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									                                        TANKER PRO 2006
                                       OPERATION MANUAL




                             Tanker Pro 2006

This manual is designed to provide end users with operational instructions for the day-to-day
operation of Tanker Pro.




February 7, 2005                                                             Page 1
                                    TANKER PRO 2006
                                   OPERATION MANUAL


            Table of Contents

COMPANY SETUP                                                   8

      COMPANY/TERMINAL INFORMATION                              8

      COMPANY ACCOUNTING SET-UP                                 8

      LEASE ACCOUNTING SETUP                                    9

      FINANCIAL ANALYSIS SET-UP                                 9

      PAYROLL SET-UP                                            9

      VEHICLE MAINTENANCE SET-UP                                9

      FREIGHT BILLING SET-UP                                   10


SETTING UP USERS                                               10


UA 6.5 ACCOUNTING QUICK START INSTRUCTIONS                     11

      MODULE INSTALLATION                                      12

      GENERAL LEDGER                                           12

      COMPANY SETUP                                            12

      COMPANY D EFAULTS                                        12

      WORKSTATION PREFERENCES                                  12

      PAYROLL                                                  12

      CUSTOMERS AND VENDORS                                    13

      FINANCIAL INFORMATION                                    13


YEAR END CLOSE ACTIVITIES                                      13


February 7, 2005                                      Page 2
                                      TANKER PRO 2006
                                     OPERATION MANUAL
      CLEAR YTD TOTALS                                                         14


RATE QUOTES                                                                    15


DISPATCH MODULE                                                                16

      OPEN ORDERS                                                              16

      RESOURCES                                                                16

      DISPATCHER SENIORITY                                                     16

      DAILY ORDER SUMMARY                                                      17

      DAILY D ISPATCH SHEET                                                    17

      AVAILABLE TRAILERS FORM                                                  18

      AVAILABLE D RIVERS FORM                                                  19

      TERMINAL D AILY ROUTINE                                                  20

      AUTO DELIVERY NOTIFICATION                                               22


FREIGHT BILLING                                                                23

      FREIGHT BILLING - OVERVIEW                                               23
         DETAILED INSTRUCTIONS FOR ADDING OR EDITING A FREIGHT BILL            24
      HOW TO UPDATE FREIGHT BILLS TO ACCOUNTS RECEIVABLE                       31

      HOW TO UPDATE A FREIGHT BILL BATCHES TO THE GL                           32
         CREATE BATCH/JOURNAL                                                  32
         VALIDATE BATCH/JOURNAL                                                32
         REMOTE TERMINAL PROCEDURE                                             32
      LOCATE UN-PROCESSED (UN-INVOICED OR U N-BATCHED) FREIGHT BILLS           34

      LOCATE A FREIGHT B ILL                                                   34

      REBILL FREIGHT BILL                                                      35



February 7, 2005                                                      Page 3
                                   TANKER PRO 2006
                                  OPERATION MANUAL
PURCHASE ORDERS                                                         36

      CREATE OR EDIT PURCHASE ORDERS                                    36

      APPROVE PURCHASE ORDERS                                           38

      PRINT PURCHASE ORDERS (AUTO RECEIVE)                              39

      RECEIVE PURCHASE ORDER ITEMS                                      40

      POST PURCHASE ORDERS TO ACCOUNTS PAYABLE                          41


VEHICLE MAINTENANCE                                                     43

      OVERVIEW                                                          43

      VEHICLE MAINTENANCE PREVENTATIVE MAINTENANCE MODULE OVERVIEW      43


DRIVER COMPLIANCE                                                       45

      DRUG TESTING                                                      45


ACCOUNTS RECEIVABLE                                                     46

      CUSTOMER PAYMENTS – INDIVIDUAL                                    46

      CUSTOMER PAYMENTS – BATCH                                         46

      CASH R ECEIPTS REPORT                                             47

      A/R PAYMENT BATCH RECAP                                           47

      UPDATING AND VALIDATE PAYMENTS                                    47

      AR FINANCE CHARGE ROUTINE OVERVIEW                                47


ACCOUNTS PAYABLE                                                        49

      CREATING A VENDOR ACCOUNT                                         49


February 7, 2005                                               Page 4
                                    TANKER PRO 2006
                                   OPERATION MANUAL
      CREATING A VOUCHER (INVOICE) BATCH                                           49

      POSTING AN OPEN B ATCH TO ACCOUNTS PAYABLE                                   51

      PAYING OPEN INVOICES                                                         51

      ENTERING C REDIT MEMOS                                                       52

      POSTING A/P TO THE G/L                                                       53

      LEASOR SETTLEMENT                                                            54
         SET-UP                                                                    54
         GATHER DATA – RUN REPORTS AS FOLLOWS                                      54
         CREATE RE-OCCURING AP VOUCHER BATCH AND BUILD A VOUCHER FOR EACH LEASOR   54
         REVIEW SETTLEMENTS                                                        54
         PRINT FINAL BATCH RECAP                                                   55
         SELECT LEASOR SETTLEMENTS FOR PAYMENT IN AP AND PRINT CHECKS              55


GENERAL LEDGER                                                                     55


PAYROLL                                                                            56

      AN OVERVIEW                                                                  56
         PAYGROUPS                                                                 56
         FEDERAL DEPOSITS:                                                         57
         BANK ACCOUNT MANAGER:                                                     57
         CHILD SUPPORT PAYMENTS:                                                   60
         HOW TO SEND THE 401 K CONTRIBUTION DATA TO KEMPER-SCUDDER                 60
         HOW TO FILE QUARTERLY STATE AND FEDERAL UNEMPLOYMENT REPORTS              60
      PAYROLL DIRECT DEPOSIT OVERVIEW                                              62

      HOW TO SET-UP NACHA DIRECT DEPOSIT                                           64

      HOW TO FILE W2 WAGE DATA WITH THE SOCIAL SECURITY ADMINISTRATION OR A STATE
      AGENCY                                                                 65


FINANCIAL ANALYSIS                                                                 69


AUTO RATING TABLES                                                                 73



February 7, 2005                                                        Page 5
                                   TANKER PRO 2006
                                  OPERATION MANUAL
INSURANCE MANAGEMENT MODULE                                   74

      OVERVIEW                                                74
         COMPANY EMPLOYEES                                    74
         LEASE EMPLOYEES                                      75


INSURANCE MANAGEMENT                                          75

         ADDING OR EDITING DATA                               75


FUEL MANAGEMENT                                               76

      FUEL ENTRY                                              76

      FUEL CARD ENTRY                                         77

      OIL ENTRY                                               77

      FUEL SURCHARGE ENTRY                                    78


HOT KEY SUMMARY                                               79


MASTER FILES                                                  81

      AUTO RATE TABLES                                        81

      COMMODITIES                                             82

      COMMODITY CLASSES                                       83

      CONTRACT R ATES                                         84

      CUSTOMERS                                               85

      DRIVERS                                                 86

      EQUIPMENT                                               87

      HOSE                                                    88

      LEASORS                                                 89

February 7, 2005                                     Page 6
                                  TANKER PRO 2006
                                 OPERATION MANUAL
      MEM TRIPS                                              90

      PRODUCERS AND CONSIGNEES                               91

      ROUTES                                                 92

      SPECIAL CHARGE CODES                                   92

      STATE AGENCIES                                         93

      STATES                                                 94

      TERMINALS                                              94

      VM JOB CODES                                           95

      ZONES                                                  95


MASTER FILE REPORTS                                          96




February 7, 2005                                    Page 7
                                       TANKER PRO 2006
                                      OPERATION MANUAL
Company Setup
One of the first items that should be completed after the General Ledger has been created in the
General Ledger module is the completion of the Company Setup Form. This form is accessed via
the Main Menu, System Processing, Company Information. See the form below:




Company/Terminal Information
  1. In the upper right hand corner of the form there is a check box titled “Check if Remote”.
     Check this check box to indicate if the software is to utilized as a remote standalone copy
     or a multi-user server installation.
  2. Company; Address, City, State, Zip. Enter the Company name and address. The Company
     Name, Address etc. is used on all reports that are generated by Tanker Pro.
  3. Email Address: This is the default email address printed system reports.
  4. Toll and Fax Number; these are also printed on the reports.
  5. Data Path; Enter the location and file name of your rear-end data database.
  6. Sales tax Rate: Enter the default sales tax rate for use in AP and VM. ?
  7. Collision Comp Rate: Enter the current Collision Compensation rate. This is used in
     Payroll.

Company Accounting Set-up
   1. Default Company Credit GL; this field and the terminal ID will be combined to create the
      accounting cost code for Company Income. Example use 3100, Roosevelt Terminal ID is 3
      so Roosevelt Company Revenue is 3100.3
February 7, 2005                                                            Page 8
                                         TANKER PRO 2006
                                        OPERATION MANUAL
   2. Company Chargeback ID; Select the Company ID from the Leasor Table. Basin Western
      LeasorID is BASIN. All Leasor except the one selected will be subject to Accounts Payable
      Charge backs. If an Leasor item is paid for by the Company it must be paid back or
      charged back to the Leasor.
   3. Company PR Debit GL ID; this field and the terminal ID will be combined to create the
      accounting cost code for Company Driver Wages.
   4. Company Truck Low Range; Defines which unit numbers are Company Units by setting a
      Low and a High truck. Enter the lowest Company Unit Number.
   5. Company Truck High Range; Enter the highest Company Unit Number.

Lease Accounting Setup
   1. All these set-up codes are the same as those described in the Company Accounting Set-
      up except now we are defining the leased units as follows;
   2. Default Leasor Credit GL; 8100
   3. Leasor Chargeback Account ID; 1130.1
   4. Leasor PR Debit GL ID;4250
   5. Leasor Truck Low Range;161
   6. Leasor Truck High Range;299

Financial Analysis Set-up
   1. All these set-up codes are used by the Fleet Financial Analysis report. It is recommended
      that these values be update from data provided in the Freight Bill Level Analysis report.
      The following is a summary of these set values;
   2. Payroll Taxes: .0765
   3. Payroll Benefits: .0576
   4. Payroll Work Comp: .0394
   5. Payroll Medical Insurance: .0221
   6. Trailer Expense: .045
   7. Dispatch Expense: .0275


Payroll Set-up
  1. These two settings are associated with electronic payroll deposits.
  2. Direct Deposit File Path: This is the location of the file that is created in the payroll program
      that contains all the deposit information. This is the file path on the local machine that is
      running payroll. Default is C:\Program Files\TankerPro\Export.
  3. Direct Deposit Email: This is the senders email address used by the system to generate
      the email that contains the data file.


Vehicle Maintenance Set-up
  1. Default Shop Income Credit GLID: This is the default GL code the system will use for
      income generated by VM shop work orders. The system will automatically add the terminal
      number to the end of this code ie. Roosevelt is terminal 3 so there income account would
      be 8410.3.
  2. Next VM batch number: This is where the next VM batch number is retrieved from.

February 7, 2005                                                               Page 9
                                         TANKER PRO 2006
                                        OPERATION MANUAL


Freight Billing Set-up
   1. Import Data File Path: This is the path where the data to be imported into Tanker Pro must
      reside in order for the auto update routine to work. The purpose of the routine is to facilitate
      the synchronization of a remote/stand alone copy of Tanker Pro to be update with files from
      the main terminal. When an update pack from the main terminal is filed in this location the
      system will automatically import the data prior to the user going into the Freight Billing Add
      or Edit screen.
   2. Export Data File Path: This is the path where the data to exported to the main terminal will
      be located. This is typically a batch of freight bills created by a stand-alone installation of
      Tanker Pro. The user can email this data pack from this location to the main terminal. The
      file is titled ToMain65.mdb.
   3. Next FB Batch; the number entered here will be used as the next Freight Bill batch that is
      generated. The system will automatically increment this field up as Freight Bill batches are
      generated.
   4. Freight Billing Default Debit GL; this is usually set to the Accounts Receivable Liability
      Account. This is the actual CostCodeID not the actual account number. For example Basin
      Western uses account code 1120.1 as their AR account but the system GLID behind this
      number is 22.
   5. EDI Invoice Path: This is where EDI invoice files are filed after they are created by the
      Freight Billing Invoice routine.
   6. Mile Program; Enter the path to your mileage program executable file.
   7. State Carrier Report path: This is where EDI report files are filed after they are created by
      the Master Files State Report routine.


Setting Up Users
   Setting Up A New User In A Terminal Server Environment

   1. Add user name to Access workgroup information file located on
      S:\UA65FS.mdw. In Access, Tools, Security, User and Group Accounts.




February 7, 2005                                                              Page 10
                                       TANKER PRO 2006
                                      OPERATION MANUAL
      Make user a member of both users group and TankerPro group.




