techmate international’s pocket salesmate. 2 i. table of contents- setup: 1.0installing microsoft...

TechMate International’s

TechMate International’s

Pocket SalesMatePocket SalesMate

2

I. Table of Contents- Setup:1.0 Installing Microsoft ActiveSync 5

2.0 Installing Pocket SalesMate 6-9

2.1 Installing Pocket SalesMate Updates 10-123.0 Pocket SalesMate Setup 133.1 Setting Defaults 143.2 Registering Pocket SalesMate 153.2 Managing Carrier Lists 16-173.4 Managing Agents List 18 3.5 Making Changes to Master Inventory 19-204.0 Setting Up Rating Files 214.1 Managing Tariff Files 22 4.1.2 Initializing Tariffs 23-254.2 Managing Container File List 264.2.1 Setting up Container Files 274.3 Managing Valuation File List 284.3.1 Setting up Valuation Files 29-325.0 Downloading Rating files from FirstMate 33 5.1 Establishing a connection with FirstMate 34-365.1.2 Downloading Rating Files 37-40


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II. Table of Contents: Survey6.0 Entering Customer Information 41 6.1 Creating a Customer 42-45 6.2 Creating a Survey 46-486.2.2 Setting the Mode of Transportation 49 6.2.3 Adding Articles to the Survey 50-526.2.4 Changing the size of an Article 536.2.5 Adding Comments to Articles 54-556.2.6 Creating Miscellaneous Rooms & Articles 56-576.2.7 Entering Crates 586.2.8 Moving Articles during the Survey Process 59-616.2.9 Displaying Totals of Surveyed Articles 626.2.10 Adding Notes/Remarks 636.2.11 Obtaining Customer and Agent Signatures 646.3 Printing Shipper Inventory Reports 65-66


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III. Table of Contents- Rating:7.0 Rating 677.1 Tariff Selection 687.1.1 Rating- Bind Date 697.1.2 Rating- Use of Modes 70-727.1.3 Rating- Continue or Exit 737.2 Rating- Adjustments (e.g Weight) 74-757.3 Main Rating Screen 76-797.4 Transportation Charges 807.4.1 Local Transportation & Labor Charges 817.4.2 Valuation Charges 827.4.3 Packing Charges 83-847.4.4 Extra Stops/Mini Storage Charges 857.4.5 Storage Charges 867.4.6 Other Storage Charges 877.4.7 Miscellaneous Service Charges 887.4.8 Extra Labor/Shuttle 89-907.4.9 Bulky Article Charges 917.4.10 Appliance Servicing Charges 92-937.4.11 Elevator, Stairs, and Long Carries Charges 947.5 Discounting 957.6 Contract Type 967.7 Total Charges 977.8 Printing Estimate Order for Service 98-1008.0 Interfaces with FirstMate 1018.1 Sending a Customer to FirstMate 102-1038.2 Sending a Customer to Pocket SalesMate 104-105


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1.0 Microsoft ActiveSync Setup• Installing Microsoft ActiveSync:

-ActiveSync can be installed from CD included with PDA device

-Can also be downloaded from www.Microsoft.com website

• Setting up a Partnership:-Establish a Standard Partnership

-Synchronize Files with Desktop


Make sure the Files are Synchronize

d

http://www.microsoft.com/

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2.0 Installing Pocket SalesMate1- PDA must be both Connected and Synchronized with Desktop 2- On Desktop computer- go onto the www.TechMateIntl.com website3- Under Updates- click on Pocket PC

- “Survey Only” Versions of software found on this page- To Install Rating Versions of Software- Scroll to the bottom

of the web page and click on where it reads “Pocket SalesMate with Rating Versions”

4- Determine the model of PDA you are loading (2002, or 2003/newer)5- Select the “new user install” that corresponds to your model of PDA

- 2003 models would select Pocket SalesMate 03 full install

6- Select the option to either “Open” or “Run” file


http://www.techmateintl.com/

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7. Once the file has been run- follow the following steps to complete the download process: 1-. You will be asked if you would like to “Install Pocket SalesMate

PSM”- answer Yes 2- Would you like to “Setup in the following destination folder”-

click OK 3- Install Pocket SalesMate PSM- answer Yes 4- You will then be prompted to “check you mobile device to see if

any additional steps are necessary” on your desktop computer click the OK button. 5- On your PDA you will be at a screen asking you if you would

like to “replace existing files”. Always select the box in the bottom right corner “No to All”


Always select “No to All”

Option

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• Please Note: if you are installing Pocket SalesMate on a 2003 or later model PDA you must also download the “Runtime” file

- this file can be found on the www.TechMateIntl.com website, directly under the Pocket SalesMate 03 new

user install



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• Once the PDA has completed copying files, you can now open Pocket SalesMate:

