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OnTime User Guide

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1. Email Address First Mame Last Name User Name John al Open Item Subco Empl Juan Ted New George Print yahoo com y Sean a flash net w Sally View Time Bess Juan Wf Jennifer ae a Felix Time and Activity Summary lohn Select All Time and Activity Detail core 23 Copy Current Assignments Today lack EN Export Current o Date Range Bob Customize Current View s126Maolwom wf Company 2 courier com wf Demo X Delete Pontimesystem com wf This same Reports menu Is available under several of the lists Here are some of the reports that can be generated in OnTime e User Time and Activity Summary e User Time and Activity Summary e User Current Assignments for Today e User Current Assignments across Date Range e Zone to Zone Price Sheet e Customers All Shipments by Date Range e Driver Route Stop Sheet e Shipping Label e Driver Assignment Work Sheet e Bill of Lading e Billing Cycle Orders e Individual Order e Invoice Customize Reports Modifications may be made to reports using the report designer built into OnTime 1 Load a preview of the desired report If the report may be customized a Modify button will appear in the toolbar of the preview window as shown here OnTime User Guide O 2015 Vesigo Studios 209 Note If the Modify Report button does not appear the report cannot be customized 2 Click the Modify Report button to
2. Status Labels gt 3 So Status Labels List Manage the list of custom status labels that can be applied to orders Status Labels Paperwork Received Paperwork has been received from the shipper and is being processed Going to Roseburg In Transit On its way to Roseburg Scanned onto track In Transit Desc Stored in Warehouse In Transit Ttem is currently being held in our facility Not Home Left at back door Completed Not Home Left at back door Finished Route gt Assign To If the selected order is part of a route OnTime will assign all uncompleted orders on that route to a different driver Trigger event Allows one of these events to be manually activated for the express purpose of triggering all applicable notifications created in the OnTime Workflow Designer associated with the order Trigger Workflow Events 23 Check the events that you would like to manually trigger This will activate all appropriate workflow actions tied to the event Shipment Number R5690 099 439 Shipment dispatched A Shipment dispatched and or assigned to a driver A Shipment dispatched and placed in the unassigned queue El Shipment picked up E Shipment delivered A Shipment unassigned from driver A Shipment cancelled The Trigger Events menu 7 Check all of the events to be trigger on that shipment 8 Click OK and the system
3. Payments OnTime User Guide O 2015 Vesigo Studios 213 By default all open invoices will be displayed which are invoices that have yet to be paid Change the view by selecting All Invoices or Overdue Invoices from the Filter By menu as shown below Open Invoices E Preview Print ES Email 33 Fax 20016 8 6 2013 240PM_ Customer Billing 2001 8 6 2013 2 37 PM DS Labs 20014 8 6 2013 2 37 PM Customer Billing Wi oF ele Jie TIA Several options are available to send invoices directly from OnTime to customers Preview Print Email and Fax Filter by Std Al 3 a Locked a da 2 40 PM Customer Billing DS Labs Customer Billing 20014 8 6 2013 2 37 PM mn 2 fi AA Mr E Ji TIA e Preview Select the desired invoice and click the Preview button to open a print preview of that invoice This method also allows for the selected invoice to be exported to a file such as PDF OnTime User Guide 2015 Vesigo Studios 214 termark Export E Mail Close Frint To As Preview und HTML File ll Web Page MHT File Single File Web Page RTF File ll Rich Text Format ll Microsoft Excel 2000 2003 Workbook XLSX File ll Microsoft Excel 2007 Workbook CSV File Sl Comma Separated Values Text Text File Plain Text Image File ls BMP GIF JPEG PNG TIFF EMF WMF e Print Select the desired invoice and click the Print button to send that invoice direc
4. 3 Click the New Price Modifier button in the upper left corner to open a new price modifier To create a flat per mile rate 1 Enter in the required information Flat Per Mile Kilometer Rate Percent eligible for commission Scope Y Shon Tesino Ares 2 Click OK to save The above example will effectively set up a pricing that charges 1 50 for every mile kilometer over zero miles kilometers On a 10 mile kilometer delivery this modifier would calculate to 15 00 OnTime User Guide O 2015 Vesigo Studios 39 To create a minimum charge plus additional per mile kilometer charges over a certain threshold This method of pricing has two aspects a flat minimum charge and an incremental charge on top This complexity is easily handled by creating two price modifiers that handle each of the two aspects and then a third modifier that will group the two into one and add them together Here s how that s done 1 Create the first modifier to establish the minimum charge Percent eligible for commission Scope Increment 2 Start calculating after an E Value Show Testing rea Click OK to save This modifier will generate a price of 10 00 no matter what 3 Create the second modifier to establish the additional per mile kilometer charges Additional Distance Charges Over 10 Percent eligible for commission Scope Range Start calculating after Multiply by Show
5. Contact Name Contact Name Address Line 1 Address 1 Address Line 2 City City State state Postal Code Zip Country 7 Click the Import Now button Note If any records fail to import during the process none of the imported records will be saved Note OnTime will try to remember the mapping set up for a list Note Dates and times may be imported as either UTC or Greenwich Meantime or your local time If necessary adjust dates and times before importing OnTime User Guide O 2015 Vesigo Studios 162 Exporting Data Virtually all data can be exported from OnTime Here are two ways 1 Within virtually every list of data in OnTime Management Suite records may be exported by right clicking the desired records and choosing Export Enter a file name and save the selected records to a comma separated value CSV file 2 Within virtually every list of data in OnTime Management Suite records may be exported by selecting the desired records and pressing CTRL C or right clicking and choose Copy The records may then be pasted into a compatible spreadsheet program such as Microsoft Excel OnTime User Guide O 2015 Vesigo Studios 163 User Defined Fields OnTime allows for up to 50 different types of custom fields text date number and check box fields To Setup the User Defined Field List 1 Click on User Defined Fields under the Home tab in the ribbon Home New Item General Order Workflo
6. 2015 Vesigo Studios 8 To Install OnTime Management Suite 1 2 3 4 Download the setup file Open the setup file Follow the prompts to complete the installation process Once installation is complete OnTime Management Suite may open automatically based on a choice made during installation If it does not go to Start menu gt All Programs gt OnTime System gt OnTime Management Suite A login screen will appear requesting Company ID User Name and Password These are initially provided by Vesigo Studios upon setup of a new OnTime hosted account Please refer to these credentials from Vesigo Studios when logging in for the first time Other users must be assigned credentials by the company s OnTime Administrator from within OnTime Management Suite To Install OnTime Dispatch 1 2 3 4 Download the setup file Open the setup file Follow the prompts to complete the installation process Once installation is complete OnTime Dispatch may open automatically based on a choice made during installation If it does not go to Start menu gt All Programs gt OnTime System gt OnTime Dispatch A login screen will appear requesting Company ID User Name and Password Enter the appropriate credentials and proceed to use OnTime Dispatch OnTime User Guide 2015 Vesigo Studios To Install OnTime Mobile for Windows Mobile OnTime Mobile for Windows Mobile may be installed through a computer using Ac
7. Startup Show Start Page If this option is checked the start page will open when the program starts up If this option is unchecked the program will display the most recently accessed section of the navigation bar at startup Check for program updates If this option is selected OnTime will automatically check for available updates and display a prompt when an update is found Automatically sign in If this option is selected OnTime will automatically log in the same company ID user name and password last used to sign in If this option is unselected OnTime will allow the appropriate credentials to be entered in for any company or user at sign in We recommend unselecting this option when using public computers Routes This section contains options pertaining to stops setup in the Routes area of OnTime Management Suite The automated Route Scheduler causes OnTime to automatically attempt to schedule all route stops once a day Set the time of day that the scheduler should run OnTime User Guide 2015 Vesigo Studios 14 Note New days begin at midnight Only route stops with schedules that are due to occur that day As a result a time of 12 00 AM or soon thereafter is highly recommended A good setting is 1 00 AM Note The automated route scheduler checks for adjustments to the time of day every 15 minutes therefore settings may take as long as 15 minutes to take effect The user identity will automatically label ord
8. 149 OnTime Report Designer File Edit View Format Dae xX A G sae Fl fd Loa H eya Epa by ee ee e a a y A a Alim 4 F Field List v ES Customers E AccountActive re fab AccountNumber My First Report Address 1 fab Address2 Company Rogue Valley Medical Center A Archive BillingC yde Company ABC Excavation POE Phone 734 3429 Phone 5415357677 E on EH or en Property Grid Phone 541 555 1212 onTimeReportl Report Company Vesigo Studios ES Al Phone Style Shee Collection Style Shee Text Alignr Top Left Phone 111 555 1234 gt Watermark None Behavior I I I I l I I I r I l I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I l I I I I I l I I I I I I I I I I I l I I I I Company Oregon Health Systems E E Z fal Company DS Labs e sg Designer Lo Preview 99 HTML View Scripts Pagel of 1 100 Gets or sets the criteria used to Additional resources including videos are available on the OnTime website http www ontime360 com Support aspx to help with report authoring For answers to specific questions contact technical support OnTime User Guide 2015 Vesigo Studios 150 Zones A zone is a defined area used for price calculations and can appear in a price set grid Zones may be defined in whatever manner best suits a particular company s needs however they may correspond directly to post
9. Delivery Notification to Customer Scope Properties Event Dispatcher Email info vesiga com IShipper Email Delivery Complete Shipment Tracking Number Dear Shipper Name Valued Customer Your shipment has been delivered by Driver First Name Driver Last Name one of our qualified divers The tracking number for the shipment is IShipment Tracking Number Not Available This order was shipped under the folling service level Shipment Service Level Picked Up From Shipment Acquired From Scheduled Pickup Time Shipment Scheduled Pickup Date Actual Pickup Time Shipment Actual Pickup Date Pickup Locaton Ship ment Pickup Location Request delivery receipt from mail server Send as HTML E Request read receipt from mail client There are thousands of different combinations of notifications that may be created with this workflow system These special fields may be used in any field of the message including the From To CC and BCC fields Setup Driver Notifications Using the same steps used above in To Create a New Workflow Action we can create a notification that will be sent out to drivers every time that an order is assigned to them OnTime User Guide 2015 Vesigo Studios 60 E EXAMPLE We will send the message to drivers as an SMS text message Because text messages are usually restricted to 160 characte
10. New Item General Order Workflow Options Entry Designer Actions Go To Notifications e The business information specified in the General section is used throughout the system Most notifications will fail if the email address is unspecified e Set the primary time zone to the local time zone Click the link labeled Use the time zone of this computer to quickly make the change Primary time zone UTC 95 00 Eastern Time US amp Canada This computer is set to the followng time zone UTC 08 00 Pacific Time US Canada Use the time zone of this computer e Under the Order Entry section choose how to generate tracking numbers By default random numbering is used but sequential tracking numbers may be selected instead e Enter the Terminology section to make some changes to default terms such as shipment package or customer Be sure to enter and capitalize the singular and plural forms For example to change the term shipment to delivery enter Terms Customize On Time to use the terminology that fits your business Shipment Delivery Shipment Plural Deliveries e Setting the default time zone for drivers connecting with mobile devices will allow the correct dates and times to be displayed in OnTime Mobile This setting may be altered by selecting the Home tab from the ribbon and clicking the Mobile Options button OnTime User Guide 2015 Vesigo Studios 63 This computer is set to the followng time zone
11. Once price modifiers have been created attach them to a price set when a customer selects that service level OnTime will know which price modifiers to use to calculate the price If price modifiers are not linked to a price set the pricing will not appear in OnTime Dispatch or the OnTime Customer Web Portal How to Link Price Modifiers to Price Sets 1 Enter the price sets list view Prices Current View Price Sets Price ee Open the desired price set 3 Navigate to the Price Modifiers section Locate the appropriate distance based price modifier in the list and link it to the price set by checking the box on the left e Price Set Editor Assigned Price Modifiers Cia New Price Modifier 923 New Price Modifier Group Name t Required Initial Selection Special E ES 5 to 10 Priority E Price Modifiers F HA Additional Distance Charges Over 10 i T i Base u i fone Base Prices Selected Zones al Al El E a a El Al Customers a E ri Flat Per TP Rate If a price modifier group is being linked individual price modifiers that make up that group do not need to be individually linked Simply link the group itself and OnTime will automatically ensure that the necessary calculations take place 5 The icon next to the charge looks like a small map This icon indicates that the price modifier is a special modifier in charge of calculating the distance pricing 6 Click OK to save the pr
12. Technical Support Options Product Name OnTime OEM distributed If the product came installed with a computer or device or bundled with another software application the hardware manufacturer or software vendor provides technical support and assistance for this software Please contact the manufacturer directly for support Support Info Online OnTime Subscriptions http www ontime360 com Support aspx Product support may be included with your Vesigo Studios OnTime subscription Please visit http www ontime360 com Support aspx for details Conditions Vesigo Studios support services are subject to then current prices terms and conditions which are subject to change without notice Professional Support Options Support Option Self Support For self help tools and content specific to OnTime visit http www ontime360 com Support aspx OnTime System Community Visit the OnTime community center to communicate online with others about OnTime applications at http help ontime360 com Incident based support Assisted Support from Vesigo Studios for break fix solutions Submit your incident online at http www ontime360 com Support aspx Phone support 541 326 4200 OnTime User Guide O 2015 Vesigo Studios Benefits of Service Knowledge Base articles FAQs Support Webcasts Many other online resources Information provided on Deploying Installing Managing Troubleshooting Real world experie
13. e Test OnTime s connection to QuickBooks by sending a few invoices or payments over Verify in QuickBooks that the information invoice or payment has been properly entered e To have information from invoices sent to QuickBooks in a certain manner configure the options auna S Check the fields you would like induded in the description of the invoice in QuickBooks Drag and drop the fields to reorder them Fields Tracking Number Description Pickup Location Delivery Location Pickup Location with Name Delivery Location with Name A Options Requested By Route Name E Pickup Time Invoice line item date E Flace options on seperate line items Always ask before creating new customers Always ask before creating new service items Always warn if an invoice or payment has already been posted to QuickBooks Indude tax price modifiers e Create a test customer and attempt to test the emailing printing or faxing of invoices to that customer Note Faxing incurs an additional fee to use OnTime User Guide 2015 Vesigo Studios 70 To inquire about a specific testing issue feel free to call OnTime Technical Support for assistance before putting the system online OnTime User Guide O 2015 Vesigo Studios 71 Congratulations You re Set Up We ve covered the basics of getting OnTime setup for your company and you can start using it in your operations e Step 1 Add Use
14. 80 Allow user to edit linked locations Check this option to allow customers to edit linked addresses One address may be linked to multiple customers ensure that this option is only selected if free editing of linked addresses by customers will not cause conflict Allow users to import bulk addresses This option allows customers to add new locations into their address books via bulk import from CSV comma separated value files Allow users to add new locations This option allows customers to add new locations into their address books manually Report templates include the shipping label waybill and bill of lading reports These same reports are available in OnTime Management Suite under the Tracking view Customizations made to reports from within the Tracking view may be displayed in the OnTime Customer Web Portal by clicking the corresponding blue link labeled upload current To set the report on the web portal back to its default state click the link labeled reset Synchronization To allow OnTime the unique ability to work in both an online and offline state data added and changed on one computer is synchronized with all computers running OnTime within the organization This section provides options regarding how synchronization works on a particular computer e How do you want to keep this computer in sync with OnTime o Automatically Any changes made will be automatically sent to everyone o Let me manually control when synchro
15. Base price 12 00 gt 5 00 and 12 00 lt y Distance Quantity 29 X 12 00 5 00 1 75 Weight y 1 15 Dimensions 20 00 Dedared value Total 621 75 Custom The results are shown on the right hand side The first line indicates whether the modifier applies if so a green checkmark appears indicating that the 12 miles is greater than the 5 mile threshold If we enter 5 miles in the test the results change Test Price Modifier Base price 5 00 gt 5 00 and 5 00 lt E KE Distance 5 This modifier does not apply Because a distance of 5 miles is outside of the range specified for this modifier this value will not apply and OnTime returns a price of 0 Returning to the previous example of 12 miles Test Price Modifier Base price 12 00 gt B000 and 12 00 lt E Y 1 75 Declared value fs Total 571 75 The results detail how the price of the fuel surcharge is calculated Different values are color coded to display how the numbers are used offering insight into the way OnTime calculates price modifiers We can experiment with OnTime User Guide 2015 Vesigo Studios 50 the setup of price modifiers and continually test results until the calculation is perfected instilling confidence that pricing will work as intended Downloading Sample Price Modifiers Sample price modifiers are provided by OnTime free of charge Access price modifiers by clicking the Download Sampl
16. Note Faxing may cost an additional fee per page Click on More information on faxing services to learn about our low cost faxing alternative Connecting to QuickBooks To export transactions from OnTime to QuickBooks QuickBooks must be informed that OnTime is a trusted program that is permitted to transfer data QuickBooks will usually display a wndow when OnTime attempts to communicate data however manual configuration of QuickBooks may be required Try the following steps if a message appears indicating that QuickBooks could not be started QuickBooks is not installed or OnTime could not find QuickBooks Note Administrative access to QuickBooks is necessary to adjust some of the settings below If that access is unavailable contact your QuickBooks administrator to change these settings 1 Open the desired company s file in QuickBooks From OnTime Management Suite attempt to post an invoice or payment to QuickBooks If a window similar to the one pictured below appears select Yes whenever this QuickBooks company file is open and click Continue OnTime User Guide O 2015 Vesigo Studios 216 QuickBooks Application with No Certificate An application without a certificate is requesting access to the following QuickBooks company file Consulting Business Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface The Application Calls Itself OnTime Manage
17. Prices lt Current View Price Sets Price Modifiers _ Tasks Import Price Modifier Download Sample Modifiers Customize Current View Click the New Price Modifier button in the upper left hand corner to open a new price modifier e Enter a name for the price modifier This name will appear to customers and dispatchers under the heading service levels e Choose the price modifier s type This option will usually be set to General Option e Set the category to Customer Price Set e Leave the Percent of base price eligible for commission the amount of the service level used to calculate workers commission at 100 for now e Action indicates the type of calculation that will be used to determine the price More information on these types of actions is available later in the Price Modifiers section of Chapter 4 e The increment box will be enabled if the modifier s action is set to an incremental type which specifies what the increment will be when counting This value will usually be one 1 to count 1 2 3 4 5 e If appropriate set the watch value to indicate the field to be used in the calculation More information on these types of actions is available later in the Price Modifiers section of Chapter 4 e Set the value the amount to charge in the calculation for the modifier e Thresholds and ranges may be set using the start applying after and stop applying before
18. ETU Crer sata Download Zip Codes Select All Customize Current View ortlan X Delete 6 In the resulting window enter a name for the zone that will be created after the merge Merging two or more zones will remove those zones and merge them into a new zone If the selected zones are already associated with locations in the address list then those locations will be affected and by extension shipments placed from or to those locations unless the option to update the locations is unchecked This will allow you to manually update only the locations you want to use the new merged New merged zone name South Portland zones selected tomerge 15 Total postal codes 15 Possible effected locations O Automatically update locations to use the new merged zone Cancel 7 If desired check the Automatically update locations to use the new merged zone box to make OnTime update all locations associated with these merged zones 8 Click OK The selected zones will be merged into a new zone and the old zones will be removed OnTime User Guide 2015 Vesigo Studios 156 Time Clock Features The built in time tracking and auditing features in OnTime Management Suite help to simplify the process of gathering user activity from OnTime Dispatch and OnTime Mobile The system records a start time based on when a user clocks in A timer runs until the user clocks out The information gathered is per
19. How to Setup an OnTime Account gt Step 4 Configure Pricing gt Set the Schedule Zone Base Prices OnTime offers a way to input zone to zone base prices allowing for simplified price generation based on a fixed amount between two points Zone base prices are displayed as a grid with origin zones across the top and destination zones down the left hand side To specify a price between two zones locate the point on the grid where the two zones intersect and enter the desired price into that cell F Price 5et Editor General Zone Base Prices ds Fit Zones to Window Reciprocal Pricing Additional Actions Jone Base Prices OO Addison Allen Arlington Bedford Carrollton Ced Addison 15 00 15 0 15 00 _ Price Modifiers ma 15 00 z mep Selected Zones Arlington 15 00 15 00 Customers Bedford En SAR Carrollton 15 00 15 0 15 00 Cedar Hil 15 00 15 0 15 00 15 00 Colleyville 15 00 15 0 15 00 Coppel 15 00 15 00 15 00 15 00 15 00 Crowley 15 00 15 00 15 00 15 00 15 00 15 00 lis Misa Editing FROM Bedford TO Cedar Hill 0 O g O 0 O g Sample zone to zone price grid For help specifying different amounts between zones based on direction look at the bottom of the grid for a hint regarding the direction of the currently selected cell OnTime User Guide 2015 Vesigo Studios 86 Editing FROM Bedford TO Cedar Hill 4 Pricing Input Tools OnTime can
20. Modifiers can be classified into two categories customer and driver Both categories are used in a similar manner to change pricing but the driver category is designed to work with employee sub contractor pay and the customer category for customer billing Types of Modifiers Different types of modifiers accomplish different tasks The different types include e General Option The modifier will appear to the dispatcher in the check box list of available options for the service level price set selected e Signature Capture This type is tied directly to the check box on the order form labeled digital signature capture Modifiers of this type will not appear to dispatchers in the check box list of standard options e Collect on Delivery C O D This type is tied directly to the check box on the order form labeled collect on delivery Modifiers of this type will not appear to dispatchers in the check box list of standard options e Distance base price This type is tied directly to the distance base price on the order form Modifiers of this type will not appear to dispatchers in the check box list of standard options A distance modifier type is useful in cases where the base price needs to be accessed based on distance instead of or in addition to zone to zone pricing Because OnTime calculates the total cost of an order as a base price plus adjustments from any selected modifiers the special distance modifier type acts as a base price on top
21. Normally notifications created in the workflow designer will not be processed when assigning drivers from the Tracking view To ensure that they process check this box Unassign Removes the currently assigned driver This option places the order back into the unassigned queue Status Changes the status on the selected order s Order status can be classified into one of 5 main categories e Submitted The order has been submitted and is awaiting courier collection e In Transit The order has been collected by the assigned driver e Completed The order has been delivered to its destination e Canceled The order has been cancelled only possible if the order s current status is submitted or in transit e Canceled Billable The order has been cancelled but may still be subject to charges only possible if the order s current status is submitted or in transit To set the status of an order choose Status gt Set to The appropriate status gt Normal For example to manually change an order to be in transit Unassign O y Set to Submitted ey Route F Trigger Event The Normal option sets the status on the order and nothing more Status labels are available to add comments accompanying the status change The Custom menu tem is listed below the Normal menu item a Set to Submitted AN Set to In Transit ll Set to In Transit with Pickup Info Pd Ta Re Tal Custom sets the status and allows a time stamped
22. OnTime will automatically attempt to schedule all route stops once a day Set the time of day that the scheduler should run We recommend a time of 12 00 AM or soon after The user identity indicates which user automatically generated orders will have listed as the creator OnTime User Guide 2015 Vesigo Studios 131 To Have Manually Scheduled Route Stops 1 Check that OnTime is synchronized with the server 2 Click on the schedule items link A list of route stops will appear Route stops that have already been scheduled for that day will not reappear in this list e Route Scheduling Select the items you would like to schedule by ensuring they are checked If you don t see recently created stops try synchronizing with the server first Total Items 8 Route Last Scheduled Acme Banking Group 4 8 2011 Acme Banking Group 4 8 2011 Acme Banking Group 4 8 2011 Acme Banking Group 4 8 2011 Daily Morning Mail Run Ashland to M 4 8 2011 Local Area Bank Deposits 4 8 2011 Local Area Bank Deposits 4 8 2011 Local Area Bank Deposits 4 8 2011 3 Check the desired items in the list that to be scheduled A Click the Schedule Now button To View the Results of a Manual or Automated Scheduling Click the View Scheduling Log link A window will appear with a list of orders that have been scheduled the routes stops that they originated from and the tracking numbers assigned to those orders Scheduling Routes Stops Across Multiple
23. Status Changes This section lists the status changes added to the selected order Double click an existing status to manually change it Click the button in the toolbar labeled Add Custom Status Change to enter in a custom status label OnTime User Guide O 2015 Vesigo Studios 207 Reporting OnTime offers several options to report and analyze data While OnTime if fully capable of communicating with third party reporting and analysis tools such as Crystal Reports there are also several robust tools included within OnTime Management Suite Locating Reports in OnTime While many courier software solutions only allow access to printable reports from a single location the OnTime Suite presents reports throughout its programs contextually Reports are rarely more than a right click of the mouse away A popular report that is available from virtually every major list in OnTime can be found clicking link labeled Print Current View on the left Tasks Customize Current View Print Current View Or by right clicking on the list and choosing Print First Name Last Name User Name Email Choosing these options will simply print the chosen list as it appears This list will reflect any column sorting reordering or resizing that has been done Other reports can usually be found by right clicking on a list and choosing the Reports menu as illustrated here OnTime User Guide O 2015 Vesigo Studios Users
24. The OnTime mail server will automatically ensure that messages are sent out however the sender s address may appear as notify Oontimesystem net To have greater control over messages and to customize the sender s address use settings for a different mail server The appropriate Internet Service Provider webmaster or server administrator should be able to provide the information requested in this section The email server and account fields will need to be filled out accurately before messages can be sent e Server name is the SMTP server that is used to send email e User name and password are needed if the SMTP server requires authentication If authentication is not required then user name and password should be left blank e If OnTime is located on the same domain as the SMTP server and the currently logged in windows user has permission then the use Windows authentication can be checked to provide the credentials automatically Here s an example of how this might look when configuring OnTime to relay through a Gmail account Use OnTime mail server Use other mail server Server name smtp gmail com SMTP server requires SSL Server poart 587 E Use Windows Authentication User name username gmail com Fassword AAA OnTime can communicate with QuickBooks desktop versions 2002 Professional and higher QuickBooks must be installed on the same machine as the OnTime Management Suite for communication to occur Open
25. The selected text box may be dragged and dropped to another position If two boxes overlap the report will color the overlapping boxes in red as illustrated here Improper formatting should be corrected before saving the report To Resize a Box 1 Select the box 2 Click on one of the blue dots around it 3 Drag To Add Text and Images to a Report Drag the desired element from the tool box on the left hand side of the report designer window OnTime User Guide O 2015 Vesigo Studios 136 de A m l Double click on a label within a report to edit the text To add an image drag the picture box control onto the report Click on the small arrow in the upper right hand corner of the picture box within the report to open the smart tag OnTime User Guide 2015 Vesigo Studios 137 From this popup browse to the desired image file and select it We recommend setting the sizing mode to Zoom Image Picture Box Tasks Image System Drawing Bitmap Data Binding Zoom Image will automatically scale the image to fit inside of the picture box The picture box may be adjusted to the desired size eporiHeader lone band per report To Add Data Fields to a Report 1 Select the desired fields from the Field List on the right hand side of the report designer OnTime User Guide O 2015 Vesigo Studios 138 v HH Untyped data source Accountiumber BasePrice Comments Created Dedar
26. This method offers a very flexible and powerful approach to sending notifications however that flexibility can leave room for mistakes e Use default values where appropriate That way if the information in the special field is not available the default can be used which is especially important when addressing the from and to fields in an email or text message e Check the notification status window occasionally to ensure that all notifications are going out properly Any problems will be shown there along with hints as to what the problem may be al A Home Tools Dal Account Help fae x SEa Pending Notifications ici Lal Sent Notifications New Item General Order Workflow Options Entry Go To Designer Notifications Actons inline Workflow Notification Status Outstanding notifications and alerts sent out via fax email or text message are reported here There are 18 outstanding notifications or alerts to process Process All Messages Now Shipment ID of Attempts Last Attempt Last Error Workflow Action e Try putting your email or text message address in the CC or BCC fields of the workflow notification That will help ensure that the content going out to customers or drivers is accurate because you will receive a copy each time Once you are confident in the reliability of that notification simply remove your address from the CC or BCC fields OnT
27. When the user s Time and Activity report is generated these one time adjustments will be automatically included Double clicking on a one time adjustment in the user compensation list will allow for modifications to be made Attachments Files may be attached to orders helping to keep scanned paperwork connected with related orders Any number of files may be attached to an order however each file s size must be less than 100 kb To attach a file to an order drag and drop the desired file into the list from Windows Alternately right click in the list and select Attach File File Attachments OnTime User Guide 2015 Vesigo Studios 206 Other users of OnTime Management Suite and OnTime Dispatch will be able to access and download attached files To download an attached file right click and select Save As Shippers using the OnTime Customer Web Portal will also be able to see attached files and can download them directly with a web browser Note We recommend using common file formats such as PDF to ensure that customers experience minimal issues opening the files History This section provides a list of all of the changes that have happened to an order A time stamp and name of the person who made the change appears on every record The list is sorted chronologically with the most recent changes at the top Because this history cannot be altered the information provided can help to audit issues with an order
