O R D E R S
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N E W L O A D
- Choose New Load under the Orders tab of the main menu to
enter the load creation page. From here you will be able to:
Choose the customer, service, ship from and to locations, # of
packages and types, carrier, vehicle, broker, charges, notes,
attached files, etc.
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- Choose/search for customer
from the drop-down menu - Choose service class from dropdown menu (direct, 3-day, etc)
- Enter reference # for the load,
and who the load was called in by
(if applicable) - Packages within your specified load will be
displayed here. To add a package, click: - To edit a package saved, click:
- If carrying dangerous goods, do not forget
to check the box. (The driver will require a
Dangerous Goods form from the customer
before loading the package(s). Examples of
dangerous goods: explosives, gases,
flammable liquids/solids, biohazards, etc.) - Load # is sequentially generated
tracking number. It remains zero until
load is saved.
PO #, Waybill #, Route, & Stop are
optional fields. Not required for the load,
but can be added as additional
information.
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- Vehicle field is what the load creator
determines is required for the inputted
load (does not mean vehicle needs to be
used, just what is suggested) - Truck & Trailer are tracked based on
the carrier that is assigned to the load,
and what asset is assigned to that carrier.
If no company asset is assigned to the
carrier, the fields will remain blank - Ship from:
a) Check off the applicable boxes. If PU Name Required is selected, the driver will require a
typed-out name of whom he/she is picking up the package from. If PU Sign. Required is
selected, the driver will require a signature of whom they are picking up from
b) Fill out the corresponding address and location information for the load
c) Input instructions upon pickup such as: “Knock on the door, don’t ring the doorbell”
d) Choose the date & time of when driver arrived, then when the package was shipped out
e) Choose the ship date from the drop-down menu
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- Ship to:
a) Check off the applicable boxes. If DEL Name Required is selected, the driver will require
a typed-out name of whom he/she is delivering the package to. If DEL Sign. Required is
selected, the driver will require a signature of whom he/she is delivering the package to
b) If DEL Image Required is selected, the driver is required to take a photo of the package
& its surroundings when the package is delivered
a) Fill out the corresponding address and location information for the load
b) Input instructions upon pickup such as: “Knock on the door, don’t ring the doorbell”
c) Choose the date & time of when driver arrived, then when the package was delivered
d) Choose the delivery date from the drop-down menu - After the Load Info tab is filled out and complete, the Charges tab can be
confirmed/adjusted (shown above). On this tab, charges can be calculated, added, removed, or
edited. - The Notes tab is used in active/completed Load management, and is not needed for initial
Load creation. This is where load tracking and logging take place with timestamps for records
and historical data.
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- Files tab is used for uploading delivery images or box damages, etc.
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N E W S C H E D U L E
The New Schedule page is operated in the same way and has the same features as the New
Load page, albeit some additional features. With this load creation page you have the
scheduling feature, which allows placing scheduled loads with specified settings to allow for
repetitive and reoccurring loads to be handled automatically.
Here, the schedule settings can be
adjusted and you will have access to
several options to control the start
and end of the schedule, schedule
type, weekly settings, and monthly
settings.
Once completed the scheduled load
will automatically create itself
according to the schedule set.
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L O A D S E A R C H
The Load Search page allows you to find a previous or current load using the above search
criteria. By searching Load #, date, carrier, vehicle, deleted, etc; you can further filter the results
to find what you are looking for.
Once the required search filters are entered, you can click search to see what loads exist with the
given filters. From this page you can also select loads then re-print waybills and labels if needed.
TIPS:
- More parameters = more accurate searches
- If status is not indicated, it will default to an open order
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D I S P A T C H B O A R D
Dispatch Board is where you can manage all in-progress and delivered orders, drivers, routes,
and all details your dispatcher needs. As a dispatcher, this page will be your home. Learn what it
has to offer, and become acquainted with it. It can seem complex at first, but with some screentime you will find everything is exactly where you need & want it!
CARRIER LIST:
The left side of the dispatch board allows you to see all the
active drivers. This list can be ordered by driver name or
driver number, whatever you prefer. This is done by clicking
the settings icon and choosing Driver List Method.
