Transport Assignments

Overview

The Transport Assignments Form is part of the VSD Fleet Management System and is used to manage transport assignments, including vehicle, trailer, driver, and cargo details. The form tracks transportation orders, routes, status, and related documents, helping to organize and streamline the logistics of your fleet.

Accessing the Form

Navigate to the Transport Assignments section under the VSD Fleet MS module.

Click on New to create a new transport assignment or select an existing one to view or edit.

Form Layout

The Transport Assignments Form is organized into sections and columns to streamline data entry. Sections include Transport Details, Route Details, Extra Info, and Vehicle Attachments.

Fields Overview

Here is a breakdown of the key fields in the form:

1. Create Vehicle Trip Record (Button)

Description: Click this button to create a vehicle trip record for this transport assignment.

Usage: After filling out the necessary information in the form, use this button to generate a related vehicle trip record.

2. Cargo Details

Cargo (Container): Link field that connects to cargo details if applicable.
Quantity: Enter the quantity or amount of the cargo.
Expected Loading Date: Date field indicating when the cargo is expected to be loaded.
Container Number: A field to input the container number associated with the cargo.
Units: Select the unit of measure for the cargo (e.g., tons, kg, liters).

3. Transport Details Section

This section focuses on the vehicle, trailer, and driver assignment for the transport.

Transporter Type: Select whether the transport is being handled by an In-House fleet or by a Sub-Contractor.

In-House:

Assigned Vehicle: Select the vehicle from your fleet assigned to this transport.
Vehicle Plate Number: Auto-fetched from the assigned vehicle.
Assigned Trailer 1, 2, 3: Select one or more trailers assigned to the transport.
Assigned Driver: Select the driver assigned to this trip from your internal list.

Driver Name, Passport, Contact: Auto-fetched based on the assigned driver.

Sub-Contractor:

Sub-Contractor: Select the subcontractor (supplier) responsible for the transport.
DriverName: Enter the subcontractor's driver’s name manually.
Driver Passport: Enter the subcontractor driver's passport number.
Driver Phone Number: Enter the contact number for the subcontractor driver.

4. Route Details Section

This section tracks the trip's routing information and the transport's status.

Trip Route: Link field to select the route being followed for this transport.
Vehicle Status: This field is auto-updated and tracks the current status of the vehicle.
Previous Trip: Displays the last trip the vehicle completed (read-only).
Status: Select whether the transport assignment is Not Processed or Processed.

5. Extra Info Section

This section provides fields for additional information, including items, customers, and financials.

Service Item: Select the service item associated with this assignment.
Customer: Select the customer associated with the transport assignment.
Currency: Choose the currency being used for the assignment.
Rate: Enter the rate of the service in the selected currency.

6. Date Fields

Loading Date: Enter the actual date the cargo was loaded.
Lodge Permit Date: Enter the date the permit was lodged (if applicable).
Dispatch Date: Enter the date the vehicle was dispatched from the origin.

7. Vehicle Attachment Section

You can attach various supporting documents in this section:

Attachment 1 - 4: Upload any relevant documents, such as permits, receipts, or contracts.
Description 1 - 4: Provide descriptions for the attachments to clarify their purpose.

8. File and Reference Fields

File Number: Link to an existing file record if applicable.
Import Reference: Link to an existing import reference if applicable.
Export Reference: Link to an existing export reference if applicable.
Invoice: Link to a related sales invoice if applicable.

Creating a New Transport Assignment

Steps:

Create Vehicle Trip Record: (Optional) If you are ready to create the vehicle trip record, click this button.

Fill in Cargo Details: Input the relevant cargo details, such as container number, quantity, and expected loading date.

Assign Transport Resources:

Select the transporter type.
Assign a vehicle, trailer(s), and driver if using in-house resources.
Input subcontractor details if outsourcing the transport.

Specify Route Details:

Choose the trip route from the available options.
Confirm or update the trip status.

Provide Additional Information: Enter the item, customer, and financial details as required.

Upload Attachments: Upload any necessary documents for the trip.

Save: After entering all the necessary data, click Save to store the assignment.

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