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Tailwind invoice template for Sport organisations

hi everyone and welcome to tailwind session one of their three-part training in this session we're going to learn where to go for help how to get your database set up and access to configuration and also how to create some master files great let's get that going let me just turn this camera off and we'll get the class going here okay so this is the main page of the application when you log in this is valuable to you because it gives you access to the support articles and videos we'll cover those off in just a minute everyone if you ever navigate away from that main screen and need to get back there simply click the tailwind logo in the top left hand corner and it will bring you back here so the first thing we're going to talk about in today's class is how to access help from your tailwind staff support staff right here under the lady with the micro microphone is a link to the customer success and support center every article you need to learn how to use our software is here some very important ones for you to check out today would be the getting started guide watching an administration overview watching an operations overview all of the documents are here you can expand when you're ready to get into operations simply expand to see a complete list of articles that are available to you so this customer success and support center is very important to you while these training sessions will teach you the basics the software is very robust and in-depth can do a lot for your business so it might seem a little overwhelming at the beginning we don't want you to get overwhelmed everyone we want you to access your learning articles so you can learn the software from the ground up coming back to the application everyone we're also going to talk about this little bubble down in the bottom this is your ability to strike up a conversation with any member on our support team you simply send us a message type your question here any question you have any concern we're more than happy to help you support is available to you from 6am to 4pm pacific time also you can see we have an email address populated right here as well as our phone number i will tell you the quickest way to get support is through this in-app chat though so make good use of that in-app chat everyone great now we're going to get into the actual application and i'll kind of show you what's going on here this is a navigation bar on the left hand side it allows you to navigate through the master records your operations area accounts receivable accounts payable some tools that are very useful in the application as well we'll cover all of these off through our three-day training today we will be looking at the master records across the top of the application right next to who you're logged in as that's going to show the logged-in user is a question mark this is another way to get some help access the question mark you can go to your help documentation here training videos if you want to watch this session after you've attended it teamviewer connect is a screen sharing tool that we use when we spend one-on-one time with you or you book a a private training session or you need some help from the support team we'll ask you to access that teamviewer connect now this gear icon there's lots going on under the hood here in tailwind the uh configuration area is an area we're going to visit today but let's talk briefly about user management so when you signed up for a subscription to our software someone at your company was made the admin user and it is the admin user only that has access to user management clicking on it will show the admin user how many subscription what how high your subscription count is your registered users will show here now my database has already been set up for you you will probably only see yourself as a registered user as you create your personnel records whether they are sales reps dispatchers order takers any of those people that work for you in your office can be a personnel as well as company drivers owner operator drivers they will all show here and this will give you the ability to create accounts for your users you must first make the personnel record and i'm going to show you how to do that at the end of today's class also in the gear icon that was user management we have this great configuration area so i want to run through the configuration area with you but i also want to caveat with the fact that this is an area you're going to do some work now to set up your database it's also an area that you're going to come back and visit throughout this configuration area is um there's the ability to set default settings that will allow the software to mirror your specific operations so don't forget about this configuration area make sure you come back and visit it so we'll begin right here in company information today here under general information is where your branch record will be listed it's going to be blank we don't know your address your phone number your scat code this is now your ability to simply use the yellow edit button open that branch record and you can now complete all the details these details will flow through to headers on your invoices your load confirmations your trip manifests all the written documents that are in the application you will want your address to show let me take you out for a quick minute i'm going to print an invoice out of the application so here we can see my order number it's an order one one one four happens to be for my customer acme i'm moving some stuff from 3m to matheston i can print an invoice of course now on this invoice we want our logo and our own company information you can take care of that right there where we were just visiting let's go back in there gear icon configuration general information company information general information gets you into your branch records yellow edit button will now allow you to populate your legal name your address a logo to the application all of the information can go in here so that then your documents will be printed with your return address the insurance tab is very valuable for asset based trucking companies now we provide software from to both freight brokers as well as asset-based trucking companies asset-based trucking companies will always have a certificate of insurance freight brokers might have a surety bond this is where you can detail those that insurance information and when you do you can then flow that insurance information right through to your own our offer owner operators now you will have to create a vendor record for your insurance provider you can do that right here by