Carrier File Maintenance - TMW Systemstmws.tmwsystems.com/.../tmws/docs/File_Maintenance/… ·...

7. Carrier File MaintenanceWhat is a carrier profile?......................................................................................................7.2

Carrier File Maintenance field definitions........................................................................7.2Adding a carrier file record...................................................................................................7.9

Assigning a carrier ID......................................................................................................7.9Letting the system assign a carrier ID based on carrier name and city...................7.10

[Misc] CreateCarrierCode..................................................................................7.10Using a carrier's MC number as the carrier ID.........................................................7.11

[Misc] CarrierIDFormat......................................................................................7.11Manually assigning a carrier ID...............................................................................7.11

Looking up a carrier record...........................................................................................7.12Deleting a carrier record...............................................................................................7.12

Setting up a Pay To for a carrier.........................................................................................7.14Creating a new Pay To profile for the carrier................................................................7.15Editing the carrier's Pay To profile................................................................................7.15

Recording/viewing a carrier's expirations...........................................................................7.16Selecting the status of expirations you want to view....................................................7.18Adding an expiration.....................................................................................................7.19Deleting an expiration..................................................................................................7.20Marking an expiration as complete...............................................................................7.20Activating the Expiration Audit report feature..............................................................7.21

ExpirationAudit..................................................................................................7.21Allowing the expiration code to set the carrier's status................................................7.23

UseMaxCarrierExpirationCode...........................................................................7.24Excluding carriers with active expirations from asset assignment................................7.26

SelectActiveCarriersOnly...................................................................................7.26Recording/viewing a carrier's qualifications.......................................................................7.27Recording load requirement-related information for non-board carriers' assets.................7.29

Working with a carrier's tractor and trailer accessories................................................7.29Adding an accessory record....................................................................................7.30Deleting an accessory record..................................................................................7.31

Working with a carrier's driver qualifications................................................................7.31Adding a driver qualification...................................................................................7.32Deleting a driver qualification.................................................................................7.32Turning off the asset load requirements check for non-board carriers....................7.32

IgnoreCarrierLoadRequirements........................................................................7.32Recording/viewing notes about a carrier............................................................................7.33

Adding notes to a carrier profile...................................................................................7.33Deleting a note.............................................................................................................7.35Viewing notes...............................................................................................................7.35

Recording/viewing a carrier's accident history...................................................................7.37Adding an accident record............................................................................................7.37Deleting an accident record..........................................................................................7.38

Recording/viewing a carrier's history of complaints...........................................................7.39Adding a complaint record............................................................................................7.39Deleting a complaint record.........................................................................................7.40Looking up complaint records by date range................................................................7.40

File Maintenance 1 Revised: 6/2016TMWSuite Copyright TMW Systems, Inc.

Carrier File Maintenance

What is a carrier profile?Resource profiles are a series of information folders that contain data relevant to one individual resource. You must create a profile for each resource referenced in the system. When your company contracts with a new third party carrier, a profile must be created for that carrier. The Carrier File Maintenance window is used to record carrier profile information.

Carrier File Maintenance field definitions

GENERAL

Name Carrier's name. A maximum of 64 alphanumeric characters is allowed.

Address (Line 1)

First of two lines used to record the carrier's street address. A maximum of 64 alphanumeric characters is allowed.

Address (Line 2)

Second of two lines used to record the carrier's street address. A maximum of 64 alphanumeric characters is allowed.



City, State Carrier's city and state/province location.Notes:1. If applicable, the county may also be identified.2. The city and state/province combination must exist in the

city file before entry in this field.

Country Country in which the carrier is located. A maximum of 64 alphanumeric characters is allowed.

ID Carrier's unique identification code. The maximum length is eight alphanumeric characters.

Alt ID Alternative identification code used to identify the carrier. The maximum length is eight alphanumeric characters.Note: This code may represent a code assigned to the carrier in another computer system, such as an accounting package.

SCAC Carrier's Standard Carrier Alpha Code.

Zip Five-digit or nine-digit zip/postal code for the city.

PHONES Notes:1. When making entries in these fields, do not enter any

dashes or spaces; the system will format the field correctly. 2. Multiple contacts for a carrier can be entered in the Carrier

Contacts window. The window does not automatically display the information recorded in the Phones section as a contact record. For more information, see the Recording contact information for TMWSuite entities guide.

Main Primary telephone number at which the carrier can be reached.

Secondary Alternate telephone number at which the carrier can be reached.

Fax Carrier's fax number.

Contact Name of the person who is the primary telephone contact for the carrier.



MISC

Pay to ID Person or organization that should be paid for loads that this carrier hauls.Notes:1. Entry in this field is required. If it is erroneously left as

UNKNOWN, the Pay To ID will not be stamped on the carrier's settlement records. Also, the Pay To name will not print on the carrier's settlement sheets, which will make it impossible for payroll personnel to match the sheets with the appropriate Pay To.

2. The Pay To record must be set up before an entry can be made here.

Fed ID Carrier's Federal Tax Identification number.

MC No Carrier's Motor Carrier number. A maximum of 12 alphanumeric characters is allowed.

DOT No Carrier's USDOT number. A maximum of 10 alphanumeric characters is allowed.

Last Act Currently not functional.

Email Carrier's e-mail address.Notes:1. E-mail addresses for carriers can also be entered in the

Carrier Contacts window, which is accessed from the Carrier File Maintenance window by clicking Contact Info in the sheet toolbar.

2. The Carrier Contacts window does not automatically display the carrier's previously recorded e-mail address as a contact record.

3. If you are using the Advanced Carrier Selection add-on module and sending confirmation letters as e-mail, the system uses the e-mail address in this field by default. For more information, see the Submitting the load confirmation letter section in the Advanced Carrier Selection guide's "Using the Advanced Carrier Selection window" chapter.



Currency Carrier's currency type.Notes:1. The field name and options are user-defined in the

Currencies label, accessed in the System Administration application. The field name cannot be changed by an entry in the label's Name field.

