Key Features:
Create Fleets:
Users can now create fleets to enhance the organization and management of their operational structure.
Fleet Assignment for Assets and Loads:
Users can assign Fleets to both Assets and Loads during their creation or to existing assets and loads.
View Fleet Details:
Fleet details for assets are now accessible in multiple locations across the Alvys TMS, such as the loads/trips board, load details, and asset profiles.
How to Create a Fleet
Fleets can be created by navigating to the management page and selecting the Fleets tab.
Click the “ADD FLEET” button, enter the fleet name, then select the “Submit” button.
Once one or more fleets are created for a tenant, it is mandatory to assign a fleet when creating an asset (driver, truck, trailer), or a load.
Assigning Assets to Fleets
Fleets can be assigned to the Following Assets
Driver
Navigate to the drivers list and select a driver of choice.
Click the fleet input field to assign the selected driver to an existing fleet.
Select the fleet and click the “Save” button.
Truck
Navigate to the trucks list and select a truck of choice.
Click the fleet input field to assign the selected truck to an existing fleet.
Select the fleet and click the “Update Truck” button at the bottom right corner.
Trailer
Navigate to the Trailer list and select a trailer of choice.
Click the fleet input field to assign the selected trailer to an existing fleet.
Select the fleet and click the “Update Trailer” button at the bottom right corner.
Assigning Loads to Fleets
Loads can be assigned to a fleet at load creation or by editing an existing load.
load creation
Navigate to the new loads page and select the revenue or non-revenue load type.
Fill in the fleet details and proceed with the load creation process.
Existing Load
Navigate to the loads board and select a load of choice.
On the load details page to the left, click the "Change Fleet" button.
Select the fleet and click the "Update" button.
Viewing Fleet Details for Assets
Fleet details can be viewed on the Loads board, the Load details page, and also on the individual asset profiles.
LoadsBoard
Load Summary
Load details page
Assets Profile
NEW: Invoice Prefix for Fleets
To enhance fleet-based invoice management, we’ve added an Invoice Prefix field to the fleet creation and modification process. This feature enables users to assign specific prefixes to invoices generated for each fleet, improving clarity and integration with external accounting systems.
Key Highlights
Enhanced Invoice Differentiation: The invoice prefix allows users to easily identify invoices by fleet, simplifying organization and tracking across multiple fleets.
Improved Accounting Integration: The prefix system aids in mapping invoices to respective fleets in systems like QuickBooks, streamlining data consistency.
Minimized Errors: Unique prefixes make it easier to distinguish and verify invoices, reducing processing errors.
Using the Invoice Prefix Feature
Note: Users need an active integration with an external accounting system (e.g., QuickBooks).
Step-by-Step Guide
Access the Fleets Tab: Go to the management page and select the Fleets tab.
Add or Edit Fleet: Select "Add Fleet" or choose an existing fleet to modify.
Enter Invoice Prefix: In the fleet details form, fill out the fleet name and add your chosen invoice prefix.
Save Changes: Submit the form to apply the prefix.
Generating and Viewing Invoices with Fleet Prefix
Once the prefix is set:
Create or Modify a Load to ensure it is associated with the designated fleet.
Generate Invoice: When the load is in "Released" status, proceed with invoice generation. The prefix appears with the invoice number.
View in QuickBooks: Navigate to the QuickBooks Sales page and locate the invoice under the Invoices tab. Filter as needed.
This update enriches fleet-based accounting workflows, making it easier to manage multiple fleet invoices with distinct prefixes across platforms.