Create a Pickup Ticket in Texada Web

How to create a Pickup Ticket in Texada Web.

Quick Reference

• A Ticket is a document indicating that Assets need to be moved between locations. Pickup Tickets indicate that Assets should be picked up from a Customer’s work Site and returned into Inventory. They can be created by a dispatcher using Texada SRM or Texada Web, and are fulfilled by a Driver using Texada Mobile. 
• To create a Pickup Ticket in Texada Web:
  • Navigate to Tickets → Create Ticket in the left side menu.
  • Select “Pickup”.
  • Select the Asset you’d like to return and click “Next”. Note that you will have the option of returning additional Products from the same Contract.
  • Fill out the details of the Ticket, including its scheduled date and time, the Driver who will be responsible for fulfilling it, the origin and destination addresses, and the Products to be picked up. Once you are finished, click “Create Ticket” to create the ticket.

Introduction

A Ticket is a type of document indicating that Assets need to be moved between locations. Pickup Tickets indicate that Assets should be picked up from a Customer’s work Site and returned into Inventory. For that reason, they are always created as the child document of a parent Contract, and are generally scheduled on or around the Contract’s end date. 

Pickup Tickets can be created by a dispatcher using Texada SRM or Texada Web, and are fulfilled by a Driver using Texada Mobile. The following article will cover the process of creating a new Pickup Ticket in Texada Web.

Creating a Pickup Ticket

To create a Pickup Ticket in Texada Web, follow the steps below.

1. Initialization
   Navigate to Tickets → Create Ticket in the left side menu, then select “Pickup” on the following screen.
   
2. The Asset Selection Screen
   On the following screen, you will see a list of Assets currently out on open Contracts. Use the controls at the top of the screen to search the list and filter Contracts by Division and Location. Once you have located the Asset you want to pick up, click on its row to select it, then click “Next”. Note that while you can only select a single Asset on this screen, you will have the option of returning multiple Assets from the same Contract if desired.
   
3. The Create Pickup Ticket Screen
   On the Create Pickup Ticket screen, verify the details of the Pickup Ticket. Most of the fields will be automatically populated using information from the parent Contract, but can be overwritten if necessary. Use the checkboxes down the left side of the Products tab to select the Products to be returned; click the checkbox in the top-left corner to select or deselect all Products. You can also use the Services tab to add additional services; they will be included in the Invoice that is generated when the parent Contract is closed.
   
   Once you are satisfied with the contents of the Ticket, click “Create Ticket” to create the Ticket. If you have assigned a Driver to the Ticket, they will receive a notification from Texada Mobile at this time.

See below for more detailed information on the Asset selection and Create Pickup Ticket screens.

The Asset Selection Screen

This screen contains a list of all the Assets that are currently out on Contracts. 

1. Contracts Filter
   Begin typing here to filter the list of Assets by the text entered. This will search by Contract #, Product #, Product Description, Customer name, Site, and Vendor Product Number.
2. Divisions Selector
   Use to filter the list of Assets by Division. Click the drop-down to open a list of Divisions, then select one or more Divisions for which to display Assets.
3. Locations Selector
   Use to filter the list of Assets by Location. Click the drop-down to open a list of Locations, then select one or more Locations for which to display Assets.
4. Asset Selection Table
   This table contains a list of Assets that are currently out on open Contracts. The appearance of this table can be modified in a number of ways; see “Working With Tables” for more information.
5. Asset
   Click on an Asset’s row to select it to be picked up. Note that you will have the option of selecting additional Assets from the same Contract on the following screen.
6. Next Button
   Once you have selected an Asset to be picked up, click this button to advance to the Create Pickup Ticket screen.