   2. Add user to active directory. Make member of the Tanker Pro group.
   3. When new user logs in for the first time a TankerPro folder will be created
      (via Default User Settings) for them under their profile ie; C:\Documents
      and Settings\”User Name”\Application Data\TankerPro. Inside this folder
      are the required files for starting Tanker Pro, they include;
   a.       UA System Manager.mdb
   b.       MouseHook.dll
   c.       ASD 65 FS 2000 Materials Management.mde
   d.       ASD 65 FS 2000 SYS Search Engines.mde
   e.       ViewOnly.mdb
   4. Place Tanker Pro icon on desktop. This can also be done via the All Users
      desktop settings or you can simply copy an icon from any other users
      desktop. Here is the icon start-up parameters;
      Target: "C:\Program Files\Microsoft Office\OFFICE11\MSACCESS.EXE" /Excl
      /Wrkgrp D:\TankerPro\SecFile\UA65FS.mdw "%UserProfile%\Application
      Data\TankerPro\UA System Manager.mdb"
      Start In: "C:\Program Files\Microsoft Office\OFFICE11"
   5. You can now fire up Tanker Pro via an RDP connection. The user can load
      the modules they require via the System Manager, Workstation St-up,
      Module Set-up Wizard.


UA 6.5 Accounting Quick Start Instructions
Below are the steps that should be followed in setting up your UA 6.5 Business Software. Use the
UA Manual for reference and instructions to implement each step and the process should be very
simple. Follow the steps in the manual for installing the software and creating a new company and
then follow the steps below.

We highly recommend that you set up a "testing company" as well as your live database. This will
enable you to practice and test when you have questions or issues.


February 7, 2005                                                           Page 11
                                          TANKER PRO 2006
                                         OPERATION MANUAL
Module Installation
Log onto the software using the username Administrator and no password. After you have entered
the accounting system, choose the Workstation setup Icon located on the menu tree on the right
side of the menu double click the Module Setup Wizard. In order to launch any of these options
you must double click the selection on the right side of the screen.

General Ledger
The first and most critical step in ensuring that your system supplies you with the information you
desire is the General Ledger Setup. The Setup Wizard guides you through each step. The Set up
Wizard is in General Ledger under Setup and Maintenance.

Company Setup
After the Chart of Accounts has been established the next step is Company Setup. This is in
System Utilities and Tools under System Configuration. Here you will setup your basic company
information and enter the path to your company logo. Here also is where you set up Sales Tax
information under Tax Jurisdictions.

Company Defaults
If you setup your Tax Jurisdictions, Terms for Vendors and Customers, Customer Types, and
Finance Charge Groups (if utilized), then you can setup Company Defaults in System
Configuration. This feature sets defaults in your Vendor and Customer Maintenance so that when
you enter a new vendor or customer the information will automatically appear in the fields. The
data can be modified, but if you have standard items for these fields you will save a lot of time in
data entry. The feature is also available for Payroll if you utilize that module. There you can set Pay
Frequency, Pay Method, Workers Comp Codes, G/L Accounts, and Vacation Plans. If all of the
above items are set up first, they will be available in the drop lists for Company Defaults. Again,
this feature can save a lot of time when setting up Customers, Vendors and Employees.

Workstation Preferences
The Workstation Settings feature allows you to set all of the workstation preferences connected
with your workstation. In order to change the workstation setting for a particular module, first
choose the tab, which contains the initials of the module that you would like to change. Clicking a
tab will list all of the available preferences that may be changed about the module.

Payroll
You must set up FICA, FUTA, SUTA and Medicare tax rates, limits, and G/L accounts. This can be
done in Payroll under Setup Payroll Information. Note if you have employees in multiple states, set-
up this information at the employee level. You can also give details on city taxes that will apply to
your payroll and assign a city tax as the default city tax. After the all tax information is created, the
Workmen‟s Compensation information can be entered. This screen is located in Payroll within
Data Entry under Workmen‟s Compensation. Now you are ready to enter employees. Simply
follow the instructions in the UA manual to add employees in the Payroll module.
February 7, 2005                                                                Page 12
                                         TANKER PRO 2006
                                        OPERATION MANUAL



Customers and Vendors
Establish a numbering system or text syntax for Vendors and Customers, if using one. Setup all of
your customers and vendors. Vendor setup is in Accounts Payable under Vendor Maintenance
and Customer setup is in Accounts Receivable under Customer Maintenance.

Financial Information
After establishing your cutover date, enter the following:
Create a Beginning balance journal entry for all your beginning balances. Note: In
tblGLJournalHeader, go to the table level and mark this journal as being Edit List Generated and
Validated. In SQL version enter -1 in place of the 0 for Jet.
If you have been testing a company database and want to use the database to go “live” you must
empty the following tables;
   1.    tblGLDetail
   2.    tblGLEditListDetail
   3.    tblGLEditListExceptions
   4.    tblGLEditListHeader
   5.    tblGLJournalHeader
   6.    tblGLJournalDetail
   7.    tblGLPeriodBalances
   8.    tblGLPeriodDetail
   9.    tblGLJournalHeaderHistory
   10.   tblAPSystemChecks
   11.   tblAPPayments
   12.   tblAPInvoices
   13.   tblAPInvoiceDetail
   14.   tblARPayments
   15.   tblARInvoices
   16.   tblARInvoiceDetail
   17.   tblPRTimeCards
   18.   tblPRTimeCards_Temp
   19.   tblPR_History
   20.   tblPRLedgerDetails



Year End Close Activities
First you have to decide when you're ready to close. We recommend first doing a "Pre-Close" and
then a "Final Close" to your UA system. A Pre-Close should take place when you're pretty sure all
transactions have been entered into the last year and there are no straggling data entry amounts.
The other indication that a Pre-Close should occur is when you're ready to send the financial
information from last year to your CPA for his/her final adjusting entries. At this point you should do
the following in your UA System:
1. Make a complete backup of your UA database and archive it.
2. Go to Close Periods/Reopen Periods (see below) and close all periods in the year that just
ended.
3. Go to Close Years/Reopen Years (see below) and close the year that just ended.
February 7, 2005                                                                Page 13
                                               TANKER PRO 2006
                                              OPERATION MANUAL
4. Run a current trial balance and verify that all income statement amounts are zero and the
balances total to zero at the end.
5. Go to Period Defaults (see below) and re-set the current fiscal year and current period dates.
6. Make another backup of your UA database and archive that too.

When you receive the final adjusting entries to your general ledger from your CPA, along with your
completed tax returns and financial statements it's then time to do a Final Close. At this point you
should do the following in your UA System:

1. Make a complete backup of your UA database.
2. Re-Open the prior fiscal year.
3. Make your adjusting entries.
4. Close the prior fiscal year.
5. Print out all relevant reports (trial balance, financials, etc as needed).
6. Backup the database again and archive it.




CLEAR YTD TOTALS
Clear YTD Totals will clear out all Year-to-Date information for all employees. This process should only be done once
at the end of a payroll year before you actually close your year in the G/L Module.


PAYROLL ,DATA ENTRY, CLEAR YTD TOTALS




1.   Print all necessary reports.
2.   Backup your company data.
3.   Click the Clear YTD Totals button after reading the caution message.
4.   Click the CANCEL button to keep the YTD totals.




February 7, 2005                                                                          Page 14
                                         TANKER PRO 2006
                                        OPERATION MANUAL

Rate Quotes
The purpose of this module is to create a rate quote quickly for a customer based on the base set
of tariffs set-up for a company. This module employs the same rating routine as used in freight
billing and quotes generated in this module will be presented to the freight bill rating auditor when
a new run is entered through the Freight Bill module. In this way when a new run won‟t rate in the
Freight Bill module, the system will look to the quote module to see if a quote was been generated
for the same customer, product and even route.

The quote entry form is shown below;




   1. Start by selecting the customer from the Customer combo.
   2. Select your name from the Quoted By combo.
   3. Select the contact name from the Customer combo. If the contact does not exist simply
      double click on the combo and you can add a new contact to the customer file.
   4. Select the origin from the origin combo and then select the Destination from the
      Destination combo. If the route does not exist it will prompt you to add the new route.
      Remember when adding mileage routes to use the 10-2 code rule. The last two digits are
      always the state ID and the first 10 digits are the city name, no spaces between the city and
      the state.
   5. After you exit the destination field the miles will be populated into the Miles field.
February 7, 2005                                                               Page 15
                                         TANKER PRO 2006
                                        OPERATION MANUAL
   6. Select the rate type ie. B=Base, S=Super or C = Carrier Convenience.
   7. Next select the Basis or tariff the rate is based on. If the rate is arbitrary select CT for
       contract rate.
   8. The Minimum Quantity and Unit will be populated from the basis information.
   9. Click the Rate Load button at the bottom of the screen to rate the load out of the tariff.
       Double click on the Rate returned and it will be entered into the rate field on the quote.
   10. Once finished you can either print out the quote by clicking the preview report button or
       email the report by clicking the Email Quote button.

Dispatch Module
The main function of the Dispatch module is to assist dispatchers in their daily task of assigning
drivers and equipment to open orders and to assist a dispatcher by never “dropping” a load. The
module will also automatically created Freight Bills for the dispatcher from the Daily Order
Summary. The following terms are defined as follows:


Open Orders
              These are the phone calls/emails and faxes that come all day long from customers
              requesting a product be loaded and delivered on a specific day and time. Once a
              Freight Bill is assigned to the order it is no longer considered to be “Open”. New
              open orders can be created anytime anywhere by pressing Ctrl+O to open the Add
              or Edit Open Orders screen, shown below;




Resources
              These are trucks, trailers and drivers. Each dispatcher has a limited set of
              resources associated to him/her by department/terminal. In addition each resource
              can be temporarily set to an un-available status for reasons such as days off, in the
              shop, out of service etc. Also if a resource becomes non-compliant it will also
              become unavailable to the dispatcher.


Dispatcher Seniority
            Each piece of equipment has a seniority date. This date is based primarily on the
            date the equipment was placed into service. In this way a dispatcher can assign
            orders in a logical fashion from top to bottom of the Daily Dispatch Sheet, the most

February 7, 2005                                                               Page 16
                                        TANKER PRO 2006
                                       OPERATION MANUAL
              senior equipment at the top and work down the dispatch sheet covering all orders.
              The dispatcher seniority date is set in the equipment master file.


Daily Order Summary
             This screen displays all orders based on load date. The screen has two arrow
             buttons to allow the dispatcher to move ahead or back one day at a time. It is in
             essence a summary of a terminals activity on a daily basis The dispatcher can
             assign resources to the load by selecting a driver and truck and trailer combination.
             This screen can also be used by dispatch to look into the past to inquire about a
             specific load. There is a notes section at the bottom of the form that allows a
             dispatcher to put date specific notes in an easy to see location. For purposes of
             central dispatch there is a department filter combo box in the center of the screen
             that allows a dispatcher to select any terminal/department to work with or even
             select “All” to see all the terminals/departments information at once.




Daily Dispatch Sheet
             This is a list of resources for your terminal. They are displayed in logical
             combinations of Truck, Trailers and Drivers. These combinations are based on
             yesterday‟s configuration but you can adjust the combinations as you see fit. This
February 7, 2005                                                            Page 17
                                          TANKER PRO 2006
                                         OPERATION MANUAL
              screen can be seen as template for you daily dispatch, it suggests logical
              combinations and allows you to assign up to four (7) orders to these combinations.
              This sheet is only available for yesterday, today and tomorrow. A new sheet is
              created daily based on yesterday‟s template. This screen is the primary method for
              assigning loads to resources and will synchronize with the Daily Order Summary.
              You can change the availability of any piece of equipment by double clicking on the
              truck field. If the Daily Dispatch Screen is up you can press Ctrl+B to “auto-build” a
              dispatch template based on either the terminal ID of active and available equipment
              in the equipment master files or any previous days dispatch or from a previous
              Dispatch template. Ctrl+B from any other screen will open the Freight Bill Entry
              screen. The form is shown below;




              The number of Order columns can be set at the terminal/department level via the
              Master Files Terminal Entry form, Dispatch Options tab.

Available Trailers Form
             This is a list of trailers that are available to the dispatcher for any given day that are
             not already on the Dispatch Template. The logical second trailer is determined by
             looking at the most recent past order for the trailer. You can determine what product
             was last hauled on any trailer by double clicking on the trailer field. As you assign
             loads to the trailer, the trailer is removed from the available equipment list and vice




February 7, 2005                                                               Page 18
                                         TANKER PRO 2006
                                        OPERATION MANUAL
              versa. The form is shown below;




Available Drivers Form
             This is a list of drivers that are available and unavailable to the dispatcher for any
             given day. This form also tracks the number of days off after you make a driver
             unavailable. As you assign loads to the driver, the driver is removed from the
             available equipment list and vice versa. The form is shown below;




February 7, 2005                                                              Page 19
                                       TANKER PRO 2006
                                      OPERATION MANUAL


Terminal Daily Routine

   1. The first time the dispatcher opens the Daily Order Summary screen the system creates a
      new Daily Dispatch Template/Sheet based on the previous days sheet (the first time the
      routine is run it will create your Daily Dispatch sheet based on all active equipment
      assigned to your terminal, this routine can be re-run any time by pressing Ctrl+B. Also each
      driver‟s day on/off count is incremented up by one. If a driver goes on days off manually set
      this number to a negative number reflecting the number of days off.
   2. As the orders come in the dispatcher creates new orders by typing Ctrl+O from anywhere
      in the system to invoke the New Order entry screen. On this screen you can enter as little or
      as much information as you want. If you can select a Mem-Trip most of the information
      required to create a Freight Bill will automatically filled out for you. These orders are
      displayed on an Open Order Screen for the load date you specified. If it is a multi day load
      you can indicate by checking the box and entering a start and end date. In this way the load
      will stay on you open order screen for more than one day. You can also create a clone,
      which is an exact duplicate of an order, same day, same product etc. You can also create a
      re-occurring order, which creates the same order into the future allowing you to specify the
      load date and times.




