Commonly Used System Programs User s Guide

Transcription

1 Commonly Used System Programs User s Guide Introduction Hot keys have been developed to allow the user to directly access Commonly Used System Programs (CUSPs). Hot keys are displayed on a green bar menu shown at the bottom of each menu screen. See the example below. Type C for the Charges Program, D for Rate Quotes, etc. CUSPs allow you to: C Look up shipment charges for a customer D Provide rate quotes for a customer J Obtain information about company-owned equipment K Print and display freight bills U Display unpaid and interline bills H Look up customer sales and payment history R Look up live bills and generate A/R aging W Access the Office Automation Menu I Pro lookup by Interline Carrier Q Print Que Selection 14

2 B Log Off alphatruck? Switch to another module T Trace a shipment Charges Lookup Program I. Introduction to CHARGES Lookup Program The CHARGES Lookup Program (CLP) was designed to enable customer service to answer the question: What were the charges on my shipment? With CHARGES you can: Look up information about specific shipments using a number of different methods, i.e. PRO, shipper s number, trailer number, etc. Display and/or print a freight bill Get a cumulative total of pieces, weight, revenue based upon the selected information. A. CHARGES Lookup Display 15

3 B. Modes Field. The MODES field displays the modes in which CHARGES is currently operating. The display can be shown in the form of Tracking information or Freight Bill display. The MODE can be changed by pressing [F1] or F1= Toggle Display key shown at the bottom of the screen. 1. Search By Code. The Search BY Code field contains the various methods that can be used in performing a CHARGES search. Notice this field indicates by the asterisk ( * ) there are choices for input. Use the TAB key to determine by which method you will perform your search (see Maneuvering Through alphatruck ). Once you have selected the method for your search, press ENTER. For example, if the search is by the freight bill number or PRO number, show 6 in this field and press ENTER. 2. Beginning Value. Information shown in this field tells the system where to begin looking. In other words, if you have indicated you are performing a search based on the PRO number, type the PRO number in this field and press ENTER. The system will begin searching in the system s memory from that number forward. If the PRO number is found, it will be displayed on the first line of the CHARGES display. IF NO BEGINNING VALUE IS SHOWN, THE SYSTEM WILL BEGIN SEARCHING FOR ALL INFORMATION IN THE SYSTEM S MEMORY, BASED ON THE SEARCH CODE SELECTED. 3. Beginning Date. The beginning date tells the system to further narrow its search based upon the ship date entered. Dates are shown in 6-digit format. For example, October 11, 1999 would be shown as The system will convert the date into MM/DD/YY format. Based upon the Search By Code, the date may not be required. For example, if you are searching by a PRO number, the system does not need to know the date. If you are searching by a shipper s name, consignee s name, shipper s reference number, etc., you could narrow down the search by indicating a ship date where the system should begin to look. Press ENTER if the date has been entered. 4. Terminal. The system will search for the information at the specified terminal location. Here again, this information may not be needed based upon the Search By Code. If the Search By Code is a wide range, such as Shipper/Consignee Name, it helps to narrow down the search if the system knows to which outbound/inbound terminal the customer belongs. Otherwise, all shippers/consignees, etc. in the system s memory will searched for by the criteria entered in the Beginning Value field. 5. In/Out Code. This field is optional. It simply tells the system if your search criterions are inbound or outbound (or both inbound and outbound) in relationship to the terminal code, if the terminal code is shown. NOTE: The only input that is necessary to perform a search is in the 16

4 Search By Code field. All other fields are optional. A field can be skipped by pressing ENTER. C. Displaying a Search. If a search has been performed correctly, the result of the search will be displayed in the Search Display (see the example below). All of the charges that meet the requirements of the search are displayed. (Sometimes there may be just one, if you search with a specific code like a PRO number or there may be many if you search with a general code like the Shipper s name. In this example, the search was performed by Shipper s name (Code 1) and the beginning value was DPS Software, terminal code SEA, and the search was for outbound shipments. D. Displaying a Specific Charge (Freight Bill). After a search has been completed, it is possible to select a specific charge (freight bill) to be displayed in detail. A detail of a charge is selected by entering the corresponding character to the left of the Shipper s Name. This letter will range from A to M. There are two different modes that can be used to display charge details. Whether or not the bill is shown as a bill display or trace display, depends upon the mode shown in the MODES field (See B in this section). 1. Bill Display: Bill Display Mode displays information about a given freight bill. This includes the name of the shipper, consignee, shipment information, and an itemized account of all charges for a specific bill. 17

5 2. Trace Display: Trace Display displays the Bill Status System Information Display. This includes current status and location of the shipment, types of actions, such as manifesting, dispatching, print of delivery receipts, etc., and dates and times of all actions and events for a given bill. E. Scroll Modes. Sometimes a search will find more charges than can be displayed in the Search Display. This happens when CHARGES finds more than 13 charges (bills) that meet the stipulations of the search. In this case, CHARGES allows the user to scroll up or down the list of charges in the Search Display. The user can scroll in either of two directions, depending on the Scroll Mode in which CHARGES is operating. 1. Forward Mode. This mode allows the user to scroll down the list of charges. 2. Reverse Mode. This mode allows the user to scroll Back up the list of charges. You can toggle between scroll modes by pressing the [F2] key (F2=Toggle Direction ) function key. 18

