30 Set Up the Vehicle Master

This chapter contains these topics:

• Section 30.1, "Setting Up the Vehicle Master,"

• Section 30.2, "Defining a Vehicle,"

• Section 30.3, "Setting Up Vehicle Compartments,"

• Section 30.4, "Assigning Vehicle License and Registration,"

• Section 30.5, "Setting Up Vehicle Equipment,"

• Section 30.6, "Assigning Vehicle Staff,"

• Section 30.7, "Setting Up Vehicle Out-of-Service Dates."

30.1 Setting Up the Vehicle Master

Navigation

From Load and Delivery Management (G49), enter 29

From Load and Delivery System Setup (G4941), choose Vehicle Master

You set up the vehicle master to record information about vehicles operated by your company or by contractors. The Load and Delivery Management system uses the vehicles you define as a resource for the trip creation and delivery processes.

When you set up the vehicle master, you can specify:

• Types

• Dummy vehicle

• Compartments

• Licenses and registration

• Equipment

• Staff

• Out-of-service dates

The system associates special handling codes with the vehicle to indicate whether the vehicle can hold product. For vehicles that do hold product, you specify whether the product is bulk or packaged. The system uses the value you specify to determine subsequent processing.

This section contains the following:

• Defining a Vehicle

• Setting Up Vehicle Compartments

• Assigning Vehicle License and Registration

• Setting Up Vehicle Equipment

• Assigning Vehicle Staff

• Setting Up Vehicle Out-of-Service Dates

You must define each vehicle you plan to use in the Load and Delivery Management system. You must also assign at least one compartment for every vehicle that carries product. For vehicles with compartments, you must define capacity information for each compartment.

You enter user defined codes (UDCs) to assign vehicle license and registration information for vehicles. This information identifies the different types of licenses and their effective dates. During the trip building process, the Trip Assignment program validates the setup and effective dates of the required vehicle license and operator license.

You also enter UDCs to define equipment associated with individual vehicles. When you are building a trip, you can view the vehicle master to determine if a vehicle has the appropriate equipment for a specific delivery requirement. For example, the dispatcher might be building a trip for a delivery site that is known to have a blocked entrance. In this case, the dispatcher needs to assign a vehicle equipped with a hose and pump so the operator can deliver the product.

You assign staff to operate your vehicles according to the job that the individual performs. You can assign a person to a particular vehicle or you can assign staff to a depot.

You can use status codes and dates to indicate when your vehicle is scheduled for routine maintenance or is unavailable because of a mechanical breakdown. The dispatcher uses this information to avoid assigning orders and trips to an out-of-service vehicle.

30.1.1 Vehicle Master Process Flow

Figure 30-1 Vehicle Master Process Flow

Description of "Figure 30-1 Vehicle Master Process Flow"

30.1.2 Before You Begin

• Confirm that your vehicle type user defined codes are set up with the appropriate special handling codes.

• Set up user defined codes. See Working with User Defined Codes in the JD Edwards World Technical Foundation Guide.

• If you require your vehicles to be fixed assets, set up the vehicles to be fixed assets. See Creating an Asset Master Record in the JD Edwards World Fixed Assets Guide.

• If your vehicles are set up as fixed assets, activate the Fixed Assets Interface in the Load and Delivery Constants program. See Section 28.1, "Setting Up Load and Delivery Constants."

Figure 30-2 Vehicle Master screen

Description of "Figure 30-2 Vehicle Master screen"

30.2 Defining a Vehicle

You must define each vehicle you plan to use in the Load and Delivery Management system. When you define a vehicle, you can specify such information as type, home depot, transport product type (bulk or packaged), and dispatch group.

If your vehicles are set up as fixed assets, you can return data from the Fixed Assets Master table (F1201) to speed the entry process and assign the vehicle number rather than using the next number, when you define a vehicle.

