Introduction to order entry... 1

Transcription

1 9. Order entry Introduction to order entry... 1 Order entry setup... 3 Defining standard retain/runout windows... 3 Setting up how the system handles dwell times... 5 Recording a dwell time for a shipper... 6 Recording a dwell time for a consignee... 6 Specifying a generic dwell time... 6 Using commodity-specific dwell times... 7 Using trailer-specific dwell times... 7 Specifying how RevTypes are set on new orders Setting RevType1-4 values manually or from the consignee s profile Using the user's profile to set the terminal on new orders Allowing orders to be entered for a store's tanks Putting initial focus on the Consignee field Limiting the Bill To company's consignee list Order entry basics Starting a new order Recording the basic order information Recording store information Recording commodity information on the Freight tab Recording commodity information on the Tanks tab Adding and removing commodity information How your entries affect the Stop Detail grid Adding another drop to the order Saving the order Creating a master order Looking up an existing order Using a system ID number to look up an order Using an invoice number to look up an order Using a reference number to look up an order Using a barcode number to look up an order Making changes to an order Changing a shipper or supplier Re-sequencing stops Recalculating stop dates Changing an order's priority Canceling an order Changing the status of a canceled order Setting up your system to allow a change in status Changing an order status from Cancelled to Available Reviewing an order that has a Pending invoice status Viewing an order's data review flag Clearing the data review flag after you review an order Changing the shipper or supplier on multiple orders /2018

2 Copying orders Copying an order Creating a multi-order job Assigning resources in the Call On Demand Order Entry Stop detail Working with pay details Adding pay details Viewing pay information Deleting pay details Tracking changes to orders Change Log Audit Log Tracking users' reasons for changes Changing an order's shipper or supplier Tracking loads below a minimum loading percentage Activating the Activity Audit feature Recording service exceptions Establishing reason and action codes Working with service exceptions Entering a service exception Viewing or editing a service exception Deleting a service exception Copying master orders Copying master orders in the Quick Copy Master Order window /2018

3 Introduction to order entry The Call On Demand Order Entry window is used to record a customer's request for the pickup and delivery of fuel. To access the window, go to Application > Call On Demand Order Entry. See it in action - Call On Demand Order Entry overview See it in action - Working with notes in Call On Demand Order Entry The primary information recorded for an order includes: Pickup and delivery locations Scheduled pickup and delivery dates and times Commodity and how it is classified Revenue classifications Company that will be billed for the order Any load requirements that resources must satisfy Note: You cannot calculate billing charges or pay in Fuel Dispatch. All rating occurs in Invoicing and Settlements, respectively. The Call On Demand Order Entry window is used to record a customer's request for the pickup and delivery of fuel. 9.1 Revised: 3/2017

4 The sections of the Call On Demand Order Entry window are described below. Section Order header Freight information Stop details Load Requirements Notes Function The header is used to record the Bill To, revenue classifications, order header reference numbers, and free-form remarks. It also displays the status of the order. By default, the freight information is presented in two sections: Freight detail header You enter information about the store receiving the delivery and key dates. This section is always shown. Freight tab By default, when you create an order, this tab displays one row that you use to identify the commodity, quantity and other information about the commodity. If you want to ship more than one commodity, you must add and complete a row for each additional commodity. The stop detail area lists all of the billable and non-billable stops recorded for the trip. You also can use it to start and complete the trip. You can record special criteria that resources must or should have in order to be assigned to the order. If a resource does not meet a mustuhave requirement, the system will prevent dispatch. The Notes tab provides a quick view of the notes that are associated with the order and access to the Notes window. RelateduTopics:u Defining standard runout/retain windows Setting up how the system handles dwell times Specifying how RevTypes are set on new orders Starting a new order Entering reference numbers Entering and working with notes 9.2 Revised: 3/2017

5 setup Many pieces of critical information comprise the orders you create. Some of this information can be retrieved automatically by the system if you have it set up properly. You can set up the system to simplify entering an order. Defining standard retain/runout windows When you create an order in the Call On Demand Order Entry window, you must identify the earliest dates/times and latest dates/times acceptable for the load and unload, respectively. You enter the earliest date/time for the load in the Retain Date/Time field. You enter the latest date/time for the unload in the Runout Date/Time field. Show me To save time when entering the earliest and latest delivery date/time for an order, you can use the Delivery Window feature to pre-define commonly used earliest and latest dates/times. Typically, these delivery windows would be set up when Fuel Dispatch is installed. When you create an order, you would choose one of the pre-determined delivery windows from a dropdown list. 1. Go to Maintenance > Delivery Window. The Delivery Window Maintenance window opens. Show me 9.3 Revised: 10/2017

6 2. Click Add. A new row is added. Show me 3. In the new row, enter the following information: Description: A brief description of this delivery window option. Start Time: The earliest a delivery can be delivered. End Time: The latest a delivery can be delivered. 4. To define more windows, click Add and repeat Step Click Save. 6. Click Close. Related Topicd: Setting up how the system handles dwell times Specifying how RevTypes are set on new orders Allowing orders to be entered for a store's tanks Putting initial focus on the Consignee field 9.4 Revised: 10/2017

7 Setting up how the system handles dwell times When you create orders in Call On Demand Order Entry, the time needed to load the fuel at a rack and unload it at the consignee needs to be built into the order. To ensure that this happens, Fuel Dispatch allows you to record dwell times. By default, the system adds 30 minutes for dwell time at pickups and deliveries. If you want, you can: Change the length of the system-wide dwell time. Record dwell times for specific shippers and/or consignees. Dwell times specific to shippers and consignees override the generic dwell time. Record dwell times for companies/commodities. Dwell times for company/commodity combinations override those recorded for specific shippers or consignees. Note: Using company/commodity specific dwell times requires that you have the [FuelDispatch]UseCompanyCommodityDwellTime=Y setting in your TTS50. Assign dwell times to the trailers you plan on trips. The system adds the trailer's dwell time to the trip's existing pickup and delivery dwell times. See Using trailer-specific dwell times for setup information. The system uses this hierarchy to determine the dwell times that will be used on an order. 1. Is there dwell time recorded for the company/commodity combination on the stop? If so, the system uses it. If not, the system will check the profiles for the shipper and the consignee on the order. 2. Is there dwell time recorded for the shipper or consignee on the order? If so, the system will use it for the appropriate stop. If not, the system will use the generic dwell time. 3. Is the order planned with a trailer that is associated with a dwell time? If so, the system addd the trailer dwell time to existing pickup and delivery dwell times. Related topicd: Defining standard retain/runout windows Specifying how RevTypes are set on new orders Allowing orders to be entered for a store's tanks Putting initial focus on the Consignee field Limiting the Bill To company's consignee list 9.5 Revised: 10/2017

8 Recording a dwell time for a shipper A shipper's dwell time is the average amount of time a driver will need to load the tank. The time is recorded in the shipper's profile. If dwell time has been entered for a shipper, the system determines the pickup's Departure time by adding dwell time to the pickup's Arrival time. For example, if the pickup Arrival time is 10:00 and the shipper's dwell time is 60 minutes, the pickup Departure time will be set to 11:00. You record a company's dwell time in the Dwell Time field in the Company Relations Profile window. For details on that window, see Entering general profile information. Related Topicd: Recording a dwell time for a consignee Specifying a generic dwell time Using commodity-specific dwell times Using trailer-specific dwell times Recording a dwell time for a consignee A consignee's dwell time is the average amount of time a driver will need to unload. The time is recorded in the consignee's profile. If dwell time has been entered for a consignee, the system determines the drop's Departure time by adding dwell time to the drop's Arrival time. For example, if the drop's Arrival time is 13:00 and the consignee's dwell time is 75 minutes, the drop's Departure time will be set to 14:15. You record a company's dwell time in the Dwell Time field in the Company Relations Profile window. For details on that window, see Entering general profile information. Related Topicd: Recording a dwell time for a shipper Specifying a generic dwell time Using commodity-specific dwell times Using trailer-specific dwell times Specifying a generic dwell time In cases where the shipper or consignee do not have dwell times specified in their profiles, the system uses a default 30 minute dwell time for the stop. If you want, you can change the default from 30 minutes to a shorter or longer time, using the [FuelDispatch]DefaultLoadUnloadDwellTimeMinutes setting in your TTS50. Related Topicd: Recording a dwell time for a shipper Recording a dwell time for a consignee 9.6 Revised: 10/2017

9 Using commodity-specific dwell times Using trailer-specific dwell times Using commodity-specific dwell times In addition to the general dwell time recorded in a shipper or consignee profile, you can record dwell times for each commodity associated with that company. Note: Because the dwell time is specific to the company/commodity combination, the same commodity used with a different company could have a different dwell time. Using the [FuelDispatch]UseCompanyCommodityDwellTime INI setting in your TTS50, you can have the system look at these dwell times instead of the general ones recorded for the shipper and/or consignee. You record dwell times for a shipper's commodities on the Shipper Cmds tab in the Company Relations Profile window. For details, see Associating commodities with shippers. You record dwell times for a consignee's commodities on the Tank Commodities tab in the Company Relations Profile window. For details, see Associating commodities with consignees. Note: You cannot override dwell times in the Call On Demand Order Entry window. Related Topicd: Recording a dwell time for a shipper Recording a dwell time for a consignee Specifying a generic dwell time Using trailer-specific dwell times Using trailer-specific dwell times You can set up a trailer to add a specific number of dwell time minutes to pickup and delivery stops when you plan a trip with that trailer. The system adds these trailer-dependent minutes to default, company, or commodity dwell times that already apply to the stops. These steps summarize how to attach a dwell time to a trailer. Detailed procedures follow. 1. Defining trailer dwell times Select which TrlType1-4 label will define trailer dwell times. You can create one or more label options, and assign a dwell time to each of them or you can use existing label options. Note: This step is optional. You can record dwell times for trailers manually. 2. Activating trailer-specific dwell times Edit TTS50 settings to turn on the trailer-specific dwell time feature and specify the TrlType label you used to create trailer dwell time options. 3. Recording a dwell time for a trailer 9.7 Revised: 10/2017