Numbers below driver number refer to:
(Assigned | Dispatched | Picked Up | Delivered)
$ value refers to daily driver commission based on their
current orders for that given day.
You can select a driver by clicking on their corresponding
selection circle. Once selected their info will become visible
in the box below.
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CARRIER INFO:
After selecting a driver from the list, the following box will display their
contact info for quick reference.
Click the small map/pin icon next to driver’s name to see their
current/last seen location on the driver map.
DISPATCH BOARD:
Here you can see all active loads and their corresponding info.
Load numbers are displayed in blue and can be clicked to open up in full screen detail mode.
Click on the load number to open, view, and edit the Load. See New Load for load editing info.
To Assign/Dispatch a load to a carrier, select the carrier, then check off the loads to be assigned
or dispatched to that carrier, then press the Assign or Dispatch button at top of dispatch board.
SPLIT LOADS
To Split Loads choose the loads that you want to be
split, then click Split Load(s). Fill out the required
information in the pop-up window, then press the save
icon at the top right.
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This tab allows you to view all ready to dispatch loads on the board.
This tab allows you to view active quotes on the dispatch board.
This tab allows you to view all scheduled loads on the dispatch board.
This tab allows you to view all cancelled orders on the dispatch board.
When a driver is selected from the carriers list, the bottom of the screen will populate with that
driver’s loads (image below).
There are 2 tabs: “In Progress” and “Delivered”. Switch between these tabs to see current and
completed loads for that driver.
Also from this window, you can select loads and manage them for that driver. To do this, check
off the check-box for the loads you want to manage, then choose from the various buttons such
as: UnAssign, Dispatch, PickedUp, Transfer, UnPickup, Delivered, UnDeliver, Routing, etc
Also from this window, you can print and view load details and paperwork such as: Waybills,
Manifests, Labels, POS, etc.
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F I N A L I Z E L O A D S
When a load is marked as Delivered, it must then be finalized. The Finalization process ensures
all values, costs, dates, and details are correct with the load before it is sent for invoicing. To
finalize a delivered load, first search for the loads you want to finalize. This search procedure is
similar to the Load Search. Simply enter dates, customers, or other criteria and search. Once you
search, the lower window will populate with the loads that fit the search criteria, from there you
can scroll through to check the load details, then select the check box once it has been confirmed.
Once all loads have been inspected and selected, then you may select the Finalize Selected Loads
button. This will finalize the loads you selected with the Effective Finalizing Date shown.
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C U S T O M E R S
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C R E A T E A C U S T O M E R
- Choose Customers under the Customers tab of the main menu to
enter the customer creation & management page. - This will bring you to this page. From here you will be able to: See list of all customers, see
contacts for each customer, edit & create customers and contacts/web users, etc - Choose New Customer at the top left of the page.
This brings you to the Edit Customer window (Shown
below)
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- Edit Mailing Address.
Select ‘Bill To Same’ if your Mailing Address is the
same as your Billing Contact - Select what Order Alerts you’d like to
receive & via email or text (or both). Also
choose who receives the alerts (user or
consignee. Lastly, choose which invoice
alerts to receive. - Select what is required when
creating a new load. For
example, if you select ‘Require
Caller’ then you need to fill out
the caller’s name or else you will
not be able to create a new load - Edit/add Billing Contact as well as
Billing Details.
Here, you can input and make changes
to payment info, payment terms,
payment method, currency.
Also available here is tax info and
discount rates.
As well as credit card details.
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- Change default pickup/delivery
addresses for this customer.
You can also add custom package types
(rolls, buckets, etc) - Change units of
measurement (weight,
distance, default
packages/vehicle, etc)
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CUSTOMER SHIPPING ADDRESSES
When you click on the Shipping Addresses tab, you will be brought to this window. From here
you can view, search, and add shipping addresses. Click on the icon to add a new shipping
address (circled below)
.
After clicking the icon, this window
will open. Here you can enter all the
necessary information for the
shipping address that is being added,
as well as contact info at the bottom.
Once this has been filled out, click
the SAVE icon at the top left to save
the address into the list.
Saved shipping address will look like the screenshot below. Can edit & delete rows from the list.
