Customer Profiles header, tabs A-C

Clicking the 'Configure Web Services' button opens the Configure Web Services window where you can setup this Customer’s Web Services protocols. The 'Save' button at the bottom of the window saves all changes, while the 'Close' button closes the window. The Web Services Setup window is broken into three sections: 'Inbound 204', 'Outbound 214' and 'Veltion':

For information on configuring stop profiles, see Stop Profiles.

Your system administrator can setup some options that will allow Customer Codes to be automatically generated based on the information supplied in the 'Address', 'City' and 'State' fields. After manually entering a customer’s name and address information, the user can simply select the 'Save' (checkmark) button on the TruckMate navigation bar. If the Application Configurator program > PROFILE.EXE > 'Auto Gen Client Key' option is set to either 'True' or 'Client Info', a Customer Code will be automatically generated. See the previous link for more information on the format of the generated Customer Code.

If the user’s security settings allow (see the SECSETUP.EXE > Business Events > Misc > Profiles > 'Allow Enter Client ID in Client Info Mode' option), they can then overwrite the auto-generated Customer Code (if required).

Note: Client Codes can only consist of letters and numbers (i.e. no special characters).

Country

Select the two character Country code that the customer operates within. The codes available in this drop-down menu are those flagged as 'Active' on the Codes Maintenance program > Country Tab.

Phone / Ext / Fax / Cell

Enter the Customer’s Phone number (an Extension value is optional), Fax number and/or Cellular phone number in these fields.

Email

If there is an email contact address for the company, enter it here.

Web Site

If this Client has a corporate Web Site, you may enter it here for future reference.

Contact

Enter the name of the primary contact person at this company. Additional contacts can be entered on the Billing Info Tab and on the Contacts Tab.

Zone

Enter the Customer’s zone, or click the search button for a selection form. Enter the starting characters of the zone’s Code or short description, then click the search button for a search form. If you have PC*Miler’s Zip / Postal Code software installed (and the Mileage Server program is running), you can have the system automatically enter the zone Code based on the City / State or Postal / Zip Code entered for this Customer.

To do this, do not enter any characters in the zone field; instead, click on the Create button. When you create a Freight Bill in the Customer Service program, the zone Code selected here will default as the Start Zone or End Zone (depending on whether the Customer is the bill’s Shipper or Consignee). When you create a Freight Bill in the Quick Bill Entry program, the zone Code selected here will default as the Start Zone or End Zone (depending on whether the Customer is the bill’s Shipper or Consignee).

Language

Select a language Code from the drop down list box: 'E' (English) or 'F' (French). This is for informational purposes only, and not used elsewhere in the system.

Hours of Operation

Enter the Customer’s Hours of Operation in these fields and the information will be displayed whenever this Customer Code is used in the Customer Service program. Enter the opening time in the 'From' field and the closing time in the 'To' field (in 24 hour format).

Note: Once this value is set, the user can select the 'Tools Menu > Create Daily Hours of Operation' option to automatically populate the 'From' and 'To' values into the Hours of Operation Tab for each day of the week.

Load / Unload Pieces / Hour

The loading and unloading speed in pieces per hour. This is for informational purposes only.

Primary Commodity

If you specify a Commodity Code for this Customer, whenever this Customer is selected as a Freight Bill’s Shipper (in the Quick Bill Entry program or the Customer Service program), this Commodity will become the default for any entries made in the Details section of those programs. Commodity Codes are defined in the Codes Maintenance program.

Customer Since

For informational purposes, you can record the date that this company became a Customer.

Routing Code

Displays this customers default Routing Code. Double click this field to set the Routing Code for the selected Customer.

Mileage Profile

The Mileage Profile selected here will determine the method by which Freight Bill distances are calculated in the Customer Service program. Select a pre-configured Mileage Profile by clicking the search button inside the text field. Click the Mileage Profiles button to access the Mileage Profile Maintenance window.

Default Unit of Measure

If you specify a default unit of measure for this Customer, whenever this Customer is selected as a Freight Bill’s Shipper (in the Quick Bill Entry program or the Customer Service program), this unit of measure will become the default for any entries made in the Details section of those programs. The value entered here will override the default unit of measure for the primary Commodity specified in the Codes Maintenance program.

