OZOLS TMS - ENGLISH

These instructions apply for installing OZOLS TMS on Windows computers! To use OZOLS TMS on Mackintosh computers, please contact customer support at info@cloudex.lv

Download the OZOLS TMS installation click here
Open Downloads folder and Dbl-click on "ozols_client_setup.exe"
Follow the instructions
OZOLS TMS is ready to use

Proceed with Logging in to OZOLS TMS fallowing instructions - click here.

Unable to connect - click here

Instalation

2) Log in

To log in to OZOLS TMS you need to enter in the registration window user data you received via e-mail

User: OZOLS TMS username received via email
Password: OZOLS TMS password received via email
Server: online3.cloudex.lv
Database: OZOLSABC

Unable to connect - click here

Instalation

3) Changing of password and user information

When you start using OZOLS TMS, you receive a user password, which must be changed for security reasons. Follow these instructions to do it:

To change your password:

In menu select Configuration
Change password
Enter requested information

User data is important because it is included as your contact information in various documents generated by OZOLS TMS.

To add or change your user data:

In menu select Help(?)
Edit my user data
Add or change your user data
Save the changes

If you have questions regarding these instructions, please contact the OZOLS TMS Customer Support team: info@cloudex.lv or call +371-(283) 8 83 00

Instalation

4) Signature with stamp on orders and invoices

A scanned stamp with signature is most commonly used for Customer Orders, Transport Orders, Payment cancellation acts and Reconciliation acts

Stamp and sign a white sheet of paper. The size of the signature must not exceed the bottom and top edges of the stamp. (see light blue field in sample image below).
Scan the sheet of paper as a JPG image and save it in your compute
Open the document in Paint (see image below ). Resize ① and make the image as vertically narrow as possible, including the signature and the stamp
Using the Resize and Skew function ②, resize the image vertically to 135 Pixels ③ ④.
Save the created image to your computer in PNG format.

Important! Further steps have to be done in OZOLS TMS!

If you have questions regarding these instructions, please contact the OZOLS TMS Customer Support team: info@cloudex.lv or call +371 (283) 8 83 00

Instalation

5) E-mail settings

To send emails from OZOLS TMS, you need to enter your e-mail address and e-mail password in system.

If you enter the correct e-mail password but emails from OZOLS TMS are not sent, you need to configure your e-mail server. Find out who your email provider is. Gmail and Microsoft email configuration for Ozols TMS

If you have questions regarding these instructions, please contact the OZOLS TMS Customer Support team: info@cloudex.lv

Instalation

6) Incorrect letters in your local language?

If your local language characters are not correctly displayed in the Ozols TMS, please do following steps in your computer:

In Windows “Start menu” write "Control" or "Panel"
Choose Control Panel
Select Clock, Language, and Region
Region
Open Administrative
Change system locale...
Select your preferred language
Save changes

If the above instructions have not solved the problem, please contact OZOLS TMS Customer Support at info@cloudex.lv or call +37 (283) 8 83 00

Instalation

7) Unable to connect to OZOLS TMS

If by connecting to OZOLS TMS you encounter the message:

1. If the Notification waiting time is less than ~5 seconds:

Make sure you have entered the User Name and Password correctly.

2. If waiting time for Notification is more than ~5 seconds:

1. Press the "Options <<" button
2. Check if the server name and database name are entered correctly
3. Make sure the internet connection is working

If the above instructions have not solved the problem, please contact OZOLS TMS Customer Support at info@cloudex.lv or call +371 (283) 8 83 00

Instalation

8) E-mail server configuration for work with Ozols TMS

Gmail settings
Microsoft Settings

1. To send Gmail emails from within OZOLS TMS, follow these steps:

1) Open a Google account and authorize:

https://myaccount.google.com/

2) Opens the Security section

3) Activate two-step authentication (a confirmation code will be sent to the phone)

4) Select App passwords

4) Choose Other (Custom name)

5) Type "Ozols" in the window and press GENERATE

5) A gmail password for the OZOLS TMS system is created

5) This password must be entered in the user's email settings in OZOLS TMS by following the instructions here.

2. To send Microsoft e-mails from OZOLS TMS, you must perform the following steps:

Open the following link and sign in to your Microsoft account:
https://mysignins.microsoft.com/security-info
Select > Add method > App password
Copy the password created by Microsoft
This password must be entered in the user's email settings in OZOLS TMS by following the instructions here.

Configuration and data import

User data import

1) Create a user list with the following user information:

npk	Name	Surname	E-mail	Phone number.	Position	Notes
1.
2.
3.

2) Send the prepared table to e-mail info@cloudex.lv. Ozols TMS team will import the data.

Configuration and data import

Business partner database import

To make it easier to get started with Ozols TMS, we recommend that you use this option to import existing business partners databsae by following the steps below:

1. Create an Excel table that contains business partner information, using the following example:

Company Name

Registration number

VAT number

Address, Street

Address, City

Address, Postal code

Address, Country

Bank

SWIFT
code

Account number

Name of the contact person

Surname of the contact person

Phone Number

E-mail

etc

2) Send the prepared table to the OZOLS TMS technicians who will import the data into your database. E-mail: info@cloudex.lv

If you have any questions about these instructions, please contact the OZOLS TMS customer support team: info@cloudex.lv or call 003-71 28-38-83-00

Configuration and data import

Linking car navigation to Ozols TMS (API keys)

Ozols TMS allows you to add API keys (for example from Mapon) to provide real-time location of cars, as well as other data from your navigation system. Please contact the OZOLS TMS support team for details. E-mail: info@cloudex.lv

Benefits:

Real time car location in OZOLS TMS
Better cargo planning
Hours spent in a specific country
etc

Configuration and data import

Car data import

To make it easier to get started with Ozols TMS, we recommend that you use this option to import a list of vehicles by following the steps below:

1) Create an Excel document with a table that contains information about vehicles:

Information	1	2	3	4	5	…
TruckNo
TehCertNo
Model
ChasNo
Year
Type
OwnerCompany
Notes
EmissionSt
FullWeight
NetWeight
HolderCompany
LeaseholderCompany
ExpeditionCompany
ADR
CarrierCompany
Color

2) Send the prepared table to the OZOLS TMS maintainers who will import this data into your database. E - mail: info@cloudex.lv

Configuration and data import

Driver data import

To make it easier to get started with Ozols TMS, we recommend that you use this option to import a list of drivers by following the steps below:

1) Create an Excel document with a table that contains information about drivers:

Name	Surname	Phone Number	Car Number	Trailer number	Certificates	etc

2) Send the prepared table to the OZOLS TMS maintainers who will import this data into your database. E-mail: info@cloudex.lv

Configuration and data import

Import of fixed costs (MTPL, CASCO, Leasing ...)

To simplify the entry of fixed costs into Ozols TMS, we recommend creating an Excel spreadsheet that can be imported into the database.

1. Create an Excel spreadsheet containing the required information. For example: MTPL, CASCO, leasing or other fixed costs.

• The data in the Excel file is grouped into 6 columns - according to the example below.
• The first row must contain the column names.
• There must be no other empty columns between these 6 columns.
• The type names must correspond exactly to the defined position names!
• Date must be in the format dd.mm.yyyy

2. The prepared Excel spreadsheet is sent to Ozols TMS specialists by e-mail: info@cloudex.lv

Configuration and data import

Type of transport

You can specify the type of transport in client's order. It can be added or edited.

OZOLS > Freight forwarding > Lists > Transport types

Basic principles

Main window layout and commands

Browser

The Operation Mode Browser is displayed on the left side of the screen and is used to display the available working modes. The layout of the working modes is similar to the main menu.

The operating modes are displayed hierarchically in the browser. To activate the required action, you must click on the entry to open the lowest level operating modes. For example, by clicking on the Customer Orders command, the Customer Orders overview opens on the right side in the Main Window. To open the next required operating mode, click on it in the browser and the specified operating mode will open in the Main Window.

You can hide or show the browser using toolbar commands or the button.

Main menu

Activation of all program activities is available in the main menu. The main menu is available for the entire duration of the computer program. Using the main menu is similar to using Windows programs.

The operating modes in the program are grouped under the menus Data, Text, Documents, Reports, Lists, Favorites, Configuration, Window, Help. All these operating modes can also be found using the Browser.

The most commonly used main menu commands are also available from the toolbar of your computer program.

Toolbar

The toolbar is a graphical layout of command buttons that allows you to perform the required action faster and more clearly.

If the toolbar is not visible , it can be set from the menu using the MENU ‣Configuration ‣ Toolbar ‣ Commands

Basic principles

Open Windows

Sometimes one of the open windows disappears because it has fallen behind another window. To find it:

To switch between open windows, press Ctrl+F1
Or from the menu, press Window
A list of open windows is shown at the bottom of this window. To open a window, click on it with the mouse. mouse.

Basic principles

Shortcuts to frequently used forms

Function keys
Opened windows and Function key summary
General key combinations in OZOLS TMS

1. Function keys

The function keys allow you to quickly open one of the OZOLS TMS sections

The most frequently used Function keys:
F6 - New Customer order
F7 - New Voyage/Expedition
F8 - Forwarder 's desktop

Function keys	Explanation
F2	My favorites - a list of working modes compiled by myself
F3	Information card of the cooperation partner
F4	Machine/Trailer Details
F5	Redrawing (refreshing) information in the open window
F6	New Customer order
F7	New Voyage/Expedition
F8	Forwarder desktop
F9	Work with debtors
F11	Saving and adding information
F12	Retention and Closure of Information

If the Function keys do not work , press Fn + Esc on the keyboard

2. Opened windows and Function key summary

Update data in the currently open window (F5)
Arrange all creates a cascade of open windows. This allows you to quickly switch between open windows
Shortcuts to function keys
Opened windows - Helps to find collapsed windows

3. General key combinations in OZOLS TMS

Key combinations	Explanation
Tab	Navigating from field to field
Shift+Tab	Navigating from field to field backwards
Ctrl+Tab	Switch between form pages
Alt+Arrow Down	Opens a drop-down list for selecting a record
Shift+Arrow Down	Opens a drop-down extended list for selecting a record
Shift+Arrow Up	Opens the selected drop-down record or, if no record is selected, creates a new record
Alt+ underlined letter	The mouse cursor moves to the label field containing the underlined letter
Escape	Cancels changes to the open form
Enter	Saves open form data
Ctrl+G	Book document
Ctrl+P	Prints the selected document

Basic principles

Filter

Almost all sections of OZOLS have the possibility to set a Filter for selecting the data you need. The Filter is located in the toolbar.

