We'll move on to a somewhat sensitive issue. THE PRESENT OF THE COMPANY.
In other words, we will move our attention from what was yesterday, the day before yesterday or a month ago, to what is happening NOW in the company's activity.
Before I start, let me tell you a story!
A man receives a fresh BREAD every day, which he ate eagerly. One day for some reason he failed to touch her. The next day he received another loaf of fresh bread. He now had 2 loaves of bread. Which one to eat? He chose to eat the old one from yesterday, because he didn't want to waste it. But the next day the story was repeated. The next few days as well. And because he didn't want to lose anything, he continued to eat 1-day-old bread every day. Or maybe at some point, even 2 days or more.
Does it sound familiar to you? Don't we all suffer the same way when it comes to INFORMATION? Information is the bread of a company. If a company has enough staff to process the past, it means that it has enough staff to process the PRESENT. He just needs to have the courage to jump in now. The unprocessed hole can be easily closed in a few extra hours or on weekends. Or maybe it doesn't really matter. What really matters is to catch the PRESENT. Don't procrastinate. Start dealing with TODAY NOW.
SoftTransport is built for TODAY. Use it at its true value. You will make SAVINGS that will surprise you too. And it will taste different!
The Soft-Transport application is currently oriented on the present. The present inevitably turns into the past. And Present is the one who paints the future as well!
So we are not allowed to miss the present moment, the moment on which we can act on.
In this sense, there is a group of tools dedicated to the Present, and which only makes sense if you keep track of them in real-time.
One such tool is the 2 reports (pages) of this Current Truck Situation and Truck Calendar.
Also in the Present category there is the Uploads / Downloads / Reservations utility, as well as the Quick Navigation Command panel window on the Dispatcher Orders page or on the Manager's Summary Orders page.
The main page (index.php) in the driver account is also a tool dedicated to NOW.
The Telematic Page is another tool dedicated to the Present. And the list goes on.
The Soft-Transport application also considers the Future, as do the reports on the Expiration dates or Driver changes.
Obviously, we keep and analyze the Past, through the pages dedicated to statistics of countless kinds or through the pages that warn you about errors. The archive of uploaded electronic documents is also a mirror and a testimony of the past.
Even if you do not enter the transport orders in real-time, the application keeps its usefulness regarding the storage, warnings, analysis, statistics of everything that means transport activity.
But using the tools dedicated to the Present makes the work of dispatchers easier and makes it more efficient! In our opinion, it is really worth it!
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Motto:
The dispatching is the heart of a transport company!
The Soft-Transport application aims for the Dispatching Department:
- To make the work of the dispatchers easier.
- The customer to be satisfied, to be informed in time - the customer is in the first place - the record is customer-oriented (on orders).
- Easy management of the present activity.
- Order planning (future).
- Establishing the most economical routes, by using integrated maps, adapted to freight transport (which should be not only route planners, but also to calculate the costs with tolls of the routes offered).
- Quick search of GPS addresses and coordinates (POIs) and saving valuable information for future use.
- Automatic retrieval of information from telematics applications, such as: KM board, Route completed, Current position, Travel speed, etc.
- Easy communication with drivers, their co-optation in recording the important phases of order execution.
- Facilitate the registration, transmission and search of MRLs as soon as possible.
- Electronic archiving of all transport documents, records of their delivery to the customer.
- Facilitating the management of groupings, calculating their profitability, map (route) for groupings, communicating with the customers involved as easy as possible.
- Making the order to subcontractors as easy and fast as possible and keeping them clear, including working with subcontractor drivers to obtain information on the execution of the order.
- providing automatic calculation tools (utilities) for estimating consumption (Utility Liters -KM), KG / AX estimation, instant consultation of the scanned documents of the truck, the validity of documents, its inventory, condition and history of tires, Roadmap in last 10 days (to check compliance with cabotage, Upload / Download / Reservations utility, etc.
In short, easier work, more managed trucks and better!
Motto:
The responsibility of a Spedition House is twofold: both to the customer and to the carrier!
The objectives of the Soft-Transport application for shipping companies or for those that combine the activity of the carrier with that of the shipper are:
- Speed, but also accuracy in serving customers, from the moment of contracting them and throughout the order, until the final delivery.
- Correctness and elegance in dealing with customers and in the post-delivery stage, ie during the period of invoicing and collection of the due service.
- Registration, storage and search of contact details of current and former customers, respectively subcontractors.
- Automation of issuing orders or contracts for subcontractors, preparation and filing of transport documents.
- Assisting customers in generating, in their place, but on their behalf, the transport order.
- A correct calculation and efficient control of the main indicators of a shipping company: profit per order, production of km (average KM traveled), profit per subcontractor, profit per commercial dispatcher, profit per customer, net income customer (income without tax road) per KM, net customer income per KM and ton transported, etc.
- Communication as fast and easy as possible with subcontractors, down to the level of their drivers, both from drivers to the forwarding house, and vice versa.
- Monitoring the validity of CMR insurance of subcontractors
- Automated issuance, directly from the software of the Register of Intermediate Orders.
- Assisting subcontractors in preparing invoices by calculating the value of their services (calculation notes) according to the contracts signed with them.
- Tracking the company's finances, the balance of receipts and payments through Customer Schedule, respectively Supplier Schedule (subcontractors).
- Possibility to dispatch trucks of subcontractors as their own trucks, without any distinction.
- Analysis of volumes transported by different states, relationships, loading / unloading locations, by customer groups, etc.
In other words, an integrated tool for professional shippers, useful to them in sales, tracking, completion, calculation, collection, transport settlement, as well as in market analysis and prospecting and promotion.
Motto:
Means of transport are the first resource of a specialized company!
The objectives of the Soft-Transport application for fleet maintenance:
- Avoidance of fines or compensations in case of expiration of the validity of mandatory documents (ITP, insurance, etc.).
- A clear record of the technical problems at any time, as well as the history of the interventions, revisions and repairs performed.
- Record of types of faults and follow-up and management of warranty cases.
- Accountability and involvement of drivers in reporting technical problems.
- Optimal planning of interventions, ensuring transparency with the Dispatch Office.
- Conduct oil change and overhauls as easily and up-to-date as possible.
- KM statistics traveled by trailers for their timely overhaul.
- Tracking Inventory (inventory items) in the management of trucks and trailers (belts, fire extinguishers, ADR kits, cargo bars, tools and devices, etc.).
- Inventory management with spare parts and consumables in the company's warehouses.
- Maintaining tires in good condition, optimizing the tire stock, tracking warranty cases.
- Monitoring of wear and visual defects of tires.
- Provide for companies that have a RAR Authorized Car Service to a software application adapted to legal requirements, but at the same time easy to use and flexible.
- Monitoring and planning the works, both for third parties and for the own park.
- Profitability analysis of customers, mechanics, etc.
In short, planning and control to keep the main assets of a transport company in the best possible condition!
Motto:
The cost of diesel represents over 30% of the operating costs in transport!
The objectives of Soft-Transport in terms of fueling and fuel consumption are:
- Clear record of fuel cards.
- Avoid fraud with cloned cards. Rapid identification of fraudulent fuels.
- Obtaining diesel at the lowest prices by applying and verifying the supply policy at the company level.
- Ensuring the transparency of the food policy starting from the manager, to the dispatcher and the driver. Where, when and how much do we fuel?
- Display of approved gas stations on the map.
- Easily set the KM that can be traveled with a certain amount of fuel, and vice versa, easily calculate the number of km that can be performed with a certain number of liters.
- Automatic calculation of average transported tonnage.
- Calculation of standard consumption and actual consumption, for each truck, as well as at the park level.
- FAZ sheet and truck carrier (for any period).
- Comparison of the actual and standard consumption calculated by Soft-Transport with the values provided by the on-board computer (objective achieved for the Mercedes and Scania brands), by integrating with the telematics solutions of the manufacturers: Fleetboard, respectively Scania Fleet Management.
- Calculation of refrigerated aggregate consumption.
- Clear evidence of prices by country, supplier, period.
- Easy verification of fuel bills.
In other words, keeping this cost element under control is very important!
Motto:
Human Resources - of critical importance in transport!
The main objectives of the Soft-Transport application regarding the Human Resources department are:
- avoidance of fines and damages as a result of the expiry of the mandatory domains of employees in the field of road haulage.
- transparency and automatic communication between the personal department and the dispatcher.
- systematic and easy management of problems with employees - through employee reports.
- quick confrontation with drivers on all relevant aspects: KM traveled, possible problems (fines, accidents, etc.), documents (CMRs), supplies, etc.
- assisting the inspectors personally in drawing up the timesheets, by highlighting in the form of a timesheet the orders in which an employee was involved during a month.
-managing the records of inventory items given for use by employees (eg work equipment, service telephone, etc.).
- an agenda of service phones at the company level.
- an internal messaging, which ensures free communication, without limits and without the possibility to delete messages, in order to increase the responsibility of all those involved.
- as easy as possible records of driver exchanges, in order to ensure flexibility regarding working hours and availability.
In other words, the Personal department should be more involved in Operational, and the Dispatcher should become more Human!
Motto:
A mistake in billing can cost you thousands of euros!
Regarding this very important sector of the company, Soft-Transport aims to:
- so that not a single order escapes the invoicing process.
- improving the company's image - a correct invoice, with complete information, on time, aesthetics is a plus in front of customers.
- the invoicing layout is customizable, up to the customer level.
- facilitating and increasing the speed and correctness of the billing process - by the tariff.
- to make invoicing flexible: on a single order, on several orders, non-operational (excluding transport orders).
- invoicing to be easy in other currencies, by automatically importing the exchange rate.
- internal or external invoicing, printing the invoice in other languages.
- automatic maturity calculation.
- checking Credit Notes from customers and quickly deciphering the payment statement (Payment Statement) from customers.
- Easily identify missing Credit Notes.
- Easy comparison of KM board, Schedule or KMGPS with KM beneficiary.
- easy comparison of estimated tolls with beneficiary tolls.
- a clear record of customers with creditworthiness problems.
- a database of customer contact persons, including their contact information (e-mail, telephone, etc.).
- easy preparation and record of appeals (in case of customer mistakes)
In other words, an elegant, simple and refined invoicing!
Motto:
Nothing more complex than the accounting of a transport company!
Our main objective is to ensure a primary accounting integrated into the application, together with other sections of Soft-Transport: dispatching, invoicing, fleet maintenance, car service, subcontractors, food / consumption, stocks.
In this sense the application allows:
- Registration of acquisitions (company expenses).
- Cost (profit) center on each truck.
- Dynamic cost (expenditure) analysis (comparative over several months).
- Registration of payments.
- Automatic preparation of the Schedule for suppliers.
- Inventory Management, Printed Receipts, Vouchers, Transfer Vouchers.
- Evidence of Inventory Objects put into use
- Checking road toll invoices.
- Reconciliation of fuel bills.
- Easily determine slips between months (eg feeds made in April, but billed in May).
- Transparency in the invoicing process, with quick verification of the full invoicing of orders.
- Recording of receipts.
- Automatic preparation of the Customer Schedule.
- Automatic generation of Treasury Registers (Cash and Bank).
- Recording the transfer between the different treasury accounts (which can be defined in unlimited numbers).
- Operation Advancements for settlement and supporting payments of statements, including automatic printing of Payment, Collection and Settlement Provisions.
- Access to the details of the invoicing process, of the situation of handing over the documents to the client, of the credit notes and of the appeals, to the record of the own train / ferry reservations or through clients, to the situation of the service interventions, etc.
In other words, easier life for accountants, doubled by greater security of the company's finances, through multiple and efficient control keys!
Motto:
Run your business. Don't let the business run you. - Benjamin Franklin
The objectives of the Soft-Transport application in terms of company management are:
- Keeping the management staff permanently connected to the company's activity, especially to the PRESENT.
- Providing easy tools for non-invasive control, without high costs and waste of time, without endangering the day-to-day running of the business.
- To provide statistics that really become a reference, in the analysis and improvement of the client portfolio.
- Keeping costs under control through the most diverse, flexible and comprehensive statistics on everything that means company expenses.
- Any statistics should be provided both at an overall level (centralized) and at a detailed level (to work like a magnifying glass).
- Statistics for assessing the performance of employees, dispatchers, drivers, mechanics and more.
- Quick and easy reorganization of company positions by redefining (restructuring) the application menu for employees.
- Risk management and access to sensitive information should only be in the administration part of the application.
- Warning of operating errors in the dispatching department, supplies, documents (cmr), invoicing, financial, etc.
- Warnings for valid or periodic procedures: oil changes, tires, truck / trailer / employee documents.
- The application should be a tool for faster integration of a new employee.
- The use of the application should be made by all company staff and be a tool to increase employee responsibility.
In other words, the application should be for the manager a faithful secretary, a careful and precise economic analyst, an incorruptible and non-partisan reviewer, a tool of search, calculation and organization worthy of the 21st century.
It is a centralized situation, extremely condensed, of the situation at the moment of generating the transport orders in progress, as they were introduced by the dispatchers.
The displayed orders can be filtered according to several criteria: Customer, Dispatcher, Truck, etc.
The Estimated Time of Arrival (ETA) column can be displayed in many time zones using the ETA filter (expressed in UTC + a number of hours).
The information on the Crt. Trucks Situation page can also be exported to Excel. The exported file is written in English, with several columns to record driving and break times that can be completed by dispatchers, so the file is very useful for transmitting morning situations to customers.
If the Crt. Trucks Situation page in the view version exists in your menu, you can access it directly at order.report.view.php.
TUTORIAL:
Current Truck Situation - Part 1: https://youtu.be/YGWjyahpuj4
Truck Position and Current Situation - Part 2: https://youtu.be/z2qJlDD2KiQ
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
The automatic transmission of such an email is done from the @ button, next to the command. The email will contain the current point of the order, as it appears recorded in the order (country, postal code, company name, address), as well as the Date and Time (Planned Arrival) at the next point of the order.
This feature is a kind of Current Truck Situation, only for a single vehicle, and it is transmitted automatically, very simple to the customer.
Note that the standard text can be modified or completed before transmission if desired.
TUTORIAL:
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Truck Calendar is a situation of the present, centralized, which includes the transport orders in progress, as they were introduced by the dispatchers, but unfolded, graphically, over a calendar.
Thus, the current day is in the center, marked in yellow.
For both past (left) and future (right) days, the points of Loading, Unloading, Customs / Garage / Other documents, Zero Points are marked on the calendar.
In addition to the points mentioned above, the points of Position or Problem type are also marked, if they represent current points (positions) in the execution of the command.
If a turnkey resource is not engaged in order, it is marked with No Order.
Several symbols with the following meaning also appear in the situation:
Loading
Discharge
Zero-point
Customs / Garage / Other documents
Position
The following symbols also appear for the current day:
- Wait at
- go to
The current position of the truck is marked with a green background.
The situation can be filtered according to several criteria: Customer, Dispatcher, Truck, Truck Type (group) etc. . It can be generated for 3, 7 or 10 days starting from the current day.
There are two forms of process - one Detailed (the default form) and one Simplified (includes only the current day and future days, as well as less information, which can be more easily printed on paper).
If the Truck Calendar page exists in your menu, you can access it directly at truck.calendar.php.
TUTORIAL:
Truck Calendar: https://youtu.be/6BrPjLsrv4E
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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Command templates are a tool dedicated to dispatchers in order to make their work easier, even by increasing the speed of operation in the software.
What does this tool do? As the name suggests, templates! You are probably already familiar with the idea of templates, the best known to be the payment templates when we use internet banking. In other words, something extremely useful and easy to use.
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In this regard, any customer of yours who uses Timocom to generate transport orders can submit the order to you using your Timocom ID. The order sent will be visible on the Timocom Orders page in the Soft-Transport application. It can be viewed on this page, accepted and saved after as a Soft-Transport order.
Dispatchers always had the problem of remembering or keeping a record of what type of weekend break, weekly rest a driver should take and how long he can drive in a week. It is true that this record is not archived anywhere. The information was no longer relevant, usually on Monday, at the beginning of a new week.
It is now possible for this information to be stored in Soft-Transport during the week. It will also appear in the Current Truck Situation, which is sent to customers every morning.
Updating this information is very easy either directly from the Current Truck Situation or from the Employee List page.
On the Employee List page you will find a button on the Holy Week Break column, a button that will open the next rest recording window, where you also enter the Date and Time at which the Work Week began, and the Number of Mandatory Hours at the Next Weekly Rest after which click on the save button.
This information is displayed only during its validity period, after which the field will be emptied and the information will have to be recorded for the next week.
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In the daily work of the dispatchers, there are frequent problems related to crossing bridges, tunnels or traveling a non-motorized distance by ferry or train. There are always two sensitive points here: one related to the time for which the reservation was made and its observance, and the second related to the financial aspects - the actual cost of the crossing - who bears it.
To cover both sensitive points we have developed for dispatchers the possibility to add a reservation to any type of point (eg you can reserve a crane for loading or unloading), as well as the introduction in the Upload / Unload utility of a new Reservations section.
For the control of the second aspect, the financial one, we developed the Reservations List page, where you can search for reservations according to different criteria and add information related to the invoice.
If the Reservations List page exists in your menu you can access it directly at reservation.list.php
TUTORIAL:
Lista Rezervari Feribot sau Tren
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This utility, extremely useful for dispatchers in order to execute the orders in time and without syncope, which you find at the top of the program which allows you to view Upcoming Uploads, Downloads and Future Reservations (not yet reached or not yet completed), in the order of their planning, the first that follows for each order (next step). If you want, there is a table similar to the Departures / Arrivals Table for trains or planes.
In addition, you can view or select (in the case of dispatchers) the order that contains the respective upload / download with a single click.
The utility warns in case of exceeding for Fixed Planning, set by the Variables from the administration account fixed_planned_arrive_date_interval and fixed_planned_arrive_date_expiry, but also for the situations when there is no fixed planning through the Variables from the administration account planned_arrive_date_interval and planned_arrive_date_expiry.
The right side of the table displayed for Uploads and Downloads, displays information about the Next Item.
This utility is accessible, like the others, from any page you are on.
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Although in the future, only the dispatcher who opened the order in SoftTransport can make changes to its details, we still considered it useful to be able to transfer these orders, if necessary, to another dispatcher, as happens when a dispatcher goes on holiday, gets sick, etc. However, the time when an order was transferred, as well as the 2 parties involved, remain saved, to ensure the transparency and traceability of transfers. In our view, this transfer function is accessible only to the manager and / or the head of the column (Control account in the LIGHT version).
If the Order Transfer page exists in your menu, you can access it directly at order.user.list.php.
If the Transfer List page exists in your menu you can access it directly at order.user.transfer.list.php .
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The driver account type uses a simple and friendly interface, adapted for tablets and smartphones through which the driver can view the command in progress (active), transmits information about uploads / downloads in stages, as the order progresses.
Each driver accesses his user account based on a username and password that is set by the administration side.
This information automatically fills in the database, details of the loading / unloading points, such as KM board, KG loaded / unloaded, date and time of start / end, which the dispatcher was called to complete.
The dispatcher is notified by an internal message about this operation performed by the driver, still having the possibility to modify / correct the received information.
All this automated communication is possible where the SoftTransport application runs on the Internet, as is the case with most of our customers. However, in order to work, the driver also needs to have access to the Internet, from his smartphone, tablet or laptop. Which we already see quite often, at more than reasonable prices. The traffic consumption per message is extremely small, of the order of .... 50 kb, so in 1 GB of traffic, allocated, for example, by contract for roaming Internet, no less than 20,000 notifications would enter.
ATTENTION: This development can be applied where the dispatchers are in the PRESENT. The driver will only see the first stage following the execution of the order (first loading and unloading point where the date of arrival and departure is not completed. He will also see the planned date and time for loading / unloading. This is an additional reason (on next to many others) for the dispatcher to rigorously monitor and PLAN the trucks. It will be easier for him with Km on board, date and time of arrival / departure, KG loaded / unloaded will be
complete through the driver's interface. You will have more time available for PLANNING and OPTIMIZATION.
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This feature greatly eases the dispatching, reducing the time spent writing emails to customers announcing that a truck has arrived for loading or unloading, started or finished these operations.
In addition, automation naturally results in greater promptness in transmitting this information to customers, which ultimately means greater vehicle productivity and a greater degree of customer satisfaction.
The automatic transmission will also be functional in the evening or at night, on weekends, when the dispatcher is at home, without him pressing any key.
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How does this automation work?
The driver when from his user account clicks the buttons I have arrived, I have started or I have finished loading or unloading, based on a predefined format, an e-mail with the respective information is automatically sent to the dispatcher who is registered as Customer contact for that order.
The e-mail is sent in Romanian, English or German, depending on the client's language. At the same time, the dispatcher receives the same information through internal messaging, which is also informed about the automatic transmission of e-mail to the customer.
Some observations:
-the customer can Reply to the automatic e-mail, which is directed to his own dispatcher, who follows the order.
-In the automatic email, the contact details of your own dispatcher (as defined in the User List in the administration part) are taken over automatically.
-Event time information is automatically converted to the local time of the country where the upload / download takes place.
-Several new boxes of interest to the customer have been added to the driver's account, such as Freight Details or Free Floor Meters (LDM), which, if completed by the driver, will be automatically sent by e-mail. to the customer.
-This automation is not universal for all customers, you can choose the customers for whom you automate communication.
-Automation is not universal for all execution phases, you can choose to notify only the phase of I have arrived, but not the phase I have started, or only that of I have finished.
-During the testing period of this facility, we found that the drivers received this automation very well.
-Likewise, the customers were very open and satisfied, I would say 100%.
TUTORIAL:
Automation of CMR loading and transmission in Real-Time is done simultaneously from drivers to dispatchers and customers alike.
Obviously, you can choose the customers for whom you want this feature, as well as the fact if you want the CMR to be sent (as a picture) even after uploading or only at the end of the download.
This facility is also valid for the drivers of the subcontractors, the shipping companies being perhaps the big beneficiaries of this facility, the whole flow of transport documents (CMRs) being done automatically, on the Subcontractor-Customer - Customer Customer chain!
For carriers, it saves time with the management of CMRs, the customer is satisfied with obtaining POD (proof of delivery) in real-time, and for dispatchers eliminates any doubts or ambiguities regarding the goods.
Tutorials:
Notificari Clienti - Setare Transmitere Automata CMR - vers. 22 - 19 Dec 2019
Transmitere CMR la incarcare - vers. 22 - 19 Dec 2019
Transmitere CMR la descarcare (POD) - vers. 22 - 19 Dec 2019
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To upload the image (picture) about CMR from the driver's account, at the 'I have finished loading' and 'i have finished unloading' statuses the blue button 1 appears. This button opens the Add New CMR (Row) window. Press the green button 1, Add New CMR (Row), then in the entered line fill in the series and CMR number, quantity, choose the unit of measurement, kilograms and information about the accompanying documents if any. If the field 16 and 17 is completed on CMR, check the orange button, respectively CMR OK? if the document is correctly drawn up, then Save.
After adding the CMR information, return to the blue button 1. Add CMR, and a green button appears in the previously saved line. Press the green button to the right of the CMR line for which you want to add a picture. From the window that appears, choose The Camera of the device and take a picture of that document and then press the blue Save button. You will receive a confirmation message if the document was successfully uploaded.
At the status of "I have reached Download", access the blue Download CMR button. Check the unloaded batch. Right-click the green file upload button. The CMR Upload window opens on Gdrive, press the Choose Picture button, which opens the location selection window on your phone. Choose The Camera option. Take the picture of the document you want and press OK, then press the blue Upload button. After saving you will also receive a confirmation message with the text The File was successfully uploaded. It remains to Save in the CMR window.
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We are talking here about a group of developments and improvements that ensure an even easier, safer, complete (and cheap) communication between our own dispatchers and drivers. In this regard:
Whatsapp integrated in Soft-Transport uses phone numbers in international format.
It happens that drivers or even dispatchers have phone numbers from other countries. Because of this, Whatsapp works through Soft-Transport regardless of the country where the work phone number is registered.
Therefore, please enter in the employee file the work phone number in international format, for example, in the format +40740123456 or +390601234567 !!!
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On this page you can see on the Google Maps all the trucks that have installed on them a GPS tracking device from WebEye, SafeFleet, Frotcom, EasyTrack, Wialon as well as Mercedes, Scania, Renault and Volvo trucks, using the telematics solutions of the Mercedes-Benz manufacturers (FleetBoard ), Scania (Scania Fleet Management) , Renault (Optifleet) and Volvo (Dynafleet).
On the map are differentiated with different icons the status of the trucks (parked with the engine stopped, the truck in motion).
On the right side is the list of trucks taken from the monitoring system, and next to these plate numbers is the link with the ID of the active transport order in which the truck is engaged. If you click on the plate number in the right column, the respective truck will be selected and the map will focus on its position.
Starting with version 24, on the Telematics page, in addition to the trucks engaged in active orders, are also displayed the goods from the planned orders (in advance) that have not yet allocated a resource for execution.
The small icon indicating the goods are orange and the plate number of the planned truck appears on the label. If the order does not even have a planned truck, because no details are yet known about who will execute that order, the name of the client and the order ID will be displayed on the label.
Several filters have been introduced on the Telematics page. Thus, you can filter the trucks displayed on the map by Dispatcher, Construction Category (Group), Vehicles with or without orders, Client or even Driver. In addition to these filters, an icon has been placed next to each order so you can view the route HERE saved for that particular order, with all the details of the active order of the respective vehicle.
A selecting box has been added under the filters where up to 6 truck plate numbers can be selected simultaneously. After selecting them, with the help of the green search button, the saved routes for the active orders of the 6 trucks will be displayed simultaneously on the map with different colors. This is useful for planning vehicle exchanges or for choosing the optimal location for driver exchanges.
If the Telematics page exists in your menu, you can access it directly at telematics.map.php .
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The Google Maps has been integrated into the Upload / Download point window, so that you can automatically locate the companies or addresses you enter on the map, with the ability to automatically import missing details from the POI description, including GPS coordinates.
In the dispatcher's account, in the Orders section, it has been integrated the possibility to display on the Google map the points of the respective order, as well as the kilometers between the points. The integrated Google service is free until a maximum of 10 points is displayed simultaneously. If the number of points exceeds 10, the map will display all locations except Position points.
Km calculated by Google Maps can be saved directly in the body of the order, in the Planned Km column.
At the end of the table, after the total km command, the remaining km from the current point to the final destination is also displayed.
To view the current position of the car on the Google Maps, press the orange Telematic button on the bottom left and the map will show you the position of the vehicle in the form of an orange balloon.
TUTORIAL:
Route (Route) Order (Google Maps): https://youtu.be/3HgibOq3NY8
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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A new section was launched in verse 1.16 on the integration of HERE maps into the application.
These maps offer 2 additional facilities compared to Google Maps, and I would say indispensable for the activity we carry out: truck routes and the calculation of tolls related to a route. From this point of view, the solution we propose is even more precise and cheaper than other solutions of this kind on the market. Not to mention that the price of this option is directly proportional to the number of vehicles you have in operation.
What makes this development an even more powerful tool is that the routes (routes) can be saved in its own database and can be viewed on the interactive map whenever needed, including the order checker or manager. Drivers can also see the map saved by the dispatcher from their driver accounts.
Depending on the volume of data traffic that drivers have available, you can choose to have access to the interactive map or just a still image with the saved route.
On the HERE map, route points can be defined as Stop points (eg Uploads / Unloads) or Non-Stop points (Via points, or Command Position points). Thus, in order to define a VIA point, a maximum magnification of the map is not necessary, because there is a defined when calculating the route, a tolerance of 15 km compared to the No Stop point. This tolerance can be changed from the administration side.
On the HERE Maps page, as well as on the Here map from the dispatchers (on the Order page) the possibility to search for a specific locality by postal code or by the name of the location was introduced. From the top left corner, click on the green "search" icon, which will open your search window. Enter the city name or zip code. You will be shown the search results in the form of a numbered list, and a balloon with the geographical position corresponding to each number in the list will appear on the map.
Other details that may be useful to you:
TUTORIAL:
Route (Route) command (Here Maps): https://youtu.be/zW7vB9-DO9Y
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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Starting with version 1.17, the Integration of HERE Maps and GROUPAGES has been introduced. This way you can calculate and save the route (and by default KM plan and tolls) and for groupages.
In the dispatcher account (or Operational in the LIGHT version), next to each command that is part of the group there is the Here map button, with the help of which the group map can be generated.
This button will open a window where you will find all the control points related to the same grouping, arranged (interspersed) chronologically in time, exactly so will the route of the car. Click the Generate Route button, and a route will be calculated for you on the map. At the bottom, under the map, you will be shown in the form of a line the information about the grouping route, planned km and the tolls related to the grouping. This information can be saved with the light blue floppy disk button. With the help of the button - dark blue printer - you can print the generated map, and with the button - orange floppy map - you can save it as a template. When saving, a confirmation window appears, stating that the map has been saved successfully.
The group maps will not be visible on the Order Route page, they will be visible on the Groupage Summary page or in the pop-up window that opens the Group Summary.
Information about planned km, estimated tolls, agreed price / planned km appears in tabular form at the bottom of the group summary.
The actual route for the grouping can be viewed starting from the icon - the blue map -, next to the name of the grouping (circuit code), which will open a Printed Saved Route for the groupage page. The printing may contain, depending on your preferred tolls, the cost of the driver and / or the vehicle. You can generate the map as a picture or print the route as Pdf.
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Groupage is the transport in the same means of transport of goods from several customers (several transport orders) simultaneously (or at least on a certain piece of road and for a certain period of time).
A Group Summary is a report that includes in its header information about the group name, group date, customers, and all group points (uploads, downloads, etc.) from start to finish.
The report totals the number of km for each vehicle (truck) involved in its execution.
Perhaps the most important indicator of this ratio is total income / km at the group level.
For those who also use the HERE Extraoption (HERE maps) there is the possibility to save a route for the whole group, as well as the estimated cost of tolls. In this case, the program calculates another indicator, even more relevant: (Total Income - Cost of Road Taxes) / KM.
