FREIGHTMATE HELP

How to enter Deliveries

Deliveries are entered via the Freightmate -> Deliveries menu. You are able to add / edit or delete consignmnets that have not yet been completed for invoicing. The following defines what each field means.

Consignment Note

In this screen, you will record the customer to charge, the pickup and delivery date and the pick up and delivery location.  There are also fields for recording the information relating to pallets, trip time and an area to record any special instructions there may be relating to this consignment.

Consignment Header Information

Company:                    This will default from the main company record - eg.  Company A = your Company name

 Job Number:                No data entry required.  This field is system generated.

 Consignment:              This can be manually entered, for example if you have docket books pre-printed, these numbers can be used, or if this field is left blank the system will automatically generate a number.

 Pickup Date:                 Enter the pickup date of the consignment.

 Delivery Date:               This will default to the next day after the pickup date, but can be overwritten if required.

 Route:                          Delivery route as set up in the route code files in the File menu.  A valid route code must be entered in this field.

 KM:                              The distance between origin and destination on the route code file.  This will default from the route code file if it has been entered there or it can be entered manually.

 Customer:                    Customer code as set up in the File Menu.  This is the company to be invoiced.  When the customer code is entered, the name and address will show in the fields directly under the customer code.

 Container No:               Enter container number or if not required, leave blank.

 Sender:                        Uses sender/receiver codes as set up in the Sender Receiver File in the File Menu.  These codes are for frequent pickup and/or delivery addresses.   If a code has not been set up, the name and address can be manually entered in the fields directly below the code box. 

Receiver:                      Uses sender/receiver codes as set up in the Sender Receiver File in the File Menu.  These codes are for frequent pickup and/or delivery addresses.   If a code has not been set up, the name and address can be manually entered in the fields directly below the code box. 

 Pallets In:                     This is for recording the number of pallets on the consignment when it is picked up.  It is not mandatory to make an entry in this field.

 Type:                            This is for pallet type as set up in the Pallet Type option in the Utilities Menu. It is not mandatory to make an entry in this field.

 Pallets Out:                  This is for recording the number of pallets on the consignment when it is delivered.  It is not mandatory to make an entry in this field.

Type:                            This is for pallet type as set up in the Pallet Type option in the Utilities Menu.  It is not mandatory to make an entry in this field.

 Trip Time:                    The trip time is the estimated time of travel between origin and destination on the route code file.  This will default from the route code file if it has been entered there.

 Time Slot:                    If there is a pre-determined time slot for delivery of the consignment, this can recorded on the consignment note entry.

 Pallet Spaces:              The pallet spaces field is to record the number of spaces taken up on the vehicle by the freight.  This may vary from the number of pallets entered earlier, due to either stacking of pallets or oversized pallets.

 Manifest:                      The manifest number will be inserted on the consignment entry screen after the manifest has been generated.

 Status:                         The status refers to the status of the consignment note, there are four statuses.  ‘Quote’ indicates that the consignment has been entered and a quote issued.  The quote can be printed and issued to your customer, when the quote has been accepted, the status can be changed to incomplete and the quote is converted to a consignment note.  'Incomplete' indicates that the consignment has been entered but is not yet ready for invoicing.  'Complete' indicates that the consignment is ready for invoicing and the GST has been calculated.  'Invoiced' indicates that the invoice has been printed.

 Amount:                       The amount will calculate and display on the consignment entry screen when the consignment is saved.

 Instructions:                 The instruction field is for recording any special notes relating to the consignment. 

 Hazardous:                   A tick can be placed in this field to indicate hazardous freight. 

 Class:                           The class of hazardous material can be recorded.

 When all relevant fields have been completed on the consignment entry screen, select the 'create an auto generated manifest' option.  The following screen will appear for recording which company vehicle or contractor vehicle moved the freight.

Create an Auto Generated Manifest

The left-hand side of the manifest screen is for recording information relating to a company vehicle and the right-hand side of the screen is for recording subcontractor information.

 The manifest can be created at point of consignment entry or can be created separately and the consignments attached later.  For more information on the latter option, refer to the Manifest section of this manual.

Company:                    This will default to the main company record - eg.  Company A = Your Company Name

 Manifest Number:         The manifest number can be manually entered, if required, or if the field is left blank, the system will automatically generate a number.  The manifest number must be unique.

 Trip Number:                The trip number can be manually entered, if required. This is not a mandatory field so it can be left blank.

 Route Code:                 The route code will default from the consignment entry screen. This is the delivery route as set up in the route code files in the File menu.  A valid route code must be entered in this field.

Vehicle:                        This is the vehicle as set up in the vehicle master file in the File Menu.   By entering the vehicle code here, it enables reports relating to the freight transported by that vehicle to be generated.   Once the manifest is updated to Fleetmate, reports on vehicle profitability and fuel usage can be generated.