If all records are not displayed when opening one of the OZOLZ TMS sections, make sure that one of the filters has not been turned on from the previous use.

To find a document by number, it is enough to enter the last two digits of the number.
% sign in front of the entry enables search for partial number or name.
To select several order numbers , enter them in the "Search number(s)" field, separated by a comma.
A checkmark turns on the specific filter

The additional Search function built into the filter on the right side of window allows you to enter additional search criteria. More about search options here.

Basic principles

Search window

How the search window works:

If you search for, for example, "ECG" the program will select all records where the field name starts with "ECG"
If you search " % ECG" the program will select all records where the field record contains "ECG"
If you search for “ ! "ECG" program will select all records where the field name does not start with "ECG"
If there are spelling differences, the unknown letter is replaced by an underscore " _ ". For example, you can search for the word "Vilnius" as "Viln__s"
Square brackets [ ] ar used to search for multiple possible letters . For example, searching for “ [ CS ] heryl” will find the result for both Cherlyl and Sheryl

Two search windows:

The data is searched in the OZOLS database;
Data is searched only in the open table.

Basic principles

Recording and editing history

Almost all records or editing made in the OZOLS TMS are logged and their history can be viewed.

Record history information:

when and who added the record ;
when and who opened/viewed the record ;
when and by whom the record has been edited and specifically what changes have been made.

To view Record history:

Open the desired window and press the key combination Ctrl+i
Record info displays which user created, edited or viewed the data
If the text "Edited" is next to the record, then you can open additional information about the history of the record with a double click.

Basic principles

Columns - adjusting the design and content

Read about adjusting the design and content in the following sections:

Basic principles

Adjusting Column width

To change the column width:

Open the OZOLS TMS table where you want to change the width of the columns.
1. In the toolbar, select the Columns toolbar button or press Ctrl+K. The Column settings window will open
2. In the Visible columns section , select which column width you want to change
3. Press the Change column width button
4. In the Column width field, write the desired column width in pixels
(informative: 1px ≈ 0.26mm; 100px ≈ 2.6cm)

See also:

1) Customize table column content and order
2) Defined columns

Basic principles

Customize column content and order

Open the table you want to make changes to

Press the right mouse button on any of the rows in the table
Or in the menu, press Columns (Ctrl+K)
Columns are divided into Available columns (possibly included in the table) and
Visible columns (already included in the table)
Mark with the “mouse” the desired column on one or the other side and press the Add or Remove buttons as needed to adjust the table content
Change the order of the columns with the Up or Down buttons . Moving Up moves the column to the left in the table. Moving Below moves the column to the right in the table.

The Save As... button allows you to save the selected layout as defined. This means that both you and other users of your company's OZOLS database will be able to open this table layout.

See also:

1) Change column width
2) Defined columns

Basic principles

Defined columns

Defined columns allow you to save the table column layout you create with a name. Columns saved in this way are easily available both for their own needs and for installation by other users. So, for example, defined column selections can be created within the company, which can be easily installed by new employees.

First, open the table where you want to install the defined columns. Select the Columns button on the toolbar ( Ctrl+K )

Click the Defined Columns… button.
Default columns - layout recommended by OZOLS TMS
Columns defined in your company
Click Save to activate the defined columns

To create a selection of Defined Columns

Adjust the columns shown in the table as needed ( tutorial here ) and press the button Save as...
To create a New selection of defined columns, press New...
To edit or delete previously saved defined columns, select by name
To open a selection of predefined columns, click the Defined Columns… button.
Gives a name to a selection of defined columns
Tick if you want the columns to be available to all users. If the "tick" is not placed, then only you will see this selection
Press save. The Defined Columns you have created can be found by clicking the Defined Columns… button.
If you need to delete one of the previously created selections of Defined columns, open it (5) and press the Delete button

The Defined Columns you created can be found by clicking the Defined Columns button

Basic principles

Multiselect - highlight the desired rows

Multiselect is used when it is necessary to select individual rows in random order. such as cargo and add to the trip.

1) In the toolbar, select Multi-select. ( Ctrl+Y)
2) Then, similarly to Excel, holding down the Ctrl or Shift keys with the "mouse" mark the desired rows
3) The marked rows depending on the open window:
- The marked loads on the freight forwarder's desktop can be added to the marked flight
- Calculator - the sums of the marked lines
- Print or export to Excel
- Depending on the window, additional options are available by pressing the Functions command button

Basic principles

Calculator - sums of highlighted rows

OZOLS TMS allows you to select individual rows in the table in order to sum the numbers in these rows.

In the toolbar, select Multi Select. (shortcut Ctrl+Y)
Then, similar to Excel, holding the Ctrl or Shift keys with the "mouse" selects the desired rows
The sums of the highlighted rows are shown in the lower part of the table

See also:
1) Option to print or export highlighted rows to Excel . Press Print ④ and follow the instructions.
2) Additional options, depending on the opened window, by pressing the Functions command button

Basic principles

Print or export selected data to Excel

Ozols TMS enables you to select the desired data in tables and print or save in Excel:

Choose Filter (shortcut Ctrl+F ) from the toolbar and select the data you want to select.
On the toolbar, choose Columns (shortcut Ctrl+K ) and choose the columns you need. There is an option to save this column selection in the Defined Columns section.
If you need to select only some rows, select Multi select from the toolbar. (shortcut Ctrl+Y)
Similar to Excel, holding the Ctrl or Shift keys with the mouse selects the desired rows
Choose View from the toolbar (shortcut Ctrl+H ). At this point, a table with the selected data will be displayed in the main window.
Right- click anywhere in the newly created table and select print or export to Excel

To send the data to a printer or export to Excel , click View and follow the instructions.

Own Transport

New Trip with own transport

1. Create a New Trip (F7)

Registration of a new Trip in OZOLS TMS is started by pressing the function key F7 or
OZOLS > Freight transportation > New > Trip/Spedition

Choose Own trip -   Trip with own transport (see picture below)
OZOLS TMS also gives the opportunity to create:
- Spedition - Expedition (cargo sale)
-  Agreement - long-term contract with the carrier
-  Domestic - Local deliveries
Determine the Status :
- Export
- Transfer/ Round trips
- Import
- Local deliveries

- When the trip is completed: in this window you will change the Status to delivered or invoices have been issued
Enter the Truck number . If the specific Truck has already been entered in OZOLS TMS, when entering its number, both the driver's name and the Carrier company name are automatically filled in. This database can be also imported.

If information about insurance and technical inspection has also been entered, OZOLS will warn about the expiration of the terms.
Open the truck registration card by double-clicking on the Truck No. field.
If necessary, enter the name of the driver and the name of the Carrier. In case of own trip, it will be your company name.
Add Export or Import Ferry line as needed by pressing . Instructions here.
If necessary, write internal notes.

2. Adding cargo orders to the trip

To add Cargo - Client order to the trip, press the Add button
Choose to add an existing order or create a new order.
If the order has already been created, select it from the list of orders and double-click to add the cargo to the trip.
If you need to create a new order , follow the instructions here .

If the Customer also uses OZOLS TMS and has sent a Transport order - contract, then the number of this contract is the reference number of the order. When entering the Customer's name and reference number in the New Order window, the option to automatically fill in the information of this order will be offered. More about it here .
IMPORTANT - An invoice must be issued for each order. Instructions here.

3. Adding costs to the trip

OZOLS significantly simplifies cost accounting and profitability calculations for companies using their own transport.

Instructions for adding travel expenses here .

Own Transport

Adding the costs of the trip

To control the cost-effectiveness of a trip, it is necessary to add all eligible costs to it.

For companies that use their own transport, OZOLS TMS makes cost accounting and profitability calculations much easier.

Trip with your own vehicle

1. Fixed costs
1.1. Adding fixed costs from an Excel file
2. Variable costs
2.1. Adding variable costs manually
2.2. Importing variable costs from an Excel file
2.3. New import template of variable costs (cheques)
3. Driver 's net salary and salary taxes
3.1. Driver's net salary
3.2. Salary taxes
4. Advance payments
5. Repair expenses

1. FIXED COSTS

The fixed costs are calculated for each car separately and only a part of them is applied to the trip - for the period from the end date of the previous trip to the end date of the current trip.

1. OZOLS TMS fixed costs are added for a certain term, therefore they can be found in the "Term Types" list:
OZOLS > Freight forwarding > Lists > Term types

2. Deadlines not related to costs can be added here:
OZOLS > Freight forwarding > Reports > Vehicles

A reminder function is available for all deadlines, which will prevent you from forgetting the dates when contracts, insurance, car technical inspection, etc. must be renewed.

1.1. ADDING FIXED COSTS FROM EXCEL FILE

First step: check the import template.

A template configured as in the image below must be used!

OZOLS > Freight > Tools > Data Import
Click Configuration

Step Two: Organize the data in an Excel file

Important :

the data in the Excel file is grouped into 6 columns - according to the sample shown below.
the first row should contain column names
there should be no other empty columns between the said 6 columns
the names of the types must exactly match those defined:
dates must be formatted in the format – dd.mm.yyyy

Step three: Data import

when everything is ready, it remains to specify the location of the file to be imported on the computer (Browse) and perform the data import.

2. VARIABLE COSTS

Variable costs mostly consist of checks received from gas stations:

Fuel
AdBlue
Tolls for roads
etc

2.1. ADDING VARIABLE COSTS MANUALLY

Variable costs can also be added manually or can be imported from Excel.

OZOLS > Freight Forwarding > Documents > Trips/Speditions > [DRIVER'S REPORT]

2.2. IMPORT OF VARIABLE COSTS FROM EXCEL FILE

First step: Prepare the template

Check the import tool (template). If necessary, corrections should be made so that the corresponding column for each data field is specified in the template.

Mandatory fields in the template:

for the car number plate (if the car has a fuel card, then the card number is enough)
check/transaction date
country of transaction
type of product/service (fuel, roads, AdBlue, etc.)
the amount
sum
currency

To perform template configuration in OZOLS TMS:

OZOLS > Freight > Tools > Import Receipts

The template must be configured according to the Excel file.

In the example, you can see that the column name 'L' is specified for the data field 'SUM' in the template, and also in the imported Excel file 'Total price (excl VAT)' can be found in the column 'L'. This is how all required fields must be aligned.

Purchase reports prepared for gas stations often contain many columns and redundant information, so the template should be created carefully!

