Working with crude orders

If your login allows it, you can use these pages to manage crude loads and enter crude ticket readings.

  • Crude Planning Worksheet
    This page displays any loads currently assigned to you. Use it to:

    • Accept or reject a load assignment

    • View and manage trip information, ticket readings, and pay details

  • Crude Ticket Readings
    This page displays freight information and run ticket data. Use it to view, enter, and edit run ticket readings for each type of equipment on a trip.

  • Crude Ticket Import
    This page displays all ticket import batches. Use it to:

    • Import ticket batch files

    • View errors and orders associated with imported ticket file

    • Access the Crude Ticket Management page to edit the information in ticket import batch files

Using the Crude Planning Worksheet

You use the features on the Crude Planning Worksheet page to manage your assigned loads, ticket readings, and run ticket import data. The page displays:

  • A pie chart representing the information shown in the Assigned Loads grid

    It shows the number of loads in each status, including Tendered, Accepted, Started, Missing Data, and No Pay. Statuses are color-coded. The chart updates as load statuses change. The chart’s appearance changes when you select/deselect a status in the legend.

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    This illustration shows load quantities for the Tendered, Accepted, and Started statuses in the Assigned Loads grid.

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    This illustration shows load quantities for the Accepted, Started, and No Pay statuses.

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  • Loads to which the carriers linked to your login are assigned

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  • Command buttons for managing crude order information

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Working with assigned loads

The Crude Planning Worksheet displays the loads currently assigned to carriers linked to your login. An assigned load has a status of Tendered. The company hosting the website assigns carriers to loads in its dispatch system.

To view, accept, or reject your assigned loads from the Crude Planning Worksheet, follow these steps.

  1. Go to Menu > Carrier > Crude > Crude Planning Worksheet.
    The Crude Planning Worksheet opens.

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    Note: If multiple views have been set up for your login, you can select a different view in the Filter field.

    A view is a set of restrictions that the hosting company defines to specify which loads you see when you view trips. The hosting company links these views to your login.

  2. Do one of the following:

    • Accept a load
      To accept load assignments, select each load you want to accept and click Accept Load. To select multiple loads, hold the SHIFT or CTRL keys while selecting.

      When you accept a load:

      • A message at the top of the page confirms that you accepted the load.

      • The order status changes to Accepted

      In this illustration, the order status and confirmation message indicate that loads 9591 and 9593 were accepted.

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    • Reject a load
      To reject load assignments, select each load you want to reject and click Reject Load. To select multiple trips, hold the SHIFT or CTRL keys while selecting.

      When you reject a load:

      • A message at the top of the page confirms that you rejected the load. It lists the leg number of the load(s) you rejected.

      • The system removes the carrier assignment from the order.

    The order status changes to Available.

    The system sends an e-mail notification for each load that you accept or reject.

Accessing load, ticket, and pay information from the Crude Planning Worksheet

From the Crude Planning Worksheet, you can manage and view your trip information, ticket readings, and pay details.

To use the command buttons, you must first select a load.

  • Edit Tickets
    Opens the Crude Ticket Management page, which displays ticket reading data. You can update ticket information or make corrections to an import file.

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  • View Details
    Access order, stop, and freight information for the selected order on the Crude Load Details page

  • View Readings
    Access ticket readings for an order on the Crude Ticket Readings page

  • View Pay Details
    View carrier pay information on the Load Pay Details page.

Entering crude ticket readings

The Crude Ticket Readings page includes the Freight Detail grid, which shows orders assigned to carriers linked to your login. Using the Run Ticket Details section you can view and enter run ticket readings for each tank on an order.

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From this page you can upload documents, calculate load volume, and view extra information about the trip.

  • Upload Documents
    For details, see Uploading paperwork for a load.

    Use this feature to select, process, and upload documents with the .tif or .tiff file extension. Note: You cannot upload any other document type.

  • Calculate Volume
    When entering readings, calculate the volume between the upper and lower measurements without saving. The system then updates the volume.

  • View Extra Info
    View additional information associated with a trip

    Click View Extra Info to see additional information associated with the retrieved order.