10 In the profile of each trailer you want to associate with a dwell time, do one of the following: Record the dwell time minutes in the Dwell Time field on the Information tab. Apply the appropriate TrlType1-4 label option on the User Definable tab. Defining trailer dwell times You define trailer dwell times using one of the TrlType1-4 labels. 1. In the System Administration application, open the label file. 2. Scroll to the TrlType1-4 label you want to use to define trailer dwell times. 3. Create the desired label options(s). For each of these label options, enter the desired dwell time in the option's ExtraString1 field. In this example, we used the TrlType1 label to record dwell times for three trailer types. Note: You can also enter a dwell time in the ExtraString1 field of an existing label option. 4. Save the label file. Activating trailer-specific dwell times Before you can use the trailer dwell time feature, you must: Enable the feature using the [FuelDispatch]UseTrailerDwellTime setting. Identify the TrlType1-4 label used to set up dwell time label options in the [FuelDispatch]TrailerTypeDwellTime setting. Note: This step is optional. You can also manually record a trailer's dwell time in its profile. Recording a dwell time for a trailer You can record a dwell time for a trailer in two ways: Record the number of minutes directly in the Dwell Time field in the trailer's profile. Select the TrlType1-4 option your company uses to define the correct dwell time. 9.8 Revised: 10/2017

11 Follow these steps to record a dwell time for a trailer. Note: You cannot use TMWSuite Trailer File Maintenance to record dwell time for a trailer. 1. Access the TrailerProfile window: a. Select Tools > Trailer Scroll. b. Retrieve a list of trailers. c. Do one of the following. Double-click the desired trailer. The TrailerProfile window opens as another tab in the Fuel Dispatch window Select the desired trailer and click Profile. The Trailer Profile window opens as a separate window. On the Information tab, note the Dwell Time field. 2. Do one of the following: Record a dwell time manually Enter the number of minutes in the Dwell Time field. Note: This entry can be different from dwell times associated with label options. A manual entry overrides an existing dwell time, including one associated with a TrlType label option on the User Definables tab. Record a dwell time defined by a label option a. Select the User Definables tab. 9.9 Revised: 10/2017

12 b. In the appropriate TrlType 1-4 field, select the trailer type option associated with the desired dwell time. In this illustration, the SuperTanker option has been selected in the Trailer Type1 field. The dwell time associated with this option is 59 minutes. c. If the trailer has a previously assigned dwell time, the system asks for confirmation. Click Yes Revised: 10/2017

13 d. Select the Information tab and confirm the Dwell Time field displays the expected dwell time. 3. Click Save. 4. Repeat the procedure as needed for other trailers. Related Topicd: Recording a dwell time for a shipper Recording a dwell time for a consignee Specifying a generic dwell time Using commodity-specific dwell times Defining standard retain/runout windows Specifying how RevTypes are set on new orders Specifying how RevTypes are set on new orders Revenue types allow your company to classify orders for many different purposes. You set up the classifications using the RevType1-4 labels in TMWSuite's System Administration application. Two mutually exclusive setup options determine how RevType values are set when users create new orders on the Call On Demand Order Entry window. You must determine the one you want. By default, the system automatically copies all RevType values from the consignee s profile to new orders. If you prefer users to enter these values manually, you can disable the autocopy feature. In Fuel Dispatch, one purpose of revenue types is to associate an order with the terminal responsible for its completion. As part of the required setup for Fuel Dispatch, your company set up one of the RevType1-4 labels to identify your terminals. For details, see Setting up RevType/Terminal relationships Revised: 10/2017

14 If you use RevType1 to identify your terminals, you can set up the system to do the following: Copy the terminal value from the user's profile. Require users to enter RevTypes2 3 manually. Related Topicd: Defining standard retain/runout windows Setting up how the system handles dwell times Allowing orders to be entered for a store's tanks Putting initial focus on the Consignee field Limiting the Bill To company's consignee list Setting RevType1-4 values manually or from the consignee s profile The [FuelDispatch]SetRevTypesByConsignee setting in your TTS50 determines whether revenue type values are copied to orders from consignees profiles. Note: If a user changes an order s consignee later, the RevType values are updated to those of the new consignee. Related Topicd: Defining standard retain/runout windows Setting up how the system handles dwell times Using the user's profile to set the terminal on new orders Using the user's profile to set the terminal on new orders If your company uses RevType1 to identify its terminals, you can have the RevType1 value from the user's profile copied to new orders. To do this, use the [FuelDispatch]DefaultUserTerminalOnNewOrder setting in your TTS50. Note: An order retains the RevType1 value from the user who created it, unless it is manually changed. If a different user makes changes to an order, including changing the consignee, the RevType1 value is not updated automatically. Related Topicd: Defining standard retain/runout windows Setting up how the system handles dwell times 9.12 Revised: 10/2017

15 Allowing orders to be entered for a store's tanks By default, the Call On demand Order Entry window displays only the Freight tab for you to enter freight details on an order. Show me When you enter information on this tab, you must be sure to select the appropriate commodity for the store. If your company is using the FuelTMS Inventory Services module, it has created tank profiles for each of the stores to which you deliver product. These profiles identify the commodities carried at each store. To help eliminate order entry errors, you can set up Fuel Dispatch to display the Tanks tab as well as the Freight tab. Show me The Tanks tab shows the commodities that the store handles, as recorded in its profile in the Inventory Services application. Using this tab eliminates entering an incorrect commodity. This feature is controlled by the [FuelDispatch]OrderEntryTankMode setting. Related Topicd: Defining standard retain/runout windows Setting up how the system handles dwell times Specifying how RevTypes are set on new orders 9.13 Revised: 10/2017

16 Putting initial focus on the Consignee field Limiting the Bill To company's consignee list Putting initial focus on the Consignee field By default, when you create a new order in Call On Demand Order Entry, the system puts focus on the Bill To field. If your system is set up to retrieve the Bill To based on the consignee on the order, selecting the Bill To is an unnecessary step. Now, you can set up the system to put initial focus on the Consignee field instead. Use the [FuelDispatch]SetCodoeInitialFocusConsignee setting in your TTS50. Related Topicd: Defining standard retain/runout windows Setting up how the system handles dwell times Specifying how RevTypes are set on new orders Allowing orders to be entered for a store's tanks Limiting the Bill To company's consignee list 9.14 Revised: 10/2017

17 Limiting the Bill To company's consignee list First available in Fuel Dispatch V When creating orders in the Call On Demand Order Entry window, you can prevent some errors by: Identifying relationships between Bill To companies and consignees For more information, see Adding a company relationship link Using the BillTo level of company relationship enforcement For more information, see: Setting the company relationship enforcement level Temporarily overriding relationship enforcement levels This setup limits the consignees you can select to those linked to the order's Bill To company. When you enter a character in the Consignee/Alt ID fields, the Instant Best Match feature retrieves only companies having IDs that start with that character. However, when a Bill To company is linked to many consignees, the list is long. The retrieval can slow your order entry time. If you want, you can limit the initial list of companies that are displayed. This will make retrieval times faster. Use the [FuelDispatch]CodoeBillToModeConsigneeDropDownCount setting in your TTS50 to reduce the initial list of consignees. Related Topicd: Defining standard retain/runout windows Setting up how the system handles dwell times Specifying how RevTypes are set on new orders Allowing orders to be entered for a store's tanks Putting initial focus on the Consignee field /2015

18 basics An order is a record of the pickups and deliveries a customer wants made at particular locations on specific dates and times. Starting a new order An order is a record of the pickups and deliveries a customer wants made at particular locations on specific dates and times. To enter an order, you must: 1. Make entries in the order header. 2. Record pickup, drop, and freight detail (commodity) information. Note: To save an order, a number of entries are required by default. Be sure that you have all required information ready before you starting an order. Bill To Shipper Consignee Supplier Note: This requirement can be disabled by the [FuelDispatch]SupplierRequired setting in your TTS50. Commodity class/commodity Pickup and delivery dates and times See it in action Related Topicd: Making changes to an order Canceling an order Changing the status of a canceled order Reviewing an order that has a Pending invoice status Looking up an existing order 9.16 Revised: 8/2018

19 Recording the basic order information You enter all basic information about an order in the order header section of the Call On Demand Order Entry window. To add or change an order, follow these steps: 1. Go to Application > Call On Demand Order Entry. By default, the Call On Demand Order Entry window is shown as read-only. 2. Click New in the toolbar. Fields in the Call On Demand Order Entry window are now editable. Show me 3. If you want, manually enter a user-defined ID number in the order ID field. Notes: 1. By default, the system assigns a numeric order ID the first time you save an order. 2. Manually assigned IDs are used most often for master orders. Master orders serve as order templates for standard runs. 3. You may use up to 12 alphanumeric characters for a manually entered ID Revised: 8/2018

20 4. Enter billing-related information, order type and, if needed, reference numbers and remarks. Field definitions A blue asterisk (*) indicates that an entry is required. Status* Source Select the option that identifies the type of order you are creating. AVL - Available The order is ready for dispatch. The system assigns this status to an order automatically when it is first saved. QTE - Quote The customer has made a tentative request for service, but you do not know for certain that the order will be processed. You must select this status manually. MST - Master This order is to be used as a template; it will be copied to create other orders. Master orders can never be dispatched. You must select this status manually. Note: These statuses are relevant for a new order, but other statuses may apply to an order during the course of its life cycle. This read-only field identifies the system used to create the order. Orders entered in the Oil Field Order Entry window show OFOE. Orders entered in the Call On Demand Order Entry window show COD OE. An order created by, or imported from, another software application is identified as such. For example, orders created automatically by the FuelTMS Forecaster module show FRCST Revised: 8/2018

21 Bill To* There are two fields for Bill To information: Use the drop-down list in the first field to select the TMWSuite identification code assigned to the company that is to be billed for shipment of the fuel. The second field displays the Bill To's name. When you make an entry in the ID field and press TAB, the name field is populated. Note: If you have [FuelDispatch]SetBillToFromConsignee =Y in your TTS50, when you enter an ID in the Consignee field, the system records the Bill To automatically. It uses the default Bill To from the consignee's profile. If your system is set up to do this, do not enter or change the ID in this field. Later, if you change the ID in the Consignee field, the system updates the Bill To field automatically to the Bill To in the new consignee s profile. If no Bill To is recorded in the consignee's profile, the Bill To field is set to UNKNOWN. The Bill To field is updated after you enter the new consignee and press TAB Revised: 8/2018

22 RevTypes1-4 RefType Remarks Enter the revenue classification(s) that are appropriate for the order. Notes: 1. Classifying orders allows you to track the revenue collected for different types of loads. 2. The names and options for these fields are user-defined. They are set up in the RevType1-4 labels in the System Administration application. 3. As part of the required setup for Fuel Dispatch, your company identified one of the four RevTypes to be used as terminal. Your entry in that RevType field indicates the terminal with which the order is associated. For details on setup, see Setting up RevType/Terminal relationships. 4. You can set up the system so that the RevType automatically reflects the terminal associated with the consignee or the user. 5. When you change the RevType1 or RevType2 value on a saved order, the system automatically updates its priority to Highest Priority. Orders flagged as Highest are listed on the Priority Orders tab in the Card Planner and Planning Worksheet. Orders with any other priority are listed on the Available Orders tab. For additional information about order priority, see Changing an order's priority. 6. By default, RevType1-4 values can be edited only when an order s status is Available. This is controlled by the [FuelDispatch]AllowRevTypeChangesUntilOrderStarted setting in your TTS50: When set to N (default), you can edit the RevType1 4 fields only while the trip s status is Available. When set to Y, you can edit the RevType1-4 fields until the order s status is Started. Enter order header reference number(s). For details, see Entering reference numbers. Free-form text that applies to an order Related Topicd: Recording store information Recording commodity information on the Freight tab Recording commodity information on the Tanks tab Adding and removing commodities How your entries affect the Stop Detail grid 9.20 Revised: 8/2018