In order for all expenses to be successfully linked to flights, the following must be specified in each cost line in the Excel file:

car license plate OR purchase card number (the card must be linked to the specific car)
check/transaction date
country of transaction
type of product/service (fuel, roads, AdBlue, etc.)
the amount
sum
currency

The program recognizes when refined documents are re-imported. In this case, no duplicates are created, but the values of previously imported checks are restored.

At the same time, care should be taken that all newly imported checks are uniquely different and that the Ozols program does not consider them as clarifications of previously imported checks.

Step two: Import checkques

When everything is ready, it remains to specify the location of the file to be imported on the computer (Browse) and import checks.

2.3. NEW VARIABLE COST (CHECK) IMPORT TEMPLATE

Most often, transport companies use more than one gas station, and also pay for toll roads with the help of various intermediaries. Each service provider prepares check reports differently, so it is necessary for each one to define its own cost card and its own template.

First step: Make sure the card type exists and create a new one if necessary.

Ozols > Freight transportation > Lists > Types of payment cards

When the name and the mark for inclusion in the Driver's Report have been specified, select 'Save'.

Step two: Create a new template

OZOLS > Freight > Tools > Import Receipts
To create a new import template, double-clicking the empty "Template" box.

Next, you must specify the type of template - Import of travel checkques and confirm it with 'Yes' in the additional question box .

When the card type and the name of the new template are selected, press the Save button.

Step Three: Configure the new template

You need to open the newly created template again and indicate in which Excel column the product name , car number , currency , etc. are indicated.

The 'constants' of the template are optional , but useful when the imported Excel file does not meet industry standards, or some rows are missing data, for example:

If the country code is not specified in several lines in the Excel file, specify the constant ' LV ' in the CountryCode template and, therefore, the country code 'LV' will be specified for ALL imported checks.
If the purchase amount without VAT is not specified in the Excel file – the constant ' -21% ' must be added to the Sum field in the template

TruckNo – vehicle number plate. Based on this field, the program determines to which car the costs should be applied.

CardNumber – if a purchase card is attached to the car, the program can identify the car by this number.

ChequeDateTime – This is used when the check date and time are in one common Excel cell.

Possible constants	Example	Explanation
dmys	12.07.2019 09:16:35	Date and time in one box
xls_number	43658.5590277778	Date and time encrypted in Excel style

ChequeDate – the date of the check / transaction is mandatory in order to be able to identify the flight to which the expenses should be applied.

Possible constants	Example	Explanation
dmy	25012019 or 25.01.2019
etc	20190125 or 2019.01.25
mdy	01252019 or 01.25.2019
ddmonyy	25 Jan 19
xls_number	43658	Date encrypted in Excel style
shortYear	250119 or 25.01.19

ChequeTime – check / transaction time.

Possible constants	Example	Explanation
hh:miAMPM	01:30 PM
hh: mi	1:30 p.m
hmm	1330

CountryCode – the country code is mandatory

Possible constants	Explanation
LV, LT, PL, ….	Abbreviations of country names

ProductName – the name of the product/service is mandatory

Possible constants	Explanation
OZOLS > Payments > Lists > Services	Specifying the constant next to the product/service name will apply it to ALL records in the excel file.

Amount - the amount is mandatory

Possible constants	Explanation
1	In billing for toll roads, the purchase amount is always 1.

CurrencyCode – the currency must be specified. If all purchases are made in one currency, but it is not specified.

Possible constants	Explanation
EUR, CZK, PLN, …	Only one currency code can be specified in the constant field.

Sum – purchase amount without VAT is a mandatory field.

Possible constants	Explanation
-21%	If only the purchase amount with VAT is indicated in the Excel file, then these entries can be reduced by 21% by adding a constant.

3. NET SALARY AND SALARY TAXES OF THE DRIVER

As a separate expense category, wages for drivers are allocated. These expenses are most often added manually for each trip separately, and the drivers' net salary and payroll taxes are added separately.

3.1. NET SALARY OF THE DRIVER
(salary after taxes)

Ozols > Freight Forwarding > Documents > Trips/Speditions > [DRIVER'S REPORT]

Wages are added in the same way as purchase receipts are added – open the specific flight, select the Driver's report and use the button Add / Driver's salary.

At the time of adding the driver's salary, the system displays the average fuel consumption for the trip, as well as the fuel norms. In this way, the manager can evaluate the driver's performance and, if necessary, add bonuses or deductions.

All basic information is filled in automatically, all you have to do is specify the amount of the daily salary and save .

3.2. PAYROLL TAXES

Ozols > Freight Forwarding > Documents > Trips/Speditions > [DRIVER'S REPORT]

Similarly, payroll taxes are added, as these expenses also affect the profitability of the trip.

All basic information is filled in automatically. Make sure that the type of card is specified: Payroll taxes and the amount of payroll taxes.

4. ADVANCED EXPENSES

The total amount payable to the driver can be viewed in the Drivers report:
Ozols > Freight Forwarding > Reports > Drivers report

Cash purchases are most often compensated to the driver together with the salary payment.
Expenses are added to the Driver Report .

Ozols > Freight Forwarding > Documents > Trips/Speditions > [DRIVER'S REPORT]

Make sure that the type of card is specified: Advance issue and fill in at least the mandatory fields (field names in blue)

5. REPAIR EXPENSES

Road transport repair expenses can also be added to the travel expenses. This can be done by opening the driver report and selecting Add - Receipt .

OZOLS > Freight transportation > Documents > Trips/Speditions

It is important to indicate the card type – Repairs .

The profitability of the trip can be evaluated both with and without car repair expenses.
If you do not want to include Repair expenses in the calculation, you must indicate this when preparing the printout of the report.

1) Registration of Client order

New client order

A quick way to open new Client order is by pressing the Function key F6 on keyboard

The client order page "Cargo" is divided into 6 information zones

Basic Order information
1.1. Client and Cargo manager
1.2. Multiple loading or delivery addresses - Multibooking
Entering Loading and Delivery Addresses and Information
2.1. Searching the loading or delivery address
Income from the client
Cargo description
Description of services related to the cargo
Adding cargo to a new or existing Trip / Expedition

1. Basic order information - main principles:

A new Client order opens: OZOLS > Menu> Window> New Client order (or key F6).
Enter the required information in the fields. Fields with Blue descriptions are required.
Double-clicking on empty fields opens the information entry window or press the command button next to the field.

1.1. Client and Cargo Manager

Cargo Manager: The person responsible for this order.

Client: The Client (or partner) who orders the delivery of the cargo.

1. To add or find a Client, click the command button next to the field.
2. When one of the existing Clients is selected, the color of the name changes depending on the client's status (according to the traffic light principle - green, yellow, red).
3. ! The exclamation mark appears if there are remarks on the Client's card.
4. The " Client " field changes color, like a traffic light, depending on the payment status of the invoices of a particular client

The function key F3 opens the Client / Partner information card , with information about cooperation with this partner

Client order number. If you have received an order from a partner who uses OZOLS TMS, after entering the partner's company name and order number, you will have option to import the information for this order.

Contact info: The client's contact person who places the cargo order. If this data is entered correctly, it will be convenient both to re-add it to orders and, for example, to send e-mails (cargo status, invoice, payment reminder).

1.2. Multiple loading or delivery addresses - Multibooking

Multibooking is used when there are several loading or delivery addresses in one client order.

2. Loading and Delivery Address and information

Agreed to load or deliver: Enter the date and time when the load is to be loaded or delivered:
- FIX mark if the exact time is specified.

- If you need to specify the time interval from which the cargo must be loaded or delivered, click on the text "Agreed to load" or "Agreed to deliver". A window will open in which you can enter the scheduled date from (1) and enter the date until (2) in the date field.

Sender and Receiver:
- To add or find pres command button next to the field.
- A double-click in an empty field opens a new client (partner) input window.

Loading address: Enter a new address or choose from database.

2.1. Searching the loading or delivery address

The Address Search window is used to quickly find and add a new or update an existing address in the database.

1. Address search field :
- In this field you can freely enter or paste the information you have.
- In this window entered information can be sorted and edited.
2. Addresses found :
- The program searches for the Company address in the internal database and Google maps.
3. Selected address :
- If one of the Found addresses is selected, the fields in this section will be filled in automatically.
- If the program does not find the desired address, enter it manually.
- If you enter a new Company and Address, it will be saved and you will not need to enter it again next time.
- Double click on Company name will open "Partner card"
- In the "Latitude" and "Longitude" fields, the program automatically imports GPS coordinates from Google maps. - You can check the address in Google maps by pressing

The address must be entered accurately and in the corresponding fields!

Direction, Trailer Type, Loading Type - This information will be important when planning Trip / Expedition.

Notes for carrier: Additional cargo-related information:
- These notes are defined as templates for quick use.
- Press to create a new template.

Internal Notes: Cargo-related notes that are not disclosed outside your company:
- These notes are defined as templates for quick use.
- Press to create a new template.

3. Income from the client:

- Enter the total amount of revenue without VAT and the currency to be paid to the customer.
- If changes occur during the processing of the order, e.g. an additional customs declaration is purchased, the value of the "Revenue from customer" field must be manually updated.
- If a Credit Invoice has been issued to the customer, the amount of the 'Revenue from customer' must be manually reduced by the amount of the Credit Invoice.

Aggregation
- If pressed, the field " Revenue from the client" will be filled in automatically by summing the amount entered in the services.
- If this feature is enabled, it is not possible to manually change the value of the 'Client Revenue ' field.

Payment: Outgoing invoice payment term in days.
- The customer's default payment term can be defined: Partner / Customer> Other data page> Payment term

VAT rate:
- Selecting the VAT rate and then pointing with mouse on the field shows the VAT rate Article.
- VAT rates can be changed in the list: General lists> Tax list

4. Cargo description

A single customer order may include several different items. In this case, the items are entered on separate lines. As a result, the number of different items in the order is the number of lines in the Shipment Description.

To add a cargo description click Add1
Double-click to open an existing load description.

The list of packaging types can be changed (EPLL, BOX, etc.) according to the needs of the order by clicking and selecting Add new defined packaging type and its dimensions.

Package size: The dimensions of the package must be given in meters. For defined packages such as EPLL, the default dimensions can be entered in the description of the package type, then when the package type is selected the package size fields will automatically fill in.

Stackable: If pallets can be stacked on top of each other, mark how many pallets can be stacked on top of each other. This information will also be reflected in the order to the carrier. It will also be taken into account when automatically calculating the load space ldm.

Cargo name: Contents of packaging. These titles are predefined by pressing

Bruto weight, kg : If available, specify the bruto weight of the cargo in kg.

