Upload data

In the routing workspace, you can upload routes to Track & Trace in the following two ways:

Export the results of a planning task if you create routes using the Planning service.
Import data from an Excel file if you set the order delivery sequence yourself.

Note.

You can also upload routes to Track & Trace using the API instead of the interface. For more information, see API Resources.

Data preparation

To upload routes to Track & Trace successfully, you should know the following:

How you want couriers to receive information about routes and send their coordinates.
If the courier needs to call the client.
Which depots will be included in the routes in Track & Trace.

Mobile apps or GPS trackers

To get information about their route and share their location, couriers can use a GPS tracker or the Yandex Courier app.

Ask your GPS tracker provider to add data relay to the Yandex server.
Get GPS tracker numbers from your provider.
In the Planning file, open the Vehicles sheet and add a GPS tracker number (IMEI) column.
In the GPS tracker number column, enter the numbers you received.

You can edit the GPS tracker number in the file and the Planning interface.

In the Planning file, open the Vehicles sheet and add a Courier ID column.
Enter a unique username for each courier.

You can edit the courier's username in the file and the Planning interface.

If in the Courier ID and Courier's phone number fields you enter the courier's phone number in +1xxxxxxxxxx format, they will not have to enter their username to log in to Yandex Courier.

Note.

To avoid issues caused by entering the + symbol when adding a phone number to Track & Trace, enter the ' (single quote) symbol at the beginning of the cell.

Clients' mobile phone numbers

If you want the courier to be able to call the order client, go to the Orders tab and enter the clients' mobile phone numbers. A Call button appears in the Yandex Courier app then, and the courier can contact the client if necessary.

For example, they may need to check whether the client is at the delivery point before leaving. Or they may need to warn the client about a delay and agree on a new delivery time.

Depot

Attention.

To upload a route to Track & Trace successfully, be sure to specify the depot in the company settings and the Planning file (task).

Specify the depot number:
- In the Planning file on the Depot sheet in the Depot number column.
- In the Planning task on the Specify depots tab.
Upload the planning file or fill in the data in the interface and run planning.

Set routes manually

Attention.

Make sure routes are created for all orders specified on the Orders sheet. Otherwise, the system returns an error when importing data. See an example of a route file that's filled out correctly.

If you set the order delivery sequence by yourself, add several more settings in the planning file:

Go to the Routes sheet and fill out the following columns:
- Vehicle ID
- Shift
- Order number.
Match the order number with the Vehicle ID and the Shift during which the courier delivers the order.
Set the order delivery sequence.

Export to Track & Trace

Once you've planned and edited the routes, send them to Track & Trace for tracking:

Important.

Solutions with cross-docks or with split orders are not exported to Track & Trace.

In the upper-right corner of the screen, click Export.
Select Track & Trace.
Select the status to create orders with.
Click Upload to Track & Trace → View.
You can see the planned routes in the Dashboard section.

For more information, see Export.

If you don't need to track some of the routes, filter or hide them (for more information, see Partial export).

After that:

In the upper-right corner of the screen, click Export.
Enable Only visible routes.
Select Track & Trace.
Select the status to create orders with.
Click Upload to Track & Trace → View.
You can see the planned routes in the Dashboard section.

Import from Excel

Import routes that you created yourself to Track & Trace:

In the left menu of the routing workspace, select Track & Trace → Dashboard.
In the upper-right corner, click Import from Excel. The import interface opens.
In the upper-left corner, click Upload file and upload the necessary file from your computer.
Check the system notifications on all tabs and correct the data if necessary.
Go to the Settings tab:
- Select the date when couriers must perform these routes.
- Select the necessary order status.
In the lower-left corner, click Import.
You can see the planned routes in the Dashboard section.

Sample Excel file

Orders sheet

Orders by all routes.


Field	Description
`id`	Order number in your system. The value must be unique for the entire sheet. The maximum length is 80 characters.
`point.lat`	Order delivery location latitude.
`point.lon`	Order delivery location longitude.
`title`	Location name/Customer name. Displayed in the app. For example, `Red Rose` or `Vasily Ivanov`. The maximum length is 1023 characters.
`address`	Address of the location. Displayed in the app. The maximum length is 1023 characters.
`phone`	Phone number where an SMS notification of the courier's arrival will be sent. If there are multiple numbers separated by commas, the Yandex Courier app will let you select one of them. No SMS notification is sent in this case. The maximum length is 80 characters. You can leave this field empty.
`time_window`	Delivery time window. All routes are uploaded as of the shipment date. For example, the shipment date is May 1. If the delivery window is May 2 from 9:00 to 10:00, specify the window in `1.9:00–1.10:00` format, and if the delivery is scheduled for May 3, in `2.9:00–2.10:00` format, and so on.
`shared_service_duration_s`	Handling time at location (sec). Time for document delivery or parking. It affects the time when the delivery status is registered.
`service_duration_s`	Order handling time (sec). Time for order delivery.
`shipment_size.weight_kg`	Order weight (kg)
`payment_type`	Possible payment options: `cash`: In cash. `card`: By bank card. `prepaid`: Prepayment. You can leave this field empty.
`comments`	Comment on the order. There is no limit on the maximum length.
`shared_with_company_ids`	IDs of the companies that have access to the order. Learn more
`shared_with_company_numbers`	Synonyms of the companies that have access to the order. Learn more


