Quick Bill Entry

The Quick Bill Entry program is a fast order entry program, a stripped-down version of the Customer Service program. Freight bills entered in the Quick Bill Entry program are added to the same table (TLORDER) as Freight Bills entered in the Customer Service program. Therefore, Freight Bills from either source can be viewed and edited in either program. The primary differences between the two programs is that the Quick Bill Entry program has fewer fields and forms that require entry (or require display), and that the Quick Bill Entry program has less data entry, validity checking and less overall functionality. It is designed for use by high-volume data entry sites entering Freight Bills from bills of lading. However, depending on your company’s requirements, it could also be used by staff taking orders over the phone.

Print Reports

Selecting the Print Reports button will bring up the report selection window, common to many TruckMate applications. Here, you will select a report file from those available in your system and a Crystal Report will be generated.

For more information on Report functionality in TruckMate, see the Crystal Reports Reference.

Exit

Closes the Quick Bill Entry program.

For more information on the Multi-Company options available from the Menu Bar, see the Multi-Company documentation.

The Navigate Menu contains the standard TruckMate Navigation Bar that is used to browse the records in your Database, as well as the following options.

Refresh

Select this option (or use the '<CTRL><F5>' hot key combination) to refresh all sections/grids of the Quick Bill Entry program.

This option is also available on the Toolbar.

Find

Selecting this option opens the Select Bill window, which you can use to quickly locate a specific Freight Bill in your Database by a number of criteria.

This option is also available on the Toolbar.

TruckMate Monitor

Click the down arrow next to this button to access the various functions of the new TruckMate Monitor.

Remember Position / Size

Selecting this option will maintain the program window position and size upon close. When the program is re-opened, it will appear the same.

Screen Layout

For more information regarding the Screen Design mode, click here.

Synergize Indexing

This option is the second step in Image Indexing available for users of TMW-Synergize™ Imaging software. The behavior of the application depends on the selected mode.

If the selected mode is 'View Single Document', when selecting this button, the user will have to select a specific Synergize 'Workflow' (as defined in the Codes Maintenance program > Imaging Tab > Microdea > Workflow Tab). Once the 'Workflow' has been determined, the Image Indexing window will appear with one image in the Synergise image viewer window.

For an explanation of how the Image Indexer behaves while in the 'View Single Document' mode, see this User Case Example.

If the selected mode is 'View List of Documents', when selecting this button, a grid will popup with a list of available documents. The grid will display columns containing information about each listed document. Filters are available to help the user locate the desired documents easily and quickly. This feature is only available if 'Display Columns' checkbox is selected from Codes Maintenance > Imaging > Imaging Vendor Configuration > TMW-Synergize™ Imaging > Workflow Tab. The user can select the document to be indexed individually via manual selection.

TruckMate Help

Selecting this button will open the Quick Bill Entry topic in the TruckMate Online Help file (the page you are currently viewing).

Service Portal

Selecting this button will open an instance of your default Internet browsing software, with the https://www.tmwcare.com login page displayed.

About

Selecting this button will open the standard TruckMate About window, which contains important information about the application you are currently using, including its version number (important for support calls).

Synergize Indexing

This option is only available for users of TMW-Synergize™ Imaging software. This option is used in two steps. The first step is selecting the mode. use the drop don list to select one of the available options. The second step would be to perform the indexing by selecting the button ().

The options available in the first step are:

After selecting the mode, the second step can be performed. You can select the indexing button () to perform the indexing according to the selected mode in the first step. The indexing step can also be performed from an option in the Tools menu.

To access Document Imaging in the Quick Bill entry program, simply right-click any unused portion of the application window (ex. in a grey area) and select the 'View Images via..' option that corresponds to the Document Image you would like to access. If you are working with a consolidated Master Bill, you can view Document Images related to any of the original Freight Bills included in the consolidation.

The Shipper specified in the Quick Bill Entry program is the equivalent of the Shipper specified in the Customer Service program. The Consignee is the equivalent of the Consignee in the Customer Service program. The Bill To is the customer who will be charged for the freight bill.

