Module 2: Jobs

This module covers the information about job creation and every other related activity. The activities pertaining to jobs, complimentary to jobs and mandatory to jobs are all part of this module. The job creation functionality is highly dependent on the complimentary modules of driver, and vehicle. Shown below is a small graphical representation of the relationship between the modules:

The functionalities of the module are explained below in detail:

Search option

The search option allows the user to search the Job details by entering the Job ID or reference number as shown in the figure below:

Upon clicking the magnifying glass as shown in the figure above the user will be redirected to the job details. The job details and job view are discussed later and referencing will be made for clarity.

Dashboard

When clicked on the option of the Dashboard the following Screen appears:

The screen contains the details functionalities as follows:

1. Add new job

2. Add multiple jobs

3. View jobs

4. Edit jobs

5. Delete jobs

6. Jobs calendar

7. Add Project

8. View Project

Other than the functionalities mentioned in the dashboard, the allotrac web application makes the detailed process of job creation and relevant activities available for the users at their fingertips. Listed below features can be accessed from the drop-down menu of jobs from the main screen as shown in figure 20. They will be discussed under the heading of additional features for job module:

1. Add profile job

2. Add new return job

3. Add new crane job

4. Analyze jobs

5. Delivery type

6. Jobs invoicing

7. Purchase orders

8. Import Attache orders

9. Import job

10. Import failure

11. Planning screen

12. Loader jobs information

Add new job

This will allow the user to add a new job. There are three types of jobs:

1. Pickup and delivery

2. Pickup only

3. Delivery only

   1. Sales order

   2. Purchase order

Each of these jobs are discussed respectively followed by the discussion about the charge types applicable.

Available charge types are:

1. Supply only

2. Supply and delivery

3. Delivery only

- Pickup and delivery

The screen below identifies the entire required fields needed to be filled in order to add a new job of pickup and delivery into the system. The module has two sub sections, details, and pricing which will be discussed respectively.

The add new job screen contains two tabs; details and pricing. The details tab contains following in-depth functionalities covering the minute aspects of the job creation activity. They are listed below for the convenience of the user and will be explained before moving to the next tab of pricing.

Moving on once the details are entered in to fields shown in figure 22 the user will need to include additional information that is necessary for the completion of the jobs. Following screen shows the additional fields:

Upon clicking the add new fleet button the user will see a popup screen which is shown below:

Once the user has completed adding details in the fields shown in figure 22 and 23, they will be required to continue adding more information as shown in the image below:

Once the details are completed against the fields shown in figure 22, 23 and 25 the user can move to the second tab on the add new job of pricing as shown in figure 22. The pricing tab when clicked will show a very brief screen with only one functionality of adding price description. The screen is shown below for reference:

Mandatory Fields:

• Client

• Supplier

• Customer

- Pickup only

This job type is only when the driver needs to pickup goods from one place. The involved contacts will be the company/client that hired the driver and the supplier from where the driver will pick goods. Here the user does not have the fields of customer, delivery address, vehicle class, and fleet while rest of the fields for this job type remain same as shown in figure 25:

Mandatory Fields:

• Client

• Supplier

- Delivery only

The delivery only job type includes the combined functionalities that of pickup only and pickup and delivery job types. The fields required in the delivery only job type, include the details mentioned in the figures above. Furthermore, it’s important to note that the sales order and purchase order are the sub modules of delivery only but selecting either of them do not affect the fields or functionality while adding the job.

Mandatory Fields:

• Client

• Supplier

• Customer

- Hourly hire

The hourly hire job type includes the combined functionalities that of pickup only and pickup and delivery job types. The fields required in the hourly hire job type, include the details mentioned in the figures above. This type of job will also require the user to add information about the dehire.

Mandatory Fields:

• Client

• Supplier

• Customer

- Dynamic

This job type does not include the fields of hire and dehire. The user has to enter information in the fields shown below:

Mandatory Fields:

• Client

• Supplier

• Customer

- Reoccurring job

This option is available to set the recurrence to a job. In case a job is to be done repeatedly as it pertains to a bulk order, from here the user can set the job on reoccurring (as shown in figure 25). Once the reoccurring job is enabled the user can set the job frequency varying between daily, weekly, quarterly, monthly, bi monthly, last day of the month, half yearly, and annually. The user can also set the end limit of the reoccurring job. This functionality is applicable on every job type and will remain unaffected if the charge type is changed.

