July 16, 2008 New Features Coming to DispatchSeries Software Grimes Fuels Growth, Efficiency with Document Imaging Solution Take an Inside Look at Our New Training Videos Award-Winning Fleet Maintenance Software Adds New Features, Speed Make Fuel Tax Reporting a Snap With These Helpful Tips Ask the Tech Team All eZines and Press Releases	New Features Coming to DispatchSeries Software The best-selling dispatch software solution on the market is about to get even better. As a result your valuable feedback, Prophesy has a multitude of tasty new Dispatch features cooking for the fourth quarter of 2008. Let's take a sneak peek at a few of them! Commissions Module You will soon be able to assign one or more dispatchers to customers and/or loads, and automatically calculate and report on commissions due. Users will be able to set up commission schedules that can pay fixed or percentage-based commissions based on load revenue or profitability, with full control over what types of revenue are commissionable. Broker/Agent Security This new security feature will allow system administrators to assign specific customers and loads to specific agents/users (or groups of users), and set the system so that only those users can see their activity. Since users are typically paid via 1099 based on the activity they book, this security feature will prevent individual agents from seeing what other booking activity and associated customer/revenue data is present in Dispatch for the brokerage as a whole. Search Enhancements New functions have been added to the existing radial search that will allow the definition of origin and destination areas that a carrier prefers to run in (or use existing rate schedules that have been set up for carriers), and run a search for a load to see which carriers move between those areas and how much they indicated they would charge. Brokerage Load Data Flow Brokerage companies will have the ability to book a load in one company (typically the brokerage), and assign it to another company (usually the trucking company). The system will then be able to tender the load by copying it to the trucking company and making all necessary accounting transactions such that the payable from the brokerage shows up as revenue within the trucking company. Each set of transactions can then be posted to QuickBooks or other accounting systems independently. This enhancement will mean a major increase in data entry efficiency by eliminating the need to manually reenter this information in another of your companies' database. These updates are planned for the fourth quarter of 2008. Look for further details and additional features in upcoming issues of Prophesy News & Reviews. To learn more about planned enhancements or Prophesy DispatchSeries software as a whole, email usernews@mile.com or call (800) 776-6706 today!
	Grimes Fuels Growth, Efficiency with Document Imaging Solution Established in 1920, The Grimes Companies include an active for-hire fleet of 20 trucks hauling dry foodstuffs throughout the U.S., as well as a thriving brokerage operation. They operate locations in Jacksonville, FL, and Belcamp, MD. With the success of both Grimes companies, came unique challenges. In 2006 the folks at Grimes found their trucking operation growing once again while also juggling the addition of their new brokerage operation. They identified the need for a complete dispatch management solution that could help them keep up with both, all at once. It was also important to the Grimes team that their new solution integrates with their existing WMS, as well as QuickBooks^® Pro Accounting. After exploring many options and conducting a rigorous screening process they selected the popular Prophesy DispatchSeries Software as the solution to manage the day to day processes of both operations. In short order, the Grimes team was up and running with their powerful solution, and in that year the company saw their greatest growth to date. Their business community took note and named Grimes 9th of their area's 50 fastest growing companies in 2007. Their success continued, and in early 2008, Jessica Linton, Grimes Trucking Office Manager, found her team in need of a user-friendly document imaging solution to keep all load paperwork associated with the proper invoices, and to track inspection reports required by the growing fleet. She reached out to Kevin Pasternack, Prophesy National Sales Manager, who identified the Prophesy Document Imaging interface as the ideal solution for Grimes as it integrated completely with their existing Dispatch system, seamlessly sharing files for easy reference. "Prophesy DI is such a time-saver. We use it for keeping the driver files up to date, for matching POD's - it's great," said Linton. "In the past when we closed financials each month, we would file away the back-up paperwork. And whenever we needed anything we would have to pull the files from storage. Now, instead of pulling out boxes we just point-and-click and pull up the documents we need right from the system." Combined with their Prophesy VisiFreight (Internet Shipment Tracking) option, the team at Grimes is able to invoice customers electronically, dramatically reducing turnaround time on payables. "We use the rendition billing feature of the system, which sends all forms through VisiFreight," said Linton. "This makes our customers happy and our invoices more timely. I would definitely recommend this combination." Prophesy VisiFreight allows documentation to be automatically uploaded to a secure website from the Dispatch database, allowing customers to view documents, print them, or save them to a local hard drive. For more information on Prophesy Document Imaging or on our suite of software solutions designed for trucking, contact our team at 800.776.6706 or at usernews@mile.com.
