HOW DISPATCH WORKS
The Dispatch module can be used as a 'stand-alone' system or integrated with the
Truckload Freight Billing module.
Once an order has been entered, the dispatcher works out of the Dispatch Window
which allows inquiry by system, terminal, state or region of available drivers, tractors
and trailers along with scheduled deliveries and pick ups. The dispatcher assigns,
reverses or delivers loads. Numerous inquiries and listings by driver, tractor and trailer
may be accessed at any time. Order history is, also, kept by driver, tractor and trailer.
There is a Driver Communication screen that may be accessed as drivers call in which
allows updating their location and availability. Current and future load information is
displayed along with an individual message board in this Driver Communication screen.
DISPATCH FEATURES
ORDER ENTRY ROUTINES: Allows entry, print, maintenance and inquiry of
dispatch orders. Stop order may be changed through a Drop Sequence Maintenance option.
Master Loads may be created. Order tracing is available by any combination of the
following: date range, bill of lading number, bill to code, point code range, shipper
code, consignee code, appointment number, driver code, tractor or trailer.
UNIT INFORMATION ROUTINES: Driver, tractor and trailer inquiries and/or
reports for: proximity to point, available, location, inactive and history information.
History data is purged through a separate routine that requires entering an ending pick up
date.
ORDER INFORMATION ROUTINES: Pick Up and delivery inquiries and reports by
date, terminal, region and state.
MISSED PICKUP REPORT AND PURGE: This report will identify orders that have
not been picked up through date range entered. These orders may be be purged after
printing report.
DELIVERED LOADS REGISTER: The register prints all orders that have been
delivered and after being verified as correct, can update into the Freight Billing system.
BACK HAUL LOCATION ROUTINES: Allows entry and maintenance of customers to
call for back haul. Inquiries and reports by region, state and name are available.
DISPATCH WINDOW: Allows inquiry by system, terminal, state or region of
available drivers, tractors and trailers along with scheduled deliveries and pick ups.
Load assignment, load reversal, mileage inquiry, rate quote inquiry, advance entry,
preload trailers, order entry and order maintenance are all options that may be accessed
from this window. Driver information (location, availability, current load, future loads
and message board) are part of the Driver Communication selection within the Dispatch
window.
DISPATCH ACCIDENT REPORT/PURGE: Accident information can be entered during
the delivered load procedure. This is a listing of data entered.
PALLET CONTROL ROUTINE: Once pallet information is entered, you may print
separate reports showing driver, company or trailer pallet activity.
DRIVER LOGS ROUTINE: The Driver Logs module is a 'stand-alone' system
which allows you to enter estimated and actual hours driven to determine a driver's
available hours. This can be based on a 7 or 8 day schedule. Warning letters are
automatically generated. Driver accident information may be entered allowing a Safety
Awards report to be printed. You may, also, keep track of miscellaneous downtime.
TRIPLEASE ROUTINES: Tripleaser data includes driver's license information,
tractor and trailer data and point code destination location with date range driver will
be within that point code. A listing of this information may be printed.
MISSING MILES REPORT: This program identifies missing mile entries from the
Mileage file in Truckload Freight Billing.
INTEGRATING WITH OTHER MODULES
Dispatch may be used as a 'stand-alone' system or integrated with Truckload
Freight Billing.
INFORMATION YOU NEED TO GET STARTED
Before beginning the Dispatch system startup process, you should have the
following information assembled and available for use:
- State Code and Name information.
- Terminal location information.
- Point Code information with point to point mileages.
- Customer Code information.
- Your General Ledger Chart of Accounts.
- Freight Bill Type Code information.
- Vehicle information defined by tractor or trailer.
- Freight Vendor (Owner Operator) information.
- Employee driver information.
- Current Driver Log information.
- Current Pallet Inventory information.
- Back Haul Customer information.
DISPATCH STARTING PROCEDURES
NOTE: All the files required to be setup before using the Dispatch programs are
not within the Dispatch module. Sharing file information is a common practice in the
Computime Transportation System software.
For example, the Customer Codes used in Accounts Receivable are the same
Customer Codes used in the Dispatch programs, so step 4 in the Dispatch Starting
Procedures may already be completed. Coordinating file setup codes with other departments
within your company is necessary. Following the sequence in the Dispatch Starting
Procedures is very important.
The startup process consists of:
- Setting up the State Master file. This program is accessed by selecting option 1
(DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE) and then selecting
4 (STATE MASTER FILE MAINTENANCE). To print file data once entries have been made select
option 1 (DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE) and then
9 (STATE MASTER FILE LISTING).
- Setting up the Terminal Master file. This program is accessed by selecting option
12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then
selecting 18 (TERMINAL MASTER INITIALIZATION).