Asset Selection Table - Columns

The Asset selection table comprises the following columns:

• Contract #: The Contact # of the Contract the Asset is out on.
• Product #: The Asset’s Product #.
• Product Description: The Asset’s description.
• Customer: The Customer with which the Asset is currently out on Contract. Hover your mouse over the “i” symbol to view their Customer # and primary address.
• Site: The Site at which the Asset is located.
• Date Out: The date on which the Asset was rented out (i.e. the start date of the Contract’s rental period).
• Date Due: The date on which the Asset is due to be returned (i.e. the end date of the Contract’s rental period).

The Create Pickup Ticket Screen

This screen allows you to view and modify all of the information about the Ticket.

1. Ticket Info Panel
   Contains basic information about the Ticket, such as its Division and Location, its scheduled date and time, and its assigned Driver.
2. Customer Panel
   Contains information on the Customer for whom the Contract, and therefore the Pickup Ticket, was created.
3. Address Panel
   Contains the origin and destination addresses of the Ticket.
4. Comments Panel
   Contains any comments posted on the Ticket by a dispatcher using Texada Web or Driver using Texada Mobile.
5. Attachments Panel
   Contains any links or files that have been attached to the Ticket.
6. Products Tab
   Contains a list of the Products out on the Contract which may be picked up.
7. Services Tab
   Contains any additional services that have been added to the Ticket, such as cleaning or refueling fees.
8. Previous Button
   Click to return to the Asset selection screen.
9. Create Ticket Button
   Click to save your changes and create the Pickup Ticket. If you have assigned a Driver to the Ticket, they will receive a notification from Texada Mobile at this time.

Ticket Info Panel

This panel contains basic information about the Ticket.

1. Ticket Type
   The Ticket’s type (Pickup, Delivery, or Task).
2. Off Rent Date and Time
   The date and time on which the Assets on the Contract will be off rent. The Contract will no longer bill as of this date, even if the Assets are not picked up until later. This date must be after the Contract’s date/time out.
3. Scheduled Date and Time
   The date and time for which pickup is scheduled. This is the date and time the Driver will see when reviewing the Ticket in Texada Mobile. This date must be after the Contract’s date/time out.
4. Priority
   The Ticket’s priority - Low (green), Moderate (orange), or Critical (red). This will be visible in a number of places throughout Texada Web and Texada Mobile, providing a quick visual indication of which Tickets should be prioritized.
5. Driver
   The Driver responsible for fulfilling the Ticket. Click on the drop-down to open the list of registered Drivers, then begin typing to filter the list and click on a Driver’s name to assign them to the Ticket. You do not need to assign a Driver to a Ticket in order to create it. If you opt not to assign a Driver at the time of creation, you can do so later via the Pickup Tickets list, the Ticket Map, or the Ticket Scheduling page.
6. Division
   The Ticket’s Division. This is inherited from the Division of the parent Contract and cannot be changed.
7. Location
   The Ticket’s Location.
8. Contract #
   The Contract # of the Ticket’s parent Contract.
9. Slip #
   An optional pickup slip number that will be displayed on the printed and .pdf versions of the Ticket.

Customer Panel

This panel contains information on the Customer for whom the Ticket is being created. This information is inherited from the Ticket’s parent Contract and cannot be changed.

1. Customer Information
   The Customer’s basic information, including their name, Customer number, primary address, and phone number.
2. Site Information
   Information on the Customer Site at which the Contract took place, including its name, Site number, and address.

Address Panel

This panel contains information on the origin and destination addresses of the Ticket. 

1. Origin Address
   The address from which the Asset(s) on the Ticket are being picked up. This defaults to the address of the Customer Site on the parent Contract.
2. Destination Address
   The address to which the Asset(s) on the Ticket will be delivered. This defaults to the address of the Location to which the parent Contract was assigned.
3. Edit Address
   Click to edit the Origin or Destination Address. See “Edit the Origin or Destination Address of a Ticket in Texada Web” for more information.
4. Open in Google Maps
   Click the pin icon to view the Origin or Destination Address in Google Maps. This will open Google Maps in a new browser tab. It is highly recommended to use this feature to ensure that Google Maps is able to recognize the Origin and Destination Addresses and provide accurate directions to the Driver.

