Powerful Integration Between Trucking Applications Will Save You Hundreds of Hours of Wasted Data Entry
The best trucking company software packages on the market today are “integrated” systems. That means that the programs are linked together. When you add an invoice to your invoicing program, it updates the records in your Accounts Receivable system. The Accounts Receivable, Accounts Payable, and Payroll balances are automatically updated in your General Ledger program and Financial Statement reporting. But that’s usually about where it ends. So when you get an Accounts Payable Invoice for a fuel bill, you could end up actually having to handle that invoice 2, 3, or even 4 times, if you need to apply it to a unit’s history, an owner-operator’s charge back, and/or a fuel tax report.
With Axon Trucking Company Software, information only needs to be entered once, and it can flow through to all of the places you need it
AXON completely integrates all of your management systems so that nothing will slip through the cracks. For example, when you download fuel bills from one of your fuel suppliers, with the “push-of-a-button” your Fuel Tax reporting, Accounts Payable, Owner-Operator Payable, Equipment files and Financial Management Systems can be updated – instantly!
Every AXON application is completely integrated with every other AXON application
You’ll never again need to enter information from the same transaction twice. (You know that it is happening right now, dozens – or even hundreds – of times every day!) Your admin staff are wasting thousands of hours every year – through no fault of their own, simply because your software system and manual management systems aren’t doing their jobs properly!
Handy Financial Snapshot of Your Trucking Business
The Executive Briefing provides a summary of your company’s financial situation to help you pinpoint problem areas or unexpected results. Once you have this information, you can dig deeper to obtain more detailed information using Axon reports – the Income Statement, the Accounts Receivable and Accounts Payable Reports, or the Order Master Report.
“The Executive Briefing is a great tool. I run it probably two or three times a day because I’m always looking at the cash balance to see if we’ve written checks and where we stand on Accounts Receivable. I have my sales there, and there are certain general ledger accounts that are important to us and it’s easier to use it right there than trying to print a trial balance or look up an account activity. So it is a very beneficial tool” – Bob Glownia, R. B. Humphries Inc.
Axon’s Executive Briefing makes it easy for you to obtain the information you need.
At a glance, you can see:
- Net Profit/Loss YTD
- Net Profit/Loss Month-To-Date
- Outstanding Payables and Receivables broken down by aging periods (e.g. Current, over 30 days)
- Outstanding Orders – number and revenue broken down by status (e.g. Completed, Overdue)
- Account Balances (with actual figures for the current and previous months as well as a line graph documenting the highs and lows of the past 12 months
- Current and Customizable
The Executive Briefing is customizable. You choose the items and accounts that you want to be able to review at a glance so that you have the information you need to manage your company effectively.
The Executive Briefing is automatically updated once a day, and you can update it manually at any time. As the Executive Briefing is completely integrated with the dispatching and accounting information, you can have access to the most recent information – payments received in the morning’s mail or new Orders placed a minute ago.
Axon helps you set up your financial statements (e.g. income statement, balance sheet) when you start using the system. In addition, you are given the tools to make changes or create new financial statements.
Income statements and balance sheets can be printed for any period of any year, at any time. You can design a variety of financial statements and schedules to suit very specific needs, summarizing or detailing information to suit the reader.
The Financial Statements Table helps you to lay out the columns of your report. You select the order in which the information will be displayed, and you can also set up columns for comparison years in order to compare your current financial information with that of previous years.
You can modify the content of your financial statements using the Financial Statements Specifications screen. You can select the information you want to include, the balances and totals (e.g. total of all your income accounts) to be included, and the layout of your report (e.g. page breaks between the assets, liability and equity sections of your balance sheet).
All reports can be sent to a printer, screen, or text file, making it easy to insert your reports into other company documents, or management tools, such as spreadsheets and graphing programs.
The GL can be printed in detail, by account, for any or all accounts, and for any period or group of periods, providing you with a powerful reconciliation and auditing tool. Information flows into the General Ledger automatically, and in Real-Time, from other applications (e.g. Accounts Payable and Accounts Receivable programs).