2. If a Pay To ID has been recorded for the carrier, this value should match the value in the Currency field of the carrier's Pay To. If the two values do not match, the system will use the Currency value for the Pay To when calculating pay for the carrier. If no Pay To has been recorded for the carrier, the system will use the Currency value specified in Carrier File Maintenance.

Contract # Carrier's contract number. A maximum of 19 alphanumeric characters is allowed.

Use Cash Card Indicates whether the carrier is permitted to use a cash card belonging to your company. The options are:

Yes No

Status Indicates the carrier's status. The options are: Active Inactive

Inactive Date Date the carrier became unavailable for dispatch, based on an expiration.Notes:1. By default, when the carrier has more than one active

expiration, the system uses this logic to choose the expiration that sets the carrier's status:

2. If an Inactive carrier expiration is in effect, use that expiration to set the status. An Inactive expiration has INA recorded in its Abbr

field. If no Inactive expiration is in effect, use the expiration

with the latest date recorded in its End Date field. 3. If multiple expirations have the same latest date, use the

expiration with the highest number recorded in the Code field when setting up a carrier expiration in the CarExp label, accessed in the System Administration application.

Acctg Type Carrier's accounting type is Accts Payable.



Board Carrier can be an inside carrier or an outside carrier. An inside carrier is called a board carrier because the activities of its resources (drivers, tractors, trailers) are tracked on the Dispatch Planning Worksheet (also known as the Dispatch Board). An outside carrier is called a non-board carrier because the activities of its resources are not tracked on the Dispatch Planning Worksheet.

If the activities of the carrier's resources will be tracked in the Planning Worksheet, the Board check box must be selected.

Branch Executing Terminal

As of V.2010, you can link the carrier with an executing terminal (carrier representative). Specifying a value in this field allows you to use it as a restriction in the Find Carrier scroll window. Notes:1. This field is available only when you are set up to use

branch configuration functionality, that is, you have an entry of Y in String1 of the TrackBranch General Info Table setting.

2. The field display name is determined by your entries in the TrackBranch setting.

3. For details on setting up branches as cost centers, see the "Branch File Maintenance" chapter in the File Maintenance guide.

4. For details on setting up booking and executing entities, see: The "Setting up the system to use the

Status Based Loads grid" chapter in the Status Based Loads Grids guide.

The Terminal and CSR setup topic in the CRM Right help, or the CRM Right guide, which is the PDF version of the help.

CARRIER TYPES

Car Type1 Field name and options are user-defined in the CarType1 label, accessed in the System Administration application. Assigning carriers to carrier classifications allows you to track the revenue collected for trips assigned to those carriers. In some cases, such classifications may also govern the pay rates used to determine carrier settlements.






INSURANCE

Liability Limits Carrier's total liability coverage. The maximum value that can be entered is $999,999,999.

Cargo Limits Carrier's liability coverage for cargo. The maximum value that can be entered is $999,999,999.Note: If you have the Enhanced Brokerage license and are using the Advanced Carrier Selection window to assign a carrier on a trip, the system will compare the value in this field with the value recorded as the order's freight value. If the carrier's Cargo Limits is not greater than the order's freight value, the system will not allow the assignment.

In Order Entry, the order's freight value is recorded in the Fgt. Val. field in the order header section of the window. In the Trip Folder, the freight value is recorded in the Order Header Information window's Frgt. Value field.

For more information about the Advanced Carrier Selection add-on, contact TMW Sales.

Certificate of Insurance

Indicates whether the carrier has a certificate of insurance. The options are:

Blank (no entry) Y N



W9 Indicates whether the carrier has filed a W9 form with your company. The options are:

Blank (no entry) Y N

Contract on File

Identifies whether the carrier has a contract with your company. Allowable values in this field are blank (no entry), Y, and N.

Service Rating Rating that reflects the carrier's past performance for your company.

EDI Flags

204 EDI 204 is used to tender a shipment to a carrier and/or forward the shipment details to a carrier, consignee or third party. It provides the carrier (and/or third party) with an electronic version of the Bill of Lading rating and scheduling information pertinent to the shipment.It can also be used to send an electronic load tender or manifest.

210 EDI 210 provides an itemized record of freight charges for the shipper, consignee, or third party. It can also be used to request payment for services rendered by the motor carrier or to provide details about freight shipment charges. Typically, an invoice is sent for each shipment.

214 EDI 214 transmits the status of a shipment to the shipper, consignee, or other parties. It can also be used to provide customers with carrier performance data, pickup or delivery dates and times, and information about shipments in transit.

COMMENTS

Car Misc1 Field name is user-defined in the CarMisc1 label, accessed in the System Administration application. You can use this field to enter a free-form comment about the company. A maximum of 254 characters is allowed.






Notes Click the Notes indicator to view/record notes for a carrier. If no notes exist, the indicator is grey. If a note exists, the indicator is yellow. If a note has been assigned Alert status exists, the indicator is red.

RevType1-4 Names and options for these fields are user-defined; setup occurs in the Revenue Type 1-4 labels in the System Administration application. Assignment of orders to revenue classifications allows you to track revenue collected for different types of loads.

Adding a carrier file recordBefore a carrier can be assigned on trips, you must create a profile for it.

1. Select Edit > Carrier, or click Carrier in the frame toolbar. A blank Carrier File Maintenance window is shown, along with the icons that make up the sheet toolbar.

2. Do one of the following: Select File > New.

Click New in the sheet toolbar.A new carrier profile is displayed.

3. Complete the carrier profile by entering data in all appropriate fields, leaving those fields that do not apply blank. Use TAB to move forward through data fields and SHIFT+TAB to move backward through data fields.Note: If carrier payment is based on the carrier class to which the carrier belongs, make the appropriate entries in the Carrier Type field(s), located in the Carrier Types section of the window. Your company can customize the names of these fields, and the options listed for them, in the CarType1-4 labels accessed in the System Administration application.

