TCR Online - Customer Portal General Instructions

Transcription

1 TCR Online - Customer Portal General Instructions The purpose of the TCR Online Customer Portal application is to allow you to log into your vendor s TCR Online database and check the status of jobs and tickets as well as enter in new jobs/tickets. You have the option to reprint invoices, print a list of your open jobs and see what equipment you have on each job site. Using the shortcut on your desktop or just using your Internet browser to go to you will be taken to a log in screen. Enter your address and the password you were given. You will have the option to change this password. This will take you to the main TCR Online Customer Portal screen. Keep in mind like other standard websites you only have one window open at a time, so you need to make sure to Save your data before moving to another screen. Once a new job or ticket is entered into the portal and saved, you cannot edit it any longer and must contact the vendor for any changes. The data you see is live and updated as changes are made by your vendor. You will be able to see pending jobs changed to active when they have been accepted by a user in TCR Online. Keep in mind that until the job or ticket is no longer pending it has not been received or scheduled by your vendor. Pending jobs and tickets will not have a job# or ticket# assigned yet, they will be 0. TCR Online Customer Portal Home The name in the upper right corner indicates whose portal you are logged into, your vendor, this is not your company name. Logout in the upper right corner you will see where you can log out of the portal Profile selecting the Profile button you can change your basic information including password Quick Links this section will be visible on all screens and allows you to quickly get to other areas of the program

2 Main Menu You can easily jump to the various sections of the program by using the top menu: Home Services Billing Reports Home will take you back to this main TCR Online Customer Portal window. Services refers to your Jobs and Tickets. Billing will display all your invoices. Reports is where you go to print your Open Jobs List and Equipment on Site by Job. Help will open this document so you can easily refer to it or print it out. Account Summary The accounts listed represent your company(s) that you have access to through the portal and that you can enter / view data for. Normally there is only one account listed, but in some cases where different divisions are setup for one company, you may have more than one account visible. The summary information below the name is just a snapshot to give you an idea how many pending and active jobs / tickets you have. Clicking on the green bar with your account name will open the Account Details window. Account Details: This general information about your company is stored in TCR Online and is not editable from the portal, however if you notice incorrect information you should advice your vendor of such. You can see all your jobs and click on the job address link to view the job detail, but you do not have any of the searching / filtering options like you do from the View Jobs form. You can also add new jobs from this screen. Open Jobs This section is a quick list of the jobs you currently have open (pending or active) and it shows how many tickets you have on the job and when the last ticket date was. The yellow circle on the job indicates pending status, green arrow is open and has been accepted in TCR Online. You can click on the job address link and open the Job Details window.

3 TCR Online Customer Portal Services Services refers to your jobs and tickets. On the left above Quick Links you can choose to view your jobs or tickets. These two windows are the same as if you used Quick Links View Jobs or View Tickets. Services - Jobs This window displays all your jobs, not just the open jobs like your Home page. It also shows you who entered the job into the portal and when the request was made. The data is sorted with the most current jobs at the top (green bar over Entered On). You can click on most any column heading to sort the data as you need. From this window you can easily filter / search for the jobs you want. You can filter on the account and/or job status. Or you can enter in text into the box below the account name. This will search the job# and the job address fields and display only those that contain the information you entered. Press the Filter button to start the search / filter and the Reset to show all the jobs again. Job status can be any of the following: Pending yellow circle - a new job you submitted but has not been accepted Active green arrow - these are your open jobs that have been accepted Closed red check mark - jobs that have all equipment returned and the jobs has been closed but the final bill has not been done Final Billed dollar sign - closed jobs with the final billing complete Rejected red X jobs not accepted If a job is rejected by the vendor, there will be a Reject Reason that appears on the Job Details window so you will know why it was rejected. An example may be that it was a duplicate job.

4 You can click on the job address link and it will open the Job Details window. Job Details: The job information comes from TCR Online and cannot be changed on this window. If you need to make a change you need to inform your vendor as what needs to be corrected. This window provides you with a quick look at all the tickets for the job and their status (pending, active, invoiced), who entered it through the portal and when. The special instructions you enter will help you identify different tickets without having to open them up. It also allows you to see all the invoices associated with the job and by pressing on the Invoice# link it will open up the invoice so you can view and reprint it if necessary.

5 You can click on the Ticket# link to open the Ticket Details window. Ticket Details: Just as with accounts and jobs, this data cannot be changed using the portal, only viewed.

6 Services - Tickets This is also the same window you would get if you selected View Tickets from the Quick Links. Similar to the View Jobs window, you can filter the list of tickets by account, job and/or ticket status. You can also use the search box and enter in text to search for. This will search the job#, job address, ticket# and type of ticket fields. Press the Filter button to start the search / filter and the Reset to show all the jobs again. You can also sort the data by job address, ticket#, delivery/pickup date, entered by or entered on by clicking on the column header. The default sort is by delivery/pickup date with the most current data on the top of the list. Ticket status can be one of the following: Pending yellow circle you have entered a request but it has not been accepted yet Active green arrow your ticket request has been accepted Invoiced dollar sign the ticket has been invoiced and can no longer be changed Rejected red X the requested ticket has been denied by the vendor If you click on the Ticket# link you will open the Ticket Details window which is the same as displayed above.

