Dispatch Instructions:
To get started go to the main dispatch page and click on add a dispatch at the top.
Enter Customer:
Start typing your customer name (first three letters) and the drop down address search window will appear. If you do not see your customer there then you will click on create new. The create new address window will open, and you can enter all the information about your customer. When you save this information your customer will be displayed in the customer window on your dispatch, and will become part of your permanent records. The next time you need this customer just start typing the first three letters of the customer and you will see it in the address search window. Then you can just click on it and move on.
Enter Driver:
Use the drop down arrow next to the driver display window. If you have not entered any drivers yet then click on create new driver. The driver entry window will open. Enter all of your driver information including license and medical card expiration dates. You will get alerted on your dashboard when these items are near expiration. After you save this information your driver will be displayed and this information is added to your permanent records. The next time you enter a dispatch you will simply use the drop down arrow and select you driver.
Enter Truck:
Use the drop down arrow next to the truck display window. If you have not entered any trucks yet then click on create new truck. The truck entry window will open. Enter all of your truck information including license plate and inspection expiration dates. You will get alerted on your dashboard when these items are near expiration. After you save this information your truck will become part of your permanent records. The next time you choose the same driver this truck info will automatically update.
Enter Shipper:
Click on the Add Shipper button. This will open your shipper input section. In the shipper search window start to type the name of your shipper. If you have not entered this shipper yet then create new. This will open a window to enter all of your shipper information. When you save this information will become part of your permanent records. Next is the date. When you click on the date entry box you will see a calendar to the right of the box. Click on the calendar and select your ship date. The rest of the information is optional. You can fill it in now or come back later to fill the rest in. Next you can enter more shippers as needed.
Enter Consignee:
Click on the Add Consignee button. This will open your consignee input section. In the consignee search window start typing the name of your consignee. You should type at least the first three letters of the consignee then if you don’t see it there click on create new. Then the create new input box will open and you can enter all of the information for this new consignee. When you click save this information will become part of your permanent records. Next is the date. Click on the calendar entry box and a calendar will appear to the right. Click on the calendar and select your deliver date.
Enter Fees:
This section is simply number entry. It is also optional. You can enter in the fees now or come back later and enter them.
To get started go to the main dispatch page and click on add a dispatch at the top.
Enter Customer:
Start typing your customer name (first three letters) and the drop down address search window will appear. If you do not see your customer there then you will click on create new. The create new address window will open, and you can enter all the information about your customer. When you save this information your customer will be displayed in the customer window on your dispatch, and will become part of your permanent records. The next time you need this customer just start typing the first three letters of the customer and you will see it in the address search window. Then you can just click on it and move on.
Enter Driver:
Use the drop down arrow next to the driver display window. If you have not entered any drivers yet then click on create new driver. The driver entry window will open. Enter all of your driver information including license and medical card expiration dates. You will get alerted on your dashboard when these items are near expiration. After you save this information your driver will be displayed and this information is added to your permanent records. The next time you enter a dispatch you will simply use the drop down arrow and select you driver.
Enter Truck:
Use the drop down arrow next to the truck display window. If you have not entered any trucks yet then click on create new truck. The truck entry window will open. Enter all of your truck information including license plate and inspection expiration dates. You will get alerted on your dashboard when these items are near expiration. After you save this information your truck will become part of your permanent records. The next time you choose the same driver this truck info will automatically update.
Enter Shipper:
Click on the Add Shipper button. This will open your shipper input section. In the shipper search window start to type the name of your shipper. If you have not entered this shipper yet then create new. This will open a window to enter all of your shipper information. When you save this information will become part of your permanent records. Next is the date. When you click on the date entry box you will see a calendar to the right of the box. Click on the calendar and select your ship date. The rest of the information is optional. You can fill it in now or come back later to fill the rest in. Next you can enter more shippers as needed.
Enter Consignee:
Click on the Add Consignee button. This will open your consignee input section. In the consignee search window start typing the name of your consignee. You should type at least the first three letters of the consignee then if you don’t see it there click on create new. Then the create new input box will open and you can enter all of the information for this new consignee. When you click save this information will become part of your permanent records. Next is the date. Click on the calendar entry box and a calendar will appear to the right. Click on the calendar and select your deliver date.
Enter Fees:
This section is simply number entry. It is also optional. You can enter in the fees now or come back later and enter them.
Comments
43 comments
How do I enter LTL loads picked up on 2 different days and delivering on 2 different days and places. e.g. I pick up a partial load in NY on Wednesday for delivery in Texas on Monday next week. Along the way, I pick up a partial load in TN to add on the half full trailer for Sunday Delivery in TX. If I try to generate the dispatch for this 2 loads, I get an error that this truck is already on dispatch and cannot overlap dates.
You cannot enter it as two different loads, since that would be like having the truck in two places at once. They will need to be on the same dispatch to keep the mileage correct, but his will also mean you can only invoice one customer.
For immediate help you can chat with us, email us (help@truckingoffice.com) or call at 800-253-9647
I dispatch 4 trucks but not all under the same company. Is there any way to generate reports and invoices for each truck separately?
You can invoice and run many of the reports separately for each truck, but the revenue and expenses are for one company (all the trucks you have entered) in other reports. The best way to keep all of the funds separate is to have a separate account for each company.
For immediate help you can chat with us, email us (help@truckingoffice.com) or call at 800-253-9647
How do you edit an Invoice once its saved
How to edit a Dispatch after Invoicing
Todd Essex
posted this on July 12, 2012 12:44
Question: How do I change a Dispatch after creating an Invoice?
Answer: You cannot make changes to a Dispatch after creating an Invoice. This is to make sure all your information on the Dispatch matches the Invoice you created. To make changes you must first delete the Invoice. To delete the invoice you must click on view then you will see the delete button at the top of the page. Now you can make your changes to the Dispatch and create a new Invoice. The invoice and the information on it is completely generated from the dispatch.
How do I delete previous dispatch(it shows mileage,date and location date and location are wrong) when first setting everything up? I entered it incorrectly,I later discovered.
A dispatch can be deleted at any time, unless it has an invoice created from it. If it does, just delete the invoice then you can edit/delete the dispatch.
Todd, I am still having trouble deleting date and location. I am on the Add a Dispatch page,Basic details just before Add Customer. I add driver, trk/trl info which works perfectly with drop downs then it shows Previous Dispatch. Previous Dispatch is what needs changed. No invoices have been created. The previous dispatch is "grayed out" and I can't figure out how to get rid of that. Previous Dispatch should show Oklahoma City on 08/22/2013. Thanks!
Todd, I got it sorted out. Thanks Diana!
Glad to hear it Diana. On the very first dispatch the previous location is determined by the initial location of the truck. All dispatches after that are determined by the dispatch (for that truck) before it.
How can I change a load number under Dispatches?
I wish it would save more shipper's......I have about 6 to 10 drops one week and then 6-10 drops another week ...and I have to keep entering in the information because it will only save a few.....also it automatically puts the fuel surcharge for me...not for my driver...same thing with the lumper fee..
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