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Tailwind invoice template for Supervision

hello and thank you for watching this session one of our training in session one we will learn how to access the main page of the software and I'll go through some menu items with you we'll talk about our learning and support pages we'll learn how to enter our company information branding our software I'll run through the configuration area and some basic settings for you and then we'll talk about the creation of master files of course master files are needed in order to move forward with the software when you log into your software this is the page you will land on it's the main page of the software and here I would like to point out how to access our support center by clicking on this link under the lady with the microphone you will be able to access our support center it will open up another tab on your browser and you can access any learn learning document right here that will help you engage use and benefit from your software by clicking on any listed document you will find both a video with instructions or a word document with screenshots so however you prefer to learn it's there for you back to the home clicking home will take you right back to the main page of the software at this time I'd like to point out a very important article the getting started guide this will walk you through all the steps required to setup your database and brand the software so it is a very important document to review make use of your support center it will help you set up your database and use it to its fullest potential let's head back to the software and start exploring moving around in tailwind is usually pretty straightforward with the navigation menu on the left of each page being the quickest way to access all the main modules it split into three sections operations administration and tools with each containing a number of different modules each section can be expanded to show its contents and clicking on the name of the module will take you to that part of talent by default the navigation menu is always visible on the left of the screen to allow you to quickly move around the application however this also means that it is always taking up valuable real estate in your browser which leaves less room to display lots of lists columns or other data by clicking on the this icon right next to the Tailwind logo at the top you can unpin the navigation this will cause it to shrink to a skinnier version of itself that then expands every time you hover over it you can return the original navigation menu by expanding it and simply clicking on this icon again to pin it back in place let's talk about searching our database we all know we have to look for historical data at the top of the page you're going to see a global search bar clicking the bar will bring up a search prompt which will allow you to search your entire database quotes orders customers vendors the global search will quickly return results from each tailmon module separately allowing you to more quickly locate the records you're looking for let's try an order number I punch in my order number 1 1 8 and the first thing to pop up me is the actual order 1 1 8 if there are any dispatches that are numbered 1 1 8 they will appear even the dispatch that's carrying the order 1 1 8 if there are any quotes or customers let's try that with ABC if we use some a customer name for example and say go it's going to go to work for us find us in the orders that are related to ABC company and in dispatches quotes or customers so that is a global search bar across the top of the software you can access a number of profile and configuration options by clicking on the gear icon next to your account name at the top right hand of the page settings contain a number of settings that are specific to your personal account while configuration contains a number of system-wide configuration options depending on your level of security you may not have access to configuration so don't be worried if you can't see it and shortly I'm going to show you more in the configuration area when using tailwind you will probably find yourself moving quickly between a number of different connected records and modules whether it's jumping from an order to The Dispatch screen or even a dispatch record checking a customer record for details before modifying a quote sometimes it can get tricky to find your way back to the beginning of the trail which is why we have provided an additional navigation option in the form of a history breadcrumb this breadcrumb will always show you the six most recent pages you have visited making it easier to jump between related records or get back on track if you end up somewhere you'd rather not be because tailwind is designed for the web if we make an effort to keep things simple one page at a time but sometimes trucking is just not on one page at a time sort of job hits more like a dozen things and the phone ringing with a few more on the way at times like these when you need to have a bunch of different things on the go and may not be able to finish each one before starting the next we recommend relying on the tabbed browsing capabilities of your web browser which will allow you to open multiple tailwind windows simultaneously the exact details will depend on your browser but in most cases you can right mouse click on links to open in a new tab or open a new window let's have a look at that so here if I have my orders displayed for for example and I want to open an individual order but leave my order screen here I can right mouse the open button and open this order in a new tab software will go to work for me open the individual order details on another tab back to the order list I still have that order information sitting there in this tab so now I can go maybe I want to see my dispatches in a different tab all I have to do is right mouse the dispatch open it up and it will now be my dispatch list and again opening individual orders or dispatches in another tab so you can have as many Records open here as you need to easily switching back and forth just like moving between different windows of any application you can open as many tabs or windows of two and as you want which can be useful when you want to compare things side by side or keep multiple tasks on the go till one there's a lot going on under the hood most of the time that's not something you need to worry about but sometimes a little tuning of the engine can go a long way to smoothing out your ride a lot of the logic underlying how tailwind works is based on our best understanding of the industry but every company operates a little differently to reflect that tailwind allows for a great deal of configuration and customization so that you can ensure that it works the same way you do whether it's changing how invoices are labeled creating custom fields in your records controlling how care your insurance rules are