Driver:                          The driver codes are set up in the File Menu under the Employee records and this relates to company drivers. By entering the driver code here, it enables reports relating to the freight transported by that driver to be generated.

 Phone Number:            The phone number defaults from the employee record file or it can be entered manually.

 Quantity:                      The unit by which the payment is calculated. 

 Rate:                            The rate by which the payment is calculated.

 Payment:                      The quantity multiplied by the rate. 

 The quantity, rate and payment fields are for recording of information only and are not mandatory.

Driver's Hours:             The driver's hours field is for recording the number of hours the driver took to complete the trip.

Trailer 1:                      The trailer is entered here to record a vehicle/trailer combination. 

Trailer 2:                      A second trailer can be added to the vehicle/trailer combination if required.

 Trailer 3:                      A third trailer can be added to the vehicle/trailer combination if required.

 Instructions:                 The instruction field is for recording any special notes relating to the manifest. 

 Contractor:                   This is the contractor as set up in the Contractor file in the File Menu.  Entering a contractor code here enables the manifest to be priced and updated into the contractor accounts ready for paying the subcontractor.

 Name:                          The name will be brought across from the contractor file when the contractor code is selected.

 Contractor's Driver:      The contractor's driver name can be recorded here. 

Contractor's                 If the contractor requires a reference number to be quoted, this can be

Reference:                    recorded in the contractor’s reference number field.

 Description:                 The description defaults from the description on the route code file.

 Charge by:                   This is the unit by which the contractor will be paid, eg. kilometres, tonne, etc.

 Quantity:                      This is the number of units the contractor will be paid.

 Rate:                            This is the rate by which the contractor will be paid.  Contractor rates can be set up in the Contractor Rates file in the File Menu.  Rates set up here use a combination of route code, charge code and rate.

 Payment:                      The system will first check if there is a route/charge code/rate combination set up in the contractors rate file.  If no combination is found, the payment is calculated by multiplying the quantity by the rate to get the amount.

 Department:                 This is the general ledger department that relates to the subcontractor cost.        

General Ledger:           This is the general ledger account that the subcontractor cost is allocated to.

 Due Date:                     This is the due date for payment to be made to the contractor. 

 Tax Invoice Number:    The supplied tax invoice received from a contractor can be recorded in this field.

 Contract Hours:            The contractors hours field is for recording the number of hours the contractor took to complete the trip.

 Contractor Rego:          This is for recording the contractor vehicle registration number.

 Origin:                         The origin is the pick up point of the consignment.

 Destination:                  The destination is the delivery point for the consignment.

 E.T.D.                           Estimated time of departure.

 E.T.A.                           Estimated time of arrival.

When all relevant fields have been completed, select the "OK" button.  You will be asked if you wish to enter pricing details to the consignment.

 Select 'YES' and the following screen will appear.

Consignment details entry

You are now able to enter the price (ex GST) to charge your customer.  Pricing can be entered manually or can be set up in either the Customer Pricing file or the Standard Pricing file.  When entering a customer, route code, product and charge code combination the system will search for a match in the Customer pricing file, if no match found it will search the Standard pricing file.  If no match found a popup message appears in the upper right hand corner of the screen advising "no pricing found".  If no pricing has been found you are able to manually enter the rate for the consignment to calculate the charge amount.

 Reference:                    The reference number field can be used to record a number, other than the consignment number, that is of importance to the consignment.  A report can be generated by reference number if required.

 Product:                       The Product code is set up in the File Menu and is one of the criteria used in setting up customer or standard pricing.  

 Serial No.:                    The serial number field can be used to record a number, other than the consignment number, that is of importance to the consignment.  A report can be generated by serial number if required.

 Charge Code:               The Charge Code is set up in the Utilities Menu and is one of the criteria used in setting up customer or standard pricing.  The charge code can be set to calculate by items, weight or volume. 

 Items:                           The number of items to be charged.  If the charge code has been selected to charge by item, the system will search for a product/charge code combination in the pricing files and will pick up the rate from that file and insert it in the 'Rate' field.

 Weight Total:                The total weight to be charged. If the charge code has been selected to charge by weight, the system will search for a product/charge code combination in the pricing files and will pick up the rate from that file and insert it in the 'Rate' field.

 Volume Total:              The total volume to be charged.  If the charge code has been selected to charge by volume, the system will search for a product/charge code combination in the pricing files and will pick up the rate from that file and insert it in the 'Rate' field.

 Rate:                            The rate to be charged to the customer (ex gst).  This rate can come from the pricing files set up in the File Menu or it can be manually entered.

 Charge Amount:           The charge amount will be calculated from the items, weight or volume that has been entered and multiplied by the rate.

 Description:                 The product description.  This will pick up from the Product file in the File Menu.  This description can be manually over-written if required.

