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
I tried this and it really does not help I still get the same error message
I own an auto transport company so one trip/load may consist of eight brokered Vehicles. So I am entering Broker in the customer field, the shipper is the location where I pick up at the consignee is the location where I drop off my vehicle. I enter my first vehicle for this trip with no problem but when I entered and tried to save my second vehicle for my first trip it will not allow me to save and it gave the error message mentioned above. Please let me know what I am doing wrong and how can I fix this problem.
I dispatch 4 trucks but not all under the same company. Is there any way to generate reports and invoices for each truck separately?
Will this work with LTL loads? I often carry 2 or more different loads on the same trip with different customers. How can I do this?
we are a local trucker and move heavy volumes from port to local rails on daily basis, how can i create a dispatch from point A to point B 50x's if i don't know which driver i will be using first but i want to have the dispatch created and ready for the first driver that callsso i may actually dispatch him?
Multiple repetitive dispatches can be cloned and dated for the future. I would create a place holder driver under the settings tab and call him something like 'Unknown". This way on the dispatches screen you will see "Unknown" and know you will need to assign a driver to the dispatch.
Do you have Videos so that we can see how to use this? I am on my 30-day trial?
Would it be possible for carriers that book freight with Brokers only, to just be able to enter only a City, State, and Zip for Shipper/Receiver. Sometimes Brokers don't provide their customers info.
Why is it telling me my dates are out of order????
I don't see anything wrong.
I'm inputting past load information
As long as the previous dispatch is before your first shipper and your consignees are after your shippers, the item you probably need to change is the truck's initial date. If you go to Settings/Unit/click on Edit the truck you are using and find the initial starting date. It must be before your first dispatch.
For immediate help you can chat with us, email us (help@truckingoffice.com) or call at 800-253-9647
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
In the mileage block, do I enter the mileage on the truck when the load is loaded or when the load is delivered? Also, why are some of my dispatches coming up green and some yellow?
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..
How will I fill out the invoices for hauling logs to 2-3 different places daily? Thanks
Larry, yes you can have multiple drops and multiple shippers too. After you enter a shipper you should see another button to add shipper. Just click on it and repeat the instructions for adding a shipper. For multiple drops do the same thing. After you enter a consignee you should see another button to add consignee. Just click on it and repeat the instructions for adding a consignee.
how do you delete a driver?
To delete a driver go to the dashboard and click on drivers from the settings tool bar to the right. Then select the driver to be deleted and click on view. The delete button will be to the right. Let me know if you have any other questions or problems.
no Canadian providences?
Canadian provinces will be added soon. I will post it when they are added.
It only breaks your mileage down for each state from shipper to cosignee. It figures your deadhead miles but doesn't break them down for each state and include them with the loaded miles.
I cannot enter shipping and delivery date. It is say pick up cannot be before delivery
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