6 F. Display Screen. Thirteen (13) lines of bill information are displayed on each screen. Shipper s name, origin terminal, consignee s name, destination terminal, PRO number, pieces, weight, revenue, shipment date, delivery due date, type charges, Void/COD, and delivery exception information are all displayed to the user on the display screen. In the example below, the first bill listed on line A was selected by pressing the letter A. Function keys allow further information to be seen. Notice on the bill display screen in column ABC the code letters CCC are displayed. Column A indicates whether or not the charges moved as PPD or COL. In this case C indicates the charges on this bill moved COLLECT. In column B, C indicates there was a C.O.D. charge on this shipment. Column C indicates the delivery message as to whether or not the shipment delivered C -Clear, O -Over, S -Short, or D - Damaged. This shipment shows C, indicating the shipment delivered clear (free of exception). The display also indicates whether or not an image of the delivery receipt and bill of lading are on file in the company s imaging system. Various function keys shown at the bottom of the bill display allow additional information regarding the shipment to be seen by the user. Certain information, such as pickup and delivery schedules, updates to due dates, and remarks can be added to the shipment after it has been billed. Messages regarding the handling of a shipment can be posted to the Bulletin Board, tying the information to the history of the PRO. This tool can be useful since it can also document who has viewed the information. Once information has been tied to the bulletin board, it cannot be erased. The bulletin board function is similar to that of the Remarks function, except that remarks can be erased and are not a permanent part of the PRO s history, unlike a bulletin board message. Bulletin Board messages are also sent to the attention of another user(s), calling special attention to the needs of the shipment. See the bulletin board message on this PRO in the example below. 19

7 Notice the documentation of which users viewed the message entered on this shipment. The actual message is read by pressing ENTER and pressing A, or subsequent lines if there is more than one message tied to the PRO. 20

8 RATE Program A. Introduction to the RATE Program The RATE Program was designed to provide shipment rate quotations to customers. With RATE, you can: Provide an automatic rate quote based on postal codes Apply a customer s discount or non-standard rate level Display a rate table for a particular origin/destination combination. II. Accessing RATE RATE is accessed in the same way as any of the Commonly Used System Programs. (See the CUSP Introduction on page 2 for more information). To access RATE, type the letter D at any menu displaying the CUSP Selection Bar. III. Using RATE This section will explain how to use the RATE Program. A. RATES and CHARGES Quotation Display 1. SETUP Bar. Displays the various mode options in which RATE operates, including TRAFFIC Type, Multiple Shipment, and Manual Rate options. Use the [F3] key to access the SETUP bar. 21

9 DESCRIPTION OF RATE QUOTE 2. ORIGIN/DESTINATION Screen. The origin postal code and the destination postal codes are input in these fields. The city, state, terminal and service type information matching the postal codes are automatically displayed by the system. 3. RATE BASE Display. Contains the basic rate base information, including the tariff level and the unit options for a particular origin/destination combination. 4. QUOTATION Display Section. Contains the text of a rate quotation, the shipment Totals bar (total weight and charges), and customer specification input field. 5. *HELPS. Just as in other alphatruck programs, some input fields have a special table that is used to define codes. By using the TAB key, the *HELPS field displays the choices for entry in that particular field. 6. FUNCTION KEY bar. The Function Key bar displays special functions and shortcuts that are available in RATE. B. Using the RATE Program. The most basic function of RATE is to allow the user to generate a rate quote for a customer s shipment. 1. Origin and Destination. RATE generates rate quotes based upon the postal codes of the origin and destination. The first step in generating a rate quote is to specify the origin and destination or a shipment. 22

10 a. Postal Code*. The 5-digit zip code for both the origin and destination are typed into this field. The Cntry* field can be changed by pressing the left arrow key when the cursor is in the Postal Code* input field. If the postal code is unknown, proceed to the city field, type in the city and press [F2]. A list of zip codes for that city will be displayed and the user can select a corresponding postal code. b. City Name, State, Terminal, and Service. If the user inputs a valid zip/postal code, RATE will automatically display the appropriate City and State, Terminal, and Service information in this field. For example, if the postal code is typed into this field, RATE will automatically display Pasadena, CA as well as the corresponding terminal which serves Pasadena, along with service info, i.e. origin/destination carrier SCAC. 2. Rate Base. RATE automatically displays rate base information if valid postal codes are input into the Origin and Destination fields. a. Rate Base. The rate base input fields include Class and Minimum. RATE will display values automatically with valid postal codes. The user can edit these values by pressing the [F4] key. Note: Line 24 displays the F4=Rate Base reminder. b. Tariff-Level*. The Tariff-Level* input fields include Class, Minimum, Percent, Non-Intra, and Default Class. RATE will display values automatically with valid postal codes. The user can edit these values by pressing the [F3] key. The user can edit the Percent value directly by pressing the [F2] key. Note: Line 24 displays the F2=Pct Level and F3=Tariffs reminders. c. Units*. The Units* input fields include weight and currency for both input and output. RATE will display values automatically with valid postal codes. The user can edit these values by pressing the [F7] key, or the F7=Chg Units Function key. Weight can be toggled between kilograms and pounds using the TAB key. Currency can be toggled between U.S. dollars, Canadian dollars, and Mexican pesos using the TAB key. 3. Displaying a Rate Table. The user can display a RATE Table for a particular origin/destination combination by pressing the [F6] key, or the F6=Rates function key (see also the MILES Program). RATE will display the Rate Table screen. The first step in viewing a rate table is to specify the type of shipment. a. Select Rates to VIEW. The user specifies the shipment type in the TRUCKLOAD OR L/T/L (T OR L) input field and the Class or Minimum (C or M) input field. 23