If this page exists in your menu you can access it directly at order.cluster.summary.php .
The Handover document page is mainly used by dispatchers.
It centrally displays information on the delivery of transport documents to customers. These are in particular CMRs, accompanying documents (shipping notices, delivery notes, etc.) and other documents where applicable (journey sheets, pallet sheets, etc.).
Often these documents are left by drivers at the customer's premises or other locations designated by the customer on the route. They can also be sent by post (including courier) or email.
In any case, this field is not dedicated to the date of transmission of the invoice. The evidence of sending the invoices is followed by the financial-accounting department.
Information on the shipment of the invoice can be added, however, but the emphasis is on the delivery of transport documents.
The information entered by the dispatchers is visible to both the invoicer and the secretary, who in turn can enter information on the delivery of transport documents, when applicable.
The manager also has the opportunity to see the situation of handing over the transport documents at the level of the entire company.
There is also on this page the possibility to change the information on the delivery of transport documents to customers, entered for each order. Next to each row in the table, which is a command, a green edit button has been added on the right.
It should be noted that both when registering and changing the information related to the delivery of documents, at the time of saving, the program verifies whether the due date for the customer depends on the date of delivery of documents and if so, the due date of invoices for that order is recalculated depending on the new information introduced. If the invoice maturity is different, then the application asks the user for confirmation for the automatic maturity change.
If the Handover Documents page in the verifier (or dispatcher) version exists in your menu, you can access it directly at order.document.php .
If the Documents Status page (in the Manager version) exists in your menu, you can access it directly at order.document.manager.php .
TUTORIAL:
Situatie Predare Documente de Transport
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The Documents Delivery or Documents Status pages (as it appears in the manager account) are intended for the operation and control of the delivery of transport documents (CMRs and other accompanying documents) to transport customers.
This evidence, not necessarily difficult, as cumbersome and voluminous as possible of documents is facilitated by the use of filters: vehicle, customer, dispatcher, order, handed over or not handed over.
For orders which documents are not delivered, the Delivery Date and the Delivery Location can be recorded in block mode, meaning that it can be used for several orders simultaneously. In fact, in practice, they are sent to the customer in an envelope or the driver leaves the documents to the customer for several orders at once.
The registration of the handover of documents is done using the first column, checking the commands whose documents have been handed over, after which by pressing the button in the upper left corner of the table (clip icon), the recording window Date and Place of Handing over Documents will appear.
If the Handover Documents page in the verifier (or dispatcher) version exists in your menu, you can access it directly at order.document.php.
TUTORIAL:
Situatie Predare Documente de Transport
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The electronic archive of transport documents is a module / facility designed to scan course documents (roadmap, CMRs, statements), save them, as well as search, access / view them through GDrive, a service offered free of charge by Google (up to 15 GB, then you can buy from Google 100 GB for $ 2 per month) and integrated into Soft-Transport.
This service brings a lot of advantages. Checking documents, checking the order as a whole, searching for documents, sending them by email become much easier.
Here are more Soft-Transport facilities related to:
A. Archiving of transport documents (MRLs, freight notices, pallet sheets, etc.).
B. Uploading and consulting scanned documents for (auto) vehicle (coupon, identity card, pollution class, etc.), employees (certificate, CI, etc.) and partners (license, insurance, etc.)
To load (attach) scanned documents of a vehicle, go to the Truck List page (in the verifier version - truck.verify.list.php), where next to each vehicle you will find the dark blue button Upload Documents. This button opens the file upload window on Gdrive. Click the Document button, select the file you want to upload from your computer, then press the blue upload button
The file name will be the same as the name under which the file was saved on your computer, but if you want, it can be renamed at upload time.
The procedure for loading (attaching) documents for trailers is similar.
These documents can be consulted from the truck or trailer file (the file is opened by clicking on the registration number on any page where the user is), or directly from Gdrive. To access GDrive, select Documents from the menu, Search Documents page. In the text box, enter the name of the map, (for truck example: truck_131, where No. 131 is the car ID in the database) and enter Search.
Employee documents can be uploaded from the Employee List page, and Partner documents can be uploaded from the Partner List page (in the verifier version), the procedure being similar.
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The Soft-Transport application has implemented an INVOICING section, where the possibility to prepare (issue) invoices for transport has been introduced. The Billing page is organized in tabular form and includes on the lines the transport orders, including the following advantages:
- the preparation of the invoice is much faster and much more correct because many of the explanations of the invoice are pre-filled automatically: transport period, truck number, trailer registration number, start / end locations, order / contract number, etc.
- the exchange rate of the BNR is taken over automatically so that when you draw up invoices in foreign currency, the equivalent in lei is calculated automatically.
- the maturity calculation is done automatically, depending on the information contained in the database for the respective client, the program knowing how to calculate the maturity according to several variants: a number x days from the invoice date, the date of delivery of documents, the current month.
There is the possibility to customize the invoices according to your needs and preferences, modifying the billing layout (s) in the administration part of the application. This way you can:
- insert Logo, Header, Custom Basement to your invoice.
- you can choose which details of the order to be automatically included in the invoice, depending on the customer, the nature of the transport, etc.
- you can choose what information you, as a supplier, and customers have on your invoice.
- you can set certain standard texts to appear on the invoice, for example: “VAT on receipt”, or “The invoice was sent by e-mail”, or “Thank you for choosing us”, etc. *
The date of the invoice can be chosen to be in the past, some companies preferring to pass as the date of the invoice the date of unloading, and not the date of the actual preparation of the invoice.
The program offers you the next free number in the invoice series, leaving you at the same time the possibility (even helping you) to choose an unused number from the previous ones.
When choosing the available invoice numbers, clicking on a number automatically picks it up in the invoice line. The biller will be very happy with this little artifice, which allows him to navigate between windows without noting or memorizing the bill number he has chosen. This is especially useful if the date of the invoice does not coincide with the date of its preparation.
The program gives you the possibility to draw up an invoice for a single order, or an invoice for several orders simultaneously, without losing any of the automation offered.
The program gives you the opportunity to prepare invoices for other services and products, other than transportation. For example sale of cars, various goods, penalties, etc.
The VAT rate may change from the administration side of the application in one second.
It is recommended that billing be done by someone other than the Dispatcher. However, there is a possibility for the dispatcher to draw up invoices, in which case he is limited to the orders he has managed. In other words, if the Billing page is used by a Dispatcher (in the Standard version) or an Operational account (in the Light version), the accessible orders will be only those that the user entered. This is especially useful for companies where dispatchers are the ones who bill their own orders. In this way, their access to sensitive information, which is not in their area of interest, was limited.
If the Billing page exists in your menu, you can access it directly at order.invoice.php .
Within the Invoicing page, the invoices for the performed transport are drawn up (closed orders) and the credit notes sent by the customers are registered (if applicable for the respective order). The invoicing page is organized in tables form and includes on the lines all the transport orders registered in the program.
There is the possibility to customize the invoice layout according to your needs and preferences, up to the customer level.
The preparation of the invoice is much faster and much more correct because many of the explanations of the invoice are pre-filled automatically: transport period, truck number, trailer registration number, start / end locations, order / contract number, etc.
The NBR exchange rate is automatically taken over and when the invoice is drawn up in foreign currency, the equivalent in lei is calculated automatically. The maturity calculation is also done automatically, depending on the information contained in the Partners database for the respective client, the program knowing how to calculate the maturity according to several variants.
At Invoicing, it is possible to automatically take over the amounts registered in the Agreed Price or Tariff. This is especially useful when talking about Multiple Invoicing.
On the Invoicing page, you'll be able to easily identify orders that are / aren't invoiced, that have / don't have Credit Notes. For each order in the table, comparative information is displayed regarding the agreed price, total invoiced value or calculated value by the customer (beneficiary).
Also in this page you can enter the information regarding the estimated cost with the tolls and Km paid by the beneficiary.
The most powerful tool of this page remains, however, in our opinion, the tariff, which is a smart model for the calculation formula of the tariff, in the case of more sophisticated transport contracts.
If the Invoicing page exists in your menu, you can access it directly at order.invoice.php .
TUTORIAL:
Invoicing Page: https://youtu.be/fcf1NdjaRu0
Other tutorials related to the Invoicing section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnuiRq3mELygl8l_zuwa6T
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Why can't SoftTransport make sure invoices get DIRECTLY into the accounting program?
At first glance, this seems like a problem. Even so, why can't they send customer invoices directly into the accounting program?
1. Because SoftTransport is not an accounting program and does not aim to become one. Why? Because monthly, if not daily, or if not several times a day should be adapted so as to comply with the new regulations of the Ministry of Finance. It would mean selling the program maybe 10 times more expensive.
2. On the other hand, there are very good, cheap and up-to-date programs on the market for your company's accountant to find out about the changes that the Ministry of Finance is preparing.
3. The operation of re-entering the invoices in the accounting program does not mean "doubling" the work. It can take over 10 minutes, if not more, to draw up an invoice, calculate the correct value of the transport service and check the documentation. Reintroducing the date, number, customer and total amounts of this invoice into the accounting program take about 20 seconds!
4. At the time of drawing up the invoice, no details are yet known about how to send it to the customer. When an invoice is entered in the accounting program you can check once again the correctness of the data (date of preparation, customer, due date, order of magnitude of the amount - if it is in common sense), and very importantly, if that invoice was transmitted to the customer and reached the destination. After all, an invoice will be paid only after it reaches its destination!
5. In other words, it is a GREAT ADVANTAGE to introduce another pair of eyes in the invoicing process, thus avoiding that a trivial mistake of the invoicer (maybe an extra figure to an amount) to reach directly in the Balance Sheet and from there to VAT or income tax return.
However, if desired, on the Invoice List page you will find an Excel Export button, through which invoices can be exported from Soft-Transport and then imported into the accounting program.
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In the Invoice List section you have access to a record of Invoices issued to customers and Credit Notes issued by them. The table in this list can be exported to Excel or in format .csv using the button in the upper right corner of the page.
This page is extremely useful for accountants, for checking with the accounting program, for searching and viewing invoices.
The actual invoicing of transport orders is done from another page, Invoicing, which contains several tools needed for this complex process, including access to the tariff.
The Invoices List exists in two options, one in which Simple Invoices can be issued outside the transport orders (non-operational) and another variant, only with viewing rights.
If the Invoice List page (in the view version) exists in your menu, you can access it directly at invoice.view.php .
TUTORIAL:
Other tutorials related to the Invoicing section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnuiRq3mELygl8l_zuwa6T
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Această dezvoltare are la bază o pagină distinctă: E-Factura (efactura.list.php).
La prima accesare a acestei pagini, programul vă va cere conectarea cu ANAF prin certificatul digital, pentru generarea unui token de acces. Programul vă ghidează pe o nouă pagină, unde selectați certificatul digital si pe urmă vă logați. Vor apare căsuțele Access Token si Refresh Token completate. Copiați aceste token-uri cu CTRL+C și introduceți-le cu CTRL+V în căsuțele cu acelați nume de pe pagina e-factura, după care apăsați butonul Salvare. Astfel aceste token-uri rămân salvate în variabilele aplicației și vor permite transmiterea facturilor și de pe alte calculatoare sau locații. Token-ul de acces are o perioadă de valabilitate, la expirarea căreia va trebui să repetați procedura pentru generarea unui nou token de acces.
Pe pagina e-factura se afișează facturile întocmite într-o anumită perioadă, cu posibilități de filtrare multiple, după: Client, Vehicul, Tipul Facturii (Simplă sau Transport), Serie, Număr Factură, ID și Cod Comandă, etc.
Pentru a transmite o factură în sistemul ANAF, trebuie parcurși anumiți pași:
- Pregătirea facturii, care a fost emisă în mod tradițional, pentru e-factura. Acest lucru se face bifând căsuța de pe prima coloană din dreptul facturii respective și apăsând butonul din capul de tabel. Această operațiune se poate face pentru mai multe facturi simultan.
- După această operațiune, apăsând butonul se pot vizualiza/modifica informațiile care vor fi transmise la ANAF , inclusiv Categoria TVA, și Motivele care stau la baza selecției anumitor Categorii TVA.
Aplicația Soft-Transport completează automat Categoria TVA cu S (Cotă Normală și Redusă) în cazul în care TVA-ul este diferit de 0, si cu AE (TVA cu Taxare Inversă), în cazul în care TVA-ul este 0. Dacă aveți alte situații cu privire la TVA le puteți selecta de la căsuța Cat. TVA, respectiv Cod Motiv.
De asemenea aplicația completează automat câmpurile Denumire Produs/ Serviciu și Descriere Produs astfel:
pentru facturile de transport, la Denumire va apare Codul Comenzii, iar la Descriere va apare Data și Localitatea de start a comenzii, repectiv Data și Localitatea de final a comenzii
pentru facturile simple (non-operationale), la Denumire aplicația preia textul (explicațiile) introduse în factură
Aceste câmpuri se pot și ele modifica de către utilizator.
De remarcat că pagina e-factura funcționează și pentru facturile multiple.
S-a adăugat în draftul e-factura ca element distinct Referință Comandă (BT_13) , Nr.Factură Inițială (BT-25) și Dată Factura Inițială (BT-26) . Dintre aceste noi câmpuri, Referință Comandă se completează automat cu Codul Comenzii Client. Toate cele 3 câmpuri noi sunt editabile de utilizator.
La transmitere e-factura la ANAF se poate atașa automat la fisierul xml generat și factura originală, în format PDF.
- Faceți o verificare a facturii apăsând butonul , înainte de transmitere. Această verificare se face folosind validatorul de pe site-ul ANAF.
- Încărcați factura pe site-ul ANAF folosind butonul de Încărcare .
- După încărcare apare butonul de Verificare Stare , care va fi vizibil până la momentul în care factura a fost înregistrată cu succes în e-factura ANAF. În cazul în care apar erori ele se vor afișa într-o fereastră.
- Butonul Descărcare aduce de pe site-ul ANAF fișierul .zip care conține fișierul .xml și semnătura electronică a ANAF și îl salvează în baza dumneavoastră de date din Soft-Transport. Cu alte cuvinte, e-facturile respective (fisierele .zip), odată salvate în baza de date, le puteți accesa și după ce ele nu mai sunt vizibile în SPV (după 60 de zile).
- Cu butonul Descărcare pe calculatorul dvs. , puteți descărca pe calculatorul dumneavoastră acest fișier .zip .
- Cu butonul Vizualizare Informatii E-Factura puteți vizualiza și tipări informațiile transmise și înregistrate pe site-ul ANAF, inclusiv indexul primit de la sistemul RO E-Factura.
Pagina e-factura prevede și niste filtre legate de statusul transmiterii și indexul de transmitere.
De remarcat că o factură încărcată cu succes în sistemul RO e-factura NU mai poate fi ștearsă! Butonul de ștergere va fi activ doar în faza de pregătire a transmiterii (un fel de draft al e-factura).
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Pe pagina E-Factura efactura.list.php, puteți întâlni erori fie la momentul operației de Verificare (validare), fie după încărcarea fișierului la ANAF.
E bine ca erorile de validare să fie tratate / corectate înainte de transmiterea facturii. De regulă, dacă aveți erori la validare, aceleași erori vor apare si la transmitere. Au fost totuși situații in care validatorul ANAF indica erori în mod eronat :) - așa că dacă ați reverificat si nu vedeți , nu stiti unde ar putea fi eroarea , puteți încerca o transmitere a facturii.
Dacă apar erori după transmiterea facturii, statusul (starea facturii ) va fi Respinsă , marcată în program printr-un X roșu. În acest caz, descărcați de la ANAF fișierul zip pe server-ul dvs si pe urmă pe calculatorul dvs pentru a citi fisierul xml cuprins în fisierul.zip. În acest fisier xml veți găsi motivul respingerii de către ANAF.
După ce ați înțeles care e problema, ștergeți e-factura respectivă folosind butonul de stergere din dreapta, faceți corectiile necesare (de ex. în fișa partenerului ), după care reluați procedura pentru e-factura de la început.
!!!!! Dacă partea de validare fucționează , însă atunci când încercați să transmiteți factura la ANAF nu se întâmplă nimic - transmiterea pare să nu funcționeze - mai mult ca sigur cheile de acces au expirat si ele trebuie regenerate. Pentru acest lucru consultați în Help (Întreabă-l pe Easy topicul Regenerarea cheilor de acces pentru e-factura)
Erori frecvente:
1. Codul de TVA al clientului nu conține indicativul de țară. Indicativul de țară trebuie să preceadă CIF-ul în toate situațiile, chiar dacă clientul dvs e sau nu înregistrat ca și plătitor de TVA.
2. Indicativul de țară trebuie să fie salvat corespunzător în partea de setări a aplicației (/admin - contul de administrator), conform codului ISO 3166, solicitat de ANAF . Intrați în contul de /admin , mergeți la rubrica Lista Țări în meniu si asigurați-vă că aveți completate codurile de țară identic cu cele din tabelul: https://www.soft-transport.com/document/lista_tari.pdf
3. Numărul de caractere de la coloana Denumire a articolelor (pozițiilor ) din factură depășește 100. În acest caz editați textul astfel încât să vă încadrați în numărul maxim de caractere pevăzut de ANAF.
4. Numărul de caractere de la căsuța Observații din draftul e-factura depășește 300. În acest caz editați textul astfel încât să vă încadrați în numărul maxim de caractere pevăzut de ANAF.
5. Denumirea străzii nu corespunde cu codul poștal al localității respective. Deși astfel de verificări nu se fac de către ANAF în toate situațiile - există totuși situații când puteti primi un astfel de mesaj.
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Pagina E-Factura General vine în completarea paginii de transmitere a facturilor în sistemul e-factura ANAF (pagina E-factura simplă - efactura.list.php - pe această pagină, este necesar să fi trecut în prealabil prin procesul de autorizare a aplicației la ANAF, pentru a putea folosi apoi pagina E-Factura General).
Pagina E-Factura General prezintă următoarele funcționalități:
citirea mesajelor din contul SPV ANAF cu privire la e-Factura folosind butonul Mesaje
filtrarea mesajelor după tipul lor: mesaje cu privire la Facturi Primite, la Facturi Trimise, mesaje de eroare sau alt tip de mesaje.
pentru meajele cu privire la Facturi Primite sau Trimise se pot descărca E-Facturile (fisierele xml) pe server cu ajutorul butonului E-Factura
după ce facturile au fost descărcate pe server acestea se pot descărca și pe calculator (stație) folosind butonul
din fisierele xml se pot extrage informatiile pentru tipărire într-un format mai prietenos folosind butonul . Cu același buton veți avea acces și la eventualele atașamente ale e-facturii respective.
După citirea mesajelor și descărcarea e-facturilor, pagina vă permite să le filtrați după Partener, Data Mesaj, Data Descărcare, Dată Factura și să căutați după Număr factură.
Pagina vă oferă și totaluri pe 2 coloane: Total Valoare (incl. TVA) si Valoare TVA în RON ca și chei de control pentru înregistrările contabile cu privire la TVA.
Tutorial: https://youtu.be/87q-E3ldZpw
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The program gives you the opportunity to prepare invoices for other services and products, other than transportation. For example: sale of cars, various goods, penalties, etc. To do this, go to the Invoice List (invoice.php) section of the Invoice menu, where you click on the blue button in the upper right corner of the page. An invoice window for other services will open, where you fill in the invoice information. After that, click on the green button after which the actual invoice will open. Fill in the text about Product and Unit Price. If there are multiple products, you can add multiple rows by clicking the green Add New Row button. All fields in the invoice are editable. To finish, click the blue Save and Print button
A Credit Note is actually a document that certifies the customer's self-invoicing. It is quite common with Western customers, especially when it comes to providing transportation services under a contract. Customers make payments based on these credit notes, regardless of the invoice prepared by the transport provider.
A Credit Note can be registered on the Invoicing page, as well as your own invoice for that order. The evidence of credit notes is very useful in the case of deciphering the collection documents from customers or in the process of challenging them.
They can also be found on the Invoice List page.
If the Invoice List page (Manager version) exists in your menu, you can access it directly at invoice.view.php
TUTORIAL:
Introduction Credit Notes: https://youtu.be/FqK9x8lLb8c
Other tutorials related to the Billing section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnuiRq3mELygl8l_zuwa6T
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The Appeals page is a section for registering, tracking and recording Appeals that occur during the performance of transport contracts.
If the transport price is not set flat, but according to a contractual agreement, based on a calculation formula based on planned KM, tolls and other parameters, it happens (unfortunately frequently) that the amount calculated by the customer to not the right one. In this case, it is necessary to formulate an appeal and obtain the correct value of the transport service.
If the Appeals page (in the View version) exists in your menu, you can access it directly at appeal.view.php .
TUTORIAL:
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Invoices and receipts situation, represents the actual schedule, displays for each invoice, the receipts made as well as the balance left unpaid. There are also extremely useful filters on this page such as: Invoice number, Customer, Order ID, Dispatcher.
In addition, the situation can be printed or exported to Excel.
If the Receipts page exists in your menu, you can access it directly at income.list.php .
If the Invoices and Receipts Statement page exists in your menu, you can access it directly at invoice.income.list.php .
This page, called Fiscal value, contains total invoices prepared, by customers and in dynamics, ie for several months in parallel. It is useful for the accounting department for a quick confrontation between billing and financial accounting. It is also very useful for management to compare several months for the same customer, as well as to estimate the share of a particular customer within the same calendar month.
With the filters on the page you can select the display mode, display only in the invoiced currency, or converted into RON equivalent (this is useful for the accounting department for checks), with or without VAT, transport invoices or simple, by compartments , Client Country, Client Type (Occasional / Contractual), Bonus Level. and so on
The page also has an excel export button. The report can be printed using the print button.
If the Turnover Statistics page exists in your menu you can access it directly at client.invoice.month.php
TUTORIAL:
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This page is a report (statistics) on transport orders received from the customer and executed by your company directly (with your own vehicles) or indirectly (through subcontractors).
The page is endowed with a lot of filters, which allow searching by several criteria. Among the most special ones we mention: Start Country, Destination Country, With / Without ADR, 1 (one) driver or 2 (two) drivers, by compartments,
The report also calculates some very useful indicators, such as total KM traveled (by the board), total deployment (KM traveled empty) total KM Plan, total KM according to GPS, total KM beneficiary, number of execution days, number of stationary days between orders, number of uploads / downloads, average KM between 2 stops, average KM at 30 days, average km / order, Number of virtual trucks, number of FTL or PTL trips, calculated according to the customer's definition for FTL, average tonnage (in KG), etc.
Orders are displayed in tabular form, allowing export to Excel.
If the Route Statistics page exists in your menu you can access it directly at order.statistics.emptykm.php .
TUTORIAL:
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This page focuses on displaying and totaling Kilometers (KM) Beneficiary (accepted by the customer) compared to your own planned KM and Km actually traveled according to the mileage on board. The page also compares KM GPS, KM Empty, KM Estimated Taxpayers and Beneficiary, as well as Estimated Route Fee Cost versus Beneficiary.
For orders that have registered claims to customers, an icon (black triangle) appears in the KM Dif column, a column that represents the difference between Beneficiary Kilometers and Planned Kilometers.
If the KM Orders Statistics page exists in your menu, you can access it directly at order.statistics.km.php .
TUTORIAL:
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The Monthly Statistics section is an important statistic, necessary for any manager to make decisions regarding customers. The statistic displays the values of several indicators relevant to the client, simultaneously over several months, thus obtaining a dynamic analysis of the client.
This statistic is indispensable in the preparation for negotiations, as well as in the analysis and optimization of the client portfolio.
Among the most relevant indicators we mention: Average Km / 30 days, Average KM between 2 stops, Average KM / empty, the Average number of uploads / orders per order, Total KM (board, planned, beneficiary), Total Revenue, Estimated Cost Taxes of road, Gross income / KM, Net income (without tolls) / km, KG Means transported, Income without tolls / (km * ton transported), Gross income / Km Beneficiary.
From the total orders of each month, you can see how many are invoiced, to make sure that the displayed indicators are the final ones. There are several graphical representations for the most relevant indicators.
If the Monthly Statistics page exists in your menu you can access it directly at order.statistics.month.php .
TUTORIAL:
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The Report of Km Run is a report in the Transportation Statistics section and is probably one of the most popular and used reports, along with the Extended Driver Report, when confronting the driver.
It largely respects the structure of a classic Km Run Report, making the most of the advantages of the soft-transport application. Thus, at the end of this report you will find extremely useful indicators such as: total km traveled, KM GPS and planned, total liters fuelled, actual consumption and standard consumption.
In addition, the Km Run Report can be generated from fuel to fuel, or for the whole month or just on a single order, depending on what you want. To do this, simply select the Date or KM board start and the Date or KM board end of the sheet from the filters.
The Km Run Report Page - Print version - is selective. Revenue information will only be printed for users who have access to the Monthly Statistics page.
If the Km Run Report page exists in your menu you can access it directly at truck.logbook.php .
The Km Run Report can also be printed on the Resources Itinerary page.
TUTORIAL:
Resource Itinerary - Part 1 - https://www.youtube.com/watch?v=-cfAQWFMkX8
Km Run Report- Resource Itinerary - part 2: https://www.youtube.com/watch?v=PW3x2dPAgfU
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The Itinerary Resources page generates for a certain period the roadmaps in which the driver, trailer or employee is involved, with a total of KM traveled.
The resource roadmap can be generated as a PDF file in Romanian or English, the columns that will compose it can be selected by the user.
These roadmaps can be a successful replacement for those Driver Reports that some customers are accustomed to asking drivers for and that need to be handed over to the customer.
Using this page you will relieve the driver of completing these reports with a pen.
Moreover, for drivers who use the application, it can be decided that even the Driver's Roadmap will be printed from the office, and the driver will sign it when he comes home.
On the route, the driver has access in his own menu to a Roadmap section, which automatically generates an electronic roadmap, in PDF format.
The Itinerary Resources also includes columns with Total Uploads / Downloads, Number of ADR Races, and Average KM at 30 days.
If the Itinerary Resources page exists in your menu, you can access it directly at resource.logbook.php .
TUTORIALS:
Resource Itinerary - Part 1 - https://www.youtube.com/watch?v=-cfAQWFMkX8
Roadmap - Resource Itinerary - part 2: https://www.youtube.com/watch?v=PW3x2dPAgfU
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Represents a group of statistics that contain, extracted from the database, several activity volume indicators, separately on each dispatcher and then separately on each customer.
In other words, the SoftTransport tool, being in the category of Intelligence Technology :), is able to say some things about the dispatchers who use it, to evaluate their activity, the degree of tracking of trucks, the efficiency of their use, both individually and collective (at the level of the transport department). In other words, give a qualificative to the dispatchers. In fact, it is not really a qualificative, it is a SCOR, which is based on a series of measurements, relevant indicators, which are then combined into a formula that provides the maximum significance that such an approach can give.
Why did we call it SCOR? Because in absolute value it may not say anything, but it is extremely useful when we want to appreciate as objectively as possible the activity of one dispatcher compared to another.
It can be a useful tool if you want to give proportional bonuses to everyone's performance. The value of a point in the score can be given by the company's management.
Currently, the statistics (pages) that make up this group of statistics are: SoftTransport Statistics, Soft Dispatcher Statistics, Extended Dispatcher Report, Dispatcher Indicators v2, Dispatcher POI Statistics, Driver POI Statistics, Soft Client Statistics.
If the SoftTransport Statistics page exists in your account, you can access it directly at statistics.php .
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Fleet Statistics is a group of Statistics, in which the query is made starting from the truck, the emphasis, if you want, is on the truck.
Obviously there are filters for the trailer, driver, customer, date, making this group of statistics an extremely powerful tool for those who have in mind the fleet.
Currently, the statistics (pages) that make up this group of statistics are: Truck Turnover, Truck Turnover Centralizer, Truck Unfolder.
Unlike Car Park Statistics, other statistics grouped under the generic name of Transport Statistics and which include Turnover Transport, Route Statistics, Monthly Statistics, etc., emphasize the transport order. The focus, if you will, falls in this case on business, on customers.
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In the dispatch ORDER page, in case the truck assigned to fulfill the order received from the customer belongs to a subcontractor, a yellow button is activated, next to point 0, to generate the order to that subcontractor. If the subcontractor's truck intervenes in the customer command on the route, based on a Resource Open point, the c-button gives subcontractor generation next to this point.
ATTENTION: The order generated to the subcontractor will include ALL loading / unloading points in ALL ACTIVE commands (open, engaged) in which the subcontractor's truck appears.
This allows you to create a subcontractor order for several customer orders simultaneously (in group mode), or even a subcontractor order for only part of a customer order (if we have close - open resource).
After pressing the yellow button, a window opens where the price of the transport agreed with the subcontractor and possibly Particular Remarks must be entered.
The order opens first as a draft, only after pressing the Save button, it becomes final, being considered issued and you will find it on the Subcontractor Orders page. Following the issuance of certain details (loading / unloading location, etc.) in the customer order, they become unchangeable, precisely so that there are no discrepancies between the details of the customer order and those of the subcontractor order. If it is necessary to make changes then the subcontractor command is canceled first, after which the changes are made, and logically it would be to restore the order to the subcontractor. The redone order will have another number, but the remarks can be recorded Replace the order with no ....
This c / contract can be printed according to your own style, established based on a layout in the administration part. Several different models can be made if desired. Once a contract has been drawn up, it becomes visible on the Subcontractors Orders page (contract.list.php), which we suggest you add to your Invoice and / or Accountant and Manager account.
For security reasons, the Subcontractor Order cannot be deleted from the Dispatcher Orders page, but only from the Subcontractor Orders page. In fact, it cannot be deleted, only canceled, also for safety reasons. Orders for subcontractors will bear a number and a date automatically assigned by the application, as well, for safety reasons.
In the Subcontractors Orders page, you can search according to several criteria, you can add the invoices issued by the subcontractors, in a word you can keep under control everything that means the back-office (record) with the subcontractors.
