OrderentryDocumentation < Cargooffice

---+ Order entry

---++ What can you do with it
   * Order entry is used by transport companies to digitalize their orderdata, so they are able to cut costs and time on telephone calls and faxprocesses. 
   * There is un unlimited amount of customers that may use the transport company’s order entry system.

---++ What's more
   * All imported orderdata is sent by email to the respective transport company.
   * Orderdata can be sent to the company’s Transport Management System. Some import standards for TMS-systems have been realised (contact your supplier), other import-modules can be made.
   * If a shipment has arrived into your cargoOffice, several other things can be done with it, ie:
      * print bookingdetails
      * print stickers
      * track & trace shipments 
      * dispatch shipments 
      * updating shipments and shipmentstatus
      * shipmentstatus communication by using the Fleetmanagement System 
      * shipment planning
      * and a lot more....


---++ How to start, create users
First you have to create users. You are able to restrict access to users, depending on the kind of information you like to share.<br>
Note: To create users you have to be a level-70 user yourself.<br>
For more information, see "How to install, modify or maintain users" in UserLevels.


---++ How to use the orderentry form
Customers can access the order entry form in the frontoffice (if provided with a login code).<br>
Staff can access the order entry form in the backoffice.<br>
Below you see our standard order entry form. If you like different fields, than contact your supplier.<br><A HREF="%ATTACHURL%/OrderEntry2.gif"><img src="%ATTACHURLPATH%/OrderEntry2.gif" title="Order entry form (click for enlargement)" width="500" border="0" vspace="10"></A><br>  
   * 1. Profit loss form. Per order charges and costs can be calculated to see if an order is profitable. This function is only visible for user level 20 and higher.  
   * 2. General data concerning shipment type and customer.
   * 3. Pickup- and delivery addresses, details, dates and times.
   * 4. Formerly used addresses are saved per customer. This way new order entries are processed faster.
      * If you like large amounts of customer addresses to be inserted into your system, contact your supplier.
      * For an overview of all inserted addresses inside your Cargooffice, see: CustomerAddresses. In this function you are also able to change or to add new addresses.
   * 5. Data entry for goods.
   * 6. By pressing the defaults button all present data entries are saved and will turn up when filling in a next order.
   * 7. By using the clear button all present data in the form are cleared as well as all present saved default settings.
   * By pressing submit, all inserted data is sent:
      * to the cargoOffice, see "Overview of active orders" in frontoffice or "Active shipments of all customers" in your backoffice.
      * as email to the address in settings orderentry, table: orderOutputEmailAddress and orderCopyEmailAddress.
      * as dataformat to the transporters TMS-software, depending the settings in orderentry, table: orderOutputType.
   * All dropdown-boxes have values which can be modified per customer, see settings orderentry and modify table contents concerning your wishes.
   * Underneath the form there are a lot of checks concerning data-import. Depending on your wishes fields can be made as required data fields.
   * Mind that the above shown form is only the most used orderentry form. We know every company is different, so we've made a lot of different forms, using a lot of different fields. For all current used fields see TransportorderFields. Contact your supplier whenever you have special wishes concerning your data-entry import or sent us a request by using Bug tracking (see BugtrackingDocumentation).

---++ Documents after submitted orders
After using the orderentry form every customer can print documents.<br><A HREF="%ATTACHURL%/OrderEntry3.gif"><img src="%ATTACHURLPATH%/OrderEntry3.gif" title="Shipment documents (click for enlargement)" width="500" border="0" vspace="10"></A><br>  
   * 1. This trackingnumber is a unique number. All along the logistical chain, shipments can be followed by using this number. More information see TracktraceDocumentation.
   * 2. By using "print booking", booking details concerning this order are printed. 
   * 3. By using "print sticker", every collo of this order is printed. Stickers can be attached on all collo's of each shipment. Stickers also have barcodes and thus can be scanned.
   * 4. The continue button brings you back to the orderentry form, to insert a new order.
   * Booking details and stickers are based on templates. If you like your templates to be adjusted according your wishes or your client's wishes, than sent us a request by using Bug tracking (see BugtrackingDocumentation).

