Upload data

  1. Data preparation
  2. Export to Track & trace
  3. Import from Excel
    1. Sample Excel file
    2. Working with duplicates
  4. Order status when uploading routes
  5. Uploading additional routes
  6. Troubleshooting

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 need to know the following:

  • How you want couriers to receive information about routes and share their location.
  • If the courier needs to call the recipient.
  • Which depots the routes are exported to 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 or Yandex.Navigator mobile app.

  1. Ask your GPS tracker provider to add data relay to the Yandex server.
  2. Get tracker IDs from your provider.
  3. In the Planning file, open the Vehicles sheet and add an IMEI column.
  4. In the IMEI column, specify the GPS tracker IDs.

You can edit the IMEI in the file and the Planning interface.

Recipients' mobile phone numbers

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

For example, they may need to check whether the recipient is at the delivery point before leaving. Or they may need to warn the recipient 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).

  1. 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.
  2. 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:

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

Export to Track & trace

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

  1. In the upper-right corner of the screen, click Export.
  2. Select Track & trace.
  3. Select the status to create orders with.
  4. Click Upload to Track & trace system.
  5. Click View.
  6. You can see the planned routes in the Dashboard section.

Import from Excel

Import routes that you created yourself to Track & trace:

  1. In the left menu of the Logistics Coordinator Workplace, select Track & traceDashboard.
  2. In the upper-right corner, click Import from Excel. The import interface opens.
  3. In the upper-left corner, click Upload file and upload the necessary file from your computer.
  4. Check the system notifications on all tabs and correct the data if necessary.
  5. Go to the Settings tab:
    • Select the date when couriers must perform these routes.
    • Select the necessary order status.
  6. In the lower-left corner, click Import.
  7. 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.
point.lat Order delivery point latitude.
point.lon Order delivery point longitude.
title Point name/Customer name. Displayed in the app. For example, Red Rose or Vasily Ivanov.
address Address of the point. Displayed in the app.
phone Phone number that a notification of the vehicle's arrival is sent to. 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 Service duration for location (sec). Time for document delivery or parking. It affects the time when the delivery status is registered.
service_duration_s Service duration for order (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.
shared_with_company_ids Companies that can track the order.
Field Description
id Order number in your system. The value must be unique for the entire sheet.
point.lat Order delivery point latitude.
point.lon Order delivery point longitude.
title Point name/Customer name. Displayed in the app. For example, Red Rose or Vasily Ivanov.
address Address of the point. Displayed in the app.
phone Phone number that a notification of the vehicle's arrival is sent to. 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 Service duration for location (sec). Time for document delivery or parking. It affects the time when the delivery status is registered.
service_duration_s Service duration for order (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.
shared_with_company_ids Companies that can track the order.
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 driver's phone number, and so on.
ref Vehicle number or any other unique designation of the vehicle. Displayed in the interface.
imei IMEI of the vehicle's GPS tracker (if installed).
phone Driver phone number (if available).
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 driver's phone number, and so on.
ref Vehicle number or any other unique designation of the vehicle. Displayed in the interface.
imei IMEI of the vehicle's GPS tracker (if installed).
phone Driver phone number (if available).
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.
ref Depot name.
point.lat Depot latitude.
point.lon Depot longitude.
time_window Depot opening hours. Does not affect tracking. You can specify 00:00–23:59.
Field Description
id Depot number.
ref Depot name.
point.lat Depot latitude.
point.lon Depot longitude.
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).
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).
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).
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).
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:

  1. Right-click on the row with the duplicate.
  2. Click Delete row.

  3. Go to the Routes tab.
  4. In the route table, delete the row with the duplicate.
  5. 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.

Status When it's assigned Buttons in the Yandex.Courier app
Not approved If the courier needs to call the recipient 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.
Status When it's assigned Buttons in the Yandex.Courier app
Not approved If the courier needs to call the recipient 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 as of the date that orders are already planned on (for example, in case of additional planning).

When adding new routes for the day that already has them scheduled, the system shows a warning saying:

  • When exporting data from Planning: In the window for export to Track & trace.
  • 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 system 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>.

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 Logistics Coordinator Workplace. Add the desired depot and specify its number in the Planning file or the interface.
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 system 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>.

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 Logistics Coordinator Workplace. Add the desired depot and specify its number in the Planning file or the interface.
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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