If your login allows it, you can enter tank readings in the Run Ticket Details section. To enter run ticket readings, follow these steps.

  1. Go to Carrier > Crude > Crude Ticket Readings.

  2. In the first Load field, select Order, Leg or Move.

  3. In the second Load field, enter an order, leg, or move number.

  4. Click Load.
    The page displays orders that meet your criteria in the Freight Detail grid.

  5. In the Freight Detail grid, select the order to which you want to add readings.

  6. In the Run Ticket Details section, enter ticket information as needed.

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    Field definitions

    The fields that appear on the page are determined by the entry in the Ticket Type field.

    Required field: *

    Field Definition

    APIGravity

    Corrected gravity, based on temperature and BSW values

    Note: This field is informational only. It can be used in custom reports.

    AvgLineTemp

    First available in: Fuel Dispatch V.15.40

    Average temperature of the line

    BottomGaugeFt

    Number of feet in the bottom gauge reading taken after the commodity is pulled from the tank

    BottomGaugeIn

    Number of inches in the bottom gauge reading taken after the commodity is pulled from the tank

    BottomGauge
    Measurement

    Total bottom gauge reading taken after the commodity is pulled from the tank

    BottomGaugeQt

    Number of quarter inches in the bottom gauge reading taken after the commodity is pulled from the tank

    BottomTemp

    Temperature taken after the load is pulled from the tank

    BSW *

    Percentage of materials other than oil and water in the tank

    BSWHeight

    Height at which the oil sample is taken, measured in feet and inches

    Close Date/Time

    Date/time the gauge or meter was turned off

    CommodityCode

    Unique ID assigned to the product that was loaded at the pickup

    Commodity
    Description

    Description of the product for the code specified in the Commodity Code field

    This field is read-only.

    CompanyID *

    Shipper’s unique ID

    Note: This field contains a drop-down list of company IDs. The list allows Oil Field Order Entry users who are not using the PeopleNet Crude Oil Workflow to enter readings manually.

    CreatedBy

    First available in: Fuel Dispatch V.15.40

    ID of the user who entered the reading

    This field is read-only.

    CreatedDateTime

    First available in: Fuel Dispatch V.15.40

    Date/time the reading was entered

    This field is read-only.

    DeliveryEndMeter

    First available in: Fuel Dispatch V.15.40

    Meter reading after the delivery or unload

    DeliveryStartMeter

    First available in: Fuel Dispatch V.15.40

    Meter reading before the delivery or unload

    FgtNumber

    System-assigned numeric ID that links the tank reading to the corresponding freight detail on the order

    Gravity

    Density of the oil

    MeterEnd

    Meter reading taken after the product is loaded

    MeterFactor

    First available in: Fuel Dispatch 16.20

    Custom field that indicates a correction factor for metered tickets

    MeterStart

    Meter reading taken before the product is loaded

    Observed
    Temperature

    Temperature at the tank level from which the oil sample is pulled

    Note: The sample is used for the grind-out test to obtain the Gravity and BSW values.

    Open Date/Time

    Date/time the gauge or meter was turned on

    OrderHdrNumber

    Unique identifier assigned to an order

    ReadingDate

    Date/time the driver entered for the reading

    RunTicket *

    ID of the run ticket the driver submitted

    SealOn *

    ID number on the seal put on the tank after the product was picked up

    SealOnDate *

    Date/time a new seal was put on the tank after the product was picked up

    SealOff *

    ID number on the seal removed from the tank before the product was picked up

    SealOffDate *

    Date/time the old seal was removed from the tank before the product was picked up

    TankID

    Identifier recorded for the tank in the shipper’s tank setup records

    TankProducing

    Options are Yes or No

    Updates the corresponding tank profile in the shipper’s company relationships profile.

