To add a load to the Brokerage system, please follow the instructions below:
Please reference Company Information & Starting Pro #s for how to set your starting Pro# to where you want it before starting.
To get started, open Brokerage Dispatch, then click the Dispatch tab at the button of the screen.
- Press the 'New' button in upper left corner.
Tip: Tabbing through fields is a very quick way to enter in new loads.
Carriers, Customers, and Optional Fields:
- Select your customer from the Customer dropdown menu.
- Please reference Adding a Customer in Brokerage Dispatch for instructions on how to create a new customer entry.
- Select your carrier from the Carrier dropdown menu.
- Please reference Adding a Carrier in Brokerage Dispatch for instructions on how to create a new carrier entry.
- This can be left blank for now and updated later if needed.
- Fill out the (Optional) 'Special', 'Commodity' and 'Equipment' fields if applicable.
- The 'Ref #' field is important. This will print on the invoice and should be whatever unique number your customer wants to see on their invoice to get you paid faster.
- Dispatcher: Assign to a dispatcher. Use this to track revenue, sort the loadboard for only their assigned loads, etc.
- Broker/Agent: Assign to a broker/agent. Use this to track revenue, sort the loadboard for only their assigned loads, etc.
- We provide a huge area (unlimited size) to make any notes/comments you feel needed through life of the load.
- These notes only print on the loadsheet (internal copy) and will not be seen by customers.
Stops:
- By default, a new load always starts with one P(ick) and one D(rop) in the lower pane, but you can add as many of each as you need per load.
- Fill in the info for each Pick and each Drop.
- Make sure that you fill in Dates!
- Shippers and Receivers can be added on the fly like Customers and Carriers.
- From the Facility dropdown menu, select <NEW SHIPPER> for Picks or <NEW RECEIVER> for Drops to pull up the "Add/Edit Shipper/Receiver" dialogue screen.
- You can also go to the Shippers/Receivers tab at the bottom of the screen to add new entries directly.
- If you tab through the last Drop, then DRD will ask if you need to add another stop. If you are done entering stops, then select No.
- The "Brokerage Customer Rate" dialogue screen will pop up.
Brokerage Customer Rate:
- You can also access this by clicking the "..." button for Gross Pay.
- Please reference Brokerage Customer Rate for more information about this screen.
- Fill out any and all relevant fields.
- (Optional) After Basic Rate, Accessorial Charges, Surcharge Type, and Calc. Rate By have been set, you can click the "Calc Surchg" button to see how much will be added to the Basic Rate immediately.
- Click OK to save your changes.
- Applicable charges will be automatically added and included in the Gross Pay field on the primary Dispatch screen.
- You can come back later and add or adjust any data at any time as well.
- If no Carrier has been assigned yet, then the load's status will change to "Available".
- Once a Carrier has been assigned, then the load's status will change to "Assigned".
- The load's status has to be manually changed to "Dispatched" by a human.
- Once a load is "Dispatched", a Check Call will be entered automatically. This ensures that you at least have a timestamp for when that load was dispatched.
- Click "Tracking" at the top of the screen to view/add Check Calls.
Carrier Pay Form:
- If you selected a Carrier at the same time as selecting your Customer, then after the Brokerage Customer Rate form is completed, the Carrier Pay Form screen will pop up.
- This can also be accessed by clicking the "..." button next to "Carrier Pay" on the primary Dispatch screen.
- Fill out any and all relevant fields.
- Click OK to save your changes.
- Applicable charges will be automatically added and included in the Carrier Pay field on the primary Dispatch screen.
- You can come back later and add or adjust any data at any time as well.
- You can calculate the rate by: Flat Rate, Mileage, Pieces, or Weight.
- QuickPay
- Claims for carrier: Use this to put in the dollar amount of a freight claim.
- There is a tab on the main Carrier tab to actually make a claim and note the details.
- Advances taken and "Add Advance" button. This displays any advances in the system for that carrier & load.
- The button is used to add a carrier advance.
- There is also a button on the dispatch screen to add carrier advances.
- These can go to QUICKBOOKS as a credit for the vendor if setup properly in the QBsetup program. They must be exported to QB in the "Brokerage Invoice" screen.
As long as you have a CUSTOMER, a CARRIER, a RATE greater then zero and a UNIT assigned, that load will show in Brokerage Invoicing to be billed at any time.
