Brasl, Inc.
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Dump
Truck Program
A
tool for Dump Truck Owner-Operators
Cus tom Settings
When
the Du
Enter
your driver licen
The
Agreement Date and Licen
The
[Back] button i
DTP Main Screen
The
Du
Setting up
Your Sys tem
The
1. Cu
2. Equipment
File.
3. Cu
Equipment Menu
The
Equipment menu provides a central location from which to access the options
used in equipment tracking, maintenance and reporting.
The
[Equipment] button is used to
identify trucks, trailer, loaders and other equipment your company owns. The [Repair
Orders] option is where the maintenance, inspection and repairs are
entered. Before entering repair orders,
review and complete the bottom four options to your specifications. After the maintenance is entered, it can be
easily reviewed and reported on with the [Browse
Maintenance] option.
The
Equipment
The
Part
The
Maintenance tab di
Click on the [Back] button to exit the Equipment
When the Equipment
The [Report
Replacement Parts Tab
Replacement Parts Edit Screen
The
replacement part
Parts
Categories
The
purpose of this screen is to more easily locate parts. You may keep these categories, or delete them
all and use your own code and descriptions.
Parts Vendors
The
purpose of this screen is to identify the vendors, parts they supply and the
best vendor to order parts from.
Parts File
The
purpose of this screen is to identify the vendors, parts they supply and the
best vendor to order parts from.
Service Codes
Service
items are coded to facilitate entering of maintenance and tracking of service
performed.
Freight Bills
This powerful screen is used
to enter and review billable items. Some
companies call the source documents used to record billing freight bills. Other companies call the forms tickets and
tags. When the screen is entered, the
most recent freight bill is displayed.
The top portion of the
screen depicts the customer, work date and freight bill number. The top-right corner displays the invoice and
date the freight bill was invoiced on.
The middle portion of the screen has
one or more billable entries. The Seq field is used to control the desired order the items
appear on this screen and the billing invoices.
The second column contains the code of the billable item. These billing codes are maintained by
clicking on the [Billing Codes] button.
At freight bill entry time, when a billing code is entered, the
associated description comes into the Item field. For preset items such as Fuel Surcharge,
typing ‘FS’ is faster than keying in both words. For codes such as Hourly, tonnage and Load,
you will enter some information about the job that identified to the customer
what you are invoicing for. Each
billable item can be setup to take out broker fees or trailer rental.
Click
on [New Ft Bill] to add a new
freight bill. Click on [Go] to go directly to a freight
bill. Once the [Go] button is used, he screen is locked on that one freight
bill. Click on [All] to resume scrolling through the freight bills.
Billing Codes
This
screen is used to allow each user to define their own billing codes and how they
are to perform during freight bill entry.
Rather than typing Fuel Surcharge, simply type ‘FS’. The codes are flagged with the ability to
take out brokerage or trailer rental.
Even though the billing code is flagged to take out brokerage or trailer
rental, it only comes in if the customer you are billing withholds either from
you and it is set up on their rolodex entry.
The Level is used to control the sort
order on the freight bill entry screen and when printed on the invoices. Once entered, codes may only be altered by
clicking on the [Change Code] button. If a billing code has a set rate such as a
bridge toll, it may be entered on this screen.
The rate will come in as a default while entering freight bills. The rate on the freight bills may be changed
depending on your needs. If codes are no
longer needed, they may not be deleted once they are used. You may elect to click in the Hist column. The billing code will be hidden from the
screen and pick list. To bring it back
to current, click on [More] and
select Show All Codes.
Another feature designed to save time
when entering tickets is to help locate a description that was entered before
by typing just a few keystrokes. In the
following example, note that the Item field has a rust color title. This means that you may double click in the
field or press [F9] to pull up a distinct list of descriptions that have been
entered there. As you start typing the
line you need, the list narrows to the letters matched.
Note the % sign at the Find: line. Since the above mentioned feature requires
the first letters to be know, the find allows you to type in a certain string
of letters to match anywhere on the line.
