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2. Company File MaintenanceThe File Maintenance application records relevant information regarding entities that are key to your business operation. These records are called profiles. A company profile must exist for each entity with which your company does business, such as shippers, consignees, and companies responsible for payment of invoices. Proper profile setup and maintenance play a critical role in the successful use of TMWSuite, and any other TMW add-ons your business has purchased. The following pages provide instructions for setting up and maintaining company profiles.Company File Maintenance field definitions.........................................................................2.5

General section...............................................................................................................2.6Phones section..............................................................................................................2.10Switches section...........................................................................................................2.11Credit section...............................................................................................................2.13Billing section...............................................................................................................2.13Tax Rates section.........................................................................................................2.17

Changing the Tax Type field names........................................................................2.17Determining when to use the Tax Type check boxes..............................................2.18

Miscellaneous section...................................................................................................2.19Revenue Types section.................................................................................................2.23Comments section........................................................................................................2.23Out of Area fields..........................................................................................................2.25Company field drop-down list information....................................................................2.26

Adding/maintaining a company record...............................................................................2.27Adding a new company record.....................................................................................2.28

Assigning company IDs...........................................................................................2.29Letting the system assign a company ID...........................................................2.29Checking for duplicate companies.....................................................................2.30

Setting up the system to check for duplicate companies........................2.31SearchDuplicateAddress....................................................................................2.31

Understanding the logic the system uses to search for duplicates..........2.32Specifying the ID format....................................................................................2.33[Misc] CompanyIDFormat..................................................................................2.33Adding characters to system-assigned company ID's........................................2.34[Misc] PadCmpIds..............................................................................................2.34[Misc] CmpIdLength..........................................................................................2.34Manually assigning a company ID.....................................................................2.36Preventing manual entry of a company ID........................................................2.36[Misc] AllowEditOnNew......................................................................................2.36

Opening an existing company record...........................................................................2.37Deleting a company record...........................................................................................2.37

Copying a company profile.................................................................................................2.38Data that is always copied from the old profile to the new one....................................2.39Options for copying other company data......................................................................2.40

Updating other company records with the new ID of a copied Bill To or Parent........2.42Updating billing rates with the new ID of a copied Bill To or Parent........................2.42Creating a new company profile by copying an old one..........................................2.43

File Maintenance 1 Revised: 2/2016TMWSuite Copyright TMW Systems, Inc. | A Trimble Company

Company File Maintenance

Setting up a Bill To company..............................................................................................2.46Maintaining credit information for Bill To companies....................................................2.50

Setting up labels for Credit Information fields.........................................................2.51Entering customer credit information......................................................................2.51

Entering a credit limit........................................................................................2.51Manually entering aging information.................................................................2.52Using a SQL statement to populate the creditcheck table.................................2.52

Clearing credit check information...........................................................................2.53Accessing credit review information.............................................................................2.54Searching and modifying Bill To links...........................................................................2.55Setting up a company for master bills..........................................................................2.57Recording a mailing address for a freight payment service company...............................2.60

Entering the Mail To address...................................................................................2.61Specifying when the alternate address is to print...................................................2.62Setting defaults for the Mail To check boxes...........................................................2.64

[FileMaint] DefaultMailtoTermsMustMatchFlag..................................................2.64[FileMaint] DefaultMailToForLinehaulFlag..........................................................2.64

How Invoicing uses the Mail To information............................................................2.65Enforcing a company-specific minimum line haul charge.............................................2.66

Recording a company's minimum charge...............................................................2.66How the company's minimum charge is enforced...................................................2.67

Enforcing company order requirements.............................................................................2.68Entering a Bill To's order requirements.........................................................................2.69

Making entries in the Required Data tab.................................................................2.69Making entries in the Reference Numbers tab........................................................2.73

Having required reference numbers conform to a specific format................................2.77Activating the reference number mask requirement...............................................2.78

[Misc] userefnumvalidationmask.......................................................................2.78Recording a required format...................................................................................2.79Example of how a mask is enforced........................................................................2.81How the BOL mask is enforced................................................................................2.82How the PO# requirement is enforced....................................................................2.83

Setting up parent and subcompanies.................................................................................2.84Setting up a parent.......................................................................................................2.85Setting up a division.....................................................................................................2.85

[Misc] EnforceValidParentCmpID.......................................................................2.85Designating a company as a division of a parent company....................................2.85Searching for parent companies.............................................................................2.86Searching for divisions of a parent company..........................................................2.86

Adding a custom location for a company...........................................................................2.87Adding a city profile from Company File Maintenance..................................................2.87

Setting up the system to add a city profile on the fly..............................................2.88[FileMaint] AllowCompanyCityCreation..............................................................2.88

Creating a custom place in ALK's PC*Miler..............................................................2.88Adding the custom place as a city while creating the company profile...................2.89

Using free-form geographic identifiers for company locations without standard addresses........................................................................................................................................... 2.91

Recording a geographic location for a company...........................................................2.91How geographic locations are displayed.......................................................................2.92Using geographic location as company search criteria.................................................2.95



Determining a company's latitude and longitude.........................................................2.96Configuring the system to use PC*MILER|Streets for lookups.......................................2.96

[PCMilerMap] MappingInstalled.........................................................................2.96[Internationalize] DefaultLatitude......................................................................2.97[Internationalize] DefaultLongitude...................................................................2.97

Recording latitude/longitude information in a company's profile........................................2.98Assigning a confidence rating to a lat/long reading......................................................2.99Using TotalMail to auto-tune a company's latitude and longitude...............................2.101

Activating the auto-tuning feature........................................................................2.101TMUpdCmpLatLongTolerance..........................................................................2.101

Inactivating the auto-tuning feature.....................................................................2.102How auto-tuning works.........................................................................................2.102

For PeopleNet..................................................................................................2.102For AAD...........................................................................................................2.102

Assigning latitudes/longitudes for multiple companies at one time............................2.103How numeric codes and color codes are used to indicate confidence levels..............2.105Using user-defined confidence options to rate accuracy of lat/long lookups...............2.107

Running the Company City test........................................................................................2.109Verifying company ZIP Codes...........................................................................................2.111

[Misc] VerifyCmpZip........................................................................................2.111Recording/viewing directions to a company.....................................................................2.113

Entering directions......................................................................................................2.113Making directions display only....................................................................................2.113

[FileMaint] UseStandardDWSecurityForDirections...........................................2.114Setting security for the Directions window.................................................................2.115

Recording/viewing mapping information..........................................................................2.116Recording an alternate address for mapping purposes....................................................2.118Recording default load requirements for a company........................................................2.119

Identifying criteria on which requirements are based.................................................2.120Adding/inserting a load requirement..........................................................................2.122Preventing users from overriding default load requirements......................................2.124Adding expirations to load requirements....................................................................2.125Deleting a load requirement.......................................................................................2.127

Recording/viewing notes for a company...........................................................................2.127Adding notes to a company profile.............................................................................2.127Hiding company profile notes.....................................................................................2.131

[FileMaint] ViewCompanyNotesInFMOnly........................................................2.131Deleting notes............................................................................................................2.133Viewing notes.............................................................................................................2.133Using the pop-up notes feature..................................................................................2.133

Adding/maintaining miscellaneous company information................................................2.134Viewing, adding, or deleting photos in a company profile...........................................2.135

Deleting a photo from a company profile..............................................................2.137Recording/viewing company expirations....................................................................2.138Recording/viewing hours of operation.........................................................................2.139Recording/viewing a shipper's list...............................................................................2.141

Adding a shipper to a list......................................................................................2.141Deleting a shipper from a list................................................................................2.142

Recording/viewing a list of consignees.......................................................................2.142



Adding a consignee to a list..................................................................................2.142Deleting a consignee from a list............................................................................2.143

Setting a default pickup/delivery event............................................................................2.143UseCompanyDefaultEventCodes.....................................................................2.143

Setting event code defaults on new company profiles................................................2.145[FileMaint] DefaultDrpEvent............................................................................2.145[FileMaint] DefaultPupEvent............................................................................2.146

Using default pickup/delivery events..........................................................................2.147Default pickup/delivery events in Order Entry.......................................................2.147Default pickup/delivery events in Dispatch...........................................................2.148

Recording/viewing default secondary events for a company.................................................2.149Recording information in the Additional Details window...................................................2.150

Specifying which date type is used as the effective date for billing rates...................2.151Specifying which date type is used as the effective date for average fuel prices.......2.154Specifying the default event type(s) for a company...................................................2.155Making entries in the Company Lat/Long section........................................................2.155Setting up a company's reference numbers...............................................................2.155

Preventing duplicate reference numbers for a Bill To company............................2.156Identifying the reference number type to be transferred to Microsoft Dynamics GP..............................................................................................................................2.156

Using the Detention Tracking feature.........................................................................2.157Associating a company with a cost center..................................................................2.158Assigning a default consignee for a shipper...............................................................2.159Adjusting pay quantities based on maximum legal weight.........................................2.160

Viewing a history of stops made at a company................................................................2.161Recoding Fuel Pin codes...................................................................................................2.162

Completing the preliminary setup...............................................................................2.162Activating Fuel Pin codes......................................................................................2.163

useracksecuritycode........................................................................................2.163Setting up Fuel Pin code warning messages.........................................................2.163

[Misc] nosecuritycodemsg...............................................................................2.163[Misc] multishippermsg...................................................................................2.164

Editing the label file..............................................................................................2.164Creating Fuel Pin codes..............................................................................................2.165How fuel pin codes are assigned.................................................................................2.166



Company File Maintenance field definitionsThe Company File Maintenance window, shown here, is used to record company profile information.

The following tables list the fields and command buttons that exist in the various sections of the Company File Maintenance window.



General sectionThe fields in this section provide information common to all companies, except where otherwise noted.

Name* The name of the company. A maximum of 100 alphanumeric characters is allowed.Notes: 1. If a name is lengthy, it may be truncated when displayed in

other applications.2. TMWSuite's invoice formats and the EDI flat file outputs may

not support a name longer than 30 characters. Test this prior to implementation.

Address* Three lines used to record the street address for the company. A maximum of 100 alphanumeric characters is allowed in each line.Note: The address fields in Order Entry, Invoicing, and Settlements may display a truncated name. TMWSuite's invoice formats and the EDI flat file outputs do not necessarily support an address line longer than 40 characters.

Add City This check box enables you to add a city profile for any Custom Place you have created in PC*Miler. The check box displays only if you have [FileMaint] CompanyCityCreation=Y in your TTS50.Note: For complete instructions on activating and using this feature, see Adding a city profile from Company File Maintenance.

Map Addr When this check box is selected, ALK's PC*MILER|Streets will use the designated street address for mileage lookups and mapping. This address will be used only for mapping and mileage, not as a mailing address.Note: The system can be set up to populate the Map Address field for you. For more information, see Recording/viewing mapping information.



City, State* City and state/province location of the company.

ZIP* Five-digit or nine-digit ZIP or postal code for the city.

Country Country in which the company is located.

ID* Identification code for the company. Typically, an ID is assigned by the system when a new company record is first saved. It consists of the first three letters of the company's name, followed by the first three letters of the city's name. For details, see Letting the system assign a company ID.However, if desired, you can enter a user-defined ID before you save a new company record for the first time. A maximum of eight alphanumeric characters is allowed. For details, see Manually assigning a company ID.Note: See Adding characters to system-assigned company ID's for information about configuring the system to automatically add user-defined characters to the ID.

Alt ID* An alternate, user-defined code assigned to the company. A maximum of 25 alphanumeric characters is allowed.Note: An alternate ID is sometimes needed to identify the company in a separate computer system (such as an accounting package) to which TMWSuite interfaces.

Mail To Info This field displays only when the Bill To check box is selected in the Switches section of the window. Click the button to access the Mail To window. This window is used to record an alternate mailing address when invoices should be sent to a third-party freight payment service. For details, see Recording a mailing address for a freight payment service company. Note: The Mail To Info label displays in red after an address has been entered.

Notes Click this button to view/record notes for a company. The color of the button indicates note status :

Gray indicates that no notes have been entered. (The background is yellow but the note itself is gray as shown.) Blue indicates that a note has been entered but the information is not critical. Red indicates at least one note has an Alert status.

Note: For more information, see Recording/viewing notes for a company.



Check Address Click this button to check the street address against the PC*MILER|Streets database. If the street address is not found, the Address Not Found window is displayed so that you can select an address recognized by PC*MILER|Streets. The address you select will be recorded in the Map Addr field.Note: For more information, see Recording/viewing mapping information.

Map Address Click this button to see a map of the company's location.

Notes: 1. If the street address recorded in the Address1 field is not

recognized by ALK and there is no address recorded in the Map Address field, the No Address Found window is displayed for you to select the address to be used for mapping. For more information, see Recording/viewing mapping information.

2. The Map icon is also available in the sheet toolbar.



Calc Distance Computes the mileage between the company location in the first Address field and the ZIP Code recorded on the profile and the main post office (usually near the center of a city) for that ZIP Code.

If the system determines that the street address and ZIP Code combination is invalid, it will use the location recorded in the Map Addr (map address) field and the main post office. If no address is recorded in the Map Addr field, the Address Not Found window will be displayed for you to select an address recognized by PC*MILER|Streets. If you do not select an address, the ZIP Code recorded on the profile is used. If no ZIP Code is recorded on the profile, no calculation is performed.

Note: For more information, see Recording/viewing mapping information.

GeoLoc(fmt) Free-form geographic identifier used when the company does not have a standard street address. Record the identifier with all required formatting such as dashes. Note: For more information, see Using free-form geographic identifiers for company locations without standard addresses.

GeoLoc (srch) Free-form geographic identifier used when the company does not have a standard street address. To simplify lookup later, record the identifier as users will search for it, i.e., without formatting such as dashes.Note: For more information, see Using free-form geographic identifiers for company locations without standard addresses.

Get Lat/Long If you are using PC*MILER|Streets, this button populates the Latitude and Longitude fields with data based on the company's address.Note: For more information, see Determining a company's latitude and longitude.

Latitude Numeric code that represents the latitude of the company's location.Note: For more information, see Determining a company's latitude and longitude.

Longitude Numeric code that represents the longitude of the company's location.Note: For more information, see Determining a company's latitude and longitude.



Phones sectionWhen entering a phone number, do not enter dashes or spaces. The system will format the field correctly.

Main* Primary telephone number by which the company can be reached.

Secondary Alternate telephone number by which the company can be reached.

Ext Two fields that allow you to record extension numbers for the company's primary and secondary phone numbers.

Fax Fax number for the company.

Contact* Name of the person who is the primary telephone contact at the company.

Avg. Fuel ID This field displays only when the Bill To check box is selected in the Switches section of the window. Use it to enter the ID of the Average Fuel Price table to be used for the company when fuel surcharges are calculated. For details on how to set up an Average Fuel Price table, see the see the "Average Fuel Price Maintenance" chapter.



Switches sectionA check mark indicates that the switch is set to on.

Active Select the Active check box if you actively do business with this company.

Bill To* Select the Bill To check box if the company is to be billed for work performed.This is a critical designation because it has a profound effect on how the system:

Looks up billing miles for a trip. Determines which billing and pay rates apply for orders created for the Bill To. Determines whether to create master bills and/or invoices. Determines the Average Fuel Price table to be used when calculating fuel surcharges. Handles credit checking Handles paperwork tracking. Sets defaults for fields, such as Revenue Types (RevTypes), on orders.

Note: If the Bill To check box is selected, the Bill To field in the Miscellaneous section must be set to UNKNOWN to prevent billing problems.

Shipper* Select the Shipper check box if the company will serve as a pickup location.

Consignee* Select the Consignee check box if the company will serve as a drop location.

Parent Select the Parent check box if the company owns enough voting stock in another firm, i.e. a Bill To company, to control management of its operations



Port Location from which your drivers and/or carriers pick up containers, and to which they will return them. The check box is used for the intermodal feature, which is available in TMWSuite's Dispatch application. For details, see the Intermodal feature guide.

Srvc Location Select the Srvc Location check box to designate the company as a service location for use with the Trailer Wash Tool and/or the Purchased Services add-on module. Note: For detailed information about setting up and using these features, see:

The Basic Trailer Wash Tool guide. The Purchased Services guide.

Depot Railroad station used to handle the receipt and transfer of freight. The check box is used for the intermodal feature, which is available in TMWSuite's Dispatch application. For details, see the Intermodal feature guide.

Supplier Used in Fuel Dispatch to denote a company that sells branded and unbranded fuel to service stations. For details on Fuel Dispatch, see the Fuel Dispatch help file or guide.



Credit sectionThe fields in this section provide information about a Bill To company's credit status.

Terms Payment terms for the customer. Note: This is a user-definable field and the options for the field are set up in the Credit Terms label in the System Administration application.

Limit Maximum amount of credit allowed the customer.

Available The company's current credit balance, which you can edit manually, or which can be updated automatically via TMW's Microsoft Dynamics GP interface.



Note: For details on the credit checking feature, see the Credit checking guide.

Billing sectionThe fields in this section provide information about companies that are billed for services.

Invoice Applicable for Bill To companies; indicates how the system is to generate invoices and/or master bills for the company. The options are:

Freight BillCompany is to receive an individual invoice for each order; do not print a summary statement. Master BillCompany is to receive a summary statement only; do not print an individual invoice for each order. Both BillsCompany is to receive an individual invoice for each order, as well as a summary statement. No outputCompany does not want a hardcopy invoice; do not print.Note: Some TMW clients do not bill their customers on a trip-by-trip basis, but rather have a contract to provide services for the month. They bill them by means TMWSuite does not support. If your company is one of these clients, you can use this option to move trips through the system, and have their status changed to Printed so they may be transferred to your accounting system's accounts receivable module.

Transfer Indicates the format in which information will be exported to your accounting system.

Freight BillTransfer detail invoice transactions. Master BillTransfer only summary information.

A/R Indicates if this is a Cash or Credit customer.



Print Copies Applicable for Bill To companies. Specifies how many copies of each invoice are to be printed.

Output This button opens the Invoice Output Selection window, where you can enter information needed by TMWSuite's Enhanced Printing feature. The feature allows you to e-mail reports, such as invoices.Note: The button displays only when you have a value of Yes in the String1 field for the EnhancedInvoicePrint General Info Table setting. For more information, see the Enhanced Printing guide.

Master Bill_days or

Applicable only for Bill To companies that receive master bills. You use this field and the Last MB field to identify the schedule for printing master bills. Note: For detailed instructions on scheduling master bills, see Setting up a company for master bills.

Last MB Applicable only for Bill To companies that receive master bills. The system updates this field every time a master bill is printed. Notes: 1. When you set up a new company's record, the system

enters the current date in this field. The field cannot be blank. Otherwise, master bills will not print.

2. For detailed instructions on scheduling master bills, see Setting up a company for master bills.

Min Charge Company-specific minimum line haul charge allowed for an order. If the line haul amount computed falls below this minimum, Invoicing will add an invoice detail with the description, Order Minimum Adjustment, to the invoice for the difference.Warning: Because supplemental invoices have no line haul amount, the system applies the entire company minimum charge on supplemental invoices for companies that have a minimum charge recorded in their profiles.

Tax ID Custom.



Sup. Docs This button displays only when the Bill To check box is selected in the Switches section of the window. It opens the Required Supporting Paperwork window. It allows you to record the types of paperwork the Bill To company requires for each of their orders. If you have configured the system to do so, it will prevent the saving of an invoice if paperwork has not been checked in for the order. For more information, see the Using the paperwork tracking feature guide.



Tax Rates sectionThe Tax Rates section is designed for use with Canadian taxes. Rates are set up using the Tax Maintenance window in the System Administration application. Check boxes indicate the taxes that the Bill To company must pay. By default, the tax type fields are called TaxType1, TaxType2, and Tax3. In the label file, they can be renamed as GST, PST or HST, and QST, respectively. For example:

GST Tax Type 1 is used for GST (Goods and Services Tax).

PST Your setup in the Tax Maintenance window for a particular province determines whether Tax Type 2 is used for PST (Provincial Sales Tax) or HST (Harmonized Sales Tax).Note: If you use Tax Type 2 for both PST and HST, you will be able to define only one name in the label file for display purposes. For example, if you rename the TaxType2 label to PST, it will display as PST on the company profile. Even if the Tax Type 2 check box is labeled PST, your HST setup for a province enables the system to correctly apply HST when a company is billed.

Tax3 Used for QST (Quebec sales tax).