enforced or adding new revenue and expense items all of this fine-tuning happens in the configuration menu to access the configuration menu navigate to the gear icon located in that top right hand corner of the page click on configuration and the various headings will appear across the screen for you each of these headings has several subsections which contained the actual configuration options the general information section contains information for your main company and any branches you have set up and yes the software will allow you to have multiple branches which can be useful to track revenue and expenses separately editing a branch using our yellow edit button will display all the basic details of your company this one is not completed so at setup time you will complete all of your branch details and that that information is located in the getting started guide let's look at a branch record that I've already completed so i've populated in the address my city my phone number my carrier code mice CAC my do t number all of that information can be contained here these details will flow through to a variety of reports and documents created in tailwind for example setting an invoice prefix will instruct the system to prefix your invoice numbers a hypothetical ABC company might prefer to see ABC at the beginning of their invoices for branding purposes ensuring you have your logo installed in the software and your address details will allow the software to display this on invoices and loan confirmations this section also contains a tab for your insurance information now for more details on setting up your company information in particular please make sure you read our getting started guide the reminders section will let you configure Tailwind to remind specific personnel when different certifications are set to expire inspections need to be done or documents need to be renewed this is a section that will help your compliance issues in this drop-down you will will be a list of all personnel that you have entered and the selected personnel will receive an alert at the specified lead time reminders can help you ensure that you remain compliant with the ICC d-o-t and NSC note that there is also a separate tab for equipment reminders look-up tables this section of the configuration lets you modify some of the many lists that Tailwind uses to populate its drop-down fields throughout the application for example the commodity type section contains a list of possible commodities you might haul allowing you to quickly select from a list rather than typing in the commodity manually every time you create a new order or shipment adding new items to these tables or removing ones you will never use Jews can make for a more efficient process down the line when you're ready to add in your commodities you will simply put the commodity description here if I move building supplies for example I will populate it here and add it in that saves me from typing building supplies in the commodity field on every order or shipment I create similarly user-defined or custom fields allow you to add new fields to a particular record for example perhaps you track an item on a customer record or an order record that we have that were locked or is individual to your company having this item as a custom field under the customers tab or the order tab whatever it relates to will allow you to conveniently track the data in question once you have labeled the field you will also have the option of making it required or configure a drop-down for you remember that each record has its own tab allowing you to have for up to four custom fields on every record equipment terrans default list of equipment types is extensive and this section allows you to remove or add types to the tree as needed for example if you are a carrier that only moves Freight on flat decks you can go ahead and delete all other equipment types which will reduce the size of the drop-down list when selecting equipment types or if there is an equipment type we have not thought of you can create it here and it will then be available for choosing on an order or dispatch example Conestoga's you can add them in and it will then be available in your pull down or empty container whatever is the needs for your type of transportation company the operation section contains configuration options for relating to operations modules into 'end these encompass a wide range of default behaviors including rules enforcement for things like carrier and owner operator insurance requirements and default settings for your shipments and ability to set default settings on customers orders shipments and dispatches financial again general information or general settings contains a number of defaults relating to financial settings including the length of your default carrier and customer pay terms accounts is where you can configure your various financial accounts for example if you have a u.s. bank visa or a come check account that you pay carriers from you can set up the account here by adding an account which will then allow you to set payments from those accounts the yellow icon button will allow you to edit any of these accounts it is here that you will setup any bank accounts or credit card accounts that you use to pay your vendors or deposit money into as payments received tax types will mostly be used by our Canadian clients we all know there is no tax on Freight in the US however there is tax on Freight in Canada and the software has the ability to enforce Canadian tax rules as a Canadian carrier or a freight broker you will set up the various HST GST and qst rates here fuel surcharges while you always have the ability to set percentage fuel surcharge rates on individual orders you can use the fuel surcharge rates configuration settings here to create FSC schedules once you create an FSC schedule you can then fetch the latest rates directly from the EIA or add a custom rate these are useful for when you have a customer that uses a specific FSC schedule once it is created here you then have the ability to set a specific schedule as a default on a customer record what set is a default on the customer record any orders created for that customer will use the FSC schedule set on the customer record payable settings will allow you to set a variety of options relating to the payment and dating of bills the revenue and expense items section allow you to create specific revenue and expense items for use throughout the system we're going to cover this off in depth in session two of our training it's simply the ability for you to categorize your revenue and expenses document fields lets you customize certain parts of the documents that Tailwind produces on your behalf including quotes bills of lading invoices and load confirmations all of the reports that you can customize are listed here for example at the bottom of a quote report at the bottom of the load confirmation include a spot for terms and