A dispatch records the physical movement of freight, along with the required resources and associated cost.
Individual dispatches are stored in a Dispatch Record, and a comprehensive listing of dispatches can be found in the Dispatch List.
Once the shipment on the dispatch is delivered and the order has been sent over to the administration side of the program to become an invoice and receivable, likewise with a dispatch. The dispatch carries the bill associated to the movement and once all shipments have been delivered the dispatch’s associated bills can be sent over to the administration side as payables.
HOW TO CREATE A DISPATCH
ONE PICK – ONE DROP, SIMPLE DISPATCH
In the case of a one pick – one drop shipment, the easiest way to create a dispatch is directly from the order itself. By going to the order screen and selecting the order you want to dispatch by opening it you will see a button on the bottom of the order record “Dispatch”.
Once you click the “Dispatch” button, this will open a new dispatch record that is now available to assign a carrier/tractor, trailing equipment and driver.
At the top of a dispatch record you have the ability to set “Company Truck” or Brokered Carrier” and one of the radio buttons must be chosen.
In the tractor field, choose the company truck that will be carrying the load, alternatively for a brokered Carrier, choose the vendor record of the carrier you are given the shipment to.
Choose the trailing equipment, container number and or driver depending on how exact you want your dispatches to be.
On the route plan tab of the dispatch, you will find fields that have pre-populated the pick up and delivery dates. You have the ability to choose the time the truck arrived and departed on both the pick up location and delivery location. Ticking the box to the right of the time fields will track these times and indicate a change in the dispatch status. If you do NOT assign a tractor or vendor to the dispatch it will remain on the dispatch list screen as status “Unassigned”. Once you have completed the Tractor or Brokered Carrier field, this will move the status to “Planned”. Once the Arrival and Departure date and times are set and the boxes ticked, this will move the status to “In Transit” and finally once you complete the Arrived and Departed dates and times on the delivery location, this will move the status to “Delivered”. You can move back and forth between the pick up and delivery location by highlighting the location on the route plan.
The Shipment Tab on the dispatch record shows details from the shipment that were brought over from the order.
The Expense Tab shows all bill information related to the dispatch- Expenses can be assigned to the dispatch in the following ways
1. When using a company driver and if the driver has payables assigned to his personnel record – the system will calculate and assign a bill to any dispatch the driver is on
2. When using an owner operator and if the owner op has payables assigned to his vendor record – the system will calculate and assign a bill to any dispatch the owner op’s equipment chosen on a dispatch
3. By adding a bill on the Expense Tab. For example, if a broker and assigning the load to an outside carrier, you can “Add a Bill” and then using a default expense item, enter the amount you are giving the carrier for moving the order. This bill will remain unposted until you receive the carrier’s invoice with POD and enter the pertinent details such as invoice number from the carrier.
The Note Tab will show any and all notes associated to the dispatch or even related notes associated to the order.
Printing: From the dispatch record you have the ability to print multiple forms associated with dispatching a trip.
1. Trip Manifest / Load Confirmation. A trip manifest will be highlighted when selecting a company truck to move the order. It will contain pick up and delivery information and can be printed using any of our options thru printing. You can print, email, fax and save to disk. A Load Confirmation will be highlighted when selecting a brokered carrier to move the order and will state some more information than a Trip Manifest. These are sent to your outside carriers and act as a contract between yourself and the carrier of your choosing.
2. Bills of Lading
3. Load Planning – Used for when you use a cross dock or company dock location to drop and pick up.
To dispatch an LTL load (multiple pick ups and multiple drops for multiple customers) you would want to begin at the dispatch screen instead of the order screen. When having the dispatch screen displayed and by using the “new” form, this will bring up a blank dispatch that you can now add Orders/Shipments to.
Have the Shipment tab activated and by using the button “Add Shipment” this will allow you to choose the shipment from a list
The “Active Shipments List” window will allow you to refine your search for the shipments you want to pick up with the most typical setting being “Undispatched”. Double clicking on a shipment in the list will add it to the dispatch
You can add as many shipments as needed by using the “add Shipment” button and double clicking on the shipment in the “Active Shipments List”
Once you have all the shipments in place on the shipment tab you can now assign your tractor, trailer and driver or the outside carrier (in Brokerage cases) and begin to move the shipments.
The Route Plan Tab of the dispatch will provide many details about the dispatch. You can track the times in and out of a warehouse or shipping dock or the customer’s delivery place.
By using a right mouse function any location on the route plan you can see the miles between the locations
Other functions that can be performed on a dispatch:
1. “View on Map” – If you have the mileage app, this will show the route of the picks and drops on a map
2. “Add Location” – This will insert a location that will not be a pick up or drop location. Perhaps the load has to stop for inspection somewhere. By using the “Add Location” button you can create or insert a location that will appear on the route plan enabling you to track the time in and out of this location and if off route, it will add the miles to the dispatch allowing for correct tracking of miles
3. “Add Special” – Same as Add Location except used for tracking fuel locations or company docks
4. “Remove Location” – If you highlight a location on the route plan and use Remove Location, this will take the location out of the route plan
5. “Switch” This will allow you to switch the entire load to another carrier or tractor. For example. One driver picks the load up in California but is not completing the trip. He will deliver the load to a company dock and another truck will carry on with the deliveries. By adding a dock location and then using “Switch” it will separate the shipments over two dispatches and allow you to assign another carrier or tractor to complete the trip.
The first illustration below will show a dock location being inserted using the “Add Special”. The second illustration below will show a “Switch” at the dock location. You must have the dock location highlighted in the route plan before using the Switch button. When using the switch button, the system will ask you whether you want to add to a New or Existing Dispatch. Choosing new will put just those shipments on a new dispatch. If you choose existing, this will allow you to add the shipments to an already “dispatched” load.
The final result will be that you have two dispatches, 1. From the pick up points to the dock location and 2. From the dock location to the delivery points.
6. “Drop” – This function will allow you to drop a load and not showed it delivered. A good example of this would be when you have a load coming that needs to go to a bonded warehouse first before delivery. Entering a location record for the bonded warehouse will allow you to “drop” the load at the bonded warehouse and it would appear in the system and be available for pick up again for furtherance to the delivery location.
There are multiple ways to access a dispatches:
1. By using the icon “Quick Open Dispatch” in the Horizontal Tool Bar and entering the specific trip number
2. By using the filter at the tip of the dispatch number column on the Dispatch List Screen and entering the specific dispatch number
3. By using the binoculars. When using the binoculars you can filter the search in any way you want. The example below demonstrates how to search for an order delivered to a specific city. The ability to search with multiple filters will allow you to access historical data quickly and organize it any way that suits your business needs.