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Dispatch Manual

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Columbia Fuels Dispatch Manual
Document Maintenance and Approval
Document Information
Document Maintenance and Approval
Business Parkland Fuel Corporation
Division Columbia Fuels
Document Title Columbia Fuels Dispatch Manual
Author Dylan Atkinson
Version 1.0
Status Complete
Revision Date Short Description
Version 1.0 December 2013 New training manual

Change History
Dylan Atkinson December, 2013

Prepared By
Approved By
Director of Operations December, 2013

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Columbia Fuels Dispatch Manual
Table of Contents
Overview 4
Viewing Delivery Tickets - Not Assigned 5
Viewing Delivery Tickets - Assigned by Truck 7
Assigning a Delivery Ticket to a Truck 9
Understanding Assigned vs. Onboard 12
Moving a Delivery Ticket to Another Truck
Moving a Ticket that is Assigned 13
Moving a Ticket that is Onboard 15
Cancelling a Delivery Ticket 16
Updating a Delivery Ticket 18
Viewing Completed Deliveries 20
Print a List of Tickets, by Truck 21
Glossary 22
Index 23
Table of Contents
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Columbia Fuels Dispatch Manual
Overview
Overview
AWE is the software used in dispatch at Columbia Fuels.

In AWE, an order for a fuel delivery is called a delivery ticket, or
more simply, a ticket.

Another program, called Infosys, is used to create delivery tickets.
Tickets are then transferred into AWE, where the dispatcher can as-
sign them to a truck, and perform other tasks.
The main screen of AWE
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Columbia Fuels Dispatch Manual Viewing Delivery Tickets - Not Assigned
Viewing Delivery Tickets - Not Assigned
New delivery tickets are called not assigned, until they are
assigned to a truck.

Open the NOT ASSIGNED screen.
From the main screen, double click on the NASSG button.
A new screen opens, showing delivery tickets that are not assigned.
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Columbia Fuels Dispatch Manual Viewing Delivery Tickets - Not Assigned

The tickets can be sorted by each column. Click on the corresponding
column header to sort by that subject.

For example, sort the tickets by address.
Click the ADDR column header.
Depending on the situation, you may also wish to sort by:
Customer Name
City
Delivery Date
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Columbia Fuels Dispatch Manual Viewing Delivery Tickets - Assigned by Truck
Viewing Delivery Tickets - Assigned by Truck
Open the ASSIGNED BY TRUCK screen.
From the main screen, click the ASSG BY TRUCK button.
Indicate the truck you wish to view.
Type the truck number into the TRUCK field and hit ENTER.
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Columbia Fuels Dispatch Manual Viewing Delivery Tickets - Assigned by Truck

Here too the tickets can be sorted by each column. Click on the corre-
sponding column header to sort by that subject.

For example, sort the tickets by address.
Click the ADDR column header.
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Columbia Fuels Dispatch Manual Assigning a Delivery Ticket to a Truck
Assigning a Delivery Ticket to a Truck
In the NOT ASSIGNED screen, highlight the ticket you wish to assign.
Click anywhere on the ticket.

Indicate which truck will be assigned the ticket.
Type the truck number into the TRUCK field and hit ENTER.
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Columbia Fuels Dispatch Manual Assigning a Delivery Ticket to a Truck

Tickets may now be assigned either immediately or for a future date,
depending on when the delivery should be done.

If the delivery will be done today, then assign the ticket immediately.
With the ticket still highlighted, click the IMMED TODAY button.
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Columbia Fuels Dispatch Manual Assigning a Delivery Ticket to a Truck

Alternatively, you may assign the ticket for a future date.
Click on the ASSIGN DATE drop down box.
Select the future date from the calendar that appears.
Click on the ASSIGN FOR DATE button.
Once the ticket is assigned, you can click the REFRESH button to view
an updated list of tickets that are not assigned. This newly assigned
ticket will disappear from the list, as it is now assigned to a truck.
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Columbia Fuels Dispatch Manual Understanding Assigned vs. Onboard
Understanding Assigned vs. Onboard
It is important to understand the difference between a ticket being
assigned to a truck, or onboard a truck.

Each truck has a computer that communicates through a modem with
the dispatch server. This communication happens automatically, but
not always immediately.

A ticket is assigned once the dispatcher assigns it to a truck in AWE.

A ticket is onboard only once the truck computer communicates with
the dispatch server, and downloads the newly assigned ticket.

Of note, drivers can only use a ticket once it is onboard their truck.
They will not see it in their truck it if it is only assigned.
Some tickets are assigned (Assg) and some are onboard (Onb)
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Columbia Fuels Dispatch Manual Moving a Delivery Ticket to Another Truck
Moving a Delivery Ticket to Another Truck
There are two processes for moving a ticket from one truck to anoth-
er, depending on whether the ticket is assigned or onboard.

Moving a Ticket that is Assigned

From the ASSG BY TRUCK screen, open the TICKET REVIEW window.
Double click anywhere on the ticket.

A new window will appear, providing more options.
Click on the OPTIONS button.
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Columbia Fuels Dispatch Manual Moving a Delivery Ticket to Another Truck
Unassign the ticket.
Click the UNASSIGN button.

Indicate the new truck the ticket will be moved to.
Type the new truck number in the TRUCK field.