Field	Description
`id`	Order number in your system. The value must be unique for the entire sheet. The maximum length is 80 characters.
`point.lat`	Order delivery location latitude.
`point.lon`	Order delivery location longitude.
`title`	Location name/Customer name. Displayed in the app. For example, `Red Rose` or `Vasily Ivanov`. The maximum length is 1023 characters.
`address`	Address of the location. Displayed in the app. The maximum length is 1023 characters.
`phone`	Phone number where an SMS notification of the courier's arrival will be sent. If there are multiple numbers separated by commas, the Yandex Courier app will let you select one of them. No SMS notification is sent in this case. The maximum length is 80 characters. You can leave this field empty.
`time_window`	Delivery time window. All routes are uploaded as of the shipment date. For example, the shipment date is May 1. If the delivery window is May 2 from 9:00 to 10:00, specify the window in `1.9:00–1.10:00` format, and if the delivery is scheduled for May 3, in `2.9:00–2.10:00` format, and so on.
`shared_service_duration_s`	Handling time at location (sec). Time for document delivery or parking. It affects the time when the delivery status is registered.
`service_duration_s`	Order handling time (sec). Time for order delivery.
`shipment_size.weight_kg`	Order weight (kg)
`payment_type`	Possible payment options: `cash`: In cash. `card`: By bank card. `prepaid`: Prepayment. You can leave this field empty.
`comments`	Comment on the order. There is no limit on the maximum length.
`shared_with_company_ids`	IDs of the companies that have access to the order. Learn more
`shared_with_company_numbers`	Synonyms of the companies that have access to the order. Learn more

Vehicles sheet

Vehicle parameters.


Field	Description
`id`	Username used to access the mobile app. As a username, you can specify the courier's identification number, the vehicle's license plate, the courier's phone number, and so on. The maximum length is 80 characters.
`ref`	Vehicle number or any other unique designation of the vehicle. Displayed in the interface. The maximum length is 255 characters.
`imei`	GPS tracker number (if available). Accepts a value from 1 to 9223372036854775807.
`phone`	Courier phone number (if available). The maximum length is 80 characters.
`depot_id`	ID of the depot (the `id` column on the Depot sheet).
`shifts.0.time_window`	Start and end time of the shift. Tracking starts after the shift start time. For more information, see Route tracking.
`shifts.1.time_window`	If the vehicles don't make second runs on the current day, this field can be left empty. If they do, specify the time window for the second run.


Field	Description
`id`	Username used to access the mobile app. As a username, you can specify the courier's identification number, the vehicle's license plate, the courier's phone number, and so on. The maximum length is 80 characters.
`ref`	Vehicle number or any other unique designation of the vehicle. Displayed in the interface. The maximum length is 255 characters.
`imei`	GPS tracker number (if available). Accepts a value from 1 to 9223372036854775807.
`phone`	Courier phone number (if available). The maximum length is 80 characters.
`depot_id`	ID of the depot (the `id` column on the Depot sheet).
`shifts.0.time_window`	Start and end time of the shift. Tracking starts after the shift start time. For more information, see Route tracking.
`shifts.1.time_window`	If the vehicles don't make second runs on the current day, this field can be left empty. If they do, specify the time window for the second run.

Depot sheet

Depot parameters. If there are multiple depots, fill in a separate row for each depot.


Field	Description
`id`	Depot number. The maximum length is 80 characters.
`ref`	Additional depot ID. The maximum length is 1023 characters.
`title`	Depot name. The maximum length is 1023 characters.
`point.lat`	Depot latitude.
`point.lon`	Depot longitude.
`address`	Depot address. The maximum length is 1023 characters.
`time_window`	Depot opening hours. Does not affect tracking. You can specify `00:00–23:59`.


Field	Description
`id`	Depot number. The maximum length is 80 characters.
`ref`	Additional depot ID. The maximum length is 1023 characters.
`title`	Depot name. The maximum length is 1023 characters.
`point.lat`	Depot latitude.
`point.lon`	Depot longitude.
`address`	Depot address. The maximum length is 1023 characters.
`time_window`	Depot opening hours. Does not affect tracking. You can specify `00:00–23:59`.

Routes sheet

A binding between orders and vehicles.


Field	Description
`vehicle_id`	ID of the vehicle (the `id` column on the Vehicles sheet). The maximum length is 80 characters.
`shift_index`	Shift. If the vehicles don't make second runs on the current day, set `0`.
`location_id`	Order number (the `id` column on the Orders sheet). The maximum length is 80 characters.
`route_number`	Route ID. Used if a customer has their own unique `route_number` that they want to identify routes by.