There is also an additional page, which displays the subcontractors' invoices in the form of a Subcontractors Invoices List (creditnote.view.php), which is also useful in controlling subcontractors.
Also related to subcontractors, we also created the Subcontractor Turnover page (order.statistics.subcontractor. Php), which displays the orders of customers in whose execution a subcontractor was involved.
If the Subcontractor Orders page exists in your menu, you can access it directly at contract.list.php .
TUTORIAL:
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Subcontractor records Page is a page that displays customer orders in the execution of which a subcontractor was involved. It offers a centralized situation in tabular form regarding the transport activity from a certain period of time, offering the possibility to filter according to countless criteria: Subcontractor, Customer, Dispatcher, Truck, Trailer, Employee, Start Country, Destination Country, Period, etc. .
It is useful, among other things, to check if there are customer orders executed by subcontractors for which a subcontractor order has not been issued in the application.
Also, by pressing the print button you will obtain the Register of Intermediate Orders, a mandatory document for a trasnsport company.
If the Subcontractor records page exists in your menu, you can access it directly at order.order.statistics.subcontractor.php .
TUTORIAL:
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This development allows transport companies through subcontractors to generate Credit Notes for them for one or more Transport Orders issued. We have defined these Credit Notes in the Soft-Transport vocabulary: Calculation Notes.
The advantage of such a Calculation Note is very high. It includes in a single document the summary of the subcontractor's performance, the value of this service, the planned date of payment, etc. Based on it, the subcontractor will issue its own invoice, without delays or calculation errors.
This Calculation Note can be configured as part of the administration, it automatically takes over much of the information in the order. Layouts for Calculation Notes (similar to those for invoices) are customizable, down to the subcontractor level.
For situations where the calculation method for the subcontractor's tariff is more complex, an Excel spreadsheet called TARIFFER can be used. The calculation notes can automatically take over if desired, the price of the transport as it appears in the order (agreed price) or as it results from the calculation performed by the Tariffer.
If the Subcontractor Orders page exists in your menu, you can access it directly at contract.list.php .
TUTORIAL:
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This page is organized in tabular form, starting from the customer order (one line at a time), then displaying information on the costs with subcontractors, possible costs with train, ferry, etc. reservations, obtaining some very important indicators and namely: Net Tariff Client / Km Planned, Net Tariff Subcontractor / Km Planned, Profit from Subcontractor (in EUR).
Obviously the calculations are complex, the parameters used becoming visible if the Minimum Details filter selects All Details.
We used the same page for situations where both a truck of a subcontractor and its own truck are involved in the execution of a customer order, or even in situations where orders are executed exclusively by our own trucks.
It is quite widespread in practice and the concept of PRAG TARIFF for its own trucks. This concept somehow treats its own trucks as if they were third-party trucks and analyzes their profitability based on the ratio to a Minimum Tariff per km.
What we have developed in Soft-Transport is this Minimum Tariff in 2 variants: Tariff/km which includes tolls and Minimum Tariff/km without tolls (recommended). This Minimum Tariff is entered in the administration part of the application, under the Tariff Threshold section. It should be mentioned that the history of this tariff is kept, and the calculations will use the minimum tariff corresponding to the order period.
Related to this concept the Profit Center / C-give page calculates Net Income Truck Own / Km Planned and EURO Over Threshold.
Note that there are 2 other pages: Customer Profit Center and Subcontractor Profit Center derived from the Profit / Order Center page.
If the Profit Center / Order page exists in your menu, you can access it directly at order.profit.statistics.php .
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O secțiune nouă, dedicată Decontului cursei/grupajului, care pe lângă pagina Centru Profit/Comandă vine să completeze evidența și analiza costurilor si a profitabilității unei curse/grupaj, practic la orice moment în derularea acesteia – după primirea comenzii, după facturare, după înregistrarea costurilor efective, atunci când se dorește sau este nevoie. Aceste deconturi se pot salva.
Această secțiune e interconectată cu alte secțiuni, de exemplu cu facturarea, dispeceratul și este formată din 3 pagini distincte:
1. Pagina Leg. Achiz.-Cdă (stock.in.order.php) - Alocare Achiziție pentru o Comandă sau Vice-Versa, Comandă pentru o Achiziție – aduce în același tabel atât achiziții, cât și comenzi pentru o anumită perioadă.
Zona de filtre cuprinde atât variabile legate de achiziții, cât și de comenzi și permite identificarea rapidă a ceea ce se caută sau dorește.
Accesul la această pagină se poate face direct din meniu sau din shortcut-uri (butoane sau link-uri) de pe alte pagini, cum este pagina de Comenzi, sau pagina de Facturare, caz în care filtrele vor fi deja completate.
După efectuarea unei căutări, veți observa că tabelul va cuprinde în partea stângă achizițiile returnate de căutare, iar în partea dreaptă comenzile care respectă filtrele selectate.
In partea stângă, lângă achiziție veți regăsi un buton Leagă Achiziția de o Comandă, iar în partea dreapta veți găsi un buton Leagă comanda de o Achiziție.
Aceste butoane asistă utilizatorul în identificarea rapidă a achizițiilor realizate în perioada comenzii, pe oricare din resursele angrenate în comandă, cât și vice-versa a comenzii în care se afla angrenată o resursă la momentul (data) achiziției.
Utilizatorul va acționa butonul de Alocare, dacă acest lucru se impune.
De observat că nu toate achizițiile se pot atribui nemijlocit unei anumite comenzi, chiar dacă acestea sunt înregistrate în perioada de derulare a comenzii respective.
Pe de altă parte se poate întâmpla ca anumite achiziții care sunt în realitate legate de o comandă să fie înregistrate înainte sau după finalizarea comenzii. Din acest motiv, aplicația prevede și un filtru de flexibilizare a perioadei în care se caută potriviri cu 1, 2 sau 3 zile.
Un mare avantaj al acestei pagini, care este un fel de asistent al identificării cheltuielilor legate de o comandă, este că aceste cheltuieli (achiziții) pot fi înregistrate total independent, de pe pagina Inreg. Doc. Achiz., de regulă de contabil, legătura cu comanda putând fi făcută și de o altă persoană: dispecerul, facuristul, șeful de autocoloană, etc.
Alocările (legăturile) stabilite pot fi desfăcute, folosind aceeși metodă.
2. Pagina Decont C-dă (order.cost.php) - Calcul și Salvare Deconturi pentru Comenzi/Grupaje – este pagina propriu-zisă de generare a Decontului cursei / grupajului.
Cuprinde de asemenea o zonă de filtre extinse.
Accesul la această pagină se poate face direct din meniu sau din shortcut-uri (butoane sau link-uri) de pe alte pagini, cum este pagina de Comenzi, sau pagina de Facturare, caz în care filtrele vor fi deja completate.
După efectuarea căutării veți observa că apar trei căsuțe pentru 3 sume arbitrare: pe cursă, pe zi și pe km, care pot fi completate și folosite la calcului decontului cursei. Aceste sume, dacă sunt folosite în mod frecvent, pe baza unor calcule, estimări la nivel de firmă se pot introduce în variabile, în contul de administrator (/admin) – caz în care, căsuțele respective vor apare precompletate.
În tabel vor apărea pe fiecare rând cursa (comanda) sau grupajul care respectă selecția filtrelor.
Pentru fiecare curs/grupaj vor apare în mod transparent toate elementele care pot fi de interes pentru decont: Alimentări, Cost estimat cu taxele de drum (în cazul în care s-a generat Harta Here și s-au salvat aceste taxe estimate), Achizițiile (cheltuieli alocate comenzilor din grupaj), Preț agreat/notă de calcul/valoare factură subcontractor, Preț agreat/ credit note/ valoare factură client. Aplicația bifează unele din aceste elemente, pe baza unei interpretări automate. Ele însă pot fi bifate sau debifate de utilizator.
După verificarea bifelor, calculul decontului se face prin apăsare pe butonul Calcul Decont din partea dreaptă. Se deschide o pagină nouă cu calculele structurate de grupe de cheltuieli/venituri, decontul în întregime putând fi salvat de la butonul din partea de jos a paginii. Un decont se poate recalcula și salva de câte ori se dorește, varianta veche fiind suprascrisă de cea nou salvată. Decontul se poate tipări folosind combinația de taste CTRL+P.
Important: pe această pagină există și un filtru de control în vederea diferențierii (selectării) comenzilor/grupajelor, care au sau nu au salvat Decontul.
3. Pagina Centr. Decont C-zi (order.cost.summary.php) - Centralizator Deconturi Salvate pentru Comenzi/Grupaje – este pagina care cuprinde sub forma unui tabel toate deconturile salvate, pentru comenzile/grupajele identificate conform filtrelor din partea de sus a paginii.
Pe această pagină nu este posibilă calculul/modificarea/salvarea decontului, ci doar tipărirea acestuia.
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You don't have to do anything special to open accounts for subcontractor drivers. Opening such an account is the same as for your own drivers.
To create a drivers account, use the administration / admin area, where you access the User List section. Click the button at the top right of the page, which will open the New User registration window. In the first field of the window, select the driver user level. In the second field, enter an e-mail address with which the user will be logged in (the e-mail doesn't need not be real,). The user's passwords will be entered in the third and fourth fields (the box turns green only if both are completed and identical). Enter the name and surname of the user and his telephone number, and in the Employee field select the name of the respective driver (previously he was registered in the Employees List, in the Employer field being passed the respective subcontractor). To complete press Save.
Once the newly created account is active, the subcontractor driver can use the account like any other driver of yours!
It should be noted, however, that access to data of the subcontractor's driver, as well as of his own driver, is limited to the information strictly necessary for the performance of his duties.
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Starting with version 1.17, the Integration of HERE maps for SUBCONTRACTORS was also introduced. This way you can calculate and save the route (and by default KM plan and tolls) and for subcontracting orders.
This way you can calculate and save the route (and by default KM plan and tolls) and for subcontracting orders.
On the Subcontractor Orders page, all the transport orders that have been issued to the subcontractors appear, and next to each order, on the right side, with the help of the button - orange map - you can generate a map for that order. The button will open a window where the points in the transport order will be taken as they were saved, then click on the orange Route Generation button. The route thus generated can be modified / configured by adding intermediate points, and at the end it can be saved with the help of the button - light blue diskette - Save Km Contract.
The map can also be printed with the help of the button - dark blue printer - or be saved as a template with the help of the button - orange disk.
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Truck Validity Page allows us to get a list of documents of vehicles that are about to expire. This situation can be printed in the format of a list or unfolded on a calendar.
There are several filters that allow us to search depending on the type of document / authorization (ITP, Tachograph, RCA, Helmet, Compliant Copy, Leasing, Warranty, Europlack, etc.), the vehicle group and the time interval (in the future) for which we want to view the expiration date.
The expiration date is recorded in the Trucks database, and it can be changed by the responsible person, usually the Head of the Column.
It should be noted that there is also a page dedicated exclusively to changing the validity of trucks, without access to other fields, information from the Trucks database, namely Truck Validity Update (truck.date.list.php).
If the Truck Validity page exists in your menu you can access it directly at expiry.truck.list.php.
TUTORIAL:
Expiration Reports (Validity) Documents: https://youtu.be/29bNpYMf6Tk
Validity and Truck and Validity Documents Update: https://youtu.be/IlwwMrc4mio
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Trailer Validity Documents page allows us to get a list of documents of vehicles (trailers) that are about to expire. This situation can be printed in the format of a list or unfolded on a calendar.
There are several filters that allow us to search by type of document / authorization (ITP, RCA, Casco, Leasing, Warranty, Sanitary Authorization, etc.), and the time interval (in the future) for which we want to view the date on which expires.
The expiration date is recorded in the Trailers database, and it can be modified by the responsible person, usually the Head of the Column.
It should be mentioned that there is also a page dedicated exclusively to changing the validity of trailers, without access to other fields, information from the Trailer database, namely Trailer Validity Update (trailer.date.list.php).
If the Trailer Validity Validation page exists in your menu you can access it directly at expiry.trailer.list.php.
TUTORIAL:
Expiration Reports (Validity) Documents: https://youtu.be/29bNpYMf6Tk
Validity and Truck and Validity Documents Update: https://youtu.be/IlwwMrc4mio
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The Employee Documents Validity page allows us to obtain a list of employee documents that are about to expire. This situation can be printed in the format of a list or unfolded on a calendar.
There are several filters that allow us to search by document type, employee function and time frame (in the future) for which we want to view the expiration date.
The expiration date is recorded in the Employees database, and it can be changed by the responsible person, usually, the Personnel Inspector, on the Employees List with the verifier rights page.
If the Employee Documents Validity page exists in your menu, you can access it directly at expiry.employee.list.php.
TUTORIAL:
Expiration Reports (Validity) Documents: https://youtu.be/29bNpYMf6Tk
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The Document Validities pop-up warning window can be customized from the administration area (from the Validity Alert section) in the sense that you can add or remove categories of documents from the warning process and set for each one with what time interval is requested before the warning appears.
TUTORIAL:
Validity Expiration Notifications (Pop-up Window): https://youtu.be/3mGlBY_-h14
We've provided the ability to define new document validity types, which you can customize as a name and range at which you want to be notified through the warning pop-up window.
We have provided a number of 4 such fields for trucks, 4 for trailers and 4 for drivers.
These values will also be visible in the file of the truck, trailer, and driver.
To set these new validity types, access the application administration account.
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In the fuel checker account, the Fuel Check page (fuel.verify.php) there is a possibility to add a check mark when checking a fueling to indicate that this fueling was made in compliance with the company's fueling policy ( regarding the card used, full or not, the gas station approved or not). This check mark will also appear on the Extended Driver Report, next to the respective driver's fuelings.
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The Gas Stations page is designed to give you the opportunity to create / consult a database of gas stations that your company agrees with.
Authorized gas stations may be introduced / modified by a specific person in your company who is authorized to do so. They can then be consulted, including by viewing on the map by dispatchers and drivers.
You can do this by checking the box at the beginning of the row for the gas station (s) you want to view, and with the icon to the left of the table header display the exact location of the selected gas stations on a map.
You can search (filter) gas stations by country, city, card type, approved or not, etc., comments, etc.
If the Gasoline page (in the view version) exists in your menu, you can access it directly at fuel.station.list.php .
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IN THE DRIVER ACCOUNTS, accessible from smartphones and tablets, with internet connection (either wi-fi or roaming internet included in the mobile phone subscription) there is the possibility to enter the power supplies made on the route. The information sent by drivers is automatically recorded in the database and is visible and editable from the dispatcher's account. The dispatcher is also notified of the power supply to the driver.
In addition, the driver can view the approved Gas Stations, name, address, contact details, as established by the manager or the supply verifier as appropriate.
TUTORIAL:
Gas Stations Agreed in the Driver type account: https://youtu.be/b2w4fSAF-Wc
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This page is dedicated to recording / viewing the feeds performed by the company's drivers. Information on a supply: no. registration, quantity, value at the pump, location, fuel card used - are sent by drivers, dispatchers or fuel tester, by SMS, by statement, or online (by using the driver account of the application).
The Refueling List page exists in 3 variants:
1. for those introducing supplies (eg dispatchers),
2. for the Fuel Verifier(which adds information on the actual cost of fuel - excluding VAT and Discounts, as well as compliance with the refueling policy)
3. for the Manager, who has access to all information and indicators, without having any rights to change.
If the Refueling Supply List Manager page exists in your menu, you can access it directly at fuel.summary.manager.php .
TUTORIAL:
Search the Refueling List: https://youtu.be/hV0i5NWITI8
Other tutorials related to the Refueling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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In Soft-Transport, for the first time, the fuellings are introduced and checked, in order to eliminate from the start the fraudulent fuellings and to notice deviations from the company's fuel policy.
The fuellings, once entered, upon receipt of the invoice from the card provider, all that needs to be done is for them to be verified. This, in fact, must be done on the Fuelling Verifier page. For verified fuellings, enter the information on the Fuelling invoice number and date. To make it easier to identify supplies, we recommend that you filter by Card Type, Truck, and Period. Fuellings for which the Date and Number of the Invoice have been completed change to the (considered) Invoiced state.
The Fuelling Invoices page gives you a centralized record of registered supplies, totaled on registered fuelling bills. Thus, for each fuel invoice, the total liters (quantity) of fuel of the invoiced fuelling are calculated, the total value at the pump, the total effective cost (pump price minus discounts). The program also displays the date of the first fuelling, respectively the date of the last fuelling on the invoice.
Moreover, the page can be filtered by taking into account either the Invoice Date or the Fuelling Date in a certain period, given that often they do not even coincide as a calendar month.
Invoiced fuelling are routed automatically, totaled on invoices, on the Purchases and Payments Statements page (supplier schedule).
Please note that fuelling are also routed automatically to the Cost / Truck Center, so they do not need to be entered separately in this section.
If the Fuelling Invoices page exists in your menu, you can access it directly at fuel.invoice.php
TUTORIAL:
Fuelling Invoices Introduction: https://youtu.be/ZeGsSF1ddS8
Page (statistics) Fuelling Invoices: https://youtu.be/B3oxtB-hZzs
Other tutorials related to the Fuelling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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FAZ, short for the Daily Activity Sheet, is an established term between carriers, meaning the calculation of the normal fuel consumption and its comparison with the actual diesel consumption of the truck.
If the calculation of actual consumption is based on the volume (quantity) of fuel supplied and KM traveled, the normal fuel consumption takes into account only the average tonnage of the journey, based on the empty consumption and the per tonne supplement established for that vehicle (based on truck data).
If the FAZ Sheet page exists in your menu you can access it directly at faz.php .
TUTORIAL:
FAZ Sheet and Reading Board Consumption Calculator Board (CAN): https://youtu.be/cOQnKJl3L4U
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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The FAZ Sheet (Daily Activity Sheet) page provides you with information on the standard consumption and actual diesel consumption of each truck. This page is accessible from the Fueling Manager and Verifier (Standard version) or Control (Light version) accounts.
To view a FAZ Sheet in the Manager account, go to the Fueling/ FAX Sheet section and select No. Truck and the time interval for which you want to draw up the FAZ file.
The FAZ sheet will show you for each refueling made: KM from the previous refueling, the amount of diesel fueled between the two refills, the actual consumption, the average transported tonnage and the standard consumption of the truck, as well as the difference between the actual and standard consumption.
On the FAZ Sheet page, in addition to the indicators calculated by Soft-Transport (Effective Consumption, Normated Consumption, Average Tonnage Transported, etc.), based on information about supplies, km on board, weight loaded / unloaded, entered by application users (dispatchers) , the values taken from the on-board computer (through the portal of the manufacturers Mercedes-Benz and Scania) with reference to KM on-board at the time of refueling, tank percentage, liters consumed.
The page was also provided with a filter with which the FAZ Sheet can be generated in the reduced version, containing only the information from Soft-Transport, or it can be generated together with the information from the manufacturer, for a possible comparison between them.
The indicators that are displayed and / or calculated based on the information of the manufacturers are: Km Board, Km traveled from the previous full, the amount of fuel consumed between two fulls and the actual consumption CAN.
In addition, the last column of the table also shows the level of fuel expressed as a percentage that was in the tank at the time of refueling recorded in the software (if it is not 100%, it may mean that refueling was not full or the time - date and time - at which the power supply is recorded in the program does not coincide with the actual moment of power supply in the field).
On the FAZ Sheet page there is also a button at the end of the line for viewing Details of average tonnage calculation and actual and standard consumption.
If the FAZ Sheet page exists in your menu, you can access it directly at faz.php .
TUTORIAL:
Phase and Reading Board Consumption Calculator Board (CAN): https://youtu.be/cOQnKJl3L4U
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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On this page called FAZ Centralizer, you can view at park level the results of the FAZ Sheet for all trucks, for a certain period with the Differences in liters between standard and actual consumption. We also added totals to KM and Liters fueled and global indicators for actual and standard consumption for the entire fleet.
If the FAZ Centralizer page exists in your menu, you can access it directly at faz.summary.php .
TUTORIAL:
Other tutorials related to the Fueling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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On the FAZ Sheet page, in addition to the indicators calculated by Soft-Transport (Effective Consumption, Normal Consumption, Average Tonnage Transported, etc.), based on information about refueling, km on board, weight loaded / unloaded, entered by application users (dispatchers), there were also added the values taken from the on-board computer (via the manufacturer's portal) with reference to the on-board KM at the time of refueling, tank percentage, liters consumed.
The page was also provided with a filter with which the FAZ Sheet can be generated in the reduced version, containing only the information from Soft-Transport, or it can be generated together with the information from the manufacturer, for a possible comparison between them.
The indicators that are displayed and / or calculated based on the information of the manufacturers are: Km Board, Km traveled from the previous full, the amount of fuel consumed between two fulls and the actual consumption CAN.
In addition, the last column of the table also shows the level of fuel expressed as a percentage that was in the tank at the time of refueling recorded in the software (if it is not 100%, it may mean that refueling was not full or the time - date and time - at which the power supply is recorded in the program does not coincide with the actual moment of power supply in the field).
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The Frig-Trailer Consumption page provides you with information on the total operating hours and the actual consumption of the refrigerated trailer unit per operating hour.
Select The trailer number and time interval for which you want to prepare the fuel consumption calculation sheet (diesel).
If the Frig-Trailer Consumption page exists in your menu you can access it directly at trailer.fuel.list.php .
TUTORIAL:
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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This page centrally displays the fuel consumption (diesel) for all the refrigerated trailers in the own park or of the customers, coming in addition to the page Frigo Trailer Consumption.
If the Frigo Consumption Centralizer page exists in your menu, you can access it directly at trailer.faz.summary.php .
TUTORIAL:
Other tutorials related to the Fuelling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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The Fueling Statistics per Clients and Countries (fuel.statistics.country.php), is a food statistics page, a centralizer of them on customers and by country. This page shows for each customer how much fuel was supplied and in which countries these refills were made, in a certain period.
It is a very useful page when I want to analyze the profitability of a customer, given the differences in diesel prices between EU countries.
If the Customer and Country Supply Statistics page exist in your menu you can access it directly at fuel.statistics.country.php .
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The Truck Fueling Centralizer page is useful, among other things, for preparing situations for excise duty recovery.
a is provided with multiple filters, including the Country filter. On each row in the table are totaled the refuelings made by that truck, as well as KM run (after board) in the same period.
If the Truck Fueling Centralizer page exists in your menu, you can access it directly at fuel.summary.truck.php .
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Estimation of Fuel Consumption Utility, accessible from the utility menu or with the CTRL + 2 hotkey combination, is useful for estimating where the best location would be to power a truck (where and when to refuel on the command path).
Thus, by selecting the vehicle, the tank capacity, empty consumption and supplement per tonne are automatically filled in. Enter the transported weight. By changing the value in the KM box, the amount of fuel required to cover that number of KMs appears instantly in the Liters box and, reversed, changing the number of liters automatically shows the number of KM that can be covered with that amount of fuel.
TUTORIAL:
Utility Estimation and Automatic Reading Tank Level: https://youtu.be/898MAzqMXis
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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In the Technical Reports section, the information on technical problems related to vehicles is centralized, always having a saved record on the reports on the technical condition of trucks and trailers, made either by drivers or by mechanics or by any user of the software.
If the Technical Reports page (simple version) exists in your menu, you can access it directly at problem.report.list.php.
If the Technical Reports page (in the Verifier version) exists in your menu, you can access it directly at problem.report.verify.php .
Next to the name of the Technical Reports page in the Verifier version, a number is displayed in the menu that represents the number of active technical reports from the last 2 days.
TUTORIAL:
Technical Report Registration: https://youtu.be/Vrv2AwRnaGU
Technical Report Utility: https://youtu.be/ELbGhLIt6NM
Search and Filter Technical Reports: https://youtu.be/qYiMW8fbd9o
Registration of the Technical Report in the Driver type account (1): https://youtu.be/raDZLEdq_4w
Registration of Multiple Technical Report in the Driver type account (2): https://youtu.be/qe_YOxHCLFI
Other tutorials related to Fleet Maintenance can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUCPoPDbX-qAdw4Fg33a-Ez
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On this page you will be able to query both the overhaul and oil change situation for your fleet (using the first filter in the upper left corner).
The oil changes, respectively the revisions are registered in the Technical Reports section. Based on this information and the last KM (mileage) recorded in the transport orders for each truck, the page displays km runned from the last overhaul / last oil change, elapsed time, and the difference in km until the next necessary oil change.
The periodicity (in KM) with which the oil must be changed is recorded in the truck file (Truck List). Also here is recorded the number of KM in advance with which the oil change should be warned.
The oil changes that already had to be performed appear in red, and the ones that are to be performed will appear in yellow.
This statistic, extremely important, is an additional reason to record orders (and KM board) as close as possible to the present moment.
If the Maintenance Situations page exists in your menu, you can access it directly at maintenance.truck.list.php .
TUTORIALS:
Oil Change Status: https://youtu.be/xk66nPOTwzI
Situation Reviews: https://youtu.be/JmCynek8dOc
Other tutorials related to Car Park Maintenance can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUCPoPDbX-qAdw4Fg33a-Ez
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It is another useful section in managing the technical problems of the fleet.
In other words, solving Technical Reports is the main focus. When, where, at what cost, in or out of warranty these issues have been solved.
It is a section independent of that of Estates, useful equally to those who have their own service or to those who do not. It is equally useful in the event that the repair takes place on its own (in garage or on the road) or in any other service.
This section consists of the Service Interventions page that can be operated by the column head, manager, or another person designated by the manager.
The Technical Reports page contains a filter related to the State of Intervention (unscheduled, planned, in progress, completed). Next to each sheet there is a button detailing the intervention or interventions in which it was tried to solve the problem.
At a certain service intervention, several reports (problems) can be treated, just as with a certain problem (report) you can end up in the service 2, 3 times without finding a solution.
On the service interventions page, warnings also may appear in the form of a red triangle, which means that not all the reports added were solved by that intervention.
These interventions can also be recorded in advance, which means planning to solve the problems reported by the technical reports.
The planned interventions are also visible on the Truck Calendar, for dispatchers. A new line with the planned intervention appears below the line with the activity of the respective truck. It has a key French icon, which shows the date and time planned for the intervention, the country, the town and the name of the company where the service will be done and the description of the work. After the completion date is filled in the intervention window (the intervention will be completed), the intervention will no longer be visible on the Truck Calendar page.
There are 2 pages for this section:
Service Interventions (service.problem.list.php)
and Service Interventions in the View version (service.problem.view.php).
Do you feel that you have not enough control so far over how the interventions in the service were carried out or how they were settled, the use of guarantees to their full potential?
Then this section should make everything much more transparent and easier to follow.
If the Service Interventions page exists in your menu, you can access it directly at service.problem.list.php .
TUTORIALS:
Service Interventions - Planning: https://youtu.be/pyhDQhRqghY
Completion of Service Intervention: https://youtu.be/Z-e-y--8FvI
Evidence of Interventions versus Warranties: https://youtu.be/HlDwJN6WlI0
Search and Filter Service Interventions: https://youtu.be/0n-OOZ0q6ME
Other tutorials related to Fleet Maintenance can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUCPoPDbX-qAdw4Fg33a-Ez
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This section is dedicated to transport companies that operate a service workshop for their own trucks and / or for third parties.
It allows the generation of orders, the completion of work estimates and the issuance of invoices for completed estimates when applicable. It is a complex section that takes into account the requirements of an authorized service as well as accounting standards while remaining extremely user-friendly, flexible, being a real support throughout the entire repair process for service staff.
This section is interconnected with the Inventory Management section, respectively purchase registration, consumption vouchers, stock records from the part dedicated to freight transport, but not to be confused with them.
In the same way, the Service Invoices part is connected with the Transport Invoices part, without the two mixing.
There are several pages that build this section:
These pages are built on different levels of users, so that the control chain in a service can be respected. Thus, we have the possibility to have a different menu and rights for the people in charge of the work, Manager or Verifier (the people in charge of the quality of the work).
FLEXIBILITY:
There is the possibility, and we warmly recommend you to use it, to customize the orders, quotes and invoices issued to service customers according to your needs and preferences, modifying the model / models of invoices from the administration part of the application.
The program allows you to prepare a service invoice for a single estimate, or a service invoice for several estimates simultaneously.
BENEFITS:
To use this section, you must first make some settings in the administration part (/ admin) in the Variables section.
So:
- At the line with ID108, establish the level of the account that will be of Service type, the one that will have the right to draw up currencies. Open the edit window with the -green eye- button. In the Value box, enter the user level ID. (If you did not make changes to the User Level page, this ID should be 12).
- At the line with ID109, set the Mechanic function level, which can be registered as performing service work. Open the edit window with the -green eye- button. In the Value box, enter the employee job ID. (If you have not made changes to the "Employee Function" page, this ID for the driver function should be 3)
- At the line with ID110, determine who will be the Head of Service Unit, the one who will appear predefined on Currencies and Orders at Signature. Open the edit window with the -green eye- button. In the Value box, enter the ID of the employee (see the Employee List page) who holds this position.
- At the line with ID111 you can enter a standard text that will appear on the quotes and commands generated from the program. To set this, open the edit window with the -green eye- button. In the Value box, enter the text that you want to be automatically retrieved, and save.
- On the line with ID112 open the edit window with the green eye button. In the Value box, enter the ID of the user level that will have access to billing currencies in the program.
When determining who has what rights, even for a smaller service, with less staff, it would be good to comply with some conditions related to financial control - preventive, or more suggestive of the health of your organization. For example, the person who records purchases (prepares receipts) is not the same as the person who prepares consumption vouchers. The person invoicing a work estimate would be recommended to be different from the person preparing the work estimate. As well as the person who prepares the estimate should not coincide with the person checking it.
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In the Service account you have several possibilities to open work estimates.
Access the Devize Service section from the menu, and in the upper right corner with the green eye button the Estimate Registration window will open.
This is the simplest method, but not the most convenient for the Work Manager. Very often in a service workshop, the works take place before the papers, the pieces are ordered and sometimes they are assembled before the registration of the estimate, following that the papers will be drawn up many times later and from memories.