Terms used in the Dispatch tab
Carrier The trucking company that will be hauling your load and getting the RATE CONFIRMATION, paid as a vendor in QUickbooks for the load using A/P
Customer is where you input the customer for the load. Depending on your preferences set in Brokerage Preferences, you may need to fill out certain fields for a customer before you may use a customer on a load.
Special/Commodity/Equipment are fields that denote any special requirements, the commodity being hauled, and required equipment for the load. These lists are designed to both look up previous entries from the database and quick add simply by typing the name of your new entry and tabbing out of the list with the TAB key. For example, one could tab into the special field, or use the mouse, type 'EXCHANGE' for pallet exchange, and tab out of click on another field to assign 'EXCHANGE' to the load and permanently add 'EXCHANGE' under the special list for future loads.
Ref # (Billing) is the billing reference # from your customer. Typically, this is their internal invoice number and how your customer refers to this load. This field is searchable from the search tab and the utilities menu.
Dispatcher is who is the dispatcher assigned to this load. Dispatcher name displayed is the last name of any employee entered in the Sales/Dispatcher section of setup.
Broker/Agent are for users who may have one employee actually broker the load while another employee handles the dispatching of the load.
Cust Pay Miles are the total miles for the load as far as your customer is concerned. If you're integrating PCMiler or ProMiles with Dr Dispatch, the 'Update Miles' button will calculate this based off of your stops.
Truck Miles are the total miles for the load as far as your carrier is concerned. If you're integrating PCMiler or ProMiles with Dr Dispatch, the 'Update Miles' button will calculate this based off of your stops.
Status is the status of the load.
Available is used to denote they need a carrier booked.
Assigned is used once a carrier is assigned to a load.
Dispatched is used to denote the carrier's driver has in fact been dispatched by you and should be on the way to service the load.Loaded (optional) designates that a load is in fact LOADED on the trk
Loaded (optional) designates that a load is in fact LOADED on the trk
Empty is used once a load is the load has been delivered.
Closed is used when you're done with the load to drop it from your active load filter.
Dispatcher Notes are any notes, special instructions, etc. This data prints on some reports and is useful to store any notes or information for the load not already present in Dr Dispatch.
Stops is where you enter your picks and drops. Double clicking on a facility here will produce a screen with the shipper or receiver's notes section. This is useful to quickly pull notes and directions on your pickups and drops from dispatch.
A pickup is denoted as a P and a drop as a D. The stops are ordered by the value in the # field. Selecting the shipping or receiving location under facility will auto fill the city, state, zip and phone # fields entered on the shipper and receiver tabs. Dr Dispatch will perform best if you fill in an origin pick and destination drop with accurate location information, dates, and times. Failure to supply dates can make the load(s) fail to appear in revenue due to the lack of a valid pick and drop date. You can use the blue up and down arrows to the left to quickly re-arrange stop order.
There are several fields in the Stops area.
The # is a number only field that denotes what order this stop occurs.
Pick/Drop is the type of stop. P for pickup and D for drop. The first pick and last drop of a load set the pick date, drop date, and origin/destination information for the overall load.
Facility is the shipping or receiving facility and is looked up from the database under the shipper tab for P and receivers tab for type D facilities (much like the carrier and customer lookups).
City ST for the facility selected above.
Phone number of the facility. (optional)
Pick/PO # for the stop. (optional)
Units used to be referred to as cases or pieces. (optional)
Pallets is a new field added that denotes how many pallets to pick or drop. (optional)
Wgt is the weight being picked or dropped. (optional)
Date of the pick or drop. Origin and destination dates are derived from the first pick and last drop of a load. Searches with date ranges and revenue REQUIRE a date on your first pick and last drop.
Time the stop picks up or delivers. This is an actual computer time format and can not contain text or a time range. On a FCFS load or a load with a time range you may put the earliest or latest time here. (optional)
Time Range is a text field that you may be a range of time or FCFS in. (optional)
Address 1 of the shipping or receiving facility. (optional)
Zip code of the shipping or receiving facility. Users with a mileage integration should put a correct zip code in on all addresses for accurate mileage. (optional)
BOL Associated with the stop. (optional)
Freight class of the stop. This field is largely unused at this time. (optional)
Status of the stop to denote planned, en-route, and completed. (optional)
Description is a place to put extra notes on the stop.