The contractor card

A contractor's card holds everything Quanty knows about one client or carrier. This page walks through its tabs one by one: Data, Contacts, Orders, Money, Documents, Contract and rates and Places. The Invoicing section of the Data tab has its own page, Invoicing terms, and the Limit and verification tab has Credit limits and blocks.

Before you start

• Open a card from the register (Sales, Clients or Operations, Carriers, see TMS clients and carriers), or from any order, invoice or cost that names the contractor.
• Everyone can read a card. Changing it needs a role that may change TMS data. A member limited to some TMS modules needs Dispatch for the data, contacts, rates and places, and Finance to change the bank account, the factor and its advance, and for the Documents tab.
• Some fields are an admin's: anonymising a contact, the second accounting account and everything on the Limit and verification tab that is a decision (the limit, blocks, verification).

Data

The Data tab is one form. Change any field, and a bar at the bottom says Unsaved changes with Discard and the save button; nothing is saved until you click it, and only the fields you changed are sent. If somebody changed the card in the meantime, Quanty says so: "Somebody changed this in the meantime. Reload the page and try again."

Identity

Under the identity, Checked in the registers on … says when the GUS data was last read.

VIES

Check in VIES asks the EU's VIES service whether the EU VAT number (or the NIP) is active. "Save the number first, then check it in VIES."

A name in VIES that differs from the card is pointed out ("The name in VIES differs from the name on the card"), with the date of the check. VIES only knows VAT numbers of EU countries. Each check is written into the change history.

Address and contact

Street and number, Postal code, City, Country, E-mail, Phone, Second phone, Fax and Website: the company's own details. The people you talk to go on the Contacts tab.

Account managers

Account managers: "Who looks after this contractor, role by role." Each role takes one member of your organization, or Nobody:

When a member leaves your organization, their roles on cards move to the successor named when they are removed; until then a role can show "A former member".

Payment

The factor and its advance are filled into every new draft invoice of this client (see Factoring and insurance).

Invoicing

The Invoicing section ("How this client wants to be invoiced: the payment term, how invoices are sent and what is printed on them") is described on its own page: Invoicing terms.

Carrier papers

Shown for a carrier:

Carrier rating

For a carrier, Carrier rating shows the average ("4.5 of 5"), the number of ratings and the latest ones, each with its order, the person and the date.

1. Click Rate the carrier.
2. Pick 1 to 5 stars, either for one order ("How did Nowak do on this order?") or as a General rating.
3. Add a Comment (optional) ("What went well, what did not") and click Save rating.

Only a carrier can be rated, and only for an order that is not a draft and not cancelled. An order has one rating of its carrier: Change on the order replaces it, whoever gave it.

Notes

Notes ("Anything the office should know") and Number in the old system ("Kept for matching imports."). Tidy up from notes in the card's ⋯ reads the notes into invoicing terms (see Tidy up from notes).

Change history

Change history at the bottom lists who changed what and when: fields, VIES checks, bank accounts and their white-list checks, ratings, contacts archived or restored, and addresses saved from orders. Show all opens the full list.

Contacts

"People at this contractor. Reminders go to the primary contact in their language."

Add person opens the form:

Each person's menu holds Make primary, Archive (or Restore) and removing the person ("The person is removed from this contractor. Orders keep the name they were sent to."). Show archived lists archived people. An archived contact gets no status e-mails or reminders and is not put on new orders or quotes; what already names them keeps working.

Personal data of a contact

For a request about a person's data, an admin has two more entries in the person's menu:

• Download personal data: one JSON file with everything Quanty keeps about this person. The download is recorded in the history.
• Anonymise: type the person's full name to confirm, then Anonymise for good. "Name, e-mail, phone and WhatsApp are erased for good. The person is archived. The address leaves the client's invoice e-mail list, the client's e-mail field (when it is the same address), "Sent to" on orders and shared links, and reminders still waiting to go to that address or number are cancelled." The address and name are also blanked on the e-mailed orders the person sent.

The client's Link for the client keeps working: it belongs to the company, not to this person; if this person got it, revoke it under Link for the client on the client's card. Orders and their history, money records and documents with their files stay, and old history lines keep the name they were written with. An erased person shows Data erased, and the erased fields cannot be filled in again. Anonymise is refused for a person whose data is already erased and for a person another connected system still sends to Quanty. Neither action is available in chat. Confirm with your lawyer what your company must keep and for how long.

Orders

Orders lists the contractor's orders. For a company that is both client and carrier, Orders as switches between As client and As carrier.

• The columns are Number, Status, Route, Loading, Freight and, as a carrier, Carrier cost. A draft is marked Draft.
• For a client, Orders or quotes switches to its quotes, with Quote, Route, Price, Valid until and Status.
• New order starts an order with this client filled in.

