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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, September 15th
11am est. A/P. Generate Payments to carriers/vendors. 20 minute class. Learn how to audit, edit and update carrier pay records. We will also cover how to pull AP aging reports and cut checks. 
1pm est. Beginner Dispatch - Part 1. 30 minute class. Learn how to create a new shipment in Vision, search for a carrier, dispatch, check call and deliver.  
2:30pm est Invoicing. 30 minute class. Learn how to invoice your customers. We will also cover invoicing reports (like bursting requests for PODs) how to set your customers up for e-Billing, paper or fax statements and attach documentation electronically.

Tuesday, September 16th
11:45am est. Beginner Dispatch - Part 2. 30 minute class. Fundamentals and in-depth review of the menu page including Home Page Designer, links to traffics cams, extra picks and stops, reminders and repeat loads. 
2:30pm est.Track and Trace. 20 minute class. How do you handle the exceptions? Learn about automated and manual pick-up and delivery requests, integrations with Locaid and Macropoint, using the Home Page Designer and Advanced Options features to your advantage!   
4pm est. Auto Rating for Lanes and Fuel. 20 minute class. Automation is key! No need to remember contracted rates, just have them calculate automatically. Learn how to set these in place to increase efficiency and decrease billing errors.

Wednesday, September 17th
11am est. A/R. 20 minute class.Learn how to accept payments from your customers. We will also cover A/R reports and balance due statements.
1pm est. Customer and Carrier File. 20 minute class. Learn how to add new profiles and review the settings in each. This class will also cover the CRM feature.
4pm est. SmartSearch. 20 minute class.Learn how carriers show up in SmartSearch, record bids, send out bid requests and load offers.

Thursday, September 18th  
11:45am est. Quotes and Spots Loads. 15 minute class. Do you need to quote a lane for a customer and/or post these shipments to a load board? Learn ways to accomplish this as well as how your customer can accept the quotes on- line and through email.  Reporting options will be covered too.
2:30pm est. Debits and credits. 20 minute class. Learn how do you issue debits and credits. We will also cover how to generate corrected invoices and resending invoices to customers.

Friday, September 19th 
11:30am est. Reports. 15 minute class. This class is for system administrators ONLY. Learn how to generate reports and view data logging in Vision and Classic. Please come to class with a suggestion or just sit back and relax for an overview.
1:30pm est. Carrier Advance Administration. 20 minute class. For customers with level 5 and higher. Do you issue advances on shipments? Learn how to have the advances automatically deducted from the carrier's pay record. Also learn how to reconcile the advance. 


Monday, September 22nd
11am est. Beginner Dispatch - Part 1. 30 minute class. Learn how to create a new shipment in Vision, search for a carrier, dispatch, check call and deliver. 
1pm est. A/P. Generate Payments to carriers/vendors. 20 minute class. Learn how to audit, edit and update carrier pay records. We will also cover how to pull AP aging reports and cut checks.
3:30pm est. Home Page Sorting. 20 minute class. In-depth review of our Home Page Designer feature. How to add and change columns on you home screen.

Tuesday, September 23rd
11am est. Finding Capacity. 20 minute class. Learn about the many ways your carrier’s equipment can show up in your system and even match up with loads!   
2:30pm est Invoicing. 30 minute class. Learn how to invoice your customers. We will also cover invoicing reports (like bursting requests for PODs) how to set your customers up for e-Billing, paper or fax statements and attach documentation electronically

Wednesday, September 24th
11:45am est. Beginner Dispatch - Part 2. 30 minute class. Fundamentals and in-depth review of the menu page including Home Page Designer, links to traffics cams, extra picks and stops, reminders and repeat loads.
2:30pm est. Trucking. 45 minute class.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, September 25th 
11am est. A/R. 20 minute class.Learn how to accept payments from your customers. We will also cover A/R reports and balance due statements.
4pm est. Employee/User File. 30 minute class. This class is for system administrators ONLY. In-depth review of the settings and permissions in the employee/user file.

Friday, September 26th
11:30am est.Commissions. 30 minute class. This class is for system administrators ONLY. Learn how to setup sales and dispatch commissions, create special commissions and have multiple reps for a customer. We will also cover running  commission reports and paying sales reps.


Monday, September 29th
11am est. A/P. Generate Payments to carriers/vendors. 20 minute class. Learn how to audit, edit and update carrier pay records. We will also cover how to pull AP aging reports and cut checks. 
1pm est. Beginner Dispatch - Part 1. 30 minute class. Learn how to create a new shipment in Vision, search for a carrier, dispatch, check call and deliver.  
2:30pm est Invoicing. 30 minute class. Learn how to invoice your customers. We will also cover invoicing reports (like bursting requests for PODs) how to set your customers up for e-Billing, paper or fax statements and attach documentation electronically.

Tuesday, September 30th 
11:45am est. Beginner Dispatch - Part 2. 30 minute class. Fundamentals and in-depth review of the menu page including Home Page Designer, links to traffics cams, extra picks and stops, reminders and repeat loads. 
2:30pm est.Track and Trace. 20 minute class. How do you handle the exceptions? Learn about automated and manual pick-up and delivery requests, integrations with Locaid and Macropoint, using the Home Page Designer and Advanced Options features to your advantage!   

Wednesday, October 1st 
11am est. A/R. 20 minute class.Learn how to accept payments from your customers. We will also cover A/R reports and balance due statements. 
1pm est. Customer and Carrier File. 20 minute class. Learn how to add new profiles and review the settings in each. This class will also cover the CRM feature.
4pm est. SmartSearch. 20 minute class.Learn how carriers show up in SmartSearch, record bids, send out bid requests and load offers.

