Module Freight Transport

The Freight Transport module is one of the key modules for all hauliers and transport companies. The module works over the main dial of all vehicles allowing for the definition of individual vehicle maintenance types. The module allows for calculation of road tax, leasing or insurance of vehicles. The Transport module is further subdivided into Conveyance, Freight Transport, Collection and HLV (economic sheets of vehicles).

 

The Freight Transport module includes the following applications

Freight Transport

The Freight Transport application mainly addresses processing of ZPVND and its connection to billing, calculation of drivers’ wages, vehicle maintenance and fuel consumption. ZPVND may be compiled with the help of the freight transport plan or on the basis of orders recorded in the Conveyance application. ZPVND may be compiled on the basis of any number of orders and for any crew size. Performances may be entered analytically or cumulatively. Transport billing may be performed either directly in the Conveyance application or in the Freight Transport application with the possibility of intra-company billing between the conveyance and transport dispatching offices.

Conveyance

The Conveyance application receives requirements for transport, transforms them to received orders and creates sent orders (transport contracts). These are then forwarded to external hauliers or an in-house fleet. In the case of order placement for an in-house vehicle transport data is automatically transferred to the Freight Transport application where it is used as the basis for the vehicle operation record (ZPVND). Places of loading, unloading, customs declaration etc. along the order route may be connected to the mileage counter with the possibility of display of the optimum route and assumed costs of the transport implementation. Invoices may be issued per order or cumulatively for a defined selection of orders. The application includes many different surveys which display various structures of data acquired within the Conveyance application and in related applications (such as Freight Transport, Received Invoices etc.).

Dispatching Office

Provides a survey of individual vehicle occupancy and activity across a defined period. Dispatchers are offered a complex survey of vehicles on the road, the loads they are transporting, their next availability or if they are currently out of operation. The application works with received and sent orders, allowing for their compilation and editing. The sub-application DISPATCHING PLAN is used for the display of planned vehicle occupancy. The plan displays all activities entered for the vehicle in question. Activities of a vehicle include sent orders, planned technical maintenance entered in the Vehicles application, and any other activities entered directly in the dispatching plan. The plan is displayed for a defined time period for the given filter, such as centre or dispatcher, in a particular user setting. Each vehicle activity may be displayed in a different colour and on the plan time line with its beginning and end. The survey is updated automatically at intervals defined in user settings. Detailed activity information is displayed either in the tool tip or in displayed panels. Displayed vehicle occupancy allows for detailed display of the relevant received and sent order. The surveys allow for corrections, creation and cancellation of transport cases, vehicle repairs and bookings.
The sub-application RECEIVED ORDERS allows for work with received orders. The application displays order details, allows for new order compilation, existing order correction or cancellation. The received order can be created anew or compiled from saved past sessions.
The sub-application SENT ORDERS allows for work with sent orders. The application displays order details and allows for corrections and cancellations of sent orders.
The sub-application TRANSPORT PLANNING displays received and sent orders in one display. Here the user can perform all permitted operations with received and sent orders, including their filing, editing, cancellation etc. A further functionality allows for merging more received orders into one sent order or taking out a received order from a sent order and similar operations allocating transport tasks to vehicles.
TRANSPORT COMBINATIONS is a special support application for conveyance. The application creates vehicle routes and directions. A vehicle transports one sent order combining multiple received orders. In this application the dispatcher can prepare any number of routes and allocate received orders to them in the order of their receipt. It is not necessary to know the information needed for sent order compilation (haulier, vehicle…). Routes can be saved and progressively worked on to maximise planning efficiency. The dispatcher can see how many received orders are yet to be planned. If the dispatcher enters the vehicle type for the respective transport he can see the vehicle occupancy and the application will alert the dispatcher by a colour code about optimum loading, underloading and overloading of the vehicle. The application includes a tool allowing the dispatcher to choose places of loading and unloading from all received orders to be transferred to the sent order and their sequence. The output from the application is a sent order created over the chosen route. The sent order is pre-populated with all data entered by the dispatcher when creating the route. This facilitates and accelerates the order compilation.