Information populated by the Fixed Assets Master table includes:

• Vehicle ID

• Vehicle Serial Number

• Description

• Branch/Plant

To define a vehicle

On Vehicle Master

Complete the following fields:

• Vehicle ID

• Vehicle Serial Number

• Branch/Plant

• Owner Number

• Vehicle Bulk/Packaged

• Allowed Dispatch

• Measurement Method

• Volume Unit of Measure

• Weight Unit of Measure

Field	Explanation
Vehicle Id	A unique identification number for a vehicle. This number serves as a primary identifier for a vehicle.
Vehicle Serial No	The vehicle serial number is an alternate vehicle identification number. This number is commonly used to track vehicles by the manufacturer's serial number. The Vehicle Serial Number field must be a unique number.
Owner Number	Identifies the address book number of the organization that owns and/or operates this vehicle or tank. The owner may be the address book number assigned to your company number. Form-specific information For payable freight, this address will be the vendor on the A/P voucher.
Vehicle Bulk/Packed Flag	Indicates whether a vehicle carries bulk or packaged products. When setting up a trip with vehicles that carry product, this field must match the bulk/packaged flag of the product. Valid values are: P – Vehicle carries packaged products. B – Vehicle carries bulk product. Blank – Vehicle does not carry products. If the special handling code in the vehicle type is N, this field must be blank. The vehicle type can be used to represent the cab (power unit) that is attached to one or more trailers.
Allowed Dispatch	A user defined code that identifies the dispatch group. A dispatch group is a grouping you make for products according to the physical characteristics that are important when storing and transporting those products. During the trip building process, the system checks if the dispatch group for the item and the vehicle are compatible. The system only allows products belonging to the allowed dispatch groups to be assigned to the vehicle. Form-specific information A vehicle is allowed to carry items belonging to two dispatch groups, but not on the same trip.
Measurement Method	The method this vehicle uses to control and measure product as it is loaded into its compartments.
Multiple-Line (Y/N)	Identifies vehicles designed for bulk transport that can allow multiple order lines per compartment. This usually describes a vehicle that has a procedure or device to measure outgoing product during delivery. 'Y' (yes) or '1' in this field indicates that multiple lines are allowed per compartment.
Load Line Count	This is the number of load lines in a vehicle compartment.

30.2.1 What You Should Know About

Topic	Description
Assigning special handling codes	If you assign vehicles that do not carry product, you must specify a special handling code of "N" in the UDC value for the Vehicle Type field.
Accessing vehicle information	If your vehicles are set up as fixed assets, you can access the Asset Search Window to locate the asset number, ,when you define a vehicle. When you return to the Vehicle master program, the system searches for a record in the Vehicle Master table (F49010) and performs an automatic inquiry. If a record is not found, the program populates the following fields from the Fixed Assets Master table (F1201): Vehicle Number Vehicle ID Vehicle Serial Number Description Branch/Plant
Reviewing fixed assets	While defining a vehicle, you can access the Master Information program to review fixed assets information for the vehicle. When you choose this function, the program passes the asset number to the Master Information program and performs an inquiry of the Fixed Assets Master table (F1201).

30.3 Setting Up Vehicle Compartments

You should assign at least one compartment for every vehicle that carries product. For vehicles with multiple compartments, you must define capacity information for each compartment.

To set up vehicle compartments

On Vehicle Master

1. Access Vehicle Compartments (F6).

   Figure 30-3 Vehicle Compartments screen

   
   Description of "Figure 30-3 Vehicle Compartments screen"
   
   

2. On Vehicle Compartments, complete the following required fields:

   • Vehicle ID

   • Compartment Number

   • Weight Capacity

3. Complete the following optional fields:

   • Compartment Status

   • Date Cleaned

   • Time Cleaned

4. Complete the following optional fields if they appear:

   • Volume Load Line 1

   • Volume Load Line 2

Field	Explanation
Compartment Number	The unique identifier associated with one of the storage compartments of this vehicle. Some vehicles (especially those designed to carry only packaged goods) have only a single compartment. For a single compartment vehicle, the compartment capacity represents the total storage capacity of the vehicle itself.
Weight Capacity Compartment	The weight capacity of this compartment. If you did not set a capacity for each compartment, you may still load product. Form-specific information Type the total weight this compartment can handle. You will notice a two-character code in parenthesis to the right of the field name. This is the weight unit of measure (UM) that is populated from the Vehicle Master.
Status - Compartment	Identifies the current status of a vehicle compartment. If you enter any non-blank value in the Compartment Status field, the system marks the compartment as unavailable.

