Transport Management System

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User Manual Ver 1.0

© 2009 Exactus Corporation

Transport Management System

Copyright Notice All terms mentioned in this document that are known to be trademarks or service marks are duly acknowledged. Exactus® Inc. cannot attest to the accuracy of this information. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark.

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© Copyright 2009 Exactus Inc, All rights reserved

NO WARRANTIES OF ANY NATURE ARE EXTENDED BY THIS DOCUMENT.

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Any product or related information described herein is only furnished pursuant and subject to the terms and conditions of a duly executed agreement to purchase or lease equipment or to license software. The only warranties made by Exactus Inc, if any, with respect to the products described in this document are set forth in such an agreement. Exactus Inc cannot accept any financial or other responsibility that may be the result of your use of the information in this document or software material, including direct, special, or consequential damages. You should be very careful to ensure that the use of this information and/or software material complies with the laws, rules, and regulations of the jurisdictions with respect to which it is used.

This document is not a contract and does not create any representations or warranties by Exactus Inc. All applicable representations, warranties and covenants are contained only in the applicable agreement signed by the parties. The information contained herein is subject to change without notice. Revisions may be issued to advise of such changes and/or additions.

Preface

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Transport Management System

Table of Contents Preface ..................................................................................................... 7

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Purpose of this Manual....................................................................................................................... 7 Intended Audience .............................................................................................................................. 7 Related Documents............................................................................................................................. 7 Document Conventions ...................................................................................................................... 7 Version History .................................................................................................................................... 8 Compliance .......................................................................................................................................... 8 Comments ............................................................................................................................................ 9

Overview ................................................................................................ 10

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Product Overview ................................................................................................. 10 Features ............................................................................................................................................. 11 Benefits .............................................................................................................................................. 11 System Overview .............................................................................................................................. 12 Work Flow of Aware TMS ................................................................................................................. 12 Hardware and Software requirements ................................................................. 14

General Functions and Menus ............................................................... 15

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Main Menu ............................................................................................................ 15 File menu ............................................................................................................. 15 Change Password ............................................................................................................................. 16 Toolbars ............................................................................................................... 16 Operations Menu and Keyboard Shortcuts............................................................ 17 Window Menu ...................................................................................................... 19 Help Menu ............................................................................................................ 20 Selecting Date and Time ....................................................................................... 20 Searching Records ............................................................................................... 20 Logging into the application ................................................................................. 22

Using Masters ........................................................................................ 23

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General Masters ................................................................................................... 25 Country............................................................................................................................................... 25 Currency............................................................................................................................................. 26 Unit of Measurement UOM ............................................................................................................... 28 Department ........................................................................................................................................ 29 Activity Group Master ....................................................................................................................... 30 Activity ............................................................................................................................................... 31 Unit of Charge (UOC) ........................................................................................................................ 33 Measure of Charge-1(MOC-1)........................................................................................................... 34 Measure of Charge-2(MOC-2)........................................................................................................... 35 Vessel ................................................................................................................................................. 35 Supplier General ............................................................................................................................... 37 Principal Masters .................................................................................................. 39 Using Principal Masters ................................................................................................................... 40 Product Group ................................................................................................................................... 44 Product Brand ................................................................................................................................... 46 Customer............................................................................................................................................ 48 Customer Details ............................................................................................................................... 51

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Transport Management System

FM Masters ............................................................................................. 53

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General Masters (FM) ........................................................................................... 54 Policy Type ........................................................................................................................................ 54 Fine Master ........................................................................................................................................ 55 Payment Code master ...................................................................................................................... 56 Fuel Type............................................................................................................................................ 56 Filling Station Master ........................................................................................................................ 58 Fuel Card ............................................................................................................................................ 59 Axle Type ........................................................................................................................................... 60 Tyre Position ..................................................................................................................................... 61 Employee Grade ................................................................................................................................ 62 Employee ........................................................................................................................................... 63 Points ................................................................................................................................................. 66 Points Distance ................................................................................................................................. 66 Routes ................................................................................................................................................ 68 Tariff ................................................................................................................................................... 68 Customer Tariff ................................................................................................................................. 70 Supplier Tariff .................................................................................................................................... 71 Check List .......................................................................................................................................... 73 Employee Allowance ........................................................................................................................ 74 Item master ........................................................................................................................................ 75 Asset Types .......................................................................................................... 76 Asset Attribute .................................................................................................................................. 76 Attribute Value ................................................................................................................................... 77 Vehicle Type ...................................................................................................................................... 78 Asset Masters ....................................................................................................... 79 Asset Group ....................................................................................................................................... 79 Asset SubGroup ................................................................................................................................ 81 Asset Brand ....................................................................................................................................... 82 Asset................................................................................................................................................... 82 Asset Details ...................................................................................................................................... 86 Service Schedule .............................................................................................................................. 89