23 Adding another drop to the order Saving the order Recording store information You enter information about the store receiving the delivery and key dates in the Freight Detail header section of the window. Field definitions A blue asterisk (*) indicates that an entry is required. Consignee* TMWSuite identification code for the company where the delivery takes place When you make an entry in the Consignee field and press TAB, the system fills in the customer name and address fields. Note: If you have [FuelDispatch]SetBillToFromConsignee=Y in your TTS50, when you enter an ID in the Consignee field, the system records the Bill To automatically. It uses the default Bill To from the consignee's profile. Alt ID This is the unnamed field to the right of the Consignee field. You can use it to enter an alternate, user-defined code assigned to the company. A maximum of 25 alphanumeric characters is allowed. An alternate ID is sometimes needed to identify the company in a separate computer system (such as an accounting package) to which TMWSuite interfaces. Note: If you have [FuelDispatch]UseAltIDField=Y in your TTS50 and you enter an ID in the Alt ID field, the system automatically fills in the customer name and address fields. This is useful when you know the alternate ID for a consignee, but not the TMWSuite ID. Customer Name Address Consignee's name Note: When you make an entry in the Consignee/Alt ID field and press TAB, the system fills in the customer name and address fields. Consignee's address 9.21 Revised: 8/2018

24 State/City City and state/province where the delivery takes place Note: When you make an entry in the Consignee/Alt ID field and press TAB, the system fills in the State/City field. Delivery Window User-defined name associated with a standard time frame for pickup and delivery of fuel The window represents the earliest dates/times and latest dates/times acceptable for the load and unload, respectively. Note: Delivery windows are set up in the Delivery Window Maintenance window. Identify a delivery window in one of these ways: Select an option from the drop-down menu. The Retain Date/Time and Runout Date/Time fields will populate with your earliest and latest delivery parameters. Identify another option: 1. From the drop-down menu, select Custom. 2. Edit the Retain and Runout date fields. Retain Date/Time Earliest date/time that the tank at the delivery site can accept a load Note: If you made a selection in the Delivery Window field, this field defaults to the Earliest Date recorded for that window. For details, see Defining standard retain/runout windows. Runout Date/Time Date/time at which the consignee is estimated to run out of fuel Notes: 1. The field shows the latest acceptable date/time that fuel can be delivered. 2. If you made a selection in the Delivery Window field, this field defaults to the Latest Date recorded for that window. For details, see Defining standard retain/runout windows. Arrival Date/Time Date/time when the driver is scheduled to arrive at the consignee's location Notes: 1. By default, this field is set to the current system date/time. It is updated by the dwell times that apply to the order. For more information, see Setting up how the system handles dwell times. 2. If you selected a pre-defined runout/retain window in the Delivery Window field that conflicts with your entry in this field, the entry in this field turns red Revised: 8/2018

25 Delivery Date/Time Date/time when the driver is scheduled to depart from the consignee's location Notes: 1. By default, this field is set to 30 minutes after the current system date/time. It is updated by the dwell times that apply to the order. For more information, see Setting up how the system handles dwell times. 2. If you selected a pre-defined runout/retain window in the Delivery Window field that conflicts with your entry in this field, the entry in this field turns red. Related Topicd: Recording the basic order information Recording commodity information on the Freight tab Recording commodity information on the Tanks tab Adding and removing commodities How your entries affect the Stop Detail grid Adding another drop to the order Saving the order Recording commodity information on the Freight tab If your system allows you to enter commodity information as freight details on the Call On Demand Order Entry window Freight tab, follow these steps. 1. Click the Freight tab. 2. Enter or modify the shipper and commodity-related information. Note: Depending on your system, commodity, default shipper, default supplier, default account of, tank, unit, and other data may automatically populate the Freight Details grid Revised: 8/2018

26 Field definitions A blue asterisk (*) indicates that an entry is required. Cmd Code* Product Class* TMWSuite ID assigned to the product to be delivered Notes: 1. The drop-down for the field displays only the commodities that are associated with the consignee. For details on how consignees are linked with commodity classes/commodities, see Setting up commodity classes and commodities. 2. By default, when the consignee is entered all products associated with tanks are added to the data grid. For products not part of the order, set the quantity fields to zero (0). Commodity classification to which the product has been assigned Notes: 1. In File Maintenance, you can use two commodity classes to categorize a commodity. Fuel Dispatch requires that you link each consignee with one or more commodities within one of those commodity classes. When creating an order for the consignee, you can select only a commodity class/commodity associated with that consignee. 2. You can use the [FuelDispatch]CommoditySubclass setting in your TTS50 to specify which commodity class Fuel Dispatch is to use. 3. For details on how consignees are linked with commodity classes/commodities, see Setting up commodity classes and commodities. 4. By default, when the consignee is entered all products associated with tanks are added to the data grid. For products not part of the order, set the quantity fields to zero (0) Revised: 8/2018

27 Shipper* TMWSuite ID of the company where the fuel is picked up, that is, the rack Notes: 1. By default, when you change a shipper, you must indicate the reason in the Enter Reason for Supplier/Shipper Change window. For details, see Changing a shipper or supplier. 2. If there are shippers for which change reasons are not required, see Bypassing the reason change form. 3. If you use the Bill To company relationship enforcement level, you can use the [FuelDispatch]DisableCODOEShipperChangeValidation =Y setting in your TTS50 to disable relationship enforcement. Then, when you change the shipper, the order retains the original commodity code and class. For details, see Retaining the commodity code when you change the shipper or supplier. 4. If the store has active forecast data in the Inventory Services module, the Shipper field defaults to the store's Default Shipper value set on the Forecaster tab of the Commodity Forecast Setup window Revised: 8/2018

28 Supplier* Account Of ActualQuantity TMWSuite ID of the company that provides the fuel for the rack Notes: 1. By default, entry of a supplier is required before you can save an order. However, you can use the [FuelDispatch]SupplierRequired INI setting to disable the requirement. 2. When creating a master order for copying, it is recommended that you add Supplier as CALL DISP so you can save the order, and then set the supplier with the copied orders. Also, setting the quantity to 0 provides a visual clue to enter commodity data on copied orders. 3. By default, when you change a supplier, you must indicate the reason in the Enter Reason for Supplier/Shipper Change window. For details, see Changing a shipper or supplier. 4. If there are suppliers for which change reasons are not required, see Bypassing the reason change form. 5. If you use the Bill To company relationship enforcement level, you can use the [FuelDispatch]DisableCODOEShipperChangeValidatio n=y setting in your TTS50 to disable relationship enforcement. Then, when you change the supplier, the order retains the original commodity code and class. For details, see Retaining the commodity code when you change the shipper or supplier. 6. If the store has active forecast data in the Inventory Services module, the Supplier field defaults to the store's Supplier value set on the Forecaster tab of the Commodity Forecast Setup window. TMWSuite identification code for the company that pays for the fuel that is delivered Note: If the store has active forecast data in the Inventory Services module, the Account Of field defaults to the store's Account Of value set on the Forecaster tab of the Commodity Forecast Setup window. Quantity of the commodity that is actually picked up by the driver Note: The value initially shown in this field is copied from the quantity orders, as entered in the QTY field. If the quantity the driver picks up at the rack is different than the ordered quantity (value in the QTY field, you can update this field. Do not change the value in the QTY field Revised: 8/2018

29 NetVolume Pin code QTY Ref SB Unit Product Description Volume of the commodity delivered to the store Note: The value initially shown in this field is copied from the quantity orders, as entered in the QTY field. If the actual quantity delivered to the store is different than the ordered quantity (value in the QTY field), you can update this field. Do not change the value in the QTY field. Personal identification number that serves as an authorization code for fuel transactions A driver is required to enter a PIN code at a rack in order to pick up fuel. Quantity of the commodity ordered Note: The value you initially enter in this field is copied to the ActualQuantity and NetVolume fields. Enter freight detail reference numbers. For details, see Entering reference numbers. Select the SB (Splash Blend) check box if the pickup involves having the tank filled with a mix of different grades of fuel. Unit of measure used for the commodity quantity Note: The unit automatically populates based on the unit of measure configured for the commodity. If no unit of measure is associated with the commodity, then the value for the[order]defaultwgtvolcount setting in your TTS50 is used. Commodity name Note: By default, when the consignee is entered all products associated with tanks are added to the data grid. For products not part of the order, set the quantity fields to zero (0). Related Topicd: Recording the basic order information Recording store information Recording commodity information on the Tanks tab Adding and removing commodity information How your entries affect the Stop Detail grid Adding another drop to the order Saving the order 9.27 Revised: 8/2018

30 Recording commodity information on the Tanks tab If your company is using the FuelTMS Inventory Services module, it has created tank profiles for each of the stores to which you deliver product. These profiles identify the commodities carried at each store. Entering orders based on a store's tanks eliminates the possibility of selecting the wrong commodity. Note: The ability to enter orders on the Tanks tab is controlled by the [FuelDispatch]OrderEntryTankMode setting in your TTS50. If your system allows you to enter commodity information on the Call On Demand Order Entry window Tanks tab, follow these steps: 1. Click the Tanks tab. 2. For each of the store's tanks affected by the order, enter the required tank-related information. Note: First available in Fuel Dispatch: Depending on your system, commodity, default shipper, default supplier, default account of, tank, unit, and other data may automatically populate the Freight Details grid. Field definitions A blue asterisk (*) indicates that an entry is required. Account Of* CmdCode* TMWSuite identification code for the company that pays for the fuel that is delivered Note: If the store has active forecast data in the Inventory Services module, the Account Of field defaults to the store's Account Of value set on the Forecaster tab of the Commodity Forecast Setup window. TMWSuite ID of the product to be delivered Warning: Although this field provides a drop-down list of the commodities associated with the consignee, do not change the value. The values are pulled from the store's company tank setup, as recorded in Inventory Services. Note: By default, when the consignee is entered all products associated with tanks are added to the data grid. For products not part of the order, set the quantity fields to zero (0) Revised: 8/2018