30.3.1 What You Should Know About

Topic	Description
Load line fields	Load lines are used on non-metered vehicles to calibrate the compartments. Loading personnel use these lines, typically located on the interior of the compartment walls, to visually check the compartment for overfilling. During trip assignment, the system checks the volume capacity of the compartment as it relates to the load line. This is the value you specify on the Vehicle Compartments form that you access from the vehicle master. Each compartment can have up to two load lines: Load line 1 represents the standard volume capacity for the compartment. Load line 2 represents a second, lower volume capacity of the same compartment. This line is generally used to accommodate a heavier density product. Load line fields appear on the Vehicle Compartments form according to a setting on the Vehicle Master form. This setting (0,1, or 2) indicates the number of load lines a compartment can utilize. If the Load Line Count field on the Vehicle Master form is 0, the Load Line fields do not appear on the Vehicle Compartments form. Likewise, if you set 1 or 2, the corresponding number of Load Line fields will appear.
Trip maintenance checks	The Trip Creation/Maintenance program checks for the availability of compartments. The Vehicle Compartments program prohibits you from assigning product to an unavailable compartment. If you enter any non-blank value in the Compartment Status field, the system marks the compartment as unavailable.

See Also:

• Section 28.1, "Setting Up Load and Delivery Constants."

30.4 Assigning Vehicle License and Registration

For vehicles, you enter vehicle license and registration information. You also enter types of licenses and registration and their effective dates. During the trip building process, the Trip Creation/Maintenance program uses information you have defined as required in the load and delivery constants to validate the setup and effective dates of the vehicle license and registration.

To assign vehicle license and registration

On Vehicle Master

1. Access Vehicle/Staff License Maintenance (F10).

   Figure 30-4 Vehicle/Staff License Maintenance screen

   
   Description of "Figure 30-4 Vehicle/Staff License Maintenance screen"
   
   

2. On Vehicle/Staff License Maintenance, complete the following required fields:

   • Vehicle ID

   • Registration/License Number

   • Type

   • Licensing Agency

   • Effective From

   • Effective Thru

Field	Explanation
Registration/License Number	Identifies the identification number that displays on the license, permit, or certificate.
Registration/License Type	Indicates the type of authorization or document required, for example, general driving license, safety training certification, yard access, and loading rack access. Form-specific information In trip assignment, the system checks to make sure the operator of the vehicle has a current license of the type specified in the Load and Delivery Constants. You must enter a license of the same type as that specified in the License Type field for the Load and Delivery Constants.
Address Number - Licensing Agency	Identifies the agency responsible for issuing this license. This is an address book number, which allows for a telephone number and address information.

30.4.1 What You Should Know About

Topic	Description
Entering vehicle registration	You can also enter vehicle registration information on the Vehicle Registration Entry window. The system automatically displays this window during load confirm by trip if the vehicle for the trip is set up as a planning (dummy) vehicle. See Section 11.2, "Confirming a Bulk Load by Trip" and Section 11.3, "Confirming a Packaged Load by Trip."

See Also:

• Section 35.1, "Assigning Staff License Information."

30.5 Setting Up Vehicle Equipment

You enter UDCs to define equipment associated with individual vehicles. When you are building a trip, you can view the vehicle master to determine if a vehicle has the appropriate equipment for a specific delivery requirement. For example, the dispatcher might be building a trip for a delivery site that is known to have a blocked entrance. In this case, the dispatcher needs to assign a vehicle equipped with a hose and pump so the operator can deliver the product.