The ability of a user to edit a customer profile from the 'Quick Bill Entry' program depends on a configuration option 'Audit / Vet Client Changes' in PROFILE.EXE, if set to either 'Auditing Only' (A) or 'Both Auditing and Vetting' (B) then the client profile update features from 'Quick Bill Entry' program are disabled, and changes to customer profiles can only take place in the Customer and Vendor Profiles program. If set to 'Niether' (N) then the client profile update features from 'Quick Bill Entry' program are enabled. These buttons can be used for each of the Shipper, Consignee and Bill To areas of the Quick Bill Entry program.

P

This function requires the user to have the 'CSERV - Alow Addition of Client Profile' security setting checked (set to true) via SECSETUP > Business Events > Allow Changes. If so,after manually entering a customer’s name and address information into the Shipper/Consignee/Bill To header fields, the user can select the image:QuickBillEntry/image14.pngProfile button to create a Customer Code based on that information for further use in TruckMate. One of two things will happen, depending on the setting of the Application Configurator program > PROFILE.EXE > 'Auto Gen Client Key' option:

Customer Search

Select the Customer Search button to choose a Customer Code from those available on your system.

Additional Customer Information

Select this button to see some additional details for the selected Customer. These details are pulled from the Customer & Vendor Profiles program.

Shipper Code

Enter the customer code (as configured in the Customer & Vendor Profiles program) of the freight bill’s shipper. Use the magnifying glass icon to the right of the Shipper Code field to display a search form, where you can paste the customer code and information by double-clicking on the desired entry (or striking the <Enter> key). You can enter partial data in the Shipper Code field, then click the search icon to display a list of code that match the characters you entered.

Shipper Name and Address

Will default according the customer code selected. The name and address values from the Customer & Vendor Profiles program will be used.

If you did not enter a customer code, manually enter the name and address details in these fields. The order of the fields is Customer Name, Address 1, Address 2, City, Province / State, Postal Code / Zip Code and Telephone Number. You can enter Shipper details by entering partial-match data in the shipper name or address fields.

Instead of entering a shipper code, enter partial shipper Name or shipper Address data, then strike the <F12> function key. This will invoke the Customer Search form and displayed all customers with matching data. To paste the desired customer details, highlight the entry in the search form and double-click or hit the <Enter> key. The partial match logic works in all fields except the postal code field.

Shipper Zone

Will default according to the zone specified in the shipper’s profile (configured in the Customer & Vendor Profiles program). You can manually enter the shipper zone by clicking the search button to display a search form. This value is the equivalent of the Start Zone in the Customer Service program.

Consignee Code

Enter the customer code (as configured in the Customer & Vendor Profiles program) of the freight bill’s consignee. Use the magnifying glass icon to the right of the Consignee Code field to display a search form, where you can paste the customer code and information by double-clicking on the desired entry (or striking the <Enter> key). You can enter partial data in the Shipper Code field, then click the search icon to display a list of code that match the characters you entered.

Consignee Name and Address

Will default according the customer code selected. The name and address values from the Customer & Vendor Profiles program will be used.

If you did not enter a customer code, manually enter the name and address details in these fields. The order of the fields is Customer Name, Address 1, Address 2, City, Province / State, Postal / Zip Code and Telephone Number. You can enter Consignee details by entering partial-match data in the consignee name or address fields. Instead of entering a consignee code, enter partial consignee Name or consignee Address data, then strike the F12 function key. This will invoke the Customer Search form and displayed all customers with matching data. To paste the desired customer details, highlight the entry in the search form and double-click or hit the <Enter> key. The partial match logic works in all fields except the postal code field.

Consignee Zone

Will default according to the zone specified in the consignee’s profile (configured in the Customer & Vendor Profiles program). You can manually enter the Consignee Zone by clicking the search button to display a search form. This value is the equivalent of the End Zone in the Customer Service program.