1-Tap on Start2-Then on Programs

3-Tap on the Pocket SalesMate icon

• New user installs download in the form of a 7 day trial-When you get to this point, contact TechMate to receive a

key for an extended license


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2.1 Installing Pocket SalesMate Updates• Pocket SalesMate updates can be downloaded from the

www.TechMateIntl.com website• PDA must be both connected and synchronized with desktop

computer• Exit out of Pocket SalesMate program on PDA



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• On web page, under Updates click on Pocket SalesMate-To update rating versions: Scroll to the bottom of the web

page and click where is reads “Pocket SalesMate with rating versions”

• Most recent update will be displayed near the top• Enter Username/password• Follow the defaults to install update

• Always select the “NO TO ALL” option when asked to replace existing files


Always select “No to All “

Option

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E-Mail Notifications for E-Mail Notifications for Updates:Updates:

On the www.TechMateIntl.com website you can register to receive e-mail notifications regarding Pocket SalesMate.



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3.0 Pocket SalesMate Setup• Opening Pocket SalesMate:

-Tap on Start-Tap on Settings-Tap on Pocket SalesMate icon

• Pocket SalesMate Setup Screen:

-Defaults

-Register-Carrier-Agent-Inventory-Tariffs -rating versions only-Containers -rating versions only-Valuation -rating versions only


These options

appear in Rating

Versions only

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3.1 Setting Defaults• Select Default Language

- English, French, Spanish, German, Italian, Portuguese, Dutch, Danish• Select Default Weight Factor

- Each Mode (e.g Road, Air) can have it’s own Weight Factor- Please Note: If you are sending Survey information to

FirstMate, Set all Weight Factors the same• Select Unit of Measure • Printer Setup-

- Canon BJC 50 & 85 printers- Canon BJ 360DPI driver- HP 450 CBI Printer- HP PCL driver- Pentax Pocket Jet- HP PCL driver


Tap here to assign

a Default Printer

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3.2 Registering Pocket SalesMate• Tap on Setup/Register• Contact TechMate with the Pocket SalesMate Serial # to

receive License Key• Type License Key in the row of boxes exactly

how it is given to you• After the Key have been entered, the key

expiration date will be displayed beneath the row of boxes


Key Expiration

Date

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3.3 Managing Carrier List• Carrier Lists can be viewed by tapping on Setup/Carrier• A list of all Carriers that have been downloaded in Pocket

SalesMate will be displayed• Agents not under their own authority can download carrier

information from the www.TechMateIntl.com website, under the Updates/Pocket PC section

-This will include the Carrier and Valuation file for the US 400N tariff



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• A new Carrier can be added by tapping on “New”• Carrier information can be viewed/modified by tapping on the

Carrier name• To delete a Carrier, press and hold stylist on Carrier name

– An Edit/Delete option will appear

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3.4 Managing the Agents List • Agent lists can be viewed by tapping on Setup/Agents• A list of all Agents that have been entered into Pocket

SalesMate will be displayed• New Agency information can be added by tapping “New”

- Selecting the “Default Origin Agent” will automatically default you as the Origin Agent for each new customer

• To View/Modify Agency information- Tap on Agency Name• To delete Agency information- Tap and hold stylist on Agency

name, an Edit/Delete option will appear• Agency information that has been previously entered in

FirstMate can be downloaded into Pocket SalesMate to avoid repetitive data entry

- See section 5.0 Downloading Rating Files from FirstMate


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3.5 Making Changes to Master Inventory• Tap on Setup/Inventory to view or edit the Master Inventory

list• A New Article can be created by tapping on “New”

– Type in the article description as well as the Cubic size– Select the group list in which you would like the article to appear

(HHGI or O&I)


Tap to Create a

New Article

Enter Article

Description and

adjust size

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• Articles already appearing in the Master Inventory can be edited by taping on the article name and then on “Edit”

-Article description can be modified-Cubic size can be adjusted

• To change the Room List that the article appears in:-Tap on the Article name and then on “Groups”-Select the room list that you would like the article

to appear in

• All changes made in this part of the inventory will remain set as defaults


Tap to View/Edi

t articles

in Inventory List

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4.0 Setting up Rating Files • Pocket SalesMate is a fully functional rating tool• Create and Manage Valuation, Container, Tariff, and defaults• Files can either be downloaded from www.TechMateIntl.com

website or from FirstMate - Eliminates repetitive data entry



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4.1 Managing Tariff Files• Tariff screen found by tapping on Setup/Tariffs• Displays the complete list of all tariff files that have been

downloaded into Pocket SalesMate• Current status of Tariff displayed

- Not Initialized- Initialized (blank entry in the Tariff screen)

• Tariffs must be initialized prior to using them in Pocket SalesMate - If Tariffs are downloaded from FirstMate, they will already be initialized


