Dispatch / Add Customer
Step 1.
Click on Customer under Dispatch menu.
Step 2.
Click on
on Customer List.
Step 3.
Enter customer information on Customer Detail section.
Step 4.
Click
“Do not buy” checkbox - By checking this box, you have marked this broker as to not buy from them anymore - meaning that from now on you can no longer add them in “Bill To” from the Pending Board when creating a new load.
Dispatch / Create New Load
Step 1.
Once you receive Rate/Load Confirmation click on Pending Loads under Dispatch menu.
Step 2.
Click on New Load
If you use the "AI assistance for load creation" just drug and drop the RC file over this section or upload it through "Upload RC to Create" button. All fields will be filled by the AI assistant, please check the information and click "save" and your load will be created.
Step 3.
Enter the Customer/Bill To/Broker information in Bill To section. You can start typing for the Customer Name and if that customer already exists in your database, you will see a drop down box with suggestions to select from. If the customer you are entering does not exist just continue typing the name and enter the address, city, state and zip. The customer will be saved in your Customer database for the next time.
If you’d like to change information about the Origin or Destination location of the load, click on the “Edit’ button and the Customer List window will open up. Click on “Update” and add the information then click on “Save” after which the information will be updated.
Step 4.
Enter Origin and Destination information the same way as entering Bill To, and set pick up/ delivery date and time.
Step 5.
Click on “Calculate Distance” and enter the Freight Amount.
Step 6.
Click Save.
Step 7.
If you would like to copy the information of a completed load in the Pending Board, click on “Copy from Completed” and the “Completed Trips” window will open. Choose the load and click on “Select” and all of the information from the load will be copied. (the Order Number and Dates will stay empty)
Dispatch / Create Additional Stop
Step 1.
For additional stops click on blue
button on the New Load screen.
Step 2.
Choose Stop Type, enter Earliest and Latest Date and Time. Other fields are optional. Enter the Stop Location and click Apply.
Step 3.
Click
and the process is completed.
Dispatch / Create Additional Charge
Step 1.
On Active Trips select a load and click View Trip.
Step 2.
On Dispatch Trip form click on Additional Charge and then click on Add.
Step 3.
Choose the type (to create a new type, select Administration > Additional Charges).
Select the charge method and once you have done that, add the amount in the “Rate” field. If any of this amount is going to the driver settlement, check the box “Include on Settlement” select the G/L account and then add the amount in the red field. You can upload any documents related to the additional charge by selecting the type (Rate Confirmation, Bill of Lading or Other) and then uploading the document.
If tenant need to pay this additional coast, then click on Bill to company checkbox then enter G/L account number and enter amount.
Click on Include on Settlement checkbox to pay driver and enter the amount for driver. In this example we have Broker paying $100 for detention and driver will be paid $50 and $50 going on tenant’s account. Enter G/L account number to receive amount.
Dispatch / Create Additional Charge after Invoice is Billed
Step 1.
Under the Billing & AR menu click on Create Invoice..
Step 2.
On the Bill Processing table under Bill Status select Billed and click on Search.
Step 3.
Select the Invoice you would like to add the additional charge to and click on Clone Bill.
Step 4.
On the Billing page select Additional Charges and click on Add.
Step 5.
On Add/Edit Additional Charge table choose Type, Charge Method and enter Rate.
Then click on Include to Bill, select the G/L Account and make sure the Broker Amount shows the amount that you are looking to get paid from the Broker.
If the driver needs to be paid, click on Include on Settlement, select G/L Account and enter how much the driver will be paid in the Pay Amount field.
Step 6.
Click Save to close the window.
Step 7.
Select the Additional Charge on the Billing form and click Create Invoice.
Step 8.
When you return to the Bill Processing table, select Invoiced from Bill Status, click Search and select the Invoice you just created.
Step 9.
The number of invoice remains the same with the addition - 1. Now the invoice is ready to be Posted or Uploaded to CFS.
Dispatch / Assign Load to the Driver
Step 1.
Click on Pending Loads under Dispatch menu.
If you’d like to search for specific loads, you can use the filters above the completed trips.
Enter the criteria for the loads, such as Delivery date or Driver and click on “Search” to only see loads that fit the criteria.
You can also search for loads driven in a specific city by selecting either “Origin city” or “Destination city”, entering the city name and clicking on “Search”. And if needed you can select the Distance in Miles by clicking on the circle and dragging it.
Step 2.
Select a load on Load list.
Step 3.
Click on Assign
Step 4.
On Dispatching Page select a driver and click on Dispatch
Step 5.