11 RATE will then display the Rate Table. The user can return to the RATES and CHARGES Quotation screen by pressing ESC or ENTER after the entire table is displayed. 4. Specifying a Customer. RATE allows the user to automatically apply discount or non-standard rate levels to a customer charge. This function will also allow the user to input new customer information. The first step in specifying the customer is to press the [F4] key or the F4=Customer function key. The customer requesting the rate quote can also be entered further into the quote by pressing the [F8] key or the F8=Customer function key. a. Enter Code of CUSTOMER Requesting Quote. RATE uses the same Customer Code system to identify customers as all of the alphatruck programs. This means that a customer is identified by the same code regardless of which application or system program is being used. Normally, this code is defined as the first four letters of the customer s name plus all the numbers of the street address. 1. When you know the customer s code. This is the simplest of the four options. The user simply types the standard alpha/numeric customer code. 2. When you only know a part of the customer code. RATE allows you to enter a partial customer code. RATE will then scroll through all of the customers whose codes match the partial code. This is accomplished by pressing ENTER. The user then selects the appropriate customer to use. Customer codes can only be re-displayed by starting over with the first half of the customer s code. 3. When you don t know the customer s code. This option is useful if the user doesn t know any digits of a customer s code. RATE has a built in browse function that lets the user look through the list of all of the customer codes that are in the system memory. This is accomplished by typing any 4 digits in the customer code prompt. For example, type AAAA or It doesn t matter if these codes aren t valid for the browse function. Press the [F1] key or the F1=Browse function key and RATE will then display a list of possible codes from which the user can select the appropriate one to use. Use the [F1] key again to scroll Forward for the next page and the [F2] key to scroll in Reverse for the previous page within the list when making your selection. b. OK. After a valid customer code has been selected, RATE will display the Name and Address of the customer. The user then has several options.. 24

12 1. Original. This option is selected by pressing the * key or the *=Original function key. 2. Accept. This option is selected by pressing the X key or the X=Accept function key. 3. Append. This option is selected by pressing the? key or the?=append function key. After the customer code has been accepted, RATE returns to the RATES and CHARGES Quotation screen. The customer specified will be displayed in the Customer field under the Totals bar. 5. Generating a Rate Quotation. Rate quotes are generated in the same format as Freight Bills. a. Pounds*. RATE highlights the Pounds input field first. There are two kinds of entries that can be entered in a rate quotation: a shipment charge, a non-shipment charge, or general remarks. All three of these entry types originate in the Pounds input field. 1. Shipment Charge. To enter a shipment charge, the user inputs the weight of the shipment in the Pounds field. Next, RATE will highlight the Class* field. The user inputs the NMFC Class of the shipment in this field. The possible class codes can be toggled using the TAB key. 2. Non-shipment Charge. RATE also allows the user to enter nonshipment charges on a quote, such as service, equipment, or consulting charges. A non-shipment charge is entered onto the rate quote by using a code that corresponds to that type of charge. For example, CN is the code for consulting service. Possible codes can be toggled using the TAB key. The user enters the charge in the Charges field after entering a remark or description. 3. General Remarks. General Remarks are entered onto the rate quote in the same way as non-shipment charges. The list of possible codes for general remarks can be toggled using the TAB key. For example, B is the code for the remark, Bill-To. Miscellaneous or custom remarks can be entered by typing the letter X in the Pounds input field and then typing the custom remark. b. Total. A rate quotation is usually composed of a combination of charges and remarks. When the user has finished constructing the various charges and remarks on the quote, the charges can be totaled. This is 25

13 accomplished by typing the letter T in the Pounds input field. The total of all the charges will then be displayed in the Totals bar. c. Archiving, Printing, and Entering Remarks. After a rate quote has been generated, the user has several options. 1. Archive Quote. Archiving a quote allows the user to store the rate quotation for later access. An archived quote can also be accessed from the Freight Bills Program, which saves time and increases efficiency. A quote is archived by typing the letter A or pressing the A=Archive Quote function key. Press ENTER and RATE will then display a number that codes the quote, e.g. Archived Under QUOTE NUMBER 92. This number code is essential for future retrieval of the rate quote. 2. Print Quote. The rate quote can be printed by typing the letter P or by pressing the P=Print Quote function key. 3. Enter Remarks. After a quote has been archived, it is possible to attach remarks to it, e.g. Quote given by AJS on 10/15/94. This is a different type of remark than those entered on the rate quote itself. These attached remarks are about the quote as a whole, and do not appear on the quote itself. Remarks are entered by pressing the [F8] key or the F8=Enter Remarks function key. 4. Rate Quote to Dispatch Screen. After a quote has been given, the user can move directly to the Dispatch screen by pressing the [F7] key or F7=Dispatch function key. Customer information on the rate quote, as well as weight, traffic type code, and P/C now carries over to the dispatch screen. Any remarks entered on the rate quote do not appear as remarks on the dispatch screen. Remarks on the dispatch screen are related to the pick-up only. 26