---++ Batch orderentry
The batch order entry functionality uses the same kind of order entry form. Most important difference is that batch orders are not sent to the transporters TMS-software or email address.<br><A HREF="%ATTACHURL%/OrderEntry4.gif"><img src="%ATTACHURLPATH%/OrderEntry4.gif" title="Batch orderentry form (click for enlargement)" width="500" border="0" vspace="10"></A><br>
   * 1. Orders are stored into the batch screen.
   * 2. A sub shipment is made; now it's possible to change an address of this sub-shipment. Possibly you have to rearrange your quantities.

Batch orders are visible inside the cargoOffice by their status: batchentry.<br>
Customers are able to have an overview of all their batchorders by using the menu-item "Overview of Batch Orders"; from this screen batch orders can be modified or sent definitely.<br><A HREF="%ATTACHURL%/OrderEntry5.gif"><img src="%ATTACHURLPATH%/OrderEntry5.gif" title="Batch order overview (click for enlargement)" width="500" border="0" vspace="10"></A><br>
   * 1. Upload order file, only possible according our standards, see our EdiDocumentation.
   * 2. Customer selection; this function is only available in backOffice.
   * 3. Printing of all stickers of all listed batch orders.
   * 4. Printing of all booking details of all listed batch orders. 
   * 5. Printing pickuplist concerning all listed batch orders per pickup date.
   * 6. All listed batch orders are sent to the cargooffice. Status will change from batchentry into sent, orderdetails are sent to transport company's emailaddress as well as to their TMS-software.
   * 7. Bookingdetails are printed per order.
   * 8. Stickers are printed per order.
   * 9. Batchorders can be deleted per order.
   * 10. Batchorders can be modified per order.
   * Displayed columnfields can be adjusted according your wishes (even per customer). See TracktraceDocumentation. If you don't want to change settings by yourself, than sent us a request by using bug tracking (see BugtrackingDocumentation).


---++ How to automatize your order entry input
Propably a lot of orders of your customers are allready digitalized. Instead of using the orderentry form, you could use an automatized import of orders into your cargooffice.<br>
Cargooffice has some formatted standards available:<br>
   * CSV, see EdiDocumentation.  
   * XML, see EdiDocumentation. 
   * XLS, see EdiDocumentation. Please note that we do not favour xls-files. All Microsoft Excel programs tends to be different from each other, because of this dependancy we can't guarantee proper functionalty. Especailly when users start to use new or other excel-versions.

Standard data transport methods for getting order files into your cargoOffice, are:
   * email, see EdiDocumentation. 
   * HTTP upload from your "Overview of Batch Orders" (also see EdiDocumentation).
   * For FTP-upload, please contact us by sending us a report (see BugtrackingDocumentation).


---++ Driver's pickup check list
The pickup list creates an overview of all shipments per day (see orderentry->Print pick-up list).<br><A HREF="%ATTACHURL%/OrderEntry6.gif"><img src="%ATTACHURLPATH%/OrderEntry6.gif" title="Pick up list (click for enlargement)" width="500" border="0" vspace="10"></A><br>
   * 1. Date selection
   * 2. Quantity sum
   * 3. Drivers may fill in their name
   * 4. Drivers are able to sign for their pickups
   * This form is template based, when other column fields are desired please send us a request (see BugtrackingDocumentation).
  

 

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-- Main.RutgerRutgers - 09 Nov 2005
Attachments
Topic attachments
I	Attachment	History	Action	Size	Date	Who	Comment
gif	OrderEntry1.gif	r1	manage	65.3 K	2005-11-04 - 12:14	RutgerRutgers	Add user
gif	OrderEntry2.gif	r1	manage	73.1 K	2005-11-04 - 14:56	RutgerRutgers	Orderentry form
gif	OrderEntry3.gif	r1	manage	72.7 K	2005-11-07 - 12:49	RutgerRutgers	Booking details
gif	OrderEntry4.gif	r1	manage	74.5 K	2005-11-07 - 13:40	RutgerRutgers	Batch orderentry form
gif	OrderEntry5.gif	r1	manage	42.6 K	2005-11-07 - 14:01	RutgerRutgers	Batch order overview
gif	OrderEntry6.gif	r1	manage	30.3 K	2005-11-09 - 14:15	RutgerRutgers	Pickup list
This topic: Cargooffice > AboutFreecargo > FreightExchangeHowto > WebHome > OrderentryDocumentation
Topic revision: r9 - 2005-12-12 - RutgerRutgers