MASTER FILES QUICK REFERENCE - TMW Systemstmws.tmwsystems.com/university/MF/MasterFilesQuickRef.pdf · Innovative Computing Corporation Master Files Quick Reference © 2004 Innovative

MASTER FILES QUICK REFERENCE

Copyright © 2004 by Innovative Computing Corporation

750 Old Hickory Blvd., Suite 290 5924 NW 2nd Street, Suite 100

Brentwood, TN 37027 Oklahoma City, OK 73127 615-986-1900 405-495-8788

www.iccokc.com

Customer Support Host Based: 800-238-1762 Internet Based Access and Access Plus: 800-238-3895

Innovative Computing Corporation Master Files Quick Reference

© 2004 Innovative Computing Corporation 1

TABLE OF CONTENTS

MASTER FILES QUICK REFERENCE.......................................................................3

SET UP USER ID AND INITIALS MASTER FILE .....................................................3

COMPANY MASTER FILE ............................................................................................5

FLEET MANAGER MASTER FILE ..............................................................................7

DRIVER MANAGER MASTER FILE............................................................................8

DIVISION MASTER FILE ...............................................................................................9

REMITTANCE MASTER FILE.....................................................................................10

COMMODITY MASTER FILE......................................................................................11

CUSTOMER MASTER FILE........................................................................................12

OWNER MASTER FILE ...............................................................................................14

TRAILER TYPE UPDATE MASTER FILE................................................................15

TRAILER MASTER FILE .............................................................................................15

UNIT MASTER FILE .....................................................................................................16

DRIVER MASTER FILE................................................................................................17

SYSTEM CONTROL-REVENUE RECOGNITION MASTER FILE .......................18

AREA MASTER FILE ...................................................................................................19

CARRIER MASTER FILE.............................................................................................21

VENDOR MASTER FILE..............................................................................................23



TERMINAL MASTER (FUEL TAX) FILE...................................................................24

STATE FUEL TAX MASTER – RATES FILE...........................................................25



_______________________________________________

MASTER FILES QUICK REFERENCE ________________________________________________ Your Innovative Enterprise Software® (IES®) operates from the information entered into your Master Files. For example, a truck has to be in your Unit Master File before it can be dispatched. This Quick Reference will guide you through your phone training and the initial set-up of some of these vital files. It is important to complete the files in the order arranged in this Quick Reference. Innovative will provide additional, on-site training before you go live.

SET UP USER ID AND INITIALS MASTER FILE

How to Get There (HTGT) 1. From the MAIN MENU screen, scroll to the Master File Menu option. In the Enter

Option__ field, type the number for the Master File Menu. 2. Press <Enter>. 3. In the MASTER FILES screen, scroll to the menu option for Set Up User ID and

Initials, type the number in the Enter Option__ field. 4. Press <Enter>. You will be in the USER ID MASTER ENTRY screen.

Overview

This file contains a list of the software Users on your staff and their levels of access to your IES system. This set of screens can be used to view, edit or delete existing Users or add new Users.

USER ID MASTER ENTRY Screen Innovative has entered User I.D.s for the number of staff members provided on your organization’s New Customer Questionnaire. 1. To select a User, press <Tab> to the blank field to the left of the first User ID, type a 2. 2. Press <Enter>. You will be in the ENTER/UPDATE USERS screen.

NOTE: A new User can be added by pressing the <F9> key from the USER ID MASTER ENTRY screen and entering the information as explained below.

ENTER/UPDATE USERS Screen

This screen allows you to authorize or restrict the User’s access to specific parts of the IES system. Each User will be assigned a unique password by Innovative or your organization’s internal administrator. Most of the fields in this screen are filled in by Innovative, but you should review and update as necessary.

TIP: Not sure what you’re authorizing? With your cursor on the field, press <F1> for an explanation. Press <F3> to return to the screen.

?

C



SET UP USER ID AND INITIALS MASTER FILE Continued…. Required Fields

1. User I.D. __ This will be the User I.D. you selected from the previous screen and will be filled in by Innovative.

2. Press <Enter>. The cursor will move to the next field. 3. Name __ Type the employee’s name. 4. Press <Enter>. 5. Initials __ Type the employee’s initials. 6. Press <Tab> to the PO’s X-Calls __ Field. 7. PO’s X-Calls __ Type 0, 1, 2 or 3.

a. This field grants the user authority to give Purchase Order and Extra Pay Type Check Calls to either the first, second or third limit set out in the Pay/PO Master.

b. A 0 (zero) indicates the user has no authority to perform a P or X type check call.

