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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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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. 

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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

 

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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. 

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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

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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 

which

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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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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. 

2.

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

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1.

a. Password No 

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

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e. Status

3.

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

b. Valid From  c. Valid To  d. Status 

4.

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

5.

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. 

2.

Check the Depreciation Required, to enabling the option. 

3.

Choose a Asset Type from the drop down list. 

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4.

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

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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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E

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

H

P a g e | 188  


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

N New, 19 

T

O

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 

R

S

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

V

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

M

Repair, 115  repetitive item, 26 

U

PL

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 

E

P

Save As, 19 

wide range, 81  Workshop, 117 

SA

W

   

Index

P a g e | 189  


Transport Management System                                                                                  

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

P a g e | 190  

Transport Management System  

BSG Transport Management System

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