- Setting up the Point Code file. This program is accessed by selecting option 12
(SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then
selecting 14 (POINT CODE INITIALIZATION).
- Setting up the Customer Initialization file. This program is accessed by
selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION
SELECTOR) and then selecting 1 (CUSTOMER INITIALIZATION).
- Setting up General Ledger Account Numbers. IMPORTANT! Consult with your
accountant for General Ledger Account Number information. This program is accessed by
selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION
SELECTOR) and then selecting 4 (G/L ACCOUNT INITIALIZATION).
- Setting up the System Control file. This program is accessed by selecting option
7 (GENERAL LEDGER) from the Master Selector, then 15 (SYSTEM CONTROL MAINTENANCE).
- Setting up Freight Bill Type Codes. This program is accessed by selecting option
2 (TRUCKLOAD FREIGHT BILLING) from the Master Selector, then 12 (FREIGHT BILL SYSTEM
MAINTENANCE) and then selecting 1 (FREIGHT BILL TYPE FILE).
- Setting up the Mileage file. This program is accessed by selecting option 2
(TRUCKLOAD FREIGHT BILLING) from the Master Selector, then 12 (FREIGHT BILL MAINTENANCE)
and then 4 (MILEAGE FILE).
- Setting up the Vehicle Master file. This program is accessed by selecting option
12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then
selecting 16 (VEHICLE MASTER INITIALIZATION).
- Setting up the Tractor Pool file. This program is accessed by selecting option 1
(DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE) and then selecting
1 (TRACTOR POOL INITIALIZATION).
- Setting up the Trailer Pool file. This program is accessed by selecting option 1
(DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE) and then selecting
2 (TRAILER POOL INITIALIZATION).
- Setting up the Freight Vendor file. This program is accessed by selecting option
12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then
selecting 11 (FREIGHT VENDOR INITIALIZATION).
- Setting up the Employee Master file. The Employee Master file is found
within the Payroll module. There are several steps that need to be done before the
Employee Master file can be setup. These procedures are found in the Payroll manual under
PAYROLL STARTING PROCEDURES. If you are not already using the Payroll System, you need
only follow the Payroll Starting Procedures through step 3 f.
- Setting up the Driver Pool file. This program is accessed by selecting option 1
(DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE) and then selecting
3 (DRIVER POOL FILE FILE MAINTENANCE).
- Setting up the Region Master file. This program is accessed by selecting 1
(DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE) and then selecting
5 (REGION MASTER FILE MAINTENANCE). To print file data once entries have been made, select
option 1 (DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE) and then
selecting 10 (REGION MASTER FILE LISTING).
- Setting up the Customer Special Instructions. This program is accessed by
selecting option 1 (DISPATCH) from the Master Selector, then 6 (DISPATCH FILE MAINTENANCE)
and then selecting 11 (CUSTOMER SPECIAL INSTRUCTIONS).
- Setting up the Back Haul Master file. This program is accessed by
selecting option 1 (DISPATCH) from the Master Selector, then 7 (BACK HAUL LOCATION
ROUTINES) and then 1 (MASTER FILE MAINTENANCE).
- Setting up the Driver Logs files. These programs are accessed by selecting option
1 (DISPATCH) from the Master Selector, then 11 (DRIVER LOGS ROUTINE) and then the number
corresponding to the desired option: 2 (HOURS FILE MAINTENANCE), 7 (SAFETY AWARDS DRIVER
MAINTENANCE), 11 (DOWN TIME MAINTENANCE) and 13 (DRIVER LOGS CONTROL FILE).
- If you wish to keep track of the number of pallets at a terminal or customer,
choose a date to begin this procedure then set up the Pallet Inventory File as of that
date. This program is accessed by selecting 1 (DISPATCH) from the Master Selector, then 10
(Pallet Control Routine), then 1 (Pallet Inventory File Maintenance). To print file data
once entries have been made, select 1 (DISPATCH) from the Master Selector, then 10 (Pallet
Control Routine), then 2 (Pallet Inventory Control Report).
- To begin using the Dispatch system, once Dispatch orders have been entered, go to
Load Assignment (1.8.7) to assign the Driver, Tractor and Trailer to orders.
To assign 'Future Loads', when in Load Assignment, enter the Driver, Tractor and
Trailer you wish to assign to the order even though they do not display as available.
If you want to position a Driver, Tractor or Trailer in a specific location, go
to Unit Location Routines (1.2.7).
Once an order has been delivered, the Driver, Tractor and Trailer will become
available unless they are in the Triplease file and are of the date range entered there.
To put a Driver, Tractor or Trailer 'Off Line', go to Unit Location Routines
(1.2.7).