On Advanced Search you can select options Convenient Tractor/Trailer, Driver Distance or Team Drivers and the system will show which of these is nearest to Origin (Pick Up) location or convenient with truck and trailer type. Also, you can select a trailer type and search driver with selected trailer type.
Step 6.
On Feasibility Check page click on Assign to assign a driver to this load or click on Preassign to preassign load to the driver and then later assign load to the driver or unassign if load need to be assigned to another driver for any reason.
Preassign load to the driver means to “reserve” load for a driver that is not available to accept a load at the moment but will be able to accept it (example: driver is under a current load).
Once the driver is available to accept the load you can assign the load to the driver or you can unassign load and assign or preassign the load to another driver.
Under the Feasibility check you can see the Hours of Service for the driver if your account has been integrated with your ELD provider, as well as being able to see if the driver’s license and medical card has expired under “Check list”, and truck condition and maintenance alerts.
Step 7.
After you click on Assignment or Preassignment the load will appear on the Active Trips list.
Step 8.
If you click on Assignment, the “Dispatch Trip” window will open where you can double-check all the information regarding the load you have created. The “Dispatcher” field should have the name of the dispatcher who has booked the load, however if a different dispatcher has dispatched the unit, then the other dispatcher should be added in the “Driver dispatcher” field.
Step 9.
Upload any files that are related to the load (rate confirmation, bill of lading or other documents) if needed. This can be done by clicking on “Upload files”.
Step 10.
Click on “Additional Charges’ to add additional charges. (for how to do this, please navigate to the “Create Additional Charge” step).
Step 11.
If everything is okay with the load information, you can click on “Save” and then a pop-up will appear where you will simply have to press “OK”.
Dispatch / Load PLanner
Load Planner is a board showing all Available Loads and status and end location for Drivers, so Dispatchers have a visual look at when, and from where to search for loads for the specific driver.
Step 1.
Load Planner is available on the “Pending Loads” page.
Step 2.
You can search for Loads and/or Units tables by using any of the following filters: order number, pick up and delivery date, distance from origin and destination and date unit available, the status of the truck, dispatcher, and distance from last/end location of the specific unit.
Only loads not assigned or pre-assigned to any driver are showing in the Available Loads table.
Step 3.
By using the filters you can easily match a load with a driver. To assign the load to the selected driver, select the Load, then select the Unit and click on “Assign.”
Dispatch / Weekly PLanner
Step 1.
Click on “Weekly Planner” under “Dispatch”.
Step 2.
Click on to open the calendar and select the period. You can use the arrows to go a day forward or back.
Step 3.
After choosing the date, all the loads that have been scheduled for that week will now appear in the boxes. By hovering over the load, you will be able to view additional information about the load and you have the option to click on the load to open the “Dispatch Trip” window to see full information regarding the load.
Every load has a color that indicates the status- such as purple for billed loads. This can be seen as a legend under the calendar.
The loads also have icons that provide additional information
If the icon is gray, then that information is not included in the load.
If the icon is blue, then that information is included in the load.
Every driver has a driver profile that you can click on to open the drivers information or to open the information about his truck unit.
The driver’s profile also offers additional options:
- By clicking on 
you will be able to call the driver.
- By clicking on 
you will be able to send an email to the driver.
- By clicking on 
you will be able to leave a comment about the driver.
- By clicking on 
you will be able to add an event for the driver that will appear in the calendar, if he has time off.
If the truck unit is under maintenance, that will also appear in the calendar as long as the maintenance report has been added in SmartBoard. The status of the maintenance will also be reflected.
If needed, you can use the filters to only see certain types of loads, such as for specific drivers or dispatchers.
Dispatch / Complete a Trip
Step 1.
Click on Active Trips under Dispatch menu
Step 2.
Select a load from the list.
Step 3.
Click View Trip
Step 4.
Confirm Ship Date, Checked in time, Picked Up time, Delivery date, Arrived time and Delivery time, upload documents if needed, add additional charge if needed and click on Save
Step 5.
. If trip has additional stop(s), then after confirm ship date and complete Checked in and Picked up time, then select a stop and click on Complete Stop.
Step 6.
Enter Actual Date, arrived and delivered time. Upload documents if needed. Click Complete.
Step 7.
After additional stop is completed, enter delivery date, arrived and delivered time. Repeat steps 5 and 6 if have more additional stops.
Step 8.
Click on Save.
To upload a document (Rate Confirmation, Bill of Lading and others) select the load that has been created in Pending Loads and click on “Upload Documents”, or click on “upload files” on the Dispatch trip form.
New window will be opened where you can choose what kind of document you’d like to upload.
The documents can be viewed or deleted, however there is a two step verification to avoid accidental deletion of the document.
For every uploaded document you can see which user has uploaded it and on what date/time.
