Manage Vehicles and Drivers

Glossary

Prerequisites & Setup

Step-by-Step Instructions

Important Considerations

System Impacts & Dependencies

Troubleshooting Common Issues

Overview: Why We Use This Feature

Vehicles and Drivers are the transport records Canix attaches to a Transfer Manifest. This feature allows you to manage the Vehicles and Drivers associated with Transfer Manifests, so that the make, model, license plate, license number, and contact details you use every day are stored once and selected from a drop down menu rather than re-keyed onto each manifest. The details you save here are what the Transfer Manifest carries when the transfer is created.

Both record types live on the same screen, on their own tabs across the top of Outgoing Transfers, and both follow the same pattern: create the record, click its name to edit it, and remove it when it is no longer in service. Keeping the lists current means the drop down menus on a transfer show only the vehicles and drivers actually available to dispatch, which cuts the time it takes to build a manifest and reduces the chance of a wrong plate or license number reaching a shipment.

Vehicles and Drivers do not have to be set up in advance. Both can also be created while you are building a Transfer Manifest, by selecting “Create New Vehicle” or “Create New Driver” from the drop down menu, so a last minute change of vehicle or driver does not force you out of the transfer you are working on.

In this article the following actions are covered. For creating the transfers these records are attached to, see Create Outgoing Transfers.

Create Vehicles and Drivers: This article outlines the steps to create new vehicles and new drivers in Canix from the web application. A new Vehicle is created by completing all required fields: Vehicle Make, Model and License Plate. A new Driver is created by completing all required fields: Driver Name, License Number, Employee ID, and Phone Number.

Edit Vehicles and Drivers: From the Vehicles and Drivers tables, you can edit vehicles and drivers as necessary. Select the record that needs to be edited by clicking on its name, make the necessary changes, and then click Update.

Delete Vehicles and Drivers: From the same tables, you can delete vehicles and drivers as necessary. Removing a record is confirmed with a Deactivate button rather than a permanent delete, so the record leaves your active lists once it is no longer in service.

Glossary

• Transfer Manifest: The document that accompanies an outgoing shipment. It records what is being moved, where it is going, and which Driver and Vehicle are transporting it.
• Outgoing Transfer: The Canix record of product leaving your facility. The Vehicles and Drivers tabs sit on this screen, and the manifest for the transfer draws its transport details from them.
• Vehicle: A saved record for a single transport vehicle, identified by its Vehicle Make, Model, and License Plate. Vehicles are selected from a drop down menu when a Transfer Manifest is created.
• Driver: A saved record for a single person who transports product, identified by Driver Name, License Number, Employee ID, and Phone Number. Drivers are selected from a drop down menu when a Transfer Manifest is created.
• Vehicle Make: The manufacturer of the vehicle. Required when creating a Vehicle.
• Model: The vehicle’s model name. Required when creating a Vehicle.
• License Plate: The registration plate of the vehicle, as it should appear on the manifest. Required when creating a Vehicle.
• License Number: The license number recorded for the Driver and carried onto the manifest. Required when creating a Driver.
• Employee ID: The identifier your organization uses for the Driver. Required when creating a Driver.
• Deactivate: The confirmation step for removing a Vehicle or a Driver. Selecting Remove Vehicle or Remove Driver opens this confirmation, and the record is deactivated once it is confirmed.

Prerequisites & Setup

Before beginning, ensure the following requirements are met:

• Permissions:

• Sales permissions are required to manage the Vehicles and Drivers used on Transfer Manifests. Analyze & Support > Admin & Settings > Permission Groups > Sales > Outgoing Transfers

• Necessary Data:

• No existing records are required to create a Vehicle or a Driver. Both are created from scratch.
• At least one Vehicle and one Driver must exist before either can be selected on a Transfer Manifest, whether they were created ahead of time or created inline from the transfer.

Step-by-Step Instructions for Each Action

Watch the demo video below for a record example of each action, or keep reading for step by step instructions and screenshots:

Create Vehicles and Drivers

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Create Vehicles and Drivers

These “pro-tips” and warnings help avoid common pitfalls:

• Field requirements: A Vehicle requires Vehicle Make, Model, and License Plate. A Driver requires Driver Name, License Number, Employee ID, and Phone Number. All fields on both forms are required.
• Vehicles and Drivers can also be created from inside the Transfer Manifest. Select “Create New Vehicle” or “Create New Driver” from the drop down menu while creating the manifest, rather than leaving the transfer to add the record first.
• Vehicles and Drivers are separate tabs on the same screen. Creating one does not create the other, so a new driver assigned to a new truck means two records.
• Enter the License Plate and License Number exactly as they appear on the physical documents. These are the values the manifest carries, and they are what an inspection is checked against.
• Create the record once and reuse it. A Vehicle or Driver stays in the list for selection on future manifests, so there is no need to re-create the same truck or driver for each transfer.

Step by Step Instructions for Create Vehicles and Drivers

Follow these steps or watch the demo video to complete each workflow.