Thus, we thought of a simpler, more intuitive way for the service operator, namely to indicate the estimate at the time of purchasing the part or at the time when this part is removed from the warehouse.
In other words, you can open a quote if a product was purchased directly on a registration number. In this case, access the Service Procurement Registration section from the menu and use the + button at the top right to open the Procurement Document Registration window.
In the line of registration of the purchase at the Currency box there is a button that will open the New Currency Registration window. If there is already an open estimate on that resource the automatic program will select the active estimate for it.
At the same time, a quote can be opened when a consumption voucher is drawn up for a product in stock, which is to be assigned to a registration number (a resource). In this case, access the Service Exit Registration menu, and with the + button at the top right, the Bill Consumption Registration window opens. When drawing up the consumption receipt, next to the quote box, there is a button that will open the New Quote Registration window. If there is already an open estimate on that resource, the automatic program will select the active estimate for that resource.
Next to the quotation box you can also enter the Unit Price that will appear on the Quote, usually different from the purchase price. The two price quotation fields with and without VAT are interconnected, between them, one is automatically calculated from the other, thus facilitating the pricing process for the customer.
In conclusion, the products are added to the estimate through purchase documents (receipts) and vouchers.
On the Currency Service page, you will find all the estimates generated by the system. With the help of the green eye button you can change each quote. Also on this page you can add / delete workmanship related to the pieces of work with the help of the green button in the lower left corner of the window, or to delete a product from that quote.
To close a quote, just fill in the End Date in the edit window, after which the quote can be printed using the button next to the line. The order can be printed with the help of the C button, next to the quote, at any time, it automatically takes over the information contained in the quote.
After closing a paper (a quote), it is mandatory to qualitatively check the paper. The head of the service or another authorized person will have to record this. For this, access the Currency Control page, and check the box in the Verified column next to the respective currency.
Once checked (checked), the background color of the estimate line will change to blue.
To invoice the estimate, you will need to access the Invoice List section of the menu, where you will click on the button in the upper right corner of the page. The Invoice window for other services / products will open. After selecting the customer, in the quote box you will be able to select the quote you want to invoice. Here you can invoice more than one currency on an invoice, or issue more
invoices for a quote. Invoices issued for foreign exchange can still be viewed using the FS button on the right side of the line or can be deleted using the button if necessary.
An already saved invoice cannot be changed, but it can be deleted and rewritten.
Estimates representing repairs and works for your own fleet of cars (they are not invoiced) can be manually entered in the invoicing status by accessing the Sit. Currency Billing, by clicking the box in the Invoiced column, in order to have a clear record on this aspect as well. On this page of the Sit. Currency Billing you have all the information about currencies. With the green eye button you will be able to see the details about products and labor on the estimate, the status of estimates by color (blue background for those checked but not invoiced, and yellow background for those invoiced). to check.
To cancel a quote, it must be active,(not to have the end date completed), not to have the invoice check mark placed and not to be added products and labor on it. (After deleting the products from the estimate, only the information related to the estimate will be deleted, but the purchase or consumption voucher will not be deleted. If the estimate meets these conditions, a button appears on the Currency Control page next to which will be able to cancel the estimate The canceled estimates will have a red background as color.
On the Currency Alerts page, the program will centralize all consumption vouchers related to a certain registration number, but which are not assigned to any estimate and, likewise, all purchases that are registered for a registration number but are not allocated to any estimate.
For easier implementation of this section do not hesitate to contact our customer service.
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The Estimate Calendar page is a page that shows the tasks performed on the calendar. It is equipped with a strong section of filters, so it can be used to check and even plan the work of mechanics.
If the Estimate Calendar page exists in your menu, you can access it directly at service.estimate.calendar.php .
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It is intended to be primarily practical and easy to use. Often the tires with their many models, series, construction variants, etc., seem difficult to digest. That's why we tried to build this record so that it fits the work style of the mechanics, to be as intuitive as possible.
We invite you to use it, so you can put order in this sector of the company, not to be neglected when it comes to costs.
The pages that make up this section are:
- Tire models
- Tire Series Registration
- Tire Movement and Measurement
- Tires / Vehicle situation
- Tire stock
TUTORIALS for the Tires section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnv8-qnF2lCxmqdT63gaq7
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This page contains a statement of the last measurement or mounting operation for each machine. It is a tool that allows you to inventory all tires fitted to vehicles, to identify which vehicles were / were not inspected in a certain period, which tires will have their warranty expired in the next period of time, which tire models and on which trucks you have mounted, etc.
From this page next to the registration number you will find the icon, which will open the window with the vehicle history regarding the tires with which the vehicle was equipped. If you click on the tire series in the table you will be able to view the tire history, starting from its highlighting.
On the Tire / Park Centralizer page, in the Vehicle History window, a window that opens from the blue button next to the registration number, there is also a tire wear calculation. It's about two indicators. The first, with a blue background, shows how many millimeters of wear the tire had in 100,000 km, and below it on a yellow background is displayed another indicator how many km the tire rolled with 1 mm of wear.
If the Tire / Park Centralizer page exists in your menu you can access it directly at tire.vehicle.summary.php .
TUTORIALS:
Tutorials for the Tires section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnv8-qnF2lCxmqdT63gaq7
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The Tire / Park Centralizer page also features a warning function. A red button called Warnings has been added in the upper right corner.
This button opens the window where you can choose from the six types of warnings. Thus, you can display:
- Tire depth less than X mm,
- Last measurement and movement older than X months (including those that did not record any movement or measurement at all)
- Vehicles (apparently) without tires
- With a pressure lower than X bar
- Last movements or measurements that did not record KM board to Truck
- Tires that do not have an expiration date
To run these warnings, press the green button on the right side of that line.
If the Tire / Park Centralizer page exists in your menu you can access it directly at tire.vehicle.summary.php.
TUTORIALS:
Tutorials for the Tires section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnv8-qnF2lCxmqdT63gaq7
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Delivery-Receipt Minutes can be drawn up on Truck, Trailer and Auxiliary (Telephone, Calling Card, Power Cards or Tolls), each type on a different PV or all together on the same PV.
This section consists of several pages:
Verbal Process of Handing - Receiving - the mobile version, on behalf of the drivers
PV Preparation - desktop version, for TESA accounts
PV Verification - page dedicated to the Verbal Process of Handing - Receiving
and 2 pages as reports:
PV View - P.V. List at the company level, allows viewing (without modification) of the P.V. as well as searching for them according to several criteria
Summary PV - a centralizer of vehicles, phones and cards in the possession of all employees of the company at the time of generating the report (database query).
It should be noted that when drawing up a P.V. for delivery of the truck or trailer, the Scriptic inventory of Inventory Items in that truck or trailer is automatically taken from the Stocks section, from the management related to the respective truck or trailer. Any differences between Faptic and Scriptic(?) are not operated automatically. These differences must be operated through the inventory section, using the tools provided by this section (consumption voucher, transfer voucher).
Regarding the Handing - Receiving (auxiliary PV) of telephones and cards, it is necessary that the telephone numbers, the mobile telephony devices be registered in advance as well as the cards (Card List) in two new pages: Inventory of Telephone Numbers and Inventory of Devices Goal.
A note: The PV record of handing - receiving the cards (telephone numbers) is independent (parallel) with the already existing Service Phones section, which includes the Service Phone Numbers utility (CTRL + 9). You can opt for any of the 2 options. However, we recommend that you keep both records. Just remember that the 2 sections work independently of each other. The company's phone numbers are the numbers to which an employee can be contacted (answered). In PV summary you will also find phone numbers that are managed by an employee, but which he does not use (does not answer them).
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The PV Summary page is a centralizer of the Verbal Processes of handover-reception for vehicles, mobile phones, phone cards, cards in the possession of all employees of the company at the time of generating the report (querying the database). An extremely powerful page, of interest to all company employees.
If for a driver the truck in the active command in which it is engaged differs from the truck in the last report, a red warning triangle has been placed.
If the PV Summary page exists in your menu you can access it directly at handover.summary.php.
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The Purchasing Centralizer page is a summary page, highly focused, and which displays total purchases broken down by types of expenses, compared to several months. Clicking on any of the displayed numbers will open a window containing all the related purchase documents.
If the Purchasing Centralizer page exists in your menu, you can access it directly at stock.in.month.php .
TUTORIAL:
Tutorials for the Stocks & Purchases section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHWJnaMg8ThvyOOgfvMbGIDC
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The supplier schedule consists of two pages, one dedicated to the introduction of payments, called Acquisition Payments and a page called the Acquisitions and Payment Statement, which is the actual schedule.
When a payment is entered, the program allows you to select the invoices paid, in other words, to distribute the amount paid on the invoices, and very importantly even at the item level on the invoice.
There are extremely useful filters on the payment page such as: Provider or Place of Payment (in which bank account).
Acquisitions and payments situation, which represents the actual due date, shows for each invoice, the payments made as well as the unpaid balance. There are also extremely useful filters on this page such as: Invoice Number, Supplier, Truck, Trailer or Employee.
In addition, the purchase and payment statement can be printed or exported to Excel.
Very important: this section also allows the management of the records of the remaining pay days for drivers !!
Fueling invoices, entered through the Fuel menu, are automatically routed to the Acquisitions and Payment Statement page (Supplier Schedule).
Subcontractors' invoices, entered through the Subcontractors Orders page, are now automatically routed to the Acquisitions and Payments Statement page (Supplier Schedule).
If the Purchase and Payment Statement page exists in your menu, you can access it directly at stock.expense.list.php .
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This section is extremely important for controlling the company's cash flows and cash availability. Company accounts opened with banks and the cashier or cashiers if you have more. they can be defined in the administration part of the application, on Accounts.
The Cash Registers page displays in tabular form all movements, as well as the start and end balances, for all bank or cash accounts of the company, for a certain period of time. From this page you can use the button to print the Cash Register or Bank, individually for any defined account.
Customer Receipts or Provider Payments operations are automatically taken over from the sections dedicated to them. Likewise, cash withdrawals / refunds by employees are automatically taken over from the Advance Settlement section.
To record cash transfers between banks, or between home and bank, as well as foreign exchange you can use the Treasury Accounts Operations page. These transactions are registered using the add button in the upper right corner, which will open the Transaction Between Accounts Registration window. Also in this window, at the type of operation you can also record Balance Confrontation or Inventory Differences. This is especially useful when, as a result of cash inventory or bank account statements, there are differences that you have not been able to identify and want to continue with a balance other than the one resulting from the calculations. If you select this operation, the program will automatically make calculations for the future taking into account the differences that were recorded by confrontation on that date. Another operation that you can record in this section is currency exchange. Simply in this case choose the accounts (with different currencies) between which the operation takes place.
The Treasury Registers page has several columns: Initial Balance, Final Balance, Receipts, Payments, Transfers between Accounts, centralized over a period of time, for each treasury account.
The Initial Balance and Final Balance columns are calculated by the application, the other 3 columns if you click on the values in the columns will open in a window details about the registered operations.
In the Receipts and Payments columns, in situations where the amount collected differs from the distribution on invoices, the program displays a warning in the form of an icon;
If the Treasury Records page exists in your menu you can access it directly at cashbook.report.php .
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This page called Stock Output Centralizer (Consumption) is a summary page, highly concentrated, and which displays total consumption vouchers distributed by types of expenses, compared to several months. Clicking on any of the displayed numbers will open a window containing all the related consumption vouchers.
If the Stock Output Centralizer page exists in your menu, you can access it directly at stock.out.month.php.
TUTORIAL:
Tutorials for the Stocks & Purchases section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHWJnaMg8ThvyOOgfvMbGIDC
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The Stocks Status page displays an inventory of all products in stock. This Situation can be generated at any time using the "Until the date of..." filter. In other words, you can generate the stock at a specific date, including retroactively.
There are several filters that make this page a powerful tool: Management, Code, Purchase Name, Below Minimum Quantity, etc.
Also next to each line there is a button to view the Warehouse Sheet of the respective product (purchase).
On the Inventory Situation page, two Print buttons have been added, one as shown on the screen, and one in the form of a classic Inventory List (containing the actual column).
If the Inventory Status page exists in your menu, you can access it directly at stock.quantity.list.php.
TUTORIAL:
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The truck cost center uses the information entered in the Acquisition of Goods and Services section, in the Stock Management section, as well as information entered in other sections: Fuellings and Invoicing.
The cost center / truck calculates the efficiency of a truck by the difference between the Revenues generated by it and the Expenses related to its operation. In addition to the expenses recorded directly on the truck, there are also the distributed expenses of the driver / drivers involved in its operation, of the trailer(s) involved, as well as a share of the company's Overheads Expenses, proportional to the number of KMs runned by that truck.
If the Cost Center / Truck page exists in your menu you can access it directly at cost.center.truck.php.
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This summary page called Cost / Truck Centralizer, highly concentrated, displays in a format of 1-2 A4 pages, the monthly results (profit or loss) of its own truck fleet, on each truck separately and cumulatively.
It is extremely useful for the manager, it allows an overview of the profitability of the activity, especially since the situation also includes distinct columns on KM, Number of days, Income / KM.
Obviously, if you want to detail the results for a certain car, you can access the Cost Center / Truck page as before.
Non-productive cars can be excluded from the Cost / Truck Center, for example ???, even if they have registered orders as well (self-directed), supplies, etc.
If the Cost Center / Truck page exists in your menu you can access it directly at cost.center.truck.php.
If the Cost / Truck Centralizer page exists in your menu, you can access it directly at cost.center.truck.summary.php.
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The Employee Timesheet page displays a monthly employee timesheet, automatically generated by the program based on information from orders (a specific driver, what race he performed on a certain day) and based on information entered by the Personal Inspector under the Employee Status field.
During this time, the period in which a holiday certificate was issued for a driver is marked with a light blue background. In addition, you can click on the icon in the upper left corner to view the holiday certificate.
If the Employee Timesheet page exists in your menu, you can access it directly at resource.employee.calendar.php .
TUTORIAL:
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It should be noted that the Deduction itself as we know it, it's rather a centralizer of payments made by the employee on behalf of the company, in other words, the deduction works essentially as a payment channel, a payment method.
As such, the registration of a deduction is in fact the registration of payments of acquisitions of the company, payments made by the employee. We can do this directly from the Reg. Doc. Purchases page using the Payment Registration button next to the purchase or on the Acquisitions Payments page by selecting in the Paid box from the Deduction option.
Payments for purchases made through the Deduction are centralized at the level of a period, per employees, and they can be viewed if you access the Financial section Situation Deductions page, in the Deduction Justification column.
In the table displayed on the Statement Statements page you have several columns:
Remaining to be returned previously
Cash withdrawal by the employee
Justification Statement
Amounts refunded by the employee
Remaining to be returned by the employee
The first and last column are calculated by the application, the other 3 columns will open, if you click on the values in the columns, in a window with details about the registered operations.
These statements can be printed by clicking on the blue icon next to each employee name.
With the help of filters you have the possibility to filter the returns per employee or for a certain selected period.
If the Statement of Accounts page exists in your menu, you can access it directly at employee.debt.list.php.
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Under the Employee Reports page, the good or bad reports are centralized, registered for the employees, always having a saved record about the reports regarding their activity. The reports can be prepared by any user of the program, each of them having the possibility to consult the reports prepared by itself.
An employee report can be prepared from several places in the application: from the Employee Reports page, from the Dispatcher Orders page, from the menu in the upper right corner (utilities) or via the CTRL + 1 hotkey combination.
Employee reports can also be prepared from the driver type account.
The reports cannot be modified after the preparation, only new observations can be added. Reports to TESA staff are only visible to the Manager.
The reports are provided with several states: Active, Verified, Validated or Invalidated, which, depending on your organization, you can use or not.
There are a multitude of filters on this page, including an EXCLUSIVE TYPE filter, through which all papers can be selected, excluding a certain type. For example, you can filter all reports, except (exclusively) for KM.
If the Employee Reports page (simple version) exists in your menu, you can access it directly at employee.report.list.php .
If the Employee Reports page (in the Verifier version) exists in your menu, you can access it directly at employee.report.verify.php .
If the Employee Reports page (in the Manager version) exists in your menu, you can access it directly at employee.report.manager.php .
TUTORIAL:
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Extended Driver Report within Driver Statistics can be used when confronting the driver.
This report largely respects the structure of a classic roadmap, making the most of the advantages of the soft-transport application. Thus, at the end of this report you will find extremely useful indicators such as: total km traveled, KM GPS and planned, total liters fed, actual consumption and standard consumption.
Extended driver report (employee.summary.php) includes for a driver, for a certain period several sections:
If the Extended Driver Report page exists in your menu, you can access it directly at driver.summary.php.
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The driver ranking is drawn up according to the notes given by the dispatcher for each order, taking into account the degree of difficulty of the order.
The grades for drivers are given by the dispatchers in the range from 1 to 10, the dispatcher also establishing on a 5-step scale the degree of difficulty of the route.
All grades given by dispatchers are centralized in the form of a table. The information on this page can be filtered by several criteria, such as Dispatcher ID, Employee, or a specific period. The application also calculates the average for grades and the degree of difficulty.
Drivers Ranking also generates a ranking based on unproductive KM, unproductive KM being defined as the difference between the beneficiary KM (paid by the customer) and the KM performed (according to the board).
You can find this ranking next to the ranking according to the grade given by the dispatcher and the one according to the weighted average of the grade with the difficulty indicator of the order.
If the Drivers Ranking page exists in your menu you can access it directly at employee.rating.ranking.php.
TUTORIAL:
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Acest modul este compus din următoarele pagini:
Secțiunea dedicată Detașării Transnaționale și implementării prevederilor Pachetului de Mobilitate, formată din paginile menționate mai sus, prezintă următoarele capabilități:
Delimitarea clară a situațiilor de detașare de cele de delegare pe perioada deplasării
Compararea – suprapunerea pe calendar a acestor perioade – cu
a. punctele de încărcare/descărcare și alte puncte relevante ale comenzii de transport
b. punctele din cardul tahograf al șoferului referitor la începere program/ intrare la frontiera
Ajustarea la nevoie, cu ușurință, direct pe calendar, a perioadelor de detașare conform informațiilor din comenzi și de pe cardul tahograf al șoferului
Flexibilitate în stabilirea nivelului de îndemnizație de detașare transnațională, îndemnizației cu titlu de compensare cheltuieli de masă pe perioada detașării, a îndemnizației de delegare- la nivel de compartiment.
Stabilirea cu ușurință a nivelului minim al Îndemnizației de detașare de acordat, pentru fiecare țară, prin comparație cu Remunerația Minimă Solicitată conform Pachetului de Mobilitate. Verificarea cu ușurință a ajustărilor lunare necesare și tipărirea informării șoferilor, cerută de legislație.
Posibilitatea de a introduce valorile negociate individual, cum ar fi salariul de bază brut, îndemnizația minimă/zi la extern , respectiv îndemnizația minimă /zi la intern.
Calculul îndemnizației de detașare minim acordate, îndemnizației cu titlu de compensare cheltuieli de masă pe perioada detașării, a îndemnizației de delegare pe perioada deplasării.
Flexibilitate în alegerea timpului considerat lucrat conform tahograf: conducere, alte munci, disponibilitate (la nevoie). Posibilitatea tipăririi unui raport tahograf strict pe perioadele de detașare.
Calculul unui timp lucrat estimat, bazat pe km rulați și numărul de încărcări , descărcări, pentru a putea identifica eventualele manipulări ale șoferilor în spectrul alte munci și/sau disponibilitate.
Calculul totalului lunar al tuturor îndemnizațiilor aferente deplasărilor și compararea acestora cu nivelul cerut de compartiment, respectiv cu nivelul negociat individual.
Calculul valorilor maxim deductibile atât în funcție de plafonul de 2.5 ori nivelul indemnizației stabilite pentru bugetari, cât și a plafonului lunar în funcție de 3*(salariul de bază/număr zile lucrătoare) *nr.zile deplasare.
Posibilitatea de a vizualiza concomitent, ca o recapitulație – nivelul îndemnizației conform negocierii la nivel de compartiment și/sau individual, cât și a plafoanelor impuse de Pachetul de Mobilitate și Codul Fiscal.
Posibilitatea de a acorda o îndemnizație de detașare suplimentară, dacă acest lucru se dorește.
Tipărirea documentelor solicitate de controalele IMI.
Tipărirea ordinelor de deplasare și evidența acestora.
Pașii necesari implementării și utilizării acestui modul îi puteți regăsi prin căutare la Întrebă-l pe Easy (topicul Pașii necesari în implementarea Modului de Detașare), precum și în Help-ul Integrat al fiecărei pagini din componența modulului.
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Dispatcher Extended Report within Soft-Transport Statistics can be used when analyzing the dispatcher's activity.
The dispatcher extended report (user.summary.php) comprises for a dispatcher, for a certain period, several sections:
If the Extended Dispatcher Report page exists in your menu, you can access it directly at user.summary.php.
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Using GPS coordinates in 2019 in communication between dispatchers and drivers is no longer a luxury. Their usefulness in the economy of KM is proven. Drivers are generally very happy to receive them.
The problem may be on the part of the dispatchers who do not pay enough attention to the transmission of GPS coordinates to the driver and the development of the database with the GPS coordinates of the loading / unloading points (POIs), at the company level.
The most common excuse is that the address received from the client is not complete, etc. However, once the truck has reached that point, the GPS coordinates can be found either from the GPS monitoring software or even from the driver's smartphone, and then entered into the database. Subsequently, they will be very easy to find and select on a new upload or download.
In order to improve the situation, we must first have something measurable. This is the purpose of this Dispatcher POI Statistics page, which includes for each dispatcher the total number of loading / unloading locations, the total number of locations where the coordinates were entered, as well as the number of new POIs registered in the database in a certain period.
If the Dispatch Statistics POI page exists in your menu, you can access it directly at order.poi.statistics.php.
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This section allows you to easily complete holiday certificates, print them in multiple languages, and manage them.
With the help of the blue button in the upper right corner of the table, the window for filling in the information necessary to prepare the driver activity document will open. Most of the information is taken over automatically, as it already exists in the database. All you have to do is select the driver's name in the Employee field, enter the period for which you issue the certificate and select the box on the reason for issuing the certificate.
After saving, reopen to view the certificate using the button to the right of the line (green eye). You can choose the language you want to print at the bottom of the window. To print, use the button at the top right of the viewport.
These holiday certificates remain saved, with a clear record of them, with even more filters on the page to select them according to period, dispatcher or driver. These certificates can be deleted at any time.
Note that Comments can be added, without having them printed on paper.
These certificates are also taken over automatically on the Employee Timesheet page, where on the days when the employee has the Holiday Certificate saved, a gray icon will also appear. These gray icons are links and open the certificate itself for viewing.
If the Holiday Certificates page exists in your menu, you can access it directly at document.activity.list.php .
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The application also provides an internal messaging, between the users of the program, messaging that has the great quality of remaining archived throughout the use of the program.
It comes with a powerful search engine.
Each user sees their own messages sent / received. The manager, however, has the opportunity to see them all.
This new utility of the program comes to improve the communication between different users, between different compartments, especially in cases where the message sent is of great importance, through a better accountability of the people involved.
It comes as an in-app utility. It can be accessed from the utility menu, at the top right of the page or with the CTRL + 8 hotkey.
For the Manager (or the Control account in the LIGHT version) there is the Company Message List page, where you can view all the messages in the system and search between them.
If the Company Message List page exists in your menu, you can access it directly at user.message.list.php .
If the Own Messages List page exists in your menu, you can access it directly at user.message.view.php .
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This is a really important evidence in the context of the driver crisis, which helps the company to take into account the wishes of drivers, while optimizing the use of the fleet. It is a complex development, based on the experience of many years of activity, requested by our customers and which we expect to bring great relief to those who deal with this big problem in the management of transport companies, represented by scheduling and exchange records of drivers.
To start entering driver changes, go to the Driver Change page in the menu.
From this page, use the blue button in the upper right corner to open the New Driver Change Registration on Vehicle window. From the New Driver box, select the driver who is boarding the truck, select the license plate number of the truck he is boarding, the date he is boarding, and the date until which he remains on that vehicle. After completing this data, press the blue Save button.
After registering the drivers on the trucks, the record of the exchanges appears automatically on the Driver Change Calendar page. The registration number and the name of the driver on board appear in brackets on this calendar. The names of the drivers who are going to leave during that period also appear.
In this calendar also appears the information about the drivers whose documents expire, this being displayed in red. Likewise, the ITP expirations of the trucks appear on the calendar. Warnings appear on the day the document expires.
An orange button also appears on the bottom left, with which you can print the displayed information. Above the calendar you will find two arrows on the left and on the right with which you can navigate between the months of the year.
The Driver Exchange page in addition to filters, at the top of the page has 5 links as well, respectively Last Week, Current Week, Next Week, Next Week + 1 week and Next Week + 2 weeks, links with which you can extract from the exchange table those that refer to that week, for easier planning.
These pages are divided in two, at the top are in tabular form the list of vehicles that need to change the driver and at the bottom the list of drivers that are available. This table can be printed using the Print button at the top of the screen. With the Print Information button, you can print the information about the exchanges for the respective week in tabular form, with columns for notes and which you can send to other compartments or display in the office. (for example to know which drivers leave or arrive at the office).
Once it has been determined which driver to replace and on which vehicle, these actual shifts can be recorded in the program from several pages or windows. On the Driver Change page, the Last Week, Current Week, Next Week Change links and in the Change Status for all Vehicle window next to each vehicle you will find two buttons. The button - green eye - will open the Driver Change Modification window where you can change the date on which he leaves the vehicle according to the last "agreement" and the + button with which the actual change is recorded. It opens a window called Record Driver Exchange Information, where at the new driver select the name of the new driver who will get on the vehicle, the date he gets on and the date until he will stay on the vehicle.
In the new driver comments field you can enter notes about what was discussed with that employee.
At the bottom of the window at the Days Home box, enter how many days the driver who got off the truck will stay at home, or select the date when it will be available again using the calendar icon. Details can also be recorded in the Old Driver Remarks field.
The Exchange Status for all Vehicles window at the bottom offers a complex filter that allows you to view only vehicles parked or out of the community (vehicles that did not have any drivers on them at the time). In the Shift Status for all Employees window you will be able to filter the list of employees so that you can see the drivers who arrive home, leave or are home at a certain time.
Also, on the Driver Exchange page you can register a change of vehicles, which actually means that the driver did not come home, just got out of one vehicle and got into another vehicle. To register these exchanges go to the Driver Exchange page, where at the top you will find the blue Interchange between 2 Vehicles button. From the window that opens select the date when the change took place, in the sections of vehicle 1 and vehicle 2 select the two vehicles on which the change of driver took place and press the Save button.
There is also a View Driver Change page (driver.shift.view.php) that can be placed in the menu of all users of the program, allowing them to view the history of departure, arrival and availability of drivers
One last remark, the Driver Exchange section works independently from the Dispatcher Commands section.
So even if you are not up to date with the orders, it can be used. Obviously, if you are up to date with the orders this section has in addition a control turnkey, and if the information in the orders is different from the drivers shift, it warns you.
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The KG / AX utility calculates the weight on the axles according to the weights of the tractor head, the semi-trailer, the load and the way it is distributed on the floor.
The utility can be accessed using the CTRL + 4 hotkey, or from the top right menu by clicking on the kg / axes icon. The utility comprises 3 sections relating to: tractor unit, semi-trailer and cargo. The calculation is based on a theoretical model designed so that the ratio between ease of use versus accuracy is optimal.
The program allows the selection of the registration number of the vehicles involved. In this case, the utility saves the last weight calculation performed for the selected (loaded) semi-trailer.
The utility allows the modification of some parameters used in the theoretical model, although the differences between different constructive models are not significant.
Why use such a utility? Because you certainly have too many scales, too many situations in which the driver does not know or it is too convenient to check the arrangement of the goods in the trailer. Or maybe make groupings and the order in which you upload is extremely important.
Tutorial Video : https://youtu.be/JDYePalfbnI
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This page is a statistic about the estimated cost of tolls, as it is recorded for each order. The primary information is entered by the dispatcher, invoicer or application, automatically, when saving the order route (if you also have the HERE extra option).
In addition to the estimated cost of tolls, other information can be entered: Estimated Km Taxable, Beneficiary tolls and KM taxable according to the beneficiary.
The program warns you if the cost of the estimated toll has a difference of more than 10% compared to those paid by the beneficiary.
The usefulness of this page consists in the possibility to filter according to several criteria: Client, Country or for a certain period.
Filtering by country and for a certain period we can compare the estimated taxes with the taxes actually paid for that country.
On the other hand, the estimated tolls are the basis for calculating the indicator for each customer Net income (excluding tolls) / KM on the Monthly Statistics page.
If the Tolls page exists in your menu, you can access it directly at cost.list.php .
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This section of Order Warnings, through multiple checks, notices most errors or omissions when entering information in the order. Because any statistic uses information recorded in the system, it is essential that the primary information be entered correctly. In this way we will be able to rely on the complex information that the program generates.
If the Order Warnings page exists in your menu you can access it directly at order.warning.php .
Tutorial:
Dispatcher - Order Warnings https://youtu.be/zN5yvLMNzbY
Command Warnings Page: https://www.youtube.com/watch?v=lEUEpadXaGs
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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The General Restrictions page (general.restriction.php) displays general traffic restrictions in tabular form, with the possibility of filtering by Country and Period, as follows: on the current week, next week, current month and next month.
Information on general traffic restrictions is automatically taken from the website www.euload.com.
We remind you that in addition to these general restrictions, there may be other additional restrictions: for ADR, zonal or other special situations signaled by indicators, etc.
This page (general.restriction.mobile.php) is also available in the driver account menu.
On the Truck Calendar page there is a button at the top of the table for direct querying of General Traffic Restrictions.
If the General Restrictions page exists in your menu, you can access it directly at general.restriction.php .
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We'll move on to a somewhat sensitive issue. THE PRESENT OF THE COMPANY.
In other words, we will move our attention from what was yesterday, the day before yesterday or a month ago, to what is happening NOW in the company's activity.