After adding the documents click “Save” Button.
Step 9.
Load Original BOL flag
* To activate this feature please go to Administration -> Roles -> “Choose Role” -> Add Functionalities- > Create Invoice -> Original BOL. All users in the selected role will have this permisison.
* If help is needed please contact us so we can guide you through it
This feature marks your load with the “Original BOL” flag so that you know it contains the “Original BOL” without opening the load.
Users who have this permission enabled, select this option by checking the “Original BOL” checkbox in the “Dispatch Trip” window.
Step 10.
All added comments are going to “pop out” when hovered over the preferred load.
Dispatch / Automatic Complete Trip
To simplify SmartBoard, we have inserted a new check box "Complete Trip" which saves time and makes it more practical to use.
Here is how it works:
Step 1.
When creating a load, the date/time that you selected are the ones that are going to be used and filled if the "Complete Trip" box is selected .
Step 2.
If you have an additional stop entered, with the new feature you will be able to complete it automatically when the box is checked. The timestamps for the additional stop will be the ones that are selected prior to creating the additional stop.
Dispatch / Delete Completed Trip
Step 1.
Under the Dispatch menu click on Completed Trips.
Step 2.
Select the Completed Trip you want to delete.
Step 3.
Click on the Unassign button.
Step 4.
This will move the load to Pending Board from where you can edit or completely delete the load.
Dispatch / Split Trip
Step 1.
Click on Active Trips, select a trip/load and click on Split.
Step 2.
On Split Trip form in Additional Stop section click on Add.
Step 3.
Enter Earliest and Latest date and time, then under “Location” add the location where the second driver will pick up the load.
Step 4.
Click on Calculate Distance and click on Apply Distance
Step 5.
.In Driver Rate field enter rate for each driver. Enter another load information if needed and click Apply.
Step 6.
Select Split trip location that was created and click on Split Trip. Click OK to confirm spit trip and select the second driver. Use Advanced Search to see Truck/ Trailer convenient or Distance of Driver, click OK. Click on Dispatch to assign or preassign driver. If we choose to Assign driver, then we have Dispatch trip window where we have the same option as we had for dispatching the first driver, also we have an option to change truck and trailer number for the second driver if needed. After entering all data click on Save and trip will be split.
The first driver is in Completed Trips list and the second driver is in Active Trips list if the load is not completed and the trip is in transit, If the second load is completed, both trips will be in Completed Trips list.
To see all split trips, go to Pending Loads and click on Split Trips button in the upper right corner.
Dispatch / Delete Split Trip - Unsplit
In situations where after you split a trip, you need to change the driver or just to delete the trip, these are the steps that you need to follow:
Step 1.
Go to Active Trips.
Step 2.
Select the trip that you would like to Unsplit.
Step 3.
Click Unsplit.
You will receive a notification that your trip is successfully split.
You will notice the driver that was initially on the trip, before the trip was split now shows assigned to the load.
Step 4.
You will still see the pending additional stop from where you performed the split.
Step 5.
You can choose what happens with the additional stop. If you want to delete it click on Delete. If you want to update it click on Update.
Step 6.
If deleting the stop, you will need to recalculate the distance with the Calculate Distance button. Click the button and confirm the projected mileage.
Your trip is ready to be completed without the split.
Dispatch / Dispatch Sheet
The dispatch sheet will give an overview of your company performance. The report shows the Average Per Mile, Total Charges, Total Driver Rate, Difference, Total Miles, and Total Unbilled Revenue on a company level. This report is perfect to check if you have any load that is unbilled and whether you are waiting on paperwork from the driver.
Step 1.
Go to Dispatch
Choose Dispatch Sheet
Step 2.
The report shows status by default last week Monday - Sunday by delivery dates. “Week start-end” filter - refers to your payment cutoff days. If it's different from Monday-Sunday you can change it.
Step 3.
In order to see more detailed information about the Dispatcher and his drivers please click on the “Show” button and all the details about their loads will appear.
Dispatch / Available Equipment List
Step 1.
Go to Dispatch -> Customer -> click on Available Equipment button.
This feature gives you the option to send your Available Equipment to your customers via email directly from SmartBoard, or to download a PDF to your computer.
You can send all Available Equipment, or you can use the Type filter and send specific trailer type only. You can choose all Customers, few, or specific customer to send the list to.
Step 2.
Select the Units you wish to be included to the list.
Step 3.
Select the Customers you wish to receive the Available Equipment list.
Step 4.
Click on Send Email or Download PDF.
Here is an example email your Customer will receive when sent directly from SmartBoard.
** Email Example **
Here is an example of the PDF document you can download to your computer.
** PDF Example **