    Temperature

    Temperature taken before the load is pulled from the tank

    TopGaugeFt

    Number of feet in the top gauge reading taken before the commodity is pulled from the tank

    TopGaugeIn

    Number of inches in the top gauge reading taken before the commodity is pulled from the tank

    TopGauge
    Measurement

    Total top gauge reading value taken before the commodity is pulled from the tank

    TopGaugeQt

    Number of quarter inches in the top gauge reading taken before the commodity is pulled from the tank

    UpdatedBy

    First available in: Fuel Dispatch V.15.40

    ID of the user who updated the reading

    This field is read-only.

    UpdatedDateTime

    First available in: Fuel Dispatch V.15.40

    Date/time the reading was updated

    This field is read-only.

    In the Crude Ticket Readings page, these options appear in the Ticket Type field. This illustration shows how the Ticket Type and Reject Reason fields might appear in the Run Ticket Details section.

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    The fields in the Run Ticket Details section vary by ticket type.

    • Refusal ticket

      When you select Refusal as the Ticket Type, the page displays the Reject Reason field.

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    • Gauge ticket

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    • Meter ticket

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    • All other ticket types

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  7. Click Save.

    Note: When you make a change to a ticket reading, the Warning icon indicates that you must save your entries.

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Importing crude ticket readings

If your login permits, you can import crude ticket readings on the Crude Ticket Import page. The page accepts comma-delimited (.CSV) files that follow a predefined file format.

The Crude Ticket Import page displays all ticket import batches. It also shows:

  • The number of errors in the batch

  • The orders linked to the tickets in the batch

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You can view imported readings and correct any field errors on the Crude Ticket Management page.

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Importing a ticket readings file

Your hosting company determines the file format you should use. To import a file, follow these steps.

  1. Go to Menu > Carrier > Crude > Crude Ticket Import.
    The Crude Ticket Import page opens.

  2. Click in the Import File field, or click Select.
    A window opens, prompting you to select a file to import.

  3. Locate and select the file.

  4. Click Open.
    The file name displays at the top of the page.

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  5. Do one of the following:

    • To import a different file, click Remove and repeat Steps 2-4.

    • To import the file you selected, click Import Ticket File.

    If the import is successful and there are no data errors, a message appears. It states that the file upload is complete.

    If the import is successful, but there are data errors, a message appears. It states that the upload completed with errors.

  6. To view the import results, click Edit.
    The Crude Ticket Management window opens.

  7. Do one of the following:

    • Use the Crude Ticket Management window to review and edit the file information.

    • Click OK to close the window.
      The Crude Ticket Import page opens. A new row shows the batch import results.

Viewing and editing an imported readings file

To view the contents of an imported file in the Crude Ticket Import page, follow these steps.

  1. Go to Menu > Carrier > Crude > Crude Ticket Import.
    The Crude Ticket Import page opens.

    Field definitions
    Field Definition

    Import #

    System-generated number representing the imported file

    Description

    File format as determined by your hosting company

    Created Date

    Date the file was imported

    Errors

    Number of data errors in the imported file

    Orders

    Original order numbers as specified in the import file

  2. In the grid, do one of the following:

    • Click the import number for the file you want to view.

    • Right-click on the row for the file you want to view and click Edit.

    The Crude Ticket Management page displays each line in the imported reading.

    Fields with missing or incorrect data are highlighted in red.

    This illustration shows a field error. When you position your mouse over the field, a ToolTip displays the error.

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    Rows with missing or incorrect data are highlighted in pink.

    This illustration shows row errors. When you position your mouse over the row, a Tool Tip identifies the error.

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  3. Make the necessary changes:

    1. Click in the field for the reading you want to edit.

    2. Make your changes.

      Notes:

      1. To display only rows containing data errors, select the Show Only Errors? checkbox.

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      2. If a reading contains data errors, you must correct them before the system can import them.

      3. If you make a change that may result in a data error, a red triangle appears in the field’s top left corner. Position your mouse over the field to view a ToolTip.

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  4. Repeat Step 3 for each reading you want to edit.

  5. To save your changes, do the following:

    1. Click the Save check box next to each reading you want to save.

    2. Click Save Changes at the bottom of the page.

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    The Crude Ticket Management page redisplays with the changes made.