8. Press <F8> to move to the next ENTER/UPDATE USERS Screen. 9. Type in all information through the Menu__ field, if desired. The fields on this

screen are not required. 10. Press <F5> three times to update, or save, the data. This will return you to the

USER ID MASTER ENTRY screen.

NOTE: If the A/R Adjustment Limit__ field in the second screen is flagged Y, after pressing <F5> twice in Step 10, you will be prompted to type in an amount. Then press <F5> to update the information.

11. Select the next User from the USER ID MASTER ENTRY screen. 12. Repeat the above steps for each User. 13. Press <F3> to return to the MASTER FILES screen.

?



COMPANY MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Company Master, type the number in the

Enter Option__ field. 2. Press <Enter>. You are in the COMPANY MASTER screen.

Overview

The Company Master File contains pre-set system controls for your Innovative Enterprise Software. You will be able to make some changes. However, due to the complexity of this file and the system-wide importance of the information maintained here, we recommend you complete the attached Company Master Worksheet before entering any data directly into the computer. On the worksheet, enter Innovative’s settings (taken from your computer screens) in the worksheet’s PRESET columns, and write your changes, where appropriate, in the CHANGES columns. Then, you can enter your changes, if any, from the worksheet into the computer. The following walks you through the nine screens of the Company Master file and gives you an overview of each. Go through your worksheet and the screens together, and write Innovative’s computer entries on your worksheet.

COMPANY MASTER Screen #1 This screen contains general company information. It also deals with accounting. Innovative has entered standard account numbers as default. Press <Enter> to move to the next screen.

Screen#2 General Functions Information contains the reference libraries and back-ups for your system.

WARNING: Do not make any changes to the COMPANY MASTER Screen #2, General Functions Information.

Press <Enter> to move to the next screen.

Screen #3 Service Failure Options monitors operational problems within given parameters. Service Failure Monitoring Defaults affect how the Service Failure Options are administered. Press <Enter> to move to the next screen.

Screen #4 Operation Systems Information sets up additional controls for carrying out your trucking operations. Press <Enter>.

I



COMPANY MASTER FILE Continued…. Screen #5

Temperature Control for Operations shows the Check Calls that require temperature information. Operations Switch Control contains planning information. Press <Enter>.

WARNING: Do not make changes to the Screen #6, Other Vendor Interface Control, fields that are highlighted on the attached Company Master Worksheet.

Screen #6

Other Vendor Interface Control contains mileage vendor information. Press <Enter>.

Screen #7 Other Modules Active Switches indicate other, miscellaneous systems. Press <Enter>.

Screen #8 Other Modules Active Switches, continued. EDI Modules Active Switches allow your system to interact with customers’ systems. Press <Enter>.

Screen #9 Logistics Management Switches will appear if GST Active__ on Screen #8 is marked Y. Rating Module Control provides alternative methods for planning and rate calculation. Press <F12> to review previous screens. If you made changes in any screen, press <F5> to update. Press <F3> to return to the MASTER FILES screen.

________________________________________________________________

I



FLEET MANAGER MASTER FILE

HTGT

1. In the MASTER FILES screen, scroll to Fleet Manager Master, type the number in the Enter Option__ field.

2. Press <Enter>. You are now in the FLEET MANAGER MASTER screen. Overview

This file maintains your Fleet Managers’ information. IES defines a Fleet Manager as a person who oversees a group of equipment and drivers; the Driver Manager oversees specific tractors and/or drivers. (See page 8, DRIVER MANAGER MASTER FILE.) The individuals’ duties may vary or overlap within your company, but you are required to enter at least one Fleet Manager and one Driver Manager in your Master Files; this information will be used throughout your dispatch operation.

Required Fields 1. Fleet Mgr. Code__ Type the individual’s User I.D. (sign on). Press <Enter>. 2. Fleet Mgr. Name__ Type the Fleet Manager’s first and last name. Press <Enter>. 3. Press <F5> to update. 4. Repeat Steps 1-3 for each Fleet Manager. 5. Press <F3> to return to the MASTER FILES screen.

NOTE: The system will not update at <F5> if a required field is empty or incorrectly filled in. A warning as to what’s missing/incorrect will appear at the bottom of the screen. Press left <Ctrl> to clear the error message. Correct error, and Press <F5> again.

________________________________________________________________

?



DRIVER MANAGER MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Driver Manager Master, type the menu

number in the Enter Option__ field. 2. Press <Enter>. You are in the DRIVER MANAGER MASTER screen.