Place taken, ldm: For standard packages, the default ldm value can be specified in the Package size classifier. In this case, the field will be filled in automatically when selecting the quantity and type of packages. Also, the program will take into account the value of the Stackable packages and will reduce the ldm value.

Volume, m3 : When entering the package dimensions, the volume field is calculated automatically.

CHW, kg: Chargeable Weight is used to calculate your income and expenses. The software automatically calculates and selects the larger weight by comparing the gross weight and the volumetric weight. The gross weight of a load is the actual weight, while the volumetric weight is the dimensional weight, where 1ldm = 1850kg and 1m3 = 300kg).

Stat.No .: "Statistical number" is displayed in CMR column 10 if you are printing from a OZOLS TMS.

Temperature from… to: Temperature range required by the client during delivery.

ADR : check if a dangerous goods permit is required.

Save and New: You can save time and choose this command button if you need to enter several cargo items in one order.

Depending on the configuration, if there are several loads in one car/trip, but there are total expenses for the whole trip, the expenses will be divided among the customer's orders in proportion to the entered Chargeable Weight!

5. Description of services

This section of the order automatically generates the main service description from the information entered above.

The main service number is "0" and this number is not displayed. All additional services are numbered. For example:
- Delivery from loading address to terminal (pick up) # -1
- Main Trip / Spedition # 0
- Delivery from terminal to unloading address (domestic) # 1
- Additional services (eg customs) # 10

Additional services: If additional services are provided as part of the client's order, e.g. Terminal Delivery, Cargo Insurance, Handling Services, Export Declaration, Customs Services, Downtime, Warehousing, etc.

Additional services are added by clicking the Add2 command button

Travel / Expedition. no: for more information read: Selecting the trip / forwarding number.

Order in the trip: this will be the order if there are several services to be provided in one trip/spedition/order.

Service: You must select a service from the classifier that will appear on the invoice. For more information on selecting a value, see Working with drop-down lists. When adding a new service, it must be translated into the languages in which the invoice is issued, see the section on translation:

Service Notes: Additional text to be included in the outgoing invoice

Service period from… to: The service period is displayed on the invoice printout

Include the service in the outgoing invoice: If you want the provided service to be included in the customer's invoice, then you must fill in the fields for the outgoing invoice

Apply the revenue and expenses of the service to the main freight forwarding: By default, the revenue and expenses specified in the service are attributed to the Voyage Forwarding in which the service is placed. If the revenue and expenses need to be attributed to the main flight / forwarding of the Customer's order (marked with No. 0), then this “ckeckbox” must be ticked

Incoming Invoice: You must fill in the planned spend fields.

6. Once the order has been entered, it must be added to the Trip / Expedition that will deliver it!

1) Registration of Client order

Multiple loading or delivery addresses - Multibooking

Multibooking is used when there are several loading or delivery addresses in one client order.

Check Multibooking ;
Click to add additional loading addresses ;
Click to add additional unloading addresses ;
The order number is assigned a sub-number. You can switch between multibooking orders by pressing .

The following must be done for each Multibooking cargo separately:
1. Description of the Cargo
2. Added to existing or new Trip/Spedition
3. If Multibooking order is fulfilled by several carriers, the income from the customer must be specified for each shipment.
4. Once the Multibooking order has been entered, every part of it must be added to the Trip / Expedition that will deliver it!

1) Registration of Client order

Additional Services to main order

Additional Services - services provided as part of the main client order, for example:
- Cargo insurance ,
- Transshipment services,
- Export declaration ,
- Customs services,
- Downtime ,
- Storage in warehouse , etc.

Additional services are added in the lower part of the Client's order window on the right side by pressing the command button Add2 and choose Additional service

In addition, there are 2 information areas in the service window:
1) Information for the Service recipient ;
2) Information to the service provider, such as the carrier.

Customer Order: Summary of customer order information.
Sequence in order: Additional service sequence number from 10 upwards. Learn more here .

1) Information for the recipient of the service

Type of service: You must select a service from the classifier, which will be visible on the invoice. When adding a new service, it must be translated into the languages in which the invoice is issued, for translation see the point: Translation of records.
Explanation of the service in the invoice: Additional text that must be included in the outgoing invoice
Service period from ... to ... : filled in if the Service is displayed in the invoice printout
Include the service in the outgoing invoice: markif the service should be included in the customer's invoice.
Allocate service revenues and expenses to the main shipment of the cargo: Check here, if the service will be applied to the main voyage/expedition of the Customer's order. After the default, the service's revenues and expenses are attributed to the separately created Trip / Expedition.
Price to the customer; The amount; Revenue; VAT rate: filled in according to the amount of additional service

2) Information for the service provider

Trip/ spedition no.: Voyage/ Expedition number to which the service is applicable. If not known, do not fill in.
Sequence in Trip: The sequence of service on the Trip.
Carrier: If unknown, do not fill in.
Carrier manager: If not known, do not fill in.
There will be no incoming bill: if there will be no bill for the additional service.
Record expenses/carrier price: if checked, the carrier who also works in the OZOLS TMS system, when entering the order reference , will see the agreed price.
Price to the carrier: The price for which the Carrier has agreed to deliver the cargo.
Quantity: The amount of additional service.
Costs and VAT rate: Additional service costs.

1) Registration of Client order

Delivery via TERMINAL

1) How to create Terminal

The Cooperation Partner who provides terminal/warehouse services must have the "Terminal" mark in the Partner's card.

OZOLS > Contacts > Lists > All partners > Partner card

In the partner card
Open Other data
Mark the group "Terminal"

2) Delivery via terminal

1. Open the Client's order, which must be sent through the terminal
2. In the list of services, select the command button Add2 ( 1) > Delivery through the terminal (2)

The numbers of the Services included in the order
1) The number of the main Trip/spedition, is " 0 " and is not shown (Its field is empty) ;
2) Additional transportation before the main trip is with minus sign;
- Delivery from the loading address to the terminal (pick up) # -1; #-2
3) Additional shipments after the main trip are positive numbers
- Delivery from the terminal to the delivery address (domestic) # 1; # 2
4) Additional services , such as customs, insurance, etc. are numbered from ten # 10; #11...

3. Choose at which part of delivery the terminal will be used:
A. Delivery from the loading address to the terminal (1)
B. Delivery from the terminal to the delivery address (2)
4. For the terminal:
- Terminal: Name and address;
- Planned delivery to the terminal: Date, time;
- Revenue : the amount that is diverted from the main trip revenue to this local trip.
- Local delivery expenses: If the expenses are not yet known, then this amount can be entered later.
5. Trip/sped. no.: If possible, add the Cargo to a new or existing local Trip/Expedition.here .

How to simultaneously mark several loads for delivery through the terminal?
A. In the Trip/spedition window > Hold the Ctrl key with the mouse to mark the loads that will go through one terminal > Add > Delivery through the terminal
B. Expeditor's desktop (F8) > "General planning" page > Right mouse button on the selected load > Delivery through the terminal

1) Registration of Client order

How to delete a Client order?

Before deleting the Client order, make sure that it would not be more correct to change the order status to - Cancelled.
Read more about changing the order status here .

Open the Client order you want to delete.
Press Delete and select Delete Client Order No ...

If an invoice has already been created for the Client order, program will not allow the order to be deleted!

To delete the order with invoice:

Open the prepared invoice,
Cancel the confirmation of invoice
Delete the Invoice.
Now it is possible to delete a customer's order.

1) Registration of Client order

Exchanging the cargo information in OZOLS TMS

Companies that use OZOLS TMS can exchange order information automatically using reference number.

1) Sending cargo information to partner

Press Mail or Print
Choose – Order for carrier
The system will prepare e-mail, with attached CARGO TRANSPORTATION ORDER – AGREEMENT
The number of CARGO TRANSPORTATION ORDER – AGREEMENT is the cargo reference number

Number of this agreement is the reference number for the cargo information

2) Receiving of cargo information from partner

When creating new client order,
Enter the name of the Client,
Enter the number of Cargo Transport order - agreement = Client order No
OZOLS TMS will offer you to fill the information from Partner automatically.

ATTENTION! Some OZOLS TMS user companies have disabled this option.

3) To check the status of Cargo information exchange:

2) Confirmation of order to client

Info to Client - order accepted

Once the order is registered in OZOLS TMS, you must send the Client a Shipping Order Confirmation or a TRANSPORT ORDER - AGREEMENT confirming that the order has been accepted.

OZOLS TMS prepares these documents automatically, based on the information entered in the order and the information defined by your company. It is possible to add your signature and company seal to the contract ( instructions here ).

To send confirmation, open the specific customer's order, then:

press Mail on the toolbar
Order to client or
Inform Client for cargo acceptance
Make sure that the automatically generated e-mail contains the desired information and press Send.

The sender's signature and stamp can be automatically added to the customer's order - contract. Instructions for adding a signature and seal here.

2) Confirmation of order to client

Informal order confirmation to the client

If the customer has sent the order informally (Whatsapp, Skype, e-mail, phone call), you can prepare and place the client's order on the client's behalf. To do this, you must first enter the Client's order you have received in OZOLS and then you can send it to the Client:

Print [Print] > Order to Client. A pdf document will open in your computer's internet browser (eg Chrome):
1. Follow the instructions in your web browser to send it to the printer
2. To send this document via Whatsapp or Skype, copy the link of the created pdf document in the Internet browser and send this link to the desired recipient.
Send as an e-mail with attached pdf > Order for Client or Inform client for cargo accepting

The sender's signature and stamp can be automatically added to the client's order - contract . Instructions for adding a signature and stamp are here .

3) Planning of shipment

Trip/ spedition basic principles

There are two approaches to organizing cargo shipment in OZOLS TMS:

Creates a new Trip/spedition for the cargo: One or more cargoes for which a transport has to be organised.
Add Cargoes to a Trip/spedition: cargoes are added to a transport on a specific route.

Cargo transportation can be provided by:

Spedition – Expedition, or sale of cargo
Agreement – Trip with a long-term contract carrier
Own trip – Trip with own transport
Domestic – Local transportation

The planning of a new  trip/spedition can be started in two ways:
1. In the created  client order with the command button  Add trip/exp.
2. By Pressing the F7 function key on the keyboard - opens the  New Trip/spedition window

Additional services such as Cargo Insurance, Handling Services, Export Declaration, Customs Services, Idle Time, Warehousing, etc. are also registered as Trip/spedition. Find out more here.. Learn more here.

