Dispatch Software Page 1 of 61
Table of Contents Main Menu... 5 Dispatch File... 6 Search... 6 Modify Dispatch... 8 Drop Report... 11 Dispatch File Important Fields... 12 Accounting... 13 Search... 13 Receivables... 14 Driver Rates... 15 Customer Rates... 16 FSC Settings... 17 Daily Cash Receipts... 18 Aging Report... 19 In House Aged Notes... 20 Invoices... 21 To Be Invoiced... 21 Modify Invoice... 22 Print Invoice... 24 Invoices for Date Range... 25 Charges for Date Range... 26 Driver Pay PDF... 27 Invoice Run... 28 Invoice Run PDF... 29 Page 2 of 61
Non-Invoiced Dispatches... 30 Missing Docs... 31 Safety... 32 Drivers... 32 Add Driver... 32 Modify Driver... 33 Vehicles... 35 Add Vehicle... 35 Modify Vehicle... 36 Print Expirations... 38 Driver Vehicles... 39 Expirations... 40 Driver Miles... 41 Admin... 42 Users... 42 Locations... 43 Add Location... 43 Modify Location... 44 Railroad Terminals... 45 Add Railroad Terminal... 45 Modify Railroad Terminal... 46 Customer File... 47 Add Customer... 47 Modify Customer... 48 Customer File Important Fields... 49 Page 3 of 61
Trailer Types... 50 SMTP / Printer... 51 Activity Log... 52 Dashboard... 53 Quick Reference... 54 DISPATCH... 54 ACCOUNTING... 56 INVOICES... 57 SAFETY... 59 ADMIN... 60 Page 4 of 61
Main Menu The main menu buttons located at the top of the screen change the options in the Menu tab in the main window. Dispatch Options include: Search, Create New Dispatch, Dispatch Board and Drop Report Accounting Options include: Search, Receivables, Driver Rates, Customer Rates, FSC Settings, Daily Cash Receipts, Aging Report and In House Aged Notes Invoices Options include: To Be Invoiced, Modify Invoice, Print Invoice, Invoices for Date Range, Charges for Date Range, Driver Pay PDF, Invoice Run, Invoice Run PDF, Non-Invoiced Dispatches and Missing Docs Safety Options include: Drivers, Vehicles, Print Expirations, Driver Vehicles, Expirations and Driver Miles Admin Options include: Users, Locations, Railroad Terminals, Customers, Trailer Types, SMTP/Printer, Admin Dashboard, Activity Log and Dashboard New Window Open new Dolphin Dispatch window. Page 5 of 61
Search Dispatch File The Search screen in Dispatch allows you search and select an existing load for viewing or modifying. You can narrow results using any combination of the available fields onscreen. The Not Assigned check box will display loads that do not have a driver assigned. You can also click the Today s Loads or Tomorrow s Loads buttons to easily see all of the active loads for the current date or tomorrow s date. The Print button will generate a PDF containing the current search results. Search results can be sorted by clicking on the column headings in the results. Sorting options include Type, Dispatch #, Container #, Customer, Location, City, State, Date Wanted, Reference # and Trip #. The search results are also color coded to identify load statuses. Red indicates that the load is past the date/time and yellow lines are loads that are within an hour of the requested date/time. Page 6 of 61
Create New Dispatch To add a new dispatch click on the Create New Dispatch button located on the Dispatch tab of the main menu. Enter the appropriate data and click the Add Record button at the bottom of the screen to create the record. Note that fields with a red asterisk are required fields. - The Invoice To drop-down is populated with Active customers from the Customer File so you will need to create customers before you begin entering dispatches. - The A fields after the Date Wanted fields are the appointment times associated with each delivery/pickup location and should use 24 hour time (00:00 23:59). - You can add new delivery/pickup locations while creating a new dispatch by clicking the Add button next to the location drop-down if the location does not exist yet. Page 7 of 61
Modify Dispatch View or modify an existing dispatch by using the Search screen to find the load and click on the line to go to the Modify Dispatch screen. The Modify Dispatch screen consists of three main tabs: Dispatch, Email and Docs. Dispatch tab: The Dispatch tab is the main tab where you can modify data, complete the load, send details to a driver, print the dispatch card, and create an invoice once the load is completed. The Print Card button next to the Dispatch # in the upper left will print a dispatch card to your configured printer. The Send button can email or text load information directly to the assigned driver based on the settings for the driver in the Driver File (See Driver File for details). The Move Completed button is used to complete the load which changes the Status to Complete and gets it ready to be converted into an invoice. Finally, the Save Changes saves any changes you may have made to any of the fields in the Dispatch tab. After you have used the Move Completed button to complete the load a new Create Invoice button will appear. Click the Create Invoice button to take you to the create invoice screen with data from the dispatch already filled in. Page 8 of 61