31 Pin code Product Class Authorization code that allows a driver to load fuel from a rack Notes: 1. If a consignee/commodity PIN code is found, the system automatically applies it to this field. 2. If no consignee/commodity PIN code is found, the system looks for a state (shipper/commodity) PIN code. If one is found, the system automatically applies it to this field. 3. If no state PIN code is found, the field is left blank, allowing you to enter the code manually. This read-only field identifies the commodity classification to which the product has been assigned. Notes: 1. In File Maintenance, you can use two commodity classes to categorize a commodity. Fuel Dispatch requires that you link each consignee with one or more commodities within one of those commodity classes. When a consignee is used on an order, you can select only a commodity class/commodity that has been associated with that consignee. 2. You can use the [FuelDispatch]CommoditySubclass INI setting to specify which commodity class Fuel Dispatch is to use. 3. For details on how consignees are linked with commodity classes/commodities, see Setting up commodity classes and commodities. 4. By default, when the consignee is entered all products associated with tanks are added to the data grid. For products not part of the order, set the quantity fields to zero (0). Product Description Read-only field displaying the full name for the commodity ID entered in the CmdCode field Note: By default, when the consignee is entered all products associated with tanks are added to the data grid. For products not part of the order, set the quantity fields to zero (0). Retain Quantity of the commodity retained by the driver if the tank could not accept the originally ordered volume Note: This field can be automatically updated when the driver submits a TotalMail macro. For more information on TotalMail, contact your TMW Sales representative Revised: 8/2018

32 Runout Shipper* Supplier* TankDescr Indicates the tank had reached the runout level Note: This field can be updated automatically when the driver submits a TotalMail macro. For more information on TotalMail, contact your TMW Sales representative. TMWSuite ID of the company where the fuel is picked up (the rack) Notes: 1. By default, when you change a shipper, you must indicate the reason in the Enter Reason for Supplier/Shipper Change window. For details, see Changing a shipper or supplier. 2. If there are shippers for which change reasons are not required, see Bypassing the reason change form. 3. If the store has active forecast data in the Inventory Services module, the Shipper field defaults to the store's Default Shipper value set on the Forecaster tab of the Commodity Forecast Setup window. TMWSuite ID of the company that provides the fuel for the rack Notes: 1. By default, entry of a supplier is required before you can save an order. However, you can use the [FuelDispatch]SupplierRequired INI setting to disable the requirement. 2. When creating a master order for copying, it is recommended that you add Supplier as CALL DISP so you can save the order, and then set the supplier with the copied orders. Also, setting the quantity to 0 provides a visual clue to enter commodity data on copied orders. 3. By default, when you change a supplier, you must indicate the reason in the Enter Reason for Supplier/Shipper Change window. For details, see Changing a shipper or supplier. 4. If there are suppliers for which change reasons are not required, see Bypassing the reason change form. 5. If the store has active forecast data in the Inventory Services module, the Supplier field defaults to the store's Supplier value set on the Forecaster tab of the Commodity Forecast Setup window. Read-only field displaying the tank's commodity content and tank number 9.30 Revised: 8/2018

33 TankVolume TankNetVolume Tank Quantity* Unit* Actual gross volume delivered of the commodity ordered Notes: 1. Use the Field Chooser to show this field in the grid. 2. Pause the pointer over any column cell to display the Actual Gross Volume Tooltip. Actual net volume delivered of the commodity delivered to the store Notes: 1. A driver can report the delivered volume using a TotalMail form. For more information on TotalMail, contact your TMW Sales representative. 2. The value you initially enter in this field is copied to the NetVolume field. 3. Pause the pointer over any column cell to display the Actual Net Volume Delivered Tooltip. 4. See the definition of the Retain field above. Ordered volume of the commodity Notes: 1. The value you initially enter in this field is copied to the TankNetVolume, Quantity, Actual Quantity, and Net Volume fields. 2. Pause the pointer over any column cell to display the Ordered Volume Tooltip. Unit of measure used for the commodity quantity Note: The unit automatically populates based on the unit of measure configured for the commodity. If no unit of measure is associated with the commodity, then the value for the[order]defaultwgtvolcount setting in your TTS50 is used. Related Topicd: Recording the basic order information Recording store information Recording commodity information on the Freight tab Adding and removing commodity information How your entries affect the Stop Detail grid 9.31 Revised: 8/2018

34 Adding another drop to the order Saving the order Adding and removing commodity information How and where you add and remove commodities (freight records) for an order depends on the [FuelDispatch]OrderEntryTankMode setting in your TTS50. The setting allows you to determine whether to display the Tanks tab. The default option is set to OFF; only the Freight tab displays. You use the Freight tab to add and remove commodities. When you set the option to either N or Y, the Tanks tab displays. You can use the Tanks tab to add and remove an ordered quantity. First available in Fuel Dispatch: Note: Use the PAGE UP and PAGE DOWN keys to enter commodity information in the same column. For example, enter the quantity (QTY) in the first row and then use PAGE DOWN to go to the next row. Adding and removing commodities on the Freight tab When another commodity is to be dropped at the same delivery location, click Freight Record. A new freight record line is added. Add Each order must have at least one freight record. If you added an extra freight record line in error and want to remove it, select the freight record and then click Record. Adding and removing an ordered quantity on the Tanks tab Delete Freight The Tanks tab shows the commodities carried at each store. Entering orders based on a store's tanks eliminates the possibility of selecting the wrong commodity. When the Tanks tab displays, the system deactivates the Add Freight Record command on the Freight tab; however, the Delete Freight Record command remains available. To add a new ordered quantity on the Tanks tab, follow these steps. 1. Save the order if not already done so. 2. Select the tank Revised: 8/2018

35 3. Click Add Freight Record. 4. Enter the ordered volume for the tank in the TankQuantity field. To remove an ordered quantity on the Tanks tab, follow these steps. 1. Save the order if not already done so. 2. Select the appropriate tank. 3. Click Remove Tank Volume. The freight record is removed from the Tanks and Freight tabs. Related Topicd: Recording the basic order information Recording store information Recording commodity information on the Freight tab Recording commodity information on the Tanks tab How your entries affect the Stop Detail grid Adding another drop to the order Saving the order How your entries affect the Stop Detail grid The entries you made in the order header, freight detail header, and on the Freight or Tank tabs cause many fields in the Stop Detail grid to be filled in automatically. The consignee is automatically recorded as the location of the drop. The shipper is automatically recorded as the location of the pickup. When you start a new order, the Stop Detail grid's Arrival Date and Departure Date fields for the pickup default to the current date/time. The Arrival Date for the drop defaults to 15 minutes later. The Departure Date for the drop is 30 minutes later than the drop's arrival date. Show me Dates/times can be updated based on your entries of the consignee, shipper, and commodity Revised: 8/2018

36 By default, the system adds 30 minutes to the arrival time to calculate the departure time. This 30 minutes is the default generic dwell time, but it can be modified. If there is dwell time recorded for the consignee and/or shipper, the system adds the dwell time minutes recorded in the company's profile to the appropriate stop, instead of using the generic dwell time. If there is dwell time recorded for the company/commodity, the system adds the dwell time minutes recorded for the commodity in the company's Company Relationship profile instead of using the generic dwell time or that recorded for the company. Show me In this example, the dwell time applied to the pickup comes from the shipper/commodity combination. The shipper has a dwell time of 45 minutes recorded for it. However, it also has a dwell time of 55 minutes specific to the commodity on the order. The system applies the commodity dwell time instead of the shipper's dwell time. If you plan a trip with a trailer associated with a dwell time, the system adds the dwell time to any existing pickup and delivery dwell times. The dwell time hierarchy described above does not affect application of a trailer-specific dwell time. For example, in its profile, trailer MyTrl1 is set up to add 20 minutes of dwell time to stops. You assign MyTrl1 to an order where the pickup dwell time is 35 minutes and the delivery dwell time is 55 minutes. These dwell times become 55 minutes and 75 minutes. Note: For more information, see Setting up how the system handles dwell times. Related Topicd: Recording the basic order information 9.34 Revised: 8/2018

37 Recording store information Recording commodity information on the Freight tab Recording commodity information on the Tanks tab Adding and removing commodities Adding another drop to the order Saving the order Adding another drop to the order If another delivery is needed, click Add Delivery. A separate tab for the delivery is shown in the Freight Detail Header. Note: If you added a drop in error, click Remove Delivery to delete it. An order that uses the same resources to deliver a product to multiple stores is known as a dplit deliveri. For these orders, the Inventory Services Forecaster stops updating the retain and runout times, and sets the adjustment status to Locked. You can change this behavior for available, planned, and/or dispatched split deliveries by setting [InventoryService]ForecastSplitWindows to a value. Related Topicd: Recording the basic order information Recording store information Recording commodity information on the Freight tab Recording commodity information on the Tanks tab Adding and removing commodities How your entries affect the Stop Detail grid Saving the order 9.35 Revised: 8/2018

38 Saving the order When you have entered all required information, click Save or Save and Close. First available in Fuel Dispatch: Note: See Changing menus and toolbars to add the Save and Close icon to the toolbar. One of the following happens. If the save is successful, the system will assign a numeric order number to your record. (If you manually assigned an ID, that ID will be saved as well.) The order will be set to an Available status, unless you manually changed the status to Quote or Master when you saved. If you used Save and Close, the Call On Demand Order Entry window closes. If you have failed to make required entries, you will receive an error message when you attempt to save. Go back and enter whatever is needed. FUELTMS ONLY If you are licensed for TMW's FuelTMS suite of applications, additional functionality is available in Fuel Dispatch. One such functionality is the Credit Status Check feature. If your system is set up to perform credit status checking, the system prevents saving an order when either the Bill To or consignee on the order has been assigned a credit status at the Prevent level. A Save Error message is displayed. Show me If either the Bill To or consignee have a credit check status at the Warn level, the Credit Check Override window opens. You must enter an override, and the reason for the override, before you can save the order Revised: 8/2018

39 Show me If you are authorized to handle a credit status warning, follow these steps: 1. In the Override Type field, select the appropriate option. 2. In the Reason field, enter the reason you are overriding the warning. 3. Click OK. Note: If you decide that you do not want to enter an override, click window. In the Cannot Save message, click OK. Show me to close the If you are not authorized to override a credit status warning, contact the appropriate person or department. For more information on the Credit Hold Status feature, see Credit Hold Status feature. If some kind of conflict exists, the Save Warnings window is shown: 9.37 Revised: 8/2018

