---
title: "Allocate Vehicles and Dispatch"
description: "Use **Vehicle Allocation** to assign a real vehicle and driver to one or more submitted compatible Transport Loads. Use a new allocation or reallocation for a c"
space: "Vuna Transport"
url: "https://docs.navari.co.ke/vuna-transport/operations/allocation"
updated: "2026-11-09"
---

Use **Vehicle Allocation** to assign a real vehicle and driver to one or more submitted compatible Transport Loads. Use a new allocation or reallocation for a changed assignment rather than rewriting the original dispatch history.

## Select the resources

1. Open Vehicle Allocation or use **Allocate Vehicle** from an eligible Transport Load.
2. Confirm the company. In the Vehicle section, select the actual Vehicle; its category, owner, Supplier where applicable and Transport Cost Structure are filled from the vehicle.
3. Select the Driver. Driver selection does not depend on first adding a load.
4. Use **Planning → Select Transport Loads**, or the Transport Loads table, to select eligible work. If neither a category nor a vehicle is known, the prompt directs you to select one.
5. Review **Items to Load**, combined capacity, timing and any cost warnings. Save and submit the allocation when the selection is correct.

Selecting a category before the vehicle is an optional way to narrow the search. A load's suggested category does not have to match the actual vehicle's category exactly. The actual capacity, refrigeration/body/equipment requirements, minimum-load rules and cargo compatibility still apply.

Vehicles and drivers must be available for the relevant planning window. A missing candidate can mean a conflict, compliance block or unsuitable capacity, not a search failure. Review [Keep Vehicles and Drivers Available](/vuna-transport/fleet/availability).

## Prepare the correct stock documents

For customer loads, **Vehicle Allocation Timing** determines whether Delivery Notes precede the initial allocation. In the After Delivery Notes sequence, unfinished or draft Delivery Notes prevent offering the load at the allocation step. Every customer load needs the required submitted Delivery Notes before trip creation.

For ordinary depot transfers, use **Create → Stock Entry (Add to Transit)** from the allocation and review/submit it before creating the trip. The linked vehicle Transit Warehouse and driver/allocation information are used for dispatch stock. Supplier pickups do not require a fictitious pre-collection Stock Entry. Planned depot return pickups are collected later on their pickup task.

The allocation's **Create** actions reflect what is currently missing: Delivery Notes, transfer loading stock or Delivery Trip. Do not create a second trip when the existing linked trip is the one to continue.

## Create the trip

Once stock preparation is complete, use **Create → Delivery Trip**, review the stops and tasks, then save and submit it. Check the assigned driver and physical destinations. A depot visit identifies the depot/warehouse rather than an unrelated customer.

Where gate control is used, create the **Gate Pass** from Delivery Trip, submit it, then record Gate Out and Gate In in order. Gate authorisation is separate from stock posting and driver proof.

> [Screenshot: Vehicle Allocation showing vehicle-first selection, compatible Transport Loads, Items to Load and the next Create action]

For an unavailable vehicle after assignment, use the [incident and replacement process](/vuna-transport/fleet/incidents), not another active initial allocation on the same loads.