Waybill options

Detailed view of the waybill

Waybill detailed view contains of:

• Waybill number, EVR waybill number (last if there is EVR integration) 
• Waybill status
• Order and Transport Order number (klickable), if the waybill is related to an order/transport order
• Origin (name, address, coordinates and dispatcher timestamp)
• Transport, including subcontractor company information (name of the transport company, registration code, name of the driver, driver's telephone number and driver timestamp)
• Destination (name, address, coordinates, mileage on Google Maps, mileage determined by the driver and destination timestamp)
• Dispatcher (name, phone number, dispatcher's company name and registration code)
• Truck (vehicle-trailer registration number, curb weight, allowed gross weight and nr of axles)
• Receiver (receiver's company name and registration code)
• Confirmation (confirmer's name, telephone number and confirmation timestamp)
• Viewing rights (e.g. where a supervisory authority has been granted viewing rights)
• Warehouses (if a warehouse is assigned to origin)
• Assortment (name of the assortment, amount added by the driver and amount accepted)
• Comments (comments from all parties, if any)

NOTE: Waybill is automatically updated in real time! Waybill statuses are 
updated automatically and the corresponding timestamps are also displayed 
on the waybill.

See also article: "Waybills and their statuses"

Mileage displayed on the waybill

3 different distances are calculated and displayed on the waybill: 

• Google Maps mileage – The shortest distance between the origin and the destination calculated by Google Maps. The Google Maps kilometres is visible in the detailed view of the waybill.
• Mileage by driver - Distance entered on the waybill by the driver at the destination. This distance can also be saved by the driver so that the driver does not have to re-enter the kilometres the next time he drives the same route. The driver's kilometres is visible in the detailed view of the waybill. 
• Distance (km) on a map - If the driver is using Waybiller software (app) and has GPS positioning enabled, the actual kilometres driven will be stored on the waybill. The distance travelled (km) can be seen in the detailed view of the waybill by clicking on the "VIEW ON MAP" link and in the reports. See the article "Tracking the route on a map".

Displaying several distances/km helps to detect possible anomalies and the data can also be used in various reports. 

Tracking the route

The route of the load can be tracked on a map. In addition Waybiller is integrated with Fleet Complete system and we are able to receive data directly from the device attached to the vehicle.

See article: "Tracking the route on a map". 

Changing the assortment

Parties can modify assortment and amount on the waybill.

The change can be made by pressing the "Click to change" button in the "Assortment" section of the waybill, deleting the amount behind the selected assortment and inserting the amount behind the correct assortment.

See article: Editing waybills

Custom fields

Custom fields help your company collect and manage additional information that is important for your business - all directly in Waybiller.

They can be numeric, text-based, or selection fields, and can be displayed in different views — for example, on the waybill, in the driver view, or on an order or transport order. Each field is fully customisable.

You can define who can see the field (for example, only Manager) and who can fill it in (for example, also the Driver).

Custom fields can include a timestamp, showing when the field was filled in, and can be made mandatory, ensuring that important information is always provided.

To make sure data is accurate and controlled, it’s possible to set minimum and maximum limits for each field. For example, for the field "Moisture (%)" you can set a minimum of 10% and a maximum of 15%. If a user enters a value outside this range (e.g. 9% or 16%), an alert is shown: “Value cannot be lower/higher than …”. 

Custom fields can also be grouped (for example, Sample 1 and Sample 2) and given a display order, keeping information structured and easy to read.

All custom fields are created and configured by the Waybiller team according to your company’s needs. If you’d like to add new fields for your company, please let us know. 

Note! If the same additional fields (with the same values) are used for both incoming and outgoing loads, it is possible to use copying of the additional field values.

Adding a comment

All parties involved in the transport are able to add comments and pictures on the waybill. The comments and pictures will also appear on the PDF extract.

Be sure to click the "Add comment" button to save your comment. 

Note: It is also possible to send waybills comments via API. 

Email notifications

Notification of the waybill information and a PDF file of the waybill will be sent to an email address, if configured.

Notifications can be added to both origin and destination. To add a notification, use the "Show additional fields" button under the origin or destination and enter your email to receive the notification.

Under destination, notifications can be requested for the following activities:

• When a waybill for the given destination has been created.
• When the load has reached its destination.
• When the waybill is confirmed at destination.

Under origin, notifications can be requested for the following activities:

• When a waybill has been created at a given origin.
• When a load from a given origin has reached its destination.
• When a load from a given origin is confirmed at destination.

See article: "Setting up e-mail notifications"