28. click the File button in the upper left hand corner po y General Options a Synchronize About df Sign Out More information Technical support Terms of service The File menu Any command from the ribbon may be placed in the Quick Access Toolbar located above the File menu To associate a command with the toolbar right click on the appropriate button in the ribbon and choose Add to Quick Access Toolbar Sd A Home Tools Data Account Help A La Pending Notifications 3 ons New sync Ay 1 show Quick Access Toolbar Below the Ribbon Actions Minimize the Ribbon A H OGLA A ee A shortcut to the chosen command will be added to the Quick Access Toolbar as shown below OnTime User Guide 2015 Vesigo Studios The Navigation Bar The navigation bar appears in a vertical list along the left hand side The navigation bar can explore different areas of the program without opening additional windows Clicking on a navigation bar button will prompt OnTime to open the selected area in the region to the right To resize the navigation bar use the resizing bars as shown here OnTime User Guide O 2015 Vesigo Studios To completely collapse the navigation bar click the minimize button at the top of the navigation bar OnTime User Guide O 2015 Vesigo Studios To re gain access to the navigation bar click the header test as illustrated below The Status B
29. customer experience on the Web Portal and can provide optimal customer support Testing Billing An important part of every business is the billing of customers If the pricing structure has been well tested billing will likely go smoothly however if the pricing structure is complicated to begin with invoices may be difficult for customers to understand Here are some tips to ensure that billing goes smoothly e If customers are on different billing cycles setup their schedules as soon as possible OnTime cannot know a customer s billing cycle until it is defined e Print an invoice to check if visual customization is desired If so make the desired changes in the Report Designer e Invoices by default should print out so that the address displays through a 10 windowed envelope If you need to use a different envelope type or will be printing the invoices on pre printed forms customize the invoice s layout using the Report Designer and test to ensure print layout is correct e To reset an invoice back to its original state click Reset OnTime User Guide 2015 Vesigo Studios 69 Y Previous Page aS Modify Reset gt Next Page b Last Page Customize e f payments will be processed through OnTime to track customer balances enter the payment received in OnTime The connection with QuickBooks will not pull payment information from QuickBooks into OnTime OnTime will only push payment information out to QuickBooks
30. us If an ambiguous address is typed in OnTime may find multiple matches In such cases click on the search icon to view all possible matches Address Search Results F Address 201 pine st Results a 201 Pine St Soldiers Grove WI 54655 USA 201 Pine St Woodville TX 75979 USA 201 Pine St Auburn IA 51433 USA 201 Pine St Pelion SC 29123 USA 201 Pine St Minden LA 71055 USA 201 Pine St Agawam MA 01030 USA 201 Pine St Tamaqua PA 18252 USA 201 Pine St Gallipolis OH 45631 USA 201 Pine St Campobello SC 29322 USA E n l a Giees coll OnTime will automatically attempt to recommend the appropriate zone after a postal code is entered Note If zone to zone pricing is being used select a zone for each address Addresses that are not assigned to a zone may be inaccurately priced To Add Locations in Bulk e Import a list of locations from an Excel or CSV file via the Import Data option from the Data tab in the ribbon More information on how to use this feature is available later in the Importing Data section of Chapter 4 OnTime User Guide 2015 Vesigo Studios 26 How to Add Zones Setting up a list of zones will be an important step for companies using zone to zone pricing The name of a zone and any postal codes associated with it may be entered into OnTime Tip A list of all zip codes in a particular area can be downloaded through OnTime United States only To Acces
31. Base price 12 00 gt 5000 and 12 00 lt E y 1 75 Declared value fs Total 621 75 The results detail how the price of the fuel surcharge is calculated Different values are color coded to show how the numbers are used offering insight into the way OnTime calculates price modifiers As a result the setup of price modifiers can be experimenting with and continually tested until the calculation is perfected giving you confidence that your pricing will work as intended OnTime User Guide O 2015 Vesigo Studios 101 Dimensional Weight Shipping costs are generally influenced by the weight of the cargo being transported however certain kinds of cargo make charging strictly by actual weight impractical and unprofitable For instance cargo that is large and bulky but has a relatively low actual weight such as foam drinking cups Using dimensional weight as opposed to actual weight solves this problem by assuming a nominal density for cargo and increasing the billable weight to compensate for the extra volume OnTime allows carriers to use dimensional weight as part of their billing calculations Dimensional weight has been integrated into the standard modifier system to enable maximum flexibility when defining the dimensional weighing system to be used by a carrier Defining dimensional weight as a modifier enables dispatchers to determine quickly if an order should apply actual or dimensional weight charges How to Enable Dim
32. Choose vehicle being used Car a 123abc v vehicle odometer reading 4654 Clock In fa Cancel Accessing Time Clock Data The results of the time clock data can be viewed and edited in OnTime Management Suite e From the Users list right click a user to see his past 30 days of data by choosing View Time Sheet o Choose a different date range and click Calculate Time to view more data o The user s activities appear Each day is on one line and a breakdown of activities as a driver and activities as a dispatcher is displayed e Potential inconsistencies in the activity or time of a user will be flagged by a red cell Start 7 13 2013 End 8 13 2013 aly Time Sheet e Double click on the cell find the problem Resolve the conflict manually Clock In Clock Qut 5 7 16 2013 Ey 9 30AM H 7 16 2013 Ey 12 00AM 7 16 2013 ly 11 53AM H 7 16 2013 Er 2 21PM ES OnTime User Guide O 2015 Vesigo Studios 159 e Once you have evaluated workers activity view the compiled information in the Time and Activity reports Employees Subcontractors Agents and Partners Tips e Make use of the time clock features letting OnTime track the activities of personnel to easily determine pay later on e Temporary workers and agents may be given accounts to log in for as long as they are working with an organization e Real time results such as POD information for customers can be preserved when trusted part
33. Copy directionsto order Driving Directions for this Route m AN Head northwest on E John w Carpenter Fwy toward Brazos Dr A Continue onto West John w Carpenter wi Freeway 4 Take the ramp on the left onto 1X 114 W Take the exit toward President George nd aa Bush Turnpike Prairie W Merge onto W John Carpenter Fwy aj E Turn left at Texas 161 Frontage Rd a Take the ramp on the left to President George Bush Turnpike El T Toll road Sample route map Calculating the Cost for Distance Many couriers are familiar with the idea of creating a formula in a spreadsheet such as Excel to calculate the cost of a delivery based on the distance Common scenarios include a flat per mile kilometer rate or a minimum charge plus additional per mile kilometer charges over a certain threshold OnTime comfortably handles the same methods for calculating the cost of a delivery as programs such as Excel Price modifiers are a flexible way of implementing formulas for distance based pricing Price modifiers may be compounded or nested to achieve the desired results The subject of price modifiers will be discussed in more detail later EXAMPLES To create a mileage price modifier 1 Navigate to the Prices area 2 Set the view to Price Modifiers OnTime User Guide 2015 Vesigo Studios 38 Price Sets Price Modifiers E Import Price Modifier Download Sample Modifiers Customize Current View
34. Days Route stops may span multiple days OnTime makes this functionality possible by allowing the number of days that the route stop should span to be set This flexible approach will allow OnTime to calculate the total amount of time between the latest pickup time and the latest delivery time plus the number of days To continue using routes stops that are same day then enter zero 0 in the Spanning box To have one or more days elapse in between the pickup and delivery times enter the desired number of day s in the Spanning box OnTime User Guide 2015 Vesigo Studios 132 Harris Methodist Fort Worth Hospital K A Randall Camacho PLLC A Randall gt An example indicating that two day should elapse between pickup and delivery times OnTime User Guide O 2015 Vesigo Studios 133 Reports OnTime provides a number of pre made reports Alternately OnTime provides a report designer for creating custom reports The Reports Area The Reports area contains a dashboard with several key metrics for business revenue and user compensation Graphs outline the data for the past several weeks of operation and include the date of each piece of data Hover the cursor over a bar or dot on a graph to see the exact amount for that day Reports lt Revenue over last 14 days User compensation over last 14 days Margin of difference over last 14 days Current View 400 00 60 00 om Business Statistics 300 00 40 00 30
35. MADE one 172 PP O 172 Order Enty Novon ORT MO DIS PAC ANT E heck 172 Unassigned Sniper ti a a E 173 UE biel a ave od 0 gic arene tenner eee tene ter mene Nmenene aren te MONT A MEE tetnSPASPROn CoPe OE Ser G 174 Diver tiS teorinio a e Um ne nen re UnUE tiny eens Petite eens em nTOnry O 174 Dis o e A eh sect oat taet ne 174 Tacie 6 ge nO 2 E Meters ort ee ere era tte RoE Nr EN tri Cre RTE NRT ASAA AIE EN RE ED RET IE T ST TA 175 DVS SNC SS oases eras iar rec OS 176 AA A IN 176 Y A oy paver ener na er MT NG CERI On Rare E En EET EAMES tT SITE EER EnY pe test aes ae Oe TT 176 Prog PO IOI Sestao eins 177 LS e eee cee eae O E En O AE TTI VOR RITE Tenn RESET ar Un Te Oe ae 177 SLEI EA O CA PP ES A OO PI O A A 177 OnTime User Guide O 2015 Vesigo Studios y nr re sete Unte Potten ene tr Mirra nen terre meron ree Ce er te eee nie ine renee een One 178 o e er A E A A II 178 lr AAA PP LE 178 RE io ed 179 Chapter G ATI Customer VV COTE ic 180 CUSTOMMZING ne On IMe CUSto Mer Web OMA sida as 180 Chande the Lay OU Landas tito 180 EEIE eases ceca A AS cies its eat cece a each cate A aces AA EA TEA EEN EATE EN A ETE 181 Making Changes to the Master Page and ESSE ooo 181 Ehapter r Omne MODE ee E T E 182 Usmo OnTime WiODIG WAP ERIO rererere terest rinee ic 182 Usina onime Mobile tor Windows MoD sireni n E E T E EU 183 The Home Screen View in OnTime Mobile for Windows Mobile uu esssessesesseseesesesssseesssessesessssessssese
36. S851 Desktop View Fl Don t allow any applications to access this company file Fring Finance Charge E Notify the user before running any application whose certificate has expired Ta General Applications that have previously requested access to this company file Integrated Applications i Items amp Inventory fe Jobs amp Estimates Allow Access Application Name OnTime Management Suite E Es p D a a th Payroll amp Employees Reminders Reports amp Graphs Sales amp Customers Sales Tax Send Forms S To learn more about applications that integrate with QuickBooks go to the Spelling QuickBooks Solutions Marketplace Tax 1099 Time amp Expenses e 1 H E a a Eil bs R 10 With the OnTime entry selected in the list box click the Properties button 11 Access rights must be selected as illustrated below OnTime User Guide 2015 Vesigo Studios 218 Properties OnTime Management Suite Allow this application to read and modify this company file _ Prompt before allowing access Allow this application to login automatically F Allow this application to access Social Security Numbers customer credit card information and other personal data Tell me more Search for information about this application at the QuickBooks Solutions Marketplace 12 Click OK to save the changes in QuickBooks and close all windows 13 Attempt to post an invoice or payment from OnTime If prob
37. Sample billing cycle schedule showing once a month on the last day of each month At the end of each billing cycle OnTime will automatically aggregate orders entered for the customer during that cycle and display them under the Billing Cycles view as illustrated here OnTime User Guide 2015 Vesigo Studios E Add to Invoice Preview Ey Print E Email Bee Fax Contact Name Last Processed Current Cycle Ended Cycles Included DS Labs Jonathan Martinez 8 11 2013 3 389 17 799 17 Total Amount Due Shipments Incl If a previous billing cycle was not invoiced to the customer that billing cycle will be added to the current one and reflected in the Cycles Included column To generate an invoice of the current billing cycle right click on the row and choose Add to Invoice Invoices OnTime can create invoices for customers with the information already entered into orders OnTime also keeps track of which orders have been invoiced and which ones have not ensuring that nothing of importance is overlooked during the billing process Creating Invoices from Billing Cycles A billing cycle for a customer may be turned into an invoice by right clicking on the billing cycle row and choosing Add to Invoice 3 Add to Invoice Preview 4 Print ES Company Contact Name E Add to Invoice Creating Invoices from Individual Orders An invoice can be created from one or more orders by manually s
38. Testing Area OnTime User Guide 2015 Vesigo Studios 40 4 Click OK to save This modifier will generate a charge of 1 50 per mile kilometer for every mile kilometer over 10 miles kilometers Now that the two modifiers have been created the next step is to combine them into one 5 Right click inside the price modifiers list and choose New Group L ds On Import from File Download Sample Price Modifiers On Copy As Print 6 Modifiers are grouped in this window by dragging them from the list on the right to the list on the left Create the modifier group Price Modifier Groups 2 Een Name Distance Based Pricing Type Available Modifiers s 25 Miles Uverage Behavior Use the sum of all modifiers 4 5 hour delivery car Percent eligible for commission 100 00 5 to 10 Priority Actual Weight ALI Group List Actual Weight Charge Minimum Distance Charge Additional Distance Charges Over 10 l Additional Items Additional Pieces Attempted 7 Click OK to save The end result OnTime will always charge 10 00 as the base price and will add 1 50 for every mile kilometer over 10 miles kilometers On a 20 mile kilometer delivery this calculation would be 25 00 OnTime User Guide 2015 Vesigo Studios Of course OnTime is not limited to these examples Thousands of different combinations may be employed to accommodate your business unique pricing methods
39. The user interface of the program can be adjusted to use different color schemes The available color schemes are blue silver and black Customized user interfaces are preserved when any OnTime application is closed and restored when the application starts up If there is a need to reset the user interface to its default settings click the link labeled reset primary user interface layout Startup This section changes options for actions that occur when the program is started OnTime User Guide 2015 Vesigo Studios 177 Check for program updates When this option is selected OnTime will check for any available updates and display a prompt if one is found Automatically sign in When enabled this option will automatically log in with same company ID user name and password that were last used to sign in Uncheck this option to have the OnTime pause at the sign in screen to enter different credentials We recommend not checking this option when using a public computer Mapping This section contains options to change the preferences of the mapping feature Distance unit Which units the distance will be measured in when displaying the map Valid choices are miles and kilometers Route type The type of route can be shortest fastest or preferred roads This preference will determine default routes Tracking Maximum number of rows to display defines the maximum number of rows that will be displayed at one time in the tracking v
40. To Notifications This window will show any problems with messages including e The order involved e The number of times the message attempted to send e The error encountered when sending e The workflow action or notification involved OnTime Workflow Notification Status Outstanding notifications and alerts sent out via fax email or text message are reported here There are 7 outstanding notifications or alerts to process Process All Messages Now Delivery ID of Attempts Last Attempt Last Error Workflow Action 1 12 2010 5 37PM A recipient must be specified Notification to Driver via SMS 1 12 2010 5 37PM A recipient must be 270 ORA A oreciniamt ooo By default OnTime will immediately attempt to send the message 10 times if these attempts are unsuccessful the message will be attempted once an hour Once the error is corrected forcibly resend all the messages in the queue by clicking the Process All Messages Now button To remove a message from the queue and ensure that delivery attempts are no longer made right click the desired message s and choose Remove Item OnTime User Guide 2015 Vesigo Studios 62 Step 6 Configure Company Settings Most company settings can be found from OnTime Management Suite under the General Options button in the ribbon Data Account Help T La Pending Notifications Esad Sent Notifications
41. alert you if more fields need data EXAMPLE This example represents a fuel surcharge that accesses 0 25 per mile for every mile driven over 5 miles To test this we ll click the button to show the testing area OnTime User Guide O 2015 Vesigo Studios 99 Fuel Surcharge General Option Percent eligible for commission Scope Incremental Overage Amount Range Increment Watch value Distance Value Show Testing Area _ __ In the testing area we indicate that the base price of the shipment is 20 and that the distance driven is 12 After filling out those fields we click the Test Modifier button and notice the results Test Price Modifier Base price m 12 00 gt BW and 12 00 lt 0 y Distance E nd Weight 1 75 Dimensions H w o ME Declared value fs Total 621 75 Custom The results are visible on the right side The first line indicates if the modifier applies If so a green checkmark appears indicating that the 12 miles is greater than the 5 mile threshold If we enter only 5 miles in the test the results change OnTime User Guide O 2015 Vesigo Studios 100 Test Price Modifier Base rc 5 00 gt BIO and 5 00 lt E 3 This modifier does not apply Because 5 miles is outside of the range specified for this modifier it will not apply and OnTime returns a price of 0 Returning to the previous example of 12 miles Test Price Modifier
42. an order to the driver that has the appropriate vehicle type to accommodate the delivery To Add a Vehicle Type 1 Click on Vehicle Types from the Home tab on the ribbon Home Joe Defined Fields say Vehicle Types all r 5 Labels Ke Vehide Maintenance Items General Order Workflow Options Entry Designer Lookup Tables Go To Lists 2 From the Vehicle Types management window click the New button Vehicle Types Vehicle Types Categorizing vehides by type makes it easier for dispatchers to assign shipments to drivers with the appropriate vehicle A Mew 3 Enter a type of vehicle in the Name text box Repeat for additional vehicle types Overview of Vehicle Maintenance Items OnTime can effectively manage maintenance schedules ensuring that vehicles receive preventative care as required To allow OnTime this ability setup maintenance items at a global level and then associate those items with the appropriate vehicles Maintenance items are tracked in relation to the associated vehicles mileage since last maintenance or time passed since last maintenance OnTime will issue an alert when maintenance is due for a particular vehicle OnTime User Guide 2015 Vesigo Studios 106 Managing Vehicle Maintenance Items Maintenance items are scheduled activities such as oil changes and tune ups To Add a Vehicle Maintenance ltem 1 Click on Vehicle M
43. back to their original default state 6 Click OK to save the changes Note Due to caching some changes may take a few minutes to resolve OnTime User Guide O 2015 Vesigo Studios 181 Chapter 7 OnTime Mobile OnTime offers the option to use the mobile hardware desired With OnTime Mobile virtually any mobile device with internet access can make use of OnTime s features Using OnTime Mobile WAP Edition e To use OnTime Mobile WAP Edition a mobile device which is either WAP enabled or has a web browser with access to the internet is required e Access OnTime Mobile WAP Edition by navigating to the URL supplied by Vesigo Studios on the mobile device e Log in using the appropriate user name and password e Basic features such as working with shipments and receiving messages from dispatchers are accessible after log in e Because mobile devices WAP interfaces vary OnTime Mobile WAP Edition will generally appear differently on different devices OnTime User Guide 2015 Vesigo Studios 182 Using OnTime Mobile for Windows Mobile e Windows Mobile 2003 or later devices have enhanced functionality with many more features available e A built in database stores all information locally on the device allowing work to be done whether or not an internet connection is available a common scenario when using cellular networks e Windows Mobile devices with touch screens can be used for capturing digital signatures e Barcode scanning
44. be installed on a computer Note OnTime Mobile for Windows Mobile is for Windows Mobile devices only This program will not work on other phones or mobile operating systems Remember that Windows Mobile is not the same as the newer Windows Phone which requires a different application Note Close all other programs and turn off virus protection software to prevent installation conflicts OnTime User Guide 2015 Vesigo Studios Installing on Windows Vista Windows 7 or Windows 8 Installing OnTime software on Windows Vista Windows 7 or Windows 8 may require administrative privileges which are sometimes blocked by User Account Control UAC OnTime software can be installed on Windows Vista 7 or 8 with or without UAC turned on 1 Download the OnTime software 2 Start the installation by right clicking on the setup file and choosing Run as administrator la Run as administrator Troubleshoot compatibillar 3 Setup will initialize 4 If UAC is enabled the following prompt will appear If it does choose Yes to allow F q l User Account Control 5 Do you want to allow the following program to make QS mj changes to this computer pc Program name OnTime Management Suite Verified publisher Vesigo Studios File origin Hard drive on this computer W Show details Change when these notifications appear 5 Continue setup as usual by following the onscreen prompts OnTime User Guide
45. boxes when the modifier s action is set to an overage type The start calculating after box allows the amount at which the pricing calculation should start to be specified This option is useful when the range of pricing is different from the amount that you want to start calculating from e Ifthe modifier s action is set to an incremental overage type the system will automatically access the value amount over and over again based on the input specified by the watch value In some cases an additional set of multiplication must be involved In such cases set the multiply by field Unless 2 sets of multiplication must be done we recommend leaving the multiply by field set to none OnTime User Guide 2015 Vesigo Studios 44 EXAMPLES A price modifier that will charge a customer if the driver is required to wait before a package is ready for collection In this example the first 5 minutes will be free and 10 will be charged for every 15 minutes that the driver waits Here is what this example modifier would look like Pace Modiner mm Scope Range Start calculating after Multiply by Value Show Testing Area Notice that the watch value is set to Custom Amount This selection will allow an exact time period to be entered Here is a test of the modifier with the assumption that the order has a base price of 20 and the driver waited for 15 minutes total OnTime User Guide 2015 Vesigo Studios 45 T
46. considered earlier in Zone Based Lookup Tables with a variable rate on weight charges would look like this Action Incremental Qverage Amount a Range Start calculating after Multiply by Zone lookup table Fone lookup default value In this example the weight is counted up starting from zero 0 It s then multiplied by 1 00 as specified in the value field Because we re multiplying by 1 the amount will still be the same number as the weight OnTime then pulls the appropriate rate from the Zone Based Lookup Table and multiplies that rate against the weight Now it s easy to have different rates for every zone you service Zone Based Lookup Tables referenced in a price modifier may include a default value If specified the Zone lookup default value will be used when zone matches are not found in the lookup table or when a match is found but the corresponding cell in the table is blank Note The testing area does not test price modifiers that use Zone Based Lookup Tables Grouping Price Modifiers Sometimes we must have the ability to evaluate two or more price modifiers and use the price of the highest or lowest This ability is available via the creation of a new group A price modifier group allows you to add as many modifiers as you want and then choose to use the highest lowest or summed price that is evaluated To Create a New Group 1 Right click inside the price modifiers list and choose New Group OnTime U
47. declared value is over 100 If so then we want OnTime to count in 100 increments charging 1 25 for each one We also request that the system starts this calculation after 100 including the 2 charge To group these two price modifiers together we will right click inside the price modifiers list and choose New Group OnTime User Guide O 2015 Vesigo Studios 47 In the resulting window we drag and drop the two modifiers we just created Insurance Base and Insurance Incremental from the list on the right to the list on the left We ll use the name of Insurance to allow customers to easily understand what the charge represents The type will be a general option The behavior will be use the sum of all modifiers This specification will tell OnTime to calculate each modifier in the group and add up the results The Percent of base price eligible for commission refers to the amount of this price modifier that should be used when calculating commission to workers We will leave this at 100 Here s the final result E Price Modifier Groups Name Insurance Type Available Modifiers Behavior Use the sum of all modifiers Fuel Surcharge 15 Percent eligible for commission 100 00 aia Fuel Surcharge Group Group List GP Stat Insurance Base Insurance Click and Drag Insurance Incremental Letter Pricing over 150 Ground Letter Pricing up to 150 Ground Insurance Incre
48. devices can be used to automate the scanning of shipments e Assignments and route stops contains a list of all orders assigned to the driver gt OnTime Mobile ng e ok You entered 123 Results 1 assigned to you 5 assigned to others or inactive on the server Matches Source code a Er R5123 997 033 Server R5188 123 357 Server TA 225 660 463 123 Server TA 745 390 475 123 Server 2123 447 061 Server Done ES Cancel e Appropriate options for the driver are available from the Menu at the bottom of the list e Orders that require a signature or COD will automatically alert drivers when they pick up or deliver e Messages will display a list of messages sent by a dispatcher to the driver The driver can respond by choosing the Reply option e Choosing Synchronize will prompt data from the device to be sent to the server and all new data will be sent to the device e Run a scan allows barcode features to be entered manually or with a barcode scanner attached to the device e Select Key in to manually enter part of a tracking number in Choose Done to search both locally assigned shipments and others that are on the server Pick a shipment from the list and then click Done to access the shipment s options e If appropriate the option to log check point will be available This option allows a location and notes to be entered This information can be viewed by dispatchers in the tracking view e Connection status and opt
49. e Customer name will be replaced by the name of the appropriate customer e Contact name will be replaced by the contact name of the appropriate customer e Report date will be replaced by the date that the invoice was generated Invoices emailed to customers are attached to the message as a PDF file To instruct the customer about this select Adobe PDF Instructions and a short paragraph describing how to install Adobe Reader will be included in the email Tracking This section contains settings which relate to the tracking view Three colors can be defined which correspond to time spans in relation to deadlines e Shipments past the pickup time will change the color of a shipment s row when the time goes beyond the window for picking up the shipment e Shipments past the delivery due date will change the color of a shipment s row when the time goes beyond the window for delivering the shipment e Shipments within XX hours of the due date is a custom field which will change the color of a shipment s row when the time gets to be within the number of specified hours of the latest time in the window for delivering the shipment Maximum number of rows to display defines the highest allowed number of rows to be displayed at one time in the tracking view This option can help to improve OnTime s performance Order Entry Require that dispatched shipments contain a delivery location will require dispatchers using OnTime Dispatch to specify both a pic
50. entry will appear on the left This order can be accessed at any point in the future to resume edit and or submit This feature can also be used to create order templates for use when expecting several similar orders from a particular customer e If desired a cut off time of day may be specified This option will automatically set the due date of orders to the next day In OnTime Management Suite go to General Options to edit the cut off time Unassigned Shipments e Clicking on the Dispatching area of OnTime Dispatch will show a list of all available drivers and a list of all orders that have not been assigned to a driver e Double clicking on a driver will display information about that driver and a list of his or her current assignments e Orders can be assigned to drivers by dragging the name of the driver on top of the order e Once a driver has been assigned click the Confirm All Changes button to submit the changes to the server or click Cancel All Changes to undo the assignments e Be sure to synchronize with the OnTime server to ensure all data is transferred OnTime User Guide O 2015 Vesigo Studios 173 Dispatching Options The system is able to monitor driver activity location synchronization assignments and more in the dispatching area Dispatching The dispatching area contains three tabs e Driver List e Driver Positions e Unassigned Shipments Driver List This section lists all users that are a
51. following fields e Name The name of the location business or personal name e Contact The name of the primary contact at the location e Phone The location s phone number e Email The location s email address Notifications may be sent to this address e Categories A of categories that the location may belong to Separate items with commas This list is used for reference only e Zone The zone associated with the location If unassigned OnTime will automatically attempt to assign a zone based on the postal code Note When using zone to zone pricing be sure that the Zone assignment is made e Position If the location has been successfully geocoded the longitude and latitude of the location will appear in this section Right click a location on the main list and select Geocode to reattempt geocoding at any time e Address line 1 The first line of the location s address e Address line 2 The second line of the location s address OnTime User Guide O 2015 Vesigo Studios 125 e City The location s city e State Province The location s state e Postal code The location s postal code e Country The location s country Comments Private notes about the location may be entered in this section Using the Search Box to Find Addresses TIP Save time by entering the first part of an address into the yellow search box Type here to find an address Address line 1 NN The address will be properly formatted and geocode
52. from the list right click and choose Post to QuickBooks 5 A window will appear listing the invoices selected to transfer If the list is complete click the button labeled Send to QuickBooks 6 If prompted give OnTime permission to communicate with QuickBooks 7 Answer any further onscreen prompts to ensure that all information is successfully copied to QuickBooks OnTime keeps track of invoices that are transferred to QuickBooks and will issue an alert if the same invoice is sent multiple times These alerts will not impede users from deleting invoices within QuickBooks and re importing those invoices from OnTime The invoice number in OnTime will be used as the invoice number in QuickBooks If desired the invoice number may be changed in QuickBooks OnTime User Guide 2015 Vesigo Studios 220 OnTime requires that the company name of a customer exactly matches the customer name in QuickBooks If a match is not found OnTime can create a new customer record Keeping the names of customers consistent between OnTime and QuickBooks can help to minimize duplicate customers Line items in invoices must be assigned to an Item in QuickBooks OnTime creates a new service item in QuickBooks that corresponds to the name of the price set that is assigned to each order If the service item does not exist in QuickBooks and OnTime creates it it will automatically be assigned to the Other Income account in QuickBooks If the created service level
53. generate a compensation report which can be utilized during payroll Hired date The date the user was added to the system or hired as an employee Type The type of worker the user represents o Employee Indicates that the user is an employee o Subcontractor Indicates that the user is a subcontractor o Company Indicates that the user represents an agent or partner company Company name If the user represents a company the name of the company Note User compensation is divided into two parts dispatching orders or delivering orders One none or both sections may be filled out depending on the particular user s duties Dispatcher Hourly Rate Enter the hourly wage that the user is paid as a dispatcher Leave set to zero 0 if the dispatcher is not paid an hourly wage Dispatcher Per Order Rate Enter the amount that the user is paid per order dispatched Leave set to zero 0 if the dispatcher is not paid by order Driver Commission Rate Enter the percentage of the total cost of an order that the driver is paid as a commission Leave set to zero 0 if the driver is not paid on commission Driver Hourly Rate Enter the hourly wage that the user is paid as a driver Leave set to zero 0 if the driver is not paid an hourly wage Driver Pay Price Set Enter the name of the customized price set to be used for automatic zone to zone compensation calculations Leave set to None if the driver is not paid using this method For
54. in QuickBooks Drag and drop the fields to reorder them Tracking Number os Pickup Location Delivery Location Pickup Location with Name Delivery Location with Name Options Requested By Route Name Pickup Time Invoice line item date Place options on seperate line items Always ask before creating new customers Always ask before creating new service items Always warn if an invoice or payment has already been to QuickBooks Indude tax price modifiers To rearrange a field s order of appearance in the list select and drag the field to the desired placement be Pickup Location Delivery Location Options Requested By E Route Name Invoice line item date May be either the submission date or delivery date of the order Place options on separate line items Creates a line item on the invoice for the order and lists the base price A new line item will then be added for each price modifier on the order with prices listed individually OnTime User Guide 2015 Vesigo Studios 225 Always ask before creating new customers OnTime will try to find exact matches for customers already in QuickBooks If an exact match is not found OnTime will automatically create the customer in QuickBooks If this option is checked a prompt will appear each time a new customer needs to be created in QuickBooks Always ask before crea