Cash Flow Statement
Axon’s Cash Flow Statement makes it easy for you to assure potential investors or creditors of your company’s short-term financial viability.
Ready To Go
The Cash Flow Statement is just one of the many financial reports that are set up and ready for you to use. All you need to do is enter the appropriate start and end dates.
Axon staff can help you customize your Statement based on three Cash Flow Types – Financing, Investing, and Operations. They can also help you establish the presentation format for your report.
Multiple Bank Accounts
You can set up multiple bank accounts. You may have one account for your savings and another for your day-to-day expenses. Or you may have both American and Canadian bank accounts. It’s your choice. The Bank rec. is great! Before, this used to take our accountnat two days to do; now I am done in 45 minutes – Rachelle Oosterhuis, All Points Freight Inc.
Default Bank Accounts
You can select a bank account to be your standard choice when writing a check or depositing a payment. This information will then fill in automatically on the Receivables >> Payments and Credits screen or the Payables >> Checks screen.
You can select one default bank account for each currency your company uses.
Pay your bills – or pay your employees – using direct deposit. It’s efficient, saving you both time and money as you no longer have to print checks or send them in the mail.
Axon software manages direct deposit payments for Accounts Payable, Payroll, and Owner Operator pay. The software is designed to handle direct deposits through a variety of banks and we are constantly adding new interfaces.
Axon supports US direct deposits through ACH (national Automated Clearing House).Save yourself the time and bother of printing and mailing a check — use direct deposit instead.
The Direct Deposit option helps you to pay business partners or employees by direct deposit. Printed check stubs fit neatly into window envelopes ready to be mailed to your suppliers or employees.
The Bank Reconciliation screen makes it easy for you to enter miscellaneous transactions (e.g. service fees and interest) and to check off cleared checks, deposits, factoring transactions, and journal entries.
The online documentation will help you to resolve any problems you may encounter. Your options include:
- How do I transfer funds between Home and Foreign bank accounts?
- How do I handle credit card payments?
- Why doesn’t my foreign bank account balance match my actual bank balance?
Your first step is to request ACE ID’s for drivers, crew members, owner operators, tractors, and trailers that do not already have a FAST number. Axon’s ACE Manifest interface provides you with a screen outlining the information required so that you can submit your requests electronically. The software then tracks the status of your request and provides a button so that you can resend your request if you do not receive a response within 24 hours.
Axon’s software provides you with lists of the Customs and Border Protection (CBP) codes for package types, border codes, Schedule K, and UN Dangerous Goods. Because these lists are long, you mark the codes you use as Active so you have fewer choices to deal with.
Testing and Production
The CBP will want you to test your ACE setup before you start using it. The software provides you with both Trial and Production modes of operation to help you with this process.
You can print a paper copy of the manifest for the driver to take with him on the road. The report has been formatted according to CBP guidelines.
The ACE interface also helps you to revise and resubmit a manifest or to send an electronic message to CBP notifying them that the truck will no longer be crossing the border.
You can review both past and current manifests using the ACE Manifest History Report, selecting the information you wish to print based on a variety of fields. For example, the report allows you to review manifests for a particular tractor or a particular estimated arrival time.
Orders are assigned to an ACI emanifest. You will also enter the Equipment, the Crew Members, and the Estimated Arrival time. The Manifest displays the Status of your manifest— Pending, Waiting for CBSA (Canadian Border Services Agency) Response, Failure, or Success. If you make changes or additions to a manifest that has already been sent, you can modify the manifest and resubmit it. You can also print a paper copy of the manifest to be sent with the driver.
The ACI Messages screen displays all the ACI manifests that have been submitted and the corresponding responses. You can also receive an email message or a pop-up message on your screen to notify you of new ACI messages.
ACI History Report
You can review both past and current manifests with the History Report. Just choose the information you want to print based on a variety of fields. For example, you can review the manifests for a particular tractor or for a particular date.
Axon’s satellite tracking supports over eight different satellite providers, including Omnitracs (Qualcomm), Shaw Tracking, Link Trak, Geologic, Teletrac, and PeopleNet. The satellite systems are fully integrated with Axon’s dispatching and accounting software, helping you to share information efficiently with your drivers on the road.