Tap on Tariff

name to Initializ

e

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4.1.2 Initializing a Tariff• To initialize or view/modify a tariff simply tap on the Tariff

name• Tariff items are arranged in Groups for display and report

purposes -Groups are shown with a trailing “====“

• Groups or items shown with an “X” indicate that the group or item has been turned off

• If “Show Tariff Info” is “Customized,” groups or items that have been turned off will not be displayed -To display all groups and items, select “All”


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• If you want to use a Single Pack Rate (combine the container and packing rates into a single pack rate)- place an “X” in the far left column

• If the rate for an item is not published in the Tariff, tap on the Rate column and enter the desired rate


Tap on Rate Column to

enter desired price

Take “X” out of this box to

separate Container and Packing costs

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• The discount column indicates what group the item is discounted with-Tap on the discount column to change how the item is discounted- “—” indicates that the item cannot be discounted


Discount Column shows which group the item is discounted

with

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4.2 Managing Container File List • A list of Container files can be created and maintained in

Pocket SalesMate-Tap on Setup/Containers-Container screen will display all Container files that have been entered

• A new container can be created by tapping on “New”

• Container Files can be created in FirstMate and then downloaded into Pocket SalesMate

• To view/modify a container file- tap on container name

• To delete file tap and hold stylist on Container File name, an Edit/Delete option will appear


Tap on “New” to

build a Container

File

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4.2.1 Setting up a Container File• A new container file can be created by tapping on “New”• If you are rating with the Local, Intra-State, International, TPG,

or APP Tariffs you will need to create a Container File for these Tariffs

• Each Container File needs a Description and File Name– The description should describe what the container

file is (e.g Local Container Rates)– The File Name is used within the Tariff to identify

the Container• File Name limited to 8 Characters • Limited to Alphabetic and Numeric

characters (no “,\../ , etc.)


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4.3 Managing the Valuation File Lists• A List of Valuation Files can be created/maintained in Pocket

SalesMate• Valuation Screen will display a complete list of all Valuation

Files that have been downloaded into Pocket SalesMate• To view/modify a Valuation File, tap on the file name• To delete a file- tap and hold stylist on

Valuation File name, an edit/delete option will appear

• Valuation Files can be created in FirstMate and then downloaded into Pocket SalesMate


Tap on “New” to

build a Valuation

File

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4.3.1 Setting up a Valuation FileSetting up a Valuation File is divided into 4 sections:• The first section is the Description and File Name

-Enter any description that best describes what the valuation file is for-Only alphabetic and numeric characters can be used for the File Name

• Most major Carriers can obtain a pre-built carrier valuation file for inter-state tariffs from the www.TechMateIntl.com website-The most current Valuation Rates will be included when downloading the Carrier from the website


Valuation Description

Valuation File Name


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• Agents operating under their own authority MUST use the Carrier ID that was entered for the File name for US Interstate Tariffs -It is recommended that you use your SCAC code for this ID

• The remaining sections are for entering the Basic, Depreciated and Replacement Valuations-Rates must be entered into these fields, so if you do not use Basic of Depreciated valuation, make the rates 0


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• The final section of the Valuation screen pertains to the Replacement valuation

• There are two types of replacement valuation, Fixed Rates and Rates per $1000

-Make sure that you select the appropriate type before entering any rates in-Any Replacement Rates entered will be cleared out when changing type

• You will be able to enter up to four deductibles-Any deductible not used can be left blank

• To Enter rates, tap on the “New” to add a line for rates


Be Sure to Select

appropriate type before

entering any rates

Tap “New” to add a line for Rates

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• For Fixed rates, on the new line, enter the Valuation and rates for each deductible-Enter the maximum valuation you will sell under the “Valuation to” amount

• The rates for Rates per $1000 can include the decimal or cents-If the decimal is left off, Pocket SalesMate will automatically add it in -If you enter 10, Pocket SalesMate will display it as 10.00

• Any Valuation files that have been previously created in FirstMate can be downloaded into Pocket SalesMate to avoid repetitive data entry


Enter the Maximum Valuation you will

sell

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5.0 Downloading Rating Files from FirstMate into Pocket SalesMate

• Rating files as well as any Agency information that has been previously created in FirstMate can be downloaded into Pocket SalesMate to avoid repetitive data entry

• To do this, you must first set up a connection between FirstMate and Pocket SalesMate


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5.1 Establishing a Connection to FirstMate• Start Pocket SalesMate and sync the Pocket PC device• A partnership must be created, it cannot be setup as a guest

-Make sure that the Files are synchronized


Files Must be

Synchronized

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• Serial In Pocket SalesMate go into the Setup/Register screen• The PDA’s # will be displayed at the top of the screen• On your Desktop computer go into the FirstMate program• Click on Setup and go into the “Users” section• Select the user that will correspond to this PDA

-A new user can be created by clicking on the Yellow Folder icon


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• On the FirstMate “Users” screen make sure that the Pocket PC is selected as the device

