Logistics Module - Administrator User Guide

Version: 1.0.3
Audience: System Administrators and Logistics Managers
Last Updated: August 23, 2025

Table of Contents

• Getting Started
• Dashboard Overview
• Load Management
• Truck Fleet Management
• Shipment Tracking
• Load Shippers Management
• Load Consignees Management
• User Management & Permissions
• Reports & Analytics
• System Configuration
• Troubleshooting
  
  

Getting Started

Accessing the Module

Login to your Nfinx CRM admin panel
Navigate to the main menu and click on "Logistics"
Verify you have the necessary permissions (see User Management section)

First-Time Setup

Check Module Status: Ensure the Logistics module is activated
Review Permissions: Verify user roles have appropriate access
Configure Options: Set up module-specific settings
Create Initial Data: Set up basic truck types and load categories

Dashboard Overview

Main Dashboard Features

The logistics dashboard provides a comprehensive overview of all operations:

- Statistics Cards: Total loads, active loads, total trucks, available trucks
- Recent Activity: Latest loads and shipments with status indicators
- Quick Actions: Direct access to create new loads, trucks, or shipments
- Real-time Updates: Auto-refreshing data every 30 seconds

Dashboard Sections

Statistics Overview

- Total Loads: Count of all loads in the system
- Active Loads: Loads currently in progress (Pending, Booked, In Transit)
- Total Trucks: Count of all registered trucks
- Available Trucks: Trucks currently available for assignment

Recent Activity Tables

- Recent Loads: Latest 5 loads with status and pickup dates
- Recent Shipments: Latest 5 shipments with tracking status

Dashboard Navigation

- Click on any statistic card to view detailed information
- Use the sidebar menu to access specific management areas
- Status labels use color coding for quick identification

Load Management

Creating a New Load

Step 1: Access Load Creation

Navigate to Logistics → Loads
Click "New Load" button
Fill out the comprehensive form

Step 2: Basic Information

- Load Number: Auto-generated if left empty (format: LD + timestamp)
- Load Type: Select TL (Truckload) or LTL (Less Than Truckload)
- Status: Choose from Pending, Booked, In Transit, Delivered, Cancelled
- Shipper: Select from existing clients (required)
- Consignee: Select from existing clients (required)
- Broker: Optional broker assignment

Step 3: Address Information

- Origin Address: Pickup location (required)
- Destination Address: Delivery location (required)

Step 4: Scheduling

- Pickup Date: When the load should be picked up (required)
- Delivery Date: When the load should be delivered (required)
- Smart Feature: Delivery date auto-calculates 3 days after pickup if not specified

Step 5: Cargo Details

- Commodity: Description of what's being shipped (required)
- Weight: Weight in appropriate units (required)
- Dimensions: Length × Width × Height
- Pieces: Number of individual items
- Truck Type Required: Equipment type needed (required)
- Special Instructions: Any special handling requirements
- Rate: Agreed upon rate for the load

Step 6: Assignment & Organization

- Carrier: Transportation company (when available)
- Branch: Operational branch (when available)
- Team: Assigned team (when available)

Managing Existing Loads

Viewing Loads

Navigate to Logistics → Loads
Use the DataTable for sorting, filtering, and searching
Click on any load to view/edit details

Editing Loads

Click the Edit button (pencil icon) on any load
Modify the required fields
Click Submit to save changes

Deleting Loads

Click the Delete button (trash icon) on any load
Confirm deletion (only available for loads without shipments)

Load Status Management

Status Workflow

Pending: Initial state when load is created
Booked: Load has been assigned to a truck
In Transit: Load is being transported
Delivered: Load has reached its destination
Cancelled: Load has been cancelled

Status Transitions

- Pending → Booked: When truck is assigned
- Booked → In Transit: When pickup is confirmed
- In Transit → Delivered: When delivery is confirmed
- Any → Cancelled: When load is cancelled

Truck Fleet Management

Registering New Trucks

Step 1: Access Truck Registration

Navigate to Logistics → Trucks
Click "New Truck" button
Fill out the truck registration form

Step 2: Truck Information

- Truck Number: Auto-generated if left empty (format: TRK + timestamp)
- Truck Type: Select from available types (53' Van, 48' Van, Hot Shot, etc.)
- Capacity: Weight capacity in appropriate units
- Driver: Assign a driver from staff members
- Operator: Assign the truck operator/company

Step 3: Operational Details

- Current Location: Where the truck is currently located
- Status: Available, On Load, Maintenance, or Unavailable
- License Plate: Vehicle registration number
- VIN: Vehicle identification number
- Insurance Details: Insurance information
- Maintenance Schedule: Preventive maintenance planning

Managing Truck Fleet

Fleet Overview

- View all trucks in a comprehensive DataTable
- Filter by status, type, or operator
- Sort by various criteria for operational planning