Field	Description
`vehicle_id`	ID of the vehicle (the `id` column on the Vehicles sheet). The maximum length is 80 characters.
`shift_index`	Shift. If the vehicles don't make second runs on the current day, set `0`.
`location_id`	Order number (the `id` column on the Orders sheet). The maximum length is 80 characters.
`route_number`	Route ID. Used if a customer has their own unique `route_number` that they want to identify routes by.

Working with duplicates

Duplicates are orders with duplicate numbers.

If there are duplicates in the route that you import from Excel, Track & Trace will warn you about this. Notifications and possible actions will be shown in the Import routes window on the Orders tab .

To import data, select one of the following actions:

Leave duplicates and rename numbers in the new route

Duplicate orders will be renamed so that the route date is added to the duplicate number.

Example

As of July 1, you need to import a route where Order 1224047488 is a duplicate of the order from the route for June 30.

Once imported with the Leave duplicates and rename numbers in the new route condition, the order from the June 30 route still has the number Order 1224047488, while the number of the order from the July 1 route is changed to Order 1224047488 2021-07-01.

Leave duplicates only in the new route

A duplicate is moved from the old to the new route.

Example

As of July 1, you need to import a route where Order 1224047488 is a duplicate of the order from the route for June 30.

Once imported with the Leave duplicates only in the new route condition, the order with the number Order 1224047488 from the June 30 route is deleted, while its duplicate remains in the July 1 route with the number unchanged.

Leave it as it is

This choice means that the system won't perform any actions with duplicates.

If you try to import a route immediately after selecting this option, Track & Trace returns an error saying “Couldn't send imported data. First replace duplicate orders on the "Orders" tab”.

To avoid this error, before importing a route, delete its duplicate from Track & Trace manually:

Right-click on the row with the duplicate.
Click Delete row.
Go to the Routes tab.
In the route table, delete the row with the duplicate.
Click Import.

If you made a choice, but then it seemed wrong, click Cancel. You'll return to choosing an action with duplicates again.

Order status when uploading routes

When uploading routes to Track & Trace, you need to decide what status to create orders with.


By status	When it's assigned	Buttons in the Yandex Courier app
Not approved	If the courier needs to call the client before going to the delivery address.	The Optimize route and Confirm order delivery buttons are only available after a call is made.
Approved	If there is no need to make a call before delivering the order.	All buttons are available at once.


By status	When it's assigned	Buttons in the Yandex Courier app
Not approved	If the courier needs to call the client before going to the delivery address.	The Optimize route and Confirm order delivery buttons are only available after a call is made.
Approved	If there is no need to make a call before delivering the order.	All buttons are available at once.

Uploading additional routes

You can upload routes for a date that already has planned orders (for example, in case of additional planning).

When you add new routes for a day that already has routes, you receive a warning:

When exporting data from Planning: In the export to Track & Trace window.
In the import interface: On the Routes tab.

Then you need to choose the appropriate action to perform.


Option	Action
Only add new routes	All old routes remain and new ones are uploaded. Restriction. This option can be used when there are no order IDs in uploaded routes that are already available in Track & Trace.
Replace all	All old routes are deleted and new ones are added.
Replace all except routes in progress	Only routes that have not been started yet are deleted. New routes are uploaded.


Option	Action
Only add new routes	All old routes remain and new ones are uploaded. Restriction. This option can be used when there are no order IDs in uploaded routes that are already available in Track & Trace.
Replace all	All old routes are deleted and new ones are added.
Replace all except routes in progress	Only routes that have not been started yet are deleted. New routes are uploaded.

Troubleshooting

Most often, when exporting or importing data, the system warns you about issues related to order IDs or depot numbers. You can resolve these issues both in the Planning file and the interface.

Below is a table with their possible reasons and ways to resolve them.


Issue	Possible cause	Solution
Order with ID <order_id> is already in Track & Trace	Identical order numbers.	In the Export solution window, click Duplicate repeat orders. These orders will have their numbers changed automatically, with the route date added at the end of the `<order_id>`.
Order with ID <order_id> is already in Track & Trace	Orders have not been completed on the current day and have been uploaded again to be used when planning routes for the next day.
Depot with number <depot_id> not found	No depot is added in the routing workspace.	Add the desired depot and specify its number in the Planning file or the interface.
Depot with number <depot_id> not found	Incorrect depot number is given in the Planning file on the Depot sheet.	Edit the depot number in the Planning file or the interface.


Issue	Possible cause	Solution
Order with ID <order_id> is already in Track & Trace	Identical order numbers.	In the Export solution window, click Duplicate repeat orders. These orders will have their numbers changed automatically, with the route date added at the end of the `<order_id>`.
Order with ID <order_id> is already in Track & Trace	Orders have not been completed on the current day and have been uploaded again to be used when planning routes for the next day.
Depot with number <depot_id> not found	No depot is added in the routing workspace.	Add the desired depot and specify its number in the Planning file or the interface.
Depot with number <depot_id> not found	Incorrect depot number is given in the Planning file on the Depot sheet.	Edit the depot number in the Planning file or the interface.

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