TMS Operational and Procedural Manual PDF

OPERATIONAL &
PROCEDURAL
MANUAL
TMS
CargoWare
(A Division of Cargo Carriers Ltd)
1. TABLE OF CONTENTS 2.
2. ICONS THAT ARE PRESENT ON THE MODEL AND CODES SCREEN 5.
3. HOW TO LOG INTO THE FLEETLOGIX – TMS 6.
4. SEQUENCE OF CAPTURING INFORMATION ON THE TMS SYSTEM 7.
4. HOW TO ADD AN INDUSTRY GROUP 11.
5. HOW TO ADD A LANGUAGE 12.
6. HOW TO ADD A JOB POSITION 13.
7. HOW TO ADD A TITLE 14.
8. HOW TO ADD LABOUR TYPES 15.
9. HOW TO ADD LICENSE CODES 16.
10. HOW TO ADD VEHICLE TYPES 17.
11. HOW TO ADD VEHICLE PROPERTIES 18.
12. HOW TO ADD A UNIT OF MEASURE 19.
13. HOW TO ADD A PRODUCT CATEGORY 20.
14. HOW TO ADD ORDER TYPES 21.
15. HOW TO ADD PRIORITIES 22.
16. HOW TO ADD DELAY REASONS 23.
17. HOW TO ADD EXPENSE TYPES 24.
18. HOW TO ADD UNAVAILIBILITY REASONS 25.
19. HOW TO ADD VEHICLE GROUPS 26.
19. HOW TO ADD FUEL TYPES 27.
20. HOW TO ADD ADJUSTMENT REASON 28.
19. HOW TO ADD A BUSINESS PARTNER 30.
20. HOW TO ADD A CONTACT PERSON 33.
TMS Training Manual Version 2.03 2

CargoWare
21. HOW TO ADD AN EMPLOYEE 35.
22. HOW TO ADD A VEHICLE 38.
23. HOW TO ADD A PRODUCT 42.
24. HOW TO ADD LOADING AND OFF LOADING POINTS 44.
25. HOW TO CAPTURE A CONTRACT 47.
26. HOW TO CHANGE THE FUEL AND OIL PRICE 57.
27. HOW TO CAPTURE FUEL – BOWSERS / REFUELING 58.
28. HOW TO CAPTURE AN ADHOC OR “ONCE OFF” ORDER 64.
29. HOW TO SCHEDULE A VEHICLE ON A TRIP FOR A CONTRACT 69.
30. HOW TO COMPLETE A TRIP 74.
31. HOW TO CATCH UP TRIP BACKLOGS WITHOUT SCHEDULING 81.
32. HOW TO CREATE AN INVOICE 82.
STANDARD REPORTS 86.

SECTION 4
33. REPORTS INDEX 86.
1. REPORT EXAMPLES
33.1.1 CONTRACT COST CHANGES
33.1.2 CONTRACT COST COMPONENTS
33.1.3 CONTRACT STATUS
33.1.4 DELAY AND SCHEDULE VARIATIONS
33.1.5 DRIVER UTILIZATION
33.1.6 EFFECTIVE USER PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.7 GROUP PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.8 OBJECT PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.9 INVOICE SCHEDULE
33.1.10 PROFITABILITY
33.1.11 REVENUE PER CUSTOMER
33.1.12 TRIP COST COMPONENTS
33.1.13 TRIP INSTRUCTIONS
33.1.14 TRIP SHEET
33.1.15 TRIP SHEET (CANE)
33.1.16 TRIP SHEET (CROSS BORDER)
33.1.17 TRIP SHEET (FUEL)
33.1.18 TRIP SHEET (LONG DISTANCE)
33.1.19 UNSCHEDULED ORDERS
33.1.20 USER PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.21 VEHICLE COST COMPONENTS
33.1.22 VEHICLE KPI (PER DAY)
33.1.23 VEHICLE KPI (PER MONTH)
33.1.24 VEHICLE KPI (PER VEHICLE)
33.1.25 VEHICLE KPI (PER YEAR)
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33.1.26 VEHICLES LIST

33.1.27 DELIVERY NOTE
33.1.28 FIXED COST DETAILS
33.1.29 FIXED COST SUMMARY
33.1.30 FUEL CONSUMPTION
33.1.31 FUEL CONSUMPTION (PER VEHICLE)
33.1.32 FUEL RECEIVED
33.1.33 MONTHLY RECONCILLIATION
34. Glossary for the FleetlogiX 86.
Cargo Carriers Ltd. All rights reserved. CargoWare is a registered trademark of Cargo Carriers.

CargoWare

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1. Double click on the Transport Management System icon. A Login screen will be displayed. (As
displayed in Figure 1. below)
2. Type in your User Id and Password. Ensure that the Database selected is correct. It must state
FL_SAS. If this is not the case, then click on the Database Icon. A Database Setup screen will
be displayed (As displayed in Figure 2.). Select the correct Database by highlighting the correct
Database name. Then click connect.
3. The Login screen will be displayed again. If it prompts you to put your Login Id and Password
again, then do so. If not the click on the Login icon.
4. Your Model Screen will then be displayed.

CargoWare
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1. Industry Group Types of Industries related to the contracts you are Chemical, Liq
running. H/Duty, Steel
2. Languages The language preference of your Business Partner English, Afrikaans,

Zulu
3. Job Positions The types of job positions, the contact person that your Branch / Transport
Business Partner might have. Manager
4. Titles The titles of the contact persons at your Business Partner Mr, Mrs, Miss
5. Labour Types The types of jobs that our employees have that will be Driver, Contracts
used on the system. Controller, Admin
6. License Codes The type of License Code used by the Drivers you have 13 – Heavy
employed. articulated vehicle
3,5 – 25t
7. Vehicle Types The types of Vehicles and Trailers that you have at the Truck Tractor, Pup
Branch. Tanker, Semi Flat
8. Vehicle Properties The Make of the Track Tractor and Trailer, as well as Rosby, Henred,
special features the vehicles has. C-Track, Sleeper
Cab
9. Units of Measure The Units in which the Products will be measured. Liters, tons, bags,
cylinders
10. Product Category The category the products that will be transported will fall Chemical, Dry-
under. Bulk, Liquids
11. Order Types The types of once off or adhoc orders. Delivery, Collect,
Pre-Load, COD
12. Priorities The Priority of the load. Urgent, Tomorrow,

Next Week
Continue on the next page…

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13. Delay Reasons The reason vehicles or loads are delayed during a Mechanical
trip. breakdown, border
delay, Accident
14. Expense Types The types of expenses incurred during a trip. Toll fees,
Accommodation,
Casuals
15. Unavailability Reasons These are the reasons why the Vehicle is not Service, Accident
available to make that specific reason.
16. Vehicle Groups This is only used if you want to import loads and trips 2340, 4440,
into the system or you want to group vehicles. Contract 122,
Contract 124
17. Fuel Types This lists all the different Fuels contained in the Fuel Diesel, Petrol
Bowsers. Unleaded, Petrol
(Use in conjunction with Fuel System only) Leaded, Paraffin
18. Adjustment Reasons All the Reasons for adjusting your Vehicle fixed and Fuel Increase,
variable costs are listed here. Rate Hike
19. Business Partner The company you have a contract with. It can also be Iscor, SAB,
another Branch, including your own. Ensure Supplier Alrode, CC/BB,
of Fuel is setup if using Fuel System Shell, Engen
20. Contact Persons The person that your Business Partner has identified Jan Van Der
as your contact within the company. Merwe
21. Employees The Drivers and the Contract Controllers will be set up Rudolph du Plooy
as employees as well as their details. Ensure Fuel
Issuer is setup if using Fuel System
22. Vehicles This option is used to capture all the information of a 1209-Henred
specific Vehicle, using the Fleet number/ Asset No as Truck Tractor
the vehicle ID. You also assign the trailers to the
vehicle in this option.
23. Products The types of products that will be transported. Cane, Diesel,
Chlorine 1 ton or
Note: You may have one product with different Chlorine 70kg
specifications. cylinders
24. Loading/ Off Loading These are the loading and off loading points that will Iscor gate 2 drop
Points be used during a contract period. off bay 1
25. Contracts This option is used to capture details of the contract. 068ABBOTT
You capture the rates per trip, the distance and Abbot Trading
duration of the trip as well as the product that needs to Ferric Sulphate
be transported. The contract number is generated in
Great Plains. The Fleet System will calculate the
Revenue before running costs of this contract, so you
will be able to see if you are making a profit on the
contract or not.
Also use this option to create a contract named