Changing the Tax Type field namesBy default, the Tax Type check boxes are labeled as shown in this illustration.

To use the tax type name with which you are familiar, e.g., TaxType1 is GST, TaxType2 is PST, Tax3 is QST, you must edit the display names in the label file.



The label file is edited in the System Administration application. To access it, select Edit > Label File. The TaxType1 label is shown below. For the TaxType1 – 2 labels, the Name field is blank by default. This indicates that the display name will be the value in the Field Name field. To change the field's displayed name, make an entry in the Name field.

By default, the TaxType3 label already has a display name specified:

If you are using TaxType3 for QST taxes, you can change the display name to QST.

Note: Changing the displayed name for the TaxType1 – 3 labels affects the check box names in the company and commodity profile windows, and the Edit/Enter Charge Types window.

Determining when to use the Tax Type check boxesThe TaxType1 and TaxType2 check boxes are selected by default. This means that whenever you create a new Bill To company profile, the company is flagged as being subject to those types of taxes when an order for that company meets the taxation requirements.

Note: Although the TaxType1 and TaxType2 check boxes are selected by default for every new company for which you set up a profile, taxes are only applied when a company is used as the Bill To on an order.

Also by default, the Tax3 check box is cleared on every new company profile. Unless a Bill To company has the Tax3 flag set, the system will never apply TaxType3 taxes to invoices for that Bill To. To ensure that TaxType3 taxes will be applied, each Bill To company for which TaxType3 taxes are applicable must have the Tax3 check box selected.For each Bill To company recorded in the system, remember that: If a Bill To company is to be subject to a particular type of tax, make sure the

corresponding check box is selected. If a Bill To company is to be exempt from a particular type of tax, make sure the

corresponding check box is cleared.



Note: For detailed information about setting up Canadian tax rates in TMWSuite, see the "Setting up Canadian tax rates" chapter in the System Administration guide.



Miscellaneous sectionThe fields in this section provide general company information.

Other Type 1 The name and options for this field are user-defined. Setup occurs in the Other Type 1 label in the System Administration application.

Other Type 2 The name and options for this field are user-defined. Setup occurs in the Other Type 2 label in the System Administration application.Note: If you are using Microsoft Dynamics GP as your accounting package, your entry in this field can turn on the ability to transfer the first reference number recorded in the invoice header to the Document Number field in Microsoft Dynamics GP. To use the entry in this way, you must add an option to the Other Type 2 label that has REF as the value in its ABBR field. You also must select this option in the Other Type 2 field in the company profiles of the customers for which you want to transfer the reference number, as well as the TMW invoice number. For example, you may have Bill To companies that typically reference the reference number in the invoice header, often the Bill of Lading, when they remit payment.Using this feature allows the system to transfer the first reference number and the invoice number. So, if the first reference number is 45633 and the invoice number is 8776A, the document number would be sent to Microsoft Dynamics GP as 45633-8776A. A hyphen is always inserted to separate the reference number from the invoice number.

Default Priority Priority assigned to orders placed by this company. The priority selected here will be applied as the default priority in Order Entry for orders placed by this company, e.g., the Order By company on the order header. The descriptions for the priority are defined in the Order Priority label in the System Administration application.

Aged Invoice Indicates whether a Bill To has any invoices that have gone unpaid for more than 30 days. Manually set this field to Yes or No.



Opt Grp The volume optimization group to which the company has been assigned. Note: The information in this field is used by TMWSuite's Volume Optimization add-on module. For more information, see the Using the Volume Optimization feature guide.

Bill To* Applicable for companies for which invoices are to be sent to a different company. Enter the ID of the Bill To company to be billed for orders placed by this company.When you enter an order in Order Entry or Dispatch and you record a company's ID in the Order By field, the system will look at the company's profile to determine whether it is marked as a Bill To. If it is not, it will check the entry in the Default Billto field, and then automatically populate the order's Bill To field with that ID.Note: When the Bill To check box in the Switches section is selected, this field must be set to UNKNOWN to prevent billing problems.

Pay From Custom.

Div Of/Parent If the company is a division or subcompany of a larger one, this field identifies the parent company.Note: For more information, see Setting up parent and subcompanies.

Max Dunnage Maximum dunnage allowed for this company.

Company Applicable if you want to classify multi-company customers. Select the classification to which this company belongs.Note: The options for this field are user-defined in the Company label, accessed in the System Administration application.

Currency Enter the type of currency to be used when the company is billed.Note: The Currency options are user-defined in the Currency label, accessed in the System Administration application.

Def Cmdty ID of the commodity that this company typically hauls. The commodity recorded here will display automatically in Order Entry and Dispatch as the default commodity for orders placed by this company, e.g., the Order By company on the order header.



Bill Miles Indicate the type of miles that will be used to bill the customer. The options are set up in the [MileageInterface] section of the TTS50. The default options are:

P – Rand PC S – Shortest (HHG) A – ALK S – Shortest A – ALK P – Practical P – Rand PC P – Practical M – Manual A – Actual

Note: Settings that determine the interface to be used for billing miles exist in three locations: the TTS50, Bill To profiles, and rate schedules. When an order is auto-rated in Order Entry, Dispatch, or Invoicing, the system uses the following hierarchy when determining which mileage type to use:1. It checks the rate schedule being applied. If the mileage

interface is set there, it uses it.2. If the mileage interface is not set on the rate schedule, it

checks the Bill Miles field in the profile of the Bill To on the order. If the interface is set in the profile, it uses it.

3. If the mileage interface is not set in the Bill To's profile, the system uses the mileage interface specified in the [MileageInterface] Billing setting in your TTS50.



EDI 210 Indicate whether invoices for this Bill To will be printed or sent as an EDI 210 (electronic invoice) document. The options are:

Print OnlyInvoices will be printed. No electronic invoices will be sent. EDI OnlyInvoices will be sent as an EDI 210. There will not be a print copy. Note: Rebill information will also be sent as a 210. Print & EDIInvoices will be printed, and electronic invoices will be sent as an EDI 210 document. EDIOrig/PrintRebillOriginal invoices will be sent only as an EDI 210. If the invoice is rebilled, it will be sent as a printed copy. The 210 will not be resent with the rebill.

Note: The EDI 210 field appears when String1 is set to N in the EDI210AdvOutputSelection General Info Table setting. If String1 is set to Y, the Invoice Output Method button is displayed. Click the button to access the Advanced EDI Output Settings window.For information about using the window to control invoice handling based on invoice type, definition, and customer terms, see the Selecting the invoice output method section in the "Working with invoices" chapter of the EDI Interface guide.

Slack Time Currently not functional.

Pallet Count Number of carrier's pallets at the customer location. This number is informational only.

Def Fgt Value The default freight value for a company's typical shipment. If the system is set up to do so, the default value recorded for a Bill To, shipper or consignee will be copied to orders in Order Entry and Dispatch. This feature is active only if values are entered for the [Order]SetDefaultFgtValueFrom setting in your TTS50. For details, see:Guide: Order Entry | Chapter: Performing Order Entry setup procedures



Revenue Types sectionThe revenue classifications selected here may be applied as the defaults in the RevenueType 1 - 4 fields in Order Entry for orders involving this company. Revenue Type defaults are determined by settings in your TTS50. For details, see:Guide: Order Entry | Chapter: TTS50.ini settings that affect Order Entry

RevType1-4* The names and options for these fields are user-defined; setup occurs in the Revenue Type 1-4 labels in the System Administration application. Assignment of orders to revenue classifications allows you to track revenue collected for different types of loads.

Comments sectionThe fields in the Comments section allow you to record free-form comments about the company.

Company Misc 1*-4

The names for these fields are user-defined; setup occurs in the CmpMisc1-4 labels in the System Administration application. In these fields, you can enter a free-form comment up to a maximum of 254 characters. Note: The information in the Company Misc 1-2 fields can be transferred to the Comment 1-2 fields in the Microsoft Dynamics GP Customer Maintenance window. The Comment 1-2 fields will display only the first 30 characters of the entry.



Opens the Company Alternates window, which may be useful to fuel haulers who use TotalMail. When a load assignment form goes out, it identifies the rack as well as a list of alternate pickup locations. Sometimes a driver goes to pick up fuel only to find that the rack has run out of gas. So he/she must travel to one of the alternates. The driver sends a form back identifying which alternate they went to, and TotalMail automatically changes the original rack to the alternate on the order. Use of this feature requires assistance from TotalMail Support.

Opens the Additional Details window, which displays fields for multiple features. Note: For more information, see Recording information in the Additional Details window.



Out of Area fieldsOut of Area fields display across the bottom of the window only if [Misc]ShowOOAInformation=Yes is in your TTS50. These fields enable you to set an out of area range for each shipper so that you can bill extra charges and generate extra pay for OOA miles and stops.

Centroid City/State

City/state from which OOA miles are to be calculated. A company's centroid city/state comes into play only when that company is used as the initial shipper on an order.Note: This field defaults to the shipper's city and location, but the entry can be changed.

Centroid Zip Applicable if you want to specify a particular zip code within the centroid city/state. OOA miles will be calculated based on distance from the portion of the city designated by the zip code.

OOA Miles Number of miles that define the radius from the centroid city; miles greater this radius are considered out of area.The number of miles entered here does not necessarily represent the distance between the shipper and the centroid city. The number only determines the number of miles from the centroid city that are considered free, i.e., miles for which OOA charges and pay will not be calculated.

OOA (Stop) This field defaults to the number of miles recorded in the OOA Miles field. However, in addition to per-mile OOA charges and pay, you can create secondary rates for stop charges and stop pay. If desired, to have the system determine which stops are to be counted for stop charges and stop pay, you can use the OOA (Stop) field to specify a mileage amount other than the one used for OOA Miles. The system will count only those stops that are beyond the radius defined by your entry.

For more information about using the Out of Area feature, see the Using the Out of Area (OOA) rating feature (01_OutOfAreaRates.pdf), located in both the Pay Rate Examples and Billing Rate Examples documentation.



Company field drop-down list informationInformation in fields identified with an asterisk * in the tables above shows in company field drop-down lists. The information layout varies depending on where the drop-down list appears within an application. This illustration shows how the information is displayed in the Dispatch Trip Folder's Stop Detail grid.

Extended drop-down list information is available in the Company field in these windows:Application Window/Field

File Maintenance Company File Maintenance Company Bill To

Invoicing Edit Invoice Folder Ship Cons Bill

Order Entry Order Entry Folder Order By Shipper Consignee Bill To Location

Rate Schedules Edit Settlement Rate Schedule Folder Bill To

Settlements Restrict Settlement Data Inv Billto

All Tools > Edit Company Contacts Company



Adding/maintaining a company recordPrimary company profile information is recorded in the Company File Maintenance window. To save a profile, the system requires only two entries:

A company ID. A city and state/province.

Your company's business requirements determine the other data that you must enter. Naturally, entry of a company name, complete address, and phone number would be expected by any business.To use TMWSuite properly, TMW recommends that, at minimum, you make the following entries:

Section Recommended entries

General Company ID. (required) Alt ID (if needed because the company has a different ID in another software system, such as your accounting package) Company name. Street address. City/ state or province. (required) ZIP or postal code.

Phones Main phone number. Primary contact.

Switches Applicable company flag(s).

Credit Applicable for Bill To's: Credit terms. *Credit limit.

*Note: If you opt to set up the system to perform credit checking for parent companies, entry of a credit limit for parents is also required.



Billing Applicable for Bill To's: Whether charges will be billed via invoices and/or master bills. Number of days that should elapse between master bills (if applicable). Last master bill date, which is entered in the Last MB field. A date is required if master bills will be issued for the company.Note: If a profile is created manually, the current system date is assigned; leave this as is. However, if a company profile has been imported, this field may be blank; in this case, enter a date that is equal or greater than the current date. If the field is left blank, master bills will fail to print.

Tax Rates Applicable for Canadian companies for which tax applies.

Miscellaneous Currency.

Revenue Types

One or more of the RevType fields, if your company uses these to assign revenue classifications to orders associated with the company.

Note: For definitions of all fields, see Company File Maintenance field definitions.

Adding a new company recordTo create a profile by entering only the data required by the system, follow these steps, follow these steps:1. Do one of the following:

Select Edit > Company.

Click Company in the frame toolbar. A blank Company File Maintenance folder is displayed, along with the company sheet toolbar.

2. Select File > New, or click New in the sheet toolbar. A new company profile is displayed.

3. To assign a company ID, do one of the following: Manually enter the ID.

Note: The maximum length is eight alphanumeric characters. To have the system assign an ID for you, leave the Company ID field blank.

Make an entry in the Company Name field.4. Make an entry in the City, State field.

Note: If you opted to let the system assign the ID, you must tab out of the City, State field. By default, the system creates the ID for you based on the first three



characters of the city's name, followed by the first three characters of the company's name. For complete details about automatic creation of company IDs, see Letting the system assign a company ID.

5. Click Save.

6. Select File > Save, or click Save in the sheet toolbar.

Note: While each company should have a complete profile to maintain the accuracy of system data, it is possible to add a mini-profile "on the fly." If, for example, you wish to enter an order but find that the shipper has not yet been added to the system, you can select Tools > Add Company to create a company profile that contains the minimum amount of information necessary to use the company as a shipper in the system. That mini-profile must later be modified to create a complete profile.

Assigning company IDsBefore you save a new company record, you can manually enter a user-defined ID. (For details, see the Manually assigning a company ID section.) However, by default, the system will assign an ID automatically.

Letting the system assign a company ID If you prefer to let the system assign the company ID, do the following:1. Enter the company's name in the Name field.2. Make the appropriate entry in the City, State field.3. Leave the Code field blank. When you tab out of the City, State field, the system automatically assigns a company ID. The code consists of the first three characters of the company name, followed by the first three characters of the city name. For example, suppose Gifford Manufacturing is located in Columbus, Ohio. The system will assign an ID of GIFCOL.To prevent multiple companies from having the same ID, the system will append a 2-digit suffix to each subsequent instance of the 6-character ID. The suffix 01 will be assigned to the first instance of a duplicate ID, 02 will be assigned to the second instance, and so on. For example, suppose that Gifford Manufacturing, Giffinger Machines, and Giffolk Distribution are all located in Columbus, Ohio. The system will assign IDs of GIFCOL, GIFCOL01, and GIFCOL02, respectively.



By default, if you attempt to create and save a duplicate profile for company, the system will display a warning message to let you know that a company with the same name and location already exists. The message is a warning only. If you click Yes, the system will create the profile and will append a 2-digit suffix to the company ID as explained above.

After the system reaches 99 as the 2-digit suffix, it uses these suffixes: 00 ( assigned immediately after 99) A0 – A9, B0 – B9, C0 – C9, etc. up to Z9. At this point, if you try to create a new ID, you are prompted to create your own ID because the system can no longer auto-generate an ID.

Checking for duplicate companies First available in TMWSuite: 2006.05_10.0997A company profile can be created in the Company File Maintenance window, or a miniprofile can be created in the New Company quick add window (accessed via the Tools menu), or the .NET version of the Company Profile window. By default, if the company you are adding has a name and location that would result in the same system-assigned ID as another company, you get a message similar to this:

If you click Yes, the system appends a numeric suffix to the ID.As a result, you can have multiple companies with very similar IDs, which would make it difficult to know which company you were using on an order:

The system can be set up to warn you if the company profile you are entering already exists in the database.



For example, in our database we have a company profile set up for Mentor Building Supplies at 7550 Tyler Boulevard in Mentor, Ohio.

If we began creating a new profile like the following example:

The system would alert us of the duplicate by displaying the Duplicate Company Entries window as soon as we tabbed out of the Address field.

The Duplicate Company Entries window is strictly informational. After closing the window, you can continue creating the new profile, or you can delete it. This enhancement affects the File Maintenance application and the Add New Company window.

Note: To use this feature, you must have a value of OLD for the DistanceLookupVersion General Info Table setting.

Setting up the system to check for duplicate companies

A General Info Table setting is used to set up the system to check for duplicate companies.



SearchDuplicateAddress

Applies to TMWSuite: 2006.05_10.0997 and later, CRM RightDescription This setting determines whether the system will check for duplicate

entries when a new company is being added. If a duplicate entry exists, the system displays a dialog box listing the duplicate(s). The system will not stop you from entering the record. This setting affects the File Maintenance application and the New Company quick add window, and the .NET version of the Company Profile window.

String1 N (default)Do not check for duplicate entries. YCheck for duplicate entries.

Additional Notes

1. To use this feature, you must have a value of OLD for the DistanceLookupVersion General Info Table setting.

2. This feature is designed to work in tandem with the CompanyIDFormat=Original setting in the [Misc] section of the TTS50.ini file.

Understanding the logic the system uses to search for duplicates

The logic used by the search mechanism is designed to limit the results to the most applicable companies, and yet allow for possible variations. To accomplish this, the system looks at the data recorded in the Name and the Address fields of the profile being entered and compares that data to companies in the database. If the data in both fields of the new profile match an existing profile in the database, the system warns you that the profile you are entering may be a duplication. However, to allow for possible variations, the search is not limited to exact matches. The system will also warn you when it finds certain types of partial matches. To be considered a possible duplicate, the profile being created must match an existing profile in both the following ways: All characters entered in the Address field of the new profile match the existing

profile.For example, entering 7750 Oak in the new profile would be considered a match to any of the following entries in an existing profile: 7750 Oak Street 7750 Oak Hill 7750 Oak Forest Lane.Note: Words such as street, drive, boulevard and their abbreviations are ignored by the system when comparing addresses.

The first character in the Name field must match.For example, Mott Company would be considered a match for Mott Co., or even for Mickey's Towing Service.



Although each of these matches by its self is not very limiting, together they provide a useful search tool.



Specifying the ID format The system can be set up to use one of three different formats when assigning a company ID.

[Misc]CompanyIDFormat

Applies to TMWSuite: 2001 and later, CRM RightDescription This setting specifies the format the system uses when assigning a

company ID.Options Original (default)

NAMCIT or NAMCITNN, where [NAM] is the first three characters of the company name; [CIT] is the first three characters of the city name, and [NN] is a two-digit numeric code used to differentiate companies with the same root ID; that is, the same [NAM] and [CIT] values.

Mas90NAMCIT or NAMCITA, where [NAM] is the first three characters of the company name; [CIT] is the first three characters of the city name, and [A] is a one-digit alphabetic code used to differentiate companies with the same root ID; that is, the same [NAM] and [CIT] values.

XXXANNAM or NAMNN, where [NAM] is the first three characters of the company name; [NN] is a two-digit numeric code used to differentiate companies with the same root ID; that is, the same [NAM] value.

Numeric6Plus2Generates company IDs in a modified numeric sequence. The first company ID assigned is 10000. This increments by one for each new company ID. When 99999 has been assigned, the first six digits reset to 10000 and the extension 01 is added. When 9999901 has been assigned, the first six digits again reset to 10000 and the extension 02 is added. This sequence repeats as necessary.



Adding characters to system-assigned company ID's If desired, you can add characters to the default, system-assigned six-character company ID. The Company ID Padding feature is used to add one or two user-defined characters to the end of the system-created company ID. The Company ID Padding feature does not affect manually entered company ID's. Three INI settings are used to set up the Company ID Padding feature.

[Misc]PadCmpIds

Applies to TMWSuite: 2003 and laterDescription This setting turns on the Company ID Padding feature.Options N (default)

Do not turn on the Company ID Padding feature. Y

Turn on the Company ID Padding feature.

[Misc]CmpIdLength

Applies to TMWSuite: 2003 and laterDescription This setting determines how many characters will be added to the right

of the six-character, system-generated company ID.Options Blank (default)

No characters will be added. Values of 6 or less

No characters will be added. 7

One character will be added to the right of the system-generated company ID.Note: The system adds the character specified in the CmpIdPadValue= setting in the [Misc] section.

Values of 8 or moreTwo characters will be added to the right of the system-generated company ID.Note: The system adds two instances of the character specified in the CmpIdPadValue= setting in the [Misc] section.



The following example illustrates how the system used the Company ID Padding feature to create a company ID of eight characters.

The first three characters (NOR) are from the company name. The next three characters (EUC) are from the city. The last two characters (AA) are from the CmpIdPadValue INI setting.