55. in the ribbon allowing manual control over when synchronization with the OnTime service occurs e Optimize synchronization with the server for o Slow Internet connections Select this option for slower or unstable internet connections Information is transmitted is smaller chucks to improve reliability but can slow down synchronization o Fast Internet connections Select this option for faster and stable internet connections such as DSL or cable Information is moved in larger chucks which improves the speed of synchronization e Ifyou and another user change the same record at the same time and there is a conflict o In a system such as OnTime two or more people could edit the same record of data at the same time While OnTime usually automatically resolves this conflict sometimes a decision needs to be made regarding whose version of the data should be used Users may use three options to determine when OnTime automatically assesses conflict and when the program prompts the user to decide a course of action Ask me in each case A dialog box showing the two versions of data will appear every time that a conflict occurs Select this option to stop OnTime from automatically resolving these conflicts Always use the changes on the server If a conflict occurs the changes made by others will always take precedence Your changes will be overwritten Resources This section contains information about the program and other resources such as link
56. many zones Too many zones will create exceedingly large price grids which are extremely difficult to maintain and can lead to slower program performance OnTime User Guide 2015 Vesigo Studios 28 Step 3 Add Customers OnTime stores valuable information about customers such as a personal profile pricing and account balance This information will allow for customers to manage their accounts online and for dispatchers to place orders more efficiently The customer list may be accessed by clicking on the Customers navigation bar button To Add Customers Manually e Click the New Customer button and enter appropriate contact information for the customer e To distribute the customer s invoice to multiple departments enter the associated names under the Departments section e Sub accounts for customers can be made in the Contacts section More information on this feature is available in the Contacts section of Chapter 4 e Skip the Notifications section for now More information on creating those is available in Step 5 Setup Notifications in this Chapter e The Price Sets section will list the pricing that should be assigned to this customer Skip this for now as we ll be adding price sets during Step 4 Configure Pricing e Set the billing email address under the Billing section This email address will later be used to email invoices to the customer e If necessary change the preferred pricing method under the Billing section
57. of order and the watch value field exceeds the value specified by the threshold field This value can be a positive or negative number and may contain decimal places The charge calculated by this modifier action is only applied once upon exceeding the threshold e Incremental Overage Amount A specific amount to apply to the base price if the modifier is selected at time of order and the watch value field exceeds the value specified by the threshold field This value can be a positive or negative number and may contain decimal places The charge calculated by this modifier action is applied every time the threshold is exceeded by one 1 e Incremental Overage Percentage A percentage to apply to the base price if the modifier is selected at time of order and the watch value field exceeds the value specified by the threshold field This value can be a positive or negative number and may contain decimal places The charge calculated by this modifier action is applied every time the threshold is exceeded by one 1 Defining an Increment The increment field is available for use of an incremental overage action The increment defines the amount by which to count the watch value An increment is usually one 1 but can be changed to whatever amount is needed Up to three decimal places are supported making an increment value such as 12 345 possible EXAMPLE If you had a charge for additional weight and assessed the charge in 5 pound increments you
58. of which all other modifiers are applied The distance base price is defined as a price modifier allowing for the creation of several pricing scenarios for distance based orders Adjusting Prices with Actions The action property of a price modifier indicates the type of math that will be applied when calculating the cost of that modifier The cost of the modifier is always based on the base price of the order which can be defined on a zone to zone distance or flat rate basis The price of a modifier is not compounded against other modifiers OnTime User Guide 2015 Vesigo Studios 97 e Flat Amount A specific amount to apply to the base price if the modifier is selected at time of order and can be a positive or negative number and may contain decimal places Examples 10 10 9 95 e Flat Percentage A percentage to apply to the base price if the modifier is selected at time of order and can be a positive or negative number and may contain decimal places Examples 10 10 9 95 e Flat Overage Amount A specific amount to apply to the base price if the modifier is selected at time of order and the watch value field exceeds the value specified by the threshold field This value can be a positive or negative number and may contain decimal places The charge calculated by this modifier action is only applied once upon exceeding the threshold e Flat Overage Percentage A percentage to apply to the base price if the modifier is selected at time
59. sequential To seed this number to be a higher value for the next invoice click on the blue link and adjust the invoice number Include older and missed orders in billing cycles A billing cycle is normally defined as a specific amount of time between two dates Checking this option will allow OnTime to gather orders into the current billing cycle ensuring that nothing is missed when invoicing customers To preserve the prices in an order OnTime stores a cached record of the price when an order is created This dynamic structure protects prices from being retroactively affected by changes If desired prices may be refreshed or updated manually from the Tracking view the following two options can automate the updating of prices during the billing process OnTime User Guide 2015 Vesigo Studios es Always update prices when preparing invoices When creating and editing invoices prices on an order will be automatically recalculated using the current price modifiers and price modifiers Always update prices when posting invoices to QuickBooks When sending invoices to QuickBooks prices on an order will be automatically recalculated using the current price modifiers and price modifiers This section also contains options that affect sending invoices via email The email template button allows access to the template used to send invoices by email In the main text box a message may be composed Special placeholder fields can be inserted
60. should be assigned elsewhere QuickBooks offers the option to retroactively assign those transactions to the new account How to Export a Payment to QuickBooks Launch QuickBooks Open the desired file The company s file open in QuickBooks is the one that OnTime will connect with From the Billing area in OnTime Management Suite choose the Payments list Select one or more invoices from the list right click and choose Post to QuickBooks li wU NA A window will appear listing the payments selected to transfer If the list is complete click the button labeled Send to QuickBooks 6 If prompted give OnTime permission to communicate with QuickBooks 7 Answer any further onscreen prompts to ensure that all information is successfully copied to QuickBooks OnTime keeps track of payments that are transferred to QuickBooks and will issue an alert if the same payment is sent multiple times These alerts will not impede users from deleting payments within QuickBooks and re importing those payments from OnTime The reference number in OnTime will be used as the payment number in QuickBooks If desired the payment number may be changed in QuickBooks OnTime requires that the company name of a customer exactly match the customer name in QuickBooks If a match is not found OnTime can create a new customer record for you Keep the names of customers consistent between OnTime and QuickBooks in order to minimize duplicate customers OnTime w
61. the appropriate file in QuickBooks and click the test connection to QuickBooks button in OnTime The two programs will attempt to establish a direct link to exchange data OnTime User Guide O 2015 Vesigo Studios 19 To specify the exact location of the QuickBooks Company file from within OnTime click the Browse button and select the appropriate file Customer Web Portal This section contains several options regarding the behavior and appearance of the OnTime Customer Web Portal These settings are global meaning that every customer will be affected by the adjustments Dispatch orders under the following user identity Choose a user from the list with which all orders submitted through the OnTime Customer Web Portal will be associated Allow visitors to create an account based on the Template Customer This option allows customers to create their own accounts for the OnTime Customer Web Portal Ensure that this option is checked if customers should be able to create accounts Set template customer If the above option is enabled setup and specify a template customer If a Template Customer is not specified this feature will not work properly What is a Template Customer When a customer account is setup in OnTime pricing billing preferences notifications and other settings are required When you setup a new customer assigning these preferences is simple however if you want to allow a customer to create their own account a Templa
62. the customer and will not appear on the OnTime Customer Web Portal Show location comments Location records have a section for private comments such as notes or instructions regarding the location Enabling this option will allow that information to be displayed to dispatchers in the order entry form in OnTime Dispatch These comments are never shown to the customer and will not appear on the OnTime Customer Web Portal Configure Required Fields Click this button to view a list of fields that may be made mandatory Place a check box next to each field that should be required and then click OK to save the changes The selected fields will be required in OnTime Dispatch and the OnTime Customer Web Portal before order submission This option makes global changes To make fields required for a specific customer only see the required fields option under that customer s record OnTime generates a unique tracking number for each order entered into the system These tracking numbers can be generated in two ways e Sequential numbering The tracking number is a number maximum of 9 digits that will always be at least one numeric value higher than the previously generated tracking number Because unauthorized persons may be able to guess or predict sequential tracking numbers large carriers such as UPS FedEx and the USPS do not use sequential numbering e Random numbering Each tracking number will be randomly generated Unauthorized persons will ha
63. the ribbon and choose Workflow Designer Home Tools Cah 2 H Sed General Order Options Entry Go To Data Account Help E Pending Notification Esa Sent Notifications Workflow Designer New Price Set Actions Notifications Click on the New button which acts as a template for the new notification Give the notification a name Choose the desired event to trigger the notification The action indicates the type of notification that should be used 2 3 4 5 6 Special fields may be entered to specify dynamic content within a notification Special fields are enclosed inside of curly braces They may be entered in by hand however OnTime will automatically enter the fields when the button labeled Insert Special Field is clicked You will receive a dialog that looks like this OnTime User Guide 2015 Vesigo Studios 56 Actual Delivery Date Actual Pickup Date 7 Choose the field that contains the information to be inserted into the message EXAMPLES We are creating a POD for customers and we want to open it with the words Dear Valued Customer Our message will look like this in the template Subject Delivery Complete Dear Valued Customer But that is too impersonal we insert the customer s name so that it reads like this Dear Fred Smith In that case we will insert a special field like this OnTime User Guid
64. to Enable Dimensional Wei i a EN 102 iii A A rn ayn ee 102 Usina Dimensional Welghtin a Pree MOI odo 104 WEMICIOS sti ocre 106 Wielarlal jalo a 01 a BRO E AAPP EEO nieern erent ert 106 Oven es Mom enc Maintenance Sala 106 Managing Vehicle Maintenance Murrieta 107 To Associate a Predefined Maintenance Item with a Vehicle ou sssessssessssessesessssessssessssesssseesssssseessesessesessssesseeeeseeeees 108 ToView Maintenance Due tor Vendes a o o ando e Rae LOL eR 108 To Recora Maintenance Performed ona Vehicle ti ia 108 E OR RL CR 110 Vee Popa e r ccs as he E E aca le ta cece eee len eee een aac 110 EGILING ana REMOVING a US Elsusnni E 112 CUTS OSS A cent ances E 113 A A ea Isat Slo a ic AS sacl ends 113 DSF UCAS conta ai iaa daa 114 AP OE 114 A awit Slama Sires 114 a io POE E A dns a ead ae 114 MO PAE EEEN a E E E eel 114 CUSTOMER Web POI ni AA ee bd de 116 y O cen Noe Sere 116 Ele ag gl A ote ee eer RIT RITE Ree Rar E Reet Ty A er CRETE ROS 117 BIUDO PA A O E Po UE PEO E ol eesees Ales ac eee ects 118 SUT VU ical ePOS po Qa ek ne ca ses Bae satus ee aa as ctsc Sah a a a dor eann cat at as sass ted Moiese ems 118 UE A GE CO EEE O oc dec tuo tN A cenaneeent 119 OnTime User Guide 2015 Vesigo Studios VII UNBULA SAME a ieoaE 119 a nn nme ten nen eye 121 Tro Make Changes to an EX SUNO OVOCE vasaa a oacaeester ered nesesita 122 To Remove an Order rom an NVOC ad 122 VIS WIN Sending INVOICE ele od 122 POS atom AVOIR OS oo
65. to drivers ensure that each driver has the SMS Gateway field filled out under user profile with the address for the applicable mobile device If that field is not filled out properly the driver will fail to receive automated notifications e Try to send a few notifications and check if the driver properly receives the tests Do this before sending the driver out into the field e If the driver will be in a different time zone than the company s primary time zone set the time zone under the driver s user profile Otherwise times and dates may appear inaccurate for that driver e Test the compatibility of devices with OnTime Mobile Some mobile devices support digital signature capture and GPS while others do not Be sure that the devices you use will be compatible with whichever features are most important to your company For detailed information regarding compatibility contact OnTime Technical Support e Provide some time for drivers to become familiar with the flow of the OnTime Mobile software by passing a few test orders through the system OnTime User Guide 2015 Vesigo Studios 65 Note If tracking time and activity of drivers will be important to your company ensure that drivers are using the time clock features responsibly If the driver is not clocking in and out OnTime will not be able to accurately determine their activity Testing Notifications Notifications are setup primarily under the OnTime Workflow Designer
66. to the printer for batch printing FT Autosize Columns Shipping Label Refresh Shipping Label Print to HP LaserJet Professional CM141 Waybill Waybilk Print to HP LaserJet Professional CM1410 Series Work Sheet I Wark Sheet Print ta HP l aserli tProfescional ChAT A1 ca Note The default printer as configured in Windows is the printer used by print mode To use a different printer to perform batch printing adjust the default printer in Windows To Edit the Contents of an Order 1 Enter the tracking view and double click on the desired order The order s details will appear 2 Double click on any row with an edit icon as illustrated below to edit the associated value in the resulting window OnTime User Guide O 2015 Vesigo Studios 202 Property Value General ks819 11 547 Submitted 4 11 2011 10 30 PM OnTime Administrator Jirently assigned to Test User Vehicle type Truck Route name Acme Banking Group Signature required Mo t COD Mo e frence number 12345 an Purchase order number 98765 Pricesy de SPS Pricing A ice SPS Pricing Ba arice type Zone to Zone em pared value 50 00 Note Changing a price set on an order may affect the pricing OnTime will re calculate the cost of the base price of the order with the new price set The associated price modifiers listed under options will remain but will attempt to use the new price set Because these change
67. unexpected ways Gathering information for troubleshooting is an important step to help to find a solution Information gleaned through attempted troubleshooting can also help to explain the issue if contacting OnTime Technical Support becomes necessary This section includes some practical troubleshooting suggestions How to Rebuild the Data File The data file may need to be rebuilt on occasion This rebuild may help your computer to take advantage of new features that OnTime will sometimes implement and often resolve synchronization issues Note If any information from OnTime has been added modified or removed since the last time OnTime was synchronized with the OnTime service be sure to perform such synchronization to ensure that those changes are saved The number of pending changes is viewable in the Data File Maintenance area as shown here e Data File Management Data File Management These tools will help maintain an OnTime data file to ensure reliable performance tection Statistics General Size 232 75 MB HT Aser AppData Roaming Wesigo Studios iC ding items 4 Pen Tapen ee 030100 Last schema update 8 11 2013 11 29 AM Data available From 1 1 2001 onward OnTime User Guide 2015 Vesigo Studios 226 Note If both OnTime Management Suite AND OnTime Dispatch are installed on the same computer the data file does not need to be rebuilt in both programs Because both programs share the same data fil
68. when the progress indicator in the lower right corner of the application window has reached 100 Help with Troubleshooting Networking and Internet Issues OnTime desktop applications built in network diagnostic tools offer assistance with troubleshooting networking problems If the performance of OnTime across your network and internet connection is inadequate running the test in the utility will help to diagnose the problem s source This information also helps Vesigo technical support personnel resolve connectivity issues vs Vesigo Network Diagnostics Network Diagnostics for OnTime Management Suite This utility will help diagnose networking and connection problems you may be having when using Vesigo software Testing in progress Reply from 63 168 21 131 32 bytes in 72ms Reply from 63 168 21 131 32 bytes in 75ms Reply from 63 168 21 131 32 bytes in 72ms Reply from 63 168 Z1 131 32 bytes in 79ms Ping www google com Reply from 74 125 53 103 32 bytes in 63ms Reply from 74 125 53 103 32 bytes in 63ms Reply from 74 125 53 103 32 bytes in 62ms Reply from 74 125 53 103 32 bytes in 63ms Testing download speed Phase 1 Please wait If problems with connection to the OnTime service are possible run this utility and then contact Vesigo technical support with the details To access this feature From OnTime Management Suite 1 Start OnTime Management Suite 2 From the Help tab in the r
69. 0 00 Report Authoring 200 00 200 00 0 Tasks 100 00 am 100 00 Author Custom Report 0 00 0 00 0 00 Import Report File 3 26 2011 4 1 2011 4 7 2011 3 27 2011 4 2 2011 4 8 2011 3 26 2011 4 1 2011 4 7 2011 Synchronize Report Database 3 29 2011 4 4 2011 3 30 2011 4 5 2011 3 29 2011 4 4 2011 Revenue over last 30 days User compensation over last 30 days Margin of difference over last 30 days gt O 400 00 jiii 400 00 a ae 300 00 300 00 200 00 200 00 200 00 4 Locations 0 00 100 00 100 00 Prio 0 00 0 00 200 00 Mar 10 Mar 10 Mar 30 Mar 10 Mar 30 R PAE EENES Mar 20 Mar 20 D Most profitable customers over last 12 months Most compensated users over last 30 days Other reports Name Revenue Percentage Name Compensation Percentage Name S DS Labs 54 452 02 99 OnTime Administra 1 194 68 79 Shipment Waybill l Geometry Inc 172 80 0 Jonathan Martinez 322 66 21 3 Shipment Shipping Label F Hughes Aircraft 107 72 0 Diane Smith 0 00 0 Shipment Bill of Lading H DragonFire CS 95 00 0 Craig Smith 0 00 0 Shipment Work Sheet test 3 50 00 0 Stacey Soares 0 00 0 53 Customer All Shipments by Date Range ABC Excavation 29 48 0 Harry Hofland 0 00 0 Pricing Zone to Zone Price Sheet Near the bottom three lists show the most profitable customers most compensated users and a list of other reports Note Double click on an item in the other reports list to view i
70. 920 in 3 lib ETT 1920 in lb This DIM Factor is then compared to the DIM Factor that was defined in the dimensional modifier using the modifier action specified The DIM Factor in the modifier can be derived from any volume to weight ratio that is necessary In OnTime Management Suite the Tools tab in the ribbon contains a tool labeled Calculate DIM Factor i DIM Factor Generator DIM Factor Generator This tool will help you calculate your DIM Factor allowing you to make use of dimensional weighing in OnTime Step 1 Enter the dimensions that form a basis for the dimensional weight Height 12 Width 12 Depth 12 Step 2 Enter the weight that the above dimension should be assessed at Weight 10 DIM Factor Resulting window This tool can assist in determining a DIM Factor based on any desired system of measurements or volume to weight ratios Alternatively a carrier may use a previously defined DIM Factor OnTime User Guide O 2015 Vesigo Studios 103 Using Dimensional Weight in a Price Modifier Note Dimensional weight calculations are supported in all modifier actions except for flat amount and flat percentage 1 Select the desired action and a list of Watch Values will become available 2 Select Cubic Dimensions from that list to specify the current modifier as a dimensional weight modifier Once Cubic Dimensions is selected the Start calculating after field will be renamed DIM fact
71. An example of an oil change in which the maintenance should occur every 3 000 miles or 3 months whichever comes first To Associate a Predefined Maintenance Item with a Vehicle 1 From the vehicle list open the desired vehicle 2 Choose the Maintenance tab and click the Add button 3 Choose the maintenance item to be associated from the list and click OK 4 Click OK again to save the association to the vehicle To View Maintenance Due for Vehicles 1 Click on the link labeled View Current Maintenance Due as shown here View Current Maintenance Due Customize Current View Print Current View To Record Maintenance Performed on a Vehicle 1 From the vehicle list open the desired vehicle 2 Choose the Maintenance tab and select the maintenance item that represents the maintenance performed OnTime User Guide 2015 Vesigo Studios 108 3 Click the Record Maintenance button 4 Enter the odometer reading and date when the maintenance was performed along with any related notes 5 Click OK to save the record to the vehicle OnTime User Guide O 2015 Vesigo Studios 109 Users Users represent any person manager dispatcher driver et cetera or entity depot warehouse et cetera employed by a business who should have access to that business s OnTime account Note Users do not include customers or shippers Only people and entities who work for you are considered users
72. Any number of users can be setup under an OnTime account however if the allotted number of user accounts has been exceeded additional monthly charges will be represented by the total number of billable users Check the OnTime web site or contact Technical Support for information on the number of users allotted to certain accounts Additional user accounts are assessed on the first of each month therefore try to remove users before the end of the month and add new users after the first of the month User Properties Five tabs are available under each user account General Employment Mobile Comments amp Permissions General e First Name and Last Name Enter the user s name into the first name and last name fields If two names are not appropriate enter the user s name into the last name field e SSN Enter the user s social security number or other identifying number e EIN In the case of an agent or partner business enter the employer identification number e Email Enter the user s email address to send notifications e SMS gateway Enter the email to SMS gateway address for the user s mobile device This address is usually the mobile device s phone number plus the carrier s domain for relaying text messages For example on AT amp T the SMS gateway address might be 5415551234 txt att net Utilize a search engine or contact the user s mobile provider if this information is not readily available e Mobile number Enter the us
73. Bedford Carrollton so olse so s 15 E 15 00 Colleyville CoO Crowley 15 00 15 00 15 00 15 00 15 00 4 MI Editing FROM Bedford TO Cedar Hill Sample zone to zone price grid For help specifying different amounts between zones based on direction look at the bottom of the grid for information regarding the direction of the currently selected cell Editing FROM Bedford TO Cedar Hill OnTime can help to significantly speed up the input of these prices using a few tools OnTime User Guide 2015 Vesigo Studios 35 e Reciprocal Pricing If an amount is entered into a cell connecting location A to location B OnTime will automatically input the same amount into the corresponding cell that connects location B to location A This feature is on by default e Additional Actions gt Fill Empty Cells With Automatically inputs a chosen amount into all empty cells To use this feature enter the desired amount without the currency symbol and then click OK e Additional Actions gt Adjust All Values If a grid is populated with prices and the values need to be increased or decreased enter the desired adjustment amount without the currency or percentage symbol choose how to apply the value as a fixed number or a percentage and click OK The cells will automatically adjust accordingly To decrease the prices preface the amount with a negative symbol for example 1 50 Note Only cel
74. Billing Summary of shipments to be billed Ended billing cydes 2 Unbilled items 553 by Er Unbilled Shipments i gt i Invoices O Billing Cydes e Ended billing cycles The total number of billing cycles assigned to customers that have ended and are ready to be processed e Unbilled items The total number of orders that have been submitted but not marked as billed to the customer OnTime User Guide O 2015 Vesigo Studios 118 Billing Cycles The Billing Cycles list displays customers who are assigned to a billing cycle that has been completed at least once The list shows the last time that a bill was generated for the customer and all orders involved in the billing cycles were marked as billed The current cycle ending date is the last day of the cycle including all unbilled orders submitted prior to and including that date The total amount due shows the total of all unbilled orders submitted prior to and including the ending date Postal email and fax columns display a check mark to indicate preferences of the customer to receive their bill in any one of those formats In the case where a billing cycle has reached completion more than once without being processed the orders in all billing cycles up to the current one will be included Upon processing orders in a billing cycle a message will appear asking if all processed orders should be marked as billed All orders will be marked as billed cau
75. OnTime Management Sut tas 227 HOW TO Rebuild th Data Ele OTE Disparos 228 Help with Troubleshooting Networking and Internet ISSUCS ce scsesessssesessesessesssscssssssessesessssessesessesessssessssessesesseseeseseeess 229 OnTime User Guide 2015 Vesigo Studios Xl Welcome to OnTime Welcome to OnTime the comprehensive suite of logistics tools for shippers and carriers This user manual covers OnTime s individual applications and offers an overview of how all of those applications work together to unify OnTime supported businesses Applications covered include e OnTime Management Suite e OnTime Dispatch e OnTime Customer Web Portal e OnTime Mobile Web e OnTime Mobile for Windows Mobile e OnTime Mobile for Android e OnTime Mobile for Windows Phone e OnTime Mobile for Blackberry e OnTime Mobile WAP Edition Customer Feedback is Valuable At Vesigo Studios we believe that the success of OnTime is directly related to the success of our customers and we appreciate feedback from our customers If a problem with OnTime arises let us know and we will work to resolve the issue If OnTime could work more efficiently please convey any suggestions and we will consider implementing them If a new feature for OnTime is imagined we would be happy to consider adding it OnTime customers can submit feedback at any time through our website Visit http www ontime360 com Support aspx for a list of the ways to contact us Every bit
76. OnTime User Guide 2015 Vesigo Studios 98 o Use the sum of all modifiers After calculating all applicable modifiers in the group the amounts of all modifiers are added up and returned Note Only applicable modifiers are calculated and considered in a group The most common reason for a modifier in the group to not be applicable is because the values are outside of the range e Percent eligible for commission OnTime allows a commission to be assigned to any user in the form of a percentage If that user is involved in the delivery of a shipment that percentage is calculated against the cost of that shipment o Setting this value to less than 100 will mean that the user will get a lesser amount than normal from this price modifier o For example if the user is an employee and should not receive a part of the fuel surcharge set that value to 0 In that case the driver would get commission on everything in the order except the fuel surcharge in which case he will get no commission at all Testing Modifiers Do not leave the testing of pricing to customers OnTime includes a testing area that helps to ensure modifiers are calculating as expected To test a price modifier fill in the fields required for the test For instance testing a fuel surcharge requires that the base price and mileage fields are filled to properly test Note If you re not sure which fields need to be filled out click the Test Modifier button and it will
77. Ontime User Guide Your reference guide for getting the most out of OnTime February 2015 Edition OnTime User Guide 2015 Vesigo Studios Copyright Information Information in this document including URL and other Internet Web site references is subject to change without notice The example companies organizations products people and events depicted herein are fictitious No association with any real company organization product person or event is intended or should be inferred Complying with all applicable copyright laws is the responsibility of the user Without limiting the rights under copyright no part of this document may be reproduced stored in or introduced into a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise or for any purpose without the express written permission of Vesigo Studios Vesigo may have patents patent applications trademarks copyrights or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Vesigo the furnishing of this document does not give you any license to these patents trademarks copyrights or other intellectual property O 2015 Vesigo Studios All rights reserved The names of actual companies and products mentioned herein may be the trademarks of their respective owners OnTime User Guide O 2015 Vesigo Studios
78. Order as Billed 1 Select the desired order in the list 2 Right click and select Mark as Billed The order will be marked as billed and will disappear from the list To Create a New Invoice 1 Right click an unbilled order 2 Select Add to Invoice A window will appear a Add to Invoice Add to Invoice Add the selected shipments to a new or existing invoice Add to a new invoice Customer DS Labs Jonathan Martinez Invoice date 4 8 2011 Invoice number 2034 Due date 4 8 2011 Template Standard Invoice 9 Add to an existing invoice for DS Labs Jonathan Martinez Invoice Due Date 3 1 2011 2 15 2011 12 2 2010 11 19 2010 10 23 2010 10 6 2010 10 1 2010 9 10 2010 9 10 2010 7 26 2010 6 29 2010 6 12 2010 3 The window is separated into two portions upper and lower The lower portion titled Add to an existing invoice for is used to modify existing invoices The upper portion titled Add to a new invoice is used OnTime User Guide 2015 Vesigo Studios 121 to create new invoices Fill out the following sections as needed to create a new invoice from Add to a new invoice e Invoice date This section automatically indicates the date that the invoice is generated The default is the current date Adjust this section to display an alternative date to the customer e Invoice number This section contains a sequential number that identifies the invoice OnTime will automatically generate a numbe
79. Shipment Details Y User Defined Fields Property shipment Carrier UPS Case Number 12345 sn Alternate ContactName Bill Smith el Airbill Number ABW672 7893 Rating 15 afa Use Direct Billing Yes Case Date 4 12 2011 12 00 PM OnTime User Guide O 2015 Vesigo Studios 165 Workflow Designer Automated notifications that are sent to dispatchers drivers customers and others can be customized within OnTime These notifications may contain a variety of information and can be sent out via different methods Notifications are configured within the OnTime Workflow Designer Email and SMS Notifications Customized messages can be sent via email and SMS text message through the OnTime Workflow Designer For directions on how this is done see Step 5 Setup Notifications under Chapter 3 Setting Up an OnTime Account Webhook HTTP POST An HTTP POST or Webhook is an easy way to receive push notifications A webhook is like an API endpoint but inverted instead of making a call to the OnTime API you define a callback URL to which OnTime will HTTP POST information as events in the OnTime Workflow happen Your callback URL can then execute code based on the POSTs You can think of it as defining an API endpoint for your app that will receive output from OnTime The OnTime Workflow Designer makes it possible to setup Webhooks that are automatically posted with dynamic information whenever the subscribed event occurs This is acco
80. Synchronization A drop down menu will appear with shortcuts to several categories of settings We ll start with General OnTime User Guide 2015 Vesigo Studios 73 General Fill out the company information accurately these values are used throughout the OnTime company account The email address will oftentimes be used as a return address for notifications and alerts If the email address is missing or invalid messages may fail to send Set the primary time zone to the time zone of the business headquarters Uncheck the box play sounds to silence sound effects when events occur To use customized sound effects click the link labeled play custom sound when new items arrive and select a WAV audio file Return to the default sound effects at any time by clicking the link labeled use default sound Set the preferences in the mapping section The mapping service may be either Google Maps or Bing Maps The mapping unit may be set to either miles or kilometers whichever is most appropriate The country region should be set to the most relevant location The choices are e North America and the Caribbean e Asia Pacific e Europe e Other The user interface of the program may be adjusted to use different color schemes based on personal preference Available color schemes are blue silver and black To reset the user interface to its default settings click the link labeled reset primary user interface layout
81. The two methods to choose from are distance based pricing default and zone to zone based pricing e If appropriate click the Set Billing Cycle button and configure the cycle s schedule At the end of each cycle OnTime Management Suite will automatically notify the user to generate invoices based on all activity within that cycle Recurrence pattern Daily Day of every month s Weekly The last day ofevery 1 month s Monthly Range of recurrence Start Fri 1f 1 2010 E 8 No end date i 3 Last day Tue 1 12 2010 Sample billing cycle schedule set to the last day of every calendar month e Fill out all of the fields within the Web Portal section to allow the customer access to the OnTime Customer Web Portal All fields here should be filled out in order for the customer to gain access to the web portal The check box for granting access must be checked The email address used is actually the email address from the General section Alternatively the account number may be used if more appropriate The time zone drop down box allows you date and times to be set to be converted to the customer s local time OnTime User Guide 2015 Vesigo Studios 29 Web Portal Access Grant this customer access to the OnTime Customer Web Portal Web portal credentials Email Password Time zone UTC 05 00 Eastern Time US amp Canada Use the time zone of this computer e The Map section shows an interactive m