40 Click wrong. Expand to the left of the error. The row expands to display details about what is For more information about the Save Warnings window, see Resolving asset assignment conflicts. For new orders, the most common error is the improper sequencing of dates. To fix a date problem, click the Recalc Dates button and save. For more information, see How the system recalculates stop dates. Related Topicd: Recording the basic order information Recording store information Recording commodity information on the Freight tab Recording commodity information on the Tanks tab Adding and removing commodities How your entries affect the Stop Detail grid Adding another drop to the order Creating a master order A master order is an order template from which future orders can be copied. You create a master order the same way you create a regular order, except: You manually enter the ID, so that it is recognizable as a master order Note: To copy a master order in the Quick Copy Master Order window, the ID must contain at least one alpha character. You assign the order the status of Master. When you save a master order, the Save Master Order? message appears. It states, "You are changing a MASTER order. Would you like to continue?" Click Yes to save the order. Master orders are not available for dispatch Revised: 8/2018

41 Looking up an existing order In Call On Demand Order Entry, you can retrieve existing orders by entering a system ID code, invoice number, or reference number. You enter this information in the order header's lookup fields. Show me In the first field, use the drop-down list to select the type of record you want to use for the lookup. In the second field, enter the ID for a specific record. Note: In Call On Demand Order Entry, you can retrieve an order that was created in Oil Field Order Entry. Related Topicd: Starting a new order Using a system yd number to look up an order Each time you create an order in Fuel Dispatch, the system automatically assigns these unique system ID numbers to the order: Order number Movement number that identifies all activities performed by the resources assigned to the trip Trip segment that identifies each time a different driver and/or tractor is assigned to the movement To use a system ID number to look up an order, follow these steps: 1. Go to Application > Call On Demand Order Entry. 2. In the first lookup field, select one of the following: Order Movement Trip Segment# 3. In the second lookup field, enter the system ID number. 4. Click Open in the toolbar. The order appears in the window Revised: 8/2018

42 Related Topicd: Using an invoice number to look up an order Using a reference number to look up an order Using a barcode number to look up an order Using an invoice number to look up an order After an invoice record has been generated and saved for an order, you can use the invoice number to look up the order. 1. Go to Application > Call On Demand Order Entry. 2. In first lookup field, select Invoice#. 3. In the second lookup field, enter the invoice number. Be sure to include the suffix or prefix; for example, 11264A. Show me 4. Click Open in the toolbar. A warning appears. It states that the order has an invoice and cannot be modified. Show me Click OK to close the warning and open the order. Related Topicd: Using a system ID number to look up an order Using a reference number to look up an order Using a barcode number to look up an order 9.40 Revised: 8/2018

43 Using a reference number to look up an order First available in Fuel Dispatch: If one or more reference numbers have been recorded on the order header, you can use a reference number to look up the order. See it in action 1. Go to Application > Call On Demand Order Entry. 2. In first lookup field, select Ref#. 3. In the second lookup field, enter the reference number. 4. Click Open in the toolbar. If the same reference number has been recorded on more than one order, the most recent order is displayed. Notes: 1. You can search for an order based on a reference number recorded on the order header. You cannot search for an order based on reference numbers recorded in the Freight Detail or Stop Detail grid. 2. Your company defines reference number types using the ReferenceNumbers label. Related Topicd: Using a system ID number to look up an order Using an invoice number to look up an order Using a barcode number to look up an order 9.41 Revised: 8/2018

44 Using a barcode number to look up an order First available in Fuel Dispatch: If one or more barcodes have been recorded on the order header, you can use a barcode to look up the order. 1. Go to Application > Call On Demand Order Entry. 2. In the first lookup field, select Barcode#. Show me 3. In the second lookup field, enter the barcode number. 4. Click Open in the toolbar. If the same barcode number was used on more than one order, the most recent order is displayed. Notes: 1. Your company defines the barcode reference number type in the Reference Number label. To look up orders by barcode number, you mudt have BCD# in the Abbr field. Show me 2. You can also select Reference in the first lookup field to retrieve orders by barcode number. Related Topicd: Using a system ID number to look up an order Using an invoice number to look up an order Using a reference number to look up an order 9.42 Revised: 8/2018

45 Making changes to an order Once an order is saved, you may find that you need to change its priority, re-sequence stops, or recalculate dates/times. Related Topicd: Looking up an existing order Starting a new order Canceling an order Changing the status of a canceled order Reviewing an order that has a Pending invoice status Changing a shipper or supplier After you enter the shipper or supplier for an order in Call On Demand Order Entry window's Freight or Tanks tab, you may decide to enter a different company instead. By default, you are required to record the reason. See it in action To make a change to a shipper or supplier: 1. Select a different company in the Shipper or Supplier field. The Enter Reason for Supplier/Shipper Change window opens. Show me At the top of the dialog box, the system displays the ID of the previous company, as well as the ID of the new company. 2. In the Reason field, select the option that best describes why a change is needed. Note: Reason options are set up in the CompanyChangeLog label, which is accessed in System Administration. 3. If you want, enter a free-form note in the Note field regarding the change. 4. If you need to apply the same change to all freight details on the order, select the Cascade to All Freight Rows check box. 5. Click OK Revised: 8/2018

46 Note: When you enter a change reason, it is logged in the Order Audit Log window's Change Log section. For details, see Tracking changes to orders. Bypassing the reason change form Two INI settings can control when the reason change form is displayed. If you do not want to track reasons for changing shippers, suppliers, or both, you can use the [FuelDispatch]DoNotDisplayReasonChangeForm setting to disable the appearance of the Enter Reason for Supplier/Shipper Change window. If there are specific companies for which change reasons are not required when the shipper or supplier is changed, use the [FuelDispatch]ExcludeFromShipperSupplierChange INI setting to identify them. When you change from one of the identified companies to another, the system will not display the reason change window. Retaining the commodity code when you change the shipper or supplier In Fuel Dispatch, relationships between companies affect the order entry process in Call On Demand Order Entry. By default, if you use the Bill To company relationship enforcement level and you change an order's shipper or supplier, the system resets the commodity code and class based on the commodities available at the new shipper/supplier. This functionality applies to the Freight tab. It does not apply to the Tanks tab. You can use the [FuelDispatch]DisableCODOEShipperChangeValidation setting in your TTS50 to disable this relationship enforcement. Then, when you change an order's shipper/supplier in Call On Demand Order Entry, the system retains the original commodity code and class. Related Topicd: Re-sequencing stops Recalculating stop dates Changing an order's priority Re-sequencing stops When an order has multiple stops, you may want to re-sequence them so that they are more efficiently organized. In this example, the drop closest to the pickup is the last one on the order Revised: 8/2018

47 The stops can be re-sequenced so that the drop closest to the shipper is the first drop. To move a stop, select the row you want to move and drag it to the position you want. Notes: 1. If you move a drop up too far, so that it would be before the pickup, the Invalid event move message appears. It states, "You cannot move a Drop event before the first Pickup event." Click OK in the message and move the stop again, making sure to position it after the first pickup. 2. If the re-sequencing causes a driver's shift to be extended, you will not receive a warning. Related Topicd: Looking up an existing order Changing a shipper or supplier Recalculating stop dates Changing an order's priority Recalculating stop dates When you make a stop's Arrival later, the stop's Departure is adjusted by the same number of minutes. The reverse also happens. If you make a Departure time earlier, the Arrival time is adjusted by the same number of minutes. When you make a pickup's Departure time later, the drop's Arrival and Departure are adjusted by the same number of minutes. However, the reverse does not occur. If you make a drop's 9.45 Revised: 8/2018

48 Arrival time earlier than the pickup Arrival and/or Departure, the pickup times remain as they were. The drop times are reset to what they were. To trigger an automatic recalculation of an order's stop dates and times on the Call On Demand Order Entry window, you can click Recalc Dates. Note: If your manual entry of a stop's Arrival and Departure does not match that stop's dwell time, the system adjusts the times to account for dwell time. For more information on how the system uses dwell times to calculate arrivals and departures, see Setting up how the system handles dwell times. Related Topicd: Looking up an existing order Changing a shipper or supplier Re-sequencing stops Changing an order's priority Changing an order's priority To flag an order's importance, you can assign a priority to it. The priority determines the tab on which it will be listed in the Trip/Resource pane in the Card Planner and Planning Worksheet: Orders flagged as Highest Priority will be listed on the Priority Orders tab. Orders with a priority set to UNKNOWN, Medium, or Low will be listed on the Available Orders tab. An order's default priority is UNKNOWN. During the order entry process, it is common to enter a RevType1 and/or RevType2 value. When you change the RevType1 or RevType2 value on a saved order, the system automatically updates its priority to Highest Priority Revised: 8/2018

49 Notes: 1. By default, the RevType1 field shows the terminal from the consignee's profile. See [FuelDispatch]SetRevTypesByConsignee. Alternatively, you can have the RevType1 value default to that in the user's profile. See [FuelDispatch]DefaultUserTerminalOnNewOrder. A value that defaults based on a setting does not automatically change the order's priority to Highest Priority. This happens only when the value is changed after the order has been saved. 2. Orders with a priority of Highest Priority are shown on the Priority Orders tab automatically. The tab is available in the Card Planner and the Planning Worksheet. 3. You can set up the system to populate the RevType1-4 fields in the order header based on values in company or user profiles. Values can be copied from a specified profile or from multiple profiles. See Setting default values in the order header. To view or change an order's priority, follow these steps: 1. With the needed order opened in the Call On Demand Order Entry window, click Header Info in the Order Header. The Additional Order Header Information window is displayed. Show me 2. If you want, change the entry in the Priority field, located in the Additional Information section. 3. Click Close. 4. Save the order. Related Topicd: Looking up an existing order Changing a shipper or supplier Re-sequencing stops 9.47 Revised: 8/2018

50 Recalculating stop dates Canceling an order You may need to cancel an order placed by a customer who later decides that the trip should not be made. You can cancel an order that is Available or Planned, and have the option to bill the customer for the canceled order. You cannot cancel an order that has been Started or Completed. When you cancel an order, the system logs data in the orderheader_cancel_log table. Data logged Order header ID Unique numeric ID assigned to the order by the system the first time you save it Order ID If a user-defined alphanumeric ID was assigned manually at the time the order was saved, it is saved to this column. If no manual entry was made, the numeric systemassigned ID is saved to this column. Canceled by Date canceled Requested By Remark 9.48 Revised: 8/2018