Thursday, October 2nd 
2:30pm est. Debits and credits. 20 minute class. Learn how do you issue debits and credits. We will also cover how to generate corrected invoices and resending invoices to customers.
4pm est. Flash reports. 20 minute class. Looking to design your own custom report? Learn how to use Flash Reports in Vision! Note: This is an optional feature and your user permission must allow you to run these reports.

Friday, October 3rd
11:30pm est. Company Setup. 20 minute class. This class is for system administrators ONLY. In depth review of the settings in your company setup file. How to set important company notifications.  
1:45pm est. Reports. 15 minute class. This class is for system administrators ONLY. Learn how to generate reports and view data logging in Vision and Classic. Please come to class with a suggestion or just sit back and relax for an overview.


Monday, October 6th
1pm est. Beginner Dispatch - Part 1. 30 minute class. Learn how to create a new shipment in Vision, search for a carrier, dispatch, check call and deliver. 
2:30pm est Invoicing. 30 minute class. Learn how to invoice your customers. We will also cover invoicing reports (like bursting requests for PODs) how to set your customers up for e-Billing, paper or fax statements and attach documentation electronically.

Tuesday, October 7th
11am est. A/P. Generate Payments to carriers/vendors. 20 minute class. Learn how to audit, edit and update carrier pay records. We will also cover how to pull AP aging reports and cut checks. 
1:30pm est.Track and Trace. 20 minute class. How do you handle the exceptions? Learn about automated and manual pick-up and delivery requests, integrations with Locaid and Macropoint, using the Home Page Designer and Advanced Options features to your advantage!

Wednesday,October 8th
11:45am est. Beginner Dispatch - Part 2. 30 minute class. Fundamentals and in-depth review of the menu page including Home Page Designer, links to traffics cams, extra picks and stops, reminders and repeat loads.


2:30pm est. Carrier Advance Administration. 20 minute class. Do you issue advances on shipments? Learn how to have the advances automatically deducted from the carrier's pay record. Also learn how to reconcile the advance. 


3:15pm est. Employee/User File. 30 minute class. This class is for system administrators ONLY. In-depth review of the settings and permissions in the employee/user file.

Thursday, October 9th
11am est. A/R. 20 minute class.Learn how to accept payments from your customers. We will also cover A/R reports and balance due statements. 
1pm est. SmartSearch. 20 minute class.Learn how carriers show up in SmartSearch, record bids, send out bid requests and load offers. 
3:30pm est. Customer and Carrier File. 20 minute class. Learn how to add new profiles and review the settings in each. This class will also cover the CRM feature. 


Friday, October 10th
11:30am est.Commissions. 30 minute class. This class is for system administrators ONLY. Learn how to setup sales and dispatch commissions, create special commissions and have multiple reps for a customer. We will also cover running  commission reports and paying sales reps.
1pm est. Reports. 15 minute class. This class is for system administrators ONLY. Learn how to generate reports in Vision and Classic. Please come to class with a suggestion or just sit back and relax for an overview. 
2:30pm est. Debits and credits. 20 minute class. Learn how do you issue debits and credits. We will also cover how to generate corrected invoices and resending invoices to customers.

Monday, October 13th
11am est. A/P. Generate Payments to carriers/vendors. 20 minute class. Learn how to audit, edit and update carrier pay records. We will also cover how to pull AP aging reports and cut checks. 
1pm est. Beginner Dispatch - Part 1. 30 minute class. Learn how to create a new shipment in Vision, search for a carrier, dispatch, check call and deliver.  
2:30pm est Invoicing. 30 minute class. Learn how to invoice your customers. We will also cover invoicing reports (like bursting requests for PODs) how to set your customers up for e-Billing, paper or fax statements and attach documentation electronically.

Tuesday, October 14th
11:45am est. Beginner Dispatch - Part 2. 30 minute class. Fundamentals and in-depth review of the menu page including Home Page Designer, links to traffics cams, extra picks and stops, reminders and repeat loads. 
2:30pm est.Track and Trace. 20 minute class. How do you handle the exceptions? Learn about automated and manual pick-up and delivery requests, integrations with Locaid and Macropoint, using the Home Page Designer and Advanced Options features to your advantage!   
4pm est. Auto Rating for Lanes and Fuel. 20 minute class. Automation is key! No need to remember contracted rates, just have them calculate automatically. Learn how to set these in place to increase efficiency and decrease billing errors.

Wednesday, October 15th
11am est. A/R. 20 minute class.Learn how to accept payments from your customers. We will also cover A/R reports and balance due statements.
1pm est. Customer and Carrier File. 20 minute class. Learn how to add new profiles and review the settings in each. This class will also cover the CRM feature.
4pm est. SmartSearch. 20 minute class.Learn how carriers show up in SmartSearch, record bids, send out bid requests and load offers.

Thursday, October 16th
11:45am est. Quotes and Spots Loads. 15 minute class. Do you need to quote a lane for a customer and/or post these shipments to a load board? Learn ways to accomplish this as well as how your customer can accept the quotes on- line and through email.  Reporting options will be covered too.
2:30pm est. Debits and credits. 20 minute class. Learn how do you issue debits and credits. We will also cover how to generate corrected invoices and resending invoices to customers.

Friday, October 17th 
11:30am est. Reports. 15 minute class. This class is for system administrators ONLY. Learn how to generate reports and view data logging in Vision and Classic. Please come to class with a suggestion or just sit back and relax for an overview.
1:30pm est. Carrier Advance Administration. 20 minute class. Do you issue advances on shipments? Learn how to have the advances automatically deducted from the carrier's pay record. Also learn how to reconcile the advance. 














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.