To prevent multiple companies from having the same Company ID, the system coordinates the Company ID Padding feature with the existing feature that appends a suffix to duplicate instances of a company ID. The next example illustrates how the system handles duplicate company ID's when the Company ID Padding feature is used. In this example, the INI setting CmpIdLength=8. In addition, the company ID NOREUCAA already exists in the database. When a new company profile is created that would duplicate the existing ID, the system substitutes the number 1 for the last character. In the company ID illustrated below, NOREUCA1:

The first three characters (NOR) are from the company name. The next three characters (EUC) are from the city. The second to the last character (A) is from the CmpIdPadValueINI setting. The last character (1) is added by the system to indicate that this ID is a duplicate instance of the ID.

The system will append a suffix to each subsequent instance of the company ID. The suffix 1 will be assigned to the first instance of a duplicate ID, 2 will be assigned to the second instance, and so on.



Manually assigning a company ID If you prefer not to have the system assign the company code, manually enter an ID in the Code field before you save. The maximum length is eight alphanumeric characters.

Note: If you make entries in the Name and the City, State fields before you enter the ID, the system will automatically add the first three characters of the company name and the first three of the city to the ID field. However, you can click in the field and manually enter the ID. If you save without manually recording the ID, the system-generated ID will be used.

Preventing manual entry of a company ID The system can be set up to make the Company File Maintenance window's ID field display only. This will prevent the user from editing the field's contents, resulting in system-generated company IDs.

[Misc]AllowEditOnNew

Applies to TMWSuite: 2003.03_03.0079 and laterDescription This setting determines whether the user will be able to edit the

Company File Maintenance window's ID field when he/she creates a new company profile.

Options Y (default)Allow the user to edit the contents of the company ID field when creating a new company ID.

NDo not allow the user to enter a value when creating a new company profile. Show the company ID as a display only field.



Opening an existing company recordTo review and/or edit an existing company profile, follow these steps:

1. Select Edit > Company, or click Company in the frame toolbar. A blank Company File Maintenance folder is displayed, along with the company sheet toolbar.

2. In the tab area of the folder, enter the company ID.3. Do one of the following to open the company profile:

Press ENTER Select File > Open.

Click Open in the sheet toolbar.

Deleting a company recordIt is recommended that you mark unneeded companies as inactive rather than deleting them. To do so, clear the check mark from the Active switch in the company's profile. This will prevent the company's ID from being displayed in drop-down lists from which you would select a company as the Order By, Bill To, shipper, or consignee on a record.

Note: You can still see IDs for inactive companies if you have the Show Retired Items check box selected in the Set List Box Property window. The window is accessed from the Tools menu in all base applications.

However, if needed, you can delete a company record, as long as the company has never been recorded on a trip.

Warning: The system does not check for references to a deleted company on any records other than trips.

1. With the record for the company you want to delete displayed, do one of the following:

Click Delete in the sheet toolbar. Select File > Delete.

2. The system will ask for confirmation before deleting the company record.

3. Click Yes to delete the company record.The system checks to see if the record has been used on a trip.



If the system check shows that the company was never used as the Order By, Bill To, shipper, consignee, or the location of a stop on a trip, the record will be deleted.

If the system check shows that the company has been referenced on a trip, the record will not be deleted and a message similar to the one shown here is displayed:

In this example, the company was used as a shipper on an order and will not be deleted.

Copying a company profileFirst available in TMWSuite: 2009.08_08.0948There are times when a company you do business with changes its name and/or address. Although it is easiest to just change the information in the company's profile, the history of the old information is lost. To maintain history, you might prefer to create a new profile for the company. You have the ability to do this by means of the Copy Company window, which is accessed via the Company File Maintenance window.



This illustration shows the Copy Company window with sample data:

The following pages describe the purpose of each section of the window.

Data that is always copied from the old profile to the new oneWhen you use the copy feature, all information about the Company File Maintenance screen itself is copied from the old profile to the new one. In addition, the system copies the information recorded in these windows:



Window name Window layout

Mail To Info

Note: This window is available only for Bill To companies. You can

access it by clicking .Additional Details

Note: You can access this window by clicking the button in the lower right of the Company File Maintenance window.

Options for copying other company dataThe Copy Options section of the Copy Company window allows you to select data that you want copied from other windows accessible from the Company File Maintenance window.



You can elect to copy data from any or all of the windows illustrated below.If you select this check box . . . . . . you will copy the data in this window

Notes

Note: You can access this window by clicking Notes.Load requirements

Note: You can access this window by clicking Load Requirements.

Credit Info

Note: You can access this window by selecting Edit > Credit Info.Billing Info

Note: This window is accessible only when the Enhanced Printing feature is enabled. To access it, select in the Billing area of the Company File Maintenance window.



If you select this check box . . . . . . you will copy the data in this window

Supporting docs(i.e., paperwork requirements)

Note: You can access this window by clicking in the Billing area of the Company File Maintenance window.

Contacts

Note: You can access this window by clicking in the Phones area of the Company File Maintenance window. For details, see:Guide: Recording contact information for TMWSuite entities | Section: Using the Company Contacts window

Updating other company records with the new ID of a copied Bill To or ParentThe Replace with new Comp ID section is applicable only for Bill To's or Parent companies. If the original company is flagged as the Bill To or Parent for other companies, you can use a check box in the Replace with new Comp ID section to specify that the old ID is to be automatically replaced by the new ID on those profiles.

The setup of a company's profile determines what you see in this area of the Copy Options window.


http://tmws.tmwsystems.com/learningcenter/TMWS/docs/ContactInfo/ContactInformation.doc


You will see a Bill To check box if the company is a Bill To. If the company serves as the Bill To for other company records, select the box to replace the old Bill To company ID with its new ID on those profiles. You will see a Parent check box if the company is a Parent. If the company serves as a Parent for other company records, select the box to replace the Parent's old company ID with its new ID on those profiles. If the company is not a Bill To or a Parent, the Replace with new Comp ID section is not visible.

Updating billing rates with the new ID of a copied Bill To or ParentThe Tariff Options section is applicable only for Bill To's or Parent companies. If the old company ID was entered as a Bill To or Parent restriction on the index(es) of billing rate schedule(s), you can use the Tariff Options section to have the system automatically add an identical index to each of those rate schedules. The old Bill To or Parent ID remains on the old index. The new index is an exact copy of the old index, except that the new ID will be saved to the Bill To or Parent restriction field.

When you perform the copy, updates are made to all primary, secondary, linked line item, and line item billing rates that have the Bill To or Parent as an index restriction. This allows you to successfully rate orders associated with the old ID, as well as orders associated with the new ID.

Notes: 1. If the original company is used as anything other than a Bill To or Parent

restriction on a rate index or table, the old ID will remain in place. You will need to update those company ID fields manually.

2. The copy feature does not update rate tables that have Bill To as a row/column selection. The old Bill To ID will remain in place. You will need to create a new rate schedule and set up a table using the new Bill To ID as the row/column selection. (There is no row/column selection for Parent.)

3. The copy feature does not update any records other than those identified in this document.

The setup of a company's profile determines what you see in the Tariff Options area of the Copy Options window.

You will see a Bill To check box if the company is a Bill To. You will see a Parent check box if the company is a Parent. If the company is not a Bill To or a Parent, the Tariff Options section is not visible.



Creating a new company profile by copying an old one1. On the Company File Maintenance window, look up the company profile you

want to copy.

1. Click Copy, or select File > Copy, or press CTRL+Y. The Copy Company window opens.

2. Enter the following information for the new company. A red asterisk (*) indicates that an entry is required.Copy from Read-only field that displays the ID of the company being

copied.

Comp ID* Unique identification code for the new company profile. A maximum of eight alphanumeric characters is allowed.

Name* The name of the new company.

Alt ID An alternate, user-defined code assigned to the new company.Note: To tie the old company profile to the new company profile for accounting and reporting purposes, you can use the same Alt ID on both profiles.



In the Copy Options section, all check boxes are automatically selected. If you want, you can clear the check mark(s) for any information that you do not want copied to the new profile.

Note: For details about these check boxes, see Options for copying other company data.

3. If the company is a Bill To or Parent, the Replace with new Comp ID section is displayed. If the company is a Bill To, you will see a Bill To check box.

If the company serves as the Bill To for other company records, select the box if you want to replace the Bill To's old company ID with its new ID on those profiles.

If the company is a Parent, you will see a Parent check box.

If the company serves as a Parent for other company records, select the box if you want to replace the Parent's old company ID with its new ID on those profiles.Note: If the company is not a Bill To or a Parent, you will not see the Replace with new Comp ID section.

4. If the company is a Bill To or Parent, the Tariff Options section is displayed. If the company is a Bill To, you will see a Bill To check box.

If the Bill To was used as an index restriction for any billing rate schedules, select the box if you want to update those rate schedules. For each rate, the system will duplicate the index that has the old Bill To ID as a restriction. The only difference is that the new index will have the new Bill To ID as a restriction.



If the company is a Parent, you will see a Parent check box.

If the Parent was used as an index restriction for any billing rate schedules, select the box if you want to update those rate schedules. For each rate, the system will duplicate the index that has the old Parent ID as a restriction. The only difference is that the new index will have the new Bill To ID as a restriction.Note: If the company is not a Bill To or a Parent, you will not see the Tariff Options section.

5. Click Copy in the upper right of the window.The system automatically creates a new company profile based on the old one.

Warning: The copy process will not inactivate the original company. You must go to that profile and inactivate it manually by clearing the Active check box.

When the new copy is created, information regarding the new profile is displayed in the lower portion of the Copy Company window, as shown here:

In the New Company section, you will see the ID, name and Alt ID for the new profile. If an ID was recorded in the DivOf / Parent field or the Bill To field for the original profile, that ID has been copied to the new profile's DivOf / Parent field or the Bill To field.The New Tariff Indexes section is applicable only if the original company is a Bill To or Parent. If you selected a Bill To or Parent check box in the Tariff Options



section before you made the copy, the system will list all billing rate schedules that were updated with the new company ID.

Setting up a Bill To company In TMWSuite, a Bill To company is any company to be billed for services rendered. All company profiles must be recorded in the Company File Maintenance window.

Note: The optional Intelligent Drop-down List feature allows you to limit the selection of commodities and reference number types based on the Bill To company on the order. You create relationships between Bill Tos and reference number types and/or commodities in File Maintenance. The relationships limit the options shown commodity and reference number type drop-down lists in Order Entry, Invoicing, and the Dispatch Trip Folder. For details, see the Intelligent Drop-Down Lists guide.

The following fields are specific to Bill To companies. Be sure the appropriate entries are made for each Bill To:

Bill To Select the Bill To check box in the Switches section of the window if the company is to be billed for work performed. (A check mark indicates that the switch is set to on.)

Avg. Fuel ID This field displays only when the Bill To check box is selected in the Switches section of the window. Use it to enter the ID of the Average Fuel Price table to be used for the company when fuel surcharges are calculated. For details on how to set up an Average Fuel Price table, see the see the Average Fuel Price Maintenance documentation.

CREDIT

Terms Payment terms for the customer. Note: This is a user-definable field and the options for the field are set up in the Credit Terms label in the System Administration application.

Limit Maximum amount of credit allowed the customer.

Available The company's current credit balance, which you can edit manually, or which can be updated automatically via TMW's Microsoft Dynamics GP interface. Note: For details on the credit checking feature, see the Credit checking guide.



BILLING

Invoice Applicable for Bill To companies; indicates how the system is to generate invoices and/or master bills for the company. The options are:

Freight BillCompany is to receive an individual invoice for each order; do not print a summary statement Master Bill Company is to receive a summary statement only; do not print an individual invoice for each order Both BillsCompany is to receive an individual invoice for each order, as well as a summary statement No outputCompany does not want a hardcopy invoice; do not print.Note: Some TMW clients do not bill their customers on a trip-by-trip basis, but rather have a contract to provide services for the month. They bill them by means TMWSuite does not support. If your company is one of these clients, you can use this option to move trips through the system, and have their status changed to Printed so they may be transferred to your accounting system's accounts receivable module.

Transfer Indicates the format of the information that is to be included in export files. The options are:

Freight Bill Include detail invoice transactions in the export file. Master Bill Include only summary information in the export file.

A/R Indicate if this is a Cash or Credit customer.



Print Copies Applicable for Bill To companies. Determines how many copies of each invoice are to be printed.Note: The system looks at the Bill To company profile Print Copies field and the Invoice Format Maintenance # Copies field, found in the Invoicing application, to determine how many copies of the invoice will print. The applicable INI settings, found in the [Invoice] section of the TTS50, determine whether text will print at the bottom of any of the copies.

If the quantity entered in the Print Copies field is greater than 1, this number will be used to print the invoice copies. If the Print Copies field is set to 1 and the quantity entered in the #Copies field of the Invoice Format Maintenance window is greater than 1, the system will use the #Copies quantity to print the number of invoice copies. The number entered in the PrintCopies setting determines how many copies of the invoice will print with the text specified in the Copy1, Copy2, and Copy3settings at the bottom of the invoice pages.

Master Bill days

Applicable only for Bill To companies that receive master bills. You use this field and the Last MB field to identify the schedule for printing master bills. Note: For detailed instructions on scheduling master bills, see Setting up a company for master bills .

Last MB Applicable only for Bill To companies that receive master bills. The value in this field identifies when the last master bill was printed. The system updates this field automatically each time a master bill is printed.Notes: 1. When you set up a new company's record, the system

enters the current date in this field. The field cannot be blank. Otherwise, master bills will not print.

2. For detailed instructions on scheduling master bills, see Setting up a company for master bills .

Min Charge Company-specific minimum line haul charge allowed for an order. If the line haul amount computed falls below this minimum, Invoicing will add an invoice detail with the description Order Minimum Adjustment to the invoice for the difference.



TAX RATES The Tax Rate section is designed for use with Canadian taxes. Tax rate rates are set up using the Tax Rate Maintenance window in the System Administration application. Note: Prior to setting up the system for Canadian taxes, these fields are named TaxType1, TaxType2, and Tax3.

GST Tax Type 1 is used for GST (Goods and Services Tax).

PST Your setup in the Tax Maintenance window for a particular province determines whether Tax Type 2 is used for PST (Provincial Sales Tax) or HST (Harmonized Sales Tax).Note: If you use Tax Type 2 for both PST and HST, you will only be able to define one name in the label file for display purposes. For example, if you rename the TaxType2 label to PST, it will display as PST on the company profile. Even if the Tax Type 2 check box is labeled PST, your HST setup for a province will cause the system to correctly apply HST when a company is billed.

Tax3 Tax3 field is used for QST (Quebec sales tax).

MISCELLANEOUS

Other Type 2 The name and options for this field are user-defined. Setup occurs in the Other Type 2 label in the System Administration application.Note: If you are using Microsoft Dynamics GP as your accounting package, your entry in this field can turn on the ability to transfer the first reference number recorded in the invoice header to the Document Number field in Microsoft Dynamics GP. To use the entry in this way, you must add an option to the Other Type 2 label that has REF as the value in its ABBR field. You also must select this option in the Other Type 2 field in the company profiles of the customers for which you want to transfer the reference number, as well as the TMW invoice number. For example, you may have Bill To companies that typically reference the reference number in the invoice header, often the Bill of Lading, when they remit payment.Using this feature allows the system to transfer the first reference number and the invoice number. So, if the first reference number is 45633 and the invoice number is 8776A, the document number would be sent to Microsoft Dynamics GP as 45633-8776A. A hyphen is always inserted to separate the reference number from the invoice number.

Div Of/Parent If the company is a division or subcompany of a larger one, this field identifies the parent company.



Bill Miles Indicate the type of miles that will be used to bill the customer. The options are set up in the [MileageInterface] section of your TTS50. The default options are:

P – Rand PC S – Shortest (HHG) A – ALK S – Shortest A – ALK P – Practical P – Rand PC P – Practical M – Manual A – Actual

Note: Settings that determine the interface to be used for billing miles exist in three locations: the TTS50, Bill To profiles, and rate schedules. When an order is auto-rated in Order Entry, Dispatch, or Invoicing, the system uses the following hierarchy when determining which mileage type to use:1. It checks the rate schedule being applied. If the mileage

interface is set there, it uses it.2. If the mileage interface is not set on the rate schedule, it

checks the Bill Miles field in the profile of the Bill To on the order. If the interface is set in the profile, it uses it.

3. If the mileage interface is not set in the Bill To's profile, the system uses the mileage interface specified in the [MileageInterface] Billing setting in your TTS50.

Maintaining credit information for Bill To companies TMWSuite's credit checking feature can save you money by warning or preventing you from booking orders for bad credit risks. Your customers may have accounts receivable balances that approach or exceed the limit set in their contracts or your credit policy.You can have the system do a credit check on the Bill To company when a new order is saved. The Credit Check feature will compare the total of outstanding invoices against the credit limit you set in the Bill To company's profile. Based on your system's configuration, when you attempt to save an order and the Bill To's credit limits are exceeded, you will see a warning and the system may prevent you from saving.

Notes:1. Automatic credit checking is available if you are Microsoft Dynamics GP user.

Users of other accounting packages must use SQL statements to retrieve credit information.

2. Starting with V.2007.06_10.0600, credit checking is supported in Order Entry, the Dispatch Trip Folder, and in the Agent Order Entry add-on module. It also is supported for CRM Right.

3. For complete details on setting up and using the Credit Check feature, refer to the Credit Check guide. The feature is not functional in Fuel Dispatch.



Setting up labels for Credit Information fieldsIn File Maintenance, you can access credit information by selecting Edit > Credit Info, or by clicking Credit Aging in the sheet toolbar. The Credit Information dialog box lists dollar amounts in several time frames representing the aging of accounts receivable.

You can use the default field names (0 - 30 days, 30 - 60, etc.), or you can set up field names that better fit your company's business. The descriptive names of the aging periods are changed in the AgingPeriod1—AgingPeriod6 labels in System Administration. For more information, see the chapter "Using the label file to customize fields" in the System Administration guide.

Entering customer credit informationTo enter the maximum credit you will extend to a customer, you must manually enter the amount in the Limit field of the Bill To's company profile.Using the Credit Information dialog box, you can:

Enter the accounts receivable aging data manually. Populate the fields automatically in your accounting package if you are using Microsoft Dynamic GP. If you are not using this accounting package, the information can be entered using a SQL statement.

Entering a credit limit The system tracks recorded orders and outstanding invoices against the established credit limit that you set manually as follows:1. With the desired Bill To company profile displayed, enter the credit limit amount

in the Limit field, located in the Credit section of the window.



Note: The Limit field relates to the cmp_creditlimit field in the TMWSuite database.

2. Save your entry.

Manually entering aging information If you are not using Microsoft Dynamics GP automated updates, you can still use the credit check feature manually. To populate the creditcheck table in your TMWSuite database, use the Credit Information window accessed from the Bill To's company profile. To enter data in the Credit Information window:1. Retrieve the desired Bill To's company profile.

2. Click Credit Aging in the sheet toolbar, or select Edit > Credit Info.

3. Position the cursor in the first field, and enter the appropriate amount for the aging period. Repeat for each aging period that is applicable for the Bill To. Note: If you want to enter the total credit the customer started with, you can use the aging periods to show used credit. For example, if the credit limit for a company is $5,000, and they are currently at $3,000 available, you would enter $2,000 in the first aging period (0 – 30 days).

4. Click Credit Aging again to close the window.

5. Click Save in the sheet toolbar to save your entries.Note: If you enter the credit information in error, you can use the Delete Credit Record button to remove it. For more information, see Clearing Credit Check information.

Using a SQL statement to populate the creditcheck table Your system administrator can write a SQL statement to enter aging information. The relationship between the fields in the Credit Information window and the creditcheck table format is as follows:

Credit Information Window Fieldcreditcheck Table

cmp_id varcharAgingPeriod1 — Default label: 0–30 cmp_aging1 decimalAgingPeriod2 — Default label: 30–60 cmp_aging2 decimalAgingPeriod3 — Default label: 60–90 cmp_aging3 decimalAgingPeriod4 — Default label: 90–120 cmp_aging4 decimal



AgingPeriod5 — Default label: 120–150

cmp_aging5 decimal

AgingPeriod6 — Default label: 150+ cmp_aging6 decimal

Note: In the creditcheck table, cmp_id is the primary key. Data entered in the cmp_id column should be a valid company ID in your TMWSuite database. The system adds the aging amounts together to determine if the credit limit has been exceeded.

Clearing credit check informationAt times, you may want to delete credit information for a particular company. 1. Look up the profile for the Bill To company.2. Do one of the following to open the Credit Information dialog box:

Select Edit > Credit Info.