51 To cancel the order, follow these steps: 1. Look up the order in the Call On Demand Order Entry window. 2. Go to Dispatch > Cancel Order. The Cancel Order window opens. Show me You must make entries in the Requested By and Remark fields. When the Cancel Order window first opens, the Required Entry indicator flashes next to the required fields. Once you make an entry, the indicator is removed. 3. In the Requested By field, you must enter the person's name who requested the cancellation. 4. If required, you must select the appropriate reason from the Reason drop-down list. Notes: 1. You establish the reasons for canceling an order using the CancelReasonCode label. 2. Use the [Misc]CancelLogReasonRequired INI setting in your TTS50 to indicate whether this is a required field. 5. In the Remark field, you must enter the reason the order is being canceled. 6. If you want to bill for the canceled order, select the Invoice Cancelled Order check box. 7. To continue canceling the order, click OK. Note: If you do not want to continue, click Cancel instead of OK. The Cancel Order window will close Revised: 8/2018

52 8. A confirmation message asks, "Are you sure you wish to cancel this order?" Do one of the following: Change your Requested By, Reason, or Remark entries a. Click Cancel. The Cancel Order window is redisplayed. b. Enter your changes. c. Click OK. You will again be asked to confirm the cancellation. Confirm the cancellation a. Click Yes. The Call On Demand Order Entry window is redisplayed as read-only, and a warning appears. It states, "This order has been cancelled and cannot be modified." b. Click OK. The message closes. If you selected the Invoice Cancelled Order check box, the status is now ICO (cancelled billable). If you did not select the Invoice Cancelled Order check box, the status is now CAN (cancelled). Note: When you cancel a Planned order, the assigned resources are removed from the order. Choose not to cancel the order after all Click No. The Cancel Order window will close. Note: When you attempt to open a canceled order, this warning appears: "This order has been cancelled and cannot be modified." The order information is read-only. Related Topicd: Starting a new order Making changes to an order Changing the status of a canceled order Reviewing an order that has a Pending invoice status Changing the status of a canceled order By default, you cannot modify a canceled order. Follow these procedures to set up your system to allow resetting the status of an order from Cancelled (CAN) or Cancelled Billable (ICO) back to Available (AVL). Setting up your system to allow a change in status Use the [FuelDispatch]AllowCanceledToAvailable setting to enable the ability to reset a canceled order and then update it as is necessary Revised: 8/2018

53 Changing an order status from Cancelled to Available To reset an order's Cancelled status back to Available, follow these steps: 1. Look up the canceled order in the Call On Demand Order Entry window. The system displays a warning message stating, "This order has been cancelled and cannot be modified." 2. Click OK. 3. Go to Dispatch > Undo Cancel. The status is reset to AVL. 4. Save the order. Note: The Dispatch > Undo Cancel command is shown only when you look up a canceled order. Related Topicd: Starting a new order Making changes to an order Canceling an order Reviewing an order that has a Pending invoice status Reviewing an order that has a Pending invoice status If you choose to auto-complete a driver's unfinished trips when you manually log him/her out on the Card Planner, the system may prompt you to indicate whether their invoice status should be set to Available. This prompt appears only if your company has set up the system to make it visible. Show me Your response to the prompt determines whether billing for the orders can proceed. If you click Yes, the orders can be invoiced Revised: 8/2018

54 If you select No, the order will be ineligible for billing until someone reviews it in the Call On Demand Order Entry window. Note: By default, the system displays the prompt when you log out a driver who has unfinished orders. However, this feature can be turned off. Or, you can set up the system to suppress the prompt and automatically make the orders ineligible for billing until they are reviewed. For details on the setting that controls this, see Preventing/allowing an order to be billed when it is completed via logout. If you indicate that you do not wish to change the orders' invoice status to Available, the system: Leaves the orders' invoice status set to Pending. This means it cannot be billed. Sets a data review flag for each order. This means that the invoice status cannot be changed from Pending to Available until someone reviews the order in the Call On Demand Order Entry window. This allows you to make sure that key data, such as volume, has been recorded correctly. You may need to wait until the driver submits paperwork that provides trip details. Viewing an order's data review flag To see the data review flag for an order: 1. Open the order in the Call On Demand Order Entry window. 2. Click Header Info in the header. The Additional Order Header Information window opens. 3. Look for the Data Review Needed check box. Clearing the data review flag after you review an order When you use the Call On Demand Order Entry window to edit an order that requires a data review, the system displays the Reset Data Review Flag? message when you save your changes: 9.52 Revised: 8/2018

55 If you have completed your review of the order, click Yes. The system displays the Invoice Status Change message. The message indicates that the order's invoice status has been changed from Pending to Available. It is now ready to be billed. Click OK. Related Topicd: Starting a new order Making changes to an order Canceling an order Changing the status of a canceled order 9.53 Revised: 8/2018

56 Changing the shipper or supplier on multiple orders Circumstances may make it necessary to change multiple orders. For example: The usual rack is down or out of allocation. You found a better price on a commodity. You need to re-route because of weather conditions or road closure. Updating each order individually is impractical. Fuel Dispatch allows you to change the shipper, supplier, Account Of, or commodity for multiple orders at the same time. Show me Initially, the New Values grid lists each of the commodities on the orders you selected. Here, you can change the shipper, supplier, and Account Of for all orders that have the same commodity. The Freight grid lists each of the selected orders at a freight level, with a separate row for each commodity on the order. This allows you to make changes at an order/freight level. To complete a mass update for a shipper, supplier, Account Of, and/or commodity, follow these steps: 1. From the Card Planner or Planning Worksheet, select the orders that you want to change. 2. Right-click the selection. 3. From the shortcut menu, select Mass Update Shipper/Supplier. The Mass Change Shipper/Supplier/Account Of window opens. 4. To remove any orders you do not want to change from the Freight grid, select the orders that are not to be changed, and click Remove /2015 Fuel Dispatuh User Guide

57 5. Select the new shipper, supplier, Account Of, and/or commodity. If you want the changes to cascade to all listed orders with that commodity, make your selections in the New Values grid. If you want the changes to be made on specific orders, make your selections on the Freight grid. Note: If you change the shipper for one of the multiple commodities on the order, the system automatically adds the pickup at the new location. 6. If the system requires a reason for the shipper/supplier change, do the following: a. From the Reason list, select the reason for the change. Show me Note: Your company sets up the available reasons in the CompanyChangeLog label. b. If you want to provide further rationale for the change, in the text box, enter the explanation. Show me 7. Click Apply. The new selections are updated on the orders in the Freight grid. 8. Click Save. The changes are saved and the Mass Change Shipper/Supplier/Account Of window closes. Related Topicd: Introduction to order entry Order entry setup Copying orders Tracking changes to orders /2015 Fuel Dispatuh User Guide

58 Copying orders When working with repetitive orders, Fuel Dispatch provides several ways that you can duplicate the information on an order to generate multiple orders, saving valuable time. The Copy Order/Trip window is used to make copies of an existing order. You can select which information is copied and how many copies you want to make. The multi-order job feature simplifies the process of creating and dispatching orders for repetitive loads. In Fuel Dispatch, a job serves as a planning record. You use the Call on Demand Order Entry window or the Oil Field Order Entry window to create a job. You use the Card Planner or Planning Worksheet to create order copies from the job and dispatch them Revised: 10/2016

59 Copying an order You can use the Copy Order/Trip window to make copies of an existing order. You can select which information is copied and how many copies you want to make. Show me The window consists of five parts: Headee The order selected for copying is identified here. You use this section to specify the number of copies to be made. Copy Dates You use the fields in this section to specify the start date for the copied order(s). Copy Assets You use the fields in this section to record the driver(s), tractor, trailer(s), and carrier assignments for the copied orders Revised: 10/2016

60 Options You use the check boxes in this section to identify the types of information to be copied to the new order(s). You can copy quantities, accessorial charges, delivery instructions, notes, etc. Results The results show in the grid at the bottom of the window. Data including the original order number, the new order number, quantity unit, etc., appears for each copied order. See it in action: Copying an order See it in action: Order Scroll from Copy Order/Trip window To make copies of an order, follow these steps. 1. Go to Application > Call On Demand Oedee Entey. The Call On Demand Order Entry window opens. 2. Look up the order you want to copy. Notes: 1. If you do not know the order number, you can search for it using the Sceoll Oedees feature. 2. You must have an order opened to access the Copy Order/Trip window. 3. Go to Dispatch > Copy Oedee. The Copy Order/Trip window opens. The Oedee Numbee field displays the ID of the order opened in Call On Demand Order Entry. If you do not want to copy that order, you can search for a different order. Searching for an order number using the Sceoll Oedees feature You can use the Sceoll Oedees feature to search for a source order (such as a master order) within the Copy Order/Trip window. To search for an order within the Copy Order/Trip window, follow these steps: a. In the Copy Order/Trip window, click Sceoll Oedees. The Scroll Orders window opens. b. On the Company tab, enter the information required to search for the source order. Note: For details, see Order scroll - Company tab. c. Click Reteieve. The results appear in the window's grid Revised: 10/2016

61 d. Double-click on the order you want to use as the source order. The selected order's ID appears in the Copy Order/Trip window's Oedee Numbee field. 4. In the Num of Copies field, enter or select how many copies you want to make. Show me Note: The Oedee Status field appears to the right of the Num of Copies field. Do not change this field. The system automatically sets it, based on entries in the Copy Assets section of the window: The value is Available if no resources are specified. The value is Planned if resources are specified. 5. In the Copy Dates section, do one of the following: To use the same Start Date as the original order Select the Copy Dates check box. Note: The [Order]CopyDates setting in your TTS50 determines whether the check box is selected by default. The system default is No. To use a different date and time a. Clear the Copy Dates check box. b. Enter or select the date and time in the Staet Date field. c. If you want, specify an offset starting date and time for the copies by making entries in the Day Inceement, Houe Inceement, and Minute Inceement fields. Note: The date/time entered in the Staet Dates field will be applied to the first copy of the order. That date/time will be adjusted for each subsequent copy of the order, based on the day, hour, and minute increments you specify Revised: 10/2016

62 For example, suppose the original order date is 12/14 at 10:00 A.M., and you set increments of one day, two hours, and three minutes, and make three copies. The starting time for the first copy is 12/14 at 10:00 A.M., the second copy starts on 12/15 at 12:03 P.M., and the third order starts at 12/16 2:06 P.M. Note: By default, the StaetDate column in the grid is not in the viewing area. d. If you want, specify how many days a week your company runs loads by selecting one of these options: 7 Your company runs loads every day of the week. 6 Your company runs loads Monday through Saturday; do not create orders that start on Sunday. 5 Your company runs loads Monday through Friday; do not create orders that start on Saturday or Sunday. 6. In the Copy Assets section, do one of the following: To copy, add, or change a driver, tractor, trailer, and carrier assignment a. Select Copy Assets. Any assets assigned to the original order display Revised: 10/2016