Bill To Code

Enter the customer code (as configured in the Customer & Vendor Profiles program) of the customer to whom you want to bill the freight bill’s charges. Use the magnifying glass icon to the right of the Bill To Code field to display a search form, where you can paste the customer code and information by double-clicking on the desired entry (or striking the <Enter> key). You can enter partial data in the Shipper Code field, then click the search icon to display a list of code that match the characters you entered. You can configure the 'Bill To' Code to default to the Shipper or the Consignee Code by using the 'Default Bill To' option in the Application Configurator program (CSERV.EXE).

Bill To Name and Address

Will default according the customer code selected. The name and address values from the Customer & Vendor Profiles program will be used.

The order of the fields is Customer Name, Address 1, Address 2, City, Province / State, Postal / Zip Code and Telephone Number. You can enter Bill To details by entering partial-match data in the bill to name or address fields. Instead of entering a bill to code, enter partial bill to Name or bill to Address data, then strike the F12 function key. This will invoke the Customer Search form and displayed all customers with matching data. To paste the desired customer details, highlight the entry in the search form and double-click or hit the <Enter> key. The partial match logic works in all fields except the postal code field.

Charges

The value of the Charges radio buttons will be automatically determined based on a comparison of the Bill-To code and the Shipper and Consignee codes. If the charge is determined to be 'Other' (that is, the Bill-To does not match the Shipper or Consignee), the values in the Bill-To field will be displayed on the Customer Service program > Contacts Tab. The customer code of the customer to whom the bill is charged displays below the Charges radio buttons.

Completion

If a completion - type status code (as configured in the Codes Maintenance program) has been assigned to the freight bill, the date and time that status was assigned will display in this field. Completion status codes are assigned by default when a freight bill is delivered in the Dispatch program. Status code can also be manually assigned in the Customer Service program > Status Tab.

BL Number

You can enter a single BL Number directly into the 'BL Number' field. This is equivalent to a Bill of Lading type Trace number in the Customer Service program. To enter multiple trace numbers of varying types, use the <Ctrl><R> key combination to display an entry form. If multiple trace numbers have been entered, the system will display the first bill of lading type trace number entered in the trace form in the BL Number field. If no bill of lading type trace numbers were entered, it will display the first trace number entered in the trace form in the BL Number field.

Bill To

The radio option selected here will determine which rating Rating Term (see below) will be used when Rating the selected Freight Bill. One of these options may automatically be selected based on a comparison of the Bill-To code and the Shipper and Consignee codes. If the charge is determined to be 'Other' (that is, the Bill-To does not match the Shipper or Consignee), the values in the Bill-To field will be displayed on the Customer Service program > Contacts Tab. The customer code of the customer to whom the bill is charged displays below the Charges radio buttons.

Rating Terms

The Rating Terms section allows you to flag a Freight Bill for special Rating procedures, and works in concert with new logic added to the Rates Maintenance program (and other Rating Module applications). The radio options correspond as follows:

Depending on the default 'Rating Term' setting chosen for the Bill-To Client in the Customer & Vendor Profiles program > Customer > Billing Tab > Rating Terms section, a radio option may default here. If no default Rating Term is found in the Client’s Profile, this option may default based on the category.

For more information on this new Rating functionality, be sure to see the Rates Maintenance program > Rate Sheets > Misc Tab.

You can enter Driver Codes in the 'Pickup Driver' and 'Delivery Driver' fields, a Power Unit code in the 'Pickup Unit' field, and Trailer Codes in the 'Pickup Trailer' and 'Delivery Trailer' fields. (Driver and trailer codes are configured in the Driver Profiles and the Trailer Profiles program respectively.) The field logic will attempt to match codes based on partial entry. You can use the drop down list boxes to select driver and trailer codes. To clear the fields, click on the icon to the right of each field. The values in these fields are used by the Local Dispatch program to determine the Pickup Driver, Pickup Trailer, Delivery Driver and Delivery Trailer. Also, the Pickup Driver and Delivery Driver are displayed on the Customer Service program > Driver Pay Tab. These assignments have no effect on the driver or trailer’s current status, as used by the Dispatch program.