Satellite Communications and Tracking
- Send order confirmation notices to your drivers on the road
- Automatically update order status (e.g. dispatched, completed, overdue)
- Track equipment locations in real time
- Access driver call-ins, equipment location and order status directly from the Dispatching screen
- Provide accurate, up-to-date information to your customers on expected arrival time or anticipated delays
- Maintain a record of driver call-ins to avoid confusion
- Make efficient, accurate decisions based on timely information
You can send Order Confirmations directly to your Drivers using Omnitracs (Qualcomm), Shaw Tracking, and Link Trak.
In addition, with many of the satellite services, you can set up your own free-form messages, choosing the order information that is most relevant to your business. The free-form messages can then be sent to your drivers via satellite or by email to your customers. Axon will warn you if you go over the maximum length set by your satellite company.
You can communicate with your drivers, passing along messages and updated information. Messages are all logged on the Satellite Messages and Driver Call-Ins screens.
Satellite integration ensures that you are always aware of the status of your orders. If a driver is delayed or arrives early at his destination, you’ll be the first to know. Customers appreciate the fact that you are tracking their order, and you have the information at your fingertips when they call.
Axon uses the GPS location information from your satellite company to keep track of your equipment’s position, using longitude and latitude to provide you with a visual map of the locations for all your equipment.
Your jurisdiction miles can be imported directly to Fuel Mileages and Purchases, simplifying your fuel tax calculations.
Reports are an essential part of your business. You need reports to tell you what invoices are outstanding, the details on all your equipment, and your profit margin.
All of our companies have slightly different reporting needs. Company A may not want to report its revenue or prepare its bill of lading in exactly the same format as Company B. Axon sets up standardized reports so that they are ready to use. But, on some reports, they turn it over to you and give you the option of customizing it.
On the Equipment Revenue summary report, you can select which columns you want to include. And your options include all your equipment statement categories, the standard Axon report columns, and any new column headings created in the Equipment Revenue Report Categories. Creating your own column headings gives you the option of grouping several equipment statement categories under the same heading.
You can select which fields you want to include on your Trip Manifests and set up empty columns for drivers to record their comments. When you show your Other Charges on your Trip Manifest or Bill of Lading, Axon helps you to choose your column headings. For example, you may want to include both a description and a quantity for each of your Other Charges.
Of course, you also have the option of setting up a completely individual report using Reporter. Just choose Global >> Reporter at the bottom of any form screen.
The Custom Reports tool allows you to prepare reports based on information which you select and sort. The options are limitless and you can design a report to meet your company’s particular needs.
Once the report is created, you don’t want to lose it because you’ll want to use it again — next month or next year. So Axon automatically lists your saved reports in the Reporter Reports section of each module of the program along with reports that Axon supplies for you to use.
Increase Productivity with Preset Reports
Have you ever spent a lot of time selecting just the right options to ensure that a report will give you exactly the information you are looking for? You know that you’ll want to use this report over and over again – will you have to repeat all that preparatory work?
No! Because Axon gives you the tools to set up a report with a specific set of options and save it to use again at another time.
You can use the Presets button at the top of most Axon report screens to save a set of report options under a name you choose. These saved options are then listed on the pull down menu so that you can use them again in the future.
In addition, you have the option of importing or exporting your report settings. You can import a report set up for you by Axon’s support staff or you can export a report you have prepared to your company’s other offices.
Drilling Down to the Details
Reports provide an overview of a great deal of information. But sometimes you want to be able to refer back to the original transaction or the source document. You can do just that with many Axon reports.
Let’s use the Receivable Report as an example. First of all, choose the appropriate report options. You want a detail report, but you only want it to include your outstanding invoices and transactions for the past month. Custom Reports Orders
Now you’re ready to preview the report. If you’d like to see more detail about one of the invoices, move your mouse over the Invoice#.
A dashed box will appear, indicating that you can drill down on this value. Double clicking on the dashed box will pull up the original Invoice.
You can drill down from many of the report Preview screens. Just move your mouse over the report columns to check for the dashed box. This is a convenient way to make corrections or fill in additional information on the source document.