   3. You can manually create the order details by clicking on the Advanced Info button which
      will cause the form to expand as shown above.
February 7, 2005                                                         Page 20
                                           TANKER PRO 2006
                                          OPERATION MANUAL
   4. Later in the day the dispatcher can then begin to assign equipment to open orders or open
       orders to available equipment. As equipment is assigned to the open orders there color
       status is changed from Red to Green. Note if only a driver or a piece of equipment is
       assigned the color will change to Yellow.
   5. Once all orders have been assigned to equipment you can finalize the dispatch by entering
       a Freight Bill (FBID) number for each order. This is the final step and as such turns the
       color status on the FBID field to Blue. Therefore at a glance you can determine the overall
       status of the days dispatch. When all loads are green its time to print the freight bills. You
       may also print freight bills one at a time as the day progresses. As you enter the freight bill
       number you will be prompted to “Do You Want To Print The Freight Bill Now?” If you select
       Yes the freight bill will be printed. The freight bill field will turn Blue after the freight bill has
       printed, in this way you can see at a glance which freight bills have been printed.
   6. After all loads have been assigned resources and a Freight Bill number, the Freight Bills
       can be automatically be created by either double clicking the freight bill number or clicking
       the “Process Orders” button. If the freight has already been created and you double click
       this field, the Freight Billing screen will come up to allow the dispatcher to see all the details
       about a specific load on the standard Freight Bill entry form.
   7. As a tool for the dispatcher the Available Trailer form can be opened. This is a list of
       trailers that are available to the dispatcher for any given day. The logical second trailer is
       determined by looking at the most recent past order for the trailer. You can determine what
       product was last hauled on any trailer by double clicking on the trailer field. As you assign
       loads to the trailer, the trailer is removed from the available equipment list and vice versa
   8. Any orders that do not have freight bill numbers assigned (un-covered loads) will be
       moved (by changing the load date) to the next day therefore not allowing the order to be
       “dropped”. You must press the Process orders button to move un-covered loads to the next
       day.
   9. As freight bills are completed though batches in the Freight Billing system, the Dispatch
       system is updated from this data therefore any changes made to an order after dispatch
       has printed the freight bills will be made to the original order, thus the dispatch system will
       always be accurate. Also the order status field in dispatch will be changed to “Processed”.
       The dispatchers can then know exactly whicg freight bills have been processed (updated
       via Freight Billing) which order have not. This should become a key tool for answering
       payrolls ever present question of “ Are all freight bills for last half processed?”
   10. To cancel an order or edit an existing order simply double click on the ordered. If you
       cancel and order you must select who cancelled the order, the customer or carrier. Also a
       brief explanation is required.
   11. There are two reports that can be run. Both reports show a summary of loads and
       resources that can be taken with you at the end of the day to assist you when you are away
       from the computer.
   12. If you want to “give” a load to another terminal simply change the terminal ID on the open
       order form or on the Daily Order summary. It is located at the right edge of the Daily Orders
       screen.




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Auto Delivery Notification
  1. Go to Customer Entry Master and select a customer you want to receive auto delivery
      notification and specify Yes to Auto Notify and enter the email address of the person you
      want to receive the notification.
  2. Driver calls in with delivered gallons and BOL number; Go to Dispatch and double click on
      the order on the Dispatch Template.
  3. The Order form will come up to gross gallons entry position, enter gross and or net gallons,
      then enter the BOL number and close form and an email will automatically be sent to the
      recipient defined in the customer file. Depending on your email security settings you may
      have to respond Yes allow system to send an email on your behalf.
  4. When you return to the Dispatch Template the order number be green vs. black to indicate
      that the order was been delivered and the status of the order will be set to delivered. If the
      customer was notified via email the font will turn blue in addition to the field turning green.
  5. You can manually resend this email by going to the customer tab on the order entry form
      and clicking on the email order status history button.




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Freight Billing
   1.   From your desktop click the Tanker Pro Icon on your Quick Launch toolbar.
   2.   Log into the system with your user name and password.
   3.   You will now see the Main Menu, see below:
   4.   Click on the Freight Billing folder. On the right side then double click on Data Entry.
   5.   Double click on Add or Edit Freight Bills.




FREIGHT BILLING - Overview
You can build freight bills/orders from scratch i.e. construct line-by-line or you can select a “Mem-
Trip” which is the equivalent of a memorized freight bill. The following is a summary of how to
enter a Freight Bill into the system. You can stop at any point during the creation of an order by
pressing F6, which will save the freight bill. You may then come back later and finish the freight bill.
Navigate between fields by pressing the Tab key (Shift+Tab to go backwards), the Enter key or
the Arrow keys. Shift F10 will always save the order and close the form, returning you to the Main
Menu. Pressing F5 is the standard way of saving the freight bill, clearing the screen and making
the system ready to enter another Freight Bill. For Help press Ctrl+H to see a list of all short cut
keys.
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Below is a screen shot of Freight Billing Order Entry. This screen has (4) sections; the top section
of the screen is the Header section of the order. The lower half of the screen contains (4)
overlapping screens or pages, use the tabs along the top of these pages to move to a specific
page, you can also use a shot cut command of Ctrl+PageDown or Ctrl+PageUp to move
through the pages.




Detailed Instructions For Adding or Editing a Freight Bill
   1. From the Main Menu select Freight Billing. On the next screen select Data Entry, and
      then select Add or Edit. You will now see the Freight Bill Entry, see previous above.
   2. Freight Bill: Your cursor should be flashing in the Freight Bill field. Type in your next pre-
      printed freight bill number and then press the enter key.
      Note: If you want to look up or inquire on a freight bill hauled in the past, simply enter the
      freight bill number, the freight bill will be displayed and the words “UPDATED” will be
      displayed. The freight bill will not be able to be edited. If you have auditor rights as a user
      you will be asked if you want to “Rebill” or revise the freight bill.
      Note: Double clicking the freight bill field will display all previous freight bills, you can use
      Ctrl+F to locate a freight bill, closing the form will then retrieve the freight bill to the order
      entry screen.

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   3. Pre-Trip: Enter the memorized Freight Bill code if you know it or hold the Shift key down
      while pressing the F1 for a list of all the previously created Pre-Trips. If you do not have a
      pre-trip you can continue without one by just pressing Enter. After you finish creating the
      freight bill but before you save it press Ctrl+M to automatically create a new PreTrip from
      the data on your screen, simply give the pretrip a name and press Done. Double clicking
      the PreTrip field while a pretrip is present will allow the user to edit the selected pretrip or
      edit any other pretrip by removing the forms filter.
      Terminal: the system will automatically insert the dispatcher‟s home terminal, if you need
      to change the terminal just click on the drop box and change the terminal. If you want to
      change the default terminal press Alt+F3 or double click the Terminal field. Clicking on the
      Terminal button will display a telephone directory of all Terminals.
   4. Customer: The Customer is the company that is going to pay for the freight on this load. If
      you know the 4-digit customer code type it in. If you don‟t know the code hold the Shift key
      down while pressing the F1 for a list of all customers. Clicking on the Customer, Producer
      or Consignee buttons will display the customer information form. This form contains all the
      information for customer i.e. Rates, contacts, history etc. A new Customer, Producer or
      Consignee can be added, “on-the-fly” by entering the desired four digit Customer ID such
      as KUCC, CHEM etc. and then pressing Enter. The system will then display the new
      customer ID such as KUCC and a message stating that the Customer KUCC does not
      exist, do you want to add it now? If you respond Yes the Customer Quick Entry Screen will
      be displayed and you can fill out the form for the new customer, once all required data is
      filled out you can return to the freight bill by closing the form by using Shift-F10 or the form
      close X.
   5. Producer: The producer is the origin of the product NOT the one who pays the bill. If you
      know the producer code type it in. If you don‟t know the producer code, hold the Shift key
      down while pressing the F1 for a list of all producers and consignees. If the producer is not
      on the list you can type a new Producer ID and the system will the display the new
      Producer ID and a message stating that the New Customer does not exist, do you want to
      add it now? If you respond Yes the Customer Quick Entry Screen.

      TIP: If you can‟t remember the producer ID but can remember the city name you can click
      the Producer button and a Locator Form will be displayed. Once on the locator form just fill
      out the city name and press the Apply Filter button. The form will then contain a filtered
      customer list that shows all producers and consignees that have the city name you filled
      out. Once the correct record is current on the locator form close the form and that producer
      ID will be placed into the current freight bill.
   6. Producer2: The second producer is the second load point of the product. If you know the
      producer code type it in. If you don‟t know the producer code hold the Shift key down while
      pressing the F1 for a list of all producers and consignees.
   7. Consignee: The Consignee is the first drop point of the product. If you know the
      Consignee code type it in. If you don‟t know the consignee code hold the Shift key down
      while pressing the F1 for a list of all producers and consignees. You can add a consignee
      “on-the-fly” the same way as for customers and producers.
   8. Consignee 2: The Consignee2 is the second drop point of the product. If you know the
      second Consignee code type it in. If you don‟t know the second consignee code hold the
      Shift key down while pressing the F1 for a list of all producers and consignees.
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   9. Consignee 3: The Consignee3 is the third drop point or final destination of the product. If
       you know the second Consignee code type it in. If you don‟t know the second consignee
       code hold the Shift key down while pressing the F1 for a list of all producers and
       consignees. You can add a consignee “on-the-fly” the same way as for customers and
       producers.
   10. Load Info: This information will be printed on the freight bill/delivery receipt. It is usually
       specific to the load such as delivery times and other field requirements.
   11. Load On Account: This information will be printed at the top of the freight bill/delivery
       receipt. This indicates whose account to load on such as Chevron, Phillips, Bradley etc.
   12. Notes: This field is “jumped over” when you tab because it is an optional field and can be
       used any data the user wants. This information does not print on the freight bill.
   13. Create: This field is skipped because it defaults to the current date.
   14. Bill: This field is skipped because it is filled out when the Auditor presses F5 to approve
       and save the freight bill during the invoicing phase.
   15. Load: This is the actual date the product is picked up. A calendar will appear defaulting to
       today‟s date, use your arrow keys or mouse to select the correct load date. Press Enter or
       Set to return the date value to the freight bill.
   16. Del: This is the actual date the product is delivered. A calendar will appear defaulting to the
       same date as was entered into the load date field, use your arrow keys or mouse to select
       the correct unload date. Press Enter or Set to return the date value to the freight bill.
   17. BOL1: Enter the bill of lading from the field load ticket. This field prints on the Freight Bill.
   18. BOL2: Enter the second bill of lading number if applicable. This field prints on the Freight
       Bill.
   19. BOL3:Enter the third bill of lading number if applicable. This field prints on the Freight Bill.
   20. PO: Enter the purchase order number if applicable. This field prints on the Freight Bill.
   21. Driver: Either type the driver code or press Shift F1 to pick from a list. The driver code
       consists of the last 5 digits of the last name and the first 3 from the first name.
   22. Truck: If the driver has a default truck defined in the employee file, that truck will be
       automatically entered into this field otherwise type the Truck ID number or press Shift F1 to
       pick from a list.
   23. Trailer 1 & 2 : Either type the Trailer ID number or press Shift F1 to pick from a list. Moving
       off of trailer 2 will move you to the Compartments-Products tab located on the bottom half
       of the screen. The cursor will be in the Product field.
   24. Compartments-Products page
   25. Product: Type the product code or Shift F1 will provide a list of all products. You can as
       many products as you want. Normally (5) is the maximum. You can use this area to define
       what the driver should load overall or define what the driver should load into each
       compartment. The DOT description will be printed on the freight bill.
   26. Ordered: Enter the quantity of product ordered. This prints on the freight bill.
   27. Delivered: Enter the actual quantity of product delivered. This is used for billing purposes.
       Gas and Diesel are billed on gross gallons, everything else is billed Net.
   28. Consignee: Define the consignee the product was delivered to. The system defaults to the
       first consignee.
   29. BOL: You can select the associated BOL for the product if required for reporting purposes,
       BOL1 will be the default if one is not specified.

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   30. You can now print the Freight Bill by pressing Alt P. If you are ready to “complete” the
       freight bill press Ctrl+Page Down to Move to the Rating page.




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   31. Rating Page




   32. You should now see the rating page shown above. This is where the customers invoice
       lines are generated. The system will automatically create the transportation charge line
       first, this consists of the total product quantity totaled by product class. For example if there
       are two grades of gasoline on the products page you will see only one line on the rating
       page reflecting a grand total all the gasoline listed on the product page. Note: All loads are
       based on the Rate Type of B or Base Rate, if the load was a backhaul or super sized load
       you must change the Rate Type before rating the load.