4. Select File > Save, or click Save in the sheet toolbar.



Note: While each carrier should have a complete profile to maintain the accuracy of system data, it is possible to add a mini-profile on the fly. If, for example, the dispatcher finds that the carrier has not yet been added to the system, you can select Tools > Add Carrier to create a carrier profile that contains the minimum amount of information necessary to use the carrier in the system. That mini-profile must later be modified to create a complete profile.

Assigning a carrier IDBy default, you must enter the carrier ID manually when you create a new carrier record. However, you can set up the system to assign a carrier ID automatically when a new carrier record is first saved. You can configure the system to do either of the following:

Use the same format as the company IDs created in Company File Maintenance (that is, the first three characters of the carrier name, followed by the first three characters of the city name). Use the MC number entered in the MC No field to generate the carrier ID code.

Letting the system assign a carrier ID based on carrier name and cityYou must use the CreateCarrierCode INI setting to set up the system to create a carrier ID based on the carrier' name and the name of the city where it is located.

[Misc]CreateCarrierCode

Applies to TMWSuite: 2007.06_10.0600 and laterDescription This setting determines whether the system will automatically create a

carrier code from the carrier's name and its city location. The system uses the first three letters of the carrier’s name, followed by the first three letters of the carrier’s city location as the ID.

Options No (default)The system will not generate a unique carrier ID.

YesCopy The system will automatically generate a unique carrier ID as soon as you make entries in the Name and City, St fields.

Additional Notes

This setting affects only TMWSuite V.2007 (build 2007.06_10.0600) and later. It is ignored by earlier versions, which force you to enter a carrier ID.

To let the system assign the carrier code based on the carrier name and city name, do the following:1. Enter the carrier's name in the Name field.



2. Make the appropriate entry in the City, St field.3. Leave the ID field blank.

Note: When you tab out of the City, St field, the system automatically assigns a carrier code in the ID field. The code consists of the first three characters of the carrier name, followed by the first three characters of the city name. For example, if Gifford Freight is located in Columbus, Ohio, the system assigns the carrier ID GIFCOL.To prevent multiple carriers from having the same carrier ID, the system appends a 2-digit suffix to each duplicate of a 6-character code. The suffix 01 is assigned to the first instance, 02 is assigned to the second instance, and so on. For example, if Gifford Freight, Giffinger Moving, and Giffolk Distribution were all located in Columbus, Ohio. The system would assign codes of GIFCOL, GIFCOL01, and GIFCOL02, respectively.

4. Click Save.If you attempt to create and save a duplicate profile for a carrier, the system displays a message stating "Carrier Id already exists. You must change the ID to save."Click OK to close the message. Enter a unique carrier ID in the ID field and click

Save again.

Using a carrier's MC number as the carrier IDYou must use the CarrierIDFormat INI setting to set up the system to use the carrier's MC Number as its carrier ID.

[Misc]CarrierIDFormat

Applies to TMWSuite: 2009.08_08.0709 and laterDescription This setting allows you to use your entry in the MC No field in Carrier

File Maintenance to generate the carrier ID code when you create a carrier profile and save the profile for the first time.

Options Leave blank (default) MCNumber

When you create and save a carrier profile, the system will automatically generate the carrier ID code by copying your entry in the MC No field to the ID field.



[Misc]CarrierIDFormat

Additional Notes

1. This setting requires the CreateCarrierCode=No setting in the [Misc] section of your TTS50.ini file. If CreateCarrierCode=Yes, the system ignores the entry in the MC No field. Instead, it uses the first three letters of the carrier’s name, followed by the first three letters of the carrier’s city location as the ID.

2. If the MC No field contains more than eight characters, an error message indicates that the carrier ID may include a maximum of eight alphanumeric characters.

3. If the MC No field is blank, an error message indicates that the field must contain a value.

4. If your entry in the MC No field is a duplicate of an existing MC number, an error message indicates that the number has already been used and cannot be duplicated.

To use a carrier's MC number as the carrier ID code, do the following:1. Enter the carrier's name in the Name field.2. Make the appropriate entry in the City, St field.3. Leave the ID field blank.4. Enter the carrier's motor carrier number in the MC No field.

5. Select File > Save, or click Save in the sheet toolbar.The system copies your entry in the MC No field to the ID field.

Manually assigning a carrier ID If you prefer not to have the system assign the carrier code, manually enter an ID in the ID field before you save. The maximum length is eight alphanumeric characters.

Looking up a carrier recordTo view the profile of a carrier already entered into the system, do the following:

1. Select Edit > Carrier, or click Carrier in the frame toolbar. A blank Carrier File Maintenance folder is displayed, along with the icons that make up the sheet toolbar.

2. In the tab area of the folder, enter the carrier ID.3. Do one of the following:

Press ENTER. Select File > Open.

Click Open in the sheet toolbar.The carrier profile is displayed.



Deleting a carrier recordIt is recommended that you make unneeded carriers unavailable rather than deleting them. To do so, create an expiration for the carrier that uses the Inactive system code as the expiration type. This will prevent the carrier's ID from being displayed in drop-down lists from which you would select a carrier for assignment on an order.

Note: You can still see IDs for inactive carriers if you have the Show Retired Items check box selected in the Set List Box Property window. The window is accessed from the Tools menu in all base applications.

However, if needed, you can delete a carrier record, as long as the carrier has never been recorded on a trip.

Warning: The system does not check for references to a carrier on any records other than trips.

1. With the record for the carrier you want to delete displayed in the Carrier File Maintenance window, do one of the following:

Click Delete in the sheet toolbar. Select File > Delete.

2. With the record for the carrier you want to delete displayed in the Carrier File Maintenance window, do one of the following:

3. Click Yes to delete the carrier record.The system checks to see if the record has been used on a trip. If the system check shows that the carrier was never used on an order, the

record will be deleted.