- Charge Type ; Supply only

This charge type is available for the following job types:

1. Pick up only

2. Pick up and delivery

3. Delivery only (sales and purchase orders)

4. Dynamic

Supply only requires the user to include the price description and details against the other relevant fields:

- Charge Type ; Supply and Delivery

This charge type is available for the following job types:

1. Pick up only

2. Pick up and delivery

3. Delivery only (sales and purchase orders)

4. Dynamic

Supply and delivery requires the user to identify the delivery price from between flat rate, hourly and unit. Every selection impacts the fields and options:

- Charge Type ; Delivery Only

This charge type is available for the following job types:

1. Pick up only

2. Pick up and delivery

3. Delivery only (sales and purchase orders)

4. Dynamic

5. Hourly hire

Delivery only charge type upon selection also requires from the user to identify the delivery price. It has all the same fields as shown above.

Add Multiple Jobs

Moving forward the next to explore module is add multiple jobs as shown in figure 21. On clicking the add multiple jobs the following screen will show:

View Jobs

As shown in figure 18 the next module in line is view jobs. This module allows the user to view all the jobs enlisted in the system. Upon clicking the view jobs button from the dashboard or dropdown menu of jobs the user will see the following screen:

Mandatory Fields:

• No mandatory fields for this sub module

The modules of Edit Job and Delete Job upon clicking will redirect the user to the view jobs module from where the said actions can be performed by accessing the buttons as shown in figure 34.

In order to view the complete details of a job, user can select any job id from the details as shown in the figure above. After choosing the job the user will be redirected to window containing relevant details of the job as shown below:

Here the user can see the job details, job advanced pricing, invoice, comments, POD (proof of delivery) POP (proof of purchase), Job checklist, terms and condition and time. These sub modules are discussed in detail respectively.

Details

The details web page will show the user all of the details that were entered by the user when the job was being created and some of the system details that were included automatically.

Mandatory Fields:

• No mandatory fields for this sub module

Advance Pricing

This screen will allow the user to see the advanced pricing system implemented for the job. The screen below shows the details visible to the user.

Mandatory Fields:

• No mandatory fields for this sub module

Invoicing

In this sub module the user will be able to see the invoicing details of the particular job as shown in the figure below. It will contain the same details as will be shown in the job invoicing module.

Mandatory Fields:

• No mandatory fields for this sub module

Comments

The tab of comments will show the comments added against the job. Any user with the access to the job details can add comments. These comments will be visible in this screen.

Mandatory Fields:

• No mandatory fields for this sub module

POP/POD

The POP which is proof of purchase and POD which is the proof of delivery are the photographs taken by the driver on the job. These images are updated on the allotrac truck application (see more) by the driver. Once the job is completed the user can view the POD and POP in the dashboard format as shown below:

Mandatory Fields:

• No mandatory fields for this sub module

Activities

This web page contains details of the activities conducted against a job. They are show in the following format:

Mandatory Fields:

• No mandatory fields for this sub module

Job checklist

This sub module allows the user to view the checklist that the driver has filled on the truck application. The checklists for pickup and delivery both are shown under this tab.

Another functionality available under this tab is that the user can send the checklists on email as shown below:

Mandatory Fields:

• No mandatory fields for this sub module

Terms and conditions

The predefined terms and conditions against the job type are shown in this screen. The terms and conditions are categorized separately for pickup and delivery. An example is shown below:

Mandatory Fields:

• No mandatory fields for this sub module

Time

In this sub module the user can view the time spent on the job by the driver. The job timings are divided among the time spent with supplier (pickup) and time spent with customer (delivery). The screen is shown below for better understanding:

Mandatory Fields:

• No mandatory fields for this sub module

Jobs Calendar

Job calendar module contains a clickable calendar which allows the user to see the jobs according to the days of the calendar. As shown in the image below every date contains a job assigned to that day with relevant details displayed:

Mandatory Fields:

• No mandatory fields for this sub module

Additional Features - Job module

Below mentioned are the additional features of the job module, and will be discussed in a sequence:

1. Add profile job

2. Add new return job

3. Add new crane job

4. Analyze jobs

5. Delivery type

6. Jobs invoicing

7. Purchase orders

8. Import Attache orders

9. Import job

10. Import failure

11. Planning screen

12. Loader jobs information

Add profile Job

This module is related to the system level module Job profiles. Users can access the system level modules through the burger menu available at the right-hand side of the screen as shown below. The system level modules will be discussed in the second section of this guide.