• Enter the device serial # from the Pocket PC register screen in the Serial # box on FirstMate

• Establish a link by clicking on the Detect button• When the “FM_Sync.PSM” file is found, the location of the Sync

folder will be entered into the location box

• Click the “Yellow Disc” icon to save the user information


Location of Sync Folder

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5.1.2 Downloading Rating Files to Pocket SalesMate

• Once a connection between FirstMate and Pocket SalesMate has been make, you can begin to download files between the two systems

• Make sure that the PDA is both connected and synchronized with your computer

• Exit out of Pocket SalesMate on your PDA


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• Open up FirstMate on your desktop computer-Click on Setup and Pocket PC

• A Pocket PC Setup will appear displaying the users that are set up to share files-Make sure that the salesperson’s name is highlighted


Click to Highlight

Salesperson’s name

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• There are 6 tabs to the right that display Agents, Carriers, Valuation, Inventory, Containers and Tariffs

• Click on the tab that corresponds to the file you want to download, then click on the file name within that section

• Once you have selected all of the files that you wish to download click on the “Prepare Files”

• A “Files Prepared” message will then be displayed in red


Click to “Prepare

Files”

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• The next time that Pocket SalesMate is opened, the files will begin to process and download into the PDA-The status of the download process will be displayed towards the bottom of the customer screen


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6.0 Entering Customer InformationNow that Pocket SalesMate is setup, it’s time to put it to

use


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6.1 Creating a Customer in Pocket SalesMate

• To create a new shipper, tap on “New”• All Shipper and Consignee information is entered on this

screen


Tap “New” to create a shipper

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• Under the Locations fields, tap on “New” to enter the Origin address-Once the origin information is entered, tapping on “OK” will bring you directly to the destination information

• Any extra pickup/delivery addresses should also be entered at this screen-Tap on “New” under the location field-Tap on the drop down arrow in the Type field to enter in an extra pickup/delivery


Tap “New” to enter in Location

information

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• The section below the Location field pertains to the Agents• An origin agent can be selected by tapping on the blank line

next to Origin -The agents list will pull up and you can assign an agent by tapping on the agent name-A destination Agent can be assigned by following the same procedure

• A Carrier can be assigned by tapping on the drop down arrow next to carrier


Tap on Drop Down Arrows to

Assign Agents

and Carriers

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• Dates that apply to the move can also be entered in this screen

• To enter in dates for the move tap on “Dates” in the bottom left corner-The estimate, book, pack, & load dates can be entered

• Tapping on “Main” will return you to the shipper screen


Tap to enter

Important Move Dates

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6.2 Creating a Survey in Pocket SalesMate• You can begin a survey by tapping on “Survey”• Displayed in the upper left corner of the Inventory screen is

the room list-The rooms are displayed in alphabetical order

• To move throughout the rooms during the survey process, tap on the drop down arrow to the right of the room name and tap on the new room you would like to move to


Room List

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• Displayed near the upper right corner are the four “sort by” options-All, Rm, CP, PBO

• These four options control what is displayed in the Inventory list• Selecting “All” will display the full inventory list in alphabetical

order• Selecting the “Rm” option will display the group list that is

associated with the current room being surveyed

• The “CP” option will display a list of Carrier Packed items-cartons, crates, wardrobes, etc.

• The “PBO” option will display the Packed by Owner list


Inventory List

“sort by” Options

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• In addition to these four options, there is a list of buttons with the alphabet displayed below the inventory list– These buttons can be used to jump to the first article in the active

list that corresponds to the letter selected


Alphabet Buttons can be used to

move throughout Inventory

List

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6.2.2 Setting the Mode of Transportation• Pocket SalesMate is a multi-modal surveying tool• Displayed to the right of the room list is a drop down list of

Modes -Pocket SalesMate uses the standard list of modes including: Road, Local, Sea, Air and Storage

• To assign a mode, tap on the drop down list and select the mode you wish to use


Tap to Assign Mode

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6.2.3 Adding Articles to the Survey• To add an article to the survey, tap on the article in the

inventory list• Once an article is added to the survey, it will be displayed on

the left side of the inventory screen


Tap on Article you wish to add

to the survey

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• Increasing the quantity of the articles in the survey can be down one of three ways:1- Taping on an article/carton that has already been surveyed and does not have a comment associated with it will increase the quantity of the surveyed article2- Once an article is selected, tap on the quantity number to the left of the article name. Up and Down arrows will appear in which you can adjust the desired quantity


Arrows can adjust the quantities

of surveyed articles

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3- Select the article that you would like to add to the survey. Make sure that the article name is highlight on the left side of the survey screen

-Tap on the “=“ button near the bottom left corner of the inventory screen

-An Article Quantity screen will appear in which you can select the quantity for this article

-Tap on “set” to apply the quantity


1- Highlight article then tap

on “=“

2- Adjust quantity then tap

“Set”