Email tab: The Email tab allows you to send an email regarding the current load. Emails sent from the Email tab will be displayed in the Email History section located at the bottom of the tab. You are also able to attach any documents uploaded to the dispatch. Docs tab: The Docs tab allows you to upload supporting documentation or any other images or documents that may accompany the dispatch. These docs will then be associated with the load and can be viewed or downloaded. Any uploaded docs can also be emailed as attachments from the Email tab. Page 9 of 61
Dispatch Board The Dispatch Board displays all active loads grouped by Equipment Location. Loads are also grouped based if they are a Road load or not with non-road loads on the left and Road loads on the right. Pickups are color coded blue while deliveries are in green. The dispatch number will be red if the load is within 30 minutes of its appointment time. Each load on the Dispatch Board contains the dispatch number, customer code, date wanted/appointment time, container number, location city/state, and driver. You may click on the load to go directly to the modify dispatch screen. Page 10 of 61
Drop Report The Drop Report keeps track of where containers are dropped and are removed from the report when the associated loads are completed. Page 11 of 61
Dispatch File Important Fields - Trip # field is used for linking multiple legs of a trip together - Invoice To field is populated by the Customer File. If the customer you want to select is not listed you will need to create the new customer before creating the dispatch. - Driver 1 and 2 fields are populated by the Driver File. Add necessary driver before creating the dispatch. - Vehicle 1 and 2 fields are populated by the Vehicle File. Add necessary vehicles before creating the dispatch. - The Driver and Vehicle drop-down fields will adjust based on the other field. For example, if a driver is selected then the vehicle field options will be limited to those vehicles that are currently assigned to the selected driver. - The three pickup/delivery location drop-downs are populated with data from the Locations file. If the location required does not exist in the system yet you can create the new location by clicking the Add button next to the location drop-down. - The 1) A, 2) A and 3) A fields are appointment time ranges for the load and associated locations. These times are used in the color coding of loads on the Search and Dispatch Board screens. Page 12 of 61
Search Accounting The Search screen can be used to lookup dispatches based on different search criteria. Page 13 of 61
Receivables The Receivables screen is used to apply cash to open invoices. Select a customer (See Customer (A) below) by typing their name in the Select Customer section at the top of the screen. As you type your search results will narrow. When you find the customer you would like you can click on the line and it will be selected. When a customer is selected their information will be displayed under Customer Information at the top of the screen. After a customer is selected you will need to fill in the payment information under Check Information. Fields with a red asterisk are required fields. When you have filled in the required fields click the Submit Above Info button. Select invoices you would like to pay by checking the Select check box and filling in the appropriate Amount Paid, Allowance and Write-Off amounts in the fields next to the invoice. Dolphin can also be setup so that you can pay invoices in bulk by uploading a CSV file, but additional customization may be required. After you have paid the necessary invoices click and your Remaining Funds at the bottom of the screen is zero, click the Save Changes button. Page 14 of 61
Driver Rates The Driver Rates file is used to setup driver pay rates based on City/State or Miles. Create a new rate by clicking on the Create New Driver Rate button in the upper left of the screen. Fill in the appropriate data and click the Add Record button at the bottom of the screen. To Modify or Delete a record you may search by city by typing in the city name in the search box at the top of the screen. As you type the results will narrow. Once you see the city you would like to modify simply click on the row in the search results to select it. After it is selected you may modify the data and click the Save Changes button or click the Delete Record button to remove the rate record completely. Page 15 of 61
Customer Rates The Customer Rates file is used to setup customer rates based on City. Create a new rate by clicking on the Create New Customer Rate button in the upper left of the screen. Fill in the appropriate data and click the Add Record button at the bottom of the screen. To Modify or Delete a record you may search by city by typing in the city name in the search box at the top of the screen. As you type the results will narrow. Once you see the city you would like to modify simply click on the row in the search results to select it. After it is selected you may modify the data and click the Save Changes button or click the Delete Record button to remove the rate record completely. Page 16 of 61
FSC Settings Setup FSC percentages and rates by filling in the appropriate fields and clicking the Save Changes button. Page 17 of 61