      Next the system will apply a fuel surcharge if the customer is set to receive one. All lines
      after the “A” (transportation lines) must start with the letter S which stands for “Special
      Charges”.
      Press F2 or the Rate Load button to rate the load. If no rate is found F6 the freight bill and
      have a supervisor determine the correct rate. If you have Add Rates rights you can bring up
      the freight bill and press F2 to rate the load and the system will ask if you want to add a
      new contract rate. It will also display rates for similar loads for the same customer. If no
      similar rates are found the “Add New Contract Rate” form will be displayed, it will suggest a
      rate straight out of the tariff. At the bottom of the add rate form will be a list of quotes for the
      current customer. You should manually look at these quotes to see if the load had been
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      previously quoted. If all the information is correct just press OK to add the rate and return to
      the freight bill. This Add Contract Rate form is shown below;




   33. Once you are finished with the Revenue and Rating page press Ctrl+Page Down to go to
       the Mileage page.




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   34. Mileage – Times Page




   35. When you get to this page the system should have already created the Loaded Leg of the
       freight bill. You must now create the first deadhead from the trucks last known location or its
       default departure point to the load point by pressing Alt+D or click the Dispatch button.
       Note: You can change the trucks default departure point by going to the equipment master
       file or by double clicking the truck field on the freight bill.
   36. Next Create the deadhead after the linehaul by pressing Alt+H or click the Home button.
   37. Press F3 to move to the start odometer field. Enter the start and end odometer reading if
       available.
   38. Enter the Start and End Freight Bill times. This reflects the TOTAL duration of this freight
       bill.
   39. Enter the load and unload time using military times. It is not necessary to press enter after
       entering the times, the cursor will move to the next field automatically.
   40. Once you are finished with the Mileage - Times page press Ctrl+Page Down to go to the
       Drivers Pay page.




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   41. Drivers Pay Page




   42. The system will auto create drivers pay as follows; Company Drivers are set by default to
       be paid hourly for loading and unloading and then a fixed rate per miles traveled. Lease
       driver are paid a percent of the total revenue, usually near 20%. The driver pay form is free
       form, you may add or delete pay lines as needed. Once the driver‟s pay is complete you
       can save the freight bill by pressing F5. The trucks last known location is updated after
       each freight bill is saved. In this way the system will be able to automatically create the first
       deadhead on the next freight bill created for this truck.
   43. You can pay a second driver by simply dropping the driver combo and selecting the driver,
       then manually select the pay type and then enter the quantity.
   44. You can add or edit Driver information by clicking on the Driver Info. Button.
   45. You can view a report showing the drivers load history by clicking on the Driver Activity
       button; the report will come up in Preview mode.
   46. You can view a report of drivers assigned to the terminal associated with the current freight
       bill by clicking on the button with the picture of a book on it.

How to Update Freight Bills To Accounts Receivable
After all freight bills in a batch have been audited you should follow these steps to “Update” the
Freight Bills to Accounts Receivable and remove the batches from the batch logon screen;
    1. While on the batch Logon Screen press the R key to “Release” the batch, the batch status
        field will change from an O for Open to R for Released. Only released batches may be
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      updated. The system will prompt you to print the batch recap report. This is optional but
      always a good idea. The recap is a report that summarizes the contents of the batch.
      Multiple batches may be updated at the same time.
   2. From the batch logon screen select “Update Batches” or from the Freight Billing Main
      Menu select “Update Freight Bills To AR”. The system will ask you to confirm this action.
      If you select Yes you will continue and an Update Summary Report will be displayed on the
      screen, print the report.
   3. Close the Update Summary Report, the system will ask you to confirm that you want to
      update Freight Bills to AR. If you select Yes the Freight Bills will be updated to AR obe
      batch at a time in succession. As each batch is successfully posted to AR a batch recap
      report will automatically print to the default printer. Once all batchs have been update the
      system will dispay a message box stating “Update Complete”.
      Note: If the update fails for any reason the batch that was being update when the error
      occurred will have an X in the status field. The usual cause of an update error is a existing
      record in tblARInvoice ie. One of the freight bills you are trying to update has already been
      updated. Either the bill ion tblBill or tblARInvoice must be edited to allow the batch to be
      updated.

How to Update a Freight Bill Batches to the GL

Create Batch/Journal
   1. Log into UA, use ASD and no password

   2. Click on General Ledger, Daily Processing, Sub-System Interface

   3. Click on AR Distriution, then click on Update.


Validate Batch/Journal
   1. Click on General Ledger, Daily Processing, Edit List/Validate Journals

   2. Select Journal from dialog box and press Validate.

   3. Print last page of Journal.

Take report to person responsible for validating and posting GL Journals.


Remote Terminal Procedure
1. Freight Bills are created in Order Entry and printed out for the driver. Only part of all the
   required data is completed at this point.
2. Once the load has been delivered and the freight bill returned to the originating terminal the
   freight bill will be “completed” by the remote Terminal personnel.
3. Freight Bills are “completed” in Freight Bill BATCHES. A Batch is the equal to a bag being
   delivered to Roosevelt. Each batch has a period associated with it, a period is the month and
   year for example January 2000 is 0100.


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4. To create a new batch go to Freight Billing, Batch and Invoice. You will now see the batch
   logon screen shown below;




5. Press F5 to create a new batch or press the New Batch button.. Press F8 to change the
   batch period to the same month as the Freight Bill load dates. Press Enter to go into the new
   batch.
6. Type in the Freight Bill number. The information previously entered will come up on the screen.
   Complete the Freight bill by entering information from the Freight Bill such as Driver, Truck,
   Trailer, Delivered Quantity etc.
7. Press F5 to save the freight bill in this batch or press F6 to remove the Freight Bill from the
   current batch.
8. Once all records from the previous day have been entered into a batch you must release the
   batch in order for it to be exported, updated and purged. If you have a batch that you DO NOT
   want to update make sure it is OPEN which is indicated by an O on the batch login screen.
   You can change the batch status by pressing the following letters while on the batch logon
   screen; R to release, O to Open or H to put the batch on hold. Only batches that are released
   will be updated.
9. Go to the Dispatch Main Menu and press Export. This creates an database that contains the
   freight bills associated with the released batchs to a holding directory ie.C:\Program
   Files\TankerPro\Export\ToMain.mdb and moves the previous days export to C:\Program
   Files\TankerPro\Export\1. When you export the batch it will then ask you if you want to print the

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    batch recap report, select Yes to print the report. This report should accompany the batch of
    freight bills as a “cover page”.
10. Call Roosevelt Administration and ask them to come and get the data.
11. Roosevelt will call and tell you that the download is over.
12. You may go back into Tanker Pro, it will tell you that an update pack from Roosevelt exists,
    press OK to bring in the updated data. This update pack contains the previous days Freight
    Bills that have been corrected to match the Roosevelt System.


Locate Un-Processed (Un-Invoiced or Un-batched) Freight Bills
From time to time it may become necessary to locate freight bills that may not have been batched
or invoiced. This is usually done after each pay half to verify all dispatched loads have been
invoiced. Enter the start and end date on the form below, select a terminal and then select either
Un-batched or Un-Invoiced. When you click on the Go button a report will be generated showing all
Freight Bills matching the criteria entered. You can then investigate the whereabouts of these bills.




Locate a Freight Bill
By pressing Crtl+Z anywhere in the system you will invoke the Freight Bill locator screen. You can
use this form to look up a Freight Bill by Date, FB#, BOL1 or BOL2 or PO. Once you locate the
Freight Bill you can see all the freight bills detail or print a copy of the freight bill or view the actual
scanned image of the freight bill and all associated field documents such as BOL, weight tickets




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etc. The inquiry form is shown below;




Rebill Freight Bill
Overview
Anytime you need to change data relating to a freight bill after it‟s been invoiced its called a
“rebill”. This process allows the user to edit the original freight bill, change customer, quantities,
rates etc. After the changes have been made and you press F5 to save the freight bill the system
will ask if you want to reprint the original invoice and or reports that show the resulting change in
both revenue and drivers pay.

Go to Freight Billing, Add or Edit Freight bills and enter the freight bill number. If you have auditor
and add rates rights in the payroll table you will be prompted “Do you want to Rebill This Freight
Bill?” If you don‟t have rights the prompt will simply state that this freight bill has been updated and
can only viewed in a read only mode. No editing is allowed.

The following is a summary of how the routine works;

   1. If the old AR invoice was updated to the GL, a reversing GL journal is made.
   2. If a payment was made on the Invoice, it is edited. If no payment was made, it is deleted
      and another AR invoice is created. If the original invoice was posted to the GL, the
      edited/new invoice is added to the new journal.

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   3. If payment was received and it resulted in an overpayment, a credit memo is created and it
      is also added to the new journal.
   4. The diver pay routine will create new timecards if the driver has not been paid and create
      differential reports if the driver has already been. Paid.


Purchase Orders
The purchase order system feeds the accounts payable system, which in turn feeds the inventory
items available to the Vehicle Maintenance module. The following are the (5) main steps to
processing a purchase order;
    1. Create or Edit a Purchase Order
    2. Approve a Purchase Order
    3. Print Orders (Auto Receive)
    4. Receive Purchase Orders
    5. Post Purchase Orders to Accounts Payable

Create or Edit Purchase Orders
This is the first step in processing a purchase order.
   1. Select a Vendor from the Dialog Box.
   2. After you select the vendor then you must enter a reference number, Ship Method, Approval
        Manager. The Terminal is populated based on your user ID. The form is shown below;




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   3. To add item to the PO click on the triple dots button invoke Inventory Look up screen shown
   below;




   4. Select a system and assembly code, which will filter the list shown below. If the part you
      want to order is not shown click on Add Part if you see the part choose the Select Part
      button. Note that the list is filtered to items assigned to the terminal specified on the
      purchase order.
      If you select Add a part the following screen will appear;




      Add the new part and then select the close form button.



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   5. Once you select and item it will return you to the purchase order and populate the item
      number and description.

   6. Adjust the quantity as needed and select unit 999 to put the item to inventory or select the
      specific unit if you know which one the part will go on. If you don‟t select unit 999 the item
      will not be added to inventory for use on a VM work order.

   7. Select the proper GL code. The combo has been filtered to only show appropriate codes
      associated with your specified terminal. If the unit was a leased unit the GL code will be
      locked to the chargeback ID defined in the company table.

   8. If you want to apply taxes click the Taxes button and select the appropriate tax and then
      select done.

   9. Repeat these steps until all parts have been added the PO then click the Save button. Note
      the batch number for future reference. It will tell you purchase order number that was
      assigned. You can now go onto another purchase order or exit out of this form.




Approve Purchase Orders
  1. Select Approve Purchase orders from the System Manager menu under Data Entry. You
     will see the following screen;




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   2. Enter the password and click next. You will now see this screen;




   3. Select the PO you wish to approve by clicking on it then clicking on the Approve button. You
      can also select all PO‟s by clicking on the All button at the top right side of the form. It will
      prompt you to confirm that you want to approve the select PO if you click yes, the PO will
      disappear from the screen and you can click the Done button.




Print Purchase Orders (Auto Receive)
   1. Select Print Orders (Auto Receive) from the System Manager menu under Data Entry. You
       will see the following screen;




   2. If you want to print and receive the items with one step select the default option. Alternately
      you may just print a discrete set of PO‟s and receive them later.
   3. Select the PO from the combo box you want to print and receive in one step and click the
      print button. You can now print the PO.

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Receive Purchase Order Items
  1. Select Receive Purchase Order Items from the System Manager menu under Data Entry.
      You will see the following screen;




   2. Drop the PO Type combo box and select Standard.
   3. Click on the PO shown on the form. If you want cancel a back ordered item just double click
      item on the right side of the screen. If you want to receive the item click on the item then
      click on the Create Receipt Item button. Repeat this step for each item you wan to receive.
   4. Once you have selected all the items click the Commit Receipt Item button. You will be
      prompted “Receive These Items Into Inventory Now?” Another dialog box will come up
      stating “Items Added To Inventory “




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Post Purchase Orders to Accounts Payable
  1. The final step to is to send the Purchase Order to Accounts Payable. Select Post Purchase
      Order to Accounts Payable from the System Manager menu under Data Entry. You will see




      the following screen;

   2. Select the PO and then click the Next button. Make sure to check the “Create Voucher as
      Unposted Batch in AP” to allow the batch to be reviewed and edited prior to posting to the
      GL.




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   3. Select the PO you want to post to AP and then click the Create Voucher button.




   4. You will be prompted “Create the selected voucher in an unposted batch now?”“ If you
      select Yes the voucher will be created in AP.




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Vehicle Maintenance

Overview
The vehicle maintenance system is used to enter repair/work orders. This data is used in the
business analysis report under Work Order parts and also to drive the Preventative Maintenance
reports. The following is a summary of the steps required to input work orders.


