Build a Truck

After becoming familiar with the truck building interface, see how you can customize its functionality with related admin options.

1. Go to Trucks > Entry Forms > Build a Truck.
2. Click “Insert” to create a new record.
3. Fill in information about the truck:
   
   a. Description Panel: We recommend that you permit the application to auto-assign a truck number to ensure smooth operation. If you prefer, you may initiate a truck naming convention that the system will use when assigning truck sequence numbers. Learn how to do so here.
   b. Dates: Enter the scheduled ship date (required). The following dates are automatically filled in when you send notifications via the Truck Watch program.
   
   *Tip: You may, by default, have the program copy the scheduled ship date to the shipped date by setting the admin option truckshpdef to "1".
   c. Freight Mileage (Optional)
   d. Vendor Information (Optional): Select a vendor that you have stored in the Payables module.
   e. Trucking Information (Optional): If using a broker, provide this information.
   f. Notes (Optional): Provide any pertinent notes to be printed on loading and/or delivery reports.
   g. Personnel (Optional): For payroll records. Drop down fields call up data from the Pullers, Checkers, Loaders and Drivers entry form in the Trucks module.
   
4. Click “Save.”
5. (Optional) Sort the Available Orders grid according to your needs. For instance, you can shift the Date Wanted column to the first position. Or, you can sort data by customer if you’re shipping several orders to multiple locations for a single sold-to customer.
6. Place orders on the truck using one of the methods below. Easily monitor volume by shifting the column labeled “Feet” to the left side of the grid.
   a. Single-click an order on the grid to highlight, then use arrow to move it to the drop list.
   b. Double-click an order on the grid to automatically add it to the drop list.
   c. Click “Drops” in the toolbar. Click “Insert,” type the order number, and “Save.”
   d. If needed, remove an order by highlighting the respective row and clicking the right arrow.
7. (Optional) Change the drop order by clicking in the cell and typing a new number.

Edit Truck/Drop Information

After building a truck, you may need to edit related information, such as bay number, enroute date, driver name, or personnel records:

1. Double-click the truck detail row or, with the row highlighted, click "Edit" in the toolbar.
2. Make necessary changes under Description, Dates, Freight Mileage, Vendor, Trucking, Notes, and/or Personnel.
3. Click “Save.”

You may also need to edit scheduled truck drops:

1. Double-click the truck drop detail row or, with the row highlighted, click "Edit" in the toolbar.
2. Make necessary changes under Description, Carrier, Appointment, Delivery, Labels, and/or Notes.
3. Click "Save."

Delete a Truck

The application does not permit you to delete a truck due to possible references to pick lists. If you need to cancel a truck, simply remove all drops.

Truck Watch: Email Addresses

With built-in SMTP email, CompuPlants' Truck Watch Tools facilitate effortless communication with the office, the broker/shipper, and your customer. Use this form to save email addresses for everyone you wish to notify during the pulling, loading, and shipping process.

1. Go to Trucks > Entry Forms > Truck Emails.
2. Click "Insert."
3. (Optional) Select a customer ID. When sending notifications, the program searches all customer IDs related to a truck and lists only those customers that are found. If you'd like to include non-customer email recipients, such as the office staff or a broker, leave the customer ID blank.
4. (Optional) Provide a name for the email.
5. Enter an email address.
6. Select all stages at which the recipient will be notified.
7. Click "Save."

Send Truck Notifications

Send notifications directly from the truck watch calendar. Before using this program, make sure you have saved email addresses for notification recipients. You may also wish to change the default Truck Watch color scheme in Administration > Legends.

1. Navigate to Trucks > Entry Forms > Truck Watch.
2. Enter the search criteria and click "Find." Color-coded truck numbers appear based on the colors saved in Administration > Legends.
   * Trucks highlighted in red indicate that they're delayed (today's date is past the scheduled ship date).
3. Double-click a truck number to trigger the notification window. Some information about the truck appears at the top, while the bottom half displays several tabs corresponding with each truck stage.
   *Tip: By default, the "Enroute" and "Orders" tabs are hidden. Opt to display them by setting the admin options truckshowenroute and truckshoworders to "1".
4. (Optional) Edit information on the top half.
5. Click the first tab, "Pulled."
6. Set a date for the pull.
7. (Optional) Set a time for the pull.
8. (Optional) Select "Attach document." The program will attach the corresponding Truck Watch Report to the email (in this case, "Calendar Pulled").
9. Select each email address to receive a notification.
10. (Optional) Write any notes that you wish to be added to the email.
11. Click "Send Notices." Along with notifying each recipient, the program automatically updates the Dates panel on the edit truck form and changes the truck stage color.
12. When you're ready to send the next notification, the notification window will be set to the next tab, "Enroute."