conditions you can modify the corresponding document fields to include your own specific terms we recommend you quickly scan through all the available fields to ensure that their defaults match up with your company's own terms and expectations noting that terms are terms and verbiage that will print unrelated report reports and virtus mints are tag lines that you can simply make your very own for an in-depth description of the different document fields check out our article on customizing your documents integrations these settings control the integration of tailwind with external websites and software load boards allow you to give Tim with access to any load boards you use so you can easily advertise loads from within the application and you can learn more about integrations here in the support set under our tools and integration section that covers off the basics of the configuration area and once you get used to the software you may find that you will come back in here and change settings which is great as it allows the software to work closely mirror your operations the one item to ensure you are completing at setup time is your company information as this will allow the software to populate your address info and logo on various reports like invoices and load confirmations the last item on this curriculum for today's session is master records creating master records are required in order to move forward with the software we consider master files to be personnel locations customers vendors and for asset based tracking company's equipment of course our freight brokerage companies will not need any equipment records we can import these records for you or you can create them individually yourself I'm going to run through each master file with you now and remind you that there is a learning dock for each one with specifics on how to set up each different master record here in the learning center populating your database contains creating customer records vendors personnel locations and equipment and of course we've got some articles about importing and exporting your data let's start with personnel personnel records represent all the employees of your company whether they be dispatchers sales reps or truck drivers keeping your personnel files up to date will help you manage payroll pass off quotes to dispatchers track driver miles assign sales opportunities and just generally keep track of who is doing what here at the top of every list will be a create button let's note that business rules allowing you some choices and choosing a personnel as a driver let's have a look at that let's open up let's create a record so when you go ahead and create a record you have business roles down here so if this person is an account rep you can simply switch the toggle on that they are in a Cal rep or a dispatcher what I would like you to note is that when you signify that this personnel is a driver you now get a new window that populates here allowing you to track all those compliance issues that you must track on your drivers I'm going to open a driver record here so Georgia green is a driver in my database where I can keep track of her licenses and travel Doc's the expiry dates of same all of her compliance issues as well and I can also add in auto payables automatic payables is a way for the software to create these bills for you so for example if you incentivize your sales staff dispatchers by paying a commission you can set the auto payable up and apply it on the personnel record and the software can automatically create the payments to that person we also cover off automatic payables in Session two of our training so feel free go ahead get your personnel records set up making sure you access the document so that you're covering off all details for yourself location records represent any location that you might want to reference throughout Tailwind pickup and delivery locations a customer's warehouse crosstalking and storage facilities etc many of these locations will be created automatically by telling as part of other tasks but sometimes a location will be missing and you will want to create it yourself while these additional location records can be created when you're first setting up your database using the create button at the top of the list and detailing the location information location records can also be created on the fly when you're creating orders or shipments customers are an essential part of any business keeping your customer records up to date until wind will make the running of your business from operations to invoicing a lot easier let's have a look at how we'll create a customer record let's do one together using the create button at the top of the list will populate a blank form for you then you can now start populating so I'm gonna make a customer record for how about Imperial glass now you can track two different names for this company you can track an internal name and a legal name so maybe I just want to say Imperial glass and the internal name keep it short for myself while the legal name is what's going to print on the invoice to your customer so that should contain the legal name of your customer you can track their website we'll talk about the email in just a moment you can set individual account reps or sales reps to individual customer records so here in this pulldown is a list of all personnel that you've created in your database you can associate a customer to be to be associated to a specific branch in your database if you want setting the currency we are a multi currency software so setting the customers preferred currency will allow the software to handle currency issues how the customer wants to receive their invoice if you simply print and stuff the invoice into an envelope and mail it off use print of course however many customers these days are allowing us to email our invoices to them so when you choose email ensure that this email address is the email address that actually receives the invoices so this might be Imperial glass comm billing at Imperial glass com whatever info email address receives the invoices is what you will want to populate they're the type of proof of delivery this customer requires any default fuel surcharge types or schedules if the customer requires a Pio or a reference number on their invoice in order to receive that invoice from you switch this toggle on and the software will keep you safe it will remind users that this customer requires a reference number on their invoices choosing the type or categorizing your customers can be invaluable for analysis purposes probably 95% of your customers are simply going to be sent to merchants however if you are a Canadian client of ours the software will recognize that brokers and carriers are tax-exempt customers you can even detail the minimum cargo and liability insurance --is that your customer requires or set specific brokers to each customer in question if needed now of course we DT of the addresses