Vehicle Maintenance Preventative Maintenance Module Overview

The main function of the VM PM Routine is to track and predict when routine maintenance needs
to occur for a tuck or trailer. The following is an overview of the sets required to make the system
work.
    1. Go to Equipment Master Files and go to the PM Schedule tab.
    2. Select one of four PM job codes, A,B,C or D.
    3. Enter a Interval Code either Days, Hours or Miles.
    4. Enter the Interval Value.
    5. Leave the Last Performed Date blank it will be stuffed from Vehicle Maintenance Work
       Order form. As each order is saved this data is updated.




   6. Leave the Next Performed Date blank it will be updated every time someone runs the PM
      Report.
   7. Go VM Work Order entry and create PM work orders by pressing Enter on the VM Order
      screen at which point the system will issue a PM work Order number for the PM work. As
      the work orders are F5‟d or saved the system will update the Last Performed date in the
      equipment table. If a PM record does not exist one will automatically added for you. Since
      PM A – D are cumulative ie. A D service includes a C,B and A, if you complete a D service
      PM records will be updated or created for a C,B and A.
   8. The last step is to go to VM reports, Preventative Maintenance Reports. The screen is
      show below;

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   9.   When this report is run the Next Performed date is calculated as follows; the routine will
        calculate how many miles have been traveled since the last service with the same service
        code from Freight Bills (Accumulated Miles). Then the routine divides the total miles by the
        number of days since the last performed date to get average miles per day. Then the
        interval value is divided by average miles per day to determine the number of days to add
        to the Last Performed Date to create the Next Performed Date.




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Driver Compliance

Drug Testing
The system is used to generate a random list of drivers that will be required to be tested for
drugs or alcohol and also track the results of these tests. The following is a summary of the steps
required;

1)   Create a random batch
2)   Indicate the number of samples to be draw
3)   Print List
4)   Fax list to each terminal
5)   Come back and enter test results in system.




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Accounts Receivable

Customer Payments – Individual
Entering a Check or Cash
Open A/R folder, click on Data Entry, and double click Customer Payments – Individual.
Select Customer screen will appear. Select how you would like to find customer by number, name
or phone number. Click on Select. A/R screen will appear. Select type of payment check or cash.
If entering a check fill in amount box. If entering cash enter 0. Check amount will fill in automatically
with CASH. Enter Date and Posting Date The system will not allow check number box not to be
empty. It is important that you remember to write down batch number as you will need it to validate
and update information. When all information is entered, click OK.
Using Disbursement Screen
You may choose several different ways to choose how you want to disburse the check. The fastest
is by Auto Batch. This also can be done by using alt B. Fill in box with the batch number needed.
This method works only if the check has batch number listed or you know the batch number. You
can scroll down the screen and use freight bill number or bill of lading number. When you find the
one needed click on cash applied. It is important to make sure that what is being paid matches
the cash applied the same applies if using batch number. If you find that there is a mistake you
can click the Start Over button. If the account you are working on has 2 or more different account
you may use the Split Cash button. The down fall of this method is that you can not use batch
number as the screen will not show batch number of the account that you are splitting payment
with. This method also makes it somewhat difficult to trace payment as it will post the payment to
the account that was chosen at the beginning. It does not show on payment screen in customer
maintenance in the account that was used for split payment. It will show in the invoicing tab in
customer maintenance what check number was used to pay the invoice and the date it was paid.
When the disbursement show a 0 on the disbursement side and the amount of check on the cash
applied side you are ready to push SAVE. Do you want to save? Yes / No? Click on yes only if
every thing matches. If you are unsure click no and click on Start Over and re do the transaction
again. You can save the transaction as cash if you need to if invoices need to be re billed. Then
after re billing then apply the payment as a cash payment.


Customer Payments – Batch
This is an alternate method of receiving payments and using overpayments. This method is
preferred if you need to take multiple credits at once.
1. Select a batch number or create a new one by clicking on the „-„ button. Enter a batch date and
posting date.

2. Select the cash account the deposit will be made to. Each Batch will create one entry in the
checkbook.

3. Select a customer using the builder button.

4. Select a payment type using the droplist

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5. Enter the customer‟s check number or a reference number for the payment.
6. Enter the dollar amount received.

7. The Disbursements tab will allow you to distribute the cash receipts to open invoices. Any
unapplied amounts will automatically generate an overpayment on the customer‟s account.

8. The Split button enables you to pay invoices for multiple customers.

9. Enter a specified amount for each invoice. Double Click on the To Apply field for automatic
calculations. You may also apply overpayments from here.

10. Use the Navigation arrows to toggle between checks.

11. The Commit batch button will post the payments. The customer‟s account will be updated and
an entry in Bank Reconciliation will be created.


Cash Receipts Report
 When all payments have been enter exit back to A/R folder click Reports double click Cash
Receipts Journal. Insert the dates needed for the report. Make sure that you choose receipt
date or GL posting date.
If all information is correct select go, to start over select cancel. This report will show the accounts
that were paid and the amount paid. Giving a total that was applied to all accounts. Exit back to
Reports.


A/R Payment Batch Recap
Double click A/R Payment Batch using the batch number that the system has given when using
Customer Payments enter that number in the box. Click OK. This report will show all accounts
paid and how the check was disbursed. It will show invoice paid, freight bill paid, Etc.


 Updating and Validate Payments
 Exit from A/R batch click General Ledger - Extended double click Journal Processing double
click Create Sub System Journal click on tab menu A/R Distributions enter date of update
needed. Enter batch number the system gave choose the update transaction needed click
Update. Do you wish to generate journal at this time? Yes / No? A/R journal has been
generated. You will need to validate and post this journal. Click OK. Exit Sub System. Double
click Edit List/Validate Journals highlight the journal that is needs to be validated. Click
Validate. The select journal has been validated. There were no exceptions or errors. Click OK.
Set sort order screen will appear. Select the order needed. Click OK.


AR Finance Charge Routine Overview
qryARFC_CalcRecordSource is the initial record source.
    Criteria = tblARInvoices.DueDate <= Date and not null, tblARInvoices.ARBalnce > 0
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    tblARInvoices.DocType = 1 or 3, tblARFinance.RevenueGLID <> 0 and Not Null
    tblCustomer.FinanceChargeID <> 0 and not null.

The records are appended to tblAR_TEMP_FC if the tblARinvoices.FCDate is null or is <=
current date – the number of days in the Compound Period. For Basin Western the number of
days is 30. The records are also grouped by customer and appended to
tblAR_TEMP_FC_Summary if the posting method selected is summary.

When the records are committed, a new record is appended to tblARInvoices for the finance
charge and if summary was selected, a record is appended to tblAR_FC_Summary_History.
tblARInvoices.FCDate is changed to the current date.




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ACCOUNTS PAYABLE


Creating a Vendor Account

   1. Open A/P folder, then Data Entry folder and double click on Vendor Maintenance.
   2. Enter applicable information on Profile tab and then click on Financial tab and enter terms.
   3. Press F10 to save.


Creating a Voucher (Invoice) Batch

   1. Open A/P folder, then Data Entry folder and double click on Voucher Processing.

   2. Select Create Vouchers in New Unposted Batch, click on Begin button.


   3. On Select a Vendor window, select vendor by Vendor Name, Vendor Number, Phone
      Number or Contact Name (I have found that Vendor Name works best for me.) Highlight
      desired vendor from list and click on Select button.

   4. On A/P Voucher window enter the following information
         a. Invoice Number
         b. Invoice Date
         c. Invoice Type – should be voucher
         d. Reference – this is a good place to put a Purchase Order Number
         e. Batch Number – is created for you by the program
         f. Credit Account – program defaults to G/L Accounts Payable account number
         g. GL Posting Date
         h. On Line Item tab enter G/L expense account number, description, unit number if
            applicable, and amount. Voucher may be broken up by line item if Voucher
            purchased apply to more that one G/L account number or more than one unit
            number. Continue entering line item information until Line Item window total
            matches voucher total.
         i. Click on Batch button to save.
         j. Confirm Batch window “Save this Voucher Now?” choose yes.
         k. Continue entering vouchers in this manner to create a voucher batch.
         l. When finished, click on Cancel button of Select a Vendor window and
         m. Click on Exit button.

   5. To Print Voucher Batch list for review
         a. Double click on Voucher Processing
         b. Select Work in Open Batches and highlight appropriate batch

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         c. Select Print Batch Report button and print reports. These reports consist of a
            detailed journal and a totals by account number for the batch.




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   6. To correct voucher entries
         a. Double click on Voucher Processing
         b. Select Work in Open Batches and highlight appropriate batch
         c. Highlight voucher to be corrected from list and select Edit button.
         d. Correct voucher entry and click on Save button.
         e. Confirm Edit window “Save the Revised Voucher Now?” choose yes.
         f. “Would you like to edit another unposted voucher?” choose no.

**Note** all corrections should be done before batch is posted to A/P, otherwise a manual reverse
entry and correcting entry is the only way to correct a voucher.


Posting an Open Batch to Accounts Payable

   1.   Double click on Voucher Processing
   2.   Select Work in Open Batches and highlight appropriate batch
   3.   Select Post Selected Batch button
   4.   On Batch Posted Successfully window, click on ok.


Paying Open Invoices

There are two ways to pay invoices. The first way is by Payment Wizard and the second is by
Process Payments by Batch.

   1. Payment Wizard
        a. Double click on Payment Wizard
        b. Select an Option – by vendor or by due date
        c. If selected by due date, a due by date must be indicated
        d. Click on next and indicate how much total you want to pay and
        e. Indicate pay most over-due or pay most recent
        f. Click on next and indicate print checks now or print checks later
        g. If choosing print checks now enter beginning check number and
        h. Click on Finish
        i. Prepare checks and printer, and then follow prompts.
        j. If selected by Vendor click on next and
        k. Select vendors to be paid from list
        l. Choose invoices to be paid for each vendor
        m. When all vendors/invoices to be paid are selected
        n. Click on next
        o. If choosing to print checks now enter beginning check number and follow
           instructions above.
        p. If choosing to print checks later click on finish and make note of the batch number
           assigned.


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                   i. To print checks designated as print checks later, double click on Print
                      Checks
                  ii. Enter beginning check number and check date
                iii. Highlight batch number on left side of window “Batches not yet Printed” and
                      move to right side of window “Batches to be Printed” by clicking arrow.
                 iv. Select Print Check Batches button, prepare printer and checks
                  v. Select Print
                 vi. Review checks, close window and on “Checks Printed Correctly?” choose
                      yes.
                vii. Additional remittance advices (if paying a large quantity of invoices that won‟t
                      fit on the check stub) will be printed if required.

   2. Process Payments by Batch
         a. Double click on Process Payments by Batch
         b. Select Vendor
         c. Confirm Payment Date, make note of batch number and click on ok
         d. Select invoices to be paid and click on red Post button.
         e. Continue selecting vendors and invoices to be paid in batch
         f. Prepare and print checks as described above for print checks later.


Entering Credit Memos

Credit Memos can only be done by posting directly to A/P, therefore care must be taken to enter
these correctly.

   1. Double click on Voucher Processing.
   2. Select Create Vouchers in Posted Batch and click on Begin button
   3. Select Vendor as described above in Creating a Voucher
   4. On A/P Voucher window enter the following information
          a. Credit Memo Number
          b. Credit Memo Date
          c. Invoice Type – should be credit
          d. Reference – this is a good place to put the original invoice number that credit is
             referring to.
          e. Batch Number – is created for you by the program
          f. Credit Account – program defaults to G/L Accounts Payable account number
          g. GL Posting Date
          h. On Line Item tab enter G/L expense account number, description, unit number if
             applicable, and amount. Voucher may be broken up by line item if Voucher
             purchased apply to more that one G/L account number or more than one unit
             number. Continue entering line item information until Line Item window total
             matches credit memo total.
          i. Click on Save button to save.
          j. Confirm Batch window “Save this Voucher Now?” choose yes.
          k. Continue entering credit(s) in this manner to create a credit batch.
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           l. When finished, click on Cancel button of Select a Vendor window and
           m. Click on Exit button.


Posting A/P to the G/L

     1. Double click on General Ledger – Extended folder and
     2. Open Journal Processing folder
     3. Select Create Sub-System Journals
     4. Choose A/P Distributions tab and
     5. Enter Updated as of date
     6. Select Voucher(s) to be updated and
     7. Indicate Vouchers and Payments, Vouchers Only or Payments Only
     8. Click on Blue Update button
     9. “Do you wish to generate a journal at this time?” Select Yes and then ok
     10. Close Sub-Systems Update Window and
     11. Select Edit List/Validate Journals
     12. Highlight A/P journal to be validated and click on Validate Button
     13. Click on ok, in Set Sort Order window indicate how you want the report to be sorted and
         click on ok.
     14. Review journal and print if desired.
     15. Close Edit List/Validate Journals
     16. Double click on Post Validated Journals
     17. Select journal(s) to be posted and click on post button.
     18. Close Post Validated Journals window.
1.




