In the transportation industry, everything is on the move, and the details of cargo, routes, and schedules are constantly being revised.
Keeping your Orders up to date will help you track these changes, and ensure that when it comes to Dispatching and, eventually, Invoicing your customers, nothing gets left on the dock.
Finding the Order
Before you can modify your order, you will need to find it. The easiest way to locate an order is through the Orders list, which you can find in the left navigation.
If you have a lot of active Orders, you may need to search for the Order, using the PRO/order number, customer name or delivery location. Once you have located the Order on the list, open the Order by clicking on the icon.
This will bring up the Order record: the general information about the order, as well as the Shipments, Revenue, and Expenses attached to that order. If you have already Dispatched the Order, you will also be able to see all the related Dispatches.
Editing the General Information
If you need to change any of the information in the top left section, you will need to click on the yellow ‘Edit’ button. This will bring up an editable view of those fields – make any necessary changes and hit ‘Save’ to return to the full Order record.
Adding or Changing Shipments
If the Shipment details have changed, or you have new information to add to the existing shipment, you can open the Shipment record by clicking on the next to the Shipment in question.
Note that a change to the pick-up or delivery location, date or time will be made in the related Shipment.
If you want to add a new Shipment to the Order, clicking on ‘Add Shipment’ will bring up the Create Shipment page. Fill out all the necessary information – be sure to pay attention to the required fields! – and then click ‘Create’ to add the Shipment to your order.
Adding or Changing Revenue
To modify an existing Revenue line item, click on the to the left of the line. This will bring up the Edit Order Receivable Charge page, where you can make the necessary changes. Click ‘Save’ to return to the updated Order.
To add a new Revenue item, click on the ‘Add Receivable’ button and fill in the same information. Again, saving will return you to the Order record.
Adding or Changing Expenses
To modify an existing expense item, you will have to open the related Bill, by clicking on the . This will take you to the Bill in question, where you can add, edit, or remove the payable line items associated with that bill. New expenses that will be paid to the same vendor should be added to their existing bill as line items.
To add a new expense with a different payee, you will need to create a new bill. Click ‘Add Bill’ to open the Create Bill screen. Once you have selected the Vendor and Bill information, click ‘Create’ – this will take you to the new bill record, where you can add the appropriate Payable Charges and any bill-specific Notes.
Expenses vs. Revenue
As you may have noticed, Expenses work slightly differently than Revenue, as expenses are grouped into Bills that are assigned to specific vendors or personnel – the people who you will have to pay. For more on how Tailwind handles payables, receivables, and bills, see the Administration Overview.
You can add any number of Notes to the Order by clicking on the ‘Add Note’ button at the bottom of the order. Some of these notes could be for internal details about the Order, while others will be communicated to the driver on a dispatch or added to the Bill of Lading.
For more about the different uses of notes, you can read Adding and Using Notes.
If the Order is up to date and ready to hit the road, it might be time to dispatch your Order.
If you have an Order with multiple shipments and destinations and are unsure how this will affect Dispatching, please read Advanced Orders and Dispatching.