In order to understand the “Add job profile” module of the web portal it’s important to go through the service level module of job profiles. Once the user clicks on the add job profile from the job’s dropdown, they will see the following screen:

The figure 53 shows a dashboard view of all the job profiles added into the system.

Mandatory Fields:

• No mandatory fields for this sub module

Add new return job

This functionality is available through the Truck Mobile Application. Once the return job is aligned on the mobile application the details will be shown in the following web portal screen:

Mandatory Fields:

• No mandatory fields for this sub module

Add New Crane Job

In this module the user can add a new crane job. In this module there are 3 pages where the user has to enter information as shown in the image below:

In the required details the fields shown in the image below needs to be completed before moving on to the sections of item details which has the pricing functionality embedded in it:

Mandatory Fields:

• Client

• Customer

• Supplier

Once the details are entered in the fields shown in figure 56 and 57 the user will now be able to use the work items/items tab. This tab will require the user to add details about the counter weight in the unit of ton. Followed by adding the items identified against the crane capacity.

Once the user has added the relevant information in the fields shown in figure 58 and 59, they can proceed to add the price description and close the job. The job will be saved and will be available for the allocation.

Mandatory Fields:

• No mandatory fields for this sub module

Analyze Jobs

This functionality allows the users to analyze the jobs by either viewing job details or by viewing the details through the vehicle assigned. The screen below shows the module of Analyze jobs:

Mandatory Fields:

• No mandatory fields for this sub module

Delivery Type

The module of delivery type allows the user to perform from below shown functionalities:

In this module the user can view and add delivery types, view and add terms and conditions and view and add customer checklist. Each of the sub activities are explained below in sequence.

Delivery types:

Here the user can search view and add new delivery types. In order to search and view the screen below will help:

*Upon clicking the “add delivery type” button at the top right corner, the user will be redirected to a screen with fields which upon completion will allow the user to add the delivery type. Its important to note here that the risk assessment checklists added here will be reflected in the mobile application risk assessment module.

Mandatory Fields:

• Name

Once the data is entered in the fields shown in the figure 39 user can add custom fields if deemed necessary. The functionality of custom fields is shown in the figure 40.

Mandatory Fields:

• No mandatory fields for this sub module

Terms and Conditions

The module of terms and conditions allow the user to add new terms and conditions and edit the existing terms and conditions. These terms and conditions are used while adding the new delivery type as shown in figure 61. Upon clicking on Terms and Conditions in the delivery type dashboard the user will be redirected to the following screen:

Upon clicking the add terms and conditions button as highlighted in red in the figure 41 the user will see the screen below:

Customer Checklist

The module of customer checklist will allow the user to add new customer checklist and edit the existing customer checklist. Upon clicking on customer checklist in the delivery type dashboard the user will be redirected to the following screen:

**Upon clicking the add customer checklist button the users will be redirected to the screen shown below:

Mandatory Fields:

• List Name

Jobs Invoicing

This module provides a dashboard view of the invoicing being done for jobs. The invoicing can be done either on the creation of the job or completion of the job. The invoicing frequency can be set as per the entire job or as per the leg. The invoicing is done by third party partners such as MYOB and Xero details of which are mentioned in the glossary section. In the job invoicing module user will see the following screen:

Mandatory Fields:

• No mandatory fields for this sub module

Purchase Order

Purchase order module allows the user to see the purchase details relevant to a job. The dashboard of the said sub module shows the details relevant to the purchasing information that is added during the creation of the job. The screen shown to the user upon accessing the purchase order module from the drop down is shown below:

Mandatory Fields:

• No mandatory fields for this sub module

Import Jobs

In this module the user can import the jobs in a CSV format. A sample file is provided in the section where the user can download and fill it accordingly before uploading. Any data added in a format than what is already provided the system will not be able to read it. The screen is as follows:

Mandatory Fields:

• No mandatory fields for this sub module

Planning Screen

Planning screen is a hybrid view of the entire system. On the main screen the user can see all the details of jobs. The user can search a job by using the search bar placed at the right top most screen. The use can also navigate across the platform by accessing the burger menu available at the left-hand side. The user can also search specific details of the modules mentioned in the header such as client, supplier etc. The details are shown below:

Mandatory Fields:

• No mandatory fields for this sub module