Order and Job Creation
Eliminate paper and reduce admin with job creation and management. Import consignment data electronically straight from your customers, manually enter jobs where necessary, and use templates for repeat jobs.
Electronic Data Interchange (EDI)
Speed up job input and improve data accuracy using Electronic Data Exchange with your customers. Our message hub is designed to communicate in most data protocols. Ideally web services (JSON, XML, for ‘live’ interchange) – or alternatively to import a variety of common file formats (.csv .xslx .txt files via our email service).
Validation
Ensure the accuracy of your address details, check the full address with Post Office Address File (PAF) and record the geo coordinates for accurate software routing and scheduling. Experian car checks can be made and any jobs failing validation are quarantined. The missing or incorrect details have to be updated before use in the TMS.
Manual Input
Be it last minute additions after your customer has sent his electronic data for the day – or after someone has phoned from their car with an emergency request that they had forgotten to give earlier. There will always be situations where you need to create a consignment manually.
Scheduling & Map Planning
Take the leg work out of routing and scheduling. The TrackTrans TMS route optimising software generates local depot collection, delivery rounds and trunking schedules. Height, weight limit and traffic conditions are all covered.
Software Routing
TrackTrans uses 5 different algorithms depending on the particular circumstances. Provided the consignment data address information is accurate, the calculation time is 10s of seconds – fast enough to be used in real time! Driver and vehicle details are recorded at setup, with availability maintained by the holiday and maintenance planners.
Manual Input
For lower job volumes selecting jobs from an ‘unallocated jobs’ list can be as fast software or map assisted planning. The job list can be sorted by multiple columns, for example Post Code and Delivery due date to refine the list and selecting the relevant jobs allows them to added to a route in one transaction.
Drag & Drop Map Planning
Where software routing is a sledgehammer to crack a nut; our drag and drop map planner allows you to ‘visualise’ consignments on a map and build routes on screen. It is also useful for sense-checking software created loads and last minute changes that may arise when the route plans are nearly set.
Inter-depot Trunking
Operate multiple depots from a central planning office. Pre-advise other depots, of the jobs that you are sending through the course of the day and allow the other depots to pre-plan.
Auto Depot Allocation
Use a pre–defined matrix of postcodes to allocate consignments to depots. TMS allows local depot postcode areas to be defined down to district level – RG6, LS12 etc. There are circa 2700 in Great Britain. TrackTrans’ setup can recommend the depot areas based on the quickest time to a postcode district.
Depot Pre Advice
Pre-advise other depots through the course of the day with details of the consignments that are coming and allow the remote depot to plan in advance. The pre–planned local routes can only be confirmed loaded and the drivers’ handsets updated, when the incoming trunks are unloaded.
Manifests
Inter depot trunking manifests are generated by the auto-allocation process. Trunks can be loaded using exception scanning (the most accurate, alerting for loading errors) or blind scanning for high volumes and when speed is of the essence (less accurate, errors can only be rectified on arrival at the destination depot).
Route Optimisation
Allocate your routes across your fleet of drivers and subcontractors with our load building, resource allocation tools and diary screen. Comes with our drag and drop map planner to make your job even easier.
Own Fleet
Plan your jobs across your fleet of drivers with our load building and resource allocation tools and diary screen. This comes with our drag and drop map planner to make your job even easier. Store all your fleet maintenance details in one place, and get alerts to keep your fleet compliant. Only roadworthy vehicles can be selected.
Personnel Management
Keeping on top of your employees’ hours, holidays and pay can be a pain. TrackTrans tracks all of this for you, including compliance. Along with this, you get a holiday planner that ensures you know exactly which of your drivers is available on any given day.
Subcontractor Management
Create easy to use templates including; agreed costs, invoice verification, job details & profitability analysis. Allow access to third parties and subcontractors to access delivery details purchase orders & self-billing to increase accuracy of supplier invoices. Our Web portal also allows subcontractors to upload POD info ‘live’.
Electronic Proof of Collection & Delivery
Sign on screen and reduce those piles of paper with instantly viewable online ePODs/ePOC. Get GPS locations and timestamps of POD, and you can even upload pictures for full transparency and details of delivery.