	Take an Inside Look at Our New Training Videos Prophesy's new training video CDs have hit the ground running! These interactive videos are now available on CD and cover all functionality of the Dispatch software including the latest interfaces and feature enhancements. Here we will give you a firsthand look at this helpful training tool and explore some of its key features. The Video CD features an intuitive main menu displaying all of the included lessons. The lessons are grouped in a logical learning order and cover all topics from basic system setup to the most advanced dispatching operations. Using this interactive menu you can follow all of the lessons from beginning to end or jump to a specific lesson for a refresher course whenever you like. Main Menu Each lesson begins with an informative overview of the concepts and terms used in that lesson. Use this overview to familiarize yourself with the essentials before continuing or as a reference at any time. Lesson Overview All lessons are led by an expert Prophesy instructor and cover every click of the mouse as you are taken step-by-step through the processes being discussed. Pop-up text and colored indicators accompany the narration to help you navigate the screen and get extra information about the current topic. The videos are resizable to accommodate any viewing preference and are easily navigable using intuitive video controls. Action Video Special offers are available for existing CompleteCare subscribers. Contact your account representative for more details. For more information on the full range of available training options for your Prophesy software, email usernews@mile.com or call us at (800) 776-6706.
	Award-Winning Fleet Maintenance Software Adds New Features, Speed Prophesy FleetTrax version 3.5 is now available. Our powerful fleet maintenance and inventory management system has received several enhancements and is now more powerful than ever. Among the major updates are several performance improvements. Date range filters have been added to the new Date Preferences tab of the Configuration screen to de-clutter and speed the load times of the Work Orders, Tire Work Orders, Part Purchase Orders, and Tire Purchase Orders windows. Furthermore, the time to save Purchase Order records has been radically reduced especially in databases containing a large number of purchase orders. Other enhancements include: NEW Barcode Options - Users can now specify multiple items to appear above and below the barcode on stickers and barcode sheets. NEW Report Options - For example, the Receivables report now allows users to set a filter to show only the paid or unpaid work orders. NEW Configuration Options - Several new options such as remit-to address fields for work order invoices, markup and tax rate defaults, and a default tire serial number prefix field have been added to the Configuration screen. Single Label Barcode Setup Screen Main Configuration Screen Date Range Filters Report Filtering Options Another major update just around the corner is the much anticipated integration between Prophesy FleetTrax and the popular QuickBooks^® accounting system. Stay tuned for more information on this important enhancement in the next issue of Prophesy News & Reviews. Please Note: The FleetTrax 3.5 update is free of charge for all FleetTrax users currently enrolled in CompleteCare, (formerly known as SIPP). Not on CompleteCare? With all of the recent and upcoming enhancements in FleetTrax 3.5, now is the perfect time to renew. For more information or a full demonstration of Prophesy FleetTrax, email usernews@mile.com or call (800) 776-6706.