Truck Watch Reports

At each truck stage, you can generate a report to attach to an email and/or print:

• Calendar Pulled
• Calendar Enroute
• Calendar Arrived
• Calendar Loaded
• Calendar Shipped

By default, all reports share the same design. You can customize these reports but, unlike most report modifications in CompuPlants, you cannot copy these designs. Instead, you'll modify the original file: Click the "Design" icon in the toolbar and the file will open in FastReport for you to tweak. Since each menu item is a separate file, you can make the Pulled report different from the Enroute report, and so on. In the original report design, the fields labeled "Instructions" and "Delivery Notes" pull information from the truck edit form (the first from the Trucking Information panel and the second from the Notes panel).

Order Pulling

CompuPlants offers several reports to facilitate truck processing (Trucks > Truck Reports). The sections below describe the function of each report. After you've learned the individual steps, see how Process a Truck (Paper Work) can help you save time.

Pull Reports

The following pull reports apply to single-truck orders.

Report	Description
Pull by Truck	Organizes pull by division, then product, then customer (listing quantities for each customer)
Pull by Farm/Division	Creates a table with divisions as column headers and products as row headers; lists quantities in cells
Pull by Order (Crosstab)	This option divides each order into a separate report, arranging the information in a cross-tab format. Note that you must have set the splittruck admin option to "1" in order for this to work.
Pull by Order (Multiple Locations)	This option also divides each order into a separate report. Note that you must have set the splittruck admin option to "1" in order for this to work.
Pull by Stage	This report arranges the pull by load sequence.
Mass Pull by Truck	Similar to a Pull by Truck report, this report lists an order summary at the top and provides totals for each product.

Build a Mass Pull

Send multiple orders to the field at once by building and printing a mass pull.

1. Go to Trucks > Entry Forms > Mass Pull.
2. Click “Insert.”
3. In the Name field, write a description of the pull. For example, “Morning June 10.”
4. Click “Save.”
5. Add orders to the pull by using the Orders not Pulled grid. You may use any combination of orders (orders all on the same truck, orders on multiple trucks, and/or orders not on a truck).
   a. Re-arrange columns and sort the grid as desired.
   b. Double-click an order row to add it to the mass pull, or highlight the order row and use the arrows to transfer.
   c. Use the right arrow to remove a truck load from the mass pull.
6. Go to Trucks > Mass Pull Reports > Mass Pull by Product.
   * This report groups product by area, so products must be associated with an area.
7. Type the pull number and select printing criteria (see below for a description of each location orientation).
8. Click "Preview" and/or "Print."

Mass Pull Report: Location Orientation

Orientation	Description of Print Layout
Print Locations Down	one row per location per product
Print Locations Across - Adjacent Orders	one row for 5 locations??; repeats for every order
Print Locations Across - Adjacent Product	one row for -----; prints only once per product
Do not Print Locations	locations not printed

Shortcut: Process a Pull (Paper Work & Tags)

You may combine the steps for printing a pull report and pull tags by going to Trucks > Process a Truck or Mass Pull > Process a Pull (Paper work & Tags). You have the option to print a mass pull report with or without truck/drop information. Note, however, that this feature does not give you an option to preview the reports.

Load Reports

These reports facilitate the loading process and list orders in load sequence (reverse drop order). Additionally, you may choose to apply customer labels at this stage.

Report	Description
Print Load List	A compact load list with the option to add notes
Truck Load Report	A detailed load report
Load by Product

Delivery Reports

These reports facilitate delivery. They list orders in drop sequence (reverse load order). Additionally, you may wish to print order documents, such as a bill of lading, at this stage.

Report	Description
Truck Drop Report	A detailed drop report
Manifest	A compact drop list
Truck Notify	Prints a shipment notification for orders on a truck

Shortcut: Process a Truck (Paper Work)

After learning the individual steps for processing a truck, you may prefer to use this shortcut. Go to Trucks > Process a Truck or Mass Pull to find a more convenient and time-saving method. Once here, you can select which documents you'd like to print, including:

• shipping list
• truck load report
• manifest
• truck load list
• pull by truck report

You can also initialize a pick list from this shortcut. Note that this feature does not offer a report preview option.

Pick Lists

Make & Edit a Pick List

For single-truck orders, use the menu tree items under Truck Pick List & Post Inventory. For multiple-truck orders, use the Mass Pull Pick List & Post Inventory menu tree items.

1. Go to Make a Pick List (single-truck) or Make Mass Pull Edit List (multiple-truck).
2. Type the truck number (single-truck) or mass pull number (multiple-truck) in the ID# field,
3. Click “Execute.”
4. Go to Edit Pick List (single-truck) or Edit Pull List (multiple-truck).
5. Type the truck number or mass pull number and click “Find.” The top grid displays products along with locations chosen by the system. The bottom grid displays available locations and quantities for the highlighted product in the pick list. It provides you with real-time information by reflecting other pending pick lists (in the "Balance" column) and by not displaying those locations where 100% of the product in question has been allocated.
6. Change locations and quantities:
   
   a. Highlight a product row in the pick list.
   b. Double-click a location row from the bottom grid and changes will be applied to the pick list. The chosen location will display a green background after it is applied.
7. If a product was pulled from multiple locations:
   
   a. “Copy” the product. This produces another row with the same product information in the pick list.
   b. Set a location for each product row.
   c. Change the quantities for each location.
8. (Optional) Select “Verify.” This sums up the “Picked” column and compares it to the sum of the "To pick" column (which is based on order quantities). If the totals disagree, the text color in the respective upper grid rows turns red.