  6. To go back to the Crude Ticket Import page, click Return twice.

    If the system accepts your changes, the Orders field displays the number of each order updated with ticket readings. The status of each order changes to Completed.

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Updating load details for crude orders

You can display crude loads for updating from the Crude Planning Worksheet page or Crude Load Details page.

  • The Crude Planning Worksheet page lists outbound and inbound trips

  • The Crude Load Details page displays order, stop, and freight information for specific trips

When viewing load details and updating load information from either page, you can do the following:

  • Record arrival and departure dates/times for a stop and set the status to Completed

  • View and print a trip sheet for the load

  • View, add, edit, remove, and approve pay for completed trips

  • Add and view reference numbers

  • Add and view notes

  • View paperwork

  • Add and view tank readings

  • Add a stop to an existing trip

Accessing the load you want to update

To access a load for updating, do one of the following.

  • Go to Menu > Carrier > Crude > Crude Load Details.

    In the Order field at the top of the page, enter an order number and click Load.

  • Go to Menu > Carrier > Crude > Crude Planning Worksheet

    Select a load and click View Details..

    The Crude Load Detail page shows the selected order.

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Recording arrivals, departures, and hub miles

You can update stop information by:

  • Recording the date/time of the arrival and/or departure.

  • Marking the arrival and/or departure as completed.

  • Recording the miles traveled for each stop

To record arrivals and departures, follow these steps.

  1. Access the load you want to update.

    The Stops section displays the arrival and departure date/time recorded for each stop on the load. The Hub Miles field displays the miles traveled for each stop.

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  2. If needed, you can change the date and enter the time the arrival/departure was completed.

  3. Select the Arrived or Departed check box to mark the arrival or departure as completed.

    Notes:

    1. Selecting the Departed check box for a commodity sets the arrival to Completed as well.

    2. Once you select a check box, the corresponding date field is no longer editable.

  4. If needed, enter the number of miles traveled in the Hub Miles field.

  5. Click Save.
    A message at the top of the page states that your update was successful.

Viewing and printing a trip sheet

If your login allows you to print trip sheets, you can do so on the Crude Load Details page.

To print a trip sheet for a load, follow these steps.

  1. Access the load you want to update.

  2. At the top of the Crude Load Details page, click in the View a Report field.

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  3. From the drop-down list, select the trip sheet you want to view and print.

  4. Click View.
    The trip sheet opens in a separate window.

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    This illustration shows how a trip sheet might look.

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  5. Print as you usually do from your browser.

Viewing pay details for a completed trip

If your login allows you to view pay information, you can do so from the Crude Load Details page.

To review pay details for a completed trip, follow these steps.

  1. Access the load.

  2. In the Trip Information header bar, click View Pay.

  3. Pay details for the trip are displayed in the Existing/Approved Pay section of the Load Pay Details page.

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  4. To go back to the Crude Load Details page, click Return at the top of the page.

Adding and viewing reference numbers

If your login allows it, you can add and view reference numbers for a load.

To add reference numbers for a load, follow these steps.

  1. Access the load you want to update.

  2. In the Stops header bar, click View Reference Numbers.
    The Reference Number window opens.

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  3. In the Add section of the window, enter the reference number information.

    Field definitions
    Field Definition

    Type

    Displays the default reference number location.

    Order #

    Displays the current order number and crude order type.

    Ref. Type

    Displays the default reference number type. If necessary, select another type.

    Ref. #

    Enter the reference number.

  4. Click image39 Add.
    The reference number information is added to the Existing section.

  5. Close the window.

  6. In the Crude Load Details page, click Save.
    A message at the top of the page states that your update was successful.

Adding and viewing notes

To add a new note to a load or view notes you have already added, follow these steps.

You cannot view or create notes for trips with the Available status.

To add notes for a load, follow these steps.

  1. Access the load you want to update.

  2. In the Stops header bar, click View Notes.
    The Notes window opens.

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  3. In the Add/Edit section of the window, enter the note information.

    Field definitions
    Field Definition

    Type

    Displays the default note location.

    Order #

    Displays the current order number and crude order type.