82. Time Mobile for Windows Mobile If it does not open automatically go to the Start menu gt Programs gt OnTime Mobile 7 A login screen will appear asking for a Company ID User Name and Password Enter the appropriate credentials and proceed to use OnTime Mobile OnTime User Guide 2015 Vesigo Studios 10 Chapter 2 Start OnTime for the First Time OnTime Management Suite should be the first program run Using this program OnTime may be configured to meet the needs of a specific business All of the OnTime programs will present a login screen at start up Company ID User Mame OnTime Management Suite A Part of the OnTime Software Suite Remember password To begin sign in with your user name Automatically sign in at startup Options 2013 Vesigo Studios Example The log in screen for OnTime Management Suite Log in using the appropriate Company ID User Name and Password These will be provided in an email from Vesigo Studios during the initial account set up The Remember password option will save the credentials We do not recommend selecting this option on a public computer because others may be able to log in to the program using the saved credentials The option Automatically sign in at startup will automatically sign in the saved user To turn this option off and change users go to General Options gt Start up Uncheck the option to Automatically sign in save changes and restart the program Three co
83. To generate a volume the height width and depth need to all be set to a value greater than zero e Declared Value The declared value field on the order form e Base Price The base price that was selected and calculated for the order e Custom Amount In this case a special field will appear allowing the dispatcher to enter a numeric value that can be arbitrarily entered This type of watch value should be specified when none of the standard inputs apply The Value The value field is the amount used to calculate a price This field usually represents the amount to charge for the price modifier The value can be a positive or negative numeric value and may contain decimal places In most cases the value will be an amount of money Consider these examples e Action is set to Flat Amount and value is set to 5 00 The result will always be 5 00 e Action is set to Incremental Overage Amount for weight increment is set to 1 and value is set to 2 00 With a weight of 5 pounds the result will be 10 00 5 X 2 If percentage actions are used then value becomes the percentage to be used The percentage should be expressed as the actual amount desired not a fraction of one 1 In other words to specify fifty percent 50 we would enter 50 and not 0 50 Here is an example e Action is set to Flat Percentage and value is set to 7 5 If the base price of the order is 10 00 then the result would be 0 75 Ranges When us
84. Tracking lt Tasks Advanced Search Print Current View Saved Views John s active orders Jonathan s routes for today Mark s route A saved view can be reloaded at any time by selecting from this saved view list A saved view not only saves the search criteria but also the column sorting visibility and layout Saved views are extremely useful in customizing the tracking view to be exactly what you need and provide a quick way to back to that information in the future Views are also the standard way of providing workers the data they need to see to accomplish their jobs Saved views accommodate their needs by allowing them to see only the data they need in the format they need it To Manage Existing Saved Views 1 Click on the Modify View List button in the Tracking tab of the ribbon as shown here pd OnTime Management Suite Home Tools Data e i oF Advanced Customize Group eet Modify Search Columns By Search View List View Saved Views OnTime User Guide 2015 Vesigo Studios 195 2 The window that appears will allow existing saved views to be renamed and removed Saved views are saved locally to the computer they are created on not automatically synchronized to other computers however the import and export features may be used to move a saved view between computers The export option allows the selected saved view to be saved as a OTSV file The import option will import
85. UTC 08 00 Pacific Time US Canada Use the time zone of this computer OnTime User Guide O 2015 Vesigo Studios 64 Step Test Test Test All configurations within OnTime should be thoroughly tested before being made available to customers and teammates We recommend passing several orders through the system in order to ensure that e Dispatchers and drivers have the information needed e Notifications are sent out properly e Pricing works as expected e Customers have a good experience e Billing flows smoothly The following sections explore some suggestions to ensure that these primary areas are tested Testing Dispatcher Tasks e Test that the dispatcher will be able to log into OnTime Dispatch using his user name and password e Setup the dispatcher with an email address in their user account profile Several areas of OnTime depend on sending out messages from dispatchers and require a return email address Use a common email address if all dispatchers will be sharing a common address e Have dispatchers try entering in a few orders to ensure they are comfortable with the process of submitting new orders Testing Driver Tasks e Test that the driver will be able to log into OnTime Mobile using his user name and password If the mobile device that the driver is using is available try installing the application and logging in as the driver on that mobile device e If SMS text messages will be used to send notifications
86. Vesigo Studios Overview of OnTime OnTime greatly reduces operating expenses and overhead by centralizing data processing and storage at our secured data center eliminating the expense and headache normally incur when operating networks servers and I T staff With the proliferation of high speed internet connections and proprietary technologies in OnTime the power and features of a system that traditionally costs thousands of dollars each month is available for only a couple hundred This shift in business technology is often referred to as cloud computing OnTime was the first to bring cloud computing to the industry Manager running OnTime Management Suite Dispatchers running OnTime Dispatch SHE Driver running OnTime Mobile S OnTime Boner y WAP WinMo Customer Shipper Report Server Q X Shipper using OnTime Email lt Customer Web Portal Notifications Fax Server 7 Receive SMS Server ease Email Server OnTime stores all data on the user s local computer however the data is also synchronized to a secured set of servers in OnTime s data center Information stored on OnTime s servers may be synchronized with other computers within the user s business This feature allows multiple users to access the same information in OnTime from the office or from home Because all applications in OnTime synchronize with the same database everyone will see the same information at approximately the same time Vesig
87. Vesigo Studios 81 Mobile Options Mobile options affects how mobile device users view data in OnTime 7 Mobile Options The following settings will effect mobile device ial operations cy Default mobile time zone UTC 08 00 Pacific Time US amp Canada This computer is set to the followng time zone UTC 08 00 Pacific Time US Canada Use the time zone of this computer Access OnTime Mobile WAP Edition here http www ontimesystem com sites sample wap Access OnTime Mobile Web here http www ontimesystem com sites sample mobile Windows Mobile Your account allows users to log in to OnTime Mobile for Windows Mobile A T The default mobile time zone should be set to the time zone that the mobile workforce generally operates within Individual users may be assigned to a time zone but OnTime will refer to this default time zone for users without a designated time zone Note Select the proper time zone based on the name not just the time offset Choosing the right name will ensure that local rules such as daylight savings time are applied Click the link labeled use the time zone of this computer to automatically set the default time zone to match the time zone setting on the local computer Access OnTime Mobile WAP Edition here This section lists the URL or web site address of the WAP Edition to be used by mobile devices that are WAP enabled Access OnTime Mobile Web here This section
88. ached to price sets These schedules may include when a service level can be used and when a shipment s due date should be set rice Set Editor General Schedule Schedule This price set is available weekly we Times Days Monday F gt Fray F 60m mp B00 Add another schedule one Base Prices Price Modifiers Selected Zones Customers ov mom doy out Sample price set schedule Next day service excluding weekends delivered by 10 AM The upper portion of the schedule specifies the dates and times that the price set will be made available Choices include e Never The price set will never be made available e Anytime The price set will always be made available e Weekly The price set has a starting and ending day of the week along with times for each day For example Monday thru Friday 9 00 AM to 5 00 PM e On specific dates The price set has a starting and ending date and time OnTime User Guide O 2015 Vesigo Studios 85 Note The schedule affects customers and dispatchers Normally the current time is used to determine if the schedule attached to a price set allows the customer to select that price set If the current date and time is outside of the schedule the price set will not appear in the list of service levels in the order entry screen Dispatchers using OnTime Dispatch will see available price sets based on the date into the date submitted field Note For examples refer to Chapter Two gt
89. additional multiplication This feature can be very helpful in zone to zone based pricing in which a price modifier must be calculated based on a zone figure Warning Be careful when setting this option to something other than None Unless used properly an additional layer of multiplication can cause prices to be wildly inaccurate This inaccuracy is usually caused when using an incremental action type because these already perform multiplication against the watch value Always test price modifiers before making them available to customers Zone Based Lookup Tables The Zone Based Lookup Tables are very useful for companies who calculate pricing using zones Normally a price modifier has a single fixed value against which calculation take place When a varying amount against which to calculate an amount that changes based on the zones involved is required use a Zone Based Lookup Table with the price modifier to achieve the desired results For example a weight charge may sometimes be a flat amount per pound no matter where the shipment is going In other cases the per pound rate should change based on the zones involved OnTime s Zone Based Lookup Table makes this scenario easy to implement To Create and Use a Zone Based Lookup Table 1 Click on the Zone Lookup Tables button in the ribbon under the Home tab Home Tools h pad Mew General Order Item Options Entry OnT
90. ages The OnTime messaging feature allows messages to be sent to drivers in the field on their mobile devices These messages are viewed using the OnTime Mobile application With this feature drivers can be warned of weathers conditions and construction sites or notified of special information regarding pickups and deliveries To Send a Message Click New Message 2 Choose the desired method to send the message Choices include SMS text message email or through OnTime Mobile as a general message 3 Select a driver to send the message to from the drop down list Enter the message to be sent 5 Click Send Messages to Drivers e Communicate with drivers by sending messages through OnTime e Anew message may be sent out to a single driver or to everyone e After sending it s possible to see if and when a driver has read a message There will be a check mark under the read by recipient column if the message has been read Be sure to synchronize with the OnTime server to ensure that message information is up to date OnTime User Guide 2015 Vesigo Studios 176 Program Options This window offers access OnTime Dispatch setting changes General This section allows changes to be made to general settings throughout all areas of the program Close driver message after sending This option closes driver messages after they have been sent to a driver in the Messages area of the program Only show drivers that are clocked in Whe
91. aintenance Items from the Home tab on the ribbon Defined Fields gag Vehide Types 3 Labels oN Vehide Maintenance Items General Order Workflow Options Entry Designer Go To Lookup Tables Lists 2 From the resulting vehicle maintenance items management window click the New button Vehicle Maintenance Vehicle Maintenance Items Maintenance items can be associated with as many individual vehicles as desired Changes to this list will affect all vehicles that have the modified item assigned to them hi Mew E 3 Enter a Name for the new item Enter the number of miles that may be logged in between maintenance due dates as the Distance Interval 5 Enter the number of days that may pass in between maintenance due dates as the Days Between Service Check the whichever comes first option if you would like either the Distance Interval or Days Between Service to determine service based on which occurs earliest Uncheck the whichever comes first option if you would like either the Distance Interval or Days Between Service to determine service based on which occurs latest 7 Repeat these steps for any maintenance items that need to be added OnTime User Guide O 2015 Vesigo Studios 107 o Maintenance Item eE Sml Mame Change Oil Distance interval 3000 Days between service 90 Whichever comes first
92. al code or zip code boundaries All locations created that contain a zip code assigned exclusively to one zone will be associated with that zone Locations created containing a zip code assigned to multiple zones may need to be assigned by a manager or dispatcher Deleted zones are archived not removed from the system If a new zone is added with the same name as an archived zone a prompt will appear asking to restore the archived zone Create zones with unique names to avoid this conflict Download Hundreds of Zones and Zip Codes in Seconds OnTime can quickly download zones from its web service Note United States zip codes only Free of charge to customers subscribed to Standard or higher subscription plans To Download Zones from OnTime 1 Go to the Locations area 2 Click the link labeled Download Zip Codes OnTime User Guide 2015 Vesigo Studios 151 In the resulting window that appears choose to search for your zip codes by State City or Area Code Type in the desired search term for state searches use the two letter state abbreviation Click the Search button Once the search is completed the results will be displayed in the list area O 91 E Da OnTime User Guide O 2015 Vesigo Studios 152 Quickly download all zip codes by area code state or city Then select the areas to import as zones into OnTime An example search for all zip codes in New York Click on the column headers in the l
93. ance OnTime User Guide 2015 Vesigo Studios 36 This process is performed automatically when two addresses are entered into the order entry form To get a distance based price on only postal or ZIP codes click the Find Distances button in OnTime Dispatch V e T eate Find Distances Aie New Location rn Trip Contact Reference A window with space to enter two postal codes will appear Enter the desired codes and then specify how to measure the distance in between Click OK The calculated distance will be automatically entered into the Distance field on the order entry form Postal Code Distance Calculate Distance Between Postal Codes This will calculate the distance between two postal codes or locations and copy the distance into the current order Search by postal codes From 97526 To 975304 Measure distance C as astraightline 9 routed by street 5 Search by locations To map the driving route between the two locations and acquire turn by turn directions for drivers enter two full addresses into the order entry form and click the Map Route button General Additonal Map Driver Details The resulting map will offer visual confirmation that the calculated route and corresponding mileage are correct Copy the turn by turn directions into the comments section of the order by clicking copy directions to order OnTime User Guide 2015 Vesigo Studios 37 lorena recorte
94. ap of the customer s address as specified on the General tab Geometry Inc Jeff Smith Customer General Departments Contacts Notifications Price Sets Billing Web Portal Comments e The Comment section contains a large text box for entering in miscellaneous information about the customer Comments are kept private and are never displayed to the customer To Add Customers in Bulk A list of customers from an Excel or CSV file may be imported via the Import Data option from the Data tab in the ribbon More information on how to use this feature is available later in the Importing Data section of Chapter 4 Note Only general customer information may be imported Specialized information for the customer such as web portal access and billing cycles must be set up manually OnTime User Guide 2015 Vesigo Studios 30 Step 4 Configure Pricing OnTime offers a flexible approach to pricing to help to calculate prices during order entry In OnTime pricing is bundled into price sets Price sets represent contracted rates with a customer and the level of service associated with those prices On the public facing side to your dispatchers and customers price sets are referred to as service levels To Setup Pricing in OnTime Create a price set Establish the base price Create any necessary optional charges price modifiers Link the price modifiers to the appropriate price sets ae A o a Link the price sets to
95. appropriate customers Creating a Price Set To create a price set 1 Navigate to the Prices area 2 Set the view to Price Sets Prices lt Current View Price Sets Price Modifiers Tasks Import Price Modifier Download Sample Modifiers Customize Current View 3 Click the New Price Set button in the upper left hand corner to create a new price set 4 Enter a Name to identify the price set to employees internally OnTime User Guide 2015 Vesigo Studios 31 5 Enter a Service level name to identify the price set to dispatchers and customers Set the Type to Customer 7 Leave the Percent of base price eligible for commission the amount of the service level used to calculate workers commission at 100 for now 8 Enter Dispatcher notes which will appear to dispatchers who select this service level in the OnTime Dispatch application 9 Enter Customer Notes which will appear to customers who select this service level in the OnTime Customer Web Portal Bos Set Editor l jo General General Schedule Name Medical Express for East Valley Hospitals fone Base Prices Service level Medical Express Price Modifiers Type Customer Percent of base price eligible for commission 100 00 Selected Zones A Return distance based pricing if zone based does not apply or returns zero Customers Display in the OnTime Customer Web Portal Dispatcher notes Customer notes Weekend d
96. ar The status bar is along the bottom of the application window The status bar provides the following information e The number of items displayed in the currently displayed list e The OnTime account currently logged in to e The current connection and synchronization status of the program with the OnTime service OnTime User Guide O 2015 Vesigo Studios Chapter 3 Setting Up an OnTime Account Complete the following steps to appropriately setup a new OnTime account Step 1 Add Users Add any person or entity who should have access to OnTime including employees subcontractors agents and partners Remember that each subscription level comes with an included number of users and exceeding that number will incur extra fees Add a New User 1 Navigate to the Users area by clicking the Users button in the navigation bar 2 Click the New User button in the upper left hand corner General Options Go To 3 Set up the new user by entering the appropriate information into the resulting window General Information The General tab allows common information about the selected user to be entered For example OnTime User Guide O 2015 Vesigo Studios General Employment Permissions General First name Company Last name Administrator SSN 216 45 6796 99 65478965 admin courier com SMS gateway 9419442222 verizon net Mobile number 916 872 7266 Time zone UTC 06 00 Central Time US amp Canada E All
97. arate criteria Only orders that match all three will be returned Here s what that would look like in the advanced search panel OnTime User Guide O 2015 Vesigo Studios 192 Field Criteria Operator Currently Assigned To John Smith and Dr Hardy Status Submitted C In Transit Completed Canceled Billable con facii To change the search to exclude results in which Dr Hardy was the customer Criteria John Smith 7 Delivery Location Name A Northwest Medical Center Fo C Submitted E a Fi Joo Ararat 7 Completed Billing Status E Canceled cob Canceled Billable Changing the operator from and to not will cause the orders returned by the search to be from customers other than Dr Hardy How Dates are Calculated Searching by date is very flexible Some of the dates available to search by include e Date submitted e Scheduled pickup date e Actual pickup date e Scheduled delivery date e Actual delivery date Once the type of date is chosen one of the below comparisons may be chosen Orders associated with both the chosen type of date and comparison will be returned OnTime User Guide 2015 Vesigo Studios 193 e Any All dates e Is A specific date e Is before Dates before a specified date e Is after Dates after a specified date e Is between Dates that fall between specific starting and ending dates Next the date may be specified as static or dyna
98. automatically loaded and displayed for confirmation If necessary the email address may be changed before sending The bill is attached to the email as an Adobe Acrobat PDF file Further customization to this email is accessible via the Email tab in General Options e Fax Faxes the selected order s to a fax number The customer s fax number if specified will be automatically loaded and displayed for confirmation If necessary the fax number may be changed before sending To Create an Invoice from an Unbilled Shipment 1 Select one or more desired shipments from the Unbilled Shipment list 2 Click the button labeled Add to Invoice All selected orders will be added to a single invoice and marked as billed The selected shipment s will be removed from the list Note Orders from different customers cannot be merged onto the same invoice All orders on an invoice must belong to the same customer Filter and Grouping By default the Unbilled Shipments list only shows orders that have not been marked as billed To see all orders including ones that have been marked as billed de select the filter button Note If the same order is added to more than one invoice OnTime will display a warning to help to avoid double billing customers The button to the right of the filter will group unbilled shipments by customer name which help when assembling INVOICES OnTime User Guide O 2015 Vesigo Studios 120 To Mark an Individual
99. bile Driver box to allow access to OnTime Mobile e lf the user is a dispatcher check the OnTime Dispatch Dispatcher box to allow access to OnTime Dispatch e Ifthe user is an administrator check the OnTime Management Suite Manager to allow access to OnTime Management Suite e To associate an image with the user click on the User Image button and locate the desired image from the hard drive Employment This section helps OnTime to track the time and activity of users Open the Employment tab and fill out the necessary fields Be sure to enter the appropriate rates for whether a user is acting as a driver or as a dispatcher Click on the name of a rate to view a description indicating that rate s function Rate values are compounded meaning that each one will be used to calculate a grand total allowing for more complex payment methods OnTime User Guide 2015 Vesigo Studios 21 Hired date Type Employee A Subcontractor E Company Dispatcher Hourly Rate Dispatcher Per Order Rate El Driver Driver Commission Rate 5 Driver Hourly Rate Driver Pay Price Set Driver Per Delivery Rate Mileage Rate Mileage Rate Rate used to calculate this user s pay when based on mileage while acting as a driver Sample user compensation Note The Employment tab is part of higher subscription plans If the fields on this tab are inaccessible consider upgrading to OnTime Professional or higher Mobile S
100. capture e Barcode reader for automated scanning OnTime Mobile for BlackBerry e A BlackBerry device running BlackBerry OS 5 or higher OnTime Mobile for Android e An Android device running Android OS version 1 or higher e Access to Google Play OnTime Mobile for iOS e An iPad iPhone or iPod Touch running iOS version 3 0 or higher OnTime User Guide 2015 Vesigo Studios OnTime Mobile for Windows Phone e A Windows Phone with access to the Market OnTime Mobile Web e A smartphone with a web browser capable of running JavaScript OnTime Mobile WAP Edition e Any WAP enabled device with a data connection e Orany mobile device with a web browser that can access the internet OnTime User Guide O 2015 Vesigo Studios 6 Chapter 1 Download and Install OnTime Software Start by downloading the latest version of the appropriate application from the following web page http www ontime360 com Download aspx e Managers will want to download OnTime Management Suite e Dispatchers will want to download OnTime Dispatch e Drivers and field personnel with Windows Mobile devices and phones will want to download OnTime Mobile for Windows Mobile Note The OnTime Management Suite download includes both the Management Suite and Dispatch programs Dispatch need not be downloaded separately if Management Suite has already been downloaded OnTime Dispatch is made available as a separate install if OnTume Management Suite should not
101. ces lt Current View Price Sets Price Modifiers Tasks r Import Price Modifier Download Sample Modifiers Customize Current View it ure Wi Open the file desired for import to display it in the list Linking Modifiers to Price Sets To allow a price modifier to appear in the list of options available under a specific service level the modifier must be linked to the appropriate price sets These price modifiers or options are separate from base prices which allow price modifiers to be reused across multiple price sets This functionality within OnTime can help to reduce For instance if fuel prices were to fluctuate only the one relevant price modifier would need to be modified for all price sets linked to that fuel surcharge to be updated To link price modifiers to price sets 1 Enter the Prices area 2 Set the view to Price Sets OnTime User Guide O 2015 Vesigo Studios 52 Prices lt Current View Price Sets lt gt Price Modifiers Tasks Import Price Modifier Download Sample Modifiers Customize Current View 3 Open the price set created earlier 4 Navigate to the Price Modifiers tab 5 Locate a price modifier in the list and link it to the price set by checking the box on the left Price Set Editor Ce O BS Assigned Price Modifiers New Price Modifier 23 New Price Modifier Group Name Required Initial Selection Special Zone Ba
102. cessed or transmitted within OnTime OnTime as a payment application program that handles payment cards must comply with the requirements for securing cardholder data Security standards are governed by the PCI DSS Payment Card Industry Data Security Standard to make sure that payment card data is protected and secure Failing to comply with these standards can lead to a security breach that could result in significant fines See the Visa Cardholder Information Security Program for further details As a merchant you are required to maintain secure credit card information handling standards within OnTime as well as outside of OnTime Please review the steps involved in complying with the standards as outlined in the Payment Card Industry PCI Data Security Standard DSS Customer Web Portal To log in to the OnTime Customer Web Portal the customer must have the following fields filled e Grant this customer access to the OnTime Customer Web Portal Check this box to allow the customer to log In e Email This section contains the email address from the General section of the customer s record This email address can only be changed in the General section e Password Enter the password used by the customer to log in e Time zone Set the time zone for the customer e Log in to the web portal as this customer Select this option to launch a web browser open the OnTime Customer Web Portal and log in as the selected customer e Send custo
103. ch is very useful when certain order entry needs to be put on hold temporarily e Most fields have auto completion built in appropriate entries will be suggested when typing e The Recent drop down boxes show the previous 10 locations that were either shipped from or to e The Directory drop down box may be used to search for any address in the system by company name e The Find a Contact pane offers a more advanced search Drag and drop a selected customer or address onto the order entry form to quickly populate the contact information e Locations that are not already in the address book can be added by clicking the New Location button or the plus sign in the appropriate lookup box e Inthe Assigned To box assign a driver by typing or choosing one from the list OnTime will suggest an appropriate driver when the ellipsis button in the Assigned To box is pressed e View the selected driver s last known location on a map by clicking the Map Driver button e Once a customer pickup location and delivery location have been populated pricing will become active e Select the Service Level which may change the available Standard Options and delivery arrival window e Select the method for arriving at the Base Price for the shipment e Fill in remaining fields The price will change in real time as adjustments are made e Ifthe selected customer is given a rate adjustment the prices will reflect that percentage The Total Cost will reflect
104. comment about the status change to be entered Shippers can see a historical view of the shipment and its progress much like views available with large carriers such as FedEx and UPS Oftentimes the same status labels are typed in repeatedly OnTime allows users to pre define a list of status labels Labels can then be chosen from a list instead of being typed in by hand every time To Enter a New Global Status Label 1 Choose Status Labels from the Home tab in the ribbon OnTime User Guide 2015 Vesigo Studios 199 Jn lime Management Suit Account Help FA A User Defined Fields Status Labels New Item General Workflow a Options Designer Zone Lookup Tables Actions Go To Notifications Lists 2 Click on the New button at the bottom of the resulting window Status Label Name Stored in Warehouse Phase Description Item is currently being held in our facility 3 Entera name by which to identify the status label This name will appear to workers when they change the status on orders The phase indicates at which status this label should appear 5 The description will appear to the shipper as a detail of what happened to the shipment at that point in time 6 The variety of status labels that can be utilized provides a consistent and simple method to make status changes to customers shipments OnTime User Guide 2015 Vesigo Studios 200
105. d allowing for mileage calculation to and from the address For example by typing in the street and city OnTime automatically formats and fills out the whole address 201 pine st rogue river A Address line 1 201Pine St Address line 2 City Rogue River State Province OR Postal code 97537 Country us If an ambiguous address is typed in OnTime may find multiple matches In such cases click on the search icon to view all possible matches OnTime User Guide O 2015 Vesigo Studios 126 201 pine st 201 Pine St Soldiers Grove WI 54655 USA 201 Pine St Woodville TX 75979 USA 201 Pine St Auburn IA 51433 USA 201 Pine St Pelion SC 29123 USA 201 Pine St Minden LA 71055 USA 201 Pine St Agawam MA 01030 USA 201 Pine St Tamaqua PA 18252 USA 201 Pine St Gallipolis OH 45631 USA 201 Pine St Campobello SC 29322 USA OnTime User Guide 2015 Vesigo Studios 127 Routes OnTime Management Suite allows frequent stops and driver schedules to be organized into routes A route is assigned to a specific driver Each day the route is evaluated and all stops that are scheduled to occur on that day are assigned to the driver as orders The driver can then see these orders from OnTime Mobile To Create a New Route 1 From the Routes area right click in the center column and select New Scheduled Routes Routes lt Tasks Schedule Items View Scheduling Log Route Options Assi
106. date Pricing on Month All Routes Stop Scheduling Log Schedule All Route Stops Current View Route Stops Zones Tools Calendar View OnTime User Guide O 2015 Vesigo Studios 130 o To Create Exception in a Schedule for a Given Route Stop from the Calendar View 1 A Select the desired route stop instance Drag that instance to a different date To Skip a Single Instance of the Schedule 1 2 Select the desired route stop instance Press the delete key on the keyboard Show Stops in All Routes Button Mew Route stop Route Stops Specifying different colors for each route can help to visually differentiate stops In the view displayed after selecting Show Stops in All Routes the stops may be redistributed by clicking and dragging a specific stop on to a different route Scheduling Routes To To schedule a route stop more than once in a day create additional route stops with appropriate schedules To schedule a route stop OnTime considers the previous time that the stop was scheduled and then will determine if the stop should be added to the schedule that day If the stop shouldn t be scheduled that day or has already been scheduled that day the route will be skipped by OnTime Scheduling is enacted either automatically or manually Have Scheduling Done Automatically 1 A J 4 Enter General Options in OnTime Management Suite Select the Routes tab Activate the Automated Route Scheduler
107. dd predefined charge A drop down list will show all available price modifiers linked to the price set active on the selected order Signature Configures the signature requirement on the order for pickup and or delivery This option is disabled if a signature type price modifier is not associated with the price set COD Configures the Collect on Delivery COD requirement on the order for pickup or delivery This option is disabled if a COD type price modifier is not associated with the price set Items This section lists the items contained in the order as designated by the dispatcher Comments Description The public description of the order Everyone including the shipper can view this text Comments Private comments about the order These comments are hidden from the shipper Signature COD This section details the results of the signature and or COD requirements An image file representing a signature for the pickup and delivery may be manually imported which is especially useful for drivers who have mobile devices that are incapable of signature capture OnTime User Guide 2015 Vesigo Studios 204 Signature and COD Results Asignature has not been required y Import an image as the pickup signature Import an image as the delivery signature COD was not requested for this shipment Right clicking on a signature allows it to be copied to the clipboard and or saved as a file Custom Fields This
108. dition of users will affect the pricing on your monthly OnTime bill feel free to contact OnTime Sales for consultation OnTime User Guide O 2015 Vesigo Studios 24 Step 2 Add Locations and Zones How to Add Locations OnTime helps to keep track of addresses serviced by maintaining a list of locations These addresses are tagged with valuable information such as the associated zone and the longitude latitude coordinates All addresses used by OnTime are stored in the Locations list To Access the Locations List 1 Click the Locations navigation button 2 Select Locations as the view type Locations Current View Locations Zones Tasks Customize Current View Print Current View Download Zip Codes To Add Locations Manually 1 Click the New Location button in the upper left hand corner 2 Enter the name and address of the location TIP Save time by entering the first part of an address into the yellow search box Type here to find an address Address line 1 OnTime User Guide 2015 Vesigo Studios 25 The address will be properly formatted and geocoded allowing for mileage calculation to and from the address For example by typing in the street and city OnTime automatically formats and fills out the whole address 201 pine st roque river A Address line 1 201 Pine St Address line 2 City Rogue River State Province OR Postal code 97537 Country
