Standard Job Entry

 

Revision for “Standard Job Entry” created on May 15, 2016 @ 21:56:10 [Autosave]

Title
Standard Job Entry
Content
<h1><img class="alignnone size-full wp-image-18" src="http://www.logicons.co.nz/WP/wp-content/uploads/2016/05/FBProfile.png" alt="FBProfile" width="180" height="180" /></h1> <h1><strong>Items</strong></h1> <hr /> The Items tab is the default tab which is displayed when you first commence the entry of a new job or viewing an existing job. The Items tab has three sections which are described separately within this section. <h2>Items - Header</h2> Job No - This is the unique id of a job record and is set by the system automatically. It is a sequential number system that is applied. Booking Date - This is the date the job was entered into the system. The default value is today but this can be overridden. Order Number - This is a reference field which may feature on invoices. No functionality is tied to this. Consignment - This is the consignment note (docket) number which should be entered if you are using manual documentation. If you are moving freight using client documentation the reference should be entered here. Source Ref - This is an additional reference field. No functionality is tied to this. Service - This is the Service type that relates to the job. The Service is used for any job matching functions that relate to the job. This includes; Application of a Rate Card Application of an Action Card Application of a Contract Card Job Type - This field is used as a major determinate of the Action Card to be applied. It is also used for any other job matching functions that relate to the job. these include; Application of a Rate Card Application of an Action Card Application of a Contract Card Depot - This is the Depot (Branch) that is responsible for the job in the first instance. This field is used for filtering and analysis reporting. Revenue - This field displays the total revenue calculated for the job (exclusive). It cannot be altered by the user. Price Error  - This field is turned on if a pricing error occurs when rating. It is a system field that cannot be altered. Its purpose is to inform the user of a problem and to stop the job from being invoiced. Manual Price - If you wish the job to be priced manually and therefore for rating not to be applied this box must be ticked. The effect is that the rating function will be skipped by the system and the client will be charged the total of the manual price lines only (see Pricing tab). Job Status - This is two fields that are controlled by the system and cannot be altered. Together they display the overall status of the job. In our example the status is Pickup Booked which means we are now able to collect the freight. <h2>Items - Addresses</h2> The Collection and Delivery addresses are entered in the Items tab. These are shown in the screen shot below. The user has two options when entering an address. Firstly they can manually enter the address. Secondly they can select a previously saved address. <strong>Previously Saved Address</strong> To search for a previously saved address you must first click on the search button located on the top right corner of the address box. This will result in a search of addresses that are linked to the customer being executed as is shown above. If the address you want to apply is in this list click on the select button. If the address you want is not on this list then you will need to broaden the search. The following steps should be followed; 1. Click on the Clear button. This clears out the previous filters. 2. Enter any filters you would like to apply (Town, Name, Type etc). Remember you can use a wild card hence entering a Name of Logi* will result in all addresses that start with the letters Logi being returned. 3. If the address is a new one but you wish to save it for further use click on the Add New button. This will allow you to enter and then select a new address. The User Administration Guide provides details on this. <strong>Entering a One Off Address</strong> The system uses addresses for many functions therefore their accuracy is important. The key to this is the entry of the correct Post Code. This is linked to the Zone and Region so the correct Post Code entry will ensure the correct Zone and Region are applied. If you enter any fields above the Post Code (Name, Unit, Street etc) then a Post Code must be entered. If you do not enter any fields above the Post Code then this is not required. This allows you to enter an address as brief as the Zone or Region if you wish. <h2>Items - Items</h2> The bottom section of the Items tab allows you to enter specific job instructions along with details of the items to be carted. The Instructions field is free form text with no limit on the number of characters you can enter. It is available to be used by operational or accounting staff. Items is a list of items that are initially displayed in a grid fashion. In the example shown there is only one item line to be carted. The items can be edited at the grid level if you wish. Simply double click on the field you wish to edit and make sure it is highlighted. Once done you can enter the new value. If you wish to add an item to the job click on the blue “Add Record” button. This will open the window described in the next page for your use. Adding an Item Item lines are added using the window shown below. An item line may be for an existing product or can be for a miscellaneous item. The only real difference is that an existing product will have a product code whereas a miscellaneous item will not. Product Code - The code of a record on the product table. The system will “look ahead” to display product codes that match the characters you are entering. If you wish to search for the product you must click on the Search button on the right top corner of the Product Lookup box. This will bring up a Product Search screen which will enable you to select the product your require. Type - This field is provided for additional information only. It enables you to link additional information to the item formally. It is often used to denote such things as the type of container being shifted. Quantity - This is the quantity of the item. This field is mandatory as it is used in the job allocation process. Reference - This field is provided to give you an additional reference should this be required. There is no functionality tied to this field. It could be used for information such as serial numbers. Product - This is the product code that is returned by the system if an existing product is used. Item Type - This is returned from the product record and denotes how the product is recorded. It may be over written if required. Description - The description from the product file. This