Click Credit Info in the sheet toolbar. The Credit Information dialog box is displayed.

3. Click Delete Credit Record to clear the recorded credit information. Note: The Delete Credit Record button does not appear unless the company profile has been saved since the credit information was entered.

4. The system asks you to confirm the deletion. Click Yes to complete the deletion.The system redisplays the Credit Information dialog box with no entries in its fields. You can enter the correct information.

5. To close the dialog box, do one of the following: Select Edit > Credit Info.

Click Credit Info in the sheet toolbar.



Accessing credit review informationIn Company File Maintenance, use the Edit > Credit Review command to view credit information for a Bill To. The Credit Warning window displays:Enter the company's TMWSuite ID in the Bill To ID field, and press ENTER. The window displays the available credit information for the specified Bill To.

Click Cancel to close the window.If no information is available for the selected Bill To, the system displays the Credit Warning window, similar to the one shown below.



Searching and modifying Bill To linksA company can be a Bill To for itself, or it can be the Bill To for another company. The Company File Maintenance window has two fields related to setting up the Bill To for a company.

When a company is to be invoiced, the Bill To check box in the Switches section is selected. The company can be invoiced for its own orders, and for orders of other companies using it as their Bill To. Active Bill To companies are listed in the Bill To drop-down list in the order header, both in Order Entry and in the Dispatch Trip Folder. Note: If the Bill To check box is selected, the Bill To field in the Miscellaneous section must be set to UNKNOWN to prevent billing problems. When a company is not to be invoiced, the Bill To field in the Miscellaneous section identifies which Bill To company will be invoiced in its place. The company to be billed for orders placed by this company is selected from the Bill To field's drop-down list. This is true here, in Order Entry, and in the Dispatch Trip Folder.

Note: If you have any entry other than UNKNOWN in the Bill To field, you must clear the Bill To check box in the Switches section.

When you clear a company's Bill To check box, the system searches for all companies using it as their Bill To. The validation of affected links occurs as soon as you clear the Bill To check box.



The Default Billto Companies window is displayed. It lists all of the companies linked to the one from which you are removing Bill To status. This link-validation check can prevent billing problems after an existing Bill To becomes invalid.

You have three options: PrintPrints a hard copy of the list displayed in the window.Note: If you proceed with canceling the current company's Bill To status, the printed list can be a helpful reference. Because the system will change the Bill To field in each of their profiles to UNKNOWN, you must either make them Bill To's or assign each of them a new Bill To. YesTurns off the Bill To switch of the current company and sets the Bill To field of all linked companies to UNKNOWN. When you save the company profile, you will be reminded how many other companies were modified by the Bill To change.

Note: Affected companies will lose their billable status because their Bill To field is changed to UNKNOWN and their Bill To check box remains unselected. You must open each company's profile individually and either make them a Bill To or specify another Bill To company for them. A printed reference list can help you find all the affected companies. NoCancels the clearing of the current company's Bill To check box. No changes are made to any company profiles.Note: A quick way to create a report of Bill To links is to clear the Bill To check box and view or print the list before selecting No.



Setting up a company for master billsA master bill is a summary statement that lists totals for individual invoices for a particular Bill To company.

Note: For details on how to use master bills, see:Guide: Invoicing | Chapter: Setting up master bills |

Make entries in the Billing section of the Bill To company profile to set up the company's master bill schedule.

Invoice Indicates whether the company is to receive individual invoices as well as master bills. The options are:

Master BillThe company is to receive a summary statement only; do not send an individual invoice for each order. Both BillsThe company is to receive an individual invoice for each order, as well as a summary statement.

Note: The Freight Bill and No Output options are not applicable for master bills.



Transfer Indicates the format in which information will be exported to your accounting system.

Freight BillTransfer detail invoice transactions. Master BillTransfer only summary information.

For TMWSuite, it identifies which format will be printed.

Master Bill __ days or

These fields identify the schedule for printing master bills.The first field accepts a numerical entry. Enter the number of days between master bills. For example:

If you enter 7 as the number of days, the master bill can be printed once a week. If you enter -1, master bills can be printed multiple times a day.

In builds 2013.12_08.0356 and later, a second field displays a drop-down list. The options are:

UnknownUse this option if you want master bills printed based on the number of days you entered in the first field. End Day of MonthUse this option if you want master bills printed on the last day of the month. The system determines the value in the Master Bill_ days field. It inserts the number of days in the month following the one shown in the Last MB field. For example, if the Last MB date is 03/06, the system sets the Master Bill days field to 30, because there are 30 days in April.

Note: If you use the End Day of Month option, you cannot make a manual entry in the Master Bill_days field. If you made an entry before selecting the option, the

system replaces your entry. If you make an entry after selecting the option, the

system clears the End Day of Month value from the second field.



Last MB The value in this field identifies when the last master bill was printed. The system updates this field automatically each time a master bill is printed.When you set up a new company's record, the system enters the current date in this field. The field cannot be blank. Otherwise, master bills will not print.

If you want to print master bills based on the days entered in the first Master Bill_days field, you can change the date. For example, suppose you want to print the company's master bills every seven days. If the current date is 03/07/13, and you want to print the first master bill on 04/09/13, you would enter 04/02/13. If you want to print master bills on the last day of the month, you must enter the last day of the current month.

You print master bills using the Invoicing application's Print Invoices queue. The Last MB date in the company's profile determines when the next master bill can be printed. The system compares the company profile's Last MB date with the Date Invoices entry in the Print Invoices queue window.

When you specify the number of days between master bills, the system verifies that the date in the Date Invoices field is that many days after the date in the company's Last MB field. When you set up a Bill To's master bills to print on the last day of the month, the date in the Date Invoices field must be the last day of the month following the Last MB date in the company's profile. For example, the Last MB field value in Bill To JEMCLE's profile is 02/28.



When the Date Invoices field in the Print Invoices queue window is set to 03/31, a master bill can be printed.

If the date in the Date Invoices field is set to an earlier date in the same month, the system displays a message stating, "No records meeting the selected restrictions were found."

Recording a mailing address for a freight payment service companyBy default, when an invoice is printed the system uses the address of the Bill To company as the mailing address. However, for some Bill To customers you may need to specify that invoices be mailed to a third party freight payment company instead. An alternate mailing address for a Bill To company is recorded in the Mail To Info window.

Mail To Info window



Entering the Mail To addressFollow these steps to record a mail to address:

1. With the Bill To's company profile open, click Mail To Info to access the Mail To Info window.

2. Make entries in the following fields for the freight payment company:Name Company's name.

Address Street address.Note: The second address field is not labeled.

City, State City/state location.

ZIP ZIP Code.

3. Do one of the following: If you always want the alternate address is to print on all invoices created for

the Bill To, be sure that these check boxes are cleared:

Click Close to exit the Mail To Info window. Save the company profile. If the alternate address is to print only when one or both of the following

conditions are true, see Specifying when the alternate address is to print. The invoice must include a line haul charge. The payment terms recorded on the invoice header matches an entry in

one of the Match Terms fields on the Mail To Info window.The Mail To Info window shows a warning, such as the one displayed below, when you have entered information incorrectly and try to save the company profile:

If you entered an address or city but you did not enter the name of the freight payment company, you will see this warning and your entries will not be saved:



If you entered the name of the freight payment company but you did not record an address or city, you will see this warning and your entries will not be saved:

At least one address line and a city are required.

Specifying when the alternate address is to printIf you do not want the alternate address to print on all invoices created for a Bill To, you can use either or both of the check boxes in the lower portion of the Mail To Info window to specify printing conditions:

Use this table to determine the setup that is appropriate for the condition(s) you want to impose:If conditions are set like this: The Mail To address is handled like this

Option 1: Mail To address prints on every Bill To company invoice.

Option 2: Mail To address prints only when an invoice has a line haul charge. This means that at least one of the invoice detail lines must have a primary charge type. Charge types are set up in the Enter/Edit Charge Type window. Note: To be considered primary, the charge type must have an entry of Shipment in the Basis field. It also must have the Primary (line haul) check box selected.



If conditions are set like this: The Mail To address is handled like this

Option 3:

Note: If you select the check box Print Mail To only if invoice terms match one of the following, you must also make an entry in at least one of the Match Terms fields beneath the check box.

Mail To address prints only when the payment terms in the Ppd/Col field on the invoice header matches an entry in one of the Match Terms fields on the Mail To Info window.Notes:1. No Match is the default entry for each

Match Terms field. If No Match is left as the setting for all three fields and the check box Print Mail To only if invoice terms match one of the following is selected, you will not be able to save.

2. The options for the Ppd/Col field and the Match Terms fields are set up in the CreditTerms label in the System Administration application. System codes are Prepaid, Collect, Other, and Third Party.

Option 4: Mail To address prints only if both of these conditions are true:

An invoice has a line haul charge. The payment terms in the Ppd/Col field on the invoice header matches an entry in one of the Match Terms fields on the Mail To Info window.

Note: This option is the system default.

If Mail To information does not exist for a company, the Mail To Info field name displays in blue. When you record an alternate mailing address for a Bill To company, the Mail To Info text displays in red. The red text immediately alerts you that there is a different billing address for the company.



Setting defaults for the Mail To check boxesThese settings in the [FileMaint] section of your TTS50 are used to specify the default settings for the check boxes in the Mail To Info window:

Note: These settings determine only the check box defaults. If needed, you can manually select or clear the check boxes on the Mail To Info window.

[FileMaint]DefaultMailtoTermsMustMatchFlag

Applies to TMWSuite: 2003.03_03.0002Description This setting is one of two that set the default flag for whether the

system will print the Bill To company’s name and address on an invoice.

Options Y (default)At least one of the terms specified in the Mail To Info window’s MailTo Term1 – MailTo Term3 fields must match the terms shown in the invoice header’s Ppd/Col field for the system to print the MailTo name and address on the invoice.

NThe system will ignore the terms specified in the Mail To Info window’s MailTo Term1 – MailTo Term3 fields and print the MailTo name and address on the invoice, unless restricted by the DefaultMailToForLinehaulFlag= setting.

[FileMaint]DefaultMailToForLinehaulFlag

Applies to TMWSuite: 2003.03_03.0002Description This setting is one of two that sets the default flag for whether the

system will print the Bill To company’s name and address on an invoice or print the MailTo name and address recorded for the company in the MailTo Info window.

Options Y (default)The MailTo name and address recorded for the Bill To company will be printed on the invoice only if the charges include line haul.

NThe system will ignore whether the invoice includes line haul charges and print the MailTo name and address recorded for the Bill To company if the conditions specified by the DefaultMailtoTermsMustMatchFlag= setting are met.



How Invoicing uses the Mail To informationWhen an invoice for a company with a Mail To address is retrieved, the Different Mail To address exists notation is displayed in red below the Bill To company's name and address.

If the invoice matches the conditions you set on the Mail To Info window, the address for the freight payment company is printed in the Bill To field on the hardcopy invoice. The Bill To company ID is shown next to the Mail To address.



Enforcing a company-specific minimum line haul chargeTMWSuite supports enforcing a company-specific minimum charge for an order. When the line haul charge is less than the minimum charge recorded in the Bill To's profile, the system will add an invoice detail for the difference.

Warning: Because supplemental invoices have no line haul amount, the system applies the entire company minimum charge on supplemental invoices for companies that have a minimum charge recorded in their profiles.

Note: The company specific minimum line haul feature is designed for use with companies that are billed in Rate by Detail mode. If you use the Rate by Total rating method for a Bill To, you should specify the line haul minimum in the header of the primary rate.

Recording a company's minimum chargeIn the Bill To's profile, record the minimum line haul charge. Make your entry in the Minimum Charge field, which is located in the Billing section of the window.



How the company's minimum charge is enforcedWhen an order is rated for a Bill To having a minimum line haul charge, the system compares the line haul charge on the order with the minimum charge. If the line haul does not meet the minimum charge, the system adds an invoice detail for the difference. In the example shown here, the line haul charges for this Rate by Detail order do not equal the $500 minimum charge recorded for Bill To company, LIZSAN.

An invoice detail for the adjustment is added.

Note: Although the detail for the adjustment uses the Minimum Charge system code charge type, it is used differently than it would be if you used it to create a minimum charge rate. Special coding has been added to allow the Order Minimum Adjustment description, to be displayed. This description is not shown when the charge type is used for a minimum charge rate.



Enforcing company order requirementsThe Company Order Requirements feature allows you to record a Bill To's order requirements and prevent the dispatch of an order that does not meet your customer's specifications. You can set up two types of order requirements:

Required DataRequired data pertains to the freight transported or the assignment of a trailer used to transport it. You can specify the minimum/maximum commodity count or weight, or that a trailer must be assigned on the order before it can be saved. You must also make these specifications: Whether the requirement pertains to pickups, drops, or all stops. If the

specifications are not met, the system will not allow the order to be saved. When the system is to check that the required data is included in the order,

i.e., at the arrival or the departure, or both.Notes: 1. Requirements pertain only to billable stops. 2. Orders with Bill To requirements can be created in either Order Entry or

the Trip Folder, but no requirements are enforced in Order Entry. For example, suppose you have an order that was created in Order Entry. All the stop information was entered in Order Entry. The asset assignment was also made in Order Entry. If the order is dispatched through Dispatch, the requirements will be enforced. If the order is started and/or completed in Order Entry, the requirements will be ignored. Order Entry does not enforce requirements —only Dispatch will enforce requirements.

Whether the system is to check that the requirements are met at the time the specified stop(s) are actualized or at any time the order is saved.

Whether the system is to check each stop individually or all stops at once. Reference NumbersReference numbers can be required for the order header or for stops. You must also make the following specifications: Whether the system is to check each stop individually or if it is to check the

order as a whole. Whether the system is to check each time the order is saved, or only when a

stop is actualized. Whether the system is to check when updating arrivals or departures. Whether the system is to check for pickups, drops, or any stop.



Entering a Bill To's order requirementsBill To requirements are recorded in the Company Order Requirements window. With the profile of the Bill To company for which you are recording order requirements displayed, select Edit > Requirements.

Notes:1. The Requirements command is available only when the company profile for a

Bill To company is displayed.2. Company Order Requirements are enforced only in Dispatch.

The Company Order Requirements window is displayed.

By default, the Required Data tab is displayed.

Making entries in the Required Data tabThe Required Data tab is used to enter requirements for the commodity listed on the order, or to specify that a trailer be assigned to the order before it can be saved.1. To add a requirement, do one of the following:

Select Edit > Add.

Click Add Row in the sheet toolbar.



2. Make entries in the following fields:Req Code Select the type of data the order must contain from the

drop-down list. The options are: Required TrailerThe system will verify that a trailer is assigned on the order before it can be saved. Required PiecesThe system will verify that the commodity count recorded on the order falls within the specified minimum/maximum set up in the requirement. Required WeightThe system will verify that the commodity weight recorded on the order falls within the specified minimum/maximum set up in the requirement.Note: The requirements logic currently does no unit conversion. For example, if a requirement is set up for 2000 lbs and a quantity is recorded on a stop with a quantity of 1 ton, the requirements logic will not recognize that 1 ton = 2000 pounds. It looks only at the minimum/maximum number and compares it to the quantity (for the appropriate type) on the Stop.

Stop Type Select the type of billable stop for which the system will verify that the required data exists. The options are:

AllThe required data must be recorded for all billable stops. PickupsThe required data must be recorded for all pickups. DropsThe required data must be recorded for all drops.

Status Field Select the stoptable field the system is to look at before it performs the check for the required data. The options are:

Arrival StatusThe system will check the Arrival Status field of the specified stop type for the status specified in the next field. Departure StatusThe system will check the Departure Status field of the specified stop type for the status specified in the next field. All StatusThe system will check the stop status specified in the next field in both the Arrival Status and the Departure Status fields for the specified stop type.



Status Select the stop status that is required in the stoptable field (specified in the previous field) that will prompt the system to perform the check for the required data. The options are:

EstimatedThe system will perform the check when the specified status field shows the stop status as Estimated. ActualizedThe system will perform the check when the specified status field shows the stop status as Actualized. AnyThe system will perform the check regardless of the value shown in the specified status field.

Apply to Your entry in this field tells the system whether to check the commodity count/weight for the entire order or for individual stops. The options are:

All StopsThe system will check that the commodity count/weight for the entire order meets the required minimum (and maximum, if applicable). Each StopThe system will check that the commodity count/weight for each stop meets the required minimum (and maximum, if applicable).

Min Qty This field is displayed only when the Rec Code field is set to Require Pieces or Require Weight. Enter the minimum count or weight that must be recorded for the commodity. The system will not save the order unless the minimum is met.

Max Qty This field is displayed only when the Rec Code field is set to Require Pieces or Require Weight.

If applicable, enter the maximum count or weight that may be recorded for the commodity. The system will not save the order if the count or weight is greater than the value in this field. If no maximum is applicable, leave this field blank.

Description If desired, enter a free-form text description of the requirement.



The sample order requirement shown here states that an order must have at least 10 pieces of freight, but no more than 20 pieces. The system is to verify the commodity count when the departure from the shipper is actualized.

The order used to test our sample commodity count requirement is shown here:

Because the commodity count is greater than the maximum set up in the order requirement, when the departure from the shipper is actualized, the system displays this message:



The value in the Count field must be changed to allow the stop to be actualized.

Making entries in the Reference Numbers tabThe Reference Numbers tab is used to enter requirements for the type of reference number(s) recorded on the order.1. To add a reference number, click the Reference Numbers tab. 2. Do one of the following:

Select Edit > Add.

Click Add Row in the sheet toolbar.The system adds a blank row of three fields.

Additional fields are added as needed, based on your entries in the Attach To and Activity On fields.

3. Make entries in the following fields, as needed:Ref Num Select the reference number type the order must contain

from the drop-down list. The options are the user-defined values your company set up for the ReferenceNumbers label.

Attach To Select the table to which the required reference number type must be attached. The options are:

Order HeaderThe required reference number must be attached to the orderheader table. StopsThe required reference number must be attached to the stoptable.



Activity On Specify whether the system will look at each stop on the order or if it will look at the order as a whole to verify the required reference number type is present. The options are:

Order HeaderThe system will check the orderheader table for the specified reference number type.Note: Selecting this option displays the Status field. StopsThe system will check the stoptable to verify each stop contains the required reference number type.Note: Selecting this option displays the Status, Status Field, and Stop Type fields.

Status Select the status that is required in the specified table, i.e., orderheader or stops that will prompt the system to perform the check for the required data. The options are:

EstimatedThe system will perform the check when the specified status field shows the stop status as Estimated. ActualizedThe system will perform the check when the specified status field shows the stop status as Actualized. AnyThe system will perform the check regardless of the value shown in the specified status field.

Status Field This field is displayed only when the Activity On field contains a value of Stops. Select the stoptable field the system is to look at before it performs the check for the required reference number type. The options are:

Arrival StatusThe system will check the Arrival Status field for the specified stop type. Departure StatusThe system will check the Departure Status field for the specified stop type. All StatusThe system will check the stop status in both the Arrival Status and the Departure Status fields for the specified stop type.



Stop Type This field is displayed only when the Activity On field contains a value of Stops. Select the type of billable stop for which the system will verify that the required reference number type exists. The options are:

PickupsThe required reference number type must be recorded for all pickups. DropsThe required reference number type must be recorded for all drops. AnyThe required reference number type must be recorded for all billable stops.

The sample order requirement shown here states that an order must have a reference number type of Reference # attached to each stop. The system is to verify the existence of the reference number type when any stop is actualized.



The order used to test our sample reference number requirement is shown here:

Because the test order has a reference number type of Bill of Lading# attached to the stops, when the arrival at the shipper is actualized, the system displays this message:



Having required reference numbers conform to a specific format First available in TMWSuite: build 2009.08_08.0841.You can set up the system to require that the order header reference numbers conform to a specific format, called a mask. For example, you can require that orders for Bill To company ABC:

Have a Bill Of Lading reference number recorded for the order header. and that

The reference number must start with the letters BOL, followed by a dash, followed by a four-digit number, followed by a dash, followed by a 5-character alphanumeric value.

Format validation is enforced when the order is saved in the Trip Folder or Planning Worksheet.

Note: The system will not enforce the reference number mask (formatting) in the Order Entry application.

To use this functionality, you must: Activate it using the [Misc] userefnumvalidationmask setting in your TTS50. Specify the desired mask(s) for each Bill To company that requires a particular

format.