Web Enabled

This checkbox, if selected, serves two functions:

Spot Trailer

If this flag is checked, whenever this Client is used in the Customer Service program, the 'Spot Trailer' checkboxes (one for Shipper, another for Consignee) will default to checked. Then, when performing a status change in dispatch and the Shipper or Consignee requires a trailer spot, then give the dispatcher a warning about the trailer spot required.

Appointment Required

Check this option if this Customer requires an appointment to be made prior to contact.

Calculate Terminal Distance

This checkbox if selected (checked) will have TruckMate calculate the distance based on the terminal or the start/end zones.

Requested Equipment

Click the search button to specify any Equipment requested by this Customer.

All of the menu options available via right-click from the Address Tab are explained on the Customer & Vendor Profiles program > Tools Menu.

These six checkboxes correspond to fields in the Customer Service program and the Quick Bill Entry program. By specifying the type of Customer in the profile, you can reduce the number of Codes that are displayed in the selection forms for the associated fields.

Are used for the export of billing information to third-party accounting products, such as TruckMate Legacy and AccPac. In the billing export programs, you can specify a General Status Code.

Only billing information from Customers with the corresponding General Status Code will be exported.

Note: The General Status Codes are not related to TruckMate' status Codes.

Latitude / Longitude

These values are used by the Mobile Dispatch system to generate directions to the Freight Bill’s shipper or consignee. See the Communication Macro Setup program for information about using these values. When entering values in this field, they must be in the format of hours, minutes, seconds, and/or position, such as '0510215N'.

Selecting the ellipsis button to the right of the 'Lat' field will open the Street Level window.

AutoCorrect Lat / Lon

By default, this box is disabled. This is to prevent good location data from being accidentally 'updated' by the 'AutoCorrect GPS' option in the Communication Manger program. If the User encounters problems with certain locations, he/she can turn this option on for those locations only.

Radius LoQ / HiQ

Defines a radius, centered at the specified position, so that the system can consider that a Vistar enabled trailer is 'at' the Customer location.

There are actually two radii, depending of the quality of the GPS signal. HiQ indicates a High Quality 3-D GPS signal, and LoQ indicates a Low Quality 2-D signal. These fields accept a number, which would indicate the number of seconds of latitude to include within the radius. For example, entering Lat 0490133N, Lon 1222244W, HiQ 3 LoQ 4 would be appropriate for 3D when the Latitude is between 0490130N and 0490136N, and the Longitude is between 1222241W and 1222247W- considered at the Customer location.

For 2D, the numbers would be 0490129N, 0490137N, 1222240W and 1222248W.

The Street Level Selection window allows you to correctly geocode your Customer’s address for use with supported third party mileage software products. In order to use this feature, you must have a Street Level License (License # 7010), as provided by TMW Systems.

Address

Enter the full Address information in the two spaces provided, just as you would on the main Customer Profiles program form.

City, State, Zip

Enter the City, State and Zip information in the spaces provided.

Validate & Geocode

Click the Validate & Geocode button to check the Address information entered against the Mileage Server program’s information. If found, the 'Latitude' and 'Longitude' fields below will populate with information returned form the Mileage Server.

Profile address validation is a method of geocoding a profile’s street address- placing it at a latitude/longitude coordinate. It uses whatever validation service the Mileage Server program has enabled. In most cases this will be PC*Miler Streets. We also support ProMiles XF for address validation.

When validating an address the system will use the complete street address. Two addresses on the same street will have two different geocodes.

For example:

7000 North Resort Drive, Tucson, AZ, 85750 = 0321936N, 1105110W

7001 North Resort Drive, Tucson, AZ, 85750 = 0321937N, 1105108W

If a profile is missing its address then its validation will fail. Zone codes are not used as a fall-back as they are too broad an area and would throw things off that depend on street-level accuracy.

Show Map

Select the Show Map button to display the current 'Address' using either GoogleMaps or YahooMaps services. GoogleMaps is the default service provider.