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Leasor Settlement

Set-up
   1. Set up each Leasor in the Leasor Master file.
   2. Set-up each piece of equipment in the equipment master file. Be sure to enter the lease
      rate and the insurance amounts.
   3. Set-up each Leasor in the vendor table.
   4. Create a re-occurring voucher group called Lease Settlements.
   5. Create a re-occurring voucher for each Leasor.

Gather Data – Run reports as follows
   1. Leasor Revenue – Revenue generated via Freight Bills – Reconcile hard copies with
      revenue report and or Run the Lease Revenue Settlement Routine which will
      programmatically post revenue totals over to the Lease Settlement.
   2. Leasor Payroll – Gross payroll via Payroll
   3. Leasor Payroll Taxes – via reports generated when payroll is committed. These include
      FUTA and SUTA
   4. Total IFTA - Miles via freight Billing and fuel credits via the Fuel entry.
   5. Total Chargebacks – AP vouchers/invoices we paid for a Leasor. Run AP Chargeback
      Routine which will programmatically post AP Chargeback totals over to the Lease
      Settlement.
   6. Total Insurance – Amounts are from the equipment table.



Create Re-occuring AP Voucher Batch and build a voucher for each Leasor

   1. Go to AP Re-occurring vouchers. These are like a template for each Leasor. There should
      be one template per Leasor.
   2. Edit each Leasor re-occurring voucher based on the values found on the reports listed
      above.
   3. Create vouchers via the re-occurring templates. Make sure you check the box to create
      vouchers in an unposted batch. Change the dates to the ending date for the Lease
      Settlement period. In the reference filed enter July 15, 2004 or what ever the settlement
      period ending date is.
      The system will tell you the batch these vouchers were created in, make note of this batch
      number.


Review Settlements
   1. From Lease Settlement, Reports, select Lease Settlement Report – Detailed. Use this
      report to carefully go over the settlements checking for accuracy.



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   2. Once you have approved the detailed Lease Settlement Report you can run the Summary
      Report which simply lists all Leasors and the amount you ended up paying them.


Print Final Batch Recap
   1. Go to AP, Data Entry, Print Vouchers, select Print Particular Batch of Vouchers, enter the
      batch number and select the Report Type of “Lease Settlement”.


Select Leasor Settlements for Payment in AP and Print Checks
   1. Go to AP voucher processing, Work with open Batch‟s, select the voucher batch, and Post
      the selected batch.
   2. Go to the payment wizard and select the vouchers by Vendor. This puts all the settlements
      in a Print Check batch.
   3. Go to Print Checks and select the batch you just created and print the batch of checks.
   4. Run an AP subsystem update for the batch you just printed.


General Ledger
The General Ledger or GL module is used primarily by the bookkeeper to make Journal Entries
and other high level adjustments to the General Ledger. Also equipment depreciation is entered
as a Journal entry on a monthly basis.




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Payroll

An Overview
There are two types of employees, Company and those who work for a Leasor. We hold out taxes
for both types of employees and both are technically employees of Basin Western Inc. The main
difference is that Company drivers are paid on an hourly and mileage rate. Lease drivers are paid
a percentage of revenue, usually around 22%.


Paygroups
As time permits a payroll batch is made for all (9) paygroups described below. Then as time
permits the unbatched timecards are brought into each batch prior to payday.

Batch 1. Includes paygroup ADMIN and ROOS.
Batch 2. Includes paygroup NSLC
Batch 3. Includes paygroup SKIP
Batch 4. Includes paygroup LDOVE
Batch 5. Includes paygroup LDENV
Batch 6. Includes paygroup LGJCT
Batch 7. Includes paygroup LAJU
Batch 8. Includes paygroup LROOS
Batch 9. Includes paygroup LNSLC

All employees are paid every two weeks as follows;

Company Driver/Employee paydays are the 5 th and 20th of each month. This includes;
     1. All default time cards “Admin”
     2. All actual timecards i.e. All hourly employees
     3. All North Salt Lake company drivers i.e. paygroup NSLC
     4. All Roosevelt company drivers i.e. paygroup ROOS

Lease Driver paydays are the week following the company payroll. This includes;
      1. Paygroup SKIP
      2. Paygroup LDOVE
      3. Paygroup LDENV
      4. Paygroup LGJCT
      5. Paygroup LAJU
      6. Paygroup LROOS
      7. Paygroup LNSLC
      8.
PAYROLL DATE ie. EITHER THE 5 TH OR 20TH FOR COMPANY AND FOR LEASORS THE
DATE IS BASED ON THE OFFICAL PAYDAY SHEET ISSUED ANNUALLY.



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FEDERAL DEPOSITS:

Federal Deposits are defined as: Federal Payroll Tax, FICA “Social Security”, and Medicare.

For federal deposits make checks to FSB and use a Federal Tax Deposit Coupon. The schedule
for deposits is as follows:

    Paydays on Wednesday, Thursday & Friday - deposits due on following Wednesday.
    Paydays on Saturday, Sunday, Monday & Tuesday - deposits due on following Friday.

The rules are for the actual payday, not the pay period.
Click Payroll  Reports  941 Report




Run 941 report for date range that covers paydays to be reported. File the quarterly reports use
the 941 Quarterly Report, this lists all transactions totaled on check data, with month and quarter
totals.
Call the information in over the telephone (1-800-272-9872) or via Internet ().


Bank Account Manager:
      This is the final step in processing Payroll. This is the action that moves these taxes out of their liability
      and cash accounts.
               Click: Accounts Payable  Data Entry  Bank Account Manager




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                   1. Select the Bank Account from the drop down list.
                   2. Click on the Deposit Withdraw tab




                   3. Select the Bank Account from the drop down list.
                   4. Enter a description such as “Company Payroll 11-25-2003 to 11-30-2003”
                   5. In “For Amount of” field enter Total Tax Payment from the 941 Report, See Item D
                   6. Select the transaction type as: Withdrawal
                   7. Create lines for each tax liability i.e. FICA Medicare, and Federal Tax, Entering the
                      amounts from the 941 Report “Items A, B, and C”
                   8. After all fields have been reviewed click the “Post” button to post the transaction.
                   9. Perform a Sub-System Update on AP Distribution to create a Journal reflecting this
                      bank account manger activity




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                   10. Payroll is Cash Based account. This means that the second payroll of each month
                       will have to be moved to the prior period.
                            For Example: Payroll for period 11/16-11/30-2003 is actually paid on
                            12/7/2003. To move this journal, you should change the payroll date on all
                            journal items to 11/30/03. On your cash account you change the GL code to
                            the GL Code for wages payable
                            Then in the same journal you make a journal entry for the cash as follows:
                                     Date 12/7/03 Debit Wages Payable for amount of cash
                                     Date 12/7/03 Credit Cash for amount of cash.
                       Do this for the end of the month payroll each month.




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CHILD SUPPORT PAYMENTS:
Theda add detail:


Child support payments are supposed to be made 10 days after the payday. Since we have
multiple payments, pay the support after the lease payday.

How To Send the 401 K Contribution Data to Kemper-Scudder
1. Go to Payroll, Reports, 401K report
2. Enter the date range. Usually 1-2 week range. See the last report for the end range.
3. The report will be displayed on your screen, click the printer icon to print the report. The report
    has all the details for each employee and also a fax cover sheet that must be faxed to Kemper
    after we've emailed the file to them.
4. Next close the report you will be prompted to “Create Kemper export data” press Yes and the
    data will be output to excel. You will get the message " The file exists, Do you want to
    replace?" Click on YES.
5. The data should now be in Excel. Press Ctrl+K to adjust the data per Kempers requirements.
    The file is saved to you‟re “My Documents” folder. Choose Yes to overwrite the existing file.
6. The new email message dialog box show now be up, you enter the recipients name, in this
    case type rpstech@skudder.com or use your address book. Then press the Send button.
7. Now go to Outlook and send the mail my pressing F5.
8. Now fax the cover letter generated earlier to the number listed on the cover sheet.
9. Take the letter generated in step 5 to the Office Manger so she/he can create the check. The
    code for the employee portion is 2045, the employer portion is 4445 = Drivers, 4446 = Admi n,
    4447 = Maint.
10. Copy the check and the letter for our files and mail the originals to Kemper;
    Kemper Service Company
    Atten: Retirement Plan Services
    PO Box 419270
    Kansas City, KS 64141-6270
    File the copies of the check and letter in the Kemper file.

How to File Quarterly State and Federal Unemployment Reports
Overview;
As each persons paycheck is created, a FUTA and SUTA routine runs to determine how much
state and federal unemployment tax is due for each employee. SUTA and FUTA have a threshold
value, which means most people only have these taxes imposed for the first part of each year.
Once they‟ve reached the threshold values these taxes stop.

Below is a summary of these rates as of August 2001;

       Federal or FUTA is    .008%         of the first   $7,000.00 in wages
       Colorado SUTA is      .004%         of the first   $10,000.00 in wages
       Utah SUTA is          .002%         of the first   $21,400.00 in wages
       Wyoming SUTA is       .042%         of the first   $14,100.00 in wages
       Nevada is SUTA is     .0295%        of the first   $20,300.00 in wages
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To edit these values go to payroll reports and select FUTA and SUTA Reports (Unemployment),
on the form that comes up are two buttons; Edit Fed Rates and Edit State Rates. By clicking the
appropriate button these rates can be edited.

To run the actual FUTA and SUTA report do the following;

   1. Got to the Payroll module.
   2. Select Reports, then select FUTA and SUTA Reports (Unemployment).
   3. You should now see the State Unemployment Report screen shown below.




      Select the quarter for which you are running the report. Then select Next. Note: As
      mentioned above if the State or Federal Rates need to be edited the can be on this form
      by selecting the Edit Fed or State rates buttons.
   4. You will now be able to de-select the states that you wish to exclude from the report. Keep
      in mind that normally no states should be deselected, however if you were re-running the
      report you may want to just re-run the report for just one state. In this case you would
      deselect all the states except the one you want to re-run. Select Next when you have
      finished deselecting states.
   5. You should now see a screen, which allows you to select or deselect the actual reports you
      want to print. Once again normally all reports would be selected to print. When all reports
      have printed successfully select the Close button.




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   6.


Payroll Direct Deposit Overview
Overview

   1.   For each employee who is to participate in Direct Deposit do the following; a. Check Yes to Direct Deposit
        Check-box b. Enter a bank routing number c. Enter a checking or savings account number d. Specify the
        account type as C for Checking or S for Savings account
   2.   A start and end date are entered along with an Actual Deposit Date are specified by user AFTER payroll has
        been committed. Records to be included with the payroll NACHA file are retrieved from tblPR_History. The
        record set is stored in an Access database located in your data directory, usually T: \SSA_DD.mdb. Special
        ACH tables must be linked in your System Manager back to these tables.
   3.   A flat file is created from these access tables and is then emailed to an email recipient if one has been
        defined in the Company table via System Processing under, Company Set -up, Payroll, Direct Deposit Set-
        up,
   4.   The end user can then submit or upload this file to the bank per their requirements. The final flat file in
        NACHA format will be placed in the directory specified in the Company table


   1. Employees must be set to Yes Direct Deposit on their employee entry form in payroll in
      order to be included in the direct deposit routine. If you check the box you must fill out the
      account and route number. Only the system administrator can uncheck this box.
   2. On the calculate payroll screen after you press Go the system will make sure that an output
      file directory exists. The directory is defined in tblCompany.PayrollDataPath. If it does not
      exist then the routine creates the folder. C:\Program Files\TankerPro\Export.
   3. After the payroll checks have been printed (direct deosit checks have zero in the amount
      field) and the commit button is clicked the commit routine runs. This routine was edited
      (qryCommit_PRHistory) so that each record in tblPR_History is marked Yes if it was paid
      via direct deposit.




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   4. Next go to Payroll Reports and run the Direct Deposit Report for the date range that
      encompasses the checks you want to create a direct deposit output file for. You can
      specify to just create the report and not the output file if you want.
          a. This report looks to tblPR_History for records within the specified check date range
             and where the record is marked Yes in the DirectDeposit field. The report is
             displayed for you to print.
          b. On close of the report you will be prompted to Create the Output file now? If you
             select Yes the data is output to a text format, comma delimited file to the folder
             defined in tblCompany PayrollDataPath. The file name is “Payroll 6 28 02.txt where
             the 6 28 02 is todays date.
          c. The routine then creates an Outlook specific email to the recipient named in
             tblCompany, DDEmail. The subject line of the email is stuffed with “Basin Western
             Payroll” and the actual batch number. This step may be omitted.
   5. Next go to your Internet browser and go to http://www.wellsfargo.com/com/comintro.jhtml
   6. Select Commercial Electronic Commerce Sign On in the upper right hand corner of the
      screen.