    Note Type

    Displays the default note category.

    Note View Level

    Displays the default classification, which provides a way to classify notes for internal use.

    Date Expires

    Enter the date the note expires; defaults to 12/30/2099.

    Note

    Enter the note text.

  4. Click image39 Add.
    The note is added to the Existing section.

  5. Close the window.

  6. In the Crude Load Details page, click Save.
    A message at the top of the page states that your update was successful.

Uploading paperwork for a load

If your login allows it, you can upload paperwork for a load. Paperwork can be uploaded from the Crude Load Details page that you access for a load.

When uploading paperwork, Trimble Web Products supports files in the .TIF or .TIFF format. You cannot upload files in the PDF format.

To upload paperwork, follow these steps.

  1. Access the load you want to update.

    Note: You cannot upload paperwork for a load with the Available status.

  2. In the Trip Information header bar, click Upload Documents.
    The Upload Document window opens.

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  3. Click in the Orders field and make a selection:

    • To upload the document for all orders, select the Check All check box.

    • To upload the document only for the order in the Crude Load Details page, select the check box for the order number.

  4. In the Select Documents for Upload field, click Select and locate the paperwork file you want to upload.
    The file name appears below the Select Documents to Upload field.

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    Note: If you upload the wrong document, click Remove to delete it.

  5. To process the paperwork file, click Process Selected Documents.
    The file is added to the File Name column.

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  6. In the Document Type field, select a paperwork category.

    Note: The document type is required.

  7. Click Upload Documents at the bottom of the window.
    The top of the page displays a confirmation that the document was successfully uploaded to a batch.

  8. Close the window.

  9. In the Crude Load Details page, click Save.
    A message at the top of the page states that your update was successful.

Viewing paperwork for a load

If the hosting company has set up the application to allow it, you can view the paperwork attached to a load.

To view the paperwork from the Crude Load Details page, follow these steps.

  1. Access the load.

  2. In the Trip Information header bar, click View Paperwork.
    The Paperwork window opens.

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    Field definitions
    Field Definition

    Order #

    Current order number and crude order type

    Doc Type

    Paperwork category

    Name

    Document file name

    Received

    Date the file was attached to the order

  3. Close the window.

Adding and viewing ticket readings

The Crude Ticket Readings page allows entering ticket readings for each equipment on the movement. Using the search controls at the top of the page, moves can be retrieved by order, leg, move number.

To add a ticket reading to a load or to view readings you have already added, follow these steps.

You cannot view or create ticket readings for trips with the Available status.

To add notes for a load, follow these steps.

  1. Access the load you want to update.

  2. In the Freight Detail section, click on a row.
    The Run Ticket Details section displays run ticket information for the selected order, leg, or move.

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    The top of the page displays information about the run ticket.

    Field Definition

    Tank

    Tank number and commodity type

    Ticket #

    Run ticket number

    Ticket Date

    Date and time the run ticket was created

    Commodity

    Commodity stored in the tank

    Ticket Type

    Status of the commodity on the load

    Height (ft)

    Tank height in feet

    Capacity (bbls)

    Tank capacity in barrels

    User Created

    ID of the user who created the run ticket

    User Updated

    ID of the user who updated the run ticket

    Date Created

    Date and time the run ticket was created

    Date Updated

    Date and time the run ticket was updated

    The bottom of the page displays information about the tank.

    Field Definition

    Reject Reason

    If the Ticket Type field is set to Refusal, select the reason the load was rejected.

    OBS Gravity

    Observed gravity of the tank commodity, based on a sample

    Temperature

    Temperature of the tank commodity

    OBS Temp

    Observed temperature of the tank commodity, based on a sample

    Average Line Temp

    Average temperature of the commodity in the line

    BS & W%

    Percent of basic sediment and water in the tank

    BS & W Height

    Height, in inches, of the basic sediment and water in the tank

    Top Gauge

    Reading from the tank’s top gauge

    Comments

    Additional information about the tank or commodity

  3. Click Save.
    A message at the top of the page states that your update was successful.