Transactions .......................................................................................... 91

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Asset Transaction ................................................................................................. 92 Vehicle Insurance.............................................................................................................................. 92 Registration ....................................................................................................................................... 94 Fines ................................................................................................................................................... 96 Vehicle Tyre Info ............................................................................................................................... 98 Tyre Puncture .................................................................................................................................. 100 Battery Info ...................................................................................................................................... 102 Fuel Filling ....................................................................................................................................... 103 Accidents ......................................................................................................................................... 106 Purchase Request ........................................................................................................................... 108 Purchase .......................................................................................................................................... 110 Repair ............................................................................................................................................... 112 Workshop ......................................................................................................................................... 114 Gate Pass ......................................................................................................................................... 116 Vehicle Check List .......................................................................................................................... 117

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Transport Management System

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Employee Job Card......................................................................................................................... 119 Jobs Request ...................................................................................................... 120 Job Request ..................................................................................................................................... 120 Route Planning ................................................................................................................................ 123 Fleet Job ............................................................................................................ 124 Fleet Job Document ........................................................................................................................ 125 Fleet Job Activities ......................................................................................................................... 126 FM Job ................................................................................................................ 128 Trip Ticket ........................................................................................................................................ 128 Trip Activities .................................................................................................................................. 131

Billing ................................................................................................... 132 Reports ................................................................................................. 137

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Transactions....................................................................................................... 138 Fuel Usage Report .......................................................................................................................... 139 Insurance Report ............................................................................................................................. 141 Registration Report......................................................................................................................... 142 Warranty ........................................................................................................................................... 142 Fines Report .................................................................................................................................... 143 Puncture Report .............................................................................................................................. 144 Item Wise Report ............................................................................................................................. 145 Purchase Request Report .............................................................................................................. 146 Purchase Report ............................................................................................................................. 147 Accidents Report ............................................................................................................................ 147 Service Report ................................................................................................................................. 149 Repair Report .................................................................................................................................. 150 Workshop Report ............................................................................................................................ 151 Job Doc. Report .............................................................................................................................. 152 Operational cost for Truck ............................................................................................................. 153 Daily Time Sheet ............................................................................................................................. 154 Trip Sheet List ................................................................................................................................. 155 Trip Activity Report ......................................................................................................................... 156 Trip Sheet Register ......................................................................................................................... 157 Trip Sheet Driver Log...................................................................................................................... 160 Asset .................................................................................................................. 161 Schedules ........................................................................................................................................ 161 Utilization ......................................................................................................................................... 162 Efficiency ........................................................................................................... 162 Vehicle Wise .................................................................................................................................... 162 Driver Wise....................................................................................................................................... 163 Vehicle ............................................................................................................... 164 Transaction ...................................................................................................................................... 164 Status Report ................................................................................................................................... 165 Activity Transits .............................................................................................................................. 166 Principal Wise .................................................................................................................................. 166 Customer Wise ................................................................................................................................ 167 Department Wise ............................................................................................................................. 168 Point Wise ........................................................................................................................................ 169 Exp. Forecast ................................................................................................................................... 171

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Transport Management System

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Analysis.............................................................................................................. 171 Point wise Trip Analysis ................................................................................................................. 171 Order Wise Trip Analysis ............................................................................................................... 173 Tonnage Wise Trip Analysis .......................................................................................................... 173 Fuel Analysis ................................................................................................................................... 174 Activity Reports.................................................................................................. 175 Customer Tariff ............................................................................................................................... 175 Activity Reports ............................................................................................................................... 176 Transaction Activity Report ........................................................................................................... 179 Transportation activities ................................................................................................................ 180 removeUn_Invoiced Activities ...............................................................Error! Bookmark not defined.

Appendix .............................................................................................. 183 General Masters .............................................................................................................................. 183 removeFreight Masters................................................................................................................... 184

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Glossary ............................................................................................... 186 Support Information ............................................................................. 187 Index .................................................................................................... 188

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Transport Management System

Preface

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Purpose of this Manual This Document describes the process flow, functionality and step by step procedures to be utilized in ensuring and working with AWARE Transportation Management System.

Intended Audience

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All the Users working or implementing the application are the intended audiences and will be provided with this document for reference.

