Creating an order

At the very start of the TransMaS journey is the order creation. The main principle of the system is taking your orders from creation to invoice.

Where do I begin?

There are two ways of start creating a sales order. The first is clicking the + Create on the top middle and clicking order. The second and easier way of doing it is by pressing F8 anywhere in the system. This will bring the create order screen up so you can quickly add it from anywhere.

What do I need to create the order?

When creating the order there is a minimum amount you need. All of the boxes that are required are helpfully marked as [REQUIRED]

Here are the fields and what they mean:

• Customer - This is which customer the order is for
  • If they don't appear you may need to create the customer. There is an option in the dropdown to create a new customer - see How to set up a new customer for more info.
  • Pressing F2  inside a customer or location search box will open a full search dialog with more information.
  • If there are any order templates for the customer you selected, a dialog will display with available order templates. You can select one or click "Don't Use Template" in the bottom right. See Using Order Templates for more info.
• Customer reference - This is a reference number. This can sometimes be required depending on the customer.
  • To make a customer reference be required tick the box in the Details tab of the Customer Profile.
• Order Type - This is the type of load for example BULK, GENERAL, etc.
  • If it is a new type this can also be added under the Settings > Order Types
• Service Level - This is the level of service the customer is getting, for example, same day, next day, standard.
  • To set this up it is under Settings > Service Level
• PO Number - This is the purchase order number
  • This can also be marked as required under the Configuration tab of a Customer Profile.
• Container used - This is the container that will be on the back of the vehicle
  • This can be set up under Settings > Containers
• Internal notes - These are notes that can be added to the order but will only appear internally on the order
• Keywords - Assigning keywords to orders allows you to filter them via the search tool. You can set them to anything you like, but some reserved order keywords have special functions, such as WTN for waste transfer notes.
• Require documents - If this is ticked, it will mean the order cannot be completed with documents.
• Save as template - If this is toggled, it will create both the order and a template with the same info as the order. See Using Order Templates for more info.

C & D Details = Collection and delivery details

• Location - This is the location for collecting / Delivering the product
  • Learn more: All About Locations
• Collection / Delivery reference - This is normally collection /  delivery numbers
• Date & times - This will determine when the order appears on your scheduled work to allocate to your drivers
  • The text box underneath it is collection notes which can appear on the driver's app. They will also appear in the printed Delivery Notes until the delivery is completed, at which time they are replaced by the driver notes made in the app if there are any.

Products

• Cargo Name - This is the name of the product
  • This can be added under Settings > Products
  • When adding cargo, you will be given a list of existing records that you can click to edit.
• Quantity - Is the ordered amount of the product
• Units - This is a second box for the amount of product if needed (ie weight or volume)

Consignment Rate - This is the total rate for the consignment 

• Within TransMaS you have different rates you can use on any order such as trip rate or cost per tonne. See more about order rate types.
• If you have a rate table assigned to your customer, and the system will automatically use it to calculate the rate for the order, and you will see "Calculated by Rate Table" under the Rate Type drop down. See Working with Rate Tables for more info.

Your Time estimates are an estimate of how long this entire consignment will take to be completed, based on distance and average time on site for the locations used.

How do I do a multi-trip order?

We make that nice and easy. In the top right of the order screen, there is a + icon.

This will allow you to create a new leg of the order that will allow you to input the next leg of the order. When you are looking at the order each leg will show as different consignments.

To finish completing the order please click Create Order and this will add you order to TransMaS.