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6.2.4 Changing the Size of an Article• Once you add an article to the surveyed room list, the cubic

size will be displayed to the right of the article name• To adjust the size, tap on the cubic number and up and down

arrows will appear-Tap on the arrows to increment or decrement the size


Tap on article size

to adjust the Cubic Feet

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6.2.5 Adding Comments to Articles • Comments for articles, or Contents of a Carton can be added

to all items in the survey• To add a comment, tap/highlight the article on

the surveyed items list• Tap on the empty box towards the top of

the screen (beneath the “Mode”)– When you tap in the box the inventory list

will automatically change to the comment list– You can select a comment from this list, or

also type a comment up to 16 characters in length


Tap in empty box to add a

comment to an article

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• The quantity number to the left of the article name will appear in a highlighted yellow color after a comment is attached to the article

• To view comments tap on “Full” near the bottom of the screen• The surveyed items list will expand and you will be able to

view your comments– Tap on “Edit” to return to the inventory list


Quantity will appear in

yellow to show a comment has

been addedTap “Full”

to view comment

s

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6.2.6 Creating Miscellaneous Rooms or Articles

• To create a miscellaneous room, tap on the “room” tab beneath the active room list – This will bring up a screen for you to enter the room name– Tap on “Done” once you have entered the room name– The miscellaneous room name will then be added to the room list

and also set as the current room to survey into


Tap “Room” tab to create a miscellaneous

room

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• To add a miscellaneous article, tap on the “Article” tab beneath the active room list-This will bring up a screen where you can enter in the article description and cubic size

-Tap on “done” when this information is entered-The miscellaneous article will be added to the current room being surveyed


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6.2.7 Entering Crates • Crates can be added to the survey through either the “All” or

“CP” inventory lists• When you tap on Crate, the crate entry screen will appear and

prompt you to enter in the crate dimensions• Tap on “done” once you have entered the

dimensions and your crate will be added to the current room being surveyed


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6.2.8 Moving an Article(s) during Survey Process

• A single article or consecutive group of articles “Not Going” or going to Storage can be noted during the survey process

• To label an article “Not Going” tap/highlight article under the surveyed room list, then tap on the “Hook Arrow” in the bottom left corner of inventory screen


Tap to highlight article, then tap

on “hook arrow”

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• A Move Article screen will appear in which you can select the mode for this particular article

-When you select Leave, the article quantity will appear in red

-When the survey is printed, there will be a separate section of all articles “not going”

• Articles going to storage can be labeled using the same process


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To move an article(s) to a different room:• Tap/highlight article under the surveyed room list• Then tap on the “Hook Arrow” in the bottom left corner of inventory

screen• When the “Move Article” screen appears there will be a window

labeled “Move to different room”• Tap in the box and a drop down room list will be displayed, tap on the

room you would like to move the article to• After tapping “Done” the article will be moved into the inventory list of

the room selected


Tap to highlight

article you wish to move, then tap on

“hook arrow”

Tap here to move

article to a different

room

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6.2.9 Displaying Totals of Surveyed Articles• After the survey is complete you can get the totals of all

articles surveyed prior to going into the rating process• Tap on “Total” at the bottom of the inventory

screen• A window will then be displayed showing the

total item count, weight, as well as the CP, PBO and Crate count

• Tap on Done to return to the inventory screen


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6.2.10 Adding Notes/Remarks • Notes can be added and printed with the Survey Service

Reports• To add a remark, tap on “Remarks” at the bottom of the

inventory screen• The remarks section is for free form notes so that any

pertinent information about the customer is saved• All remarks will be printed along with the survey


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6.2.11 Obtaining Customer/Agent Signatures

• While in the Inventory Screen, tapping on the “Hand and Paper” icon will display a window where you can obtain both the Agent and Customer signature

• A signature can be obtained using the stylist• Tap on “OK” and these signatures will appear on the printed

Survey Service Reports


Tap on “hand and paper” icon

to display signature window

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6.3 Printing Shipper Inventory Reports • Once the Survey is complete, you can print a variety of

Shipper Inventory Reports• Tap on the printer icon near the bottom left corner of the

inventory screen• The inventory report list will be displayed

and allow you to select the type of inventory you wish to print


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• Both the PDA and the printer are infrared, to use the printer line up the two infrared ports

• Lay them both on a flat surface about 6-8 inches apart so that the two infrared ports are lined up

• Once the printer is turned on, with paper loaded and lined up with the PDA- tap on “Print” on the PDA screen

• The PDA will display a screen reading “establishing a connection”• Once a connection has been made the printer will begin printing• Do not move the PDA until the printing is complete

– To change the paper size or printer driver- see 3.1 Setup/Defaults • Pocket SalesMate also has the compatibility to print using Blue

Tooth Software– Blue Tooth software must be installed on both the PDA and Printer– See Blue Tooth product manual for details


