

• Customer name, Company, Contact Person, Primary Mobile, Secondary Mobile, Email

Panel 2 — Delivery Address

• Address, Nearest Landmark, City, Region

Panel 3 — Delivery Details

• Time Window, Priority, Special Instructions

Three info panels in the second row

Assignment Panel

• Assigned Driver, Assigned Vehicle

Status Panel

• Order Status, Cargo Verified (true/false)

Completion Panel

• Trip Ticket Issued (true/false), Filed Off (true/false)

Bottom section — 5 Tabs

Tab 1 — Items

• Lists all cargo/goods attached to this order
• Columns: Item name, Description, QTY, Weight, Unit, Handling
• "+ Add Items" button to add more items

Tab 2 — Timeline

This is the most important operational tab — it is a live, automatic event log that records every action taken on this delivery in chronological order. The steps recorded here are:

1. Pre-Trip Inspection Completed
2. Cargo Verified & Loaded
3. Trip Ticket Issued
4. Departed to Destination
5. Manual Status Update
6. Arrived at Site
7. Return to Warehouse
8. Post-Trip Inspection Completed
9. Keys Returned & Trip Completed
10. Delivery Signed Off & Closed

Each entry shows: event name, description, who did it (By: [driver name]), and timestamp. These are automatically created by the system — not manually entered.

Tab 3 — Expenses

• Lists all expenses the driver logged during the trip
• Columns: Date/Time, Type (e.g. Fuel Receipt), Amount, Description
• Submitted by the driver from their side during the delivery

Tab 4 — All Inspections

• Shows the full pre-trip and post-trip vehicle inspection reports submitted by the driver
• Includes: Driver name, Vehicle name, Odometer reading
• Checklist table: Category (e.g. Exterior Check), Check Item (e.g. "Vehicle body free from major dents"), Result (Yes / No)

Tab 5 — PDF

• Renders a live PDF preview of the official Delivery Report inside the browser
• The PDF is branded with GRAINSCO logo and includes:
  • Header: Order No, Date, Driver, Vehicle, Status
  • Section A: Customer Information
  • Section B: Delivery Items table
• Can be downloaded directly from this tab

Accessed by: Clicking "Drivers" in the sidebar.

Purpose: Manage all registered drivers in the system.

Top section — 4 KPI cards

• Total Drivers — total registered drivers
• Active — currently active drivers
• Inactive — deactivated drivers
• Available Now — drivers available for assignment right now

All Drivers table — columns

• Driver Name
• Phone
• Email
• License #
• License Type
• Blood Group
• Availability (Available / Unavailable)
• Status (Active)
• Added (date)
• Actions — delete button

"Add Driver" button

Opens the Add New Driver modal with fields:

• Driver Name
• Phone (with country code)
• Email
• License Number
• License Type
• Blood Group
• Emergency Contact Name
• Emergency Contact Phone
• Password (this is the driver's login password for the app)
• Cancel / Save buttons

Accessed by: Clicking "Vehicles" in the sidebar.

Purpose: Manage the full vehicle fleet used for deliveries.

Top section — 4 KPI cards

• Total Vehicles — total fleet count
• Active — currently active vehicles
• Inactive — decommissioned vehicles
• Available Now — vehicles ready for assignment

All Vehicles table — columns

• Vehicle # — internal code
• Plate No.
• Type (Pickup, Motorcycle, etc.)
• Make — manufacturer name
• Model
• Year
• Capacity (kg)
• Fuel
• Odometer
• Availability
• Status (Active)
• Added date
• Actions — delete button

"+ Add Vehicle" button

Opens the Add New Vehicle modal with fields:

• Vehicle Number
• Plate Number
• Vehicle Type (dropdown)
• Make
• Model
• Year
• Capacity (kg)
• Fuel Type (dropdown)
• Insurance Number
• Current Odometer
• Cancel / Save Vehicle buttons

After the dispatcher creates and assigns an order, the driver logs into the same web application and goes through the following steps.

• After login, the driver sees a notification that a new delivery has been scheduled for them
• They click the notification to open the job details

The driver fills in:

• Plate number of the assigned vehicle
• Odometer reading
• Vehicle photo (upload image)
• Full inspection checklist (pre-configured by admin — covers Exterior checks, lights, mirrors, tyres, etc. with Yes/No results)

After submitting → Status on the dispatcher's dashboard updates to: "Pre-Trip Inspection Completed — Waiting for Dispatcher"

The dispatcher receives a notification about this.

The dispatcher:

1. Opens the delivery detail view (clicks "View" from the notification)
2. Clicks "Verify Cargo" → cargo is confirmed
3. Clicks "Issue Ticket" → trip ticket is officially issued to the driver
4. Clicks "Trip Ticket Issued" to confirm

The driver can now see the ticket is issued and proceeds to depart.

• Driver enters depart details
• Clicks "Update Status" → status changes to In Transit / Departed

At any point during the trip, the driver can:

• Upload a photo with details
• Log an expense (e.g. Fuel Receipt → amount → description → Submit)

These appear in the Expenses tab and Timeline tab of the Delivery Detail View on the dispatcher side in real time.