3) Planning of shipment

New Expedition

1. Open Client order window

OZOLS > Freight transportation > Documents > Client orders > [Open the required Order]

Select the cargo for which the trip/spedition is to be created.
Press Add spedition.
Select New if creating a new trip/spedition.
Select Existing if the trip/spedition has already been created > A window opens where you select the corresponding trip.

2. The window New - Trip/spedition opens

Choose the type of carrier: Spedition - classic expedition (cargo sale)
You can also create Trip/spedition:
- Agreement - Long-term contract with the carrier
- Own trip - Trip with own transport
- Domestic - Local transport
If the haulier's car has already carried cargo, entering its number will automatically fill in the Carrier name.
Enter the Carrier company name, if you have it. Double-click to enter a new Carrier.
If you know, enter Carrier Manager. Double-click to enter a new one.
Carrier Price: The amount that will be paid to the Carrier. Specify the VAT rate and payment term
Mark the trailer type (For example – TENT)
Internal notes if needed
Save and close. With that, the Expedition is created.

Next steps:

Transport Order to cargo carrier

Invoice to Client

3) Planning of shipment

Adding a ferry ticket

Ferry tickets can be added to a specific trip or sold as a additional service

1. Adding a ferry ticket to a Trip/Spedition

1) Open the Trip/Spedition to which you need to add ferry tickets;
2) Select Export ferry as needed and click to add ferry or open an existing one;
3) Select Import ferry as needed and press to add ferry or open an existing one.

2. Filling in the Ferry window:

1) Attach ferry to a trip : complete if the ferry tickets are for a specific Trip;
2) Car/Trailer number: mandatory;
3) Ferry route: mandatory; With a double click, the Ferry Route window opens , where you enter the required information. If the information has already been entered, press , and select previously defined ferry;
4) !!! IMPORTANT: indicate the direction of the ferry - Import, Export or Crossing ;
5) Sale price: This window is filled in if the ferry ticket is not attributed to Trip, but is sold as additional service for which an invoice must be issued;
6) SMS to the driver:copy Ferry ticket information for sending to the driver (Clipboard)
7) When the Invoice for tickets is available, add it by clicking here;
- The other fields are filled depending on the available information.

How to add Invoice for Ferry tickets?

3) Planning of shipment

What is the benefit of linking to a navigation system?

Trip Planning Window Information:
- Access to the truck's location (postcode and city).
- Real-time data on the time and distance to the next loading address.
- Visual representation of the trip route on the map, along with the machine's current location.
- Details about the start time of the working day and the hours driven on that day.
- Automatic load status updates.
- When approaching a loading or delivery address, the load status is changed to "Approaching loading address" or "Approaching delivery address."
- Upon arrival at a loading or delivery address, the load status is automatically updated to "Arrived at loading address" or "Arrived at delivery address."
- Monitoring the duration the truck has spent at loading or delivery addresses.
- GPS date and time of arrival at the loading address.
Driver App:
- Display of the truck's current location.
- Information on the time and distance to the next stacking address.
Customer Portal:
- Customers can track real-time status changes online.
- Option to view the location of the load or machine.

The truck utilizes the MAPON navigation system, enabling features such as:

Recording trip speedometer readings at the beginning and end of each trip, along with GPS-tracked kilometers traveled during the trip.
Calculation of allowances per trip based on the country.
Assignment of the correct driver to each vehicle at the start of the day through the Ozols system.

This integration with the navigation system enhances operational efficiency and provides valuable insights into the status and progress of deliveries.

4) Order to carrier

Transport order to Carrier

When the Cargo is registered to Expedition, the Cargo Manager sends a Transport Order - agreement to the carrier by e-mail. This Contract is the basis for the transportation service.

OZOLS TMS prepares the agreement automatically, based on the information entered in the order and the information defined by your company. It is possible to add your signature and company stamp to the contract ( instructions here ).

To send a Transport order - agreement to Carrier:

Usually, the Order is sent to the carrier by e-mail , but it is also possible to print it and send it in paper format. To view a preview of the invoice in PDF format, choose Print .

Open the client's order for which you want to order carrier service and click Print or Mail in the toolbar.
Choose Order for carrier
In the case of an e-mail, open the attachment and verify the correctness of the information.
Send the email to the carrier with Transport order in attachment.

4) Order to carrier

Terms of the transport order – contract

OZOLS TMS automatically prepares Transport order contracts for both the Client and the Carrier. The terms of the carrier can be changed and translated into foreign languages (LV, EE, LT, EN, RU, DE, DK, FR).

1.Conditions of the Transport Order - Contract for the Carrier

OZOLS > Freight forwarding > Configuration > Agreement rules for carrier

2.Conditions of the Transport Order - Contract for the Client
- Terms of the contract OZOLS > Freight forwarding > Configuration > Agreement rules for client

5) In delivery

How to select current orders?

In the Client order filter
Check Status
Select the desired order statuses
Close
Prepare the report

5) In delivery

Cargo Status

The cargo status allows you to follow the progress of the order. The following Cargo statuses are distinguished:

Confirmed – There is an agreement with the client and the carrier that the cargo will be shipped;
Problems – There are some problems in the cargo delivery process;
Loaded – Cargo is on its way;
Delivered – this status can be entered manually but it will be set automatically when the actual date of the last delivery is passed;
Paid – An invoice has been issued and paid;
Canceled – The order has been cancelled.

Information about the cargo status changes both manually and automatically depending on the settings in OZOLS TMS chosen by your company.

1. Automatically:

Based on the car's location (by loading data from the car's GPS navigation system). More info here .
Based on loading/delivery dates (Ozols or iOzols) entered by the manager.

2. Manually:

The status can be set in the Client order window by clicking.
Through the driver's application ( MyOzols ), which can be used by both the driver and the manager of the carrier. More info here

5) In delivery

SMS message to the driver

You can quickly send an SMS to the driver with information about the cargo from the Client's order and from the Trip/ Spedition windows.

1) Client order in the window on the upper right side, press the button " SMS "
Trip/Spedition in the window on the right side, press the button " Functions "
2) Select the necessary information for SMS
3) Send cargo information in the Driver application (No installation of application is required!)

1. SMS from the Customer's order window

2. SMS from the Trip/Spedition window

3. SMS text settings

It is possible to customize the information that is sent to the driver:
1. Language of the text message;
2. Show: what information to include;
3. Message text preview ;
4. Tick here to set as default and not reopen this window next time;
5. Copy and close. Freight delivery information has been copied. Open your desired application (whats-app etc.) and press "Paste" or ctrl+v to paste.

5) In delivery

CMR how to create and print it

How to create and print the CMR for the Client's order?

Open the Client's order for which the CMR will be prepared
From the toolbar, select Functions
Create CMR
Based on the Client's order information, the program automatically fills in the CMR fields
If any of the fields have not been filled in automatically, you can do so by manually filling in the fields in the form
Use the toolbar command to print the CMR

6) Outgoing Invoices (debtors)

Outgoing invoice with CMR

Income from the client
Issuing of invoice
Correcting an Invoice
Invoice by email or mail (with CMR)

The invoice is issued and sent together with CMR in the Client's order window

1. Income from the client:

In the field Income from the client field enter the total amount excluding VAT and the currency to be paid by the client.
- If the amount changes during the processing of the order, e.g. the customs declaration is purchased in addition, then the field "Income from client" must be updated accordingly.
- If a Credit Invoice has been issued, the "Income from client" must be manually reduced by its amount.

Summing up - If pressed, the field "Income from client" will be filled in automatically, summing up the services related to this client order. - If this function is enabled, it is not possible to fill in the field "Income from client" manually.

Payment: Outgoing invoice payment term.
- The client's default payment term can be defined: Ozols > Contacts > Lists > All partners > Open the card of the partner you want to edit > choose page Other data > set Term of payment

VAT rate:
- Selecting the VAT rate and then hovering over the field shows the VAT rate Article.
- VAT rates can be changed in the list: General lists> Tax list

2. Issuing of invoice

Once the order is entered, click to create Invoice for client
- Selects the invoice type or choose from already created invoice list

The invoice template window allows you to:
- Check the information included in the invoice;
- Write notes that will be included in red at the bottom of the invoice;
- Print or Email invoice;
-Accept or cancel invoice confirmation.

Important! If you make any changes , press F5 to overwrite the contents of the invoice.

3. Correcting an Invoice

The content of the invoice is formed from the information entered in the client's order. Therefore, if you need to correct the invoice, you must correct the order and then regenerate the invoice.

If the income from client changes or additional services are added after creating the invoice, selectand regenerate the content of the invoice.

To delete an invoice, open the invoice template, then
1. Cancel confirmation;
2. Click Delete Invoice.

4. Invoice with CMR

OZOLS TMS has option to add CMR to clients order. If CMR is added, it is easy to e-mail it together with Invoice

The default invoice sending method is defined in the Client / Partner card.

POD or CMR
- CMR is added to the Client's order page "Attachment(s)" in pdf, png or jpg format

4.1. Sending an invoice by e-mail:

- In the Client Order window, open the Invoice by clicking
- To send an email: click
- The email window opens. Make sure the information is correct and if needed, the CMR is added to email. Then click send.
- Print the invoice by clicking . The invoice will open in pdf format in your computer's web browser.
- After sending the email, the status of the Order automatically changes to Invoice sent.

If the Invoice is to be emailed together with the CMR, it must be checked in the attachment before sending!

4.2. Sending an invoice by mail:

- In the Client Order window, open the Invoice by clicking
- Click to open the invoice in a web browser in pdf format and then send it to the printer for printing in paper format
- When the Invoice is sent by post, the status of the order must be manually set to "Invoice sent"!

If the invoice is sent by e-mail and post, this is handled as a postal mailing and the status "Invoice sent" must be entered manually!

6) Outgoing Invoices (debtors)

One invoice for many orders

If necessary to issue one invoice for several Client orders, there are 2 approaches:

One invoice for several selected orders
Add each order one by one to the outgoing invoice

1. One invoice for several selected orders

Open the Client order filter;
Mark Outgoing invoice - Not issued;
Selects the Client to whom invoices for orders must be issued;
Confirm the filter.
Press the Muti select button ;
While holding the Ctrl key with the mouse, mark the orders for which an invoice must be created;
Press the Functions button ;
Chooses to create an outgoing invoice for marked orders;
Selects New invoice, if a new invoice needs to be created, or selects an invoice already created for this client;
Save - a prepared invoice will open.
Read about further steps here .

