CLOUDEX TMS - ENGLISH

1. Client orders

1. Client orders

Order registration

  1. Registering a new customer order
  2. New order window
  3. Adding a new customer
  4. Filling in a new customer card with VAT number

1. Registering a New Customer Order

  1. Click "New" in the top navigation bar.
  2. From the additional functions, select "Customer Order".

Required sequence: New → Customer Order. A window will open where you need to enter the order information accordingly.

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2. New Order Window

  1. Customer order description
  2. Customer order basic information
  3. Revenue section
  4. Services / Tasks
  5. Save

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3. Adding a New Customer

  1. Click the three dots to open additional options.
  2. Click "New" to open the "New Customer" card.

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4. Filling in a New Customer Card with VAT Number

  1. Paste the VAT number.
  2. Click the button image-1720764926448.png to automatically fill in the fields.

Reference link: https://doc.ozols.lv/link/321#bkmrk--3

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1. Client orders

Delivery via Terminal

  1. Delivery via Terminal
  2. Delivery via Terminal Options
  3. Services view after adding "Delivery via Terminal"

1. Delivery via Terminal

Customer Order → Services → + →Delivery via Terminal

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2. Delivery via Terminal Options

  1. Select the required terminal; the address will be filled in automatically.
  2. Split the route EE11312 Tallinn → PL-02-158 into two parts.
  3. Planned delivery deadline to the terminal.
  4. Specify the amount allocated for the stage from the terminal to the delivery address.
  5. If you know which truck will transport the cargo, you can create a new trip or add it to an existing trip.
  6. Assign it to the department responsible for delivery from the terminal to the delivery address.

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3. Services View After Adding "Delivery via Terminal"

The overall delivery process is divided into two stages, and each stage is assigned a specific amount:

  1. Total amount to be received from the customer.
  2. Revenue distributed among departments.
  3. Departments responsible for specific delivery stages.

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1. Client orders

Multiple Pickup or Delivery Addresses – Multibooking

Multibooking is used when a single customer order includes multiple pickup or delivery addresses.

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1. Client orders

Current Orders

  1. Customer Order Classification
  2. Current Order Statuses
  3. Additional Options Without Opening the Order

1. Customer Order Classification

From the menu, open:
Operational Work > Customer Orders

Customer orders are divided into 2 groups:

  1. Current Orders – this list displays all orders that are in progress (with various statuses). Orders remain in this section until the invoice has been sent.
  2. All Orders – this section also includes completed orders.

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2. Current Order Statuses

2.1. Next Order Status

  1. The “border” of the order status may be highlighted in blue, green, orange, or red, indicating the status of the next required action.
  2. A shipment status summary is available below the table. Hovering the mouse cursor over the number of each color displays an explanation, for example: “Delayed shipment delivery”.

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Under the “Status” column, when hovering over the current shipment status with the mouse cursor, the system displays the next sequential action that needs to be performed.

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3. Additional Options Without Opening the Order

* POD – Proof Of Delivery (CMR; B/L; AWB; SMGS)

The invoice issuing description is available here:
OZOLS documentationOutgoing invoices can also be opened through the current orders list, for example, to quickly enter the sending date.
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1. Client orders

Save to the customer database

The customer's information will be saved in the database.

  1. To successfully save the customer's information in the database, you must check the box next to the diskette symbol.

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1. Client orders

Obtaining GPS data for a customer order

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1. Benefits of Obtaining GPS Coordinates
Filling in the GPS coordinates field in logistics and transport systems provides several advantages that improve operational efficiency, transparency, and accuracy. Here are the main benefits of completing the GPS coordinates field:

2. Planning Accuracy
Precise locations can be viewed on the map, making logistics planning and route optimization easier.

3. Trip Route Tracking
The route is visible on the map in real time, helping monitor transport flow and ensuring that the vehicle follows the planned route.

4. Accurate Location Identification
GPS coordinates allow precise identification of the location where the driver must arrive, reducing misunderstandings and increasing delivery accuracy.

