Changes through chat
Besides answering, the TMS assistant can make drafts and change records for you. What it may do is decided by Quanty for each kind of step, never by the assistant: drafts and notes nobody outside sees happen at once, anything with consequences waits for your approval card, and some steps always stay a person's click in the app.
Before you start
- Changes need a member or admin role and an organization whose plan allows changes. A member limited to some TMS modules can change only what their modules cover; outside them the assistant answers with the app's refusal and shows no card.
- Every change is saved in the record's history under your name.
- See TMS in chat for where to ask and what the assistant can find.
Three kinds of step
| Kind | What happens |
|---|---|
| At once | Drafts and steps nobody outside sees. The assistant does them and tells you what it did. |
| Approval card first | The assistant shows a card with what will change and waits. Nothing happens until you click Yes, do it. |
| A person's step | The assistant does not do it. It says where in the app to do it and links there. |
At once
- A new draft order, from your text or a PDF it read (the order gets its number when someone confirms it); changes to a draft; notes, stops and goods of any order.
- Copying an order to another loading day: every stop moves by the same number of days and keeps its local hour.
- A loading or unloading place; a new client or carrier from the company register by its NIP; a new contact person at a contractor.
- Invoice drafts from up to 20 orders (one for all or one per order), and a draft without orders (pro forma, debit note, other). A person issues them.
- A reminder draft (for missing documents or a payment), to the stored address. Nothing is sent.
- An AI check of an order document: is it complete, what is missing.
- A quote draft; a claim on an order (damage, shortage, delay).
- A note on an order, invoice or cost, with a reminder on a day for you or a colleague; marking your own reminders done or moving them.
- An absence; a person (driver or office staff) and their papers; a deadline, or marking one done; a service order in the workshop; a fleet cost (fuel, toll, repair).
- Handing an issue to a colleague.
- A client's payment promise (or taking it back): reminders wait until that day.
- Fetching from Marcos TMS now (admins).
Approval card first
| Area | Steps |
|---|---|
| Orders | Confirm order, Cancel order (with a reason), Correct order (the client side or the carrier cost of a confirmed order, with a reason), Assign order (your vehicle, trailer and drivers, or a carrier; several orders at once), Change order status, Mark stop (arrived or done), Create order from template, Import orders from file (an attached spreadsheet), Rate carrier, Share tracking link ("The link is shown here in the chat; nothing is sent to anybody."), Mark quote as sent ("This step sends no e-mail.") |
| Money | Record payment, Send reminder, Link cost to order, Unlink cost from order, Change cost status (only back to "to explain" or to disputed, with a note), Split cost over orders ("Approving it stays with a person in Carrier costs."), Split cost to vehicles, Book cash slip (KP or KW), Reverse cash slip, Save driver advance |
| Contractors | Change contractor (payment term, how invoices go, remarks, short name, e-mail, phone, accounting account), Change contact (a stored contact's e-mail, phone, WhatsApp or main contact), Archive contractor, Restore contractor |
| Fleet and people | Change vehicle set, Switch the set as proposed, Undo set change, Keep the set for this order, Change absence, Delete absence, Save policy, Approve trip, Report vehicle damage, Equipment protocol (hand over or take back), Vehicle handover, Prepare IMI declarations (nothing is filed), Record IMI declaration (the number from the IMI portal) |
| Pallets | Add pallet entry (saved, not verified), Ask the driver for the pallet receipt (WhatsApp) |
| Issues and Marcos TMS | Resolve issue, Dismiss issue ("It will not be raised again."), Settle a difference with Marcos TMS |
The approval card
- The card's title names the step, for example Correct order.
- Its sentences state the facts as Quanty found them in your records: records by number, plate or name, never by an internal id. The only words taken from your message are a reason you gave in quotes.
- For a correction, a status change, a set switch, a set proposal and a payment, a small table shows What changes, Now and After. An assignment lists conflicts in the time window ("Conflicts in this time window: …" or "No conflicts in this time window."). A reason shows as "Reason: …".
- Click Yes, do it to run it (red for cancelling, deleting, dismissing or unlinking), or Cancel: "Action cancelled. Nothing was changed."
What a card tells you
- Confirming an order says what it does: "The order gets its number and the value in PLN is frozen at the NBP rate." When it matters, it adds the client's credit line ("Credit: with this order the client has … PLN in orders not invoiced and unpaid invoices, … PLN over its limit of … PLN."), late invoices, an admin's permission that covers it, or a one-off unblock that will be used up.
- A blocked client or carrier is refused before any card: "… is blocked as a client (…). Ask an admin for a one-off unblock for this order. Nothing was confirmed and no card was shown." With an admin's one-off unblock, the card appears and says the unblock will be used up. When the organization blocks orders over the credit limit, an order over it is refused the same way.