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CUSTOMER CONTACTS
When you click on the Contacts tab, you will be brought to this window. From here you can
view, search, and add contacts for the selected company. Click on the icon to add a new
company contact (circled below)
.
After clicking the icon, this window will open. Here
you can enter all the necessary information for the
company contact that is being added.
Select “Active” if this is an active user. Choose “is
Admin” if the user should have administrator rights
to make changes and delete items. Select “Web
Access” if the user is permitted to log in online on
the portal.
Enter name, email/user, & password for the
contact. Then fill out the corresponding fields and
select the alerts you wish this contact to receive.
Choose default settings and security settings.
Once this has been completed, click the SAVE icon
at the top left to save the address into the list.
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CUSTOMER PRICE PLANS
When you visit the Price Plans tab, you will be brought to the following window:
From this window you can create, edit and/or remove price plans under the selected customer.
You can choose the service type, vehicle type (for that service class), assign the price plan to that
service, apply surcharges to that service, use distance when no price plan is available, and set a
default plan for the customer.
When you add a new price plan, the following row will appear:
Here you can choose the available options from the drop down and create a new price plan for
that customer. Please ensure to press the save icon on the left of the row to save the changes.
CUSTOMER SALES PEOPLE
Under the Sales People tab, you can assign sales representatives to the company. Sales people are
those who receive commission for procuring the client. Under this tab you can choose the sales
person, and also the commission rate. Commission rate is displayed in percent %, and whole
integers only (ex. If typing 3, this would translate to 3%. If you type 1.8, this will round up to 2%)
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CUSTOMER CUSTOM FIELDS
Under the Custom Fields tab, you can add additional fields to the order screen for this customer.
To add a field, click the + icon, then type in the name of the field, then click the save icon.
CUSTOMER CARRIER ACCOUNT
Here, you can record 3rd party accounts if you will be managing a company’s entire
logistics/courier needs. For example, under Carrier you can put “UPS” and under Account # the
company’s UPS account number. This can be done for all 3rd party logistics companies.
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I N V O I C E L O A D S
After loads are finalized, you can visit this page to invoice the finalized loads. Using this page,
you can search for finalized loads based on date, load #, customer, groups, pickup & delivery
location, etc. Once searched, you can select and invoice the loads.
As shown below, this is the search results after filling out the required search fields and clicking
search. As you can see, the below window populates with the loads found within the search
parameters. From here you can select multiple loads and mark as invoiced.
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R E C E I V E P A Y M E N T S
This page is where you receive payments, apply payments and credits to invoices, and process
deposit batches.
- This section is utilized for searching for
outstanding invoices and applying
payments to those invoices. - Input Customer Name to search for
invoices from that customer. - Enter the payment type (cash, cheque,
etc.), reference (if applicable) payment
date & amount, and any other applicable
information regarding the payment
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Once a search is initiated (in this case, a search was conducted using client name C6 on date
10/15/2021 as displayed in screenshot above) the window below will populate with the invoices
that fit the search criteria. From here you can see the invoice #, date, amount, and balance. To
apply a payment (payment amount previously entered from the image above), click on the
Payment Amt field and enter the desired value to apply to the listed invoices. Or, you can select
the desired invoices and the payment will be applied consecutively.
The window below shows all the payments completed and ready to process into deposit batches.
Here, you can select the payments you want to process, then choose Process Batch.
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On this section, you can view all the
previously processed deposit batches. You
can order by batch #, date, or amount.
To delete/remove a batch, click the X next to
the corresponding batch. This will send it
back to the process payments window
above, and can be re-processed into a batch
if required.
To view a deposit batch report, choose the
view icon, and a separate window will open
with a print-ready detailed deposit report.
Example Deposit Report:
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C A R R I E R S
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C A R R I E R S
Carriers are your drivers. A driver could be an employee, agent, broker, or more. This section of
DeliverySuite is where you can create, edit, locate, pay, and manage your carriers
To access your carrier list, look under the Carriers tab of the main menu,
and select Carriers.
This will bring you to the page listed below, where you can view your full
list of carriers, and view all their driver and contact info
To create a New Carrier,
select this button at the
top of the Carriers page.
