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.
Note: To create users you have to be a level-70 user yourself.

• 1. Go to your backOffice, orderentry settings and click “Add user orderentry”.
• 2. Fill in an userID. We prefer you use the current email address of this user. We know that this address is unique for this user and will not conflict with other users. We also use this address to sent notices to this user whenever a problem may occur.
  Note: this address will not be used for commercial use.
• 3. Fill in other user details. Password, Email, customerID and User group are manditory.
  • customerID: user belonging to which customer/company (allthough we suggest to use numbers, it is an alphanumeric value).
  • User Group: Customers normally gets 10, staff 20, administrators 70.
    • From level 20 users are able to get into your backoffice.
    • Level 70-users are given access to all systems.
    • Users lower than level-70 have to be added per system.
    • One exception: orderentry users are also added as users of Track&Trace.

How to use the orderentry form

Customers can access the order entry form in the frontoffice (if provided with a login code).
Staff can access the order entry form in the backoffice.
Below you see our standard order entry form. If you like different fields, than contact your supplier.

• 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.
• 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.

• 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.

• 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.
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.

• 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.
Cargooffice has some formatted standards available:

• 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).

• 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).

 

 

 

-- RutgerRutgers - 09 Nov 2005