ROUTE MANAGEMENT Table of Contents ROUTE MANAGEMENT... 1 OVERVIEW -...ROUTE MANAGEMENT... 3 RTE-...ROUTING MANAGEMENT MENU... 6 CM -...CUSTOMER MAINTENANCE... 7 RTEVIEW-...OPEN SALES ORDER ROUTE REPORT... 8 RTESTOP-...ORDER ROUTE/STOP CODE UPDATE... 10 RTEDRM-...DRIVER ROUTE MANIFEST REPORT... 12 RTEPOST-...DAILY ROUTE POSTING... 14 RTEBANK-...BANK FOR ROUTE POSTING... 26 RTEM -...ROUTE MAINTENANCE... 27 ACF OPTIONS-...ACF OPTIONS FOR ROUTING PROGRAM... 28
Proprietary Notice This manual contains information which is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means without the express written permission of Munics Information Systems, Inc. Disclaimer of Warranty The material contained herein is subject to change without notice. Munics Information Systems, Inc. makes no warranty, express, implied or by description, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, warrant or make any representation regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherwise, and the purchaser relies on the programs and the results solely at his/her own risk. NEXT GENERATION is a registered trademark of Munics Information Systems, Inc. Copyright 1987-2006 Munics Information Systems, Inc. Release NGS-6.40 RTE - 2
OVERVIEW - ROUTE MANAGEMENT Introduction The Route Management System is a fully integrated module that will assist you in efficiently managing your company's fleet of vehicles. It allows you to see which routes are more profitable and help management to better monitor all route activity. This module is geared toward distributors that are set up to deliver to customers with pre-assigned route information. The routes are established on the customer's master record in the Customer Maintenance program (CM). As the orders are entered throughout the day, the shipping/routing department has the capability to alter the routes and/or stops to better balance the truck loads. The Route Management System begins with the sales order. When a sales order is entered, the values for the customers route and stop number, among other data, are automatically brought over to the order. Routes and/or stops can be overridden at the time the order is entered or they can be adjusted later. Route and/or stop changes may be made before orders are printed. These changes can be made on the order up to the time that the order is released and at any time prior to running the driver's route manifest. You can make these changes by using the Route/Stop Maintenance program (RTESTOP). This program has a view function that lets the user get a listing in route stop sequence to show the make up of the routes. Once all orders are entered, the routing report (program RTEVIEW) can be printed for orders that are scheduled on the next delivery cycle. This report is available in either the summary or detail options and can show how the orders are building up for each route. You can essentially use this module to build routes by delivery location and arrange vehicle loads by route and stop. You can also create picking sequences by route and stop. Warehouse/shipping can then print the picking documents for one or more routes. To help with the load balancing for each route you can print out the number of stops, dollar values, cases, pieces, total weight and volume. One of the biggest advantages of using the Route Management System is that you can post and reconcile cash, checks and credit cards which drivers may bring back at the end of the day. You can balance the cash received to the individual orders on each route if so desired. The accounting controls allow you to track the amount of actual cash (all US currency), checks (including post dated checks), COD amounts and any on-account payments at the end of each day. Once balanced, the cash can be automatically applied to each customer's account. You can record advances given to the driver at the beginning of the day and expenses incurred along the route such as gas and tolls. After orders have been shipped using the SHIP program, the driver's route manifest (RTEDRM) is printed for each route. The manifest will show an up-to-date status for all orders shipped for the routes. The manifest prints each order in route / stop sequence, listing customer names and addresses, phones numbers, COD orders to be collected, places for the driver to enter mileage, time in & out, truck number and driver's comments. The driver can also enter any expenses incurred along the route for that day. It is important to note that when the RTEDRM program is run, records are created in the daily routing master file. This file contains data for each route by request date and contains information regarding each order for that route for that day. This information can help management to better monitor all route activity. After the delivery