If the system check shows that the carrier has been used on a trip, the record will not be deleted and a message similar to the one shown here is displayed:

In this example, the carrier has been assigned on trips and will not be deleted.



Setting up a Pay To for a carrierWhen setting up a carrier profile as an accounts payable resource, you must specify a Pay To for that resource.

Note: Carriers are accounts payable resources whether they are board carriers or non-board carriers.

When Accts Payable is selected in the Acctg Type field of the Carrier File Maintenance window, you can access the Pay To File Maintenance window from any carrier profile by using the Add PayTo or Edit PayTo buttons. The Add PayTo and Edit PayTo buttons will appear in the Carrier File Maintenance window when the [Misc] DisableAutoPayTo=N setting in your TTS50.

If a Pay To ID has not been specified for the resource, the Add PayTo button will appear. If a Pay To ID has been specified for the resource, the Edit PayTo button will appear.

In the Carrier File Maintenance window, the buttons appear just above the Pay To ID field in the Misc section:

If Accts Payable is selected as the carrier's accounting type but you have not specified a Pay To before saving the profile, a warning message is displayed:

If you click Yes, the Pay To File Maintenance window displays. If you click No, the carrier profile will be saved without a designated Pay To. The value in the Pay To ID field for the resource will be UNKNOWN.Note: This warning will appear each time the resource profile is saved until a Pay To is specified. If you click Cancel, the resource profile will not be saved.



Creating a new Pay To profile for the carrierIf the Pay To ID field in the carrier profile is set to UNKNOWN, the Add PayTo button appears. To create a new Pay To profile for the carrier, perform the following steps:1. Click Add PayTo. A blank Pay To File Maintenance window displays.

Notes:1. When you click the Add PayTo button from the Carrier File Maintenance

window, any information entered in the name, address, and phone number fields will be entered in the corresponding fields of the Pay To File Maintenance window.

2. When the Pay To File Maintenance window is accessed in this way, you cannot access the menu bar or the frame and sheet toolbars. Therefore, you will not have access to any additional functionality associated with the Pay To File Maintenance window.

2. Complete the required information for the Pay To.

3. When finished, click Save in the Pay To File Maintenance window.4. Close the Pay To File Maintenance window to return to the Carrier File

Maintenance window.

Editing the carrier's Pay To profileIf a Pay To profile has been selected in the Pay To ID field of the carrier profile, the Edit PayTo button is displayed. To edit the carrier's Pay To profile, perform the following steps:1. Click Edit PayTo. The Pay To File Maintenance window for the specified Pay To

displays.Note: When the Pay To File Maintenance window is accessed in this way, you will not have access to the menu bar or the frame and sheet toolbars. Therefore, you will not have access to any additional functionality associated with the Pay To File Maintenance window.

2. Edit the Pay To profile as necessary.

3. When finished, click Save in the Pay To File Maintenance window.4. Close the Pay To File Maintenance window to return to the Carrier File

Maintenance window.



Recording/viewing a carrier's expirationsTMWSuite allows you to schedule key activities for your resources, as well as dates and reasons they will be unavailable for service in the future. Key activities and out-of-service reasons are custom-defined by your company in the label file within System Administration. Within TMWSuite, notices regarding key activities and out-of-service dates are referred to as expirations. Expirations are added, modified, and deleted in the Driver/Equipment Status window, which can be accessed in File Maintenance and Dispatch. Any expiration record can be entered or updated in the File Maintenance application. Some records may also be entered or updated in the Dispatch application. Data entered in one application will appear in the other.

Notes:1. Two types of carrier expirations are set up in System Administration using the

CarExp and CarStatus labels. Non-dispatch type expirations

By default, non-dispatch type expirations cannot be added or updated in Dispatch. Such expirations have been assigned codes of 199 or less within System Administration. To allow dispatchers to modify non-dispatch expirations, the [Dispatch] OverrideDispExp=Yes setting must exist in your TTS50.

Dispatch type expirations Dispatch type expirations are those that can be added and/or updated in the Dispatch application. Such expirations have been assigned codes of 200 or greater within System Administration.

2. Two carrier expirations established as system codes are Active and In Active, abbreviated ACT and INA, respectively. If you decide to set up other Carrier Expirations, note that you cannot use INS as an abbreviation as it is reserved for In Service expirations, which do not apply to carriers. Use of INS for carriers will cause the system to insert In Service expirations.



To access the Driver/Equipment Status window, do one of the following: Select Edit > Expirations.

Click Expirations in the sheet toolbar.

Note: If you open the window with a carrier's profile opened, the carrier's expirations will automatically display. If you select the command with no carrier profile opened, the system will default to Carrier as the resource type, but you must enter the ID in the second of the two fields in the top left corner of the Driver/Equipment Status window.

When you enter an expiration record, you must specify its priority. There are two priority levels:

Priority 1 Critical expirations are assigned a priority of 1. Their completion is required. If a resource has a Priority 1 expiration that has not been marked as completed, the system will not allow dispatch of that resource on, or after, the expiration's effective date. Priority 2 Expirations that are not critical are assigned a priority of 2. Due to their secondary nature, such expirations are categorized as Priority 2 expirations.



Note: User-defined priority values for expirations are set up in System Administration using the ExpPriority label in the label file. The code assigned to a priority value determines the priority's effect on the system. A code of 1 signifies a Priority 1 value. A code of 2 or greater signifies a Priority 2 value.

Although some priority values may be custom-defined by your company, two system codes exist in the ExpPriority label:

RequiredThe label option, Required, has a code of 1, which means it has a Priority 1 value. When an expiration is categorized as Required, dispatch of a resource with that expiration will not be allowed on, or after, the expiration's effective date until the expiration is marked as completed. Key DateThe label option, Key Date, has a code of 9. Since the code is greater than 2, this means it has a Priority 2 value. Key Date can be used for an expiration that represents a significant date. Key Date expirations will never prevent resources from being dispatched.

Your System Administrator can provide a list of your company's Priority 1 and Priority 2 values.