7 Services Add New Job When entering a new job you first need to select the Account, which is your company or division if you have more than one setup for TCR Online. All fields in red are required. The Job Address or Name is a key field in that it represents how the job will be referred to on invoices and reports. This can be an exact address, project name or even cross streets. Cross streets just gives you another field to add additional information regarding the job name/address. Select a City from the drop down list (click on the arrow to the right). If the city you want is not on the list, at the bottom is an option for Add New City. This will display a pop up window where you can enter in the new city. Customer Job# is a reference to your internal job#. When the job is accepted in TCR, a unique TCR Job# will be assigned but you can always reference a job by your customer job#. Purchase Order# is also for your reference and will print on the invoices for the job. Estimated Close Date is not required but helps your vendor in planning equipment needs in the future. It does not mean the job closes on that date, only that it is your current estimate of the length of the job. If you use Project Managers you can select one from the list or enter a new one. Select a Foreman and proper phone# from the list if you have one assigned. This information will print on the ticket and be available to the driver if needed. When you are done press Save. Be aware, if you click to any other part of the program without pressing Save you will loose the job information and have to enter it in again. Pressing Cancel will close the Job window and will not save it.

8 Right after saving the new job, the Add New Ticket window will appear. The program assumes that with a new job you will want to create a new ticket. If you do not want to create a ticket just yet you can press Cancel at the bottom of the screen. The job will still be saved, just not the ticket. The Account and Job will default to the new job information you created and cannot be changed at this point. The Ticket Type will default to First Ticket which is normal for a new job. Listed below are the various ticket types and their purpose: First Ticket First delivery on a Job Add On Ticket Adding equipment to an existing job Add On/Reset Ticket Adding equipment to an existing job and resetting the equipment already on the job Complete Return Picking up all equipment and the job is done Daily Traffic Control - Only used when the driver takes equipment to the job site, stays at the job site all day and then returns with all the equipment the same day. Partial Return Picking up some of the equipment on the job, but leaving the rest; or you are picking up all the equipment but want the job to remain open. Partial/Takedown Return Taking some equipment back to the yard, leaving the rest of the equipment onsite, and putting the equipment off the road. Reset Order You are not adding or taking any equipment away, just putting the equipment onsite back on the road. Service/Job Check This is for servicing the job only and no equipment is removed or added. Takedown This is for removing the equipment from the road and no equipment is added or removed. Traffic Control Plan Requesting a traffic control plan (TCP) The ticket date is very important and represents the date you want the equipment delivered. You can enter it in manually (i.e. 8/3/10) or use the calendar icon to the right.

9 You can indicate if you want the driver to check with foreman at the job site, whether the equipment is to be stacked on the side of the road or setup as requested. The Last Location is not really needed on the First Ticket, but if you create an Add On, the job may have moved down the road a mile and you want to indicate the location where the equipment should be delivered. Time on site is not required, however, you can request a time you want the equipment delivered. Military time is normally used (i.e for 8:30am or 1400 for 2:00pm) Special Instructions is important as it is how you relate to your vendor what you want done. This can be as general as a Right Lane Closure E/B on Shea, or more detailed. At this point you can Save the ticket (scrolling down the screen after the Items) or you can enter in the specific pieces of equipment you want delivered or picked up. If you enter the equipment, you have a drop down list to choose from which represents items from your price list in TCR. You cannot add items that are not on this list but you can make a note in the special instructions if you need to. There are lines for 10 items, however if you need more, you can click on the Add 10 More at the bottom and 10 more lines will be added. You can add as many items as you need. After pressing Save you will be returned to the Services Jobs screen. You can see you new job with a pending status yellow circle. In order to maintain the integrity of the data, once you have saved a job or ticket you can no longer edit it in the portal. You need to make any change requests through your vendor.

10 Services Add New Tickets When adding a new ticket the first thing you need to do is select the Account and the Job you want the ticket added to. This can be a pending or active job, but not a closed or invoiced job. The Add New Ticket window is then displayed and is the same as the one described above for adding a new job. The only difference is the Ticket Type is not filled in with First Ticket. You must select a ticket type from the list. If you choose a return type ticket the options of stack / setup will change to On Road / Off Road. This will tell the driver where the equipment is.

11 TCR Online Customer Portal Billing This Billing window allows you to see all your invoices. You have the ability to filter on just one job if you want as well as sort by various columns. By clicking on the Invoice# link, the actual invoice will open up in an Adobe PDF window so that you can view it or print it out.

12 TCR Online Customer Portal Reports Currently there are 2 reports available for you to view and print: Open Jobs Equipment on Site by Job Each report will give you an option to print for a specific account and/or job.