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7.0 Rating7.0 RatingYou can begin the rating process in Pocket SalesMate one of two ways:

• While in the inventory screen tap on the “$” found near the bottom of the screen

• While in the Shipper screen, tap on “Rate”


Tap on “$” or “Rate” to

begin Rating

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7.1 Tariff Selection• Prior to rating the move, Pocket SalesMate will display a

Rating Selections screen-This is where you will select a Tariff, set the Bind Date and select the modes to include in rating

• To select the Tariff, tap on the drop down arrow next to the Tariff field-Only initialized tariffs are available for selection-If the desired Tariff is not listed, go to Setup/Tariffs to initialize the Tariff


Tap on Arrow to select a

Tariff

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7.1.1 Rating- Bind Date• In Pocket SalesMate, when you pick a Tariff (e.g 400N) the

Bind Date is used to determine the rates effective on that date during rating

• The Bind Date will default to today’s date, but can be changed at the Rating Selections screen

-Note: This is a change from the way the SalesMate Telxon worked


Set the Bind Date

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7.1.2 Rating- use of Modes• Pocket SalesMate allows you to use specified groupings in the

survey during rating:• For example: if you have a long distance move and a portion

being moved locally, you can enter articles for the long distance in the “road” mode and then enter the articles being moved locally in the “Local” mode-Then select only the “Road” mode articles to be used during rating with the interstate tariff


Select all Modes that you wish to include in

Rating

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• Again, you need to select the modes that you wish to include in the rating – Simply tap on the box next to the group’s name to include that

group in the rating• Note: there is no assumed relationship between the “Local” mode and

the “Local” tariff

• At the bottom of the tariff selection window there is a check box “Use Survey”

• The first time the tariff is rated, “Use Survey” will be checked and no modes will be selected


72

• After the initial rating, “Use Survey” will not be checked• If you want the survey re-rated, check “Use Survey”• Note: re-rating the survey will reset all weights, container

counts, etc. from the survey-Unless you have made changes to the Inventory, you will not want to check the “Use Survey” when going back into the rating


If you want the survey Re-Rated

after initial Rating,

make sure box is

checked

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7.1.3 Rating- Continue or Exit • After you have made all of your Rating Selections, tap on “OK”

to begin rating• There is an “Exit Rating” command near the bottom of the

screen-If you do not wish to continue with Rating, tap on Exit Rating


Tap “OK” to begin Rating

Process

Tap on “Exit Rating” to exit Rating

Process

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7.2 Rating- Adjustments (e.g Weight) • Once you have made all of your Rating Selections, you will be

prompted with an “Adjust Weight” screen• This will display the total weight of the survey,

however you have the option to adjust the weight• Once the weight is set, tap on “OK” to proceed

with Rating


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• If an interstate tariff is being used that does not have miles or schedules determined by zip codes, they will need to be entered at this display-Origin schedules can be set as defaults at this point

• Tap on “Ok” to continue with rating, or “Exit Rating” if you do not wish to continue rating at this time


Tap on Drop down arrows to set Origin and

Destination Schedules

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7.3 Main Rating Screen• All Tariffs in Pocket SalesMate have a similar look and feel• Applicable items of the Tariff, Bind Date, Season (Peak or Non-

Peak) and Weight are displayed at the top of the screen


Applicable Tariff items shown here

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• If the Tariff you are using gets miles from the Rand McNally Mileage guide, the Miles field will be displayed as “xxxx”– Rand McNally limits us from showing miles

• For some Tariffs, applicable options (i.e Overtime Loading, Climate Control, et.) are shown as check boxes on the second line of the rating screen


Miles will be displayed as “XXXX” when using

the Rand McNally Mileage guide- If

Miles are displayed as “0” you must enter

them in

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• Bill items for the Tariffs are shown in the grid, and the grid is combined into groups (i.e. Transportation, Valuation, Packing/Unpacking etc.)

• The groupings are similar to how they are printed on the Estimate/Order for Service reports

• The subtotal for each group is initially displayed (there will be a “+” in the left most column-If you tap on the groups “+”, all items in that group will be displayed -The groups name will then be shown with a “-” shown in Red to the left of the name-Tap on the “-” to return to the display of the Tariff items


Tap on “+” to view all items in

group

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• When a group is expanded to show all items, you can tap on an item to open a window that will allow you to make changes-Once desired changes have been made, tap on “Ok” to return to the display of the Tariff items

• The Discount choices, Contract Type, and total estimated cost are shown at the bottom of the screen-If you are using the TPG Tariff or using a bottom line discount, the total can be changed and either the SMF or discount will be adjusted accordingly


