transport management system

` `

User Manual Ver 1.0

© 2009 Exactus Corporation

Transport Management System

Preface P a g e | 2

Copyright Notice

All terms mentioned in this document that are known to be trademarks or service marks are duly acknowledged. Exactus® Inc. cannot attest to the accuracy of this information. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark.

© Copyright 2009 Exactus Inc, All rights reserved

NO WARRANTIES OF ANY NATURE ARE EXTENDED BY THIS DOCUMENT.

Any product or related information described herein is only furnished pursuant and subject to the terms and conditions of a duly executed agreement to purchase or lease equipment or to license software. The only warranties made by Exactus Inc, if any, with respect to the products described in this document are set forth in such an agreement. Exactus Inc cannot accept any financial or other responsibility that may be the result of your use of the information in this document or software material, including direct, special, or consequential damages. You should be very careful to ensure that the use of this information and/or software material complies with the laws, rules, and regulations of the jurisdictions with respect to which it is used. This document is not a contract and does not create any representations or warranties by Exactus Inc. All applicable representations, warranties and covenants are contained only in the applicable agreement signed by the parties. The information contained herein is subject to change without notice. Revisions may be issued to advise of such changes and/or additions.

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Table of Contents

Preface ..................................................................................................... 7 Purpose of this Manual ....................................................................................................................... 7 Intended Audience .............................................................................................................................. 7 Related Documents ............................................................................................................................. 7 Document Conventions ...................................................................................................................... 7 Version History .................................................................................................................................... 8 Compliance .......................................................................................................................................... 8 Comments ............................................................................................................................................ 9

Overview ................................................................................................ 10

Product Overview ................................................................................................. 10 Features ............................................................................................................................................. 11 Benefits .............................................................................................................................................. 11 System Overview .............................................................................................................................. 12 Work Flow of Aware TMS ................................................................................................................. 12

Hardware and Software requirements ................................................................. 14

General Functions and Menus ............................................................... 15

Main Menu ............................................................................................................ 15 File menu ............................................................................................................. 15

Change Password ............................................................................................................................. 16

Toolbars ............................................................................................................... 16 Operations Menu and Keyboard Shortcuts............................................................ 17 Window Menu ...................................................................................................... 19 Help Menu ............................................................................................................ 20 Selecting Date and Time ....................................................................................... 20 Searching Records ............................................................................................... 20 Logging into the application ................................................................................. 22

Using Masters ........................................................................................ 23

General Masters ................................................................................................... 25 Country ............................................................................................................................................... 25 Currency ............................................................................................................................................. 26 Unit of Measurement UOM ............................................................................................................... 28 Department ........................................................................................................................................ 29 Activity Group Master ....................................................................................................................... 30 Activity ............................................................................................................................................... 31 Unit of Charge (UOC) ........................................................................................................................ 33 Measure of Charge-1(MOC-1)........................................................................................................... 34 Measure of Charge-2(MOC-2)........................................................................................................... 35 Vessel ................................................................................................................................................. 35 Supplier General ............................................................................................................................... 37

Principal Masters .................................................................................................. 39 Using Principal Masters ................................................................................................................... 40 Product Group ................................................................................................................................... 44 Product Brand ................................................................................................................................... 46 Customer ............................................................................................................................................ 48 Customer Details ............................................................................................................................... 51

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FM Masters ............................................................................................. 53

General Masters (FM) ........................................................................................... 54 Policy Type ........................................................................................................................................ 54 Fine Master ........................................................................................................................................ 55 Payment Code master ...................................................................................................................... 56 Fuel Type ............................................................................................................................................ 56 Filling Station Master ........................................................................................................................ 58 Fuel Card ............................................................................................................................................ 59 Axle Type ........................................................................................................................................... 60 Tyre Position ..................................................................................................................................... 61 Employee Grade ................................................................................................................................ 62 Employee ........................................................................................................................................... 63 Points ................................................................................................................................................. 66 Points Distance ................................................................................................................................. 66 Routes ................................................................................................................................................ 68 Tariff ................................................................................................................................................... 68 Customer Tariff ................................................................................................................................. 70 Supplier Tariff .................................................................................................................................... 71 Check List .......................................................................................................................................... 73 Employee Allowance ........................................................................................................................ 74 Item master ........................................................................................................................................ 75

Asset Types .......................................................................................................... 76 Asset Attribute .................................................................................................................................. 76 Attribute Value ................................................................................................................................... 77 Vehicle Type ...................................................................................................................................... 78

