Quick Start: How do I update trips?

Quick Start topics are designed for users who want an introduction to the Trip Folder without a lot of detail. To get you up to speed quickly, they provide steps for basic tasks, as well as links to detailed information. TMW Operations is very configurable. Therefore, it is possible that your company’s unique setup will cause the application to work differently than described here. Check with your system administrator for assistance.

The Trip Folder is used to assign resources to an individual trip, and to enter updates as the trip progresses to completion. To access it, select Operations > Trip Folder.

image1

Key data is shown in three locations:

  • Trip Info tab
    This tab displays the trip header. It shows resource assignments and order data for the trip segment selected in the Stops tab.

  • Stops tab
    This tab allows you to view and update information for all billable and non-billable stops.

  • Freight tab
    This tab allows you to view and update commodity information for billable stops.

To make data entry and review easier, fields that existed on secondary windows on the TMWSuite Trip Folder have been moved to sub tabs to the right of the Trip Info tab. The sub tabs are Load Requirements, Notes, Profit and Loss, Check Calls, Activity Audit, and Paperwork.

For detailed information on the Trip Folder, see Layout of the Trip Folder.

Use this information to get up to speed quickly on using the Trip Folder.

Create a new order

image2 See it in action

  1. Do one of the following:

    • Click image3 New in the toolbar below the menu bar.

    • Press CTRL+N.

    The system initiates a new order.

    image4

  2. As needed, make entries (such as the Bill To ID and RevTypes) in the Order group box in the trip header.

    image5

  3. Make the following entries in the Stops grid.

    For the Live Load (LLD) stop:

    • Company ID field: Shipper ID (required)

    • Earliest Date: Earliest acceptable pickup date/time

    • Latest Date: Latest acceptable pickup date/time

    • Arrival Date: Expected arrival date/time (required)

      For the Live Unload (LUL) stop:

    • Company ID field: Consignee ID (required)

    • Earliest Date: Earliest acceptable delivery date/time

    • Latest Date: Latest acceptable delivery date /time

    • Arrival Date: Expected arrival date/time (required)

    image6

  4. To enter a commodity for a stop, click the image7 Expand button to the left of the stop.

    The system displays a freight detail in a nested row below the stop. The Expand button becomes a image8 Collapse button.

    image9

  5. To add or delete freight details, use the Add Freight and Delete Freight buttons at the top of the grid.

    Note: The Delete Freight button is grayed out if a stop has only one freight detail.

  6. To hide the freight details for a stop, click the Collapse button to the left of the stop.

  7. To save, do one of the following:

    • Click image10 Save in the toolbar under the main menu.

    • Press CTRL+S.

Look up an existing order when you know its ID

Below the Trip Folder tab, enter the order number and press ENTER.

image11

Look up a list of orders

  1. Do one of the following:

    • Go to Tools > Scrolls > Order Scroll.

    • Click the Order Scroll button to the right of the ID fields in the Trip Folder lookup tab.

      image12

    The Order Scroll window opens in a primary tab.

  2. Enter restrictions in the fields at the top of the window.

  3. Click Retrieve.

    The system displays retrieval results below the restriction fields.

Plan resources

Do one of the following:

  • In the Asset Assignment section of the Trip Folder, make entries in the resource fields.

    image13

  • In the Stops grid, make entries in the resource fields.

    image14

  • Go to Edit > Asset Assignment.

    The Assign Driver/Equipment window opens.

    1. Make entries in the resource fields at the top of the window.

      image15

    2. Click OK at the bottom right of the window.

For more information, see Assigning resources to trips.

Add, insert, or delete stops

The Stops tab lists all stops on the order. Use the Stop buttons above the grid.

image16

  • To add a stop at the end of the trip, click Add Stop.

  • To insert a stop, select the stop that is to follow the new stop and then click Insert Stop.

  • To delete a stop, select it and click Delete Stop.

    Note: The Delete Stop button is grayed out if an order has only two stops, or if the first stop is selected.

For more information, see Adding, inserting, and deleting stops.

Add, insert, or delete freight details

On the Stops tab

You can use the Stops tab to enter details for any commodity.