Print, save, email, or export
Once you’ve reviewed the report, you can immediately dispatch it by choosing the Print, PDF (Save to File, Email as Attachment), and Export buttons at the bottom of the Preview screen.
There’s no time wasted flipping back and forth between screens. All the information is available with a click or two of your mouse. Be sure to check out Axon’s custom report options. They will make it easy for you to compile and review your financial and trucking information
Dispatch Software For Over The Road and Oilfield Trucking
Quickly access the status of orders, trucks, trailers and drivers with an easy to follow display of color-coded timelines, detail balloons and quick lists that instantly provide your dispatcher with the information they need to do their job in an extremely efficient manner. Information from order processing, dispatch, driver pay and financial reporting flows from dispatch to accounting in a true one-entry experience.
- Axon’s Truck Dispatch Software— makes it easy for you to see where your trucks are, what drivers are available, and whether you are on schedule or running behind with some of your trips.
- Equipment and order status are color coded, making it easy for you to see at a glance what equipment is available or what orders are dispatched, completed, or overdue.
- Enter new orders and retrieve information easily. Use your mouse to move quickly and efficiently around the dispatching screen by clicking, double clicking, or right clicking on specific items. For example, right clicking on an order allows you to enter a new order, driver call ins, or equipment/driver/carrier options.
Map Orders and Equipment
Look at a written list of orders, and your mind turns fuzzy. But look at them on a map, and you immediately see the connections. Check out the screenshot below and you’ll see that there’s a cluster of Orders and Equipment in Western Canada, while several of our Tractors are making long-haul trips to the southern United States. Additional information is just a mouse-click away. Works great for all types of trucking companies.
- Give me the details – Click on an Origin or Destination, and a pop-up window provides you with the Name and Address of the Shipper and the Consignee. Click on a Tractor or a Trailer, and the Name of the Equipment will be displayed. If you have lots of Other Orders or Other Equipment at the same spot on the map, the pop-up window will list them so that you can review each of them in turn.
- Make the connection– Hover your mouse over the Origin of an Order, and the Destination symbol will start bouncing. And vice versa. You can also draw the route between the Origin and Destination of a shipment.
- What’s nearby? – The Show Orders Around and Show Equipment Around options give you the opportunity to locate other Orders or Equipment within a certain radius.
Axon Dispatch is designed to make it easy for you to review your equipment options. You set your own status descriptions (e.g. Available, Driving, Out of Service), and then use these options to record the current status of each piece of equipment. Each of these options is color coded. So when you go to the truck dispatch screen, it is easy to see what equipment is available for a particular trip. And, again, you choose the colors that you prefer for each status option. You can even change the status of a tractor or trailer from the dispatching screen by right clicking on the equipment name and choosing Set Status.
PCMiler/Mapping provides a visual display of the route between two places or the location of a company. The Mapping feature is tied in with PCMiler’s mileage and routing calculations providing you with up-to-the-minute information for dispatch and operational analysis.
With software controlled fuel downloads, direct deposits and document imaging your trucking company will run like the well oiled machine you once envisioned. Add mileage and routing connectivity and your IFTA reporting nightmares will soon disappear.
Document imaging lets you save a wide variety of documents — a digital photograph, a scanned photograph or document that you have saved on your computer, a spreadsheet, or a .PDF file.
Attachements ScreenYou can attach documents or images to your Business Partners, Equipment, Employees, Orders or Work Orders database. This means that you can add a photograph of your tractors to your Equipment file or include a scanned copy of a bill of lading with your Order. You can even attach a photograph or an invoice to your work orders. It’s easy using Axon software.
You can save small files directly in the Axon database by using the ‘Embed Image Data’ button. But embedding larger documents isn’t practical as it would make the database too large and unwieldy. In this case, the software allows you to ‘Link to Image’, thereby creating a path to the file instead of storing the actual file in the Axon system. In both cases, you save your images to a common computer/server or folder so that all the staff have access.
Depending on the type of file, you may be able to view a thumbnail image in the Attachments tab. In other cases, you will need to double click on the item to view it.