may be over written or added to if you wish. To add to the field click to the end of the existing description and then type the additional details. Hazardous - If the product is hazardous this box will be ticked. If you are manually entering the item and they are hazardous you should click on this box. UNNO - This is the United Nations Number associated with the product. For an existing product this will be populated by the system. If manually entered the user should enter the appropriate number. A search exists which enables the user to select from a complete list of valid codes. Use the Search button to initiate this. Statistics Fields There are five statistics fields being Pallets, Spaces, Lifts, Volume and Weight. Their use is optional with the exception of the value that is used to allocate costs over items (default is weight). This field is mandatory. If an existing product was entered these values may have been calculated automatically once the quantity was entered. The calculated values can be over written if required. Price - This is a system field showing how much of the job revenue was allocated to the item line. Cost - This is a system field which shows the cost value that has been allocated to this item line. Summary The summary tab displays system generated data primarily but does present the user with some options. The fields that are displayed in this tab are; Quantity - The sum of the item quantities. This is a read only field. Pallets - The sum of the item pallets. This is a read only field Lifts - The sum of the item lifts. This is a read only field. Spaces - The sum of the item spaces. This is a read only field. Weight - The sum of the item weight. This is a read only field. Volume - The sum of the item volume. This is a read only field. Weight 3 to 1 This is a rateable weight calculated by taking the greater of weight or volume on a 3 to 1 ratio. This is a read only field. Weight 2 to 1 This is a rateable weight calculated by taking the greater of weight or volume on a 2 to 1 ratio. This is a read only field. Distance - This field may be entered by the user. If it is not entered it will be calculated by the system as the sum of the distances recorded against the jobs freight movement actions. Hours - This field may be entered by the user. If it is not entered it will be calculated by the system as the sum of the hours recorded against the jobs freight movement actions. Revenue - This is the total revenue calculated for this job. This is a read only field. Cost - This is the total freight cost that has been allocated to this job. This is a read only field. Sub Contractor - This field is used to store the _id of the sub contractor who may have carried out this job. It is only used in situations where the sub contractor has carried out work on your behalf and has sent details of this to you for processing and charging. It should not be used in any other situation as it will lead to confusion. Sub Estimate - If the sub contractor field was used to store a sub contractor _id it this field may be used to store any cost the sub contractor has informed you of. This is used for account checking purposes only and has no other functionality. It does not integrate with any financial reports. History The History tab allows the user to view and enter details relating to dates and time of collection and delivery as well as interrogate the history of the job. There are two boxes that display operational time. These are Collect Time which shows the pickup details and Deliver time which shows the Delivery details. The fields shown in each box are; Slot From - This is the earliest time that you may pick up or deliver this freight. This field may be entered manually. If not it will be populated from slot time data stored against the appropriate Collect Address or Deliver Address. Slot To - This is the latest time that you may pick up or deliver this freight. This field may be entered manually. If not it will be populated from slot time data stored against the appropriate Collect Address or Deliver Address. Estimate Date Estimate Time - These fields store the date and time that it is expected the freight will be picked up or delivered. The fields may be entered manually. If not they will be populated based upon rules stored on the Hours and Distance cards (see: User Guide – Transport Administration). Actual Date Actual Time - These fields store the actual date and time the freight was picked up or delivered. They may be entered manually. It is intended they will be updated from the Mobility module when available. Trip Status - This is a read only field that shows you the trip status of the job. The status can be interpreted as follows; Booked The job has not yet commenced In Progress The job has commenced Completed The job has finished Distance - This field may be entered by the user. If it is not entered it will be calculated by the system as the sum of the distances recorded against the jobs freight movement actions. Hours - This field may be entered by the user. If it is not entered it will be calculated by the system as the sum of the hours recorded against the jobs freight movement actions. Job History - This box lists the various status changes that have occurred for the various actions within the job. What is shown is the Work Type Trip Status and Date and Time that that status value was set. Activities The Activities tab allows the user to view and administer the various actions that make up the job. They are displayed as a list and the user can chose to edit either the list or the detail view. The screen shot above shows the list of actions for a job. The fields on this list that have not been set to Read Only may be edited. Double click on the field to high light it then key in the desired value. Additional actions can be added by clicking on the Plus button. You can chose to edit a line through the detail view by clicking on the Edit button and an action can be copied using the copy button. The actions should be listed in a logical sequence as the system uses the sequence to determine aspects such as the current action. In the example above this is shown as being the Pick Up. Once this is completed the Line Haul action will become current. This is driven by the order so having the Delivery action as the second one would make this nonsense as the system would be indicating delivery is carried out before line haul. If you chose to edit an existing action or add a new one the following window is opened. The various fields that may be used are described below. Action Type This will be set to M for all freight movements. Non freight actions will have a user chosen value to denote the type of activity. Date The date the action is to take place. Depot - The depot (branch) that is