Related Documents

All the documents are available online in both printed (PDF) and online (HTML) formats.

Online Help Files:

An online help is integrated with the application and the help is provided for each context or window of the application. Use keyboard shortcut key “F1 “to open help files.

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Document Conventions

In this manual, certain words are represented in different fonts, typefaces, sizes, and weights. This highlighting is systematic; different words are represented in the same style to indicate their inclusion in a specific category.

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The below table illustrates the typographic conventions used in this manual.

Preface

Style

Elements

Blue text

Indicates links and cross references.

Black boldface

User interface elements such as button names and menu items.

Italic

Document titles, glossary terms, and occasional emphasis.

Courier new font

Commands, filenames, URL’s, Directories, and paths.

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Transport Management System Style

Elements Indicates Note A note presents information that is important, but not hazard‐related.

Indicates Important

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An important notice contains information essential to operation of the software.

Version History 23rd

Comments

February Virender and Shravan

Conceptual overview, information design, Development of outline content , Maintain style

February Shravan and Stephen

Added content, captured screen shots for Masters, transactions, Billing

2009

27th

Modified by

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Date/Release

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2009

Shravan and Stephen

Drafted content, steps and fields description, master pages

6th March 2009

Shravan and Stephen

Added visio diagrams and rough draft release

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2nd March 2009

26th March 2009

Stephen

Made changes, added diagrams, flow and content.

Final version release

Compliance

Definitions, document template, acronyms used in this document will follow IEEE standards and Document content, procedures follows Microsoft manual of style for Technical publication.

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Transport Management System

Comments

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Every effort has been made to ensure the accuracy of the Document. If you have comments, questions, or suggestions regarding the document, contact our documentation support: info@exactus.com

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Transport Management System

Overview

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Transportation Management Systems (TMS) aid in determining the most efficient and most cost‐ effective way to execute the movement of product(s). Aware Transportation Management System (TMS), a product of Exactus SCM Solutions reduces transportation costs and improves customer service by providing shippers with efficient planning and execution of inbound and outbound transportation processes. It also streamlines and integrates transportation planning, freight payment, executions and generates reports across all modes of transactions.

Product Overview

Aware TMS is a full featured system that can improve process automation, optimize routing and increase visibility to help significantly reduce transportation costs while improving customer service levels. The Aware TMS module can be tightly integrated with Aware WMS.

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Accurate and on‐time deliveries, short order cycles and efficient and cost‐effective distribution of inventories are a business imperative in today’s dynamic business environment. Aware TMS can help you manage the entire transportation execution lifecycle by quickly responding to changing conditions whilst minimizing manual shipping processes, lowering costs, facilitating prompt deliveries and providing measurable improvements in customer service.

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Optimizing fulfillment of continuous order streams in the face of varying customer demands, cost pressures and service window constraints is a challenge that requires not only consideration for least‐cost transportation mode, carrier and routing, but also striking a balance with such variables as load consolidation, pool points, zone skipping, cross‐dock and merge‐in transit. Aware TMS can help you dynamically optimize your logistics operations to maximize transportation efficiency and reduce cycle times and transportation costs.

Whether you want to manage your own fleet, track on‐board shipments or broker freight from other carriers, the TMS module of Aware provides all the functionality needed to accomplish these tasks.

Sophisticated rating, billing and payment processing capabilities are included. With the built‐in load planning and configuration tools, customer orders are manipulated to create optimal, multi‐modal shipment plans and loads that maximize capacity utilization, pre‐assign carriers, balance trailer weights, create least cost shipment plans and review route and stop configurations. Dynamic routing allows you to strategically combine shipments across several suppliers.

Overview

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Transport Management System

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To search for any code, click the search icon and then select the appropriate code and click Select.

Refer the following figure which shows the search process.

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Figure 58: Searching Card Number

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Figure 59: Searching Supplier Code

Axle Type

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Axle is a single rigid shaft connecting a wheel on the left side to a wheel on the right side of a vehicle.

In general, Axles vary from a passenger to a load vehicle. Identifying the Axle Type helps you to understand the vehicle type and its capabilities for transportation. In aware, Axle Type is used to identify vehicles such as trucks and trailers having single, double or multiple axles. This information helps in further identifying the tyre positions and their faults too.

Figure 60: Axle Type Master

FM Masters

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Transport Management System Field

Description

Axle Type Code

Code of the axle type

Axle Type Name

Name of the Axle Type

In the axle type section, to create a new Axle Type, enter the Axle Type Code and Axle Type Name details.