Workshop Maintenance for scheduling a vehicle that
is in the workshop.
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26. Orders This option is used when you receive an order that is
a once off or adhoc order. It is not part of your
contracted work, although the order might be from a
Contracted Business Partner.

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1. HOW TO ADD AN INDUSTRY GROUP 11.
2. HOW TO ADD A LANGUAGE 12.
3. HOW TO ADD A JOB POSITION 13.
4. HOW TO ADD A TITLE 14.
5. HOW TO ADD LABOUR TYPES 15.
6. HOW TO ADD LICENSE CODES 16.
7. HOW TO ADD VEHICLE TYPES 17.
8. HOW TO ADD VEHICLE PROPERTIES 18.
9. HOW TO ADD A UNIT OF MEASURE 19.
10. HOW TO ADD A PRODUCT CATEGORY 20.
11. HOW TO ADD ORDER TYPES 21.
12. HOW TO ADD PRIORITIES 22.
13. HOW TO ADD DELAY REASONS 23.
14. HOW TO ADD EXPENSE TYPES 24.
15. HOW TO ADD UNAVAILIBILITY REASONS 25.
16. HOW TO ADD VEHICLE GROUPS 26.
17. HOW TO ADD FUEL TYPES 27.
18. HOW TO ADD ADJUSTMENT REASONS 28.

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1. Click on the Codes label on the top of the Model window. The codes screen will be
displayed.
2. Click on the Industry Group Button. An Industry Groups screen will be displayed.
3. Click next to the * at the bottom of the screen to add a new record.
4. Type in the Code in the Industry Group field. This field is 10 characters long.
5. Press the Tab key to move the cursor to the Description field.
6. Type in the Description of the Industry Group in this field.
7. If you would like to add another record, repeat steps 2-7, if not, then close the Codes
screen by
Clicking the X.

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1. Click on the Codes label on the top of the Model window. The Codes screen will be
displayed.
2. Click on the Language button.
4. Type in the Language in the Language field.
5. If you would like to add another Language, repeat steps 3-4, if not then close the
Language screen down by clicking on the X.

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1. Click on the Codes Label on the top of the Model window. The Codes screen will be
displayed.
2. Click on the Job Position button. A Job Positions screen will be displayed.
4. Type in the Job Position in the Job Position field.
5. Tab across to the Description field and type in the Description of the Job Position.
6. If you would like to add another record, repeat steps 3-5, if not then close the Job Position
screen down by clicking on the X.

CargoWare
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2. Click on the Titles button. A Titles window will be displayed.
4. Type in the Title in the Title field.
5. If you would like to add other Titles, repeat steps 3-4, if not then close the Titles window
down by clicking on the X.

CargoWare
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1. Click on the Codes Label on top of the Model Window. The Codes screen will be
displayed.
2. Click on the Labour Types button. A Labour Types window will be displayed.
4. Type the Labour Type in the Labour Type field.
5. Tab across to the Description field and type in the Description.
6. If you would like to add another Labour Type, repeat steps 3-5, if not then close the Labour
Types screen by clicking on the X.

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1. Click on the Codes Label on the top of the Model Window. The Codes screen will be
displayed.
2. Click on the License Codes button. A License Codes screen will be displayed.
4. Type the License Code in the License Code field.
6. If you would like to add another License Codes, repeat steps 3-5, if not then close the
License Codes screen by clicking on the X.

CargoWare
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1. Click on the Vehicle Types button on the Model window. A Vehicle Types screen will be
displayed.
3. Type in the Vehicle Type in the Vehicle Type field. Only 10 characters allowed, e.g. Semi
Tanker
4 Type in the description of the Vehicle Type in the Description field.
5. Is the Vehicle Type a Trailer?

• If ‘Yes’ Tick the block in the Is Trailer field.
• If ‘No’ Do not tick the block.
Note : If you haven’t identified the Vehicles correctly as above, the vehicles will not display
on the scheduling screen.
6. Note: It is not required to capture the other fields on this screen. By filling in the costs on
this screen, the system will always default to this as standard, rather than the actual
costing.
7. If you would like to add another record, repeat steps 2-5, if not then close the Vehicle
Types screen by clicking on the X.

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1. Click on the Codes Label on the top of the Model window. The codes screen will be
displayed.
2. Click on the Vehicle Properties button. A Vehicles Properties window will be displayed.
4. Type the Vehicle Property code in the Vehicle Properties field.
6. If you would like to add another record, repeat steps 3-5, if not then close the Vehicle
Properties screen down by clicking on the X.

CargoWare
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1. Click on the Codes Label on the top of the Model screen. The Codes screen will be
displayed.
2. Click on the Units of Measure button.
4. Type the Units of Measure code in the Units of Measure field.
5. If you would like to add another record, repeat steps 3-4, if not close the Units of Measure

CargoWare
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1. Click on the Codes Label at the top of the Model window. The Codes screen will be
displayed.
2. Click on the Product Categories button. A Product Categories screen will be displayed.
4. Type the Product Category code in the Product Categories field.
5. Tab across to the Description field and type in the Description of the Product Category.
6. If you would like to add another Product Category, repeat steps 3-5, if not then close the
Product Category screen down by clicking on the X.

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2. Click on the Order Types button. An Order Types screen will be displayed.
4. Type in the Order Type’s Code in the Order Types field.
6. If you would like to add another Order Type record, repeat steps 3-5, if not, then close the
Order Type screen by clicking on the X.

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displayed.
2. Click the Priorities button. A Priorities screen will be displayed.
4. Type in the Priorities Code in the Priorities field.
5. Tab to Description field and type in the Description.
6. If you would like to add another Priority, repeat steps 3-5, if not then close the Priorities
window by clicking on the X.

CargoWare
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1. Click on the Codes Label on top of the Model window. The Codes screen will be
displayed.
2. Click on the Delay Reason button. A Delay Reason window will be displayed.
4. Type in the Delay Reason Code in the Delay Reason field.
5. Tab across to the Description field and type in the Delays Description.
6. If you would like to add another Delay Reason, repeat steps 3-5, if not then close the
Delay Reason field by clicking on the X.

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2. Click on the Expense Types button. An expense Types Window will be displayed.
4. Type in the Expense Types Code in the Expense Types field.
5. Tab across to the Description field and type in the Expense Types Description.
6. If you would like to add another Expense Type, repeat steps 3-5, if not, then close the
Expense Types window by clicking on the X.

CargoWare
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2. Click on the Unavailability Reasons button. An Unavailability Reasons Window will be
displayed.
4. Type in the Unavailability Reason in the Reason field.
5. Tab across to the Description field and type in the Unavailability Description.
6. If you would like to add another Unavailability Reason, repeat steps 3-5, if not, then close
the Unavailability Reason window by clicking on the X.