14 DISPLAY BILL Program I. Introduction to DISPLAY BILL Program With DISPLAY BILL you can: Display a bill by its PRO number Generate complete A/R information to assist driver release Generate complete A/R aging for a customer Print a copy of a freight bill Display freight bill status II. Accessing DISPLAY BILL DISPLAY BILL is accessed in the same way as any of the Commonly Used System Programs. (See the CUSP introduction on page 2 for more information). This is generally done by typing the letter K from any menu displaying the CUSP Selection Bar. III. Using DISPLAY BILL This section will explain how to use DISPLAY BILL. A. DISPLAY BILL Screen. The DISPLAY BILL screen is essentially the same screen that is used when displaying bills in CHARGES Lookup Program or in Enter Freight Bills Program. To access DISPLAY BILL, type the letter K at any menu displaying the CUSP Selection Bar. 27

15 1. PRO # Bar. Contains the input field for PRO # and the display fields for Biller and Ship Date. It also displays the mode in which DISPLAY is currently operating. 2. Shipper/Consignee Information Display. Contains the display fields for Code, Name, Address, Zip/City/State, and 2 nd Address for both shipper and Consignee. 3. BL Bar. Contains the input/display fields for BL#, *PCM, *2RI, PO#, RB, and PrtRev. 4. Bill Display. Displays the text of a customer bill. 5. *Helps. Just as in other alphatruck programs, some input fields have a special table that is used to define codes. The *Helps field displays the possible entries for the field when the TAB key is pressed. 6. Function Key Bar. The Function Key bar displays special functions and shortcuts that are available in DISPLAY Bill. B. Displaying a Bill. The first step in displaying a bill is entering the PRO number. The user types the PRO Number of the bill to be displayed in the PRO # input field. Note the Enter PRO Number To Display prompt on the Function keys. DISPLAY will display important bill information in the Bill Display Screen described above. Freight bill status will be displayed in the *Helps field. Debtor code and information will be displayed on the line below the *Helps field. 28

16 1. Pause. Sometimes, the entire bill is too long to display in its entirety in the Bill Display. In this case, DISPLAY will display only eight lines of a bill s remarks at a time. If a bill has more than eight lines, DISPLAY will display the first eight lines and then Pause the display. The user can display more of the bill by pressing ENTER, or by using the CR=Continue Function key until coming to the end of the bill. 2. Printing the Bill. The displayed bill can be printed by typing the letter P. The *Helps Display will remind you of this function. 3. Accounts Receivable. After a bill is displayed, the user can display A/R information for the customers associated with that PRO number. This is accomplished by pressing the [F1] key or the F1=Accounts Receivable Information Function key. Display will display Customer Type, Credit Status, Credit Limit, and A/R Due for the Shipper, Consignee, and Debtor. This information may be helpful for driver release. 4. A/R Aging. The user can display complete A/R aging for the Shipper, Consignee, or Debtor. For example, the user presses the [F1] key or the F1=Shipper A/R Aging function key. DISPLAY will then display an A/R breakdown for the customer, including current total for and amounts due for 15 days, 30 days, 45 days, 60 days, and over 90 days. 29

17 Notice the debtor for this shipment id displayed and their current A/R status. This information can be useful in releasing a driver who might be waiting for customer A/R information. Unpaid and Interline Programs I. Introduction to UNPAID and INTERLINE Programs With UNPAID, you can: Display unpaid freight bills Display paid information Look up Interline Payable information With INTERLINE, you can: Look up unpaid bills based on Interline carrier SCAC and PRO Number. II. Accessing UNPAID and INTERLINE UNPAID and INTERLINE are accessed in the same ways as any of the Commonly Used System Programs. (See the CUSP information introduction on Page 2 for more information). This is generally done by typing the letter U for 30

18 UNPAID and I for INTERLINE from any menu displaying the CUSP Selection Bar. III. Using UNPAID This section will explain how to use UNPAID. To access UNPAID, type the letter U at any menu displaying the CUSP Selection Bar. A. UNPAID Screen UNPAID SCREEN 31

