Dispatch. Quick Reference Guide. Customer Support

Transcription

1 Dispatch Quick Reference Guide Customer Support Host Based Internet Based Innovative Enterprise Software (IES) IES Access and Access Plus

2 Acknowledgements Copyright Trademarks Disclaimer Copyright 2005 by. All rights are reserved. This document contains proprietary and licensed information. Only the licensee of the Innovative Enterprise Software who is a party to a license agreement with (ICC) is authorized to have a copy of this documentation. Such licensee may make copies of this documentation in accordance with the license agreement to which it is a party and solely for the internal convenience of the licensee. No copies may be made for any other reason. In particular, no one may make copies of this document (except as mentioned above), create derivative works or compilations with this documentation and no one may republish, redistribute, sell, rent, lease or use this document in connection with any commercial activity, including without limitation the use of this work in support of or in conjunction with any service or service offerings. The licensee should consult the license agreement to which it is a party for a description of its rights and obligations with respect to the software and this documentation. In the event any provision herein conflicts with a provision of the license agreement between the licensee and ICC, the terms of the license agreement shall control. Innovative Enterprise Software is a registered mark of Innovative Computing Corporation. IES, IES Access, IES Access Plus are registered marks of BetaZone, Inc. All other marks are property of their respective owners. This document may contain technical and/or typographical errors. Revisions are continually incorporated for future releases, and all information is subject to change without notice. Innovative Enterprise Software 5924 N.W. 2nd Street, Suite Old Hickory Blvd., Suite 290 Oklahoma City, OK Brentwood, TN Phone: (405) Phone: (615) Fax: (405) Fax: (615) Customer Support Host Based Internet Based Innovative Enterprise Software (IES) IES Access and Access Plus

3 This guide will assist you and your company in getting started quickly with the Dispatching Process. There are several categories for dispatching. How you choose to dispatch will greatly depend on your company s needs. The following categories are in no set order and are in no way suggesting one is any better than the other. They are simply a guide to the basics. Once you are comfortable using our software please refer to your full version User s Guide (CD) for detailed explanations of all the possible methods to dispatch. Important: Please have your Order Number available. Once your customer placed an order and the order has been entered into the Innovative Enterprise Software system, your order was assigned an Order Number. For assistance, please refer to your quick reference Guide to Ordering or the User s Guide for an explanation on preparing and entering an order. You will be unable to search active orders in this Section I. Please see Section II of this guide for an alternative dispatch method. I. Dispatching a Pre-Planned Order with a Planned Tractor and Trailer 1. On the MAIN MENU screen use the Page Up/Page Down keys to scroll. 2. Select the Customer Services Menu by typing its corresponding number at the prompt: Enter Option. 3. Press Enter. 4. Select the Display Available Orders/Units option from the CUSTOMER SERVICE screen. 5. Press Enter. a. The following screen opens. 6. Type the location code. For example: SE would be typed for Southeast region. a. Press the Field Exit key. 7. Press Enter. 8. The Equipment will automatically populate using the same region

4 The screen will appear populated with available Orders on the top half of the screen and Units on the bottom. 9. Type the Order Line Number for the order to be dispatched at Order Ln. 10. Press the Field Exit key. 11. Type the Unit Number from the bottom half that you re going to use. 12. Press the Field Exit key. 13. Press F2 to dispatch. a. You will be prompted to updated the PTA , Projected Time of Availability follow these steps. i. In the first field. Type the Date as MMDDYY and press the Field Exit key. ii. In the second field. Type the Time on a 24 hour cycle and press the Field Exit key. iii. Press F5 again to save

5 14. The General Directions will be displayed. Note: If the field is blank, notes were not added to the Customer Directions & Comments option located in the Master File Menu. You may update this anytime from that menu option. Please refer to your Users Guide (CD) for specifics on how to do this. 15. Press Enter to continue. a. You will return to the Available Orders/Units populated screen. b. Optional: Repeat the process for the additional load(s). OR c. Press F3 to return to CUSTOMER SERVICE menu screen. OR d. Press F3 twice to return to the MAIN MENU