CargoWare
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2. Click on the Vehicle Groups button. A Vehicle Groups Window will be displayed.
4. Type in the Vehicle Group identifier in the Vehicle Group field.
5. Tab across to the Description field and type in the Vehicle Group description.
6. If you would like to add another Vehicle Group, repeat steps 3-5, if not, then close the
Vehicle Groups window by clicking on the X.

CargoWare
!" #" This lists all the different Fuels contained in the Fuel Bowsers.
(Use in conjunction with Fuel System only)
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displayed.
2. Click on the Fuel Types button. A Fuel Types Window will be displayed.
4. Type in the Fuel Type in the Fuel Type field.
5. If you would like to add another Fuel Type, repeat steps 3-5, if not, then close the Fuel
Types window by clicking on the X.

CargoWare
!" #" All the Reasons for adjusting your Vehicle fixed and variable costs are listed here.
" " -- , !" # "'# /"- , $ 5#) " "$# #+
displayed.
2. Click on the Adjustment Reasons button. An adjustment Reasons Window will be
displayed.
4. Type in the Adjustment Reason in the Adjustment Reason field.
5. Type in the Adjustment Reason description in the Description field.
6. If you would like to add another Adjustment Reason, repeat steps 3-5, if not, then close the
Adjustment Reasons window by clicking on the X.

CargoWare
1. HOW TO ADD A BUSINESS PARTNER 30.
2. HOW TO ADD A CONTACT PERSON 33.
3. HOW TO ADD AN EMPLOYEE 35.
4. HOW TO ADD A VEHICLE 38.
5. HOW TO ADD A PRODUCT 42.
6. HOW TO ADD LOADING AND OFF LOADING POINTS 44.
7. HOW TO CAPTURE A CONTRACT 47.

CargoWare
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1. Click on the Business Partner button on the Model Screen. A Search Records screen
will appear.
2. This screen enables you to find a record that Matches all values or Matches at least one
of the values selected using the drop down list. If this screen is not needed, then close it
3. Click in the Business Partner ID field and type in the Business Partner ID.
NOTE: Business Partner ID must match Great Plains Debtors ID.
4. Tab across the Business Partner name field and type in the Name of the Business
Partner.
5. Click on the Open Details folder.
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12 "
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6. Tick the Classification of the Business Partner.
Note: You may tick more than one classification. Your own branch will have a
classification of Internal. Other branches of Cargo Carriers will have classification of
Customers
7. Type in the Parent ID. (Same as the Business Partner ID) This is very important.
8. Tab down and type in the Business Hours.
9. Tab down to the Ledger field.
• If you want to send one Invoice to the Business Partner at the end of the month,
leave this field blank.
• If the Business Partner wants us to generate a detailed Invoice of all trips,
type in “Y” (Note that the “Y” has to be a Capital letter) in this field.
10. Tab down and type in the Account Number.
Note: The Account Number is the same as the Great Plains Debtors ID number.
11. Tab to the Industry Group field. Select the Industry Group from the dropdown list.
12. Tab down to the Phone 1 field and type in the Telephone number of the Business
Partner.
13. Tab down to the Fax field and type in the Fax Number of the Business Partner.
14. Tab to the Address field and type in the Physical address of the Business Partner.
15. Tab down to the Postal Address field and type in the postal address of the Business
Partner.
16. If you want to add more information on the Business Partner you can click on the Notes
Label and type the information on the blank screen.
17. If you would like to add another Business Partner, repeat steps 3-16, if not then close
business Partner Details screen by clicking on the X.
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CargoWare

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displayed.
2. Click on the Contact Person button. A Contact Persons window will be displayed.
3. Click next to the * at the top of the screen and add a new record.
4. Type in the Contact Person’s ID in the Contact Person field.
5. Tab and type in the Surname in the Surname field.
6. Tab again and type in the Contact Person’s First Name in the First Name field.
7. Select the Title using the dropdown list.
8. Click on the Open Details folder. A Contact Person Details window will be displayed.
9. Complete the rest of the information you have for the Contact Person in the required fields.
Then close the window using the X at the top of the Contact Person Details screen.
10. If you would like to add more contact person’s, repeat steps 3-9, if not then close the
window by clicking on the X.

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1. Click on the Employees button on the Model window.
3. Type in the Employee number in the Employee ID field.
4. Tab across and type in the Surname in the required field.
5. Tab across and type in the First Name in the required field.
6. Tab across and type in the Initials in the required field.
7. Select the Labour Type using the dropdown list.
8. Click on the Open Details folder and an Employee Details window will be displayed.
9. Type in the Employee’s ID Number in the required field.
10. Tab down and type in the Start and Finish Times in the required fields.
11. Tab down and type in the Hourly Rate in the required field.
" !" "> $(" 2

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12 "
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12. Tab down and type in the Night out Rate in the required field.
13. Tab down and type in the Birthday of the Employee in the required field.
14. Tab across and select the Branch name from the dropdown list.
15. Tab down and tick the Driver block, only if you are capturing a Driver. This is very
important.
16. Tab down and select the Employees Drivers License Code using the dropdown list.
17. Tab down and select the Drivers Contract Controller from the dropdown list.
18. Tab down and using the dropdown list select the User ID.
19. Tab down and type in the Contact Numbers and Addresses in the relevant fields.
20. Tab down and type in the Labour Cost if the employee is a driver.
21. If you would like to add another record, repeat steps 2-20, if not then close the Employee
Details screen down by clicking on the X.
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1. Click on the Vehicles button on the Model window. A Search Records window will appear.
2. This screen enables you to find a record that Matches all values or Matches at least one of
the values selected using the drop down list. If this screen is not needed, then close it
3. Click next to the > button at the top of the screen to add a new record.
4. Type in the Fleet Number of the Vehicle in the Vehicle ID field. This field must
correspond with Great Plains items for integration purposes.
5. Tab across and select the Vehicle Make by using the dropdown list, e.g. ERF
6. Tab across and select the Vehicle Model by using the dropdown list, e.g. EC 4006x4
7. Tab across and select the Vehicle Type using the dropdown list, e.g. Pup Tanker
8. Click on the Open Details Folder, which will then open a Vehicle Details window.
9. Tab down and type in the Registration Number of the Vehicle.
10. If you have the Chassis and Engine Number, type it in the required fields.
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9 1 " 2
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11. If you have the License and COF expiry dates, using the Date Builder, put in the dates of
expiry.
12. If the vehicle is Scrapped or transferred to another branch, tick the block provided. This
will prevent you from scheduling this vehicle for loads.
13. Tab and select the Branch where the vehicle is allocated to, from the dropdown list.
14. Tab down and select the Controllers name that will be in control of this vehicle.
15. Tab down and type in the Cell phone number of the Controller.
16. Tab down and type in the Hours Available.
17. Tab down and type in the Fuel Cost of the Truck Tractor in CPK. (Cost Per Km)
18. Tab down and type in the Tyre Cost of the Truck Tractor in CPK. (Cost Per KM)
19. Tab down and type in the Maintenance cost of the Truck Tractor in CPK. (Cost Per Km)
20. Tab down to Other Costs. This field is not used; so do not capture any costs.
21. Tab down and type in the Overhead cost of the Truck Tractor per hour.
22. Click on the Properties and Trailers label at the top of the screen. The Properties and
Trailers screen will be displayed.
23. Select the relevant Property that applies to this vehicle from the dropdown list. Note: You
are able to add as many vehicle properties to a vehicle. I.e. Colour, C-Track etc.
24. Tab to the Value field and type in ‘Yes’ to indicate that this property applies, or type in the
Vehicles Colour if the vehicle has Colour Property chosen.
25. Select the Trailers compatible with the Truck Tractor you have added, using the dropdown
list. The system will allocate the position e.g. 1,2,3 etc.
26. If you would like to add another record, repeat steps 2-24, if not then close the Vehicles

