Adding/maintaining miscellaneous company information

From the Company File Maintenance window, you can access a number of supporting windows used to record supplemental company information. These windows include:

Window Icon Used to: For more information

View Attached Object

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View, add, or delete photos attached to a company profile.

Expirations

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Record key events for a company. These records are informational only. They will not prevent a company from being used on a trip.

Recording/viewing company expirations

Hours of Operation

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Record the hours that a company is open.

Recording/viewing hours of operation

Shipper List

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Access a list of shippers used by a particular Order By company.

Recording/viewing a shipper’s list

Consignee List

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Access a list of consignees used by a particular Order By company.

Recording/viewing a list of consignees

Extra Info

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When the Extra Information feature is activated, this icon opens the Company Extra Information window, which is used to set up new fields where custom information can be recorded.

Extra Information feature, System Administration Guide

Directions

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Record directions to a company.

When directions have been recorded, the icon displays red.

Recording/viewing directions to a company

Map

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View the company’s location on a map.

Recording/viewing mapping information

Stop History

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View information regarding all stops made at a particular company, within a specific date range

Viewing a history of stops made at a company

Credit Info

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Record and maintain accounts receivable aging periods.

Maintaining credit information for Bill To companies

Load Requirements

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Associate load requirements with a shipper and/or consignee.

Recording default load requirements for a company

Notes

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Record notes about the company.

Recording/viewing notes for a company

Viewing, adding, or deleting photos in a company profile

You can include multiple photos or other types of images in a company profile using the View Attached Object window. This window is also available in Driver, Trailer, and non-driver employee profiles.

If this is your first time attaching photos to a profile, see Setting up the File Maintenance photo feature to confirm your system is set up properly.

Your TTS50 must be set up to enable accessing profile photos, and the computer must have Microsoft Office 2003 or later installed.

  1. Click image181 Image in the sheet toolbar.

    The View Attached Object window opens. Here, the window displays a previously saved image.

    image189

  2. In the View Attached Object window:

    • To scroll through all photos attached to the profile, click the Previous or Next button.

    • To add a photo or edit fields, continue with Step 3.

    • If you are finished with the View Attached Object window, click image190 to close it.

  3. To add a photo, click Load New.

  4. Browse to and select the photo you want to add.

  5. In the Picture Type drop-down list, select a picture type.

    Notes:

    1. The options in this field are defined by your company, using the PictureType label.

    2. If you want to add or modify this field for an existing photo attachment, select an option from the drop-down list and re-save the attachment.

    3. This step is optional unless you have [Misc]RequireTypeOnPicture=Y in your TTS50.

  6. If you want, you can enter a comment in the field to the right of the Picture Type field.

    Note: In you want to add or modify information for an existing photo attachment, edit the field and re-save the attachment.

  7. Click Save to store the photo.

  8. Click image190 in the upper right corner of the View Attached Object window to close it.

Deleting a photo from a company profile

To delete a photo from the View Attached Object window, follow these steps:

  1. In the View Attached Object window, click Previous or Next to select the photo you want to delete.

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  2. Click the Delete button. The system asks for confirmation.

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  3. Click Yes. The system deletes the photo.

  4. Click Save.

  5. Click image190 in the upper right corner of the View Attached Object window to close it.

Recording/viewing company expirations

The company expirations feature allows you to record key events in a company’s profile. Unlike resource expirations, company expirations are informational only. They will not prevent a company from being used on a trip. Company expirations are recorded in the PM/Expirations window.

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To record a key event (expiration) for a company:

  1. With the company’s profile displayed, click the image182 Expirations icon.

    Note: In TMWSuite builds 2005.04_10.1012 and later, the Expirations icon displays only when you have [FileMaint]EnableCompanyExpirations=Y in your TTS50.

  2. Click Insert to add a blank line.

  3. Make entries in these fields.

    Type

    Select an option from the drop-down list.

    Note: Options for this field are defined in the CmpExp label in the System Administration application.

    Exp. Date

    Enter a date for the key event.

    End Date

    If desired, enter an end date for the key event.

    Desc.

    Enter a description for the key event.

  4. Click Save.

  5. Click Close.

For complete details on company expirations, see the Company Expirations guide.

Recording/viewing hours of operation

A company’s hours of operation can be recorded and accessed using the Hours of Operation window. Open or exit this window by selecting image183 Hours in the sheet toolbar or Edit > Open Hours. Hours must be entered in military time.

