Creating an order

The order sets out the general conditions of transport. 

An order is a contract/agreement with a client that defines how much material will be issued to the client within a certain period.

• Orders can be created either by the user or by giving the client the right to create orders, for the latter, the client must have an account with Waybiller (clients can see all orders related to themselves).
• The order can specify which companies and trucks can transport from the selected origin, which assortments can be transported and during which period they can transport to the destination.  
• The client can be given the right to add transport data to the order.
• Orders can be seen by all parties added to the order.
• Transport companies will be notified of the creation of an order by email if they have an email address added to their account to receive notifications.
• The order will also display statistics on the transport (e.g. average weight of loads).   

Example of the order and the information displayed on it:

It is possible to edit, copy and archive the order and to create a transport order (also from an inactive order) by using the options "Create transport order", "Bulk create transport orders" (for creating several transport orders), "Edit", "Copy", "Archive" located under the button next to the order.

Statuses:- inactive order - active order

Creating an order

You can create an order under Orders menu item by clicking on the "Create order" button.

Order fields:

• Period (required)

Date range defines the period of time during which the order is active and from which transport orders can be created. By clicking twice on the same date, the period can also be set to one day.

• Client (required)

Select the client, use the search to add a client. After adding a client, only the destinations of this client will be displayed in the destinations field. If the client you are looking for does not exist in the list, you can add the client. To add a new client, you have to add the company name and the registration code.

• Destination

You can select a destination:

• • From all public destinations.
  • From the list of destinations where your company is added as a partner.
  • From the list of destinations that you have created yourself (if your company is a receiver).

If you can´t find the destination you are looking for, you can create one yourself (to avoid duplicates, check with the destination owner, the destination may be set to private). When adding a new destination, the name, address and location on the map must be added. When creating a destination for another company, the company that created the destination will automatically be added as a partner to the destination.

Selecting the destination is optional, if not selected the client's company name will be added to the receiver details on the waybill and the destination will be left blank. When the driver moves the waybill on, the destination will be filled in according to the destination selected by the driver (to be selectable, the destination must be either public or the transportation company has to be added as a partner in the destination).

• Origins

You can choose your origin:

• • From all public origins.
  • From any public origin you have created (if your company is the dispatcher).

One order can have several origins.

• Origin warehouses

If there is a warehouse at the point of origin, you can select the warehouse in the order.

• Order amount in tonnes

This is an estimated order amount. The amount does not limit the transport orders, but is informative for the transportation company. If an amount has been added on the order, after each load has dispatched, you will see on the order how much of the given amount has been dispatched and is yet to be dispatched.

• Assortments

If the origin has been selected, only the assortments that have been assigned to the origin will be displayed. If no origin is assigned to the order, the driver will see the entire list of Waybiller assortments.  

The assortments can be supplemented with the necessary information (in the Origin menu point choose a destination and click "Manage assortments" behind it), such as the Declaration of Conformity number, certificate numbers, etc. These will be displayed on each waybill where the given assortment is added. You can also attach or link a document if needed.

• Transport companies

By adding a transport company, you give this company the right to see the orders and create a transport order from them. You can search for a transport company from the list of existing transport companies or, if the company is not listed, you can add a new one. When adding a new transport company, you must add the name and registration code of the company. The transport company can be added to the order either by the company itself or by the client.

NOTE: If you create a transport order from an order, you can only select the transport companies that are on the order. The choice of vehicles is not limited when creating a transport order from an order.

• Vehicles

Specific vehicles can be added to the order, but this is not mandatory. If you do not add vehicles, the transport company can assign them later.

If you can't find a suitable vehicle in the list, you can manually add it to your order. To do this, enter the vehicle number, select "Add new vehicle..." and fill in the fields. This vehicle will be added to the waybill, but not to the Waybiller database. If the same vehicle needs to be used again, it will have to be manually added again. These vehicles will be displayed in blue. NOTE: When adding a vehicle, the option "Add this vehicle to a transport company" will be displayed, only use this option if you know for sure which company the vehicle belongs to! In this case, the vehicle will also be added to the Waybiller database for that specific company.

When loader operators select an order, the vehicles added to the order are always selectable by the loader operator. Loader operators can select both blue vehicles (manually added to the order) and black vehicles (on the transport company's list). If no vehicles are assigned to the order, the loader operator can select the vehicle from the list of vehicles of the transport company.

NOTE: If the numbers of the vehicles to be loaded and the transport companies are known in advance and it is important to check them, the transport company and possible vehicles to be loaded must be added to each order.

• Checkboxes:
  
  • • Client can edit transportation values - this can be used to give the client the possibility to add and change transport companies and vehicles when placing an order.
    • Cancel transport orders when allowed amount exceeds - allows you to cancel pending transport orders and disable the creation of new transport orders if the order amount is exceeded.
    • Allow loader operators to select subcontractors vehicles - this adds subcontractor vehicles to the list of vehicles available to the loader operator.
      
      • • When selecting a vehicle, the loader operator can see the name of the company behind the vehicle. When a waybill is created (status CREATED) the company that owns the vehicle is displayed as the transportation company until the driver logs in, chooses the role of the company that the driver is subcontracting for and starts driving with the waybill (status IN PROGRESS).
    • Do not allow drivers to change the destination on waybills created from this order - this can be used to prohibit drivers from changing the destination on the waybill.

NOTE: If the checkboxes are enabled, the corresponding icons will be displayed under the order number in the Orders menu item. 

• Extra information

A free text field where you can add important additional information about the order. The additional information is visible on the order and also in the Excel report.

• Holding base type

These fields can be used for roundwood and woodchip loads. See the article "Holding base". 

NOTE: Some order fields can be left blank - in this case, you can choose 
from all the options on the transport order. 
E.g.: If no assortment is specified in the order, the following will 
be available when creating a transport order.