TMS settings

TMS settings hold "How the TMS numbers, reminds and checks, for the whole organization": the seller on your invoices, how orders and invoices are numbered, which documents an order needs back, how reminders go out, the connections, and the lists your team picks from. This page goes through every pane; panes that have their own page link there.

Before you start

• Open TMS settings at the foot of the TMS rail. The panes are listed on the left; the address remembers the pane (?section=), so a link can open one directly.
• Everyone in the organization can read the settings. "Only an organization admin changes these settings." A pane with changes not saved yet says "unsaved changes".
• Settings apply to the whole organization, never to one person.

Automatic actions

The when-then rules of the TMS: payment reminders, requests for documents, booking bank transfers, costs from KSeF, stops from GPS, e-mails to clients, long stops, the 15-minute check and the rest, each Off, Approve first, Automatic or Always on. Every action is described on Automatic actions.

Company and numbering

Seller on invoices

Until the seller is filled in, a new invoice says the seller details are missing.

Numbering

1. Under Order numbers and Invoice numbers, pick a Number pattern: orders 0001/11/2026 (the default), 2026/11/0001, 0001/2026 or with the branch code; invoices FV0001/11/2026 (the default), FV/0001/11/2026, FV/0001/2026 or with the branch code.
2. Or choose Own pattern and build it from the pieces: {seq:04} "Running number, zero padded to 4 digits", {MM} "Month, two digits", {YYYY} "Year, four digits", {YY} "Year, two digits", {branch} "Branch code". The pattern needs the running number and at most 64 characters.
3. Read the preview: First number this month and "later for example …". "Numbering restarts every month when the pattern has {MM}, otherwise every year."

Defaults for new orders and invoices

Branches

"Each branch has a short code that can go into document numbers ({branch}) and may have its own bank account." Add branch asks for Name, Code ("Short, no spaces. It goes into document numbers."), Address and Bank account ("Printed on this branch's invoices."), and whether it is the Default branch for new orders. A branch that orders, vehicles, drivers or invoices use is archived instead of deleted, so its documents keep their numbers; the default branch cannot be archived or deleted until another one is the default.

The invoice options and the invoice printout settings sit in this pane too; they are on Invoices and Invoice printout settings.

Documents and costs

Required documents: "What an order needs back before it can be invoiced. Missing documents raise an issue before the invoicing deadline." Tick the documents for each group:

The documents are CMR, Proof of delivery, Pallet receipt, Thermograph printout and Delivery note.

Rates and carbon footprint

The default factor is marked To be verified.: "The default 3.17 kg CO2e per litre is a general figure for diesel with 7% biodiesel (well to wheel, GLEC / ISO 14083). It is not a legal constant. Check it with your auditor or fuel supplier before CO2 figures go to a client."

"The carrier cost tolerance, extras that pass without asking, reminders, GPS and the bank are set in Automatic actions."

Dunning

The reminder steps, the send hour, who writes the reminders (AI or your own texts) and the texts in Polish, English and German. See Dunning.

Credit limits

What happens when a client owes more than its limit or pays late (Only warn or Stop new orders), how many days late are allowed, the limit of a new client, how long a permission to go over lasts, and the templates of limits. See Credit limits and blocks.

Absences

• Absence codes: "Each code says what it counts as and how its days are counted: leave in working days, sick leave in calendar days." Add a code sets what it counts as (Annual leave, Leave on demand, Sick leave, Childcare, Force majeure and others), whether it is unpaid and whether it shows on the plan. A code in use is archived, and Use again brings it back.
• Company days off: "A holiday on a Saturday gives the staff another day off (Labour Code art. 130). Add that day here and no count treats it as a working day."

See Absences.

Diets and trips

Rates: Statutory or Company rates (with the Domestic diet of the company (PLN)), and the rules: Reduce by provided meals, Lodging flat for a night in the cab (off by default: "whether a night in the cab earns the flat is a payroll decision"), Allowance during posting (cabotage, cross trade) (off by default), Abroad (Allowance by the rates of the regulation or Only the days abroad) and the Payout day of the next month. The Rates per country are "Seeded from the regulation (Dz.U. 2023 poz. 2190, annex). Confirm each rate you have checked." See Trips and diets.

Road cards and bonuses

"Bonuses and deductions are only proposals: a person decides each one, and Quanty never deducts anything by itself." See Road cards and the VAT mileage log and Bonuses and deductions.

Own fleet cost

Way of estimating decides how an own-fleet order's own cost is estimated:

• km × fleet cost (the default): the order's km times the fleet's cost per km from the last 90 days (fuel, repairs, leasing).
• From components: fuel from the norm and the last price, driver hours, road tolls and wear per km, counted for each order on its own. It needs three rates: Driver cost per hour, Wear per km and Fuel price (fallback), used when the vehicle did not refuel in the last 90 days.

An order takes the new way when its estimate is counted again: at confirmation, or when its km or vehicle change. If something is missing for an order, it counts km × fleet cost instead. A cost typed on the order always wins. On the order, Estimated own cost with What it is made of shows the parts. Members read this pane, an admin changes it. The Own cost of orders report compares both ways (see TMS reports).

Connections

One card per connection, each with its state: Working, Needs attention, Paused, Not connected, Not in your plan or No data, and Open, Connect or See plans. All integrations opens the catalogue.

When Quanty has connected Marcos TMS for your organization, its card comes first (see TMS next to your existing system). The IMI declarations card follows: "Quanty prepares the data of each posting declaration; you file it at postingdeclaration.eu and type its number back." See Posting declarations. Foreign currency freight uses the NBP table A rate of the working day before the first loading, with nothing to set up.

