GUIDE TO APOLLO AGGREGATES & ASPHALT
CHANGES IN SCREEN 2 (ORDERS SCREEN) WHEN CREATING AN EPOD JOB Jobs are created in the same way as pre-ePOD jobs. Once the material has been selected the yellow ePOD flag appears on the job. Continue to populate the details on the job screen as usual.
Once you hit save, the ePOD contact details box pops up. The email addresses and phone numbers will pull through from the quote. If no email addresses or phone numbers appear this means they are missing from the quote. Please remember to advise the customer of what notification preferences have been setup and confirm the email address or addresses we have listed. If there is a phone number to receive SMS notifications this should also be checked.
Please note that not all quotes will have a mobile number, but we would expect the majority to have email addresses added. The email addresses and phone numbers can be altered in this screen, however this will not update the details held in the quote in SAP. If the customer makes a request for a permanent change this will need to be done in the quote. If you need to add or remove an email address you do this in the same way you would alter the order number for example. Once you are happy the details in this pop-up are correct and have confirmed them with the customer, press enter to save and generate the job number.
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CHANGES IN SCREEN 1 (PLANT SCREEN) WHEN CREATING AN EPOD JOB Collect jobs can still be created in the ticketing screen the same way as pre-ePOD jobs. Once the depot has been entered the yellow ePOD flag appears in the job.
Continue to create the job as you usually would. Once all the details have been entered and you press save, the customer email address box will pop up. Complete as required, press Enter to save details You can then save the job and continue with the usual ticketing process
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CHANGES TO THE SCREEN WHEN TICKETING AN EPOD LOAD All vehicles are booked in and out in Apollo in the same way as you would when dealing with paper tickets. Once the job number has been added the yellow epod flag is shown on the screen.
When you are ready to generate the ticket press F12 as usual. This will now send the ticket to ePOD rather than to the printer for a paper ticket to be issued
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Once the ticket has been sent to ePOD you will see the message telling you it was successful at the bottom of the screen, you will need to press Return to continue.
You will then be asked if the ticket has arrived on the drivers device for delivered loads or the weighbridge device for collect loads.
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If the ticket has arrived on the device enter Y and press Return. If the ticket has not arrived on the device, enter N and press Return. Pressing N will prompt ePOD to be overridden and a paper ticket will be produced - This option must only be selected if the system has failed and the ticket has not arrived on the device, or for a genuine reason why a paper ticket would be needed. The amount of paper tickets generated will be monitored and may result in further action being taken. For delivered loads, selecting Y here ends the ticketing process.
Collect loads also have the option to print a delivery note following the previous step. Again, select Y or N. N no note will be printed
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If Y is selected this will print on the new tickets in the printer. This is a delivery note only - the ticket needs to be signed for and completed on the weighbridge collect tablet. It is the ticket completed on the tablet which will be stored as the signed POD on the system.
You will be asked if the ticket printed OK - select the relevant option. The ticketing process for this load is then complete.
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HOW TO CREATE A MANUAL TICKET IN PODFATHER
If manual tickets are required for any reason, these are no longer to be handwritten on tickets from the printer. These will now be created on the relevant devices - on the drivers for a delivered load and on the weighbridge collect device for a collect load. All tickets are to be completed by the weighbridge. You must ask the driver for their device if the load is delivered. To add the manual ticket on the device you need to be in the PODFather app.
Select the icon to make the menu appear. Select the appropriate manual ticket option from the list.
Press to start manual ticket creation.
Fill in the details, all boxes marked with * are compulsory, without data in these spaces you will not be able to progress with the ticket. For collect loads enter collect in the delivery address field. If you know the job number or quote number add this too, however this data is not compulsory. If you add this it will ensure the ticket is linked to the correct job and will charge the correct customer. 9
If the manual ticket is a cash sale ticket you will be asked to enter the cash values, Net, VAT and gross and then press continue.
For collect loads you will then be taken to the customer name and signature screen.
If the ticket is not a cash sale load you will not see this screen. Press Start Manual Ticket.
Once all the boxes have been populated, select if the appropriate response to the cash sale question, press continue. The customer must then type in their first and last name using the keyboard
For delivered loads pass the tablet back to the driver at the start job screen.
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The customer must then sign their name on the tablet and press save.
Press Complete job to end the manual collect ticket process.
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HOW TO GENERATE A PAPER TICKET FOR AN EPOD LOAD
At this point in the ticketing process you have the option to send the ticket non-ePOD and be printed on to paper. This will revert to the old paper ticket process, the load will need to be signed for on the paper ticket. A copy will need to remain on site, with a signed copy being sent to the office for scanning. No information will need to be completed on a device.
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This is only to be done for genuine reasons. All paper tickets created will be monitored and may result in further action being taken.
HOW TO PRINT A RECEIPT FOR AN EPOD COLLECT LOAD
Collect loads have the option to print a delivery note.
Select Y to print the delivery note. *Note* This is a delivery note only the ticket needs to be signed for and completed on the weighbridge collect tablet. It is the ticket completed on the tablet which will be stored as the signed POD on the system.
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You will be asked if the ticket printed OK - select the relevant option.
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HOW TO REPRINT A DELIVERY NOTE / RECEIPT
In the ticketing screen (screen 1) type PRINT at input command and press Return.
You will then be asked for the ticket number you wish to reprint the delivery note for, enter this and press Return.