Asset Masters ....................................................................................................... 79 Asset Group ....................................................................................................................................... 79 Asset SubGroup ................................................................................................................................ 81 Asset Brand ....................................................................................................................................... 82 Asset ................................................................................................................................................... 82 Asset Details ...................................................................................................................................... 86 Service Schedule .............................................................................................................................. 89

Transactions .......................................................................................... 91

Asset Transaction ................................................................................................. 92 Vehicle Insurance .............................................................................................................................. 92 Registration ....................................................................................................................................... 94 Fines ................................................................................................................................................... 96 Vehicle Tyre Info ............................................................................................................................... 98 Tyre Puncture .................................................................................................................................. 100 Battery Info ...................................................................................................................................... 102 Fuel Filling ....................................................................................................................................... 103 Accidents ......................................................................................................................................... 106 Purchase Request ........................................................................................................................... 108 Purchase .......................................................................................................................................... 110 Repair ............................................................................................................................................... 112 Workshop ......................................................................................................................................... 114 Gate Pass ......................................................................................................................................... 116 Vehicle Check List .......................................................................................................................... 117

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Employee Job Card ......................................................................................................................... 119 Jobs Request ...................................................................................................... 120

Job Request ..................................................................................................................................... 120 Route Planning ................................................................................................................................ 123

Fleet Job ............................................................................................................ 124 Fleet Job Document ........................................................................................................................ 125 Fleet Job Activities ......................................................................................................................... 126

FM Job ................................................................................................................ 128 Trip Ticket ........................................................................................................................................ 128 Trip Activities .................................................................................................................................. 131

Billing ................................................................................................... 132

Reports ................................................................................................. 137

Transactions....................................................................................................... 138 Fuel Usage Report .......................................................................................................................... 139 Insurance Report ............................................................................................................................. 141 Registration Report ......................................................................................................................... 142 Warranty ........................................................................................................................................... 142 Fines Report .................................................................................................................................... 143 Puncture Report .............................................................................................................................. 144 Item Wise Report ............................................................................................................................. 145 Purchase Request Report .............................................................................................................. 146 Purchase Report ............................................................................................................................. 147 Accidents Report ............................................................................................................................ 147 Service Report ................................................................................................................................. 149 Repair Report .................................................................................................................................. 150 Workshop Report ............................................................................................................................ 151 Job Doc. Report .............................................................................................................................. 152 Operational cost for Truck ............................................................................................................. 153 Daily Time Sheet ............................................................................................................................. 154 Trip Sheet List ................................................................................................................................. 155 Trip Activity Report ......................................................................................................................... 156 Trip Sheet Register ......................................................................................................................... 157 Trip Sheet Driver Log ...................................................................................................................... 160

Asset .................................................................................................................. 161 Schedules ........................................................................................................................................ 161 Utilization ......................................................................................................................................... 162

Efficiency ........................................................................................................... 162 Vehicle Wise .................................................................................................................................... 162 Driver Wise....................................................................................................................................... 163

Vehicle ............................................................................................................... 164 Transaction ...................................................................................................................................... 164 Status Report ................................................................................................................................... 165 Activity Transits .............................................................................................................................. 166 Principal Wise .................................................................................................................................. 166 Customer Wise ................................................................................................................................ 167 Department Wise ............................................................................................................................. 168 Point Wise ........................................................................................................................................ 169 Exp. Forecast ................................................................................................................................... 171

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Analysis.............................................................................................................. 171 Point wise Trip Analysis ................................................................................................................. 171 Order Wise Trip Analysis ............................................................................................................... 173 Tonnage Wise Trip Analysis .......................................................................................................... 173 Fuel Analysis ................................................................................................................................... 174

Activity Reports .................................................................................................. 175 Customer Tariff ............................................................................................................................... 175 Activity Reports ............................................................................................................................... 176 Transaction Activity Report ........................................................................................................... 179 Transportation activities ................................................................................................................ 180 removeUn_Invoiced Activities ............................................................... Error! Bookmark not defined.

Appendix .............................................................................................. 183 General Masters .............................................................................................................................. 183 removeFreight Masters ................................................................................................................... 184

Glossary ............................................................................................... 186

Support Information ............................................................................. 187

Index .................................................................................................... 188

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Preface

Purpose of this Manual This Document describes the process flow, functionality and step by step procedures to be utilized in

ensuring and working with AWARE Transportation Management System.

Intended Audience All the Users working or implementing the application are the intended audiences and will be

provided with this document for reference.

