FREIGHTMATE LIGHT HELP

7. Manifests Menu

7.01 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.

7.02 To Complete Manifests

When a manifest is completed it is ready for updating to either the trucks costs area. To complete a manifest, select the manifest or block of manifests, you also have the ability to select all of the manifests. You have the ability to filter the manifests by the route code by removing the tick from the route code tick box and entering in a valid route code, you must them select the view button to filter out all irrelevant information. When the selection is complete, click on the OK button to complete the manifests.

7.03 To Un-Complete Manifests

Manifests can be uncompleted if you have completed them and you need to alter them. To un-complete a manifest, select the manifest or block of manifests, you also have the ability to select all of the manifests. You have the ability to filter the manifests by the route code by removing the tick from the route code tick box and entering in a valid route code, you must them select the view button to filter out all irrelevant information. When the selection is complete, click on the OK button to complete the manifests.

7.04 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

7.05 Show Manifests By Date Range

The manifests by date range report allow you to list all of the manifests entered between a date range with or without manifest amount and cost details. The report will list manifest number, ETA, ETD, Route, Klm, Driver/Contractor, vehicle, origin and destination, weight, volume, amount, driver cost, subby cost and truck cost. You can print, preview to screen or save the information to an Excel file.

7.06 Show Manifests By Vehicle

The manifest by vehicle report allows you to list all of your manifests by vehicle. You can order the report by a particular vehicle or all vehicles, by departure date range, order it to list by manifest ETD or ETD/ETA and also to show manifest amount and cost and contractor fuel surcharge amount. The report will list manifest number, ETA, ETD, Route, Klm, Driver/Contractor, vehicle, origin and destination, weight, volume, amount, driver cost, subby cost and truck cost. You can print or preview this information or save it to an Excel file.

7.07 Show Manifests By Trailer

The manifest by trailer report allows you to list all of your manifests by trailer. The report can be ordered by trailer, date range trailer 1, 2 or 3 or all and to also show manifest amount and cost and contractor fuel surcharge. The report will list manifest number, ETA, ETD, Route, Klm, Driver/Contractor, vehicle, origin and destination, weight, volume, amount, driver cost, subby cost and truck cost. You can print or preview this information or save it to an Excel file.

7.08 Show Manifests By Driver

The manifest by driver report allows you to list all of your manifests by driver. The report can be ordered by driver/or all departure date range and also to show manifest cost and amount. The report will list manifest number, ETA, ETD, Route, Klm, Driver/Contractor, vehicle, origin and destination, weight, volume, amount, driver cost, subby cost and truck cost. You can print or preview this information or save it to an Excel file.

7.09 Show Manifests By Contractor

The manifest by contractor report allows you to list all of your manifests by contractor and can be ordered by contractor, departure date range, manifest/ETD, ETD/ETA and to also show manifest amount, manifest cost and contractor fuel surcharge. The report will list manifest number, ETA, ETD, Route, Klm, Driver/Contractor, vehicle, origin and destination, weight, volume, amount, driver cost, subby cost and truck cost. You can print or preview this information or save it to an Excel file.