using the plus sign we'll also learn today how to create our vendor records as well so you will want to complete this branch record information as well you have the ability to have multiple branches in the software perhaps you're an asset based trucking company that might have a small brokerage division or you're a free brokerage company that has multiple offices in different jurisdictions if you want to track revenue and expenses separately for those offices or divisions you can do so through the creation of branches so here is an example for you i have an asset based trucking company that i call feel the wind transportation i have a brokerage division that i call feel the wind brokerage i can create these and i can assign every record to a specific branch allowing me to run reports to see details of how a specific branch might be doing as well under company information you're going to see an item called reminders this is the ability to set reminders for all those compliance details let me take you out to a couple of records here so you can understand what i'm talking about on personnel records company drivers owner operator drivers you have to track compliance details like hazmat certificates medical exams drug tests the driver's license travel documents fast cards nexus cards all of that information you can track and you can have the software remind you when compliance items are expiring as well on your equipment records you also have to track compliance details like that motor vehicle decal inspection that's on the truck has to be renewed you can track the expiry of those things so that's handled again gear icon configuration reminders now of course you first have to have your personnel record set here in this pull down will be a list of every personnel record you create this is simply assigning the person that you want to handle that reminder and you can set a lead time if you want them notified four weeks before due date four days whatever that situation might be so you have personnel reminders as well as equipment reminders now moving on through the configuration menu let's talk about lookup tables so throughout the application there are various pull downs i'm going to take you over to my operations again and show you an example sorry i have to turn some statuses on i was obviously testing our statuses so let me get my statuses turned back on there so for example on orders give it just a minute everyone that's my internet at work for you it's going to take a minute just to load up here great there it is so on orders you of course have the ability to track let me just open up any old order here so you have the ability to track your customer you have the ability to track your commodity these are all contained in pull downs when i create an order don't worry too much about this everyone we're going to learn about creating orders in tomorrow's class but when i create an order here's a pull down of all my customers let me just set a quick customer here i want to get through to the commodity so when i detail what i'm picking up where it picks up and where it delivers to i have pull downs that i can use for well what's going on there oh there it is okay i have pull downs that i can use so that i don't have to data enter this information all the time so pull downs in various areas are simply shortcuts to you to choose the equipment to choose the commodity things like that these are all contained in that look up table area so let's go back to the configuration and look up tables so first of all commodity types yours will be blank these are commodities i've added into the application when you want to add your commodities you don't have to you can type them every time you create an order but if you want to add your commodities you simply put the commodity that you move and click add and then it will be available in that pull down so you can populate pull downs for commodity types note subjects customer prospect stages task subjects bill of lading classes and personnel departments now custom fields is something that's going to become very useful to you we've tried to think of every piece of information you need to track but we always miss something for sure every transportation company and every freight brokerage company is different does things differently wants to track different items so for some examples here you have up to four custom or user defined fields on every record in this situ in the uh application so for example on orders here's an example i want to track the tonnage of an order if i'm a bulk carrier and i move aggregate or anything like that of course i move it by tonnage not by units if i'm an intermodal hauler i want to make sure i can track the container number on the load where do i have some other examples let's have a look here shipments again if i'm a lumber hauler i want to know the number of board feet i'm moving while our shipment records will allow you to track the commodity the weight the size of it it doesn't track the number of board feet so creating a custom field will allow me to have a field on my shipment record where i can track that number of board feed so custom fields are very important to you everyone if while you're using the software you say to yourself oh i wish i could track this piece of information remember that you can through the creation of a custom field equipment types well we've got a lot of equipment types in this database way too many for anyone but we've populated what we think is every piece of transportation equipment known to mankind they are available to you in a pull down when you're creating your orders you can lessen the pull down by simply deleting them if you need to or if there is a type of equipment that you move and we you don't have it listed here simply put it here now i know we don't have conestogas listed in our application so if you have a have conestogas you can track a 48-foot conestoga 53-foot conestoga simply add it in and the application will show it in the pull-down for you when you're choosing the equipment to move the load we've also got states and provinces we are a software that is useful to north american clients so we've populated the 48 continental states 10 canadian provinces three canadian territories they're all here for you and again in a pull down you can leave them alone you don't have to do anything but if you simply want to remove them out of the pull down you can do so if you're an american hauler and you don't come to canada you can throw the canadian provinces in the trash if needed it will simply reduce the pull downs as well as states and provinces we've got three continental countries for you so again not hurting anything being here you don't go to