Discount choices, Contract Type and Total are

shown here

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7.4 Transportation Charges • All Inter State Tariffs have Rates that are based on the Miles

and Weight of the shipment– If you are using a Tariff that uses Rand McNally miles,

the miles will be determined from Zip codes– If the miles is not displayed as “xxx,” you

will need to enter or adjust miles

• The weight will initially be determined from the survey, however can be adjusted at any time (of course, subject to Tariff minimums)

– To adjust the weight, tap on the weight field at the top right corner and make the desired changes


Miles & Weight are displayed here- they can be adjusted at

any time

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7.4.1 Local Transportation & Labor Charges • The Local, Intra State, and International Tariffs all have charges

involving the selection of the number of Vans and Men– For these to work, it is necessary to enter both a 1 Van and 2 Man rate, and

also an Extra Man rate in the setup of the tariff

• When you tap on a Van & Men item, you can then enter the number of hours, vans, and men

– The resulting rate and total will then be calculated

– In all cases, you can change the rate


Enter Number of Hours, Vans

and Men

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7.4.2 Valuation Charges• Valuation choices are made by taping on the Valuation line

item• A drop down list of Valuation choices will appear at the top of

the screen• If depreciated or replacement valuation is selected, the

minimum valuation will be calculated and displayed– A text box will be provided to allow you to enter another valuation amount

• The resulting Valuation Charge will be displayed on the Valuation Subtotal line


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7.4.3 Packing Charges• Container choices are made by tapping on the Container’s line

item (not the “+”• For all Tariffs you have the option of using Container and

Packing rates separately, or combining them into a Single Pack Rate (the default for the 400N Tariff is a Single Pack Rate)

• If you are using a Single Pack Rate, the Packing Window will have two combo boxes (Packing & Unpacking)

– This will allow you to rapidly change your choices

• If you are using separate rates for Containers and Packing, there will be a third combo box for Carton charges


“Carton” box will only appear if you are using separate

rates for Containers and

Packing

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• After rating the survey, the column on the left will be the number of Carrier Packed Containers entered in the Survey

– You have the ability to decouple from the Survey and adjust the quantities in the left hand Qty. column

• To adjust the Packing and Unpacking sections manually, leave the Packing and Unpacking sections in the “Manual” mode

– In this case, the left column will not be used and you will need to set the quantities manually

• If you use other selections (e.g Unpack, Breakable & Mattresses) the quantities for Packing and Unpacking have been automatically set from the Qty. column to the left of the Containers name


Tap on drop down arrows

to select Packing and Unpacking

options

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7.4.4 Extra Stops/Mini Storage Charges• Extra Stops & Mini Storage costs can be calculated by taping

on the Extra Stops/Mini Storage line item• Tap on the line item within that section that you wish to use• When the window for that line item is displayed, fill out the

desired quantities – Place a check in the box towards the upper left corner

• Please Note: An Extra Pickup/Delivery location must be entered in the Shipper Screen for associated costs to be calculated (see Creating a Customer section of presentation)


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7.4.5 Storage Charges • In order to make choices for SIT simpler, all choices relative to

SIT can be displayed in a single window– Tap on the Storage Charges line item (not the “+”)

• The Cartage window will open, in which you can set the number of days in Storage, the Cartage Miles, and also the Location of Storage

– You can also make adjustments to the weight

• Place a check in the Cartage Box new the upper left corner and tap “OK” to apply storage charges


Tap in Cartage box to apply

Storage charges

Enter Days, Miles and

Location of

Storage

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7.4.6 Other Storage Charges• Additional Storage Charges within the Local and Intra Tariffs

(such as Overflow Storage, Storage Valuation etc.) can be made by tapping on the “+” next to the Storage Charges line item


Tap on line item to enter

applicable storage charges

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7.4.7 Miscellaneous Services• Charges for Miscellaneous Services (i.e. third party

packing/crating services) can be added by tapping on the Miscellaneous Service line item

• Select either Origin or Destination, and enter the charge that applies

• Tap on “OK” to apply the charges


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7.4.8 Extra Labor/Shuttle• Charges for Extra Labor and Shuttles can be added by tapping

on the Extra Labor/Shuttle line item• To add a shuttle charge, tap on either the Shuttle on Origin or

Destination line item• A window will appear in which you can

enter in the Shuttle Miles, and also adjust the weight

• To apply the charges, place a check in the Shuttle box near the upper left corner


Tap on Shuttle box to apply

Shuttle charges

Shuttle Weight can be adjusted here

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• The Extra Labor section is divided into 4 line items– The first two pertain to Extra Labor and Extra Labor Overtime at

Origin

– The second half are for Extra Labor charges at Destination • To apply Extra Labor charges, tap on the line item of the Extra

Labor charge that pertains to the move and enter the total hours

• Tap on “Ok” to return to the main Rating screen


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7.4.9 Bulky Article Charges • In most tariffs (400N and TPG) Bulky Article Charges will be

calculated automatically accordingly to the items with the survey

• Within the setup of the Intra State Tariffs, you can set a Bulky Article Charge

