Adding resource records quickly

To ensure accuracy of system data, File Maintenance should have a complete profile for each company and resource (driver, tractor, trailer, and carrier). However, there may be times when the system does not contain a profile for a resource, and you do not have time to enter a complete profile. To enable you to continue with the task, the system allows you to add profiles quickly from most base TMWSuite applications. You record these mini-profiles using these Quick Add commands under the Tools menu:

  • Add Driver

  • Add Tractor

  • Add Trailer

  • Add Company

  • Add Carrier

Adding a driver record

To access the Add New Driver window, select Tools > Add Driver or press CTRL+SHIFT+ D.

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To add a driver record, make entries in these fields:

Name [L, F, M]

Driver’s last name, first name, and middle initial.

Address (Line 1)

First of two address lines for the driver’s street address. A maximum of 30 alphanumeric characters is allowed.

Address (Line 2)

Second of two address lines for the driver’s street address. A maximum of 30 alphanumeric characters is allowed.

City, State, ZIP

The city, state/province, and ZIP code of the driver’s residence.

ID

Unique identification code for the driver record. The maximum length is eight alphanumeric characters. Y ou can use the DrvIDAutoGen setting in the General Info Table to determine the format the system uses when it generates a driver ID. It can be either:

  • A combination of the driver’s first and last name, entered in the Driver File Maintenance window, the Recruit File Maintenance window, or the Add New Driver window.

  • A system-generated number.

You can also manually enter a user-defined driver ID. However, you must do so before saving the record.

Note: When you tab out of the driver name fields, the system automatically assigns an ID that consists of, by default, the first three characters of the driver’s last name, and the first two characters of his/her first name. For example, suppose the driver’s name is Joseph A. Harmon. The driver’s system-assigned ID will be HARJO.

If you subsequently add a record for another driver with the same ID, two digits are automatically added to the end of the ID to differentiate it from the first. For example, if you enter a record for Joan Harris and HARJO already identifies Joseph Harmon, the system will assign Joan the ID HARJO01. A third HARJO would be HarJO02, and so on. The numeric suffix increments by one for each driver added.

Hire Date

Date driver was hired by your company.

Acctg Type

Accounting system that will be used to pay the driver. The options are:

  • Payroll (default)
    Used for company drivers

  • Accts Payable
    Used if the driver is an owner/operator and you plan to pay owner/operators as drivers rather than as tractors.

    Note: If the driver is an owner/operator, you should set up a Pay To profile for him/her before you set up the driver profile.

  • None
    Used when an entity is never paid directly, such as when a driver works for an owner/operator.

    Note: Settlements looks at the Accounting Type flag in resource profiles to determine who is eligible to receive pay. The system retrieves trips for drivers who are marked as Accounts Payable and/or Payroll. If the Actg Type field has been set incorrectly to Accounts Payable or Payroll instead of None, this retrieval will include drivers who should not be paid through TMWSuite.

When you have completed your entries, click OK to save the record. The window automatically closes.

Adding a tractor record

The Add New Tractor window is accessed by selecting Tools > Add Tractor or by pressing CTRL+SHIFT+ T.

AddingTractor

To add a tractor record, make entries in these fields.

Number

Unique ID code used to identify the tractor. The maximum field length is eight alphanumeric characters.

Owner

The Pay To code that represents the entity that should receive payment for trips hauled by this tractor.

Note: This field is not applicable for company-owned tractors.

Current Hub

Tractor’s current hub miles.

Acctg Type

Indicates the method of reimbursement for trips that the tractor hauled. The options are:

  • None
    Used when an entity is never paid directly, such as a company-owned tractor.

  • Payroll
    Do not select this option; it is not applicable for tractors.

  • Accts Payable
    Used when the tractor belongs to an owner/operator and you plan to pay owner/operators as tractors rather than as drivers

Note: Settlements looks at the Accounting Type flag in resource profiles to determine which resources are eligible to receive pay. The system retrieves trips for tractors that are marked as Accounts Payable. If the Actg Type field has been set incorrectly to Accounts Payable instead of None, this retrieval will include resources that should not get payment via TMWSuite.

Do one of the following:

  • If the record is for a company tractor (i.e., you entered None in the Acctg Type field), click OK to save the record. The window automatically closes.

  • If the record is for an owner/operator’s tractor (i.e., you entered Accts Payable in the Acctg Type field) and you do not want to assign a pay rate to the tractor at this time, click OK to save the record. The window automatically closes.

  • If the record is for an owner/operator’s tractor (i.e., you entered Accts Payable in the Acctg Type field) and you want to assign a settlement rate to the tractor, click on the Rates button shown at the bottom of the window. The Assign Settlement Rates window will display.