Daily Cash Receipts The Daily Cash Receipts report displays payment information for invoices that have cash applied in the selected date range. Invoices are grouped and subtotaled by customer. Page 18 of 61
Aging Report The Aging Report can be run for all customers or a specific customer and in Summary or Detail format. Detail will display all open invoices and paginate by customer. Summary will only display the totals for each customer. Page 19 of 61
In House Aged Notes The In House Aged Notes screen allows you to store aging or payment notes for open invoices. Enter your notes in the In House Notes or Working On fields and then click the Save button to save the changes. Page 20 of 61
To Be Invoiced Invoices The To Be Invoiced screen displays all dispatches that have been completed, but still need to be invoiced. Dispatches are grouped by customer and the results may be filtered by entering a Dispatch # or Reference # in the field at the top of the screen. Click on the dispatch information to go to the Modify Dispatch screen where you can then create the invoice. Page 21 of 61
Modify Invoice Select an invoice to modify by selecting a field to search on from the drop-down at the top of the screen, entering a value to search for in the field next to it and then clicking the Search button. You can also search for a blank value to show you all invoices. Once on the search results screen, click the blue ID of the invoice you would like to select. After selecting an invoice you will be brought to the main Modify Invoice screen which consists of four tabs: Dispatch, Invoice, Accounting and Docs. Dispatch tab: On the Dispatch tab you can view any of the info from the dispatch file for the load associated with the invoice. You cannot modify any dispatch info from the Modify Invoice screen. Invoice tab: The Invoice tab contains the main info for the invoice including bill to information, rates and additional charges. Rates can automatically be calculated based on starting/ending location or miles. Make sure the Start Zip and End Zip fields are filled in and click the Calculate Distance button to automatically calculate distance and rates. Distances are calculated using Google Maps. Page 22 of 61
Accounting tab: The Accounting tab displays information about the invoice balance, payments and driver pay. Driver pay can be adjusted and miscellaneous additions can be added to driver pay on the right side of the screen. Docs tab: The Docs tab allows you to upload supporting documentation or any other images or documents that may accompany the dispatch/invoice. These docs will then be associated with the load and can be viewed or downloaded from the invoice or the dispatch. Page 23 of 61
Print Invoice Print an invoice by entering the invoice number and clicking the Submit button. Page 24 of 61
Invoices for Date Range The Invoices for Date Range report will print a list of all invoices that were created within a selected date range for all customers or a specific customer. Page 25 of 61
Charges for Date Range The Charges for Date Range report will display any miscellaneous charges to customers for a selected range. Page 26 of 61
Driver Pay PDF The Driver Pay PDF report displays pay due to drivers based on the selected date range. Page 27 of 61
Invoice Run The Invoice Run feature is used to generate invoice PDFs and send invoices in bulk. If the Invoice Email Address is filled in under Accounts Payable Info section in the Customer File then the invoice will automatically be emailed to the customer. If the Invoice Email Address is not filled in then the invoice will be printed. Invoice Run can be customized in many different ways so that you only print/send all of the invoices that you want. The Date field is used to select only invoices for a specific Invoice Date. The Time field allows you narrow down the results and only print invoices that were created in a specific hour of the day. The Customer dropdown allows you to select invoices for all customers or a specific customer. The User drop-down allows you to only select invoices created by a specific user. Printed Status selects invoices based on if they have previously been sent or not. Type allows you to only print/send invoices based on if they will be printed or emailed. Page 28 of 61
Invoice Run PDF The Invoice Run PDF report will list all of the invoices that were printed or sent for a selected date range. It can also be run for all customers or a specific customer and a specific user. Page 29 of 61
Non-Invoiced Dispatches The Non-Invoiced Dispatches report lists all ACTIVE dispatches with a Date Wanted in the selected date range. Results can also be narrowed by selecting a specific customer or driver. Page 30 of 61
Missing Docs The Missing Docs report lists all ACTIVE dispatches with a Date Wanted in the selected date range that do not have supporting documents uploaded to the record. Results can also be narrowed by selecting a specific customer or driver. Page 31 of 61
Drivers Safety Add Driver To add a driver select the Drivers button located in the Safety section of the main menu. This will bring you to the default Driver file screen where you can search for an existing driver or add a new driver. Add a new driver by clicking on the Create New Driver button located in the upper left. Click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Page 32 of 61