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The existing axle details can be updated by selecting the search icon. Select the appropriate Axle Type Code and click Select.

Figure 61: Searching Axle Type Code

Tyre Position

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Based upon the various axle types, define the positions of the tyres at both the left and right sides of a vehicle. Each tyre position is identified by the selected block.

FM Masters

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Transport Management System Figure 62: Tyre Position Master

To create a new Tyre position details:

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Enter the Axle Type or click the search icon to browse the details from the Search Window. Select the appropriate Axle Type and click Select, to update the fields.

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Figure 63: Searching Axle Type

Employee Grade

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Based upon the license/skill acquired by the employee (Driver), define a unique code and name for the employee.

Figure 64: Employee Grade Master

Description

Grade Code

A unique code given to a grade

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Field

Grade Name

Name of the Grade

To create a new employee grade details, enter the Grade Code and Grade Name Click the search icon to browse the details from the Search Window. Select the appropriate Grade Code and click Select, to update the fields.

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Transport Management System Figure 65: Searching Grade Code

Employee

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Employee is a worker permanently hired for a job of driving a vehicle. Details pertaining to the employee like Department, Grade, Contact details, Service details, Passport and Visa details and Driving License details are maintained in this Master.

Figure 66: Employee Master

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Field

FM Masters

Description

Emp Id

Employee Id given to the employee

Emp Name

Name of the Employee

Department

Department to Employee belongs

Emp Status

Status of the employee

Grade

Grade to which the employee belongs

Mobile No.

Mobile Number of the employee

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the

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Transport Management System Description

Category

Category details

Phone No.

Phone Number of the employee

Sub Category

Sub category details of a particular employee

Email

Email Id of the employee

Service Start Date

Date on which employee service started

Permanent Address

Permanent employee

Service End Date

Service end date of the employee

Origin Country

Country name of the Employee

Living Country

Name of the country

Employer Code

Unique code Employee

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Address

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Passport Details Passport Number of the Employee

Issue Country

Name of the country specified in the passport

Valid From

Issue date of passport

Valid To

Expiry date of the passport

Status

Status of the Passport

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Passport No.

Labour Card No.

Labour Card Details Card Number issued to a Labour

Valid From/ Valid Issue date and expiry date of the To labour card Status

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Status of the labour

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Transport Management System Field

Description Visa Details

Type of Visa

Valid From

Issue date of the visa

Valid To

Expiry date of the Visa

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Visa Type

Driving License Details

License number of the vehicle

Issue Place

Place at which license issued

Issued on

Date on which license was issued

Valid Upto

Completion of the License validity

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License No.

To create new Employee details:

Enter the Emp id (Employee id) and Emp Name (Employee Name) details of the employee.

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Under the Passport details section, enter the passport details as required:

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a. Password No

b. Issue Country c. Valid From d. Valid To

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e. Status

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Under the Labour Card Details section, enter the following details as needed: a. Labourcard No

b. Valid From c. Valid To d. Status

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Under the Visa Details section, enter the Visa Type, Valid From, Valid To details.

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Under the Driving License Details section, provide the License No, Issue Place and then select a Issued On, Valid Upto details from the calendar.

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Transport Management System Description

Asset Group Code

Group Code of the Asset

Asset Group Name

Group Name of the Asset

Depreciation Required Asset Type

Applicable only if there is any depreciation of the asset Type of the Asset

Depreciation Percentage

Percentage of the vehicle depreciation

Asset Ac Code

Account code of the Asset

Dprc Ac Code

Depreciation Code of the Asset

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Field

Accumulated Depreciation A/c code

Accudprc Ac Code

To create new asset group:

Enter the Asset Group Code and Asset Group Name in the given text fields.

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Check the Depreciation Required, to enabling the option.

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Choose a Asset Type from the drop down list.

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Enter the Depreciation Percentage of the asset group.

5.

Update the codes with description in the following fields: a. Asset Ac Code b. Dprc Ac Code

c. Accudprc Ac Code

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The search window refers to selection of a group asset code.

Figure 95: Searching Group Code

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Transport Management System

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Figure 96: Searching Account Code

Asset SubGroup

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Asset subgroup is meant to define subgroup asset codes such as old vehicles, lease vehicles etc….

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Figure 97: Asset Subgroup

Field

Description

Subgroup Code

Code for lease vehicles, old vehicles etc...

Subgroup Name of the Asset

Subgroup Name

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Under the Asset Master to create a new sub group, enter the Subgroup Code and Subgroup Name details.