   7. On this screen enter the company user and your password (SNOWY1).
   8. Now select Interent ACH Services in the upper left hand side of the screen. You will then
      see;
                                      SecurID Name:       BASIN066.C

                                      Token               ******
                                      Passcode:
   9. Enter the secure ID name as; BASIN066.COOPL066
   10. Enter the Token passcode as; WINDY1876288 where the number was taken from your
       secure key ring. Then click on the submit button.
   11. Now you see;
   Customer
         ID:                 Login

     User ID:


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   Password:


  The System Date is 06/19/2002
 The System Time is 10:10:48 AM
   12. Enter the Customer ID as BASIN066
   13. Enter UserID as COOPL066
   14. Pasword is WINDY1, THEN CLICK THE login button.
   15. You should now see the ACH Main Menu. The first step is to select ACH Database List
       then click the Add button.
   16. Give the database a name. The name should be something like Payroll 6-28-02, then click
       the Save button.
   17. Now click on the Database List, now you will see a list of all the databases you have
       created, remember that one of our payroll output files = one database. Click in the
       selection box at the left of the batch/database you want to Import data into then click on the
       Import button at the bottom of the screen. You will then be prompted to browse to our file for
       that batch. The files should be located on the pc that created the payroll checks. The file is
       located at C:\Program Files\TankerPro\Export\Payroll 6 28 02.txt. Then click on OK.
   18. The data will be imported and you can then check the data by clicking on the batch in
       question. Make sure the status is Entered, if it says Needs Repaired click on the name and
       then edit it, this usually means add an account number or route number.
   19. Once all the records have the status of Entered you can then select the option at the bottom
       of the screen titled Batch.
   20. Once all your records are in batch print the report and then the last step is to release the
       batch.
   21. Releasing the batch will commit the data to the bank and the funds will be drafted from our
       account on the date you specify on the release screen.



How To Set-up NACHA Direct Deposit

In tblCompany:

Both non NACHA and NACHA:

The field PRDDEmail contains the email address for the receiving bank.

The field EDIPayrollFilePath contains the file path where the Direct Deposit text file will reside.




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The field PRDirectDepositReportName contains the report name and is the trigger for which
routine is run. If the field contains rptDirectDeposit, the non NACHA routine is run, the NACHA
routine is run if the field contains rptDirectDeposit_ACH.


non NACHA routine:

The field PRDirectDepositFormat contains the name of the query for the non NACHA file format.


NACHA routine.

The field PRDDBankName contains the receiving Bank Name.

The field PRDDBankRoutingNumber contains the receiving bank routing and transit number (9
characters).




How To file W2 wage data with the Social Security Administration or a State Agency
   1.   From the Main Menu select, Payroll, Data Entry,
        W2 Reporting.

   2.   Click OK to Auto Build the data from
        tblPR_History.

   3.   Next enter the year you are reporting on ie. 2003
        then click OK.

   4.   You will now see the main W2 reporting screen.
        Click on the button labeled Out Put Data.




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   5.   You will now see the screen below;




   6.   To create the Federal file for the SSA click on the Output to SSA button after confirming the Submitter
        Information.

   7.   The routine will generate the file and then pop up a message box telling the file was created successfully.
        The data is placed in the folder defined on the form under SSA W2 EDI File Path, in this example it is
        Q:\2003W2. The file that must be submitted to the SSA is named YOURDATA.txt.

   8.   You can verify the data and layout by running the file through the SSA freeware program called Accuwage.
        Once the data has been verified Accuwage will ask if you want to go submit the data if you respond Yes,
        your browser will open and you will on the SSA Login page or you can go manually by going to
        http://www.ssa.gov/bso/bsowelcome.htm
   9.   Select Login. Password is 44cooper, PIN is 224573R4.

   10. Next select Submit an electronic file containing annual wage data.

   11. Next select File Type of New Submission and select No on the question Is this a reconciliation file? Then
       select Continue.

   12. Browse out to the file you wan to submit, then select Submit File Now.




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   13. In about 5 seconds you should the following message;




       Click OK to print the Receipt Acknowledgement



   14. See the next page for the web page showing all the final submission data.

   15. Copy the file to a safe folder on your hard drive for future reference

   16. You can check back to the original site to check the Submission Status.




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Financial Analysis
The Financial Analysis module brings all the module data together to create a profitability portal
into your business. You can view profitability to the load level based on truck, terminal, customer,
commodity or route. The fleet business analysis report gathers all actual revenue and expenses
for all units in the fleet. Quickly and easily see who‟s making money and who isn‟t. This is real time
data, no indirect expenses or overhead values are fixed; all are created at run time. The first
screen allows you to define the date range or if you have run the report previously you can select
View Existing Report.




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Once you click the Create New Report button the report will run and the following screen will
appear; you can then filter on terminal, customer, unit, leasor, driver, product or route. If you click
the report button your filtered results will be displayed in the report. There are six predefined report
formats. The snapshot report is a summary of trucks profitability. The bottom of the screen has
totals for the filtered record set. ANP is average net profit. You can double click on Truck AP or
Trailer Exp to see the detail of the records associated with this column of data.




The sources of the data gathered in this routine are defined in the table below;

                                                 Freight Bill Level Analysis Data Sources
No. Desciption                   Source table                        Criteria               Operation
    Delete the contents of
  1 data table.                  tblFBAnalysis                      All                     NA
    Append the leasor
  2 freight bills to data table. tblBill                            Not Leasor BASIN        Append
    Adjust the revenue for                                                                  Multiply by 10% + 12% if use our
  3 the leasor FBs.              tblFBAnalysis                      Not Leasor BASIN        trailer.
    Append the company
  4 FBs to data table.           tblBill                            Leasor is BASIN



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   Get FICA and Medicare                                                                         Multiply total pay by value in
 5 expense.              tblCompany                              PRTaxes field                   tblCompany.PRTaxes
   Get Payroll benefit                                           Description = Bonus, Holiday,   Totals by employee and divided into
 6 expenses.              tblPRTimeCards                         Safety or Vacation              FB count
   Get Payroll 401K Match                                        Description = 401K Company      Totals by employee and divided into
 7 expenses.              tblPRTransHistory                      Match                           FB count
   Get Work Comp                                                 Gets w ork comp rate based on Mutilplies employee total pay per FB
 8 expenses.              tblWorkersComp                         employee file setting         by w ork comp value
   Get Med insurance                                             EmployerAmount for
 9 expenses.              tblPRTransInsuranceHistory             EmployeeID = Driver             Divides employee total by FB count
                                                                 Fuel type is R or B and uses
10 Get Fuel expenses.     tblFuel/tblBill                        total miles field in tblBill    Divides truck total by FB miles

                                                                 Calculates taxes same as IFTA   Calc taxes based on miles traveled
11 Get Fuel Tax expenses. tblIFTAFuelTaxLease                    report                          in each state and fleet MPG.
                                                                  Insurance, PLPDInsurance,
   Get Equip. permit,                                            CargoInsurance,
   insurance &                                                   UmbrellaInsurance ,             Annulize totals by equipment and
11 depreciation.          tblEquipment/tblPermit                 Depreciation.                   date range
                                                                 GLID = 362, 4570.1 (Safety and
12 Get Safety Costs.       tblGLPeriodDetail                     Training Expenses)             Divides company total by FB count

   Get Truck tire AP                                             GLID = 350, 4550.* (Tires and   Total tire expense is distributed by
13 expenses.              tblAPInvoices and Closed               Wheels)                         total miles per FB
   Get Truck tire VM
14 expenses.              tblVehicleMaintenanceDetails_Parts     System Code = 17 (Tires)        Totals applied to FB by mile traveled
                                                                 GL Code is 4520 Oil & Coolant,
                                                                 4521 Soap, 4530 Parts and
                          tblAPInvoiceDetail and                 Supplies and 4540 Outside
15 Get Truck AP expenses. APInvoiceClosed                        Repairs                        Totals applied to FB by mile traveled
   Get Truck vm parts
16 expenses.              tblVehicleMaintenanceDetails_Parts     SystemCodeID is not 17 (Tires) Totals applied to FB by mile traveled
   Get Truck vm outside   tblVehicleMaintenanceDetails_Outside                                   Totals applied to FB by miles
17 expenses.              Repairs                                                                traveled
   Get Truck vm labor                                                                            Totals applied to FB by miles
18 expenses.              tblVehicleMaintenanceDetails_Labor                                     traveled


   Get Trailer AP tire                                           GLID = 350,351,352,353 (Tires Totals applied to FB by miles
19 expenses.               tblAPInvoiceDetail and Closed         and Wheels)                   traveled
   Get Trailer VM tire                                                                           Totals applied to FB by miles
20 expenses.              tblVehicleMaintenanceDetails_Parts     System Code = 17 (Tires)        traveled
   Get Trailer VM labor
21 expenses.              tblVehicleMaintenanceDetails_Labor                                     Totals applied to FB by revenue
   Get Trailer AP                                                GLID is not 350,351,352,353
22 expenses.               tblAPInvoiceDetail and Closed         (Tires and Wheels)              Totals applied to FB by revenue
   Get Trailer VM parts
23 expenses.              tblVehicleMaintenanceDetails_Parts     System Code is not 17 (Tires)   Totals applied to FB by revenue
   Get Trailer permit
24 expenses.              tblPermit                              Returns values from Fee field   Anualized and divided by revenue
                                                                 Debit GLID = 222 (Wages
25 Get Admin Wages        tblPRTimeCards                         Admin)                          Divides company total by FB count

26 Get Admin Insurance    tblPRTransInsuranceHistory             GLID = 246 (Admin Insurance)    Divides company total by FB count
                                                                 Description= 401K Company
27 Get Admin 401K Match tblPRTransHistory                        Match                           Divides company total by FB count




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                                                        GLID = 447(Tele), 509 (Interest),
                                                        516 (Auto), 501 (Pro Serv), 452
                                                        (Utilities), 481 (Office Equip
                                                        Rent) , 493 (Misc. Indirect) ,
                                                        521(Travel) , 528 (Office Exp
28 Get Admin expenses      tblGLPeriodDetail            and Supplies)                     Divides company total by FB count
                                                        GLID = 654 (Terminal Rent
29 Get Admin Terminal Rent tblGLPeriodDetail            Admin)                          Divides company total by FB count
                                                        GLID = 457 (Depreciation
   Get Admin Building                                   Buildings and Vehicles) divided
30 Depreciation            tblGLPeriodDetail            by tw o.                        Divides company total by FB count
                                                        Selects Admin Employees by      Divides terminal total by terminal FB
31 Get Terminal Wages      tblPRTimeCards               Terminal                        count
                                                        Selects Admin Employees by      Divides terminal total by terminal FB
32 Get Terminal Insurance tblPRTransInsuranceHistory    Terminal                        count
   Get Terminal 401K                                    Description = 401K Company      Divides terminal total by terminal FB
33 Match                   tblPRTransHistory            Match                           count
   Get Terminal Wage                                                                    Divides terminal total by terminal FB
34 Expenses                tblGLPeriodDetail            4210 Admin Wages                count
   Get Terminal Insurance                                                               Divides terminal total by terminal FB
35 Expenses               tblGLPeriodDetail             4441 Admin Insurance            count
   Get Terminal Property                                                                Divides terminal total by terminal FB
36 Tax Expenses            tblGLPeriodDetail            4750 Admin Propoerty Tax        count
   Get Terminal Telephone                                                               Divides terminal total by terminal FB
37 Expenses               tblGLPeriodDetail             5110 Telephone and Radio        count
   Get Terminal Utility                                                                 Divides terminal total by terminal FB
38 Expenses                tblGLPeriodDetail            5120 Utilities                  count
   Get Terminal Office                                                                  Divides terminal total by terminal FB
39 Equip. Rent Expenses    tblGLPeriodDetail            5520 Office Equipment Rent      count
   Get Terminal Misc.                                                                   Divides terminal total by terminal FB
40 Indirect Expenses       tblGLPeriodDetail            5900 Misc. Indirect Expense     count
   Get Terminal Travel and                                                              Divides terminal total by terminal FB
41 Business Expenses       tblGLPeriodDetail            5945 Travel and Business        count
   Get Terminal Office                                  5950 Office Expense and         Divides terminal total by terminal FB
42 Supply Expenses         tblGLPeriodDetail            Supplies                        count
   Get Terminal Uniform                                                                 Divides terminal total by terminal FB
43 Expenses                tblGLPeriodDetail            4565 Uniforms                   count
   Get Terminal Repairs                                                              Divides terminal total by terminal FB
44 and Maint. Expenses     tblGLPeriodDetail            5965 Repairs and Maintenance count
   Get Terminal Interest                                                                Divides terminal total by terminal FB
45 Expenses                tblGLPeriodDetail            5920 Interest Expense           count
   Get Terminal Auto                                                                    Divides terminal total by terminal FB
46 Expenses                tblGLPeriodDetail            5940 Auto Expense               count
   Get Terminal Rent                                                                    Divides terminal total by terminal FB
47 Expenses                tblGLPeriodDetail            5500 Terminal Rent              count




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Auto Rating Tables
This is where all the tariffs are created from which a customer can be “auto-rated” from. There is
also a routine to adjust these tariffs up by a given percentage. Tariffs can be defined as customer
specific so that they are not used in the auto rate routine. The following is the form associated with
the entry of these auto rate tables. The Origin and Destination Criteria tab is where you can define
the geographical regions that can use this table.




