To have or start a Trip Sheet, there is quite a bit of information that you will need to have.  You will also need to be set-up in the system. The following steps will need to be followed. 

1. Have a Truck asigned to you and active on the site.

2. Have your Trip Number Ready. 

3. Have the information on where you are picking up and dropping off ready.

4. If it is a load or Deadhead move.

5. Make sure the trailer you are hauling or picking up is listed in the system.

Once you make sure all of the above is in place, then you can start a Trip Sheet.

Trip Sheet

Go To Tools. Then find the header that is labled Trip Sheets. Click on it. If this is your first trip sheet, or if you are changing loads, click on New Trip. Your name and truck number should already be filled in.  Everything with a red asterisk [ * ] must be filled out. This information must be filled in or you are not registered on the site and cannot use the trip sheet. Stop and call the Office and let them know your truck is not set to you in the system.

Load Status

First you will need to pick your Load Status. This is very important. It will tell the system what other parts you need to fill in. If you are Deadheading you will not need most parts on the system so it will shut them down. You will see them but you will not be able to add anything to them.

Trip Number

Next you will need to add your Trip Number. As it says in the little helper yellow box under it. (Joule Yacht Trip Number. All movements has to have a trip number). If you have not received a trip number from dispatch, call in and have them get you one. This is what ties your whole trip together. You will find those boxes all over the Trip Sheet parts. They are there to help you know what info goes in there or needs to be done before something happens.

Business Listings

Just begin typing the name of the Business into the box. If that business is already listed, it will pop-up and then you click on it. It will autofill the rest of the information on that business. If not, then you will have to add the Business into our Business Directory. If you need to add the business, click on Add A New Business below it. When adding a new Business, Please make sure all information is correct. Others may need to use it also. You can do a google search and find the website and get the information from there. There have been times when the information given by Joule Yacht is incorrect or outdated. Wrong information can and will put you in some very bad predicaments. So before adding that information, make sure it is correct.

Also make sure that the phone numbers given are to the business and not to an individual. We do not want to put someones private information on the website.

Origin Business and Destination Business

Both Origin(pick-up) and Destination(drop-off) are the same way. Just pick or add the Business. As stated above, the information will autofill once the business is listed.

Stops

That final part of this section is stops. You might have a 4 boat load that goes to 3 different stops. That is were you put how many stops that trip has. If you only have 1 drop off, then you do not need to hit the number of stops.

Now click on Save button at the bottom. That is your start of the Trip Sheet. It will now be listed with a lot more stuff to fill out.

Click on the black image of the truck and load.  This will take you to the list page.  You will see the trip you have started on the left.  It should have your truck number, load status, trailer number, origin, and destination.

Trip Sheet Sections

On the top the left side over this information, you will see a pencil (to edit you master Trip Sheet), an open eye (that is to view the master Trip Sheet), and then 3 lines (That is show details). You will need to click on the 3 lines. 

The first item will be your Bill of Lading. There will be a few different screens to fill in. Make sure that you fill in the information that you know and all items with the red asterisk. Make a BOL for each drop you have on that trip. If you have three drop offs then add three BOLs, each with their own info for that drop-off.

Stops

Your next box will be stops.  Here you will list the number of stops that you have on this load. For example, if you have three boats and 2 stops, then add those in. You will not have to do anything in this part if you have just one pick-up and one drop-off.

Load Dimensions

As soon as you can, measure your load. Get the height, width, front and rear overhang, and weight. This is your fully loaded over all size. Please read the yellow boxes under each box to know what all goes in that field.

If you need escorts, you can pick the number you willl need here.  If you are not sure, you can edit and add them later.

You can also add notes about the load.  Anything relevant from pick up location to boat problems, etc.

Image Name 

There are 2 image places in this section. The first one is a picture for our Gallery. This is just one [1] really good picture showing the whole load and truck. Please be sure to fill out the box that says rename it.This will be tha size and make of the load, the name on the boat, or year/make/model.  If I catch a file in the gallery that does not say what it is, chances are that it will be deleted. So if someone is searching for a 2025 50 Cruiser, a Sundancer Sailboat, or a boat name, then this image will show up.

