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Aljex Live

Dispatch 1

Review key features tools on active shipment page and set up a shipment from start to finish.

 

Knowledge Base Article: Navigating and Managing Active Shipments

Overview

This article provides a comprehensive guide to navigating the Active Shipments page, managing shipments from start to finish, and understanding the key features and tools available within the system.

1. Navigation Menu

  • The Navigation Menu is located at the top of the screen and remains consistent across all tabs.
  • Key features accessible via the menu include:
    • Add Shipment
    • Add/View Carrier
    • Add/View Customer
    • Reporting
    • Accounting
    • The More tab, which provides access to the Template Library and Role Library.
  • The top-right corner of the screen includes:
    • Pro/Reference Search Bar
    • Bell Icon for notifications
    • Settings Icon for user and global settings, including homepage color customization.

2. Filters and Active Shipments

  • The home screen displays all active shipments, with each status color-coded for easy identification (configurable in admin settings).
  • The Filter Options on the left side of the screen allow for detailed filtering by:
    • Status, mode, dispatcher, customer, carrier, sales reps, offices, regions, and pickup/delivery dates.
    • Advanced filter options are available by clicking the expansion icon.
  • The home screen can be customized within the Column Templates.
  • Clicking on a shipment's Pro Number opens the Dispatch Page for detailed viewing and management.

3. Map Feature

  • At the bottom of the Active Shipments page, a Map Button is available.
  • Select a shipment and click the Map Button to open a map with pins at origin locations.
  • This tool is useful for providing drivers with directions when needed.

4. Icon Key

  • The first column of the Active Shipments page contains various icons representing different shipment events.
  • Click the Icon Key at the bottom right of the page to understand the meaning of each icon.

5. Tab Navigation

  • The application is designed to function within a single browser tab, with multiple tabs open within the application.
  • To open a new tab, click the Plus Sign and choose the desired tab type.
  • Hovering over a Pro Number provides high-level details without opening the shipment.
  • Tabs can be closed individually or all at once via the down arrow or the X button.

6. Building a Load

  • Carriers and Customers must be added to the system with an active status before building a shipment.
  • To add a new shipment, navigate to Shipments > Add Brokerage Shipment.
  • The dispatch page is modular and can be customized for specific roles and use cases.

7. Shipping Requirements

  • The Shipping Requirements section at the top of the page includes fields for specialized information such as equipment type, weight, and description.
  • If a mileage calculator is integrated, mileage will auto-populate; otherwise, it must be entered manually.

8. Customer Information

  • Enter the first three letters of the customer’s name to pull up details, including unbilled amounts and balance due.
  • The Sales Rep and Dispatcher fields auto-populate if assigned to the customer.

9. Pick-Up and Consignee Information

  • Use the magnifying glass icon to search and select a location from existing records.
  • New locations can be manually entered and saved for future use.

10. Saving the Shipment

  • Click the Save Button in the bottom right corner to save the load.
  • A Pro Number will be assigned, and the load will appear locked, preventing other users from making changes simultaneously.

11. Load Boards

  • The Load Boards icon in the ribbon allows you to post to internal and third-party load boards like DAT or Truck Stop.

12. Rates and Charges

  • Enter customer and carrier rates, including fuel surcharges and accessorial charges.
  • The Max Rate field prevents exceeding a set carrier pay rate.
  • Additional charges can be added via the Blue Plus icon.

13. More Information

  • Special Instructions for the rate confirmation or bill of lading can be added under the Instructions tab.
  • Notes Tab is used for internal communication and does not appear on customer-facing documents.

14. Carrier Information

  • Enter the carrier by MC Number, DOT Number, or carrier name.
  • After assigning a carrier, click the Covered Button to change the Pro status to covered.
  • Carrier Rate Confirmations can be sent directly from the system, with timestamps marking the process.

15. Documents Module

  • Upload signed rate confirmations and other documents via the Documents Module within the load.
  • Files can be stored in either the Private or Public folders, depending on their intended visibility.

16. Picks and Stops

  • The original pickup and consignee locations will automatically populate the Picks and Stops module.
  • Additional stops can be added, with the system enforcing chronological order.
  • Locations can be shuffled using the up and down arrows.

17. Drawer and Check Calls

  • The Drawer at the bottom of the dispatch page stores additional modules like Documents and Check Calls.
  • Log check calls by updating the city, state, date, time, and message in the Check Call Module.

18. Delivered and Releasing

  • To change the shipment status to Delivered, enter the consignee's departed time.
  • The Release Button will then become active, indicating the load is ready for billing.

19. Managing Released Loads

  • Once released, the load is no longer visible on the main page and any changes must be made in Accounting.
  • To view released or voided loads, go to Shipments > All Shipments and apply the appropriate filters.