Post Pick List to Inventory

While processing multiple orders, you may opt to post the inventory by order rather than by entire truck. If so, change the splittruck admin option to "1" before posting a pick list. Then, follow the directions below for posting a single-truck pick list, with variations for a mass pull pick list, to inventory.

1. Go to Post Inventory - Task Report (single-truck) or Post Inventory (multiple-truck).
2. (Optional) Run a trial post first by unchecking the box labeled “post inventory.” Check the box again when the truck is ready to post.
3. Type the truck number or mass pull number.
4. Check the box labeled “Do not post with NF” if you do not want products with no location found to post to inventory. If NF is not an issue, leave the box unchecked. (Allowing NF products to post creates an “XX” location in the database, assumes there was a quantity of “0” products at this location, and applies a negative value based on number of products shipped.)
5. “Execute.”

Unpost Pick List

If products, quantities, and/or pick locations change after posting a pick list, you may un-post the pick list. Once the truck has been posted to receivables, however, you may no longer do so.

Unposting a pick list prompts several reactions from the system:

• It changes the truck status from "Ready to Invoice" to "Assembled."
  
• It changes the order status from "Ready to Invoice" to "Assembled."
  
• It returns quantities to inventory (both salable and graded)
  
• It restores previous quantities to the master order (if the shipping order was originally tied to a master).
  

Follow these steps when you need to unpost a pick list:

1. Go to Picklist & Post Inventory.
2. To unpost a single truck, use the option under Truck Picklist & Post Inventory; to unpost a mass pull, select the form under Mass Pull Picklist & Post Inventory.
3. Enter the order, truck, or mass pull number.
4. (Optional) Run a trial post by leaving the "Unpost" flag unchecked, then click "Execute." The application will inform you of any errors that may prevent the un-post.
5. When you're ready to un-post, check the flag, then click "Execute."
6. If necessary, return to the order and update products and/or quantities as needed, then make a new pick list.
7. Edit the pick list and post again.

Pick List History

View a history of pick list edits, including un-post(s), by entering the pick ID (this may be a single order, truck, or mass pull). You may find this useful when issuing customer credits for damaged plants, or when you have any questions related to a plant's pick location.

Truck Certificates

The Certificates program supports compliance with each state's regulations regarding the shipment of plant crops.

Email Preferences

Three admin options pertain to the truck certificates program:

emailmethod	Determines which email tool to use. Set to "0" to use your default email client's user interface. Set to "1" to prompt for an email address and password, and use a batch email tool (no user interface). If set to "1", you must also provide your SMTP mail server address (see "emailserver").
emailreport	Choose which delivery report to send with the certificate. Can be "Manifest" or "Notify".
emailserver	If "emailmethod" is set to "1", the address of your SMTP mail server is required here.

States

This form, also housed in the Setup module, stores all of the contact information for each state's plant health inspection services. Certificates are sent via email or fax. Indicate the preferred method of contact by selecting the appropriate radial button, and be sure you have the correct email address or fax number on file (the email address should be saved in the field labeled "Certs Address"). Even for states that do not require proof of certification when a host plant is shipped, you must still create a record for that state and flag it as "Certificates Exempt."

Plants

This is the same form housed in the Inventory module, but provided here for convenience. To flag a plant as a host,...

Send Certificates

You may send certificates by order or by truck. The instructions below are based on sending certificates by order, though the steps vary only slightly if sending by truck.

1. Go to Trucks > Truck Certificates > Send Cert by Order.
2. Click "Find." The program searches all orders, looking first at the state records then at the plant records. Where a state requires proof of certification AND plants marked as hosts are on the order, the program distinguishes those records with a blue background.
   *On the Send Certs by Truck form, each applicable truck will show a blue background on the top grid, while the "SODS" flag indicates which orders have host plants on the bottom grid.
3. To send a certificate, right-click an applicable order and select "Send Certification."
   * If sending certs by truck, right-click an applicable truck, not the individual order.
   * You may select multiple orders for sending all certificates at once (note: this technique does not work with trucks).
   

Certificates Log

Upon sending a certificate, the program logs the transaction in this form, keeping count of multiple attempts. It does not, however, account for failed attempts (in the event that the email bounces back).

Print Certificates

Click the Design button to customize the certificate report with your state seal and permit number.

Post Truck to Receivables

Make sure you have calculated freight charges before posting a truck. For multiple-truck processing, post trucks one at a time or use the shortcut below.

1. Go to Orders > Order Posting > Post Orders.
2. (Optional) Run a trial post to see if any errors exist by unchecking the box labeled “Post Order.” Check the box when the order is ready to post.
3. Enter the truck number.
4. Click “Execute.”
   a. If an error prevents the truck from posting, the application will display a red X and describe the error. If there is no error, check the “Post Orders” box and click “Execute.”.

Shortcut: Post Truck (Inventory & Receivables)

Especially helpful for posting multiple truck loads at once.