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Click on the Add button. Make entries in these fields:

Table ID

Select the settlement rate to be used when trip settlements are calculated.

Tm/Sgl

Specify whether the rate is for Single or Team miles.

Must Deliver?

Leave this field blank.

Effective Date

Date when the specified settlement rate is to go into effect.

Click Save. Click Close to exit the window.

Adding a trailer record

The Add New Trailer window is accessed by selecting Tools > Add Trailer or by pressing CTRL+SHIFT+ L.

02_NewAddNewTrailerWindow

To add a trailer record, make entries in these fields:

Number

Unique ID code assigned to the trailer. A maximum of eight alphanumeric characters is allowed.

ILT SCAC

Standard Carrier Alpha Code for the trailer.

Company ID

ID of the company that owns the trailer.

Note: The company record must be set up prior to assigning the trailer to the company.

Owner

The Pay To code that represents the entity that should receive payment for trips hauled by this trailer.

Note: This field is not applicable for company-owned trailers.

Company

If applicable, indicate the company with which the trailer is associated. Most commonly used for multi-company organizations.

Fleet

Indicate the fleet to which the trailer belongs. The options are defined in the Fleet label in the System Administration application.

Division

Identify the division with which the trailer is associated. The options are defined in the Division label file in the System Administration application.

Terminal

Indicate the terminal with which the trailer is associated. The options are defined in the Terminal label in the System Administration application.

Current Hub

Trailer’s current hub miles.

ILT

Indicates if the trailer is an Interline Trailer. The options are either Yes or No.

Serial No.

Serial number for the trailer. The maximum field length is twenty alphanumeric characters.

TrlType1-4

The name and trailer type options for these fields are user-defined; setup occurs via the TrlType1-4 labels in the System Administration application. Assignment of trailers to trailer classifications allows you to track the revenue collected for trips to which those trailers were assigned.

When you have completed your entries, click OK to save the record and close the window.

Setting default trailer types

In the TTS50, these settings have been added to set default options for TrlType1-4.

  • [Misc]DefaultTrlType1

  • [Misc]DefaultTrlType2

  • [Misc]DefaultTrlType3

  • [Misc]DefaultTrlType4

Adding a company record

The Add New Company window is accessed by selecting Tools > Add Company or by pressing CTRL+SHIFT+C.

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To add a company record, make entries in these fields:

Name

The name of the company. The maximum length is 100 alphanumeric characters.

Address (Line 1)

First of two lines used to record the street address for the company. A maximum of 50 alphanumeric characters is allowed.

Address (Line 2)

Second of two lines used to record the street address for the company. A maximum of 50 alphanumeric characters is allowed.

City, State

City and state/province location of the company.

Notes:

  1. If applicable, the county may also be identified.

  2. The city and state/province combination must exist in the city file prior to entry this field.

Zip

Five-digit or nine-digit ZIP or postal code.

Country

Country in which the company is located.

ID

Identification code for the company

When you tab out of the City, State field, the system automatically assigns an ID using the first three characters of the company’s name and the first three characters of the city name. For example, if the company’s name is Brennan Distributors and it is in Pittsburgh, PA, the ID will be BRENPIT.

If you want to assign your own ID, you must enter it before saving the record. You can use up to eight alphanumeric characters.

Note: If an existing company record has the same basic ID as the one you are adding, the system appends two-digits to the end of the ID. The system does this whether you are entering the ID yourself or letting the system assign it.

Alt ID

An alternate, user-defined code assigned to the company. A maximum of 10 alphanumeric characters is allowed.

Note: An alternate ID is sometimes needed to identify the company in a separate computer system (such as an accounting package) to which TMWSuite interfaces.

Phone

Primary telephone number by which the company can be reached.

Note: When making an entry, do not enter parentheses, dashes, or spaces. The system will format the field correctly.

Contact

Name of the person who is the primary telephone contact at the company.

Fax

The company’s area code and fax number.

Note: When making an entry, do not enter parentheses, dashes, or spaces. The system will format the field correctly.

Shipper

Select the Shipper check box if the company will serve as a pickup location.

Consignee

Select the Consignee check box if the company will serve as a drop location.

Bill To

Select the Bill To check box if the company may be billed for work performed.

Port

Location from which your drivers and/or carriers pick up containers, and to which they will return them. The check box is used for the intermodal feature, which is available in TMWSuite’s Dispatch application. For details, see the Intermodal Feature guide.

Opt Group

The company’s Optimization Group.

For rating purposes, a new company can be assigned to a group of Bill To companies that are created and maintained in System Administration. The field contains a drop-down list of the first 12 characters of the group names.

Note: For more information, see "Assigning a Bill To to an optimization group" in the Volume Optimization guide.