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Figure 98: Subgroup Code

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Transport Management System

Asset Brand

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An asset can also be identified through its brand. Define a unique asset brand code and the brand name of the asset.

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Figure 99: Asset Brand

Field

Description

Asset Brand Code

Unique code for the asset brand

Asset Brand Name Brand Name of the Asset

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To create a new Asset Brand, provide the Asset Brand Code and Asset Brand Name details.

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Use the search icon for fetching any existing details. For example, refer the below figure which shows the search process.

Figure 100: Searching Brand Code

Asset

An asset is an economic resource that is expected to provide benefits to a company. And it is vital to identify and define the various assets of the company to forecast their value and replace them timely. In Aware Transport Management System, an asset is identified as the transportation vehicles of the company.

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Transport Management System

Figure 101: Asset Register

Description

Asset Id

ID number given to the asset

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Field

FM Masters

Status

Status of the Asset

Asset Name

Name of the Asset

Asset Group Code

Group code of the Asset

Asset Subgroup Code

Subgroup code of the asset

Asset Brand Code

Brand code of the asset

Transporter Code

Code of the transporter

Driver Code

Unique code of the driver

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Transport Management System Description

L Uom

Least Unit of measure

Asset

The vehicles owned by the transportation company

Asset brand

The brand name of the vehicles.

Tariff

Tariff is the price tag assigned to a vehicle which differs based upon the measurement, duration, distances etc

Account code

A number given to an account from a chart of accounts

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Field

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Appendix

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Transport Management System

Glossary

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Abbreviation

TMS

Transportation Management System

GCC

Gulf Cooperation Council

UOM

Unit of Measurement

MOC

Measure of Charge

WMS

Warehouse Management System

WIP

Work in Progress

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Acronyms

Free of Charge

LPO

Limited Purchase Order

L Uom

Least Unit of measure

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FOC

Glossary

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Transport Management System

Support Information

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Do this

Website Home Page

www.exactus.net

Online Support Page:

help@exactus.net

General Product Information:

support@exactus.net

Updates and Support Files:

inf@exactus.net

Email: (Subject: AWARE TMS)

Info@exactus.net

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For

Telephone: (ask for Technical Support)

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Fax: (Technical Support)

Support Information

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Transport Management System

Index expenditure, 109 Expense account code, 32

B Billing, 136 brand name, 84

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Filling Station Master, 60 Filter, 22 Filter Check Box, 22 Fine Code, 56 Fine Master, 56 fleet equipments, 55 Fleet Job, 128 FM Masters, 25, 54 Fuel Type, 58

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Activity Group, 34, 35 Activity Group Code, 31 activity group master, 31 Activity Group Master, 26 activity groups, 32 allowance, 77 Asset Types, 79 Attribute, 79

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GCC, 26 grading level, 77

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categorized, 82 Charge Code, 34 check list, 121 Checklist, 76 Close/Exit, 20 Country code, 26 Country name, 26 Currency code, 28 Customer Details, 52 Customer Tariff, 73

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Help, 20

I Income account code, 32 Intuitive Type Bar, 22 ITB. See Intuitive Type Bar Item master, 78

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Delete, 19 Department Code, 30 Download Button, 22 download formats, 22

jobs/activities, 94

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Masters, 25 Measure of Charge(MOC), 26 Mileage, 90 Modify, 19

effect, 73 Employee Allowance, 77 Employee Grade, 64 Employee Job Card, 122 entity, 40 Exchange rate, 28

Index

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Transport Management System scheduling, 82 Service Schedules, 93 subgroup asset codes, 84

N New, 19

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Tariff, 71 transportation offense, 56 transported goods, 49 Trip Ticket, 132 Tyre Position, 63 Tyre Puncture, 103

on‐line help, 21 Online Help Files, 9

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Undo/Cancel, 20 Unit of Charge(UOC), 26 Unit of Measurement, 29 UOM, 26 UOM Code, 29

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Vehicle Insurance, 95 Vehicle Type, 81 Vessel, 26 Vessel Code, 37

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Repair, 115 repetitive item, 26

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Payment Code master, 57 Planning, 127 Points, 68 Points distance, 69 Policy, 55 Policy Type, 55 Principal Masters, 40 Print, 20 Print Button, 22 product brands, 47 product group, 45 Purchase Request, 111

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Save As, 19

wide range, 81 Workshop, 117

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Index

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Transport Management System

Exactus Corporation Trillium Towers Center 6320 Canoga Avenue Woodland Hills, CA 91367 Email: sales@exactus.net Index www.exactus.net

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