Modify Driver To modify an existing driver you can select the driver by clicking on the driver s name in the default Drivers screen. You may also narrow the search results by selecting criteria at the top of the screen and then click on the selected driver line in the search results. After selecting a driver their information will be displayed below the search area. The Modify Driver screen is separated into five tabs: General, Notes, Amounts, Deductions and Docs. Now that the driver s information is on the screen you may modify it as needed. Click on the Save Changes button located near the bottom of the screen to save the driver s new information. General tab: The General tab contains of the generic driver info such as name, address, license information and contact information. The Status field is important because only ACTIVE drivers will show up to be assigned to loads in the dispatch file. In order to send dispatch information directly to a driver via text or email you will need to click the check box next to Main Email or Cell Phone Email at the bottom of the screen. If you are selecting Cell Phone Email then be sure to select the correct Cell Phone Provider from the drop-down located directly above the Cell Phone Email field. Notes tab: The Notes tab contains the notes history for the driver and a large text box for entering new notes. Enter any notes you require and click the Save Changes button for the note, user who entered it and the date/time to be saved to the notes history. Page 33 of 61
Amounts tab: The Amounts tab is used to add additional one-time or recurring pay for the driver which will be included on the Driver Pay PDF report. To add amounts simply enter the necessary information and click the Save Changes button at the bottom of the screen. Deductions tab: The Deductions tab is used to keep track of possible deductions the driver may require. Deductions will be included on the Driver Pay PDF report and will be subtracted from any amounts the driver may have earned for the selected period on the report. Docs tab: The Docs tab allows you to upload any additional documentation or images that may be associated with the selected driver. Uploaded files can then be viewed or downloaded on the docs tab. Page 34 of 61
Vehicles Add Vehicle To add a vehicle select the Vehicles button located in the Safety section of the main menu. This will bring you to the default Vehicle file screen where you can search for an existing vehicle or add a new vehicle. Add a new vehicle by clicking on the Create New Vehicle button located in the upper left. Click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Page 35 of 61
Modify Vehicle To modify an existing vehicle you can select the vehicle by clicking on the vehicle s line in the default Vehicles screen. You may also narrow the search results by selecting criteria at the top of the screen and then click on the selected vehicle line in the search results. After selecting a vehicle the information will be displayed below the search area. The Modify Driver screen is separated into three tabs: Vehicle, Notes and Docs. Now that the vehicle s information is on the screen you may modify it as needed. Click on the Save Changes button located near the bottom of the screen to save the vehicle s new information. Vehicle tab: The Vehicle tab contains of the general vehicle info such as status, make, unit number, owner, expiration information and assigned drivers. The Status field is important because only ACTIVE drivers will show up to be assigned to loads in the dispatch file. Notes tab: The Notes tab contains the notes history for the vehicle and a large text box for entering new notes. Enter any notes you require and click the Save Changes button for the note, user who entered it and the date/time to be saved to the notes history. Page 36 of 61
Docs tab: The Docs tab allows you to upload any additional documentation or images that may be associated with the selected vehicle. Uploaded files can then be viewed or downloaded on the docs tab. Page 37 of 61
Print Expirations The Print Expirations report lists any vehicles where the Insurance Expiration or Registration Expiration in the system has passed based on the current date. Page 38 of 61
Driver Vehicles The Driver Vehicles report displays which drivers are assigned to each vehicle based on the driver assignments in the Vehicles file. Page 39 of 61
Expirations The Expirations screen displays drivers that either have their Medical Exam or Driver s License expiring soon or is already expired. Expired records will show up in red and drivers that will be expiring within 30 days show up highlighted in yellow. Click on the driver s name to be taken directly to the Modify Driver screen. Page 40 of 61
Driver Miles The Driver Miles report lists the total miles by load for a selected date range for all drivers or a specific driver. A summary of the included drivers total miles is on the first page and then detail for each driver follows. Summary Page Driver Detail Page Page 41 of 61