Comments Panel

This panel contains any comments posted to the Ticket, either by a dispatcher using Texada Web or SRM or a Driver using Texada Mobile.

1. Commenter Name
   The name of the dispatcher or Driver who posted the comment.
2. Timestamp
   The date and time at which the comment was posted.
3. Comment Visibility
   Indicates whether the comment is customer-facing or internal only. Customer-facing comments will be included on the printed and .pdf versions of the Ticket.
4. Edit Comment
   Click the pencil icon next to a comment to edit it.
5. Delete Comment
   Click the bin icon next to a comment to delete it.
6. Comment Body
   The contents of the comment. Comment bodies are limited to 250 characters.
7. Add Comment Button
   Click to add a new comment.

Attachments Panel

This panel contains any URLs or files that have been attached to the Ticket.

1. Attachments
   Attachment filenames and URLs are listed here. Note that attachments are not saved until the Ticket is created; once the Ticket has been created, you can click on an attachment’s name to open it in a new browser tab.
2. Delete Attachment
   Click the bin icon next to an attachment to delete it.
3. Add Link Button
   Click to add a new URL attachment to the Ticket. URLs must be valid in order to be attached; the easiest way to ensure this is to navigate to the desired page in your browser, then copy and paste the URL from the address bar.
4. Add Files Button
   Click to add new file attachments to the Ticket. Clicking this button will open your computer’s file explorer, allowing you to select files to upload. You can attach multiple files at once by ctrl+clicking or clicking and dragging to select multiple files.

Products Tab

This tab allows you to select which Products will be picked up on the Ticket. You must select at least one Product to continue, and can select any combination of Products up to all of the Products on the Contract.

1. Select All / Deselect All Button
   Click the checkbox in the top-left corner of the table to select or deselect all Products.
2. Select / Deselect Product
   Click the checkbox next to a Product to mark it for pickup. Three options are available:
   • Unchecked: This Product will not be picked up.
   • Checked: All of the Products of this type will be picked up.
   • Partial Check: Some of the Products of this type will be picked up. This symbol will appear if you enter a custom quantity to be picked up under “Selected Qty”.
3. Product Information
   The information included for each Product is as follows:
   • Product #: The Product’s number.
   • Product Description: The Product’s description.
   • Status: The Product’s current status.
   • Qty on Contract: The quantity of the Product that was rented out on the parent Contract.
   • Processed: The quantity of the Product that has already been picked up by Drivers on other Pickup Tickets. This number is updated whenever a Driver loads Products onto their truck in Texada Mobile.
   • Selected Qty: The quantity of the Product to be picked up on this Ticket. This field is editable; use the + and - buttons on either side of the field to increase or decrease the quantity to be picked up, or type a number directly.

Services Tab

This tab allows you to add additional services to the Ticket, such as pickup, refueling, or cleaning services. Fees incurred by these services will be included in the Invoice that is generated when the Ticket’s parent Contract is closed.

Services are managed via the Service Codes utility in Texada SRM, at System Maintenance → Configure System Settings → Accounting → Service Codes. See “Service Codes” (SRM help file) for more information.

1. Service
   The information included for each service is as follows:
   • Service Code: The service’s unique code.
   • Service Description: The service’s description.
   • Quantity: The quantity of the service purchased.
   • Price: The price per unit of the service.
   • Total: The total cost of the service. Equal to Quantity * Price.
2. Edit Service
   Click the pencil icon next to a service to edit it, including its quantity, price, and date. You are only able to edit the quantity of services for which the “Prompt For Quantity” checkbox in Texada SRM is checked; all other services will be given a quantity of 1.
3. Delete Service
   Click the bin icon next to a service to remove it from the Ticket. 
4. Add a Service
   Click on the search bar to open a list of services, then begin typing to filter the list and click on a service to add it to the Ticket. 
5. Service Subtotal
   The total cost of all services on the Ticket. Equal to the sum of Totals for each individual service.