Create a Vehicle

1. Navigate to Transact > Sales Management > Outgoing Transfers > Vehicles
2. Select +Create Vehicle

• Note: New Vehicles can also be created when creating the Transfer Manifest by selecting, “Create New Vehicle” from the drop down menu.

3. Create a New Vehicle by completing all required fields: Vehicle Make, Model and License Plate

4. Click Create and view Vehicles by navigating to Transact > Sales Management > Outgoing Transfers > Vehicles

Create a Driver

1. Navigate to Transact > Sales Management > Outgoing Transfers > Drivers, then select Drivers from the menu across the top
2. Select +Create Driver

• Note: New Drivers can also be created when creating the Transfer Manifest by selecting, “Create New Driver” from the drop down menu.

3. Create a New Driver by completing all required fields: Driver Name, License Number, Employee ID, and Phone Number

4. Click Create and to view drivers Navigate to Transact > Sales Management > Outgoing Transfers > Drivers

Troubleshooting for Create Vehicles and Drivers

If you encounter an error, check these common scenarios before contacting support.

• The record will not save. Every field on the Create form is required. Confirm that Vehicle Make, Model, and License Plate are complete for a Vehicle, or that Driver Name, License Number, Employee ID, and Phone Number are complete for a Driver.
• The new Vehicle or Driver does not appear in the drop down menu on a Transfer Manifest. Confirm the record was created on the correct tab, and that Create was clicked rather than the form being closed. If you are part way through a manifest, use “Create New Vehicle” or “Create New Driver” from the drop down menu to add it without leaving the transfer.
• You created a Driver but the Vehicles table looks unchanged. Vehicles and Drivers are separate tabs. Select the other tab from the menu across the top to see the record you created.
• You need a Vehicle or Driver that is not in the list and you are already building a manifest. There is no need to start over. Select “Create New Vehicle” or “Create New Driver” from the drop down menu on the transfer.

Edit Vehicles and Drivers

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Edit Vehicles and Drivers

These “pro-tips” and warnings help avoid common pitfalls:

• The record name is the link. There is no separate Edit button. Click the Vehicle name or the Driver name in the table to open the record for editing.
• Changes are saved with Update. The button on an existing record is Update, not Create. A Create button means you are on the new record form instead.
• Field requirements: The same fields stay required when editing. A field cannot be cleared and left empty on either form.
• Edit a record when the details of the same vehicle or driver change, such as a corrected plate or a new phone number. When the vehicle or the driver is being replaced rather than corrected, create a new record instead and remove the old one.

Step by Step Instructions for Edit Vehicles and Drivers

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Outgoing Transfers, then select Vehicles or Drivers from the menu across the top
2. Select the record that needs to be edited, by clicking on the Vehicle name or the Driver name
3. Make necessary changes and then click Update

Troubleshooting for Edit Vehicles and Drivers

If you encounter an error, check these common scenarios before contacting support.

• Nothing opens when you click the row. The name itself is the link. Click directly on the Vehicle name or the Driver name rather than elsewhere in the row.
• There is no Update button on the form. You are on the Create form for a new record. Close it, return to the table, and open the existing record by clicking its name.
• You cannot find the record you want to edit. Confirm you are on the correct tab, Vehicles or Drivers, and check whether the record was previously removed. A deactivated record no longer appears in the table.
• The wrong plate or license number reached a manifest. Correct the value on the Vehicle or Driver record so future manifests are right, then check the affected transfer itself, since correcting the record does not rebuild a manifest that already exists.

Delete Vehicles and Drivers

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Delete Vehicles and Drivers

These “pro-tips” and warnings help avoid common pitfalls:

• Removing a record is confirmed with Deactivate. The button on the record is Remove Vehicle or Remove Driver, and the confirmation that follows is Deactivate. The record is deactivated once you confirm.
• Remove the record rather than reusing it for a different vehicle or driver. Overwriting an old record with new details makes it harder to tell which truck or which driver was on a past shipment.
• A removed record is no longer available on new manifests. Remove a Vehicle or a Driver only once it is genuinely out of service, since a transfer being built will not be able to select it.

Step by Step Instructions for Delete Vehicles and Drivers

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Outgoing Transfers, then select Vehicles or Drivers from the menu across the top
2. Select the record to be removed, by clicking on the Vehicle name or the Driver name
3. To delete a Vehicle, click Remove Vehicle. To delete a Driver, click Remove Driver

Troubleshooting for Delete Vehicles and Drivers

If you encounter an error, check these common scenarios before contacting support.

• There is no Remove Vehicle or Remove Driver button in the table. Open the record first by clicking its name. The remove option sits on the open record, not on the table row.
• The record is still listed after clicking Remove. The removal is not complete until the Deactivate confirmation is selected. Re-open the record and confirm.
• You removed the wrong Vehicle or Driver. Create the record again with the same details, then confirm it is selectable on the transfer you were working on.
• A driver or vehicle you removed still appears on an existing manifest. Removing the record affects what can be selected going forward. Check the transfer itself if a manifest already in progress needs a different driver or vehicle.

System Impacts & Dependencies

Changing data in one area often triggers updates elsewhere. Understanding these relationships is critical for data integrity.

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