19 1. Freight Bill Number bar. Contains the input field for the freight bill or PRO number. Also contains the Status display field. 2. Debtor/Shipper/Consignee Information Display. Displays the code, name, and address for the debtor, shipper, and consignee for the bill. 3. Basic Bill Information Display. This field is divided into three sections. The left section contains display fields for Shipped and Billed dates, as well as Age. The center section contains display fields for A/R, Balance, and Paid amounts. The right section contains Interline Carrier information, including display fields for Origin, Destination, and Paid amount. 4. A/R Payment History Display. This field displays the event history of a bill by G/L Transaction Number. The display fields include: Transaction: Contains the display field for a Trans. No. Date Paid Amount Due Amount Paid Delivered: Displays the delivery date Exception Type of Payment The A/R Payment History field also contains a Total Paid bar which displays the total amount that has been paid on a bill. 5. *Helps. Just as in other alphatruck programs, some input fields have a special table that is used to define codes. The *Helps field displays the possible entries for the field when the TAB key is pressed. 6. Function Key Bar. The function Key bar displays a special functions and shortcuts that are available in CHARGES. B. Displaying an Unpaid Bill. The first step in displaying an unpaid bill is entering the freight bill or PRO number in the Freight Bill Number input field. If a valid freight bill or PRO number is entered, UNPAID will display the status of that bill in the Freight Bill Number Bar. UNPAID will complete the display fields in the Debtor/Shipper/Consignee Information Display and display the A/R History in the A/R Payment History Display. The user then has several options. 1. Open Records. The user can scroll among open bill records. This is done by pressing the [F1] key or the F1=Nxt Open Function key to 32

20 view the next available open record or by pressing the [F2] key or the F2=PrvOpen Function key to view the previous open record. 2. History Records. The user can also scroll among history records. This is done by pressing the [F3] key or the [F2] F2=Prev Hist function key to view the previous history record. 3. Interline Lookup Screen. The Interline Lookup function is used by pressing the [F5] key or the F5=Interline Lookup function key. a. *Lookup Type. The first step in looking up a PRO Number by the interline carrier is to choose the type of customer. The available types are: D = Destination Carrier O = Origin Carrier P = Payable Carrier These codes can be toggled using the TAB key and the *Helps field. b. *SCAC Code. The next input field is *SCAC Code. The user inputs the SCAC Code of the interline carrier. The available codes can be toggled using the TAB key and the *Helps field. c. Beginning PRO. There are three options for using the Beginning PRO input field. 33

21 1. When you know the PRO number. This is the simplest of the three options. The user simply types the PRO number in the PRO number field. 2. When you only know a portion of the PRO number. UNPAID and INTERLINE allow the user to enter a partial PRO number. UNPAID or INTERLINE will then display all of the bills whose PRO numbers match the partial PRO number entered. 3. When you don t know the PRO number. This option is useful if the user doesn t know any digits of the PRO number. The user simply leaves this field blank and presses Enter. UNPAID or INTERLINE will then display all of the bills that meet the criteria as shown by the user in the Lookup Type and SCAC Code fields. d. Displaying a shipment. UNPAID will display a list of shipments with important information about each, including display fields for SCAC code, Interline PRO no., Our PRO no., Debtor, Shipper, and Consignee. The user can display a shipment by selecting the letter of the listed shipment, either by using typing the letter or using the appropriate function key. 4. Other Options. After the user displays a bill, the user has several options. a. Cross-Referenced PRO Numbers. UNPAID allows the user to generate and PRO numbers that are cross-referenced to the displayed bill. The user performs this function by pressing the [F5] key or the F5=Xref function key. b. Interline Payable Payment History. This option allows the user to generate an interline payable payment history for the customer that corresponds to the displayed shipment. This function is accomplished by pressing the [F6] key or the F6=Payable function key. c. Display Bill. The user can display the bill that corresponds to the displayed shipment by pressing the [F7] key or the F7=Display Bill function key. UNPAID then displays the bill, using the same format as the DISPLAY Bill Program. 34

22 IV. Using INTERLINE. The Interline Lookup function described in B3 above can be used from within UNPAID or it can function as a stand-alone program. INTERLINE is a separate CUSP from UNPAID, but it performs that same function as the Interline Lookup function. In some instances, it may be more efficient to access INTERLINE directly. In others, it may be more efficient to use Interline Lookup in UNPAID. Regardless of whether it is used in UNPAID or INTERLINE, the Interline function will operate as described in B3 above. To access INTERLINE LOOKUP, type the letter I at any menu displaying the CUSP Selection Bar. INTERLINE is accessed in the same way as any of the Commonly Used System Programs (see the CUSP introduction on Page 2 for more information). This is generally done by typing the letter I from any menu displaying the CUSP Selection Bar. 35

23 READOUT Program I. Introduction to READOUT Program The READOUT Program was designed to allow easy access to live customer bills. With READOUT you can: Look up live bills by debtor, shipper, or consignee code. Generate complete A/R aging for the customer. Print customer total reports and bills. II. Accessing READOUT READOUT is accessed in the same way as any of the Commonly Used System Programs. (See the CUSP introduction for more information). To access READOUT, type the letter R at any menu displaying the CUSP Selection Bar. III. Using READOUT This section will explain how to use the READOUT Program. A. READOUT Display 36