When the driver reaches the delivery location:

• Clicks "Arrive at Site"
• Fills in:
  • Name of the person receiving the delivery
  • All items checklist (verify each item, note condition)
• Customer signs digitally on the screen
• Driver clicks "Confirm Delivery" → delivery is marked as delivered

• Driver clicks "Return to Warehouse"
• Status updates accordingly on the dispatcher dashboard

Same structure as pre-trip:

• Driver fills in the full post-trip inspection checklist
• Uploads a photo
• Submits → Dispatcher/Manager is notified that all checklists are completed
• Keys and documents are returned — this is also logged

• Driver clicks "Return Keys & Complete"
• The delivery status becomes Completed ✅

• Dispatcher clicks "Generate PDF" — the system generates the official Delivery Report PDF
• Dispatcher clicks "Sign Off" → delivery is officially closed
• The PDF can be viewed and downloaded from the PDF tab in the Delivery Detail View

The GRAINSCO system has two separate web portals and one mobile app, all connected:

1. Dispatcher Portal — for creating service requests (pre-commissioning, commissioning, troubleshoot jobs)
2. Manager Approval Portal — for the manager to review and approve/reject those requests
3. Technician Mobile App — for the assigned technician to execute the job on-site

Purpose: Overview of all service activities.

What you see

• Count of Pre-Commissioning activities
• Count of Commissioning activities
• Other job type summaries
• List of existing tickets and job orders

This gives the dispatcher an instant view of how many jobs are active across each category.

Purpose: Create a new service request for a client (pre-commissioning, commissioning, or troubleshoot visit).

This is a multi-step wizard — 4 steps total.

Step 1 — Client Information

• Company/Client selection — when you click on the company field, the address and contact details are auto-filled from the existing database
• Code — select the client code
• Contact Person — auto-filled from the database
• Email — auto-filled if already in the system
• Any missing fields can be manually entered
• Click Next to proceed

Step 2 — Equipment / Mission Details

• Mission Category — select the type (e.g., Pre-Commissioning)
• Equipment field — type the equipment name and click Add
• Multiple equipment items can be added
• Quantity details for each equipment item
• Once all equipment is added, click Next

Step 3 — Task / Visit Details

• Task Title — enter the job title
• Date and Time of Visit — schedule the visit
• Priority — set the priority level
• Description — any additional notes
• Assign Technician — select the primary technician
• Assign Security Technician — select a backup technician (optional)
• Click Next

Step 4 — PDF Preview & Send for Approval

• A PDF is automatically generated from the data entered (may take a few seconds to load)
• The PDF can be refreshed and downloaded
• The dispatcher reviews the PDF to confirm all details
• Clicks "Send for Approval" → this submits the request to the Manager Approval Portal

Purpose: Shows all service tickets (job orders) created by the dispatcher.

What you see

• List of all tickets with ticket IDs
• Each ticket row has two actions:
  • View — opens the full ticket detail view
  • "More" button — reveals additional options including:
    • Raise Fund Request — submit a fund request for this job (e.g., for meals, travel)
    • Raise Tool Request — submit a tool/equipment request
    • Raise Vehicle Request — submit a vehicle booking request

Purpose: Full view of a single service ticket after it has been created and submitted.

What you see

• Ticket ID and title
• Client details
• Job type (pre-commissioning / commissioning / troubleshoot)
• Assigned technician
• Status (submitted, assigned, in progress, completed)
• Visit history and progress tracking
• Service PDF (viewable and downloadable)
• Options to raise Fund Request, Tool Request, or Vehicle Request from within this ticket

Purpose: Central overview of all pending approvals.

Top header

• Title: "Dashboard" — "Pending approvals and request overview"
• "View All Approvals" button → goes to the full Job Order Approvals view

6 KPI summary cards (pending counts per category)

• Fund Requests
• Tool Requests
• Vehicle Requests
• Troubleshoot Visits
• Job Requests
• Expense Approvals

Left-side sub-tab menu + request list — 6 tabs

Sub-Tab 1 — Fund Requests

• Shows pending fund requests from technicians/dispatchers
• Each card shows: requester name, purpose, destination, amount summary
• Actions per card: View (opens modal) | ✗ Reject ✓ Approve

Fund Request Detail Modal:

• Title: "Fund Request — [Name]"
• Task ID, purpose, destination
• Line items (description, quantity, amount per row)
• Total Items count
• Total amount
• Close button

Sub-Tab 2 — Tool Requests

• Pending tool/equipment requests
• Shows the tool names being requested
• Actions: View (opens Request Detail View page) | ✗ Reject ✓ Approve

Sub-Tab 3 — Vehicle Requests

• Pending vehicle booking requests
• Each shows: vehicle type, date required, driver required, designation
• Actions: View | ✗ Reject ✓ Approve

Sub-Tab 4 — Troubleshoot

• Pending troubleshoot visit requests
• Each shows: client name, task ID, parts required
• Actions: View (opens Request Detail View) | ✗ Reject ✓ Approve

Sub-Tab 5 — Job Requests

• Pending job order requests
• Each shows: client, job type, assigned technician, scheduled date
• Actions: View | ✗ Reject ✓ Approve
• When the manager clicks ✓ Approve → the job moves to "Assigned" status and becomes visible to the technician on the mobile app

Sub-Tab 6 — Expenses

• Pending expense approvals from technicians
• Actions: ✗ Reject ✓ Approve

Purpose: Full detail page for any individual request. Shared across all request types.

