FREIGHTMATE HELP

MANIFESTING

Manifest are entered via the Freightmate - Manifest menu. You can create a manifest and attach consignmnets to it. Once a condignment is attached to a manifest, it can't be atached to another unless you use the Split Consignmnet" function found in the Freightmate -> Deliveries menu. The manifest entry allows you to enter either company trucks and tailers, or the contractor hauling the freight.

Enter 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. 

 The enter manifest option gives you to ability to manifest your consignments and create trip plans, pre-trip checklists.  To enter a manifest, select the add button.  If you do not enter a manifest number, a number will be automatically generated.  Enter the information on the manifest and select save.  You have the ability to edit and delete an existing manifest as long as it has not been completed.

 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:                 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 contractors’ 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.

Browse Manifests

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

 To display the manifest, highlight the manifest you wish to view and select display.

Print Manifest

On selection of the ‘print manifest’ button, the manifest will print showing the consignments attached to the manifest.

 Manifest Consignments

The ‘manifest attach’ option lists all consignments that have not been manifested from history and from the current list. To attach consignments to the manifest place a tick in the ‘attach’ box of the relevant consignments. The total pallet spaces, items, weight, volume and revenue will be calculated as consignments are attached to the manifest.   Select ‘attach to manifest’ when finished.

 Un-manifest Consignments

The ‘un-manifest consignments’ option lists all consignments attached to the manifest. To un-attach consignments, place a tick in the ‘un-attach’ box of the relevant consignments. The total pallet spaces, items, weight, volume and revenue will be calculated, as consignments are un-attached from the manifest.   Select ‘un-attach from manifest’ when finished.

  Quick manifest attach

You have the ability to attach consignments to a manifest by selecting the manifest number and then typing in the consignments to attach. To attach the consignments to a manifest, select the manifest number. Once the manifest number is entered type in the consignment number and then select the add to manifest button. This will attach the consignment to the manifest. You can remove a consignment from the manifest by typing in the consignment number and then selecting the remove from manifest button. You can print or preview the manifest when you have attached all of the consignments.

To Complete Manifests

To complete a manifest, select the manifest or block of manifest and select ok.  You have the ability to select all of the manifests.  You have the ability to filter the manifests by the route code and date range.

 If there are consignments that have not been completed prior to the manifesting being completed, a message will appear to alter the user that there are consignments not complete.  If you select ‘yes’, all consignments attached to the manifest will be completed. 

To Un-Complete Manifests

Manifests can be uncompleted if you have completed them and you need to alter it.  To uncomplete the manifest, select the manifest or block of manifest and select ok.  You have the ability to view the manifest by route code.

Lookup Manifest

To look up a manifest, enter the manifest number and select the print or preview option.  You can select to show revenue and contractor rate and amount if you wish.  The manifest will list manifest details, consignment details and manifest instructions.

Manifest Expense Codes

The manifest expense code browse will allow you to view all of the expense codes setup. To add \ edit \ delete an expense code select the display button. You can print these by selecting the print button.

  Manifest Expense Code Entry

The expense code entry allows you to enter expense codes and rates for your manifests. They will only be linked to a manifest if you enter a manifest with a distance and vehicle. The rate will be multiplied by the distance on your manifest to give the cost.

  Maintain Manifest Costs

The manifest cost entry will allow you to enter your costs against your manifest. If you have setup, your expense codes they will be automatically created when you enter the manifest but only if the manifest has a vehicle and distance on it. You can also alter or delete any of the costs via this option. Once this information is entered, you can generate reports on the data via the manifest costs and manifest cost summary reports in the reports menu.