mexico you can get rid of it out of your pull down by simply putting it in the trash moving on to operations operations is an area you're going to come back to visit after you've learned the behavior of the software i will point out some settings here in tomorrow's class that will be useful for you but this is an area you'll come back to visit there's various settings through here like on your customers if you don't want to um like if you want to set an account manager or always link locations to customers there's lots of settings throughout here that will become very useful to you you want to set your next invoice number can be done right here so investigate operations on your own have a look through there now in financial there are some set up items there's also some items you're going to come back and visit after you've learned the software areas that you're going to want to take care of now let's talk about those accounts this is the ability for you to set up your checking accounts that you pay your vendors out of your com data accounts your credit card accounts any account that you use to receive monies in from your customers or pay your vendors from you will want to set that up we've populated your database with basic checking cad and checking usd you can leave those accounts named that that's no problem but if you want to identify maybe you happen to bank at you can simply call it what your bank account actually is and that will be reflected when you are receiving payments from your customers or paying your um vendors also in financial let's talk for a brief moment about tax types so i can remove some confusion here our american clients are probably saying right now tax types what do i need tax types for well there we all know there is no tax on freight in the u.s there is however tax on freight in canada and we provide software to both american and canadian trucking and freight brokerage companies so this is simply a list of all the various taxes that are applicable in the provinces of canada so if you're a canadian customer you know exactly what i'm talking about if you're an american customer you can ignore the tax types completely we've got fuel surcharge rates in here the ability to add fuel surcharge schedules to specific customers these are more in-depth things that i don't go into in basic training but you will find all the learning document that you need here so if you need information on things like fuel surcharge simply type the information and the software is going to show you every related article that might speak to you about fuel surcharges back to the configuration area everyone so there's fuel surcharges there's exchange rates the ability to download fetch the latest rates those do come in from the bank of canada because it's typically canadian customers that we see converting us dollars to canadian we've got classes classes is simply the ability to class your revenue and expense lines so if you want to associate specific revenue or expenses to a specific tractor can be handled through classes this is most useful for those customers that sync their data to quickbooks now i want to talk to you briefly about revenue and expense items and i'm going to preface it with revenue and expense items are probably the one of the more complicated things you're going to come up against in tailwind so make sure you access our article on that let me take you back to the main page here so revenue and expense items you've got your revenue and expense items you've got also working with automatic payables that you're going to learn about in tomorrow's class but this is a very valuable article for you to re-read after you've done the class today but let me explain to you what's going on here so revenue items are those items that you use to invoice your customer for the movement of freight we've populated your database with a basic free charge for you so you can build orders where you're charging a freight charge but again every trucking company a freight brokerage company is different and we all have accessorials extra drop charges um lumper service fees roll off tarp charges any of those accessorials you can create them right here you simply hit create revenue item and populate what you want it to say on the invoice know that these will print on the invoice but also see that there are two fields here for you so the name is how you're going to recognize it the description is what's going to print on the invoice to your customer so those can be different if needed now if you're just charging um a set amount every time you can set that set amount maybe i charge 75 dollars for every tarp charge that i do i can set it there and when using this on an order the software is going to set that 75 dollars however if your accessorial charges change then leave it at zero and that's going to give you the ability to populate that amount when creating the order so you might want to get a few revenue items created now again a little bit more in-depth item that i don't go into in great detail and basic training is the ability to create a revenue item tied to a shipment detail this becomes valuable for aggregate haulers bowl callers um lumber haulers by hundredweight so when you create your revenue items you have the ability to tie the revenue item through to any of these items like if you invoice your customer by the 100 weight you will populate the charge per 100 weight that you want and the software will go to work for you when you use this item it's going to look at the weight on the order divided by 100 of course to get that hundred weight and then multiply it out by the unit value now to talk to you about expense items here so revenue items are what you invoice your customer you can get started in the application without creating any of these because we have created a basic freight charge for you expense items will recognize your expenses and will give you the ability to do cost analysis which is very important for us so you can create all those expense items that might be needed in your operations things like extra drop pay fuel fuel transaction fees all of these items can be created as you learn the software and use automatic payables let me talk to you about automatic payables for a brief moment so the software has the ability to set an auto payable on a company driver or an owner operator a commission sales rep a commission dispatcher the expense item must first be created let me show you some examples here's an example of a driver that i pay by the mile i pay 50 cents per mile so i call it what i'm going to recognize the expense item by the description is what's going to print on the driver pay settlement statement i tie it to the actual miles and i