Overview

This file maintains your Driver Managers’ information. IES defines a Driver Manager as a person who oversees specific tractors and/or drivers, while a Fleet Manager oversees a group of equipment and drivers. (See page 7, FLEET MANAGER MASTER FILE.) The individuals’ duties may vary or overlap within your company, but you are required to enter at least one Driver Manager and one Fleet Manager in your Master Files; this information will be used throughout your dispatch operation.

Required Fields 1. Driver Mgr Code_ Type the individual’s User I.D. Press <Enter>. 2. Fleet Mgr Code__ Type <?>, press <Enter>.

a. You will go to the FLEET MANAGER SELECTION screen, which contains the information you entered in the Fleet Manager Master.

b. Press <Tab> to move to the appropriate Fleet Manager, type 1, press <Enter>. c. You will be back in the DRIVER MANAGER MASTER screen. The Fleet Mgr

Code__ will be filled in with your selection, and your cursor will be on the next Required Field.

3. Driver Mgr Name__ Type the Driver Manager’s first and last name. Press <Enter>. 4. Press <F5> to update. 5. Repeat Steps 1-4 for each Driver Manager. 6. Press <F3> to return to MASTER FILES screen.



DIVISION MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Division Master, type the number. 2. Press <Enter>. You are now in the DIVISION MASTER screen.

Overview

This file allows you to set up divisions within your company, for example, Long Haul (LH) Division. If you have only one Division, we recommend you use the Division Code 001. (See below, Required Fields.) You will need at least one Division for your dispatch operations.

Required Fields

1. Division Code__ This is a user-defined code , which you create and type here. Be consistent and use easily recognizable codes. For example:

• LH for Long Haul. • 003 as a numerical designation. • 001 If you have only one Division. (See above, Overview. )

2. Press <Enter>. 3. Division Name__ Type in the Division name; example, Long Haul. Press <Enter>. 4. File Library__ Type in the code for the Standard File library found on the second

screen in the COMPANY MASTER FILE. 5. Press <Enter>. 6. Work Library__ Type in the code for the Standard Work library found on the second

screen in the COMPANY MASTER FILE. 7. Press <Enter>. 8. Save Library__ Type in the code for the Standard Disksave library found on the

second screen in the COMPANY MASTER FILE. 9. Press <Enter>.

10. Company Nmbr__ Type in the number, usually 001. You can find it on the first screen of the COMPANY MASTER file.

11. Press <F5> to update. 12. Repeat Steps 1-11 for each Division. 13. Press <F3> to return to the MASTER FILES screen.



REMITTANCE MASTER FILE

HTGT

1. In the MASTER FILES screen, scroll to Remittance Master File, type the number. 2. Press <Enter>. You are in the REMITTANCE SOURCE MASTER screen.

Overview

The information in this file is needed if Freight Bills are sent to an address that differs from the Customer’s physical address; for example, if you use a factoring company, that company’s information will be entered here.

Required Fields 1. Remit to Code__ This is a user-defined code that you create and type in here. 2. Press <Enter> now and after typing in each Required Field on this screen. 3. Remit to Name__ Type the name of the customer who receives the bill. 4. Remit to Address__ Type the number and street address. (If the address is a P.O.

Box, type that information in the Remit to Address #2__ field.) 5. Remit to City__ 6. Remit to St.__ 7. Remit to Zip__ 8. Press <F5> to update.

NOTE: What about the Delete__ field? It is not a Required Field, but down the road, if your customer no longer wants Freight Bills sent to the address entered in this file, a D in the Delete__ field signals the system to ignore it. You can remove this record later during regular file maintenance activities.

9. Repeat Steps 1-8 for each customer that requires a different remittance address.

10. Press <F3> to return to the MASTER FILES screen.

?



COMMODITY MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Commodity Master, type the number. 2. Press <Enter>. You are in the COMMODITY MASTER screen.

Overview

This file maintains information on the types of freight you haul. The commodity will be printed on Freight Bills and will be needed for entering an order and dispatching. Computerized rating of freight may also use the commodity.

Required Fields 1. Commodity__ Create a code to represent this commodity only and type it here. Use

familiar abbreviations; for example, APP for Appliances. 2. Press <Enter> now and after typing in each Required Field on this screen. 3. Description__ What is it? Example, Clothes Washers and Dryers. 4. Short Description__ Abbreviated version. Example, W/D. 5. Revenue Type__ Choose from the three listed. L=Linehaul, A=Accessorial or

S=Surcharge. 6. Division__ Type ALL if all Divisions will use the standard Revenue Account previously

entered by Innovative. (See CUSTOMER MASTER Screen #1.) Type the Division Code if you have multiple divisions and will be using separate Revenue Accounts (next field) for each.