When you are entering a new freight bill, if you strike the <Tab> key when the cursor position is in the Delivery Trailer field, the Trace Number form can be configured to display automatically. If either the Shipper or the Consignee has the Trace Popup box checked in the Customer & Vendor Profiles program, the Trace Number form will display.

OP Code

Use the search button to select an Operation Code. Operation Codes are defined in the Codes Maintenance program > Operation Codes.

Bill Number

Is assigned when you post the freight bill on the navigator bar. You can also create freight bills with manually entered freight bill numbers. To do this, click the 'M' button to the left of the navigator bar to enter the record, rather than the Add button on the navigator bar. Bill numbers follow a predetermined sequence with a preset sequence limit set by a system administrator. If the limit is reached and you try to post a bill, the system will roll-back the entire transaction. This could cause work disruption and embarrassment if a customer is waiting on the phone. To avoid such a situation, you can use an application configuration option in Application Configurator program > Billing > CSERV.EXE - Raise Error Message When Reaching the End of Bill Number Sequence. If this option is set to 'True', the system will check the Bill Number sequence on bill posting, if the sequence limit is reached, an error message will be displayed 'The limit of bill number sequence is reached. Please contact IT Dept.', allowing you to increase the sequence limit without rolling-back the entire transaction.

Date

Is automatically assigned based on the date selected in the bottom-left corner of the screen. This date is the equivalent to the Billing Date in the Customer Service program. To enter a Pickup or Delivery Date for the Freight Bill, enter the <Ctrl><D> hot key combination to access the Pick Up / Delivery Dates window (see Pickup / Delivery Dates section below).

Service Level

Defaults according to the configuration of the selected Site. Service Levels are created in the Codes Maintenance program. Sites are configured in the Site Setup program. When you first invoke the Quick Bill Entry program, you are prompted to select a Site. You can change the site that is currently selected by clicking on the arrow buttons to the right of the Site field at the bottom of the screen.

The Service Level has an impact on the calculation of the Deliver By Date, which can be viewed in the Customer Service program.

While working with a Freight Bill in the Quick Bill Entry program, the User can enter a Pickup and/or Deliver Date at any time by entering the <Ctrl><D> hot key combination. Doing so will open the Pick Up / Delivery Dates window, which allows the User to set the respective dates, as well as a Service Level for the Freight Bill.

Data entered in the Interliner fields will be posted to the Interliner module when the Billing Register program processes the freight bill.

Interliner

Enter the Interliner’s Vendor Code (as configured in the Customer & Vendor Profiles program) in the Interliner field. Double click for a selection form.

Base Charges

Enter the amount that will be paid to the Interliner.

Extra Charges

In the Customer Service program, you can enter an Extra Charge for an Interliner. That amount will display in this field. You cannot enter an Extra Charge for an Interliner in the Quick Bill Entry program.

Amount

Will display the sum of the Base Charges and the Extra Charges. This is the equivalent of the Total Charges field on the Customer Service program > Interline Payable Tab.

Protected Charge

Set the value in this field to 'True' to include the Interliner charges in the freight bill’s total charges (as displayed in the Total field). If a freight bill’s interliner charges are protected, you will bill your customer for amounts from Detail lines, Accessorial Charges (as applicable), and the interliner charges. If the interliner charges are not protected, they will not be added to the freight bill’s total charges, and your customer will only be billed for the amounts from Detail lines, and the amounts from Accessorial Charges (as applicable). The amount of interliner protected charges will display in the 'Prot' field in the Totals section.

Probill

Enter the interliner’s probill number. The number entered here will become a trace number for the freight bill.

Advance / Beyond

Enter the letter 'A' to indicate an Advance carriage; enter the letter 'B' to indicate a beyond carriage. Advance interlining is a freight movement where the interliner transports the freight from a shipper to a junction point. The main carrier takes it from the junction to the destination. Beyond interlining is a movement where the main carrier takes the freight to a junction point and transfers it to an interliner, who carries it to its destination.