Selecting the status of expirations you want to viewIn the lower left of the Driver/Equipment Status window, three radio buttons are used to specify the status of the expirations you want to see:

Show Open Expirations onlyDisplays expirations that are not marked as Done. Show Closed Expirations onlyDisplays expirations that were marked as Done within a specific date range. Show both Open and Closed expirations Displays both open expirations and those that were marked as Done within a specific date range.

For example, follow these steps to display only expirations for a carrier that were marked Done:1. Select the Show Closed Expirations only radio button.

2. The From and To fields displayed in the lower right corner of the window are used to record the range of completion dates for the expirations to be listed. Enter the beginning date in the From field. Enter the ending date in the To field.

3. Click Open. The system automatically displays all expirations that have been marked as Done and that have completion dates falling within the specified date range.



Note: Two expirations can be seen at one time. If more than two expirations are listed, the system displays a scroll bar to the right. Use the scroll bar to view additional expirations.

4. After completing your review of the expirations, you can clear them from the window by clearing the Show Closed expiration only check box.

Adding an expiration To add an expiration, follow these steps:1. With the carrier's profile opened, click Add. A new expiration line is displayed.

The system automatically transfers the type of look up you initiated, such as Carrier, to the Res type field. The system also transfers the appropriate ID to the Carrier Id field.

2. Make entries in these fields.Type Select the appropriate expiration type from the drop-down

list that is displayed when you click in this field.Note: The options are set up in the CarExp label, accessed in System Administration.

Exp Date Do one of the following: If the expiration occurs on a specific date, enter that date here. If the expiration involves a date range, enter the beginning date here.

End Date Enter the date when the expiration is expected to be completed.

Location If the resource is to go to a particular location to have the expiration satisfied, enter the company code for that site here.

City/State The system will populate this field automatically, based on your entry in the Location field.

Priority To rank the importance of the expiration, select the appropriate priority code.



Expiration Pairing

This field is used to activate the expiration link between a driver and a tractor; it is not applicable for a carrier profile.

Done Do not make an entry here. This check box is used to mark the expiration as complete.

3. Repeat Steps 1 - 2 for each additional expiration to be recorded.4. Click Save to save your entries.5. Click Close to exit the Driver/Equipment Status window.

Deleting an expiration If an expiration has been recorded in error, you can delete it from the system. 1. Position the cursor in any field for the expiration to be removed.2. Click Delete.3. The system asks if you are sure you want to continue with the deletion. Do one of

the following. Click Yes to complete the deletion. Click No to cancel the deletion.

4. If you selected Yes, click Save. The system permanently deletes the expiration5. Click Close to exit the Driver/Equipment Status window.

Marking an expiration as complete When an expiration has been satisfied, you must use the Driver/Equipment Status window to record its completion. Until you do so, the system assumes that it is still unfinished. Once a Priority 1 expiration has reached its effective date, the system will not allow dispatch of the resource. To mark an expiration as done, follow these steps:1. If needed, change the date shown in the Completion Date field.2. Select the Done check box.3. Click Save.

Note: If you have the Show Open expirations only radio button selected, the expiration record is no longer displayed in the window. The expiration is still displayed if you have the Show both Open and Closed expirations radio button selected. Once the expiration is marked as done, the system will not check future trip dates and times against its effective date(s).



Activating the Expiration Audit report featureTMWSuite allows you to track all changes that were made to a resource's expirations in both the File Maintenance and Dispatch applications.The feature is activated by the ExpirationAudit General Info Table setting.

ExpirationAudit

Applies to TMWSuite: 2003 and laterDescription This setting turns on the expiration audit feature. String1 N (default)

The system will not track the creation of, or any changes made to an expiration.

YThe system will track the creation of, and any changes made to an expiration.

When the feature is turned on, the Audit button is added to the Driver/Equipment Status window:

To view/print a report of the activity pertaining to all closed and opened expirations recorded for a resource, click Audit. The Expiration Activities window is displayed. Notice that the resource type and ID are included in the window's title:

The activity appears in chronological order, with the latest change as the first line. Information is displayed in these columns:

Date The date/time the expiration was created, updated, completed, or deleted.

Key The unique, system-generated identifier assigned to the expiration by the system.Note: This column corresponds to the Key field in the Driver/Equipment Status window.



User The user ID of the person who recorded the expiration or made changes to it.

Type The type of expiration, as recorded in the Driver/Equipment Status window.

Action The type of change made, e.g., created, updated, deleted, or completed.

Update Notes Detailed information about the change(s) made. You can use the scroll bar at the bottom of the window to view the entire Update Note column.

Note: Activity is tracked only for expirations recorded after the feature has been activated.

If desired, you can click Print to send the audit report directly to your default printer.



Allowing the expiration code to set the carrier's statusA carrier expiration is used to remove a carrier from service, temporarily or permanently. When a carrier expiration goes into effect, the system updates the carrier's status based on the expiration. For example, the carrier MENCAR has an Insurance Renewal expiration in effect, which is shown here in the Driver/Equipment Status window. In the carrier's profile, notice that the system updated the carrier's status to match the expiration's name. It also sets the carrier's Inactive Date field to the date recorded for the expiration's start date (Exp Date field).

By default, when the carrier has more than one active expiration, the system uses this logic to choose the expiration that sets the carrier's status:1. If an Inactive carrier expiration is in effect, use that expiration to set the status.

Note: An Inactive expiration has INA recorded in its Abbr field.2. If an Inactive expiration is not in effect, use the expiration with the latest date

recorded in its End Date field.



3. If multiple expirations have the same latest date, use the expiration with the highest number recorded in the Code field when setting up a carrier expiration in the CarExp label, accessed in the System Administration application.

You can set up the system so that when more than one expiration is in effect for a carrier, the system will set the carrier's status based on the expiration with the highest value recorded in its Code label.