It is so convenient to be able to attach documents or photographs to your Orders, Trips, Tickets, or Jobs. And it becomes even simpler if you ask Axon to attach them automatically.
You will need to use the trucking transaction number as a prefix in your document names, but Axon will take care of the rest.
You can manually attach documents to a custom column that you have added to one of your screens.
If you choose Attachments as one of your Dispatching fields, you will be able to tell at a glance if there are any attachments for one of your Orders, Jobs, or Tickets.
EDI Invoices, Payables and Order Tenders
Axon software is integrated with EDI order tenders, payables and invoices.
The Generate EDI screen displays a list of outstanding single-order invoices that have not yet been processed. Just choose the check box beside the appropriate invoices and select Send when you are ready to generate the file.
By choosing the Access button, you can immediately review the order or invoice for a particular line item.
One of the newer features is Payables EDI. You can now pay your Suppliers through a credit card company.
Once you send an ePayment, the system will automatically create a temporary check to show that the Invoice is no longer outstanding. When payment is approved, the credit card company’s message will appear in the Reference field on the Payables » Checks screen. You can also receive email notification when you receive a response from your credit card company.
The ePayment Messages screen is a convenient way to review the status and history of ePayment request files.
You can use the EDI Order Tenders screen to review order tender requests that have been sent to you. Once you accept a request, Axon ETA will automatically generate an order that is ready for dispatching.
Axon has developed an interface with various providers.
Here are a few examples:
- Allied Tube and Conduit
- Good Humor Bryers
- Osram Sylvania
Oilfield Trucking EDI
Axon supports the following VANs:
ADP Open Invoice, Cortex, Oildex Spendworks CSV Flat File Integration.
Axon also supports the following X12 EDI Transaction Sets: EDI 810 – Invoice, EDI 871 Service Receipt, and EDI 850 – Ticket.
Your trucking business relies on accurate routing information for each piece of equipment, every day of the week. Entering the routing information is quick and easy with Axon. Simply highlight a piece of equipment on the Orders screen and click on the Routing button.
A pop-up window will display all the Picks/Drops and other locations that have been assigned to the equipment during the date range specified.
Track Equipment Routing
Axon stores the routing information, enabling you to track where your truck has been and its mileage during a particular time period.
The Equipment Routing Report provides various options to customize the information that you want in your report. You can print mileage totals or jurisdictional mileage, and you can list Last Location for each piece of equipment.
Pay by Mileage
The mileage from the routing automatically flows through to the pay records, making it easy for you to pay your drivers and owner operators based on the mileage from their trips during the last pay period.
Fuel Tax Mileage
If you have PC*Miler, you can also copy the routing into the Fuel Tax application and have the mileage broken down by jurisdiction, saving you from having to work it out manually.
Tracking Equipment Moves
You can use the Routing screen to track any equipment moves. They don’t have to be linked to an order, which is handy when you are moving an empty unit from one site to another or back to your warehouse.
IFTA Fuel Tax
Axon’s trucking and accounting software package is fully integrated. Axon’s IFTA fuel tax software takes the pain out of recording and submitting your fuel tax reports. Let’s take a look at the different steps along the way.
Fuel Downloads: You’ll save a great deal of time by downloading an electronic record of your fuel transactions. Once you’ve imported the information into your Axon system, the system will create the Payables transactions and charge the purchases to the appropriate equipment.
IFTA Fuel Tax Rates: The system automatically updates the IFTA tax rates for each Jurisdiction on a quarterly basis. It also maintains a record of the Fuel Tax Rates History for comparison purposes.
Fuel Mileage: You can import your fuel mileages directly from the Routing or from your Satellite records. PC*Miler will provide you with a jurisdictional breakdown. Axon takes the fuel tax rate information and applies it to the mileage for each jurisdiction as recorded on the Fuel Mileages and Purchases screen.
Fuel Purchases: Your fuel purchases will be generated automatically from your Payables fuel invoices.
Double Check for Accuracy: Before running your IFTA software reports, it’s a good idea to print a IFTA Fuel Tax Report to confirm that your fuel mileages and purchases information is complete and accurate. You can also use this report to calculate average fuel consumption. The Fuel Tax History Report provides you with a detailed list of all your fuel mileages and purchases and can be very helpful in locating missed or duplicated fuel mileage entries.
