Logistics Transportation program

User Manual

PREPARED FOR
Logistics companies.
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Introduction

At DataBand we are aware that creating client-oriented software takes a mixture of technical
excellence and clear communication and our firm hires only the very best to ensure you receive
both. We know that every client is unique and we strive to deliver an individual, innovative and
affordable proposal every time and to follow it through with an outstanding delivery which is both
on time and within budget.

We pride ourselves on our after-sales client-care including our guarantees, staff-training

and onsite and offsite support

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Table of content:
1. Introduction.
2. Scope
3. Process Overview

3.1. Administration
3.1.1.User Creation & Roles

3.1.2. User Permissions

3.2. Configuration

3.2.1. Factory

3.2.2. Trailer Types

3.2 3. Suppliers

3.2.4. Element Types

3.2.5. Cities.

3.2.6. Request Time Limit.

3.3. Process Workflow

3.3.1.Factory Module Examples

3.3.2.Transport & Loading Module Examples

3.3.3.Invoicing Module Examples

3.3.4. TSR Module Examples

3.3.5. Reporting Module Examples

3.4. Reports

3.4.1.Reports

3.4.2Report design

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 3.4.3Report by User

3.5. Dashboard

3.5.1.Dashboards

3.5.2.Dashboard Design

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2. Scope & Purpose:
Databand is Committed to provide the solution within the final requirements and make sure all
supplied services are within the customer budget and cost effective and meets the business
objectives, also we are ready for any future collaboration to provide further service and we assure
our customer that we will supply him with the latest technology tools.

Overview of Deliverables:
• Process review and enhancement.
• Software Developments.
• Software Support Services.
• User Documentation.
• Training.

3. Process Overview:
The project is proposed to address the most urgent and essential information management
needs of those business areas which were deferred under the phased approach adopted for
AIMS, by binding them together on the existing system platform, providing thereby the
integration with the finance and budget system that is necessary if the full benefits of such a
system are to be realized. These areas are described below.

-Factory Module.

-Transport & Loading Module.

-Invoicing Module.

-TSR Module.

-Reporting Module.

-User & Permission.

-Configuration Module.

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 3.1 Administration:
This part of system specified only for the users who are going to be responsible for creating
policies, permission and users also the Software Configurations as explained below.

3.1.1. User Creation:

1. Login Screen

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 Figure 1

We Will Provide an Admin User & Password in order to create users and permissions.

2. User Creation:

Figure 2.

After Login into system the user will find a tab on the menu bar named [User & Permissions], below on that drop-down list
there’s a link named users this link redirects the user to the user administration page.

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3. User Registration

-The above picture used to create users on the system by filling the inputs
represented.
Required Fields:
-User Name.
-Email. Note (write down the email without domain)
-Password.
-Role.
-Name.
-Employee No.
Optional Fields:
-Factory. Ex (there’s a list of factories by select on of it grant the user to take an action on it).

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4. List of users

Figure [3]

1. Active User

2. Hide User and you can restore this user

3. Password Reset

4. Edit user information

5. User Permissions

6. you can go to the user recovery page

As identified above each button on the table will redirect to specific page that will make an action for specific user such as
Edit user information, user permission and reset user password.

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 3.1.2.User Permissions

Figure [4]

First select user role in order to filter specific user Ex. Mohamed work on Transport department you will select from the
list Transport… the Mohamed will appear on the second dropdown named Username rounded by Red Color then click on
Permissions.

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 Permissions & Template

Figure [5]

-In this page there’s a list of all software modules and sub processes and the administrator will be able to grant specific user by
specific permission

-The title in Blue represent direct links and in Red represent parent tab and all the

titles in black color belong to the title in Red.

-The table header rounded by green is represent the actions that user grant

Ex. [if I want the user to show all the projects] as you can see on the table there’s

A checkbox under (Can Show) and after projects this grant user show all the

projects and so.

-Also, Admin can apply ready made template of permission based on role

ex. [Transport cor. Will grant specific actions that will ready check] you use this feature by select a template from the
dropdown list round in blue.

