Frakt24 - FleetX Academy
Dispatcher · Level 3 · Expert and setup

Reporting on orders

Learn to put forms on the orders, approve what the drivers report in the app, and get it onto the invoice.

New 12 min Rapportering fra sjåførappen · module 31 Rapporteringsskjemaer i FleetX · module 45
1

Goals and why

What you will learn

  • where the forms are linked to the service type, and how to add an extra form to one order
  • find the reports waiting for approval
  • approve, correct or reject a report from the driver
  • why you must approve before the order is invoiced

A reporting form is a form the driver fills in in the app at the stop. It can have photos, quantities, checkboxes and a signature. Examples are a weighing slip at delivery, a damage check at pickup, or hours and kilometres when the job is done. The form appears in the app at the right stop.

You have to approve what the driver sends in. Fields with a price link become price lines on the order when you approve. That is why the order of steps matters: approve before the order is invoiced. If you approve afterwards, the report is marked as approved. But no price lines are created, and you get no warning.

2

Key terms

Reporting formA form the driver fills in in the app, for example a weighing slip or damage check. In the TMS it is called Activity or form.
EventWhen the form is to be filled in: when the driver arrives at the stop (Arrived), or when the stop is done (Completed). In the table on the order, Completed shows as Finished.
Pending ApprovalA submitted report waiting for you. Once you have handled it, it shows as Approved or Rejected.
Price linkA field in the form linked to a product code. The value the driver reports becomes the quantity on a price line when you approve.
Action requiredThe top part of the alerts, behind the bell in the top menu. The Reporting line shows how many reports are waiting for approval, across orders.
3

Show me

The images show where the forms are linked to the service type, how you put them on one order, and where you see the reports that are waiting. Click a part of the image to see what it is used for.

Try it yourself in Steptour

An interactive walkthrough recorded in Frakt24. You click through the steps yourself, and it opens on top of this page.

4

Try it yourself

Put the steps in the right order, from the form being set up to the report being on the invoice.
Your order appears here
5

Check yourself

All correct completes the lesson
Answer all correctly to complete the lesson You see which answers are wrong, and you can try as many times as you like. This lesson counts towards the level 3 badge in Dispatcher: 0 of 4 complete.
1. The driver reported three hours of waiting time, but the order was invoiced yesterday. You approve the report now. What happens?

2. One specific order needs a damage form when the driver arrives at the delivery address. What do you do?

3. The quantity in a report is wrong. You reject it with Reject Report. What happens next?

4. You want to see all the reports waiting for approval without opening the orders one by one. Where do you look?

5. The Reporting button on an order shows a red number. What does it mean?

6. In Advanced Order Reporting on the order, a form has the event «Finished». When does the driver fill it in?

7. FleetX is switched on for your company. An administrator links a new form to the service type «Ekspress». Which orders get the form automatically?

You are not signed in, so the result is not saved.

Trainer notesOnly shown when trainer mode is on
  • Requires module 31 (resource reporting) for the Reporting button and module 45 (FleetX) for the forms. Without 45 the panel only shows Received and Required. Copying the service type's forms onto new orders is also controlled by the FleetX switch in the environment (FLEET_X, modules/Api/Helpers/Common.php).
  • Common support case: "the report didn't make it onto the invoice". Check whether the report was approved after the order was invoiced, or whether the value was 0.
  • The thumbs-down button on the report card does nothing today. Reject from View Form with Reject Report. Drivers with the auto-approval permission get the forms already on the order approved and priced straight away. Forms they submit that weren't on the order are priced but stay Pending Approval.