has been made and the driver returns with the delivery receipts, warehousing/shipping can update the additional manifest information using the RTEPOST program. The RTEPOST program can then be used to balance and reconcile all the cash, checks and credit card receipts brought in by each route driver. Dollar amounts collected for each customer's order are recorded and all monies must be balanced before the route is closed for that day. Once in balance, on-account payments can be applied to each customer's accounts receivable records via an A/R Post function. After the delivery receipts for each route have been reconciled and updated, they can be forwarded to accounting. The BILL program can then be run to update the receivables, inventory, sales analysis data and to set up the invoice print queue. Release NGS-6.40 RTE - 3
Additionally, the route post program can be used to post cash receipts that may have been collected by personnel (i.e. a sales agent) other than a route driver. This type of cash is not directly tied into sales orders recorded against a daily route. Release NGS-6.40 RTE - 4
FLOWCHART- ROUTING SYSTEM Enter Daily Orders ordera, orderb RTEVIEW opt 1 - route summary opt 2 - route sum w/ addresses opt 3 route detail rpt. RTESTOP PTP OR SOP Picking documents SCANSHIP OR SHIP shipa, shipb, shipd tables RTEDRM Driver's Route Manifest rpt. Driver's notes from the Manifest Report RTEPOST Release NGS-6.40 RTE - 5
RTE- ROUTING MANAGEMENT MENU Introduction RTE is a separate module in the Next Generation System. The Management Menu shows all of the programs involved in the Management process. Procedure From the Management Menu, select your desired program. Release NGS-6.40 RTE - 6
CM - CUSTOMER MAINTENANCE Introduction The customer maintenance program is used to update the ROUTE (field # 98) and STOP (field # 99) information for each customer that is assigned to a route. This is the preliminary route and stop sequence that can be changed on a daily order by order basis as routing decisions are made throughout the day. If the rte001 acf option is set to "Y" (meaning routing module is active), then the route field will be edited using the ROUTEM table. The ROUTEM table is updated via program RTEM (route maintenance program) and it contains the valid routing codes and route descriptions. Procedure From the menu, enter"cm" ROUTE - click on the drop down window to view the valid routes for field # 98 STOP - field # 99 should contain the stop number for this customer along the designated route. e.g. if this customer is customarily the first stop, you would enter 0010. It's recommended to number in increments of at least 10, then you can insert and rearrange stops quite easily i.e. 0010, 0020, 0030 etc. may be the stops. You can enter 0015 to insert a stop after stop # 10. Release NGS-6.40 RTE - 7
RTEVIEW- OPEN SALES ORDER ROUTE REPORT Introduction The Route View Program is used to view summary or detail reports of all orders by route. The report shows total weight, total volume, total cases and pieces (alternate uom) or total box counts (if rte007 = "1"), total dollars, and total stops. If rte004 = blank, "O" for orders or "S" for shipped orders, this program will display the status of the order in the "STAT" column. i.e. blank = open order, "S" = shipped order, "H" = order on hold, "B" = back order. If rte004 = "I", this program will also show orders with a status of "I" which are orders that have been invoiced. This was done to accommodate customers who do their routing after they've invoiced their orders. Procedure From the menu, enter "RTEVIEW" Select the report option by clicking on the proper radio button. Route Summary Only Route Summary With Address Daily Order Report by Route Exit - For a summary report. - For a summary report with address line 1 and City, State. This would be used for stops with the same name but different ship to addresses. e.g. Manhattan Bagel in NY may have multiple stops all in NY with different street addresses. - For the detail by route report. - Abort the program. ACF option rte006 contains the default division for this program. Release NGS-6.40 RTE - 8
Once you have entered your option for detail or summary, the following Selection Criteria screen will appear. Once you have entered your selection criteria, the sort option screen will appear. Release NGS-6.40 RTE - 9