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 First select user role in order to filter specific user Ex. Mohamed work on Transport department you will select from the
list Transport… the Mohamed will appear on the second dropdown named Username rounded by Red Color then click on
Permissions.

-In this page there’s a list of all Dashboard & Report & Report by User Design will be able to grant specific user by specific
permission
If you want To Take Person Permission of All Dashboard & Report & Report by user, Click Select All Check
- Can Show Check if You Want User Show this Dashboard or Report
- Can Edit Check if You Want User Edit this Dashboard or Report
- Can Delete Check if You Want User Delete this Dashboard or Report

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3.2. Software Configuration:
This section is about to Fill out the information that will the user use to make process like
Factories, Element Types and so.

Factories

-This page shows all factories registered on the system and you

can delete, Edit a name , factory location also add a new one

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 Trailer Types

-This page shows all the Trailers that will be connected with suppliers and you can add or edit and
delete Trailer.

Only the Trailer Name is Required.

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 Suppliers

-on this page the user can find all the suppliers list with all the required information.

-the green button on the table represents the attachment.

-the yellow button represent Export To excel Sheet.

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-In order to add a supplier:

1- Fill Supplier Name, Phone, Email, Licensee No, Commercial Registration No, and So.

2- then add Trailer Type that supplier

owns. Note:

-You have to add Trailer in the add details section in order to

link it with the Supplier.

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 Element Types

-Show All Elements Types and user can add more or edit, delete.

-In order to Add A new Element, type all the user have to do is write only the Name.

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3.3. Process Workflow:
Most of the logistics companies currently manually inputs data into excel after bar staff collects
and writes down data for reporting. Currently the system is very data input intensive and the
excel spread sheet tabulates data using formulas. Our team will analyses and design a system
to automate the reporting process, record inventory and all system flow and scheduling data
significantly faster using simple user interfaces for bar staff to directly enter the data into a
database.

High level Requirements:

• Build a solution for paperless do automate the manual process to accelerate the business and
cut the overall cost.

• Analyses the project requirements and enhances the processes

• Build a user-friendly system that deliver seamless experience.

• Streamline the recording process for more accurate transport tracking

• Process control.

• Add Project: No., Name, Project Manager, Coordinator, Client Name, Location.

• Create Request: add Project, add Factory, add Element Type, Fill Element Code, Fill Request
Date, Fill Required, fill Element Dimension, Fill Timing and Trailer.

• Arrange Transporter: pick a Transporter and Quotation, [Add if it doesn’t exist], Print Dispatch.

• Loading: Transporter Arrival, Load Elements, Check Load, Print D.N., Transporter Departure.

• Unloading: Transporter Arrival, Unloading.

• Invoicing: Validate Price, add invoice No, Add Date.

• Process Invoice: Add an IPR NO., Add PO.NO.

Dependencies:

• Quotations: select Transporter, Trailer, Weight, Price, Date from-To, From Location, Destination.

Exceptions:

-Delete request: Before Arrangement and After quality control rejection.

-Reject Load: Quality control will reject Element so the whole load must be loaded again or this load it
will be cancelled.

-Reschedule Request: Take an advantage of canceled request by reschedule it.

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 Factory Module:

On This module the factory user can create request trailer to pickup elements requested by project
or edit, delete this request and also the user can reschedule Request, and if quality control reject
elements factory must replace rejected element.

Figure []

-To Add Trailer request, you have to add Project, Factory, Location.

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 Figure []

-Then Add Element Type & Code, Request & Required Date, Element dimension & Quantity, Drawing
& Casting Date, finally add Elements temporary.

Figure []

-Finally Add Trailer Type& Loading Date and Time and make sure to add

elements temporary Then hit the save button.

Figure []

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Rejected list:

On this page the user can find all the rejected loads from the quality control.