This is the New Carrier window:
When creating a new Carrier, please enter all applicable information on screen.
Ensure is checked off if the carrier is active.
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There are 4 main sections of the Details tab: Carrier/Driver, Vehicle, Setup, Billing
➢ Carrier/Driver:
Carrier name, address, contact, start date, and license expiry.
➢ Vehicle:
Ownership, vehicle type/make/model/year, license plate, insurance info & expiry
➢ Setup:
Carrier type, driver app user/password (if applicable), status, code, provided phone#
and email, dispatch alerts, unit & weight types
➢ Billing:
ID, currency, commission, tax #, payment info
The Contacts tab is used for carriers that are setup as 3
rd party carriers (such as another delivery
company). Under this tab, you can create contacts for carriers or contacts under the 3rd party carrier.
Under the Files tab, you can attach items such as: drivers license image, insurance details, driver
photo, licensing info, vehicle ownership, etc.
Once all details have been entered and checked, proceed to save the carrier.
The new carrier will appear in the carrier list and will be available to assign and dispatch loads to.
To edit an existing carrier:
Click on the carrier’s name in the carrier list that you want to edit, then make whatever changes are
needed, then click save to save and overwrite the changes.
C U S T O M S B R O K E R S
For companies that do international and/or cross-border shipments & deliveries, this is the page
to enter your customs broker information to be applied to loads that require customs clearance.
Simply click and enter all applicable information, then save. Broker can then be applied to
applicable loads.
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S E T T L E C A R R I E R S
The purpose of settling carriers is to ensure that drivers are only paid once. Once a carrier is
settled, it ensures it can’t be settled again. This prevents mistakes and overlapping payments
when paying drivers.
Shown below is the Transportation Loads Search window. Use this window to search for orders
that you want to settle. Once the applicable fields are filled out, press search to search for the
orders based on your search criteria.
Once you click Search, the following window becomes populated:
This shows all the Transportation Loads that fit the search criteria. From here you can select
(using the check boxes) which loads you want to settle, then once all are selected, you can
choose the button to settle them. Once settled, they will appear in the list below:
From this window, you can view
past settlements, and also select
and delete settlements.
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P A Y C A R R I E R S
Only applicable if paying carriers using cheques from DeliverySuite
Select company, carrier,
currency, etc
Enter payment amount for the
applicable driver bills, then once
complete, click
Once saved, you can select
cheques to print, and provide to
carriers for payment.
After cheques are printed, they
will be visible here in the case a
cheque needs to be reprinted
(cheque was lost, damaged, etc)
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D R I V E R M A P
Below is the driver map. For companies that track trailers, drivers, and equipment, this page
will allow you to view their live location, direction, speed, trailer temps, and more
For more information on this feature, please contact us.
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T O O L S
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I M P O R T E R
Select users might take advantage of the Importer for high-volume batch loads or even for highvolume customers that require spreadsheet load imports for quick and efficient batch orders.
To enable the importer for internal users, go to the Companies page (under Application
Settings), edit the applicable company, then select the Users tab, then edit the user that you
wish to enable the Importer for.
Once in the user settings, you will see the checkbox to Allow Importer under the Security:
To enable the importer for customers, go to the Customer page, select the applicable
customer, then select the contact that you wish to enable the Importer for.
In Contact settings, you will see the checkbox to Allow Importer under the Security Settings:
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R E P O R T S
The Reports page is your go-to spot for all
company statistics and data. Get full reports
on active drivers, inventory, logins, orders,
customers, etc.
If you require any custom reports to suit your
needs that aren’t covered in the extensive
pre-set reports, just contact Nology and a
custom report can be created to suit you and
your business’ needs.
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M A I N T E N A N C E
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P U R G E L O A D S
Purging loads is required when too many historical loads accumulate on your system. This can
slow down the system and make load searches take much longer than required. It is
recommended to purge loads that are older than 7 years.
Fill out the applicable search criteria to find the loads you wish to purge.
Once the search criteria are set, click Search, then select the loads using the check boxes.
Once you are satisfied with the selected loads for purging, press the Cancel Selected Load(s)
button to purge them from the system.
