TCS Workspace

Transport Management Systems (TMS)

TCSWorkspace provides the operational services within the Transconnect Solutions transport management system

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Major Modules

• User Management

  Key features

  • Load new users – including employees, customers & their staff.
  • Secure password management for all users.
  • User privilege settings – give your staff access to all or only part of your system depending on their current position.

 

• Customer Management

  Key features

  • Enter New clients – billing and operations address, multiple contacts, phone, fax, email, ABN, payment terms, attach rate schedules, discounts, fuel levies etc.
  • Flexible rating for individual clients.
  • Assign a sales rep to each account.
  • Manage customer contacts.

 

• Rate Schedule Management

  Key features

  • Rates schedules can be set up to suit your business or clients requirements.
  • Pallet Rates, Hourly Rates, KG Rates, KLM rates.
  • Set your own Zone settings by post code.

 

• Supplier/Fleet Management

  Key features

  • Enter Supplier/Driver Contact details.
  • Enter the type of supplier e.g. company/sub-contractor.
  • Attach vehicle sizes for each driver.
  • Set driver to use handheld PDA’s if required.
  • Attach supplier rate schedule and zone mapping for auto costing of allocations.
  • Business to Business data transfer.

 

• Bookings

  Key features

  • User friendly Booking entry.
  • Enter and save frequent addresses for senders and receivers.
  • Multiple reference fields available for each booking.
  • Auto or manual con note number generation.
  • Timeslot bookings settings.
  • Pallet management option for chep/ loscam.
  • Dangerous goods information e.g. UN numbers etc.
  • Notes for any special delivery requirements.
  • Auto calculation of cubic weight/dead weight.
  • Set future bookings.
  • Multiple service/rate options.
  • Auto quoting / pricing.
  • Edit jobs once booking is completed.
  • Label generation with barcode – ability to print, save as pdf document or email direct from the system.
  • Con note generation with barcode - ability to print, save as pdf document or email direct from the system.

 

• Operations / Job Allocations

  Key features

  • Drag n Drop Allocation for all jobs.
  • Multiple leg allocation for all jobs.
  • Allocate jobs straight to a drivers PDA (Not available on TCConvey online).
  • Job Status updates –  e.g. picked up, loaded line haul, delivered
  • EDI Data Transfer – Allocate and transfer one or many jobs to suppliers by email, csv file or file transfer.
  • Snap shot view of job particulars e.g. Sender/receiver suburbs, no. items, dead/cubic weight, service, delivery window/timeslot.
  • Load management – see the total items, weight and cubic allocated to any vehicle or supplier.
  • Driver Run sheet Generation.
  • Print single or multiple con notes at once that are allocated to a driver or supplier.
  • Print single or multiple labels at once that are allocated to a driver or supplier.
  • Multiple service/rate options.
  • Auto quoting / pricing.
  • Edit jobs once booking is completed.
  • Label generation with barcode – ability to print, save as pdf document or email direct from the system.
  • Con note generation with barcode - ability to print, save as pdf document or email direct from the system.
  • Driver timesheet management for hourly drivers including sign on/ off.
  • Configurable rates for suppliers to auto cost jobs on allocation.

 

• Job History

  Key features

  • Display of all jobs and main details - client, con number, date, service, sender/receiver suburb, charges, dead/cubic weight, booking creator, last person to modify booking.
  • Search jobs by client, supplier, con note number, creator, last person to modify.
  • Edit Bookings.
  • Update booking status.
  • Add supplier costs – costs can be added for each leg of a booking.
  • Attach PODS for each job. Automatically attached from PDA. Attach from file or scanner.
  • View PODS for any delivery.
  • Edit pricing for any job.
  • Close jobs for invoicing.
  • Import EDI Files.

 

• Invoice Generation

  Key features

  • Invoice runs can be set to any particular time period e.g. daily, weekly, fortnightly, monthly. Simply set your start and finish date for each run.
  • Invoices are set out to show a ledger of outstanding invoices, transport charges and miscellaneous charges.
  • Invoices will charge for all closed deliveries in this period. It will also pick up any jobs and miscellaneous charges that are closed but not yet invoiced from prior to these dates.
  • View outstanding invoices.

 

• Sending Invoices

  Key features

  • Invoices can be emailed to clients directly from TCSWorkspace.
  • Unsent invoices are logged and can be emailed individually from the system. All contacts from a client are available in a drop down list and invoices can be sent to multiple contacts.

 

• Manage Client Ledger

  Key features

  • Charges can be added for any services that are not part of your normal services.  This allows for charges to be added to an account for any particular jobs that have incurred further costs after the jobs are closed off.

 

• Manage Payments & Credits

  Key features

  • Add payments or credits for any client.
  • Credits and payments are set against any individual invoice and can be viewed in the client ledger.
  • Credits/ Payments can also be reversed if required.

 

• Manage Outstanding Invoices

  Key features

  • A ledger is provided for all outstanding invoices based on each client’s individual payment terms.
  • A reminder can be emailed direct from the system which will include a ledger of the outstanding invoices.
  • Notes can be logged against invoices, allowing you to keep a history of correspondence relating to an invoice.

 

• Report

  Key features

  • Multiple reports are available in this system including revenue lane/state, supplier cost per lane/state, margin by lane/state, sales by lane/state, Overdue Invoices, Ledger report, Volumes per lane/state.
  • All reports can be exported to Excel, PDF or Word documents.
  • All reports are printable.
  • Both Data and Visual reports available.