Warning: Once this feature is activated and you have identified required formats for a Bill To company, the system will enforce those format requirements on the Bill To's pre-existing orders, as well as on new ones.

Reference numbers are checked one by one. If multiple numbers do not meet the requirements, you will see message(s) for the first problematic number the system finds. If you fix that number and attempt to save, you will get message(s) about the second problematic number, and so on, until all numbers are changed to meet requirements.



Activating the reference number mask requirementYou can set up the system to allow masks to be defined. When a mask exists, the system will validate reference numbers against it. Different types of reference numbers can have unique formats.

[Misc]userefnumvalidationmask

Applies to TMWSuite: 2009.08_08.0841Description This setting determines whether the user must enter a Bill To

company's required order header reference numbers in a specific format. Formats are recorded on a Bill To-by-Bill To basis, using the Company Order Requirements window in File Maintenance. Note: The Company Order Requirements window is available in Company File Maintenance when you have the profile of a Bill To company displayed.

Options N (default)Do not enable the entry and enforcement of specific reference number formats for required order header reference numbers.

YEnable the entry and enforcement of specific reference number formats for a Bill To's required order header reference numbers.Notes: When this option is used:1. The Validation Mask field appears on the Reference

Numbers tab in the Company Order Requirements window.2. Each reference number type required for the order header can

have a unique required format.3. Required reference numbers can be entered for a Bill To without

defining a mask if the Bill To does not require a specific format.4. The system will enforce the format requirement only in the

Dispatch application. The enforcement is applied under the conditions defined in the Activity On and Status fields in the Company Order Requirements window.

5. The system will enforce the format requirements on a Bill To's pre-existing orders, as well any new ones.



Recording a required formatYou can specify unique reference number formats for Bill To companies that have reference number requirements applicable to the order header. If a Bill To requires multiple reference numbers for the order header, each of them can have a unique format.If a Bill To company already has required reference numbers set up, you can record masks for them.

Note: For more information about company requirements, see the Enforcing Company Order Requirements section in the "Company File Maintenance" chapter of the File Maintenance guide.

1. Look up the profile of the Bill To company.2. Select Requirements >Edit. 3. In the Company Order Requirements window, select the Reference Numbers

tab.

4. Make entries in the following fields:

Ref Num Select the required order header reference number type. The options are the user-defined values your company set up for the ReferenceNumbers label.

Attach To 2. Select Order Header.Note: Reference number masks are enforced only for reference numbers recorded in the order header.



Activity On This field defaults to Order Header when you select Order Header in the Attach To field. Do not change the value.

Status 3. This field defaults to Started when you select Order Header in the Attach To field.

4. Select the status that will trigger the system to check that the reference number type exists on the order header, and that it is in the required format. AvailableThe system will perform the check when you save an order that has a status of Available. Note: If you change the status of the order from Started or Completed, back to Available, the check will be performed. StartedThe system will perform the check when you save an order where the arrival at the first stop has a status of Actualized. CompleteThe system will perform the check when you save an order that has a status of Completed.

Validation Mask Enter the format required for the specified reference number type. Use any combination of these values. #

The entry must be a numeric character. @

The entry must be either an alphabetic or numeric character (1 - 9, A - Z).

Any other value, such as a letter, a number, a space, a slash (/), or hyphen (-) will be treated as a constant. This means that the character itself must be entered.

Notes: 1. Use the horizontal scroll bar at the bottom of the

window to display the entire field before making your entry.

2. When entering alpha characters, use the SHIFT key to make them upper case. The format validation is case sensitive. Although you can enter characters in lower case in this field, when reference numbers are entered in the Order Entry or Dispatch applications, the system automatically makes them upper case.

5. Save your entries.



Example of how a mask is enforcedTo illustrate how the system enforces the format entered in the Validation Mask field, we set up order header reference number requirements for Bill To PORPOR as shown here:

Note that Bill of Lading and Purchase Order number requirements will be checked when we attempt to save an order with a Started status.On order #6434, shown below, we entered PORPOR as the Bill To. We added the required Bill of Lading reference number type. However, we neglected to enter the PO reference number type.



How the BOL mask is enforcedNotice how our BOL entry differs from the BOL format specified in the Validation Mask field in the Company Order Requirements window:

We substituted the letter K for L in the third position. We used a slash instead of a hyphen in the fourth position.

We used a hyphen instead of a slash in the seventh position. In the Trip Folder, we assigned resources and actualized the first pickup. When we save the order, we get a series of error messages that tell us how the reference number does not match the specified format.

After clicking OK in the first message, the second one appears.

The system keeps showing messages until it has identified all of the differences between the required format and our entry.



How the PO# requirement is enforcedAfter the series of messages telling us how the BOL reference number does not match its required format, we get a message saying that we are missing the required PO reference number.

At this time, the system can only state that the reference number is missing. Because we have not recorded a PO number, the system cannot compare it with the specified format.When we enter our PO number, if we make a mistake, the system will tell us where it does not match the required format:



Setting up parent and subcompaniesIn some cases, a customer may be a parent company with multiple subcompanies or divisions. The setup of a parent and its divisions is useful when billing rates for subcompanies are based on the parent. You can run a report showing which companies are divisions of a parent company.In the Company File Maintenance window, you can designate a company as a parent, or you can select the parent for a sub company. The Parent check box is located in the Switches portion of the window; the Division Of /Parent field is located in the Miscellaneous section of the window.

Notes:1. A company cannot be a division or parent of itself, and a company cannot be a

parent of another parent. Therefore, when you select the Parent check box, the DivOf/Parent field is set to UNKNOWN and becomes read-only.

2. Although clients typically only use a parent as a parent, the system allows you to flag a company as both a Bill To and a parent (as well as shipper, consignee, etc). This is because it is possible for a company to serve as a Parent for other companies, and as a Bill To for itself.

3. For details on rates based on the parent/division relation, see the Billing Rates guide.



Setting up a parentGenerally, you only designate a company as a parent if other companies in your database are divisions of that parent. 1. With the company's profile displayed, select the Parent check box in the

Switches section of the window.

2. When all other fields are correct, click Save.

Setting up a divisionYou can set up the system to ensure that only valid parent companies are listed in the Division Of/Parent field.

[Misc]EnforceValidParentCmpID

Applies to TMWSuite: 2002 and later, Fuel DispatchDescription This setting determines whether the drop-down list for parent

companies is restricted only to IDs for parents. These fields are affected: DivOf/Parent field on the Company File Maintenance screen in File

Maintenance. Divis. Of/Parent field on rate indexes in Rate Schedules. Div of Parent field in the .NET version of the company profile.

Options N (default)Do not restrict the drop-down list.

YRestrict the drop-down list to IDs of companies designated as parents.

Designating a company as a division of a parent companyFollow these steps to designate a company as a division of a parent company. 1. With the subcompany's profile displayed, select a Parent company from the

drop-down list in the Division Of/Parent field. Notes: 1. When the Parent check box is selected, this field is display only.2. Only companies designated as Parents are displayed in the drop-down list if

you are using the EnforceValidParentCmpID=Y setting.



2. When all other fields are correct, click Save.

Searching for parent companiesTo search for all companies that have the Parent switch selected in their company profile, do the following:1. In a base application, select Tools > Scroll Companies.2. Select the Parent check box as a search restriction and click Retrieve. The

system will display the results of your search.

Searching for divisions of a parent companyTo search for all companies that are divisions of a particular company do the following:1. In any base application, select Tools > Scroll Companies.2. In the Division Of field, type the company ID of the parent company, and click

Retrieve. The system will display the results of your search.



Adding a custom location for a companyWhen a company's city location does not exist in your TMWSuite database or when there is no true street address, there are two features that allow you to create custom locations:

You can set up the system to add a new custom city record at the same time you create the company profile. This feature requires the use of a version of ALK's PC*Miler that supports Custom Place entries. You can use free-form geographic identifiers in place of a street address. This is a useful feature for any pickup or drop location, such as an oilrig site, that does not have a true street address. You may still need to add a city profile as described above since it is a system requirement that you have both an address and a city/state for any company location. However, the free-form geographic identifiers will display in place of the city/state in Order Entry, Dispatch, Invoicing and Settlements.

These features are independent of each other. You can use one feature for some companies and the other feature for other companies.

Adding a city profile from Company File MaintenanceYou can add a city profile from within the Company File Maintenance window, provided you are using a version of ALK's PC*Miler that supports Custom Place Entries. This feature extends the concept of city to any custom location such as an oilfield or new highway construction site that the company may want to use as a pickup or drop.You must take two steps before you are ready to create a city profile from within Company File Maintenance:

Activate the Company City Creation feature using the [FileMaint]AllowCompanyCityCreation setting in your TTS50. When the feature is active, a check box displays in the Company File Maintenance window. Set up a matching Custom Place within PC*Miler.

Note: Not all versions of PC*Miler support this feature. It is not available with other software, such as Rand MileMaker.

Setting up the system to add a city profile on the flyThe ability to have the system add a city profile from the Company File Maintenance window is controlled by the [File Maintenance]AllowCompanyCityCreation INI setting. When the feature is enabled, you can create new cities and custom places on the fly or as you need them from within the Company File Maintenance window.



[FileMaint]AllowCompanyCityCreation

Applies to TMWSuite: 2006.05_10.0380Description This setting determines whether the Add City check box is displayed in

the Company File Maintenance window. When the check box is selected, the system will use your entries in the City, State; Zip; County; Lat; and Long fields to create a new city profile.

Options N (default)The Add City check box will not be displayed.

YThe Add City check box will be displayed.Note: The check box is displayed, but not selected by default.

Additional Notes

1. The system will create the new city profile only if you have a matching Custom Place entry in ALK’s PCMiler application. You must be using a version of PCMiler that supports custom places to use this feature.

2. This feature does not work with any version of Rand MileMaker mileage software.

Creating a custom place in ALK's PC*MilerBefore you can add a city profile to the TMWSuite database, you must create a matching Custom Place record within PC Miler. You identify the new city by Custom Name and by Location or latitude/longitude coordinates.

Make careful note of the entries you make in the Custom Place Manager window because you must enter exactly the same custom place name or lat/long coordinates in Company File Maintenance and you must close PC*Miler before you open the File Maintenance window.

Note: For information about creating a custom place, please refer to your PC*Miler user documentation.



Adding the custom place as a city while creating the company profileOnce you have created the custom place in PC*Miler, you can add a matching city record from the Company File Maintenance window. 1. With the company profile opened, select the Add City check box. It is located

next to the third Address field.

When you select the check box, the single City, State field is replaced by separate fields for City, State, and County.

2. Enter the custom place name in the City and State fields, or enter the lat/long coordinates in the Lat and Long fields.

3. Complete the company profile and save.



When you save, the system verifies the mileage between Beachwood, Ohio and the new location. The city profile is saved, even when the mileage cannot be verified. Now when you access the City File Maintenance window, you can retrieve the record for the new location.



Using free-form geographic identifiers for company locations without standard addressesYou may have customers with pickup or drop locations that do not have true street addresses, such as oil rig sites. To allow you to enter stops on orders without using a shipper/consignee street address, geographic location fields are provided on the company profile. If more than one of your customers uses the same pickup/drop location, you can record the same geographic location in the profiles of multiple companies.

Note: Technically, a geographic location can replace both a street address and the city/state. However, since TMWSuite requires that company profile include a city, you must enter one. If needed, you can set up a fictitious city in your city table to use when recording geographic locations for companies. However:

Canadian clients must use a city in the correct province to ensure taxes are computed properly. If you use a fictitious city, you must also enter miles manually; mileage look-ups will not be available.

Geographic location fields are displayed in more than just the company profile. They can also be found in these windows:

Order Entry Folder Dispatch's Trip Folder and Planning Worksheet Edit Invoice Folder Trip Settlements Folder Find Companies scroll window's Address tab

Recording a geographic location for a companyWith the company profile for which you want to record a geographic location displayed, do the following.

Note: To accommodate the various standards that TMW clients use to record geographic locations; both GeoLoc fields in the company profile are free-form text fields that accept up to 50 alphanumeric characters.

1. In the GeoLoc(fmt) field, enter the geographic location using the formatting your company requires.



2. In the GeoLoc(srch) field, enter the geographic location in the format that a search should use, i.e., without formatting.The system uses your entry in this field when you search for companies based on a geographic location.

3. Save your entries.

How geographic locations are displayedOnce a geographic location has been recorded for a company, it is displayed as the shipper or consignee location on orders instead of a city/state. In our sample order #2992, the shipper has a geographic location displayed in the order header. The geographic location also appears in the Stop Detail section.

Note: To see the city/state recorded for the location, right-click the company ID and select the Company: Information command. This gives you access to the company profile.



In Dispatch's Trip Folder, the geographic location recorded for a company displays in the Geo Location column in the Freight Detail grid.

Geographic location data does not display in the Trip Folder's Stop Detail grid. In Dispatch's Planning Worksheet, the geographic location recorded for a company displays in the Origin GeoLoc and the Final Dest GeoLoc columns in both the Available Trips grid and the Available Power grid.

In the Edit Invoice Folder, when a geographic location is recorded for the shipper and/or consignee company, the geographic location is displayed instead of the city/state in the respective company's information in the invoice header. It is also shown in the Delivery information in the invoice detail section of the window.



In the example below, notice that a geographic location is recorded for both the shipper and consignee. Also, notice that the system does not display a geographic location for the Bill To.

Note: Geographic locations do not: Affect rating. Print on invoices.

In the Trip Settlements Folder, when a geographic location is recorded for the stop company, it is shown in the City/State/County field.



Using geographic location as company search criteriaThe Geo Loc field is found on the Address tab of the Find Companies scroll window. You can use it as search criteria when retrieving a list of companies. Enter a complete geographic location or a partial one with a wildcard. The percent sign (%) is the wildcard symbol. It can be entered before and/or after the partial geographic location.

Dispatchers are often accustomed to entering an unformatted portion of the official code for a geographic location. With the unformatted code recorded in the GeoLoc(search) field in the company profile, dispatchers can use a portion of the code as search criteria to retrieve the correct company. For example, the standard geographic location is 00 12-03-065-09 W4 and dispatchers normally use 0306509 as the look up criteria. They can still enter 0306509 in the Geo Loc field in the Find Companies scroll window. This search uses the alternate version of the formatted code.

Note: If you frequently look up companies by geographic location, you can use the [Misc]CompanyScrollStartField=GeoLoc setting in your TTS50 to make the look up process faster. This setting allows you to designate the Geo Loc field as the default field in which the cursor will be located whenever you select the Tools > Find Companies command.



Determining a company's latitude and longitudeYou can use any of these methods to record the latitude and longitude in a company's profile:

Automatic lookup using PC*MILER|Streets V.14 or laterNote: Lookups can be done on a company-by-company basis, or they can be done for multiple companies at one time. Manual entry GPS readingsNotes:1. The automatic update via GPS readings operates only if the following is true:

You are using TotalMail V.6.4.661 or later. You are using the PeopleNet mobile communication system. In PeopleNet, PACOS and Geofence support has been activated.

2. See the TotalMail PeopleNet interface setup and operation guide for details on setting up PeopleNet and PACOS, and on GPS-based latitude and longitude lookups.

Configuring the system to use PC*MILER|Streets for lookupsIf you use PC*MILER|Streets V.14 or later, you can use three INI settings to set up the company latitude/longitude lookup feature:

Configure the system to use PC*MILER|Streets V.14 or later.

[PCMilerMap]MappingInstalled

Applies to TMWSuite: 2001 and later, TMW OperationsDescription Use this setting to specify the PCMiler application you have installed for

mapping: PC Miler Mapping or PCMiler/Streets.This setting also controls the appearance of the Map Address and Get Lat/Long buttons in the Company File Maintenance window. You use the Map button to view the company's location in the Map

Company window. You use the Get Lat/Long button to retrieve the company's

latitude/longitude data.Options No (default)

PCMiler mapping software is not installed.Note: When this option is used, the Map Address and Get Lat/Long buttons are not available in the company profile.

PCMiler(Versions 2000 and lower)Note: When this option is used, the Map Address and Get Lat/Long buttons are not available in the company profile.



[PCMilerMap]MappingInstalled

PCMilerNew(Version 14 and up)Note: When this option is used, the Map Address and Get Lat/Long buttons are not available in the company profile.

PCMilerStreets(Versions 2000 and lower)Note: When this option is used, the Get Lat/Long button is not available in the company profile.

PCMilerStreetsNew(Version 3.0 and up)Notes: 1. When this option is used, the Map Address and Get Lat/Long

buttons are available in the company profile.2. You must use this option to have mapping to work in TMW

Operations.

Determine whether latitudes should be considered North or South.

Determine whether longitudes should be considered East or West.

[Internationalize]DefaultLongitude

Applies to TMWSuite: 2004.03_08.0004 and laterDescription This setting determines whether longitudes should be considered East

or West.Options W (default)

For companies in the western hemisphere. E

For companies in the eastern hemisphere.

The system uses these data elements from the company profile when it attempts to retrieve a company's latitude and longitude from PC*MILER|Streets:

Address 1 Address 2 ZIP/postal code City/state or province



Note: If a lookup is based on city, the latitude and longitude used will be those of the exact center of the city.

Recording latitude/longitude information in a company's profileTo populate an individual company's Lat and Long fields:1. Open the company's profile in File Maintenance.2. Do one of the following:

Manually enter latitude and longitude information in the Lat and Long fields. To have the system automatically look up latitude and longitude, you must:

Enter a city/state or province, at minimum. In addition, a valid street address and ZIP Code or postal code will ensure the retrieval of the most accurate latitude and longitude values.

Click the Get Lat/Long button.

When you have the system look up the latitude and longitude in PC*MILER|Streets, the values it finds depend on the accuracy of the address information you have recorded in the company profile. One of the following occurs:

If you have entered a street address that is an exact match to an address in PC*MILER|Streets, the system will use that address to determine the latitude/longitude. Those values are written automatically to the Lat and Long fields. If the system cannot find a PC*MILER|Streets address that matches exactly, it looks for a close match. If it finds one, the latitude/longitude values are written automatically to the Lat and Long fields.



If it cannot find a close match, it will not update the Lat and Long fields. Instead, it will display an invalid address message, similar to this:

Assigning a confidence rating to a lat/long readingThe Additional Details window, accessed through the Company File Maintenance window, contains a Times Verified field in the Company Lat/Long area. This field serves as both an accuracy indicator and a control device for fine-tuning a company's latitude and longitude.

When you click the button in the lower right corner of the Company File Maintenance Folder, the Additional Details window opens.

The Times Verified field is circled in this illustration of the Additional Details window.

If the number shown in the Times Verified field is greater than zero, it represents the number of GPS sightings used to average the company's latitude and longitude values—the higher the number, the greater the confidence (accuracy) level.



For example, an entry of 20 means that the lat/long reading has the confidence level of 20 GPS readings. An entry of 50 means the lat/long reading has the confidence level of 50 GPS readings. Therefore, an entry of 50 indicates greater accuracy than an entry of 20.The Times Verified field can be updated in one of three ways:

The number increments automatically with each additional GPS reading that is within a user-specified distance from the company location. The automatic update via GPS readings operates only if you are using TotalMail V.6.4.661 or later. Also, one of the following must be true: You are using the TotalMail Omnitracs™ Automated Arrival and Departure

(AAD) facility that is part of the TotalMail – TMWSuite check call interface. or You are using the PeopleNet mobile communication system, and PACOS

and Geofence support has been activated.In addition, you must activate the feature using the TMUpdCmpLatLongTolerance General Info Table setting. For details, see Auto-tuning a company's latitude and longitude. You update the number manually.This method is useful if you do not have PeopleNet, but would still like to assign a confidence level. Although your manual entry is not based on a number of GPS readings, you can enter a number that is equal to the confidence level represented by a particular number of GPS readings.If you are using PeopleNet, you can change the number manually to adjust the confidence level. You use the Mass Lat/Long Assign window to have the system use PC*MILER|Streets to look up latitudes and longitudes for multiple companies.The Mass Lat/Long Assign window assigns confidence levels based on the quality of the criteria used to determine the latitude and longitude. For details on this window, see Assigning latitudes/longitudes for multiple companies at one time.



Using TotalMail to auto-tune a company's latitude and longitudeAuto-tuning latitude and longitude is supported for the AAD facility and the PeopleNet interface.

