TRANSPORT SOLUTIONS

DISPATCH & FREIGHT MANGEMENT
  • Installed at Clients of transport companies.
  • Multiple Carrier
  • Facility to allocate carrier by Receiver.
  • Option to integrate to clients internal computer system.
  • Receiver Delivery Addresses Maintenance.
  • Consignment Notes processing
  • Labels by Carrier with option for Barcode printing
  • Prints Connotes on Blank form and/or pre-printed connotes.
  • Option for Parcel tracking label coding as required by specific carriers.
  • Consolidation of Orders into one consignment note
  • Multiuser.
  • Multilocation.
  • Pricing and rating of consignments.
  • Option to select carrier on price.
  • Option to generate reversal tax invoice.
  • Facility to reconcile the carrier invoice details with the dispatch system connote details and pricing invoice.
  • Freight cost analysis and reporting.
  • Option for a Carrier to adopt package and distribute to its own client. The carrier logo would be shown on this option.
  • EDI transfer to carrier via FTP or email.
LOCATION AND ZONES

The location data is the key for an effective and efficient processing of transport accounting documents. The location module provides the following:

  • Facility to maintain and group an area made up of postcodes/towns into unique charge zone codes. The zone provides an easy means for establishing rates charges to customers.
  • Facility to allocate Postcode/Towns to on forward agents or carriers specific own drivers pickup/delivery runs.
  • Flexible option to enter the Agents main destination (depot) name or Agents charge zone code (used to create agent cost rates)
  • Flexible option to specify to the customer on how to sort/group the freight or can be used to specify the carriers depot location for that specific postcode/town (used to determine the Line haul charge)
  • Option to view state border towns by multiple views depending on the sender location. For example, Albury can be serviced directly from Melbourne or Sydney depot. As such two views have to be established. If the sender is out of Melbourne the freight labelling will reflect the Melbourne sort view, otherwise the Sydney view will prevail.
  • A sortation code used by the dispatch labelling system to assist in the sorting of freight at the client and the depot.
CUSTOMER RATES

The customer rate option is fully integrated to Accounts receivable and provides the following key features:

  • Option to link accounts to Parent Account rate structures.
  • Reciprocal charging option
  • Insurance Charge
  • facility to force Customer Reference entries
  • Force Cubic for selected accounts
  • Facility to flag Non cubic customers
  • Schedule rates maintenance
  • Option to allow a Percentage Discount of Schedule rate
  • Option for Standard Cubic Conversion
  • Facility for Fuel Levy charges on a overall basis and customer specific.
  • Option to charge Accounting/Admin Fees on each generated Tax invoice.
  • Review Date and reporting option
  • Maintain Last four up rate dates including general percentage increase on each uprate.
  • Standard from details (Zone, View, Postcode and Town)
  • Format of data (if consignment data received electronically). The system accepts other carrier EDI format.
  • Senders Name and Address (if different from the Customer)
TYPE OF PACKAGING

The Type of Packaging Description is flexible and it covers the standard package codes, product and/or related service including hours.

Examples of rate types are:

  • ITEM
  • PALLET
  • KILO
  • CARTON
  • SKID
  • BIN
  • 1TONNE
  • 2TONNE
  • TYRES
  • TOLL
  • BAG

The Option to establish other packaging description types to suit the Transport Company and/or created to specific customers is unlimited. The parameters associated with each type:

  • Type code (up to 20 characters)
  • Up-To-Kg (eg. 25 kilos for cartons or items)
  • Apportion/Double indicator
  • Transaction Type
  • Default Kilo value

The above Package description structure applies to both customer and agent rates.

The system provides the option to setup customer types with different default values.

PRICING AND RATING

All consignment notes whether manually processed or received via electronic media are priced against the customer current rates file. As stated above a customer can be part of a group, thus rates need only be entered at the Parent Account level. All other accounts within the group will access the Parent Account Rate. If no rates are found for specific accounts or transit lanes the system provides the option for establishing SCHEDULE rates. The client can be allocated a specific percentage discount rate of SCHEDULE rate. At data entry the system allows the operator to override and/or bypass the calculated charge.

The customer rates structure is based on charged Zones (from/To) and Type of Package:

  • From Charge Zone
  • To Charge Zone
  • Basic Charge (per consignment)
  • Rate
  • Kilo or Item Break
  • Flat or Sliding Scale
  • Up-to-kilo (for pallets, Cartons and other items)
  • Package Type (Pallet,bin, Carton, Kilo, Skid, Bag, Roll etc)
  • Minimum Charge (per consignment)
  • Cubic Conversion
  • Town (Different charge for nominated town)

If reciprocal charge applies the system will use the same rate as above for returns. The above rates structure can be applied to specific freight services within the same customer account without the need to open additional accounts for that customer.