7. Revenue Account__ Type your standard Revenue Account number if using ALL in No. 6 above; if you have set up separate Revenue Account numbers for each Division, type the appropriate account number next to the corresponding Division.

8. Press <F5> to update. 9. Repeat Steps 1-8 for each Commodity.

10. Press <F3> to return to the MASTER FILES Screen.

________________________________________________________________



CUSTOMER MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Customer Master, type the number. 2. Press <Enter>. You are in the CUSTOMER MASTER screen.

Overview

This file maintains the important information you need for each of your customers.

Required Fields 1. Cust. Code__ Press <Field Exit> . PEND will appear in the field. The computer will

generate the code as you proceed through this screen. a. You may also create your own by typing the code into this field and pressing

<Enter>. 2. Name__ Type the customer’s full name. 3. Press <Enter> now and after typing in each Required Field on this screen. 4. Short Name__ Type an abbreviated, easy to remember version of the customer’s

full name. Example, Acme for “Acme Furniture Company.” 5. Address__ On the first line, type the number and street, as well as other necessary

information, such as building number. (If the customer has a P.O. Box, enter it on the second line of the Address __ field.)

6. City__ 7. State__ 8. Zip__ 9. Division__ Type <?>, Press <Enter>.

a. In the SELECT DIVISION MASTER screen, press <Tab> to the Division. b. Type 1, press <Enter>. c. You are back on the CUSTOMER MASTER screen with the Division filled in and

the cursor on the next Required Field. 10. Rank__ This is a User-generated customer ranking system, usually on a scale from 1-

9, with 1 being the most reliable. Type the appropriate number in the fi eld. 11. Shipper__ Is this customer a shipper; that is, does the customer own the freight? Type

Y (Yes) or N (No). 12. Bill-to__ Do you send the bills to this customer at this address? Type Y or N. 13. Load-at__ Is this customer a load-at customer? Type Y or N. 14. Consignee __ Is this customer a consignee? Type Y or N. 15. Cust City Code__ Type <?>, Press <Enter>.

a. In the CITY LOOK UP screen, type the two-letter state abbreviation in the State Code__ field.

b. In the Start of City Name__ field, type the first few letters of the city, Press <Enter>.

c. The screen will display a list of cities in the state. To select your city, <Tab> to the city, type 1, Press <Enter>.

d. The computer will return to the CUSTOMER MASTER screen with the Cust City Code__ field filled in and the cursor on the next Required Field.

16. Billing type__ This field is required only for Bill-to customers (a Y in No. 12 above.) a. Type 1, if you pre-bill the customer. b. Type 2, if you post-bill the customer (bill after the load is emptied). c. Type 3, if you must have all paperwork in hand before billing (POD).

17. JIT__ Is this a just-in-time customer? Type Y or N. 18. Sales Rep Code__ Type the initials of the customer’s sales representative . If no

representative, type . or x.



CUSTOMER MASTER FILE Continued….

19. Cont. Customer__ Is there a controlling or parent company? a. If no, type this customer’s Cust. Code. b. If yes, type <?>, Press <Enter>.

• In the CUSTOMER MASTER SELECTION screen, press <Tab> to the appropriate customer, type 1, press <Enter>.

• You are back on the CUSTOMER MASTER screen with the Cont. Customer__ filled in, and the cursor on the next Required Field.

20. Ship Cont.__ Type the name of the person to contact at the customer’s business. If you don’t know a specific person, type . or x.

21. Phone No.__ 22. Print Stmt.__ Does the customer want Accounts Receivable to print a statement of all

invoices? Type Y or N. 23. Prt Invoice__ Does the customer want Freight Bills printed? Type Y or N. 24. Press <F5> to update.

a. If you entered N in the Bill-to __ field, you will go to a new, blank CUSTOMER MASTER screen. (See No. 25 below.)

b. If you entered Y in the Bill-to __ field, you will go to the 2nd page of the CUSTOMER MASTER Screen. The fields under Accts Receivable Information are not required, but if you have the information, especially the First Contact Name __ and First Phone Number __, you may enter it now.

c. If you typed in any information, press <F5> to update. You will return to a blank CUSTOMER MASTER screen.

d. If you did not type in any information, press <F12> to return to the previous page, then press <F10> to clear the screen.

25. Repeat Steps 1-24 for each customer. 26. Press <F3> to return to the MASTER FILES screen.

________________________________________________________________



OWNER MASTER FILE

HTGT

1. In the MASTER FILE screen, scroll to Owner Master, type the number. 2. Press <Enter>. You are in the OWNER MASTER screen.