5. Automatic Time Recording
The system automatically records the time when the vehicle arrives at and leaves the loading/delivery address, helping improve operational tracking and analysis.

6. Cargo Status Tracking
Time and location data are integrated into cargo statuses, providing a complete overview of cargo movement and delivery status.

7. Automatic Status Changes
The system automatically changes the trip status when the vehicle approaches the loading or delivery address, speeding up the process and reducing manual actions.

8. Downtime Monitoring
GPS data makes it possible to track how long the vehicle stays at the loading or delivery address, helping identify and reduce unproductive downtime.

9. Driver Activity Monitoring
The system can verify whether the driver marks the cargo as loaded or delivered at the specified address by comparing it with the driver’s actual location data.

10. Route Comparison
It is possible to compare the driver’s planned route with the actual route traveled, helping identify deviations and opportunities for route optimization.

11. Customer Portal Functionality
Customers can view the vehicle’s current location and route to the loading/delivery address in the portal, improving transparency and customer satisfaction.
12. These benefits help optimize logistics processes, improve delivery accuracy and efficiency, and provide greater transparency and customer satisfaction.

1. Client orders

Search / Filters and Their Use

Using the search function, it is possible to find all records involving a specific company. By entering the company name into the search field, the system displays all orders in which this company is listed as the supplier, recipient, or in another role. The number 33 indicates that 33 records have been found.

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2) Increasing Visibility

By using the option to select how many rows are displayed per page, the visible amount of data can be increased. For example, if we select 300 rows, a larger volume of data will be visible on the screen at once, making it easier to analyze information without switching between pages.

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3) Narrowing the Customer List

To make the results more precise, we use the customer filter and select the exact name we are searching for. This narrows the list down only to records related to the specific customer, excluding all others.

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Settings

Settings

E-mail settings

To send emails from Cloudex TMS:
1) Click on the Your User Name icon
2) Select the "My Profile" menu

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In the "Email password" field:
1) Enter your email password
2) Click the "Save" button

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Settings

Create google email password

1) Open google account and login:
https://myaccount.google.com/

2) Open Drošība/Security

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If 2-step verification is not available in the section, your company's email administrator must first enable it: instrukction how to do it read here

3) Ieslēgt "2-pakāpju verifikāciju / 2-Step verification"

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4) Create a password/key for emails

If there is no "App passwords" section in the Two-step verification / 2-step verification section, you must exit the page and re-enter it. Or use the link https://myaccount.google.com/apppasswords

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5) Create password 

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6) Copy new password and enter it in OZOLS or CLOUDEX TMS

Instructions for entering your email password in Ozols: https://doc.ozols.lv/books/ozols-tms-english/page/5-e-mail-settings

Instructions for entering your email password in CLOUDEX TMS: https://doc.ozols.lv/books/cloudex-tms-english/page/e-mail-settings

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Companies must have the option enabled that is available

Instrukction from google

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Settings

Office365: HOW TO GET TenantId, ClientId and ClientSecret

If you use Microsoft office 365 for email sending. Your company Microsoft admin need to get following settings from Azure AD Application 

These three values are required for integrating CLOUDEX TMS with Microsoft Graph using OAuth2.

1️⃣ Sign in to Azure Portal

Open: https://portal.azure.comSign in with a Microsoft 365 Global Admin or Application Administrator account.

2️⃣ Open “Microsoft Entra ID” (Azure AD)

Left menu → Microsoft Entra ID
(or search “Entra ID” in the top search bar)

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3️⃣ Create a new App Registration

  1. Left menu: App registrations

  2. Click New registration

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URL type must be "Web" NOT "Single page application"
Looks like beter to register as Single tenant. If you register as multi tenant then can be so than you need to enter CLOUDEX MpnId 7086574 
Fill the form:
Field Value
Name CLOUDEX TMS Email Integration (or any name)
Supported account types ✔️ Accounts in any organizational directory (multitenant)
Redirect URI

Select Web → Enter your redirect: 
https://my.cloudex.app/YourCompanyCode/Services/Office365Callback.aspx

 

1) Replace YourCompanyCode with your web app CompanyCode 

2) Redirect URL is case-sensitive

Click Register.