2. Add each order one by one to the outgoing invoice

Open the Client order , which will be added as the first in the combined invoice to the Client.
Selects Create a new invoice and save.
Open the next order of the same Customer , which must be added to the combined invoice, and select Add to invoice no. .... (this time the invoice previously created for the Customer will be visible here).

6) Outgoing Invoices (debtors)

Selecting a bank account in an outgoing invoice

If your company has several bank accounts, you can choose which one(s) to show on your outgoing invoices.
You can set it in Partner's card.

To add new Bank account or make changes to existing ones, you have to contact OZOLST TMS support team.

There are 3 options:

Default, when your company's main bank account or accounts are used for all Partners;
Exceptional , when Partner must ALWAYS have specific bank account;
Variable , when Partner SOMETIMES needs specific bank account.

1. Standard or Default account in invoices

This is your company's Bank Account Number, which is defined for all transactions by default.
Several bank account numbers may be included here and will appear on the invoice
If the transaction is in a different currency, e.g. USD, then Ozols will automatically include the account that works with USD.

2. Exceptional - ALWAYS specific Bank account for selected Partner

Ozols > Contacts > Lists > All Partners > Open the Partner card

Choose the page Other data;
find Bank account group and select desired Bank account, that will be ALWAYS used for this Partner.

3. Variable - SOMETIMES a different bank account must be specified

1) Open the outgoing invoice. For example: OZOLS > Payments > Documents > Outgoing invoices > open invoice.
2) If the invoice is closed, cancel the confirmation (1)
3) Press the Client (2) and select the Bank account from the list (3)

6) Outgoing Invoices (debtors)

Outgoing invoice payment

Important! OZOLS 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 FidaVista or ISO format. > Save this document to your computer.

1.2. Open OZOLS TMS

Finance > Documents
Bank incomings
Functions
Import payments from a bank

1.3. Import bank payments

Choose Import from file
Specify the location of the document to be imported on the computer.
Press Import
Close

2. Linking incoming bank payments with outgoing invoices

OZOLS > Finances > Documents > Bank incomings
Filter > choose which documents to include
Set the desired filter. For example, Show only uncovered payments
Select the first payment and press the "Relate" button (Ctrl+D)

Settlement - Incoming payment window consists of 3 areas:
A) Incoming bank payment
B) Covered invoices
C) Uncovered invoices

5) In the lower list (C) we have unpaid invoices. To relate payment with invoice Press the "Blue arrow up" (1) or double-click on invoice to relate it. If there are several invoices, select them by holding the Ctrl key
6) With green arrows (1) switch between incoming payment documents
7) With the filter (3), you can quickly find the required invoice by number, amount, etc.

When the Incoming Payment is linked to the corresponding invoice, the amount in the "Uncovered" column in the Bank incomings list will be zero.

3. Outgoing invoice payment - manual data entry

Open the outgoing invoice to which the incoming payment should be linked > Payments > Documents > Outgoing invoices
Mark the desired entry and press Functions in the toolbar
Select Create bank incoming payment
Select Incoming Payment
Enter the required information manually
Save

6) Outgoing Invoices (debtors)

Unpaid outgoing invoices

Two ways to select unpaid outgoing invoices

1. List of all unpaid outgoing invoices:
OZOLS > Payments > Reports > Unpaid outgoing invoices

2. Outgoing invoices grouped by Partners :
OZOLS > Payments > Reports > Unpaid outgoing invoices (totals)

3. With the help of Filter , specify additional conditions for more accurate selection.

Payment reminders by e-mail

To work with debtors we recommend using the section created for this purpose. Press (F9) to open it. Info here .

To quickly send a payment reminders to several partners at the same time:

1. Filter unpaid invoices in section Unpaid outgoing invoices. Tutorial here .
2. Set the desired data Filter
3. To mark several records, press Multi select.
4. While holding the Ctrl key, mark  the necessary lines  with the mouse
5. Press  Functions
6. Choose:  Send a payment reminders via e-mail to selected Clients.

6) Outgoing Invoices (debtors)

Work with debtors (F9)

Pressing the function key F9 opens a window that opens a module with wide range of options for working with debtors.

List of debtors;
Summary of debt obligations;
Issued invoices;
Services provided;
Forming and sending payment reminders;
Sent payment reminders.

6) Outgoing Invoices (debtors)

Factoring - financing of outgoing invoices

If your company has a contract with a company that provides factoring services and you want to apply Factoring to the Partner:

1. Create a bank account group called Factoring for your company

OZOLS > Payments > Lists > Bank account groups
Add... New Bank account group named Factoring without specifying the account number!

2. When an invoice is issued:

Open the outgoing invoice
Press the Seller button
Selects Bank account Group – Factoring and close the window
Press the search button
Select New note. (If the noteFactoring has already been created, select it.)
When creating a new one, name the note - Factoring
In the Description field, enter information about Factoring rules.
This field is filled automatically from the defined note (5) information and is included in the lower part of the invoice in red letters
The created invoice is sent to the Partner and Factoring service provider.

6) Outgoing Invoices (debtors)

Unrelate a payment from an outgoing invoice

Sometimes it is necessary to unrelate a payment from an outgoing invoice. To do this, the following steps are required:

OZOLS > Payments > Documents > Outgoing invoices
Mark the invoice for which payment should be unrelated
Click Relate in the toolbar
In the Billing - Sales documents window, select Unrelate
Save changes.

If the payment is unlinked with the intention of making corrections to the payment order, then the payment must be re-added to the invoice afterwards . You will find the instructions here

6) Outgoing Invoices (debtors)

Mutual Settlement Comparison Act

The following steps must be taken to prepare the act of mutual settlement comparison:

OZOLS > Documents > Mutual settlement comparison act
A window opens New - Mutual settlement comparison act
Selects the required cooperation partner from the list
Document type - set Invoices
Press the button - Fill content
The act is ready for printing or sending by e-mail
Close the window by pressing Save

6) Outgoing Invoices (debtors)

Credit invoice for outgoing invoice

1. Creating a credit invoice for outgoing invoice

Open Outgoing Invoices
Find the invoice for which you need to register a credit invoice and open it
In the outgoing invoice window, press Functions and
Create a credit invoice
A new window will open - Credit invoice. You can enter the number of the credit invoice
Keep your credit score

2. Creating of Payment cancellation act for outgoing invoice with credit invoice

The list of outgoing invoices shows both the outgoing invoice and the credit invoice for this invoice (with a negative amount)
With Multiselect and holding the Ctrl key with the mouse, highlight both invoices
Functions
Selects Create settlement cancellation act. When the new act window opens, Save it
If necessary, invoices are confirmed by pressing

3. Where does OZOLS store settlement settlement acts for credit invoices?

7) Incoming Invoices (creditors)

Incoming invoice registration

Incoming invoice for one order
One incoming invoice for the several orders

1) Incoming invoice for one order

OZOLS > Freight forwarding> Documents > Trip/spedition

2) One incoming invoice for the several orders

OZOLS > Payments > Documents > Incoming invoices

If necessary, enter the name of the cooperation partner in filter (6)
activate Multi select (7)
while holding the Ctrl key, mark the required orders (8)
by pressing the Enter key or the button , orders are added to the invoice

7) Incoming Invoices (creditors)

Payment of incoming invoices - payment orders

Options for Payment orders:

Many Bank payment orders for many incoming invoices
One Bank payment order for one incoming invoice
Deleting and correcting a bank payment order

Incoming invoices registered in Ozola are paid by creating payment orders. We recommend exporting these payment tasks to an internet bank for fast bill payment.

There are various options for preparing bank payments, so we recommend OZOLS users to use the one that is convenient for them

1. Many Bank payment orders for many incoming invoices

The selected documents MAY be of different types (invoices, waybills), of different dates and from different Partners!

OZOLS > Payments > Documents > Incoming invoices
The necessary incoming invoices are selected with the help of the Filter
For example: Show only unpaid invoices.
Mark which invoices to pay - Select Multi select (Ctrl+Y) and, similar to Excel, holding the Ctrl or Shift keys with the mouse highlight the desired invoices.
Press Functions
Select: create bank payment orders for marked invoices
Selects the bank payment date
Specifie the bank account from which payments will be made
Press Continue
!!! Prepared bank payments are available: OZOLS ‣ Finances ‣ Documents ‣ Bank expenses

When creating payment orders for multiple invoices, they will all be created with ONE preparation date and from the same company's bank account

We recommend exporting the prepared bank payment tasks to the bank using the Data exchange with the bank functionality available in the system

2. Bank payment order for one incoming invoice

Linking one incoming invoice with the outgoing payment order.

If the Bank payment order has already been created in the Internet bank or another program, it is possible to enter it manually in OZOLS and thus register the payment of the incoming invoice.

OZOLS > Payments> Documents > Incoming invoice
Press the Functions button
Select Create bank outgoing payment order
Enter the required information from the bank payment order and save

3. Deleting and correcting the bank payment order

It is possible to correct or delete the payment order before it has been sent to the internet bank for payment. To do this, the payment order is first detached from the invoice:

OZOLS > Finances > Documents > Bank expenses;
Select the required payment order;
Press the Relate button . A window opens - Settlement payment order;
Select the invoice from which the payment order should be unrelated;
Press the Unlink button and save;

6. The confirmation of the desired payment order is removed;
7. Opens the payment order and make corrections or delete by pressing the Delete button

7) Incoming Invoices (creditors)

Export of bank payment orders

In the OZOLS system, it is possible to export the payment orders to the internet bank.
You only need to import the file created by Ozols in your internet bank and confirm the payments.

In order to make such a connection, it is necessary to create import and export folders on the computer's hard drive.
If you use several Internet banks, create own folder for each one, for example:
C:\bank\swed\export and C:\bank\swed\import.

OZOLS ‣ Data exchange with bank ‣ Lists ‣ Bank electronic payment system

1. Using the "New" button on the toolbar, you can add a new banking system.
To modify an already created banking system, double click on it.

2. In order to perform the necessary configuration for data exchange - you need to choose the appropriate system for your bank - for Latvian commercial banks it will be the standard of FiDAViSta.

For Import and Export, you need to specify the path to previously created folders on the computer - for example C:\banka\Imports and C:\banka\Exports

If a corresponding folder is not created on the computer, OZOLS will show it by marking the field red, if the folder is
found, the field will turn white.

3. Since only a separate folder is created for each bank, it is also necessary to add another folder to each bank in the system.
In addition to each bank, you can specify various options - whether outgoing payments will also be imported, or import
bank commission payments, etc.

