Transportation management is an essential part of the landscape supply industry, as these businesses deal with the delivery of their products, whether it be sand and soils, turf, or firewood. This is where transport management software becomes very effective in streamlining processes within the landscape supplies industry. From scheduling to dispatch, the whole process requires careful attention and management. This article will go into detail specific to landscape supply industries and how it's simplified using Allotrac software.
At the initial stages of a job, Allotrac offers several ways to capture order information, depending on the volume and type of delivery required. For loads delivered directly to the customer, information can be easily entered via the "add new job" screen (Figure 1). For repeat customers, a lookup history displays any previous loads that can be used to pre-populate the order.
For larger orders requiring multiple vehicles to move the contents, we offer our project functionality. This allows you to set a fixed cost per tonnage within a fixed date range, letting you burn down the stock until the entirety of the project has been exhausted. This ensures your allocator doesn't send any additional loads to the site that haven't been quoted for.
When it comes to invoicing upon order entry, Allotrac can streamline this process by providing a single point of entry to delivery. Should your business have point-of-sale software, Allotrac can receive the job information from a completed transaction, meaning there's no need to enter any additional data.
During the order entry process, allocation is made easier with Allotrac as you can default the fleet at the point of entry, assisting allocators with their dispatch. This means if you know the delivery will require a Hiab for a lift, you can restrict the allocation to a fleet of semi or flat-bed trucks, which increases efficiency and eliminates the risk of error.
Figure 1: Add New Job Screen
Allotrac is versatile with releasing loads depending on the type of delivery and vehicle required. For split-loads or runs, the allocator can easily group individual loads to form a consecutive pick-up from the loading point and then stage the delivery sequence. This provides the driver and operator with clarity on how to load the small tipper or flatbed for ease of delivery. For example, loading the first delivery last.
For project work, loads can be easily released via the dispatch screen. The allocator can choose to release a load or several loads days in advance of the delivery date. These loads can be allocated directly to a vehicle or left unassigned to be allocated to multiple vehicles or third-party carriers.
To break up the number of loads, the allocator will be able to filter for unassigned jobs that match a particular type of vehicle provided in the fleet and the delivery type that was entered prior. This means the allocator can concentrate on allocating their small tipper loads from their bogie loads.
The Allotrac driver application can be easily downloaded from a smartphone or tablet device without the need to purchase additional hardware.
Through the app, drivers can be prompted to take an image of the load on the ground and leave a comment about where the delivery was left. The customer can then receive an instant notification of the delivery and an automated delivery docket with the completed job information. This information can include images taken by the driver, along with the driver's signature and geolocation at the time of delivery.
For those loads where you may not have the stock on hand, Allotrac can force drivers to capture a weighbridge docket when picking up externally. Drivers can easily enter the weighbridge docket number and capture an image of the docket(s) via the driver application. This makes reconciliation easier as you can cross-reference the weighbridge dockets with those of external suppliers. This also doubles as a reference check that the driver has loaded the right quantity when you go to invoice.
Customers can receive instant notification of the load on the ground. Allotrac's integration with Twilio SendGrid allows you to customise the delivery docket with your branding and the completed job information you wish to send to your clients. This can include images of where the material was left, including any comments should the driver leave the ancillaries undercover and out of the rain. This helps resolve any disputes from customers as to where the product was left and if any damage was incurred during delivery. You can include the geo-location of the delivery where the order was tipped to further validate the delivery.
Gone are the days of waiting for the driver to return to the yard with the paperwork to invoice your client. Allotrac's integration with MYOB and Xero means you can invoice your clients in real-time. Once the driver has completed the load, you can be sure you don't miss any invoices as they appear in your completed jobs screen. You can cross-reference the weigh bridge docket to match the loaded weight and add any miscellaneous charges to the delivery, such as demurrage. There's no double entry of data and it mitigates the risk for errors in the manual processing of paperwork. Plus, there is an approval process to ensure only selected users check the information before it's passed to the accounting software. Once the jobs have been approved, batched, and moved to the accounting platform, they will appear in your MYOB or Xero as a draft tax invoice.