Call Logging - Tyres

This screen allows you to control the booking process of an order, and control the continued contact with the customer to affect a seamless delivery.

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  Call Logging

Here, you can:

• Quickly find orders through a variety of criteria.
• See all pertinent information about the customer's order, to aid in responding to customer queries.
• Add instructions to the driver, including "Call X Minutes Before Arrival" information.
• Book an order.
• Add additional services.

You can query orders by entering criteria in the Search panel:

• Invoice To - a drop-down list of all configured parent customers in the system.
• Customer - the orders' customer code. You can enter the code directly or use the Lookup button to find a customer. The screen will display a pop-up customer search window, allowing you to search by Name, Address or Postcode. You can enter partials of any of these. You can cancel the query by closing the pop-up window, or display matching results by pressing the Find button. The screen will display a pop-up window of matching customers in a results table. You can return to the customer search window by closing the results window or clicking the Cancel button. You can select a customer by clicking on the row for that customer. The screen will close both the results and customer search windows and enter the customer code for you.
• Depot - the depot that owns the order.
• Customer Ref - the order's customer reference.
• Order Status - a drop-down list of all order statuses configured in the system.
• Job Location - the location of the order.
• Date From - the date from which orders are selected. The screen will default this to today's date. You can enter the date directly or use the Calendar button to select a date. The date cannot be more than 7 days in the past.
• Date To - the date up to which orders are selected. The screen will default this to 10 days into the future. You can enter the date directly or use the Calendar button to select a date. The date cannot be less than the date from.
• Job Type - a drop-down list of all order types configured in the system.
• ETA Requirement - a drop-down list of all service levels configured in the system.

You can reset the query criteria to the default values by clicking the Clear button.

You can click the Find button to execute the query - the screen will display the matching orders in the results table.

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  Results after filtering

Note: The last 10 orders you select will be shown in the Recent Orders list in the Search panel - you can quickly re-select a previous order (regardless of search criteria you now have) by clicking on the order row in this list - the screen will display the Details panel.

You can choose to display the following fields in the results table (using the Column Selector:

• Deliver From.
• Deliver To.
• Job Ref.
• Customer Ref.
• Deliver To Name.
• Deliver PostCode.
• Deliver Postal Region.
• Customer.
• Booking Status.
• Invoice To
• Invoice To Name
• Status Code.
• Job Type
• ETA Requirement.
• Collect From Name.
• Collect From.
• Collect By.
• Order Type.
• Current Location.
• Mode
• Active.
• Customer Vehicle
• Technician
• Created By.
• Created Date.
• Last Updated By.
• Last Updated Date.
• Last Active Change By.
• Last Active Change Date.
• Last Process Id.
• Update Counter.

The list of jobs is colour coded:

• Unscheduled/Invalid - Red
• Booked/Scheduled - Amber
• Complete/Delivered - Green
• Failed/cancelled/On-hold - normal white/grey.

You can select an order to view or edit by clicking on the row - the screen will display the Details panel.

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  Detail panel, showing common details, details tab and notes

The Details panel is made up of multiple sections:

• Common order details, situated on the top-left of the screen.
• Additional details, situated in the top-right of the screen. You can select different detailed information to view or edit using the tab bar provided.
• Notes, situated at the bottom of the screen.

Common Order Details section

This section displays:

• Booking Status - the booking status.
• Job Ref - the TMS order reference.
• Customer Ref - the order's customer reference.
• Status - the order status.
• Customer Code - the customer of the order.
• Invoice To - the parent customer of the order.
• Collection details, including the address and collection window.
• Delivery details, including the address and delivery window.
• Weight - the total weight of all items on this order.
• Items - the number of items on this order.
• Volume - the total volume of the items on this order.
• ETA Requirement - the order's service level.

You can enter or amend the following:

• Driver Instructions - any general instructions to the driver.

You can also see:

• Customer instructions
• Preferred Brand

You can also click the Run SLA Report button to view any additional customer restrictions.

You can save the changed details of the order in this section using the Save button. The screen will leave the order open for further amendments. If you have finished with the order, you can click the Save and Close button instead to save the details and close the details window.

You can refresh the order details using the Refresh button.

You can close the details section without saving any changes using the Close button.

You can use the following buttons on this tab:

• New - create a new record.
• Delete - delete an existing record.
• Help - help on this screen.
• Undo - Undo any changes since last save.
• Clear - clear all fields.
• Toggle - toggle display of all accordion headers.

Additional Details section

The Additional Details section consists of the following tabs:

• Details - additional order details information.
• Contact - customer contact information.
• Tyres - deliverable tyres and services.
• Booking - book the dates and times of the job.
• Services - a facility to add equipment and services to the job.
• Trips - the booked trip for the job, in terms of pickup and drop-off times.

Details tab

This is where you enter all of the details for a new order, or amend details for an existing order.

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  Details tab

• Job Type
• Customer Ref
• Breakdown Ref
• Authorisation Code
• Invoice To
• Customer
• Actual Customer
• Use Planning Region
• Job Location
• Depot
• Carrier
• ETA Requirement
• Reg No/Fleet No

You can also add a new vehicle for this customer and location using the New Vehicle button.

Once you have added these details and saved, you can move on to other details.

Contact tab

This tab shows all of the end customer contact information for the order in a table.

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  Contacts tab

The screen displays the following:

• Order Contacts - any contacts you have added or amended against this order.
• Location Contacts - pre-saved contacts against the location.

The New Order Contact button will create a new order contact in the table below. You can also save this new contact to the location for re-use.

Location contacts are preconfigured for contact preferences:

• Report - use this contact to email the completed service report.
• Tracking - use this contact to email tracking emails.