Overview

This file maintains your Owner/Operator (O/O) information.

Required Fields 1. Owner Code__ This is a user-defined code. Press <F1> (Help) for suggestions in

creating this code. Type the code. 2. Press <Enter> now and after typing in each Required Field on this screen. 3. Name__ 4. Address__ 5. City__ 6. St__ 7. Zip__ 8. Date in Service__ Type the date you began using this O/O. 9. Print 1099__ Do you want the IES system to print a 1099 for this O/O? Type Y or N.

10. SSN or Tax ID__ If you typed Y at No. 9, you will have to enter the Owner’s Social Security Number or Tax Identification number.

11. (F=tax ID S=ssn) __ Type F if you used Tax ID or S if you used SSN above. 12. Mail Check__ Will you mail this Owner’s check? Type Y or N. 13. Press <F5> to update. 14. Repeat Steps 1-13 for each owner. 15. Press <F3> to return to the MASTER FILES screen.

________________________________________________________________



TRAILER TYPE UPDATE MASTER FILE

You only need to complete this MASTER FILE if you use carriers and/or foreign equipment.

HTGT

1. In the MASTER FILES screen, scroll to Enter/Update Trailer Type, type the number. 2. Press <Enter>. You are in the TRAILER TYPE UPDATE screen.

Overview

This file maintains a list of trailer types and assigns a two-letter abbreviation for use throughout the IES system.

Required Fields 1. Type__ Create and type in the two-letter abbreviation for the trailer type. Example,

CT for Container. Press <Enter>. 2. Description__ Type the kind of trailer, Container from the example above. Press

<Enter>. 3. Press <F5> to update. 4. Repeat Steps 1-3 for each trailer type. 5. Press <F3> to return to the MASTER FILES screen.

TRAILER MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Trailer Master, type the number. 2. Press <Enter>. You are in the TRAILER MASTER screen.

Overview

This file maintains information for tracking the trailers belonging to your company and owner/operators.

Required Fields 1. Trailer Code__ Create and type in the code . Press <Field Exit>. 2. Division Code__ Type <?>, Press <Enter>.

a. The SELECT DIVISION MASTER screen lists the Divisions you entered earlier. b. Press <Tab> to the appropriate Division, Type 1, press <Enter>. c. You are back in the TRAILER MASTER screen with the Division Code__ filled in

and the cursor on the next Required Field. 3. Date in Service__ Type in the date you began using this trailer. The format should be

MMDDYY, with no spaces, dashes or back-slashes. Example, 101903 for October 19, 2003. Press <Enter>.

4. Press <F5> to update. 5. Repeat Steps 1-4 for each trailer. 6. Press <F3> to return to the MASTER FILES screen.

?



UNIT MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Tractor Master, type the number. 2. Press <Enter>. You are in the UNIT MASTER screen.

Overview

This file maintains information for tracking the tractors belonging to you and your owner/operators.

Required Fields 1. Unit Code__ Create and type in the code . It is recommended you do not mix numbers

and letters in the Unit Code. Press <Field Exit>. WARNING: To avoid errors later, do not begin a Unit Code with “T,” “B” or “0” (zero).

2. Owner Code__ There are two options for this field: a. If this is a company unit, leave the field blank. b. If the tractor belongs to an owner/operator, Type <?>, Press <Field Exit> .

• In the OWNER MASTER SELECTION screen, press <Tab> to the Owner, type 1, press <Enter>

• You are back in the UNIT MASTER screen with the Owner Code__ filled in and the cursor on the next Required Field.

3. Fleet Code __ If you are using the IES system for fuel taxes, you must type in a Fleet Code, numbers 01-99; otherwise leave blank.

4. Driver Manager__ Type <?>, press <Enter>. a. In the DRIVER MANAGER SELECTION screen, press <Tab> to the appropriate

Driver Manager, type 1, press <Enter>. b. You are back in the UNIT MASTER screen with the Driver Manager__ and Fleet

Manager__ filled in and the cursor at the next Required Field. 5. Year Made__ Type in the year the tractor was made. Press <Enter>. 6. Division__ Type <?>, press <Enter>. In the DIVISION MASTER SELECTION screen,

select the Division as above. 7. Axles__ Type in the number of axles. Press <Enter>. 8. Fuel Type__ Type D for Diesel or G for Gasoline. The cursor will move to the next

Required Field. 9. Date in Service__ Type the date you began using this tractor. Use the format

MMDDYY. Press <Enter>. 10. Base State Code__ Type in the two-letter designation for the state the tractor is

licensed in. Press <Enter>. 11. Press <F5> to update. 12. Repeat Steps 1-11 for each tractor. 13. Press <F3> to return to the MASTER FILES screen.