	Make Fuel Tax Reporting a Snap With These Helpful Tips It's fuel tax reporting time once again, and the Prophesy Team is here to help! Here are some great tips that will help your TaxTally tax rate update and IFTA filing proceed without a hitch. Be sure to get the necessary instructions and password. If you are a CompleteCare (formerly SIPP) subscriber you will receive an email and/or fax at the beginning of each quarter containing this information. If you cannot locate it, you can easily obtain another copy by calling Prophesy Technical Support at 800.776.6707, or emailing support@mile.com. If you do not have a current CompleteCare subscription, please contact your account representative for more information at 800.776.6706. Take a moment to read the instructions carefully before beginning the update to your TaxTally Software. It is extremely important that you review all of the instructions as well as the "Important Notices" section to make sure everything is in place before the update begins. Be sure to complete both steps of the update. It is common for users to download and run the file from the TaxTally website but to skip the final step of setting up TaxTally to use the new rates. Here, we have outlined the two important steps: Download the executable file from the TaxTally website and run it. This will extract a data file containing the latest tax rates into the appropriate folder on your hard drive or network. You may also be prompted to update your state's IFTA form and/or update the TaxTally program to the latest version. Set up TaxTally to use the tax rates in the new data file by opening TaxTally and clicking Utility > Update Tax Rates to finish the update. Double-check the rates version before running your IFTA report. To do so, open the TaxTally Preferences window (press F2) and verify that the rates version in the Rates field matches the version shown on your installation instructions. (The instructions you will receive contain a full description of what this version number means, as well as what to do if it does not match.) If possible, avoid waiting until the end of the month. A number of issues can potentially arise when doing your fuel taxes, from hard-to-find data entry mistakes to technical issues, and it is much more difficult to solve these issues when the deadline is only a day or two away. Prophesy typically releases the tax rate update at the very beginning of the month, so that our valued users can get a jump start on their fuel tax reporting. Tearing your hair out over an elusive data entry error? Try using the TaxTally Transaction Edit Report (TER). This report lists your transactions exactly as they were entered (no calculations to obscure the numbers), so it is easy to locate and solve discrepancies in your figures. For example, if the gallons figure is extremely high for the quarter, this could mean that someone entered a decimal point in the wrong place or entered an extra digit in the Gallons field in one of the transactions. Another trick: Try running the TER for each month in the quarter to find out which month has the issue, and then for the first and last two weeks in that month. Now that the report is much shorter, you can quickly scroll through it to find the specific transaction that has the error. You can also narrow down the report data using other criteria such as states or vehicles. Always compare the TaxTally IFTA return against the form provided by your IFTA reporting agency before filing. Prophesy makes every effort to provide the latest filing forms and rates available. However, there is a possibility that an update may be published by your jurisdiction after you receive your email or fax from our team. It is therefore strongly recommended that you ensure that you are using the current form and the correct rates before filing your return. Following these guidelines will help to ensure smooth sailing through your tax reporting with Prophesy TaxTally. If you have any questions or need assistance with your quarterly fuel tax rate update, contact Prophesy Technical Support at support@mile.com or (800) 776-6707. For more information or a full demonstration of Prophesy TaxTally, email usernews@mile.com or call (800) 776-6706 today!
	Ask the Tech Team Did you know that you can easily drag-and-drop drivers and vehicles onto loads using the split view feature of the Dispatch Board? Here's how! Open the Dispatch Board (Operations > Dispatch Board). Split the Dispatch Board into two view panes (Edit > Split Pane). In one of the view panes, display a list of pending loads (select Dispatch Activity in the tree view at the left, and then click Pending Loads). In the other view pane, display a list of resources or equipment (select either Resources or Equipment in the tree view). For this example we'll choose a company driver, so in the tree view click on Resources and then Drivers to display a list of all company drivers. Scroll through the load list and click on a load to highlight it. Move the mouse cursor to the driver you want to assign to the load, and then click and hold the left mouse button. Drag the mouse cursor to the desired load and let go of the button. The Assignments screen will appear, and you'll be asked if you'd like to assign the selected driver to the load. Click Yes (or click No to cancel the process and return to the Dispatch Board). The driver is immediately assigned to the load and the load's status will change from Pending to Assigned. Ask a question! If you have a question for the Prophesy Tech Team, email it to usernews@mile.com and you could see it answered in a future issue of the Prophesy eZine.
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