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The Mileage and Secondary Ranges tab is where you define the mileage ranges and associated
rates based on quantities. This tab is shown below;




Insurance Management Module

Overview
The purpose of this module is to facilitate the management of insurance premiums and creation
and posting of payroll deduction information automatically to payroll. One key aspect of the
module is to insure that premiums paid by the company are recovered from the Leasors involved
and that the employer/employee portions are accurately accounted for and posted to payroll.

The company pays insurance premiums and then the employee and leasors repay the company at
each payday for their portion of the premium. The amount the employee must pay depends on
several factors.


Company Employees
If the employee is a company employee the company pays a portion of the premium. The amount
the company pays is defined in the Medical Insurance Company table. This table contains all the
information for a particular Insurance Company such as Policy Name, Total Premium, and
Employer portion.
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Lease Employees
If the employee is a lease employee the Leasor may or may not pays a portion of the premium.
The amount the Leasor pays is defined in the Leasor Table.


Insurance Management

Adding or Editing Data
The main entry form “Medical Insurance Entry Form” is where most all commands and actions
originate. When the form opens it shows all insurance premium records that are currently in effect.
This is actually a template/ working area where the premium amounts can be adjusted as required
prior to posting to history and payroll. Normally you would select Insurance Company from the
combo box, this would then reduce the records you see to just those who are associated with the
insurance company. You can then edit the premiums and distribution amounts as required. If you
wan to add a new record click the “Add Record” button.
Global Rate Change
If an Insurance Company raises their premiums the system can assist you in the task of changing
premiums for all employees associated with an specific Insurance Company. Click the button
labeled “Global Rate Change”, the system will automatically change the premiums for the
employees associated with the insurance company selected at the top of the form. The system will
ask you if all the Leasor Contributions have been updated, if you answer No the Leasor
Contribution form will open and you can then update the data as required i.e. Change the Leasor
contribution amounts for Health and Dental Insurance. If you answer Yes, the routine will
automatically change the premiums for the employees associated with the insurance company
selected at the top of the form. If an employee has a premium amount that is non-standard (not like
all the other employees) you will be prompted to manually enter the premium data for him or her.

Posting Data
Once all adjustments have been made the data can be posted to history tables and to payroll by
either closing the form or answering Yes to the prompt “Post Changes to Payroll Now?” or click
the button labeled “Commit to History”. At this point the system will verify all the premiums and the
math associated with the distribution of the premium, if all the math checks OK, the records will
then be used to update the information in the employee payroll deductions file. This file controls
how much is taken out of each persons check for medical and dental insurance.

Reports
The following is a summary of reports that can be run by clicking the “Quick Reports” button;
        A. Insurance Premium By Leasor; this report is given to Lease Settlement and indicates
           what each Leasor must be charged back for.
        B. Insurance Premium By Company; this report is used to reconcile the Insurance
           Company Bill to the system.
        C. Insurance Premium By Employee; this is useful to analyze one particular employee‟s
           premiums.


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       D. Insurance Premium Summary; this report shows the premium for each plan ie. Single,
          Couple, Family etc.
       E. Add or Edit Premium Master File; this not a report but a way to edit the premiums
          associated with a particular Insurance Company.
       F. Leasor Contribution Report; this details how much each Leasors will pay towards their
          employees premium.
       G. AP Report (GL Totals); this report is given to AP to assist in the creation of a voucher
          into the AP system. This report includes totals by cost code.


Fuel Management
This module contains four sections; Fuel Entry, Oil Entry, Fuel Card Entry and Fuel Surcharge
Entry. The following is a summary of these sections.


Fuel Entry
This form is where all fuel receipts are entered for purposes of Lease Settlement, Financial
Analysis and IFTA reporting. The form is shown below;




Fuel is entered with one of five types;
   1. B = Bulk Fuel from a company owned bulk storage tank.
   2. D = Deliveries into a company owned bulk storage tank.
   3. R = Receipted Fuel (Used to Credit Lease Settlements)
   4. S = Outside sales of diesel fuel.

Only type B and R records are utilized for IFTA reporting and Financial Analysis modules. R type
records give the Leasor a fuel tax credit because they paid the tax at the time of purchase.




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Fuel Card Entry
This module allows for the adding or editing of fuel cards either assigned to drivers or units.




Oil Entry
This form is where all oil receipts are entered for purpose of Financial Analysis.




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Fuel Surcharge Entry
Fuel surcharges are applied to all freight charges on a freight bill providing the customer has been
set to receive a fuel surcharge in the customer entry master file, these settings are located on the
Fuel Surcharge tab of the Customer Entry form.




Once you have checked field labeled “Impose Fuel Surcharge” you then specify whether this
customer has its own surcharge schedule or whether to use the “master” fuel surcharge table by
checking the “Customer Specific” check box. By default all new customers will receive a fuels
surcharge based on the load date of the freight bill as specified in the Master Fuel Surcharge
table. You can enter new records the fuel surcharge table via the Fuel and Oil Module, Fuel
Surcharge Entry. There are settings in the Company set-up table that specify the base set price of
fuel at which a fuel surcharge is invoked, the increment at which an adjustment is made and the
percent change to apply. Example, If you want to impose a fuel surcharge when fuel goes over
$1.50 and you want to apply a 1% surcharge for every nickel above the $1.50 the values would be
set as follows;
FSC Base: 150
FSCIncrement: 5
FSCIncrementPercent:1
FSCDateLag:30, this simply creates an effective date 30 days after the date of the diesel fuel
price.



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Hot Key Summary
The following Hot Keys are available for use in Tanker Pro to facilitate the use of a keyboard only environment.

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                                                      Tanker Pro
                                                       Hot Keys

 Shift F1         Opens/Drops a combo box, sometimes called Help and Fill.

 Shift F6         Deletes a record or freight bill.

 Shift F10        Saves record and closes form and returns you to the Main Menu.

 F2               Rates load, looks first to contract rates and then to auto tables. Checks quote module.

 F3               Moves to start odometer field on the mileage tab or Edits rate if auditor on rate tab.

 F5               Saves Freight Bill or Creates a Batch if on the Freight Bill Batch Logon Screen.
                  If auditor, will enter AR Invoice date with today‟s date and save record.

 F6               Saves a Freight Bill out of a batch.

 F8               Change Period on Freight Bill batch screen.

 F11              Opens Calculator.

 Ctrl+F12         Create duplicate copies of the current Freight Bill, will ask for how many copies.

 Ctrl+O           Opens new Dispatch Order entry screen from anywhere in system.

 Ctrl+B           Auto open Freight Bill entry screen form anywhere in system.
                  Also rebuild dispatch template if invoked from Dispatch Template

 Ctrl+M           Memorizes freight bill and creates a MemTrip automatically.

 Ctrl+P           Prints current Freight Bill.

 Ctrl+Backspace   Clears contents of the current field.

 Alt+F3           Changes default Terminal in Freight Bill Entry.

 Locator          You can locate a producer or consignee based on the city or other criteria by pressing the
                  Info button to the right of the producer or consignee field, note the producer or consignee
                  ID field must be empty.

 Load Match       This will display all loads with the same origin and destination ID as the Freight Bill
                  currently on the screen.

 City Match       This will display all loads with the same origin and destination city as the Freight Bill
                  currently on the screen.

 Alt-F4           If auditor will show all batch‟s on FB batch screen independent of status.

 Ctrl+Z           Assists in locating a Freight Bill by BOL, PO, Load Date etc.




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Master Files
The following is a summary of the master files. Master files are the key components of the system
that can be added to or edited.



Auto Rate Tables
This form is used to create and maintain tables that the rating routine in Freight Billing uses. The
auto rating system will first try to rate the load out of the contract or point to point rates. If no match
is found the system will see if the customer has auto rate tables listed that it can rate out of. If none
are listed the system will go to the default set of auto rate tables and try to rate the load based on
load date, commodity class, Origin and Destination criteria, loaded mileage and quantity loaded.




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Commodities
This form is used to add or edit the commodities. You can add as many commodities as you
need.




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Commodity Classes
This form is used to add or edit the commodity classes. By rating by commodity class versus
commodity you can build one contract rate between point A and point B for the class of GAS and
not build one rate for each possible type of gas such as regular, unleaded, mid grade unleaded
and premium unleaded.




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Contract Rates
This form is used to add or edit contract rates sometimes called point-to-point rates. These rates
are very specific, they use customer, commodity class, origin, destination and rate type (B= base,
S=Super or C=Backhaul/Carrier Convenience) and effective and cancel date to define a unique
record. The auto rating system will first try to rate the load out of these contract or point-to-point
tables. If no match is found the system will then try to rate the load out of the auto rate tables.




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Customers
This form is used to add or edit customers. Customers are defined as the entity that pays the
freight for the load. As general rule, limit the length of the ID field to four digits. The there are six
tabs on this form. The first or Basis Information tab contains the information regarding where to
send the invoice and associated contacts, phones etc. The Contract rates tab shows all contract
rates that have been created for the current customer, the Load Analysis button will show how
many times a rate has been used and the revenue generated. The Auto Rate table tab is where
you can specify specific tables that this customer can auto rate out of, these tables can be the
base tariffs or additional customer specific tariffs. The Contacts tab allows for an unlimited amount
of contacts for the customer to be entered. The fuel surcharge tab is where you can define how the
customer is to be handled in terms of fuel surcharges.




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Drivers
This form is used to add or edit the driver‟s (or any other employee) files. There are seven tabbed
forms, the first being the basic Info tab. This is the basic information regarding the driver. The Pay
Info tab contains the data associated with how this driver should be paid. The License and
Expiration tab contains the data associated with DOT required physicals and permits and
licenses. The Driver Activity tab is a history of the loads the driver has participated in, sorted
descending on load date. The Emergency and Medical Insurance tab specifies emergency
contacts and which insurance plans the driver is participating in. The Citations tab is where all
citations are logged and tracked. The Accidents tab is where all accident information is stored.




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Equipment
This form is used to add or edit the equipment records including cars, trucks, tractors and trailers.




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Hose
This form is used to add or edit the high-pressure hoses.




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Leasors
This form is used to add or edit the Leasors files.




Associated with the Leasor Entry Master is the Lease Insurance Reserve, this is essentially a
“cleaning deposit” type account that allows the company to have monies set aside in the event the
leasor terminates their lease agreement while still owing the company money. The set-up for this
account is as follows;

   1. Each piece of lease equipment should have a Beginning Lease Settlement Amount
      entered.
   2. Go to system processing and enter the GLID for your Lease Insurance Reserve GLID on
      the Lease Settlement tab on the Company Information form.
   3. As you create your lease settlements in recurring make sure you set the line for Lease
      Insurance Reserve to the same account as you set in the Company table.


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You can then go to Lease Entry Master Form and run a report via the quick reports button that will
show you by Leasor and by truck how much they have “contributed” to their account via Lease
Settlements/AP.

Mem Trips
This form is used to add or edit the Mem Trips (Memorized Freight Bill). Creating a Mem Trip is
an easy way to get all the correct data memorized for future loads. The first item you can select in
Dispatch or Freight Billing is the Mem Trip which can populate most of the required data on a an
Order or Freight bill. You can also specify how to pay the driver which will over ride the default
driver pay method in Freight Billing.




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Producers and Consignees
This form is used to add or edit the producers and consignees. The delivery instructions print on
the Freight Bill and typically contain static data in regards to the facility such as directions on how
to get there, site descriptions and limitations, contacts and phone numbers etc. The tank info tab
contains data in regards to the tanks located at this facility




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Routes
This form is used to add or edit the routes used to track mileage in the program. Routes are
looked up in the source mileage program such as PC miler and then entered into this database
via this form for all future use. When a route is added the reciprocal route is added also. The route
uses 10-2 code syntax. The city can be no more than 10 digits and the last two digits are always
the state. The system will build the correct 10-2 code when you use the Add button and select or
type the new route origin and destination.




Special Charge Codes
This form is used to add or edit the special charges that can be used in the Freight Billing module.




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State Agencies
This form is used to add or edit the state agencies that you must report to on a monthly or quarterly
basis.




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States
This form is used to add or edit the State Information and associated fuel tax rates.




Terminals
This form is used to add or edit the Terminal Information and print mailing labels.




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VM Job Codes
This form is used to add or edit the Vehicle Maintenance Job Codes associated with VM Work
Orders.




Zones
This form is used to add or edit the zones or regions field associated with Producers and
Consignees.




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Master File Reports




State Travel Reports

Selecting “Default” for the Export Report/Query Name, Import Report/Query Name, Intra
Report/Query Name on the State form causes the routine to use the standard queries and table,
tblStateTravelReports, for the reports. Selecting “spreadsheet” for the format for the default
Report/Query name will result in the creation and export of an Excel spreadsheet. Selecting
“report” will result in the output in report style. The report name will be “rptStateTravelReportXX”
with XX being the state abbreviation.

If “default” is not selected, the user may enter the name of existing query or an existing report
whose record source is set in the report. The report name must begin with rpt and the query must
begin with qry. The standard queries and table will not be used. The output format is determined
by the first three letters of the name, ie “rpt” or “qry”.




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