24 1. Mode Bar. The mode bar contains the Customer Type field and the scroll mode in which READOUT is operating. 2. Customer Display. The Customer Bar contains the Debtor/Shipper/Consignee (DSC) code input field and displays vital customer information. 3. Live Bills Display. The Live Bills Display shows a customer s live bills (A/R). 4. Customer Total Bar. READOUT will display the total of all of a customer s live bills in this bar, as well as a break down of the ages of the various bills. 5. *Helps. Just as in other alphatruck programs, some input fields have a special table that is used to define codes. The *Helps field displays the possible entries for the field when the TAB key is pressed. 6. Function Key Bar. The function key bar displays special functions and shortcuts that are available in READOUT. B. Looking up a Customer s Live Bills. The basic function of READOUT is to open or look up a customer A/R. This is a simple process involving 5 steps. 1. Selecting Customer Type. READOUT categorizes live bills by the type of customer that incurs them. The first step in looking up a customer s live bills is to specify the type of customer. The three customer type codes are: 37

25 Debtor Shipper Consignee The user selects a customer code by entering the code letter in the Open A/R by customer TYPE Enter Customer Type Code field. Possible entries will be displayed in the *Helps field. Choices can be toggled using the TAB key and selected using the ENTER key. 2. Debtor/Shipper/Consignee Code. After the user selects the customer type code, READOUT will highlight the Customer Code input field. This input field prompt will read either Debtor Code, Shipper Code, or Consignee Code depending on the customer type selected in the previous step (B.1). READOUT uses the same Customer Code system to identify customers as all of the alphatruck programs. This means that a customer is identified by the same code regardless of which application or system program is being used. (For more information, see Rates & Charges Quotation, Pg. 10, Sec. 4A). The user can input a customer code in two ways. a. Direct Input. The simplest way to input a customer code is to type the customer code at the prompt. (e.g. type DPSS924 as in the example of DPS Software Systems). b. Browse. The second option for inputting a customer code is used when the user does not know the customer s code. READOUT makes it possible to browse among all possible customer codes in the system. It is first necessary to input at least the four letters in the input field. Then press the [F1] key to use the browse function. READOUT will display any customer codes that match the input sequence. If there are no matches, READOUT lists all of the customer codes that are active in the system. The user can then select a customer code from the list. 3. OK. After the user inputs a customer code, READOUT will display that customer s Name and Address in the left section of the Customer Display. READOUT then gives the user three options. Original. This option is selected by pressing the * key or the *=Original function key. Accept. This option is selected by pressing the X key or the X=Accept function key. Append. This option is selected by pressing the? key or the?=append function key. 38

26 After the user accepts the customer information, READOUT displays more detailed customer information in the right half of the Customer Display. This information will include Terminal, Salesman, Credit Limit and Status, and Telephone and Fax number information. Use the function keys to edit this information. 4. Live Bills Display. READ OUT displays all of a customer s live bills in the Live Bills Display. READOUT displays the PRO Number of each bill, as well as the shipping date, billing date, delivery date, age, amount due, number of bill copies sent, Interline SCAC, status, and currency. Use the [F6] key to print the list of a customer s live bills. Use the [F8] key to enter REMARKS. a. Displaying a Bill. A bill is displayed in the same format as a Freight Bill. The user displays a bill by typing the letter that corresponds to the bill in the Live Bill Display, or the appropriate function key. The user can scroll through the list of bills. b. Printing the Bill. The displayed bill can be printed by typing the letter P. The *Helps Display will remind you of this function. c. Returning to the Live Bill List. The user can return to the list of live bills from a displayed bill by pressing ENTER. 5. Customer Total Bar. When the list of customer s live bills are displayed, READOUT will complete the total amount due and display it in this bar. READOUT will also display the amounts due for different age categories, including current total, 15 days, 30 days, 45 days, 60 days, and over 90 days. TRACE Program I. Introduction to TRACE Program. The TRACE Program is used to generate a chronological history of every event in the life of a freight bill. With TRACE you can: Trace the complete history of a bill or shipment Display a bill. II. Accessing TRACE TRACE is accessed in the same way as any of the Commonly Used System Programs. (See the CUSP Introduction for more information). This is generally done by typing the letter T for any menu displaying the CUSP Selection Bar. 39

27 III. Using TRACE This section will explain how to use TRACE. A. TRACE Shipment Screen. The main screen used in TRACE is the Bill Status System Information Display. To access TRACE type the letter T at any menu displaying the CUSP Selection Bar. 1. Shipment Information Display. Contains the input field for the PRO Number and the display fields for Shipper and Consignee. Also contains the display fields for Date Shipped, Pcs., Weight, and Revenue. 2. Shipment History Display. Contains the display fields for a bill s history. These are: Updated By: This field displays the initials of the user who logged the update or event). Current Shipment Location Status. (Location of the shipment at the time of the update----not the user s location) Type of Action for this Event Reference Code and Description Date and Time of Update or Event 3. *Helps. Just as in other alphatruck programs, some input fields have a special table that is used to define codes. The *Helps field displays the possible entries for the field when the TAB key is pressed. 40