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!" #" !# ' # #" $' " !" &&" " *'"# &' !$ , --/" $ #' "
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displayed.
2. Click on the Products button. A Products screen will be displayed.
3. Click next to the * button at the bottom of the screen to add a new record.
4. Type in the Product code in the Product field.
5. Tab Across and type in the Product Description in the Description field.
6. Select the Product Category this product falls under by using the dropdown list.
7. Tab across and type in the Specific Gravity (density) of the product.
Ensure the correct Specific Gravity is used, i.e. Chemicals = 1, Diesel = 0.85
8. Click on the Open Details Folder. Product Details windows will be displayed.
9. The Product, Description, Product Category and Specific Gravity will automatically be
displayed.
10 Tab across and type in the UN Number of the product, if the product is a Hazardous Load.
11. Tab down and type in the Value of the Load.
12. Tab down and type in the Insurance Rate on the Load.
13. Tab down and select the Unit of Measure of the Product by using the dropdown list.
14. If you would like to add another record, repeat steps 3-13, if not close the Products screen
"" "" # !" "> '$(" 2

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Note: If you are Integrating/ Interfacing your TMS System with another ERP System
E.G. Great Plains, certain fields may need to be validated against the product
fields within that System.

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1. Click on the Loading Points button on the Model window. A Loading Points screen will be
displayed.
3. Type in the Loading or Off Loading point in the loading point field.
4. Tab across and type in the full description of the Loading or Off Loading point in the
Description field.
5. Click on the Open Details Folder (Here you are able to put in all the necessary details
that refer to the specific Loading or Off Loading Point)
6. Tab down to the Details screen onto the Reference field. Type in the Reference (Name)
at the Loading or Off Loading Point.
7. Tab down and type in the Physical Address of the Loading or Off Loading Point.
8. Tab down and using the dropdown list, select the Customer (Business Partner), this point
applies to.
9. Tab down and select the Contact Person at the Customer (Business Partner), using the
dropdown list.
10. Tab and enter the Latitude and Longitude of this point in the required fields.
Note: This information can be found on C-Track, but is not required at present.
11. Tab down and type in the Maximum amount of Vehicles this point can handle.
12. Tab down and type in the Maximum amount of Loads this point can handle.
13. Click on the Availability label at the top of the screen. The Availability screen will be
displayed.
14. Using the Date Builder, put in the Hours the point opens and closes on each day of the
week and over weekends.
15. Using the Date Builder, put in the date the point is Closed From and Closed To during a
holiday for example.
16. If this Loading point is closed permanently, tick the Closed block. The system will then
warn you that the point is closed when scheduling loads to or from this point.
17 If you would like to add another Loading or Off Loading point, repeat steps 2-17, if not then
close the Loading Points screen by clicking on the X.
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1. Click on the Contracts button on the Model Window.
2. A Search Records Window will be displayed. This window enables you to find a Record that
“Matches all Values” or you can “Match at Least One Value” Close this screen down.
3. A contracts window will be displayed behind the Search Records screen,
4. Type in the Contract Number as generated in Great Plains. (Ensure that the Contract
Number and Business Partner ID are the same)
5. Tab across and type in the Description of the Contract in the Description field.
6. Tab across and select the Customer (Business Partner) using the dropdown list.
7. Tab across and select the Contact Person in the Contact Person field.
8. Click on the Open Details Folder. A Search Records file will be displayed.
9. Tab down and type in the Client Reference (This is important).
10. Tab down and select the Priority using the dropdown list.
11. Tab down and type in the Standard Costs involved in this Contract.
12 Tab across and select your Branch name using the dropdown list.
13. Tab down and select the Controllers Name using the dropdown list.
14. Tab down and select the Product Category using the dropdown list.
15. Tab down to the Rates field, tick which Rate was agreed upon by the client, then type in the
Rate, this is the Standard rate agreed upon when signing the Contract with the client.
16. Tab down and using the Date Builder complete the Start, Review and Expiry Dates of the
Contract.
17. Click on the Deliveries Label on the top of the capture screen. The Deliveries screen will be
displayed.
18. Type in the Delivery Number of the trip sheet in the Delivery Number field.
19. Select the Origin by using the dropdown list.
20. Tab to the right and select the Destination using the dropdown list.
21. Tab to the right and select the Product using the dropdown list.
22. Tab to the right and select the Units of Measure using the dropdown list.
23. Tab to the Tons column and type in the amount of tons per trip.
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1 " 2
" " "
24. Shift Tab to the Loads column and type in the number of loads per trip that will be
transported.
25. Tab to the Min Load and if there is a minimum tonnage that was agreed upon, enter it into
this field.
26. Shift Tab to the Units Per Load column and type in the number of units of measure per load.
27. Shift Tab to the Units Total column and type in the Total Units for all the Loads.
28. Tab to the right to the Distance column and type in the Distance of the trip.
29. Tab to the Round Trip column. If this is a Rand trip, tick the block.
30. Tab to the Loaded Duration column and type in the Duration of the trip when the Vehicle is
loaded.
31. Tab to the empty Duration column and type in the duration of the trip when the Vehicle is
empty.
32. Tab to the Loading Duration column and type in the Loading Duration.
33. Tab to the Unloading Duration column and type in the Unloading Duration.
34. Tab to the Delays column and type in the duration of known delays on the trip.
35. The system will calculate the Total Duration of the trip.
36. Tab to the Rate per Load column.
37. Tab to the Rate per Unit column
38. Tab to the Distance Rate column.
39. Tab to the Distance Rate per Unit column.
40. The system will calculate the Revenue of this trip automatically using the values you have
captured. This Revenue excludes operating costs. If the Revenue does not seem correct, go
back and check the values you have captured.
Note: At the bottom of the capture screen all the column values will be added up as well.
The Total Revenue of all the trips will add up in the last column at the bottom of the screen.
41. If you would like to capture more deliveries, repeat steps 3-39, if not and you want to add the
Cost Model, any Documents or Notes you will then click on the specific Labels at the top of
the capture screen and insert the information in the blank screens provided. If you have
nothing else to capture, close the Contracts screen by clicking on the X.
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1. HOW TO CHANGE THE FUEL AND OIL PRICE 57.
2. HOW TO CAPTURE FUEL – BOWSERS / REFUELING 58.
2. HOW TO CAPTURE AND ADHOC OR “ONCE OFF” ORDER 64.
3. HOW TO SCHEDULE A VEHICLE ON A TRIP FOR A CONTRACT 69.
4. HOW TO COMPLETE A TRIP 74.
5. HOW TO CATCH UP TRIP BACKLOGS WITHOUT SCHEDULING 81.
6. HOW TO CREATE AN INVOICE 82.

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!" #" #" ! # ' ,!" !" "- -' " !$ ("#+
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1. Go to the Model screen if it is not currently on your screen.
2. Click on File from the top toolbar. Then select Setup option from the list. A Setup window
will be displayed.
3. Click on the fuel Price field and type in the new price.
4. Click on the Oil Price field and type in the New Oil Price.
5. Click on the OK button to save the changes. The window will then close down.

