Transport Management

This application runs a fleet-based transport business, especially fuel and material haulage. The daily log records each trip line with source, destination, warehouse, product, quantity, vehicle and driver, and it generates purchase, sale and freight orders. Trip expenses are entered per trip from a learned catalogue, and driver payroll and long-term loans are posted to accounting. It plugs into Fleet, Sales, Purchase, Inventory and Accounting, and gives operators, expense clerks and managers one place to run daily work.

1. 1

   Set up warehouses, vehicles and drivers

   Under Settings the administrator creates transport warehouses and marketing companies, and fills the accounting settings: freight product, miscellaneous and payroll journals, wage account and driver category. On each fleet vehicle the Expense Accounts tab holds the account for every expense type and the transport capacity. On a driver partner the payroll tab sets salary type, daily rate and custody, advance and loan accounts. These drive later postings.

   • Create warehouses and marketing companies
   • Fill freight product, journals and accounts
   • Set expense accounts per vehicle and pay per driver
2. 2

   Record the daily log

   In Operations the user opens a Daily Log for a date and adds trip lines with source partner, warehouse, marketing company, destination, product, quantity, vehicle and driver. The consolidated and detailed movement views help review many lines. Approve locks the log and creates the related purchase, sale and freight orders, while Return to Draft and cancel actions exist. The log date can drive the delivery date.

   • Add trip lines with driver and vehicle
   • Use Approve or Return to Draft
   • Open the expenses of a log
3. 3

   Enter and confirm trip expenses

   Each trip line has an expense record with loading, balance, cartridge, garage, violations, maintenance, washing, fuel and other amounts. Refresh Trip Data pulls the line's data, and Fetch from Catalogue fills amounts from a matching rule. Confirm posts the expense and Edit reopens it. The Expense Statement lists all expenses for review.

   • Fill the amount columns
   • Fetch from Catalogue
   • Confirm or Edit
4. 4

   Confirm expenses in batches

   From the expense list the user selects many records and starts the batch confirm action, which opens a progress dialog. The system processes them in slices, reports the processed and total counts and lists failed records with the reason. This avoids timeouts on large days. Failed ones can be corrected and retried.

   • Select records and start batch confirm
   • Watch the progress counts
   • Fix and retry failed records
5. 5

   Maintain the expense catalogue and learn rules

   The Expense Catalogue holds rules by source, destination, warehouse, vehicle capacity, quantity range and date range with standard amounts. Save this trip as a rule creates one from a confirmed expense. The learning wizard scans past records between two dates using minimum samples and agreement percentage and proposes rules; the user ticks candidates and approves them. Route defaults are learned the same way.

   • Create rules by route, capacity and quantity
   • Scan history with minimum samples
   • Approve the selected rules
6. 6

   Merge duplicate warehouses and marketing companies

   The merge wizard lets the user choose several warehouses or marketing companies, preview the result and pick the destination record. Merge moves the references to the destination and removes the duplicates. Preview shows what will change first. This cleans master data created from free-text imports.

   • Select the records to merge
   • Review the preview
   • Execute the merge
7. 7

   Record long-term loans

   Under Payroll the Long-Term Loans menu creates a loan with date and installment lines per driver partner and amount. Confirm posts each line to accounting and stores the journal entry link on the line. Loans follow a numbering sequence. Balances feed the payroll.

   • Add installment lines per driver
   • Confirm to post entries
   • Numbered loans
8. 8

   Run driver payroll

   A payroll sheet is created per month with start date, and Add Drivers adds all drivers or picks them. Each line holds work days, extra days and amount, daily rate, notes and payment date, and the total is computed. Execute / Approve opens a wizard asking for the entry date and posts the accounting entries through the payroll journal. Edit reopens a line.

   • Add drivers for the month
   • Enter work days and extras
   • Execute / Approve with the entry date
9. 9

   Print the daily and price reports

   From the daily log the user prints the daily transport report and a version with prices, both on landscape paper with lines grouped clearly. The reports use the log's approved lines. Managers use them for review and delivery follow-up. Access is controlled by operator, expense, manager and payroll groups with record rules.

   • Daily transport report
   • Report with prices
   • Access by operator, expense, manager and payroll groups

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