Note: When setting up a carrier expiration in the CarExp label, you must also set up a corresponding carrier status label in the CarStatus label file.

This feature is activated by the UseMaxCarrierExpirationCode General Info Table setting.

UseMaxCarrierExpirationCode

Applies to TMWSuite: 2008.07_08.0506 and laterDescription A carrier expiration is used to remove a carrier from service,

temporarily or permanently. When a carrier expiration goes into effect, the system updates the carrier’s status based on the expiration. You can set up the system so that when more than one expiration is in effect for a carrier, the system will set the carrier’s status based on the expiration that has the highest value recorded in its Code field.



UseMaxCarrierExpirationCode

String1 When a carrier has more than one expiration in effect, your entry in the String1 field determines whether the system will set the status to the expiration that has the highest value recorded in its Code field. N (default)

In instances where the carrier has more than one active expiration, the following logic is used to choose the expiration that will set the carrier’s status:1. If an Inactive carrier expiration is in effect, use that expiration to

set the status.Note: An Inactive expiration has INA recorded in its Abbr field of the CarExp label.

2. If no Inactive expiration is in effect, use the expiration that has the latest date recorded in its End Date field.

3. If more than one expiration has the same latest date, select from the expirations that share the latest date the one that has the highest number recorded in its Code field.

YThe active expiration having the highest value recorded in its Code field will set the carrier’s status. It also determines the date the carrier becomes unavailable, which is the date displayed in the Inactive Date field in the carrier’s profile.

Additional Notes

When setting up a carrier expiration in the CarExp label, you must also set up a corresponding carrier status label in CarStatus label file.



Excluding carriers with active expirations from asset assignmentFirst available in TMWSuite: 2014.13_07.0242By default, the system shows carriers with active expirations in the Asset Assignment window and the Trip Folder's Stop Detail grid. When starting a trip, this may result in having to change carrier assignments. The SelectActiveCarriersOnly General Info Table setting allows you to exclude carriers with active expirations from being available for assignment in Order Entry and Dispatch.

SelectActiveCarriersOnly

Applies to TMWSuite: 2014.13_07.0242Description Exclude carriers with active expirations from being listed as available

for assignment in Order Entry and Dispatch.String1 N (default)

Do not exclude carriers with active expirations. Y

Exclude carriers with active expirations.Carriers with active expirations will not be available for selection in the Carrier field in these locations: Assign Driver/Equipment window in Order Entry. Asset Assignment window in Dispatch. Trip Folder's Stop Detail grid.

Additional Notes

This setting does not apply to assigning a driver, tractor, or trailer to a trip.



Recording/viewing a carrier's qualificationsWhen a carrier is assigned to a order that has load requirements, those requirements can pertain to:

Driver qualificationsNote: Driver qualifications are defined using the DrvAcc label, accessed in System Administration. Tractor accessoriesNote: Tractor accessories are defined using the TrcAcc label, accessed in System Administration. Trailer accessoriesNote: Trailer qualifications are defined using the TrlAcc label, accessed in System Administration. Carrier qualificationsNote: Carrier qualifications pertain to the carrier as an entity. They are defined using the CarQual label, accessed in System Administration.

When you are setting up profiles for board carriers, you record the driver qualifications and tractor/trailer accessories in the individual driver/tractor/trailer profiles of the assets associated with the carrier.When you are setting up profiles for non-board carriers, no individual drivers/tractors/ or trailers are identified as being associated with the carrier. Therefore, the Carrier File Maintenance window allows you to record driver qualifications and tractor/trailer accessories for the carrier's assets as a whole, rather than individual assets.

Note: TMW recommends that you do not record this information in the profiles of board carriers. Instead, record information for board carriers' resources in the individual profiles of their drivers, tractors, and trailers. For a board carrier, any driver qualifications recorded via the Carrier File Maintenance window will be ignored during the dispatch process. Instead, the system will compare qualifications recorded in the profiles of the driver, tractor, and trailer.



Carrier qualifications pertain to the carrier as an entity, whether it is a board or a non-board carrier.1. With the profile of the carrier opened, do one of the following:

Select Edit > Carrier Qualifications.

Click Carrier Qualifications in the sheet toolbar.2. The Carrier Qualifications for Carrier * window opens. Notice that the window

title includes the carrier's system ID.

Click Ins to add a row to the window.3. Make entries in the following fields:

Quantity Enter the quantity available for the carrier qualification.Type Select the qualification type. The types are defined in the

System Administration application using the CarQual label.

Id Defaults to the ID of the opened carrier profile. This field is read-only.

Date Enter the date the qualification is to go into effect.Expire Date Enter the date the qualification is to end.

Note: The default is the system apocalypse date of 12/31/2049.

4. When you are done, click OK.5. The system displays a confirmation message. Click Yes to save your entries and

close the Carrier Qualifications for Carrier * window.



Recording load requirement-related information for non-board carriers' assetsWhen a carrier is assigned to an order in Order Entry or Dispatch, the system checks its profile to verify that the carrier's assets meet the order's requirements. Even though you do not set up profiles for non-board carriers' resources (drivers, tractors, trailers), you can record information that will ensure that those resources meet the load requirements for the orders on which they will be used.To ensure that non-board carriers are not excluded from assignment to orders having load requirements, you can record the following from the Carrier File Maintenance window:

Tractor and trailer accessories that the carrier says it can provide to satisfy equipment load requirements. Qualifications possessed by drivers whom the carrier can assign to satisfy driver load requirements.

Working with a carrier's tractor and trailer accessoriesYou can specify which tractor and/or trailer accessories a carrier's tractors and trailers have in the Tractor Accessory and Trailer Accessory windows.These windows are accessible when the carrier's profile is displayed. Each window is accessed using an icon in the sheet toolbar or a command in the Edit menu.

The Trailer Accessory window allows you to record accessories for trailers that the carrier owns. With the carrier's profile opened, do one of the following:

Click Trailer Accessory in the sheet toolbar. Select Edit > Trailer Accessories.