Drivers and routes (admins change it; "Only organization admins change this."):

• Keep drivers' working times: "The remaining driving and rest times your telematics sends are kept on the vehicle (personal data of the driver). Off: only the daily summary is kept." Off by default. See Telematics in the TMS.
• Avoid ferries and Countries to avoid ("Country codes separated by commas, e.g. CH, AT.") for the truck routes. See TMS operations.

Below them, Nothing to connect lists what needs no connection: NBP exchange rates, Bank statements ("You load a statement file in Payments; transfers are matched to invoices and costs."), Fleet map ("Where every vehicle is right now.") and Places.

Orders from e-mail

The address clients send orders to, whether Quanty reads them with AI, the known senders and the daily limit. See Orders from e-mail.

API and webhooks

API keys: "A key lets another system read TMS data, for example orders for reports, or send vehicle positions from its telematics. Besides those positions it changes nothing."

1. Create key, give it a Name ("e.g. BI reports") and tick what it may use: Orders, Contractors, Vehicles, Invoices and Telematics: sending (never ticked by default).
2. Copy the key: "We show this key only once. The list keeps only its beginning; if it is lost, revoke it and create a new one." The dialog shows an example request.
3. The list shows Name, Access, Created, Last used and Status (Active or Revoked). Revoke: "Systems that use it lose access at once. This cannot be undone."

An organization can have up to 20 active keys. See Your own system (API) and the API Reference.

Webhooks: "Quanty sends a message to your system's address when an order or an invoice changes."

1. Add webhook: Address (https), When to send (Order confirmed, Order status changed, Order cancelled, Invoice issued, Invoice paid) and an optional Description.
2. Copy the Signing secret (shown once). "Every message carries the header Quanty-Signature: t=<time>,v1=<signature>. The signature is the HMAC-SHA256 of "<time>.<message body>" made with this secret. Check it before you accept a message. Refuse a message whose time is more than 5 minutes old, and ignore a Quanty-Event-Id you have already seen."
3. Per webhook: Send test, Pause / Resume, Show deliveries (the last 50 messages with Event, When, HTTP code, Attempts and Status) and Delete.

A webhook is paused by itself after 20 failed deliveries in a row ("Paused after 20 failed deliveries") or when its address no longer exists. The address must be public, https and without a user name or password; webhooks do not follow redirects. An organization can have up to 10 webhooks.

Dictionaries

Dictionaries holds the organization's own words for the order form, in four lists: Requirements, Trailer types, Order kinds and Tags.

• Your own requirements and trailer types come after the standard ones on the order form. A standard entry can be hidden from the list (Hide from the list), never deleted, and a hidden type stays on the orders that have it.
• Order kinds add an Order kind field to the order form and a filter to the orders list. The field shows once there is at least one kind.
• Tags get their colour on the orders list and the order card: Gray, Blue, Green, Amber, Red or Violet.
• An entry that orders still use is archived instead of removed, and the pane says so. A list holds at most 50 of your own entries, each name at most 60 characters.

Only an administrator changes the dictionaries.

Tables in Quanty

"Orders, fleet, drivers, contractors, invoices, costs and pallets as ordinary Quanty tables: grid, kanban board, calendar, timeline, dashboards, AI columns and automations."

1. Create the tables (admins): "A project called "TMS data" with seven tables and ready views. The data fills in by itself and refreshes every few minutes." It can take up to a minute.
2. The seven tables are Orders, Vehicles, Drivers, Contractors, Invoices, Carrier costs and Pallets, with ready views such as Status board, Loading calendar, Vehicle timeline, TMS: overview (a dashboard), Vehicle expiries, Driver expiries, Due dates and the pallet views.
3. Afterwards each table shows its rows, "Synced 4 min ago", Open the table, its views, and a switch to sync it (admins). Sync now and Open the project sit on top.

• "TMS is the source of truth": "Columns marked with a padlock are overwritten by the sync; your own columns (AI, formulas, notes) stay." A locked column says "Column from TMS: the sync overwrites its values".
• Each table holds the newest 5 000 records.
• A table deleted in Quanty is not made again by itself: Repair creates it again ("Your own columns from the deleted table do not come back."). A table added to the TMS later is offered with "A new table is ready to add".
• Automations of these tables hear status changes of existing rows, for example "when an order becomes delivered".

Sample data

"Fill the TMS with a fictional haulier (clients, carriers, fleet, drivers, orders, quotes, invoices, costs, a bank statement) to show the product. Remove it with one click; your own records stay untouched."

• The pane shows "No sample data loaded." or "Sample data loaded on …" with the Sample rows (contractors, places, vehicles, drivers, orders, quotes, invoices, costs, service orders).
• An admin loads and removes it on the TMS Demo page (Open TMS Demo, also in the Integrations catalogue): Load sample data and Remove sample data ("Every row the demo created is removed: orders, invoices, vehicles, drivers and the rest. Records your team added stay.").
• The sample orders are dated around today (the last weeks and the next two), so the screens look alive. "The demo uses your organization's own numbering, so order and invoice numbers continue from where they are."
• Pallets have their own sample data (see Pallets overview).

Good to know

• Changes in Automatic actions are saved at once; other panes have Save. When an automatic action is switched while a form has unsaved edits, the edits stay.
• Old links to a single settings page (#tables, #tms-settings-reminders) open the right pane.
• A member reads every pane and sees the values; an admin changes them.

Related pages

• Automatic actions: every action and mode.
• Who can do what: admins and TMS modules.
• Invoices: numbering and printouts.
• Dunning and Credit limits and blocks: their panes in detail.
• Telematics (GPS) and TMS next to your existing system: connections.