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8 =
!" #" #" ! # ' & "& "- ( & !" 9"! -"# $ ,#" ' &&#+
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2. Click on Fuel from the top toolbar. Then select REFUELING option from the list. A
Refueling window will be displayed. Select the date range required. As per Figure 1.
(You will capture refueling only on this screen)
3. Click OK option.
4. Then select a new record by adding: As per Figure 2.

• A Refueled On date
• A Vehicle ID
• Odometer Readings
• Tank (Bowser) from which fuel is taken.
• Liters
• Price
Then select the Open Details folder. You can perform the following: As per Figure 3.
• Assign the Refueling against a particular Trip or Day.
• Select who issued the Fuel.
5. Click on the X button to save the changes. The window will then close down.

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" " -- , !" # "'# /"- , $' " ,#" ' &&#+
2. Click on Fuel from the top toolbar. Then select FUEL TANKS option from the list. A Fuel
Tanks window will be displayed. You will now capture the different Bowsers on your
premises. As per Figure 1.
3. Click X option to close window.
4. Click on Fuel from the top toolbar. Then select FUEL TANK READINGS option from the
list. A Fuel Tank Reading window will be displayed. You will now capture the following:
• Measured Date
• Tank (Bowser) from which fuel is measured.
• Branch
• Dip Readings (Open/Close)
As per Figure 2.
5. Click on the Open Folder option.
6. Ensure Fuel Received Option is selected. Capture the following:

• Received date and time.
• Supplier of the fuel.
• Receipt No.
• Quantity
• Unit Price.
As per Figure 3.
7. Ensure Refueling (Issued) Option is selected. Capture the following:

• Time
• Vehicle ID
• Odometer Reading
• TripID (if applicable)
• Issued By
• Fuel Liters
• Fuel Price
As per Figure 4.
9. Click on Fuel from the top toolbar. Then select FUEL RECEIVED option. A Fuel Received
window will be displayed. You can capture fuel received as per Step 6.
As per Figure 5.

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"' # 0$ -$/-":
2. Click on Fuel from the top toolbar.

• Select Fuel Consumption. It displays detail of vehicle refueling over specified
frame.
• Select Fuel Consumption (Per Vehicle). It displays summary of vehicle refueling
over specified time frame.
• Select Fuel Received. It displays all fuel received over specified date range.
• Select Monthly Reconciliation. It displays day-by-day opening and closing readings
on each Bowser along with variances.
See Reports at end of manual - page 86.

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1. Click on the Orders button on the Model window.
2. A Search Records Window will be displayed (As shown in Figure 1.). This window
enables you to find a Record that “Matches all Values” or you can “Match at Least One
Value” Close this screen down. (As shown in Figure 2.)
3. Type in the Order Number in the Order Number field. If the load was scheduled, start the
Order Number with ORD, if the load was unscheduled, start the Order Number with USO
(Unscheduled Order) for e.g USO-Order Number.
4. The Branch code can be selected using the Dropdown list.
5. Tab down and select the Order Type using the dropdown list.
6. Tab down and select the Customer (Business Partner) using the dropdown list.
7. If there is a Client Reference, type it in the required field.
8. Today’s date and current time will default in the Place On field. Change if necessary.
9. Tab down and type in or using the Date Builder put the Date and Time that the Order is
Required On.
10. Tab down and type in or using the Date Builder, put the Time and Date that you have
committed the order to.
11. Tab down and type in or using the Date Builder, put the Time and Date the Load is
Scheduled for.
12. Tab down and using the dropdown list, select the Contract name of the Load.
13. Tab across and using the dropdown list select the Priority Type.
14. Tab down and using the dropdown list select the Product.
15. Tab down and type in the Description of the Load in the Description field.
16. Tab down and type in the Quantity of the product.
17 Tab across and select the Units of Measure from the dropdown list. The system will give
the amount of tons; the Load will be using the Products Specific Gravity.
18. Tab to the Origin field and using the dropdown list, select the Name of the Location where
the product will be loaded.
19. Tab across to the Loading Bay Field, and type in the Loading Bay, if known.
20. Tab across to the Destination field and using the dropdown list, put in the Name of the
location where the product will be offloaded.
21. Click on the Rates Label in the middle of the screen (As shown in Figure 3.). The Rates
Screen will be displayed.
22. Tick the block corresponding to the Rate Type you quoted.
23. Tick the Quoted Block if this is the rate that you quoted the client.
" !" "> $("2

CargoWare
1
" 2
" " "
24. Tick the Carrier Insured block if the rate includes GIT Insurance.
25. Note: If you do not have any of the above information at this time you may add it in on a
later stage. Add information before the Load is complete.
26. If you would like to add another Adhoc or Once off Order, repeat the steps 3-24, if not,
then close the Orders screen by clicking on the X.
This is where you

are able to find a
record that
“Matches all Values”
or you can “Match
at least one Value”
"" # "" !" "> '$(" 2

CargoWare
"
This is where
you can
choose
between Loads
and Rates.
This is where
you will tick if
this is the rate
that you
quoted the
client.
This is where
you will tick if
the rate
includes GIT.

CargoWare
!" #" #" ! # # !" -" * 0"! -"# & '# /" " !" "> $*+ &* $"
) $. ( #" & !" $ &$ - * * , --#"-" !" $ #/ #! , /"- ,+
-" $ 0"-* &* $ " # ( !" " # &$ - * * , -- ! #" !" " #/ +
"& " * "( $." # " ,! ! 0"! -"# $ 0" # $ " $0$ -$/-" & , . !" "> $*+ &$ 0"! -"
# $0$ -$/-" " )$ " $ " " # " !$ !" $0$ -$/ - * /$ !$# /""
) '-" " !" '# & ) + ") ") /" #" ' !" "-0" "# # "+ #
" "##$ * $' " !" $ "# & !" $ * , -- -* !$0" $' " !"
( $ "# $ $ !" &) "$# "+
" " $0 ( -$ !" !" # !" -" # "" & ) !" "- ,1 * , -- !" ! #"
/" ,"" " #$ $ #+
This is the Orders button

where by you can make the This is the Contracts button
selection with regards to the where by you can make the
schedule screen. selection with regards to the
schedule screen.
The Schedule screen is launched

from the Schedules icon on the
Model window as shown above.

CargoWare
9 1
" 2
1. Click on the Schedule button on the Model window. A Search Records screen will be
displayed.
2. Type in the Selection Criteria you want in the required field.
Note: You will only see information related to the selection criteria you entered.
Example: Selection Criteria – Tomorrows date and the Contract Controller. Only the
vehicles assigned to the contracts controller and tomorrows date will be displayed.
3. The Fleet Manager Schedule screen will be displayed with the Date and Hours of the day
at the top of the screen and the Vehicles on the left hand side of the screen.
4. Click on the view option in the Toolbar. Click on the Contracts/ Orders option.
5. A Contracts/ Orders window containing all the trips captured for all the contracts will be
displayed. (As shown in Figure 1.)
Format: Origin – Destination – (Size of Load) – Product

Example : Tabankulu – Mhlume – (32 Tons) – Sugar Cane
6. Highlight the required contract/ order within the Contracts/ Orders Window by clicking on
the trip you want to schedule, and holding the left mouse button down, drag the required
contract inline with the required vehicle and position it under the planned Time you want
the vehicle to depart.
7. Release the mouse button. A Create New Trip window will be displayed. (As shown in
Figure 2.)
8. Check the Origin, Destination, and Expected Distance, Vehicle, Branch and Controller
details on this screen. Change the details if required using the dropdown list. (If the
Branch, Controller and expected distance information is not filled in automatically, please
contact your supervisor)
9. Assign a Driver to the vehicle by selecting him from the dropdown list.
Note: This step is very important.
10. If all the details are correct click on the OK button.
11. A yellow and blue rectangle will be displayed with the following details: Driver, Status,
and Planned Depart time, Planned Arrive time. (As shown in Figure 3.)
12. Double click on the Yellow rectangle. A Trip window will be displayed. (As shown in
Figure 4.)
13. Type in a Trip sheet number in the required field. (This is very important) The number is
made up in the following way: Fleet No, Day, Month, Day or Night. Ie. DM56012D
14. Tab to the Assigned Trailer field and select the trailer for the trip using the dropdown list.
15. Check the Planned Depart and Arrived times and correct them if required.
16. If all the details are correct, click on the OK button to close the Trip window.
The Trip is now Scheduled.