4️⃣ Get the Tenant ID and Client ID

After creation, you will be redirected to the app’s Overview page.
Here you will see:
✔ Directory (Tenant) ID
✔ Application (Client) ID

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Copy them and save.

You already have 2/3 values.

5️⃣ Create Client Secret

Side menu → Certificates & secrets

  1. Click New client secret

  2. Enter a name: CLOUDEX Secret

  3. Choose expiration:

    • 6 months (not recommended)

    • 12 months

    • 24 months (recommended)

    • Or “Custom”

  4. Click Add

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IMPORTANT ⚠️

Copy the Client Secret VALUE immediately.
You will never be able to see it again later.

Store it securely (Azure Key Vault, password manager, etc).

Now you have:

6️⃣ Add Required API Permissions

Side menu → API permissions

Click:

Search + select:

✔ Mail.Send
✔ User.Read
✔ offline_access

Then click Add permissions.

Then click Grant admin consent.

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Can be in new interface need to choose Microsoft Graph API

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7️⃣ Final Check: Authentication Settings

Side menu → Authentication

Ensure:

✔ Your redirect URI is correct
✔ “Allow public client flows” is OFF
✔ “Access tokens” and “ID tokens” are ON

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🎉 DONE — Values ready to use

You now have everything:

Parameter Where to find it
TenantId App → Overview → Directory (tenant) ID
ClientId App → Overview → Application (client) ID
ClientSecret App → Certificates & Secrets → Value

Problem solution

In case you have any problems sending out emails from CLOUDEX TMS or Ozols you can run "Diagnose and solve problems" tool

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Settings

Microsoft email configuration

1. Enable “Authenticated SMTP” for the mailbox

Open the Microsoft 365 Admin Center: https://admin.microsoft.com

Steps to enable Authenticated SMTP

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  1. In the left menu, click Users → Active users.
  2. Click on the user/mailbox you will use for CLOUDEX TMS.
  3. In the user details pane, go to the Mail tab.
  4. Click Manage email apps (or Email apps).
  5. In the list of email apps, find Authenticated SMTP and make sure the checkbox or toggle is ON / enabled.
  6. Click Save.
⚠️

2. Create an app password (if MFA is enabled)

If Multi-Factor Authentication (MFA) is enabled for the mailbox you use (recommended), SMTP cannot use your normal password. In that case you must create a special app password and use it in CLOUDEX TMS.

🔐
If MFA is not enabled for this user, you can use the normal account password instead of an app password. However, using MFA + app password is more secure and recommended.

Instruction to generate an app password

https://doc.ozols.lv/books/ozols-tms-english/page/8-e-mail-server-configuration-for-work-with-ozols-tms

❗ What to do if “Authenticated SMTP” switch does NOT appear

  1. Turn off Checkbox "Turn off SMTP AUTH protocol for your organization""
  2. Turn on use of old legacy TLS clients.
  3. After enabling, wait 3–5 minutes, then check the user mailbox again.

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Confirm the mailbox type (SMTP is NOT available for some accounts)

The Authenticated SMTP switch is available ONLY for:

It will NOT appear for:

❌ Mailboxes with no Exchange license
❌ Accounts converted to Microsoft 365 Groups
❌ Mailboxes that were soft-deleted or recently restored
❌ Resource mailboxes (Room / Equipment)

How to check:

In Microsoft 365 Admin Center:

Users → Active users → Select user → Licenses and Apps

Make sure:
✔ Exchange Online is enabled

If Exchange Online is missing → SMTP will NOT be available.

Ensure modern authentication SMTP is not forced

Microsoft sometimes blocks SMTP for users with strict conditional access.