RTESTOP- ORDER ROUTE/STOP CODE UPDATE Introduction The Route Stop Maintenance program allows the user to change the route and stop codes on any open orders. The screen allows selection by route, order number, request date (which the user can change) and/or the order dates. In addition to Updating, you may also use the Query and View options. The Query option displays information to the screen, while the View option will allow the user to get a printout based on your selected criteria. ACF option rte006 contains the default division for this program. Procedure From the menu, enter "RTESTOP Enter the route code, order number or the request date for those orders that you want to view or modify. Optionally you can enter the "from" and "thru" order dates. If you DO NOT want to see the orders that have already been shipped confirmed, enter "N" in the SHOW SHIPPED ORDERS field. This program also references acf option rte004. If rte004 = blank, "O" for orders or "S" for shipped orders, this program will display the status of the order as follows: blank = open order, "S" = shipped order, "H" = order on hold, "B" = back order. If rte004 = "I", this program will also show orders with a status of "I" which are orders that have been invoiced. This was done to accommodate customers who do their routing after they've invoiced their orders. The status of the orders will be displayed in the "stat" field in the (q) Use the drop down window uery, (u)pdate and (v)iew options. Release NGS-6.40 RTE - 10
If you choose (U)pdate, the following screen will appear. Based on your selection above, you may now update the route code, stop code and the request date by using the up and down arrow keys. You may also choose to update the request date if for some reason you want to ship the order on another day. Entering an N will display the next page, a P will display the previous page and an R will bring the cursor back to the first record of page 1. The cursor is positioned at the stop field. The user can update stop codes to re-sequence the stops along a route, to insert new stops, or the user can update the route code of any order to change customer stop from one route to another. Also, at the end of each line a code denotes the order status: blank = open order, "B" = back order, "H" = hold, "S" = shipped and "I" = invoiced. Release NGS-6.40 RTE - 11
RTEDRM- DRIVER ROUTE MANIFEST REPORT Introduction The Driver's Route Manifest program will create the Route header (ROUTEH table) and the route detail (ROUTED table) records. It creates one header for each route and route date (request date becomes the route date) and creates one detail record for each order on that route. The manifest will show an up-todate status for all orders for each of the routes. If ACF option rte008 is set to '1', the program uses the NextGen rate and zone tables to calculate an estimated freight charge for each order on the manifest. The manifest prints each order in route / stop sequence listing customer names and addresses, phones numbers, any COD orders to be collected, places for the driver to enter mileage in and out, time in and out, truck number and driver's comments. The driver can also enter any expenses incurred along the route for that day e.g. tolls, gas, etc. ACF option rte006 contains the default division for this program. The program will generate a unique number every time the route manifest is created and prints and displays this number on various reports and screens through the routing manifest module. The program will also display the driver-id, driver name and route. Procedure From the menu, enter "RTEDRM This program has an option to run using the order tables, the ship tables or the invoice history tables. ACF option rte004 will control which table is being used ("O" for orders; "S" for shipped orders "I" for invoiced orders). A customer who does not use the standard SHIP program, would set rte004 to an "O". Customers who bill / invoice their orders 1 st and then route them will use "I". Also, acf option rte005 can contain the shipvia codes that indicate those orders that are delivered via a company's own trucks. When a shipvia code match is found for an order, a record is written to the SHIPF table automatically containing the route, stop and request date fields, manifest #, etc. This info will appear when using the CS customer service program TRACKING option. ACF option rte006 contains the default for the division. ACF option rte007 will display "C", "D" and "M" boxes. Used in rtedrm reports to print and total either: 0 or blank cases:pcs (qty/altqty ordered or shipped) 1 memo4_inva (C-boxes), - memo5_inva (D-boxes), - memo6_inva (M-boxes). Release NGS-6.40 RTE - 12
Acf option rte008 will compute estimated freight charges if set to '1'. Sample Manifest. Release NGS-6.40 RTE - 13