want the software to pay 50 cents per mile once i create that expense item and save it it will be in my list of expense items and i have a second part that i have to take care of i'll show you that in just a second let's look at some other examples i happen to hire sales reps i'm a brokerage firm i hire sales reps that i want to pay a commission for every load they bring to the table for me so here i've set up an expense item that i can use 10 commission on the revenue you can pay commission on revenue or profit talk to you about profit in just a moment i s and the description again is what's going to show on the pay settlement statement to my commission sales rep the percentage i want to pay tied to the revenue and when i tie items to the revenue then i get all of my revenue items showing up here so that's why it's important to create your revenue items first your freight charges your accessorials so that they will be listed here when you're creating your expense items switching the toggle on for any item you want to share in the revenue with your sales rep will allow the software to go to work for you let's look at another example very often we'll incentivize our owner operators by revenue splitting here's a great example of the revenue split so again 75 revenue split that's how i'm going to recognize the charge type the description what prints on the pay settlement statement the percentage i share 75 of the revenue with my owner operators tied to the revenue all of the items i want to share in the revenue with my owner operator now very often we pay our owner operators 100 of fuel surcharges you will set up a separate auto payable for that uh let me look at a couple of exam oh yeah let's look at an example by profit because very often we incentivize our commission sales rep by profit so if we look at this one we can see it's set up and profit it's 20 and instead of it being revenue i choose the profit because what happens then is the software gives you your revenue items that you want to share with the sales rep allows you to show the payable items that you want to deduct from the sale from the revenue in order to realize that profit level and then the software will go to work for you and create that payable for your commission sales rep now as i mentioned once you create these expense items you've got a second place that you've got to take care of them and that's on your master records again we're going to learn how to create those master records today so on personnel records here's george green happens to be a driver in my database i've got her set as a company driver and i've got an automatic payable section let me throw this in the garbage for you and show you so the automatic payable section is now empty i can add an auto payable and you've got two fields to pay attention to everyone they're marked with a red asterisk if she is the driver on a dispatch i want to pay her 50 cents per mile now since this auto payable is on her personnel record every time georgia green is chosen as the driver on the dispatch the software will pay her 50 cents per mile for the miles driven let's look at another example let's look at john john a commission sales rep freight brokerage companies very often incentivize their sales staff by commission so here i'm showing jon jones getting 15 commission on profit let's throw that in the garbage all i have to do is add auto payable in this pull down will be what situation do i want to pay him in well when he's the sales rep on an order and what do i want to pay him so in this pull down will be all of those expense items that you create and set up choosing the one i want to pay him 15 on the profit add it in and it's done the software will take care of that every time john john happens to be set as the sales rep on an order he will be paid this commission for owner operators they're a vendor to you uh let me find an owner operator here huh monty okay i'm gonna go searching for monty so owner operator records get that's interesting i wonder what i did with monty's record sorry my demo database does get into a mess sometimes everyone let me find a different owner operator for us here that we can use oh there's monty right there terrific okay so owner operators will be a vendor record for you and i'll go over creating these records shortly but here we can see an auto payable section gonna throw that one in the garbage for us so you can see how easy it is to add it on when i add an auto payable auto add if well when he's the tractor owner on a dispatch owner operators always bring tractors to the table for you so i can now choose tractor owner on the dispatch and i want to pay him 75 revenue split now every time monty's tractor is chosen on a dispatch the software will take care of that for me so i really want to come back to our learning center that customer success and support center everyone and i want to point out that we do have an article on auto payables simply type auto payables in your search line come on application again that's my internet everyone there you go there's a very comprehensive article for you on setting up auto payables and don't forget that getting started guide right there everyone it's going to run through the very first steps for you great let's go back to the application now and continue on in our configuration area so we just left off working on revenue items and expense items there's some payable settings here that are going to help you age your carrier invoices things like that that's an area you're going to come back to visit once you've learned the behavior of the application moving on to documents so documents can be really important to you you have uh here's an invoice so on the invoice you have some a notice area you have a tagline area let me go and print a load confirmation for us so you can see what that looks like because everyone wants their own terms and conditions on load confirmations for example and i'm going to show you where you can create these here is a dispatch that happens to be dispatched to a brokered carrier so you can dispatch to company equipment owner operator equipment or your carrier partners in the case of brokering a load so we can see here that it's dispatched to my carrier partner 123 transport when i print the load confirmation remember the load confirmation is the legal binding contract that gets set up between yourself and the carrier you've hired to move the job you're going to see loading terms and conditions everybody wants their own loading terms and conditions in there you're going to see oops sorry you're going to see a tag line you can customize these let's go back to that configuration area again everyone so i can show you i wanted you to see