How to handle a transport order using fireTMS: a step-by-step guide

Handling a transport order is a complex process, much more complicated than simply creating a PDF file with information and sending it to the driver. In practice, it involves a whole chain of activities: from collecting all the data, through transferring it to the carrier or driver, planning the route, monitoring the execution, to invoicing and settlement. With fireTMS, this process can be completed easily. How does transport order management work in our system in practice? 

Order import and data collection

The handling of each transport order begins with collecting a complete set of data before forwarding the information to the driver. fireTMS has tools that allow you to compile all the relevant information more quickly and thus start handling the order more efficiently. The system allows you to quickly enter data from PDF, DOC, TXT, JPG, GIF and EML files into the system using an AI assistant. This allows you to import key information about the load, including:

• load name,
• loading and unloading dates,
• loading and unloading addresses along with company names,
• cargo dimensions and weight,
• customer cargo number.  

This saves time and effort in entering this data manually and eliminates the risk of transcription errors. All you need to do is check that the imported information matches that in the original file and add the cargo. 

Creating a transport order

A new transport order can be created based on the entered load. In addition to load data (including financial data), an order created in fireTMS also contains an estimated calculation of transport costs. Electronic attachments, including CMR and other relevant documents, can also be attached to the order.  

Selecting a vehicle and driver

In the order view, you can select a vehicle and driver according to the criteria specified in the load, which define the customer’s requirements. This may be a specific type of vehicle, semi-trailer or trailer, but also information about the transport of dangerous goods, which affects the execution of the order. The selection of the vehicle and driver is synchronised with the vehicle and driver schedules, which avoids situations where a vehicle is assigned to two overlapping orders on different routes.

In order for the vehicle schedule, and thus the creation of transport orders, to work properly, you need to add your vehicles and drivers to the fireTMS system database. 

Route selection

At this stage, you can plan the route and select the appropriate vehicle and driver. Route planning can be done using the map tool – fireTMS will suggest a route based on the load data. However, you can edit it by selecting more suitable options (available options: shortest, cheapest, fastest), and when using Here maps, you can set it to bypass selected countries, toll roads or ferry crossings. Here maps also allow you to plan your route precisely based on local restrictions, such as tonnage limits. 

Once you have confirmed the addition of the vehicle and driver and approved the vehicle route, you can proceed by sending the order to the driver via SMS or to fireTMS Driver mobile application. 

The process of creating transport orders in fireTMS allows you to:

• save time rewriting data from loads and other sources,
• gather all order data in one place,
• easily plan the route,
• quickly select a vehicle available on a given date and suitable for the order,
• send a complete set of driver data directly from the system.

Order tracking and communication

A transport order prepared in this way and sent to the driver is the basis for starting the service. At this stage, it is very important not only to monitor the status of the order, but also to be able to maintain constant contact with the customer and the driver. These functions are also available in fireTMS and significantly simplify this stage of transport order processing.

Checking the order status

Thanks to the integration of fireTMS with GPS telematics providers, it is possible to constantly monitor the location of the vehicle, which allows you to quickly check the status of the shipment. Checking the location of the vehicle is also possible using the fireTMS Driver application – in this case, the system records the location of the phone with the application. Another great convenience for dispatchers is the automatic notification by the fireTMS system when vehicles are approaching loading and unloading points, based on data provided by GPS telematics. These statuses include „Approaching point” when the vehicle is 10 kilometres from the loading or unloading point, and „Departed from point” when it is more than 20 kilometres away without performing any activities at the aforementioned points. 

An additional feature of fireTMS that helps monitor shipments is Actual Routes. It allows you to set the acceptable width of the transport corridor, and an alert is sent when it is left. This allows you to contact the driver almost immediately and clarify the situation, thus preventing extra kilometres and increased transport costs.

Quickly informing the customer about the status of the order

Maintaining contact with the customer is a very important part of the order processing process. Unfortunately, this contact is often based on manually sending emails or making phone calls, which takes a lot of time and distracts employees from their tasks. The customer panel in fireTMS is a solution that automates contact with the customer regarding the order, as they are given access to the status of their orders,which is automatically updated by the system. This means that they can check the status of their shipment at any time. In addition, customers can download transport documents from the Panel and enter new orders.

Constant contact with the driver

Contact with the driver is also a very important part of transport order handling. fireTMS enables this through fireTMS Driver mobile application. This application allows you to maintain constant contact on the road – both on the part of the dispatcher, who can send orders to the driver, and on the part of the driver, who can quickly send documents, e.g. CMR scans, thus speeding up the invoicing and order settlement process. The fireTMS Driver app is also useful in the event of unexpected incidents on the road. It allows you to respond more quickly and effectively to delays resulting from both road conditions (traffic jams, bad weather) and random events, such as vehicle breakdowns. 

What are the benefits of fireTMS in terms of transport and communication monitoring?

• Real-time access to order status – for both the dispatcher and the customer
• Time savings associated with automatically notifying customers of changes in order status in the Customer Panel.
• Money savings thanks to notifications about leaving the designated transport corridor.
• Faster response to unexpected events en route.
• Improved communication between drivers and dispatchers thanks to the fireTMS Driver mobile application.

Invoicing and order settlement

The final stage of transport order processing is invoicing and order settlement. fireTMS has tools that not only make it easy to issue invoices, but also automate the monitoring of invoice payment deadlines.

First and foremost, fireTMS allows you to issue an invoice directly from a closed order in the system. After all the required documents, such as CMR, have been delivered, an employee can issue an invoice based on the data contained in the order. All you need to do is check that the invoice details are correct and approve the invoice.

Once an invoice has been issued, it can be sent to the customer and the payment deadline can be monitored based on the data contained in the invoice. Thanks to the automatic debt collection function, fireTMS can send automatic emails to the customer with reminders about upcoming or overdue deadlines. This means that employees do not have to spend time tediously keeping track of calendars and writing reminder emails.

What can you gain from fireTMS at the stage of invoicing and order settlement?

• Faster invoicing, thanks to the ability to generate invoices directly from completed orders.
• Improved cash flow – the sooner an invoice is issued and sent to the customer, the sooner the customer will pay for the service.
• Save time for employees who do not have to spend time manually issuing invoices and sending payment deadline information.
• System integrity – automation of debt collection ensures that payment information for each completed order is sent to the customer.

Summary: order processing in fireTMS

fireTMS is a comprehensive transport management system that enables complete and smooth order processing at every stage of their execution. In addition, the system has numerous tools that not only help you enter data, select a vehicle and driver, plan routes and communicate with drivers on the road, but also enable the automation of many tasks, such as monitoring transport statuses, contacting customers, as well as issuing invoices and settling orders.

Would you like to see how order processing works in fireTMS in practice? Create a free account and start a 14-day trial of the system, during which you can learn about its most important features.