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Tailwind invoice template for Planning

once you've dispatched an order and the shipment has hit the road there are two possibilities in an ideal world everything will go exactly as planned your carrier or company truck will pick up the shipment exactly on time drive exactly the route you had planned and deliver the goods precisely when and where the customer wanted them in the real world though this doesn't always happen roads are closed breakdowns occur pick up windows change customers make last-minute changes to delivery details the possibilities are endless as a dispatcher responding to these changes it's just part of the job tailoring can help make this a little bit easier by allowing you to track the status of each dispatch and make changes on the fly so that you always have an accurate picture of your dispatchers the dispatch list is the easiest way to give a quick overview of all the dispatches in your system let's navigate to the dispatch list using the left navigation bar like all of our list views you can use the active columns button on the bottom right to choose which information gets displayed getting your dispatch list set up with the information you want will make it much easier to get a quick overview of the various dispatchers you have on the go you can also use they dispatch statuses across the top of the list to quickly toggle when dispatchers get displayed based on their current statuses turning them on or off will allow you to show that status in the list keeping the individual dispatchers up-to-date is also crucial using the Open button to the left of the dispatch will allow you to open the dispatch record to display the details and the various areas of the dispatch record with information about the dispatch like shipment details and expenses most of the work you are likely to do with an active dispatch will center around the road plan which shows the actual locations that the shipment is moving from and to the arrived and departed flags on the road plan provide a very basic way of tracking the status of your dispatch allowing you to follow the carrier or company truck step by step through each location well this sort of detailed tracking may seem unnecessary for simple dispatches it can be much more useful for longer or more complicated roads with multiple pickups or deliveries most importantly an order will not be able to move over to invoice the invoicing or administration side of tailwind unless all of its associated dispatch are flagged as fully delivered simply by marking these flags here so even if you decide against tracking each and every arrival and departure you will need to flag the final location on the road plan once the delivery has been made toggling any of the arrive do departed plagues will automatically mark all flags prior to it in the road plan as completed by setting this very last one here it will by default once you hit the Save button it will by default mark all other flags above it in the route plan sometimes the carrier is unavoidably delayed sometimes the customer needs the shipment to arrive earlier than they originally thought or later by editing the route plan you can keep on top of these changes and also create a record of when shipments were actually picked been delivered to edit the arrival/departure type for a particular location on the road plan click on the location that is going to be changed and then simply change the date here to confirm the changes remember to click the Save button note that the changes to the schedule in the dispatch are not the same as changing the pickup and delivery times in the shipment itself this allows you to track what actually happened separately from what was originally planned which can be useful for later review on occasion you may need to add a location into the road plan adding a new location can be handy for a number of reasons if a road closure or a traffic issue has required a major detour that you want to track if there was an accident or truck breakdown you may want to add the specific location where it occurred for auditing purposes you may also want to add specific border crossings in the case of cross-border shipments or simply add a location to track off road mount miles do keep in mind however that locations added in through the road plan are not pickup or drop-off points adding picks and drops should be handled by heading shipments to the dispatch or order to add a new location to an existing dispatch simply click the add location button here at the bottom of the road plan this will bring up a list of all locations in your database if necessary you can click on that create location button to create a new location when wanting to add an existing location use the plus sign next to the location you want to add you can search for your location if needed in this search bar I'm searching for my company yard location in the Seattle when I say go and finds it and I can use that plus sign which now will prompt me to either add another location or return to the dispatch once I return to the dispatch I can see that my location is listed here at the bottom of the row plan and I now have the ability using these arrows to move it into the location I made it in the expense area of the dispatch will track all associate a cost related to this dispatch when you first dispatch the order you probably added a bill related to a carrier responsible for moving the load or you have automatic payables working then and they are calculating driver pay or owner operator revenue splitting however additional expenses sometimes crop up during the course of a dispatch which you will want to record on the dispatch in most cases these will all arrive as part of the invoice from your chosen carrier so it might make sense to simply wait until that arrives before adding or modifying the existing amounts in other cases though you may want to update the dispatch on the fly to track expected costs for example tall bills pilot cars or a lumper service either way if the new expenses carrier related you will want to add it as a payable charge on the existing vendor bill by opening it up or if this is a brand new expense like I'm up for charge you will add a bill in using the add bill function allowing you to choose the vendor that is providing that lumper service for you and finally sometimes a shipment takes a more complicated route planned or otherwise before it reaches its final destiny switches and drops are both ways of completing a current dispatch without actually showing the shipment itself as fully delivered if for example the first carrier is going to deliver the load to a company dog before it's been picked up by a second carrier or company town truck you would use a switch function to transfer the shipment on to a new dispatch if the shipment is being delivered to an intermediary destination but not immediately picked up by a new carrier or company piece of equipment for example if it needs to wait in a bonded warehouse before it can be picked up later then you should use the drop function instead for more details on switches and drops check out our advanced dispatching article thank you