- A record from Marcos TMS that is still in the parallel run: "This record comes from Marcos TMS, which is still the main system: the change stays in Quanty and Marcos TMS keeps its own value (it shows under differences)."
Several records on one card
One card can cover up to 20 records, for example reminders for three invoices with one approval: "Send reminder: 3 records, one approval for all of them." More than 20: "One approval covers at most 20 records: split the list." Records that cannot be done are listed under Left out with the reason:
| Reason | Meaning |
|---|---|
| "not found" | No record matches. |
| "several records match" | Name it more precisely. |
| "it comes from Marcos TMS, which still handles it" | A record copied from Marcos TMS during the parallel run. |
| "sample data: nobody is contacted about it" | Sample data. |
| "listed twice, done once" | The same record twice in your request. |
| "a person does this in the app" | A person's step. |
| "outside your module rights" | Not in your TMS modules. |
The result says, for example, "2 of 3 done. 0 failed. 1 left out." When none can be done, no card appears: "None of these records can be done: …"
When the card is old or clicked twice
- A card is valid for 10 minutes. After that: "This approval has expired or is no longer available, so nothing was executed. The assistant will propose the action again."
- When you click Yes, do it, Quanty reads the records again. If anything changed since the card was shown, the old step is not run and you get a fresh card. Your role, modules and plan are checked again too.
- A double click runs the step once: "This approval was already used: the step runs in another request, so nothing more was done here."
- Yes, do it is greyed out while AI is off for your organization, because approving continues the conversation; Cancel always works.
A person's step
The assistant refuses these before any card and says where to do them, for example:
| Step | What the assistant says |
|---|---|
| Issuing an invoice | "Issuing an invoice is done by a person: open the draft in Invoices, check it and press Issue." |
| Correcting or cancelling an invoice | "A correction invoice is issued by a person: open the invoice and choose Correct." / "Cancelling an invoice is done by a person in Invoices." |
| KSeF | "Everything about KSeF (sending, status, import) is done by a person in the app, in Invoices or Carrier costs." |
| Approving or rejecting a carrier cost | "Approving a carrier cost is done by a person: open it in Carrier costs, check the difference and press Approve." The assistant can mark it disputed or send it back to be explained. |
| Payment batches and the bank | "Payment batches are built by a person in Bank and payments from the approved costs." "Bank statements, matching them and bank files are handled by a person in Bank and payments." |
| Credit limits, permissions and blocks | "Credit limits are set by an admin on the contractor's card." |
| A contractor's bank account | "A bank account decides where transfers go, so it is changed by a person on the contractor's card, not in the chat." |
| Deletes | "Deleting records is done by a person in the app. A confirmed order is cancelled with a reason instead." (deleting an absence is the exception, with a card) |
| Settings | "TMS settings are changed by an admin in TMS settings." |
| An order's invoice note | "Only a person accepts an order's invoice note, in the order's settlement tab." |
| Factoring | "Passing an invoice to factoring is done by a person in Invoices." |
| Handing costs to accounting, the accounting export | Done by a person in Carrier costs or Invoices, Export. |
| An interest note | "An interest note is printed from the invoice (Interest note) and sent by a person." The assistant can work out the days, the interest and the compensation. |
| E-mailing an invoice or the carrier order, printing an invoice | Done by a person on the invoice or order card. |
| The VIES check, fuel card files, filing IMI in the portal | Done by a person on the contractor's card, in Workshop, Fuel, and in the IMI portal. |
| The Marcos TMS connection and its sample data | Done by Quanty; ask us. |
Never through chat
These stay a person's click because a link, a key or a secret would land in the chat history, or because they are an admin's typed decision:
- making, e-mailing, extending or revoking a client's or a driver's link (see TMS links);
- API keys and webhooks (see TMS settings);
- who may change which TMS module;
- downloading a person's data and anonymising a driver or a contact person;
- reading an e-mailed order with AI, and the settings of Orders from e-mail;
- Dictionaries and the Own fleet cost rates;
- pausing payment reminders or handing an invoice to a collection agency, and recording an original sent by post;
- sending an order to its driver by WhatsApp or SMS.
A step the assistant does not know: "That is not a step the assistant can take in TMS, so nothing was done."
Drafts first
Ask for a draft when you are not sure: a draft order, an invoice draft or a reminder draft changes nothing outside Quanty, and you can check and finish it in the app.
Good to know
- Pallet entries added through chat show Chat as their source in Pallets.
- A pallet reminder over WhatsApp needs the driver to have written to the company number in the last 24 hours: "… has not written to the company WhatsApp in the last 24 hours, so WhatsApp allows no ordinary message now. Call him or ask him to write anything first."
- The card is written in the language of your Quanty app, the reply in the language you write in.
Related pages
- TMS in chat: where to ask, what it sees and the safety rules.
- Who can do what: roles and TMS modules.
- Issues: resolving and dismissing.
- TMS next to your existing system: records from Marcos TMS.