Money

Money shows the contractor's invoices, costs and payments, each as one compact list: switch with Invoices, Costs and Payments.

A row opens the invoice or the cost, and Show all opens the full list on its page, already filtered to this contractor. The balance of both sides is in the card's rail, under Balance.

Documents

Documents keeps the contractor's papers and what was sent to it. Switch with Files and Correspondence.

Files

1. Drop the insurer decision, a policy or a contract on the tab ("PDF, photo or Word, up to 25 MB. The file is kept in Files."), or click Add document. Add without a file records a paper you only have on paper.
2. Fill in the form and save.

A document needs a file, a number or a note. Each one's menu has Open, Download, Edit and Delete ("The file stays in Files."). A document whose file is private shows Private file: "The paper is listed, but its file is private. Ask the person who added it to share it in Files."

On an insurer decision, admins also have Read the limit: the AI reads the decision and proposes the insured limit. See Read the limit from an insurer decision.

Correspondence

"What was sent to this contractor", newest first: Invoice sent by e-mail, Sent by post, Letter to the carrier, Order sent to the carrier, Message to the driver, Handed over to debt collection, Handed over to the factor, reminders (Payment reminder, Reminder about the documents and the others) and letters. Each line shows its state (Sent, Not sent, Scheduled or Waiting to be sent), to whom, by whom, and a link to the invoice, order or cost it belongs to. Show more loads older lines.

Contract and rates

Contract and rates holds the rates of the contractor's contract, on two sides: Client ("What the client pays us") and Carrier ("What we pay the carrier"). A card shows the side of its role (both for a company that is both), and any side that already has rates.

The list shows each rate's Lane, Rate, Valid and State: Valid, From a future date, Expired or Archived.

Add a rate

1. Click Add a rate.
2. Fill in the form and Save.

The ⋯ of a rate holds Edit and Archive ("The rate … stops suggesting prices in orders. It stays in the archive."). Show the archive lists archived rates.

Read a contract

Read a contract reads a contract or a price list into proposed rows: "PDF, XLSX or CSV, up to 15 MB. A sheet with a plain table is read without AI; a PDF is read by AI."

1. Choose Whose rates and the file.
2. Quanty says how it read the file (a sheet whose headings it does not recognise is read by AI too) ("The table of the sheet was read." or "Read by AI. Check every row before you save.") and lists the rows: "Rows in the file: 12. Tick the ones to save." Rows already on the card are marked Already there; rows with a problem say what is missing (No country, No price, Unknown unit, Wrong dates and so on).
3. Tick the rows and click Save ticked. A file gives at most 200 rows, and rows that are already there are skipped. Reading by AI needs the TMS AI switched on and uses AI credits.

How rates work on an order

On an order, Quanty takes the valid rate whose lane fits best: one that narrows both ends by postal code beats one that narrows one end, which beats a country-only rate; between equals, the longer postal code and then the newest rate win. The Minimum is the least a trip costs, whatever the quantity. The order then offers the client's price, and assigning the carrier offers the carrier's side. A rate is a suggestion and a check, never a block: a person always decides the price (see TMS orders and quotes).

Places

Places lists the contractor's Addresses. Switch with Branches, Loading and unloading and All, and tick Show archived for archived ones.

• Each address has an Address type: Branch, Loading, Unloading, Loading and unloading or Other, and a Shortcut ("What people type to find the branch, e.g. GDY").
• A branch can be the Invoice address ("Invoices for this branch go to this address"): Make it the invoice address puts a star on it.
• Collected from orders: "Saved by itself when an order with this address was confirmed". Addresses typed on confirmed orders are collected onto the client this way, without duplicates.
• Add address, Edit, Archive and Restore are in each address's menu. "This address is archived: it stays on past orders but is no longer offered."
• Open in Places opens the full places register.

Orders have a Client branch ("Picked carefully: the invoice goes where this branch says."). An invoice keeps its Correspondence address frozen at issue ("Where the paper invoice goes by post. Empty: the buyer address."): a new invoice never goes to an archived branch, and a correction goes where its invoice went.

Good to know

• The card's tabs keep their place in the address (for example ?tab=credit), so a link can open a card on the right tab.
• An archived contractor's card stays readable, with all tabs, and cannot be picked for a new order or invoice until it is restored.
• A contractor copied from another system running next to Quanty shows its name in that system. A contact person that system still sends cannot be anonymised here: "Erase the person there first, or end the connection."

Related pages

• TMS clients and carriers: the register, adding, importing and archiving.
• Invoicing terms: how a client is invoiced and reminded.
• Credit limits and blocks: limits, bank accounts and blocks.
• TMS orders and quotes: where contract rates and branches are used.
• TMS links for clients, carriers and drivers: the client's link.