Managing Suppliers & Subcontractors

Suppliers are most commonly used as Subcontractors in TransMaS. They can be added to the schedule and assigned work, can generate purchase orders, and use the driver's app depending on their set up.

Contents

Adding a new supplier

To create a new supplier on TransMaS, do the following:

1. Select Settings from the menu
2. Click Suppliers under Scheduling Settings
3. Click Create at the top right
4. Complete any required fields in the new screen
   1. Code: This should be a shorthand version that you refer to the supplier internally
   2. Name: The company name of the supplier.
   3. Fill out any desired address and contact info.
   4. Subcontractor: The subcontractor box is checked by default
   5. Managed: Whether this is a managed subcontractor - Managed subcontractors are treated similarly to own drivers in that they can generate ETA's between activities
   6. Subcontract days: If you want the subcontractor to generate shifts automatically, select the days the roster. Otherwise you can always create a load for them manually.
5. Click Create

Updating a supplier

1. Select Settings from the menu
2. Click Suppliers under Scheduling Settings
3. Find the supplier in the list
4. Click the View button
5. Update the information required and click Update
6. The new data is now live.

Put a subcontractor on auto-schedule

1. Open the supplier's account (Settings > Suppliers > click View button)
2. Click the Subcontract tab
3. Select which days of the week you want the system to generate loads for.
4. Click the Update button

Unlike your own drivers, you can't add absences or create shift patterns that are more detailed than day of week for subcontractors.

Learn more about: How Auto-Scheduling Works

Giving a subcontractor access to the driver's app

1. Open the list of suppliers.
2. If the subcontractor already has a pin for access, it will show in the pin column.
3. At the end of each line is a button that allows you to generate a pin.
4. The subcontractor will need that plus your company's code (visible at the very top left of your screen) to log in.

See Transmas Drivers App features for more info.

Export a list of suppliers

• Open the list of suppliers.
• Click Export on the top right to export a CSV spreadsheet of your suppliers.

Manage subcontractor expiry dates

The dates view let you get a handy overview of Subcontractor's upcoming expiration dates and their current status:

• Motor: Motor Insurance
• Git: Good In Transit Insurance
• Eli: Employers Liability Insurance
• Ol: Operators Licence

To adjust dates, or add supporting documentation, click the View button then navigate to the Subcontract tab. All documents, even older ones that have been replaced with newer documentation, will be visible in the Documents tab.

Prevent individual rates being displayed on a PO

If you would prefer to give your subcontractors rates by week or day, you can select Summary PO Total under the Accounts tab of a Supplier profile. This will remove individual job rates from the purchase order PDF.

Archiving a supplier

1. Open the list of suppliers.
2. At the end of each line is a bin button that allows you to archive a supplier,
3. Once archived, they will no longer appear in any dropdown menus, although they may show on existing orders, reports filters, and the order search screen.