IFTA Fuel Tax Reporting: Once you’ve reviewed your data, you’re ready to print the IFTA information and complete the IFTA form. All the information you need is integrated and assembled in one place for your convenience.
Axon offers you various report options to help you track your expenses:
- The IFTA Fuel Tax History Report provides a detailed list of all your fuel mileages and purchases as well as a summary of the totals;
- The Fuel Tax Report provides the average mileage per unit; and
- The Toll and Non-Toll Mileage Report helps you to recover the cost of toll mileage.
Canadian companies will appreciate the fact that Axon helps you calculate the percentage of total mileage which is traveled in Canada to assist them in calculating Workers’ Compensation Board assessments.
Axon’s fully-integrated IFTA fuel tax software system is fast, efficient and reliable.
Save a ton of time with Axon’s trucking invoice software. In Axon, invoices get generated automatically as you use the applications!
“When you have four different systems, you have to create something four different times. Axon has helped us by streamlining the process. Once you’ve created an order in the system, it doesn’t go away. When the order has been finished, it’s been invoiced. So you don’t have to enter customer information into a dispatch system, and then put a dispatch system into an invoicing system, and then from invoicing into a financial system to create financial statements which we had to do before.” – Walter Wellborn, Augusta Transportation Inc.
When you enter Orders, Trips, Tickets, Work Orders, Purchase Orders, or anything else that should be tied to an invoice. Axon trucking invoice software will apply the correct information and create that corresponding invoice. You can also create your own manual invoices, or set up a recurring invoice (to be automatically generated every certain period of time, like a monthly power bill). Meanwhile, journal entries are being recorded appropriately, your General Ledger is automatically maintained, your financial statements are being updated in Real-Time, and you can get reports on any part of it! Both payables and receivable invoices are neatly filed away in the system, ready to be pulled up at a moment’s notice with Axon’s powerful search filters. You can quickly and easily find any invoice that you wish to examine, edit, pay, or apply a check to.
“Everything is done automatically, whereas before we would have to post everything into each individual area to get our General Ledger out properly. [Before Axon] four different people would have to handle an invoice before it went out of the office. It was just way too time-consuming.” – Russ Richards, Richards Transport Ltd.
Recurring Invoices help simplify manual Invoices that occur on a regular basis by entering the information once on a master Invoice which can be copied over and over again. You can generate a batch of recurring Invoices by giving them all the same Recurring Group name
You’re in a hurry to get a check in the mail and don’t have time to do a full check run. What do you do? The Quick Payment option is a convenient way to issue a check at short notice as it generates an invoice and a check simultaneously. Quick Payments are included in the Supplier history, so there’s no risk of losing track of the payment.
Axon’s Trucking Payroll Software has all the features of the best conventional payroll software, plus a variety of trucking-specific capabilities designed to make managing driver and employee pay easier than any other system available today.
“We have over one hundred and thirty people that work for us… When we switched to the new Axon program, I shaved two days off my payroll.” – New Hope Transport Ltd. – Jake Peters
Payroll is a perfect example of why seamlessly combining your company’s operations and accounting through Axon Software is so amazing.
But how is this possible?
Axon works by automatically taking important information from some areas of your business and applying it to others. Payroll takes what it knows about how you pay your employees (from their records), checks what work they have done this period, and does some background math based on what is appropriate for your state or province (We track and update this for you). When payroll time rolls around, you’ll be done in just a handful of clicks – with added confidence in its accuracy.
Axon’s Payroll application does more than just compile information and record transactions though – It can also prepare all of the related paperwork for you. Everything from simple employee checks and statements, to complex government forms, to a wide variety of reports for your own information.
If you hire owner-operators, we have an equally simple way to pay them as well.
Safety and Control
To effectively manage your trucking company and to ensure the safety of your employees, your customers and your equipment, you need to be able to track a great deal of information. You are responsible for equipment maintenance, driver qualifications, legislative requirements, and safe delivery of everything from food to priceless art to dangerous chemicals. Axon’s automated warning system and detailed information tracking system makes trucking company safety much easier to control.