The Trailer Accessory window displays with the carrier's ID in the window title.

The window displays eight accessory records at a time. If there are more than eight records, press the UP ARROW or DOWN ARROW keys, as necessary, to view additional records.

Adding an accessory recordTo add an accessory record, click Insert in the lower left of the window. Make entries in the following fields:

Qty Enter the quantity available for the accessory.

Type From the drop-down list, select the type of trailer accessory available to the carrier.Notes: 1. The options shown in this field are user-defined using the

TrlAcc label, which is accessed in System Administration. You cannot record a trailer accessory that is an inventory item on a carrier's profile.

2. You cannot track inventoried accessories in the Trailer Accessory window for carriers. If you have selected the Inventory check box for an item in the TrlAcc label, that item will not appear in the Type drop-down list.

ID ID that is associated with the accessory, e.g., a serial number.

Cost The Cost field cannot be edited.

Hours The Hours field cannot be edited.

Acquired The Acquired field cannot be edited.

Oper Cost The Oper Cost field cannot be edited.



Fuel Type The Fuel Type field cannot be edited.

Expire Date If the accessory will no longer be available on a specific date, enter that date here.

To save the record and exit the window, click OK. To exit the window without saving your changes, click Cancel.

Deleting an accessory recordTo delete the record currently shown in the Trailer Accessory window, click Delete. To save the deletion and exit the window, click OK. The system will ask for confirmation that the changes should be applied. Do one of the following:

Click Yes to apply your changes. Click No to cancel the deletion.

Working with a carrier's driver qualificationsThe Qualifications window allows you to record the qualifications for drivers employed by the carrier. With the carrier's profile opened, do one of the following:

Click Driver Qualifications in the sheet toolbar. Select Edit > Driver Qualifications.

The Qualifications window displays with the carrier's ID in the window title.

The window displays up to six qualification records at a time. When more than six qualifications are listed, use the vertical scroll bar to view additional records.

Adding a driver qualificationTo add a qualification record, click Ins in the window's lower left corner. Make entries in the following fields:

Quantity Enter the number of drivers with the qualification.



Type Select the type of qualification that the carrier's driver has acquired.Note: The options are set up in the DrvAcc label, accessed in System Administration.

ID User-defined ID associated with the type of qualification received.

Date The Date field cannot be edited.

Expire Date Enter the date the qualification is to end.

To save the record, click OK. To exit the window without saving your changes, click Cancel.

Deleting a driver qualificationTo delete the record currently highlighted in the Qualifications window, click Del. To save the deletion and exit the window, click OK. The system will ask for confirmation that the changes should be applied. Do one of the following:


Turning off the asset load requirements check for non-board carriersBy default, the system always checks for driver, tractor, and trailer load requirements for non-board carriers. However, you can use the IgnoreCarrierLoadRequirements key in the General Info Table to turn this off.

IgnoreCarrierLoadRequirements

Applies to TMWSuite: 2005.04_10.0181 and laterDescription This setting determines whether the system requires carriers to meet

the driver, tractor, and trailer load requirements recorded on a trip. Make your entry in the String1 field.

String1 NO (default)Do not ignore load requirements. Require that the carrier and/or its assigned resources meet all the driver, tractor, and trailer load requirements recorded on the trip.

YESIgnore load requirements. A carrier assigned to a trip does not have to meet the trip’s driver, tractor, and trailer load requirements.

Additional Notes

1. This setting is applicable in Order Entry and Dispatch.2. If a driver, tractor, or trailer is assigned with the carrier, the system

will enforce the load requirements for those assets.



Recording/viewing notes about a carrierNotes entered for a carrier are accessible in the base applications, except System Administration and Rate Schedules.

Adding notes to a carrier profileThe Notes window allows you to record additional information about the carrier.1. With the carrier's profile opened, do one of the following:

Click Notes in the sheet toolbar. Select Edit > Notes.

Click Notes.2. In the Notes window, do one of the following:

To add a note to the end of the list, click Add. To insert a note before an existing note, highlight the existing note and click

Insert.

The system automatically provides this information: It displays Carrier in the Attached to field. It displays the carrier's ID in the Key field.

3. Enter the note text in the Text textbox. You can enter up to 256 characters, but only 68 characters will display in the textbox at a time. If your note exceeds 68 characters, use the LEFT ARROW or RIGHT ARROW

keys to scroll the rest of the note into view. You can also highlight the note, right-click on the text box, and select Zoom Field from the shortcut menu to view the complete note.



To copy a word or phrase from an existing note, highlight the text you want to duplicate and press CTRL+C. Place the cursor where the text should appear and press CTRL+V.

You can cut a word or phrase from an existing note and paste it in a different spot. To do so, highlight the text to be cut and press CTRL+X. Note that the text is deleted from its original location. Place the cursor where the text should appear and press CTRL+V.

4. Select the appropriate entry in the Regarding field. The option you select controls how the note is filtered when a user retrieves notes later. The options are: Company Settlements Carrier Pay To Driver Billing Trailer Order Tractor

5. Place the cursor in the Alert/Note field. Highlight one of the options to rank the importance of your note. Select Note if your note is informational, but not of critical importance. Select Alert if your note is of critical importance, not merely informational. The ranking determines how the system displays the Note indicator on windows associated with your note. For notes ranked as Note, a yellow indicator is displayed; for notes ranked as Alert, a red indicator is displayed.

6. Notes may be assigned an expiration date. Position the cursor in the Note Expires field, and enter the date and time the note is to expire, if applicable.Note: After the expiration date has passed, the note no longer triggers the Note indicator to show as yellow or red. However, the expired note continues to display in the Note window.

7. Select Show Closed Expirations only.Note: To cancel any changes, click Retrieve; the system displays the previously existing notes.

8. Click Close to exit the window.

Deleting a noteYou can delete a note by positioning the cursor in any field and clicking Delete. The system displays a confirmation dialog box that asks Are you sure you wish to delete this row?Click Yes to delete the note.



