Overview
This feature is intended to shorten the time it takes to create a load in the Alvys TMS by extracting relevant information from customer rate confirmations to automate the load creation process. The user (eg. data entry user) would upload the customer rate confirmation from which the data would be extracted and the load creation form would be prepopulated with the information.
How it works
On the New Load form https://app.alvys.com/#/loads/new, the user has the option to upload the rate confirmation. First, select the Load Type (Revenue or Non-Revenue), then either upload the customer rate confirmation PDF & click to upload or drag and drop the PDF file.
💡 This feature only accepts PDF files
After selecting the customer rate confirmation, the user gets a visual confirmation that the process is underway.
💡 In the event that the incorrect rate confirmation was uploaded, the user can click the Cancel Upload button to cancel the process.
Once the process is finished running, you’ll see the details populated under the upload section, labeled Recently Added Stops.
The user will need to review the details and make corrections if and where necessary before confirming the creation of the load. You can do so by using the pencil icon next to the added stop.
💡 The Invoice As field will always need to be manually selected because the software cannot decide beforehand which subsidiary/division the load is booked under. If there are any other required fields not set, the user will be alerted on the review page.
Expectations
Due to the varying layouts of rate confirmations, the accuracy of the data extraction also varies. With that said, some of the required fields may not be mapped.
In cases where the Customer is not found, the user would have to manually create the customer.
There may be instances in which the stop details are not fully populated, and as such the user is expected to.
Mapped and Required Fields
Customer - Required? Yes
Billing Rate - Required? Yes
Order Number - Required? Yes
Equipment Type and Length - Required? Yes
Invoice As - Required? Yes
Stop Details [Pickup and delivery companies along with the address, and appointment date and time] - Required? Yes
Reference Numbers - Required? No