Before I start, let me tell you a story!
A man receives a fresh BREAD every day, which he ate eagerly. One day for some reason he failed to touch her. The next day he received another loaf of fresh bread. He now had 2 loaves of bread. Which one to eat? He chose to eat the old one from yesterday, because he didn't want to waste it. But the next day the story was repeated. The next few days as well. And because he didn't want to lose anything, he continued to eat 1-day-old bread every day. Or maybe at some point, even 2 days or more.
Does it sound familiar to you? Don't we all suffer the same way when it comes to INFORMATION? Information is the bread of a company. If a company has enough staff to process the past, it means that it has enough staff to process the PRESENT. He just needs to have the courage to jump in now. The unprocessed hole can be easily closed in a few extra hours or on weekends. Or maybe it doesn't really matter. What really matters is to catch the PRESENT. Don't procrastinate. Start dealing with TODAY NOW.
SoftTransport is built for TODAY. Use it at its true value. You will make SAVINGS that will surprise you too. And it will taste different!
The Soft-Transport application is currently oriented on the present. The present inevitably turns into the past. And Present is the one who paints the future as well!
So we are not allowed to miss the present moment, the moment on which we can act on.
In this sense, there is a group of tools dedicated to the Present, and which only makes sense if you keep track of them in real-time.
One such tool is the 2 reports (pages) of this Current Truck Situation and Truck Calendar.
Also in the Present category there is the Uploads / Downloads / Reservations utility, as well as the Quick Navigation Command panel window on the Dispatcher Orders page or on the Manager's Summary Orders page.
The main page (index.php) in the driver account is also a tool dedicated to NOW.
The Telematic Page is another tool dedicated to the Present. And the list goes on.
The Soft-Transport application also considers the Future, as do the reports on the Expiration dates or Driver changes.
Obviously, we keep and analyze the Past, through the pages dedicated to statistics of countless kinds or through the pages that warn you about errors. The archive of uploaded electronic documents is also a mirror and a testimony of the past.
Even if you do not enter the transport orders in real-time, the application keeps its usefulness regarding the storage, warnings, analysis, statistics of everything that means transport activity.
But using the tools dedicated to the Present makes the work of dispatchers easier and makes it more efficient! In our opinion, it is really worth it!
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Motto:
The dispatching is the heart of a transport company!
The Soft-Transport application aims for the Dispatching Department:
- To make the work of the dispatchers easier.
- The customer to be satisfied, to be informed in time - the customer is in the first place - the record is customer-oriented (on orders).
- Easy management of the present activity.
- Order planning (future).
- Establishing the most economical routes, by using integrated maps, adapted to freight transport (which should be not only route planners, but also to calculate the costs with tolls of the routes offered).
- Quick search of GPS addresses and coordinates (POIs) and saving valuable information for future use.
- Automatic retrieval of information from telematics applications, such as: KM board, Route completed, Current position, Travel speed, etc.
- Easy communication with drivers, their co-optation in recording the important phases of order execution.
- Facilitate the registration, transmission and search of MRLs as soon as possible.
- Electronic archiving of all transport documents, records of their delivery to the customer.
- Facilitating the management of groupings, calculating their profitability, map (route) for groupings, communicating with the customers involved as easy as possible.
- Making the order to subcontractors as easy and fast as possible and keeping them clear, including working with subcontractor drivers to obtain information on the execution of the order.
- providing automatic calculation tools (utilities) for estimating consumption (Utility Liters -KM), KG / AX estimation, instant consultation of the scanned documents of the truck, the validity of documents, its inventory, condition and history of tires, Roadmap in last 10 days (to check compliance with cabotage, Upload / Download / Reservations utility, etc.
In short, easier work, more managed trucks and better!
Motto:
The responsibility of a Spedition House is twofold: both to the customer and to the carrier!
The objectives of the Soft-Transport application for shipping companies or for those that combine the activity of the carrier with that of the shipper are:
- Speed, but also accuracy in serving customers, from the moment of contracting them and throughout the order, until the final delivery.
- Correctness and elegance in dealing with customers and in the post-delivery stage, ie during the period of invoicing and collection of the due service.
- Registration, storage and search of contact details of current and former customers, respectively subcontractors.
- Automation of issuing orders or contracts for subcontractors, preparation and filing of transport documents.
- Assisting customers in generating, in their place, but on their behalf, the transport order.
- A correct calculation and efficient control of the main indicators of a shipping company: profit per order, production of km (average KM traveled), profit per subcontractor, profit per commercial dispatcher, profit per customer, net income customer (income without tax road) per KM, net customer income per KM and ton transported, etc.
- Communication as fast and easy as possible with subcontractors, down to the level of their drivers, both from drivers to the forwarding house, and vice versa.
- Monitoring the validity of CMR insurance of subcontractors
- Automated issuance, directly from the software of the Register of Intermediate Orders.
- Assisting subcontractors in preparing invoices by calculating the value of their services (calculation notes) according to the contracts signed with them.
- Tracking the company's finances, the balance of receipts and payments through Customer Schedule, respectively Supplier Schedule (subcontractors).
- Possibility to dispatch trucks of subcontractors as their own trucks, without any distinction.
- Analysis of volumes transported by different states, relationships, loading / unloading locations, by customer groups, etc.
In other words, an integrated tool for professional shippers, useful to them in sales, tracking, completion, calculation, collection, transport settlement, as well as in market analysis and prospecting and promotion.
Motto:
Means of transport are the first resource of a specialized company!
The objectives of the Soft-Transport application for fleet maintenance:
- Avoidance of fines or compensations in case of expiration of the validity of mandatory documents (ITP, insurance, etc.).
- A clear record of the technical problems at any time, as well as the history of the interventions, revisions and repairs performed.
- Record of types of faults and follow-up and management of warranty cases.
- Accountability and involvement of drivers in reporting technical problems.
- Optimal planning of interventions, ensuring transparency with the Dispatch Office.
- Conduct oil change and overhauls as easily and up-to-date as possible.
- KM statistics traveled by trailers for their timely overhaul.
- Tracking Inventory (inventory items) in the management of trucks and trailers (belts, fire extinguishers, ADR kits, cargo bars, tools and devices, etc.).
- Inventory management with spare parts and consumables in the company's warehouses.
- Maintaining tires in good condition, optimizing the tire stock, tracking warranty cases.
- Monitoring of wear and visual defects of tires.
- Provide for companies that have a RAR Authorized Car Service to a software application adapted to legal requirements, but at the same time easy to use and flexible.
- Monitoring and planning the works, both for third parties and for the own park.
- Profitability analysis of customers, mechanics, etc.
In short, planning and control to keep the main assets of a transport company in the best possible condition!
Motto:
The cost of diesel represents over 30% of the operating costs in transport!
The objectives of Soft-Transport in terms of fueling and fuel consumption are:
- Clear record of fuel cards.
- Avoid fraud with cloned cards. Rapid identification of fraudulent fuels.
- Obtaining diesel at the lowest prices by applying and verifying the supply policy at the company level.
- Ensuring the transparency of the food policy starting from the manager, to the dispatcher and the driver. Where, when and how much do we fuel?
- Display of approved gas stations on the map.
- Easily set the KM that can be traveled with a certain amount of fuel, and vice versa, easily calculate the number of km that can be performed with a certain number of liters.
- Automatic calculation of average transported tonnage.
- Calculation of standard consumption and actual consumption, for each truck, as well as at the park level.
- FAZ sheet and truck carrier (for any period).
- Comparison of the actual and standard consumption calculated by Soft-Transport with the values provided by the on-board computer (objective achieved for the Mercedes and Scania brands), by integrating with the telematics solutions of the manufacturers: Fleetboard, respectively Scania Fleet Management.
- Calculation of refrigerated aggregate consumption.
- Clear evidence of prices by country, supplier, period.
- Easy verification of fuel bills.
In other words, keeping this cost element under control is very important!
Motto:
Human Resources - of critical importance in transport!
The main objectives of the Soft-Transport application regarding the Human Resources department are:
- avoidance of fines and damages as a result of the expiry of the mandatory domains of employees in the field of road haulage.
- transparency and automatic communication between the personal department and the dispatcher.
- systematic and easy management of problems with employees - through employee reports.
- quick confrontation with drivers on all relevant aspects: KM traveled, possible problems (fines, accidents, etc.), documents (CMRs), supplies, etc.
- assisting the inspectors personally in drawing up the timesheets, by highlighting in the form of a timesheet the orders in which an employee was involved during a month.
-managing the records of inventory items given for use by employees (eg work equipment, service telephone, etc.).
- an agenda of service phones at the company level.
- an internal messaging, which ensures free communication, without limits and without the possibility to delete messages, in order to increase the responsibility of all those involved.
- as easy as possible records of driver exchanges, in order to ensure flexibility regarding working hours and availability.
In other words, the Personal department should be more involved in Operational, and the Dispatcher should become more Human!
Motto:
A mistake in billing can cost you thousands of euros!
Regarding this very important sector of the company, Soft-Transport aims to:
- so that not a single order escapes the invoicing process.
- improving the company's image - a correct invoice, with complete information, on time, aesthetics is a plus in front of customers.
- the invoicing layout is customizable, up to the customer level.
- facilitating and increasing the speed and correctness of the billing process - by the tariff.
- to make invoicing flexible: on a single order, on several orders, non-operational (excluding transport orders).
- invoicing to be easy in other currencies, by automatically importing the exchange rate.
- internal or external invoicing, printing the invoice in other languages.
- automatic maturity calculation.
- checking Credit Notes from customers and quickly deciphering the payment statement (Payment Statement) from customers.
- Easily identify missing Credit Notes.
- Easy comparison of KM board, Schedule or KMGPS with KM beneficiary.
- easy comparison of estimated tolls with beneficiary tolls.
- a clear record of customers with creditworthiness problems.
- a database of customer contact persons, including their contact information (e-mail, telephone, etc.).
- easy preparation and record of appeals (in case of customer mistakes)
In other words, an elegant, simple and refined invoicing!
Motto:
Nothing more complex than the accounting of a transport company!
Our main objective is to ensure a primary accounting integrated into the application, together with other sections of Soft-Transport: dispatching, invoicing, fleet maintenance, car service, subcontractors, food / consumption, stocks.
In this sense the application allows:
- Registration of acquisitions (company expenses).
- Cost (profit) center on each truck.
- Dynamic cost (expenditure) analysis (comparative over several months).
- Registration of payments.
- Automatic preparation of the Schedule for suppliers.
- Inventory Management, Printed Receipts, Vouchers, Transfer Vouchers.
- Evidence of Inventory Objects put into use
- Checking road toll invoices.
- Reconciliation of fuel bills.
- Easily determine slips between months (eg feeds made in April, but billed in May).
- Transparency in the invoicing process, with quick verification of the full invoicing of orders.
- Recording of receipts.
- Automatic preparation of the Customer Schedule.
- Automatic generation of Treasury Registers (Cash and Bank).
- Recording the transfer between the different treasury accounts (which can be defined in unlimited numbers).
- Operation Advancements for settlement and supporting payments of statements, including automatic printing of Payment, Collection and Settlement Provisions.
- Access to the details of the invoicing process, of the situation of handing over the documents to the client, of the credit notes and of the appeals, to the record of the own train / ferry reservations or through clients, to the situation of the service interventions, etc.
In other words, easier life for accountants, doubled by greater security of the company's finances, through multiple and efficient control keys!
Motto:
Run your business. Don't let the business run you. - Benjamin Franklin
The objectives of the Soft-Transport application in terms of company management are:
- Keeping the management staff permanently connected to the company's activity, especially to the PRESENT.
- Providing easy tools for non-invasive control, without high costs and waste of time, without endangering the day-to-day running of the business.
- To provide statistics that really become a reference, in the analysis and improvement of the client portfolio.
- Keeping costs under control through the most diverse, flexible and comprehensive statistics on everything that means company expenses.
- Any statistics should be provided both at an overall level (centralized) and at a detailed level (to work like a magnifying glass).
- Statistics for assessing the performance of employees, dispatchers, drivers, mechanics and more.
- Quick and easy reorganization of company positions by redefining (restructuring) the application menu for employees.
- Risk management and access to sensitive information should only be in the administration part of the application.
- Warning of operating errors in the dispatching department, supplies, documents (cmr), invoicing, financial, etc.
- Warnings for valid or periodic procedures: oil changes, tires, truck / trailer / employee documents.
- The application should be a tool for faster integration of a new employee.
- The use of the application should be made by all company staff and be a tool to increase employee responsibility.
In other words, the application should be for the manager a faithful secretary, a careful and precise economic analyst, an incorruptible and non-partisan reviewer, a tool of search, calculation and organization worthy of the 21st century.
It is a centralized situation, extremely condensed, of the situation at the moment of generating the transport orders in progress, as they were introduced by the dispatchers.
The displayed orders can be filtered according to several criteria: Customer, Dispatcher, Truck, etc.
The Estimated Time of Arrival (ETA) column can be displayed in many time zones using the ETA filter (expressed in UTC + a number of hours).
The information on the Crt. Trucks Situation page can also be exported to Excel. The exported file is written in English, with several columns to record driving and break times that can be completed by dispatchers, so the file is very useful for transmitting morning situations to customers.
If the Crt. Trucks Situation page in the view version exists in your menu, you can access it directly at order.report.view.php.
TUTORIAL:
Current Truck Situation - Part 1: https://youtu.be/YGWjyahpuj4
Truck Position and Current Situation - Part 2: https://youtu.be/z2qJlDD2KiQ
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
The automatic transmission of such an email is done from the @ button, next to the command. The email will contain the current point of the order, as it appears recorded in the order (country, postal code, company name, address), as well as the Date and Time (Planned Arrival) at the next point of the order.
This feature is a kind of Current Truck Situation, only for a single vehicle, and it is transmitted automatically, very simple to the customer.
Note that the standard text can be modified or completed before transmission if desired.
TUTORIAL:
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Truck Calendar is a situation of the present, centralized, which includes the transport orders in progress, as they were introduced by the dispatchers, but unfolded, graphically, over a calendar.
Thus, the current day is in the center, marked in yellow.
For both past (left) and future (right) days, the points of Loading, Unloading, Customs / Garage / Other documents, Zero Points are marked on the calendar.
In addition to the points mentioned above, the points of Position or Problem type are also marked, if they represent current points (positions) in the execution of the command.
If a turnkey resource is not engaged in order, it is marked with No Order.
Several symbols with the following meaning also appear in the situation:
Loading
Discharge
Zero-point
Customs / Garage / Other documents
Position
The following symbols also appear for the current day:
- Wait at
- go to
The current position of the truck is marked with a green background.
The situation can be filtered according to several criteria: Customer, Dispatcher, Truck, Truck Type (group) etc. . It can be generated for 3, 7 or 10 days starting from the current day.
There are two forms of process - one Detailed (the default form) and one Simplified (includes only the current day and future days, as well as less information, which can be more easily printed on paper).
If the Truck Calendar page exists in your menu, you can access it directly at truck.calendar.php.
TUTORIAL:
Truck Calendar: https://youtu.be/6BrPjLsrv4E
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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Command templates are a tool dedicated to dispatchers in order to make their work easier, even by increasing the speed of operation in the software.
What does this tool do? As the name suggests, templates! You are probably already familiar with the idea of templates, the best known to be the payment templates when we use internet banking. In other words, something extremely useful and easy to use.
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In this regard, any customer of yours who uses Timocom to generate transport orders can submit the order to you using your Timocom ID. The order sent will be visible on the Timocom Orders page in the Soft-Transport application. It can be viewed on this page, accepted and saved after as a Soft-Transport order.
Dispatchers always had the problem of remembering or keeping a record of what type of weekend break, weekly rest a driver should take and how long he can drive in a week. It is true that this record is not archived anywhere. The information was no longer relevant, usually on Monday, at the beginning of a new week.
It is now possible for this information to be stored in Soft-Transport during the week. It will also appear in the Current Truck Situation, which is sent to customers every morning.
Updating this information is very easy either directly from the Current Truck Situation or from the Employee List page.
On the Employee List page you will find a button on the Holy Week Break column, a button that will open the next rest recording window, where you also enter the Date and Time at which the Work Week began, and the Number of Mandatory Hours at the Next Weekly Rest after which click on the save button.
This information is displayed only during its validity period, after which the field will be emptied and the information will have to be recorded for the next week.
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In the daily work of the dispatchers, there are frequent problems related to crossing bridges, tunnels or traveling a non-motorized distance by ferry or train. There are always two sensitive points here: one related to the time for which the reservation was made and its observance, and the second related to the financial aspects - the actual cost of the crossing - who bears it.
To cover both sensitive points we have developed for dispatchers the possibility to add a reservation to any type of point (eg you can reserve a crane for loading or unloading), as well as the introduction in the Upload / Unload utility of a new Reservations section.
For the control of the second aspect, the financial one, we developed the Reservations List page, where you can search for reservations according to different criteria and add information related to the invoice.
If the Reservations List page exists in your menu you can access it directly at reservation.list.php
TUTORIAL:
Lista Rezervari Feribot sau Tren
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This utility, extremely useful for dispatchers in order to execute the orders in time and without syncope, which you find at the top of the program which allows you to view Upcoming Uploads, Downloads and Future Reservations (not yet reached or not yet completed), in the order of their planning, the first that follows for each order (next step). If you want, there is a table similar to the Departures / Arrivals Table for trains or planes.
In addition, you can view or select (in the case of dispatchers) the order that contains the respective upload / download with a single click.
The utility warns in case of exceeding for Fixed Planning, set by the Variables from the administration account fixed_planned_arrive_date_interval and fixed_planned_arrive_date_expiry, but also for the situations when there is no fixed planning through the Variables from the administration account planned_arrive_date_interval and planned_arrive_date_expiry.
The right side of the table displayed for Uploads and Downloads, displays information about the Next Item.
This utility is accessible, like the others, from any page you are on.
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Although in the future, only the dispatcher who opened the order in SoftTransport can make changes to its details, we still considered it useful to be able to transfer these orders, if necessary, to another dispatcher, as happens when a dispatcher goes on holiday, gets sick, etc. However, the time when an order was transferred, as well as the 2 parties involved, remain saved, to ensure the transparency and traceability of transfers. In our view, this transfer function is accessible only to the manager and / or the head of the column (Control account in the LIGHT version).
If the Order Transfer page exists in your menu, you can access it directly at order.user.list.php.
If the Transfer List page exists in your menu you can access it directly at order.user.transfer.list.php .
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The driver account type uses a simple and friendly interface, adapted for tablets and smartphones through which the driver can view the command in progress (active), transmits information about uploads / downloads in stages, as the order progresses.
Each driver accesses his user account based on a username and password that is set by the administration side.
This information automatically fills in the database, details of the loading / unloading points, such as KM board, KG loaded / unloaded, date and time of start / end, which the dispatcher was called to complete.
The dispatcher is notified by an internal message about this operation performed by the driver, still having the possibility to modify / correct the received information.
All this automated communication is possible where the SoftTransport application runs on the Internet, as is the case with most of our customers. However, in order to work, the driver also needs to have access to the Internet, from his smartphone, tablet or laptop. Which we already see quite often, at more than reasonable prices. The traffic consumption per message is extremely small, of the order of .... 50 kb, so in 1 GB of traffic, allocated, for example, by contract for roaming Internet, no less than 20,000 notifications would enter.
ATTENTION: This development can be applied where the dispatchers are in the PRESENT. The driver will only see the first stage following the execution of the order (first loading and unloading point where the date of arrival and departure is not completed. He will also see the planned date and time for loading / unloading. This is an additional reason (on next to many others) for the dispatcher to rigorously monitor and PLAN the trucks. It will be easier for him with Km on board, date and time of arrival / departure, KG loaded / unloaded will be
complete through the driver's interface. You will have more time available for PLANNING and OPTIMIZATION.
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This feature greatly eases the dispatching, reducing the time spent writing emails to customers announcing that a truck has arrived for loading or unloading, started or finished these operations.
In addition, automation naturally results in greater promptness in transmitting this information to customers, which ultimately means greater vehicle productivity and a greater degree of customer satisfaction.
The automatic transmission will also be functional in the evening or at night, on weekends, when the dispatcher is at home, without him pressing any key.
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How does this automation work?
The driver when from his user account clicks the buttons I have arrived, I have started or I have finished loading or unloading, based on a predefined format, an e-mail with the respective information is automatically sent to the dispatcher who is registered as Customer contact for that order.
The e-mail is sent in Romanian, English or German, depending on the client's language. At the same time, the dispatcher receives the same information through internal messaging, which is also informed about the automatic transmission of e-mail to the customer.
Some observations:
-the customer can Reply to the automatic e-mail, which is directed to his own dispatcher, who follows the order.
-In the automatic email, the contact details of your own dispatcher (as defined in the User List in the administration part) are taken over automatically.
-Event time information is automatically converted to the local time of the country where the upload / download takes place.
-Several new boxes of interest to the customer have been added to the driver's account, such as Freight Details or Free Floor Meters (LDM), which, if completed by the driver, will be automatically sent by e-mail. to the customer.
-This automation is not universal for all customers, you can choose the customers for whom you automate communication.
-Automation is not universal for all execution phases, you can choose to notify only the phase of I have arrived, but not the phase I have started, or only that of I have finished.
-During the testing period of this facility, we found that the drivers received this automation very well.
-Likewise, the customers were very open and satisfied, I would say 100%.
TUTORIAL:
Automation of CMR loading and transmission in Real-Time is done simultaneously from drivers to dispatchers and customers alike.
Obviously, you can choose the customers for whom you want this feature, as well as the fact if you want the CMR to be sent (as a picture) even after uploading or only at the end of the download.
This facility is also valid for the drivers of the subcontractors, the shipping companies being perhaps the big beneficiaries of this facility, the whole flow of transport documents (CMRs) being done automatically, on the Subcontractor-Customer - Customer Customer chain!
For carriers, it saves time with the management of CMRs, the customer is satisfied with obtaining POD (proof of delivery) in real-time, and for dispatchers eliminates any doubts or ambiguities regarding the goods.
Tutorials:
Notificari Clienti - Setare Transmitere Automata CMR - vers. 22 - 19 Dec 2019
Transmitere CMR la incarcare - vers. 22 - 19 Dec 2019
Transmitere CMR la descarcare (POD) - vers. 22 - 19 Dec 2019
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To upload the image (picture) about CMR from the driver's account, at the 'I have finished loading' and 'i have finished unloading' statuses the blue button 1 appears. This button opens the Add New CMR (Row) window. Press the green button 1, Add New CMR (Row), then in the entered line fill in the series and CMR number, quantity, choose the unit of measurement, kilograms and information about the accompanying documents if any. If the field 16 and 17 is completed on CMR, check the orange button, respectively CMR OK? if the document is correctly drawn up, then Save.
After adding the CMR information, return to the blue button 1. Add CMR, and a green button appears in the previously saved line. Press the green button to the right of the CMR line for which you want to add a picture. From the window that appears, choose The Camera of the device and take a picture of that document and then press the blue Save button. You will receive a confirmation message if the document was successfully uploaded.
At the status of "I have reached Download", access the blue Download CMR button. Check the unloaded batch. Right-click the green file upload button. The CMR Upload window opens on Gdrive, press the Choose Picture button, which opens the location selection window on your phone. Choose The Camera option. Take the picture of the document you want and press OK, then press the blue Upload button. After saving you will also receive a confirmation message with the text The File was successfully uploaded. It remains to Save in the CMR window.
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We are talking here about a group of developments and improvements that ensure an even easier, safer, complete (and cheap) communication between our own dispatchers and drivers. In this regard:
Whatsapp integrated in Soft-Transport uses phone numbers in international format.
It happens that drivers or even dispatchers have phone numbers from other countries. Because of this, Whatsapp works through Soft-Transport regardless of the country where the work phone number is registered.
Therefore, please enter in the employee file the work phone number in international format, for example, in the format +40740123456 or +390601234567 !!!
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On this page you can see on the Google Maps all the trucks that have installed on them a GPS tracking device from WebEye, SafeFleet, Frotcom, EasyTrack, Wialon as well as Mercedes, Scania, Renault and Volvo trucks, using the telematics solutions of the Mercedes-Benz manufacturers (FleetBoard ), Scania (Scania Fleet Management) , Renault (Optifleet) and Volvo (Dynafleet).
On the map are differentiated with different icons the status of the trucks (parked with the engine stopped, the truck in motion).
On the right side is the list of trucks taken from the monitoring system, and next to these plate numbers is the link with the ID of the active transport order in which the truck is engaged. If you click on the plate number in the right column, the respective truck will be selected and the map will focus on its position.
Starting with version 24, on the Telematics page, in addition to the trucks engaged in active orders, are also displayed the goods from the planned orders (in advance) that have not yet allocated a resource for execution.
The small icon indicating the goods are orange and the plate number of the planned truck appears on the label. If the order does not even have a planned truck, because no details are yet known about who will execute that order, the name of the client and the order ID will be displayed on the label.
Several filters have been introduced on the Telematics page. Thus, you can filter the trucks displayed on the map by Dispatcher, Construction Category (Group), Vehicles with or without orders, Client or even Driver. In addition to these filters, an icon has been placed next to each order so you can view the route HERE saved for that particular order, with all the details of the active order of the respective vehicle.
A selecting box has been added under the filters where up to 6 truck plate numbers can be selected simultaneously. After selecting them, with the help of the green search button, the saved routes for the active orders of the 6 trucks will be displayed simultaneously on the map with different colors. This is useful for planning vehicle exchanges or for choosing the optimal location for driver exchanges.
If the Telematics page exists in your menu, you can access it directly at telematics.map.php .
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The Google Maps has been integrated into the Upload / Download point window, so that you can automatically locate the companies or addresses you enter on the map, with the ability to automatically import missing details from the POI description, including GPS coordinates.
In the dispatcher's account, in the Orders section, it has been integrated the possibility to display on the Google map the points of the respective order, as well as the kilometers between the points. The integrated Google service is free until a maximum of 10 points is displayed simultaneously. If the number of points exceeds 10, the map will display all locations except Position points.
Km calculated by Google Maps can be saved directly in the body of the order, in the Planned Km column.
At the end of the table, after the total km command, the remaining km from the current point to the final destination is also displayed.
To view the current position of the car on the Google Maps, press the orange Telematic button on the bottom left and the map will show you the position of the vehicle in the form of an orange balloon.
TUTORIAL:
Route (Route) Order (Google Maps): https://youtu.be/3HgibOq3NY8
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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A new section was launched in verse 1.16 on the integration of HERE maps into the application.
These maps offer 2 additional facilities compared to Google Maps, and I would say indispensable for the activity we carry out: truck routes and the calculation of tolls related to a route. From this point of view, the solution we propose is even more precise and cheaper than other solutions of this kind on the market. Not to mention that the price of this option is directly proportional to the number of vehicles you have in operation.
What makes this development an even more powerful tool is that the routes (routes) can be saved in its own database and can be viewed on the interactive map whenever needed, including the order checker or manager. Drivers can also see the map saved by the dispatcher from their driver accounts.
Depending on the volume of data traffic that drivers have available, you can choose to have access to the interactive map or just a still image with the saved route.
On the HERE map, route points can be defined as Stop points (eg Uploads / Unloads) or Non-Stop points (Via points, or Command Position points). Thus, in order to define a VIA point, a maximum magnification of the map is not necessary, because there is a defined when calculating the route, a tolerance of 15 km compared to the No Stop point. This tolerance can be changed from the administration side.
On the HERE Maps page, as well as on the Here map from the dispatchers (on the Order page) the possibility to search for a specific locality by postal code or by the name of the location was introduced. From the top left corner, click on the green "search" icon, which will open your search window. Enter the city name or zip code. You will be shown the search results in the form of a numbered list, and a balloon with the geographical position corresponding to each number in the list will appear on the map.
Other details that may be useful to you:
TUTORIAL:
Route (Route) command (Here Maps): https://youtu.be/zW7vB9-DO9Y
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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Starting with version 1.17, the Integration of HERE Maps and GROUPAGES has been introduced. This way you can calculate and save the route (and by default KM plan and tolls) and for groupages.
In the dispatcher account (or Operational in the LIGHT version), next to each command that is part of the group there is the Here map button, with the help of which the group map can be generated.
This button will open a window where you will find all the control points related to the same grouping, arranged (interspersed) chronologically in time, exactly so will the route of the car. Click the Generate Route button, and a route will be calculated for you on the map. At the bottom, under the map, you will be shown in the form of a line the information about the grouping route, planned km and the tolls related to the grouping. This information can be saved with the light blue floppy disk button. With the help of the button - dark blue printer - you can print the generated map, and with the button - orange floppy map - you can save it as a template. When saving, a confirmation window appears, stating that the map has been saved successfully.
The group maps will not be visible on the Order Route page, they will be visible on the Groupage Summary page or in the pop-up window that opens the Group Summary.
Information about planned km, estimated tolls, agreed price / planned km appears in tabular form at the bottom of the group summary.
The actual route for the grouping can be viewed starting from the icon - the blue map -, next to the name of the grouping (circuit code), which will open a Printed Saved Route for the groupage page. The printing may contain, depending on your preferred tolls, the cost of the driver and / or the vehicle. You can generate the map as a picture or print the route as Pdf.
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Groupage is the transport in the same means of transport of goods from several customers (several transport orders) simultaneously (or at least on a certain piece of road and for a certain period of time).
A Group Summary is a report that includes in its header information about the group name, group date, customers, and all group points (uploads, downloads, etc.) from start to finish.
The report totals the number of km for each vehicle (truck) involved in its execution.
Perhaps the most important indicator of this ratio is total income / km at the group level.
For those who also use the HERE Extraoption (HERE maps) there is the possibility to save a route for the whole group, as well as the estimated cost of tolls. In this case, the program calculates another indicator, even more relevant: (Total Income - Cost of Road Taxes) / KM.
If this page exists in your menu you can access it directly at order.cluster.summary.php .
The Handover document page is mainly used by dispatchers.