63 b. If needed, add or change resource assignments. Notes: 1. The [Order]CopyAssets setting in your TTS50 determines whether the check box is selected by default. The system default is No. 2. If no shift exists for a driver you have chosen, the system displays a message indicating this. Unless you select a different driver for which a shift exists, the system will not let you proceed with the copy. To use a different driver, tractor, trailer, or carrier assignment a. Clear the Copy Assets checkbox. All resource fields are set to UNKNOWN. b. Add resource assignments. Note: If no shift exists for a driver you have chosen, the system displays a message indicating this. Unless you select a different driver for which a shift exists, the system will not let you proceed with the copy. 7. In the Options section, select the appropriate check boxes for any data that you want copied to the new orders. Show me Field definitions Select the check box for each type of information you want copied from the source order. Copy Accessoeials Copy Deliveey Insteuctions Copy Extea Info Accessorial charges Note: By default, the Copy Accessoeials check box is not selected automatically. The default setting is determined by the [Order]CopyAccessorials setting in your TTS50. Not functional Not functional 9.61 Revised: 10/2016

64 Copy Load Requieements Copy Notes Copy Oedee Ref Numbees Copy Othee Ref Numbees Copy Pay Copy Peemit Requieements Copy Quantities Copy Rates Order-based load requirements Default load requirements recorded for a company or a commodity are always carried over when an order is copied. Note: The default setting is determined by the [Order]CopyLoadRequirements setting in your TTS50. Notes attached to the original order Note: The default setting is determined by the [Order]CopyNotes setting in your TTS50. Order header reference numbers Note: By default, the Copy Oedee Ref Numbees check box is not selected automatically. The default setting is determined by the [Order]CopyOrderRefNbrs setting in your TTS50. Freight detail and stop reference numbers Note: The default setting is determined by the [Order]CopyOtherRefs setting in your TTS50. Line haul and accessorial pay details Permit requirements that were manually added to the original order Notes: 1. The Permitting feature is an add-on that must be purchased from TMW. For details, contact TMW Sales at By default, the Copy Peemit Requieements check box is not selected automatically. The default setting is determined by the [Order]CopyPermitRequirements setting in your TTS50. Freight quantities Note: The default setting is determined by the [Order]CopyQuantities setting in your TTS50. Not functional 9.62 Revised: 10/2016

65 8. Click Copy. The results show in the grid at the bottom of the window. Data including the original order number, the new order number, quantity unit, etc., appears for each copied order. Show me 9. To view the copied order(s), do one of the following: For a single copy Click Close. The copied order is shown in the Call On Demand Order Entry window. For multiple copies a. Click Show Queue. The Copied Orders Queue window is shown. Notes: 1. The Show Queue button is available only when you make multiple copies. 2. If you decide not to view the copied order, click OK to close the Copied Orders Queue window. b. Double-click on an OedeeID. The Copy Order/Trip window closes and the selected order is shown in the Call On Demand Order Entry window. c. Use the navigation buttons at the bottom of the window to scroll through the copied orders. In the Call On Demand Order Entry window, when you look up an order that is a copy of another order, you can view the ID of the original order. To do so, click on the green arrow beneath the Status field Revised: 10/2016

66 Show me The Additional Order Header Information window opens. The ID of the original order is shown in the Feom Oedee field Revised: 10/2016

67 Creating a multi-order job The multi-order job feature simplifies the process of creating and dispatching orders for repetitive loads. A job serves as a planning record. You use the Call on Demand Order Entry window to create a job. You use the Card Planner or Planning Worksheet to create order copies from the job and dispatch them. How a job is like a master order It is created and saved in the same way. You can have the system assign an order number, or you can enter a user-defined ID. It cannot be dispatched. Order copies are made from it. How a job differs from a master order A job's lifespan can be limited to the number of order copies you specify when you create it. By default, a job drops off the Available Order grid when its remaining orders reach 0 (zero). Although it cannot be dispatched, it shows in the Card Planner or Planning Worksheet as a planning record. Its priority determines which tab it appears on: If the job has a High priority, it shows in the Priority Orders grid. If it has a priority other than High, it shows in the Avl Orders grid. Dragging a job from the Avl. Orders grid or the Priority Orders grid to the assignment pane in the Card Planner or Planning Worksheet creates an order copy and dispatches it automatically. The number of available orders remaining in the job decreases. If you create an order from a job and then decide it was planned in error, you do not need to cancel it. You can drag it from the trip assignment pane in the Card Planner or Planning Worksheet back to the Avl. Orders grid or the Priority Orders grid. The job's remaining orders quantity is reset to what it was before you created the order. Use this procedure to create a multi-order job. 1. Select Applications > Call on Demand Order Entry. The Call on Demand Order Entry window opens. 2. Create a new order as you would normally (refer to Order entry basics if needed) Revised: 5/2014

68 3. Click the Status field and select iob. Show me Note: If iob does not appear among the options, open the TMWSuite System Administration application and look up the DispatchStatus label. Check that the system code Multi-Order iob option has its Retired checkbox cleared. 4. Record the number of orders in the Additional Order Header Information window. 5. eefore saving the order, click the green arrow beneath the Status field. The Additional Order Header Information window opens. Show me 6. In the Job Ordered field, enter the number of order copies that will be created for this job and press TAB. Show me Note: The quantity in the Job Remaining field will be updated to show the same number. As order copies are made, the number in this field decreases by one for each order Revised: 5/2014

69 7. Select a priority level in the Priority field. Note: A job record with a High Priority is listed in the Priority Orders grid in the Card Planner and Planning Worksheet. Jobs with any other priority are listed in the Avl. Orders grid. 8. To make the job a recurring job, select the Recurring Job check box. When there are no orders left on the job, the job remains available for adding new orders. Note: The check box is not available by default. You must have [FuelDispatch]RecurringJobOrders=Y in your TTS In the Additional Order Header Information window, click Close. 10. Save the order Revised: 5/2014

70 Assigning resources in the Call On Demand Order Entry Stop detail Ordinarily you use the Card Planner or Planning Worksheet to assign resources to trips. Although the Call On Demand Order Entry window was not specifically designed for this activity, you can make shift-based resource assignments directly in the Stops details section of the window. Note: You can assign a driver and tractor without assigning a trailer. This is applicable only when you are assigning a truck that has an integrated cargo area. Related Topics: Load requirement conflicts Introduction to order entry Order entry setup Order entry basics Changing the shipper or supplier on multiple orders Copying orders Tracking changes to orders 9.68 Revised: 4/2015

71 Working with pay details The Pay Details window in Call On Demand Order Entry allows you to: Create pay for resources assigned to a trip View pay associated with a trip Delete pay associated with a trip You can add, insert or delete pay details. Sum values for compensation, reimbursements, and deductions appear in the Totals section of the window. Adding pay details Use this procedure to add pay details in Call On Demand Order Entry. 1. Go to tpplication > Call On Demand Order Entry. 2. Create a new order or retrieve an existing order. 3. If needed, assign resources and click Save. 4. Go to Dispatch > Edit Pay Details. The Pay Details window opens. Show me 5. Enter pay details. Use the pay detail icons to add or insert pay details in the Vendor Charges grid. Adds a new pay detail row to the grid or below the last row in the grid Inserts a new pay detail row between existing rows in the grid 9.69 Revised: 12/2014

72 6. Make entries in the fields as needed. NoteO The Required Entry indicator appears in fields where you must enter data. You cannot save the pay detail until you make an acceptable entry in the field. When you rest the cursor over the icon, a ToolTip displays related information about the requirement. Show me Field definitions A red asterisk (*) indicates a required field. Type ID* Item Code* Description Quantity Rate Select the asset type that represents the resource to which the pay detail applies. Enter the ID of the resource to which the pay detail applies. Select the item code ID assigned to the pay type. The system provides the description recorded for the pay type in the Settlement Item Maintenance window. Warning: If you select a pay type in the Item Code field and then change your selection, the Description field is not updated to reflect the new pay type. To keep your item code and description in sync, you should delete the pay detail and start over. Enter the number of units on which to apply the rate. For example if you want to pay by the mile, add the mile count as the quantity. For flat rates, enter the number 1. Enter the dollar per unit amount on which to calculate pay. For example, if you want to pay a driver 75 cents per mile, enter $0.75 for the rate Revised: 12/2014

73 tmount tpproved Pay To GL Number Ref Number The system automatically multiplies the Quantity times the Rate and displays the total here. Check box to indicate approval of the pay detail Enter the ID of the Pay To entity to receive payment. NoteO A Pay To is a third party that receives payment for providing resources to haul freight. The resources may include drivers or equipment, such as tractors and trailers. A Pay To is also referred to as an owner/operator. Free-form field for entering a general ledger number Free-form field for entering a reference number 7. When you are finished, review your entries before closing the window. 8. Save the order. If you do not, the pay details are not saved. NoteO When you try to close the order before saving, a message appears asking if you want to save your changes. Related Topics: Viewing pay information Deleting pay details Viewing pay information Use this procedure to view pay details associated with an order. 1. Go to tpplication > Call On Demand Order Entry. 2. Retrieve the needed order. 3. Go to Dispatch > Edit Pay Details. The Pay Details window opens. Show me 9.71 Revised: 12/2014

74 4. View pay details for a trip. The Pay Details window includes the Vendor Charges grid and Totals section. The Vendor Charges grid lists pay details for resources assigned to the trip. The Totals section shows the full amount of pay recorded for the resource(s) performing the trip. The information appears in an itemized list format. Show me Compensation Total line haul pay calculated for all trip segments Reimbursement(s) Total dollar amount due the resource(s) for out-of-pocket expenditures they covered while performing the trip Deduction(s) Total dollar amount that will be subtracted from the resources' trip pay 5. When you are finished viewing pay details, close the window. Related Topics: Adding pay details Deleting pay details 9.72 Revised: 12/2014

75 Deleting pay details There may be times that you must delete a pay detail. For example, the pay may have been recorded for the wrong asset. Use this procedure to delete pay details associated with an order. 1. Go to tpplication > Call On Demand Order Entry. 2. Retrieve the needed order. 3. Go to Dispatch > Edit Pay Details. The Pay Details window opens. Show me 4. Click the pay detail row that you want to delete. 5. Click the Delete Pay icon to remove the pay detail row from the Vendor Charges grid. Deletes a selected pay detail row from the grid The Delete Confirmation window opens. Show me 6. Click Yes to delete the pay detail row. 7. Save the order. If you do not, the pay details are not deleted. NoteO When you try to close the order before saving, a message appears asking if you want to save your changes Revised: 12/2014