RTEPOST- DAILY ROUTE POSTING Introduction The RTEPOST program is an optional part of the system that can be used in various ways. Some users opt to only use the scheduling portion of this module without doing any postings. Others just post information such as manifest number, truck number, mileage in / out, start / stop times, expenses, driver's helper, etc. This information will be useful to view all activity for any day for any given route, e.g. who was the driver, helper, truck number used, mileage and time information, etc. It will help management better monitor all route activity. Some users post all the above information and Total Cash received without the detail account postings, and some users post everything including the detail cash postings. The view option now displays the manifest number on the selection screen and the detail (View) report option will print the manifest #, driver id, route and driver name. If you chose to post cash, this is the program that will be used to post what type of payments the driver collected from their route (i.e. cash, checks, credit cards). This program will balance the money collected to the daily order totals for each route. If desired, it will also provide updates to A/R for on account dollars collected for each route. The A/R post function will create a posting for each customer to their accounts receivable using the standard cash receipts program, in background. Each payment recorded for a customer is applied as an 'On Account' payment posted from the 'Cash' program. The options are as follows: At the Total Cash Field, click on the lookup button for a calculator pad. This is used to allow the user to enter the various denominations of bills and coins. The TOTAL CASH field in the Route header will be updated. (D)etail will select all the orders for the selected route / route date, display them on a screen, and allow updating of cash and check info for each order. Amounts collected on prior balances can be added for any customer with an order for that day. Amounts collected from any customer without an order for that day can also be recorded. The PRIOR BALANCE button allows user to enter payments for previous orders, for a customer that is scheduled for a delivery on that day. The NEW TRANS button allows user to enter payments for previous orders, for a customer that is NOT scheduled for a delivery on that day. The (A)/R Posting function will create a cash batch of on-account payments for each customer with the combined total of cash and checks. All Future Dated checks that were entered through RTEBANK will be applied in this program. Release NGS-6.40 RTE - 14
Procedure From the menu, enter "RTEPOST. Select the Route you are going to update. You may now update the header information such as Driver, Helper, Mileage, etc. If you are going to use the feature of applying monies the driver has brought back, proceed to the next screen. Release NGS-6.40 RTE - 15
Applying TOTAL Route Cash If you are using the cash posting feature of this product, you are first going to enter the TOTAL CASH the driver has brought back then if you wish to, apply that cash to individual accounts. When entering the TOTAL CASH, you have two options. Either have the system check the Total Cash with the various denominations or don't check the Total Cash with the denominations. With the second option, the system will sum up and just bring back whatever denominations you enter, back over to the Total Cash field. In other words, when applying cash, you can enter the total cash in this screen and press the return key. This will open up the Cash Breakdown window and require you to enter the denominations that make up the total cash. The system will check to make sure they match. You cannot proceed until they do. To use the second option, you enter a click on the lookup button at the Total Cash field, this will also open up the Cash Breakdown window and will sum the denominations up then automatically bring the total back to the Total Cash field in the header screen. Select the route you wish to update. Then enter Total Cash, Checks, Credit Cards, etc. Release NGS-6.40 RTE - 16
Applying TOTAL Route Cash (Cash Breakdown Window) Enter the amount for each denomination, the system will automatically sum the value. At the Total Cash Field, if you clicked on the lookup button, the system will return the summed value back to the Total Cash field. If you entered an amount in the Total Cash field in the header, the system will check the summed value against the Total Cash field and will not let you continue until they are in balance. When Updating if you enter cash in the Total Cash field, a window will appear that allows you to enter the breakdown for each denomination. When finished entering the total cash and denominations, enter "D" for detail Route Cash Posting, or click on the DETAIL button in the Menu Options. Release NGS-6.40 RTE - 17