17. When The vehicle departs, right click on the appropriate trip and choose the “Dispatch
Now” menu option. A pop up message screen may appear, informing you of a timing
change and it is normally acceptable to press OK.

CargoWare
9 1
" 2
' $ # !" & -- , ( $/-" $ "# !" ' # $ #+
- $ # "# '
GREY Unplanned No driver has been assigned to the vehicle
YELLOW Planned Driver has been assigned to the vehicle
GREEN Completed Actual depart and arrive times have been captured.
Odometer readings have been captured.
RED Unavailable Vehicle is unavailable for the trip. E.g. Has gone in for a
service.
Black Boarder Profit You are making a Profit on the Trip.
Red Boarder Loss You are making a Loss on the Trip.
!
! "#$%$& ' $" ( % )*+,'(-,& ,./ , 0 #"-* . #
*-,& ,1 "$% ',2,% ,)%
(./ , 0 % %,33 , ,'( '# #
" ,.*'.0"4#
" 2 "$% . ',2,%
,)% ,'(#- 5,-
#
$
"> # "" # & -- , !" "> '$(" 2

CargoWare
! %
%&
&'
(
&

CargoWare

CargoWare
!" #" , -- " " 0" $ ) '-" " ' #!"" & ) !" 0" ,!" !" " #& ) ! #
'+ !" & -- , ( " $ -# & !" ' "" # /" $' " " $/-" !" #*# ")
' " " /-" "' #:
Completion
a Trip: There are two ways of Completing a Trip:
( 1 ) Method 1: Enter Schedule Screen. Access the Specific Trip. Complete Trip.
( 2 ) Method 2: Enter Trip Screen. Access the Specific Trip. Complete the Trip.
Required Fields to Capture:

• $- ) " "'$ "
• $- ) " 0"
• $ ( )"
• && $ ( )"
• )"" "$ (8 "'$ " $ 0"
• "-$*#
• >'" #"#
• $ *
• "-0" * " ) /"
• "& "- (
( 1 ) METHOD 1: Enter Schedule Screen. Access the Specific Trip. Complete Trip
Procedure Follow the steps below to complete a Trip.
1. On the Schedule screen select the Trip you want to complete by double clicking on the
yellow rectangle. A Trip window will be displayed.
2. Type in the Actual Time departed in the required field. (As shown in Figure 1.)
3. Tab down and type in the Odometer reading (As shown in Figure 1.)
4. Tab to the Arrived field and type in the Actual Time arrived. (As shown in Figure 1.)
5. Click to the comments label and type in any comments the driver might have in the space
provided. (As shown in Figure 1.)
6. Click on the Delays label and type in the start and end time of the delay. (As shown in
Figure 2.) Select the delay reason by using the dropdown list.
7. Tab to the comments field and type in any comments the driver might have.
8. Click on the Expense Label and type in the Date of the expense. (As shown in Figure 2.)
Tab to the right and select the Type of Expense from the dropdown list. Tab to the right
and type in the Amount of the Expense.
9. Click on the Load label and ensure that the actual amount of tons delivered as recorded
on the weighbridge ticket is entered into the quantity field. (Ensure that the decimals are in
the correct place)
CargoWare
10. Click on the Fuel Label and complete the required fields if the driver had to take in fuel
and oil during the trip. (As shown in Figure 3.)
11. Having made sure you have captured all the right data, right click on the yellow part of the
trip bar and select the “Complete Trip” option from the menu bar. (As shown in Figure 6.)
'
'
' (

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CargoWare
Figure 6.
This is where you

would complete
the trip.

CargoWare
( 2 ) METHOD 2: Enter Trip Screen. Access the Specific Trip. Complete Trip
Procedure Follow the steps below to complete a Trip.
1. On the Trip screen select the Trip you want to complete. (As shown in Figure 1, 2, 3.)
2. Type in the Actual Time departed in the required field. (As shown in Figure 1, 2, 3.)
3. Type in the Odometer readings [Depart / Arrive]. (As shown in Figure 1, 2, 3.)
4. Type in the Arrived field and type in the Actual Time arrived. (As shown in Figure 1, 2, 3)
5. Type in the DelNoteNo. (As shown in Figure 1, 2, 3)
6. Type in the Loading and Off-Loading Times. (As shown in Figure 1, 2, 3)
7. To Type in fields like Expenses, Fuel Intakes, Comments. You have to go to the
Schedule Screen and capture them there separately. (As shown in Figure 4)
( " A:
$' " ) ## ( &"- #+

CargoWare
( " B:
$' " "'$ $ 0" ) "#

( " C:
$' " $ (1 -$ ( ) "#1 "- " 1 "$ (#+

CargoWare
( " D:
$' " >'" #"#1 "-$*#1 ) ) " #1 "- $."# !"

!" -" "" +

CargoWare
! # $ /" " /* /-" - . ( !" '# !" "- "" + "$ ! " # # ""
, --/" #'-$*" + #" ! # #"-" !" $ " & !" '* ,$ $ ! '+ * $ 5#
$ "- ! # # "" +
This is
where the
Trips icon
is situated.
!" & -- , ( $ " !" ' # "" -$ !"#+
-- ( & !" $- ( !" # "" * , --#"" !" "# & !" &"- #+

CargoWare
!" #" !# ' # #" 1 ,!" $ 0 " # "$ " & !" # )"+
" " -- , !" # "'# /"- , $' "$ 0 "+
1. Click on the Model Label on top on the Model window.
2. Click on the Invoice button and a Search Records screen will be displayed. This screen enables
you to find a record that Matches all Values or Matches at least one of the Values selected using
the dropdown lists available.
3. If you have information regarding either of the fields, type them in. e.g. If you have the Load
Number, Order Number, Customer, etc.
Note: If you leave this screen blank, it will bring up all the records available.
4. Once you have clicked OK, the Invoice screen will be displayed. You are only able to complete
two of the fields on this screen.
5. If you have an Invoice Number, type it in the Invoice Number field or you can generate a new
Invoice number by clicking on the Generate Next button. It will automatically put in the Invoice
Number as well as the Invoice on Date. (You are able to change the date if required)
Note: Ensure that all the details on the screen are correct, if not you are then requested to
change the information on the Invoiced Trip Sheet.
6. Note: Integration between the TMS Invoicing and the Great Plains Invoicing has been developed
and can be invoiced on Great Plains. The functionality is there if required and can also be
Integrated into other systems on request.
Ensure that the Invoice Number generated starts with ZZZ. So the first Invoice created will be
ZZZ000001. Then integration will only pick up Invoices starting with ZZZ to be integrated. From then on
TMS will default the next ZZZ number to every new invoice created. ( as shown in Figure 3)
Once the Invoice has been integrated with Great Plains, that invoice number will change to reflect
Great Plains invoice number. So, if Invoice number is still ZZZ then the invoice has not been
integrated. (as shown in Figure 4)
7. If you would like to create another Invoice, repeat steps 2-5, if not then close the window by
clicking on the X.
"" # & -- , !" "> '$(" 2

CargoWare
You can either

generate an
electronic
invoice, or you
can type it in.
You can
change the
Date if
required to do
so.