Data exchange with the bank

1. To export payment orders to the bank, the "Data exchange with the bank" tool is used, which is available:

OZOLS ‣ Data exchange with the bank ‣ Tools ‣ Bank payments import/export

To use data exchange with your bank, it is important to select which banking system you will be working with (in cases where more than one bank's electronic payment system is connected to OZOLS TMS.

If OZOLS TMS finds payment orders that have not yet been exported and are marked for export (checked in the bank payment order in Ozols under Finance), the tool will automatically check "Export payment orders". If the system finds a bank export file, "Import bank statements" will automatically be checked.

2. In order to export the prepared bank payments from the OZOLS TMS, you need to mark the parameter:

3. As a result, a prepared .xml file has been sent to the folder C:\banka\Exports, which can then be imported into the selected internet bank!

7) Incoming Invoices (creditors)

Ferry ticket invoice

1. To register a ferry ticket create new incoming invoice

OZOLS > Payments > Documents > Incoming invoices > New

2. Connect Ferry invoice with Trip/Spedition

1) Select Ferry
2) Enter invoice information;
3) Add Service ;
4) Choose a service - Ferry (If not, create one);
5) Completed by Trip/Sped. and Car fields
6) Enter the Invoice amount and save;
7) Press the Functions button;
8) Attach ferry tickets to the invoice.

3. Linking ferry tickets to invoices

OZOLS > Freight forwarding> Tools > Ferry tickets linking with invoices

Window areas:

Invoice information;12
Ferry tickets attached to the invoice;
Search tools;
Ferry tickets not linked to invoices.

A ferry ticket is attached or detached from the Invoice by double-clicking on it.

It is possible to attach several tickets to one invoice.

Mutual clearing acts

The Mutual clearing act settles the financial obligations between the outgoing and incoming invoices of the business partner

To create a new Mutual clearing acts:

Ozols > Payments > Documents > Mutual clearing > in the toolbar press New
A new window opens Mutual clearing
In the header, indicate the date, document number, name (for example: according to the contract) and select the required cooperation partner from the list .
Press the Fill button
Choose Incoming invoices
5.1. The Unpaid incoming invoices window opens . By holding down the ctrl key, mark with mouse the necessary invoices and by pressing or with a double click of the mouse, add the invoices to the act
Press the Fill button again and select Outgoing invoices
6.1. The Unpaid outgoing invoices window opens . By holding down the ctrl key, mark with mouse the necessary invoices and by pressing or with a double click of the mouse, add the invoices to the act
Press the Equalize sums button
!!! the amount of covered amount on both sides has to be the same!
Enter currency, consent term and notes if needed
The created act is confirmed by pressing the button on the toolbar
To print the document, press the Print button on the toolbar to send to e-mail Mail
You need to press the button to save

Sample of Mutual clearing cancellation act act:

When the Reconciliation act is approved, the documents attached to it are linked, thus the debt amounts of the documents are canceled and the documents are considered paid.

The Reconciliation act can be posted in the same way as other payment documents.

7) Incoming Invoices (creditors)

Credit invoice for incoming invoice

1. Creating a credit invoice for an incoming invoice

Open Incoming Invoices
Finds the invoice for which you need to register a credit note and open it
In the incoming invoice window, press Functions and
Create a credit invoice
A new window will open - Credit invoice. You can enter the number of the credit invoice in this window
Keep your credit score

2. Payment cancellation act for incoming invoice with credit invoice

The Incoming invoices list now shows both the Incoming invoice and the credit invoice (with a negative amount)
With Multiselect and holding the Ctrl key with the mouse, highlight both invoices
Functions
Selects Create settlement cancellation act. When the new act window opens, Save it
If necessary, invoices are confirmed by pressing

3. Where does OZOLS store payment cancellation acts for credit invoices?

8) Data exchange with other systems

Data exchange with other Accounting software

Incoming and outgoing invoices and partner info lists can be exported to various accounting software.

The best solution for our customers is Ozols accounting software, which is fully integrated with OZOLS TMS.

OZOLS TMS currently supports:

- Finvalda
- Merit Aktiva
- Optimum
- Rekini.lv
- Tildes Jumis
- Zalktis

Export of documents to other accounting software can be programmed. Includes additional costs for programming.

8) Data exchange with other systems

Export of outgoing invoices

To perform the simultaneous export of several outgoing invoices from OZOLS for import into another accounting program, the following steps must be taken:

Open Outgoing invoices
OZOLS > Payments > Documents > Outgoing invoices
Press Multi select
Holding the " ctrl " or " shift " key and with mouse select invoices to be exported.
Press the Functions button
Selects Invoice export for another accounting system
Choose the desired accounting program from the list.
Specify in which folder on the computer to save the data. We recommend creating a separate folder
Save. Then open your accounting program and import the data from folder

9) Partner Relationship Management (CRM)

Who are partners?

1. All companies involved in the business are called cooperation partners
2. Partners can be divided in groups that you define in advance or OZOLS TMS defines it automatically.

OZOLS TMS automatically divides into the following groups:

Group	In which case OZOLS TMS marks the partner in the group
Approoved	If the partner's VAT number can be found in the EU VAT register
Client	If the Customer's order is registered on the partner
Carrier	If a Trip/Spedition is registered to a partner
Sender	If a partner is selected as the sender in the Customer's order
Recipient	If a partner is selected as the recipient in the Customer's order

Users can manually create and assign partners to other groups.

To see or change the group of Partner:

Open Partner card
Choose page- Other data
The check mark indicates to which group the partner is added

Partners can be filtered by group in the reports and in the list of partners.

Some of the more frequently used groups of partners and contacts : Forwarding company, Final (direct) customer, Combined loads, Full loads, Send holiday greetings, Send information about promotions, etc.

9) Partner Relationship Management (CRM)

Partner cooperation summary (F3)

The partner cooperation summary is opened by pressing the function key F3

This window displays the following information:

A) Partner name
B) Cooperation summary
C) Shortcuts to OZOLS TMS sections with Partner Cooperation information

9) Partner Relationship Management (CRM)

Partner information card

The partner's information card consists of the following sections:

Basic data
Other data
For bookkeeping
Other
Attachment(s)
Sales
How to find double partners?
Merger of Double Partners

1. Basic data

For European Union companies, we recommend that you start filling in the VAT code first, and then click on the blue arrow after the VAT code field to fill in the company name, legal address and company phone number from the EU VAT register

Important! The legal form of the company (e.g. SIA or GmbH) is in a separate field to limit the formation of duplicate partner entries and to make it easier to search for partners

Language of communication : Language in which OZOLZ TMS will automatically generate documents for correspondence with the Partner (Client order, Transport order, Invoice, Payment reminders, etc.)

There are 3 phone numbers in the partner's basic data : 1) General company's phone number 2) Contact person's phone number 3) Loading or delivery address phone number

Carrier or Customer status: Partner has 6 statuses: 1) Deleted and Do Not Cooperate - the software will not allow to add Customer orders and Transport orders; 2) Poor paying - when adding a Customer order the software warns the user 3) Neutral - default 4) Good paying; 5) Very good

Notes: This field can be used to enter specific information in free text that needs to be taken into account when processing an order or invoicing. If the partner has information in this field, the software will alert it with an exclamation mark in the customer's order.

Contact persons: Add here the contact persons of the Partner with whom you communicate regarding the execution of orders. This information makes it easier to register orders and send emails.

Address: Partners must have the Legal address and postal address attached if they are different. Delivery and loading addresses added during cooperation will be automatically included in this section of the Partner card.

When entering an address, we recommend that you search for it and check it on Google Maps. To do this, press the magnifying glass button before the street field in the Address form

2. Other data and Billing configuration

Bank accounts: Bank accounts added here, which can be selected when entering supplier invoices, then imported and paid via internet banking when paying

Partner groups: Mark here the groups to which the partner belongs. If necessary, you can add Partner groups: CRM (Partners) > Lists > Partner groups

Carrier's price per 1km: When entering the carrier's price per 1km, the program itself calculates the freight price if the kilometers traveled in the Voyage/Expedition are filled in

CMR insurance: CMR insurance term can be set in 2 ways. 1) One CMR insurance end date is set for the carrier, if the carrier insures all its cars. 2) CMR insurance is entered for each machine separately, if the carrier does not insure all its machines with one insurance policy.

CMR insurance control: performed before saving the voyage/expedition or in the report Freight > Reports > Expiration

Default Currency: is the default payment currency for the customer's order

Total credit limit: If the customer has specified a credit limit and it has been exceeded, the program can be configured so that before saving the Customer's order, the program warns that the credit limit has been exceeded or prohibits the entry of the Customer's order

Credit limit for overdue invoices: If this limit is exceeded, Ozols will not allow accepting a new order from the customer

Fuel surcharge

Cooperation agreement number: If the field is filled, it will be displayed in the printout of the Customer's order

Prohibit acceptance of a customer's order if the payment is overdue by more than ... days: This function does exactly what it says

Default company - See Working with multiple companies

Customer Payment Due Date: is the default invoice payment due date for customers

Due date for incoming invoices: This information helps you track the payment of incoming invoices

Cash discount for the customer

Cash discount for incoming invoices

Bank account group: If your company has several bank accounts, here is an opportunity to specify which account to present to the client on the invoice.

Appearance of the order in the invoice: In this section it is possible to configure the Order information included in the invoice

Appearance of the address in the invoice: not to show or to show and if to show, then what to show

Appearance of cargo volume in the invoice: not to show or to show and if to show, what to show

Features that can be turned on and off:

Do not show date of delivery in the invoice
Do not show the sender and recipient on the invoice
Do not show base currency in currency invoices
Do not group Multibooking services in the invoice
Print orders in the invoice attachment
Print orders with a signature depending on configuration:
1. With scanned manager's signature and company stamp
2. A text "The invoice is prepared electronically and it is valid without a signature"
3. Order printed with space for a signature and stamp to put later manually.
Lock data entry
Print the order without a scanned signature
The customer issues the invoices himself (self-billing)
Add debt/overdraft to the current invoice

3. Other conditions

Trailer types: Freight forwarding can be added in the list: Freight transport > Lists > Vhiecle types

Document deadlines: this list includes various carrier and driver deadlines, it is possible to add deadlines. You can add term types in the list: Freight > Lists > Term types

Examples of term types: Driver's license, driver's code 95, driver's medical certificate, driver's professional doctor's certificate, driver's travel insurance, driver's Passport, or ID card

Shipping payment terms: If the Partner is a Carrier on the basis of the contract, in this section it is possible to configure the terms of cooperation.