6 II. Dispatching Pre-Planned Orders without a Planned Trailer and/or Driver 1. On the MAIN MENU screen, use the Page Up/Page Down keys to scroll. 2. Select the Customer Services Menu by typing its corresponding number at the prompt: Enter Option. 3. From the CUSTOMER SERVICE screen, select the submenu, Display Available Orders/Units. a. The AVAILABLE LOADS screen opens. 4. Type a region code at the Area: Lds. For example to lookup loads in the Southeast you would type SE. 5. Press Field Exit key. a. The following screen opens prompting you to select an order and unit for dispatch. The screen will appear populated with available Orders on the top half of the screen and Units on the bottom. 6. Type the Order Line Number for the order to be dispatched at Order Ln. 7. Press the Field Exit key. 8. Type the Unit Number from the bottom half that you re going to use. 9. Press the Field Exit key. 10. Press F2 to dispatch

7 The screen opens prompting for you to update the Trailer and/or Driver. 11. Type the Trailer number to be added. 12. Press the Field Exit key a. Repeat Steps 11 and 12 for the Driver if one needs added. 13. Press F5 to update and save the changes. 14. You will be prompted to updated the PTA (Projected Time of Availability.) a. Type the Date as MMDDYY and press the Field Exit key. b. Type the Time on a 24 hour cycle. 15. Press the F5 key to finish. a. The DISPLAY GENERAL DIRECTIONS screen will appear. 16. Press Enter

8 a. You will return to the Available Loads screen. b. Repeat the process for additional orders. OR c. Press F3 twice to return to the MAIN MENU

9 III. Creating an Order from a Master Order 1. On the MAIN MENU screen use the Page Up/Page Down keys to scroll. 2. Select the Customer Services Menu by typing its corresponding number at the prompt: Enter Option. 3. From the CUSTOMER SERVICE screen, select the submenu, Order Entry. 4. The following screen opens: 5. If known, type the Master Order Number at Mst Odr#. a. If unknown type a?. b. Press Enter. 6. If a? was typed, the MASTER ORDER INQUIRY SELECTION screen opens 7. You can search any combination of the fields shown in the example below. 8. Press Enter. 9. The screen populates with the Master Order(s) matching the search criteria

10 10. Type the Customer Code for the Master Order at the Cust Cde:. 11. Press Enter. a. If the customer code is not known, type a? in the Cust Cde: field and press Enter. b. A window appears to search through all Master Order Customers. c. Type the first few letters of the customers name at Short name. d. Press Enter. e. Use the Page Up/Page Down key to scroll. f. Type the line number you want to select at Select Line & Exit. i. The cursor will already be positioned there. g. Press the Field Exit key. h. Press Enter. 12. The MASTER ORDER INQUIRY screen now displays the customer/order. 13. Type 1 next to the Customer you want to prep for dispatch

11 14. Press F5 to open a new window with the details of the Master Order. 15. Press Enter twice. a. You are now in the ORDER ENTRY screen. b. You can update Weight and Pieces at the Wgt and Pcs fields. c. Press the Field Exit key after each entry. d. Press the Tab key to move the cursor to the P/U Appt fields. i. Depending on your Master Order, you may have to enter or update the following information. ii. Is there a pick up time range? P/U to iii. Type the start time for the range in the first field. iv. Press the Field Exit key. v. Type the end time if a time frame in the second field. vi. Press the Field Exit key. vii. Is there a delivery time range? Del to viii. Type the start time for the range in the first field. ix. Press the Field Exit key. x. Type the end time if a time frame in the second field. xi. Press the Field Exit key. xii. Is this a Just in Time Delivery? JIT xiii. Type Y or N for either Yes or No. xiv. Is there a pick up appointment? Appt: P/U xv. Type Y or N for either Yes or No. xvi. Is there a delivery appointment? Del xvii. Type Y or N for either Yes or No. xviii. Is the driver to load or unload? xix. N (No) is preset. Type Y (Yes) as needed. xx. Press F5 to save

12 16. Your Order Number is now displayed. Write it down. 17. Type comments as needed. 18. Press F5 to update. 19. Press F3 twice for the MAIN MENU. 20. Go to Section I or II of this guide and follow the Steps to dispatch this order