Applying DETAIL Route Cash to customer's accounts If you entered "D" from the header screen, or clicked on the DETAIL button, the Detail cash posting screen will appear. You can now Enter the Cash received. When applying detail cash to individual accounts, there are two additional options allowed in this program. Click the Prior Balance Button to post cash for a Prior balance. This is used when you have instructed your driver to pick up past due amounts for a customer that is scheduled for a delivery that day. Click the New Tran. Button to post a New Transaction. This is used when you have instructed your driver to pick up past due amounts for a customer that is not scheduled for a delivery that day but happens to be near or on the way to a delivery being made. Release NGS-6.40 RTE - 18
Applying DETAIL Route Cash to customer's accounts (PRIOR BALANCE) The PRIOR BALANCE button is used to enter prior balances. Applying DETAIL Route Cash to customer's accounts (NEW TRANSACTION) NEW TRANS button is used to enter a transaction that is not on the manifest. This feature is normally used if the driver has been asked to stop at a location along the route and pick up monies from past due invoices. Release NGS-6.40 RTE - 19
Once you have completed all detailed cash postings, you may then print out a Daily Route Posting Report. The report must be printed before actually posting the receivables. When you are finished posting cash, press the OK button. One of two possible screens will appear. An In balance screen, in which case you can proceed, or an Out of balance screen, in which case you must find out the error, correct it and continue. After all postings are completed, print out the Daily Route Posting Report then post the A/R. Sample Report of the A/R Posting Release NGS-6.40 RTE - 20
Click on the A/R Posting button to do the final update. Another function of the route post program may be used to record cash receipts collected from personnel other than a route driver. For example, a sales agent visits a customer and receives a payment for a pastdue account. In order to be able to apply this cash received, the 'sales agent' must be set up with a route code in the RTEM program. Once the sales agent has a valid route code, a record may be entering in the route post (rtepost) program using the Misc_Coll option. The following will outline the steps for applying payments received outside of a daily route: Release NGS-6.40 RTE - 21
Click on the Misc. Coll. to enter payments received: Enter personnel's route code assigned, route date and payment received and click OK: Release NGS-6.40 RTE - 22
If posting Cash, the following entry window will appear: Enter the collected cash denominations: Enter the Customer and Ship To, and the payment amount received in the appropriate field and click OK: Release NGS-6.40 RTE - 23
The following screen will be displayed: Click New Trans. Button to continue recording the balance of the payments received from each customer. Click OK when all payments have been recorded : Click Print Button to print a Daily Route Posting View Report: Thu Apr 05 2007 F50 Frozen 6.00 (SE 7) Page 1 13:16:02 DAILY ROUTE POSTING VIEW DELIVERY DATE: 04/05/2007 ROUTE: JO DRIVER/HELPER: JOHN ORLANDO/ *** ROUTE SUMMARY *** INVOICES PAID ON :.00 (0) SIGNED INVOICES :.00 (0) RETURNED ORDERS :.00 (0) ========= TOTAL INVOICES :.00 PAID ON THESE INVOICES :.00 PAID ON PRIOR BALANCES : 500.00 ========= AMOUNT RECEIVED BY DRIVER : 500.00 CASH : 200.00 CHECKS : 300.00 POST-DATED CHECKS :.00 CREDIT CARDS :.00 ============= CASH RECAP ============= CASH BREAKDOWN 2 X $ 100 = 200.00 0 X $ 50 =.00 0 X $ 20 =.00 0 X $ 10 =.00 0 X $ 5 =.00 0 X $ 1 =.00 COINS =.00 ========= TOTAL CASH RECEIVED... = 200.00 UNDER/OVER... =.00 ========================================= NET PAYMENTS RECEIVED = 500.00 (EXCLUSIVE OF POST-DATED CHECKS AND CREDIT CARDS) 13:16:02 DAILY ROUTE DETAIL VIEW RTEPOST* Release NGS-6.40 RTE - 24
13:16:02 DAILY ROUTE DETAIL VIEW RTEPOST* MANIFEST: 191 DELIVERY DATE: 04/05/2007 ROUTE: JO - JOHN ORLANDO DRIVER: ========== PRIOR INVOICE PAYMENTS ========== Order # Customer Invoice Cash Credit Today's Dated Total Discrep- S Cash Credit Today's Dated Total Total Rcvd Card Check Check ancies Rcvd Card Check Check ----------------------------------------------------------------------------------------------------------------------------------- ALL1000 N 200.00 0.00 0.00 0.00 200.00 ALL SUPPLY'S CORPORATION ALL2000 N 0.00 0.00 300.00 0.00 300.00 ALL SEASON SUPPLY CORP. 12345 --------------------------------------------------------------------------------------------------------------------- DIVISION 1 TOTALS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 DIVISION 99 TOTALS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ===================================================================================================================== TOTALS 200.00 0.00 300.00 0.00 500.00 After printing, click the A/R Posting Button to post the payments received to Accounts Receivable. The control will then be marked with a status of 'U', signifying it has been updated: Note: Upon completion of the A/R Posting function, the system will print a cash receipt entry view to the printer hold scheduler. This report will contain the actual posting record to the customer's accounts receivable and the general ledger posting, if applicable. Release NGS-6.40 RTE - 25