Viewing notesNotes are available in almost all TMWSuite applications. The Notes indicator is gray when there are no notes, or when there are only expired notes attached to a particular company, resource, order, or movement, etc. When an unexpired note is available, the Notes indicator is displayed in yellow. If a note has been assigned Alert status, the indicator is displayed in red. The location of the indicator varies, depending on the application.

1. Click Notes in the sheet toolbar or select the Edit > Notes command to open the Notes window. You can also click Notes.

2. Use the Filter By Regarding list box to select the type of notes you want to see. To see all notes, select None. As you select different filtering options, the displayed notes will reflect the current filter.

3. Click Close to exit the Notes window.

If you want to You must:

Add a note Click Add.

Insert a note between existing notes

Highlight the note you want the new note to be above; click Insert.

Save your entries Click Save.

Cancel all entries made since the last time you saved, e.g., retrieves only those entries that have been saved.

Click Retrieve.

Restrict the notes displayed to those for a specific filter category

Click the UP or DOWN ARROW shown to the right of the Filter list box in the lower middle of the window. Scroll through the drop-down list of filter categories. Select the desired category. When you do so, the system removes any note that was not associated with the selected category.

Display all notes, regardless of filter category

Click the UP or DOWN ARROW shown to the right of the Filter list box in the lower middle of the window. Scroll through the drop-down list of filter categories. Select None. This removes any previously set filter, i.e., restriction.



If you want to You must:

View a note in its entirety if it exceeds the 68 character limit allowed by the text display

Do one of the following: Use the LEFT ARROW or RIGHT ARROW keys to scroll the rest of the note into view. Highlight the note, right-click on the text box, and select Zoom Field from the shortcut menu to view the text in its entirety.

Delete a note Position the cursor in any field in the line for the note to be deleted.Click Delete. The system will ask you whether it should continue with the deletion. Select Yes or No.

Exit the Notes window Do one of the following: Click Close. Press the ALT+F4 keys.

Note: If you have not saved your entries, you will be asked if you want to do so before you exit.



Recording/viewing a carrier's accident historyThe Accident History window allows you to record detailed information about an accident in which a carrier was involved.

Note: All fields in the Accident History window are for information only. The data is not used elsewhere in the system.

With the carrier's profile opened, do one of the following:

Click Accident in the sheet toolbar. Select Edit > Accident.

The Accident History window, shown here with sample data, displays.

The carrier's ID appears in the window title. The window displays one accident record at a time. If necessary, use the vertical scroll bar to move from one record to another.

Adding an accident recordIf no accident records have been recorded for the carrier, the window is blank. To add an accident record, click Ins in the lower left of the window. Make entries in the following fields:

Carrier Carrier ID.

Status The status of the accident report. Available options are blank (no entry), Open, and Closed.Note: The options for this field are user-defined in the DrvAccidentStatus label, accessed in System Administration.

Date Date of the accident.



Day Day of the accident. The system will calculate this value based on the entry in the Date field.

Ref # User-defined number associated with the accident.

Tractor The ID of the tractor involved in the accident.

Trailer The ID of the trailer involved in the accident.

Location Free-form text field.

Points Points that were applied against the driver's license due to the accident.

Preventable Indicates whether the accident could have been avoided. Options for this field are blank (no entry), Yes, No, and Under Investigation.

Code The code associated with the type of accident.Note: The options for this field are user-defined in the DrvAcdCd label, accessed in the System Administration application.

Cost Currency field used to record the estimated cost for this event. The maximum value that can be entered is $999,999,999.

Reserve Currency field used to record the estimated amount needed to satisfy the financial requirements of the claim. The maximum value that can be entered is $999,999,999.

Dispatcher The TMWSuite user ID of the trip's dispatcher.

City, St The city and state where the accident occurred.

Description This unnamed free-form text field at the right side of the window can be used to describe the details of the accident.

To save the record and exit the window, click OK, and then click Yes in the confirmation message.

Deleting an accident recordTo delete the record currently shown in the Accident History window, click Del. When you click OK to exit the window, the system will ask for confirmation that the changes should be applied. Do one of the following:




Recording/viewing a carrier's history of complaintsThe Complaint History window allows you to record detailed information about complaints against the carrier.

Note: All fields in the Complaint History window are for information only. The data is not used elsewhere in the system.

With the carrier's profile opened, do one of the following:

Click Complaint in the sheet toolbar. Select Edit > Complaint.

The Complaint History window, shown here with sample data, displays. The carrier's ID appears in the window title.

The window displays one complaint record at a time. If necessary, user the vertical scroll bar to move from one record to another.

Adding a complaint recordIf no complaints have been recorded for the carrier, the window is blank. To add a complaint record, click Ins in the lower left of the window. Make entries in the following fields:

Carrier Carrier's ID.

Rcvd Date Date that the complaint was received.Note: This field is required.

Rcvd By Free-form text field to indicate who received the complaint.



Code Code assigned to the type of complaint.Note: The options for this field are user-defined in the DrvCmpCd label, accessed in the System Administration application.

Date Occurred The date and time of the incident that caused the complaint.

Company The company that reported the complaint.

Location Location where the incident took place.

Handled By Free-form text field to indicate who handled the complaint.

Description Free-form text field for entering a detailed description of the complaint.

Comments Free-form text field for recording any additional information about the complaint.

To save the record and exit the window, click OK, and then click Yes in the confirmation message.

Deleting a complaint recordTo delete the record currently shown in the Complaint History window, click Del. To save the deletion and exit the window, click OK. The system will ask for confirmation that the changes should be applied. Do one of the following:


Looking up complaint records by date rangeThe From and To fields at the bottom of the Complaint History window define the range for viewing complaints. Only complaints received within the date range will display in the window. By default, when the window is opened the system inserts the current date in the To field and sets the From field 30 days prior to the current date.To change the date range, change the date in either field and exit the field.


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