It centrally displays information on the delivery of transport documents to customers. These are in particular CMRs, accompanying documents (shipping notices, delivery notes, etc.) and other documents where applicable (journey sheets, pallet sheets, etc.).
Often these documents are left by drivers at the customer's premises or other locations designated by the customer on the route. They can also be sent by post (including courier) or email.
In any case, this field is not dedicated to the date of transmission of the invoice. The evidence of sending the invoices is followed by the financial-accounting department.
Information on the shipment of the invoice can be added, however, but the emphasis is on the delivery of transport documents.
The information entered by the dispatchers is visible to both the invoicer and the secretary, who in turn can enter information on the delivery of transport documents, when applicable.
The manager also has the opportunity to see the situation of handing over the transport documents at the level of the entire company.
There is also on this page the possibility to change the information on the delivery of transport documents to customers, entered for each order. Next to each row in the table, which is a command, a green edit button has been added on the right.
It should be noted that both when registering and changing the information related to the delivery of documents, at the time of saving, the program verifies whether the due date for the customer depends on the date of delivery of documents and if so, the due date of invoices for that order is recalculated depending on the new information introduced. If the invoice maturity is different, then the application asks the user for confirmation for the automatic maturity change.
If the Handover Documents page in the verifier (or dispatcher) version exists in your menu, you can access it directly at order.document.php .
If the Documents Status page (in the Manager version) exists in your menu, you can access it directly at order.document.manager.php .
TUTORIAL:
Situatie Predare Documente de Transport
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The Documents Delivery or Documents Status pages (as it appears in the manager account) are intended for the operation and control of the delivery of transport documents (CMRs and other accompanying documents) to transport customers.
This evidence, not necessarily difficult, as cumbersome and voluminous as possible of documents is facilitated by the use of filters: vehicle, customer, dispatcher, order, handed over or not handed over.
For orders which documents are not delivered, the Delivery Date and the Delivery Location can be recorded in block mode, meaning that it can be used for several orders simultaneously. In fact, in practice, they are sent to the customer in an envelope or the driver leaves the documents to the customer for several orders at once.
The registration of the handover of documents is done using the first column, checking the commands whose documents have been handed over, after which by pressing the button in the upper left corner of the table (clip icon), the recording window Date and Place of Handing over Documents will appear.
If the Handover Documents page in the verifier (or dispatcher) version exists in your menu, you can access it directly at order.document.php.
TUTORIAL:
Situatie Predare Documente de Transport
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The electronic archive of transport documents is a module / facility designed to scan course documents (roadmap, CMRs, statements), save them, as well as search, access / view them through GDrive, a service offered free of charge by Google (up to 15 GB, then you can buy from Google 100 GB for $ 2 per month) and integrated into Soft-Transport.
This service brings a lot of advantages. Checking documents, checking the order as a whole, searching for documents, sending them by email become much easier.
Here are more Soft-Transport facilities related to:
A. Archiving of transport documents (MRLs, freight notices, pallet sheets, etc.).
B. Uploading and consulting scanned documents for (auto) vehicle (coupon, identity card, pollution class, etc.), employees (certificate, CI, etc.) and partners (license, insurance, etc.)
To load (attach) scanned documents of a vehicle, go to the Truck List page (in the verifier version - truck.verify.list.php), where next to each vehicle you will find the dark blue button Upload Documents. This button opens the file upload window on Gdrive. Click the Document button, select the file you want to upload from your computer, then press the blue upload button
The file name will be the same as the name under which the file was saved on your computer, but if you want, it can be renamed at upload time.
The procedure for loading (attaching) documents for trailers is similar.
These documents can be consulted from the truck or trailer file (the file is opened by clicking on the registration number on any page where the user is), or directly from Gdrive. To access GDrive, select Documents from the menu, Search Documents page. In the text box, enter the name of the map, (for truck example: truck_131, where No. 131 is the car ID in the database) and enter Search.
Employee documents can be uploaded from the Employee List page, and Partner documents can be uploaded from the Partner List page (in the verifier version), the procedure being similar.
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The Soft-Transport application has implemented an INVOICING section, where the possibility to prepare (issue) invoices for transport has been introduced. The Billing page is organized in tabular form and includes on the lines the transport orders, including the following advantages:
- the preparation of the invoice is much faster and much more correct because many of the explanations of the invoice are pre-filled automatically: transport period, truck number, trailer registration number, start / end locations, order / contract number, etc.
- the exchange rate of the BNR is taken over automatically so that when you draw up invoices in foreign currency, the equivalent in lei is calculated automatically.
- the maturity calculation is done automatically, depending on the information contained in the database for the respective client, the program knowing how to calculate the maturity according to several variants: a number x days from the invoice date, the date of delivery of documents, the current month.
There is the possibility to customize the invoices according to your needs and preferences, modifying the billing layout (s) in the administration part of the application. This way you can:
- insert Logo, Header, Custom Basement to your invoice.
- you can choose which details of the order to be automatically included in the invoice, depending on the customer, the nature of the transport, etc.
- you can choose what information you, as a supplier, and customers have on your invoice.
- you can set certain standard texts to appear on the invoice, for example: “VAT on receipt”, or “The invoice was sent by e-mail”, or “Thank you for choosing us”, etc. *
The date of the invoice can be chosen to be in the past, some companies preferring to pass as the date of the invoice the date of unloading, and not the date of the actual preparation of the invoice.
The program offers you the next free number in the invoice series, leaving you at the same time the possibility (even helping you) to choose an unused number from the previous ones.
When choosing the available invoice numbers, clicking on a number automatically picks it up in the invoice line. The biller will be very happy with this little artifice, which allows him to navigate between windows without noting or memorizing the bill number he has chosen. This is especially useful if the date of the invoice does not coincide with the date of its preparation.
The program gives you the possibility to draw up an invoice for a single order, or an invoice for several orders simultaneously, without losing any of the automation offered.
The program gives you the opportunity to prepare invoices for other services and products, other than transportation. For example sale of cars, various goods, penalties, etc.
The VAT rate may change from the administration side of the application in one second.
It is recommended that billing be done by someone other than the Dispatcher. However, there is a possibility for the dispatcher to draw up invoices, in which case he is limited to the orders he has managed. In other words, if the Billing page is used by a Dispatcher (in the Standard version) or an Operational account (in the Light version), the accessible orders will be only those that the user entered. This is especially useful for companies where dispatchers are the ones who bill their own orders. In this way, their access to sensitive information, which is not in their area of interest, was limited.
If the Billing page exists in your menu, you can access it directly at order.invoice.php .
Within the Invoicing page, the invoices for the performed transport are drawn up (closed orders) and the credit notes sent by the customers are registered (if applicable for the respective order). The invoicing page is organized in tables form and includes on the lines all the transport orders registered in the program.
There is the possibility to customize the invoice layout according to your needs and preferences, up to the customer level.
The preparation of the invoice is much faster and much more correct because many of the explanations of the invoice are pre-filled automatically: transport period, truck number, trailer registration number, start / end locations, order / contract number, etc.
The NBR exchange rate is automatically taken over and when the invoice is drawn up in foreign currency, the equivalent in lei is calculated automatically. The maturity calculation is also done automatically, depending on the information contained in the Partners database for the respective client, the program knowing how to calculate the maturity according to several variants.
At Invoicing, it is possible to automatically take over the amounts registered in the Agreed Price or Tariff. This is especially useful when talking about Multiple Invoicing.
On the Invoicing page, you'll be able to easily identify orders that are / aren't invoiced, that have / don't have Credit Notes. For each order in the table, comparative information is displayed regarding the agreed price, total invoiced value or calculated value by the customer (beneficiary).
Also in this page you can enter the information regarding the estimated cost with the tolls and Km paid by the beneficiary.
The most powerful tool of this page remains, however, in our opinion, the tariff, which is a smart model for the calculation formula of the tariff, in the case of more sophisticated transport contracts.
If the Invoicing page exists in your menu, you can access it directly at order.invoice.php .
TUTORIAL:
Invoicing Page: https://youtu.be/fcf1NdjaRu0
Other tutorials related to the Invoicing section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnuiRq3mELygl8l_zuwa6T
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Why can't SoftTransport make sure invoices get DIRECTLY into the accounting program?
At first glance, this seems like a problem. Even so, why can't they send customer invoices directly into the accounting program?
1. Because SoftTransport is not an accounting program and does not aim to become one. Why? Because monthly, if not daily, or if not several times a day should be adapted so as to comply with the new regulations of the Ministry of Finance. It would mean selling the program maybe 10 times more expensive.
2. On the other hand, there are very good, cheap and up-to-date programs on the market for your company's accountant to find out about the changes that the Ministry of Finance is preparing.
3. The operation of re-entering the invoices in the accounting program does not mean "doubling" the work. It can take over 10 minutes, if not more, to draw up an invoice, calculate the correct value of the transport service and check the documentation. Reintroducing the date, number, customer and total amounts of this invoice into the accounting program take about 20 seconds!
4. At the time of drawing up the invoice, no details are yet known about how to send it to the customer. When an invoice is entered in the accounting program you can check once again the correctness of the data (date of preparation, customer, due date, order of magnitude of the amount - if it is in common sense), and very importantly, if that invoice was transmitted to the customer and reached the destination. After all, an invoice will be paid only after it reaches its destination!
5. In other words, it is a GREAT ADVANTAGE to introduce another pair of eyes in the invoicing process, thus avoiding that a trivial mistake of the invoicer (maybe an extra figure to an amount) to reach directly in the Balance Sheet and from there to VAT or income tax return.
However, if desired, on the Invoice List page you will find an Excel Export button, through which invoices can be exported from Soft-Transport and then imported into the accounting program.
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In the Invoice List section you have access to a record of Invoices issued to customers and Credit Notes issued by them. The table in this list can be exported to Excel or in format .csv using the button in the upper right corner of the page.
This page is extremely useful for accountants, for checking with the accounting program, for searching and viewing invoices.
The actual invoicing of transport orders is done from another page, Invoicing, which contains several tools needed for this complex process, including access to the tariff.
The Invoices List exists in two options, one in which Simple Invoices can be issued outside the transport orders (non-operational) and another variant, only with viewing rights.
If the Invoice List page (in the view version) exists in your menu, you can access it directly at invoice.view.php .
TUTORIAL:
Other tutorials related to the Invoicing section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnuiRq3mELygl8l_zuwa6T
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Această dezvoltare are la bază o pagină distinctă: E-Factura (efactura.list.php).
La prima accesare a acestei pagini, programul vă va cere conectarea cu ANAF prin certificatul digital, pentru generarea unui token de acces. Programul vă ghidează pe o nouă pagină, unde selectați certificatul digital si pe urmă vă logați. Vor apare căsuțele Access Token si Refresh Token completate. Copiați aceste token-uri cu CTRL+C și introduceți-le cu CTRL+V în căsuțele cu acelați nume de pe pagina e-factura, după care apăsați butonul Salvare. Astfel aceste token-uri rămân salvate în variabilele aplicației și vor permite transmiterea facturilor și de pe alte calculatoare sau locații. Token-ul de acces are o perioadă de valabilitate, la expirarea căreia va trebui să repetați procedura pentru generarea unui nou token de acces.
Pe pagina e-factura se afișează facturile întocmite într-o anumită perioadă, cu posibilități de filtrare multiple, după: Client, Vehicul, Tipul Facturii (Simplă sau Transport), Serie, Număr Factură, ID și Cod Comandă, etc.
Pentru a transmite o factură în sistemul ANAF, trebuie parcurși anumiți pași:
- Pregătirea facturii, care a fost emisă în mod tradițional, pentru e-factura. Acest lucru se face bifând căsuța de pe prima coloană din dreptul facturii respective și apăsând butonul din capul de tabel. Această operațiune se poate face pentru mai multe facturi simultan.
- După această operațiune, apăsând butonul se pot vizualiza/modifica informațiile care vor fi transmise la ANAF , inclusiv Categoria TVA, și Motivele care stau la baza selecției anumitor Categorii TVA.
Aplicația Soft-Transport completează automat Categoria TVA cu S (Cotă Normală și Redusă) în cazul în care TVA-ul este diferit de 0, si cu AE (TVA cu Taxare Inversă), în cazul în care TVA-ul este 0. Dacă aveți alte situații cu privire la TVA le puteți selecta de la căsuța Cat. TVA, respectiv Cod Motiv.
De asemenea aplicația completează automat câmpurile Denumire Produs/ Serviciu și Descriere Produs astfel:
pentru facturile de transport, la Denumire va apare Codul Comenzii, iar la Descriere va apare Data și Localitatea de start a comenzii, repectiv Data și Localitatea de final a comenzii
pentru facturile simple (non-operationale), la Denumire aplicația preia textul (explicațiile) introduse în factură
Aceste câmpuri se pot și ele modifica de către utilizator.
De remarcat că pagina e-factura funcționează și pentru facturile multiple.
S-a adăugat în draftul e-factura ca element distinct Referință Comandă (BT_13) , Nr.Factură Inițială (BT-25) și Dată Factura Inițială (BT-26) . Dintre aceste noi câmpuri, Referință Comandă se completează automat cu Codul Comenzii Client. Toate cele 3 câmpuri noi sunt editabile de utilizator.
La transmitere e-factura la ANAF se poate atașa automat la fisierul xml generat și factura originală, în format PDF.
- Faceți o verificare a facturii apăsând butonul , înainte de transmitere. Această verificare se face folosind validatorul de pe site-ul ANAF.
- Încărcați factura pe site-ul ANAF folosind butonul de Încărcare .
- După încărcare apare butonul de Verificare Stare , care va fi vizibil până la momentul în care factura a fost înregistrată cu succes în e-factura ANAF. În cazul în care apar erori ele se vor afișa într-o fereastră.
- Butonul Descărcare aduce de pe site-ul ANAF fișierul .zip care conține fișierul .xml și semnătura electronică a ANAF și îl salvează în baza dumneavoastră de date din Soft-Transport. Cu alte cuvinte, e-facturile respective (fisierele .zip), odată salvate în baza de date, le puteți accesa și după ce ele nu mai sunt vizibile în SPV (după 60 de zile).
- Cu butonul Descărcare pe calculatorul dvs. , puteți descărca pe calculatorul dumneavoastră acest fișier .zip .
- Cu butonul Vizualizare Informatii E-Factura puteți vizualiza și tipări informațiile transmise și înregistrate pe site-ul ANAF, inclusiv indexul primit de la sistemul RO E-Factura.
Pagina e-factura prevede și niste filtre legate de statusul transmiterii și indexul de transmitere.
De remarcat că o factură încărcată cu succes în sistemul RO e-factura NU mai poate fi ștearsă! Butonul de ștergere va fi activ doar în faza de pregătire a transmiterii (un fel de draft al e-factura).
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Pe pagina E-Factura efactura.list.php, puteți întâlni erori fie la momentul operației de Verificare (validare), fie după încărcarea fișierului la ANAF.
E bine ca erorile de validare să fie tratate / corectate înainte de transmiterea facturii. De regulă, dacă aveți erori la validare, aceleași erori vor apare si la transmitere. Au fost totuși situații in care validatorul ANAF indica erori în mod eronat :) - așa că dacă ați reverificat si nu vedeți , nu stiti unde ar putea fi eroarea , puteți încerca o transmitere a facturii.
Dacă apar erori după transmiterea facturii, statusul (starea facturii ) va fi Respinsă , marcată în program printr-un X roșu. În acest caz, descărcați de la ANAF fișierul zip pe server-ul dvs si pe urmă pe calculatorul dvs pentru a citi fisierul xml cuprins în fisierul.zip. În acest fisier xml veți găsi motivul respingerii de către ANAF.
După ce ați înțeles care e problema, ștergeți e-factura respectivă folosind butonul de stergere din dreapta, faceți corectiile necesare (de ex. în fișa partenerului ), după care reluați procedura pentru e-factura de la început.
!!!!! Dacă partea de validare fucționează , însă atunci când încercați să transmiteți factura la ANAF nu se întâmplă nimic - transmiterea pare să nu funcționeze - mai mult ca sigur cheile de acces au expirat si ele trebuie regenerate. Pentru acest lucru consultați în Help (Întreabă-l pe Easy topicul Regenerarea cheilor de acces pentru e-factura)
Erori frecvente:
1. Codul de TVA al clientului nu conține indicativul de țară. Indicativul de țară trebuie să preceadă CIF-ul în toate situațiile, chiar dacă clientul dvs e sau nu înregistrat ca și plătitor de TVA.
2. Indicativul de țară trebuie să fie salvat corespunzător în partea de setări a aplicației (/admin - contul de administrator), conform codului ISO 3166, solicitat de ANAF . Intrați în contul de /admin , mergeți la rubrica Lista Țări în meniu si asigurați-vă că aveți completate codurile de țară identic cu cele din tabelul: https://www.soft-transport.com/document/lista_tari.pdf
3. Numărul de caractere de la coloana Denumire a articolelor (pozițiilor ) din factură depășește 100. În acest caz editați textul astfel încât să vă încadrați în numărul maxim de caractere pevăzut de ANAF.
4. Numărul de caractere de la căsuța Observații din draftul e-factura depășește 300. În acest caz editați textul astfel încât să vă încadrați în numărul maxim de caractere pevăzut de ANAF.
5. Denumirea străzii nu corespunde cu codul poștal al localității respective. Deși astfel de verificări nu se fac de către ANAF în toate situațiile - există totuși situații când puteti primi un astfel de mesaj.
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Pagina E-Factura General vine în completarea paginii de transmitere a facturilor în sistemul e-factura ANAF (pagina E-factura simplă - efactura.list.php - pe această pagină, este necesar să fi trecut în prealabil prin procesul de autorizare a aplicației la ANAF, pentru a putea folosi apoi pagina E-Factura General).
Pagina E-Factura General prezintă următoarele funcționalități:
citirea mesajelor din contul SPV ANAF cu privire la e-Factura folosind butonul Mesaje
filtrarea mesajelor după tipul lor: mesaje cu privire la Facturi Primite, la Facturi Trimise, mesaje de eroare sau alt tip de mesaje.
pentru meajele cu privire la Facturi Primite sau Trimise se pot descărca E-Facturile (fisierele xml) pe server cu ajutorul butonului E-Factura
după ce facturile au fost descărcate pe server acestea se pot descărca și pe calculator (stație) folosind butonul
din fisierele xml se pot extrage informatiile pentru tipărire într-un format mai prietenos folosind butonul . Cu același buton veți avea acces și la eventualele atașamente ale e-facturii respective.
După citirea mesajelor și descărcarea e-facturilor, pagina vă permite să le filtrați după Partener, Data Mesaj, Data Descărcare, Dată Factura și să căutați după Număr factură.
Pagina vă oferă și totaluri pe 2 coloane: Total Valoare (incl. TVA) si Valoare TVA în RON ca și chei de control pentru înregistrările contabile cu privire la TVA.
Tutorial: https://youtu.be/87q-E3ldZpw
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The program gives you the opportunity to prepare invoices for other services and products, other than transportation. For example: sale of cars, various goods, penalties, etc. To do this, go to the Invoice List (invoice.php) section of the Invoice menu, where you click on the blue button in the upper right corner of the page. An invoice window for other services will open, where you fill in the invoice information. After that, click on the green button after which the actual invoice will open. Fill in the text about Product and Unit Price. If there are multiple products, you can add multiple rows by clicking the green Add New Row button. All fields in the invoice are editable. To finish, click the blue Save and Print button
A Credit Note is actually a document that certifies the customer's self-invoicing. It is quite common with Western customers, especially when it comes to providing transportation services under a contract. Customers make payments based on these credit notes, regardless of the invoice prepared by the transport provider.
A Credit Note can be registered on the Invoicing page, as well as your own invoice for that order. The evidence of credit notes is very useful in the case of deciphering the collection documents from customers or in the process of challenging them.
They can also be found on the Invoice List page.
If the Invoice List page (Manager version) exists in your menu, you can access it directly at invoice.view.php
TUTORIAL:
Introduction Credit Notes: https://youtu.be/FqK9x8lLb8c
Other tutorials related to the Billing section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnuiRq3mELygl8l_zuwa6T
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The Appeals page is a section for registering, tracking and recording Appeals that occur during the performance of transport contracts.
If the transport price is not set flat, but according to a contractual agreement, based on a calculation formula based on planned KM, tolls and other parameters, it happens (unfortunately frequently) that the amount calculated by the customer to not the right one. In this case, it is necessary to formulate an appeal and obtain the correct value of the transport service.
If the Appeals page (in the View version) exists in your menu, you can access it directly at appeal.view.php .
TUTORIAL:
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Invoices and receipts situation, represents the actual schedule, displays for each invoice, the receipts made as well as the balance left unpaid. There are also extremely useful filters on this page such as: Invoice number, Customer, Order ID, Dispatcher.
In addition, the situation can be printed or exported to Excel.
If the Receipts page exists in your menu, you can access it directly at income.list.php .
If the Invoices and Receipts Statement page exists in your menu, you can access it directly at invoice.income.list.php .
This page, called Fiscal value, contains total invoices prepared, by customers and in dynamics, ie for several months in parallel. It is useful for the accounting department for a quick confrontation between billing and financial accounting. It is also very useful for management to compare several months for the same customer, as well as to estimate the share of a particular customer within the same calendar month.
With the filters on the page you can select the display mode, display only in the invoiced currency, or converted into RON equivalent (this is useful for the accounting department for checks), with or without VAT, transport invoices or simple, by compartments , Client Country, Client Type (Occasional / Contractual), Bonus Level. and so on
The page also has an excel export button. The report can be printed using the print button.
If the Turnover Statistics page exists in your menu you can access it directly at client.invoice.month.php
TUTORIAL:
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This page is a report (statistics) on transport orders received from the customer and executed by your company directly (with your own vehicles) or indirectly (through subcontractors).
The page is endowed with a lot of filters, which allow searching by several criteria. Among the most special ones we mention: Start Country, Destination Country, With / Without ADR, 1 (one) driver or 2 (two) drivers, by compartments,
The report also calculates some very useful indicators, such as total KM traveled (by the board), total deployment (KM traveled empty) total KM Plan, total KM according to GPS, total KM beneficiary, number of execution days, number of stationary days between orders, number of uploads / downloads, average KM between 2 stops, average KM at 30 days, average km / order, Number of virtual trucks, number of FTL or PTL trips, calculated according to the customer's definition for FTL, average tonnage (in KG), etc.
Orders are displayed in tabular form, allowing export to Excel.
If the Route Statistics page exists in your menu you can access it directly at order.statistics.emptykm.php .
TUTORIAL:
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This page focuses on displaying and totaling Kilometers (KM) Beneficiary (accepted by the customer) compared to your own planned KM and Km actually traveled according to the mileage on board. The page also compares KM GPS, KM Empty, KM Estimated Taxpayers and Beneficiary, as well as Estimated Route Fee Cost versus Beneficiary.
For orders that have registered claims to customers, an icon (black triangle) appears in the KM Dif column, a column that represents the difference between Beneficiary Kilometers and Planned Kilometers.
If the KM Orders Statistics page exists in your menu, you can access it directly at order.statistics.km.php .
TUTORIAL:
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The Monthly Statistics section is an important statistic, necessary for any manager to make decisions regarding customers. The statistic displays the values of several indicators relevant to the client, simultaneously over several months, thus obtaining a dynamic analysis of the client.
This statistic is indispensable in the preparation for negotiations, as well as in the analysis and optimization of the client portfolio.
Among the most relevant indicators we mention: Average Km / 30 days, Average KM between 2 stops, Average KM / empty, the Average number of uploads / orders per order, Total KM (board, planned, beneficiary), Total Revenue, Estimated Cost Taxes of road, Gross income / KM, Net income (without tolls) / km, KG Means transported, Income without tolls / (km * ton transported), Gross income / Km Beneficiary.
From the total orders of each month, you can see how many are invoiced, to make sure that the displayed indicators are the final ones. There are several graphical representations for the most relevant indicators.
If the Monthly Statistics page exists in your menu you can access it directly at order.statistics.month.php .
TUTORIAL:
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The Report of Km Run is a report in the Transportation Statistics section and is probably one of the most popular and used reports, along with the Extended Driver Report, when confronting the driver.
It largely respects the structure of a classic Km Run Report, making the most of the advantages of the soft-transport application. Thus, at the end of this report you will find extremely useful indicators such as: total km traveled, KM GPS and planned, total liters fuelled, actual consumption and standard consumption.
In addition, the Km Run Report can be generated from fuel to fuel, or for the whole month or just on a single order, depending on what you want. To do this, simply select the Date or KM board start and the Date or KM board end of the sheet from the filters.
The Km Run Report Page - Print version - is selective. Revenue information will only be printed for users who have access to the Monthly Statistics page.
If the Km Run Report page exists in your menu you can access it directly at truck.logbook.php .
The Km Run Report can also be printed on the Resources Itinerary page.
TUTORIAL:
Resource Itinerary - Part 1 - https://www.youtube.com/watch?v=-cfAQWFMkX8
Km Run Report- Resource Itinerary - part 2: https://www.youtube.com/watch?v=PW3x2dPAgfU
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The Itinerary Resources page generates for a certain period the roadmaps in which the driver, trailer or employee is involved, with a total of KM traveled.
The resource roadmap can be generated as a PDF file in Romanian or English, the columns that will compose it can be selected by the user.
These roadmaps can be a successful replacement for those Driver Reports that some customers are accustomed to asking drivers for and that need to be handed over to the customer.
Using this page you will relieve the driver of completing these reports with a pen.
Moreover, for drivers who use the application, it can be decided that even the Driver's Roadmap will be printed from the office, and the driver will sign it when he comes home.
On the route, the driver has access in his own menu to a Roadmap section, which automatically generates an electronic roadmap, in PDF format.
The Itinerary Resources also includes columns with Total Uploads / Downloads, Number of ADR Races, and Average KM at 30 days.
If the Itinerary Resources page exists in your menu, you can access it directly at resource.logbook.php .
TUTORIALS:
Resource Itinerary - Part 1 - https://www.youtube.com/watch?v=-cfAQWFMkX8
Roadmap - Resource Itinerary - part 2: https://www.youtube.com/watch?v=PW3x2dPAgfU
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Represents a group of statistics that contain, extracted from the database, several activity volume indicators, separately on each dispatcher and then separately on each customer.
In other words, the SoftTransport tool, being in the category of Intelligence Technology :), is able to say some things about the dispatchers who use it, to evaluate their activity, the degree of tracking of trucks, the efficiency of their use, both individually and collective (at the level of the transport department). In other words, give a qualificative to the dispatchers. In fact, it is not really a qualificative, it is a SCOR, which is based on a series of measurements, relevant indicators, which are then combined into a formula that provides the maximum significance that such an approach can give.
Why did we call it SCOR? Because in absolute value it may not say anything, but it is extremely useful when we want to appreciate as objectively as possible the activity of one dispatcher compared to another.
It can be a useful tool if you want to give proportional bonuses to everyone's performance. The value of a point in the score can be given by the company's management.
Currently, the statistics (pages) that make up this group of statistics are: SoftTransport Statistics, Soft Dispatcher Statistics, Extended Dispatcher Report, Dispatcher Indicators v2, Dispatcher POI Statistics, Driver POI Statistics, Soft Client Statistics.
If the SoftTransport Statistics page exists in your account, you can access it directly at statistics.php .
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Fleet Statistics is a group of Statistics, in which the query is made starting from the truck, the emphasis, if you want, is on the truck.
Obviously there are filters for the trailer, driver, customer, date, making this group of statistics an extremely powerful tool for those who have in mind the fleet.
Currently, the statistics (pages) that make up this group of statistics are: Truck Turnover, Truck Turnover Centralizer, Truck Unfolder.
Unlike Car Park Statistics, other statistics grouped under the generic name of Transport Statistics and which include Turnover Transport, Route Statistics, Monthly Statistics, etc., emphasize the transport order. The focus, if you will, falls in this case on business, on customers.
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In the dispatch ORDER page, in case the truck assigned to fulfill the order received from the customer belongs to a subcontractor, a yellow button is activated, next to point 0, to generate the order to that subcontractor. If the subcontractor's truck intervenes in the customer command on the route, based on a Resource Open point, the c-button gives subcontractor generation next to this point.
ATTENTION: The order generated to the subcontractor will include ALL loading / unloading points in ALL ACTIVE commands (open, engaged) in which the subcontractor's truck appears.
This allows you to create a subcontractor order for several customer orders simultaneously (in group mode), or even a subcontractor order for only part of a customer order (if we have close - open resource).
After pressing the yellow button, a window opens where the price of the transport agreed with the subcontractor and possibly Particular Remarks must be entered.
The order opens first as a draft, only after pressing the Save button, it becomes final, being considered issued and you will find it on the Subcontractor Orders page. Following the issuance of certain details (loading / unloading location, etc.) in the customer order, they become unchangeable, precisely so that there are no discrepancies between the details of the customer order and those of the subcontractor order. If it is necessary to make changes then the subcontractor command is canceled first, after which the changes are made, and logically it would be to restore the order to the subcontractor. The redone order will have another number, but the remarks can be recorded Replace the order with no ....
This c / contract can be printed according to your own style, established based on a layout in the administration part. Several different models can be made if desired. Once a contract has been drawn up, it becomes visible on the Subcontractors Orders page (contract.list.php), which we suggest you add to your Invoice and / or Accountant and Manager account.
For security reasons, the Subcontractor Order cannot be deleted from the Dispatcher Orders page, but only from the Subcontractor Orders page. In fact, it cannot be deleted, only canceled, also for safety reasons. Orders for subcontractors will bear a number and a date automatically assigned by the application, as well, for safety reasons.
In the Subcontractors Orders page, you can search according to several criteria, you can add the invoices issued by the subcontractors, in a word you can keep under control everything that means the back-office (record) with the subcontractors.
There is also an additional page, which displays the subcontractors' invoices in the form of a Subcontractors Invoices List (creditnote.view.php), which is also useful in controlling subcontractors.