 Department:                 This is the general ledger department that relates to the revenue earned.

 General Ledger Code:  This is the general ledger account that the revenue is allocated to. 

 Save & New:                 If more than one product or detail is to be included on the consignment note, select the 'save & new' option.  This will bring up a fresh consignment details screen.  Repeat this option until all details have been entered on the consignment and then select 'save'.

 Save:                            Select 'save' to close the data entry for the current consignment. 

 Cancel:                         If the 'cancel' option is used the consignment will close without saving any data that has been entered for the current entry.

Browsing Consignments

To browse consignments, select the browse button.  Select search criteria to view and select view.  This will now bring up a browse window with the information found for the criteria you selected.

  Consignment Browse

To view details of a selected consignment, highlight it and select display.

 Generate Accounting Fees

Accounting fees can be generated on outstanding accounts for those customers with the ‘accounting fee’ tick box marked in the customer master file.  To generate accounting fees, enter the appropriate details and select ‘create fees’.

To Complete Consignments

Consignments must be completed before they can be invoiced.  When you open the option ‘to complete consignments’ a list of uncomplete consignments will display.  To complete a consignment, select the consignment or block of consignments and select ok.  You have the ability to select all of the consignments or individually or multi select them.   You have the ability to filter the consignments by the route code, customer, delivery address and date range.  If consignments have been filtered, and the ‘select all’ button is selected, only the consignments in the browse window will be completed.  Consignments can also be completed via the manifesting option when completing the manifest.

To Un-Complete Consignments

If a consignment has bee completed and you need to alter it, or if you do not want it to be invoiced yet, they can be uncompleted ready for editing.  To uncomplete the consignment, select the consignment or block of consignments and select ok.  You have the ability to filter the consignments by route code, customer, delivery address and date range.  If consignments have been filtered, and the ‘select all’ button is selected, only the consignments in the browse window will be uncompleted.

Split Consignments

Only consignments that have not been manifested can be split.  For the purpose of allocating vehicle revenue to more than one vehicle you have the option to split the consignment and attach a manifest to each split.

 The split consignment screen lists all un-manifested consignments.  To split a consignment, highlight the consignment and select ‘create split’.  The following screen will appear.

 On the right hand side of the screen you will need to allocate items, weight, volume and amount as required, then select split.  Repeat this procedure as required until all items and charges have been allocated.  Total remaining to split is show at the bottom of the screen.

 Manifest Split

To manifest the splits, highlight the split and select the ‘manifest split’ option on the split consignment screen.  This will bring up a manifest entry screen.  Enter in the relevant information and select ‘auto generate manifest number’ and then select ‘ok’.  For more information on manifesting, refer to the Manifest section of this manual.

 Repeat this procedure until all splits have been manifested.

Deliveries History

For referencing purposes, the ‘Deliveries History’ option lists all consignments that have been invoiced and updated to Accountmate.  To select a consignment from the history for you can use the ‘browse’ or ‘goto’ options.

 You will not be able to alter a consignment that is in the history file.

 By Selecting the ‘Edit Notes’ button, you are able to key information into the ‘Instructions’ field if required.

 Enter in the relevant information for your search criteria, and then select view.  This will display all consignments matching those criteria.  Highlight the consignment you wish to view, then select ‘display’.

 Goto Option

Enter in the number for the consignment you wish to search  for, then select ‘goto’.  This will display the consignment.

  Lookup Consignment

In the ‘lookup consignment’ option you can search for any consignments entered into Freightmate, regardless of the status of the consignment.  To view a consignment, enter the consignment number.  You have the option to print or preview to screen and can select the report to display consignment details, invoice reprint or invoice details.

Lookup Multiple Consignments

In the ‘lookup multiple consignment’ option you can build a report for any consignments entered into Freightmate, regardless of the status of the consignment.  To build a consignment report, enter the consignment number and select ‘attach’, repeat as many times as required.  When you have selected all the consignments you require on your report you can select to print or preview to screen.  To build a new report, select ‘new group’, this will clear the screen ready for creating a new report.

 POD entry

The POD Entry option allows you to enter a Receivers date and POD date onto the consignment note file.  This information will be displayed on the consignment note lookup option.  You can also obtain information on POD’s in the Reports Section.  Look under the Deliveries option, With POD and Without POD.

 POD Image Retrieval

The POD image retrieval option gives you the ability to show a scanned POD that has been saved to a PDF file. To use this option you will need to setup the location of the POD images on your computer in the company record in the utilities menu. When you scan your consignments onto your computer, the file name of the PDF file must be the consignment number that is in Freightmate. It must be exactly the same. If its not then the system wont be able to view the image. Once you have your PDF file scanned, you can select the consignment number that you want to show the image for and then select the Show POD image button. This will open your POD image. You can filter the consignment by consignment number, company, customer, invoice number, manifest number and date range.