28 4. Function Key Bar. The Function Key Bar displays special functions and shortcuts that are available in DISPLAY Bill. B. Tracing a Shipment. The user traces a shipment by entering its PRO Number in the PRO Number input field in the Shipment Information Display. If a valid PRO Number is entered, TRACE will complete the display fields in the Shipment Information Display, and display the shipment event history in the Shipment History Display. 1. Pause. Sometimes the shipment history is too long to display in its entirety in the Shipment History Display. In this case, TRACE will only display 12 lines of the event history at a time. If a history has more than 12 lines, then TRACE will display those 12 lines and then PAUSE the display. The user can display more of the history by pressing any key to continue, or by using the CR=Continue Function key, until coming to the end of the history. 2. Display Bill. The user can display the bill that corresponds to the displayed history by pressing the [F1] key or the F1=Display Bill Function key. TRACE then displays the bill, using the same format as the DISPLAY Bill Program. Miscellaneous CUSP Programs I. Introduction to the Miscellaneous CUSP Programs This section of documentation covers the remaining five CUSP Programs, including: Equipment, Office, Que, Bye, and Module, as well as Blind Features. II. Accessing the Miscellaneous CUSP Programs The Miscellaneous CUSP Programs are accessed in the same way as any of the Commonly Used System Programs. (See the CUSP Introduction on Page 2 for more information). This is generally done by typing the one letter code that corresponds to the program from any menu displaying the CUSP selection bar. Equipment J Office W Que Q Bye- B Module -? III. Using the Miscellaneous CUSP Program This section will explain how to use the Miscellaneous CUSP Programs. 41

29 A. EQUIPMENT EQUIPMENT provides a quick method of obtaining various information on company-owned equipment, including maintenance, fuel consumption, inventory, PM status, and current location. EQUIPMENT Screen. The central function of EQUIPMENT is performed from the Equipment Information Display Screen. The Equipment Information Display is divided into two sections. The first contains the Unit number input field and the Model Year, License, Date Expires, Location, Activity, Make, and Category display fields. To obtain information about a piece of equipment, the user types the unit number at the Unit Number input field (the systems defaults to the company SCAC). EQUIPMENT will then display information in each of the display fields. The final field in the first section is the Select Display input field. EQUIPMENT highlights this field after the user enters a unit number. The Select Display field is used to determine the information displayed in the second section of the Equipment Information Display. There are seven different types of information that EQUIPMENT can display in this second section: Fuel/Oil Usage, Maintenance, Inventory, PM Status, MCF History, General Info, and Enter Remarks. The user can scroll through the possible codes by using the TAB key. The possible codes will be *Helps field by using the TAB key. In the example above, code G General Info was used. 42

30 B. OFFICE. OFFICE provides easy access to the Office Automation Menu. The user accesses the functions of the Office Automation Menu by typing the appropriate code in the Enter Selection input field. From OFFICE, the user can access the Spreadsheet, Word Processor, T Mail by Telios Systems, Schedule, Alarm, Phone Call, Phone Log, and Message System programs. Notice also that the CUSP Selection Bar has two selections that are not normally contained. These functions will be described in the end of this chapter, in the section entitled Blind Features. C. QUEUE. QUEUE performs a system management function which allows the system manager to quickly examine the background job que file contents. D. BYE. BYE is a simple program which allows the user to LOG OFF the system. When a user finishes using the system, this menu choice should always be executed. BYE is executed by typing the letter B. E.? Module. MODULE is another simple program that performs a simple function. This allows the user to short circuit the menu tree by jumping from one module to another. For example, if the user is three or four menus deep in the menu tree for Module F, he or she could jump right to the Module A by typing the letter A. F. Blind Features. Besides the Commonly Used System Programs, alphatruck has a number of other system programs which are not listed as options on the CUSP selection bar. These programs are called blind features because they are not listed as menu options. The five blind 43

31 features and their functions will be described below. 1. MILES. MILES allows the user to generate a rate base for service between two service points. MILES generates this information when the user enters the postal codes of the terminal in the Origin Postal Code and Destination Postal Code input fields. The rate base is displayed in the answer section of the screen. MILES SCREEN. This option is accessed by typing the letter L at any menu displaying the CUSP selection bar. 2. Log to Different Company. In a multi-company environment, this program allows the user to log on to the different company options. This option is accessed by typing the letter N at any menu displaying the CUSP selection bar. 3. Phone Number. This program displays a list of company terminals and phone numbers. This option is accessed by typing the letter V at any menu displaying the CUSP selection bar. 4. Metropolis Process Status Report for All Users. This option is accessed by typing the letter Y at any menu displaying the CUSP selection bar. 5. Printer Status Report. This program generates a status report for a terminal printer. This option is accessed by typing the letter Z at any menu displaying the CUSP selection bar. 44

