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Flying J Scan-and-Go Kiosk Integration

Your drivers can upload "Bill of Lading" and/or "Proof of Delivery" documents directly into your Sylectus "Document Imaging" system from any Flying J "Scan and Go" Kiosk. This new feature will improve the speed of getting critical shipment documents into your billing system.

Sylectus companies that subscribe to our "document imaging" module and our "Flying J Scan and Go Kiosk" module now have a new, quicker way to capture, store and index trip related documents.

Sylectus subscribers now have multiple ways of getting trip documents into the imaging system:

By manually scanning the paperwork within their own billing/settlement department
By drivers using the integrated Qualcomm on-board scanning interface to scan and submit paperwork directly into the Sylectus imaging system.
By drivers using the driver portal "Fleet Vision" to submit paperwork online (from the "trips missing paperwork" screen) to scan and submit paperwork directly into the Sylectus imaging system.
By drivers using the "Flying J Scan and Go Kiosk" to scan and submit paperwork directly into the Sylectus imaging system.

To use this new interface, drivers must have a valid "Flying J" supported fuel card to use at the Flying J Scan and Go Kiosks.

Please forward the appropriate portions of this documentation to your drivers who use the Flying J Scan-and-Go Kiosks.

Instructions for your drivers:

Scan & Go is a kiosk device located in all of the Flying J Travel Plazas. The device contains a touch screen monitor, a commercial flat bed scanner, keyboard, laser printer, handset for accessing FLYING J COMMUNICATIONS Customer Service 24 – hours a day 7 – days a week. The subscribing client’s driver accesses their company by swiping a card. The card is typically a fuel card, if necessary a 9 –digit number can be issued to the client.

The majority of fuel cards in the industry can be used. The card reader reads the magnetic strip on the card, there are no charges made to the card. From the information contained on the magnetic stripe FLYING J COMMUNICATIONS links the card number to the applicable company. The driver is required to select the type of document they are scanning from a list that is specific to his company.

After the driver has completed the transaction he receives a printed confirmation sheet. The sheet contains a confirmation number as well as thumbnails of the scanned images.

At the "Scan and Go" Kiosk, have your paperwork ready and do the following:

Swipe your applicable fuel card at the Kiosk to identify yourself. Enter all necessary PIN or security codes.
Scan the paperwork in question following instructions on the Scan and Go Kiosk.
Select the option to SEND paperwork – A screen will appear where you must enter the ORDER number. Enter the Load Order number associated with the paperwork.
Hit SEND to upload the scanned document. The document will be sent, along with driver credentials and load number, to the Flying J imaging system until it is picked up by the Sylectus system.

What will the system do with the uploaded documents?

Every five minutes, the Sylectus system will poll the Flying J database to download any new stored images. If any images exist, the Sylectus system will:

Download the imaged documents and related control data (driver card ID, load number, etc.).
Cross reference the driver Card ID to your driver file. If no match found, an error message will be generated.
Accept the document and re-size it if necessary.
Validate the driver was assigned to the load number specified. If not, store the document in the "pending paperwork" file area for review by Billing/Settlements.
Store the document in the Sylectus system.
Index the document to the appropriate order number,
Complete the "paperwork check in" for the order
Send the "billing contact" an email to notify them that paperwork has been checked in from a Flying J Kiosk.

The benefits of this new feature combined with the Sylectus imaging system:

Drivers 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.
Eliminates office administration workload to scan and index paperwork into the system. Effectively, this workload is transferred to the driver.
Improves driver satisfaction. For drivers who frequent a Flying J truck stop, it means they can submit imaged paperwork directly to the office. This means their payroll will be more accurate and timely. This means fewer trips to a physical scanner and fewer times per week they must submit paperwork via snail mail.
It speeds up the retrieval, imaging, collection and indexing of important trip-related paperwork.
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.

Instructions for your billing/settlements people.

If you want to get an e-mail when a DRIVER submits paperwork via the "Flying J Kiosk", please do the following:
1. Go to main menu USERS and sub-menu "Corporate Defaults".
2. Scroll down to the "customer contact E-mails originate from" section.
3. In the "Billing Related E-Mails Originate From (*gets cc):" is set to an appropriate email address.
All scanned paperwork from the "Flying J Kiosks" will be indexed and "checked in" automatically. To review the scanned paperwork, go to main menu IMAGING and sub-menu "Review Images". Locate the paperwork in the screen and review it for clarity and accuracy.

How much will this new feature cost?

If you currently subscribe to "Document Imaging", there is a one-time charge for the "Flying J Kiosk scanning" module.
Your company may need to register with your card system of choice with "Flying J" to use their "Scan and Go" Kiosk. Sylectus is not responsible for any set up or transaction fees levied by "Flying J" or your "card of choice"
If you DO NOT currently subscribe to "Document Imaging", then you will need to contact Sylectus at 519-972-1272 or sales @sylectus.com and get a quote for "Document Imaging" and the "Flying J Kiosk scanning" module.