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Hours can be set as follows:

  • When you enter the From and To times for Monday, the system automatically defaults those times into the From and To fields for Tuesday through Friday. If needed, adjust the times for days that do not have the same opening and closing times.

  • If the business hours are the same for all days of the week, including Saturday and Sunday, enter the opening and closing hours for Monday. Then click the Set All button. The system copies those hours to the From and To fields for the other days of the week, including Saturday and Sunday. If needed, adjust the times for days that do not have the same open and closing times.

  • By default, the opening and closing hours recorded for a day are assumed to occur on that day. However, if opening and closing spans two days, select the From time starts on prior day check box to indicate this. In this example, a work day runs from 10:00 PM on the prior day to 08:00 AM on the following day. The check mark in the From time starts on prior day explains why the opening and closing times are sequenced as they are.

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    Note: If the From time starts on prior day check box is selected and you enter a start time that is less than the end time, or if you enter an end time is greater than the start time, you will see the warning shown here. You must change the times before you can exit the window.

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Recording/viewing a shipper’s list

Click image184 Shippers in the sheet toolbar, or select Edit > Shippers. For the company currently selected, you will see a list of shippers they do business with as a consignee. The system builds this list dynamically as orders are completed; however, you can also maintain the list manually. This list provides a memory cue for associated company IDs. In Order Entry, there is a corresponding Pickup Locations command in the Edit menu.

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You can click on a column heading to do a quick sort based on that column.

Adding a shipper to a list

To add a shipper, click the Ins button in the lower left of the window and make entries in these fields:

Shipper

The company’s ID

Name

The company’s name

Last Business Date

The last date and time that a pickup occurred

This field is required.

A scroll bar is displayed at the right of the Shippers List window when more than five shippers are entered. Click the scrollbar to access additional shippers in the list.

Deleting a shipper from a list

To delete a record currently shown in the Shipper List window, click on any field in the selected record and click the Del button. To save the deletion and exit the window, click the OK button.

Recording/viewing a list of consignees

Click image185 Consignee in the sheet toolbar, or select Edit > Consignees. For the company currently selected, you will see a list of consignees they do business with as a shipper. The system builds this list dynamically as orders are completed; however, you can also maintain the list manually. This list provides a memory cue for associated company IDs. In Order Entry, there is a corresponding Delivery Locations command in the Edit menu.

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You can click on a column heading to do a quick sort based on that column.

Adding a consignee to a list

To add a consignee to a list, click the Ins button in the lower left of the window. Make entries in the following fields:

Consignee

The company’s ID.

Name

The company’s name.

Last Business Date

The last date and time that a pickup occurred.

This field is required.

A scroll bar is displayed at the right of the Consignee List window when more than six consignees are entered. Click on the scroll bar to access additional consignees in the list.

Deleting a consignee from a list

To delete a record currently shown in the Consignee List window, click on any field in the selected record and click the Del button. To save the deletion and exit the window, click the OK button.

Viewing a history of stops made at a company

The Stop History window provides a list of stops made at a particular location.

  1. Do one of the following to access this window:

    • Click image227 History in the sheet toolbar.

    • Select Edit > History.

    The Company History Period dialog box displays.

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  2. In the Date From and To field, enter the desired beginning and ending dates for the look up.

  3. Click OK.
    The Stop History window is displayed.

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    Information is provided in these columns:

    Move #

    ID of the movement

    Event

    Event type

    Location

    Company and city/state where the stop occurred

    Arrival

    Stop arrival date and time

    Departure

    Stop departure date and time

    Schedule Early

    Date and time of earliest scheduled arrival

    Schedule Late

    Date and time of latest scheduled arrival

    Rsn Late

    User-defined field for known reasons for delay

    Trip Seg

    ID of the trip segment

    Order

    ID of the order

    Trailer

    ID of the trailer assigned to the movement

    Street Address

    Street address of the stop

The scroll bar at the bottom of the window allows you to view all the columns of the window. When more than seven entries appear in the Stop History window, a scroll bar is displayed at the right of the window. Use this scroll bar to view additional stops.

To edit the date range of the records displayed in the Stop History window:

  1. In the From field enter a beginning date.

  2. Tab to the To field and enter the ending date.

  3. Press TAB again to initiate the lookup.