Automated Warning System
It can be challenging to keep track of all the deadlines for everything from driver’s license renewals and first aid certification, to oil changes, tire rotation, and brake checks.
With Axon software, you can set up automatic reminders and warnings for all your equipment, drivers, and carriers. You will then receive advance and overdue email warnings as well as pop-up reminders when you assign equipment, drivers, or carriers.
You can also enter pop-up messages to record incidental information. For example, you can inform the dispatchers that the tailgate is broken on a piece of equipment or that an employee cannot do any heavy lifting for the next two weeks.
Some customers expect drivers to have certain qualifications before they come on site (e.g. site orientation). You can keep track of your customers’ requirements and your drivers’ qualifications within the Axon system. Then you’ll receive a warning message if the driver you are trying to assign to a particular Order does not meet the requirements.
If you are transporting food products or dangerous goods, you will need to maintain an accurate record of every step in the transportation process. Axon simplifies this time-consuming task by providing you with customizable reports that can track every detail.
Keeping Everyone Informed
Axon’s real-time, integrated system ensures that everyone who needs information has quick and ready access to it. All your employees are in the loop, ensuring greater safety and more effective decision-making. Pop-up messages on the dispatch screen will notify your dispatchers if you have set a credit limit for a particular customer, if a carrier’s insurance has expired, or if a driver needs to renew their license.
The Software Advantage
Computers are capable of storing and tracking large quantities of information. And they have one big advantage over humans – they don’t forget. Axon’s software will save you time and money and keep you safe.
Security and Confidentiality
Axon is a fully integrated trucking and accounting software system. As a result, there are many people who use it – from dispatchers to payroll clerks. However, not every employee needs or should have access to every part of the system.
Access – Axon helps you to establish user groups. Each user group is given permission to use and access information in specific parts of the system. It is up to you to decide who needs access to the various software modules. For example, dispatchers will need access to trucking and fuel tax information, but they will not necessarily need access to accounts payable or payroll.
System-wide security – Users who do not have software permissions for certain sections will not be granted access to that information throughout the system. For example, users who do not have permission to access the Trucking/Orders Billing Information will not be able to view order billing information on the Orders screen, the Order Confirmation Report or the Bill of Lading.
Axon’s software is designed to meet your needs. It is fully integrated to save you time, but it is also flexible allowing you to determine which employees have access to each part of the system.
Limiting Access to Journal Entries
Axon provides you with two different screens for viewing or creating journal entries.
This screen provides access to ALL the journal entries created by ALL the Users on the system.
Add Journal Entries
This screen is more restricted. Users can create and view only their own journal entries. They are NOT able to view or edit journal entries created by other Users.
As the system administrator, you can give your staff software permissions to use the Add Journal Entries screen but not the Journal Entries or Journal Report screens.
In this way, they will be able to enter their own information, but they will not be able to view confidential journal entries.
Tickets and Project Management
Axon Software is flexible. The Tickets and Project (Jobs) Management system works just as well for frac sand haulers, oilfield trucking, gravel haulers, towing businesses, or any other ticket-using company, as it does for companies providing service in the oil patch.
If you are providing services or hauling in the oilfield, you could be dealing with hundreds of transactions daily. Axon’s Ticket and Project Management System is specially designed to help you manage this huge volume of information as efficiently as possible:
- Fill in the ticket number, the customer, dates – assign it to drivers and equipment
- You can set up locations for pick up and drop off, record times and volumes, and/or type of product and service
- You can set up standard job descriptions and auxiliary charges, or do it on the fly
- The system will automatically calculate fuel surcharges
- Fill out any comments and attach any electronic attachments you wish
- Invoicing is quick and easy. You can generate invoices that group tickets with the same customer, land location, and type of work
It may sound like you’re doing a lot, but with Axon Software so much of it is automated that the ticket-creation process is streamlined down to maybe 30 seconds per ticket. It could be even less when you get really fast.