Check these items:

To check Security Defaults:

  1. Go to Azure Portal
    https://portal.azure.com

  2. Search for Azure Active Directory

  3. Open Properties

  4. Click Manage Security Defaults

  5. If Security defaults = Enabled, you must turn it OFF to allow SMTP.

After disabling, wait up to 15 minutes, then check Manage Email Apps again.

If none of the above works – your tenant may have SMTP permanently disabled

Microsoft has been turning off SMTP AUTH for security reasons.
Admins must manually re-enable it per mailbox.

To force-enable for a specific mailbox (Admin only):

  1. Go to:
    https://admin.exchange.microsoft.com

  2. Navigate to:
    Users → Active Users → select user → Mail → Email apps → Manage

  3. If still missing, enable via PowerShell:

Set-CASMailbox -Identity user@domain.com -SmtpClientAuthenticationEnabled $true

(Admins only — if customer cannot run PowerShell, you can give them this line to pass to their IT provider.)

Summary: Why SMTP may not appear

Reason Solution
Tenant-wide SMTP disabled Enable under Exchange Admin Center → Settings → Mail flow
New UI hides the option Use Classic Exchange Admin Center (ECP)
No Exchange Online license Add a license
Security Defaults enabled Disable Security Defaults
Legacy auth blocked by Conditional Access Update policies
Mailbox type unsupported Use a licensed user or shared mailbox
Needs PowerShell Run Set-CASMailbox
Settings

Order conditions update

In order to edit Order for carrier rules or Order for Client rules Click on Your name > Settings > Classifications > Agreement rules > Edit

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Settings

Set up Office365 e-mail

If your email provider is Microsoft Office365 You need o set up email sending following this instruction

1) Click on your name
2) Choose My user profile

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Press comand button [Office365 setup]

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Then press command button [Connect to Microsoft]

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Login with your email and follow further instructions

Settings

HOW TO CHANGE APPLICATION Callback URL in Azure Portal

1️⃣ Open Azure Portal

Go to: https://portal.azure.com

Sign in using a Global Administrator or Application Administrator account.

2️⃣ Open Microsoft Entra ID

1) In the left menu, click: Microsoft Entra ID or Search for App registrations
2) Open All Applications
3) Open CLOUDEX TMS application

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Choose Redirect URLs

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Press edit button and set correct URL

!!!! In YourCompanyCode you should place your company code https://my.cloudex.app/YourCompanyCode/Services/Office365Callback.aspx

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Redirect URL should be under Web NOT under SIngle-application

 

Order for carrier

Order for carrier

Transport order for Carrier, CMR and invoice upload

When you send order for carrier in e-mail is unique link on which Carrier manager need to click in order to mark loading/delivery dates and upload CMR and Invoice.

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1. Click to open the page
2. Upload CMR
3. Confirm loading
4. Upload invoice PDF file

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Add invoice date
Add invoice number 

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Driver app "Cloudex drive"

Driver app "Cloudex drive"

Clear Storeage

(1) Finger press the "CLOUDEX drive" icon for 1 second (2) and then select "App info"

Options for how it could look

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(1) Click on storage and cache

Options for how it could look

(2) Clear storage (2) Clear cache

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(1)  Click on storage

(2) Click clear data

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(1)  Click on storage

(2) Click clear data

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6. Outgoing invoices (debtors)

6. Outgoing invoices (debtors)

Outgoing invoice payments

1. Payment of Outgoing invoices - automated data Import from the Bank
2. Linking Incoming Bank payments with Outgoing invoices
3. Outgoing invoice payment - manual data entry

Important! CLOUDEX TMS provides two options - automated and manual outgoing invoice.

Only one of options can be used for the accounting period!

1. Payment of Outgoing invoices - automated data Import from the Bank

1.1. Export Account report from your Bank
Open your company's Internet Bank > prepare the Bank Account report for the desired period > Export it in ISO format. > Save this document to your computer.

