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The File Automation system takes care of receiving and sending many of the files that come and go from the OEMs. Not ALL imports and exports have been automated, and some must be done manually through the Admin/Data Import and Admin/Data Export menu items. We are continually improving the program to automate more of these functions so your job is easier. These functions have recently been automated, if you are still doing them manually you no longer need to do that:
After a delivery is made with the mobile app, an email is sent to the dealer with a link to an online Bill of Lading (BOL). You can use the Vehicle Desktop Application to display this BOL in your browser by going to the Load Details window. Find the load you want, then click the new “Dealer Bill of Lading” button to open your browser and display just what was sent to the dealer. This way if a dealer calls in with a question, you can look at the exact document they have in front of them.
The load must be delivered using the mobile app to use this function, loads delivered using the desktop application do not generate online BOLs for the dealers.
Loads that have already been delivered keep showing up in the Select Loads screen of the mobile app when you Refresh from Dispatch.
One of the loads that you delivered in the past is not recorded as fully delivered in the system. It may be that an exception came in and was not dealt with, so that even though the driver delivered the load one of the vehicles is still not delivered. When this happens, new loads that the driver picks up are added to the last run, and the vehicles from the last run(s) will continue to show up in the phone.
Get one or more of the load numbers that keep showing up in the driver’s phone. In the desktop app, go to Payroll/Run Details, do a Find on that Load number. Open the Run, if this is the correct problem then you will see vehicles from several loads in the “Vehicles Delivered” list.
Now you have to examine the loads to see which one (or more than one) is still in the EnRoute state. Click “Modify” on the Run window, click on a line for a vehicle from one of the loads and click the “View Load” button. In the Load Details window, check the load status in the upper-right corner. If it’s EnRoute, this load must be Delivered before the Run can be Closed.
Deliver the vehicles in the load that are not yet delivered (or if it’s actually enroute, wait for the driver to deliver it). This should automatically close the Run, but if it does not then click Modify on the Run Detail window again and change the Run Status to Closed.
Now the driver can go into their phone, do Refresh from Dispatch, and see no vehicles assigned to them.
Loads are identified in the desktop and mobile apps by their Load Number. The load numbers are 8-digit numbers like “15040555”, which breaks down like this:
15040555
15: the last two digits of the year, so this load was created in 2015
04: the 2-digit month number, so this load was created in April
0555: load number this month, starting with 1, so this is the 555th load created in April 2015
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