When purging loads, pay special attention to not purge the wrong loads from your system.
Always double check the selected loads and ensure you don’t make mistakes.
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A P P S E T T I N G S
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ACCESSORIAL TYPES
Accessorial fees are charged for services that go beyond the normal pick-up and delivery
requirements agreed upon at the time of purchase. These a la carte fees are typically added to
freight bills after the shipment has been completed.
To add a new Accessorial Type, click Add at the top left, then fill in the required fields.
ASSETS
Assets are a list of company-owned vehicles, trailers, and equipment.
Use the Assets page to manage these assets and to add new ones. These assets can be assigned
to drivers and/or to loads that require them.
To add a new Assets, click Add at the top left, then fill in the required fields.
To edit an existing Asset, click the at the left of the applicable asset, then make changes.
BILL FREIGHT TERMS
Here you can add and edit Bill Freight Terms options. This is used to determine the terms of
freight and when payment shall occur (when order placed, when shipped, when delivered, etc.)
To add a new Bill Freight Term, click Add at the top left, then fill in the required fields.
To edit an existing Term, click the at the left of the applicable term, then make changes.
BILLING GROUP
Here you can add and edit Billing Groups and codes.
To add a new Billing Group, click Add at the top left, then fill in the new code.
To edit an existing Billing Group, click the at the left of the applicable term
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CARRIER TYPES
Here you can add and edit Carrier Types and add/edit the different options for each type.
To add a new Carrier Type, click Add at the top left, then fill in the new code.
To edit an existing Carrier Type, click the at the left of the applicable line.
COMMISSION PLANS
Here you can view, edit, and add Commission Plans for your carriers to be paid by.
You can set rates for base rate, pieces, vehicle, fuel, distance, afterhours, and more.
To add a new Commission Plan, click Add at the top left, then fill out the rates.
To edit an existing Commission Plan, click the at the left of the applicable line.
COMPANIES
Here you can edit your Company Settings (Details, Alerts, Users, EDI, API, Carrier Accounts, etc)
you can also Add, Delete, or Duplicate existing companies in this menu.
On the Details page, you will find:
mailing address, billing contact, weather & company announcements, list of next ledger #s
(load, BOL, invoice, inbound, outbound, carrier payment), distance & weight units, line weight
default, currency, working schedule, bank details, and company logo.
On the Alerts page, you will find:
People/emails to send alerts to for specific items (Orders, Invoices, Statements, Carriers)
Choose what email these notifications go to for each item.
On the Users page, you will find:
List of users/employees under the selected company. On this page you can add, edit, and
delete users. To edit a user, choose the edit icon next to each user’s name. To delete, click the
X. To add a new user, click the add button at the top left. When adding a new user, you will be
brought to a new window where you can set and choose the users security permissions, alerts,
default loading page, admin options, sales person options, and other settings.
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The following is a list of User Security Settings:
Allow dispatch, invoicing, payment processing, client settings, inbounding, outbounding, courier orders, GPS
tracking, visual dispatch, delivery monitor, dashboard, routing, attachments, view pricing, importer, custom order,
global address list.
The following is a list of User Alert Settings:
Send new order alerts via email/text, dispatch alerts via email/text, quote alerts via email/text, pickup alerts via
email/text, delivered alerts via email/text, cancelled alerts via email/text, invoice alerts, statements:
On the EDI and API page, you will find:
Options used for integrations and customizations.
Please don’t make changes here without contacting DeliverySuite or Nology Solutions.
On the Carrier Accounts page, you will find:
A space to record company 3rd party accounts and account numbers/names. This is for
reference and record keeping only, these fields are not connected to any active systems.
CURRENCY TYPES
Here you can add different currencies and exchange rates that your company deals with.
Currency types can be added, edited, and/or removed from this page.
DISPATCH BOARDS
Here you can define different dispatch boards and options based on drivers, customers, and
much more. All custom dispatch boards are visible on this page. To add a new one, click the Add
button at the top left of the screen.
DEDUCTION TYPES
Allows you to set garnishments, loans, service deductions, vehicle leases, and handheld rent as
deductions from drivers. On this page you can add, edit, and remove different deductions.