Rev Type 1-2

The names and options for these fields are user-defined. Setup occurs in the RevType 1 and RevType 2 labels in the System Administration application. Assignment of orders to revenue classifications allows you to track revenue collected for different types of loads.

Currency

Enter the type of currency to be used when the company is billed.

Note: The Currency options are user-defined in the Currency label, accessed in the System Administration application.

Other Type 1

The name and options for this field are user-defined. Setup occurs in the Other Type 1 label in the System Administration application.

Other Type 2

The name and options for this field are user-defined. Setup occurs in the Other Type 2 label in the System Administration application.

Note: If you are using Microsoft Dynamics GP as your accounting package, your entry in this field can turn on the ability to transfer the first reference number recorded in the invoice header to the Document Number field in Microsoft Dynamics GP. To use the entry in this way, you must add an option to the Other Type 2 label that has REF as the value in its ABBR field. You also must select this option in the Other Type 2 field in the company profiles of the customers for which you want to transfer the reference number, as well as the TMW invoice number. For example, you may have Bill To companies that typically reference the reference number in the invoice header, often the Bill of Lading, when they remit payment.

Using this feature allows the system to transfer the first reference number and the invoice number. So, if the first reference number is 45633 and the invoice number is 8776A, the document number would be sent to Microsoft Dynamics GP as 45633-8776A. A hyphen is always inserted to separate the reference number from the invoice number.

CmpMisc1-4

The names for these fields are user-defined. Setup occurs in the CmpMisc1-4 labels in the System Administration application.

You can use this field to enter a free-form comment about the company. A maximum of 43 characters is allowed.

ALK Address

When a company is set up for address-level mileage lookups (the Distance SearchLVL field is set to A), this address is passed to ALK.

Notes:

  1. If this field is blank, the address from the first Address field is used.

  2. For more information, see the Distance SearchLVL field description.

Distance Search Lvl

This field is available when the DistanceLookupVersion General Info Table setting has a String1 value of 2004. It determines the location information that will be used for mileage lookups involving the company. The options are:

  • A
    Mileage lookups involving this company will be based on the company’s street address, displayed in the ALK Address field.

    Note: If the ALK Address field is blank, the system will use the address displayed in the Address field for the company.

  • L
    Mileage lookups involving this company will be based on the company’s latitude and longitude data.

    Note: Latitude and longitude data appear in the Lat and Long fields in the Company File Maintenance window. It is not shown in this window.

  • Z
    Mileage lookups involving this company will be based on the company’s ZIP Code, displayed in the Zip field.

  • C
    Mileage lookups involving this company will be based on the primary ZIP Code in ALK for the city displayed in the City, State field.

    Note: If the Distance Search LVL field is blank, mileage lookups involving this company will be based on the company’s city.

Company

Applicable for multi-company customers. Enter the classification for the parent company to which this company belongs.

Trading Partner

Identifies an EDI trading partner.

When you have completed your entries, click OK to save the record and close the window.

Adding a carrier record

The Add New Carrier window is accessed by selecting Tools > Add Carrier in Dispatch and Agent Order Entry. You can also press CTRL+SHIFT+I to open the window.

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  1. The automatic creation of a carrier code does not apply to creating a carrier profile using the Add New Carrier window.

  2. Carriers can only be added quickly in the Dispatch application and the Agent Order Entry add-on module.

To add a carrier record, make entries in these fields:

Name

The carrier’s name. A maximum of 64 alphanumeric characters is allowed.

Address

Two lines are provided for recording the carrier’s street address. A maximum of 64 alphanumeric characters is allowed in each line.

City, State

The carrier’s city and state/province location.

Notes:

  1. If applicable, the county may also be identified.

  2. The city and state/province combination must exist in the city file before entry in this field.

Country

The country in which the carrier is located.

ID

The carrier’s unique identification code. The maximum length is eight alphanumeric characters.

Alt ID

An alternative identification code used to identify the carrier. The maximum length is eight alphanumeric characters.

Note: This code may represent a code assigned to the carrier in another computer system, such as an accounting package.

SCAC

The carrier’s Standard Carrier Alpha Code.

ZIP

Five-digit or nine-digit ZIP/postal code for the city.

Main Phone

Primary telephone number at which the carrier can be reached.

Secondary Phone

The secondary telephone number at which the carrier can be reached.

Fax

Fax number for the carrier.

Contact

Name of the person who is the primary telephone contact for the carrier.

Pay to ID

Person or organization that should be paid for loads that this carrier hauls.

Notes:

  1. Entry in this field is required. If it is erroneously left as UNKNOWN, the Pay To ID will not be stamped on the carrier’s settlement records. Also, the Pay To name will not print on the carrier’s settlement sheets, which will make it impossible for payroll personnel to match the sheets with the appropriate Pay To.