the examples so in your configuration area here under documents document fields is the ability for you to customize let's look at some specific examples the contract terms these are the terms and conditions that are noted on the bottom of your load confirmation you want to change them simply start typing over top of it and put your own loading terms and conditions in there any detail you want the carrier to know about how they should be doing the job for your company another example would be um our invoice notice this is the notice that is right on uh where's the invoice there's the invoice there's the the notice that's right on the invoice you can change it make it whatever you want so throughout here you're going to see notices and terms bol certify and bol terms our legalese taken directly from transportation laws so i'm not sure you want to change those you can if you want to but my suggestion would be that you just leave those but all of the other ones you can change adjust to be whatever you want anywhere you see the word advertisement simply a tagline so you'll note on my invoice i have a tagline that says thank you for choosing feel the wind transportation and there it is right there so you can put in thank you for your business if you have a tagline we move your goods whatever that might be you can throw it in wherever you see the word advertisement so document fields is the ability for you to brand your software even closer to your company make it personalized also under documents is the ability to set up email templates so if you want your email to say the same thing every time you send out an invoice you can put the verbiage right here that you want to be included in the invoice you'll find some smart tags over here on the right so smart tags is simply the ability to set your subject line if you wanted to have the customer reference number for example all you have to do is grab that tagline and put it in here and paste so now my subject line is going to have please look at invoice number with the customer reference number so email templates are set up for all of these items in the application you do not have to set a template but this is simply the ability to set the template if that's what you want to do so that every time you send out an invoice it will have this verbiage on it um moving on i don't go through integrations in um basic training i'm going to briefly explain some things to you here though so load boards this is the ability to set up your load posting sites if you make use of any of those uh posting sites on the internet these days uh one two three load board dat internet truck stop you can set up the integrations to them we have integrations built with dat internet truck shop one two three load board and next load so you can integrate your application with multiple different let me get back in here load boards okay we'll get back here so you can integrate your software with those load boards macro point if you're a macro point customer easy check in border connect for carriers that go cross-border trucker tools smart capacity you have web hooks you can build your own integrations as well the software has a completely open api and you have portals so customer and carrier portals this is the ability for your customer to log into the customer portal and track their own loads a carrier portal where your carriers can print their own load confirmations upload proofs of delivery seamlessly into your database for you once they've delivered a load again i don't go into much detail on those items in basic training so that covers off the configuration area everyone and we're now going to move out to those master records and learn all about those so over here under master records is the ability to create master records master records are of course needed in order to move forward with the application if you can download your master records into an excel spreadsheet then we can upload them for you taking you back out to that learning center everyone and i'm going to talk to you about importing your data so again right here clicking on importing your data here's all the templates for master records you want us to import your customers all you have to do is download their customer list into an excel spreadsheet upload our template copy and paste the various columns into the correct column in our template and then send that template off to us and we will be able to import your customers into your database for you all the instructions are here as to how to fill out those templates for you and back to the application so let's run through master records together customers are simply those people that you move freight for everyone so i'm going to open up a customer and then we'll create one together so it shows all the details that you need who the customer is who your contacts are the credit credit's very important for customers let's go and create one together everyone so you can see how easy it is at the top of every list no matter where you go in the application at the top of every list is going to be a create button so clicking the create button will now allow me to create a master record for a customer i should have thought of a customer name let's call it jones manufacturing so you can put in their internal name maybe i can just call it jones if i want the legal name maybe they happen to be inc or ltd or llc whatever that situation might be the legal name can be different it is the legal name that will print on the invoice to your customer you can assign default account reps and sales reps here will be the personnel that you create in your personnel so you can assign individual people that work for your company as account reps and sales reps you can set customers to specific branches if you want you can tell the software that this customer requires a reference number so very often when we take loads from our customers they give you a po or a reference number and they want that on the invoice when you send it to them if you switch this toggle on no user in your company will be able to create an order for this customer without populating the customer reference number you can select the way the customer prefers to get their emails if you're printing stuffing in an envelope and mailing to them then you simply print it if this customer will allow you to email their invoices choose email in the transmit method and make sure you set the email address here billing at jones.com whatever that email address might be over here is the ability for you to categorize your customer now while american clients will set most of their customers simply to a merchant or a manufacturer this can be very useful for our canadian clients everyone brokers carriers