Sylectus companies that subscribe to our "document imaging" module now have a new way to store more trip related documents with the order.
We have added a new "icon" in the Order screen that allows users to ADD / VIEW imaged documents with the order. In addition to BOL (bill of lading) and POD (Proof of Delivery), documents can be tagged as:
- Quote form – the Quote you sent the customer.
- Customer Rate Agreement – The signed document from the customer agreeing to the rate for the order.
- Carrier Rate Agreement – The signed document from the carrier you brokered this load to showing they agreed to the rate.
- Customs Documentation – Any special cross-border Customs documentation
- Air Bill – Any Air Bill documentation if this is an air freight shipment.
- Other – Any other document associated with the order.
The benefits of this new feature are:
- Dispatchers can collect, scan, upload and index important trip-related paperwork to an order to keep all your documents in one electronic filing cabinet in the Sylectus system.
- It reduces the need for large paper files and managing these pieces of paper since everything is stored online and indexed to the order.
- It reduces the need to photocopy these documents to attach them to the invoice.
- It reduces the time to resolve invoice discrepancies since all the documents are easily retrieved when reviewing an order/invoice.
- It reduces manual labor since documents are printed with an invoice (if "print with invoice" is selected). Also, the images can be emailed along with the invoice to a customer.
- Customers can see the imaged documents online via the online "track and trace" feature (if "print with invoice" is selected).
- Plus many other time-saving features.
To use this new feature.
- Scan the document you want to store and then save the document in a folder on an appropriate hard disk. Make sure it is less than 600k in size. If it is more than 600k, you will need to reduce the size.
- Go into the invoice an click on the "Paperwork" icon. This will open up a pop-up screen where you can upload documents.
- Using the "browse" button, find the document you scanned. It must be smaller than 600k or it will not upload.
- Tag the document type from the drop down menu.
- Identify whether the document should be printed with the invoice (viewable by customer). Remember, if you don’t want the customer to see some of these documents, DO NOT set "Print with invoice?" to be YES.
- Click the UPLOAD file. The system will copy the image from your hard drive to the Sylectus system and index the paperwork to the order.
Below is a screen shot of the new feature and how to use it.
Thanks to Bolt Express and Arrow Critical Supply Solutions for helping us develop this new feature.