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Registration of a new client order

    A quick way to open new Client order is by pressing the  Function key F6 on keyboard

    The client order page "Cargo" is divided into 6 information zones

    1. Order basic information
      1.1. Clinet and contact input
      1.2. Multiple loading or delivery addresses - Multibooking
    2. Entering Loading and Delivery Addresses and Information
      2.1. Address search window
    3. Revenue from the client
      3.1. Invoicing
    4. Cargo description
    5. Description of the service and additional services related to the cargo
    6. Adding cargo to a new or existing Trip / Expedition

      customer order.png

      1. Order basic information - main principles:

      1. A new Client order opens:  OZOLS > Menu> Window> New Client order (or key F6).
      2. Enter the required information in the fields. Fields with Blue descriptions are required.
      3. Double-clicking on empty fields opens the information entry window or press the command button image-1649079581950.pngnext to the field.

      1.1. Client and Cargo Manager data input

      Cargo Manager: The person responsible for this order.

      Client:  The Client (or partner) who orders the delivery of the cargo.       

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      1. To add or find a Client, click the command button image-1649079581950.png next to the field.      
      2. When one of the existing Clients is selected, the color of the name changes according to the traffic light principle , depending on the client's status (green, yellow, red).      
      3. ! The exclamation mark appears if there are remarks on the Client's card.
      4. The " Client " field changes color, like a traffic light, depending on the payment status of the invoices of a particular client

      The function key F3 opens the Client / Partner information card , with  information about cooperation with this partner

      Client order number. If you have received an order from a partner who uses OZOLS TMS, after entering the partner's company name and order number, you will have option to import the information for this order.

      Contact info: The client's contact person who places the cargo order. If this data is entered correctly, it will be convenient both to re-add it to orders and, for example, to send e-mails (cargo status, invoice, payment reminder).

      1.2. Multiple loading or delivery addresses - Multibooking

      Multibooking is used when there are several loading or delivery addresses in one client order.

        2. Loading and Delivery Address and information

        Agreed to load or deliver: Enter the date and time when the load is to be loaded or delivered:
        -  FIX mark if the exact time is specified.

        - If you need to specify the time interval from which the cargo must be loaded or delivered, click on the text "Agreed to load" or "Agreed to deliver". A window will open in which you can enter the scheduled date from (1) and enter the date until (2) in the date field.

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        Sender and Receiver:
        - To add or find pres command button image-1649079581950.pngnext to the field.
        - A double-click in an empty field opens a new client (partner) input window.

        Loading address: Enter a new address or choose from database.

        2.1. Search for loading and delivery address image-1649682095781.png

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        The Address Search window is used to quickly find and add a new or update an existing address in the database

        1. Address search field : 
        - In this field you can freely enter or paste the information you have.
        - In this window entered information can be sorted and edited.
        2. Addresses found :
        - The program searches for the Company address in both the internal database and Google maps.
        3. Selected address : 
        - If one of the Found addresses is selected, the fields in this section will be filled in automatically.
        - If the program does not find the desired address, enter it manually.
        - If you enter a new Company and Address, it will be saved and you will not need to enter it again next time.
        - Double click on Company name will open "Partner card"
        - In the "Latitude" and "Longitude" fields, the program automatically imports GPS coordinates from Google maps. - You can check the address in Google maps by pressing image-1649749799285.png

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        The address must be entered accurately and in the corresponding fields!

        Direction, Trailer Type, Loading Type - This information will be important when planning Trip / Expedition.

        Notes for carrier: Additional cargo-related information:
        - These notes are defined as templates for quick use.
        - Press image-1649079855868.pngto create a new template.

        Internal Notes: Cargo-related notes that are not disclosed outside your company:
        - These notes are defined as templates for quick use.
        - Press image-1649079855868.pngto create a new template.

        3. Revenue from the client:

        image-1649141420762.png

        - Enter the total amount of revenue without VAT and the currency to be paid to the customer.
        - If changes occur during the processing of the order, e.g. an additional customs declaration is purchased, the value of the "Revenue from customer" field must be manually updated.
        - If a Credit Invoice has been issued to the customer, the amount of the 'Revenue from customer' must be manually reduced by the amount of the Credit Invoice.

        Aggregation image-1649141607526.png 
        - If pressed, the field " Revenue from the client" will be filled in automatically by summing the amount entered in the services.
        - If this feature is enabled, it is not possible to manually change the value of the 'Client Revenue ' field.