EXTRA CHARGES

The system provides the option to establish a standard list of extra charges that may be added during the pricing and rating of a consignment note. This extra charge cover for example, futile pick up, double handling, on-forward charge, Pallet hire,Saturday charges,Authoirsed Pickup etc. These extra charges can be global or customer specific. The accounting fee is charged periodically every time an invoice is generated. The system provides the following option:

  • Flag accounts where accounting fees will not be charged
  • Charge a standard accounting fee
  • Charge a specific fee to a customer account
UP RATE

The system provides the facility to up rate customer rates by percentage and/or dollar value. All uprates can be preplanned and released on the due date. The system provides the option for tailored uprate letter to be send to the customer. A review report on the accounts up for an uprate are listed for a salesperson and/or manager to review. The uprate percentage increase covers the following:

  • General Percentage increase applied to basic charge, Minimum and rate.
  • Basic charge
  • Rate
  • Minimum charge

When the uprate is applied the system will move current rates to history and date stamp the change. The historical changes can be listed for review.

FREIGHT COSTS

The following freight costs can be established:

  • Pickup costs
  • Line Haul costs
  • Delivery costs

The Pickup costs can be setup by:

  • Customer (cents per kilo)
  • Postcode/Town (cents per kilo)
  • Return charge (refer to delivery costs below)

The line Haul cost is predominantly a standard cent per kilo rate and is established on a port (depot) to port (depot) basis. However if need be it can be established on a type of package basis. The delivery costs can be established by a range of Postcodes/Town or by agent destination code. The rate structure is similar to that of the customer rates structure. The package description covers the same types (Items, pallets, Kilos etc.). The system provides the rates by postcode/town or Agent Destination zone to have the following structure:

  • Postcode/Town (optional)
  • Destination (Agent Charge Zone)
  • Basic Charge
  • Minimum Charge
  • Rates (9 levels)
  • Item or Kilo Break (9 levels)
  • Flat or sliding scale
  • Cubic Conversion (optional)
  • Up-to-kilo break
TAX INVOICE
    The system provides the option to generate invoices on a daily,weekly or periodical basis. All tax invoices are detailed to consignment note level and includes details of any extra charges applied to the consignment. All tax invoices are posted to related accounts including the automatic linking invoice to the parent account(if any). All applicable fuel levy is applied at the end of the invoices. Account fees are applied to the end of the invoice and after fuel levy. GST is calculated and added to the invoice after fuel levy and Accounting fees have been applied. The invoice is flexible and can be tailored to the client needs including applying categories levels if required. The system has option to generate PDF’s and electronical files for attachment to all email receipients automatically by the system.
CUSTOMER SERVICES
    The system provides the option to make customer service enquiry into specific connotes as requested by the user: These enquiries include POD requests. If an image of the signed connote is available the system will provide a display of the scanned connote. Customer service provides the following facilities:
  • An option to record all customer queries including the action taken to resolve the customer query.
  • All queries and actioned are date and stamped against the person responsible for that customer query.
  • All customer service notes can be listed by customer.
  • Accounts customer service option will allow them to see connote prices and rates.
  • Credit Adjustment can be applied by accounts directly from customer service
  • From a control viewpoint customer service staff are restricted from viewing prices and rates
  • Any Track and trace details on the connote are displayed during customer service.
IMAGE AND POD CONTROL
    The system provides the option match all scanned connotes against the accounted connotes by COADS. Any unmatched or duplicates are highlighted for manual index and clearance. All uncleared connotes are highlighted and stay in the administration clearing section until fully matched.
WEB SOLUTION

COADS has developed a comprehensive suite of programs for the world wide website. The features of the current web solution covers:

  • Fully integration with existing internal accounting data base.
  • Rate Calculation option
  • Agent returns processing including costing and production of Tax recepient invoice. All connotes to be returned to carrier are processed via the web by the Agent. A tax Recepient invoice is produced by the Agent locally. The Tax receipient invoice and POD connotes are mailed or hand delivered to the carrier.
TRANSPORT SALES ANALYSIS

The sales reports that are covered by this module include:

  • Transit Lane listing including key transport indicators
  • Postcode/Town including key transport indicators
  • By customer including key transport indicators
  • By State including key transport indicators
  • By Drop Codes