responsible for managing the action. Work Type - The type of work that is to be undertaken. For freight movements the work types must relate to the work types undertaken by the vehicles. For example an action with a work type of “Pick Up” will need to be allocated to a movement which also has a work type of “Pick Up”. The work type is for information purposes only for non freight actions. The work type is displayed as part of the job status therefore consideration must be given to the clarity of information conveyed by the work type. For example “Devanning” gives more information to the viewer than “D”. Service The service code is used by actions for matching of freight movements to the actions. This differs from the functionality of the service code at the job level so it is not demanded that they are identical at both levels. For example, based upon container cartage, a job may have a service code of FCL whereas the actions may have service codes such as “Swing Lift” to denote what type of vehicle is required. Trip Status - This denotes the status of the action. It is a read only field for freight movements but may be altered by the user for non freight movements. The valid values are; Booked Is able to commence when ready In Progress Has commenced Completed Has finished Current - This is a system controlled field which signifies that the action is the current action to be undertaken. It is a read only field. This field is set upon save of the job. The first action that has not been completed is set to be the current action. Collect Address Deliver Address - These fields store the addresses of the collection and delivery points. The rules as outlined in the section headed “Items – Addresses” also apply to these boxes. Distance - This field may be entered manually. If it is not entered the system will assign a distance from the appropriate Hours and Distance card. Hours - This field may be entered manually. If it is not entered the system will assign the hours from the appropriate Hours and Distance card. Pricing The Pricing tab allows the user to view the results of the last auto rating process that was carried out. These results are shown in three lists. Rating Lines The rating lines list displays the results that were returned by the auto rating function. This list is read only. The list shows the rate card that was used along with fields to prove the calculation. Manual Pricing Manual prices can be entered in this section. These prices can be additional to the auto rated lines that were returned or they can be the only pricing lines on the job. The latter would be the case if you wish to manually price the job. If this is to happen you must also tick the Manual Price box (see Items – Header). The manual prices are presented in a list view illustrating how the calculation was made. The user can view or edit existing lines or add new ones. All of these functions use the detail view shown on the next page. Description A free form description of the charge that can feature on any invoice. Category If this item is to be linked to a price category (eg: FAF) then this category should be entered. Quantity The quantity to be used for the calculation Rate The rate to be applied to the quantity entered. Base A set amount to be added to the extension of rate and quantity. Revenue This is the amount to be charged as a result of the defined calculation. Calculation Lines In order to help the user to understand the process a particular auto rating function has undertaken the rating output is made available through the Calculation Lines. By default this list is closed but it can be opened by clicking on the small arrow in the top right corner of the box. This will open up a display as follows; The first stage of the rating process involves the system obtaining a set of rate cards that are valid in terms of the effective and expiry date. The first line shows how many rate cards it found. The second stage involves finding the highest ranked rate card that fits the job. This involves interrogating the highest ranked card to ascertain whether the characteristics of the rate card match the job. In this example above rate card 1 failed this test as the Collect Addresses did not match. Rate card 6 did match so was used for the calculation. The following lines show how the calculation was formed. Firstly the system looked for Item breaks and then Action breaks. None were found. One Job break (called root break) was found and this was applied. The calculation is shown followed by the adjustment calculation for FAF. Trouble Shooting Rating If you are receiving no result or a result that you were not expecting you will need to inspect the calculation lines to ascertain what actions should be taken. The following table provides some pointers on how this should be done. Issue Possible Cause Action to Take No price was returned No rate card was found. Check your job has enough fields populated so that a rate card will be matched. No rate card was found No suitable rate card exists for this work and one should be created. Rate card didn’t return a value Check all rate card breaks (Item, Action and Job) to ensure they are set up correctly Rate card didn’t return a value Check that data was entered as expected by the rate card. Incorrect price was returned Wrong rate card found The highest ranked rate card would have been applied so the rate card you wished to have applied does not have sufficient ranking points. Make a management decision about which card should be applied and if it is the lesser ranked one add more matching fields to the rate card to lift its ranking points. Correct rate card used You will need to check the rate card calculations and correct as necessary. Proof of Delivery Proof of Delivery data must be entered manually at present if it is required. This can be done by company staff or alternatively by sub-contractors and drivers through the internet or potentially a screen on a Smart Phone. Proof of Delivery These are four tick boxes that can be used to show what actions have occurred with regards to proof of delivery. Date - The date the POD was received. Time - The time the POD was received. Name - The name of the person who signed the POD Reference Any reference you wish to apply to the POD. Comments Miscellaneous comments field to be used for any purpose (eg: explain breakage). <!--more--> &nbsp;
Excerpt


OldNewDate CreatedAuthorActions
May 15, 2016 @ 21:56:10 [Autosave] logicons
May 9, 2016 @ 23:29:43 logicons
May 9, 2016 @ 23:29:19 logicons
May 9, 2016 @ 23:00:07 logicons
May 9, 2016 @ 01:17:39 logicons
May 9, 2016 @ 01:12:02 logicons
May 9, 2016 @ 01:11:24 logicons
May 9, 2016 @ 00:58:35 logicons
May 9, 2016 @ 00:42:19 logicons
May 6, 2016 @ 02:45:30 logicons
May 6, 2016 @ 02:44:51 logicons