I



DRIVER MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to the Driver Master, type the number. 2. Press <Enter>. You are in the DRIVER MASTER screen.

Overview

This file maintains information on your company and owner/operator drivers.

Required Fields 1. Driver Code__ Create and type in the code, press <Enter>. 2. Name__ Type the Driver’s first and last name, press <Enter>. 3. Short name__ Type in an easy -to-remember short reference for the Driver, could be

the same as the code, first name or last name. Press <Enter>. 4. Address__ Type the Driver’s street address, press <Enter>.

NOTE: When you press <Enter> the cursor will move to the next required field even if it seems to be out of order. In this screen, you will go to the DIV__ field after the Address__ and before the City/St/Zip__.

5. DIV__ Type <?>, press <Enter>. In the DIVISION SELECTION MASTER screen, select as before.

6. City/St/Zip__ Type the city, press <Enter>; type state, press <Enter>; and type Zip Code, press <Enter>.

7. Home City__ Type <?>, press <Enter>. a. In the CITY LOOK UP screen, in the State Code__ field, type the two-letter state

abbreviation. b. In the Start of City Name__ field, type the first few letters of the Driver’s home

city, press <Enter>. c. The screen will display a list of cities. To select, <Tab> to the city, type 1, Press

<Enter>. d. The computer will return to the DRIVER MASTER screen with the Home City__

field filled in and the cursor on the next Required Field. 8. Driver Type__ Type 0 if the Driver is a company driver; 1 if the Driver is an

owner/operator. 9. Trainee__ Is the Driver a trainee? Type Y or N, press <Enter>.

10. Start Date__ Type the date as MMDDYY, press <Enter>. 11. JIT__ Is the Driver a just-in-time driver? Type Y or N, press <Enter>. 12. Driver Manager__ Type <?>, press <Enter>, and select Driver Manager as before. 13. Press <F5> to update. 14. Repeat Steps 1-13 for each Driver. 15. Press <F3> to return to the MASTER FILES screen.

?



SYSTEM CONTROL-REVENUE RECOGNITION MASTER FILE

HTGT

1. In the MASTER FILES screen, scroll to System Control-Revenue Recognition, type the number.

2. Press <Enter>. You are in the SYSTEM RUN CONTROL screen. Overview

This file allows you to establish the date on which the IES system recognizes revenue.

SYSTEM RUN CONTROL, Screen #1 In the Enter Option__ field, type the number that appears next to Setup Revenue Recognition Record. Press <Enter>.

SYSTEM RUN CONTROL, SCREEN #2

1. In the Current Revenue Selection Code__ field, type one of the five options: a. I for Invoice Date b. D for Dispatch Date c. E for Empty Date d. P for Pickup Date e. O for Order Entry Date

2. Press <Enter>. 3. The Current Method__ and Last Changed__ fields fill in automatically. 4. Press <F5> to update.

If a Current Revenue Selection Code is already entered and you change it, after you press <F5>, a box will pop up warning you that the data was changed. Type Y to make the change or N to ignore the change.

5. Press <F3> to return to the MASTER FILES screen. ________________________________________________________________

?



AREA MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Area Master, type the number. 2. Press <Enter>. You are in the AREA MASTER screen.

Overview

This file maintains geographical divisions for the purposes of grouping orders and equipment in Operations.

The Zones, Regions and Areas have been entered by Innovative. In the AREA MASTER screen, you can add a new Area to Zones and Regions already in the IES system. (To change or add a Zone and/or Region, follow the instructions below at CHANGE OR ADD. The order to follow when adding divisions to the IES system is: Zone – Region – Area.)

Required Fields (AREA MASTER Screen) 1. Area Code__ Area is the smallest geographic division. Type in the code you create,

for example, TN. Press <Enter>. 2. Name__ Type in the area name; for example, Tennessee. Press <Enter>. 3. Short Name__ Type in an abbreviated version of the name; for example, Tenn.

Press <Enter>. 4. Zone Code__ Zone is the largest geographic region. Type a <?>, press <Enter>.

a. In the ZONE INQUIRY screen, press <Tab> to the appropriate zone, type 1, press <Enter>.

b. You are back in the AREA MASTER screen with the Zone Code__ field filled in and the cursor on the next required field.