Rejection Action:
Here user can review rejected load in details as presented there's a row in red this the
element was rejected either on loading or checking if user want to add the same
element he has to press edit [1] and add again [7] or reject the whole load.
1- Edit load. 2-Remove. 3-Cancel Load. 4-Weight Load. 5-Save. 6-Discard. 7-Add element.

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Cancelled requests:

This page contains all the cancelled requests either from factory or transport user could get an
advantage of it and reschedule it or delete it permanently.

1- Reschedule request again.

2- Delete request permanently.

3- Export to Excel.

this page is similar to add request the difference is here only you have to change timing for the
load.

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 Transport Module:

On this module users can Arrange Transporter and change it even delete the whole request, Print
Dispatch’s and
Add quotation.

Arrangeme

nt

-After Factory Request a Trailer Transport Department has to

Arrange it by selecting A transporter to pickup the load and

prints the dispatch No.

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 Figure []

Arrange Transporter

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 Figure []

-As specified on the figure above there’s load needs an arrangement so in order to do that user
have to select a transporter and quotation will be selected automatically because every
transporter has only one valid quotation Then press save or save &print.

Dispatching

Figure []

On this Page user can find all arranged requests and can make actions on it like change Transporter
or cancel load.

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 Loading:

Figure []

The Loading page is considered as the main page the Transporting Software, this page contains

the process from transporter arrival, Loading, Quality approval, transporter project arrival,

unloading in project, As appeared There’s more than one activity, we conclude from this that

the most of the information about the loads is confirmed from loading page as here, you can

filter and print delivery note after QC. Approval.

Figure []

As appeared at the table rows colored in green because it’s delivered already also there’s other
colors that
represent

Different status like yellow and it’s represented for many statuses if the user wants to find out
there a page named loading status there the user can find detailed information about load
status, further more of the status there’s a red color that represent QC rejection for the load and
it’s waiting for loading again.

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 Transporter Arrival:

Figure []

This the first process after transporter arrangement which is transporter arrival at the factory as

the user can see on this page most of the information about the load is presented on this page.

On the right side of the screen there’s a list of items contained by this load.

Inputs to be saved:

-Arrival Time: Automated (exact time).

-Arrival Date: Automated (exact date).

-Driver No: represent for Driver Identification No. (residence No).

-Driver Name: Name on the Id.

-Driver Phone: Driver Cell phone No.

-Truck No: Driver Truck Plate No.

When the user fills out this form and hit the save button it will update the load status and will
appear for the rest of Users that transporter arrived to factory and this load waiting for loading
approval.

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 Loading approval:

Figure []

After Transporter Arrival the load status change to transporter arrival and waiting for loading-by-

loading coordinator as presented on the screen all required data filled so there’s no data to be filled on

this page except loading date and time will be taken when user hit confirm button.

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 QC Approval:

Figure []

After Loading approve the load status will be changed to loading approved- waiting for

quality approval, this page is about take an approval for the load either by acceptance or

rejection on the elements by each one. Ex:

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If the qc check on the check box the button will be changed from approve to disapprove

also the load will be rejected and waiting to reload again or deletion.

Project Arrival:

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 Figure []

After qc approved the load and the transporter has moved from the factory heading to the project

when the transporter arrived to the Project manager or the responsible user there has to update

the load status to transporter arrived to project and waiting to unload the items.

Unloading Approval:

Figure
[]
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When transporter arrived to project the load have to be unloaded by submitting unload date

and time and if there’s an Affection on any elements the coordinator has to check it and update

element status and follow it by remark then hit the submit button.

Invoicing:

Figure
[]
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In this module we deal with delivered loads by processing transporters invoices, calculate the final
price and check

D.N if there’s any affection on any elements before we save transporter invoice or validate price or
process it.

D.N. List:

The above figure is a screenshot from D.N. list in the screen we can review all the loads arrived to
the project and we can filter It by one or all of the mentioned below, after filtering specific loads the
action that user can do depends on the situation of the load if it’s unloaded yet it’s impossible to save
invoice or it’s unloaded but it has affection and no body calculate the deduction but if the situation not
mentioned the user can add the invoice no and the date invoice on the red fields last thing the user can
validate price if it’s not validated.