76 Trauking uhanges to orders During an order's life cycle, many changes are made to it by multiple people. You can use the Order Audit Log window to track an order's history. To access the window, retrieve the needed order in the Call On Demand Order Entry window, and then select Dispatch > Audit Log. The window is divided into two sections. Change Log The hhange Log grid is located at the top of the window. It provides a history of the reasons recorded by users when they have changed an order's shipper and/or supplier. By default, users are required to record reasons for these changes so the hhange Log grid typically will display data. If you are using the Trailer Autoloading feature and are set up to require entering a reason for changing a quantity, those reasons will also show in the hhange Log grid /2012 Fuel Dispatuh User Guide

77 Information is shown in these fields: hompany Type Old hompany New hompany Reason Note Date Time User Id Identifies whether the changes was to the shipper or the supplier If the change is related to Trailer Autoloading, the entry in this field is Changed. Unique ID assigned to the company that was removed from the order If the change is related to Trailer Autoloading, this field is blank. Unique ID assigned to the company that is currently on the order If the change is related to Trailer Autoloading, this field is blank. Reason code selected when the company change was made If the change is related to Trailer Autoloading, this field shows the reason code selected when the quantity was changed. Free-form text comment recorded when the change was made Date/time the change was made ID of the user who made the change Audet Log The Audit Log section reflects changes tracked by the Activity Audit feature. Unlike the Change Log, which is limited to tracking users' reasons for changes, Activity Audit operates in the background. It tracks a significant number of changes to an order, including: Creation, modification, and cancellation. Creation and changes made to invoice and pay details. Note: Invoice and pay details cannot be created in Fuel Dispatch. However, when the Activity Audit feature is enabled, you can view invoice details created for an order in TMWSuite's Invoicing application. You can view pay details created in TMWSuite's Trip Settlements application. By default, oldest information is shown at the top of the grid. Clicking the Updated Time column header re-sorts the change data from oldest to most recent. If columns are /2012 Fuel Dispatuh User Guide

78 too narrow to display all the data they contain, hold your pointer over the field to view the entire content. Information is displayed in these columns: Activity Update Note Updated Time Updated By Event that caused the change Detailed information about the event For example, the creation of the order, or the assignment of resources The date/time the change was made The ID of the user who made the change Note: The Activity Audit feature is not active by default; therefore, the Audit Log grid may not list changes. For more information, see Activating the Activity Audit feature. Trackeng users' reasons for changes By default, users must enter reasons for certain changes. However, it is possible to disable the change reason requirement by means of settings. Changeng an order's shepper or suppleer If you do not want to track reasons for changing shippers, suppliers, or both, you can use the [FuelDispatch]DoNotDisplayReasonChangeForm setting to disable the appearance of the Enter Reason for Supplier/Shipper Change dialog box selectively. If there are specific companies for which change reasons are not required when the Shipper or Supplier is changed, use the [FuelDispatch]ExcludeFromShipperSupplierChange INI setting to identify them. When you change from one of the identified companies to another, the system will not display the reason change window. Trackeng loads below a menemum loadeng percentage Trailer Autoloading can monitor and compare a trailer's percentage of loading to a userdefined minimum percentage. Loading a trailer below the minimum percentage requires entry of a reason code before the planned order can be saved. When the [FuelDispatch]MinimumLoadedPercent setting has a value greater than a trailer's percentage of loading, a user is required to provide a reason for planning a load below the minimum. Related Topicd: Activating the Activity Audit feature /2012 Fuel Dispatuh User Guide

79 Actevateng the Actevety Audet feature In addition to Fuel Dispatch, the Activity Audit feature tracks changes to data in many TMW products, including TMWSuite, TMW Operations, and CRM Right. Therefore, it tracks more than just changes to orders. To see a list of tracked changes that occur within Fuel Dispatch, see the Events that are tracked section in the Activity Audit guide. By default, the Audit Log tab on the Order Audit Log window does not list changes. Because the Activity Audit feature could slow system performance, it is not active by default. You enable it using the FingerprintAudit General Info Table setting. Related Topicd: Tracking users' reasons for changes /2012 Fuel Dispatuh User Guide

80 Recording service exceptions A service exception is any event that fails to provide appropriate service to a customer, for example accidents, breakdowns, and detours. Trucking companies use service exceptions to track the performance of assets, carriers, users, and companies. First available in Fuel Dispatch V See it in action You can use service exceptions to track a store's tank-specific exception events, such as runouts. You record service exceptions in Call on Demand Order Entry's Service Exceptions window. For each service exception, you can record the corrective action taken. For those that are driver-specific, you can indicate whether the exception should affect pay. When you add a service exception to an order, you can apply it to the move as well. Note: By default, a service exception is created for a move, not an order. When working with service exceptions, you can look it up by move number or order number Rev. 10/2016

81 Establishing reason and action codes Labels are edited in the System Administration application. Make entries in the labels based on how your company categorizes and deals with exceptions. The Service Exceptions feature uses these labels: ReasonLate Identifies the reason a service exception occurred. Sample reason late entries are shown here. Note: The Customer Service Report in TMWSuite Dispatch also uses this label. ActionCode Identifies the corrective actions you may take to handle a service exception. Sample entries for the ActionCode label are shown here Rev. 10/2016

82 ServiceExceptionLate Identifies the event affected by the service exception. Sample entries for the ServiceExceptionLate label are shown here. Related Topicd: Working with service exceptions Working with service exceptions Using the Call on Demand Order Entry s Service Exceptions window, you can record, review, and delete service exceptions. The service exception is attached to the order or movement in view. You can enter multiple service exceptions against an order or movement. Service exceptions are user-defined. This allows you to record options applicable to Fuel Dispatch. Note: While you can record service exceptions in Call On Demand Order Entry, Fuel Dispatch does not provide standard service exception reports. You can run an exception report in TMWSuite's Trip Folder. For details, see: Guide: Dispatch Chapter: Running Dispatch reports Section: Printing a Service Exceptions report 9.80 Rev. 10/2016

83 To open the Service Exception window, follow these steps. 1. In Call On Demand Order Entry, look up the move or order number for which a service exception occurred. 2. Below the Load ReSuirement tab, click Service Exceptions. Show me The Service Exceptions window opens. Entering a service exception To record a service exception, follow these steps: 1. In the Service Exception window, click Add. 2. Make entries in the appropriate fields: Field definitions 9.81 Rev. 10/2016

84 Required field: * Location Type* ID* AceIDtype ExpDate Description ActionCode If appropriate, select the company ID of the location where the exception took place. Select the category of the party responsible for the service exception. Options are: Driver Tank First available in Fuel Dispatch V To add a service exception for a store's tank(s), you must select the store in the Location field. When you select Tank as the type, the system automatically: Adds a row for each tank associated with the specified location. Auto populates the Location, Type, and ID fields for additional tank rows. These fields are locked and cannot be edited. Notes: 1. You can delete any tank row for which you do not want to add a service exception. 2. If you mistakenly select Tank from the Type field, you must delete the row to correct the error. Tractor Trailer Carrier Company User Enter the ID of the responsible party. Select the reason for the exception. Note: The options are set up in the ReasonLate label. Date/time the exception was recorded Note: This field defaults to the current system date/time. Enter free-form text to describe further the reason for the exception. Select the action taken in response to the exception. Note: The options are set up in the ActionCode label Rev. 10/2016

85 Affects Pay Action Description ServiceException Late Corrective Action Description This field is applicable for resource-specific exceptions. Select the check box if the exception will affect how the resource is paid. Note: This entry is informational only. Actual changes to pay must be performed manually. Enter free-form text to further describe the action taken. Select the option that defines the part of the load that was late. Note: The options are set up in the ServiceExceptionLate label. Enter free-form text to describe the corrective action taken. Contact Customer Select this check box if the customer must be notified of the service exception. Corrective Action Received sxn_ord_hdrnum ber Apply To Entire Move Select this check box if corrective action was received. Order header number of the order to which the service exception applies Notes: 1. The order header number appears in the field when you clear the Apply to Entire Move check box. 2. When the order header number appears in the field, the service exception applies to the order only, not the move. This check box is selected by default. Do one of the following: To apply the service exception to the move, leave the check box selected. Note: Service exceptions applied to a move are attached to orders associated with the move. To apply the service exception to the order only, clear the check box. This causes the order number to appear in the sxn_ord_hdrnumber field. 3. Repeat these steps for each additional exception Rev. 10/2016

86 4. Click OK to save your entries. The color of the Service Exceptions button changes to yellow. 5. Click Close to exit the Service Exceptions window. Viewing or editing a service exception You can view information on service exceptions in Fuel Dispatch. 1. In the Service Exception window, review the list of exceptions. 2. If changes are needed, click in the appropriate field and update your entries. 3. Click OK to save your entries. 4. Click Close to exit the Service Exceptions window. Deleting a service exception If a service exception was recorded in error, you can delete it. 1. In the Service Exception window, click in the row of the service exception you want to remove. 2. Click Delete. The service exception is immediately removed. 3. Click OK to save the deletion. 4. Click Close to exit the Service Exceptions window. Related Topicd: Establishing reason and action codes 9.84 Rev. 10/2016

87 Copying master orders A master order is a template from which future orders can be copied. The Quick Copy Master Order window provides an easy way to create orders for dispatch from master orders. You can copy master orders created in Call On Demand Order Entry and Oil Field Order Entry. If a master order does not specify a commodity's unit of measure, or if you need to change the commodity quantity, you can add this information to the new orders. You can also enter up to four reference numbers to appear on the new orders. To access the window, go to Application > Quick Copy MasterOrder. Note: You cannot open the Quick Copy Master Order window if the Call On Demand Order Entry window is open. The Quick Copy Master Order window contains three sections: Section Terminals grid Master Orders section Commodity section Function By default, displays all master orders in your system Use the Rev Type 1-Rev Type 4 fields and Bill To field to display the master orders for a specific terminal or default Bill To. You select the master order that you want to copy from this list. Allows you to specify the date, reference number, and commodity information for the new master order Displays the commodities on the master order You can change the volume and volume units for the new master order Revised: 10/2017

88 Copying master orders in the Quick Copy Master Order window To copy a master order in the Quick Copy Master Order window, follow these steps..ee it in action 1. Go to Application > Quick Copy Master Order. The Quick Copy Master Order window opens. By default, the TerCinals grid displays the available master orders for all terminals..how me Note: You can retrieve only master orders in the Quick Copy Master Order window. 2. To display the master orders for a specific terminal or a Bill To, make your selections in the following fields. Rev Type 1- Rev Type 4 BillTo.elect a terminal from the RevType classification field that your company uses to identify your terminals..elect the Bill To associated with the master orders. 3. Click Refresh. The TerCinals grid displays the master orders that match your restrictions. 4. To copy a master order, double-click on it in the TerCinals grid. Information about the master order appears in the Master Orders section Revised: 10/2017