13 IV. Quick Dispatch from an E-Call or T-Call This is typically used to document local deliveries and pickups. The IES Quick Dispatch option will dispatch and complete the E-Call or T-Call in one transaction versus several steps from the Check Call Entry option. (For definitions of entry calls please refer to the Check Call Entry Guide or Users Guide.) You can not Quick Dispatch orders that have already been dispatched. Only orders that are in an Available Status can be Quick Dispatched. 1. Select the Dispatch Services Menu from the MAIN MENU by typing its corresponding number at the prompt: Enter Option. 2. Scroll down the page using the Page Down key and select the Quick Dispatch (Short Haul) option. OR 3. If you are in the AVAILABLE LOADS/UNITS screen and it is populated you can type the line number for the order to be dispatch and Press F19. Note: If you open the Quick Dispatch via the Available Loads (F19 option) the QUICK DISPATCH screen will automatically populate with the details of the order. You will only need to update the E or T Call Type and yes/no accordingly. 4. Complete the form: a. Type the date to be used as the date of processing. Enter Processing Date. (MMDDYY) b. Press the Field Exit key. c. Type the order number and press the Field Exit key. d. Press Tab to move the cursor to the Enter Call Type. e. Type an E or T depending on if you are completing an Empty Call or Terminate call. f. Complete the Yes or No fields accordingly. The cursor moves automatically to the next field after you type a Y or N. i. IF it is an E-Call, press Tab when complete. OR

14 ii. IF it is a T-Call type the Customer Code. Press the Field Exit key. g. Type the Bill of Lading Number at the BOL#. i. Press the Field Exit key. h. If the weight and pieces field were automatically completed, then press F5 to update and continue with Step 4 otherwise, continue with the following required steps. i. Type the weight and press the Field Exit key. ii. Type the number of pieces at PCS and press the Field Exit key. iii. Press F5 to update. You will now update the details of the dispatch as follows: 5. At the cursor, type the tractor number used for the order. a. Press the Field Exit key. 5. Type the trailer number. a. Press the Field Exit key. 6. You will now be prompted to update the Projected Date and Time of Availability field. PTA a. Type the projected date as MMDDYY on the first line of the PTA. b. Press the Field Exit key. c. Type the projected time of availability (24-hr cycle) on the second line. d. Press the Field Exit key. 7. Press F5 to update and complete the quick dispatch process. a. The order has now been loaded, dispatched and either emptied or terminated. 8. You will return to the main QUICK DISPATCH screen. a. Repeat the process for additional orders. OR b. To return to the MAIN MENU, press F3 twice

15 V. Dispatches Using Multiple Trailers After an available load (order) and unit (trailer) are paired and dispatched, you can hook (add) additional trailers to that respective tractor/order. One way to accomplish this is while doing an L Loaded Call from the Check Call Entry menu option. 1. Select the Dispatch Services Menu from the MAIN MENU by typing its corresponding number at the prompt: Enter Option. 2. Open the Check Call Entry menu. 3. If known, type the tractor number at the prompt:trac and proceed to Step 4. a. If the specific number is not known, type a? next to Trac. b. Press the Field Exit key twice. i. The UNIT MASTER screen appears. This is a searchable database. Use the Page Up/Page Down keys to scroll. Use the Tab key to move the cursor to the line you would like to select. Type 1 next to the desired line with the tractor you want. Press Enter. The screen displays the chosen tractor and assigned load. 4. Press the Field Exit key twice. a. The screen populates with information for the chosen tractor and load. Note: Alternatively, this could be done for the trailer or driver by pressing Tab to move the cursor to the desired field. Then type the respective trailer number or driver code. Or you could search the respective field by typing a? and follow directions in Step 3b. Finally press the Field Exit key. 5. Type the city abbreviation for the L-Call (Loaded) at Loc. 6. Press the Field Exit key. Important: If the city code is unknown, type a? and press the Field Exit key. A screen appears prompting you for the state abbreviation. Type the state abbreviation. Type the city or first few letters of the city you want and press the Field Exit key. Use the Tab key to move the cursor to the city code of choice and type 1 to select. Press Enter. 7. Type L as you normally would to complete a Loaded Call at Type. 8. Press Enter. a. The screen changes as exampled in bold below