Users Admin The Users screen is used for creating and modifying users in the system. It is only accessible to users with Admin permissions. Create a new user by filling in the fields in the New User section of the default Users screen and click the Add Record button. To modify an existing user you must first search for and select the user. Search for an existing user by typing in their name in the text field highlighted below. As you type the search results will narrow based on the value. When you see it, click on the name of the user you would like to modify to select that record. After selecting a user you may either delete the user by clicking the Delete Record button or modify the user s information and click the Save Changes button at the bottom of the screen. The Admin field gives a user access to the Users file Page 42 of 61
Locations Add Location To add a location select the Locations button located in the Admin section of the main menu. This will bring you to the default Location file screen where you can search for an existing location or add a new location. Add a new location by clicking on the Create New Location button located in the upper left. Click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Page 43 of 61
Modify Location To modify an existing location you can select the location by clicking on the location s line in the default Locations screen. You may also narrow the search results by selecting criteria at the top of the screen and then click on the selected location line in the search results. After selecting a location the information will be displayed below the search area. Now that the location s information is on the screen you may modify it as needed. Click on the Save Changes button located near the bottom of the screen to save the location s new information. Page 44 of 61
Railroad Terminals Add Railroad Terminal To add a railroad terminal select the Railroad Terminals button located in the Admin section of the main menu. This will bring you to the default Railroad Terminal file screen where you can search for an existing railroad terminal or add a new railroad terminal. Add a new railroad terminal by clicking on the Create New Railroad Terminal button located in the upper left. Click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Page 45 of 61
Modify Railroad Terminal To modify an existing railroad terminal you can select the railroad terminal by clicking on the railroad terminal s line in the default Railroad Terminals screen. You may also narrow the search results by selecting criteria at the top of the screen and then click on the selected railroad terminal line in the search results. After selecting a railroad terminal the information will be displayed below the search area. Now that the railroad terminal s information is on the screen you may modify it as needed. Click on the Save Changes button located near the bottom of the screen to save the railroad terminal s new information. Page 46 of 61
Customer File Add Customer To add a customer select the Customers button located in the Admin section of the main menu. This will bring you to the default Customer screen where you can search for an existing customer or add a new customer. Add a new customer by clicking on the Create New Customer button located in the upper left. Click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Page 47 of 61
Modify Customer To modify an existing customer you can select the customer by clicking on the customer s name in the default Customers screen. You may also narrow the search results by selecting criteria at the top of the screen and then click on the selected customer line in the search results. After selecting a customer their information will be displayed below the search area. Now that the customer s information is on the screen you may modify it as needed. Also note that the customer s current open invoices are listed in the Aging Information tab located next to the main Customer tab. If you would like to view any of the invoices, simply click on the invoice number. Click on the Save Changes button located near the bottom of the screen to save the customer s new information. Page 48 of 61
Customer File Important Fields - Invoice Email Address (Accounts Payable Info section) o If this field is filled in then invoices will be emailed to this address instead of printed when using the Invoice Run screen to bulk print/email invoices. - FTP Capable o Customers marked as FTP Capable can have their invoices and supporting documents FTPed to the customer s system. Additional customization is required to interface with customers FTP servers. o If a customer is marked as FTP Capable then Invoice Run will not print or email invoices for the customer since it is assumed the documents will be FTPed. - Custom Fuel Surcharge o Specifies whether the standard Fuel Surcharge should be used or the custom fuel surcharge rates should be used from the Customer File - Custom Rates o Specifies whether the standard rates or custom rates from the customer s Customer File record should be used Page 49 of 61