Assign the ticket to the new truck.
Click on the IMMED TODAY button
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Columbia Fuels Dispatch Manual Moving a Delivery Ticket to Another Truck
Moving a Ticket that is Onboard

From the main screen menu open the PULLBACK screen.
Click the TOOLS menu tab.
Click on PULLBACK.
Indicate the truck that currently has the ticket.
Type the truck number in the TRUCK field.

Highlight the ticket you wish to move.
Click anywhere on the ticket.

Indicate the new truck that will receive the ticket.
Type the new truck number above the PULLBACK button.

Move the ticket.
Click the PULLBACK button.
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Columbia Fuels Dispatch Manual Cancelling a Delivery Ticket
Cancelling a Delivery Ticket
Find the ticket to be updated.
If the ticket is assigned or onboard then open the ASSG BY
TRUCK screen.
Alternatively, if the ticket is not assigned then open the
NASSG screen.

Open the TICKET REVIEW window.
Double click anywhere on the ticket.

Open the OPTIONS window.
Click on the OPTIONS button.
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Columbia Fuels Dispatch Manual Cancelling a Delivery Ticket
Cancel the ticket.
Click the CANCEL DELIVERY button.
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Columbia Fuels Dispatch Manual Updating a Delivery Ticket
Updating a Delivery Ticket
Tickets may need to be updated if a customer changes their order, or
if a mistake was made when the ticket was originally created.

Find the ticket to be updated.
If the ticket is assigned or onboard then find it in the ASSG BY
TRUCK screen.
Alternatively, if the ticket is not assigned then find it in the
NASSG screen.

Open the TICKET REVIEW screen.
Double click anywhere on the ticket.

Open the UPDATE window.
Click the UPDATE button.
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Columbia Fuels Dispatch Manual Updating a Delivery Ticket

After the changes have been made, click the UPDATE button to save.
You can update the delivery comments.
Type the new comments in the ORDER MESSAGES field.

You can update the delivery presets.
Type the new preset in the PRESET VOL or PRESET AMT field.

You can update the price per litre.
Type the new price per litre in the GROSS PRICE field.
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Columbia Fuels Dispatch Manual Viewing Completed Deliveries
Viewing Completed Deliveries
Open TIMESHEET.
From the main screen menu, click TIMESHEET.
You will now see a list of deliveries completed today by this truck. The
screen shows such things as:
Address delivered to
Time of delivery
Litres delivered
Whether the tank was full or part-full after delivery

You may also search previous dates by adjusting the ASSIGN DATE.
Indicate the truck to view completed deliveries.
Type the truck number in the TRUCK field and hit ENTER.
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Columbia Fuels Dispatch Manual Print a List of Tickets, by Truck
Print a List of Tickets, by Truck
At the start of their shift, drivers will likely want a printed copy of the
tickets that are assigned or onboard their truck. This will be their
work schedule for the day.

Open ACTIVE REPORTS.
From the main screen menu, click the REPORTS tab.
Click on ACTIVE REPORTS
Indicate the truck, and print a list of delivery tickets.
Type the truck number in the TRUCKS field, and hit ENTER.
Click on the PRINT button.
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Columbia Fuels Dispatch Manual
Glossary
AWE
The software program used by Columbia Fuels to dispatch delivery
orders to the trucks.

Assigned
Once a delivery ticket is dispatched to a truck in AWE, it is said to
be assigned.

Delivery Ticket
Also: Ticket. A fuel delivery order, in AWE.

Infosys
Another software program used by Columbia Fuels, to create deliv-
ery tickets.

Not Assigned
If a ticket has not been assigned to a truck, then it is said to be not
assigned.

Onboard
A ticket is onboard once it has been assigned to a truck, and the
trucks computer has downloaded the ticket from the dispatch serv-
er. A driver can not see the ticket on his truck until it is onboard.

Ticket
Also: Delivery Ticket. A fuel delivery order, in AWE.

Truck Number
Each truck in the fleet has a unique ID number. Dispatchers need to
know these numbers in order to use AWE.
Glossary
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Columbia Fuels Dispatch Manual
Index
ASSG BY TRUCK screen 7-8, 12-14, 16, 18
Assigned ticket 4-5, 9-14, 16, 18, 21
Assigning tickets to a truck 9-11
AWE 4-21
Overview 4
Cancel a ticket 16-17
Delivery comments
See - Updating a ticket
Delivery tickets 4-21
Assigned vs onboard 12
Assigning to a truck 9-11
Cancelling 16-17
Moving to another truck 13-15
Printing a list, by truck 21
Updating 18-19
Viewing completed 20
Viewing new 5-8
Viewing not assigned 5-6
Viewing assigned to truck 7-8
Fuel Orders
See - Delivery Tickets
Glossary 22
Infosys - 4
See Also - Infosys Manual












Index
Moving tickets 13-15
If assigned to truck 13-14
If onboard a truck 15
NASSG screen 5-6, 9-11, 18
Onboard ticket 7-8, 12, 15
Moving 15
Understanding assigned vs onboard 12
Viewing 7-8
Presets
See - Updating a ticket
Price per litre
See - Updating a ticket
Printing a list of tickets by truck 21
Tickets
See - Delivery tickets
Updating a ticket 18-19
Updating delivery comments 18-19
Updating presets 18-19
Updating price per litre 18-19
Viewing tickets 5-8, 21
Completed tickets 21
New tickets 5-6
Tickets on a truck 7-8

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