16 9. Press F12 for Mult Trl as shown at the bottom of the screen. a. A window appears as below. 10. Type a remark at the Remark Field. For example: Adding Trailer TLR Press the Tab key to move the cursor to the line across from your current trailer number. In the example above, the arrow is pointing to the line. The actual screen will NOT have this arrow; it will be a plain line. 12. Type the trailer number you want to add. 13. Press the Field Exit key. 14. Press F5 to update. a. The screen returns to original order information prompting for the next location and comment. Notice however, the trailer number at the top displays: Mult next to it. 15. Repeat for additional check calls as needed for the respective order

17 OR 16. To work with another, order press F3 and repeat the steps. OR 17. To return to the MAIN MENU, press F3 three times

18 VI. Less Than Truckload (LTL) Dispatches This is when a single trailer is hauling multiple orders to either separate destinations or potentially the same destination. If you have not dispatched the initial truck and order, follow the steps below. If you are adding an order to an already dispatched tractor/order, follow Steps 1-11, then skip to Step On the MAIN MENU screen use the Page Up/Page Down keys to scroll. 2. Select the Customer Services Menu by typing its corresponding number at the prompt: Enter Option. 3. Open the menu, Display Available Orders/Units. a. The AVAILABLE LOADS screen opens. 4. Type the Area or Region code at the Area: Lds. For example SE for the Southeast region. a. The following screen opens. 5. Press the Tab key to move the cursor to the Order Ln field. a. Type the line number for the order to be dispatched. b. Press the Field Exit key. c. Type the unit number and d. Press F2 to dispatch

19 6. You will be prompted to updated the PTA , Projected Time of Availability follow these steps. a. In the first field. Type the Date as MMDDYY and press the Field Exit key. b. In the second field. Type the Time on a 24 hour cycle and press the Field Exit key. c. Press F5 again to save. 7. The General Directions will be displayed. Note: If the field is blank, notes were not added to the Customer Directions & Comments option located in the Master File Menu. You may update this anytime from that menu

20 option. Please refer to your Users Guide (CD) for specifics on how to do this. 8. Press Enter to continue. 9. You return to the populated Available Loads/Units screen 10. Tab to the Order Ln field. a. Type the line number for the order to be added. b. Press the Field Exit key. 11. Type the Unit (Tractor) number you just dispatched. 12. Press F2 to dispatch. a. The screen now displays the details of your chosen order. The screen now displays the details of the additional order on the top section. On the bottom however, is the route of the original tractor/order. UNDER DISPATCH-F12 is highlighted red

21 and flashing where the bold is above. 13. Press the F12 key to confirm the dispatch. Important: If Under Dispatch-F12 changes to CHANGE ROUTE LINE, it means that the farthest location is not currently your final destination. To change this, Tab so the cursor is on the original destination. Type the pick-up location of the order being added to replace the original destination. Press the Field Exit key to move the cursor one field. Type an L and then type the destination of the original order. Now press F5 to update, then F12 for Under Dispatch. The popup window displays:

22 Important, the window that appears has the phrase, One moment please, dispatch in process. DO NOT WAIT. The software is actually waiting for you to update the status of the trailer and respective loads. a. The cursor is on the current trailer. 14. Press Tab to move the cursor the field across from the order number. The example has an arrow pointing to the line. 15. Type the trailer number to be loaded. a. Press the Field Exit key. 16. Press F5 to update. a. *It may take a few seconds before the next screen appears. You can also add additional trailers or switch trailers. Before completing Step 19 above continue with the following steps. After typing the L, the cursor moves one field over. In this field type the trailer number you want to add. Press the Field Exit key. If you want to load this trailer, type L, otherwise this trailer will remain unloaded or deadheaded on the order. If you wanted to drop the original trailer and picked-up a new trailer instead of traveling with multiple trailers, you would type Y to drop the initial trailer instead of the L. Then continue by typing the trailer number being added and load it by typing the L. Finally press F5 as stated in Step 19. b. The CUSTOMER DIRECTIONS & COMMENTS screen is displayed. 17. Press Enter to finish. a. The AVAILABLE LOADS/UNITS screen reappears populated. 18. Repeat, starting with Step 10 to add additional orders to the tractor OR 19. Repeat from the beginning to dispatch and use a different tractor and load(s). OR 20. To return to the MAIN MENU, Press F3 twice