32 Commonly Used System Programs - Glossary of Terms A/R CLP CUSP DSC L/T/L MCF History MSM NMFC PM Status PRO SCAC Accounts Receivable Charges Lookup Program Commonly Used System Programs Debtor/Shipper/Consignee Less Than Load Major Component Failure History Master System Menu National Motor Freight Classification Preventative Maintenance Status Freight Bill Number Standard Carrier Alpha Code Commonly Used System Programs Index *Helps 8, 14-15, 18-19, 23-25, *SCAC 19-20, 25, 28, 31 A/R 2, 13, 15, 17-18, 22-24, 31 A/R Aging 2, 13, 15, 22 A/R Payment History Accept 11, 24 Accessing 7, 13, 16, 22, Activity 28 Age 17, 23, 25 Alarm 29 Amount Due 17, 25 Amount Paid 17 Append 11, 24 Archive Quote 12 Archiving 12 Balance 17 Beginning PRO 19 Beginning Value 4 Bill Display 4-6, 14, 25 Billed 17 Blind Features 27, 29 Browse 10, 24 BYE 27, 29 Category 28 Charges 2-8, 10-13, 18 CHARGES Lookup Program 3, 14, 31 CHARGES Search 45

33 Class 9, 11, 31 CLP 31 Commonly Used System Programs 2, 7, 13, 16, 21, 22, 26-27, 29, 31 Consignee 4, 6, 14-15, 17-18, 20, 22-24, 26, 31 Credit Limit 15, 25 Cross-Referenced PRO Numbers 20 Currency 9, 25 Current Location 28 CUSP 2, 7, 13, 16, 21-22, CUSP Selection Bar 7, 13, 16, 21-22, 26-27, CUSTOMER 2-3, 7-8, 10-11, 13-15, 19-20, Customer Code 10-11, 24 Customer Display Customer Total Bar 23, 25 Customer Total Reports 22 Customer Type 15, Date Expires 23 Date Paid 17 Debtor 14-15, 17-18, 20, 22-24, 31 Debtor/Shipper/Consignee 17-18, 23-24, 31 Default Class 9 Delivered 17 Delivery Date 17, 25 Destination 7-9, 17, 19, 30 Destination Carrier 19 Direct Input 24 DISPLAY BILL 13-14, 20, 27 Enter Remarks 12, 25, 28 Entering Remarks 12 EQUIPMENT 2, 11, Equipment Information Display 28 Exception 17 FAX 25 Forward Mode 6 Freight Bill 2-6, 11-14, 16-18, 25, 31 Fuel Consumption 28 Function Key Bar 8, 14, 18, 23, 27 G/L 17 General Remarks 11 History 17-18, 20, History Records 18 In/Out Code 4 Interline 9, 16-21, 25 Interline Carrier 2, 16-17, 19 Interline Lookup 18-19, 21 Interline Payable Payment History 20 46

34 Interline SCAC 25 Inventory 28 License 28 Line 4, 9, 14 Live Bills 2, 22-23, 25 Live Bills Display 23, 25 Location 4, 6, 26, 28 Log to Different Company 30 Lookup Type Make 28 Message System 29 Metropolis Process Status Report 30 MILES 9, 30 Minimum 9 Miscellaneous CUSP Programs Mode 4-7, 14, 23 Mode Bar 23 Model Year 28 MODULE 1, 3, 27, 29 Non-Intra 9 Non-shipment Charge 11 Non-standard 7, 10 Number of bill copies sent 25 OFFICE 2, 27, 29 OK 11, 24 Open Records 18 Origin 30 Origin Carrier 19 Origin/Destination Combination 7-9 Original 11, 24 Paid Paid Information 16 Pause 14-15, 27 Payable Carrier 19 Percent 9 Phone Call 29 Phone Log 29 PM Status 28, 31 Postal Code 7-9, 24, 30 Pounds 9, Printer Status Report 30 Printing 12, 15, 25 Print Quote 12 PRO 2-5, 13-20, 25-28, 31 QUEUE 29 Quotation 7-8,

35 Quotations 7 RATE 2, 7-12, 30 RATE BASE 8-9, 30 Rate Quote 8, Rate Table 7, 9-10 Rates and Charges Quotation 7, READOUT 10, Remarks 11-12, 14, 25, 28 Revenue 3, 26 Reverse Mode 6 Salesman 25 SCAC 16, 20, 25, 28, 31 Schedule 29 Scroll Mode 6, 23 Search Bar Search by Codes Search Display 5-6 Select Display 28 Service 3, 8-9, 11, 30 Shipment Charge 2, 11 Shipment History Shipment Information 6, Shipped 17, 26 Shipper 3-6, 14-15, 17-18, 20, 22-24, 26, 31 Status 6, 13-15, 17-18, 25-26, 28, 30 TAB 1, 4, 8-9, 11, 14, 18-19, 23-24, Tariff-Level 9 Telephone 25 Terminal 4, 8-9, 25, 30 Total 3, 8, 11-12, 15, 18, 22-23, 25 Trace 3, Trace Display 5-6 TRACE Shipment 27 Trailer Number 3 Transaction 17 Truckload 9 Type of Action 26 Type of Payment 17 T Mail by Telios 29 Units 9 Unit Number 28 Input Freight Bills A Tutorial 48

36 Quick Reference Guide Terminal Version Getting Started To access the Freight Billing System, select number one (1) Module F, Freight Management from the Master SYSTEM Menu. This will get you to the Module F menu, which displays all of the Applications contained in Module F. Application [FB] is the application that is used to do FREIGHT BILLING. The MODULE F MENU is shown below. Select number one (1), Application FB, Freight Billing, to execute the Freight Billing APPLICATION Menu.. 49