exporters are tax exempt customers in canada so setting your customer to a broker or a carrier the software is going to know that you do not need to charge gst or hst on those loads so you can categorize your customers you can track the minimum cargo and liability insurance that your customer requires you can set brokers for this customer you can track the address of course so simply populating the address will allow the software to as you detail this information the software will start narrowing down and will show you where on a related google map where this customer resides so you simply detail the information here if the customer has a physical address but wants you to send their invoices to a separate billing address switch this toggle and simply populate the billing address the different billing address if necessary the last thing to setting a customer is credit we want the software to keep us safe and keep an eye on our credit and not let us overexpose to our customers so you will set your customer to approved with an approval date whatever that is the number of days you're willing to accept exposure for this customer so if your terms are seven days populate it there if your terms are 21 days whatever your terms are those terms will print on the invoice to your customer uh so we'll set 20 days and i'm going to set 25 000 here is the limit that's the high credit i'm willing to accept exposure for the minute this customer goes over that limit no one will be able to create another order in the software for that customer if you have a signed credit agreement switch this toggle maybe you pulled a dmv maybe you checked check trade references anything you do can be populated here and then you simply create the record the software will populate the record on the screen for you allowing you now to create those contacts we always want to know the specific people we deal with at the company so maybe i talked to susan there and she happens to be on the order desk i can populate her phone number her email anything at all and those contacts will appear here so you can have multiple contacts showing for your customers notes are very valuable and notes are included in every record in the software while you can have notes detailing anything maybe you talk to this customer and you want to detail that phone call you can also have an electronically scanned document attached to it so if you want that signed credit application attached right to the customer record go ahead do that it'll be there for you and readily available now i want to show you one thing about customer records that will become very valuable to you as you use the application so i'm going to go to a customer that i do work for so here acme do a ton of work for acne so the customer has been set up i've got my available credit here all of that information is here all of my contacts are listed this button is going to show you all historical orders that have been created for this customer so this becomes really valuable clicking on it allows the software to show me every load i've ever done for acme industries now i can see i've done 71 loads for them so that's a lot of data to look through i can filter this data maybe example here maybe um acme calls me and says uh linda you know you did a load for me once between seattle and fresno i can put that filtering criteria in right here sago and the software is going to filter out all that historical data and return only five loads that match the criteria picking up in seattle and delivering to fresno i now get to see what i charge the customer i also have the ability to open the order and copy it out to a new one which will save me that data entry time of course so i just want you to remember about those rate histories because they are so very valuable to you it's the ability for you to access historical data historical rates great for rate negotiations for your customers let's move on to vendor records everyone so while customers and those people that you move freight for vendors are companies that provide a service to you so fuel providers maintenance providers insurance providers owner operators when you click the create button here at the top of the list software is going to open up the fields that are required for creation there we go so here's our fields again the internal name maybe i'm setting up a carrier partner here and maybe it's called um active trucking i broke her loads tactic trucking again i've got a legal name maybe active trucking is active trucking inc maybe they factor their invoices so you have a separate field on vendor records for remit names allowing you to track factoring companies for example so maybe active trucking factors their invoices out to grand financial company you can track that and you can also track and remit to address now over here in the vendor type very important to categorize your vendors while you have basic vendors like a maintenance provider you send your trucks out to get maintenance services you can receive bills in from your maintenance providers or insurance providers you've got lots of different basic vendors to choose from nothing else shows up here the minute however you set this vendor as a carrier you get lots of fields to track we all have to stay compliant with the icc dot and the nsc so this will allow you to stay nice and compliant with your carriers it's going to allow you to track their docket number dot number scat codes whether you've approved them as a carrier you can give your carriers rating if needed you can show you have a contract on file for them here is the ability for you to track the details directly off their certificate of insurance we all know that the icc nsc make sure they task us with ensuring we're hiring reputable carriers so you want to be able to track the details they send you a carrier package with a certificate of insurance there are motor carrier authorities you can track that information so all you have to do is detail whatever their policy number is the coverage for their liability maybe it's 2 million their cargo insurance you simply feel all the details in as well as those expiry dates everyone because the software will keep you safe won't let you just try to choose something here won't let you dispatch a load to a carrier that has expired or expiring insurance filling out the addresses of course so that you can send checks off to those vendors when you're ready to pay them once you create the record again i'm not going to create this one i'll open up one of the my vendors once you create the record the software will populate the record on the screen for you and again allow you to add in your contacts put in any notes you want to attach that carrier package