Related Documents All the documents are available online in both printed (PDF) and online (HTML) formats.

Online Help Files:

An online help is integrated with the application and the help is provided for each context or window

of the application. Use keyboard shortcut key “F1 “to open help files.

Document Conventions In this manual, certain words are represented in different fonts, typefaces, sizes, and weights. This

highlighting is systematic; different words are represented in the same style to indicate their

inclusion in a specific category.

The below table illustrates the typographic conventions used in this manual.

Style Elements

Blue text Indicates links and cross references.

Black boldface User interface elements such as button names

and menu items.

Italic Document titles, glossary terms, and occasional

emphasis.

Courier new font Commands, filenames, URL’s, Directories, and

paths. SAMPLE


Preface P a g e | 8

Style Elements

Indicates Note

A note presents information that is important,

but not hazard‐related.

Indicates Important

An important notice contains information

essential to operation of the software.

Version History Date/Release Modified by Comments

23rd February

2009

Virender and Shravan Conceptual overview,

information design,

Development of outline

content , Maintain style

27th February

2009

Shravan and Stephen Added content, captured

screen shots for Masters,

transactions, Billing

2nd March 2009 Shravan and Stephen Drafted content, steps and

fields description, master

pages

6th March 2009 Shravan and Stephen Added visio diagrams and

rough draft release

26th March 2009 Stephen Made changes, added

diagrams, flow and content.

Final version release

Compliance Definitions, document template, acronyms used in this document will follow IEEE standards and

Document content, procedures follows Microsoft manual of style for Technical publication. SAMPLE


Preface P a g e | 9

Comments Every effort has been made to ensure the accuracy of the Document. If you have comments,

questions, or suggestions regarding the document, contact our documentation support:

[email protected]

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Overview P a g e | 10

Overview

Transportation Management Systems (TMS) aid in determining the most efficient and most cost‐

effective way to execute the movement of product(s). Aware Transportation Management System

(TMS), a product of Exactus SCM Solutions reduces transportation costs and improves customer

service by providing shippers with efficient planning and execution of inbound and outbound

transportation processes. It also streamlines and integrates transportation planning, freight

payment, executions and generates reports across all modes of transactions.

Product Overview Aware TMS is a full featured system that can improve process automation, optimize routing and

increase visibility to help significantly reduce transportation costs while improving customer service

levels. The Aware TMS module can be tightly integrated with Aware WMS.

Accurate and on‐time deliveries, short order cycles and efficient and cost‐effective distribution of

inventories are a business imperative in today’s dynamic business environment. Aware TMS can help

you manage the entire transportation execution lifecycle by quickly responding to changing

conditions whilst minimizing manual shipping processes, lowering costs, facilitating prompt

deliveries and providing measurable improvements in customer service.

Optimizing fulfillment of continuous order streams in the face of varying customer demands, cost

pressures and service window constraints is a challenge that requires not only consideration for

least‐cost transportation mode, carrier and routing, but also striking a balance with such variables as

load consolidation, pool points, zone skipping, cross‐dock and merge‐in transit. Aware TMS can help

you dynamically optimize your logistics operations to maximize transportation efficiency and reduce

cycle times and transportation costs.

Whether you want to manage your own fleet, track on‐board shipments or broker freight from other

carriers, the TMS module of Aware provides all the functionality needed to accomplish these tasks.

Sophisticated rating, billing and payment processing capabilities are included. With the built‐in load

planning and configuration tools, customer orders are manipulated to create optimal, multi‐modal

shipment plans and loads that maximize capacity utilization, pre‐assign carriers, balance trailer

weights, create least cost shipment plans and review route and stop configurations. Dynamic routing

allows you to strategically combine shipments across several suppliers. SAMPLE


FM Masters P a g e | 60

To search for any code, click the search icon and then select the appropriate code and click Select.

Refer the following figure which shows the search process.

Figure 58: Searching Card Number

Figure 59: Searching Supplier Code

Axle Type Axle is a single rigid shaft connecting a wheel on the left side to a wheel on the right side of a vehicle.

In general, Axles vary from a passenger to a load vehicle. Identifying the Axle Type helps you to

understand the vehicle type and its capabilities for transportation. In aware, Axle Type is used to

identify vehicles such as trucks and trailers having single, double or multiple axles. This information

helps in further identifying the tyre positions and their faults too.

Figure 60: Axle Type Master

SAMPLE



Field Description

Axle Type Code Code of the axle type

Axle Type Name Name of the Axle Type

In the axle type section, to create a new Axle Type, enter the Axle Type Code and Axle Type Name

details.