DOCKS
Here you can add, edit, and/or remove docks from your warehouse. The descriptions/codes you
set in this list will be used to identify docks/bays throughout DeliverySuite.
PACKAGES
On this page you can set package types
PRICE PLANS
Here you can make price plans for the order system. Add, edit, or remove price plans. When
adding, you will enter description, service types, zone group, and commission %. Once a new
plan is added, you can edit it to set the zone to zone base charges.
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PRICE PLAN TEMPLATE
After price plan is created, you can set price templates. Price plan templates align price plans
with vehicle types, service types, surcharges, and weight/distance options.
Price plan templates can be created for the global customer list, or specific templates can be set
under specified customers for plans that apply to them only.
These templates are what are applied to orders that are placed under the designated services.
Once setup, when a service is chosen for a load, it will automatically populate the pricing,
surcharges, and vehicle type based on the template setup on this page.
SERVICE CLASS
Here is where you can add, edit, and delete service classes. Services are options that can be
chosen or assigned to loads with specific delivery options set. Example, 2-day, rush, after hour,
etc. Each service class has a name, code, and specified delivery window set. These classes can
then be used in price plans to assign charges based on the services chosen.
STATE/PROVINCIAL TAXES
Here you can manually set the tax rates for different countries/provinces/states/regions that
your business services. These tax rates are applied to load charges based on the ship from and
ship to locations for the load.
SURCHARGES
Here you can add, edit, and remove surcharge names to be used in price plan templates.
TAXES
Here you can manually set the tax rates for different countries/provinces/states/regions that
your business services. These tax rates are applied to load charges based on the ship from and
ship to locations for the load.
UOM TYPES
Here you can set Units of Measurement or Package Types for the packages section of the loads
screen. Some examples of this are box, crate, skid, roll, etc.
VEHICLE TYPES
Here you can add, edit, or remove vehicle types that can be assigned to loads, carriers, and/or
company assets.
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WAREHOUSES
List all company warehouses/storage locations in this list. These warehouses are used in split
loads as a mid-point/handover point.
WEATHER
List weather advisories that can be listed at the top of the website during storms or dangerous
weather to let all logged in users know that there could be potential delays. Example: Active
Hurricane could be causing severe delivery delays. This would display at the top of the
application in red bold lettering to all logged in users.
WORKING HOLIDAYS
Here you can set holiday hours for your business.
ZONES
Here you can create zones, and zone groups to be used in price plans and charges for loads and
orders. Once a zone is created, the zone boundaries can be set in numerous ways. Zones can be
set by postal code, city, or country. Each zone can have multiple zone types and ranges. Zones
can be added to a zone group to link multiple zones together into one larger zone.
ZONE GROUP
Here you can create the Zone Group names mentioned above.
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S Y S T E M
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G L O B A L U S E R S
Global Users are where internal users are initially added to the system. Once a user is created in
the Global Users list, they can be added to the applicable company with the appropriate
permissions, access, and alerts for that specified companies.
This is especially useful in systems that have multiple integrated companies with internal users
across numerous companies. Below is the New Global User window:
Here, you must enter an active email address (which acts as the username) and a complex
password. If the user is to be an admin, please check off the admin box. Further contact info
can be included below the required user information.
Once the user is saved, they can be added to their applicable company with their assigned
permissions, alerts, and access. This is done under Application Settings → Companies.
If a user enters their password incorrectly 3 times, the system will lock that user for security
reasons to prevent any hacking attempts. If this happens due to user error and there are no
active security risks, a Global Admin user can navigate to the specified user and uncheck the
Account Locked checkbox at the top right of the image above. Once saved, the user will be able
to log in again with the correct credentials.
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C H A N G E P A S S W O R D
If a user wishes to change/reset their password, they can navigate to this page to do so.
Changing a password requires entering the previous password as well, so ensure to keep
personal passwords confidential and hidden.
Once all fields are correctly filled out, the password will be reset to the specified password.
L O G O U T
When users are finished using the system, or will be stepping away from their open device,
ensure to safely and securely log out to ensure account information and data remains
confidential and secure