In order to use this feature, you must have a Street Level License (License # 7010), as provided by TMW Systems.

Note: To change your system default from GoogleMaps to YahooMaps (or any other mapping service, such as MSN Earth, etc.) you must apply a patch to your database, provided by TMW Systems Inc. Contact Support for more information.

Use Alternate Address for Billing

This checkbox is used to determine if the alternate address details used in this tab are to be used for billing purposes by the billing department, if checked, the following alternate address details will be used for billing purposes.

Name

The alternate name for billing (if the 'Use Alternate Address for Billing' checkbox is checked) or other communications.

Address

The alternate address for billing (if the 'Use Alternate Address for Billing' checkbox is checked) or other communications.

City/State/Zip/Country

This is to complete the alternate address with city, state, zip code and country.

Contact

Is used to store the name of the Customer’s alternate contact person for billing (if the 'Use Alternate Address for Billing' checkbox is checked) or other communications.

Phone/Ext

This is the Customer alternate telephone number for billing (if the 'Use Alternate Address for Billing' checkbox is checked) or other communications.

Cell

This is the cell phone for the alternate contact person.

Fax

If the Customer has another fax number (that differs from the main fax number) you can enter it in here which can be used for billing (if the 'Use Alternate Address for Billing' checkbox is checked) and other communications.

EMail

This is the alternate e-mail address.

Note: If you wish to use these two fields (Fax and EMail) with Imaging functionality, there are two configuration options that will set the Imaging XML to take the fax number and/or email address values from these fields (CLIENT.BILL_FAX and CLIENT.BILL_EMAIL,) rather than from the Client’s default fax number or email fields (CLIENT.FAX_PHONE and CLIENT.EMAIL_ADDRESS). For more information, see the Application Configurator program > RENDPRINTDRIVER.DLL section._

Web Site

Enter an alternate web site for the client.

This sub-Tab allows the user to enter notes about the change request. The sub-tab has one field. the 'Change Request Notes' field can be entered and edited as long as the change request is NOT 'Approved', 'Rejected' or 'Cancelled'. The length of this field is virtually unlimited (actual limit is 131,072 characters). This field is useful when an unsophisticated user wants to pass his / her change request in a simple easy-written note without having to worry about following a strictly structured data entry format offered by the application. This is especially helpful when the change involves charges and rates with their accompanying financial data.

Change Request Notes

This is a free-text format field, any clarification on the requested change can be entered in this field, it can be used for reference and documentation purposes.

The Status Sub-Tab is where the actual approval or rejection of a change request is recorded by a user with vetting Privileges that can be set through the Security Setup Program > Security > Misc > Customer Profile.

All fields on this tab are read-only and are populated from actual change requests except the following fields:

Rating Edit

This field can be used by an unsophisticated user (sales rep) who does not know how to fill out the rating tabs for the changes he / she wants. Instead, he /she can check this checkbox and enter the required change in simple format in the Notes Sub-Tab. Based on the 'Rating Edit' field the reviewer can determine whether this change is complicated and involves rating tab changes (field checked) or its just a simple change that involves static data like contact information (field unchecked) in which case the approval process will be quicker and easier.

*Current Status *

This field can be used by the reviewer to approve or reject a change request submitted by another user. The reviewer can simply change the status of the change request to 'Approved' or 'Rejected'.

Status History

This grid provides historical information on status changes to change requests. All fields are read-only fields. The 'Comments / Notes' field displays the first part of long comments entered in the Notes sub-tab (if notes are longer than 255 characters, the text shown in the grid will end with …​). To display the full notes with carriage returns (i.e. so they appear just like how they were entered), either right-mouse-click or double-click the grid cell.

Note: The company can use Custom Dawgs to send e-mail notifications to selected employees based on status changes of change requests. This is not part of a standard TruckMate application, a Customized Dawg needs to be created. To help create the customized dawg a column was added to 'CLIENT_CR' table ('APPROVED_EMAIL') Which can be used in managing e-mail notifications.

The Tracer Sub-Tab allows the user to trace the changes of client profiles by providing a multiple filtering criterion mechanism.

