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Aljex Software - Training

Training Schedule

Training classes are designed to help you learn the many features Aljex has to offer.

If you have questions other than what the topic states - PLEASE come to class and ask your question!

Please note all dispatch classes are in Vision. All accounting classes are in Classic.

If you have any special requests please email sales@aljex.com

You cannot gain access to training class until about 5 minutes before class starts. If you are having difficulty gaining access to the phone or video portion, please email sales@aljex.com  

Access instructions for training class:


Click the link below:
 
https://www4.gotomeeting.com/join/735181295

Call in using your telephone:
Dial +1 (267) 507-0033
Access Code: 735-181-295
Audio PIN: Shown after joining the meeting
Meeting ID: 735-181-295


Monday, July 28th
2pm est Vision Dispatch. Learn how to enter a new order, dispatch and deliver
 
Tuesday, July 29th
3pm est Invoicing. Learn to invoice your customers. This includes updating the invoice with credits or debits. Set your customers up for e-billing, send our A/R statements and run reports.

Wednesday, July 30th
11am est Trucking. This class is for people with the TRUCKING module. Learn how to add a driver to a load, dispatch, check call, locate equipment and more 
1pm est ADVANCED Vision Dispatch. Speed up your daily tasks by learning about burst emails, filtering, and new features

Thursday, July 31st
11am est Accounting - A/R.  Reports, receiving checks, balance due statements and more.


Monday, August 4th
1:00pm est Invoicing. Learn to invoice your customers. This includes updating the invoice with credits or debits. Set your customers up for e-billing, send our A/R statements and run reports. 

Tuesday, August 5th
1:00pm est Vision Dispatch. Learn how to enter a new order, dispatch and deliver
 
Wednesday, August 6th
11am est Accounting - A/P.  Reports, purchase journal, paying carriers and more.
2pm est Trucking. This class is for people with the TRUCKING module. Learn how to add a driver to a load, dispatch, check call, locate equipment and more 

Thursday, August 7th
11am est ADVANCED Vision Dispatch. Speed up your daily tasks by learning about burst emails, filtering, and new features


Monday, August 11th
2:30pm est Vision Dispatch. Learn how to enter a new order, dispatch and deliver
 
Tuesday, August 12th
2:30pm est Invoicing. Learn to invoice your customers. This includes updating the invoice with credits or debits. Set your customers up for e-billing, send our A/R statements and run reports.

Wednesday, August 13th
11am est Trucking. This class is for people with the TRUCKING module. Learn how to add a driver to a load, dispatch, check call, locate equipment and more 
1pm est ADVANCED Vision Dispatch. Speed up your daily tasks by learning about burst emails, filtering, and new features

Thursday, August 14th 
11am est Accounting - A/R.  Reports, receiving checks, balance due statements and more.



Monday, August 18th
1:00pm est Invoicing. Learn to invoice your customers. This includes updating the invoice with credits or debits. Set your customers up for e-billing, send our A/R statements and run reports. 

Tuesday, August 19th
1:00pm est Vision Dispatch. Learn how to enter a new order, dispatch and deliver
 
Wednesday, August 20th
11am est Accounting - A/P.  Reports, purchase journal, paying carriers and more.
2:30pm est Trucking. This class is for people with the TRUCKING module. Learn how to add a driver to a load, dispatch, check call, locate equipment and more 

Thursday, August 21st
11am est ADVANCED Vision Dispatch. Speed up your daily tasks by learning about burst emails, filtering, and new features


Training Followup

here is information about the last training class:

Available Trucks

Q. If a carrier's truck in the available truck file, then a load is covered with that carrier & equipment type... does it remove the equipment from the available truck file?

A. The truck is not removed from the available truck file. You can manually edit or delete the equipment in Vision by going to:
Carrier>Available trucks > View trucks. Enter in the truck information or click search to view a list of all available trucks



In Vision, if a shipment is entered for a customer that has a tariff, you must choose the "autorate" option for the tariff to apply.


In Accounting> F - Rates> Accessorial Rates
When looking up or adding a new rate, there used to be a note at bottom of screen: "Per Cust Y/N"

This note has been replaced with a new explanation:
The customer and carrier rates are independent of each other. If they happen to be on the same screen, it doesn't mean they are linked in any way.



To Void/Delete a Pro:
Classic-
Go to Active Dispatch > Enter the Pro > Press 'V' on your keyboard to void
the shipment > then press 'Y' to confirm.
Vision-
Go into the Pro # > Hit the 'Void' button > Choose reason and confirm.
.
If a load is released, go to Accounting > A/P > Purchase Journal >
Delete the Purchase Journal entry then look up the Invoice by Pro # and Press
'V' to Void and confirm.
.
If a load is delivered, you would have to credit the customer.





What do I do when a Carrier sends me an Invoice after I have paid him in full?


Go to Accounting> Accounts Payable Menu> A-Purchase Journal> 2- Add a Purchase Journal Entry
You may reference the Pro # in the Purchase Journal.

When do I use: "D- Change or Add Carrier Expense (from the A/P Menu)
If you have a released shipment with no Purchase Journal entry.
Please note - using this feature ONLY creates an Expense Projection. No Purchase Journal record is created

The expense will now show as a projected expense on reports and on Screen 3 of the Invoice File

How do I add, change or delete a projected carrier expense?