The next is the 4 images that dispatch want to see. After you add those 4 images and all your dimensions are in you click save. It will auto send those images and dimensions to dispatch email for you.

Boat Condition

.This needs to be filled out for every load. Even the new boats that are all wrapped up. It has a place for that. Again, make sure that you fill all information with the red asterisk. If the boat is fully wrapped, just check the box that says N\A. You have to click something. After you fill in all that information out about the boat, click on save. You will see the three lines beside your form. This is where you take your images of the boat and boat parts. Try lining them up as listed. All Hull images go to Hull catagory, cabin images go to cabin, keel in keel images, etc. This will make things a lot easier when looking for damages in certain areas.

Routing

You will be in this section a lot.  this is where you will list the routes taken, the state, and the mileage upon exiting that state or reaching your destination at the end of the trip and the dates. List all roads taken. If it is just a street name then that is Local. If you have several local streets, you can just add it as one Local listing or write down the street names. Do not mess with the beginning odometer. This is auto filled from the last state you just left. That means all States travelled have to be listed in order they were travelled. Do not state hop around. Your Trip Sheet will not work and you will have errors. Put your Ending Odometer in and the trip sheet will auto calculate how many miles you did in that state. Make sure if you used EZ Pass on the toll roads, you click that box. You can also add the starting Odometer and ending Odometer on toll roads if you want to keep track of toll road mileage. As far as I know Joule Yacht Keeps track of all those miles from the EZ Pass or Sun Pass.

Fuel, Def, Advances

Please be sure to read the Yellow field below each box to know what goes in that box. Rembember all * are manditory. I did not make Fuel, Def, or Advances manditory because you don't always get all of them. But if it is on the receipt, make sure you add it in. Take a clear picture of the receipt that can be read from the image. Also add the receipt number, date and location.

Payouts

Payouts is for anything that Joule needs to reimburse you for. This is only for stuff that you paid for. Not stuff Joule paid for. Make sure you add your note about it. For example a truck wash is reimbursed by Joule.

Escorts

You should list each escort you have. Just start typing their name and if it pops-up great. If not then you will have to add them. You can always ask them to go to the site and add their information too. Anyone can add a escort. It helps their business because, again, Google Search picks them up. After they are added, you can put in the starting Odometer and starting date(start date always starts at 1am). The job they are going to do, lead, rear,etc. Be sure to come back and add the ending Odometer and end date(try to be as close to the end time you can when you let them go. That way the day count will be right). The system will show high negative miles on them and your Trip Sheet if you don't add the ending miles. Once all that information is in, the system will tell you how many miles and how many days taht escort with you.

Escort Extra Miles

This is used if you send your escort to do something for you. Like find a route, a bridge height, or you broke down and need a part of supplies. Try to figure out the miles and place it here. Make sure you say the reason why. You know they will bill the company for the mileage. Least here you can tell the office why and about how many miles.

Incident

This is something that you may never need but then again, you never know. Anything could happen to either to the load, you get in a crash, or maybe a ticket is issued.  All Incidents go here. Not going to go through it all because that is a full website in its self. But it is all pretty self explanatory if you need it.

Notes

This is for anything about the load or trip. If you sat for the day, make a note. If you had two days off, that is two notes. One for each day. Each event is a note. It has the date and and what happened. You can make as many notes as are needed.

Payroll Comments

You can not do anything here. This is for payroll to notate things. Just like you have to explain everything to them. They should explain to you why  some things are getting paid or not paid and the reasoning behind it.

Okay, Now your trip is done. You should go through everything and make sure everything is added a right, all of your images, and all information is   added in all the places needed. You closed out your BOL's and ended your escorts. Only thing left to do is end the Trip.

Go to the list page where all the info is listed. Up on your main trip you click on that Pencil(Edits the Trip). go to the bottom of that page. now you will have a date completed(add that), a box to sign that states that all information is true. Then and only when you are very sure, you can check the box completing the trip. Be very sure you have all information in. Click save. You will not be able to come back and edit any part of the trip. It will be auto emailed to Payroll that the trip is complete.

Well not short but explains the Trip Sheet and how to use most of it.