Signature Capture
Sign on screen and reduce those piles of paper with instantly viewable online ePODs. Collect GPS locations and timestamps with the POD. You can even upload pictures for full transparency and details of delivery. Automate the sending of PODs to your customers to keep them up to date and nip POD issues in the bud.
Customisable Forms
Many businesses have the need for specific information to be recorded in a Proof Of Delivery. Use delivery note forms that fit your business, flexible configurable options mean your drivers and customers only see what they need to. Include driver edited graphics to detail any areas of damage when collecting or delivering vehicles.
Label Scanning
Bar Code scanning is integrated in the TrackTrans app. Checking the completeness of loading and unloading by consignment. Confirming the accuracy of PODs by scanning individual package labels. Supporting the operation of a fixed network of depots and the internal exchange of consignments between them during the trunking process.
Driver Utilities
Your drivers are your most valuable asset. Our utilities help make it easier for them to comply with the rules that govern their activities. Keeping timesheets and vehicle check sheets is a thing of the past.
Working Time Recording
The TrackTrans ePOD app incudes a working time drivers’ hours activity recording module. The current activity is recorded by selecting one of either the ‘WORK’, ‘POA’, ‘BREAK’, ‘STOP’ tabs at the top of the screen. The data is returned live to TMS and can be displayed back in the office. If required it can be used to inform the payroll system.
Vehicle Checks
Drivers start the shift with our VOSA compliant vehicle check list. The simple-to-use screens gather all the necessary information and the latest details are stored on the handset in case of routine checks by VOSA – then sent back to TMS. Maintenance items can be scheduled and the full history is kept by vehicle/trailer.
Remote Support
Friendly and responsive customer service is provided by our support team. Support levels are monitored and managed in Freshdesk to ensure we are providing the best service possible. You can remotely view the drivers’ handsets and help with simple problems like familiarity. You can check network connections with our status monitor.
Handset Tracking
Never lose sight of your personnel again with GPS tracking. See your drivers’ locations on a map overview in real-time, and view their previous movements as a ‘snail trail’ daily.
Live Position Display
Track your drivers’ handsets ‘live’ on a map with details of speed and direction at each waypoint. Route details are stored (for an agreed time) on our servers and can be transferred at the end of the agreed period to your own storage for future reference. This can be invaluable in POD and incident disputes.
Navigation & Traffic
Your drivers can now navigate to their next delivery at the click of a button; Sygic mapping and other options come integrated with the TrackTrans app. Use Sygic truck mapping on the TrackTrans app, with weight and height restrictions, for directions across all of Europe. If Sygic is offline, the maps are carried on the handset – with no need for a data connection.
ETA’s & SMS Notifications
Using the route plans calculated by our software routing algorithms – or from the routes derived from the navigation software; ETA’s and SMS alerts can be generated live. SMS alerts are sent from our servers – NOT from the drivers’ handsets, thus ensuring that sensitive personal data is not held on the handsets.
Finance Management
Reduce your admin costs even further with automatic job pricing and invoice matching. Run powerful what-if models to optimise your operations. Automate costing and payroll too – all of this is integrated with Sage and QuickBooks to save time at your end.
Invoicing
Create invoices simply and instantly. No need to wait for drivers to return with paperwork. Rate tables linked to individual customers take the leg work out of preparing accurate invoices. These invoices are not released until the POD is confirmed. Connect to your accounting package – including QuickBooks and Sage – for full financial management.
Purchasing
Control your purchase ledger with purchase orders issued automatically when you instruct sub–contractors to undertake work on your behalf. Auto acceptance of incoming purchase invoices if the totals match the PO. Additional charges dealt with separately to focus effort on the exceptions and ensure onward charging of the extras.
Costing
Understand the costs for your own fleet with standard charging that allows comparison between the profitability of your customers while comparing to actual charges. The same comparisons can be calculated using the actual charges received from sub–contractors. Accruals calculated from expected sub–contractor charges and invoices actually received.