Collection Service

The service is used for collection and distribution of piece consignments. The consignment destination is identified by post code and business partner dial. The post code is used for definition of the depot from which the distribution (collection) will be implemented. Consignment transfers between depots may be implemented in the Freight Transport and Conveyance applications. The price for the consignment delivery is calculated by a defined algorithm. Reports on the delivery status are sent in the format of an EDI file which can be updated at a preset time interval. All transported consignments and their components are barcoded and entered in the system from barcode readers. New consignments may be entered via the WEB application.

Economic Sheets of Vehicles

The application called Economic Sheets of Vehicles (ESV) shows earnings per vehicle, vehicle group, fleet, centre or company. The set of values monitored by the ESV application is defined by the user of the PRYTANIS system. The individual ESV items may show any data from the applications Freight Transport, Conveyance, Passenger Transport, Orders, Wages and obviously also Accounting where documents from the whole Economics module are archived. ESV can be monitored incrementally from any date including the option of comparison of the same periods between years.

External Cards

The application is used for records of payments for various actions (fuelling, parking, toll etc.) both inland and abroad. These actions may be paid for by payment cards (CCS, ESH, WAG etc.), in cash or by wire transfer on the basis of an invoice. Al these payment methods can be recorded by this application. It is also possible to record basic card data, such as card number, validity, PIN, limit and whether the card is allocated to a vehicle or to an employee and other information. For increased transparency, individual payments are recorded on the basis of payment documents. These documents may be recognised in the accounting system or just used for the payment record. The document is created for the centre and level of the user entering the payment. This is uniquely identified by a number (17 digits) generated automatically. Individual payments are allocated to the document. The payments may be entered manually or uploaded from the files supplied by CCS, EHS and other card providers. Each payment may only be saved in a single document. Payments uploaded from files may be entered into a new document or paired (double checked) with payments in the document. Individual payments may be paired with the respective invoices. Items of received invoices may be populated with payments entered in the document. Recorded payments may be allocated from a ZPV file. The application also allows for displays of various surveys and formation of many print sets. Toll: The Road and Motorway Directorate permits viewing of vehicle records in their web interface. These records include the registration numbers of vehicles, the section the vehicle passed, the date, time and price of the pass. This data may be saved as a “txt” or “csv” file. Payments included in this file may be uploaded in Prytanis and entered in a new document and then processed, as in the case of other card types: the payments may be recorded, allocated to ZPV, or populate a received invoice.

Vehicle Evidence and Maintenance

This application keeps a record of vehicles. You can monitor an array of vehicle data such as fuel consumption and vehicle equipment. The application addresses record keeping and calculation of road tax, emergency and liability insurance of vehicles and vehicle leasing. Types of maintenance to be monitored may be defined for the given vehicle or type. On the basis of assumed and actual performance the system allows for planning of vehicle maintenance for a certain time period.

Tyre Record Keeping

The application keeps a record of tyres on vehicle wheels. Individual tyres are entered automatically on release from storage or may be entered manually. Other operations may be performed with tyres (change of position on the vehicle, change of vehicle using them, withdrawal, write-off, retread tyres etc.). All activities are recorded in the history together with mileages.

Insured Incident Record

The mail aim of the application is to record, monitor and evaluate insured incidents of all types occurring in the company. The first data monitored for incidents are:

  • Type of insured incident (user set dial)
  • Date of insured incident occurrence
  • Description
  • Order to which the insured incident relates
  • The culprit - partner, employee, or third person 

The link of the incident to the insurer and policy for the purpose of various surveys and analyses goes without saying. Further facts to be monitored depend on the customer - we will advise on the monitoring of material damage, in-house items, etc. It is also possible to establish direct communication with the wage accounting module for damage charging from the employees causing the incident (by deduction from wages).

LOSS ENUMERATION
The individual incidents are further connected with documentation of the related costs (invoices for vehicle repairs etc.), which may be allocated to the respective insurance contracts for application for insurance coverage. In the same way the incident may be linked to documents of gains (insurance coverage, damage charges from employees etc.). The loss caused by each incident may be calculated on the basis of various criteria.

EXTERNAL DOCUMENTS AND NOTES
Links to various external documents such as photographs, protocols etc. goes without saying. Users may also enter dated notes to record new information about the case. All information about insured incidents is then available in one place with easy access.