Also related to subcontractors, we also created the Subcontractor Turnover page (order.statistics.subcontractor. Php), which displays the orders of customers in whose execution a subcontractor was involved.
If the Subcontractor Orders page exists in your menu, you can access it directly at contract.list.php .
TUTORIAL:
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Subcontractor records Page is a page that displays customer orders in the execution of which a subcontractor was involved. It offers a centralized situation in tabular form regarding the transport activity from a certain period of time, offering the possibility to filter according to countless criteria: Subcontractor, Customer, Dispatcher, Truck, Trailer, Employee, Start Country, Destination Country, Period, etc. .
It is useful, among other things, to check if there are customer orders executed by subcontractors for which a subcontractor order has not been issued in the application.
Also, by pressing the print button you will obtain the Register of Intermediate Orders, a mandatory document for a trasnsport company.
If the Subcontractor records page exists in your menu, you can access it directly at order.order.statistics.subcontractor.php .
TUTORIAL:
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This development allows transport companies through subcontractors to generate Credit Notes for them for one or more Transport Orders issued. We have defined these Credit Notes in the Soft-Transport vocabulary: Calculation Notes.
The advantage of such a Calculation Note is very high. It includes in a single document the summary of the subcontractor's performance, the value of this service, the planned date of payment, etc. Based on it, the subcontractor will issue its own invoice, without delays or calculation errors.
This Calculation Note can be configured as part of the administration, it automatically takes over much of the information in the order. Layouts for Calculation Notes (similar to those for invoices) are customizable, down to the subcontractor level.
For situations where the calculation method for the subcontractor's tariff is more complex, an Excel spreadsheet called TARIFFER can be used. The calculation notes can automatically take over if desired, the price of the transport as it appears in the order (agreed price) or as it results from the calculation performed by the Tariffer.
If the Subcontractor Orders page exists in your menu, you can access it directly at contract.list.php .
TUTORIAL:
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This page is organized in tabular form, starting from the customer order (one line at a time), then displaying information on the costs with subcontractors, possible costs with train, ferry, etc. reservations, obtaining some very important indicators and namely: Net Tariff Client / Km Planned, Net Tariff Subcontractor / Km Planned, Profit from Subcontractor (in EUR).
Obviously the calculations are complex, the parameters used becoming visible if the Minimum Details filter selects All Details.
We used the same page for situations where both a truck of a subcontractor and its own truck are involved in the execution of a customer order, or even in situations where orders are executed exclusively by our own trucks.
It is quite widespread in practice and the concept of PRAG TARIFF for its own trucks. This concept somehow treats its own trucks as if they were third-party trucks and analyzes their profitability based on the ratio to a Minimum Tariff per km.
What we have developed in Soft-Transport is this Minimum Tariff in 2 variants: Tariff/km which includes tolls and Minimum Tariff/km without tolls (recommended). This Minimum Tariff is entered in the administration part of the application, under the Tariff Threshold section. It should be mentioned that the history of this tariff is kept, and the calculations will use the minimum tariff corresponding to the order period.
Related to this concept the Profit Center / C-give page calculates Net Income Truck Own / Km Planned and EURO Over Threshold.
Note that there are 2 other pages: Customer Profit Center and Subcontractor Profit Center derived from the Profit / Order Center page.
If the Profit Center / Order page exists in your menu, you can access it directly at order.profit.statistics.php .
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O secțiune nouă, dedicată Decontului cursei/grupajului, care pe lângă pagina Centru Profit/Comandă vine să completeze evidența și analiza costurilor si a profitabilității unei curse/grupaj, practic la orice moment în derularea acesteia – după primirea comenzii, după facturare, după înregistrarea costurilor efective, atunci când se dorește sau este nevoie. Aceste deconturi se pot salva.
Această secțiune e interconectată cu alte secțiuni, de exemplu cu facturarea, dispeceratul și este formată din 3 pagini distincte:
1. Pagina Leg. Achiz.-Cdă (stock.in.order.php) - Alocare Achiziție pentru o Comandă sau Vice-Versa, Comandă pentru o Achiziție – aduce în același tabel atât achiziții, cât și comenzi pentru o anumită perioadă.
Zona de filtre cuprinde atât variabile legate de achiziții, cât și de comenzi și permite identificarea rapidă a ceea ce se caută sau dorește.
Accesul la această pagină se poate face direct din meniu sau din shortcut-uri (butoane sau link-uri) de pe alte pagini, cum este pagina de Comenzi, sau pagina de Facturare, caz în care filtrele vor fi deja completate.
După efectuarea unei căutări, veți observa că tabelul va cuprinde în partea stângă achizițiile returnate de căutare, iar în partea dreaptă comenzile care respectă filtrele selectate.
In partea stângă, lângă achiziție veți regăsi un buton Leagă Achiziția de o Comandă, iar în partea dreapta veți găsi un buton Leagă comanda de o Achiziție.
Aceste butoane asistă utilizatorul în identificarea rapidă a achizițiilor realizate în perioada comenzii, pe oricare din resursele angrenate în comandă, cât și vice-versa a comenzii în care se afla angrenată o resursă la momentul (data) achiziției.
Utilizatorul va acționa butonul de Alocare, dacă acest lucru se impune.
De observat că nu toate achizițiile se pot atribui nemijlocit unei anumite comenzi, chiar dacă acestea sunt înregistrate în perioada de derulare a comenzii respective.
Pe de altă parte se poate întâmpla ca anumite achiziții care sunt în realitate legate de o comandă să fie înregistrate înainte sau după finalizarea comenzii. Din acest motiv, aplicația prevede și un filtru de flexibilizare a perioadei în care se caută potriviri cu 1, 2 sau 3 zile.
Un mare avantaj al acestei pagini, care este un fel de asistent al identificării cheltuielilor legate de o comandă, este că aceste cheltuieli (achiziții) pot fi înregistrate total independent, de pe pagina Inreg. Doc. Achiz., de regulă de contabil, legătura cu comanda putând fi făcută și de o altă persoană: dispecerul, facuristul, șeful de autocoloană, etc.
Alocările (legăturile) stabilite pot fi desfăcute, folosind aceeși metodă.
2. Pagina Decont C-dă (order.cost.php) - Calcul și Salvare Deconturi pentru Comenzi/Grupaje – este pagina propriu-zisă de generare a Decontului cursei / grupajului.
Cuprinde de asemenea o zonă de filtre extinse.
Accesul la această pagină se poate face direct din meniu sau din shortcut-uri (butoane sau link-uri) de pe alte pagini, cum este pagina de Comenzi, sau pagina de Facturare, caz în care filtrele vor fi deja completate.
După efectuarea căutării veți observa că apar trei căsuțe pentru 3 sume arbitrare: pe cursă, pe zi și pe km, care pot fi completate și folosite la calcului decontului cursei. Aceste sume, dacă sunt folosite în mod frecvent, pe baza unor calcule, estimări la nivel de firmă se pot introduce în variabile, în contul de administrator (/admin) – caz în care, căsuțele respective vor apare precompletate.
În tabel vor apărea pe fiecare rând cursa (comanda) sau grupajul care respectă selecția filtrelor.
Pentru fiecare curs/grupaj vor apare în mod transparent toate elementele care pot fi de interes pentru decont: Alimentări, Cost estimat cu taxele de drum (în cazul în care s-a generat Harta Here și s-au salvat aceste taxe estimate), Achizițiile (cheltuieli alocate comenzilor din grupaj), Preț agreat/notă de calcul/valoare factură subcontractor, Preț agreat/ credit note/ valoare factură client. Aplicația bifează unele din aceste elemente, pe baza unei interpretări automate. Ele însă pot fi bifate sau debifate de utilizator.
După verificarea bifelor, calculul decontului se face prin apăsare pe butonul Calcul Decont din partea dreaptă. Se deschide o pagină nouă cu calculele structurate de grupe de cheltuieli/venituri, decontul în întregime putând fi salvat de la butonul din partea de jos a paginii. Un decont se poate recalcula și salva de câte ori se dorește, varianta veche fiind suprascrisă de cea nou salvată. Decontul se poate tipări folosind combinația de taste CTRL+P.
Important: pe această pagină există și un filtru de control în vederea diferențierii (selectării) comenzilor/grupajelor, care au sau nu au salvat Decontul.
3. Pagina Centr. Decont C-zi (order.cost.summary.php) - Centralizator Deconturi Salvate pentru Comenzi/Grupaje – este pagina care cuprinde sub forma unui tabel toate deconturile salvate, pentru comenzile/grupajele identificate conform filtrelor din partea de sus a paginii.
Pe această pagină nu este posibilă calculul/modificarea/salvarea decontului, ci doar tipărirea acestuia.
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You don't have to do anything special to open accounts for subcontractor drivers. Opening such an account is the same as for your own drivers.
To create a drivers account, use the administration / admin area, where you access the User List section. Click the button at the top right of the page, which will open the New User registration window. In the first field of the window, select the driver user level. In the second field, enter an e-mail address with which the user will be logged in (the e-mail doesn't need not be real,). The user's passwords will be entered in the third and fourth fields (the box turns green only if both are completed and identical). Enter the name and surname of the user and his telephone number, and in the Employee field select the name of the respective driver (previously he was registered in the Employees List, in the Employer field being passed the respective subcontractor). To complete press Save.
Once the newly created account is active, the subcontractor driver can use the account like any other driver of yours!
It should be noted, however, that access to data of the subcontractor's driver, as well as of his own driver, is limited to the information strictly necessary for the performance of his duties.
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Starting with version 1.17, the Integration of HERE maps for SUBCONTRACTORS was also introduced. This way you can calculate and save the route (and by default KM plan and tolls) and for subcontracting orders.
This way you can calculate and save the route (and by default KM plan and tolls) and for subcontracting orders.
On the Subcontractor Orders page, all the transport orders that have been issued to the subcontractors appear, and next to each order, on the right side, with the help of the button - orange map - you can generate a map for that order. The button will open a window where the points in the transport order will be taken as they were saved, then click on the orange Route Generation button. The route thus generated can be modified / configured by adding intermediate points, and at the end it can be saved with the help of the button - light blue diskette - Save Km Contract.
The map can also be printed with the help of the button - dark blue printer - or be saved as a template with the help of the button - orange disk.
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Truck Validity Page allows us to get a list of documents of vehicles that are about to expire. This situation can be printed in the format of a list or unfolded on a calendar.
There are several filters that allow us to search depending on the type of document / authorization (ITP, Tachograph, RCA, Helmet, Compliant Copy, Leasing, Warranty, Europlack, etc.), the vehicle group and the time interval (in the future) for which we want to view the expiration date.
The expiration date is recorded in the Trucks database, and it can be changed by the responsible person, usually the Head of the Column.
It should be noted that there is also a page dedicated exclusively to changing the validity of trucks, without access to other fields, information from the Trucks database, namely Truck Validity Update (truck.date.list.php).
If the Truck Validity page exists in your menu you can access it directly at expiry.truck.list.php.
TUTORIAL:
Expiration Reports (Validity) Documents: https://youtu.be/29bNpYMf6Tk
Validity and Truck and Validity Documents Update: https://youtu.be/IlwwMrc4mio
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Trailer Validity Documents page allows us to get a list of documents of vehicles (trailers) that are about to expire. This situation can be printed in the format of a list or unfolded on a calendar.
There are several filters that allow us to search by type of document / authorization (ITP, RCA, Casco, Leasing, Warranty, Sanitary Authorization, etc.), and the time interval (in the future) for which we want to view the date on which expires.
The expiration date is recorded in the Trailers database, and it can be modified by the responsible person, usually the Head of the Column.
It should be mentioned that there is also a page dedicated exclusively to changing the validity of trailers, without access to other fields, information from the Trailer database, namely Trailer Validity Update (trailer.date.list.php).
If the Trailer Validity Validation page exists in your menu you can access it directly at expiry.trailer.list.php.
TUTORIAL:
Expiration Reports (Validity) Documents: https://youtu.be/29bNpYMf6Tk
Validity and Truck and Validity Documents Update: https://youtu.be/IlwwMrc4mio
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The Employee Documents Validity page allows us to obtain a list of employee documents that are about to expire. This situation can be printed in the format of a list or unfolded on a calendar.
There are several filters that allow us to search by document type, employee function and time frame (in the future) for which we want to view the expiration date.
The expiration date is recorded in the Employees database, and it can be changed by the responsible person, usually, the Personnel Inspector, on the Employees List with the verifier rights page.
If the Employee Documents Validity page exists in your menu, you can access it directly at expiry.employee.list.php.
TUTORIAL:
Expiration Reports (Validity) Documents: https://youtu.be/29bNpYMf6Tk
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The Document Validities pop-up warning window can be customized from the administration area (from the Validity Alert section) in the sense that you can add or remove categories of documents from the warning process and set for each one with what time interval is requested before the warning appears.
TUTORIAL:
Validity Expiration Notifications (Pop-up Window): https://youtu.be/3mGlBY_-h14
We've provided the ability to define new document validity types, which you can customize as a name and range at which you want to be notified through the warning pop-up window.
We have provided a number of 4 such fields for trucks, 4 for trailers and 4 for drivers.
These values will also be visible in the file of the truck, trailer, and driver.
To set these new validity types, access the application administration account.
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In the fuel checker account, the Fuel Check page (fuel.verify.php) there is a possibility to add a check mark when checking a fueling to indicate that this fueling was made in compliance with the company's fueling policy ( regarding the card used, full or not, the gas station approved or not). This check mark will also appear on the Extended Driver Report, next to the respective driver's fuelings.
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The Gas Stations page is designed to give you the opportunity to create / consult a database of gas stations that your company agrees with.
Authorized gas stations may be introduced / modified by a specific person in your company who is authorized to do so. They can then be consulted, including by viewing on the map by dispatchers and drivers.
You can do this by checking the box at the beginning of the row for the gas station (s) you want to view, and with the icon to the left of the table header display the exact location of the selected gas stations on a map.
You can search (filter) gas stations by country, city, card type, approved or not, etc., comments, etc.
If the Gasoline page (in the view version) exists in your menu, you can access it directly at fuel.station.list.php .
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IN THE DRIVER ACCOUNTS, accessible from smartphones and tablets, with internet connection (either wi-fi or roaming internet included in the mobile phone subscription) there is the possibility to enter the power supplies made on the route. The information sent by drivers is automatically recorded in the database and is visible and editable from the dispatcher's account. The dispatcher is also notified of the power supply to the driver.
In addition, the driver can view the approved Gas Stations, name, address, contact details, as established by the manager or the supply verifier as appropriate.
TUTORIAL:
Gas Stations Agreed in the Driver type account: https://youtu.be/b2w4fSAF-Wc
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This page is dedicated to recording / viewing the feeds performed by the company's drivers. Information on a supply: no. registration, quantity, value at the pump, location, fuel card used - are sent by drivers, dispatchers or fuel tester, by SMS, by statement, or online (by using the driver account of the application).
The Refueling List page exists in 3 variants:
1. for those introducing supplies (eg dispatchers),
2. for the Fuel Verifier(which adds information on the actual cost of fuel - excluding VAT and Discounts, as well as compliance with the refueling policy)
3. for the Manager, who has access to all information and indicators, without having any rights to change.
If the Refueling Supply List Manager page exists in your menu, you can access it directly at fuel.summary.manager.php .
TUTORIAL:
Search the Refueling List: https://youtu.be/hV0i5NWITI8
Other tutorials related to the Refueling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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In Soft-Transport, for the first time, the fuellings are introduced and checked, in order to eliminate from the start the fraudulent fuellings and to notice deviations from the company's fuel policy.
The fuellings, once entered, upon receipt of the invoice from the card provider, all that needs to be done is for them to be verified. This, in fact, must be done on the Fuelling Verifier page. For verified fuellings, enter the information on the Fuelling invoice number and date. To make it easier to identify supplies, we recommend that you filter by Card Type, Truck, and Period. Fuellings for which the Date and Number of the Invoice have been completed change to the (considered) Invoiced state.
The Fuelling Invoices page gives you a centralized record of registered supplies, totaled on registered fuelling bills. Thus, for each fuel invoice, the total liters (quantity) of fuel of the invoiced fuelling are calculated, the total value at the pump, the total effective cost (pump price minus discounts). The program also displays the date of the first fuelling, respectively the date of the last fuelling on the invoice.
Moreover, the page can be filtered by taking into account either the Invoice Date or the Fuelling Date in a certain period, given that often they do not even coincide as a calendar month.
Invoiced fuelling are routed automatically, totaled on invoices, on the Purchases and Payments Statements page (supplier schedule).
Please note that fuelling are also routed automatically to the Cost / Truck Center, so they do not need to be entered separately in this section.
If the Fuelling Invoices page exists in your menu, you can access it directly at fuel.invoice.php
TUTORIAL:
Fuelling Invoices Introduction: https://youtu.be/ZeGsSF1ddS8
Page (statistics) Fuelling Invoices: https://youtu.be/B3oxtB-hZzs
Other tutorials related to the Fuelling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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FAZ, short for the Daily Activity Sheet, is an established term between carriers, meaning the calculation of the normal fuel consumption and its comparison with the actual diesel consumption of the truck.
If the calculation of actual consumption is based on the volume (quantity) of fuel supplied and KM traveled, the normal fuel consumption takes into account only the average tonnage of the journey, based on the empty consumption and the per tonne supplement established for that vehicle (based on truck data).
If the FAZ Sheet page exists in your menu you can access it directly at faz.php .
TUTORIAL:
FAZ Sheet and Reading Board Consumption Calculator Board (CAN): https://youtu.be/cOQnKJl3L4U
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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The FAZ Sheet (Daily Activity Sheet) page provides you with information on the standard consumption and actual diesel consumption of each truck. This page is accessible from the Fueling Manager and Verifier (Standard version) or Control (Light version) accounts.
To view a FAZ Sheet in the Manager account, go to the Fueling/ FAX Sheet section and select No. Truck and the time interval for which you want to draw up the FAZ file.
The FAZ sheet will show you for each refueling made: KM from the previous refueling, the amount of diesel fueled between the two refills, the actual consumption, the average transported tonnage and the standard consumption of the truck, as well as the difference between the actual and standard consumption.
On the FAZ Sheet page, in addition to the indicators calculated by Soft-Transport (Effective Consumption, Normated Consumption, Average Tonnage Transported, etc.), based on information about supplies, km on board, weight loaded / unloaded, entered by application users (dispatchers) , the values taken from the on-board computer (through the portal of the manufacturers Mercedes-Benz and Scania) with reference to KM on-board at the time of refueling, tank percentage, liters consumed.
The page was also provided with a filter with which the FAZ Sheet can be generated in the reduced version, containing only the information from Soft-Transport, or it can be generated together with the information from the manufacturer, for a possible comparison between them.
The indicators that are displayed and / or calculated based on the information of the manufacturers are: Km Board, Km traveled from the previous full, the amount of fuel consumed between two fulls and the actual consumption CAN.
In addition, the last column of the table also shows the level of fuel expressed as a percentage that was in the tank at the time of refueling recorded in the software (if it is not 100%, it may mean that refueling was not full or the time - date and time - at which the power supply is recorded in the program does not coincide with the actual moment of power supply in the field).
On the FAZ Sheet page there is also a button at the end of the line for viewing Details of average tonnage calculation and actual and standard consumption.
If the FAZ Sheet page exists in your menu, you can access it directly at faz.php .
TUTORIAL:
Phase and Reading Board Consumption Calculator Board (CAN): https://youtu.be/cOQnKJl3L4U
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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On this page called FAZ Centralizer, you can view at park level the results of the FAZ Sheet for all trucks, for a certain period with the Differences in liters between standard and actual consumption. We also added totals to KM and Liters fueled and global indicators for actual and standard consumption for the entire fleet.
If the FAZ Centralizer page exists in your menu, you can access it directly at faz.summary.php .
TUTORIAL:
Other tutorials related to the Fueling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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On the FAZ Sheet page, in addition to the indicators calculated by Soft-Transport (Effective Consumption, Normal Consumption, Average Tonnage Transported, etc.), based on information about refueling, km on board, weight loaded / unloaded, entered by application users (dispatchers), there were also added the values taken from the on-board computer (via the manufacturer's portal) with reference to the on-board KM at the time of refueling, tank percentage, liters consumed.
The page was also provided with a filter with which the FAZ Sheet can be generated in the reduced version, containing only the information from Soft-Transport, or it can be generated together with the information from the manufacturer, for a possible comparison between them.
The indicators that are displayed and / or calculated based on the information of the manufacturers are: Km Board, Km traveled from the previous full, the amount of fuel consumed between two fulls and the actual consumption CAN.
In addition, the last column of the table also shows the level of fuel expressed as a percentage that was in the tank at the time of refueling recorded in the software (if it is not 100%, it may mean that refueling was not full or the time - date and time - at which the power supply is recorded in the program does not coincide with the actual moment of power supply in the field).
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The Frig-Trailer Consumption page provides you with information on the total operating hours and the actual consumption of the refrigerated trailer unit per operating hour.
Select The trailer number and time interval for which you want to prepare the fuel consumption calculation sheet (diesel).
If the Frig-Trailer Consumption page exists in your menu you can access it directly at trailer.fuel.list.php .
TUTORIAL:
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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This page centrally displays the fuel consumption (diesel) for all the refrigerated trailers in the own park or of the customers, coming in addition to the page Frigo Trailer Consumption.
If the Frigo Consumption Centralizer page exists in your menu, you can access it directly at trailer.faz.summary.php .
TUTORIAL:
Other tutorials related to the Fuelling section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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The Fueling Statistics per Clients and Countries (fuel.statistics.country.php), is a food statistics page, a centralizer of them on customers and by country. This page shows for each customer how much fuel was supplied and in which countries these refills were made, in a certain period.
It is a very useful page when I want to analyze the profitability of a customer, given the differences in diesel prices between EU countries.
If the Customer and Country Supply Statistics page exist in your menu you can access it directly at fuel.statistics.country.php .
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The Truck Fueling Centralizer page is useful, among other things, for preparing situations for excise duty recovery.
a is provided with multiple filters, including the Country filter. On each row in the table are totaled the refuelings made by that truck, as well as KM run (after board) in the same period.
If the Truck Fueling Centralizer page exists in your menu, you can access it directly at fuel.summary.truck.php .
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Estimation of Fuel Consumption Utility, accessible from the utility menu or with the CTRL + 2 hotkey combination, is useful for estimating where the best location would be to power a truck (where and when to refuel on the command path).
Thus, by selecting the vehicle, the tank capacity, empty consumption and supplement per tonne are automatically filled in. Enter the transported weight. By changing the value in the KM box, the amount of fuel required to cover that number of KMs appears instantly in the Liters box and, reversed, changing the number of liters automatically shows the number of KM that can be covered with that amount of fuel.
TUTORIAL:
Utility Estimation and Automatic Reading Tank Level: https://youtu.be/898MAzqMXis
Other tutorials related to the Power section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVy70u0PIMNmd7OJ-IRORjg
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In the Technical Reports section, the information on technical problems related to vehicles is centralized, always having a saved record on the reports on the technical condition of trucks and trailers, made either by drivers or by mechanics or by any user of the software.
If the Technical Reports page (simple version) exists in your menu, you can access it directly at problem.report.list.php.
If the Technical Reports page (in the Verifier version) exists in your menu, you can access it directly at problem.report.verify.php .
Next to the name of the Technical Reports page in the Verifier version, a number is displayed in the menu that represents the number of active technical reports from the last 2 days.
TUTORIAL:
Technical Report Registration: https://youtu.be/Vrv2AwRnaGU
Technical Report Utility: https://youtu.be/ELbGhLIt6NM
Search and Filter Technical Reports: https://youtu.be/qYiMW8fbd9o
Registration of the Technical Report in the Driver type account (1): https://youtu.be/raDZLEdq_4w
Registration of Multiple Technical Report in the Driver type account (2): https://youtu.be/qe_YOxHCLFI
Other tutorials related to Fleet Maintenance can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUCPoPDbX-qAdw4Fg33a-Ez
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On this page you will be able to query both the overhaul and oil change situation for your fleet (using the first filter in the upper left corner).
The oil changes, respectively the revisions are registered in the Technical Reports section. Based on this information and the last KM (mileage) recorded in the transport orders for each truck, the page displays km runned from the last overhaul / last oil change, elapsed time, and the difference in km until the next necessary oil change.
The periodicity (in KM) with which the oil must be changed is recorded in the truck file (Truck List). Also here is recorded the number of KM in advance with which the oil change should be warned.
The oil changes that already had to be performed appear in red, and the ones that are to be performed will appear in yellow.
This statistic, extremely important, is an additional reason to record orders (and KM board) as close as possible to the present moment.
If the Maintenance Situations page exists in your menu, you can access it directly at maintenance.truck.list.php .
TUTORIALS:
Oil Change Status: https://youtu.be/xk66nPOTwzI
Situation Reviews: https://youtu.be/JmCynek8dOc
Other tutorials related to Car Park Maintenance can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUCPoPDbX-qAdw4Fg33a-Ez
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It is another useful section in managing the technical problems of the fleet.
In other words, solving Technical Reports is the main focus. When, where, at what cost, in or out of warranty these issues have been solved.
It is a section independent of that of Estates, useful equally to those who have their own service or to those who do not. It is equally useful in the event that the repair takes place on its own (in garage or on the road) or in any other service.
This section consists of the Service Interventions page that can be operated by the column head, manager, or another person designated by the manager.
The Technical Reports page contains a filter related to the State of Intervention (unscheduled, planned, in progress, completed). Next to each sheet there is a button detailing the intervention or interventions in which it was tried to solve the problem.
At a certain service intervention, several reports (problems) can be treated, just as with a certain problem (report) you can end up in the service 2, 3 times without finding a solution.
On the service interventions page, warnings also may appear in the form of a red triangle, which means that not all the reports added were solved by that intervention.
These interventions can also be recorded in advance, which means planning to solve the problems reported by the technical reports.
The planned interventions are also visible on the Truck Calendar, for dispatchers. A new line with the planned intervention appears below the line with the activity of the respective truck. It has a key French icon, which shows the date and time planned for the intervention, the country, the town and the name of the company where the service will be done and the description of the work. After the completion date is filled in the intervention window (the intervention will be completed), the intervention will no longer be visible on the Truck Calendar page.
There are 2 pages for this section:
Service Interventions (service.problem.list.php)
and Service Interventions in the View version (service.problem.view.php).
Do you feel that you have not enough control so far over how the interventions in the service were carried out or how they were settled, the use of guarantees to their full potential?
Then this section should make everything much more transparent and easier to follow.
If the Service Interventions page exists in your menu, you can access it directly at service.problem.list.php .
TUTORIALS:
Service Interventions - Planning: https://youtu.be/pyhDQhRqghY
Completion of Service Intervention: https://youtu.be/Z-e-y--8FvI
Evidence of Interventions versus Warranties: https://youtu.be/HlDwJN6WlI0
Search and Filter Service Interventions: https://youtu.be/0n-OOZ0q6ME
Other tutorials related to Fleet Maintenance can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUCPoPDbX-qAdw4Fg33a-Ez
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This section is dedicated to transport companies that operate a service workshop for their own trucks and / or for third parties.
It allows the generation of orders, the completion of work estimates and the issuance of invoices for completed estimates when applicable. It is a complex section that takes into account the requirements of an authorized service as well as accounting standards while remaining extremely user-friendly, flexible, being a real support throughout the entire repair process for service staff.
This section is interconnected with the Inventory Management section, respectively purchase registration, consumption vouchers, stock records from the part dedicated to freight transport, but not to be confused with them.
In the same way, the Service Invoices part is connected with the Transport Invoices part, without the two mixing.
There are several pages that build this section:
These pages are built on different levels of users, so that the control chain in a service can be respected. Thus, we have the possibility to have a different menu and rights for the people in charge of the work, Manager or Verifier (the people in charge of the quality of the work).
FLEXIBILITY:
There is the possibility, and we warmly recommend you to use it, to customize the orders, quotes and invoices issued to service customers according to your needs and preferences, modifying the model / models of invoices from the administration part of the application.
The program allows you to prepare a service invoice for a single estimate, or a service invoice for several estimates simultaneously.
BENEFITS:
To use this section, you must first make some settings in the administration part (/ admin) in the Variables section.
So:
- At the line with ID108, establish the level of the account that will be of Service type, the one that will have the right to draw up currencies. Open the edit window with the -green eye- button. In the Value box, enter the user level ID. (If you did not make changes to the User Level page, this ID should be 12).
- At the line with ID109, set the Mechanic function level, which can be registered as performing service work. Open the edit window with the -green eye- button. In the Value box, enter the employee job ID. (If you have not made changes to the "Employee Function" page, this ID for the driver function should be 3)
- At the line with ID110, determine who will be the Head of Service Unit, the one who will appear predefined on Currencies and Orders at Signature. Open the edit window with the -green eye- button. In the Value box, enter the ID of the employee (see the Employee List page) who holds this position.
- At the line with ID111 you can enter a standard text that will appear on the quotes and commands generated from the program. To set this, open the edit window with the -green eye- button. In the Value box, enter the text that you want to be automatically retrieved, and save.
- On the line with ID112 open the edit window with the green eye button. In the Value box, enter the ID of the user level that will have access to billing currencies in the program.
When determining who has what rights, even for a smaller service, with less staff, it would be good to comply with some conditions related to financial control - preventive, or more suggestive of the health of your organization. For example, the person who records purchases (prepares receipts) is not the same as the person who prepares consumption vouchers. The person invoicing a work estimate would be recommended to be different from the person preparing the work estimate. As well as the person who prepares the estimate should not coincide with the person checking it.
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In the Service account you have several possibilities to open work estimates.
Access the Devize Service section from the menu, and in the upper right corner with the green eye button the Estimate Registration window will open.
This is the simplest method, but not the most convenient for the Work Manager. Very often in a service workshop, the works take place before the papers, the pieces are ordered and sometimes they are assembled before the registration of the estimate, following that the papers will be drawn up many times later and from memories.
Thus, we thought of a simpler, more intuitive way for the service operator, namely to indicate the estimate at the time of purchasing the part or at the time when this part is removed from the warehouse.