CargoWare
Figure 3.
Before Integration. Create Invoice Number starting with ZZZ.

Figure 4.
After Integration. Invoice Number is CTINV03072. It reflects Great Plains Debtors ID.
CargoWare
32. REPORTS INDEX 86.
33. REPORT EXAMPLES

33.1.1 CONTRACT COST CHANGES
33.1.2 CONTRACT COST COMPONENTS
33.1.3 CONTRACT STATUS
33.1.4 DELAY AND SCHEDULE VARIATIONS
33.1.5 DRIVER UTILIZATION
33.1.6 EFFECTIVE USER PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.7 GROUP PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.8 OBJECT PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.9 INVOICE SCHEDULE
33.1.10 PROFITABILITY
33.1.11 REVENUE PER CUSTOMER
33.1.12 TRIP COST COMPONENTS
33.1.13 TRIP INSTRUCTIONS
33.1.14 TRIP SHEET
33.1.15 TRIP SHEET (CANE)
33.1.16 TRIP SHEET (CROSS BORDER)
33.1.17 TRIP SHEET (FUEL)
33.1.18 TRIP SHEET (LONG DISTANCE)
33.1.19 UNSCHEDULED ORDERS
33.1.20 USER PERMISSIONS (ADMINISTRATIVE USE ONLY)
33.1.21 VEHICLE COST COMPONENTS
33.1.22 VEHICLE KPI (PER DAY)
33.1.23 VEHICLE KPI (PER MONTH)
33.1.24 VEHICLE KPI (PER VEHICLE)
33.1.25 VEHICLE KPI (PER YEAR)
33.1.34 VEHICLES LIST
33.1.35 DELIVERY NOTE
33.1.36 FIXED COST DETAILS
33.1.37 FIXED COST SUMMARY
33.1.38 FUEL CONSUMPTION
33.1.39 FUEL CONSUMPTION (PER VEHICLE)
33.1.40 FUEL RECEIVED
33.1.41 MONTHLY RECONCILLIATION

CargoWare
!" #" !# ' # #" ,!" $ " $ "' # /" ( ' --" ' ( 0" " !" !" 0"
!" --" $ "## & )$ "($ ( !" $ #1 # )' " #1
!" '" +
& )$ !" & -- , ( "' # $ /" ' --" ' /* !" --" #1 0" # " 1 & ) "
& )$ !" ' $ !$ +
Contract Cost Changes

This report can be used to keep a record of the Business Partners contract period and to
show how the Rates have changed over the months.
Contract Cost Components

This report gives a breakdown of all the Costs e.g. Fuel, Tyres etc.
Contract Status
This is a printout of all Active and Non-Active contracts as well as Expiry Dates.
Delay and Schedule Variations

This is a New report that has been introduced to the Reports System. This Report gives the
Controller, reasons for delays in the Trip (if any).
Driver Utilization
This gives a report on what costs the Driver incurred during the trip. Eg. Accommodation etc.
Effective User Permissions Note: This is for Administration Use Only
Group Permissions Note: This is for Administration Use Only
Object Permissions Note: This is for Administration Use Only
Invoice Schedule
This report is a Schedule of all New Invoicing.
Profitability
This report shows the Profitability of a Contract or a Customer.
Revenue Per Customer

This report gives you the Revenues Per Customer.
Trip Cost Components

This gives you all the costs incurred on a trip. E.g. Fuel, Toll Gates etc.
Trip Instructions
This gives a total breakdown of the Trip to the Driver.
Trip Sheet
This is a Trip Sheet for the Driver.
Trip Sheet (Cane)

This is a Specialized Trip Sheet per Industry.
Continue on the next Page….

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1 " 2
& )$ Trip Sheet (Cross Boarder)

Trip Sheet (Fuel)

Trip Sheet (Long Distance)

Unscheduled Orders
This is a list of Orders in the system that have not been scheduled.
User Permissions Note: This is for Administration Use Only
Vehicle Cost Components

This is a Breakdown of the costs incurred by the Vehicle on a trip. E.g.Tyres, Fuel etc.
Vehicle KPI (Per Day)

Key Performance Indicators Per Day.
Vehicle KPI (Per Month) (Appendix 19)

Key Performance Indicators Per Month.
Vehicle KPI (Per Vehicle)

Key Performance Indicators Per Vehicle.
Vehicle KPI (Per Year)

Key Performance Indicators Per Year.
Vehicles List
This is a List of all the Vehicles on the System.
Costing Formulae
This lists the various ways which Fleetlogix calculates costs per Trip.
Delivery Note
This displays for each trip a Delivery Note Report.
Fixed Cost Details

This displays all fixed costs assigned to each Vehicle. (Per Trip)
Fixed Cost Summary

This displays all fixed costs assigned to each Vehicle. (Consolidated)
Fuel Consumption
It displays detail of vehicle refueling over specified frame
Fuel Consumption (PER VEHICLE)

It displays summary of vehicle refueling over specified time frame.
Fuel Received
It displays all fuel received over specified date range.

CargoWare
Monthly Reconciliation
It displays day-by-day opening and closing readings on each Bowser along with variances.
Procedure Follow the steps below to pull up a record
1. Click on the Model screen at the top of the Model Window.
2. Using the Dropdown list, select the Report that you would like to view or print.
3. Click on the Reports button on the Model window. A Search Records screen will be displayed.
Type in all the criteria that are available and click OK.
4. The Display Order screen will be displayed. Using the dropdown list, select the information that is
required for your report, then click OK.
5. A Report with all the details required will be displayed.
6. If you would like to print or view another Record, repeat steps 2-4, if not then close the screen
FINANCIAL COSTING AND REVENUE FORMULAS FOR FLEETLOGIX - TMS
REVENUE:
Revenue is calculated as:

Revenue = Rate per Unit * Total Units
Or
Revenue = Distance Rate * Distance
Or
Revenue = Rate per Load * No of Loads
Or
Revenue = Distance Rate per Unit * Total Units

CargoWare
COSTING:
Costing is calculated as:
Trip Cost = KM( Truck(Trailer(Fuel Costs + Tyre Costs + Maintenance Costs))) + Hours
(Driver Labour Costs + Overhead Costs) + Expenses
IMPORTANT:
• Remember that the actual fuel cost used is taken from the MSTD-Trips[vehicle] query. Click
in the fuel cost and then the value will become unrounded.
• The Fuel Cost formula does take Fuel Intakes into account, so by adding a fuel intake it
changes the price of fuel automatically. So please check the MSTD –Trips [Vehicle] and
MSTD – Trips [AssignedTrailers] query and TRIP COST COMPONENTS report.
• The Costing formula does take Expenses into account.
• Ensure you use the TRIP COST COMPONENTS report to get the actual costs used for a
specific trip. Also check the MSTD –Trips [Vehicle] and MSTD – Trips [AssignedTrailers]
query to check for the correct costing values used. Remember if the Trailer has its own cost
then you must use them when working out the Costing of the trip.
DEFINITIONS:
Labour Cost: What the Employee Costs the Company Per Hour. (Drivers Only)
These include (Insurance, Wages, Med Aid, etc). So that the costing is reflective per
trip. These figures are obtainable from the Financial Manager.
Overhead Cost: These are the costs incurred by the branches for the company above the normal
running costs. These include (head office costs, branch costs, divisional costs, staff,
etc). These figures are obtainable from the Financial Manager.
How Costing For Incomplete Trips is worked Out:

i.e.1 Trip001276 [05/11/2002] Sasolburg
Expected distance : 300km
Actual distance: 303 km
Expected duration: 6 hrs
Actual time: ?
Driver: 6283 , Labour cost: R69.26
Vehicle: 2130 , Fuel R1.67, Tyre R0.35, Main R1.46, Overhead R102.89
CargoWare
No Expenses.
Trip Cost: R2076.90
Expected distance( fuel + tyre + maintenance) + Expected time( labour + overhead )
300km (1.67+0.35 +1.46) + 6hrs (102.89 + 69.26)