The Commodity Codes Sub-tab is to define the list of default commodities frequently used by a customer.

Allow Access to All Commodities

This radio button group governs the options available for users in the Customer Service Program to assign commodities to a freight bill requested by this customer. It has 3 options 'Yes' which allows the user to add commodities regardless of what is defined for the customer in his profile, 'No' which limits the users ability to add commodities to whatever defined in the customer profile and 'Warn' which issues a warning if an undefined commodity is added for this customer but still allows the selected commodity to be added.

Default FB Details

This checkbox (if checked) will auto-add the commodities that belong to the default group to any new freight bill for this customer.

Hide Expired

If you select this checkbox, all expired commodities will be hidden. The expiry is determined by the Expiry Date for the selected commodity. By default, TruckMate will compare the Expiry Date with the current date (which will display in the field beside the checkbox). You can change the current date to any date of your choice. TruckMate will use the date you enter to determine the expiry of the commodity, and thus, hide it or display it in the grid accordingly.

Commodity Code

Double clicking this field will open the commodity selection window where you can select the commodity you want to add to the list of default commodities for the customer.

Group ID & Group Description

You may want to define groups and organise the commodities into different groups, this comes in handy in customer service program when adding details to a freight bill. Double click the 'Group ID' field to select a group for your commodity or create a new group. If left blank a group is created with the current commodity info.

Note: Groups created by default cannot be assigned to other commodities, if you want to have more than one commodity belong to the same group you must define a new group and assign a unique sequence number for each commodity within the same group.

Default Group

Double clicking this field will toggle between 'False' (the default value) and 'True' which indicates that commodities in this group will be used by default for new freight bills; provided that the 'Default FB Details' checkbox is checked.

Sequence

This sequence is for commodities with in the same group, you can sequence the commodities with in a group in the desired order, this will be reflected in the freight bill if the group is chosen to be added by default. If left blank the sequence will be set according to order of entry.

USER 1 - USER 3

These fields are for informational purposes only; they are not used elsewhere in the TruckMate system.

High Value Per

This is the high estimate of the financial value of the commodity valued per unit of measure (as defined in 'High Value Per Units' field). These two linked fields ('High Value Per' and 'High Value Per Units') are informational only and don’t affect any calculations.

High Value Per Units

This is the unit of measure used in financial valuation of the commodity as per the 'High Value Per' field described earlier. For example using both fields ('High Value Per' and 'High Value Per Units') you can define a dollar-value per KG, per Meter or per Gallon…​..etc. Double click this field to invoke the 'Select Unit' window and choose the desired unit.

Freight Percent

This is an optional info-only field allowing you to indicate how much of the client’s business (by pieces, weight, or dollars - your choice) involves the given commodity. A total is displayed at the bottom of the screen.

Note: For this feature to be logically helpful, you should enter amounts that add up to 100%.

Created & Created By

These two fields are auditing fields and are populated by the system.

Std. Commodity Description & Alt. Commodity Description

The Std Commodity Description read-only field is the original description of the commodity as described in the Codes Maintenance program. Where as the Alt. Commodity Description field is an entry field which allows the user to override the original description with the entered value when dealing with this client. This is helpful when the client uses a different name for the commodity and wishes to use that name in trading transactions.

Commodity Measurement Fields

Most of the measurements available for commodities are included in this grid, they are divided in to two categories, the standard fields (the title starts with 'Std') that are populated from the definition of the commodity in the 'Codes Maintenance' program which are read-only, and a second category of corresponding set of alternate fields (the title starts with 'Alt') that are used to override the standard values with user-entered values. Two additional read-only calculated fields are also available in the grid, 'Std.Density' (Std.Weight Conversion Factor / Std.Cubic Conversion Factor) and 'Alt.Density' (Alt.Weight Conversion Factor / Alt.Cubic Conversion Factor).

Note: Because the grid now has so many columns, you may optionally view it via the Client Commodity Details modal form. The form organizes the Std (codes) measurements and the Alt (editable) measurements for easy comparison. The form can be accessed via right-click or by double-clicking a grid column that does not already have a double-click action.