it's a great place to have your carrier packages instead of in a file drawer it's right here you can open it up and you can view that attachment at any time needed now just like our customer records our carrier records have rate histories as well everyone so this began becomes a very valuable tool for you clicking on it will show me every load i've ever given one two three transport so if i'm specifically working about looking at a specific lane that this carrier has done for me i can filter it out by that lane using this filtering criteria and know what i've paid the carrier in the past for that lane so a really great great negotiation tool for you i'm simply coming back to the customer record when you have a valid motor carrier number another great way to vet your carriers everyone is here under the more button you can access this carrier's safety rating directly from the fmcsa website i click the safer watch and it goes out and it pings the fmcsa website returning me the details of this actual carrier the freight they're authorized to carry the number inspections they've had all of the information is there for you so you'll want to get some customer and vendor records created and we have learning documents for that i'm going to show you those in just a moment let's talk briefly about personnel records personnel records are simply every person that works for your company whether they're a commission sales rep a dispatcher an order taker an admin person one of your accounts receivable people company drivers and owner operators when you create these you do have the ability to assign roles so if this person happens to be a driver switching this toggle now allows you to track those compliance details for this person once you've created the record again it's oh sorry about that let me refresh that screen up for us there we go so once you've created this record it will of course populate on the screen for you and again give you that automatic payables section where you can track you can track cargo claims accident reports and incident reports on your drivers as well notes are there travel documents are there everything's there for you now location records let's talk about location records for a minute so while you have customer records and that's who you move freight for you pick up and deliver to various locations throughout location records are simply that every place you ever pick up at or deliver to you can create some location records now but in tomorrow's class i will show you how to create location records on the fly let's have a look at a cree at a location record here so it's simply uh that's not a very good one i want one with ah let's try this one great this one has some loading and and receiving information so while it's going to show you a related map when you type in the address it will show you that related map it will allow you to track contacts the most valuable thing about our location records is loading and receiving information every location is different some may require the driver to have his own personal protection equipment on is safety vest and hard hat some locations require the driver to check in at the security gate some locations have loading or receiving windows you can track that information here any of the information that is put in the loading let me edit this out for you and then you'll be able to see it any information in the loading or the receiving information will flow through the application will print on trip manifest to company drivers and owner operators and load confirmations to carry your partners so it is the ability for you to detail everything your driver or carrier partner needs to do the job properly for you last record to talk to you about is equipment records the ability to create this is for asset based trucking companies only the ability for you to create every tractor in your fleet every trailer tr chassis booster dolly every piece of equipment clicking again the create button in the top left hand corner of the list will open up all the fields so you can track chassis containers tractors trailers you can show whether this tractor is company owned owner operator owned or vendor owned in the case of like lots of trucking companies are renting their trailing equipment these days so you create a vendor record for your the company you rent your equipment from and then you can associate that specific trailer through to that vendor again you can track all of the compliance details that are needed on equipment records as well when you have an equipment record created you can assign fuel cards to show which tractor has which fuel card you can show any permits or stickers you may have had to purchase for that piece of equipment and you will have the ability to show all sorts of services we always want to know the services that we've done on our equipment so those will be listed here okay so that's our master oh wait i've got to go back to vendor records everyone one quick moment let's talk for a brief moment about owner operators owner operators are a bit of a different beast for you and when you create an owner operator here in the pull down is the ability to show that it's an owner operator for you and when you do categorize it as an owner operator you can show that this owner operator runs on the details coming directly off the certificate of insurance that we put in the company information in that configuration area one of the first items we went over in this class so all your owner operators typically run under your insurance and authorities as well you will be able to create the tractor for the owner operator all owner operators bring a tractor to the table for you and you can create the driver record as well owner operators require three different records a vendor record because that's what you pay a tractor record because they bring a tractor to the table for you and a driver record because you have to check compliance details on whoever it is that drives the tractor okay so that's our master records for you everyone i'm going to take you out to our learning documents and i'm going to get back to the main page because right here under populating your database is every article you need creating customers vendors owner operators everything's there for you everyone okay i think i've covered everything off and give me just one moment here i'm supposed to show my camera again terrific okay that's the curriculum for today everyone i'm going to get you all unmuted so we can ask some questions now in tomorrow's class we're going to cover off orders here in operations we're going to cover off orders uh quotes orders how to dispatch those orders so we'll do a complete learning here in operations tomorrow