109. e 2015 Vesigo Studios 5 We changed the Context to Customer to locate the customer information associated with the order From there we select the Name field which indicates the primary contact s name at that company Our message changes to this Subject Delivery Complete Dear Shipper Name We could leave it at that but what if we don t have a contact name for a customer The notification will be missing the name looking like this Dear Fortunately OnTime offers a safety net for situations like this where the original data is missing or not available This safety net is the default value In the example below we have specified that the contact name be used but in case that the name Is not available the default value Valued Customer will be used OnTime User Guide O 2015 Vesigo Studios 59 State Street Address Line 1 Street Address Line 2 Web Site Valued Customer Now our message will contain the special field along with a default value and look like this Subject Delivery Complete Dear Shipper Name Valued Customer When this message Is sent out when a contact name is available it may read like this Dear Fred Smith And when no contact name is available it will read like this Dear Valued Customer Here is a sample of what a proof of delivery POD notification may look like in final form OnTime User Guide 2015 Vesigo Studios 59
110. e it can be rebuilt in either one of the programs How to Rebuild the Data File in OnTime Management Suite 1 Goto the Data tab in the ribbon 2 Click on the Advanced button 3 Click Rebuild Data File Last Synchronization Results 3 Route Scheduling Manage Sync ee l DataFile Backup amp Log File Led Sent Notifications a Management Restore Logs gt Data File Start Common Tasks O Tutor tt Con Verify Data File Schema Verify Synchronization Markers rs m v a m Welcome to OnTime Alerts Getting Started E 40 notifications are waiting to be sent 4 The following message will appear asking for confirmation r OnTime Management Surte Note This operation requires a connection to the internet 5 Click OK to continue At this point the rebuild may proceed and a progress indicator will appear in the lower right corner of the application Once it reaches 100 the rebuild should be completed 7 Ifa lock cannot be made on the data file another message box may appear asking to restart the program to complete the process If that message appears close down all OnTime applications running on the computer both Management Suite and Dispatch OnTime User Guide 2015 Vesigo Studios 227 8 Open and sign in to the OnTime Management Suite program only Do not start both programs Once signed in a message indicating that the rebuild is in progress should appear The
111. e list 3 Enter the current odometer reading for that vehicle 4 Choose clock in or clock out OnTime Mobile will record the time spent as a driver and the number of orders handled while the user is clocked In OnTime Mobile Q omg ok J Current Status gt Clocked Out Choose vehicle being used Car a 123abc v vehicle odometer reading an D oO an D Clock In Fal Cancel OnTime User Guide 2015 Vesigo Studios 185 Chapter 8 Become Familiar with OnTime s Advanced Features As explored thus far in this guide OnTime software is equipped with a multitude of useful features This chapter more thoroughly explores some of the more advanced aspects of our programs Tracking and Modifying Orders OnTime Management Suite and OnTime Dispatch can both access the same tracking information allowing users to view the status of any shipment active or inactive This accessibility also allows certain properties of a shipment to be edited For example changing address information and accessorial items Tracking Tracking Number Pickup Location Delivery Location Date Submit Dispatched By Currently Assigned To SEPE R5690 099 439 Southern Ore Cedar Family 4 12 2011 8 OnTime Ad Test User a Advanced Search RS529 255 024 Southern Cre Cedar Family 4 12 2011 8 OnTime Ad Test User Print C
112. e or negative value representing a percentage to adjust the price by A negative value can be indicated by placing a negative symbol before the number e Reference number The number in this field is the default reference number This number will be automatically placed on new orders for the customer e Purchase order number The number in this field is the default purchase order number This number will be automatically placed on new orders for the customer e Preferred pricing method Set this preference to correctly correspond with the specific customer s pricing type The pricing type can be changed in OnTime Dispatch upon order entry however this value is not adjustable from the Customer Web Portal The default for all new customers is distance based e Credit card information This section lists the credit card information for the selected customer This data is stored in an encrypted state but may be viewed by anyone who has access to customers in OnTime Management Suite This data is stored for reference only and is not used to process payments through OnTime OnTime User Guide O 2015 Vesigo Studios 115 The Importance of Customer Credit Card Protection If you store process or transmit credit card payments your business could be liable for fines or other damages if your customers credit card information is ever stolen or compromised The merchant is responsible for the security of any credit card information that is stored pro
113. e to have relayed to the customer Price Sets To make one price set the default for new orders right click the desired price set and select Set as Default Selection A green check mark will appear next to the default price set Billing This section is used to set billing options for the customer e Set Billing Cycle Click this button to set how often billing occurs for the customer The results will be displayed in the billing area of the program Clicking this button will display a flexible scheduling window For example if you would like the billing cycle to be once a month ending on the last day of the month the schedule would appear like this OnTime User Guide O 2015 Vesigo Studios 114 Billing Cycle Schedule 4 23 PM 4 23 PM Recurrence pattern Daily Day of every month s O Weekly The last day ofevery 1 month s Monthly Range of recurrence Start Sat 1 1 2011 E No end date Lastday Fri 4 8 2011 Note Billing cycles may only occur once per period For example a schedule of once every 2 weeks may be set but not a schedule of twice a month on the 1 and 15 e Clear Billing Cycle Select this option to clear the schedule for the billing cycle no schedule will be used e Send invoices via Use these check boxes to set preferences regarding invoices sent to the customer e Billing email Enter the email address to which invoices will be sent e Adjustment If desired enter a positiv
114. ebuild Report Database Wait for this operation to complete before proceeding He vols Data Account Help E E Last Synchronization Results 4 Route Scheduling ra Import Manage Sync _ Data File Backup 4 Advanced Synchronize Rebuild Report Data Log File Led Sent Notifications Management Restore Report Database Database Import Logs Data File IF Reports To Start a New Custom Report 1 Change the view to Report Authoring 2 Click the link labeled Author Custom Report OnTime User Guide 2015 Vesigo Studios 140 3 A blank report will open in a new report designer window oter one band per page 4 Atthis point the easiest way to create a new report is to use the wizard Start the wizard by clicking on the File menu and choosing New with Wizard OnTime User Guide O 2015 Vesigo Studios 141 5 Create a standard report Press Next Report Wizard Welcome to the Report Wizard This wizard helps you automatically create a report according to the selected wizard options Choose a report type and click Next Next gt Finish 6 Enter the name to be used to identify the dataset A dataset is the container or set of data that will be used in the report Press Next Report Wizard Create a new dataset The dataset contains the tables and columns you need for your report In order to create a new dataset first give it a mame 7 Accept the default connection Press Next OnTi
115. edValue DeliveredTo DeliveryDate DeliveryDriver DeliverySignatureTop DeliveryTime Department Description a DetailsHeight Dimensions on 2 Drag the desired field from the Field List to the desired location on the report Dragging fields on to the report will automatically create a label Note To differentiate between these special fields and normal status labels a small orange cylinder appears on data bound fields The name of the data bound field will also appear in square brackets Do not edit this text le 4 Exit the print preview window and reload the report to see modifications OnTime User Guide 2015 Vesigo Studios 139 To Reset a Report to Default State 1 Open a preview of the desired report 2 Click the Reset button in the ribbon of the preview window FS Customize Authoring Custom Reports New reports may be made using the report authoring tools in OnTime Note Report authoring requires experience with report authoring tools such as Crystal Reports or SQL Server Reporting Services Knowledge of report layouts and formatting techniques is also necessary In order to query the right data for the report a good understanding of creating SQL queries is needed Retain someone with these qualifications to make use of the report authoring tools To create a custom report a report database must be built To Build a Report Database 1 Switch to the Data tab in the ribbon 2 Click R
116. electing them right clicking on the row and choosing Add to Invoice To add more than one order to an invoice select more than one item at a time by holding down either the SHIFT or CTRL key while clicking the mouse on the desired items When selecting more than one invoice in this manner select only orders that belong to the same customer Invoices cannot be generated for mixed orders with different customers the Add to Invoice option will be disabled Adding Order to an Invoice After selecting the source of the orders that will appear in the invoice the following window will appear OnTime User Guide 2015 Vesigo Studios 212 3 Add to Invoice Add to Invoice Add the selected shipments to a new or existing invoice Add to a new invoice Customer DS Labs Jonathan Martinez Invoice date 4 8 2011 Invoice number 2034 Due date 4 8 2011 Template Standard Invoice Add to an existing invoice for DS Labs Jonathan Martinez Invoice Due Date Orders Induded 11 19 2010 10 20 2010 9 23 2010 10 1 2010 9 10 2010 9 10 2010 7 26 2010 6 29 2010 6 11 2010 LS This window offers the choice to add the selected orders to either a new invoice or an existing invoice for that customer Choose the appropriate selection and click OK The invoice will now be created Switch to the Invoices view to see the invoices created Billing lt Current View O Summary Billing Cycles O Unbilled Shipments a Invoices
117. elivery amp not This shipment will be delrvered before Noon the next A available business day Sample price set Set the Schedule OnTime allows for flexible schedules to be attached to price sets For example Prce Set Editos l j r Schedule General schedule This price setis avaiable uey dS Zone Base Prices Times Days Monday sb Fray eooam mp zoom Add another schedule Price Modifiers Selected Zones Offset duedate by Sample price set schedule Next day service excluding weekends delivered by 10 AM must be received by 2 PM OnTime User Guide 2015 Vesigo Studios 32 The upper portion of the schedule specifies the dates and times that the price set will be made available Choices include e Never The price set will never be made available e Anytime The price set will always be made available e Weekly The price set has a starting and ending day of the week along with times for each day For example Monday thru Friday 9 00 AM to 5 00 PM e On specific dates The price set has a starting and ending date and time Note The schedule affects customers and dispatchers Normally the current time is used to determine if the schedule attached to a price set allows the customer to select that price set If the current date and time is outside of the schedule the price set will not appear in the list of service levels in the order entry screen D
118. ensional Weighing Dimensional weighing is enabled from the price modifiers area of OnTime Management Suite Note Dimensional weight calculations are supported in all modifier actions except for flat amount and flat percentage 1 Select the desired action and a list of Watch Values will become available 2 Select Cubic Dimensions from that list to specify the current modifier as a dimensional weight modifier Once Cubic Dimensions is selected the Start calculating after field will be renamed DIM factor This change means that the dimensional factor for this modifier can be entered dao o pemaen ee Increment Sap applying before Watch value Cubic Dimensions Dimensional Factor The Dimensional Factor DIM Factor is a mathematical factor that is used to calculate the dimensional weight of a package The DIM Factor represents the allowed volume of a package per unit of weight OnTime compares the DIM Factor specified in a dimensional modifier with the DIM Factor of an order The DIM Factor of an order is calculated by dividing one weight unit into one cubic volume unit OnTime User Guide 2015 Vesigo Studios 102 Note OnTime allows any measurement units to be entered into the dimensions field The calculations do not change between metric to imperial units EXAMPLE If a dispatcher enters the measurements of a package as 12 x 20 x 8 Inches the DIM Factor is calculated as follows 12 x 20 x8 1
119. entering orders messaging drivers and managing orders Orders When entering new orders there are four different views available General Additional Details Map Driver and Map Route Shipment Tasks Shipments a Additional Map Driver Map Route Details Show The following sections list details about some of the fields contained in these views General Customer The name of the customer who is placing the order Requested by The name of the person who is requesting the order Collection Location The location for an order s pickup can be assigned in two ways The first method is to search for a specific destination in the Find a Contact pane and drag that address to the Collection Location box The second method is to pick a destination from the Recent box located under Collection Location This section also contains two date time boxes to set a window for the arrival time Delivery Location The location for an order s drop off can also be assigned in two ways The first method is to search for a specific destination in the Find a Contact pane and drag that destination to the Delivery Location box The second method is to pick a destination from the Recent box located under Delivery Location This section also contains two date time boxes to set a window for the arrival time Description A statement outlining the order The description entered will be publicly viewable Quantity This field designates the n
120. er Pickup Location Delivery Location Date Submit R5690 099 439 Southern Ore Cedar Family 4 12 20118 OnTime Ad Test User R5529 255 024 Southern Ore Cedar Family 4 12 20118 OnTime Ad Test User R5315 247 4661 Southern Ore Cedar Family 4 11 2011 1 Time Ad Test User R5475 188 808 Southern Ore Capsey N T 4 11 2011 1 OnTime Ad Test User RS603 750 171 5 0 Orthop Cedar Family 4 11 2011 1 OnTime Ad TestUser R5302 494 318 Southern Ore 4 11 2011 1 OnTime Ad Jonathan Martinez R5691 079 728 Southern Ore 4 11 2011 1 OnTime Ad Test User RS725 431 287 Alex David Cedar Family 4 11 2011 1 OnTime Ad Jonathan Martinez R5571 292 781 5 0 Orthop Cedar Family 4 11 2011 1 OnTime Ad Jonathan Martinez RS734 205 704 Cardiology C Center for Co 4 11 2011 1 OnTime Ad 635537885 Anesthesia A Asante Work 4 11 20119 Jonathan M By default OnTime will show all 50 available columns in the Tracking view Unimportant columns can be removed to improve the performance of the Tracking view To customize the columns right click anywhere within the tracking view list and choose customize current view A window pictured below will open with a list the available columns Utilize the checkboxes to add and remove columns OnTime User Guide 2015 Vesigo Studios 187 Choose Detaile ii Select the details you want to display for the items
121. er s cellular phone number e Time zone Select the time zone that the user operates within e Allow user to receive instant updates via SMS text messages Check for the user to receive a text message when events related to the user occur within OnTime Note Checking the Allow user to receive instant updates via SMS text messages option can incur additional text message charges on users mobile bills e User Image Select an appropriate image file to associate with the user s account e User name Enter a user name for the user This name will be used to sign in to OnTime OnTime User Guide 2015 Vesigo Studios 110 Password Enter a password for the user This password will be used to sign in to OnTime Register as limited user account and prevent this user from logging in Checking this option stops the user from signing in to any OnTime software Users with this option selected are kept in OnTime but are not billable Program access o OnTime Management Suite Manager Select this option to allow the user access to the OnTime Management Suite program and administrator related activities o OnTime Dispatch Dispatcher Select this option to allow the user access to the OnTime Dispatch program and dispatcher order entry related activities o OnTime Mobile Driver Select this option to allow the user access to the OnTime Mobile programs and driver related activities Employment Information entered into the Employment tab can be used to
122. ers Dixie Gainer Zone Base Prices Price Modifiers Selected Zones Air Canada Technical Services B Ulm Remember These Steps for Pricing Setup 1 Create a price set 2 Establish the base price 3 Create any necessary optional charges price modifiers OnTime User Guide 2015 Vesigo Studios 54 4 Link the price modifiers to the appropriate price sets 5 Link the price sets to appropriate customers OnTime User Guide O 2015 Vesigo Studios 55 Step 5 Setup Notifications Notifications that go out to dispatchers drivers customers and others can be customized within OnTime These notifications may contain a variety of information and can be sent out as emails and or text messages Notifications may be configured in the OnTime Workflow Designer Once it is setup OnTime Workflow will send out the appropriate notifications automatically 24 hours a day 7 days a week No manual intervention is required With template messages the content in the email message will change each time This flexibility is vital for messages such as proof of delivery POD notifications where the date time and recipients name must be dynamic OnTime Workflow creates templates by offering special fields These special fields are inserted into the message as placeholders and then substituted with the actual information from the shipment before being sent To Create a New Workflow Action 1 Goto the Home tab on
123. ers with a particular user as the creator All orders generated by the route scheduler will be stamped with this specified user A tracking number mask defines the format of the tracking number for route generated shipments A tracking number mask may include alpha numeric characters including symbols such as dashes The pound symbol is used as a place holder for a randomly generated number determined by the tracking number digit length This number can be a maximum of 9 digits long Be sure to use longer tracking numbers that change often to ensure a variety of numbers to pull from To manually schedule route stops click on the schedule route items button A list of routes stops yet to be scheduled for that day will appear Check the items in the list that should be scheduled and then click the schedule now button To view the results of either a manual or automated scheduling click the view scheduling log button The items scheduled the routes they originated from and the tracking numbers that were assigned to the shipments will be displayed Vehicles This section contains options that affect vehicle maintenance alerts The remind me option allows for reminders that cause a green flag to appear in the Maintenance Alerts area to be scheduled Set the number of days and miles to the desired values that match vehicle maintenance policies Billing The current invoice number will be shown as a blue link In OnTime the invoice numbers are
124. es Modifiers link Prices lt Current View Price Sets Price Modifiers Tasks Import Price Download Sample Modifiers Customize Current View Sample modifiers will show price modifiers that may closely match your requirements helping to understand how the modifiers are constructed and how to change them to fit specific needs Price Modifier List KE Sample Price Modifiers Sample price modifiers are provided as a starting point for accessorial charges you may offer your customers Select a price modifier from the list below click download and install and then customize the modifier as needed Name Description Fuel Surcharge Adds 0 25 for each mile driven Fuel Surcharge Adds 15 of the base price to the order Dimensional Weight Adds 5 00 for each unit of dimensional weight calculated at a factor of 172 3 e To preview a price modifier double click it in the list e To download a sample modifier to your list select the desired modifier and click the Download and Install button Sharing Price Modifiers Modifiers may be shared with other couriers or saved as a backup by right clicking the mouse on the desired modifier and selecting Save As Specify a file name and click Save The successfully exported standalone file may then be sent to others To import a price modifier file OTPM click on the Import Price Modifier link on the left hand side OnTime User Guide 2015 Vesigo Studios 51 Pri
125. essssesssssssssessssssssssssssessssesessssessesessesssessssessssessssessesessssessesessseessesesseeeseeesss 9 To Install OnTime DISC e 9 To Install OnTime Mobile for Windows Mobile uu ecessesessssessssecsssessssessssssesessssessesessecessesessecessssessesessesesscsessesessesessesessesesseass 10 Chapter Start OnTime for the First TIME iia 11 Contigua a Firewalls toa 12 Getting Familiar with the Program LOOK and Feel ou cesesssssssesssssssesessssessssesesesscsecscsesscsecsesesesseseesecsesesessesessesessesesseseeseaeeneaeeseaes 13 A a o o POSE O E AE EA E E EAEE 14 TIEN papal 16 o epee ast cd cca cdecgeet E aoecsonee cecesasetconcs cea aretetoue dere saeiaes 18 Chapter 3 Setting Up an UAT FC CM cscs Ss secs Faena ninie iii 19 A a E E A 19 OnTime User Guide O 2015 Vesigo Studios AI A II Tere CRTC E INE 19 Gene ia A nee aor Cet Teen onsen ee aren IT nn a eaten eye a mnt ren or 19 E a 8 00 4 0 al tem poner eaten enzo Sere rE o a oy te eT 21 Mope SETS uirat innata n nanana 22 O O E e 23 PES O E cee E EEA AR 23 Biling Considerations Regarding SOUS accent 24 step 2 AGG Locations and ZONES aaneen ao 25 HOWTO AIT LO IONS a A EE E MET E T E RRC ee eRe 23 HOW LOCC OMS costat oi oie ociaS 27 Stepo Ada cdo 29 MOOG Customers MA R RE E T AS 29 TOA dO CUON RS IN BUNK oana atletta i austie tate tuetndca eaten mt nineetentntee nea eters 30 Step aA COo a AAA en O Een Men RTT MEP meen NET RE NTE 31 FO Setup PRICING ON TIN E AAA do 51 Remembe
126. est Price Modifier Base price 15 00 gt 5 00 and 15 00 lt y Distance Quantity 10 00 X 15 00 0 00 10 00 Weight y Dimensions Declared value Custom The charge is correctly calculated at 10 plus the base price of 20 for a total of 30 Let s consider a more sophisticated example with grouped price modifiers In this example we ll use a charge for insurance Here s the pricing formula Minimum charge of 2 for insurance covering up to 100 of declared value after which the charge is 1 25 per 100 of declared value In this case we will need two modifiers one to define the 2 minimum charge and a second to calculate the additional 1 25 charge Here s what the 2 minimum charge modifier would look like OnTime User Guide 2015 Vesigo Studios 46 Price Modi er murrme PES Percent eligible for commission Scope Range Start calculating after Multiply by Show Testing Area Notice that a flat amount type is used with a 2 value Here is the modifier that defines the 1 25 charge Price Modifier Insurance Incremental Insurance Incremental Percent eligible for commission Scope Action Incremental Overage Amount Increment i Start calculating after Watch valve Multiply by Value Show Testing Area We are telling OnTime to examine the declared value on the order and to only start accessing this charge if the
127. ettings The Mobile tab allows access to settings that control the experience of mobile users in the field OnTime allows every user to have individualized settings to suit personal needs and preferences Select the options needed for each user OnTime User Guide 2015 Vesigo Studios 22 User General Employment Permissions Mobile device options E Hide unassigned orders Start GPS automatically if available E Disable customer lookup A Show order prices Enable editing of general order properties e Hide unassigned orders Only orders that have been assigned will be displayed on the user s mobile device This option will prevent the user from accepting orders that have not been dispatched e Start GPS automatically if available At startup OnTime Mobile will attempt transmission of the user s position via GPS If GPS is available in a compatible format on the mobile device We recommend selecting this option to track the positions of drivers e Disable customer lookup Prevents the user from searching for customer contact details in the database e Show order prices Allows the user to view the total prices of an order e Enable editing of general order properties Allows the user to edit certain properties of orders directly from a mobile device including Requested by Quantity Weight Height width and depth Status labels Description O O O O O O Comments Comments The Comments tab p
128. ext OnTime User Guide 2015 Vesigo Studios Finish 145 Report Wizard Do you want to add any grouping levels You can have several groups each with a single field value or specify several fields in the same group El Company E Phone Next gt Finish 11 Choose the layout of the report Keep the defaults to get a columnar layout Press Next OnTime User Guide 2015 Vesigo Studios 146 How would you like to lay out your report The report s layout specifies the way in which the selected data fields are arranged on report s pages XXXXXXX XK XXX XXX XK XK XXX XK XXX XXX XX MRAM XK AX XK XK AX XK AX XK XK AX XK A XK EXXXX EXXXX EXXXX KENK EXXXX EKEK EXXXX EXXXX SKENK EXXXX EKEK 12 Choose a style to set the visual design of the report Press Next OnTime User Guide 2015 Vesigo Studios 147 The reports style specifies the appearance of your report Corporate 13 Name the report Press Finish OnTime User Guide 2015 Vesigo Studios 148 What title do you want for your report My First Report That s all the information the wizard needs to create your report Mext gt 14 The wizard will close and the report will be created 15 Click the Preview button at the bottom of the report designer to view the finished report which will show a list of all customers and their phone numbers OnTime User Guide O 2015 Vesigo Studios
129. fake customer for testing purposes Use this customer to test pricing and other configurations before allowing access to real customers When adding a customer to OnTime be sure to double check their pricing and billing options You don t want to give the wrong rates to the wrong customer by accident When adding a customer that will have access to the OnTime Customer Web Portal always try logging in as that customer to ensure that everything is setup properly The easiest way to do this is by clicking on the link shown here OnTime User Guide 2015 Vesigo Studios 68 Fe OTS Advertising John Smith Customer General Web Portal Access Departments Grant this customer access to the OnTime Customer Web Portal Contacts Web portal credentials Notifications Price 5ets Email demo courier com Password demo Billing Web Portal Time zone UTC 06 00 Central Time US 4 Canada Map Use the time zone of this computer Comments E Allow contacts to access all orders entered under this customer E Log in to the web portal as this customer Send customer a link to the Customer Web Portal via email Logging in as that customer gives you the opportunity to see exactly what your customer will see In the web portal try entering in a few test orders to ensure that the pricing and options are clearly described for the customer Dispatchers and customer support representatives who do this test often become familiar with the
130. gn a Route Name and a Driver to the new route Select a Color to differentiate the new route from other routes when all are displayed together Check the box this route is actively scheduled to queue it for daily evaluation during scheduling Uncheck this box to temporarily suspend the scheduling of a route To Add a Route Stop 1 Right click in the desired route s stops list and choose New Stop Stops on Selected Route Medford ID Customer Origin Zone Move Stop Create Duplicate of Stop 2 Fill out the order as completely as possible in the resulting window Be sure to specify a Customer Service Level Description Options and Collection Delivery Locations 3 Set the Schedule to match the needs of the route stop OnTime User Guide 2015 Vesigo Studios 128 Route Stop Recurrence l 9 27 AM 9 27 AM Recurrence pattern Daily Recur every 1 week s on Weekly Sunday Monday Tuesday Wednesday Monthly E Thursday Y Friday C Saturday Range of recurrence Start Fri 4 8 2011 EJ No end date i Fy Last day Sat 4 9 2011 This schedule would schedule the route stop to occur every Monday Wednesday and Friday 4 Specify the time of day that the route stop should occur under the collection and delivery location as shown here Arrival 9 00 AM to 9 00 AM Arrival 3 00 PM to 13 00 PM Spanning 5 If the specified delivery will occur over multiple days set the Spanning b
131. have unique tracking numbers which will be listed in the results section OnTime User Guide 2015 Vesigo Studios 197 Duplicate Order Create Duplicate Orders mall This tool allows you to create one or more orders that are duplicates of an existing order n The new orders generated will have unique tracking numbers and no current status How many copies would you like to make h z Tracking number mask FER ARR ARF Use a single tracking number and add a sequential number at the end Sequential number mask 2000 Assigned To Assigns the selected order s to a specific driver When selecting a user to assign the order to three other options appear at the bottom of the window Online e Diane Smith Es Jonathan Martinez eb OnTime Administrator Offline dh Craig Smith db Harry Hofland db Stacey Soares ef Test User 4 Also assign as pickup driver Also assign as delivery driver E Process workflow notifications e Also assign as pickup driver OnTime maintains a reference to the pickup or collection driver which is important when calculating compensation for the driver Check this box appropriately e Also assign as delivery driver OnTime maintains a reference to the delivery driver which is important when calculating compensation for the driver Check this box appropriately OnTime User Guide 2015 Vesigo Studios 198 e Process workflow notifications
132. hecking the Status of Webhook POSTs Any and all issues with HTTP POSTs are listed under Pending Notifications available under the Home tab of the ribbon Home Tools Account Help Ds y General Order Options Entry Go To Pending Notifications Eo Sent Notifications Workflow Designer Mew Item Notifications Actons This window will show any problems with Webhooks including e The order involved e The number of times the Webhook attempted to post e The error encountered when posting e The workflow action or Webhook involved By default OnTime will immediately attempt to post the Webhook 10 times if these attempts are unsuccessful the URL will be attempted once an hour Once the error is corrected forcibly repost all the Webhooks in the queue by clicking the Process All Messages Now button To remove a Webhook from the queue and ensure that posting attempts are no longer made right click the desired Webhook s and choose Remove Item To view the results of a successful Webhook post open the Sent Notifications window located under the Home tab Locate the post in the list and double click it to view details This will show the URL that was posted to as well as the final query string that was submitted OnTime User Guide 2015 Vesigo Studios 169 Chapter 5 OnTime Dispatch OnTime Dispatch provides the tools and features that dispatchers need to fulfill assignments such as
133. help to significantly speed up the input of these prices using a few tools e Reciprocal Pricing If an amount is entered into a cell connecting location A to location B OnTime will automatically input the same amount into the corresponding cell that connects location B to location A This feature is on by default e Additional Actions gt Fill Empty Cells With Automatically inputs a chosen amount into all empty cells To use this feature enter the desired amount without the currency symbol and then click OK e Additional Actions gt Adjust All Values If a grid is populated with prices and the values need to be increased or decreased enter the desired adjustment amount without the currency or percentage symbol choose how to apply the value as a fixed number or a percentage and click OK The cells will automatically adjust accordingly To decrease the prices preface the amount with a negative symbol for example 1 50 Note Only cells that have a value will be adjusted Price Modifiers Price sets may contain as many modifiers as needed All available modifiers will be listed Simply check the ones that should be linked to the price set 1 Locate a price modifier in the list and link it to the price set by checking the box on the left P eesettdtor Assigned Price Ea New P LP olg Price Modifiers Ins Insurance Base Insurance Incremental Letter Pricing over 150 Ground ette
134. ial ET Aurora PIECES O Ll O E A Base Minimum 7 Click the Set button to tell OnTime which items should be included in the percentage calculation by checking the appropriate boxes OnTime User Guide O 2015 Vesigo Studios 88 F Base Price for Flat Percentage Base Price for Flat Percentage The price modifiers selected below will be calculated added together and then used to calculate the percentage of this price modifier Name Pl 25 Minumum Charge A 2 hour delivery car Additional Pieces F COD Dimensional Weight Insurance E Signature SP5 Fuel Surcharge E Tiered Pricing 1 E Wait Time E White Glove Service Calculation Index 0 8 Click OK to save your preferences 9 Click OK to save and close the price set 10 Repeat this process for any other price sets that you would like these modifiers to appear in When a modifier is added to a price set it will appear to the dispatcher as part of a list of available modifiers The dispatcher will be able to select which modifiers need to be applied to a particular order Price sets can only contain one of certain types of modifiers The restricted modifiers are signature capture collect on delivery COD and distance base price More than one of these types of modifiers can be created and used in the system however only one of each can be added to any price set Selected Zones Some price sets do not
135. ias 123 Processing RECEIVER PAY Mets siniestro 123 Posing Payment TO QUICK BOOKS a 123 Kio ato 1d 0 geen o O RRC ae aI STE A O TN ee MESA NOR Caen en eRe TREN IER CTEM Tray eee AeOa aN SRO atom 125 SA sca cee ph td dvs NT cca ed etha vaansGn AE ven chesadad nea Nes mididaas nes tg cbs mncseaas E E neuen tunel aiacaectecenaed 128 o reste NS RO teo ntsc 128 Managing ROME LEO 130 SEMCCUMNMO ROMS spatial inicias 131 o e o e O 134 TRAE REPOSAN a ld 134 Moding Ex Ung Rep OS Ea 134 A A e A 140 O carats evened eames decane E 151 Download Hundreds of Zones and Zip Codes in SECOMOS iia 151 Moron A ENE E E ER EEE E A E TA EE TN 155 TIME ClOCK FEITU CS OS 157 TOE AI TME S NEEE nei E N NE SEELE EEE E SUSE SE 157 Te COCK Fea ures O aid pooR DEPO Tas tere eine ernr sre Red nar tar Ore ree rive ier ST er Oe Pert POP AT REE EET Re 157 Time Clock Features OnTime IODC saciar EEE EEEE EON i 158 Accessing TIME AD e id 159 Employees subcontractors Agents ana Partes na tas 160 OnTime User Guide O 2015 Vesigo Studios viii ELO WTO Importa He to ON TIME testeo 161 dela oa APP Po OES ep TTS CEO aaa RO ES ne 163 User Defined HelOS uescon siii trat hi osas 164 TOS EU tie USD CISC TSC orsina enie E assures aanaseesae saa anes siora tons es aaaun caeaans sasanena se useoaasmnens aoa 164 AS O TR a 166 Emallla a SMS Not Ca ON Sinai init 166 Webhook ATP o ee 166 Ao ges MIA A A A A O 170 OS iio 170 E PA A S o o tea A T OATS 170 Additional Detalla a e O DO 171
136. ibbon choose Troubleshoot Network Problems 3 On the resulting window click the Start Test button It may take a few minutes to complete OnTime User Guide 2015 Vesigo Studios 229 From OnTime Dispatch 1 Start OnTime Dispatch 2 From the Help tab in the ribbon choose Troubleshoot Network Problems 3 On the resulting window click the Start Test button It may take a few minutes to complete OnTime User Guide O 2015 Vesigo Studios 230
137. ice set OnTime User Guide 2015 Vesigo Studios A2 Combining both zone based pricing and distance based pricing into a single price set is possible in OnTime Feel free to specify both so that your dispatchers will have additional flexibility when generating prices Using a Flat Amount as a Base Price Flat amounts are entered by the dispatcher at the time of order entry The flat amount field is available in OnTime Dispatch on the order entry form Base price Zone based 7 99 Distance based 10 80 Flat rate Options total 2 00 Misc adjustment Total cost 10 00 Creating Additional Charges Accessorial charges or price modifiers may include things such as fuel surcharges POD charges wait time and dimensional weight In OnTime optional or accessorial charges are built using price modifiers Price modifiers may be grouped to create complex calculations Note Re adjusting any price modifier will prompt all of the pricing linked to that modifier to be automatically updated Changing one of these price modifiers can easily realign and update your total pricing This feature is especially useful for charges that tend to change often such as fuel surcharges Price modifiers are easy to setup maintain and understand To create a price modifier enter the Prices area and select Price Modifiers as the view OnTime User Guide O 2015 Vesigo Studios 43