         

        Payment: Outgoing invoice payment term.
        - The customer's default payment term can be defined: Partner / Customer> Other data page> Payment term

        VAT rate:
        - Selecting the VAT rate and then pointing with mouse on the field shows the VAT rate Article.
        - VAT rates can be changed in the list: General lists> Tax list

        Read more about invoicing, correcting and sending with CMR here.

         

        4. Cargo description

        ForA onesingle Clientcustomer order,order may include several different items. In this case, the totalitems amountare entered on separate lines. As a result, the number of cargodifferent can be entereditems in severalthe positions,order foris example,the 1number EPL,of 3lines Box,in etc.the AsShipment many loads have different positions as rows enter.Description.

        image-1649242859178.png

        To add a cargo description  click Add1 
        Double-click
        Add1 Newly createdto cargoopen descriptionan opensexisting withload a double mouse clickdescription.

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        You can change theThe list of packaging  packaging types  can be changed (EPLL, BOX, etc.) according to the needs of the order by clicking clicking image-1649079581950.png  and selecting selecting Add new  defined packaging type and its dimensions.

        Package size:  Package dimensions must be given in meters. For defined packages, such as EPLL, the default sizes can be entered in the package type description, then the package size fields are filled in automatically when selecting the package type.

        Stackable:  If the pallets can be stacked, check and indicate how many pallets can be stacked. This information will also be reflected in the order to the carrier. This information is taken into account when automatically calculating the load space ldm

        Name of consignment: What will be contained in the packages. These names are defined in advance by pressingimage-1649079855868.png

        Gross weight, kg : If known, indicate the gross weight of the load item in kg

        Occupied space, ldm:  The default ldm value for standard packages can be specified in the Packaging Type Classifier, in which case the field will be filled in automatically when selecting the number and type of packages. The program will also take into account the value of the Stackable field and will decrease the value of ldm by default

        Volume, m3 : When entering the package dimensions, the volume field is calculated automatically

        Taxation weight, kg: " Chargeable Weight ", which more precisely describes the nature of the field. This is the weight to consider when calculating your income and expenses. The freight weight program is calculated automatically, assuming that as a result of 1ldm = 1850kg and 1m3 = 300kg, the program takes into account the entered Gross weight, which compares the specified ldm * 1850kg and m3 * 300kg, where the freight weight will be the higher of all three values.

        Stat.No .: " Statistical number" is displayed in CMR column 10 if you are printing from a program

        Temperature from… to: The temperature required by the customer during delivery

        ADR :  tick if a permit for the transport of dangerous goods is required

        Save and New: If you need to enter several cargo items in the Customer's order, you can save clicks and select the "Save and New" command button

        Depending on the configuration, if there are several loads in one car / trip, but there are common expenses for the whole trip, then the expenses will be divided according to the customer's orders in proportion to the entered Tax weight!

         

        5. Service description

        In this order section, the description of the basic service is generated automatically from the information entered above.

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        The base service number is "0"  and is not displayed. All additional services are numbered. For example:
        - Delivery from loading address to terminal (pick up) # -1
        - Main Voyage / Forwarding # 0
        - Delivery from terminal to unloading address (domestic) # 1
        - Additional services (eg customs) # 10

        Additional services:  If additional services are provided within the execution of the customer's order, for example: Delivery through the terminal, Cargo insurance, Transhipment services, Export declaration, Customs services, Downtime, Warehousing, etc.

        Additional services are added by clicking the Add2 command button

         

         

        Travel / Expedition. no:  Trip / Forwarding / Order number, for more information on filling in the trip forwarding number see the section: Selecting the trip / forwarding number

        Sequence per trip:  If there are several services to be provided per trip / forwarding / order, this will be the sequence number.

        Service: You  must select a service from the classifier that will appear on the invoice. For more information on selecting a value, see Working with drop-down lists. When adding a new service, it must be translated into the languages ​​in which the invoice is issued, see the section on translation:

        Service Notes:  Additional text to be included in the outgoing invoice

        Service period from… to:  The service period is displayed on the invoice printout

        Include the service in the outgoing invoice:  If you want the provided service to be included in the customer's invoice, then you must fill in the fields for the outgoing invoice

        Apply the revenue and expenses of the service to the main freight forwarding:  By default, the revenue and expenses specified in the service are attributed to the Voyage Forwarding in which the service is placed. If the revenue and expenses need to be attributed to the main flight / forwarding of the Customer's order (marked with No. 0), then this “ckeckbox” must be ticked

        Incoming Invoice:  You must fill in the planned spend fields.

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        Once the order has been entered, it must be added to the Trip / Expedition that will deliver it!

         

         

         

        Find out more about the Customer's order:

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