Let’s say the next ticket on your pile is handed in by the same driver. Same truck, same trailer, same bill-to, with just a couple differences (ticket # and quantity, for example). In Axon, you can copy that ticket, change what you need to, and save yourself 90% of the time.
Maybe you like to keep very detailed records – you would prefer having a scanned copy of the tickets available to be quickly recalled. One thing you might be interested in then is how Axon can be set up to search for a specified folder and automatically attach files from there based on the names. Set it up once and you’re good to go.
Sometimes you’ll get a large contract that involves multiple tickets and incremental invoicing over an extended period of time. In Axon it’s not only possible to reliably track this – once again we make it as efficient as possible. You simply create the project, set up whether it is a bid contract or based on time & materials, and add tickets as you make them. You can easily track the progress using automated running totals of what has been invoiced and what is yet to be.
Remember that this is just a taste of some of the functionality of tickets, and tickets is just a small portion of Axon Software. As usual, everything talked about here is completely integrated with Axon’s other management systems, including Driver Pay, Equipment Management, Invoicing, and Accounting.
If you are providing services or hauling in the oilfield, you deal with hundreds of transactions daily. Axon’s ticket management system is specially designed to help you manage this huge volume of information as efficiently as possible:
- You can set up locations for pick up and drop off, record times and volumes, and/or type of product and service
- You can set up standard job descriptions and auxiliary charges
- The system will automatically calculate fuel surcharges
- Invoicing is quick and easy. You can generate invoices that group tickets with the same customer, land location, and type of work
Trucking Link App
Are you looking for a fast, easy way to send updated order and field ticket confirmations to your drivers when they’re on the road? What about signature capture, attachments, tracking, mapping, and printing straight from the field?
You will always have a convenient way to pass information back and forth with the Axon Trucking Link app for iPhone, iPad, Android, or BlackBerry, if your drivers are using any one of these mobile devices, you can connect with them quickly and easily. The app is completely integrated with Axon’s trucking applications, so you enter information once and it’s available throughout your trucking and accounting system.
1. Field Transactions— With Axon Link, you can send both order confirmations and free-form messages. Drivers can send back revised information, new tickets, and proof of delivery. You’ll be able to invoice the order before the driver is back in the office.
2. Mapping and Directions— Include Latitude and Longitude in your message, and your driver will be able to click on a location to view a map or get directions from their current location.
3. Location Tracking— If the mobile device is set up for a piece of equipment, the app can regularly send the GPS location back to the Axon software. As long as the device is online, you’ll know where it is at all times and can keep your customers informed. You may also be able to use this feature to import jurisdiction miles for fuel tax purposes.
4. Attachments— You can now attach documents or photographs to Link messages you send to the app, and your drivers will be able to attach photographs or signatures and send them back. The information will be captured in your system, and you’ll have immediate proof of delivery.
5. Printing— Using Axon Link, drivers can print a copy of the order/ticket confirmation and leave it with the customer. Printing is not available on the Blackberry.
The Work Orders software makes it easy to:
- Prepare work orders showing all the relevant charges for Parts, Labor and Sublet
- Add the appropriate taxes
- Apply the markup percentage you have set up on a company-wide basis or for individual Business Partners
- Debit Equipment Statements
- Create an Accounts Receivable Invoice for customers
- Record physical counts of your stock
- Update Inventory to record the parts used
- Track inventory transactions
- List items that need reordering or are overstocked
- Record returned parts
The software has the flexibility to prepare work orders for customers, owner operators or for company-owned equipment. A description of the work performed will print on the work order along with the customer’s address and the relevant equipment information.
The Inventory screen is a convenient way to enter, update, and review your inventory items. It’s an integral part of the Work Orders and Purchase Orders systems so the Quantity on Hand and Value are updated automatically from adjustments, purchases, and sales transactions.
- If you enter the minimum and maximum quantities you wish to keep on hand, you can run an Inventory Reorder/Overstocked Report to alert you to low or high quantities
- The Reorder Quantity field can provide a reminder of the quantity needed to take advantage of bulk purchasing
- Attach a digital photograph or a scanned document to your inventory records
- The Custom tab equips you to record additional reference information that does not fit into the existing fields (e.g. Row #, Bin Location)
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