Orders capture the customer and shipment information, as well as the charges that will later equate to an invoice transmitted to the customer.
The terms Order and Invoice can be used interchangeably within Tailwind, the only difference being the stage at which the record is being described. Before an Order/Invoice has been fully delivered, it is typically referred to as an Order and appears in the Order List. Once an order has been fully dispatched it will become available on the Invoicing List, which is essentially the handover from Operations to Administration. The Order is no longer considered “active” and will now only show in the Orders module when the “All” filter is selected.
All orders can be found in the Orders module, while orders that are ready to be invoiced can be found in the Invoicing module on the Administration side of the program.
The system will begin numbering your orders with 00001.
IF you want your order numbers to begin with a specific number (ie 1000) please refer to the instructions “SET UP INSTRUCTIONS” to see how to start your order sequence numbering.
HOW TO CREATE AN ORDER
- Open a Blank Order Form. This can be achieved by:
1. Navigating to the Orders module and clicking the New Form button in the Horizontal Toolbar.
2. From any module, selecting File in the top left-hand corner of the program and selecting “New Order”.
3. Pressing CTRL + O on your keyboard.
- Complete the top half of the order record
- Select a Customer, who will be invoiced for the order. The customer is set in the top left corner of the form, and can be typed directly into the field. It can also be searched for by clicking the binoculars icon or by using the pull down menu in the Customer field and scrolling to select the customer you want.
- Choose the contact.
- Enter the Customer Reference Number. The Customer Reference Number is the number your customer uses to refer to this order, which is sometimes called the customer’s PO number. This information is typically displayed on an invoice, and is searchable from the Orders module.
- You can identify three different personnel records to be associated with this order by using the pull down menus in the “Booked By”, “Acct Rep” and “Sales Rep” fields. These three fields can also be set to one individual. The “Acct Rep” and “Sales Rep” can be automatically populated from the “Default” Acct and Sales Rep set up in System Configuration.
Once this is done, it is time to start filling in all of the appropriate sections in the lower half of the “Order” record. This will identify all of the shipment details.
Define the Shipment Information. This information contains:
- Packages, Weight and Length
- Pickup Location, Date, and Time
- Shipper Reference Number
- Delivery Location, Date, and Time
- Consignee Reference Number
Once your shipment information has been entered, you are now ready to assign the revenue to the order. To do this, click on the “Rev” tab.
Setting the receivable amount is accomplished by first clicking into the Type column which accesses your receivable charge types, and choosing the appropriate Receivable Charge Type.
Extra revenue lines can be added to indicate extra charges, such as:
- Extra picks or drops
- Waiting Time
Unwanted lines can be deleted by double-clicking inside the DEL column.
Fuel Surcharges can be placed on an order by ticking the box in the FSC column and then choosing the FSC that is to be applied. While you can have multiple line items showing different revenue, ticking the box on the line will signify to the system which items will have FSC associated.
Once you are satisfied with the level of detail in the order, hit “SAVE” to save the order. It will be assigned an order number and will appear in the Orders module as an Unassigned Order.
Once you have created the order there are multiple functions that can be performed.
If there are more details that you would like on the shipment, you can use the “OPEN” button to access the individual shipment record.
This will open the shipment and here you can enter further details such as:
- Service Codes (if applicable)
- Equipment required to move the load
From this shipment record, you can also access the Bill of Lading and populate the details so that it can be printed. Navigate to the “Bill of Lading” tab and click “Add Details to Bill of Lading”. Next, click the box beside the details and these will print on the Bill of Lading
Across the top of the Order record, you can access multiple functions allowing you to:
- View Related Transactions
- Create Templates with the same information that the specific order contains
- “Advertise The Load” to a Load Posting Site
- Copy the specific order to another order (in the case of multiple orders)
- Print forms related to the Order, such as the invoice or bill of lading.
CMS allows for multiple “Shipment Modes”. The illustration below shows the “One Pick – One Drop” mode and is exactly that, a shipment picked up at a single location, and delivered to a single location.
Shipment Modes can be changed on an Order record to best suit the specifics of a given movement of freight.
The most common Shipment mode will be the “One Pick – One Drop”, which is explained above in this article. Here are descriptions of the other modes:
Shipment List Mode
Orders that are picked up or delivered to multiple locations require two (or more) shipments (one to reflect each unique pickup/delivery combination) and are entered in ‘Shipment List Mode’. To add a shipment in ‘Shipment List Mode’, click the ‘Add Shipment’ button. This mode will be used when creating an order for one customer with multiple picks or drops. This will allow the system to create one invoice for all shipments.
When you have finished creating your first shipment using ‘Shipment List Mode’, you will have access to functions that will save data entry time. There are four buttons at the bottom of the individual shipment record:
- Save & Copy: this will create the first shipment and open another shipment record with everything pre-populated from the first shipment. This is useful when having multiple shipments going from the same pick-up location to the same delivery location but have a different detail, such as the commodity or pick-up/delivery dates.
- Save & Flip: this will create the first shipment and open you another shipment record with the pick-up and delivery location switched. This is useful for round trip movements.
- Save & Add Pick: this will create the first shipment and open another shipment record pre-populated with all the details of the first shipment with the exception of the pick-up location. This allows you to choose a new pick up location and edit any other details, such as the commodity or number of packages and weight if needed. This is useful when creating an order for a customer that has asked you to pick up from multiple locations and deliver to the same consignee.
- Save & Add Drop: this will create the first shipment and open another shipment record pre-populated with all the details of the first shipment except the delivery location, allowing you to choose a new delivery location. This is useful when a customer asks you to pick up freight from one shipper location and deliver to multiple different consignees.
Route Plan Mode
Route plan mode offers a consolidated view of pickup and delivery locations for dispatches with many different pickups and deliveries. The intention of this screen is to serve as more of an auditing view than a data entry one; however shipments can be added in this view by clicking the ‘Add Shipment’ button.
There are multiple ways to access an order:
- By using the “Open Order” icon in the Horizontal Tool Bar and entering the specific order number in the box which appears. This tool can be accessed to open a specific order from any module. You do not have to be in the Orders module to use this tool. When opened, it appears like this:
- By using the search filter at the top of the “Order #” column in the Orders module and entering the specific order number.
- By using the binoculars icon when in the Orders module. When using the binoculars you can filter the search in any way you want. The example below demonstrates how to search for orders for a specific company and delivered to a specific city. The ability to set different filters for criteria to be returned will allow you to access historical data in many ways