To set up vehicle equipment

On Vehicle Master

1. Access Vehicle Equipment (F11).

   Figure 30-5 Vehicle Equipment screen

   
   Description of "Figure 30-5 Vehicle Equipment screen"
   
   

2. On Vehicle Equipment, complete the following required fields:

   • Vehicle ID

   • Equipment Type

   • Effective From

   • Effective Through

Field	Explanation
Equipment Type	Identifies the type of equipment.

30.6 Assigning Vehicle Staff

You assign staff to operate your vehicles according to the job that the individual performs. You can assign a person to a particular vehicle or you can assign staff to a depot.

To assign vehicle staff

On Vehicle Master

1. Access Staff Assignment (F13).

   Figure 30-6 Staff Assignment screen

   
   Description of "Figure 30-6 Staff Assignment screen"
   
   

2. On Staff Assignment, complete the following required fields:

   • Vehicle ID

   • Staff Number

   • Job Type

   • Effective From

   • Effective Thru

   • Shift Code

3. Access the detail area (F4).

   Figure 30-7 Staff Assignment screen (Detail area)

   
   Description of "Figure 30-7 Staff Assignment screen (Detail area)"
   
   

4. Complete the following optional field:

   • Branch/Plant

Field	Explanation
Staff Number	Identifies the address book number for the staff member.
Job Type	A user defined code (07/G) that specifies job classifications established for an organization. In the Load and Delivery Management system, the job type is used in the following ways: To define the job type used specifically for operators. This is defined in the Load and Delivery Management constants table (F49001). You must have a staff defined with that job type in order to create a trip. To define job types to both vehicle and depot staff.
Shift Code	A user defined code (07/SH) that identifies daily work shifts. In payroll systems, you can use a shift code to add a percent or amount to the hourly rate on a timecard. For payroll and time entry: If an employee always works a shift for which a shift rate differential is applicable, enter that shift code on the employee's master record. When you enter the shift on the employee's master record, you do not need to enter the code on the timecard when you enter time. If an employee occasionally works a different shift, you enter the shift code on each applicable timecard to override the default. Form-specific information If you enter blank, the system does not require that staff be assigned to a specific shift. This is also true when you are building a trip.

30.6.1 What You Should Know About

Topic	Description
Choosing alternate formats	An option on the Vehicle Staff Assignment form allows you to choose alternate data entry formats. When you access this form through the Vehicle Master form, the system provides a default format. This format allows you to assign staff by vehicle ID. You can choose alternate formats to assign staff by branch/plant or staff number.
Manually assigning staff	You can manually assign staff to a trip during the trip creation process. See Section 4.1, "Creating a Trip."

See Also:

• Section 34.1, "Assigning Depot Staff,"

• Section 35.1, "Assigning Staff License Information."

30.7 Setting Up Vehicle Out-of-Service Dates

You can use status codes and dates to indicate when your vehicle is scheduled for routine maintenance or is unavailable because of a mechanical breakdown. The dispatcher uses this information to avoid assigning orders and trips to an out-of-service vehicle.

To set up vehicle out-of-service dates

On Vehicle Master

1. Access Vehicle Status Maintenance (F14).

   Figure 30-8 Vehicle Out of Service Dates screen

   
   Description of "Figure 30-8 Vehicle Out of Service Dates screen"
   
   

2. On Vehicle Out of Service Dates, complete the following required fields:

   • Vehicle ID

   • Vehicle Status

   • Effective From

   • Effective Thru

Field	Explanation
Vehicle Status	A user defined code that indicates why the vehicle is out of service, for example, Scheduled Routine Maintenance (SRM), Mechanical Breakdown (MB), or Collision Repair (CR).

30.7.1 What You Should Know About

Topic	Description
Trip maintenance checks	The Trip Creation/Maintenance program checks for out-of-service dates. The Vehicle Out of Service Dates program prohibits you from scheduling a vehicle that is defined as out-of-service.