RTEBANK- BANK FOR ROUTE POSTING Introduction If you are using the "route cash posting" feature of this module, you will need to establish a record for each Bank that you will be posting to for cash collected from the routes. The Bank for Route posting maintenance program allows the user to establish valid banks. These records are used when posting cash in the RTEPOST program. Remember, this is cash that has been collected from the routes and not to be confused with normal "CASH" postings. You must set up a bank record in the main package before entering a new bank in this program as validation is done against the BNK table. Procedure From the menu enter " RTEBANK" and enter the Division ID. Release NGS-6.40 RTE - 26
RTEM - ROUTE MAINTENANCE Introduction The Route Maintenance Program is used to add, maintain and update route codes in the route master table (ROUTEM). This allows the user to establish a master file which contains the route code, the driver ID who normally handles the route, an estimated time to complete the entire route and an estimated time that it takes to get to the first stop. Travel times, unload times and memo fields are also included in this program. Procedure From the menu, enter "RTEM" ROUTE CODE DRIVER ID DRIVER NAME - The actual route code which can be up to 6 positions, alphanumeric. Examples may be to use codes such as LI for Long Island route, UPNY for uptown New York, DOWNNY for downtown New York, P/U for pickups (which is still an actual route). - This field can contain the driver's name or ID number who is usually assigned to the particular route. It is not a mandatory field. - This field should contain the description of the route code. e.g. if route code is "LI" this field would have Long Island route. Optionally, this field can contain the driver's actual name. Release NGS-6.40 RTE - 27
ACF OPTIONS- ACF OPTIONS FOR ROUTING PROGRAM Introduction ACF options are using to control the processing of the application programs. They are designed to give the user flexibility of setting up parts of the system to meet their needs without having to customize programs. They are accessed via program ACF using option rte* and can be modified accordingly. Following is a list of acf options that are specific to the ROUTING application. Acf option Description Default Value rte001 ROUTE MODULE ACTIVE "Y" or "N" Y Used in CM program to validate field # 98 route code against the routem table if rte001 = "Y" rte002 RTEVIEW - COD Terms Codes COD rte003 RTEPOST - OA Prefix Method 1 This option is used by the RTEPOST program to determine the method to set On Account Prefix and Reference Number. 0 - Prefix will be [OA]+[Next number in acf ar004] 1 - Prefix will be [value in acf rte003b]+ [Next number in acf rte003a] rte003a RTEPOST - Next Number 1009 If ACF option rte003 is set to a value of "1", this option is used to determine the next number for On Account References created by the RTEPOST (Route Post) program. rte003b RTEPOST - OA Prefix ROA If ACF option rte003 is set to a value of "1", this option is used to determine the prefix for On Account References created by the RTEPOST (route post) program. rte004 RTEDRM - Run From [O]rder or O [S]hip or [I]nva,b,d tables This option controls whether the RTEDRM (route manifest) program will be run from the order or ship tables. O - Run rtedrm from ORDER tables S - Run rtedrm from SHIP tables Release NGS-6.40 RTE - 28
I - Run rtedrm from INVx tables rte005 RTEDRM - SVC codes that will create the TRK,OWN,TRCK,UPS SHIPF records. List of ship via codes that will create SHIPF records when running the RTEDRM (route manifest) program. carrier = SVC code pick dt = reqdate route = route id stop = stop code rte006 RTEDRM/RTESTOP/RTEVIEW - 1 Default Division The option value will be the default Division code. rte007 0 or blank - total cases:pcs 0 1 - total boxes on reports Used in the rteview and rtedrm reports to print and total either: 0 or blank - cases:pcs (qty / altqty ordered or shipped) 1 - memo4_inva (C-boxes), memo5_inva (D-boxes), memo6_inva (M-boxes) *** this option value used by D'artagnan *** rte008 RTEDRM: Calculate estimated freight charges 1 Calculate the estimated freight charges. 0 or blank - Don't compute the estimated freight charges. 1 - Compute the estimated freight charges. Save the charge for each order in frt_routed. Save the charge for all orders in frt_routeh. Release NGS-6.40 RTE - 29