– You also have the ability to adjust this price during the rating process

• Tap on the “+” to the left of the Bulky Article line item, then select a Bulky Article line item and enter the desired amount

• Tap on “Ok” to apply these charges


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7.4.10 Appliance Servicing Charges• Some Tariffs will include an Appliance Servicing line item• To utilize these charges, tap on the line item• There are four options within this section

– The first two pertain to Primary and Additional Appliance Servicing at Origin

– The second two pertain to servicing at Destination


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• To apply servicing charges, tap on the line item of the servicing that applies to this particular move

• At this screen you can enter the quantity, and also adjust the rate

• When this information is entered, place a check in the box near the upper left corner– Tap on “Ok” to return to the main rating screen

Use Arrows to enter desired

quantity


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7.4.11 Elevator, Stairs & Long Carries Charges

• Within some tariffs, a line item will be included for Elevator, Stairs and Long Carries charges

• To apply any of these charges, tap on the line item of the charge you wish to apply

• At this screen you will have the ability to enter the quantity, as well as adjust both the weight and rate

• Tap on “Ok” to apply charges and return to the main Rating screen


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7.5 Discounting • Discount choices can be found and entered by tapping the

“Disc 0.00” box near the bottom left corner • A Discount window will be displayed towards the top of the

Rating page at which you can select the discount type and amount– It is not necessary to use decimals when

entering the discount amount (i.e. if you are selecting a 62% discount, simply remove the 0.00 and type in 62)

• Tap on “Ok” to apply the discount

1- Tap here to apply

discount

2- Select Discount type and amount


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7.6 Contract Type• Contract Type options are shown at the bottom of the Rating

Screen to the right of the Discount– i.e. Binding, Non-Binding, Not to Exceed

Tap on Drop down arrow to

select Contract Type


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7.7 Total Charges • The Total Charge, after all Rating Fields and Discounts have

been adjusted, will be displayed at the bottom right corner of the rating screen– If you are using either the TPG Tariff or a Bottom Line Discount,

the total can be changed and either the SMF or discount will be adjusted accordingly

Total Estimated Cost displayed

here


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7.8 Printing Estimate Order for Service • When you have completed the rating process, you are ready to

print the Estimate Order for Service• Tap on the Printer Icon near the bottom left corner of the

rating screen• A screen will be displayed and allow you to select the type of

Estimate to print– Detailed, Subtotals

Worksheet, etc.

Tap on Printer

Icon


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• Once you have made a selection, line up the infrared port on the PDA to the infrared port on the printer

• Lay the two on a flat surface approximately 6-8 inches apart, so that the two infrared ports are lined up

• Once the printer is turned on, with paper inserted, tap the “Print” button the the PDA

• The PDA will begin establishing a connection with the printer, and the printing process will begin


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• When you have completed Rating and Printing the Estimate, you can exit out of the Rating Screen by tapping on “Ok”– This will bring you back to the Shipper Information Screen– By tapping on “Ok” you will return to the main Customer Screen

Tap on “Ok” when you have completed the

Rating and Printing process


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8.0 Interfaces with FirstMate • One of Pocket SalesMate’s primary features is that it allows

you to create and send customer information between Pocket SalesMate and FirstMate, and back again

• A connection must be set up in FirstMate in order to upload or download a customer between FirstMate and Pocket SalesMate– See 5.1 Setting Up a Connection with FirstMate, section of

presentation


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8.1 Sending Customers to FirstMate• To upload a customer from Pocket SalesMate into FirstMate,

tap on the sync column in the customer display list on the main Customer Screen in Pocket SalesMate– 2nd column from the right, left of the “X”

• Tap Yes on the prompt to “Build File for Export?”

• The Sync status column in the customer display will turn yellow to show the customer file pending

Tap here to build

customer file for export


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• Sync the PDA and start FirstMate• It could take up to a minute for FirstMate to retrieve and

process the file• Once FirstMate has processed the customer file, a

confirmation will be sent back to Pocket SalesMate and the sync status column in the customer display will turn green


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8.2 Sending Customers to Pocket SalesMate

• Primary Customer information can be created in FirstMate and downloaded to Pocket SalesMate

• To do this, open FirstMate on your desktop computer• Click on the Yellow folder icon to create a new customer• At is screen, you can enter the Customer’s Primary

information, as well as assign a Carrier and Agent


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• You will also want to assign the order to the Salesperson who’s PDA this file will be downloaded to

• When all of the desired information is entered, click on the Yellow Disk icon to save the information

• Right click to highlight the customer in the FirstMate Customer list, and click on the “Pocket PC” button

• The customer file will now be built and ready to export into Pocket SalesMate

• Once Pocket SalesMate is synced, it could take up to 30 seconds for the file to download

• Once the process is complete, the file will appear in the Pocket SalesMate customer list


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