Trailer Types The Trailer Types file is used to modify what values show up in the Type of Trailer field located in the Dispatch file. To add a value select the Trailer Types button located in the Admin section of the main menu. This will bring you to the default Trailer Types screen where you can search for an existing value or add a new value. Add a new value by clicking on the Create New Trailer Type button located in the upper left. Then enter the trail type value and click the Add Record button. Modify a trailer type value by searching for it on the default Trailer Types screen and clicking on the value you would like to modify. After the record is selected you can delete it by clicking on the Delete Record button or modify it and click the Save Changes button. Page 50 of 61
SMTP / Printer Dolphin Dispatch has the ability to send emails and print directly to printers setup on the server if running on a Linux server. The SMTP/Printer screen allows you to modify the SMTP settings and printer name to use. Simply enter your settings and click the Save Changes button. Page 51 of 61
Activity Log The Activity Log report is run for a date range on all customers or a specific customer for Invoice Activity or Dispatch Activity. It will list any invoices or dispatches that were created or modified by the selected user(s) for the specified date range. Page 52 of 61
Dashboard The Dashboard shows you graphically loads for today/tomorrow and other accounting related info. Page 53 of 61
DISPATCH Quick Reference - Search o Used to search for and select a dispatch for viewing or modifying o Allows you to search for dispatches by a variety of fields. o Click on the column title for Type, Dispatch #, Container #, Customer, Location, City, State, Date Wanted, Reference # or Trip # to sort the results by the selected field. o Results will show up in red if the date/time is past o Results will show up in yellow if the current time is within an hour of the requested date/time o Not Assigned selects loads without drivers assigned. o The last search criteria used will automatically save for each user and will be filled in the next time they go to the Search screen o Today s Loads will display all dispatches with today s date o Tomorrow s Loads will display all dispatches with tomorrow s date o Print will generate a PDF containing the current search results o Modifying a Dispatch Send button next to Driver 1 and 2 will email/text the driver the load information based on the settings in the driver file Print Card button will print the dispatch card for the load Move Completed will complete the dispatch to prepare it for invoicing Once a dispatch has been completed the Create Invoice button will appear Creating an Invoice Click the Create Invoice button to auto fill in basic information in the invoice. Add any additional information and click the Add Record button at the bottom of the screen to create the invoice. After the invoice has been created you can use the Modify Invoice option in the Invoices menu to add more details to the invoice. The system uses Google Maps to calculate mileage so if the origin and destination zip codes are found the mileage and rates will be calculated automatically. - Create New Dispatch o Add new load information. o Special Fields Trip # field is used for linking multiple legs of a trip together Invoice To field is populated by the Customer File. If the customer you want to select is not listed you will need to create the new customer before creating the dispatch. Page 54 of 61
Driver 1 and 2 fields are populated by the Driver File. Add necessary driver before creating the dispatch. Vehicle 1 and 2 fields are populated by the Vehicle File. Add necessary vehicles before creating the dispatch. The Driver and Vehicle drop-down fields will adjust based on the other field. For example, if a driver is selected then the vehicle field options will be limited to those vehicles that are currently assigned to the selected driver. The three pickup/delivery location drop-downs are populated with data from the Locations file. If the location required does not exist in the system yet you can create the new location by clicking the Add button next to the location drop-down. The 1) A, 2) A and 3) A fields are appointment time ranges for the load and associated locations. These times are used in the color coding of loads on the Search and Dispatch Board screens. - Dispatch Board o Displays important open dispatch info grouped by location and color coded by time, pick-up or delivery o You can click on the load to open up the Modify Dispatch screen - Drop Report o Displays non-completed dispatches where Container #1 or #2 is marked as Drop Page 55 of 61
