Quick Start Guide 
 
 
Before you are able to enter and manage jobs in the Masslogics system, you must first enter customer and driver data. 

 

1. Create Customer
1. Under Database tab, select Customer, then New – enter customer data, then click save
• Only fields with red asterisk are required
• E-mail delivery notification is for automated e-mails when jobs are completed
• Fee list – any fields left blank will not appear on this customers job forms.  If there are pre-determined rates for any fees, enter them here.  If they are created at the time of job entry, enter “0.00”.
• Fuel surcharge – leave both blank for now
• Enter any special notes for customer
2. Under Database tab, select Customer, then select the customer just created
3. Find the Locations section, click New
• Enter the name of the location – if pickups are made at the customer’s location, start with that one
• For the type, select Pickup or Delivery
• Enter the address, phone, etc.
• If this is a satellite location for your company, select yes
• Use limit – leave blank for now
• Enter directions if needed
• Enter notes
• Click save
• Repeat procedure for a delivery location for this customer
• Repeat procedure for a billing location for this customer
4. Go back to customer profile screen, and in the Rates section, select New
• Select type of shipment – for full truck load work, select Trailer Load; for LTL or Container Drayage, select accordingly
• For description, enter the type of work this rate applies to – for example, this may be “Local” or “Northeast” or “In-state LTL”
• For Shipping Unit, enter the items counted for the shipment – for full truck load work, the item is “Load”, for LTL the items shipped may be “pallets”, “cartons”, or some other descriptor
• For Billing Unit, enter the items that the rate will be applied to – for miles, enter “mile”, for a flat rate trailer load enter “load”, for LTL enter whatever billing unit will apply
• Enter applicable notes
• Click save
• Repeat process for additional rates
 

2. Create Driver
1. Under Database tab, select Driver, then New – enter driver data and click save. 
• Equipment can be assigned after it has been loaded into the system
• The rate here applies to mileage rate only.  If your drivers are not paid on a mileage rate, enter “0.00”. 
3. Enter equipment – this is optional, but very straightforward after entering a customer and a driver
1. Under the Database tab, select Equipment
2. Click the New button – enter equipment data, and click save

 
 
Repeat these processes for the rest of your customers and drivers.  After the data is loaded, you are able to begin entering jobs. 

 

1. From the New tab, select Shipment, then select the customer that the shipment will be for.

1. Select the Pickup Location from the pull down menu, enter scheduled pickup date and time, and repeat for the Delivery Location and scheduled times
2. Leave Actual Date and Time for both pickup and delivery blank
3. Select the rate that will apply to this shipment
4. Enter the quantity of items shipped – for example, if this is a full load, enter 1
5. Enter the quantity of items billed – if the billable items are miles, use the mileage calculator on the next line below to generate the miles between the pickup and delivery location entered above
6. The price for this shipment will be automatically calculated based on the rate selected and the billable quantity entered.  If this amount is not what you wish to bill, simply enter the amount in the Price field.
7. Select the driver for this shipment, and equipment if it is loaded in the system
8. Driver notification – this pertains to the active dispatch of this job, leave blank for now
9. Order Numbers – this is where any reference numbers for the job are entered.  This is for your customers’ reference numbers that pertain to this shipment.  Multiple numbers can be entered here by hitting the return key and continuing on the next line.  The Masslogics system will automatically generate a BOL number for this shipment independent of these order numbers.
10. Invoice Notes – any notes entered here will show up on the invoice for this job
11. Notes – this is where any internal notes for this job can be stored.  These notes are only viewable by people seeing this system or internal paperwork.
12. The shipment deadline date will generate an alert when the deadline date is approaching or past.  This is mainly used by companies that incur monetary penalties for deadlines not met.
13. Recurring Shipment – if this particular job is repeated with any frequency (daily, weekly, few times per month) you may wish to save it as a Recurring Shipment.  The data will be saved for shortcut entry when it is performed again.
14. Click save

2. Now that the shipment is entered, from the Job Screens tab, select Dispatch Board

1. Clicking the status level of a job will take you to the job edit screen

2. Clicking the BOL number of a job will show you the details of the job
3. Once the driver has been dispatched, click the “Dispatch” word beside his name to update the job
4. Once the job has been picked up, click the pickup date/time to update
5. Once the job has been delivered, click the pickup date/time to update
6. Once the job is delivered, it is complete and will leave this screen and go to the Completed Jobs screen
7. Once jobs have been invoiced they will leave the Completed Jobs screen
8. Some other notes about the Dispatch Board

   Clicking the column headers sort the data on the page by that column

   The boxes at the top of each column are filter boxes for performing searches

   Multiple filter boxes can be entered to narrow down searches

   A date range can be entered in the Pickup or Delivery date filter, and must be in this format:  dd/mm/yyyy-dd/mm/yyyy (no spaces)

   To remove filters, click the Show All button

   The box in the upper right shows how many jobs are on the screen, and allows you to select how many you wish to display per page (20, 100, 250, 500).  If there are more jobs than displayed, use the Next/Previous buttons to navigate the pages

 

Once a job has been completed, it can be invoiced and settled 

1. Under the New tab, select Invoice, then select the customer
1. Enter the invoice date
2. The Paid and Payment Date can be entered once the payment is received
3. Enter notes if necessary
4. Check the boxes of the jobs you wish to save to this invoce
5. Click save
2. A driver settlement is created the same way from the New tab, select Settlement, then select the driver, and complete accordingly
3. Once invoices and settlements are created, they can be viewed by selecting the Accounting tab, then Invoices or Settlements

 
 
 
This concludes the Quick Start Guide.  For continued training on the remaining features, e-mail a training request to admin@masslogics.com.