If pro is NOT released:
1) Update the projected expense in active dispatch
2) If you run out of lines for accessorials in the active load, go to
Accounting > Accounts Payable > Change or Add Carrier Expense to add the
expense manually.

If the pro is released:
1) Update the existing purchase journal entry for that pro if not already paid
2) If there is no purchase journal, manually add an expense projection by
going to Accounting > Accounts Payable > Change or Add Carrier Expense




Available Load Burst


ALL Available Loads will burst to ALL carriers set up to receive the Available Load Burst
Set up your carriers in 1 of 3 places:
Dispatch Menu> Burst Loads/Info Menu> Option 4
Dispatch Menu> Carrier File, Screen 8
Dispatch Menu > Shipments Needing attention, Option 5

____________________________________________________
Accessorial Rates Follow Up

Incl LH : Y/N - Include Line Haul, is for accessorials that are a % of the total charges. (Which includes the line haul + accessorials) If Y, use all charges. If N, use just line haul.

All Tags : Y/N - Add to All tags automatically - This currently is only in Classic.

P/J : Y/N - Add to Purchase Journal When Released from Dispatch. Sometimes, you have accessorials that you want to pay later, separately. The system default is (usually) Y. For company drivers on weekly driver pay, accessorials will automatically be added to their weekly pay sheets.







----------------------------------------------------
Fax/E-Billing and Scanned Documents
If your customer is setup for Fax or Email Billing, when you post invoices any scanned documentation will be faxed or emailed along with the bill

___________________________________________________
POD Required for shipments
Currently there is no Permission to prevent a shipment from being Invoiced without having a POD on file.
The best way to handle a customer that requires POD's is to mark the following fields "N" in the Customer's file>(2) Setup > Accounting Setup:

Pre-Bill Released
Pre-Bill Delivered
Pre-Bill Covered

Also, put comments on Screen 1 of the Customer File for Billing Notes
__________________________________________________________________
To reverse a Quick Pay in the Purchase Journal:

1) Look up the Purchase Journal Entry
2) Press the E key to change the Purchase Journal back to Expected
3) Press U to update then delete the line with the Quick Pay
4) Manually adjust the Aging date to the original date

NOTE: The Quick Pay field at the left will still show a Q after the Quick Pay
line has been deleted, but this is only cosmetic.

__________________________________________________________________
The YTD is a calandar YTD Jan 1 to Dec 31
.
this data is informational only and does not tie into any processing or credit related issues, it may appear on some reports to show sales info for a company
.
this data will recalculate at then end of each calendar year


Please keep your eyes on the BLOG for the release of new features. We do have a pending job for viewing notes on released loads
_____________________________________________________
On screen 2 of an load in active dispatch, where do the setup/preference features at the bottom draw from?

These are drawn from screen 2 of the customer file, under Dispatch Setup.
Click Here To View Screenshot(s) For This Question
If the above link does work please copy and paste this URL into your web browser: http://aljex.aljex.com/cgi-bin/img.pdf?FLt8413G5yw2XT%2FEEmKj%2F0%2BSMId5o271kEml9rGhfA
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1) Is there a way to put in practical miles or agreed to miles in a Tag even if the company has PCMiler?
The answer is yes, below are the instructions:

Turn off mileage for 1 customer
1) Lookup the customer
2) Press 2 for dispatch options
3) Turn Mileage on or off as desired

Shipments to or from Canada, will be treated as if mileage is off
2) Is there a way for a satellite office to view their own loads only?
The answer is yes, below are the instructions:
First the employee has to be assigned to an agent office. Once this is complete, the employee can view only that offices loads by going into
Accounting>>Setup Menu>>Employee/User File>>Look up User>>once user is pulled up, press 8 for Agent Security screen. Here you will set Dispatch Security to Y.
The above changes will have to be done by who ever has Employee Permissions access in your office.


____________________________________________________
There was a question regarding mileage and extra picks
and stops. I did a little investigating & found some answers.
The mileage was not appearing after we added the last stop
because it was missing a zip code. This is a "safety feature" to alert
us there is no zip code in a pick or stop.

So, the answer is yes, it does calculate mileage
with extra picks & stops if you have PC Miler
integrated with Aljex.
________________________________________________

When a company uses a factor in Aljex - What does this mean?
Aljex will mirror the payment schedule & fee schedule of your factor. This will also include buybacks and the ability to factor or not factor individual invoices or customers.

Factoring is outsourcing of AR to receive your money overnight from 3rd party who will then collect from the customers

Requires setup & training from Aljex
This has an additional monthly cost

When a company uses a factor in Aljex - What does this mean?
Aljex will mirror the payment schedule & fee schedule of your factor. This will also include buybacks and the ability to factor or not factorindividual invoices or customers.

Factoring is outsourcing of AR to receive your money overnight from 3rd party who will then collect from the customers

Requires setup & training from Aljex
This has an additional monthly cost
____________________________________________

Any Carrier that receives a SmartSearch email can "Click to Add Available Trucks". There is no permission needed for the carrier to do this.

Their available trucks will show up in your SmartSearch as Carrier Call in Matches. You can also view their entries in the Available Trucks File.
In TIN they will appear as grey trucks on the Main Map and below your loads on the right side of the screen.