Further, order contacts can be specified for Text, which will send the phone information against that contact to the EPOD system, so the technician can contact the customer directly via text or phone.

Any location contacts that are checked will be used - if you want to change that, select the contact and save as an order contact, and change the contact preferences.

Tyres tab

This section displays the summary of types of items on the order (the order lines) and can display each individual order item.

The screen displays the order summary (lines) in a table with the following fields:

• Work Type - one of Fit New, Fit Other, Services Only, Van Stock, Removal.
• Position.
• Services - popup to show services booked on this line.
• Product.
• Description.
• Store.
• Quantity.
• Price.

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  Tyres panel

You can click on an existing tyre to edit it, or add a new tyre with the New button. In both cases, the screen will display the Items popup.

You will be allowed to select the type of work being booked to a job when selecting tyres:

• Fit New
• Fit Other
• Services Only
• Van Stock

In general, most deliverables work the same way:

• Select a vehicle position
• Select a product using the Part Search lookup

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  Part Search Parameters

The Part Search allows you to select parameters for the search - they are matched partially:

• Product
• Depot
• Description
• Manufacturer

The screen also displays the nearest stock holding location, for information.

Matching parts are displayed, and you can select the part you need.

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  Part Search Results

For Fit New:

• Select a depot and position.
• Search for a part using the part search.
• Once selected, all of the details are displayed, and the quantity is defaulted to 1.

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  Fit New

Notes:

• Work Type Option select one, default to Fit New
• Depot: Defaulted
• Position: Drop-down list based on customer vehicle, must select
• Product Code: Lookup - part search
• Product Description: Set from product
• Store: Set from product
• Quantity: Default to 1, cannot be changed
• Manufacturer: Set from product
• Price: Set from product, can be changed
• Diameter: Set from product -label changed to Diameter
• Size: Set from product
• Pattern: Set from product
• Speed Rating: Set from product
• Load Index: Set from product

On clicking save, the screen will add a tyre to the selected tyres and display the details.

If new tyres are to be installed on the vehicle, then the user should book van stock against the job and write the position in the notes, so that the technician can see them and do the work required. Tyres should be booked as van stock.

For Services Only, this popup works as follows:

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  Services Only

Notes:

• Depot: Not enabled, as not selecting a product to sell
• Position: Drop-down list based on customer vehicle, must select
• Product Code: Default from known product in position or blanknot enabled
• Product Description: Set from productNot enabled
• Store: Set from productNot enabled
• Quantity: Default to 1, cannot be changed
• Manufacturer: Set from product
• Price: Zero, cannot be changed
• Diameter: Set from product
• Size: Set from product
• Pattern: Set from product
• Speed Rating: Set from product
• Load Index: Set from product

The screen will also show all services that can be supplied to that vehicle type that are related to a tyre position. The user must select at least one of these services, although several can be selected.

On saving, the service supplied will be saved and displayed in the booked work list.

For Van Stock, this popup works as follows:

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  Van Stock

Notes:

• Depot: Default to depot, select from drop-down list
• Position: Disabled.
• Product Code: Lookup - part search
• Product Description: Set from product
• Store: Set from product
• Quantity: Must be entered with a quantity greater than 0
• Manufacturer: Set from product
• Price: Zero, cannot be changed
• Diameter: Set from product
• Size: Set from product
• Pattern: Set from product
• Speed Rating: Set from product
• Load Index: Set from product

On clicking save, the screen will add the selected quantity of tyres and display the details.

For Fit Other, this popup works as follows:

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  Fit Other

Notes:

• Depot: Not enabled
• Position: Drop-down list based on customer vehicle, must select
• Product Code: Part search, but just for product, not store, can be left blank
• Product Description: Set from product
• Store: Blank
• Quantity: Default to 1, cannot be changed
• Manufacturer: Set from product
• Price: Zero, cannot be changed
• Diameter: Set from product
• Size: Set from product
• Pattern: Set from product
• Speed Rating: Set from product
• Load Index: Set from product

The part search in this instance will be searching for any product code, not specifically those sold by the depot, just any known product, as this is intended to allow the user to book customer-owned product rather that sell them a tyre from depot stock.

The screen will also show all services that can be supplied to that vehicle type that are related to a tyre position. The user must select at least one of these services, although several can be selected.

Booking tab

This tab allows you to modify the delivery date of the order based on the customer's requirements.

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  Booking tab

You can manually set a booking date and time window here.

For the specified carrier, you can select a technician and vehicle from the list provided. This also provides some decision assistance to show when they might be able to complete the job.

Once selected, click the Book button.

If you want to change the technician or vehicle, click the Release button.

Services tab

This tab allows you to set any additional equipment or services against the order. You can select from a drop-down list of configured services or equipment.

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  Services tab

When you have selected the service or equipment, you can set the quantity and add it using the New button provided. The screen will add this to the displayed list of equipment and services.

Trips tab

The screen will display any trips onto which the order has been planned, showing all pickup and drop-off stops. You can use this information to quickly answer queries from the customer as to the planning status and progress of the delivery.

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  Trips tab

The screen will display this information in a trips table, showing the following information:

• Trip Ref.
• Status.
• Stop Type.
• Location Code.
• Location Name.
• Planned.
• Actual.

Notes section

This section allows you to enter notes against the order. You can see all previously-entered notes in a list, with the most recent on the top.

Several of the actions that you take in this screen will automatically generate notes for you, to provide an audit trail of customer contact.

You can also enter any note, by keying the note in the Add New Note field and clicking the Save button when you have finished.

The screen logs the creation and amendment date, time and user of all entered notes, whether they were entered automatically or manually.