4. Attached files

In the attached files section, you can add various files to the Partner card . For example, you can add ADR permit, CMR insurance policy, certificates, etc. files to the carrier

If, for example, you have added an ADR permit or CMR insurance to the carrier, then when preparing the Customer's order, you can easily add these documents and send them to the customer.

5. Sale

In this section it is possible to:

Add main Manager for Client
Add two cargo managers
Specify cargo directions
Take notes related to the sale
Send an e-mail to the Partner
New Activity (CRM) - an easy-to-use customer relationship management system
New price offer
Plan the number of orders

6. How to find double partners?

1. Group data by Name or VAT number. How to do it, see: Data grouping
2. If the name of the company is entered twice, then the "Number" column will be greater than 1. Place the mouse cursor on the entry and in the list on the left you will see companies with the same names
3. Sort the data in the list by left and check companies for similar names

7. Merger of double partners

It is not uncommon for the same company to be entered multiple times. In such a case, the Merger of Partners must be performed.

To combine the data of two companies into one:
1. Both companies must have the same VAT number. This condition is created for security reasons.
2. In the list: CRM (Partners) > Lists > Partners, select Partners to be deleted and press the Del key or open the partner's card and press the command button "Merge partners with deletion" (it is the command button to the left of the Save command button)

3. Mark the companies to be merged
4. Press the command button "Replace and delete"

10) Tips and Tricks

Forwarders' work surface (F8)

The Forwarder surface is created specifically at the request of our customers and combines functions that are directly related to the freight forwarder's work. It provides an opportunity to quickly select the necessary records with the help of filters, to plan and manage the Forwarder's work.

Forwarders work surface is opened by pressing Function key F8 , or Main menu > Window > Forwarders desktop

The forwarder desktop includes:

Client orders : All customer orders together;
Services : All services provided together;
Trip/Spedition: All Trip/Speditions and their cargo;
Vehicles: all information about your and contractors' machines;
Terminal deliveries : Trip planning for terminal cargo;
General planning: Adding loads to flights;
Delivery : Current trips and it's cargo information;
Client Analysis: Work with clients - frequency, volumes, settlements, etc.;
Carrier analysis: Together, the directions of the carriers, profitability, etc. are visible;
Comes in terminal : Operations with incoming cargo (status, CMR labels, etc.);
Takes away from the terminal : Operations with outgoing cargo (status, CMR labels, etc.);

A) Filters for record selection;
B) Selected Entries .

10) Tips and Tricks

E-mail alerts

Ozols TMS already has standard automatic alerts set up by default, which are sent to the responsible persons by email. However, it is also possible to set them up individually for each user of OZOLS TMS.

Warnings are divided into:

User orders (created by user)
Orders available to the user (e.g. head of department)
Orders of all users (e.g. company manager)

Standard automatic warnings:

Prepaid invoices are not paid until loading
The revenue of the customer's order does not match the total amount of the issued invoices
Delivered cargo has not been invoiced
For customers whose order volume decreases or increases
No prepaid invoices issued
For open flights , the amount of cargo specified in the Customer's order does not match with what entered or left the warehouse
Cargo is not added to the trip
Cargo has been added to the trip
Payment for invoice received
Information about debtors

Additional warnings:

Orders for which POD ( CMR ) is not sent
Orders for which POD ( CMR ) is not received
Customers credit limit is approaching or has already been exceeded
No invoice received within 60 days
No data entered for own trips
Documents are missing postings
Unsent invoices
Cargo is not included in the trip
Permission expiry dates for Cars/Trailers
Birthdays of client contact persons

10) Tips and Tricks

Order information in foreign language

Because clients and suppliers are from different countries, documents often need to include information in a foreign language.

Ozols TMS allows translation in client's language, for example content of invoice - Type of service; VAT rate explanation; Payment term

How to translate information into the client's language?

1. Translation is possible for fields that have a symbol on the right side. It opens a window where you can enter the required translation.

Service type translation into a foreign language

OZOLS > Payments > Lists > Service types
Choose the service that needs translation
Press the translate button
Fill in the translation in corresponding language

10) Tips and Tricks

Client address in foreign language

Outgoing documents can include the Partner's contact details in a foreign language. To set this :
1) Indicate the preferred language of contact on the Client Card;
2) Translation of the contact details.

Ozols > Contacts > Lists > All partners > [Open Partner card]

Translation is available for the following fields of the Partner card:

Company Name
Contact person
Address

To enter a translation:

Select the desired field and press the right mouse button ;
A window opens in which you choose translate ;
Make an entry in the desired language and save.

In future outgoing documents, OZOLS TMS will insert contact information in the Partner's language.

How to change the Document's sequence number

For documents that have automatic sequential numbering, it is possible to set the number of the next document.

Open the desired document (e.g. outgoing invoice)
In the Number window, press the right mouse button . A window opens - Configure next document number
In the Continue numbering from window, enter the desired number
Save changes

10) Tips and Tricks

Work with several companies

How to work if you have access to several company data bases?

Switching between companies
Choose the company in the New Customer's order
Set the default company for the cooperation Partner
Access shortcut to database of the other company
How to change the company for a created order?
How to change company for incoming invoice?
Working with separate databases of several companies

1. Switching between companies

Help
Choose company
Select desired company
If you check the Consolidation, the data of all companies will be displayed together. If not, they will be separated!
If you check the option to choose the company will be given when opening OZOLS TMS

2. Choose the company in the New Customer's order

3. Set the default company for the cooperation Partner

It is possible for you to determine which of your companies to use by default in cooperation with the specific Partner.

Open the Partner card;
Open the Other data section;
Select Default Company.

4. Access shortcut to database of the other company

If you have two or more companies with separate OZOLS TMS access , it is possible to create a shortcut to each of these companies. Instructions can be found here .

5. How to change the company for a created order?

If you have several companies available and you have entered the Customer's order and/or Trip/Expedition to the wrong company

Open the Customer's order or Trip/Spedition
Press Shift +F4
Change company
Click the Edit button
!!! Close the Customer's order or Trip/Spedition by pressing the Cancel button !!!

If the Invoice is also already issued from the wrong company, it must be deleted and a new Invoice created after correcting the company (shift+F4).

6. How to change company for incoming invoice?

Open the Customer's Incoming Invoice
Press Shift +F4
Change company
Click the Edit button
!!! Close the Incoming invoice by pressing the Close button!!!

10) Tips and Tricks

Access shortcut to another company's database OZOLS TMS

If you have two or more companies with separate access to OZOLS TMS , it is possible to create a shortcut to each of these companies. Benefits:
1. You only need to enter a password when opening company database;
2. Open and work with several companies at the same time.

1) press search on the Windows desktop ;

2) OZOLS is written in the search field ;

3) Select Open file location ;

4) Select Open file location again until a folder opens where you can see a file called OZOLS.EXE

5) Create a new Folder with the name of the desired company.

6) Copy the OZOLS.EXE file and place the copy in the newly created folder .

7) Create a shortcut to the new OZOLS.EXE file on the desktop and rename it to fit the name of the desired company.

8) Open Functions with the right mouse button and select Properties.

9) In the Target field , add the already existing record with server, company database and user information:

Server – Name of the server on which the company OZOLS TMS database is located;
Database – the username assigned to the company in the Ozols database;
2 - the number two, which must be entered before the user's name;
User – the username assigned to your Ozols user account.

There must be a space between these entries !

When the record has been updated, close the window by pressing Apply and Ok .

Congratulations ! You have created a separate access to the company account in OZOLS TMS!
Now you can simultaneously open all companies that are available to you in OZOLS TMS on your computer.

10) Tips and Tricks

How to Delete ferry ticket

To delete an incorrectly created ferry ticket:

Open the incorrect Ferry Ticket through Trip/Spedition
Delete the Trip number from ticket and Save changes.
OZOLS > cargo transportation > Reports > Ferry tickets
Find the record you want, use the filter if necessary
Press Delete
Confirm the deletion of the record

OZOLS TMS - ENGLISH

Instalation

1) Installing

2) Log in

3) Changing of password and user information

To change your password:

To add or change your user data:

4) Signature with stamp on orders and invoices

5) E-mail settings

6) Incorrect letters in your local language?

7) Unable to connect to OZOLS TMS

If by connecting to OZOLS TMS you encounter the message:

1. If the Notification waiting time is less than ~5 seconds:

2. If waiting time for Notification is more than ~5 seconds:

8) E-mail server configuration for work with Ozols TMS

1. To send Gmail emails from within OZOLS TMS, follow these steps:

2. To send Microsoft e-mails from OZOLS TMS, you must perform the following steps:

Configuration and data import

User data import

Business partner database import

Linking car navigation to Ozols TMS (API keys)

Benefits:

Car data import

Driver data import

Import of fixed costs (MTPL, CASCO, Leasing ...)

Type of transport

Basic principles

Main window layout and commands

Browser

Main menu

Toolbar

Customize Toolbar

Open Windows

Shortcuts to frequently used forms

1. Function keys

2. Opened windows and Function key summary

3. General key combinations in OZOLS TMS

Filter

Search window

How the search window works:

Two search windows:

Recording and editing history

Record history information:

To view Record history:

Columns - adjusting the design and content

Adjusting Column width

To change the column width:

Customize column content and order

Defined columns

To create a selection of Defined Columns

Multiselect - highlight the desired rows

Calculator - sums of highlighted rows

Print or export selected data to Excel

Own Transport

New Trip with own transport

1. Create a New Trip (F7)

2. Adding cargo orders to the trip

3. Adding costs to the trip

Adding the costs of the trip

Trip with your own vehicle

1. FIXED COSTS

1.1. ADDING FIXED COSTS FROM EXCEL FILE

First step: check the import template.

Step Two: Organize the data in an Excel file

Important :

Step three: Data import

2. VARIABLE COSTS

2.1. ADDING VARIABLE COSTS MANUALLY

2.2. IMPORT OF VARIABLE COSTS FROM EXCEL FILE

First step: Prepare the template

Step two: Import checkques

2.3. NEW VARIABLE COST (CHECK) IMPORT TEMPLATE

First step: Make sure the card type exists and create a new one if necessary.

Step two: Create a new template

Step Three: Configure the new template

3. NET SALARY AND SALARY TAXES OF THE DRIVER

3.1. NET SALARY OF THE DRIVER(salary after taxes)

3.2. PAYROLL TAXES

4. ADVANCED EXPENSES

5. REPAIR EXPENSES

3.1. NET SALARY OF THE DRIVER
(salary after taxes)