  1. Click the image7 Expand button to the left of a stop.

    The system displays the freight details in nested rows below the stop. The Expand button becomes a image8 Collapse button.

    image17

  2. To add or delete freight details for a stop, use the Add Freight and Delete Freight buttons at the top of the grid.

    Note: The Delete Freight button is grayed out if a stop has only one freight detail.

  3. To hide the freight details for a stop, click the image8 Collapse button to the left of the stop.

On the Freight tab

The Freight tab lists freight details for billable stops. Each commodity is shown in its own row. Therefore, if a stop has multiple commodities, you will see multiple freight detail rows for that stop. In the example shown below, two commodities will be dropped at the final Live Unload (LUL) location.

image18

  • To add a freight detail to the last drop on the order, click Add Freight.

  • To add a commodity for any pickup or drop, select an existing freight detail for the stop and then click Insert Freight.

    The system inserts a new freight detail below the one you selected.

  • To delete a freight detail, click Delete Freight.

For more information, see Adding, inserting, and deleting commodities.

Complete arrivals and departures

image2 See it in action

Click the Stops tab.

  • For an arrival, select the Arrived checkbox.

  • For a departure, select the Completed checkbox.

    image19

Enter and delete invoice details

Click the Profit and Loss tab.

  • At the top left of the tab, use the buttons above Invoice Charges to add, insert, and delete invoice details.

  • When you create an invoice detail, use the Item Code field to select the charge type.

    image20

Enter and delete pay details

Click the Profit and Loss tab.

  • At the top right of the tab, use the buttons above Vendor Charges to add, insert, and delete pay details.

  • When you create a pay detail, use the Item field to select the pay type.

    image21

Enter or view load requirements for an order

Click the Load Requirements tab. Use the buttons at the top of the tab to add and delete load requirements.

image22

When you add a new load requirement, make entries in these fields:

  • Equip.
    Select the type of resource for which the requirement applies.

  • Mandatory
    Select Must or Should.

  • Not
    Select have/be or not have/be.

  • The name of the requirement column varies based on your entry in the Equip. field. Select the requirement in the appropriate field.

    • For a driver: Qualifications

    • For a tractor: Tractor Accessories

    • For a trailer: Trailer Accessories

    • For a carrier: Carrier Qual

For more information, see Recording load requirements for an order.

Enter notes

Click the Notes tab. Use the buttons at the top of the Notes tab to add and delete notes. When you create a note:

  • Use the Type field to specify the record to which the note belongs.

  • Use the Urgent field to indicate if the note is an Alert.

    image23

Your entries determine the color of the Notes tab.

  • If no notes exist, it is gray.

  • If notes are entered, but none is tagged as an Alert, the tab is yellow.

  • If at least one note is tagged as an Alert, the tab is red.

For more information, see Adding, changing, and deleting notes.

View reference numbers

  • The order header reference number fields are at the far right of the Order group box on the trip header.

    image24

  • Stop reference number fields are on the Stops tab.

    image25

  • Freight reference number fields are on the Freight tab.

    image26

  • Freight reference number fields also are on the Stops tab. To see freight details for a stop, click the image7 Expand button to the left of it.

    image27

Enter reference numbers

  1. To open the reference number grid, do one of the following:

    • For order header reference numbers, click View.

    • For stop or freight detail numbers, click Ref.

      image28

  2. Click Add.

    The system adds a blank row.

    image29

  3. Select the reference number type in the Type field.

  4. Enter the number itself in the Value field.

  5. Repeat Steps 1 - 4 for additional numbers.

    The View or Ref button turns red when there are multiple numbers.

    image30

  6. To exit the grid, click anywhere outside of it.

Enter check calls

Click the Check Calls tab. Use the buttons at the top of the tab to add or remove check calls.

image31

For more information, see Recording and reviewing check calls.

Check in paperwork

The Paperwork tab displays a list of required and optional paperwork. To check in paperwork, select its checkbox. Select the Show All Paperwork checkbox to show all items.

image32

For more information, see: Checking in paperwork

View changes to a trip

Click the Activity Audit tab.

image33

Note: By default, the system does not log audit data. To activate the audit feature, you must have FingerPrintAudit=Y in the General Info Table.

For more information, see: Tracking changes to orders or trips.