The existing axle details can be updated by selecting the search icon. Select the appropriate Axle

Type Code and click Select.

Figure 61: Searching Axle Type Code

Tyre Position Based upon the various axle types, define the positions of the tyres at both the left and right sides of

a vehicle. Each tyre position is identified by the selected block.

SAMPLE



Figure 62: Tyre Position Master

To create a new Tyre position details:

Enter the Axle Type or click the search icon to browse the details from the Search Window. Select

the appropriate Axle Type and click Select, to update the fields.

Figure 63: Searching Axle Type

Employee Grade Based upon the license/skill acquired by the employee (Driver), define a unique code and name for

the employee.

Figure 64: Employee Grade Master

Field Description

Grade Code A unique code given to a grade

Grade Name Name of the Grade

To create a new employee grade details, enter the Grade Code and Grade Name

Click the search icon to browse the details from the Search Window. Select the appropriate Grade

Code and click Select, to update the fields.

SAMPLE



Figure 65: Searching Grade Code

Employee Employee is a worker permanently hired for a job of driving a vehicle. Details pertaining to the

employee like Department, Grade, Contact details, Service details, Passport and Visa details and

Driving License details are maintained in this Master.

Figure 66: Employee Master

Field Description

Emp Id Employee Id given to the employee

Emp Name Name of the Employee

Department Department to which the

Employee belongs

Emp Status Status of the employee

Grade Grade to which the employee

belongs

Mobile No. Mobile Number of the employee

SAMPLE



Field Description

Category Category details

Phone No. Phone Number of the employee

Sub Category Sub category details of a particular

employee

Email Email Id of the employee

Service Start Date Date on which employee service

started

Permanent

Address

Permanent Address of the

employee

Service End Date Service end date of the employee

Origin Country Country name of the Employee

Living Country Name of the country

Employer Code Unique code given to the

Employee

Passport Details

Passport No. Passport Number of the Employee

Issue Country Name of the country specified in

the passport

Valid From Issue date of passport

Valid To Expiry date of the passport

Status Status of the Passport

Labour Card Details

Labour Card No. Card Number issued to a Labour

Valid From/ Valid

To

Issue date and expiry date of the

labour card

Status Status of the labour SAMPLE



Field Description

Visa Details

Visa Type Type of Visa

Valid From Issue date of the visa

Valid To Expiry date of the Visa

Driving License Details

License No. License number of the vehicle

Issue Place Place at which license issued

Issued on Date on which license was issued

Valid Upto Completion of the License validity

To create new Employee details:

1. Enter the Emp id (Employee id) and Emp Name (Employee Name) details of the employee.

2. Under the Passport details section, enter the passport details as required:

a. Password No

b. Issue Country

c. Valid From

d. Valid To

e. Status

3. Under the Labour Card Details section, enter the following details as needed:

a. Labourcard No

b. Valid From

c. Valid To

d. Status

4. Under the Visa Details section, enter the Visa Type, Valid From, Valid To details.

5. Under the Driving License Details section, provide the License No, Issue Place and then select a Issued On, Valid Upto details from the calendar. SAMPLE



Field Description

Asset Group Code Group Code of the Asset

Asset Group Name Group Name of the Asset

Depreciation Required Applicable only if there is any depreciation of the asset

Asset Type Type of the Asset

Depreciation Percentage Percentage of the vehicle depreciation

Asset Ac Code Account code of the Asset

Dprc Ac Code Depreciation Code of the Asset

Accudprc Ac Code Accumulated Depreciation A/c code

To create new asset group:

1. Enter the Asset Group Code and Asset Group Name in the given text fields.

2. Check the Depreciation Required, to enabling the option.

3. Choose a Asset Type from the drop down list.

4. Enter the Depreciation Percentage of the asset group.

5. Update the codes with description in the following fields:

a. Asset Ac Code

b. Dprc Ac Code

c. Accudprc Ac Code

The search window refers to selection of a group asset code.

Figure 95: Searching Group Code SAMPLE



Figure 96: Searching Account Code

Asset SubGroup Asset subgroup is meant to define subgroup asset codes such as old vehicles, lease vehicles etc….

Figure 97: Asset Subgroup

Field Description

Subgroup Code Code for lease vehicles, old vehicles etc...

Subgroup Name Subgroup Name of the Asset

Under the Asset Master to create a new sub group, enter the Subgroup Code and Subgroup Name

details.