1.2. Open CLOUDEX TMS

  1. Finance > Incoming payments

  2. Import payments from the Bank (using symbol "image-1719928964263.png")

    Import from Bank.png    1.3. Import Bank payments
    1) Choose the file which you imported from Internet Bank
    2) Press Import

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2. Linking "Incoming Bank payments" with "Outgoing invoices"

When importing payments from the Internet bank, CLOUDEX TMS creates attachment of invoices, but if the invoices are not attached to the payment amount, then do the attachment according to the instructions bellow.

1) CLOUDEX TMS > Finaces >Incoming payments
2) Filter >show only Unrelated payments "Unrelated" (payments which are not related to invoices)

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3)  Select Incoming Payment which to "Relate" with Invoice
4) Press the button "Relate invoices" image-1719838166417.png

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5) In the list of Invoices, select the appropriate invoice/invoices for which payment has been made, mark them.
6) Selecting "the up arrow" you will be able to relate the invoice to payment.
7) Confirm with the button "Close".
8) With "the green arrows" it is possible to switch to another "Unlinked" payment.
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9)  With the filter, you can quickly find the required invoice by number, amount, etc.
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When the Incoming Payment is linked to the corresponding invoice, the amount in the "Unrelated" column in the Bank incomings list will be zero.

3. Outgoing invoice payment - manual data entry

  1. Go to Finances >Outgoing Invoices
  2. Mark Outgoing Invoices which are paid
  3. Choose function "Make Incoming payments for selected outgoing invoice"
  4.  Choose appropriate Bank account, if you have more than one account
  5. Enter the Payment date.
  6. Save

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6. Outgoing invoices (debtors)

Invoice "Date sent"

This will answer the question of when the Invoice “Date sent” is set automatically and when the user needs to enter it manually.

The status “Invoice sent” changes automatically when a value is set in the Invoice field “Date sent.”
The “Date sent” field is set automatically when the “Send by email only” checkbox is selected and the invoice is sent by email.

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The “Send by email only” checkbox value is set automatically when generating an invoice from an order.
The checkbox value depends on the “Send invoices” field value.

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Send invoices values marked with “*” set the “Send by email only” checkbox value automatically:

 

6. Outgoing invoices (debtors)

How to connect your bank account with GoCardless

To enable automatic bank statement downloads (up to 3 times per day), you need to connect your bank account with GoCardless.

Please follow the steps below:

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Integrations

Integrations

Shipment manifest export to CLOUDEX API

 

In order to import shipments in CLOUDEX/OZOLS you need to use CLOUDEX API https://my.cloudex.lv/cloudex-api/swagger/index.html shipment-manifest end-point

API key you can get writing to info@cloudex.lv 

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How to send electronic invoice to your customer

 

In other to send  electronic invoice to your customer (PEPPOL, rekini.lv or other formats)

Go on Partner > Invoices > Electronic invoice format in email chose: Peppol or other > Save 

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When you send an invoice to your client, electronic invoice (PEPPOL or other formats) will be included as an attachment.

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Tips and tricks

Delete: Data Transfer


1) Open the “Delete” window
This window appears when you try to delete a company that is used in existing records.

2) Review where the data is used
In the top table, you’ll see all places where the company is linked (e.g., invoices, purchases, shipments, etc.).

3) Find the field “Record ‘Clean R’ data move to”
This is a dropdown list where you must select the target company.

4) Select a company from the list

5) Double-check your selection 
All data will be transferred to this company, and this action cannot be undone.

6) Click “Replace and delete”
Data will be moved to the selected company
The original company will be deleted



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Trip planning

Trip planning

Planning desk

Opening the Planning View
Current Trips View
Trip Tracking View
Current Unplanned Loads / Map View

Planning View

  1. In the top navigation bar, click “Operational Work”
  2. From the pop-up menu, select “Trips/Expeditions”

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Current Trips View

  1. Tabs for:
  1. List of current trips

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Trip Tracking / Map View

  1. Tracking of Trip No. #
  2. Trip Tracking
  3. Map
  4. Chat

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Current Unplanned Loads List

  1. Filters for unplanned loads
  2. List of unplanned loads

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