Auto Assigned

This field allows you to set automatically assign the Carrier chosen in the 'Interliner' field to a Freight Bill (setting the 'AUTO_ASSIGNED' field of the ORDER_INTERLINER Table to 'True' or 'False'). Double click in the grid field to toggle.

Data entered in the COD (Collect on Delivery) field will be posted to the COD module when the Billing Register program processes the freight bill.

COD Amount

Enter the amount that the driver is to collect. This corresponds to COD Amount entered on the Customer Service program > COD Tab.

Currency

Defaults to the currency assigned to the Bill To customer in their Profile (as configured in the Customer & Vendor Profiles program). You can select a different currency, as created in the Codes Maintenance program, from the drop down list box.

Pcs / Wgt / Area

Display the total number of pieces, the total weight and the total area as entered on the Details tab.

Chrgs

Displays the total charges for all detail lines entered on the Details tab.

Extras

Displays the total of the extra charges entered on the Extra Charges tab.

Prot

Displays the total of the interliner Protected charges.

GST

Is the equivalent of the Tax 1 value configured in the Tax Calculation Configuration program. It will be automatically assessed if the freight bill fits the criteria specified for Tax 1 in the Tax Calculation Configuration program.

PST

Is the equivalent of the Tax 2 value configured in the Tax Calculation Configuration program. It will be automatically assessed if the freight bill fits the criteria specified for Tax 2 in the Tax Calculation Configuration program.

Total

Displays the sum of the Charges, Extra Charges, GST and PST.

Cash Collect

Will be automatically checked if the Bill To customer has the Cash Collect box checked in their profile (as configured in the Customer & Vendor Profiles program).

No Charge

If checked, the freight bill will be ignored by the Billing Register program, will not be posted to the customer’s account, and no GL posting will be made. If you check the No Charge box, the Charges field on all Detail records will be set to zero.

At the bottom of the Quick Bill Entry screen, there are several functions that affect the default values for freight bill entry.

Date

This field is in the bottom left-hand corner of the screen and is unlabeled. The date specified in this field will become the default billing date for the freight bill. The Billing Date is displayed in the top right corner of the screen.

Bill Sort

If this box is checked, when you scroll through freight bills using the navigator bars, the freight bills will display in order of the freight bill number. When this box is not checked, the freight bills display in the order of the date and time that they were entered.

M

Stands for 'Manual Add'. Click this button to add a freight bill with a manually assigned freight bill number, rather than a freight bill number that is assigned automatically based on the current Site. The Site is selected when you open the Quick Bill Entry program. You can change the Site by clicking the arrow buttons beside the Site field. Sites are configured in the Codes Maintenance program > Site Setup.

Site

When you first open the Quick Bill Entry program, the Select Site window appears, prompting you to select the Site from which the bills are being entered. Sites are configured in the Codes Maintenance program > Site Setup. Defaults such as the bill number structure, the default Service Level, and the Default Delivery Zone can be configured for multiple sites. The site description is displayed; use the arrow buttons to scroll through other available sites. The selected site can also be changed from within the Quick Bill Entry program by using the arrow buttons next to the 'Site' field.

By entering the <Ctrl><N> keyboard hot-key combination, Users can access a Notes window similar to that found in the Customer Service program, and enter Notes against this Freight Bill record into the TLORDER Table.

For more information on specific uses of the Notes window, see the Customer Service program > Notes window documentation.

Force (Automatic) Recalculation

Will look up Accessorial Charge parameters in the Codes Maintenance program and re-set the record to its original values, over-riding any manual changes. The value in the 'Manual Amt.' field will be changed back to 'False'.

Recalculate All

Will recalculate the charges for all Accessorial Charge entries.

Edit Manual Amount

Is used to change the entries in the record’s Quantity field, Rate field, Amount field or Notation field. An edit form will be displayed.

Change Bill To

Creates a new Freight Bill with the Accessorial Charge you right click, and assigns it to the 'Bill To' customer you choose.