Recommended logistics management planning routines
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This article or section is under review. Be aware: Content may change as the document is reviewed. |
Contents
Summary
Within any business, there a number of routine daily, weekly and monthly tasks that need to be carried out in order for the business to operate smoothly and efficiently, and to enable any errors to be picked up at an early stage. The following article sets out the preferred routines for Logistics purposes by going over the workflow of a Logistics Job from Start (Initial entry) to Finish (Invoicing).
 | PLEASE NOTE: This article is written with the Automatic Status change system in mind. If you do not have this feature and wish to or have the feature and would like it to be disabled. please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page for more information. |
More Information
There are 2 options when processing a job, one without the POD scanning process and one with the Scanning process in Place. Please refer to the relevant section for your procedure.
 | Information: If you do not have the POD Scanning and image storage feature but wish to have it please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information. |
| PLEASE NOTE: The Status colours outlined here are the standard colours, this can be altered if required. |
Logistics Job Process without POD Scanning
When planning your jobs using the Platinum system there will be an agreed time of day when all the jobs for the next day have arrived. This is often late afternoon or early morning, all faxed\emailed jobs have arrived and any telephone ordered job requests for the next day have been taken. At this point the Job planning process can begin.
Stage 1 - Job Creation
Any jobs should be created with minimal information on them in the first instance to allow for quick and efficient entry of Jobs as there will usually (hopefully) be quite a few. Initially the only things that need to be entered are "Account code", "Remarks", "Collect", "Deliver". The "Job number" will be entered automatically by the system.
Once accepted the job will be created with a status of:
UNP – Unplanned.
Stage 2 - Allocating Drivers and Vehicles
The next stage of the process will be to allocate Vehicles and drivers to your jobs.
Once both the "Driver" and "Vehicle" are entered and accepted the jobs status will automatically change to:
PPR – Planned, Pricing Required.
 | Tip: Both the "Driver" and "Vehicle" fields MUST be filled in for the status of the job to change from 'Unplanned' to 'Planned, Pricing required'. |
Stage 3 - Pricing
The Next stage of the process is to price your jobs. This is done by filling in the "Rate" and "Quantity" fields if you price your jobs by a rate or by adding a "Nett" if you price your jobs by a total amount.
Once the Pricing has been entered and the changes accepted the status will automatically change to:
PAP – Planned & Priced.
Stage 4 - Delivery Confirmation
Usually your Drivers will get into contact by some means once they had "Dropped" a load at its destination. Once you receive this confirmation you can use the [Delivered] Button shown at the top of the Platinum screen when said job is highlighted to change the status of that job
If the Price has already been entered the status of this job will automatically change to:
RTI – Ready To Invoice.
If the Pricing has NOT been entered the job will change to:
DPI – Delivered, Pricing Required
...and once the price had been entered the status will automatically change again to:
RTI – Ready To Invoice.
Stage 5 - Invoicing
Normally at a given point of the day\week\month you will want to invoice all your completed Logistics Jobs. At this stage you can then use the " Logistics Management Invoice Production" option (See Here for more help on this)
Once all invoices have been produced and accepted the status on those Jobs will change to:
INC – Invoiced Completed
 | WARNING: Once the Jobs have been invoiced they will disappear from the ongoing list of jobs on the Planning screen. |
Logistics Job Process with POD Scanning
Stage 1 - Job Creation
Any jobs should be created with minimal information on them in the first instance to allow for quick and efficient entry of Jobs as there will usually (hopefully) be
quite a few. Initially the only things that need to be entered are "Account code", "Remarks", "Collect", "Deliver". The "Job number" will be entered automatically by the system.
Once accepted the job will be created with a status of:
UNP – Unplanned.
Stage 2 - Allocating Drivers and Vehicles
The next stage of the process will be to allocate Vehicles and drivers to your jobs.
Once both the "Driver" and "Vehicle" are entered and accepted the jobs status will automatically change to:
PPR – Planned, Pricing Required.
| Tip: Both the "Driver" and "Vehicle" fields MUST be filled in for the status of the job to change from 'Unplanned' to 'Planned, Pricing required'. |
Stage 3 - Pricing
The Next stage of the process is to price your jobs. This is done by filling in the "Rate" and "Quantity" fields if you price your jobs by a rate or by adding a "Nett" if you price your jobs by a total amount.
If the delivery button is pressed (see the next section for further details on the delivery process} and no price has been entered the status would change to
DPI – Delivered, Pricing Required.
Once the Pricing has been entered and the changes accepted the status will automatically change to:
PAP – Planned & Priced.
Stage 4 - Delivery Confirmation
Usually your Drivers will get into contact by some means once they had "Dropped" a load at its destination. Once you receive this confirmation you can use the [Delivered] Button shown at the top of the Platinum screen when said job is highlighted to change the status of that job
At this point the System will check if the POD has been scanned and will use the status relevant to the progress on that particular job
If the price had been entered but the POD had NOT been received yet the status will automatically change to:
DEL – Delivered, Awaiting POD.
If the Price has already been entered and the POD has been received the status of this job will automatically change to:
RTI – Ready To Invoice.
Stage 5 - Invoicing
Normally at a given point of the day\week\month you will want to invoice all your completed Logistics Jobs. At this stage you can then use the " Logistics Management Invoice Production" option (See Here for more help on this)
If in all invoices have been produced and accepted and POD's have NOT been received,the status on those Jobs will change to:
INP – Invoiced, Awaiting POD
Once all invoices have been produced and accepted and POD's have been received,the status on those Jobs will change to:
INC – Invoiced Completed
| WARNING: Regardless of whether the Jobs have had a POD allocated to them, once invoiced they will disappear from the ongoing list of jobs on the Planning screen. |
See also