Status Updates

- Available: Truck is ready for new assignments
- On Load: Truck is currently transporting a load
- Maintenance: Truck is undergoing maintenance
- Unavailable: Truck is temporarily out of service

Capacity Management

- Track weight and dimensional constraints
- Ensure load-truck compatibility
- Monitor fleet utilization

Shipment Tracking

Creating Shipments

Step 1: Load-Truck Assignment

Navigate to Logistics → Shipments
Click "New Shipment" button
Select the load and truck for assignment

Step 2: Assignment Details

- Load: Select from available loads (Pending, Booked, In Transit)
- Truck: Select from available trucks (Available, On Load)
- Driver: Assign a driver if different from truck driver
- Current Tracking Status: Initial status (typically "Assigned")

Step 3: Operational Tracking

- Assigned At: When the shipment was created
- Pickup Actual Date: When pickup actually occurred
- Delivery Actual Date: When delivery actually occurred
- Last Location Update: Most recent location information
- Proof of Delivery: Upload delivery confirmation documents
- Notes: Operational notes and updates

Tracking Shipment Progress

Status Updates

Assigned: Initial assignment state
Picked Up: Load has been picked up from origin
En Route: Load is in transit
Delayed: Shipment is experiencing delays
Delivered: Load has reached destination

Location Updates

- Track real-time location when GPS integration is available
- Manual location updates for operational visibility
- Historical location tracking for route analysis

Exception Handling

- Report delays with reasons and estimated resolution
- Document route changes and deviations
- Track proof of delivery and customer signatures

Load Shippers Management

Managing Shipper Information

Creating Shipper Records

Navigate to Logistics → Load Shippers
Click "New Load Shipper" button
Fill out shipper details

Shipper Details

- Load: Select the associated load
- Shipper Name: Name of the shipper
- Location: Pickup location
- Pickup Date: When pickup should occur
- PO Numbers: Purchase order references
- Quantity: Number of items to be shipped
- Weight: Weight in pounds
- Shipping Notes: Special instructions or requirements

Benefits of Shipper Management

- Detailed pickup information
- Multiple pickup locations per load
- PO number tracking
- Weight and quantity management
- Special handling instructions

Load Consignees Management

Managing Consignee Information

Creating Consignee Records

Navigate to Logistics → Load Consignees
Click "New Load Consignee" button
Fill out consignee details

Consignee Details

- Load: Select the associated load
- Consignee Name: Name of the consignee
- Location: Delivery location
- Delivery Date: When delivery should occur
- PO Numbers: Purchase order references
- Quantity: Number of items to be delivered
- Weight: Weight in pounds
- Delivery Notes: Special delivery instructions

Benefits of Consignee Management

- Multiple delivery locations per load
- Detailed delivery requirements
- PO number tracking
- Weight and quantity verification
- Special delivery instructions

User Management & Permissions

Role-Based Access Control

Available Roles

Administrator: Full access to all features
Logistics Manager: Manage loads, trucks, and shipments
Load Owner: Create and manage their own loads
Truck Operator: Manage their fleet and accept loads
Broker/Agent: Match loads with trucks and manage relationships

Permission Levels

- View: Read-only access to logistics data
- Create: Ability to create new records
- Edit: Ability to modify existing records
- Delete: Ability to remove records

Setting Up Users

Step 1: User Creation

Go to Setup → Staff → Add New Staff Member
Assign appropriate role and permissions
Set logistics-specific permissions

Step 2: Permission Assignment

Navigate to Setup → Roles
Select the appropriate role
Enable logistics permissions as needed

Step 3: Client Access

Go to Setup → Clients
Enable logistics access for appropriate clients
Set client-specific permissions

Reports & Analytics

Available Reports

Load Reports

- Load Status Summary: Counts by status and type
- Load Performance: Delivery times and success rates
- Revenue Analysis: Rate analysis and financial performance

Fleet Reports

- Truck Utilization: Fleet efficiency and availability
- Maintenance Schedule: Preventive maintenance planning
- Driver Performance: Driver efficiency and safety metrics

Shipment Reports

- Delivery Performance: On-time delivery rates
- Route Analysis: Distance and time optimization
- Exception Tracking: Delay and issue analysis

Generating Reports

Step 1: Access Reports

Navigate to Logistics → Reports
Select the desired report type
Set date ranges and filters

Step 2: Export Options

- PDF Export: For printing and sharing
- Excel Export: For further analysis
- Email Delivery: Automated report distribution

System Configuration

Module Options

General Settings

- Auto-generate Load Numbers: Enable automatic numbering
- Load Number Prefix: Customize load number format
- Default Truck Types: Configure available truck categories
- Enable GPS Tracking: Activate location tracking features

Notification Settings

- Email Notifications: Configure automated emails
- SMS Notifications: Set up text message alerts
- Webhook URLs: Configure external system integrations