Document Checklists

With the latest update of TrakIT, we've introduced a new way for you to maintain Document Checklists for shipments. Very often, some documents or requirements are forgotten during the course of a shipment. The Document Checklist feature sits within the Documents tab within a work orders and provides an overview of all documents for the shipment.

Before this feature can be used, the Corridor Administrator must set up the specific documents required for the corridor. Go to Admin > Corridor Definitions > Select a Corridor. In the corridor definition page, select the "Document Checklist" section and click 'Create' to add new documents. In addition to the document name and description, you can specify whether the original document or a copy is required.

Documents added here are automatically displayed on all work orders (there is no need to add them to past or existing work orders). They can be re-ordered as required.

In a work order, the document checklist is displayed within the Documents tab. The Upload Documents table has been re-sized to be smaller.

Clicking on the status of a document allows you to change the status of a document. The name of the user changing the status is logged. An entry is made into the Work Order Audit log as well.

For any feedback, suggestions, questions or concerns, please contact TrakIT Support.

Work Order Volume and Entity Credit Status

With the latest update of TrakIT, two new features (among other changes) have been added:

Work Order Volume

A volume field has been added to the work order header. This is to facilitate LCL shipments and Air Freight as well. The volume is always measures in cubic meters (m³) and must always be less than 1,000 m³. Accuracy is maintained to three decimal places.

The field is not mandatory by default, but it can be made mandatory for specific corridors by selecting the field in the Corridor Definition > Mandatory Header Fields section.

You can specify the volume for each work order at the time of creating the work order, or when modifying the header of a work order.

The Volume is available for export in Custom and Advanced reports as well, under the "Header" source.


Entity Credit Status

It is now easy to maintain a record of an Entity's credit status. This will largely apply to repeat customers and even transporters.

In then Entity Management section, click on an Entity to open the details of the entity. Select the "Credit Status" tab. You can add a new status entry with information like Credit Type, Credit Days, Credit Limit, Credit History and remarks.

Once an entry has been added, it cannot be deleted, only cancelled. Please note that Credit Status entries can only be made by users with Finance Admin role or SysAdmin role. All other users, are able to see the information only.

The Credit Status section is the first of several upcoming changes including a new Finance Module in TrakIT.

For any questions or concerns, please contact TrakIT Support.

Work Order Count and Fill Rate for Event/Data in Corridor Defintion

With the latest update of TrakIT, we've made a slight addition to the event and data view in the corridor definition.

The tables now include the number of work orders where the event / data field is used as well as the fill rate in percentage.

The Fill Rate is defined as the percentage of events/data that are not empty and not "TBA". This gives the administrator a very good overview of fields that are rarely being used and these can either be deactivated or removed entirely.

For any questions or clarifications, please contact TrakIT Support.

Improve your Data Quality

It is quite common for users to miss updating some fields in TrakIT. These could be header fields, events or data fields. This leads to incomplete shipment data, resulting in inaccurate or incomplete reporting to customers and others.

With the latest update of TrakIT, we've implemented a new feature to help improve data quality. Events in a corridor can now require other data fields to be populated before TrakIT will allow the event to be populated. This can be set for each event independently via the Corridor Definition page.

For example, you can specify that the event "ETA Vessel" can only be populated once the name of the vessel has been entered in the data field. Or, you can specify that the event "Loaded on Truck" requires that the Transporter has been specified in the header.

Once a requirement is set, TrakIT will not allow an event to be populated with a date or "NA" until the requirement is met. It is, however, still possible to populate the event with "TBA".

Other Changes

These are some of the other changes in this update:

1. The size of Item List field for Data fields has been increased to 500 characters to allow for longer lists.
2. When performing a bulk update via email, you can now specify and additional keyword "IgnoreSequence" (without space) in the subject line to disable sequence checking when updating events. This will work only for users with "PowerUser" role or above.

For any questions or concerns, please contact TrakIT Support.

Zipped Reports and Mandatory Header Fields

This new update of TrakIT bring the following features among others:

1) Zipped Reports

In the last update of TrakIT, we updated the main Excel component that generates Excel reports. Unfortunately, this has caused some false positives on some email filters for a few customers that caused the Excel reports to be removed from the email. Oddly enough, the emails were let through if the Excel files were zipped and attached.

For such instances, we have implemented a zip feature on Custom, Advanced and SQL reports. When creating the subscriptions for these reports, a "Zip Report" option is now available. When selected, the attachment file is zipped into the standard .zip file format.

Please note that the report will be zipped only when sent via email. Previewing the report within TrakIT will not generate a zip file.

2) Mandatory Header Fields

In many instances, users forget to populate important header fields such as Carrier, Origin Depot,  etc. when creating work orders. To prevent this, we've added new functionality within the corridor definition whereby Admins can select which fields from the work order header should be mandatory when creating work orders.

Go to Admin > Corridor Definitions, select a corridor and then select the "Mandatory Header Fields" section. A list of header fields is displayed (not all) where you can select the ones you want to be mandatory when creating work orders. Remember to click 'Save' once done. The "Shipper/Receiver" field is always mandatory.

3) Create Work Order Page Redesign

The page for creating new shipments has undergone a slight re-design. It now uses tabs to prevent users from having to scroll down too much. The corridor selection has been moved to the top and the user must select the corridor before anything else is shown.

For any questions or concerns, please contact TrakIT Support.