Figure 98: Subgroup Code SAMPLE



Asset Brand An asset can also be identified through its brand. Define a unique asset brand code and the brand

name of the asset.

Figure 99: Asset Brand

Field Description

Asset Brand Code Unique code for the asset brand

Asset Brand Name Brand Name of the Asset

To create a new Asset Brand, provide the Asset Brand Code and Asset Brand Name details.

Use the search icon for fetching any existing details. For example, refer the below figure which

shows the search process.

Figure 100: Searching Brand Code

Asset An asset is an economic resource that is expected to provide benefits to a company. And it is vital to

identify and define the various assets of the company to forecast their value and replace them

timely. In Aware Transport Management System, an asset is identified as the transportation vehicles

of the company. SAMPLE



Figure 101: Asset Register

Field Description

Asset Id ID number given to the asset

Status Status of the Asset

Asset Name Name of the Asset

Asset Group Code Group code of the Asset

Asset Subgroup Code Subgroup code of the asset

Asset Brand Code Brand code of the asset

Transporter Code Code of the transporter

Driver Code Unique code of the driver

SAMPLE


Appendix P a g e | 185

Field Description

L Uom Least Unit of measure

Asset The vehicles owned by the transportation

company

Asset brand The brand name of the vehicles.

Tariff Tariff is the price tag assigned to a vehicle

which differs based upon the measurement,

duration, distances etc

Account code A number given to an account from a chart of

accounts

SAMPLE


Glossary P a g e | 186

Glossary

Acronyms Abbreviation

TMS Transportation Management System

GCC Gulf Cooperation Council

UOM Unit of Measurement

MOC Measure of Charge

WMS Warehouse Management System

WIP Work in Progress

FOC Free of Charge

LPO Limited Purchase Order

L Uom Least Unit of measure

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Support Information P a g e | 187

Support Information

For Do this

Website Home Page www.exactus.net

Online Support Page: [email protected]

General Product Information: [email protected]

Updates and Support Files: [email protected]

Email: (Subject: AWARE TMS) [email protected]

Telephone: (ask for Technical

Support)

Fax: (Technical Support)

SAMPLE


Index P a g e | 188

Index

A

Activity Group, 34, 35

Activity Group Code, 31

activity group master, 31

Activity Group Master, 26

activity groups, 32

allowance, 77

Asset Types, 79

Attribute, 79

B

Billing, 136

brand name, 84

C

categorized, 82

Charge Code, 34

check list, 121

Checklist, 76

Close/Exit, 20

Country code, 26

Country name, 26

Currency code, 28

Customer Details, 52

Customer Tariff, 73

D

Delete, 19

Department Code, 30

Download Button, 22

download formats, 22

E

effect, 73

Employee Allowance, 77

Employee Grade, 64

Employee Job Card, 122

entity, 40

Exchange rate, 28

expenditure, 109

Expense account code, 32

F

Filling Station Master, 60

Filter, 22

Filter Check Box, 22

Fine Code, 56

Fine Master, 56

fleet equipments, 55

Fleet Job, 128

FM Masters, 25, 54

Fuel Type, 58

G

GCC, 26

grading level, 77

H

Help, 20

I

Income account code, 32

Intuitive Type Bar, 22

ITB. See Intuitive Type Bar

Item master, 78

J

jobs/activities, 94

M

Masters, 25

Measure of Charge(MOC), 26

Mileage, 90

Modify, 19 SAMPLE


Index P a g e | 189

N

New, 19

O

on‐line help, 21

Online Help Files, 9

P

Payment Code master, 57

Planning, 127

Points, 68

Points distance, 69

Policy, 55

Policy Type, 55

Principal Masters, 40

Print, 20

Print Button, 22

product brands, 47

product group, 45

Purchase Request, 111

R

Repair, 115

repetitive item, 26

S

Save As, 19

scheduling, 82

Service Schedules, 93

subgroup asset codes, 84

T

Tariff, 71

transportation offense, 56

transported goods, 49

Trip Ticket, 132

Tyre Position, 63

Tyre Puncture, 103

U

Undo/Cancel, 20

Unit of Charge(UOC), 26

Unit of Measurement, 29

UOM, 26

UOM Code, 29

V

Vehicle Insurance, 95

Vehicle Type, 81

Vessel, 26

Vessel Code, 37

W

wide range, 81

Workshop, 117

SAMPLE


Index P a g e | 190

Exactus Corporation

Trillium Towers Center

6320 Canoga Avenue

Woodland Hills, CA 91367

Email: [email protected]

www.exactus.net