= 1044 + 1032.90
= R2076.90 exact amount
How Costing Works For Completed Trips:

Actual time: 21 hrs
Vehicle: 3984,
Fuel R0.8392 Rounded off to 0.84 ,Tyre R0.30, Main R1.75,

Overhead R54.74
No Expenses.
Trip Cost: R3915.70
Actual distance( fuel + tyre + maintenance) + Actual time( labour + overhead )
System does the following:

454km (0.84+0.30 +1.75) + 21hrs (54.74 + 69.26)
= 454(2.89) + 21(124)
= 1312.06 + 2604
= R3916.06
[ The system rounds off the fuel cost to early, so it is out by 36 cents]
Actual calculation does the following:

454km (0.8392+0.30 +1.75) + 21hrs (54.74 + 69.26)
= 454(2.8892) + 21(124)
= 1311.6968 + 2604
= R3915.70
[ exact ]
How Costing Works For Completed Trips:

Actual time: 8 hrs
CargoWare
Vehicle: 2678, Fuel R1.3603 Rounded off to R1.36, Tyre R0.30, Main R1.75,
Overhead R54.74
No Expenses.
Trip Cost: 1208.65
Actual distance( fuel + tyre + maintenance) + Actual time( labour + overhead )

226km (1.36+0.30 +1.75) + 8hrs (No labour cost [it was not put in yet] + 69.26)
= 226(3.41) + 8(54.74)
= 770.66 + 437.92
= R1208.58
[The system rounds off the fuel cost to early, so it is out by 7cents out]
Actual Calculation does the following:

226km (1.3603+0.30 +1.75) + 8hrs (No labour cost [it was not put in yet] + 69.26)
= 226(3.4103) + 8(54.74)
= 770.7278 + 437.92
= R1208.65
[ exact ]
How Costing Works For Completed Trips with Expenses:

Expected duration: 100.25 hrs
Actual time: 100.27 hrs
Driver: 40011, Labour cost: 0
Vehicle: 4323, Fuel R1.7368 Rounded off to 1.73, Tyre R0.30, Main R1.78,
Overhead R54.74
No Expenses.
Trip Cost: R10488.61
Actual distance( fuel + tyre + maintenance) + Actual time( no labour + overhead ) +

expense

1113km (1.73+0.30 +1.78) + 100.27hrs (54.74 + no labour value used) + 784
= 1113(3.81) + 5456.6934 + 784
= 4240.53 + 5456.6934 + 784
= R10481.22
[ The system rounds off the fuel cost to early, so it is out by R7.38 cents]
Actual calculation does the following:

1113km (1.7368+0.30 +1.78) + 100.27hrs (54.74 + no labour value used) + 784
= 1113(3.8168) + 5456.6934 + 784
= 4248.0984 + 5456.6934 + 784
= R10488.61
[ exact ]

CargoWare
What you can do to counteract this problem of rounding off the fuel amount is the following.
Run the MSTD-Trips [Vehicle] query and then left click in the fuel cost of the trip you are
looking for. The value will become unrounded again. Use this value when calculating trip
cost and not the rounded value.
There is also an explanation on page 49 of the FLEETLOGIX - TMS Manual. It shows the
calculations.

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OPERATIONAL &

2. ICONS THAT ARE PRESENT ON THE MODEL AND CODES SCREEN 5.

3. HOW TO LOG INTO THE FLEETLOGIX – TMS 6.

4. SEQUENCE OF CAPTURING INFORMATION ON THE TMS SYSTEM 7.

4. HOW TO ADD AN INDUSTRY GROUP 11.

5. HOW TO ADD A LANGUAGE 12.

6. HOW TO ADD A JOB POSITION 13.

7. HOW TO ADD A TITLE 14.

8. HOW TO ADD LABOUR TYPES 15.

9. HOW TO ADD LICENSE CODES 16.

10. HOW TO ADD VEHICLE TYPES 17.

11. HOW TO ADD VEHICLE PROPERTIES 18.

12. HOW TO ADD A UNIT OF MEASURE 19.

13. HOW TO ADD A PRODUCT CATEGORY 20.

14. HOW TO ADD ORDER TYPES 21.

15. HOW TO ADD PRIORITIES 22.

16. HOW TO ADD DELAY REASONS 23.

17. HOW TO ADD EXPENSE TYPES 24.

18. HOW TO ADD UNAVAILIBILITY REASONS 25.

19. HOW TO ADD VEHICLE GROUPS 26.

19. HOW TO ADD FUEL TYPES 27.

20. HOW TO ADD ADJUSTMENT REASON 28.

19. HOW TO ADD A BUSINESS PARTNER 30.

20. HOW TO ADD A CONTACT PERSON 33.

TMS Training Manual Version 2.03 2

21. HOW TO ADD AN EMPLOYEE 35.

22. HOW TO ADD A VEHICLE 38.

23. HOW TO ADD A PRODUCT 42.

24. HOW TO ADD LOADING AND OFF LOADING POINTS 44.

25. HOW TO CAPTURE A CONTRACT 47.

26. HOW TO CHANGE THE FUEL AND OIL PRICE 57.

27. HOW TO CAPTURE FUEL – BOWSERS / REFUELING 58.

28. HOW TO CAPTURE AN ADHOC OR “ONCE OFF” ORDER 64.

29. HOW TO SCHEDULE A VEHICLE ON A TRIP FOR A CONTRACT 69.

30. HOW TO COMPLETE A TRIP 74.

31. HOW TO CATCH UP TRIP BACKLOGS WITHOUT SCHEDULING 81.

32. HOW TO CREATE AN INVOICE 82.

STANDARD REPORTS 86.

33.1.26 VEHICLES LIST

34. Glossary for the FleetlogiX 86.

TMS Training Manual Version 2.03 4

TMS Training Manual Version 2.03 5

4. Your Model Screen will then be displayed.

TMS Training Manual Version 2.03 6

2. Languages The language preference of your Business Partner English, Afrikaans,

12. Priorities The Priority of the load. Urgent, Tomorrow,

Continue on the next page…

TMS Training Manual Version 2.03 7

"% " " $/-" "

Also use this option to create a contract named

TMS Training Manual Version 2.03 9

1. HOW TO ADD AN INDUSTRY GROUP 11.

2. HOW TO ADD A LANGUAGE 12.

3. HOW TO ADD A JOB POSITION 13.

4. HOW TO ADD A TITLE 14.

5. HOW TO ADD LABOUR TYPES 15.

6. HOW TO ADD LICENSE CODES 16.

7. HOW TO ADD VEHICLE TYPES 17.

8. HOW TO ADD VEHICLE PROPERTIES 18.

9. HOW TO ADD A UNIT OF MEASURE 19.

10. HOW TO ADD A PRODUCT CATEGORY 20.

11. HOW TO ADD ORDER TYPES 21.

12. HOW TO ADD PRIORITIES 22.