Header

• Ticket ID — format: SRF-YYYY-XXXX
• Request title/subtitle
• Breadcrumb: Service Requests > [Ticket ID]
• ✗ Reject button
• ✓ Approve button

Client Details Panel

• Client Name
• Contact Person
• Phone Number
• Email (if available)
• Address

Right-side metadata

• Type of Job (troubleshoot / precommissioning / commissioning)
• Date Raised
• Status (assigned / submitted / rescheduled)

Machine/Equipment Info (if attached)

• Machine name and model
• Serial number
• Current Job type

Bottom 2 Tabs

Tab 1 — Machine Details

• Machine / Equipment Details section
• Model, Serial Number, Warranty, Date Installed, Condition

Tab 2 — Service PDF

• Renders the service PDF inline
• If not yet generated: shows "Error Loading PDF"
• When available: viewable and downloadable

Actions

• ✓ Approve → moves to Approved, creates Job Order, notifies technician
• ✗ Reject → moves to Rejected

Accessed via: "View All Approvals" button OR "Approvals" sidebar link

Purpose: Complete table view of ALL job approvals across all statuses.

Header

• Title: "Job Order Approvals" — "Manage and approve service job orders"
• "← Back to Dashboard" button

3 KPI cards

• ⏳ Pending Approval
• ✓ Approved
• ✗ Rejected

3 Tabs

Tab 1 — Pending (Default)

Columns: Type | Ticket ID | Title | Client | Technician | Submitted | Actions

Each row has 3 action icons:

• View — opens Request Detail View
• ✓ Approve — approve directly from the table
• ✗ Reject — reject directly from the table

Each column has a "Contains" search filter row.

Pending items include Job Orders and Tool Requests across multiple clients.

Tab 2 — Approved

Columns: Job Order # | Ticket ID | Title | Client | Service Type | Technician | Approved Date | Actions (View only)

Shows all approved orders. Job Order numbers are auto-generated (format: JOB_NNN).

Tab 3 — Rejected

Same structure as Approved.

• Organisation ID: Grainsco
• User ID: (sample User ID provided by your admin)
• Password: (sample password provided by your admin)
• Accept all required permissions

• Shows all jobs assigned to the technician
• Jobs are displayed in a calendar/date view
• Click on a date to see jobs scheduled for that day
• Each job card shows: client name, job type, status (Assigned/Completed)

When a technician taps on an "Assigned" job, they see the full job execution screen with multiple sections:

Section 1 — Requests (optional)

• Fund Request — view or submit fund requests for this job
• Tool Request — view or submit tool requests
• Vehicle Request — not compulsory, but available

Section 2 — Inform Customer

Options to contact the client before arriving:

• 📞 Call — directly dials the client's number
• 📧 Email — opens email to client
• Click "Mark as Informed" — logs that the customer has been notified

Section 3 — Time In On-Site

• Click "Time In On-Site" — logs the exact arrival time at the job location

Section 4 — Job Notes

• Enter any observations or notes about the job
• Spares — if any spare parts are required, they can be entered here

Section 5 — Job Not Completed (if applicable)

If the job cannot be completed, the technician can:

• Enter the reason for non-completion
• Reschedule the visit to a future date

Section 6 — Complete Job

• If completed, click "Complete"
• Submit the job for review

After completing the job tasks, the technician submits checklists for each machine:

• Each machine assigned to the job appears as a card
• Click on a machine → opens the checklist form
• Fill in remarks for each checklist item
• Click "Submit Checklist" for that machine
• Repeat for all machines
• Once all machine checklists are submitted, they show as ✓ completed

After all checklists are completed:

• Click "Continue for Signature"
• Capture the client's digital signature on screen
• Fill in:
  • Client name
  • Role/designation
  • Date and time of signature
• Click Submit

After signing off:

• View a list of all machines serviced
• Click "View PDF" for each machine → shows the machine-specific checklist PDF
• PDFs are machine-wise (one per machine)
• Can be downloaded

Final steps to close the job:

1. Click "Complete the Job"
2. Enter any returned items
3. Continue with Expenses — enter any expenses incurred (with amount and description)
4. Save and Submit
5. Job status changes to ✓ Completed

After job completion, the technician can view:

• Job Status: Completed
• Visit 1 summary — details of the visit
• Fund Request, Tool Request, Vehicle Request submitted (if any)
• Service PDF — full service report viewable here
• Option to raise a Vehicle Request (vehicle type, date, driver required yes/no, designation)