For example, if we type DUMP after the % sign and hit [Enter] only the
items with DUMP appear. At that point,
double click on the description needed or highlight it and press [Enter]. Once you get the hang of it, it is very fast
and the typing is the same for subsequent lines. This is a nice feature if you are typing long
customer job or purchase order numbers.
Customers
Your
customers may be truck brokers or contractors that you bill directly. When the screen is entered, the first
customer alphabetically appears. Use the
[<] and [>] arrows to scroll through customers. If you have several customers and you want to
go to the last one on file, then click on the [Go] button. A list of the
customers appears. Begin typing the name
and the list narrows to match the letters that you typed.
Also note that when the
customers screen is entered, only the active customers appear. Once a customer is used on a freight bill, it
cannot be deleted. The customer may be
marked as inactive and will not appear on the customer screen and pick
lists. This In Use flag is at the top
right-hand corner of the customer screen.
The Customers screen has information on
5 tabs. These are Phones, Address,
Billing, History and Credit.
The Phones Tab
The amount of phone numbers is
unlimited. To enter a phone number,
simply click on a blank line and enter the number along with any descriptive
note about the number. If the quantity
of phone numbers exceeds the amount that can be seen, click on the [Add] button
and a blank line will appear.
The Address
Tab
This tab contains the Mailing Address
as well as the Physical Address. The
Dump Truck Program prints envelopes and correspondence. The correspondence feature is explained in
another section.
The Billing
Tab
This
tab contains information on how the customer is to be invoiced as well as
tracking calls requesting payment.
The History
Tab
This
tab contains a place to keep notes on each customer.
The Credit Tab
The
Credit Tab is a quick place to see where you stand with a customer. If someone calls for a credit reference on
the customer, click on the [Calculate] button to refresh the numbers. More detail on the Accounts Receivable status
is contained in the Receivables section.
Receivables
This
screen controls the receivable invoicing functions for the Dump Truck
Program. When the screen is entered, the
latest invoice appears on the screen.
Use the [<] and [>] arrows to scroll through
invoices. To go directly to an invoice,
click on the [Go] button.
The [Back] button is used to exit this screen while the [Save] button commits any changes. Invoices may viewed
and/or reprinted by clicking on the [View-Reprint]
button. Standard accounts receivable
reports are contained under the [Reports…] button. The [More…] button contains additional
options such as the creation of billing invoices.
More… Options
Back Out This Invoice
This option is used when an invoice is
created, and changes need to be made before the invoice is sent to the
customer. All freight bills remain in
the system. The invoice is removed; the
freight bills may be edited and re-billed.
Invoice All Customers
At the end of the month, it may be
difficult to remember all the customers you worked for. Simply select this option and the program will
create invoices for all that are billable.
Invoice One Customer
This option allows you to select one
customer to invoice. When the option is
selected, a list of customers that require invoicing appears. Select a customer and then modify the billing
period if desired.
After an invoice is selected, the Dump Truck Program prompts to ask if
another invoice is to be created. If so,
the list of customers that need invoiced appears again.
Reports… Options
Aging Reports
When this option is selected, a window
appears in which to choose the Detail or Summary report. If the Detail report is selected, leave the
customer field blank for all customers or select one customer.
Invoice
Listing
This report prompts for a time period
and lists the invoices that are dated in the selected period. Summaries total gross, broker, trailer rent
and net amounts.
Unpaid Freight Bills
The accounts receivable aging reports
display the open invoices. Some brokers
will not pay off invoices, but instead, pay by freight bills. This report prints a nice fax sheet to let
the brokers know the freight bills they still owe you payment.
Uninvoiced Freight Bills
This report identifies freight bills
that are not yet invoiced. You may
select one customer or leave blank for all.
Enter the ending date of the period where everything should be
invoiced.
Posting Checks
Many
brokers will pay you as they get paid.
The post checks screen tracks payment not per invoice but per freight
bill.