Filter:

-Transporter.

-Date (range).

-D.N. Status

Inputs:

-Invoice No -Date Invoice

Invoicing Process:

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 Figure []

In this section all the saved invoiced is processed here by adding an IPR. NO. and PO. No. in order

to do this process You have to select specific invoices for specific transporter by using the filter

rounded by black box.

After filter specific load or loads we check on it using the checkbox as drawled in red then the user
can add IPR

And PONo. )as explained beside green box( then press

the submit button. Delivery Report:

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 3.4. Reports
3.4.1.Reports:

This Page contains all the Reports you can take Permission of it so you can show it by click on the green
Button

Delivery Note Manual:

TSR Loading Report

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requestId => id

To Show Report Date Enter requested parameter Then Click

Submit Example: Write (4) Click Submit

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Delivery Note:
Delivered loading Report

Dispatch No => write With this Formatted (DisNo-(id))

Ex: DisN-
73627

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Dispatch Manual: TSR Dispatch Report

You Write on Only Parameter RequestId

RequestId: Request id

DN Report:
Report Of DN List

Transporter =>
Transporter id Ex: 4000

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DN Report All:
Report Of DN List for All Transporter (No Parameter
Needed)

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40
Invoiced By Date:
invoiced Report

AreaNum => Transporter

id Date1: From Date
Date2: To Date
EX:
AreaNum => 4000
Date1 => 2020-07-07
Date2 => 2021-04-13

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Invoicing Manual TSR :
invoice TSR Manual Request Report

Transporter =>
Transporter id EX: 4001

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Invoicing All: invoiced Report for All Transporter & in All Date
(No Parameter Needed)

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44
Manual Request Report:
Trailer Request TSR Report

RequestId

=>No EX: 376

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Quotation All: All Quotation Report (No Parameter Needed)

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Quotations Report: Quotation Report

QutationId =>

QutationId Ex : 5

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RFIManual2 :

TansporterId => TransporterId

Enter Only TansporterId
Parameter

Ex:4001

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Suppliers: Suppliers Report

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TransporterId => Transporter Id

Ex:4006

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Test: invoiced Report

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AreaNum => Transporter

Id Ex: 4001

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Trailer Dispatch order: Dispatch Report

MasterId => Id

EX: 7773

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Trailer Report: Trailer Request Report

MasterId => Id

Ex: 73852

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58
 3.4.2. Report design:
In this part user can create and design new Report to map with his needs. And after he design it he
also make permission with the new Report

Figure: Report design

First: he should choose data
source

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 Figure: add data source

2: choose default connection and the table or view he want to be data source

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 Figure: Data source of table

3: click finish

4: he will drag the element of his table to show in report

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Figure: table element that drag in report

Figure: rage element in report

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 3.4.3 Report by User

This All Report New Designed by User

3.5.1. Dashboard:

Figure: Dashboard module

Dashboard:
First of all, you should have permission to see this module. After user have permission, he also should
have permission to choose whish dashboard he can show or edit

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 Figure: permission to see the dashboard
module After user have permission he can see all dashboard that he have
permission with it.

Figure: Dashboard that user can

show by default, there is 2 dashboards with the system

1: main dashboard

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 Figure: main dashboard
2: project with map

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 Figure: project with map

3.5.2. Dashboard design:

In this part user can create and design new dashboard to map with his needs. And after he design it, he
also makes permission with the new dashboard

Figure: dashboard design

1:choose data source of dashboard

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 Figure: choose data source of dashboard

2: click add

Figure: add data source

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3: create data source

Figure: create data source

4: choose database

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 Figure: choose database

5: choose Default connection

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 Figure: choose default connection

6: run query builder

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 Figure: choose query
7: choose table, drag it and check element

Figure: choose table or view to be data

source

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 8:click ok

9:finish

Figure: finish operation of choose data

source Finally user will be chosen shape of dashboard and he can make any

operation he need.

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