You can configure the AAD facility to reset the latitude-longitude value for a company when the GPS sighting on an Auto-Arrive form message is different from the company's recorded latitude-longitude value. When a driver arrives at a company destination, the PeopleNet mobile communication terminal prompts the driver to confirm the arrival. When the driver confirms the arrival, the standard PACOS Arrived macro, containing a GPS sighting, is sent to TotalMail.

Activating the auto-tuning featureTo enable auto-tuning, you must do the following:

To enable it for a specific company, you must open its profile, access the Additional Details window, and set the Times Verified field to 0. For any companies where the Times Verified field is to set to 0, activate the feature via the TMUpdCmpLatLongTolerance setting in the General Info Table. It determines the tolerance level for a GPS sighting, as well as whether an out-of-tolerance reading generates an error in TotalMail.

TMUpdCmpLatLongTolerance

Applies to TMWSuite: 2003.03_03.0140 and laterDescription This setting determines:

The allowed distance from a company’s current position a GPS sighting to be considered to be in tolerance.

If a GPS sighting is out of tolerance, whether the system will generate an error in TotalMail.

Your entry in the Int1 field specifies the maximum number of miles a GPS sighting may be from a company’s currently recorded location to be considered in tolerance. Only those GPS sightings that are in tolerance will be used to auto-tune the company’s latitude and longitude data. An out of tolerance sighting will not be averaged into the current lat-long. Your entry in the String 1 field controls whether a GPS sighting that is out of tolerance will trigger an error in TotalMail.

Int1 -1 (default)Turn off tolerance checking.

String1 I (default)Ignore an out of tolerance GPS sighting. EGenerate an error if the GPS sighting is out of tolerance.



Inactivating the auto-tuning featureTo disable auto-tuning, you must do the following:

To disable it for a specific company, you must open its profile, access the Additional Details window, and set the Times Verified field to -1. To inactivate the feature for all companies, set the Int1 field in the TMUpdCmpLatLongTolerance General Info Table setting to -1. Another option is to edit the PACOS Arrival form (for PeopleNet) or edit the Auto-Arrive form (for AAD). Delete the Update Company Lat-Longs view.

How auto-tuning works

For PeopleNet When a driver arrives at a company destination, the PeopleNet mobile communication terminal prompts the driver to confirm the arrival. When the driver confirms the arrival, the standard PACOS Arrived macro, containing a GPS sighting, is sent to TotalMail.

For AAD When a driver arrives at a company destination, the AAD facility creates an Auto-Arrive form message, containing a GPS sighting.For both PeopleNet and AAD, the lat-long tuning process works as follows:

If the company lat-long is set to -1, no tuning occurs. If the GPS sighting is out of tolerance, no tuning occurs. If String1 in the TMUpdCmpLatLong Tolerance setting is set to E, the Arrived message is failed by TotalMail and set with error information. If the GPS sighting is within tolerance and a lat-long does not exist for the company, the GPS sighting is set as the new lat-long. If the GPS sighting is within tolerance and a lat-long exists for the company, the value in the Times Verified field increments, and the company lat-long is averaged to include the new lat-long, weighted according to the verifications count.



Assigning latitudes/longitudes for multiple companies at one timeIf you prefer not to look up latitude and longitude values on a company-by-company basis, you can use the Mass Lat/Long Assignment window, which allows you to have the system:

Automatically assign values for companies that are missing latitude/longitude entries, and Override values for companies that have existing entries.

Follow these steps to populate the Lat and Long fields for a group of companies.1. Select Edit > Populate Company Lat/Long.

The Mass Lat/Long Assignment window is displayed.

2. In the From Company and To Company fields, enter company IDs to specify the range of company records to be retrieved.Notes: 1. The system will retrieve a list of all companies having names that fall

alphanumerically within the range you entered in the From Company and To Company fields.

2. To retrieve all companies, leave UNKNOWN in the From Company and To Company fields.



3. In the Display Options section, select either of these radio buttons: Show all companies

Show all companies in the range specified in the From Company and To Company fields. The system will look up latitudes and longitudes for all companies that do not already have these values.Note: By default, companies that already have latitude and longitude values will be listed, but those values will not be overridden.

Show only companies with missing lat/longShow all companies in the range specified in the From Company and To Company fields that are missing latitude/longitude information.

4. If you selected the Show all companies option in Step 3 and you want to override existing latitude/longitude entries, select the Replace existing lat/longs check box.

5. Click Retrieve. The system lists all the companies that fall within the range you specified.

In this illustration, the names of all companies except the last one are shown with a red background. When you retrieve a list of companies, in addition to red, you may see a green background for some companies and a white background for others. For an explanation of the color-coding, see How numeric codes and color codes are used to indicate confidence levels.

6. Click Process All to update the company profiles.Notes: 1. Under normal conditions, the mass assignment of latitude/longitude to

company profiles is a quick process. Depending on your configuration, the



system should process several companies per second. You can test the processing speed by processing a portion of your companies.

2. It is recommended that you monitor the system as it processes latitude/longitude positions. If the system encounters errors, a message displays to indicate the problem, and processing will be paused until you click OK.

3. If latitude and longitude are retrieved successfully for a company shown with a red background, the background changes to white.

7. Click Save.

How numeric codes and color codes are used to indicate confidence levelsWhen you click the Process All button in the Mass Lat/Long Assignment window, the system uses each company's address, city, and/or ZIP Code or postal code to determine its latitude and longitude. When you use TotalMail to update lat-longs, the system uses GPS readings. Color-coding is used to indicate whether a lookup was successful. It also identifies the confidence level assigned to a successful lookup. In addition to colors, the system assigns a numeric code that indicates the criteria used to determine the latitude and longitude. It is shown in the Q column.This illustration shows the list of companies after processing in the Mass Lat/Long Assignment window.

Colors in the Name, Address 1, Address 2, City/State/County, and ZIP columns



indicate success level of the lookups, as well as which data elements were used to determine the lat/longs

Note: The number in the Q column reflects what is recorded in the Times Verified field in a company's profile.

By default, the system uses one or more criteria—the company's address, city, and/or ZIP/postal code—to determine its latitude and longitude. It assigns numeric confidence values based on which of these data elements (or combination of data elements) it used to determine the latitude and longitude. However, if you want, you can assign your own quality codes.The quality code for each lat/long lookup is displayed in the Q (Quality) column. Meanings of colors and the confidence indicators are listed here:

Color Shown In

Confidence level indicator in Q column Meaning

Red Name field Blank These conditions cause this: The company's Lat, Long, and Times

Verified fields are all blank. This indicates that no lookup has ever been done. By default, when you create a new company profile, the Times Verified field is blank.

Someone manually entered a company's latitude and longitude, but did not make a manual entry in the Times Verified field. The Mass Lat/Long Assign window will not update the lat/long record unless you make an entry first in the Times Verified field on the company profile.

The system was unable to find a lat/long for the address, city, or ZIP/postal code.

White Name field 10(Lowest rating the system can assign.)

Lookup was by city/state only.

White Name field 20 Lookup was by ZIP/postal code only.White Name field 30 Lookup was by Address 2 and city/state.White Name field 40 Lookup was by Address 1 and city/state.White Name field 50 Lookup was by Address 2 and ZIP/postal code.Green Name field -1

(Highest rating the system can assign.)

Lookup was by Address 1 and ZIP/postal code.



Color Shown In

Confidence level indicator in Q column Meaning

Gray Address 1, Address 2, City/State/County, and ZIP fields

N/A Indicates the criteria the system used when it performed the lookup. For example, if it used city/ state and ZIP, those columns would have a gray background.

Note: If you use user-defined quality codes, the system default quality codes listed in this table are not applicable. However, the information in the Color, Shown in, and Meaning columns remains the same, with one exception: You will never see the color green in the Name field. Green represents a quality code of -1, which is a numeric value that cannot be attained by totaling user-defined values.

Using user-defined confidence options to rate accuracy of lat/long lookupsFirst available in TMWSuite: 2006.05_10.0817You can define your own confidence level codes, instead of using the system-assigned codes. With one exception, a system default quality code represents the number of GPS sightings used to average the company's latitude and longitude values. For example, an entry of 20 means that the lat/long has the confidence level of 20 GPS readings. An entry of 50 means the lat/long has the confidence level of 50 GPS readings. Therefore, an entry of 50 indicates greater accuracy than an entry of 20. The exception is the use of -1. This code is displayed when the lookup is by Address 1 and ZIP/postal code; it is defined as the highest rating.If you prefer not to use the hard-coded values to identify confidence levels, you can assign your own numeric quality values to lookup criteria. The Configure Location Quality section is located in the upper portion of the window. It consists of the Address1, Address2, City, and Zip Code fields. You can enter a separate confidence value for each of these fields. When the system calculates the lat/long for a company, the codes for the criteria used in the lookup are added together and the total is used as the confidence level quality code. Lookups with the highest totals are deemed to have the most accurate latitudes/longitudes. Totals are shown in the Q column.The following examples illustrate the confidence level results you would get when using the system default quality values, and the results you would get when you assign your own quality values.



In this example, no user-defined confidence values have been entered. Therefore, the results reflect the system default values.

In this example, a user-defined confidence value has been entered for each field in the Configure Location Quality section.



Note the following: A quality code of 5 was entered in the City field. Therefore, a quality code of 5 has been assigned to lookups that were determined by city/state only. (If the system default had been used, a rating of 10 would have been assigned.) A quality code of 30 was entered for Address1, and a quality value of 10 was entered for Zip Code. Therefore, a quality code of 40 (30 + 10) has been assigned to each lookup that that was determined by both Address 1 and ZIP/postal code. (If the system default had been used, a rating of -1 would have been assigned.)

Note: When you save, the number in the Q column writes to the Times Verified field in a company's profile. This field is in the Company Lat/Long area of the Additional Details window, accessed through the Company File Maintenance window. Contact your TMW support representative for more information.

Running the Company City testWhen entering companies into the master company file, you may record a city location that is not in your mileage database. This can cause errors down the line, e.g., in Order Entry, Dispatch, Invoicing, or Settlements. To ensure that the system can return mileage for every company's city location, you can run the Company City test. This test allows you to verify the mileage between all cities entered in company profiles and Beachwood, Ohio. To run the test, follow these steps:1. Select Tools > Company City Test.

Note: The Tools > Company City Test command is available only in the File Maintenance application. The Company City Check window displays:

2. Click Retrieve. The system retrieves the list of companies. 3. In the Set Mileage Type (1-4) field, select the mileage type to use for the

check. Mileage types are defined in your TTS50, using settings in the [MileageInterface] and the [MileageType] sections. For example, in our TTS50, the ALK mileage interface is defined as:



[MileageInterface]XFace[3]=A - ALKType[3]=P - PracticalPath[3]='DLL'And we specified the same interface to be used when the system needs to look up mileage:[MileageType]Default=3Operations=3Billing=3Settlements=3FuelTax=3Inquiry=3Empty=3Note: For more information about mileage setup, see the "Mileage database maintenance" chapter in the System Administration guide.

4. Click Process. As the system determines the mileage between each company's city and Beachwood, Ohio, mileage lookup messages will flash briefly on the screen. When the process is complete, the columns in the Company City Check window will display the following information:Cmp ID The unique identifier assigned to the company in the

company table.

Cmp City The unique code assigned to the city in the city table.Note: TMWSuite assigns alphanumeric codes to cities as they are recorded in the city master file in File Maintenance. The system uses the codes in tables, rather than the city name. To provide an actual city name, the system uses the city code number in a table to look up the actual name from the city table.

City Name The actual name of the company's city location.

Mileage The distance between that company's city and Beachwood, Ohio, using the specified mileage lookup.



In our example, the Mileage column shows the distance calculated using ALK's practical mileage lookup.

5. To view a list of those company cities for which the mileage test failed, click Filter. The list is limited to those company cities that have a negative (–1) value in the Mileage column.

You will need to add city records for each of the company cities that failed the mileage test.

Verifying company ZIP CodesYou can configure TMWSuite to verify the ZIP Codes entered on company profiles. The system uses the ALK mileage application for verification. If the combination of city and ZIP Code in ALK is different from the combination in the company profile, a warning message will display.

Note: This feature works only if you are using an ALK mileage application. The feature does not work with Rand mileage applications.



[Misc]VerifyCmpZip

Applies to TMWSuite: 2002.02_01.0002 and laterDescription This setting determines whether the system will verify the ZIP Codes

entered on company profiles in Company File Maintenance.Options N (default)

The system will not verify the ZIP Codes entered on company profiles.

YUsing your ALK mileage application, the system will verify the ZIP Code entered for a company profile whenever it is saved in the Company File Maintenance window. If the combination of city and ZIP Code in ALK is different from the combination in the company profile, a warning message will display. The message is for information purposes only, and can be ignored.Note: This feature works only if you are using an ALK mileage application. The feature does not work with Rand mileage applications.

In our example, we have entered 44101 in the ZIP field of the Company File Maintenance window for company TMWBEA, which is located in Beachwood, OH:

Because we have VerifyCmpZip=Y in our TTS50, when we save the company profile the system checks the ALK mileage application for the city associated with the entry in the ZIP field. The system then compares the city identified in ALK with the city entered in the City, State field in the company profile.



Because the two cities do not match, the Invalid Zip message is displayed. The message informs us that the entered ZIP Code is valid for a different city:

If we click Yes, the system will save the company profile, even though the ZIP Code entered in it has not been validated. The Invalid Zip message window is for informational purposes only, and does not force us to change the ZIP Code.

Notes:1. If you leave the ZIP field blank for a company profile and have the

VerifyCmpZip=Y setting in place, the Invalid Zip message will appear slightly different when you save the profile:

2. If VerifyCmpZip=Y, the system verifies the entered ZIP Code every time you use the Save command in the Company File Maintenance window, even if you have not made any changes to the ZIP field or any other fields.

If we click No in the Invalid Zip message, the system will not save the updates to the company profile.



Recording/viewing directions to a companyDirections to a specific company can be recorded and accessed using the Directions window. To ensure they are not overridden by unauthorized personnel, you can apply security.

Entering directions

Open the Directions window by clicking Directions in the sheet toolbar, or by selecting Edit > Directions. The window displays the company name and ID and allows you to enter free-form text.

Click Print to print the directions to the default TMWSuite printer.To save the directions and exit the window, click OK.

Making directions display onlyBy default when you right-click on the Directions window, you will see this right-click shortcut menu:



If you are a system administrator, you may want to restrict a user or group from having the ability to change directions. To set restrictions for the Directions window, you must be able to access the standard right-click shortcut menu because it provides the Restriction command, which allows you to apply security to the window:

You can set up the system to show the standard right-click menu from the Directions window by setting UseStandardDWSecurityForDirections=Y.

[FileMaint]UseStandardDWSecurityForDirections

Applies to TMWSuite: 2009.08_08.0715Description This setting affects the Directions window for a company profile. It

determines which shortcut menu system administrators will see when they right-click in the Directions window. By default, they will see a short-cut menu that provides cut, copy, paste, clear, and select all commands. However, administrators may prefer to see a shortcut menu that provides the Restrictions command, which they can use to disable users' ability to change directions.

Options N (default)Display a shortcut menu that provides cut, copy, paste, clear, and select all commands.



[FileMaint]UseStandardDWSecurityForDirections

Y Make the standard right-click shortcut menu available to TMWSuite users logged in with system administrator rights. This menu provides the Restriction command.

Setting security for the Directions windowIn any core TMWSuite application, using the Company command from the right-click menu you can view a company's profile and any directions for it that have been recorded in File Maintenance. To do so, position the cursor in a company field that has a company ID already entered. Click once on the right mouse button. A listing of functions is displayed. To access the Directions window, go to Company > Directions.

By default, any user can update directions. As a system administrator, you can apply security to the Directions window and restrict a user or group from having the ability to change directions. Restrictions affect the Directions window when it is accessed in either of these locations:

Company File Maintenance window. In any core TMWSuite application where you can right-click on a company field that has the company ID already entered and select Company > Directions.

To apply security to the Directions window, follow these steps:1. Set UseStandardDWSecurityForDirections=Y.2. Open the Directions window in Company File Maintenance.3. Right-click, and select Restrictions > Selected Object: Directions.



4. At the Restrict: Directions window, set security for a user or group as appropriate.

Note: For more information about setting security, see Applying security restrictions for a screen section in the "Setting up security for fields, screens, and menus" chapter in the System Administration Guide.

Recording/viewing mapping informationThe Company File Maintenance window has a Map Address field and three mapping buttons, as shown below.

When the Map Address check box is selected, ALK's PC*MILER|Streets will use the designated street address for mileage lookups and mapping. This address will be used only for mapping and mileage – not as a mailing address.The three mapping buttons are used to:

Check the street address against the PC*MILER database.



Show a map of the company location.

Note: The Map icon is also available in the sheet toolbar.

Compute the mileage between the location in the Map Address field and the main post office (usually near the center of a city) for that ZIP code.



Recording an alternate address for mapping purposesIf PC*MILER|Streets is installed and you click the Check Address button on a company profile, the system will try to match the company's address to an address in PC*MILER|Streets. When you save a company profile that has an address that PC*MILER|Streets does not recognize, the system automatically searches for an alternate address. One of the following will happen:

If an exact match is found, the system displays a message similar to the following:

The indicator (OK) is shown to the right of each data element for which a successful match was made. If a partial match is found, the system displays a message similar to the following:

The indicator (BAD) is shows to the right of each data element for which a match failed.



If an exact address match is not found but similar addresses exist in the same city, the alternative addresses are presented so that you can select the best one.

If you select an alternate address from the list and click OK, the system populates the Map Addr field with the address. If you do not want to select an alternate address for the company, click Cancel in the Address Not Found window.Note: If you do not select an alternate address, when you attempt to view the company on a map the system will display the Address Not Found window or the valid/invalid address message. You can view a company on a map by clicking Map in the sheet toolbar, the Map button in the General section of the Company File Maintenance window, or selecting the Edit > Draw Map command.

When you select the Map Addr check box, the alternate address is available for use by the TMWSuite mapping feature.

Notice that the original address you entered for the company remains in the Address field. The alternate address you selected is used only for mapping purposes.



Recording default load requirements for a companyLoad requirements/conditions specify special criteria that must or should be met when assigning resources (driver, tractor, trailer, or carrier) to an order. For example, for a hazardous load, you may want to indicate that a driver should be assigned only if he has hazardous materials training.

A requirement is signified by a must condition. Only a resource that meets the requirement can be assigned to move the load. A preference is signified by a should condition. During resource assignment, a warning displays if the assigned resource does not satisfy the condition. However, the system will allow the assignment.

Note: For purposes of simplicity, this documentation uses the term "requirements" for both must and should conditions.

Load requirements can be attached to an order: Manually in Order Entry or in Dispatch. Automatically by the system when a specific company, commodity or company/commodity pair is recorded on an order (default load requirements).

Default load requirements are useful when you know in advance that certain load requirements should always be attached to an order when specific conditions exist. In the company's profile, you can create default load requirements for the following conditions:

A pickup is scheduled at the company. A drop is scheduled at the company. A specific commodity is picked up at the company. A specific commodity is dropped at the company. The company is a Bill To on the order.

Identifying criteria on which requirements are basedThe system determines whether a resource meets a load requirement for a trip by comparing the criterion for the requirement with the qualifications/accessories associated with the resource in its profile. You set up resource qualifications and accessories by using these labels in the System Administration application:

CarQualIdentifies qualifications that pertain to a carrier as a company; meaning, not for individual resource that it employs. DrvAccIdentifies qualifications and attributes possessed by a driver. TrcAccIdentifies items attached to, or carried by, a tractor.



TrlAccIdentifies items attached to, or carried by, a trailer.

For example, the first illustration shown here is for a driver-related load requirement. Note that the options in the Requirements field match the qualifications set up in the DrvAcc label, shown in the second illustration.



Adding/inserting a load requirementDefault load requirements for a company are recorded in the Default Load Requirements window. For each requirement, you must indicate the conditions under which it is applicable. When you create a new order in Order Entry, the load requirement will be attached automatically if the order matches the condition(s) you have specified.1. With the company profile displayed, do one of the following:

Click Load Requirements in the sheet toolbar. Choose Edit > Load Requirements. Conditions entered in this window affect resource assignments. Depending on the needs of a particular load, you can record one or more conditions for any resource.

2. Do one of the following to record a condition: Click Add to add a condition to the end of the list. Click Insert to add a new condition before an existing condition.