138. ice set internally This name will only be seen by the OnTime team not customers Enter a Service level name to identify to dispatchers and customers Set the Type to indicate where in OnTime the price set will be available in OnTime The Type offers the choice between charging customers or paying employees Leave the Percent of base price eligible for commission the amount of the service level used to calculate workers commission at 100 for now Enter any Dispatcher notes which will appear to dispatchers who select this service level in the OnTime Dispatch application Enter any Customer Notes which will appear to customers who select this service level in the OnTime Customer Web Portal OnTime User Guide 2015 Vesigo Studios 84 Se 7 Dan o Bu General General Schedule Name Medical Express for East Valley Hospitals Service level Medical Express Type Customer Percent of base price eligible for commission 100 00 6 a E Return distance based pricing if zone based does not apply or returns zero Zone Base Prices Price Modifiers Selected Zones Customers Display in the OnTime Customer Web Portal Dispatcher notes Customer notes Weekend delivery is not fa This shipment will be delivered before Noon the next de avallable business day Sample price set Schedule OnTime allows flexible schedules to be att
139. iew This function helps to improve performance because only the most recent results are loaded We recommend lowering this number to a comfortable minimum to improve the performance of searching Color Coding This section contains settings which relate to the tracking view Three colors can be defined which correspond to time spans in relation to deadlines Orders past the pick up time will change the color of an order s row when the time is later than the window for picking up the order allows Orders past the delivery due date will change the color of an order s row when the time is later than the window for delivering the order allows Orders within XX hours of the due date is a custom field which will change the color of an order s row when the time gets to be within the number of specified hours of the latest time in the window for delivering the order Synchronization To allow OnTime the unique ability to work in both an online and offline state data added and changed on one computer is synchronized with all computers running OnTime within the organization This section provides options regarding how synchronization works on a particular computer OnTime User Guide O 2015 Vesigo Studios 178 e How do you want to keep this computer in sync with OnTime o Automatically Any changes made will be automatically sent to everyone o Let me manually control when synchronization occurs This option causes a synchronization button to appear
140. ill automatically attempt to apply payments to invoices as you ve specified however this is subject to those invoices existing in QuickBooks so that the payment in QuickBooks can be applied correctly Customize the Information on QuickBooks Invoices To customize the information that is put into invoices sent to QuickBooks via OnTime utilize the Options button as shown below OnTime User Guide 2015 Vesigo Studios 221 Use this dialog to post invoices and payments from OnTime into QuickBooks You have selected to enter the following invoices into QuickBooks Invoice Customer Due Date Amount 20016 Customer Billing 8 6 2013 4 00 AM 42 03 20015 DS Labs 8 6 2013 400 AM 520 10 20014 Customer Billing 8 6 2013 400 AM 100 87 20013 New York Yankees 8 6 2013 4 00 AM 100 00 20012 Customer Billing 8 6 2013 00 AM 85 37 20011 Vandelay Industries 277 3 6 2013 4 00 AM 104 60 20009 Customer Billing 7 11 2013 400 AM 515 50 20008 Montana Realty 4 16 2013 4 00 AM 900 00 20006 DS Labs 3 25 2013 7 00 AM 25 421 66 20004 Montana Realty 3 25 2013 8 00 AM 100 00 Montana Realty 3 21 2013 7 00 AM 300 00 12 12 2012 5 00 AM 0 00 After clicking the Options button a list of fields will appear These fields will appear in each line item in the invoice under the description Check the items in the list to be included OnTime User Guide 2015 Vesigo Studios Check the fields you would like included in the description of the invoice
141. ime User Guide 2015 Vesigo Studios Se Golo OnTime Management Suite Data Accou Help G l Pending N ificati GAl User Defined Fields say Vel Egel Sent Notifications Status Labels a Veh Workflow h Zone Lookup Tables Notifications Lists Designer 95 2 From the zone lookup table management window click the New button Zone Lookup Tables X Manage Zone Lookup Tables Zone lookup tables allow you to define the amount a price modifier should be multiplied by based on the zones of the order 3 The resulting window will allow a name to be assigned to the table and rates may be filled out Select the cell in the grid where two desired zones intersect and place your rate When an order is entered with those two zones the intersecting rate will be returned from the lookup table Zone Lookup Table Name Custom Weight Rates Allen Amarillo Lub Arlington Bedford Brownsville f Carrollton Cedar Hill Collevwville 4 ULL Current selection Amarillo Lubbock Arlington 4 Go back to the price modifiers when you change the multiply by field to Zone Based Lookup Table another list will appear allowing you to choose from your list of lookup tables ht br Zore asedioolap Tae Zone lookup tal Custom weight Rates Zone lookup default velez O noek OnTime User Guide 2015 Vesigo Studios 96 The example we
142. ime User Guide 2015 Vesigo Studios e When using SMS text messaging or paging to send to drivers check with the mobile provider for any additional charges that the driver may incur for text messages received If you plan on using this method frequently drivers should have unlimited text messaging plans eliminating the possibility of overage charges from the mobile providers e Sometimes a notification may be delayed before going through to the recipient There can be many reasons for this including networking congestion with the mobile provider Note Typically there can be anywhere from O to 5 minutes before a notification is received by the recipient If you have delays longer than that contact your mobile provider Note Mobile providers do not always guarantee that a text message sent to a mobile device will actually get there It s always a good idea to call and confirm an important assignment with your driver rather than relying solely on a text message Testing Prices OnTime offers the most powerful and flexible pricing engine in the courier software market Be sure to test out pricing to ensure that the different specifications customers may require are possible e When using zone to zone pricing make sure that locations entered into OnTime are associated with a zone If locations are left unassociated the postal code from the location will be used to match a zone decreasing the accuracy of pricing e When using di
143. in this list Tracking Number Pickup Location Delivery Location Date Submitted Available columns from customize current view The orders can be grouped by Status Currently Assigned To and Route To order by a group click on the Group by button in the Tracking tab of the ribbon Then select the desired option Home Tools Data Account Help Tones E Advanced Clear Customiz Show Modify Say Search Search Colump Deleted View List Quic None l f H 7 i Tracking if status Currently Assigned To Route Tasks Advanced Search By default OnTime limits the number of orders shown to the 500 most recent This limit helps to improve performance When the list of orders is limited a note will appear at the bottom of the page OnTime User Guide 2015 Vesigo Studios 188 7 To quickly print the current contents of the Tracking view click the link labeled Print Current View under Tasks Print Current View Reports and exporting options may be accessed by right clicking on a selected order The appropriate items will be available in the menu that appears as shown below me ps a maa EN Export i Locked Group By Customize Current View Autosize Columns A Refresh Reports lt _ __ i Searching the Tracking View OnTime has advanced searching capabilities in the tracking view This functionali
144. ing overage actions a range can be specified to indicate when a price modifier should be used and when it should be ignored The range works in conjunction with the field that is selected for the watch value For example if we set the watch value to distance the starting range to 10 and the ending of the range to none then if the distance calculated were 8 miles the price modifier would be ignored because the distance is not OnTime User Guide O 2015 Vesigo Studios 93 within the range not at least 10 miles The range can be positive or negative numeric values and may contain decimal places e Range start applying after This option first text box specifies the starting point for the range The input will need to be greater than this starting point Anything equal to or lesser than will be ignored e Range stop applying before This option second text box specifies the ending point for the range The input will need to be lesser than this ending point Anything equal to or greater than will be ignored You can also specify None as a value This value indicates that there is no upper limit on the range If a number is entered into the box you can change it to None by selecting the contents of the box and pressing the backspace key until the box is completely empty When you move to another box the ending point will then show None Where to Start Calculating Start calculating after This field specifies the starting point for
145. ions for reconnecting after being offline can be viewed from the Tools menu under Connection Status OnTime User Guide O 2015 Vesigo Studios 183 The Home Screen View in OnTime Mobile for Windows Mobile The home screen in OnTime Mobile for Windows Mobile can be customized to show only desired items in the desired order 1 In OnTime Mobile for Windows Mobile go to the Tools menu select Options and then the Home Screen tab Check items to appear and uncheck items to hide Select an item and then tap the Move Up or Move Down button to change the order in which the items appear OnTime Mobile Q ok Select the items and order that they should appear on the home screen Unassigned Orders Move Down Route Stops Messages Time Clock O Customer Lookup Barcode Scanning Synchronization Gereral OK E Cancel 4 Press OK to save the settings OnTime User Guide O 2015 Vesigo Studios 184 Time Clock Features in OnTime Mobile OnTime Mobile will not automatically clock the user in and out when the program or session is started and ended To Clock In or Out when Using OnTime Mobile for Windows Mobile Go to the Tools menu Choose Time Clock Choose a vehicle from the list Enter the current odometer reading for that vehicle Choose clock in or clock out PM ES To Clock In or Out when Using OnTime Mobile WAP Edition 1 Select the clock in or clock out link 2 Choose a vehicle from th
146. ispatchers using OnTime Dispatch will see available price sets based on the date into the date submitted field When weekly or on specific dates has been selected as an option additional fields will appear To specify multiple entries into any of the resulting fields click on the link labeled Add another schedule For example e Monday Friday 6 00 AM to 5 00 PM e Saturday 6 00 AM to 2 00 PM e Sunday 10 00 AM to 2 00 PM This price setis available weekly Times m 5 00 PM Times or o gt 20078 Days Times Sunday m Sunday mb 2 00 PM Add another schedule To adjust and maintain a schedule on any price set modify the days and times as desired To remove one of the rows in the schedule click the delete icon on the right hand side of the schedule row OL Times OnTime User Guide O 2015 Vesigo Studios 33 The due date offset is the amount of time between when the order is placed and when it should be delivered A properly configured due date offset will prevent dispatchers and customers from setting up delivery times earlier than can be guaranteed This offset can be expressed in two ways e By a certain amount of time Example At any time of day the customer will have their package delivered in 2 hours e By a certain time of day Example At any time of day the customer will have the package delivered by 5 00 PM on the next business day Here s how the two abo
147. ist to re sort the columns Clicking the OK button will import all selected items in the list as zones using the city name as the name of the zone Select only the items that wanted before pressing OK OnTime User Guide O 2015 Vesigo Studios 153 Quickly download all zip codes by area code state or city Then select the areas to import as zones into OnTime Adams Basin Addison Adirondack Only items highlighted in blue will be imported as zones Tip Select several items from the list at once by holding down the control key CTRL while clicking the desired items 9 After clicking OK the new zones will be imported and a message will appear OnTime User Guide O 2015 Vesigo Studios 154 Merging Zones One of the problems with rearranging zones is that thousands of addresses and locations may have already been tied to a zone Manually changing those locations to another zone is time consuming and tedious OnTime allows zones to be merged easily and automatically To Merge Zones Click on the Locations area 2 Select Zones as the Current View Locations lt Current View MN ik Oat Locations Zones Customize Current View Print Current View Download Zip Codes 3 Select the zones to be merged from the list 4 Right click the selected zones 5 Choose Merge OnTime User Guide 2015 Vesigo Studios Lass Postal Codes Open Item New
148. ithout notification first Change the Style The style refers to the visual elements of the web page such as font size and color Changing the style refers to altering those fonts sizes and colors to match the graphical needs of a design The OnTime Customer Web Portal makes use of industry standard CSS style sheets Making changes to the CSS files will allow the appearance of elements to be changed on every web page in the site The CSS files are located in Theme folder which is located in the OnTime Customer Web Portal site The primary file that should be edited is named baseStyle css Because making changes to the CSS file can cause problems if the changes are done incorrectly we recommend making a backup copy of the file before editing it Those who are subscribed to OnTime 360 will never have the contents of the Theme folder altered without notification first Making Changes to the Master Page and CSS Files Changes are made to the layout MasterPage master and style baseStyle css files from within OnTime Management Suite Click General Options from under the Home tab Click Customer Web Portal Under the Appearance section ensure that Advanced Customization is selected Click the link labeled Edit Master Page and CSS The current state of both files will appear under tabs labeled Master Page and CSS at the top of the ui a iS a window Make changes to the files as needed or choose Reset to Default to recover the files
149. kup and delivery address before submitting the order For on demand orders the pickup location is always required Apply price set due date offset as This option applies to the offset in delivery time for price sets Two options are available OnTime User Guide O 2015 Vesigo Studios 76 e Time between pickup and delivery due dates This option will take the amount of time specified in the offset and ensures that the latest delivery arrival time or due date is later than the latest pickup arrival time by at least the amount specified in the offset e Time inside of pickup and delivery windows This option will take the amount of time specified in the offset and will ensures that much time exists between the earliest and latest arrival times for both pickup and delivery locations This option will usually result in the pickup and delivery times being the same but with a large window of time for each Use same day delivery cut off time This option will cause OnTime Dispatch to automatically set the due date of orders to the next day if the time of day is past the specified time of day Set the cut off time to the time of day that you would like this to occur Show customer comments Customer records have a section for private comments such as notes or instructions regarding the customer Enabling this option will allow that information to be displayed to dispatchers in the order entry form in OnTime Dispatch These comments are never shown to
150. launch the report designer Oem XAR aa Vesigo Studios Courier Service Current Assignments Driver Date January 01 0001 Total Assignments L v E Detail Department Reference Number i A Ea ES Y all z w E 3 E Authoring Custom Reports For information on how to author custom reports please see the section titled Reporting under chapter 3 of this guide OnTime User Guide 2015 Vesigo Studios 210 Billing and Accounting OnTime can help to simplify the important processes of invoicing customers and posting payments received Because all of the details and pricings of orders have already been entered OnTime is able to convert that information into an invoice The generated information can then be transferred into QuickBooks keeping accounting up to date Billing Cycles Each customer can have a unique billing cycle which helps to accommodate specific billing schedules required by customers Set a Customer s Billing Cycle 3 Open the customer record 4 Select the Billing tab 5 Click Set Billing Cycle A window in which the schedule can be defined will appear Billing Cycle Schedu 9 58 PM 9 56 PM Recurrence pattern 5 Daily Day of every month s Weekly The last day ofevery 1 month s Monthly Range of recurrence Start Fri if 1 2010 E No end date A Last day Tue 1 19 2010
151. lems persist contact OnTime Customer Support Sending Transactions to QuickBooks OnTime can transfer invoices and payments into QuickBooks 2002 Pro and higher OnTime User Guide O 2015 Vesigo Studios 219 OnTime Management Surte i 2 Post to QuickBooks Use this dialog to post invoices and payments from OnTime into QuickBooks You have selected to enter the following invoices into QuickBooks Invoice Customer 20016 Customer Billing 8 6 2013 400 AM 42 03 20015 DS Labs 8 5 2013 00 AM 520 10 20014 Customer Billing 8 6 2013 4 00 AM 100 87 20013 New York Yankees 8 5 2013 400 AM 100 00 20012 Customer Billing 8 6 2013 400 AM 585 37 20011 Vandelay Industries 7777 8 6 2013 4 00 AM 104 60 20009 Customer Billing 7 11 2013 400 AM 15 50 20008 Montana Realty 4 16 2013 4 00 AM 900 00 20006 DS Labs 3 25 2013 7 00 AM 25 421 66 20004 Montana Realty 3 25 2013 8 00 AM 100 00 20005 Montana Realty 3 21 2013 7 00 AM 300 00 121212121212 Aspire Enterprise 12 12 2012 5 00 AM 0 00 Options Send to QuickBooks Minimum requirements OnTime requires QuickBooks 2002 Pro or higher OnTime does not support QuickBooks Basic versions How to Export an Invoice to QuickBooks 1 Launch QuickBooks 2 Open the desired file The company s file open in QuickBooks is the one that OnTime will connect with 3 From the Billing area in OnTime Management Suite choose the Invoices list 4 Select one or more invoices
152. list right click on a record and choose to link one to the other Customizing the OnTime Customer Web Portal The OnTime Customer Web Portal is a web application that can be linked to any company s existing web site This website offers customers access to tracking self dispatching address book and other features directly from a company s web site The Customer Web Portal comes with a generic default theme The theme may be customized to match an existing web site Change the Layout The layout refers to the position of elements in a web page Changing the layout refers to moving those elements or blocks to another location on the web page The OnTime Customer Web Portal makes use of ASP NET Master Pages thus all features of that technology can be employed in customizing the site More information on ASP NET Master Pages can be found at the Microsoft web site Making changes to the master page allows the layout of elements to be changed on every web page in the site OnTime User Guide O 2015 Vesigo Studios 180 The master page files are located in Theme folder which is located in the OnTime Customer Web Portal site The file that should be edited is named MasterPage master Because making changes to the master page file can cause problems if the changes are done incorrectly we recommend making a backup copy of the file before editing it Those who are subscribed to OnTime 360 will never have the contents of the Theme folder altered w
153. lists the URL or web site address of OnTime Mobile Web to be used by mobile devices that have a full web browser OnTime User Guide O 2015 Vesigo Studios 82 Windows Mobile This section indicates whether or not Windows Mobile devices may access the OnTime company account If this access is denied directions will be given regarding an upgrade of the company account OnTime User Guide O 2015 Vesigo Studios 83 Price Sets In OnTime price sets are the foundation for calculating prices and defining service levels Price sets take on different names depending upon context To shippers and dispatchers the term Level of Service is used to describe price sets To calculate pricing OnTime generally performs two steps 1 Calculate a base price 2 Modify that base price using price modifiers A base price can be calculated based on zone to zone rates distance rates or a flat rate Price sets are defined at a global level meaning that a price set may be created once and then associated with one or many customers If that price set is altered from one location in the future all changes made will be immediately applied to all associated customers Price sets will also allow for accessorial charges to be included These accessorial charges may include any item that goes beyond the standard or basic services that every shipment receives Examples include signature capture COD and wait time General Enter a Name to identify the pr
154. ls that have a value will be adjusted Establish Distance Based Prices Many OnTime users prefer distance based pricing because it tends to be easier to maintain change and grow than zone to zone based pricing Two things are needed to make distance based pricing work well 1 Away to get an accurate measurement of the distance between the two points of delivery Acquiring the Distance section below 2 A formula to calculate the price based on the distance Calculating the Cost for Distance section below Acquiring the Distance OnTime helps to automatically determine the distance between locations OnTime begins this process with the most accurate methods progressing to more dependable but less accurate methods 1 OnTime checks for previously delivered orders between the two If a matching order is found with an associated distance that distance will be used If there are multiple matches the most recent distance will be used 2 OnTime geocodes the two addresses and plots them on a map Distance is then measured using preferred roads 3 OnTime geocodes the center positions of the two postal or ZIP codes on a map Distance is then measured using preferred roads 4 OnTime geocodes the center positions of the two postal or ZIP codes on a map Distance is then measured as a straight line OnTime processes this information quickly A progress indicator displays may be viewed in OnTime Dispatch Distance 0 5 Calculating dist
155. mail is sent Fax This option will create a fax version of the invoice and send it to the fax number on file for the appropriate customer An OnTime administrative user will be prompted to confirm the fax number and name of the recipient before the fax is sent Posting Invoices to QuickBooks OnTime can connect directly to QuickBooks and export invoice data Please see the Connecting to QuickBooks Sending Transactions to QuickBooks and Customize the Information on QuickBooks Invoices sections later on in this guide for more information Processing Received Payments Recording customer payments in OnTime can help to keep track of customers balances Posting Payments to QuickBooks OnTime can connect directly to QuickBooks and export payment data Please see the Connecting to QuickBooks Sending Transactions to QuickBooks and Customize the Information on QuickBooks Invoices sections later on in this guide for more information To Post a Payment 1 Click the receive payment link OnTime User Guide 2015 Vesigo Studios 123 Billing lt a Billing Cycles Unbilled Shipments ys In the resulting window select which customer made the payment all open invoices will be listed Check the invoice associated with the payment If the payment applies to multiple invoices split the payment by manually reporting multiple received payments Payment Customer Payment Process a payment and apply it t
156. manently recorded by OnTime as a session with the user s name attached When a pay detail report is run all sessions that fall between the selected dates selected are gathered to calculate appropriate time and wages If a session is spread across more than one day the session will be split in two The first session will stop at 12 00 AM and the second session will start at 12 00 AM Time clock sessions can be edited To Edit a User s Time Sheet 1 Goto the Users area 2 Right click on the desired user 3 Choose View Time Sheet Choose a date range to change clock in and clock out times as well as miles driven during that session on this form Any users clocked into the system show an ONLINE status These users include drivers and dispatchers clocked in using OnTime Mobile or OnTime Dispatch respectively Note Clocking in and out should not be confused with signing in and out of the applications When signing into OnTime Mobile or OnTime Dispatch the user is gaining access to the system not necessarily clocking in The user needs to explicitly clock in which indicates to the system that the user is on the time clock Time Clock Features in OnTime Dispatch By default OnTime Dispatch will automatically clock the user in and out when the program is started and closed To Change Automatic Time Clocking 1 Click the File tab in the upper left hand corner of the program 2 Choose Option 3 Select the General tab OnTime U
157. me User Guide O 2015 Vesigo Studios 142 dataset in the next step 8 Available tables will be displayed in the database Any tables that need to be referenced in the report should be added to the list on the right Once all of the appropriate tables have been added press Next OnTime User Guide 2015 Vesigo Studios 143 Report Wizard Choose the table or view The table or view you choose determines which columns will be available in your report What item do you want to access Available item s Selected item af Tables E Actions BillingSchedules CompanyNames CompanySettings Destinations DestinationsCustomersLi EventProcessing EventSubscriptions HandoffLog wr Next gt Finish 9 The fields from the table s selected in the previous step will be displayed Any the fields that need to be referenced in the report should be added to the list on the right Once all of the appropriate fields have been added press Next OnTime User Guide 2015 Vesigo Studios 144 Report Wizard columns to display in your report Your report can display any of the columns available in the dataset Which columns do you want to display in your report Available fields Fields to display in a report E AccountActive Company E AccountNumber E Address1 E Address E Adjustment El Archived E BilingCyde E BillingCycleSchedule 10 Group fields as necessary Once grouping is complete press N
158. ment Suite Certificate Information This application does not have a certificate QuickBooks cannot verify the developer s identity QuickBooks Solutions Marketplace Search for information about this application at the QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this company file 0 No 5 Yes prompt each time Yes whenever this QuickBooks company file is open 0 Yes always allow access even if QuickBooks is not running E Allow this application to access personal data such as Social Security Numbers and customer credit card information Tell me more Cancel 4 If posting to QuickBooks is still unsuccessful or the window shown above does not appear continue to step 5 5 Close all programs and restart the computer This may help to clear out cached settings in QuickBooks preventing third party programs from properly connecting 6 Once the computer has restarted open QuickBooks and the desired company s file 7 Open the Edit menu in QuickBooks and choose Preferences gt Integrated Applications 8 Select the Company Preferences tab The check box labeled Don t allow any applications to access this company file must be unchecked 9 A check mark must be next to the OnTime entry in the list box as illustrated below OnTime User Guide O 2015 Vesigo Studios 217 Preferences You can manage all applications that interact with this QuickBooks company file here
159. mental Insurance Base uo OnTime will now automatically calculate the pricing for insurance without the dispatcher or customer doing more than filling out the declared value field OnTime User Guide O 2015 Vesigo Studios 48 Groups may be used to effectively automate entire pricing structures Groups may be placed within groups which will allow pricing to be very advanced Testing Price Modifiers Do not leave the testing of pricing to customers OnTime includes a testing area to help to ensure modifiers are calculating as expected To test a price modifier fill out the fields required For instance to test a fuel surcharge fill out the base price and mileage fields Clicking the Test Modifier button will display an alert that details which fields need data included for the test to properly run EXAMPLE Testing a fuel surcharge that adds 0 25 per mile for every mile driven over 5 miles To test we ll click the button to show the testing area ieee Modhe Sx Fuel Surcharge Percent eligible for commission Scope Action Incremental Overage Amount EA Range cement Starts ate va w Show Testing rea A In the testing area we indicate that the base price of the shipment is 20 and that the distance driven is 12 miles After filling out those fields we click the Test Modifier button and view the results OnTime User Guide O 2015 Vesigo Studios 49 Test Price Modifier
160. mer a link to the Customer Web Portal via email Select this option to compose an email in the default email program The email will contain the web site address user name and address that the customer will need to access the OnTime Customer Web Portal A default email program such as Microsoft Outlook must be installed and configured correctly for this option to work Note The OnTime Customer Web Portal is only available to Enterprise level subscribers See Chapter 6 OnTime Customer Web Portal for more information about this feature Map This section displays a map of the customer s location based on the address listed in the General section OnTime User Guide 2015 Vesigo Studios 116 Comments The Comments box provides a place to make notes about the customer These comments are kept private and are never displayed to the customer OnTime User Guide O 2015 Vesigo Studios 117 Billing OnTime can help to organize billing across thousands of customers Billing procedures that can take days to complete may be automated within OnTime by utilizing such features as billing cycles and batch mailing The Billing section contains five areas Billing lt Current View Summary O Billing Cycles O Unbilled Shipments 9 Invoices O Payments Summary The Summary area provides an overview of the Billing section Total Ended billing cycles and Unbilled items are provided as well as shortcuts to specific parts of
161. mic This specification is determined by choosing Literally or Calculate at Literally A specific static date Calculate at A positive or negative number used to calculate a date that many days in the future or in the past This option becomes very valuable when using the Quick Views feature For example entering a calculate at value of 7 would indicate a date seven 7 days in the past Quick Views Advanced searches in the tracking view can take a bit of time to construct and make work in the desired fashion The Quick Views feature allows searches to be saved and returned to at a later point Click the Search button in an advanced search The Save as Quick View button will become enabled Suite Tracking fon Aa Jata Account Help Tracking Ses JE ha 9 18 rd g sup Show Modify Save as Deleted View List Quick View Quick Views Field Criteria Operator Status Submitted In Transit Billing status F completed Collect on delivery Donotfilter F canceled Signature capture Do not filter _ Canceled fillable OnTime User Guide O 2015 Vesigo Studios 194 Click on Save as Quick View and provide a name to easily identify the search later Quick View Name m Enter a name to identify this Quick View John s active orders The saved view will appear on the left hand side after a search has been saved
162. mmon troubleshooting tips for signing in Check that the company ID user name and password correct Passwords are case sensitive Check that the internet connection is working properly Tip Try to open a web browser and navigate to the OnTime web site at www ontime360 com Check that security software or a firewall is not blocking OnTime For more information on security issues affecting sign in see the following section OnTime User Guide O 2015 Vesigo Studios Configuring a Firewall Because signing into OnTime requires logging into a web service issues with computers security or firewall programs may arise Some computers have the firewall locked down very tight and will deny any program including OnTime the ability to communicate via the Internet In such cases a window such as this may appear when trying to sign in Networking Help Get Help Connecting to OnTime This window can help you troubleshoot and reestablish a connection to the OnTime service Problem Could not connect to the OnTime server Solution It appears that the OnTime server may be temporarily unavailable If this problem persists contact Vesigo Studios Click here for suggestions on how to solve this problem Click here for additional network diagnostics Technical details Most of these security programs have an easy way to trust a program or allow a program to communicate with the internet If so e
163. more information see the Price Sets section in Chapter 4 Driver Per Delivery Rate Enter the amount that the user is paid per completed delivery Leave set to zero 0 if driver is not paid a per delivery rate Mileage Rate Enter the amount that the user for is paid per mile kilometer driven Leave set to zero 0 if driver is not paid by distance OnTime User Guide 2015 Vesigo Studios 111 Mobile These options control the way that users experience OnTime Mobile e Hide unassigned orders Checking this box denies the user access to the unassigned orders list from a mobile device This option will prevent the user from accepting orders that have not been dispatched e Start GPS automatically if available At startup OnTime Mobile will attempt transmission of the user s position via GPS if GPS is available in a compatible format on the mobile device We recommend selecting this option to track the positions of drivers e Disable customer lookup Check this box to prevent the user from searching for customer contact details in the database e Show order prices Check this box to allow the user to view the total prices of an order e Enable editing of general order properties Check this box to allow the user to edit certain properties of orders directly from a mobile device Requested By Quantity Weight Height Width Depth Status Label Description Comments Comments The Comments box provides a place to make notes about the
164. mplished by including dynamic data in the query string of the URL as it is posted Webhooks are widely compatible with virtually any programming language web site or software system Create a Webhook Go to the Home tab on the ribbon and choose Workflow Designer Click on the New button Give the Webhook a name Choose the desired event to trigger the Webhook Choose HTTP POST Webhook from the Action list Enter the URL you want to POST to in the Content gt Post to box Special fields may be entered to specify dynamic content within a notification Special fields are to fo O a enclosed inside of curly braces They may be entered in by hand however OnTime will automatically enter the fields when the button labeled Insert Special Field is clicked You will receive a dialog that looks like this OnTime User Guide 2015 Vesigo Studios 166 8 Choose the field that contains the information to be inserted into the query string of the URL OnTime User Guide O 2015 Vesigo Studios 167 Webhook Example The following image shows a Webhook that will trigger whenever an order is delivered It will POST to the URL of mI http www mycompany com webhook aspx The query string includes two parameters tn and cn Tn s value will be the tracking number of the order and cn s value will be the company name of the shipper or customer OnTime User Guide O 2015 Vesigo Studios 168 C