  2. The Pay To record must be set up before an entry can be made here.

Currency

The currency in which the carrier is paid. The system code options are US dollars and Canada dollars.

Note: Your company can define additional options for this field in the Currencies label. Label file setup is performed in the system administration application.

Board?

A carrier can be an inside carrier or an outside carrier.

  • An inside carrier is called a board carrier because the activities of its resources (drivers, tractors, trailers) are tracked on the Dispatch Planning Worksheet (also known as the Dispatch Board).

  • An outside carrier is called a non-board carrier because the activities of its resources are not tracked on the Dispatch Planning Worksheet.

If the activities of the carrier’s resources will be tracked in the Planning Worksheet, the Board check box must be selected.

Status

The carrier’s status defaults to Active.

Inactive Date

The date the carrier became unavailable for dispatch, based on an expiration.

Acctg Type

The carrier’s accounting type defaults to Accts Payable.

Car Type1 - 4

The names and options for these field are user-defined in the
Car Type1 - 4 labels, accessed in the System Administration application. Assignment of carriers to carrier classifications allows you to track the revenue collected for trips assigned to those carriers. In some cases, such classifications may also govern the pay rates used to determine carrier settlements.

Comments

Two lines are provided for you to enter free-form text. Your entries will appear in the Car Misc 1 and Car Misc 2 fields in the carrier’s profile in Carrier File Maintenance window. A maximum of 254 characters is allowed in each line.

When you have completed your entries, click OK to save the record and close the window.

Obtaining a list of Quick-Add records

Because the profiles created with the Quick Add options contain only the most essential information, you must later fill in the missing data in File Maintenance. The Quick Entry Reports command under the Reports menu in File Maintenance allows you to print listings of the profiles that were quick added. You can use these listings to determine which profiles need to be completed.

The Print Quick Entry Reports window is shown here.

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To print profile listing(s), make entries in these fields:

Date Range

Enter the date range for which the system should search for profiles added with Quick Add option(s). For example, if you want a listing of profiles added during the month of January 2015, enter 01/01/15 in the first field and 01/31/15 in the second field.

Note: The system automatically displays a date range that encompasses the past thirty days.

Select Reports to Print

Select the type of listing you want (company, driver, tractor, and/or trailer. If the box preceding a selection is marked with a check mark, the listing will print.

Note: As the system default, all listings are selected automatically. If you do not want to print a specific type of listing, click in the box that precedes the selection to remove the check mark.

Click the Print button in the lower left of the window. The Printer Setup box displays. Indicate whether you want to print to a printer or to the online print viewer. TMWSuite prints to the selected print device.

Company Quick Entry Listing

The Company Quick Entry Listing is a report that lists all companies whose profiles were added via the Add Company option under the Tools menu.

The report column headings include:

Company Id

Company’s ID code.

Company Name/Address

Company’s name and street address.

City, State

City and state/province where the company is located.

ZIP Code

Company’s ZIP code.

Phone No

Company’s primary phone number.

Driver Quick Entry Listing

The Driver Quick Entry Listing is a report that lists all drivers whose profiles were added via the Add Driver option under the Tools menu.

The report column headings include:

Driver Id

Unique ID assigned to the driver.

Driver Name/Address

Driver’s name and street address.

City, State

City and state/province where the driver lives.

ZIP Code

Driver’s ZIP code of the driver.

SS No.

Driver’s social security number.

Hire Date

Date the driver was hired.

Tractor Quick Entry Listing

The Tractor Quick Entry Listing is a report that lists all tractors whose profiles were added via the Add Tractor command under the Tools menu.

The report column headings include:

Tractor No

Unique ID assigned to the tractor.

Owner

Name of the owner of the tractor.

Current Hub

Tractor’s current odometer reading.

Status

Current dispatch status of the tractor.

Trailer Quick Entry Listing

The Trailer Quick Entry Listing is a report that lists all trailers whose profiles were added via the Add Trailer command under the Tools menu.

The report column headings include:

Trailer No

Unique ID assigned to the trailer.

Owner

Name of the owner of the trailer.

Current Hub

Trailer’s current hub mile reading.

Comp ID

ID of the company to which the trailer belongs.

ILT

Indicates whether the trailer is an interline trailer. The options are Y (yes) or N (no).

Serial No

Serial number of the trailer.

Status

Current dispatch status of the trailer.

Carrier Quick Entry Listing

The Carrier Quick Entry Listing is a report that lists all carriers whose profiles were added via the Add Carrier option under the Tools menu.

The report column headings include:

Carrier Id

Carrier’s ID code.

Carrier Name/Address

Carrier’s name and street address.

City, State

City and state/province where the carrier is located.

Zip Code

Carrier’s zip code.

Phone No

Carrier’s primary phone number.