Pilot data template
Four fixed data sheets for orders, vehicles, delivery points and current routes, with instructions and the validation SmartWay runs before a Pilot starts.
Four data sheets, one instructions sheet
The Pilot data template has four required sheets: orders, vehicles, sites and baseline_routes, plus an instructions sheet explaining every column. Column names in the four data sheets are fixed: do not rename them, do not add free-form columns, do not merge cells. That is what lets the file load straight into the processing pipeline with no manual row-by-row cleanup. The workbook itself is written in Vietnamese, matching the operations team that fills it in; this page describes its contents in English rather than translating the file.
Send at least 10 operating days
One day of data is not enough to see how a fleet actually behaves. The template asks for a minimum of 10 consecutive operating days, including at least one Monday, one Friday and the single busiest day of the month for that operation. Those three points typically carry a different order pattern from an ordinary day, and a Pilot measured only on quiet days would not reflect real load.
SmartWay validates the data before the Pilot starts
Submitted data is checked automatically: delivery coordinates outside the declared area, weights that are negative or zero, vehicles missing a declared payload capacity, duplicate order codes. Rows that fail are returned with a reason attached to each row, not a single generic error. The Pilot begins only once the full submission passes this quality gate; running against unclean data would distort the very acceptance criteria both sides are about to sign.
Why the per-stop weight column matters
The stop_weight_kg column in the orders sheet records the weight delivered at each individual stop, not the total weight for the whole run. Without it, there is no basis to normalise a result per tonne of freight, and under Route4Green's publication rule a raw figure, such as a distance or a trip count, cannot be published on its own unless it is normalised by volume. Leaving the column blank will not get the submission rejected, but it will keep the resulting numbers out of any acceptance report.
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