165. n checked drivers that are not currently clocked in will be filtered out of some lists The time clock is essential for tracking hours that the dispatcher has spent using the dispatch program If these options are not checked dispatchers must click the clock in clock out option on the ribbon in the general tab for their time to be logged Clock in at startup If this option is checked the user signing into Dispatch will automatically clock in on sign in Clock out when program exits If this option is checked the user signed into Dispatch will be clocked out once the program is exited Always use last pickup location on new orders When checked new orders in the order entry screen will automatically load the last pickup location used on a submitted order for the specified customer Always use last delivery location on new orders When checked new orders in the order entry screen will automatically load the last delivery location used on a submitted order for the specified customer The option to play sounds determines if sound effects should be played on the computer when certain events occur such as new orders coming in Uncheck the box to silence these sound effects If you wish to use your own sound effects click the link labeled play custom sound when new items arrive Sound effects can be selected if they are in the WAV audio file format Return to the default sound effects at any time by clicking the link labeled use default sound
166. nable OnTime as a trusted or allowed program If such a setting on the firewall is unavailable contact the security software vendor for more instructions If the problem persists try disabling all security software and firewalls temporarily to see if that resolves the problem If after performing these steps log in is still impossible contact OnTime Technical Support Technical Note OnTime makes use of standard HTTP traffic over port 80 No special ports are required outside of port 80 If a software firewall blocks OnTime it is probably not on the whitelist of trusted programs OnTime User Guide 2015 Vesigo Studios 12 Getting Familiar with the Program Look and Feel OnTime is designed using the same layout principles as Microsoft Office applications which often helps new OnTime users to easily acquaint themselves with the program In OnTime Management Suite and OnTime Dispatch a ribbon appears across the top offering access to common tasks Navigation buttons that provide access to various areas of OnTime are visible along the lower left hand side Clicking on one of these navigation buttons will change the view to display information pertaining to the selected section Als OnTime Mana Help La Pending Notifications A User Defined Fields File Home Tools Data E Es Sent Notifications Status Labels 2 New Synchronize General Order Workflow l Item Options Entry Designer Zone Lookup Table
167. nce Issues that cannot be resolved in the community forums Business critical support issues Quick fix needs OnTime Advisory Services Installation and configuration services Short term and proactive assistance for specific Deployment and migration services design development or deployment issues via Performance optimization services phone Proactive fault tolerance planning services 866 848 5919 OnTime User Guide O 2015 Vesigo Studios HI Table of Contents COPIA IM MA O eect csc ces ee cease ctetece EEE E E E E E i Technical UPON OPONE oA N A A A A A ii WEOE OAT E E E E E AE EO E EEEE 1 CUM A E D EE A ENTE TA A EE EE A E A E A 1 Finding the Necessary INFOFMAtION ccecessssesesessesessesessesessesessesessesssesssesssessssessssesussessssesessesesussesussecussesessesessesessesessesessesessesesseeesseaess 2 id O ORTI e E EEEE E EEE S 3 Dates and Time in OnTiIMe cutre naaa ii ad 4 A 4 WORD ONIS ANT TIA esca 4 Berro 5118 1 01 01 16 MeReeneeneermnec art Merten trate E E OTe nen ene nee ey oe eer ee tre 5 Stemi Re QUIFS Mei astillas daa 5 Chapter 1 Download and Install OnTime SOFtWALE ec ecessesessssesessssesesscsesessssesesscsesesesessesesesscsesescssesessssesessssesesessssesessesesesssseaesneaeens T Installing on Windows Vista Windows 7 or Windows 8 ccssesssssssssssseseessssseesssessesecsssessesessssecussesuesecsssecuesesussesessesesseseeneaeeneess 8 To Install OnTime Management Suite cccesssssssssssssss
168. ned by checking all of the Status boxes To see orders submitted only on a certain day choose to search by date EE 5 You may combine different criteria into a more complex query For example all orders currently assigned to John Smith in transit with a date of 4 12 2011 would look like this OnTime User Guide 2015 Vesigo Studios 191 Field Criteria Operator John Smith E Status Submitted 4 In Transit Bling status TEA a Se F Cometa Colect on delivery Donotfiter canceled Combining Fields with Operators Advanced searching allows fields to be combined and operators to be included Operators combine or exclude certain terms in a search The three supported operators in OnTime are e And will find all matches for the criteria entered in the field listed before and after e Orwill find all matches for the criteria entered in either the field before or after e Not will find all matches for the criteria in field listed before and will exclude matches for the criteria in the field after To activate additional fields and their respective operators check the boxes next to the additional search terms as shown here Criteria John Smith An example of using operators and multiple search terms Every order assigned to John Smith AND delivered to Northwest Medical Center AND with Dr Hardy as the customer Below is a very specific search in which the AND operator is used to combine three sep
169. need pricing information to be defined for each and every possible zone combination The selected zones area allows limitation of the number of zones associated with a price set OnTime User Guide 2015 Vesigo Studios 89 Ensure that the price set references select zones Associate zones with the price set by selecting the desired zone s in the list If a price is requested for zones that are not part of a price set a zero 0 value will be returned The grid in the Zone Base Prices area only displays zones that have been associated Customers This section displays a list of all customers Check marks will appear next to the names of customers that are currently linked to the opened price set Check and uncheck names accordingly to manage pricing for customers OnTime User Guide 2015 Vesigo Studios 90 Price Modifiers A price modifier or accessorial charges adjusts a given base price making modifiers an excellent choice for any extras such as a fuel surcharge or an additional weight charge Modifiers are created at a global level meaning that once one is created it can be used anywhere in OnTime and can be applied to any customer This functionality saves the time of re creating the same modifier for each customer also allowing a modifier to change across multiple price sets which is especially helpful in the case of frequently changing global accessorial charges such as fuel surcharges Classification of Modifiers
170. ners and agents use OnTime OnTime User Guide O 2015 Vesigo Studios 160 Importing Data OnTime can import records contained in Microsoft Excel XLS XLSX and XLSB files and Comma Separated Value CSV files Because these two file types are common and easy to work with any information from an existing system can usually be converted into one of those formats For example QuickBooks only exports data in the Tab Separated Value TXT file format To convert a QuickBooks file open the TXT file in Microsoft Excel and save it as an XLS or CSV file Records may be imported as the following types e Customers e Locations e Shipments e Zones Customers and shipments can be combined into one import How to Import a File to OnTime 1 Select File gt Import Data Click the Browse button Choose an Excel XLS or CSV file o Ifan Excel file is chosen select the appropriate worksheet in the file Select which list data should be imported to 5 Click on the Imported Field column list to see a drop down menu Select the field from the resulting drop down menu which should correspond to the OnTime Field Not all fields need to be mapped but only mapped fields will have data imported OnTime User Guide 2015 Vesigo Studios 161 Import File from Another Program Quickly import bulk data from other programs that can export their data in CSV or XLS format Step 1 Spedfy Source and Destination File to import C CustomerList xls
171. ng number An alphanumeric string up to 50 characters long This field is usually filled with a tracking number or bar code that the originating shipper provides for tracking purposes Outgoing tracking number An alphanumeric string up to 50 characters long This field is usually filled with a tracking number or bar code that the receiving shipper provides for tracking purposes Collect on delivery The Collect on delivery COD option indicates to the driver that funds for the order should be collected at either the collection or delivery locations Collect at This option specifies whether the COD should be collected on delivery or pickup Amount to collect This specifies the cost for the COD to be picked up Comments Additional notes or comments regarding the order These are kept private and not shown to the customer OnTime User Guide O 2015 Vesigo Studios 171 Map Driver The Map Driver feature shows the last known location of the driver on a street map In order for this feature to work a specific driver must be selected for the order via the Assigned To field Map Route The Map Route feature shows a detailed map of the route for the selected order and calculates the mileage for the order Order Entry through OnTime Dispatch Features and tips for using the order entry functions e Create a new shipment by clicking the New Order button in the upper left e The tabbed interface allows multiple orders to be open at once whi
172. nization occurs This option causes a synchronization button to appear in the ribbon allowing manual control over when synchronization with the OnTime service occurs e Optimize synchronization with the server for o Slow Internet connections Select this option for slower or unstable internet connections Information is transmitted is smaller chucks to improve reliability but can slow down synchronization o Fast Internet connections Select this option for faster and stable internet connections such as DSL or cable Information is moved in larger chucks which improves the speed of synchronization e Ifyou and another user change the same record at the same time and there is a conflict o In a system such as OnTime two or more people could edit the same record of data at the same time While OnTime usually automatically resolves this conflict sometimes a decision needs to be made regarding whose version of the data should be used Users may use three options to determine when OnTime automatically assesses conflict and when the program prompts the user to decide a course of action Ask me in each case A dialog box showing the two versions of data will appear every time that a conflict occurs Select this option to stop OnTime from automatically resolving these conflicts Always use the changes on the server If a conflict occurs the changes made by others will always take precedence Your changes will be overwritten OnTime User Guide 2015
173. nstructions regarding how to locate that report within OnTime You will find most reports within OnTime are provided contextually meaning that they will tend to be in the same area as the subject of the report Modifying Existing Reports Modifications may be made to reports using the report designer built into OnTime 1 Load a preview of the desired report If the report may be customized a Modify button will appear in the toolbar of the preview window as shown here OnTime User Guide 2015 Vesigo Studios 134 Note If the Modify Report button does not appear the report cannot be customized 2 Click the Modify Report button to launch the report designer DeB XAR Ci fem Fe Eas uA em os 2 amp y AAA AAA Vesigo Studios Courier Service Current Assignments CI onday January 01 0001 Total Assignments 1 Quantity Quanti i jj j E Weight __ Wek e Dec ad 2d value y Border Dash Sty Solid Border Width Formatting and Layout When a report is open in the report designer all of the text on the report is outlined Each piece of text sits within a text box or table Moving those boxes or tables moves the text within to a different position on the report OnTime User Guide 2015 Vesigo Studios 135 To Move a Box 1 Select the box on the report 2 Blue squares will appear around the text box to indicate that it s been selected
174. o Studios the makers of OnTime take care to back up the data stored on the servers and strive to keep a 99 99 network uptime across all services These precautions ensure that data is protected and accessible to users at all times OnTime User Guide 2015 Vesigo Studios Dates and Time in OnTime Dates and times displayed in OnTime are translated into the user s local time zone based on both OnTime account settings and Windows Operating System settings Be sure to set your local time zone OnTime stores dates and times in Universal Coordinated Time to ensure accuracy across time zones and over time Security Data connections to and from the server can be optionally enabled with 128 bit SSL encryption All data on the Windows Mobile device and desktop are stored in encrypted databases WAP enabled devices are automatically logged out after a configurable period of time to ensure protection even if a driver loses his phone Three tier architecture on the server and across the software prevents data from being exposed to hackers on the internet The OnTime Customer Web Portal is protected with multiple layers of security between services to reduce surface area attacks on the site For more information about OnTime s security please contact technical support at 541 326 4200 or clientservices ontimesystem com Working Online and Offline OnTime s Smart Client Technology combines the productivity and performance of desktop applicati
175. o open invoices Customer DS Labs Jonathan Martinez amount Date Reference Invoice y Amount Due 5 8 2010 2 22 PM 5 7 2010 9 22 AM 5 14 2010 9 35 AM 5 14 2010 10 48 AM 6 29 2010 3 08 AM 7 26 2010 12 30 PM 9 AM A Click the Save amp Close button Once an invoice has been paid in full that invoice will no longer appear in the open invoices list OnTime User Guide 2015 Vesigo Studios 124 Locations OnTime maintains a list of locations which help to keep track of all of the addresses that have been serviced in the past These addresses are tagged with information such as the zone they belong to and the longitude latitude coordinates All addresses used by OnTime will be stored in the Locations list To access this list click the Locations navigation button and select Locations as the view type Locations Mame Insulectro Aero Dyna A Randall Ackerman Current View Locations Zones Adampac I Affiliated B Adkins amp A Ar Ca nadal Allison amp Je Allstate Ins lada Tasks Customize Current View Print Current View Download Zip Codes lt Start Amtex Rea America nA Airline Teck Arlington Arlington H Location records include the
176. of feedback that we receive is cataloged for consideration Approved suggestions may be implemented into a future version of OnTime OnTime User Guide 2015 Vesigo Studios Finding the Necessary Information OnTime on the Web The OnTime website offers product tours sample modules tutorials tips and tricks and in depth articles about using OnTime Information regarding software updates new components and service releases is also available on the website Answers to frequently asked questions FAQs Knowledge Base articles and other support information are on this site To connect to the website from within OnTime point to the Help tab and click OnTime Web Site The OnTime website can be found at http www ontime360 com Online Help in the OnTime Applications In OnTime Dispatch and OnTime Management Suite click on the help button located in the upper right hand corner of the application Understand Text Conventions in the OnTime User s Guide The OnTime User s Guide covers the fundamentals of OnTime focusing on business scenarios that are expected to be encountered most often The guide uses several conventions to help to identify information Text Types Where Type of Information CAPITALS Anywhere Keyboard keys Bold text In the text Elements on your screen Italic text In the text Glossary terms book titles path names note text Bold italic text Beneath figures or in the margins Glossary terms OnTime User Guide O 2015
177. one of the exported files OTSV Modify Saved Views Saved searches can be modified here and you may choose to import or export views to share with other users Import Pi Export 13 Edit Name gt t Remove VIEWS John s active orders Jonathan s routes for today Mark s route Working with Shipments in the Tracking View There are two primary ways of working with orders in the tracking view e Right click on an order or orders and preform an action e Double click on an order and edit the contents of an order Perform Actions on an Order Some of the actions available within the context menu access by right clicking on orders in the Tracking view are shown here OnTime User Guide 2015 Vesigo Studios 196 Open Create Duplicates of This Order 711 Ll LI io a ES El 4 al A el Add to Invoice Assign To Unassign Change Status Route Process a Notification Trigger Event Update Distance Updates Prices Copy Export Locked Group By Customize Current View Autosize Columns Refresh Reports Delete X m Open Opens the order for editing Create Duplicates of This Order Allows multiple copies of an order to be created Specify the number of copies desired and modify the mask for the tracking number as necessary Clicking the Generate Copies button will create the duplicates as new orders in the system All duplicated orders will
178. ons area those fields will be merged with required fields for a specific customer OnTime User Guide 2015 Vesigo Studios 113 Departments This section is used to manage departments used by the customer These departments will appear in the order entry forms allowing the customer to indicate which department is involved in the order This information is used on the invoice report to group the invoice by department Contacts This section is used to manage the contacts or subaccounts under a customer Creating additional contacts under a customer account allows the customer to have various individuals place orders and receive notifications personally instead of at the company level An email address and password are requested for each new contact These credentials can be used by the contact to log in to the OnTime Customer Web Portal Orders placed by a logged in contact will remain associated with that contact Notifications regarding that order will be sent to the contact s email address Notifications OnTime allows specific notifications to be sent to specific customers Custom information such as proof of delivery may be included in these individualized notifications When creating these notifications as templates in the OnTime Workflow Designer one of the options is to set the scope Set the scope is set to Customers to have the notification template available in this list Check the notifications that you would lik
179. ons with the real time connectivity of the Internet The OnTime Dispatch and Management tools are applications that automatically exchange real time data over the Internet to other users partners and customers If connection to the Internet is temporarily lost OnTime s Smart Client will default to offline mode Real time updates may be lost for a short time however many of OnTime s functions will still be accessible OnTime User Guide 2015 Vesigo Studios Before Beginning The Before Beginning section will help with successful installation and setup of OnTime Identify the computers that OnTime will be operated from Note No extra charge is incurred for installing OnTime software to additional machines including home office and portable computers System Requirements Ensure that each machine OnTime will be installed on meets the system requirements outlined below OnTime Management Suite and OnTime Dispatch e APCrunning Windows XP with Service Pack 3 or later 32 bit or 64 bit e 1 gigabyte GB available memory e 2 gigabytes GB available disk space e VGA display at 1024 x 768 resolution or higher e Microsoft Mouse or compatible pointing device OnTime Mobile for Windows Mobile e Windows Mobile 2003 2003 SE 5 6 e Internet connection for real time data access e 5 MB free space on device or storage card Additional space required for company data typically 500kb to 2mb e Touch screen for digital signature
180. or This change means that the dimensional factor for this modifier can be entered OnTime effectively converts the volume of a shipment into dimensional weight units allowing the price to be assessed based on the number of virtual kilos or pounds OnTime offers an easy way to work with dimensional weight allowing the creation modifiers that work in the same way as actual weight EXAMPLE Below is a price modifier based on dimensional weight which will access 5 00 for each kilo or pound of dimensional weight which we arrive at by using a DIM Factor of 192 Action Incremental Overage Amount i Range to None gt increment E IM Factor RE Watch value Cubic Dimensions ma Multiply by None Value 5 00 gt The modifier is tested by putting a volume of 12x12x12 which equals a cubic volume of 1 728 which when divided by the DIM factor turns into 9 dimensional kilos or pounds Nine times 5 00 gives us a dimensional weight charge of 45 00 OnTime User Guide 2015 Vesigo Studios 104 1728 00 gt aMi and 1728 00 lt 8 Y OnTime User Guide O 2015 Vesigo Studios 105 Vehicles Organizing vehicles in OnTime allows for individual users mileage to be tracked Additionally maintenance schedules can be determined and drivers vehicles will be compared to shipment requirements before dispatching Managing Vehicles Types Vehicle types categorize vehicles in a fleet Organizing by type can help to assign
181. ow user to receive instant updates via SMS text messages User name admin Password EEE Pl Register as limited user account and prevent this user from logging in User s role Manager or Administrator OnTime Management Suite Dispatcher or Customer Service Rep OnTime Dispatch Driver OnTime Mobile Sample user account Notable fields e Fill out the email and SMS gateway fields to send messages to the user in the field The SMS gateway should be the email address version of the user s mobile device number For instance with AT amp T this might be in the format of 5553339999 txt att net If the service provider s email format is unknown utilize a search engine or contact the appropriate service provider e Check the Allow user to receive updates via SMS text message to send SMS text message notifications to the user when events occur in OnTime o Note This may incur additional fees from the user s cellular carrier e Set the time zone to match the location of the user e Set the user name and password fields The user will need these credentials to log in to OnTime and its programs The user name and password may be changed in this window at any time e Check the box labeled Register as limited user account for any users that will not be logging into any OnTime software Checking this box will avoid a usage fee for the associated user OnTime User Guide O 2015 Vesigo Studios 20 e If the user is a driver check the OnTime Mo
182. ox to reflect that number of days Click on the Advanced button to specify additional detailed information about the route stop 7 Click Save Using Occupied Zone Schedules Occupied Zones represent the time of day the assigned driver is expected to be in particular zones OnTime can consult this schedule later on when dispatchers need a recommendation for the appropriate driver for an order To Add a Zone Listing 1 Right click in the box labeled Zone Schedule on Selected Route 2 Select new zone OnTime User Guide 2015 Vesigo Studios 128 4 I Zone Schedule on Selected Route 3 Choose a zone 4 Indicate when the driver is expected to enter and leave that zone Occupied Jones A route can have zones associate with it indicating the time of day a person handling the route will be available in a particular section or zone of the route fone Airport PDX An example which indicates that the driver is expected to be in the Airport PDX zone for 1 hour and 15 minutes from 8 00 AM to 9 15 AM Managing Routes Once several route stops have been added a calendar visual showing how stops relate to one another will become available To access this calendar click on the Calendar button and choose to view by Week or Month FA nTime Management Suite Routes es a File Home Tope Data Account Help Routes s Search a T e List Show Stops in New Route Route New Zone Up
183. pricing calculations Whereas the range discussed in the last section determines when a price modifier should be used this field determines at which point or level a price modifier should begin its calculations Consider the following fuel surcharge example Action Range 52 to None x Increment Start calculating after Value Include up to 5 miles in the base price of an order If the distance is over 5 miles start charging 0 25 per mile from the very start or zero miles Notice that the start calculating after box is set to zero 0 This value instructs OnTime to start calculating the fuel surcharge from the very first mile instead of waiting until after the 5 mile Let s run a test on this using 6 miles 6 00 gt 5 00 and 6 00 lt m y 0 25 X 6 00 0 00 1 50 1 50 0 00 Total 61 50 The charge of 0 25 is for all 6 miles not just 1 As a result the fuel surcharge is accessed at 1 50 6 X 0 25 OnTime User Guide 2015 Vesigo Studios 94 Remember If the starting calculation point needs to match the range starting point be sure to set both of them the same Additional Multiplication At times adding another layer of multiplication to a price modifier may be necessary For instance if the customer should be charged 1 km and the shipment should be multiplied by weight In such cases use the multiply by list to specify a field from which to gather the amount for
184. r which can then be accepted or altered manually e Due date This section contains the date that payment on the invoice is due e Template Choose the template to be used to render this invoice o Standard This option will utilize a full invoice template with several details per order Approximately three orders will fit on one printed page o Simplified This option will utilize a basic invoice template with only a few details per order Several orders will fit on one printed page To Make Changes to an Existing Invoice 1 Double click the desired invoice in the list 2 Make any desired modifications 3 Click Save amp Close To Remove an Order from an Invoice 1 Right click on the order 2 Choose remove from invoice Viewing and Sending Invoices OnTime supports four methods for outputting invoices Preview Print Email amp Fax Preview A print preview can be displayed on screen displaying exactly what the customer will see From here modifications may be made to the layout and the invoice may be saved to many file formats including PDF Print Use this option to send the invoice directly to a printer OnTime User Guide 2015 Vesigo Studios 122 Email This option will create a PDF file of the invoice and attach it to a message addressed to the billing email address on file for the appropriate customer An OnTime administrative user will be prompted to confirm the email address and name of the recipient before the e
185. r Bricinc nina 150 rra mir a 0 001016 a A ES OnTime User Guide O 2015 Vesigo Studios 8 Note For price modifier groups individual price modifiers do not need to be linked Link the group itself and OnTime will automatically ensure that the necessary calculations take place 2 To have an option selected by default may be unselected later ensure that the Initial Selection box for that price modifier is checked Name jj Required Initial Selection Special A O Y Grr E E a A Insurance Base E Fl 3 To make an option be mandatory always selected ensure that the Required box for that price modifier is checked as shown here Name t Required Initial Selection Special mE Insurance Base E Fl 4 Click OK to save and close the price set 5 Repeat this process to have these modifiers appear in any other price sets If the price modifier being linked has an action of flat percentage the price for percentage calculation may be set If your price modifier is set to access a 15 fuel surcharge OnTime needs to know which prices in the order should be added up before calculating the 15 This functionality allows distance and vehicle type charges to be included but excludes non fuel related activities such as wait time When a price modifier that has an action of flat percentage is selected a button will appear in the special column as shown here Name t Required Initial Selection Spec
186. r These Steps for Pricing Setup at lo a ia 54 Stepa Set Not ca ON anr EAS 56 To Create a New MV ON KTIOW SF CUO A ESOS 56 SCV DIVENOR ONS a e e REO n EAE 60 Checking the status OCNOINGI HONS 1 e Ta 62 Step o7 CONTO US Company Settings oraraa ers ERENT EN T TG 63 o ey GT TESE TES osn E EEE cuca vac R E A A EEE 65 TESTO PID RTE e A T E eS ERE T OnE Ee 65 Testa Driver Tas Kuina iii 65 TESTO OUMCAUOM Sr e ono 66 Te NORCO AP o PE E EE II O A A 67 OnTime User Guide O 2015 Vesigo Studios Testing Customer ASKS ias 68 E o IN 69 COn IFAI HO AS OU MES ceca T2 Chapter 4 OnTime Management Sylte cuci sn din date dni a e ema asineneiagie 13 Eo o nett Sennen even a even mTTEON Cinteatn aa anaa Tater e a ear a tr rnnT on OnEE Tver rer ie AE RR RO 73 DVO OPTIONS assistant aE R E EE E OAE 82 SA OE AA E E E E A 84 A A E E E E II II O E 84 e E E E E E OP RTO RT OMT ent TnR CoN are 87 A RL 89 CUM a do o OS 90 UA AA A q e eee ee 91 as seo NOC MINS AMM O A E 91 VIDEO MOI ted haha eas 91 Adjusting Prices WUT ACUONS rai tai ii acosa 91 Pa A OT Oem RT ENE MSE ONE TENE 92 Watch Valles da lo 92 Sn A E E AE E E none ene aee mance anne 93 RINES erea E EE OTU EA TNE OTE OE OTO EEU 93 Were to stark Gs alU gt 1a Toca 94 eto MAUL NG CaO sopis E E S 95 LA O TAD E E SITU Re ST Oe PPO SE SE ee EE eee ae EA 95 Grouping Price MOa Merino itat 97 TESTO MOS o dedo 99 asa A o OO E OO A O A E ne 102 OnTime User Guide O 2015 Vesigo Studios VI ROW
187. readable If the random 9 digit number generated is 123456789 The final tracking number will look like TN 123 456 789 When orders are placed on hold in OnTime Dispatch a unique reference number called an on hold number is generated for the dispatcher to give the customer This number is always randomly generated and follows the same rules as a randomly generated tracking number Terminology The terminology used within OnTime may be changed to further custom tailor the system Entries are case sensitive capitalize where necessary For example to change the term shipment to delivery enter Terms Customize OnTime to use the terminology that fits your business Shipment Delivery Shipment Plural Deliveries Save and sync with the OnTime server to propagate the changes to the organization Some programs may need to be restarted to see the changes OnTime User Guide 2015 Vesigo Studios 78 Connections This section allows for modification of settings relating to how OnTime connects to other applications and services Customer portal URL should be specified as the web site address to the associated OnTime Customer Web Portal This option will allow quick access to the portal from within OnTime Management Suite via the Web Portal link OnTime gives the option to choose different mail servers to send out notifications and email messages either OnTime s mail server or another accessible mail server
188. rebuild will be completed when the progress indicator in the lower right corner of the application window has reached 100 How to Rebuild the Data File in OnTime Dispatch 1 Goto the Data tab in the ribbon 2 Click on the Advanced button 3 Click Rebuild Data File Shipment Tasks Jn lime Dispatc Data Help Snipments Last Synchronization Results E ad E m Cad Sent Notifications a ra Manage Sync Data File Backup amp Log File y Management Restore Data Mile 6 Optimize Data File Verify Data File Schema D Verify Synchronization Markers m u N Po O This will clear your existing data file and download a new copy of the P data from the OnTime server Mote This operation requires a connection to the internet 5 Click OK to continue At this point the rebuild may proceed and a progress indicator will appear in the lower right corner of the application Once it reaches 100 the rebuild should be completed 7 Ifa lock cannot be made on the data file another message box may appear asking to restart the program to complete the process If that message appears close down all OnTime applications running on the computer both Management Suite and Dispatch OnTime User Guide 2015 Vesigo Studios 228 8 Open and sign in to the OnTime Management Suite program only Do not start both programs Once signed in a message indicating that the rebuild is in progress should appear The rebuild will be completed
189. reet2 Enter the second line of the customer s address e City Enter the city of the customer s address e State Enter the state of the customer s address e Postal code Enter the postal code of the customer s address e Country Enter the country of the customer s address e Website Enter the customer s web site address e Categories Enter a list of categories that the customer may belong to Separate items with commas This list is used for reference only e This customer is active If this option is unselected the customer will not be able to log in to the OnTime Customer Web Portal Dispatchers will be alerted in OnTime Dispatch when attempting to create a new order for an inactive customer e Create a location record for this customer This option is available when creating a new customer account If checked a corresponding location record will be created e Configure Required Fields Click this button to view a list of fields that can be made mandatory To require a field to be filled upon order entry place a check box next the desired field s Click OK to save the changes The selected fields will be required in both OnTime Dispatch and the OnTime Customer Web Portal before an order may be submitted for the associated customer Setting the required fields here takes affects the configured customer only Other customers will not be required to fill out the same fields Note If globally required fields have been setup from the General Opti
190. resents a text field where private comments about the user may be entered The contents of this field are not used in other areas of OnTime Permissions Permissions determine which features a user can employ within the OnTime program By default all of the tasks in the Permissions tab are enabled To prevent a user from performing a certain task uncheck that item in the list OnTime User Guide 2015 Vesigo Studios 23 User Menisin Shipments Create shipments Delete shipments Modify shipments Congratulations The first user has been successfully setup in OnTime Repeat this process until every person or entity that will be using the software has been added as a user Billing Considerations Regarding Users e Remember that each subscription level comes with an included number of users and exceeding that number will incur extra fees e Employees who do not need to use the OnTime software do not need to be set up as users e Any driver whose phone does not have a data connection does not need to be set up as a user e Customers the shippers are not considered users OnTime allows for an unlimited number of customers Situations when a User Account is not Billable Any OnTime user that will not be logging into the software can be registered as a limited user account This signals OnTime to allow the user to exist but prevents the system from counting that user as a billable account If you have any questions on how the ad
191. rs e Step 2 Add Locations and Zones e Step 3 Add Customers e Step 4 Configure Pricing e Step 5 Setup Notifications e Step 6 Configure Company Settings e Step 7 Test Test Test Remember there are hundreds of other features in OnTime that you ll discover over time The remainder of this user guide explains most of those features in detail OnTime User Guide 2015 Vesigo Studios 12 Chapter 4 OnTime Management Suite OnTime Management Suite is the application used by managers to administer the OnTime company account This chapter contains information about the features and functions in OnTime Management Suite Configuring Preferences Most preferences are controlled from within OnTime Management Suite The following sections will discuss these areas General Options The general options area allows for the modification of multiple OnTime preferences Many of the settings altered within the general options area will affect every user in OnTime To access the general options section click the General Options button under the Home tab of the ribbon Data Account Help E La Pending Notific en Cod Sent Notificatic Order Workflow s Entry Designer Actions General Notifications Startup Routes mmon Tasks a F Vehicles om ehide maintenance Billing Tracking Order Entry Terminology Connections Customer Web Portal