ACCOUNTING - Search o Search invoices - Receivables o Add/Modify cash receipts Enter the same header info (customer, check #, check date, check amount, date entered) to pull up past cash receipts Check the box next to the invoice(s) you would like to pay with the current check, enter the Amount Paid and any Allowance or Write Off and then click the Submit button o Bulk cash receipts can be entered using data in a CSV file, but customization will be required based on the format of the CSV - Driver Rates o Add/Modify Driver Rates used to calculate driver pay in invoice - Customer Rates o Add/Modify rates used to calculate invoice rate based on destination city - FSC Settings o Set Company and Driver FSC percentages - Daily Cash Receipts o Report to display cash receipts entered for a date range - Aging Report o Displays aging information on open invoices o Information can be selected based on customer and format can be Summary or Detail Detail will display individual invoice information Summary will only display totals by customer - In House Aged Notes o Report to keep notes on certain invoices Page 56 of 61
INVOICES - To Be Invoiced o Completed moves waiting to be invoiced - Modify Invoice o Modify existing invoice o Rate Calculation: Checks trip count based on number of dispatches with same Trip # Auto calculate round trip mileage if it is not a Delivery with multiple trips If it is a Road then driver pay is based on destination city/state and road total from Driver Rates file If it is not a Road then driver pay is based on destination city and Chicago total from Driver Rates file If mileage is <=125 than rate is based on customer custom rate or rate from Customer Rates file If mileage is >125 miles than rate=mileage*1.55 FSC is based on FSC Settings and Date Wanted - Print Invoice o Print existing invoice pdf - Invoice for Date Range o Report to display invoices for a selected date range for all or a selected customer - Charges for Date Range o Report to display additional charges for loads for a selected date range - Driver Pay PDF o Report displays pay due to drivers for a selected date range based on driver pay in invoices and deductions from driver file - Invoice Run o Auto print/email invoices based on selected criteria If Invoice Email Address is filled in under Accounts Payable Info in the customer file the invoices will be emailed. If email is not filled in under AP info in the customer file then the invoice will be printed If customer is FTP Capable the invoice will not be printed or emailed Automatic FTPing of backup documents can be setup, but does require customization based on the customer FTP sepecifications - Invoice Run PDF o Report used to see what should have been printed/emailed from Invoice Run - Non-Invoiced Dispatches Page 57 of 61
o Report displaying non-invoiced dispatches for selected criteria not including dispatches with a status of HOLD or INACTIVE - Missing Docs o Report displays dispatches for selected criteria that do not have a POD or MSC doc associated with them Page 58 of 61
SAFETY - Drivers o Add/Modify driver information o Current Vehicle links the driver to o The Send button in the Modify Dispatch screen will send to the Main Email or Cell Phone Email depending on which box is checked - Vehicles o Add/Modify vehicle information o Insurance Expiration and Registration Expiration fields are used when searching for expired records in the Print Expirations report - Print Expirations o PDF displays vehicle info for vehicle with expired insurance or registration based on dates in the vehicle file - Driver Vehicles o PDF report of drivers and the vehicles they are associated with - Expirations o HTML screen with links. Displays medical exam and driver s license expirations based on dates in driver file - Driver Miles o Report displaying approximate mileage by state for drivers based on destinations Page 59 of 61
ADMIN - Users o Add/Modify users with access to program o You can create a new user by entering the new information into the New User section and then clicking the Add Record button. o Modify an existing user by searching for the record at the top of the screen and then clicking on the record you would like to modify. After the record has been pulled up you can make any necessary changes and then click the Save Changes button. - Locations o Add/Modify pick-up/delivery location information - Railroad Terminals o Add/Modify railroad terminal information - Customers o Create New Customer Add a new customer by clicking on the Create New Customer button. Enter the o Add/Modify customer information o Special Fields Invoice Email Address (Accounts Payable Info section) If this field is filled in then invoices will be emailed to this address instead of printed when using the Invoice Run screen to bulk print/email invoices. FTP Capable Customers marked as FTP Capable can have their invoices and supporting documents FTPed to the customer s system. Additional customization is required to interface with customers FTP servers. If a customer is marked as FTP Capable then Invoice Run will not print or email invoices for the customer since it is assumed the documents will be FTPed. Custom Fuel Surcharge Specifies whether the standard Fuel Surcharge should be used or the custom fuel surcharge rates should be used from the Customer File Custom Rates Specifies whether the standard rates or custom rates from the customer s Customer File record should be used - Trailer Types o Add/Modify trailer type options - SMTP/Printer o Modify SMTP email settings or printer name for direct printing Page 60 of 61
- Activity Log o Report of dispatches or invoices created/modified grouped by user - Dashboard o Dispatch/Invoice info in graph form Page 61 of 61