You will then be asked if that is the correct number you wish to reprint, the ticket number and job details will be displayed, check these are for the correct load you wish to reprint the delivery note for If you select Y the delivery note will print, if you select N you are taken back to the input command screen where you must start the process again in order to reprint **Note** This is only to reprint delivery notes / receipts that have been completed on the tablet
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HOW TO VIEW THE EMAIL ADDRESSES AGAINST A JOB
Go in to change the job.
Once you are in change press F1.
The email address box will appear. You can view or amend as required. Press Enter to save changes or 0 on the numeric keypad to escape without saving changes.
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HOW TO ADD AN EVENT TO A TICKET
The way we block tickets is changing. The old G block with free text is being replaced by events.
PODFather events will be raised directly from the tickets as the workflow is being completed.
Weighbridges will no longer be able to cancel tickets, but will be able to create an event for a ticket to be cancelled.
Events are various activities which occur once the ticket has been produced which may or may not affect the sales order to the customer or the payment to the haulier. All events should be recorded, but not all events will block. The non blockable events are there for information only, should we need to look back at the delivery information at a later date.
SAP events are created in ZCOD.
The events screen is accessed the same way as the ticket cancelling / G block screen was, by pressing delete from the input command in screen 2.
Fortek events are raised by accessing the add on screen, in the same way as you would previously to G block or cancel a ticket. Once you are in this screen you will see the new events page, it does look noticeably different to the old blocks page.
Events can be created in PODFather, Fortek and SAP.
Enter the relevant depot code, press Return, enter the ticket number you wish to add the event to and press Enter.
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As you can see this looks different to the previous add on screen. You can no longer cancel the ticket, press Return to continue.
The blue bar at the bottom of the screen shows you the new options. You can press the Insert key to add a new event, or to see any events already listed press the Tab key.
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Pressing Insert to add a new event will take you to this screen. The available events are listed, select the relevant event by scrolling up and down using the arrow keys or by typing the code, for example GC09 for customer cancelled. Once you have the reason you require press Enter.
You can see the event selected is displayed and you now have the option to add additional comments. Once the comments have been added press Enter.
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You can then see the event listed against the ticket. You can press insert to another event, or press tab to see details on the event(s) listed.
*NOTE* when selecting an event with a value, you must add this value in the quantity / amount line in order for the event to save.
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This is how the screen will look when going to add an event to a ticket which already has events created.
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SPLIT LOADS
Split loads are a little easier with ePOD. The system will still create a ticket per material, however the customer only signs once on the first ticket created for the split. The name and signature is then replicated to the other ticket(s). This is the same for both delivered and collect loads. The usual workflow for each will be applied to the first ticket and replicated to the rest fo the tickets in the split. Once both tickets have been generated you will be asked if the ticket is on the relevant device - complete as you would for a single load
All materials in the split will be listed on the electronic ticket for the customer to verify the details and sign for
Only the first ticket will be on the device - again complete as you would a single load ticket
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Fill in the details, all boxes marked with * are compulsory, without data in these spaces you will not be able to progress with the ticket. If you know the job number or quote number add this too, however this data is not compulsory. If you add this it will ensure the ticket is linked to the correct job and will charge the correct customer.
Once the ticket is completed on the device all electronic copies are created with the timestamps, name and signature duplicated from the first.
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RETURNED LOADS
If a driver has any material to return to from a delivery, this will be logged via the workflow on the drivers device. If the material is returned to a Tarmac site, the weighbridge operator will be required to complete a few steps on the drivers device.
When the haulier arrives at the returned location they are asked if the weighbridge operator is present. The following details the process if the weighbridge is available.
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The haulier will hand you the device for the returned tonnage to be entered, you are required to type and sign your name and press complete job.
REDIRECTED LOADS
If a load has left our site and is on the way to customer / site 1 but for some reason we need to forward the haulier on to customer / site 2, we can now issue a secondary ticket with the correct customer and site details for where the load will be tipped. This allows the secondary customer to sign for the load on a ticket with the correct details. The first ticket issued should have an event added to it so this blocks allowing customer charges and haulier payment to be amended as required.
Select the most relevant event, for example GC09 Customer cancelled after despatch. Add the secondary ticket number to comments of the event raised against ticket 1. The second ticket should be generated as if the vehicle is on the weighbridge. The tare, net and gross weights should be taken from the first ticket. Confirm via phone that the second ticket is on the drivers device.
The driver should reject the first ticket with a brief explanation written in the haulier comments as to why it is rejected. This will then remove the first ticket from their tablet. Only the second ticket will remain, allowing the delivery to be completed as usual.
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HOW TO CANCEL / REMOVE A COLLECT TICKET FROM THE SITE TABLET This process explains how to get an incomplete ticket off the collect tablet. For example, if the ticket generated is for an incorrect customer, material etc. You will need to cancel the ticket in Fortek via the events screen - select GW03 Ticket Cancelled add comments as to why the ticket was cancelled. Go into the ticket on the collect tablet, type Cancelled Ticket in the customer name and sign your name on the customer signature screen. Press complete job.
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CHANGES TO COPY JOB FUNCTIONALITY
If you are copying a job where the email addresses and phone numbers held in the job you are copying are different to what is held in the quote in SAP you will be made aware of this. You must press return to continue.
As you can see you now have two options. You can press / on the numeric pad or Enter to revert to the data held in the quote, or to remove all email addresses and phone numbers and add new information press N. Press Enter to continue with saving the job.
Any further questions should be directed to the ePOD Support Desk on: 0345 071 1350 or via e-mail: tarmac_support@peak-ryzex.com
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EPOD HELPDESK
0345 071 1350
TARMAC.COM
VERSION 1.2 / NOV 18
SBN/1118
Tarmac_support@peak-ryzex.com