Effective Date / Expiry Date

These two dates determine the date range within which the commodity is considered to be effective. You can update these fields to reflect a client-level commodity effectiveness. When you choose the commodity in Customer Service program, TruckMate will check the Pick Up Date against the dates entered in these two fields. If the Pickup Date is out of this range, an error will be issued.

Status

This field is the status of the selected commodity for the selected client. Active, Expired and Obsolete are the possible values for this field.

The FB Client Matching Sub-Tab is used to determine which FBs the commodities list applies to, in other words this tab is used to decide in which FBs the commodities list will be used.

This tab provides two types of exceptions, exceptions for when the FB’s Bill-to is this client and exceptions when the bill-to is a 3ed party. The default behavior is to use the commodities' list of the FB’s shipper (almost applies to 95% of the cases), so leaving both exception grids blank will lead the system to use the commodities list of the FB’s shipper. By using an exception you can control which list of commodities to be used based on different scenarios.

The Freight Profile Sub-Tab is used to enter basic information on the general handling of the commodities in a freight.

Main Packaging Type

Select the main packaging type from the list.

% Palletized

Enter an estimated percentage of the commodity that requires pallets to be handled.

Average Pallet weight

Enter the average weight of the required pallets.

Stackable

If the commodity is stackable check this flag.

Movement method

Select the best movement method for the commodity to be moved around from the list of available methods.

The Contact entered into the 'Contact' field in the 'General Information' header will automatically appear in this section, but you may add as many additional contacts you require for this Client. Not all of the following fields are mandatory, but it is recommended that you fill them out completely, for future reference.

Contact Name

Enter the Contact’s full name.

Phone #

Enter the Contact’s phone number.

Phone Ext #

Enter the Contact’s phone extension number.

Title

If required, enter the Contact’s title.

E-Mail

Enter the Contact’s E-mail address. This address will be used by any automatic notification functions in TruckMate.

Contact Type

Double click this field to select a 'Contact Type' for this Contact. This filed can be used to quickly determine where this Contact is located in your Company’s structure.

TM4Web User Name

If this Contact requires visibility in the TM4Web suite, enter his/her TM4Web User Name here.

Fax #

If required, enter the Contact’s Fax number.

Mobile #

If required, enter the Contact’s Mobile phone number.

Preferred Communcation

Double-click this field to select the type of communication preferred by this contact ('E-mail', 'Fax', 'Letter' or 'Phone). Ensure that the associated 'Number' or 'Address' column is correctly filled out.

Add to Notification List

Selecting this button will add the highlighted Contact to the currently displayed Notification List below.

Comments

This is a 240 characters field, which allows the user to enter comments about a specific contact. These comments could be any thing that can help make better communications with this contact, preferred calling times could be an example.

User1,…​., User10

Those are 10 user defined fields that can be used by TruckMate users for any future purpose. The column headers can be modified to reflect users' needs using the Grid Customizer.

A notification list is essentially a group (subset) of the contacts at that client, where each contact can have specific flags indicating the types of notifications he/she wishes to receive or access. You can have multiple notification lists per client, e.g. "Billing Group", "Key Accounts Group", "Executive Team", etc. You can also specify a notification list for each of the Caller, Shipper, or Consignee when creating a Freight Bill.

Each order can have either a Notification List or a single Contact attached, thereby notifying a specific Contact, or a whole group of Contacts (specified in a Notification List, appearing on the Freight Bill as 'Notify Type: List').

If you attach TM4Web User IDs to the contacts in a Client’s notification list and you have TM4Web properly configured, then users will be able to access a "My Shipments" screen in TM4Web. This screen will show the user a list of all Freight Bills attached to notification lists of which they are a member.

You can also configure The Dawg program to send Delivery Notification e-mails to the notification list, rather than to individual or fixed recipients.

Notification List

Use the drop-down menu to select one of the Notification Lists currently setup for this Client.

New / Edit / Delete

Select the 'New' button to open a small form where you can create a new Notification List by specifying it’s name. The 'Edit' button functions the same way, allowing you to update an already created Notification List.

The 'Delete' button removes the selected Notification List from this Client.