3. Make the appropriate entries in these fields:Company ID The system automatically displays the company ID.

Note: This field is display only.

Bill To Select this check box if the requirement is applicable only when the company is used as the Bill To on an order.

Commodity ID Specify the commodity to which the condition applies.

Activity Specify the type of stop to which the condition applies. The options are:

Drop Pickup Both (pickup and drop)



Equipment The resource type to which the condition applies. The options are:

Driver Tractor Trailer Carrier

Notes: The resource type selected in this field determines the options that will be displayed in the Requirements field.The Thirdparty option is not functional for load requirements.

Condition Two unnamed fields allow you to specify if the condition is a requirement or a preference.In the first field:

Select Must to signify a requirement. In Order Entry and Dispatch application, only a resource that meets the requirement can be assigned to move the load.

Select Should to signify that the condition is a preference. The system will never prevent the assignment. By default, the system does not display a warning when the assigned resource does not satisfy a Should condition.

Note: To configure the system to display a warning when an assigned resource does not satisfy a Should condition, have [Misc] ShowLoadReqOnShould=Yes in your TTS50. This is a warning only, it will not prevent the resource assignment.

In the second field, select either have/be or have not/be.

Requirement Select the applicable accessory/qualification from the drop-down list. Notes:1. Accessories are defined using the DrvAcc, TrcAcc,

TrlAcc, and CarAcc labels in the System Administration application. The options displayed reflect your selection in the Equipment field.

2. The list does not distinguish between inventory and non-inventory items.



Quantity Informational only. The system does not check for quantities when it verifies whether resources satisfy load requirements.

Overridable Clear the Overridable check box to prevent users from overriding default load requirements. The check box is selected by default.

Expire Date If applicable, enter the date the load requirement is to expire.

Preventing users from overriding default load requirementsBy default, users in Order Entry and Dispatch can override (disable) any load requirement. However, you can prevent users from overriding default load requirements. 1. Open the profile of the company having the load requirement you want to

protect from being overridden. 2. Select Edit > Load Requirements. The Default Load Requirements window

displays. 3. Clear the Overridable check box in the row that contains the load requirement

you want to prevent users from disabling. Note: The Overridable check box in the Default Load Requirements window is selected by default.

Clearing the Overridable check box in the Default Load Requirements window locks the Default LRQ? field in the Load Requirements For Move window, which prevents users from disabling that load requirement.

In the Load Requirements For Move window, the Overridable check boxes are read-only



Adding expirations to load requirementsYou can set a time limit (expiration date) for default load requirements. After the load requirement's expiration date is passed, the system will not enforce the load requirement.

On future orders, the system will not attach that load requirement. Note: The system does not remove the load requirement from the Default Load Requirement window. It just disregards that requirement. On existing orders, to which the load requirement is attached, the system will not require resources to meet conditions set by the load requirement. Note: The system does not remove the load requirement from existing orders. It just disregards that requirement when assets are assigned.

For example, during a specific period a company may require resources to possess a particular training, permit, or piece of equipment. To put a time limit on a company load requirement, complete the following steps:

1. With the company's profile displayed, click Load Requirements in the sheet toolbar.

2. The Default Load Requirements window displays. Add a new load requirement as you normally would.Note: For detailed instructions on recording a default load requirement for a company, see Recording default load requirements for a company.

3. The Expire Date field defaults to 12/31/49 23:59:00 for new records. Change the date to the appropriate expiration date.

4. Click Save before closing the window. This example illustrates how the system handles default load requirements having expiration dates. In our example, a load requirement is recorded for KJ CONSTRUCTION (company ID KJCCOL) with an expiration date of 08/18/05 18:00.



KJ CONSTRUCTION is the consignee on order # 3027. Because the order's arrival date (08/18/05 17:30) is prior to the load requirement's expiration date (08/18/05 18:00), the system will enforce the conditions of the requirement.

If you assign a resource who does not meet the load requirement's conditions to the order, this error message displays when you attempt to save the assignment.

If the order's arrival date was after the load requirement's expiration date, the system would allow you to assign those same resources and save the assignment.

The arrival date falls after the load requirement's expiration date of 08/18/05 18:00



Deleting a load requirementYou can delete incorrect or unneeded load requirements from the system.

1. With the company's profile displayed, click Load Requirements in the sheet toolbar.

2. The Default Load Requirements window displays. Select the load requirement that you want to delete.

3. Click Delete.4. The system displays a confirmation dialog box, asking whether you to verify

whether you want to continue the deletion. Do one of the following: To complete the deletion of the requirement, click Yes. To cancel the deletion of the requirement, click No.

5. Click Save to save the changes you have made.6. Click Close to exit the Load Requirement window.

Recording/viewing notes for a companyA note recorded for a company will be included on any trip with which that company is associated. Notes entered for companies are accessible in most base applications. The exceptions are System Administration and Rate Schedules.

Note: By default, the maximum length of the text you can enter for a note is 256 characters. However, you have the option of increasing a note's length to a maximum of 8,000 characters. For setup instructions, see the Notes feature guide.

Adding notes to a company profileTo add a note for the currently displayed company profile:1. Use one of these methods to open the Notes window:

Select Edit > Notes.

Click the Notes icon on the sheet toolbar.

Click the Notes indicator in the profile.The Notes window is displayed.



2. Click Add to complete the Attached to and Key fields automatically.Note: You can also click the Insert button to add a new note before an existing note.

3. Make entries in the following fields:Attached to This display-only field shows the profile type for which the

note was recorded.

Key This display-only field shows the ID of the record to which the note applies.

Order This display-only field will be blank.

Regarding Use the drop-down list to select the filter that will be applied when someone retrieves the note in the future. The options are:

Pay To Carrier Trailer Company NONE Tractor

Settlement Driver Billing EDI Commodity LoadPin

Tank Sizes Delivery Instruction Loading Instruction CADEC Data



For example, if you are entering a billing note for an order, select Billing as the filter. For a note meant for payroll personnel, select Settlement. If you do not want filtering applied to the note, select NONE.Note: The options available in this field are set up using the NoteRe label. For more information, see the Notes feature guide.

Text Enter the text of the note in the field. You may enter up to 256 characters, but only 68 characters can display in the text box at one time.Notes:1. If your note exceeds 68 characters, use the LEFT ARROW

or RIGHT ARROW keys to scroll the rest of the note into view. You can also highlight the note, right-click the text box, and select Zoom Field to view the text in its entirety.

2. You can cut a word or phrase from an existing note and paste it in a different spot by highlighting the portion to be cut and pressing CTRL+X. Note that the word(s) are deleted from their original location. Position the cursor in the spot where you want to paste the word(s) and press CTRL+V.

3. To copy a word or phrase from an existing note, highlight the portion you want to duplicate and press CTRL+C. Then, position the cursor in the spot where you want to paste the word(s) and press CTRL+V.

4. You can configure the system to increase the note length to a maximum of 8,000 characters. For more information, see the Notes feature guide.

Seq The system will automatically assign a number in this field. You can change this to any number from 0 to 9999.Notes:1. The system will assign the number 1 to the first note, 2 to

the second, and will increment all subsequent numbers by one.

2. Higher-numbered notes will be displayed first in the Notes window.

3. You may assign the same Seq number to more than one note. If more than one note has the same Seq number, the note that was added most recently displays at the top of the Notes window.



Note Level From the drop-down list, select the internal classification for the note.Notes:1. The options are user-defined in the NotesLevel label,

accessed in System Administration.2. For information about setting up your own classifications,

see the Assigning internal classifications to notes section in the Notes feature guide.

3. This classification is strictly informational – it is not used by the system for any purpose.

Alert/Note Use the drop-down list to specify the importance of your note. The options are:

NoteThe note is informational. AlertThe note is of critical importance, not merely informational.

The ranking determines how the system displays the Notes indicator on windows associated with your note. For notes ranked as Alert, a red indicator will display; for notes ranked as Note, either a blue or a yellow indicator will display.

Note Expires Enter the date and time the note is to expire, if applicable. Note: Once the expiration date has passed, the Notes indicator is shown in gray. By default, the expired note continues to display in the Notes window. This behavior can be changed by editing the following General Info Table settings:

ShowExpiredNotes ShowExpiredNotesGrace NumberOfDaysForNoteExp

For details on these settings, see the Notes Feature Guide.

Updated By This display-only field shows the user ID of the user who last updated the note.

Last Updated This display-only field shows the date and time the note was last updated.

4. Click Save to save the note.5. Click Close to exit the Notes window.



Note: To cancel any changes, click the Retrieve button before you save. The system displays the previously existing notes. You can also click Close and click No when prompted to save your changes.



Hiding company profile notesFirst available in TMWSuite: 2008.07_08.0362The Company Profile Only note type allows you to hide or show notes regarding the profile of a company. As with Company notes, you can record and view Company Profile Only notes in File Maintenance. However, unlike Company notes you can set up the system to prevent Company Profile Only notes from being viewed in applications other than File Maintenance.

[FileMaint]ViewCompanyNotesInFMOnly

Applies to TMWSuite: 2008.07_08.0312Description The Company Profile Only note type is used for company notes that you

do not want people to see or edit outside of File Maintenance. However, by default, they are visible in Dispatch, Invoicing, Order Entry, and Settlements when a company is recorded as a Bill To or stop location on a trip. This setting allows you to hide Company Profile Only notes in those applications.

Options N (default)View a Company Profile Only note in Dispatch, Invoicing, Order Entry, and Settlements in addition to File Maintenance.

YView a Company Profile Only note in File Maintenance only.

Note: Company Profile Only notes are always visible in the Notes tab in the Tools > Scroll Companies window.

To enter a Company Profile Only note:1. Click Add.2. Select the CompanyProfileOnly note type from the Regarding field.3. Enter the details of the note in the Text field.4. Click Save.5. Click Close.



In File Maintenance, we added a Company note and a CompanyProfileOnly note to the MEDANTQ company profile.

In Order Entry, we opened order 658. We can view the Company note for the Bill To company, MEDQNTQ; however, the Company Profile Only note is not shown in the Notes window.



Note: It is possible to enter Company Profile Only notes in Order Entry, Dispatch, Invoicing, and Settlements. However, it is not recommended because once they are saved, no one will be able to see them in any application except File Maintenance.

Deleting notesYou can delete notes that are no longer needed.Highlight the note to be deleted by positioning the cursor anywhere in its row.Click the Delete button.When the Delete Row confirmation message displays, click Yes.

Viewing notesNotes are available from almost all TMWSuite applications. The color of the Notes indicator signifies the status of the note(s) attached. In File Maintenance, the Notes indicator appears in a yellow box.

GrayNo active notes are attached. Expired notes may be attached. BlueAt least one active note is attached; none of the active notes has an Alert status. Note: In TMWSuite applications other than File Maintenance, the indicator for active notes displays yellow. RedAt least one active note with Alert status is attached.

Follow these steps to view existing notes:

1. To open the Notes window, click Notes in the sheet toolbar or select Edit > Notes. You may also click the Notes indicator.

2. Use the Filter By Regarding list box to select the type of notes you want to see. To see all notes, select None. As you select different filtering options, the displayed notes will reflect the current filter.

3. Click Close to exit the Notes window.

Using the pop-up notes featureTo make notes more visible to the user, the pop-up notes feature automatically displays (pops-up) the Notes window when you access an order or a master file record that has an active note attached. For more information about configuring or using the pop-up notes feature, see the Notes Feature Guide.



Adding/maintaining miscellaneous company informationFrom the Company File Maintenance window, you can access a number of supporting windows used to record supplemental company information. These windows include:Window Icon Used to:

View Attached Object

View, add, or delete photos attached to a company profile.

Expirations Record key events for a company. These records are informational only. They will not prevent a company from being used on a trip.Note: For more information, see Recording/viewing company expirations.

Hours of Operation

Record the hours that a company is open. Note: For more information, see Recording/viewing hours of operation.

Shipper List Access a list of shippers used by a particular Order By company.Note: For more information, see Recording/viewing a shipper's list.

Consignee List Access a list of consignees used by a particular Order By company.Note: For more information, see Recording/viewing a list of consignees.

Extra Info When the Extra Information feature is activated, this icon opens the Company Extra Information window, which is used to set up new fields where custom information can be recorded.Note: For more information, see the "The Extra Information feature" chapter in the System Administration guide.

Directions Record directions to a company. Notes: 1. When directions have been recorded, the icon displays

red.2. For more information, see Recording/viewing directions to

a company.Map View the company's location on a map.

Note: For more information, see Recording/viewing mapping information.

Stop History View information regarding all stops made at a particular company, within a specific date range Note: For more information, see Viewing a history of stops made at a company.



Window Icon Used to:

Credit Info Record and maintain accounts receivable aging periods.Note: For more information, see Maintaining credit information for Bill To companies.

Load Requirements

Associate load requirements with a shipper and/or consignee. Note: For more information, see Recording default load requirements for a company.

Notes Record notes about the company.Note: For more information, see Recording/viewing notes for a company.

Viewing, adding, or deleting photos in a company profileYou can include multiple photos or other types of images in a company profile using the View Attached Object window. This window is also available in Driver, Trailer, and non-driver employee profiles. If this is your first time attaching photos to a profile, see:Appendix B: Setting up, accessing, and troubleshooting the File Maintenance profile photo feature | Section: Setting up the File Maintenance photo feature in this guide to confirm your system is set up properly.

Note: Your TTS50 must be set up to enable accessing profile photos, and the computer must have Microsoft Office 2003, 2007, or 2010 installed.



1. Click Image in the sheet toolbar. The View Attached Object window opens. Here, the window displays a previously saved image.

2. In the View Attached Object window: To scroll through all photos attached to the profile, click the Previous or

Next button. To add a photo or edit fields, continue with Step 3. If you are finished with the View Attached Object window, click to close it.

3. To add a photo, click Load New.4. Browse to and select the photo you want to add. 5. In the Picture Type drop-down list, select a picture type.

Notes:1. The options in this field are defined by your company, using the PictureType

label.2. If you want to add or modify this field for an existing photo attachment,

select an option from the drop-down list and re-save the attachment. 3. This step is optional unless you have [Misc]RequireTypeOnPicture=Y in

your TTS50. 6. If you want, you can enter a comment in the field to the right of the Picture

Type field. Note: In you want to add or modify information for an existing photo attachment, edit the field and re-save the attachment.

7. Click Save to store the photo.



8. Click in the upper right corner of the View Attached Object window to close it.

Deleting a photo from a company profileTo delete a photo from the View Attached Object window, follow these steps:1. In the View Attached Object window, click Previous or Next to select the photo

you want to delete.

2. Click the Delete button. The system asks for confirmation.

3. Click Yes. The system deletes the photo.4. Click Save.5. Click in the upper right corner of the View Attached Object window to close it.



Recording/viewing company expirationsThe company expirations feature allows you to record key events in a company's profile. Unlike resource expirations, company expirations are informational only. They will not prevent a company from being used on a trip. Company expirations are recorded in the PM/Expirations window.

To record a key event (expiration) for a company:

1. With the company's profile displayed, click the Expirations icon.Note: In TMWSuite builds 2005.04_10.1012 and later, the Expirations icon displays only when you have [File Maintenance] EnableCompanyExpirations=Y in your TTS50.

2. Click Insert to add a blank line.3. Make entries in these fields.

Type Select an option from the drop-down list.Note: Options for this field are defined in the CmpExp label in the System Administration application.

Exp. Date Enter a date for the key event.

End Date If desired, enter an end date for the key event.

Desc. Enter a description for the key event.

4. Click Save.5. Click Close.

Note: For complete details on company expirations, see the Company Expirations guide, located in the Expirations set of documents.



Recording/viewing hours of operationA company's hours of operation can be recorded and accessed using the Hours of Operation window. Open or exit this window by selecting Hours in the sheet toolbar or Edit > Open Hours. Hours must be entered in military time.

Hours can be set as follows: When you enter the From and To times for Monday, the system automatically defaults those times into the From and To fields for Tuesday through Friday. If needed, adjust the times for days that do not have the same opening and closing times. If the business hours are the same for all days of the week, including Saturday and Sunday, enter the opening and closing hours for Monday. Then click the Set All button. The system copies those hours to the From and To fields for the other days of the week, including Saturday and Sunday. If needed, adjust the times for days that do not have the same open and closing times.



By default, the opening and closing hours recorded for a day are assumed to occur on that day. However, if opening and closing spans two days, select the From time starts on prior day check box to indicate this. In this example, a work day runs from 10:00 PM on the prior day to 08:00 AM on the following day. The check mark in the From time starts on prior day explains why the opening and closing times are sequenced as they are.

Note: If the From time starts on prior day check box is selected and you enter a start time that is less than the end time, or if you enter an end time is greater than the start time, you will see the warning shown here. You must change the times before you can exit the window.



Recording/viewing a shipper's list

Click Shippers in the sheet toolbar, or select Edit > Shippers. For the company currently selected, you will see a list of shippers they do business with as a consignee. The system builds this list dynamically as orders are completed; however, you can also maintain the list manually. This list provides a memory cue for associated company IDs. In Order Entry, there is a corresponding Pickup Locations command in the Edit menu.

Note: You can click on a column heading to do a quick sort based on that column.

Adding a shipper to a listTo add a shipper, click the Ins button in the lower left of the window and make entries in these fields:

Shipper The company's ID

Name The company's name

Last Business Date

The last date and time that a pickup occurredNote: This field is required.

A scroll bar is displayed at the right of the Shippers List window when more than five shippers are entered. Click the scrollbar to access additional shippers in the list.



Deleting a shipper from a listTo delete a record currently shown in the Shipper List window, click on any field in the selected record and click the Del button. To save the deletion and exit the window, click the OK button.

Recording/viewing a list of consignees

Click Consignee in the sheet toolbar, or select Edit > Consignees. For the company currently selected, you will see a list of consignees they do business with as a shipper. The system builds this list dynamically as orders are completed; however, you can also maintain the list manually. This list provides a memory cue for associated company IDs. In Order Entry, there is a corresponding Delivery Locations command in the Edit menu.

Note: You can click on a column heading to do a quick sort based on that column.

Adding a consignee to a listTo add a consignee to a list, click the Ins button in the lower left of the window. Make entries in the following fields:

Consignee The company's ID.

Name The company's name.

Last Business Date

The last date and time that a pickup occurred.Note: This field is required.

A scroll bar is displayed at the right of the Consignee List window when more than six consignees are entered. Click on the scroll bar to access additional consignees in the list.



Deleting a consignee from a listTo delete a record currently shown in the Consignee List window, click on any field in the selected record and click the Del button. To save the deletion and exit the window, click the OK button.

Setting a default pickup/delivery eventYou can specify the default event type(s) that the system will use when a particular company appears on an order as the:

Initial pickup Last drop

In addition, you can have the system automatically add a Post Unload (PUL) event to an order when the Drop Loaded (DRL) event is recorded as the company's default delivery event.

Note: In addition to orders created in Order Entry and the Trip Folder, this feature can also be used with orders imported using the Load Tender SmartLink.

UseCompanyDefaultEventCodes

Applies to TMWSuite: 2003 and later; TMW Operations Description This setting allows you to specify a default initial pickup and/or a

default final delivery event in a company's profile. You record this information in the Default Pickup Event and Default Delivery Event fields in a company's profile. When a company is used as the shipper on an order, its default delivery event is used. When it is uses as the consignee on an order, its default delivery event is used.

String1 N (default)Do not display the Default Pickup Event and Default Delivery Event fields.

YDisplay the Default Pickup Event and Default Delivery Event fields.TMWSuiteThe fields appear in the Company File Maintenance window's Additional Details sub window.TMW OperationsThe fields appear on the Stop Info/Routing tab in the Company Profile window.Note: This option is required when you are using either of these settings:

[FileMaint] DefaultDrpEvent [FileMaint] DefaultPupEvent



The fields in the Default Event Code section of the Additional Details window allow you to specify the company's default event types.

1. With a company profile displayed, click the button in the lower right corner of the window. The Additional Details window opens.

Note: When you create a new company location, the default settings for DefaultDrpEvent and/or DefaultPupEvent automatically appear in the Default Pickup Event and Default Delivery Event fields.

2. In the Additional Details window, select an event from the Default Pickup Event and/or Default Delivery Event drop-down lists. The Default Pickup Event options are:

NULL (No event, the field is blank) Note: This option is the same as selecting the LLD (Live Load) option, which is the system default for a pickup.