wherever it is that this customer resides putting in the details is going to populate the map it will look at the zip code and the address and populate on the map where you will see this customer now this is the primary address typically we send our invoices to the primary address however if the customer actually has a different physical billing address switch this toggle off and you will be able to put in a separate address for that customer customer credit every customer requires some credit details to be set so here you will set the customer as approved or maybe there a cash customer to you the approval date that you are approving the credit the number of days that you are willing to accept exposure for this invoice so if your terms are 21 days populated there if there are 30 days go ahead whatever your terms are those terms are going to print on your invoices to your customer then of course the high credit that you are willing to accept for this customer and any checks that you do so I have assigned credit agreement from this customer and I check some trade references I will switch those toggles on to signify to myself one checks I did on this customer I have now populated all the details and all I have to do is hit the create button which will create the customer record and populate it on the screen for me allowing me to add notes contacts we always want to keep track of our contacts so maybe I happen to deal with Cheryl there and she's on the order desk any individual emails can be tracked here phone numbers when you create it it will populate it there you can add as many contacts as you need to a customer as well as having contacts they also have the ability to have user portal names and passwords associated to these contacts that's useful if you are making use of our customer portals and carry your portals so that is successfully creating a customer record that you can now build orders for from a customer record you have the ability to print account statements from a customer record that you've done a lot of work with I'd like to point out our raised histories so as your historical data builds it's all about accessing that data so on every customer record you're going to see a rate history here and when you click it the software will go to work for you and find every load you've ever moved for this customer showing the rate you charged where it moved from and to and the date you did the move so this becomes really valuable to you when your customers are calling asking for historical information that you might have done on any loads you've moved for them ok moving on into our master files we're looking at vendors now a vendor is anyone who provides your company with a service whether it be an external carrier customs broker or insurance provider keeping your vendor records up-to-date will allow you to assign specific work to specific vendors and ensure that they are paid for that work in a timely fashion and for asset based trucking companies an owner operator will require a vendor record as with personnel records you can assign automatic payables to an owner operator record such as revenue splitting making sure you categorize your vendors will allow for better utilization of vendor records let's have a look at that so here's just a vendor record I created for my company a company that works for me called hub insurance services here let's edit this record so I can show you here I have the ability to categorize this vendor with any of these categories so of course I've chosen insurance vendor here let's have a look at a couple of other vendor records that will help us so let's go ahead and look at an outside carrier here's one two three transport if I edit this I can see that I've categorized them as a u.s. authorized carrier and when I do I now have some details that I can track on them I can give them as a rating I can show that their contract is on file I can track docket numbers WCB numbers scat codes bond numbers I can show whether their hazmat certified I can also detail when it's a carrier we know we have to have a certificate of insurance from the carrier so I can actually detail that that information coming directly off their insurance certificate let's have a look at an owner/operator record so Joe's trucking is an owner operator in my database when I open his record I can see that he set up as an owner operator and let's edit this for a moment so I can show you that I can tell that he's using my insurance I've switched the toggle on to use the insurance directly from my branch record owner-operators will require three records in your database a vendor record a personnel record for whoever drives that owner-operators truck for compliance purposes and an equipment record we're gonna look at equipment shortly you also have the ability let me go back to that record here for a minute you also have the ability to do automatic payables on your owner operators and again we're going to cover off automatic payables in session to making sure you can as your vendors is going to allow for better utilization of vendor records so go ahead get some vendor records started for yourself let's talk about equipment keeping track of your tractors and trailers boosters and dollies where they are who's driving them when they need maintenance etc is key to running a successful trucking company Timlin provides a number of tools to help you do so and they all center around creating and maintaining your equipment records let's open up an equipment record and see what we're looking at here so an equipment record of course allows you to track license plates when it went into service for you then or social no VIN numbers that's what they are just been numbers registration CBSE decals those compliance issues you can attach fuel cards to equipment records you can keep track of weights and measurements any permits that might be kept on individual tractors or trailers you can also track the purchase price of your equipment if you want to as well you will have the ability to have services listed on each piece of equipment again helping your compliance details great that's going through an equipment record and don't forget you will create equipment records for your tractors trailers boosters dollies oh and also know that you can associate a piece of equipment to be owned by company that's for their company assets owner operators or a vendor in the case of trailing equipment very often we're finding our set based trucking companies are renting their trailing equipment these days so this allows them to create a record of that piece of equipment that they or an owner operator doesn't own you can associate it through to the rental company that you have actually rented it from great that takes us through an equipment record and finishes off our master files and covers off all the curriculum in this session one session two is going to cover off the operations side of the software thanks so much for watching bye for now