Contact Name

This field contains the Contact’s name, as specified by the 'Contact Name' field above. Can only be altered using the field above.

Notify By Email

When this field is set to 'True', and this Notification List is selected on a Freight Bill, this Contact will receive Email notification of the order.

TM4Web Filter

When this field is set to 'True', this Contact will be able to see orders assigned to this Notification List in TM4Web.

Care of Pickup Client

Enter a 'Client ID' or select the search button to view all Clients entered on your system. The Client selected in this field will become the default 'Care of Pickup' Client for the selected Client.

Care of Delivery Client

Enter a 'Client ID' or select the search button to view all Clients entered on your system. The Client selected in this field will become the default 'Care of Delivery' Client for the selected Client.

This group of fields is used to store early payment discount information for this Customer. This is for informational purposes only, and is not used elsewhere in the system.

%

If the Customer gets a percentage discount for early payment, enter it in the '%' field.

Days

Enter the number of days to which the discount applies in the 'Days' field.

This group of fields is used for customers with special terms applied to their accounts. This is for informational purposes only, and is not used elsewhere in the system.

Description

Enter a description of the special terms.

Payment Terms

Use the drop-down menu to select the 'Payment Terms' option from the four available options. These options will determine the 'Due Date' for Payments in the A/P Invoice Entry program.

Due Days

Enter the number of days before invoices become due in the 'Due Days' field.

This group of fields is used when there is a need to charge the customer for overdue amounts. In other words, if you want to charge the customer for financing his charges for the overdue period.

Charge Finance Charges

Select this checkbox if you will be charging interest on overdue accounts. This will allow your A/R Finance Charges program to calculate overdue interest on this Customer’s account.

Group

Select the search button to view all finance groups already set up. Leave this field blank if you know this client doesn’t have a finance group associated with it. To set up a new finance group, go to the Customer & Vendor Profiles program, Credit Info tab, and enter in a name in the Group field. For example, if all new Customers were offered interest free accounts for a period of 60 days, then you would create a new finance group called 'NoInterest'. (Only 10 characters are allowed in this descriptive field).

Rate

Enter the interest rate to be charged on overdue amounts for this Customer. This rate will override any rate added to the A/R Finance Charges program.

When interest rates are charged on overdue accounts, you have the option of creating a new Freight Bill, make an A/R adjustment, or leave it to the default, and then sending it to the Customer.

Select one of the available radio buttons.

This Grid will populate with data as you change the fields above it. The 'Changed Date' and 'User' fields will automatically populate with the current Date and the Username of the User who is modifying the Customer record.

Credit Status

This field displays the Credit Status as it was after the change.

Credit Limit

This field displays the new Credit Limit as it was after the change.

Changed Date

This field displays the date when the change took place

User

This field displays the user name of the user who made the change.

The Inbound section allows the user to configure the available Vendors (and one 'Default Inbound' Vendor) for the selected Client code. When working with an Inbound customs movement (on the Customer Service program > Customs Tab), the Vendors available in the 'Customs Broker' edit-pick will be those Vendor codes added into this grid.

Broker

To add a new Vendor as a Customs Broker, select the '+' button. Only Vendors of type 'C' (Customs Broker) will be available for selection.

Default Inbound

One Vendor can be chosen as the default for Inbound movements. The 'Default Inbound' vendor will be automatically added to an Inbound customs movement when the user adds a new record on the Customer Service program > Customs Tab with the selected Client as Consignee).

The Outbound section allows the user to configure the available Vendors (and one 'Default Outbound' Vendor) for the selected Client code. When working with an Outbound customs movement (on the Customer Service program > Customs Tab), the Vendors available in the 'Customs Broker' edit-pick will be those Vendor codes added into this grid.

Broker

To add a new Vendor as a Customs Broker, select the '+' button. Only Vendors of type 'C' (Customs Broker) will be available for selection.

Default Outbound

One Vendor can be chosen as the default for Outbound movements. The 'Default Outbound' vendor will be automatically added to an Outbound customs movement when the user adds a new record on the Customer Service program > Customs Tab with the selected Client as Shipper).