5. Regional Code__. Region is the geographic division smaller than the Zone, but larger that the area. Type a <?>, press <Enter>. a. In the REGION INQUIRY screen, press <Tab> to the appropriate region, type 1,

press <Enter>. b. You are back in the AREA MASTER screen with the Region Code filled in.

6. Press <F5> to update. 7. Repeat Steps 1-6 to add more areas. 8. Press <F3> to return to the MASTER FILES screen.

CHANGE OR ADD

1. In the MASTER FILES screen, Press <F3> to the MAIN MENU screen. 2. In the MAIN MENU screen, scroll to Network Management Menu, type the number. 3. Press <Enter>. You are in the NETWORK MANAGEMENT screen.

The Zone is the largest, broadest division; for example, South (S).

The Region is smaller than the Zone, but broader than the Area; for example, Southeast (SE).

The Area is the smallest division; for example, Tennessee (TN). Areas can be large cities or whatever you choose to designate as an area.



AREA MASTER FILE Continued….

4. In the NETWORK MANAGEMENT screen, under Work with Geographic Zones, scroll to Zone Entry/Update. Type the number.

5. Press <Enter>. You are in the ZONE MASTER screen. 6. Type a code in the Zone Code__ field. For example, S. Press <Enter>. 7. Type a name in the Name__ field. For example, South. 8. Press <F5> to update. 9. Repeat Steps 6-8 for additional zones.

10. Press <F3> to return to the NETWORK MANAGEMENT SCREEN. 11. In the NETWORK MANAGEMENT SCREEN, under Work with Geographic Regions,

scroll to Region Entry/Update, type the number. 12. Press <Enter>. You are in the REGION/ENTRY UPDATE screen. 13. Type a code in the Region Code__ field. For example, SE. Press <Enter>. 14. Type a name in the Name__ field. For example, Southeast. 15. Press <F5> to update.

NOTE: A Delete:__ field pops up if the Region you entered already exists. Type a D to delete the existing Region, press <F5> to retain/update it.

16. Repeat Steps 13-15 for additional regions. 17. Press <F3> to return to the NETWORK MANAGEMENT Screen. 18. In the NETWORK MANAGEMENT screen, press <F3> to return to the MAIN MENU

screen. 19. In the MAIN MENU screen, scroll to Master File Menu, type the number, press

<Enter>. 20. You are in the MASTER FILES screen.

NOTE: You may also change the Area from the NETWORK MANAGEMENT screen. Under Work With Geographic Areas, scroll to Area Master, type the number, press <Enter>. Follow the directions as above.

________________________________________________________________

?

?



CARRIER MASTER FILE

HTGT

1. In the MASTER FILES screen, scroll to Carrier Master, type the number. 2. Press <Enter>. You are in the CARRIER MASTER UPDATE screen.

Overview

This file maintains information on carriers your company hires to transport freight.

Required Fields 1. Carrier Code__Type in the code you create. 2. Press <Enter> now and after typing in each Required Field on this screen, unless

otherwise directed. 3. Carrier Name__Type in the full name of the business. 4. Rank__As in the Customer Master, this is a User-generated customer ranking system,

usually on a scale from 1-9, with 1 being the most reliable. Type the appropriate number in the field.

5. Physical Address__Type in the physical street address for the carrier. NOTE: The computer will automatically fill in the Mailing Address__ with the same information. If the Mailing Address__ is different, you will have to <Tab> to the fields and change them.

5. City__ 6. St__ 7. Zip__ 8. Contact Name__Type in the name of the person you deal with at the carrier. 9. Telephone no.__Type in the telephone number of the contact person.

10. Print 1099__ Do you want the IES system to print a 1099 for this carrier? Type Y or N. 11. SSN/Tax ID__ If you typed a Y in #10, you must type in either a Tax ID number or a

Social Security Number for this carrier. (If you typed N in #10, skip both this field and #12 below.)

12. F=Tax/S=SSN__ Type F if you used the Tax ID number. Type S if you used the Social Security Number.

13. In Service Date__ Type the date you began using this carrier or the date they began doing business. Use the MMDDYY format, press <Field Exit>.

14. DIV.__ Type <?>, press <Enter>. In the SELECT DIVISION MASTER screen, press <Tab> to Division, type 1, press <Enter>. You will be taken to the CARRIER MASTER UPDATE Screen #2.

CARRIER MASTER UPDATE, Screen #2

Areas of Service. There is a list of every US state and Canadian province. • You must type an X in the I__ (Inbound) or O__ (Outbound) columns next to at

least ONE state or province, but fill in all the states/provinces that apply to this carrier.

