Brasl, Inc.
Go Back To: Home
Page
BOBCAT BILLING PROGRAM Cost:
$249.00.
Bobcat
Billing Program
A
tool for Bobcat Owner-Operators
Cus tom Settings
When
the Bobcat Billing Program i
Enter
your driver licen
The
Agreement Date and Licen
The
[Back] button i
BOBCAT BILLING PROGRAM Main Screen
The
Bobcat Billing Program main
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 Bobcat Billing 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 Bobcat Billing
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 Bobcat Billing 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.