None (No Event)Note: You can use this option to reset the field to NULL.

DLD (Driver Loaded) HPL (Hook Preloaded Trailer) LLD (Live Load)



The Default Delivery Event options are: NULL (No event, the field is blank)

Note: This option is the same as selecting the LUL (Live Unload) option, which is the system default for a drop.

None (No Event)Note: You can use this option to reset the field to NULL if you have selected an option in error.

DRL (Final Drop Loaded) DUL (Driver Unloaded) LUL (Live Unload)

3. If you selected DRL as the Default Delivery Event, you can select the Yes radio button as the Auto Add PUL Event option. If you select Yes, a secondary event of type Post Unload (PUL) will be inserted automatically after a DRL for that company. For other default delivery events, and all pickup events, Auto Add PUL Event is set to No, and cannot be changed.

4. Click the button to close the Additional Details window.

5. Click Save in the sheet toolbar to save the company profile.

Setting event code defaults on new company profilesWhen the UseCompanyDefaultEventCodes General Info Table setting has a value of Y, two INI settings enable you to specify the default pickup and/or delivery events for new companies that you create.

Using default pickup/delivery eventsIf you have set up default pickup and delivery event codes for a company, the appropriate event code will appear automatically in the Stop Detail grids in Order Entry and the Dispatch Trip Folder when the company is the first or last stop on a trip. Similarly, if orders are imported using Load Tender SmartLink, any existing default pickup and delivery stop event codes will be applied for companies that are first or last stops on a trip.

Default pickup/delivery events in Order EntryWhen an order is created in the Order Entry application, and the company recorded on the first or last stop has default pickup or delivery events set up, the system will automatically set the stop's event to the type specified in the company's profile. In this example, the shipper company, MENMEN, has HPL (Hook Preloaded Trailer) set as its default pickup event.



When the company recorded as the last stop on an order has a DRL (Final Drop Loaded) set as its default delivery event and it has the Yes option selected for Auto Add PUL Event, the system automatically adds both the DRL and the PUL events to the stop. When multiple events are associated with a stop, the Evt button displays red in the Stop Detail section in the Order Entry application.

To view all events recorded at the stop, click the Evt button, and the Ancillary Event at Location window will display.

Note: Use care when creating orders with companies that have default pickup or delivery event codes specified.

If, after creating the order, you change the company on the order, the system will not automatically change the event codes. You must manually change the event codes if they do not pertain to the new company. By default, the entry in the Order By field auto fills the Shipper, Consignee, and Bill To fields. If your system is set up to do this, and the company entered in the Order By field has default event codes set up. Those events may incorrectly be retained when you enter the actual shipper and consignee on the order.Note: The [Order] AutoSetCompIDs setting in your TTS50 determines whether the entry in the Order By field will autofill the Shipper, Consignee and Bill To fields. If the Order By field has been removed from the window, the IDs will be set to the entry in the Shipper field.



Default pickup/delivery events in DispatchWhen you load an existing order or create a new order in the Dispatch application, and default pickup or delivery events have been set up for the first or last companies on the trip, the default events will be shown in the Stop Detail grid for stops at those companies.

If you previously set the default delivery event for your last stop company as Final Drop Loaded (DRL), and you also set Auto Add PUL Event to Yes, a Post Unload event is added to the Stop Detail grid.

Note: Use care when you create an order or change a company ID in the Trip Folder. If you change a company ID, any event codes applying to the original company may persist in the corresponding Evt field, even if they do not apply to the new company.

Recording/viewing default secondary events for a companyFor some companies, specific secondary event(s) may be required for each stop made at that company. For example, suppose a scheduled appointment must be made each time a driver travels to a particular company. To save data entry time in Order Entry, you can set up Schedule Appt as a default secondary event for all stops made at that company. Then, when an order is created in Order Entry, the default secondary event(s) are added automatically to each stop located at that company. On the order, the event button (Evt.) turns red for these stops to indicate that multiple events exist. When you click the Evt. button, the Ancillary Events at Location window is shown. It lists the secondary event(s) for the stop.

Notes:The default secondary events are attached to stops at the time the order is first saved. If you add a stop at the company after the initial save of the order, no secondary events will be attached.If you remove the company from the stop after the initial save and replace it with a different company, the secondary events remain for the stop. You must delete the events manually if they do not apply for the new company listed on the stop location.This feature does not apply to orders created in Dispatch.



To set up default secondary events, follow these steps:1. Look up the profile for the company.2. Select Edit > Default Events. The Default Events for Location dialog box is

displayed.

The Company ID and Seq fields are display only3. Do one of the following:

To add an event code, click Add. To insert an event code before an existing one, highlight the existing code

and click the Insert button.Note: For a list of secondary events, see the "Editing event codes" chapter in the System Administration guide.

4. Select an event code from the Event Code drop-down list.5. Repeat Steps 3 and 4 for additional secondary events. When a new order is

created in Order Entry, the events will be attached to stops in the sequence you added them in the Default Events for Location box.

6. Click Save to retain your entries. 7. Click Close to exit the Default Events for Location box.



Recording information in the Additional Details windowYou can use the Additional Details window to record supplementary information for your customer. The Additional Details window is accessed by clicking on the Additional Details button, located in the lower right corner of the company's profile.

The Additional Details window is shown here. Each division of the window is explained in the following sections.

Note: The Company Firm Appointments field located in the lower portion of the Additional Details window is a custom field.



Specifying which date type is used as the effective date for billing ratesThe dates recorded in the In Effect and To fields in the rate index specify the period during which the rate schedule is in effect. When the system rates an order, it compares rate effective dates to the order to determine whether it falls within the effective date range. By default, the system compares rate effective dates to the Arrival date for the first pickup.

However, starting with V. 2014.13_07.0242, you can use the Billing Rating Eff Date field to specify which type of date the rating engine uses for a specific Bill To company.



This table provides descriptions of the options in the Billing Rating Eff Date field.Options in Billing Rating Eff Date field

Option Functionality Date field's location on the Trip Folder

Default (N)

Arrival date at the first pickup stop (stp_arrivaldate)

Arrival First Stop (F)

Arrival date at the first pickup stop (stp_arrivaldate)

Available Date (V)

The date/time the order is available for dispatch, which is displayed in the Order Available field on the order header. ord_availabledate

Booked Date

Date the customer placed the order, which is displayed in the Booked field on the order header (ord_bookdate)

Departure First Stop (I)

Departure date at the first pickup stop stp_departuredate

Departure Last Stop (A)

Departure date at the last drop stop stp_departuredate

Earliest Scheduled Stop (Y)

Scheduled earliest date of the first billable stop, e.g., first pickup or first billable empty stop (stp_schdtearliest.



Options in Billing Rating Eff Date field

Option Functionality Date field's location on the Trip Folder

First Pickup Scheduled Date (P)

The scheduled earliest date of the first pickup stop (stp_schdtearliest)

Last Delivery Arrival Date (D)

The arrival date at the last drop stop (stp_arrivaldate)

Null (blank)

Functionality is controlled by the String1 field of the UseSchedEarlDates General Info Table setting. When setting is set to

N (default), use the arrival date at the first pickup stop (stp_arrival)



Options in Billing Rating Eff Date field

Option Functionality Date field's location on the Trip Folder When setting is set to

Y, use the scheduled earliest date of the first billable stop, e.g., first pickup or first billable empty stop (stp_schdtearliest)Notes: 1. This option is

ignored when the Rate Effective Date field is set to anything other than a null value.

2. This option causes the system to display scheduled earliest date range fields on restriction windows in Invoicing and Settlements. Do not use it unless you want to retrieve orders based on earliest dates in queue windows.

Specifying which date type is used as the effective date for average fuel pricesThe Billing Avg. Fuel Price Eff. Dt field allows you to specify the type of date the system uses as the order’s start date to determine which average fuel price is in effect.

For details, see:Guide: Average Fuel Price | Chapter: Setting up Average Fuel Price billing rates | Section: Specifying the date type used as the effective date for average fuel prices



Specifying the default event type(s) for a companyThe options in the Default Event Codes section allow you to specify the default event type(s) for companies listed on an order as the initial pickup or last drop. When you create a new company, you can also use these fields to specify the company's default pickup event and/or default drop event.For details, see Setting a default pickup/delivery event.

Making entries in the Company Lat/Long sectionThe Times Verified field is used to indicate the accuracy of and to adjust a company's latitude and longitude. For detailed information about using the Company Lat/Long section, see the Assigning a confidence rating to a lat/long reading section.

Setting up a company's reference numbers The options in the Company Reference Number section allow you to manage a company's reference numbers.

The RefType field Identifies the type of reference number for which duplicates cannot be entered for a Bill To company. A reference number of the specified type cannot be duplicated for any order header, stop detail, or freight detail. It is possible to specify one reference number type in the General Info Table RefUnique key, and a different reference number type in a Bill To's profile. As long as the reference number types are different, reference number checking proceeds independently for each type. If the same reference number type is specified in both the General Info table and the company profile, both settings, the General Info Table takes precedence.Notes: The options in this field are user-defined in the ReferenceNumber label,

accessed in System Administration. This field is not applicable for Fuel Dispatch. The Type 2 Xfr to GP field identifies the reference number type from the order header that will be transferred to Microsoft Dynamics GP. If a reference number of the type specified here exists in the order header,

that number will be transferred. If no reference number of the type specified in this field exists in the order

header, the first reference number from the invoice header will be transferred. The reference number from the invoice header does not have to



match the type specified here. If there is no reference number in the invoice header, no reference number is transferred.

Preventing duplicate reference numbers for a Bill To company Entries in the RefType field are used to prevent duplicate reference numbers for a Bill To company. Reference numbers of the specified type cannot be duplicated for a Bill To whether they are recorded in the order header, for a stop, or for a commodity. In the Company Reference Number section, choose a reference number type from the RefType drop-down list.

Note: The options in this field are user-defined in the ReferenceNumber label, accessed in System Administration.

Afterward, a specific reference number of the type you selected in the Ref Type field can be used only once for the company when the company is the Bill To on an order.

Note: Fields for Bill To, reference number type, and reference number appear in the Order Entry, Dispatch, and Invoicing applications.

If you specify an existing combination of Bill To company, reference number type, and reference number in a new order, an error message similar to the following example appears when you attempt to save the order.

To complete the save with a given Bill To company, you must select a different reference number type or enter a unique reference number.

Identifying the reference number type to be transferred to Microsoft Dynamics GPIn the Company Reference Number section, the Type 2 Xfr to GP field is used to identify the reference number type that will be transferred to the Receivables module in Microsoft Dynamics GP on a company-by-company basis.

Note: The Dynamics GP Integration module is a licensed add-on that must be purchased separately from the base TMWSuite system. For more information, contact TMW Sales.



Using the Detention Tracking featureThe fields in the Detention section are used by the Detention Tracking feature. That feature uses the information to determine when a detention charge is warranted and then to create an invoice detail for it.

For detailed information about setting up and using the Detention Tracking feature, see the Detention Tracking Feature guide.



Associating a company with a cost centerWhen you are using branch configuration functionality to identify cost centers or booking terminal entities, you can link these entities with a company in its profile. You do this in the Brokerage section of the Additional Details window.By default, the field you use to make the association is named Branch. Your company can rename the field.

Notes:1. This field is available only when you are set up to use branch configuration

functionality; that is, you have an entry of Y in String1 of the TrackBranch General Info Table setting.

2. For details on setting up branches as cost centers, see the "Branch File Maintenance" chapter in the File Maintenance guide.

3. For details on setting up booking and executing entities, see: The "Setting up the system to use the Status Based Loads grid" chapter in

the Status Based Loads Grids guide. The Terminal and CSR setup topic in the CRM Right help, or the CRM Right

guide, which is the PDF version of the help.



Assigning a default consignee for a shipperFirst available in TMWSuite: 2012.11_07.03127If a company has the Shipper switch selected in its profile, you can specify a default consignee to be used in Order Entry whenever the company is selected as a shipper. Use the Default Consignee field to enter the ID. The company you select must be marked as a consignee in its profile.

When you use Order Entry to record a shipper for an order, the system automatically copies the default consignee to the order. The default consignee can be manually changed at any time in the Order Entry and Dispatch applications.If you change the Shipper in Order Entry, and the new Shipper has a different default consignee, a Warning box will present the option to keep the current consignee or replace it with the new shipper's default consignee.

Note: The default consignee will not be automatically copied to the Consignee field when you create an order in Dispatch.



Adjusting pay quantities based on maximum legal weightThe Max Weight field and the Units field in the Restriction section are used by the settlement weight adjustment feature. That feature adjusts the weight used for calculating pay based on a maximum legal weight.

Notes: Using the settlement weight adjustment feature requires you to perform setup procedures in your TTS50 and in the Company File Maintenance and Rate Schedules applications.For detailed information about adjusting pay quantities based on maximum legal weight, see the Advanced Pay Rate documentation.

Follow these steps to record a maximum legal weight for a company:1. In the Max Weight field, enter the maximum weight that should be shipped to

this company. 2. From the drop-down list in the Units field, select the weight unit.

Notes:The Max Weight and Units fields display for all companies. However, when you have [Settlements]AdjustPayQuantityForMaxLegalWeight=N in your TTS50, the fields are informational only.It is recommended that all shippers and consignees be assigned to the same weight unit. If the shipper and the consignee on an order are assigned to two different weight units, the system may adjust the settlement weight incorrectly.



Viewing a history of stops made at a companyThe Stop History window provides a list of stops made at a particular location. Do one of the following to access this window:

Click History in the sheet toolbar. Select Edit > History.

The Company History period dialog box displays.

1. In the Date From and To field, enter the desired beginning and ending dates for the look up.

2. Click OK.The Stop History window is displayed.

Information is provided in these columns:Move # ID of the movement

Event Event type

Location Company and city/state where the stop occurred

Arrival Stop arrival date and time

Departure Stop departure date and time

Schedule Early Date and time of earliest scheduled arrival

Schedule Late Date and time of latest scheduled arrival



Rsn Late User-defined field for known reasons for delay

Trip Seg ID of the trip segment

Order ID of the order

Trailer ID of the trailer assigned to the movement

Street Address Street address of the stop

The scroll bar at the bottom of the window allows you to view all the columns of the window. When more than seven entries appear in the Stop History window, a scroll bar is displayed at the right of the window. Use this scroll bar to view additional stops.To edit the date range of the records displayed in the Stop History window:1. In the From field enter a beginning date. 2. Tab to the To field and enter the ending date. 3. Press TAB again to initiate the lookup. Recoding Fuel Pin codesThe Fuel Pin code function is used to record, maintain, and automatically apply Fuel Pin codes to orders. These pin codes are alphanumeric passwords used at a distribution terminal's loading rack when loading a product, e.g., gasoline. Each pin code is specific to a particular shipper, consignee, and supplier combination. The combination of shipper, consignee, and RevType4 option (supplier) uniquely identifies which pin code is used for a particular load. The pin codes are recorded in File Maintenance.

Note: This feature applies only to TMWSuite. TMW's Fuel Dispatch product has its own fuel pin code functionality.

Completing the preliminary setupBefore entering Fuel Pin codes, you must complete the preliminary setup in the System Administration application.

Make an entry in the General Info Table. Make entries in the TTS50. Edit the label file: Create RevType4 label options for suppliers. Verify the LoadPin option is available in the NoteRe label.



Activating Fuel Pin codesIn the General Info Table, you must set the useracksecuritycode key to Y. This setting turns on the Fuel Pin code function.

Note: You must also set the REVTYPE4MAX key to N. This setting is required to use the Fuel Pin code function.

useracksecuritycode

Applies to TMWSuite: 2003 and laterDescription This setting turns on the Fuel Pin code function.String1 N (default)

Do not activate the Fuel Pin code function. Y

Activate the Fuel Pin code function.Additional Notes

A Fuel Pin code is associated with a particular combination of shipper, consignee, and RevType4 value. If the Fuel Pin code function is turned on, and the shipper, consignee, and RevType4 value recorded on an order match that of a Fuel Pin code, the Fuel Pin code is automatically added to the order as an Order-based note.

Setting up Fuel Pin code warning messagesTwo TTS50.ini settings are used to turn on warning messages for the Fuel Pin code function. Whether you use these warning messages will depend on the way your company does business. Although you can use the Fuel Pin code function with these warning messages turned off, it is not recommended.

[Misc]nosecuritycodemsg

Applies to TMWSuite: 2003.02_11.0016 and laterDescription This setting controls whether a message will display when there is no

Fuel Pin code found for the combination of shipper, consignee, and RevType4 option on a given order.

Options N (default)The message will not display.

Y The message will display.



[Misc]multishippermsg

Applies to TMWSuite: 2003.02_11.0016 and laterDescription This setting controls whether a message will display when there is

more than one shipper on an order, i.e., two LLD (Live Load) events.Options Y (default)

The message will display. N

The message will not display.

Editing the label fileIn the Edit User Definable Fields window, edit the following labels. 1. In the RevType4 label, create an option for each supplier to which you will be

assigning a Fuel Pin code.



2. In the NoteRe label, verify that the LoadPin option exists and has COMB in the Abbr column.

Creating Fuel Pin codesFuel Pin codes are recorded in File Maintenance. To set up Fuel Pin codes, follow these steps:1. Select Edit > Fuel Pins. The Fuel Pin Entry window is displayed.

2. Select the shipper's ID in the Shipper field.Note: The company must be set up as a shipper in the Company File Maintenance window.

3. Select the consignee's ID in the Consignee field.Note: The company must be set up as a consignee in the Company File Maintenance window.



4. Click Open. In the Supplier column, the system displays all the RevType4 label options.

5. In the Pin column, enter the unique Fuel Pin code you are associating with this combination of shipper, consignee, and RevType4 label options (supplier).

6. Click Save and close the window.

How fuel pin codes are assignedThis section shows and example of how the Fuel Pin code function is used.1. Create an order with a shipper and consignee for which Fuel Pin codes have

been created.2. In the RevType4 field, select a label option that corresponds to a supplier that

was associated with this shipper and consignee.

3. Save the order.



When you save the order, the system notes the shipper, consignee, and RevType4 label options, and then it checks the Fuel Pin file for this same combination. One of the following occurs: If this specific combination does exist in the Fuel Pin file, the system

automatically attaches a LoadPin note to the order. The note lists the load pin code that is recorded in the Fuel Pin file.

If this specific combination does not exist in the Fuel Pin file and the setting nosecuritycodemsg=Y is set in your TTS50, the No PIN Numbers Exist message will display:

The system will not automatically create a LoadPin note; however, you can manually create a LoadPin note and record a Fuel Pin code. If there is more than one LLD (Live Load) event and the setting

multishippermsg=Y is set in yourTTS5, the Multiple shippers message will display.

The system will not automatically create a LoadPin note; however, you can manually create a LoadPin note and record a load pin code.

The dispatcher then communicates the Fuel Pin code to the driver assigned to the trip. In turn, the driver will use the pin code at a distribution terminal's loading rack to receive a product, e.g., gasoline.

Note: On request, TMW Systems, Inc. can create a custom form, i.e., delivery ticket, on which the system will print the Fuel Pin code information.



[FileMaint]DefaultPupEvent

Applies to TMWSuite: 2009.08_08.0170, TMW OperationsDescription This setting determines the value that will appear in the Default

Pickup Event field when a new company profile is created.Options Leave blank (default)

The default is to leave this setting blank. DLD

Driver loaded HPL

Hook preloaded trailer LLD

Live loadAdditional Notes

1. To use this setting, the UseCompanyDefaultEventCodes General Info Table key must have a value of Y in String1.

2. This setting has no effect on existing company profiles.

[FileMaint]DefaultDrpEvent

Applies to TMWSuite: 2009.08_08.0170, TMW Operations Description This setting determines the value that will appear in the Default

Delivery Event field when a new company profile is created.Options Leave blank (default)

The default is to leave this setting blank. DIV

Custom eventDRL

Drop loaded trailerDULDriver unload

ULCUnload complete

Additional Notes

1. To use this setting, the UseCompanyDefaultEventCodes General Info Table setting must have a value of Y in String1.

2. This setting has no effect on existing company profiles.



[Internationalize]DefaultLatitude

Applies to TMWSuite: 2004.03_08.0004 and laterDescription This setting determines whether latitudes should be considered North

or South. Options N (default)

For companies in the northern hemisphere. S

For companies in the southern hemisphere.


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