• Press <Enter>. You will be taken to the CARRIER MASTER UPDATE Screen, #3.

?



CARRIER MASTER FILE CONTINUED…. CARRIER MASTER UPDATE, Screen #3

Carriers Trailer Types. This screen allows you to enter the types of trailers the carrier owns.

• Type the two-letter trailer type in the field under the Type column, press <Enter>.

• The computer will fill in the Description, and the cursor will move to the next Type field. Repeat with each trailer type.

15. Press <F5> to update. You will now be in the first CARRIER MASTER UPDATE

screen. 16. Repeat Steps 1-15 for each carrier. 17. Press <F3> to return to the MASTER FILES screen.

________________________________________________________________



VENDOR MASTER FILE

HTGT 1. In the MASTER FILES screen, scroll to Vendor Master, type the number. 2. Press <Enter>. You are in the VENDOR MASTER FILE MAINTENANCE screen.

Overview

This file maintains information for paying your vendors.

Required Fields 1. Vendor Code__ Type in the code you create. Press <Enter> now and after typing in

each Required Field on this screen. 2. Vendor Name__ Type the vendor’s full name. 3. Address__ 4. City__ 5. State__ 6. Zip__ 7. Press <F5> to update. 8. Repeat Steps 1-7 for each vendor. 9. Press <F3> to return to the MASTER FILES screen.



TERMINAL MASTER (FUEL TAX) FILE

You only need to complete this MASTER FILE if you are using the IES system for fuel tax and you have fuel on the property.

HTGT

1. In the MASTER FILES screen, scroll to Terminal Master (Fuel Tax), type the number. 2. Press <Enter>. You are in the TERMINAL MASTER screen.

Overview

This file establishes and maintains terminal codes to record the location of fueling for fuel tax purposes.

Required Fields 1. Terminal Code__ Type in the code you create. Press <Enter>. 2. Terminal Name__ Type the full name of the terminal. Press <Enter>. 3. City__ Type <?>, press <Enter>.

a. In the CITY LOOK UP screen, in the State Code__ field, type the two-letter state abbreviation.

b. In the Start of City Name__ field, type the first few letters of the Terminal’s city, press <Enter>.

c. The screen will display a list of cities. To select your city, <Tab> to the city, type 1, Press <Enter>.

d. You will be back in the TERMINAL MASTER (FUEL TAX) screen with the City__, State__ and City Name__ fields filled in.

4. Press <F5> to update. 5. Repeat Steps 1-4 for each terminal, if applicable. 6. Press <F3> to return to the MASTER FILES screen.

?



STATE FUEL TAX MASTER – RATES FILE

You only need to complete this MASTER FILE if you are using the IES system for fuel tax.

HTGT

1. In the MASTER FILES screen, scroll to State Fuel Tax Master – Rates, type the number.

2. Press <Enter>. You are in the STATE FUEL TAX MASTER UPDATE screen. Overview

This file maintains the methods for calculating fuel tax rates in each of the United States and the Canadian Provinces. It also keeps track of additional rates and information regarding fuel taxes for each state or province.

Required Fields 1. State Code__ Innovative has entered the states and provinces. Type <?>, press

<Enter>.The STATE MASTER INQUIRY/SELECT window pops up. Press <Tab> to the state, type 1 and press <Enter>. You are back in the STATE FUEL TAX MASTER UPDATE screen, with the State Code__, Name__, and Country__ filled in.

2. Name__ Will fill in with Step 1. 3. Country__ Will fill in with Step 1. 4. Diesel Fuel Tax: Fuel Tax Method (01-07) __ Choose the Method 1-7 that is

appropriate for the selected state. Methods 01 is the most common. NOTES:

o With the cursor in the Fuel Tax Method (01-07) __ field, press <F1> for explanation of methods.

o The following fields in the STATE FUEL TAX MASTER UPDATE are not required fields, but complete all that you can, especially:

o Rate per Gallon__ o Under State Information:

§ Taxed at Pump__ § Credit Allowed__ § Report in Metric__ § State Needs Report M__.

o Press <F1> at any field for an explanation. o Each state’s tax rates fluctuate and are established by the International Fuel

Tax Agreement (IFTA).Updates/changes are sent to you by the individual states.

5. Press <F5> to update. 6. Repeat steps 1-5 for other states where you do business. 7. Press <F3> to return to the MASTER FILES screen.

?

?

Documents

MASTER FILES QUICK REFERENCE - TMW Systemstmws.tmwsystems.com/university/MF/MasterFilesQuickRef.pdf · Innovative Computing Corporation Master Files Quick Reference © 2004 Innovative