192. rs or less we ll keep it very brief Workflow Details Name Notification to Driver via SMS Properties Event Delivery dispatched and assigned to a driver Action Send SMS Text Message Content dispatch ontimesystem com Driver SMS Address From Shipment Pickup Location N A To Shipment Delivery Location N A Desc Shipment Description N A Service Shipment Service Level N A yr E aqu bey cs fum mad server E Send as HTML A Request read receipt from mail client This setup will send a message to the driver s SMS gateway address email formatted number such as 55533399990txt att net and will contain limited information about where the shipment is going and what it is Once entered this workflow will activate every time a driver is assigned to a shipment and the message will go out only to the driver being assigned OnTime User Guide O 2015 Vesigo Studios 61 Checking the Status of Notifications Because OnTime Workflow allows thousands of notifications to be sent automatically throughout the day sometimes messages may have problems preventing them from being sent Any and all issues with mailing notifications are listed under Pending Notifications available under the Home tab of the ribbon Account Help Ea Pending Notifications a Po g Sent Notifications New Item General rder Workflow Options Entry Designer Actions Go
193. s Actions Go To Notifications Lis Start ee eee eile Getting Started A 2 vehide maintenance items are due across your entire fleet Watch Video Tutorials E 10 notifications are waiting to be sent Ask a Question A 1 notifications have been attempted 10 times or more Double dick here for Tasks Ed 1 743 individual shipments are completed and ready to be invoiced a 1 billing cydes are ready to be invoiced E 83 invoices are overdue OnTime User Guide 2015 Vesigo Studios The Ribbon The ribbon across the top is contextual it displays only appropriate commands For instance the Home tab is always shown but from the order entry form an additional tab with commands related to order entry is also visible Map Route Show Ribbon in order entry context Double clicking on a tab within the ribbon will shrink that tab The ribbon can be minimized by clicking the button on the right hand side see below Shipment Tasks Additional Details o EJ Find Distances E Map Route a aber 29 New Location Ribbon fully visible Commands will still be accessible by clicking on the tab temporarily dropping the ribbon down Shipment Tasks a par pa e Oregon Heath Systems v customer in AAA A T E El EA O Ribbon hidden after double clicking on tab OnTime User Guide O 2015 Vesigo Studios To access the additional options and commands in the menu illustrated below
194. s may cause issues we recommend checking the base price and the pricing options before leaving an adjusted order The pricing on orders may be adjusted when price sets and modifiers are modified In such cases OnTime will continue to use the prices calculated upon order entry the cached price To Use New Pricing on an Order 1 Open the order Shipment Details The total price associated with this shipment has changed from 100 00 to 128 50 You can choose to keep the existing prices or replace them with the new SPS Fuel Surcharge changed from 0 00 to 528 50 Click here to use the new prices 2 The yellow box at the top of the window is an alert detailing where pricing adjustments are occurring To use the new prices click the blue link labeled click here to use the new prices OnTime User Guide O 2015 Vesigo Studios 203 Order Details The following sections are contained in the order details window General This section provides general information about the order including the prices and customer profile Locations This section details the collection and delivery location data including the courier and arrival times Options This section lists the options or price modifiers added to the order Double clicking some options within the list will allow for modification To add new options to the order choose either custom or add predefined charge Custom Allows for a miscellaneous charge A
195. s the Zone List 1 Click the Locations navigation button 2 Select Zones as the view type Locations lt Current View Locations Garland Zones Tyler Lo Take Arlington Customize Current View ns Print Current View o Amarillo Download Zip Codes San Angeli DFW Allen Southlake North Dall Euless Laredo Colleyville Note Many couriers prefer to use mileage based pricing over zone to zone based pricing The setup and maintenance of mileage based pricing generally consists of entering a short mathematical formula Zone to zone pricing requires the setup and maintenance of large grids of prices We recommend mileage based pricing for users who are unsure of which method to use to generate pricing and who can rely on mileage To Add Zones Manually 1 Click the New Zone button 2 Enter the desired name for the new zone 3 Enter a postal code to be associated with the zone Separate multiple postal codes with commas OnTime User Guide 2015 Vesigo Studios 2 To Add Zones in Bulk e Import a list of zones from an Excel or CSV file via the Import Data option from the Data tab in the ribbon More information on how to use this feature is available later in the Importing Data section of Chapter 4 Using the Download Zip Codes link will automatically create a zone based on each zip code retrieved only in the United States Note The Download Zip Code feature may result in amassing too
196. s to web sites OnTime User Guide 2015 Vesigo Studios 179 Chapter 6 OnTime Customer Web Portal Note The OnTime Customer Web Portal is only available to Enterprise level or higher subscribers The OnTime Customer Web Portal CWP offers a real time view of a customer s orders Here are some highlights e For quick access the CWP can be viewed inside of OnTime Management Suite o The location should already be set and can be viewed under Tools gt Connections e Customer can log in using either their email address or account number and password e Orders can be self dispatched by clicking on the Dispatch link o This interface is very similar to OnTime Dispatch o Pickup and Delivery locations include a history of addresses previously delivered to as well as the option to add new addresses o Any address can be edited from the Address Book link later O The desired service level and preferred pickup and delivery times can be selected in the service section The current time zone is indicated Customer can choose the options desired for the shipment Required options will appear grayed out and cannot be unchecked O EL AD 0O Dispatching the shipment will take customers to their tracking view where they can then see the live status and print out shipping labels if required e The addresses that appear in a customer s address book are designated by how that customer and those locations are linked From either the customers or locations
197. se Prices 4 Gr stat ma rr rr Price Modifiers Insurance Incremental Letter Pricing over 150 Ground a Letter Pricing um tn 184 rra a Insurance Base E a Customers a A Al Aa To ES E Selected Zones F E ml Note For price modifier groups individual price modifiers do not need to be linked Link the group itself and OnTime will automatically ensure that the necessary calculations take place 6 To have an option selected by default may be unselected later ensure that the Initial Selection box for that price modifier is checked OnTime User Guide 2015 Vesigo Studios Name t Required Initial Selection Special 7 To make an option be mandatory always selected ensure that the Required box for that price modifier is checked as shown here Name t Required Initial Selection Special 8 Click OK to save and close the price set 9 Repeat this process to have these modifiers appear in any other price sets Linking Price Sets to Customers OnTime can help to assign price sets to all customers groups of customers or individual customers e Open the desired price set e Choose the Customers section e Place a check mark next to the name of each customer to be linked to the price set Schedule Contact de A Randall Camacho PLLC A Randall Camacho rman McQueen Greg Tullis Bonnie Tate Wayne Buffet Custom
198. section lists every active user defined field along with each field s respective set values Double click on the row of any value to make adjustments Transfer Log This section will display a log of orders transferred between drivers in the field User Compensation This section breaks down user compensation for the selected order Adding time or money to a user using the buttons in the tool bar as shown below allows for one time adjustments to be made to the compensation of that user User Compensation Dispatcher 4 LA Driver 3 Q Property Dispatcher i Dispatched by OnTime Administrator Je ar eet ete i le m mm m m m m m h m r TI E lr m m The compensation can be a positive or negative amount Entering a number plainly i e 5 00 will indicate a positive value To enter a negative value place the value between parenthesis i e 5 00 Further information about the one time adjustment may be entered into the Description field For example if we wanted to provide a 5 00 bonus to a driver on this order because of a job well done we could add this OnTime User Guide 2015 Vesigo Studios 205 User Compensation User Test User Currently Assigned Driver User Role Driver Description Good job Amount 55 00 yA AA os User Compensation User Test User Currently Assigned Driver User Role Driver Description Missed pickup time Adjustment per agreement Amount 10 00
199. ser Guide 2015 Vesigo Studios J7 Import from File JE Download Sample Price Modifiers On On 2 Modifiers can be grouped in this window by dragging them from the list on the right to the list on the left Create the modifier group as shown below and click OK to save it rae Meer Gee p 2 o Name Distance Based Pricing Type Available Modifiers 25 Miles Overage Behavior Use the sum of all modifiers 4 5 hour delivery car Percent eligible for commission 100 00 5 to 10 Priority Actual Weight AU ES Actual Weight Charge Minimum Distance Charge _ Additional Distance Charges Over 10 Additional Items Additional Pieces Attempted 3 Address the following options as appropriate e Name This is the name of the group It will appear to everyone including customers as the price modifier name e Type As with normal price modifiers this type instructs OnTime where the modifier should be used when creating orders e Behavior Since OnTime calculates each modifier in the group separately the question is what to do with those calculations in the end The behavior list allows you to select from three actions o Use the highest priced modifier After calculating all applicable modifiers in the group the amount of the highest modifier will be returned o Use the lowest priced modifier After calculating all applicable modifiers in the group the amount of the lowest modifier will be returned
200. ser Guide O 2015 Vesigo Studios 157 4 Change the setting under the Time Clock group Time Clock E Clock in at startup E Clock out when program exits OnTime Dispatch records the time spent as a dispatcher and the number of orders entered and submitted while the user is clocked in The time clock button in the upper left hand corner under the General tab will show whether a user is clocked in or out of OnTime Dispatch Home ER E Mew Mew Message Clock Mew New Message Shipment Out Shipment Actions Activity Actions Clocked In Clocked Out E Time Clock Features in OnTime Mobile OnTime Mobile will not automatically clock the user in and out when the program or session is started and ended To Clock In or Out when Using OnTime Mobile for Windows Mobile ol gt ee ES Go to the Tools menu Choose Time Clock Choose a vehicle from the list Enter the current odometer reading for that vehicle Choose clock in or clock out To Clock In or Out when Using OnTime Mobile WAP Edition 1 E 3 4 Select the clock in or clock out link Choose a vehicle from the list Enter the current odometer reading for that vehicle Choose clock in or clock out OnTime Mobile will record the time spent as a driver and the number of orders handled while the user is clocked in OnTime User Guide 2015 Vesigo Studios fo OnTime Mobile Q 7 lok Current Status gt Clocked Out
201. sesssseesesesseseeseeeeseens 184 Mala Features RO ia MODUE as sesso eas ihe a cae aes elit arse kad eats 185 Chapter 8 Become Familiar with OnTime s Advanced Feature ccccesessssessssssssssessssssssesssssssesssesssssesssseseseseseseseseseseseseeseeees 186 Trackno ano Moding Orders aro iia ares 186 OU BA A eR een meen er Sen ene ee Le MnnCe eT Nee ERSTE ANE OE RSE ERECT RTE Sy Rr eT RESON 186 Sear eminG Ne Tracking ME esc 189 WOTKkINO WITH MIPMents 1m the Fracking WOW sce Sessa leen 196 A A A ail seucdian tas an ders A hee asthe alee clAbes oka olkheh alte scdbeh oleh aN al eats a Viste detcactedder 208 LOCATING Repo ns ICON UNG AAA AAA A ds 208 E A O 209 AU A e ooo 210 Biling and ATCO UNN resissrcnssannicssinni ei i e e E EEE AE EEEE 211 MAA PAE Po o O a a Pacgeicacea 211 A A cose acc hen sect dnc UI 212 OnTime User Guide 2015 Vesigo Studios COMME CUING TOLQUIEKBO ONS Suicidas 216 sending Transactions tO QUICKBOOKS esse 219 Customize the Intorma tiono QUICKBOOKS INVOICES sessar aceras tie 221 Administra tiontana COstoMmiza ON catnceiedetindakeaghedeuedGhindGienahediciediehscccecisskcdasiataenistanintaassaeacscene 225 Starting On Mme Dispatch with Command LING AU leelo 225 To Launch Ontime Dispatch Using Commana Eme Arquetas 225 Chapter 9 Troubleshooting asedio 226 Howto Rebuild the Data cll aamemae Reman mene yENE nom SNP EN a Nerv ORO RTE nove en OTOREE ST tr Oe CeOE nO RO ne OORC OOO 226 How to Rebuild the Data File in
202. sing them to no longer appear in the billing area To Create an Invoice from a Billing Cycle 1 Select the desired billing cycle from the list 2 Click the button labeled Add to Invoice All orders within that billing cycle will be added to a single invoice and marked as billed The billing cycle entry will be removed from the list To Mark an Entire Billing Cycle as Billed 1 Right click the desired customer billing cycle in the list 2 Select Mark as Billed All orders included in the selected billing cycle will be marked as billed and will disappear from the list Unbilled Shipments The Unbilled Shipments list displays all unbilled orders that have a status of completed or cancelled billable The column labeled Created represents the date and time that the order was submitted into the system The amount represents the total cost of the order including base price and price modifiers Double clicking on an order in this list will open the order s details for editing OnTime User Guide O 2015 Vesigo Studios 119 Options to view and send information about a selected order are available in the toolbar across the top of the Unbilled Shipments list Preview A Print amp Email 28 Fax M e Preview Displays the selected order s in a printable report format e Print Prints the selected order s to a specified printer e Email Sends the selected order s to an email address The customer s email address if specified will be
203. ssigned the driver role in OnTime Management Suite A green circle next to a driver s name indicates that the driver is clocked in A grey circle next to a driver s name indicates that the driver is clocked out Last Known Location shows the last order drop off the driver had completed Last Sync displays when the driver has synced all orders with the OnTime Mobile software Double clicking a name will pop up a dialog that will show more information regarding the driver such as Name Email SMS Address Assignments and mobile phone number Right clicking a driver brings up a menu with options for sending messages to that driver by SMS or by email Driver Positions This section displays a map with the last known location of all drivers Locations are updated every 60 to 90 seconds Hover the cursor over a pin on the map to display the associated driver s name OnTime User Guide 2015 Vesigo Studios 174 Unassigned Orders This section lists all unassigned orders that have been created in OnTime Dispatch These orders can be assigned by dragging a driver s name from the Driver List onto the specific order in the Unassigned Orders section These assignments must be committed by clicking the Confirm All Changes button More details can be found by double clicking on an order Drivers may be given the ability to assign unassigned shipments to themselves with the OnTime Mobile software OnTime User Guide O 2015 Vesigo Studios 175 Mess
204. stance based pricing make sure that the price set has been properly configured to use a distance based price modifier If the price set is not configured the distance base price will appear as 0 00 no matter the distance Base price O Zone based 0 00 Distance based 0 00 e Flat rate e Accessorial charges or price modifiers have a testing harness included Several different scenarios may be simulated to test the modifier s evaluation OnTime User Guide 2015 Vesigo Studios 67 Test Price Modifier 1 75 Dimensions H Wi D 20 00 Dedared value Po Total 621 75 Test Modifier Testing a fuel surcharge price modifier Create a test customer for and then link that customer to the price sets are being tested Then using the OnTime Dispatch program create new orders while watching the pricing Altering entries on the order entry form will cause the price to be recalculated For instance if you wanted to test your distance rate just adjust the distance field up and down to see how the price will be affected Try submitting a few of these test orders into the system to ensure that pricing continues to operate as intended Test pricing structure by creating test orders in OnTime Dispatch to start simplifying pricing Removing redundancies and excess options from order entry will help customers and dispatchers to better use and understand pricing Testing Customer Tasks Create a
205. te Customer would be necessary A Template Customer allows sensitive properties such as pricing and billing preferences to be pre assigned while the customer fills out the rest such as contact information New account description If the option for customers to create their own account is enabled the text entered in this box will be displayed above the button used by customers to create accounts Show filter bar This option controls whether or not the filter bar appears on the tracking page The filter bar allows the customer to filter or search for specific text dates or numbers Display the following selected columns in the tracking grid Check the columns that customers should be able to see Checking too many columns may crowd the horizontal view of the tracking list Allow user to calculate pricing if available If this option is selected the OnTime Customer Web Portal will calculate prices in a similar way to OnTime Dispatch We recommend leaving this option off until all pricing has been calibrated and tested If the web portal has trouble arriving at a price for some reason a message will appear that pricing is not available Display the following selected user defined fields in the dispatch form OnTime allows up to 50 user defined fields Already setup user defined fields will appear in this list Check the any additional fields to be displayed to customers on the order entry page OnTime User Guide O 2015 Vesigo Studios
206. the percentage increased or discounted This adjustment rate only applies to predefined pricing The amount entered into the Flat Rate base price field or the Misc Adjustment field is not affected by this adjustment e Additional order options can be accessed by clicking on the Additional Details button e To manually set the submission time of an order make adjustments in the Date Submitted box e Items in a shipment can be listed individually by adding them to the Item Details list Note that this will also change the total weight and volume of the shipment e View the suggested route for the selected shipment by clicking on the Map Route button OnTime User Guide 2015 Vesigo Studios 172 e The Map Route view will assist with judging distance which can help to determine price Turn by turn directions may be copied to the comments section of the order This section can be made available to drivers if they need assistance to locate either a pickup or delivery location e Click the Submit Order button to enter the order into the system where it will then be processed Click the Submit All Open Orders button to quickly submit all open orders simultaneously e Click the Submit Completed button to place the order into the system with a completed status This option is especially useful when entering orders that were processed outside of OnTime at an earlier time e Click the Place on Hold button to freeze the order The screen will clear and an
207. ting new service items OnTime will try to find exact matches for service items already in QuickBooks OnTime treats price modifiers on an order as service items in QuickBooks If an exact match Is not found then OnTime will automatically create the service item in QuickBooks If this option is checked a prompt will appear each time a new service item needs to be created in QuickBooks Click OK to save the changes OnTime User Guide 2015 Vesigo Studios 224 Administration and Customization Every company s specific business methods vary slightly This section describes some ways that OnTime may be changed to adhere to specific company business styles Starting OnTime Dispatch with Command Line Arguments OnTime Dispatch may be started using command line arguments that contain log in information This functionality makes logging into different accounts quicker and helps to frequently switch between company accounts This option allows OnTime Dispatch to launch from another application The following arguments are available C The Company ID U The User Name p The Password To Launch OnTime Dispatch Using Command Line Arguments 1 Launch the OnTime Dispatch executable file which is OTDispatch exe in the following format OTDispatch exe c MyCompanyID u MyUserName p MyPassword OnTime User Guide O 2015 Vesigo Studios 225 Chapter 9 Troubleshooting OnTime may occasionally behave in
208. tiveSync which is usually accomplished via USB cable Alternately the setup program may be downloaded and installed directly on the desired mobile device To Install OnTime Mobile for Windows Mobile from the Desktop Connect a Windows Mobile device to a desktop computer with the appropriate sync cable Download the OnTime Mobile for Windows Mobile setup file Open the setup file The program will begin the installation process A dialog box will appear oo ee E To save the application to a storage card click No on this screen To save the application to the device select the desired location Click on the drop down menu that appears to see all storage choices Select the desired type of storage Installation will occur Complete any further steps required by the device Click OK O Start OnTime Mobile for Windows Mobile If it does not open automatically go to the Start menu gt Programs gt OnTime Mobile ee Ep 11 A login screen will appear asking for a Company ID User Name and Password Enter the appropriate credentials and proceed to use OnTime Mobile To Install OnTime Mobile for Windows Mobile Directly on the Device Open a web browser on the mobile device Navigate to http ppc ontimesystem com Tap the Download Now link to download the latest version of OnTime Mobile for Windows Mobile Open the downloaded file The setup program will launch Follow the prompts to complete the installation OW SS NA Start On
209. tly to a printer e Email Select the desired invoice and click the Email button to send that invoice to the associated customer s billing email address Confirmation of the name and email address of the customer is required before sending The invoice will be attached to the email as a PDF file To customize the text that appears in the body of the email select the Home tab and then choose General Options gt Billing gt Email Template Billing Email Template fr When invoices are emailed to customers the following template is used You may insert special fields that will dynamically enter the appropriate data when the invoice is being sent Subject Your invoice is attached Body aE Insert Special Field Dear lt customername gt de The attached report in PDF format requires Adobe Reader in order for it to be viewed and printed OnTime User Guide 2015 Vesigo Studios 215 e Fax Select the desired invoice and click the Fax button to send that invoice directly to the associated customer s fax machine number Confirmation of the name and fax number of the customer is required before sending Confirm the name and fax number this message will be sent to This fax will be send via the OnTime faxing service Name John Smith Fax Number 541 555 4422 Note The entire 10 digit fax number should be specified induding area code 1 is not necessary to dial long distance More information on faxing services Ta
210. ty ensures that desired information is readily available to OnTime users OnTime User Guide 2015 Vesigo Studios 189 Tracking lt Tasks Advanced Search AA Print Current View Clicking on Advanced Search will cause the top of the tracking view to drop down revealing the advanced searching area Criteria Operator L Status C Submitted In Transit Completed Collect on delivery EEES Signature capture Canceled Billable The advanced searching area The search results will return all orders if no changes or selections are made Adjusting the search criteria to match desired results and then clicking the search button will display the appropriate results in the tracking view For example to search across all orders that contained 123 in the tracking number OnTime User Guide 2015 Vesigo Studios 190 Field Criteria Operator Tracking Number 125 a A Y Or to see every order assigned to John Smith Criteria Operator John Smith To display only orders that need to be dispatched check the Submitted status Status Submitted In Transit 7 Completed mm O a C Canceled Billable T iT ka ea Note If all Status boxes are left unchecked the search will ignore status altogether and will return orders regardless of status The results returned by checking none of the boxes would be the same as the results retur
211. umber of items the order contains Weight The weight of the order in pounds Ibs Distance The distance from the Collection Location to the Delivery Location This number is calculated automatically OnTime User Guide O 2015 Vesigo Studios 170 Vehicle Required Allows a dispatcher to specify a special vehicle when required Assigned to The name of the driver who is assigned to pick up the shipment Service Level A combination of the price set and price modifiers that will be used with the order Certain modifiers will be listed under Standard Options Standard Options A list based on the modifiers in the Service Level selected Select a modifier by filling the box beside its name Base Price Zone based Calculates the base price using the set zone to zone values Additional instructions from the company may appear directly under the price set selection box if programmed in Distance based Calculates the base price using the distance of the order For this price to be calculated a distance base price modifier must be associated with the price set Flat rate This field is for charging a flat rate that becomes the base price for the order Misc adjustment This field is for making miscellaneous price adjustments to the order Additional Details Date submitted Specifies the date of the order may be used to pre date orders Declared value An amount representing the customer s declared value of the shipment Incoming tracki
212. urent View ASIS Souter Ore Cedr Famiy 1120111 Online Ad Tester Saved Viens AA Jonathan s routes for today R5315 247 4661 Southern Ore Cedar Family 4 11 2011 1 OnTime Ad Test User Mark s route R5475 188 808 Southern Ore Capsey N T 4 11 2011 1 OnTime Ad Test User R5603 750 171 5 0 Orthop Cedar Family 4 11 2011 1 OnTime Ad Test User R5302 494 318 Southern re 4 11 2011 1 OnTime Ad Jonathan Martinez RS691 079 728 Southern Ore 4 11 2011 1 OnTime Ad Test User R5725 431 287 Alex David Cedar Family 4 11 2011 1 OnTime Ad Jonathan Martinez RS5571 292 781 5 0 Orthop Cedar Family 4 11 2011 1 OnTime Ad Jonathan Martinez R5734 205 704 Cardiology C Center for Co 4 11 20111 OnTime Ad 635537885 Anesthesia A Asante Work 11 20119 Jonathan M Overview of the Layout By default all orders within OnTime are displayed in the main content area including orders that have been completed cancelled or billed This layout was built to ensure that users can access any order in any situation Even orders that are accidently deleted may be recovered The columns in the below list can be rearranged by dragging and dropping them sideways into place The list can be sorted by a column by clicking on the name of the desired column Clicking on the name again will reverse the order OnTime User Guide 2015 Vesigo Studios 186 Tracking Numb
213. user These comments are private Permissions The Permissions tab displays a list of different tasks throughout OnTime Uncheck any tasks that the user should not have access to Editing and Removing a User Double click a specific user on the list to edit that user All edits made will take effect system wide Right click a specific user on the list and choose Delete to remove that user Removing a user will not delete information linked to the user OnTime User Guide 2015 Vesigo Studios 112 Customers OnTime has a sophisticated customer account feature which allows price adjustments order confirmation preferences price set assignments billing cycles and department association General This tab is for basic customer information that is used for orders placed within OnTime e Name Enter the customer s name a business or personal name e Contact Enter the name of the primary contact at this customer s location e Account Enter the customer s account number If appropriate this number is used by the customer to log in to the online customer portal e Phone Enter the customer s phone number e Fax Enter the customer s fax number Filling out this section allows invoices to be faxed e Email Enter the customer s email address This email address will receive notifications and if appropriate be used by the customer to log in to the online customer portal e Street 1 Enter the first line of the customer s address e St
214. ve less than a one in one billion chance of predicting a tracking number with this system Randomly numbered tracking numbers can be generated faster than sequential numbering especially in offline scenarios If using sequential numbering the next tracking number may be seeded by clicking the blue link and entering in a number The next order submitted will use this number 1 OnTime User Guide O 2015 Vesigo Studios 17 Use sequential numbering Current tracking number 11944 E Note This setting applies to route numbers as well Tracking numbers may be reformatted to fit individual business needs The tracking number mask defines the format of the tracking number for on demand shipments A tracking number mask can include alpha numeric characters including symbols such as dashes The pound symbol is used as a place holder for a randomly generated number determined by the tracking number digit length This number can be a maximum of 9 digits long Be sure to use longer tracking numbers that change often for consistent variety Consider this example 8 Use random numbering Tracking number digit length 2 Tracking number mask IN 4 3 23 In this case a random 9 digit number is being generated That number will be placed where the hash symbols appear in the mask We ve added TN and some dashes to the tracking number to help break it up and make it more
215. ve examples would be setup in OnTime This price setis available Offset due date by 2 hours to 5 00PM day s out Jexduding weekends At any time of day the customer will have their package delivered in 2 hours a This price setis available Offsetduedate by day s out exduding weekends At any time of day the customer will have the package delivered by 5 00 PM on the next business day to 5 00PM F If offsetting the due date is unnecessary leave the hours and minutes set to zero At this point a new service level has been defined and pricing should be added Three primary methods may be used to establish a base price zone to zone distance and flat rate Note Prices in OnTime are calculated by calculating the base price and then calculating additional options using that base price OnTime User Guide O 2015 Vesigo Studios 34 Establish Zone To Zone Base Prices OnTime offers a way to input zone to zone prices allowing for simplified price generation based on a fixed amount between two points Zone base prices are displayed as a grid with from zones across the top and to zones down the left hand side To specify a price between two zones locate the point on the grid where the two zones intersect and enter the desired price into that cell a Price IF Fit Zones to Window Reciprocal Pricing 4 Additional Actions Addison Allen tc tl
216. w Options Entry Designer Actions Go To Notifications 2 Click on the Define fields link for shipments 3 User Defined Fields User Defined Fields In OnTime you can customize form fields to match your company requirements Add fields that capture information relevant to the record Ya E x E Pending Notifications we dl Ca Sent Notifications A User Defined Fields Status Labels Zone Lookup Tables r Define fields Check the box next to a field to activate that field OnTime User Guide 2015 Vesigo Studios 164 4 Double click a cell in the field name column to specify a name for the field User Defined Fields Setup User Defined Fields Shipments In On Time you can customize form fields to match your company requirements Add fields that capture information relevant to the record es pr FieldName a Text Shipment Carrier Text Case Number F Text Alternate Contact Name 44 Text Airbill Number E Text Once setup custom are available throughout OnTime In OnTime Dispatch dispatchers will see these fields under the Additional Details view Customers will see the fields listed on the order entry form in the OnTime Customer Web Portal Custom fields can be accessed and modified at any time from within the tracking view in either OnTime Dispatch or OnTime Management Suite Open an order and select the Custom Fields section to view or change custom fields
217. will process all corresponding notifications OnTime User Guide 2015 Vesigo Studios 201 This option helps to resend notifications For example if a customer missed a proof of delivery email it could be re sent by right clicking on the appropriate order and selecting Trigger Event gt Shipment Delivered Trigger Events Other options available from the right click Trigger Event menu e Update Distance Recalculates the distance on the selected order s e Update Prices Recalculates the total price on the selected order s e Copy Saves the list of orders displayed in the tracking view to the clipboard This selection can then be pasted into a spreadsheet program such as Microsoft Excel e Export Saves the list of orders displayed in the tracking view to a CSV file e Group By Groups the list of orders by the selected column e Customize Current View Allows columns to be shown or hidden e Autosize Columns Resizes each column to be the width of the largest value within e Refresh Reloads the current list of orders e Delete Removes the selected order s from the system e Reports Includes several reports each one available in a preview mode and a direct print mode If more than one order is selected to print each one will be rendered separately In the preview mode a separate preview window will open for each order selected In the direct print mode as illustrated below all selected orders will be sent
218. would set the increment to 5 When examining the total input only the whole number of increments will be returned In the example above if the weight were 10 pounds then the result would be 2 because only 2 increments of 5 are possible within 10 What would happen if the weight were not evenly divisible by the increment let s say 18 In that case only the whole number of increments is returned A value of 3 would be returned because that is the maximum number of times that the increment of 5 can be divided into 18 Watch Values A watch value is the field on the order form that a modifier will look to when performing its calculations These fields may be the weight quantity distance or volume of a shipment and are compared with the range to OnTime User Guide 2015 Vesigo Studios 92 determine if the price modifier should be assessed This ensures that a modifier only generates a price if specific criteria are met e Weight The weight field on the order form e Quantity The calculated total quantity of the shipment This value may include additional quantity if the dispatcher adds items to a shipment e Distance The distance field on the order form e Height The height field on the order form e Width The width field on the order form e Depth The depth field on the order form e Cubic Dimensions The calculated volume of the shipment This value may include additional volume if the dispatcher adds items to a shipment

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