In other words, you can open a quote if a product was purchased directly on a registration number. In this case, access the Service Procurement Registration section from the menu and use the + button at the top right to open the Procurement Document Registration window.
In the line of registration of the purchase at the Currency box there is a button that will open the New Currency Registration window. If there is already an open estimate on that resource the automatic program will select the active estimate for it.
At the same time, a quote can be opened when a consumption voucher is drawn up for a product in stock, which is to be assigned to a registration number (a resource). In this case, access the Service Exit Registration menu, and with the + button at the top right, the Bill Consumption Registration window opens. When drawing up the consumption receipt, next to the quote box, there is a button that will open the New Quote Registration window. If there is already an open estimate on that resource, the automatic program will select the active estimate for that resource.
Next to the quotation box you can also enter the Unit Price that will appear on the Quote, usually different from the purchase price. The two price quotation fields with and without VAT are interconnected, between them, one is automatically calculated from the other, thus facilitating the pricing process for the customer.
In conclusion, the products are added to the estimate through purchase documents (receipts) and vouchers.
On the Currency Service page, you will find all the estimates generated by the system. With the help of the green eye button you can change each quote. Also on this page you can add / delete workmanship related to the pieces of work with the help of the green button in the lower left corner of the window, or to delete a product from that quote.
To close a quote, just fill in the End Date in the edit window, after which the quote can be printed using the button next to the line. The order can be printed with the help of the C button, next to the quote, at any time, it automatically takes over the information contained in the quote.
After closing a paper (a quote), it is mandatory to qualitatively check the paper. The head of the service or another authorized person will have to record this. For this, access the Currency Control page, and check the box in the Verified column next to the respective currency.
Once checked (checked), the background color of the estimate line will change to blue.
To invoice the estimate, you will need to access the Invoice List section of the menu, where you will click on the button in the upper right corner of the page. The Invoice window for other services / products will open. After selecting the customer, in the quote box you will be able to select the quote you want to invoice. Here you can invoice more than one currency on an invoice, or issue more
invoices for a quote. Invoices issued for foreign exchange can still be viewed using the FS button on the right side of the line or can be deleted using the button if necessary.
An already saved invoice cannot be changed, but it can be deleted and rewritten.
Estimates representing repairs and works for your own fleet of cars (they are not invoiced) can be manually entered in the invoicing status by accessing the Sit. Currency Billing, by clicking the box in the Invoiced column, in order to have a clear record on this aspect as well. On this page of the Sit. Currency Billing you have all the information about currencies. With the green eye button you will be able to see the details about products and labor on the estimate, the status of estimates by color (blue background for those checked but not invoiced, and yellow background for those invoiced). to check.
To cancel a quote, it must be active,(not to have the end date completed), not to have the invoice check mark placed and not to be added products and labor on it. (After deleting the products from the estimate, only the information related to the estimate will be deleted, but the purchase or consumption voucher will not be deleted. If the estimate meets these conditions, a button appears on the Currency Control page next to which will be able to cancel the estimate The canceled estimates will have a red background as color.
On the Currency Alerts page, the program will centralize all consumption vouchers related to a certain registration number, but which are not assigned to any estimate and, likewise, all purchases that are registered for a registration number but are not allocated to any estimate.
For easier implementation of this section do not hesitate to contact our customer service.
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The Estimate Calendar page is a page that shows the tasks performed on the calendar. It is equipped with a strong section of filters, so it can be used to check and even plan the work of mechanics.
If the Estimate Calendar page exists in your menu, you can access it directly at service.estimate.calendar.php .
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It is intended to be primarily practical and easy to use. Often the tires with their many models, series, construction variants, etc., seem difficult to digest. That's why we tried to build this record so that it fits the work style of the mechanics, to be as intuitive as possible.
We invite you to use it, so you can put order in this sector of the company, not to be neglected when it comes to costs.
The pages that make up this section are:
- Tire models
- Tire Series Registration
- Tire Movement and Measurement
- Tires / Vehicle situation
- Tire stock
TUTORIALS for the Tires section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnv8-qnF2lCxmqdT63gaq7
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This page contains a statement of the last measurement or mounting operation for each machine. It is a tool that allows you to inventory all tires fitted to vehicles, to identify which vehicles were / were not inspected in a certain period, which tires will have their warranty expired in the next period of time, which tire models and on which trucks you have mounted, etc.
From this page next to the registration number you will find the icon, which will open the window with the vehicle history regarding the tires with which the vehicle was equipped. If you click on the tire series in the table you will be able to view the tire history, starting from its highlighting.
On the Tire / Park Centralizer page, in the Vehicle History window, a window that opens from the blue button next to the registration number, there is also a tire wear calculation. It's about two indicators. The first, with a blue background, shows how many millimeters of wear the tire had in 100,000 km, and below it on a yellow background is displayed another indicator how many km the tire rolled with 1 mm of wear.
If the Tire / Park Centralizer page exists in your menu you can access it directly at tire.vehicle.summary.php .
TUTORIALS:
Tutorials for the Tires section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnv8-qnF2lCxmqdT63gaq7
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The Tire / Park Centralizer page also features a warning function. A red button called Warnings has been added in the upper right corner.
This button opens the window where you can choose from the six types of warnings. Thus, you can display:
- Tire depth less than X mm,
- Last measurement and movement older than X months (including those that did not record any movement or measurement at all)
- Vehicles (apparently) without tires
- With a pressure lower than X bar
- Last movements or measurements that did not record KM board to Truck
- Tires that do not have an expiration date
To run these warnings, press the green button on the right side of that line.
If the Tire / Park Centralizer page exists in your menu you can access it directly at tire.vehicle.summary.php.
TUTORIALS:
Tutorials for the Tires section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHUnv8-qnF2lCxmqdT63gaq7
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Delivery-Receipt Minutes can be drawn up on Truck, Trailer and Auxiliary (Telephone, Calling Card, Power Cards or Tolls), each type on a different PV or all together on the same PV.
This section consists of several pages:
Verbal Process of Handing - Receiving - the mobile version, on behalf of the drivers
PV Preparation - desktop version, for TESA accounts
PV Verification - page dedicated to the Verbal Process of Handing - Receiving
and 2 pages as reports:
PV View - P.V. List at the company level, allows viewing (without modification) of the P.V. as well as searching for them according to several criteria
Summary PV - a centralizer of vehicles, phones and cards in the possession of all employees of the company at the time of generating the report (database query).
It should be noted that when drawing up a P.V. for delivery of the truck or trailer, the Scriptic inventory of Inventory Items in that truck or trailer is automatically taken from the Stocks section, from the management related to the respective truck or trailer. Any differences between Faptic and Scriptic(?) are not operated automatically. These differences must be operated through the inventory section, using the tools provided by this section (consumption voucher, transfer voucher).
Regarding the Handing - Receiving (auxiliary PV) of telephones and cards, it is necessary that the telephone numbers, the mobile telephony devices be registered in advance as well as the cards (Card List) in two new pages: Inventory of Telephone Numbers and Inventory of Devices Goal.
A note: The PV record of handing - receiving the cards (telephone numbers) is independent (parallel) with the already existing Service Phones section, which includes the Service Phone Numbers utility (CTRL + 9). You can opt for any of the 2 options. However, we recommend that you keep both records. Just remember that the 2 sections work independently of each other. The company's phone numbers are the numbers to which an employee can be contacted (answered). In PV summary you will also find phone numbers that are managed by an employee, but which he does not use (does not answer them).
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The PV Summary page is a centralizer of the Verbal Processes of handover-reception for vehicles, mobile phones, phone cards, cards in the possession of all employees of the company at the time of generating the report (querying the database). An extremely powerful page, of interest to all company employees.
If for a driver the truck in the active command in which it is engaged differs from the truck in the last report, a red warning triangle has been placed.
If the PV Summary page exists in your menu you can access it directly at handover.summary.php.
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The Purchasing Centralizer page is a summary page, highly focused, and which displays total purchases broken down by types of expenses, compared to several months. Clicking on any of the displayed numbers will open a window containing all the related purchase documents.
If the Purchasing Centralizer page exists in your menu, you can access it directly at stock.in.month.php .
TUTORIAL:
Tutorials for the Stocks & Purchases section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHWJnaMg8ThvyOOgfvMbGIDC
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The supplier schedule consists of two pages, one dedicated to the introduction of payments, called Acquisition Payments and a page called the Acquisitions and Payment Statement, which is the actual schedule.
When a payment is entered, the program allows you to select the invoices paid, in other words, to distribute the amount paid on the invoices, and very importantly even at the item level on the invoice.
There are extremely useful filters on the payment page such as: Provider or Place of Payment (in which bank account).
Acquisitions and payments situation, which represents the actual due date, shows for each invoice, the payments made as well as the unpaid balance. There are also extremely useful filters on this page such as: Invoice Number, Supplier, Truck, Trailer or Employee.
In addition, the purchase and payment statement can be printed or exported to Excel.
Very important: this section also allows the management of the records of the remaining pay days for drivers !!
Fueling invoices, entered through the Fuel menu, are automatically routed to the Acquisitions and Payment Statement page (Supplier Schedule).
Subcontractors' invoices, entered through the Subcontractors Orders page, are now automatically routed to the Acquisitions and Payments Statement page (Supplier Schedule).
If the Purchase and Payment Statement page exists in your menu, you can access it directly at stock.expense.list.php .
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This section is extremely important for controlling the company's cash flows and cash availability. Company accounts opened with banks and the cashier or cashiers if you have more. they can be defined in the administration part of the application, on Accounts.
The Cash Registers page displays in tabular form all movements, as well as the start and end balances, for all bank or cash accounts of the company, for a certain period of time. From this page you can use the button to print the Cash Register or Bank, individually for any defined account.
Customer Receipts or Provider Payments operations are automatically taken over from the sections dedicated to them. Likewise, cash withdrawals / refunds by employees are automatically taken over from the Advance Settlement section.
To record cash transfers between banks, or between home and bank, as well as foreign exchange you can use the Treasury Accounts Operations page. These transactions are registered using the add button in the upper right corner, which will open the Transaction Between Accounts Registration window. Also in this window, at the type of operation you can also record Balance Confrontation or Inventory Differences. This is especially useful when, as a result of cash inventory or bank account statements, there are differences that you have not been able to identify and want to continue with a balance other than the one resulting from the calculations. If you select this operation, the program will automatically make calculations for the future taking into account the differences that were recorded by confrontation on that date. Another operation that you can record in this section is currency exchange. Simply in this case choose the accounts (with different currencies) between which the operation takes place.
The Treasury Registers page has several columns: Initial Balance, Final Balance, Receipts, Payments, Transfers between Accounts, centralized over a period of time, for each treasury account.
The Initial Balance and Final Balance columns are calculated by the application, the other 3 columns if you click on the values in the columns will open in a window details about the registered operations.
In the Receipts and Payments columns, in situations where the amount collected differs from the distribution on invoices, the program displays a warning in the form of an icon;
If the Treasury Records page exists in your menu you can access it directly at cashbook.report.php .
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This page called Stock Output Centralizer (Consumption) is a summary page, highly concentrated, and which displays total consumption vouchers distributed by types of expenses, compared to several months. Clicking on any of the displayed numbers will open a window containing all the related consumption vouchers.
If the Stock Output Centralizer page exists in your menu, you can access it directly at stock.out.month.php.
TUTORIAL:
Tutorials for the Stocks & Purchases section can be found in the following Playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHWJnaMg8ThvyOOgfvMbGIDC
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The Stocks Status page displays an inventory of all products in stock. This Situation can be generated at any time using the "Until the date of..." filter. In other words, you can generate the stock at a specific date, including retroactively.
There are several filters that make this page a powerful tool: Management, Code, Purchase Name, Below Minimum Quantity, etc.
Also next to each line there is a button to view the Warehouse Sheet of the respective product (purchase).
On the Inventory Situation page, two Print buttons have been added, one as shown on the screen, and one in the form of a classic Inventory List (containing the actual column).
If the Inventory Status page exists in your menu, you can access it directly at stock.quantity.list.php.
TUTORIAL:
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The truck cost center uses the information entered in the Acquisition of Goods and Services section, in the Stock Management section, as well as information entered in other sections: Fuellings and Invoicing.
The cost center / truck calculates the efficiency of a truck by the difference between the Revenues generated by it and the Expenses related to its operation. In addition to the expenses recorded directly on the truck, there are also the distributed expenses of the driver / drivers involved in its operation, of the trailer(s) involved, as well as a share of the company's Overheads Expenses, proportional to the number of KMs runned by that truck.
If the Cost Center / Truck page exists in your menu you can access it directly at cost.center.truck.php.
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This summary page called Cost / Truck Centralizer, highly concentrated, displays in a format of 1-2 A4 pages, the monthly results (profit or loss) of its own truck fleet, on each truck separately and cumulatively.
It is extremely useful for the manager, it allows an overview of the profitability of the activity, especially since the situation also includes distinct columns on KM, Number of days, Income / KM.
Obviously, if you want to detail the results for a certain car, you can access the Cost Center / Truck page as before.
Non-productive cars can be excluded from the Cost / Truck Center, for example ???, even if they have registered orders as well (self-directed), supplies, etc.
If the Cost Center / Truck page exists in your menu you can access it directly at cost.center.truck.php.
If the Cost / Truck Centralizer page exists in your menu, you can access it directly at cost.center.truck.summary.php.
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The Employee Timesheet page displays a monthly employee timesheet, automatically generated by the program based on information from orders (a specific driver, what race he performed on a certain day) and based on information entered by the Personal Inspector under the Employee Status field.
During this time, the period in which a holiday certificate was issued for a driver is marked with a light blue background. In addition, you can click on the icon in the upper left corner to view the holiday certificate.
If the Employee Timesheet page exists in your menu, you can access it directly at resource.employee.calendar.php .
TUTORIAL:
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It should be noted that the Deduction itself as we know it, it's rather a centralizer of payments made by the employee on behalf of the company, in other words, the deduction works essentially as a payment channel, a payment method.
As such, the registration of a deduction is in fact the registration of payments of acquisitions of the company, payments made by the employee. We can do this directly from the Reg. Doc. Purchases page using the Payment Registration button next to the purchase or on the Acquisitions Payments page by selecting in the Paid box from the Deduction option.
Payments for purchases made through the Deduction are centralized at the level of a period, per employees, and they can be viewed if you access the Financial section Situation Deductions page, in the Deduction Justification column.
In the table displayed on the Statement Statements page you have several columns:
Remaining to be returned previously
Cash withdrawal by the employee
Justification Statement
Amounts refunded by the employee
Remaining to be returned by the employee
The first and last column are calculated by the application, the other 3 columns will open, if you click on the values in the columns, in a window with details about the registered operations.
These statements can be printed by clicking on the blue icon next to each employee name.
With the help of filters you have the possibility to filter the returns per employee or for a certain selected period.
If the Statement of Accounts page exists in your menu, you can access it directly at employee.debt.list.php.
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Under the Employee Reports page, the good or bad reports are centralized, registered for the employees, always having a saved record about the reports regarding their activity. The reports can be prepared by any user of the program, each of them having the possibility to consult the reports prepared by itself.
An employee report can be prepared from several places in the application: from the Employee Reports page, from the Dispatcher Orders page, from the menu in the upper right corner (utilities) or via the CTRL + 1 hotkey combination.
Employee reports can also be prepared from the driver type account.
The reports cannot be modified after the preparation, only new observations can be added. Reports to TESA staff are only visible to the Manager.
The reports are provided with several states: Active, Verified, Validated or Invalidated, which, depending on your organization, you can use or not.
There are a multitude of filters on this page, including an EXCLUSIVE TYPE filter, through which all papers can be selected, excluding a certain type. For example, you can filter all reports, except (exclusively) for KM.
If the Employee Reports page (simple version) exists in your menu, you can access it directly at employee.report.list.php .
If the Employee Reports page (in the Verifier version) exists in your menu, you can access it directly at employee.report.verify.php .
If the Employee Reports page (in the Manager version) exists in your menu, you can access it directly at employee.report.manager.php .
TUTORIAL:
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Extended Driver Report within Driver Statistics can be used when confronting the driver.
This report largely respects the structure of a classic roadmap, making the most of the advantages of the soft-transport application. Thus, at the end of this report you will find extremely useful indicators such as: total km traveled, KM GPS and planned, total liters fed, actual consumption and standard consumption.
Extended driver report (employee.summary.php) includes for a driver, for a certain period several sections:
If the Extended Driver Report page exists in your menu, you can access it directly at driver.summary.php.
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The driver ranking is drawn up according to the notes given by the dispatcher for each order, taking into account the degree of difficulty of the order.
The grades for drivers are given by the dispatchers in the range from 1 to 10, the dispatcher also establishing on a 5-step scale the degree of difficulty of the route.
All grades given by dispatchers are centralized in the form of a table. The information on this page can be filtered by several criteria, such as Dispatcher ID, Employee, or a specific period. The application also calculates the average for grades and the degree of difficulty.
Drivers Ranking also generates a ranking based on unproductive KM, unproductive KM being defined as the difference between the beneficiary KM (paid by the customer) and the KM performed (according to the board).
You can find this ranking next to the ranking according to the grade given by the dispatcher and the one according to the weighted average of the grade with the difficulty indicator of the order.
If the Drivers Ranking page exists in your menu you can access it directly at employee.rating.ranking.php.
TUTORIAL:
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Acest modul este compus din următoarele pagini:
Secțiunea dedicată Detașării Transnaționale și implementării prevederilor Pachetului de Mobilitate, formată din paginile menționate mai sus, prezintă următoarele capabilități:
Delimitarea clară a situațiilor de detașare de cele de delegare pe perioada deplasării
Compararea – suprapunerea pe calendar a acestor perioade – cu
a. punctele de încărcare/descărcare și alte puncte relevante ale comenzii de transport
b. punctele din cardul tahograf al șoferului referitor la începere program/ intrare la frontiera
Ajustarea la nevoie, cu ușurință, direct pe calendar, a perioadelor de detașare conform informațiilor din comenzi și de pe cardul tahograf al șoferului
Flexibilitate în stabilirea nivelului de îndemnizație de detașare transnațională, îndemnizației cu titlu de compensare cheltuieli de masă pe perioada detașării, a îndemnizației de delegare- la nivel de compartiment.
Stabilirea cu ușurință a nivelului minim al Îndemnizației de detașare de acordat, pentru fiecare țară, prin comparație cu Remunerația Minimă Solicitată conform Pachetului de Mobilitate. Verificarea cu ușurință a ajustărilor lunare necesare și tipărirea informării șoferilor, cerută de legislație.
Posibilitatea de a introduce valorile negociate individual, cum ar fi salariul de bază brut, îndemnizația minimă/zi la extern , respectiv îndemnizația minimă /zi la intern.
Calculul îndemnizației de detașare minim acordate, îndemnizației cu titlu de compensare cheltuieli de masă pe perioada detașării, a îndemnizației de delegare pe perioada deplasării.
Flexibilitate în alegerea timpului considerat lucrat conform tahograf: conducere, alte munci, disponibilitate (la nevoie). Posibilitatea tipăririi unui raport tahograf strict pe perioadele de detașare.
Calculul unui timp lucrat estimat, bazat pe km rulați și numărul de încărcări , descărcări, pentru a putea identifica eventualele manipulări ale șoferilor în spectrul alte munci și/sau disponibilitate.
Calculul totalului lunar al tuturor îndemnizațiilor aferente deplasărilor și compararea acestora cu nivelul cerut de compartiment, respectiv cu nivelul negociat individual.
Calculul valorilor maxim deductibile atât în funcție de plafonul de 2.5 ori nivelul indemnizației stabilite pentru bugetari, cât și a plafonului lunar în funcție de 3*(salariul de bază/număr zile lucrătoare) *nr.zile deplasare.
Posibilitatea de a vizualiza concomitent, ca o recapitulație – nivelul îndemnizației conform negocierii la nivel de compartiment și/sau individual, cât și a plafoanelor impuse de Pachetul de Mobilitate și Codul Fiscal.
Posibilitatea de a acorda o îndemnizație de detașare suplimentară, dacă acest lucru se dorește.
Tipărirea documentelor solicitate de controalele IMI.
Tipărirea ordinelor de deplasare și evidența acestora.
Pașii necesari implementării și utilizării acestui modul îi puteți regăsi prin căutare la Întrebă-l pe Easy (topicul Pașii necesari în implementarea Modului de Detașare), precum și în Help-ul Integrat al fiecărei pagini din componența modulului.
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Dispatcher Extended Report within Soft-Transport Statistics can be used when analyzing the dispatcher's activity.
The dispatcher extended report (user.summary.php) comprises for a dispatcher, for a certain period, several sections:
If the Extended Dispatcher Report page exists in your menu, you can access it directly at user.summary.php.
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Using GPS coordinates in 2019 in communication between dispatchers and drivers is no longer a luxury. Their usefulness in the economy of KM is proven. Drivers are generally very happy to receive them.
The problem may be on the part of the dispatchers who do not pay enough attention to the transmission of GPS coordinates to the driver and the development of the database with the GPS coordinates of the loading / unloading points (POIs), at the company level.
The most common excuse is that the address received from the client is not complete, etc. However, once the truck has reached that point, the GPS coordinates can be found either from the GPS monitoring software or even from the driver's smartphone, and then entered into the database. Subsequently, they will be very easy to find and select on a new upload or download.
In order to improve the situation, we must first have something measurable. This is the purpose of this Dispatcher POI Statistics page, which includes for each dispatcher the total number of loading / unloading locations, the total number of locations where the coordinates were entered, as well as the number of new POIs registered in the database in a certain period.
If the Dispatch Statistics POI page exists in your menu, you can access it directly at order.poi.statistics.php.
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This section allows you to easily complete holiday certificates, print them in multiple languages, and manage them.
With the help of the blue button in the upper right corner of the table, the window for filling in the information necessary to prepare the driver activity document will open. Most of the information is taken over automatically, as it already exists in the database. All you have to do is select the driver's name in the Employee field, enter the period for which you issue the certificate and select the box on the reason for issuing the certificate.
After saving, reopen to view the certificate using the button to the right of the line (green eye). You can choose the language you want to print at the bottom of the window. To print, use the button at the top right of the viewport.
These holiday certificates remain saved, with a clear record of them, with even more filters on the page to select them according to period, dispatcher or driver. These certificates can be deleted at any time.
Note that Comments can be added, without having them printed on paper.
These certificates are also taken over automatically on the Employee Timesheet page, where on the days when the employee has the Holiday Certificate saved, a gray icon will also appear. These gray icons are links and open the certificate itself for viewing.
If the Holiday Certificates page exists in your menu, you can access it directly at document.activity.list.php .
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The application also provides an internal messaging, between the users of the program, messaging that has the great quality of remaining archived throughout the use of the program.
It comes with a powerful search engine.
Each user sees their own messages sent / received. The manager, however, has the opportunity to see them all.
This new utility of the program comes to improve the communication between different users, between different compartments, especially in cases where the message sent is of great importance, through a better accountability of the people involved.
It comes as an in-app utility. It can be accessed from the utility menu, at the top right of the page or with the CTRL + 8 hotkey.
For the Manager (or the Control account in the LIGHT version) there is the Company Message List page, where you can view all the messages in the system and search between them.
If the Company Message List page exists in your menu, you can access it directly at user.message.list.php .
If the Own Messages List page exists in your menu, you can access it directly at user.message.view.php .
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This is a really important evidence in the context of the driver crisis, which helps the company to take into account the wishes of drivers, while optimizing the use of the fleet. It is a complex development, based on the experience of many years of activity, requested by our customers and which we expect to bring great relief to those who deal with this big problem in the management of transport companies, represented by scheduling and exchange records of drivers.
To start entering driver changes, go to the Driver Change page in the menu.
From this page, use the blue button in the upper right corner to open the New Driver Change Registration on Vehicle window. From the New Driver box, select the driver who is boarding the truck, select the license plate number of the truck he is boarding, the date he is boarding, and the date until which he remains on that vehicle. After completing this data, press the blue Save button.
After registering the drivers on the trucks, the record of the exchanges appears automatically on the Driver Change Calendar page. The registration number and the name of the driver on board appear in brackets on this calendar. The names of the drivers who are going to leave during that period also appear.
In this calendar also appears the information about the drivers whose documents expire, this being displayed in red. Likewise, the ITP expirations of the trucks appear on the calendar. Warnings appear on the day the document expires.
An orange button also appears on the bottom left, with which you can print the displayed information. Above the calendar you will find two arrows on the left and on the right with which you can navigate between the months of the year.
The Driver Exchange page in addition to filters, at the top of the page has 5 links as well, respectively Last Week, Current Week, Next Week, Next Week + 1 week and Next Week + 2 weeks, links with which you can extract from the exchange table those that refer to that week, for easier planning.
These pages are divided in two, at the top are in tabular form the list of vehicles that need to change the driver and at the bottom the list of drivers that are available. This table can be printed using the Print button at the top of the screen. With the Print Information button, you can print the information about the exchanges for the respective week in tabular form, with columns for notes and which you can send to other compartments or display in the office. (for example to know which drivers leave or arrive at the office).
Once it has been determined which driver to replace and on which vehicle, these actual shifts can be recorded in the program from several pages or windows. On the Driver Change page, the Last Week, Current Week, Next Week Change links and in the Change Status for all Vehicle window next to each vehicle you will find two buttons. The button - green eye - will open the Driver Change Modification window where you can change the date on which he leaves the vehicle according to the last "agreement" and the + button with which the actual change is recorded. It opens a window called Record Driver Exchange Information, where at the new driver select the name of the new driver who will get on the vehicle, the date he gets on and the date until he will stay on the vehicle.
In the new driver comments field you can enter notes about what was discussed with that employee.
At the bottom of the window at the Days Home box, enter how many days the driver who got off the truck will stay at home, or select the date when it will be available again using the calendar icon. Details can also be recorded in the Old Driver Remarks field.
The Exchange Status for all Vehicles window at the bottom offers a complex filter that allows you to view only vehicles parked or out of the community (vehicles that did not have any drivers on them at the time). In the Shift Status for all Employees window you will be able to filter the list of employees so that you can see the drivers who arrive home, leave or are home at a certain time.
Also, on the Driver Exchange page you can register a change of vehicles, which actually means that the driver did not come home, just got out of one vehicle and got into another vehicle. To register these exchanges go to the Driver Exchange page, where at the top you will find the blue Interchange between 2 Vehicles button. From the window that opens select the date when the change took place, in the sections of vehicle 1 and vehicle 2 select the two vehicles on which the change of driver took place and press the Save button.
There is also a View Driver Change page (driver.shift.view.php) that can be placed in the menu of all users of the program, allowing them to view the history of departure, arrival and availability of drivers
One last remark, the Driver Exchange section works independently from the Dispatcher Commands section.
So even if you are not up to date with the orders, it can be used. Obviously, if you are up to date with the orders this section has in addition a control turnkey, and if the information in the orders is different from the drivers shift, it warns you.
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The KG / AX utility calculates the weight on the axles according to the weights of the tractor head, the semi-trailer, the load and the way it is distributed on the floor.
The utility can be accessed using the CTRL + 4 hotkey, or from the top right menu by clicking on the kg / axes icon. The utility comprises 3 sections relating to: tractor unit, semi-trailer and cargo. The calculation is based on a theoretical model designed so that the ratio between ease of use versus accuracy is optimal.
The program allows the selection of the registration number of the vehicles involved. In this case, the utility saves the last weight calculation performed for the selected (loaded) semi-trailer.
The utility allows the modification of some parameters used in the theoretical model, although the differences between different constructive models are not significant.
Why use such a utility? Because you certainly have too many scales, too many situations in which the driver does not know or it is too convenient to check the arrangement of the goods in the trailer. Or maybe make groupings and the order in which you upload is extremely important.
Tutorial Video : https://youtu.be/JDYePalfbnI
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This page is a statistic about the estimated cost of tolls, as it is recorded for each order. The primary information is entered by the dispatcher, invoicer or application, automatically, when saving the order route (if you also have the HERE extra option).
In addition to the estimated cost of tolls, other information can be entered: Estimated Km Taxable, Beneficiary tolls and KM taxable according to the beneficiary.
The program warns you if the cost of the estimated toll has a difference of more than 10% compared to those paid by the beneficiary.
The usefulness of this page consists in the possibility to filter according to several criteria: Client, Country or for a certain period.
Filtering by country and for a certain period we can compare the estimated taxes with the taxes actually paid for that country.
On the other hand, the estimated tolls are the basis for calculating the indicator for each customer Net income (excluding tolls) / KM on the Monthly Statistics page.
If the Tolls page exists in your menu, you can access it directly at cost.list.php .
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This section of Order Warnings, through multiple checks, notices most errors or omissions when entering information in the order. Because any statistic uses information recorded in the system, it is essential that the primary information be entered correctly. In this way we will be able to rely on the complex information that the program generates.
If the Order Warnings page exists in your menu you can access it directly at order.warning.php .
Tutorial:
Dispatcher - Order Warnings https://youtu.be/zN5yvLMNzbY
Command Warnings Page: https://www.youtube.com/watch?v=lEUEpadXaGs
Other tutorials regarding the Dispatching section of the Soft-Transport application can be found in the playlist:
https://www.youtube.com/playlist?list=PLJm1BrFpDpHVqlE8Tn-aR23KJY5AJiKQ9
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The General Restrictions page (general.restriction.php) displays general traffic restrictions in tabular form, with the possibility of filtering by Country and Period, as follows: on the current week, next week, current month and next month.
Information on general traffic restrictions is automatically taken from the website www.euload.com.
We remind you that in addition to these general restrictions, there may be other additional restrictions: for ADR, zonal or other special situations signaled by indicators, etc.
This page (general.restriction.mobile.php) is also available in the driver account menu.
On the Truck Calendar page there is a button at the top of the table for direct querying of General Traffic Restrictions.
If the General Restrictions page exists in your menu, you can access it directly at general.restriction.php .
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