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The Resources tab contains all the information your organization needs to use Fast-Weigh, including the customers, products, and locations which you will be ticketing on.
The Customer view will show a snapshot of all of your customers, and allow you to add, edit, or delete them as needed.
If you are migrating your customer base to Fast Weigh from another system, you can use the + External Customer import option. You can view a sample of the import format here ____.
When adding a new or potential Customer to Fast Weigh, this area allows you to insert key information useful to managing their account, such as contacts within their organization, billing terms and tax codes, and their preferred payment method.
The Products & Pricing sub-menu allows you to setup products, pricing templates, assign locations, or apply a surcharge. Products are setup in the Product Listing to contain a product ID and a unit of measurement. If you have created a product category, you can assign this category to each product. This is helpful as a reference for products that you may not use often or are entered as measurements.
The Product Location is used to assign a product to a single location or multiple, allowing the product to be used when ticketing at those locations.
Pricing Templates are used when you are setting up the Product Pricing. After creating the template in the Product Setup tab, you will select the Template from the dropdown menu, and then adjust the pricing.
Creating a Product Category will allow you to assign Products to a certain group. For example, you may be using multiple types of stone or gravel. Differentiating between the two when creating pricing becomes easier when a category for either is selected.
A Region can be associated with a state, business, or other geographical location. Think about this as a house, while the Locations would be the rooms, and the Yards would be the beds. Clicking Region will show the Locations associated with it.
A Location would be the primary location of the pit or quarry that operates within the Region. The Locations are tied to ticketing devices, which will need to be set up before the Fast Weigh Desktop Application can be used. Clicking into the Region will show the Locations associated with it, and clicking Locations will show the associated Yards.
Yards associated with each Location differ in the material being provided or received. Each Yard will need to have its own Product Pricing and Product Setup completed before Orders can be placed.
If you are using external accounting software, please refer to our Accounting Interfaces for assistance with the below terms.
Tax Codes are used internally when associated with a product or customer based on their Location. These can include a Material, Freight, or Surcharge. A Secondary Tax Rate can be used to associate any VAT, city, or local taxes. This can be enabled in the Portal Settings.
Payment Terms are used in Billing to associate with Customers billing periods. After creating the term, you will associate them with the Customer.
Billing Modes are used within each Customer profile to further isolate records selected during a billing cycle. Adding a particular Billing Mode to a profile allows you to select tickets for billing based on the assigned method.
With Price Adjustments, you can easily establish pricing adjustments and add them to multiple order and quote products. Price Adjustments can be set up using multiple calculations, and then up to three can be applied per product.
The Price Adjustments module is an additional module. To add this to your Fast-Weigh subscription, please contact us at 865-219-2980 or support@tacinsight.com
Invoice Adjustments are used when applying a percentage charge or credit on an invoice. For example, a Tax Exempt Credit Card Processing Fee, Late Payment Fee, or a Payment Discount.
Customer Payment Information such as Credit Card or ACH can be stored to use as Default payment types.
Pay To User Assignment is used to associate payment terminals to customer or users. Fast-Weigh recommends Basys payment systems. Please contact the Fast-Weigh support team to assist with this integration.
Truck Types can be entered as defaults when setting up new Trucks for customers or Haulers. This will apply the Weight, Volume, and Tare when selected.
This section allows you to add and manage members of your team assigned to submit quotes, orders, and customers, as well as reports.
This section allows you to add and manage Inspectors, granting them access to your Web Portal as well as approve or deny Proof of Delivery tickets.
Product categories are useful if your company has a large number of products that need to be organized by type. Categories can be used to separate reports to show broader sales comparisons.
The Product Categories page provides a place to add and manage created categories. These act as a container for products to be added to, and allow for easier adjustments to be made when selecting prices for products. This information is specific to your organization and allows for flexibility when creating categories that make sense for you.
To create a new Product Category:
Navigate to Resources > Product Categories.
Click the [+New Product Category] button.
Create a short Code and Description to define the Category
Add a GL Sales Account, if your accounting system supports GL.
Click [✓Update] box when completed.
Your Products will be what you are actually ticketing for when creating an Order. You can create an unlimited number of Products and assign them to your Locations as needed.
To start you will need to create a product and assign its location by clicking the [+New Product] button.
After the product is created, you will need to associate it with a location. This can be a single location or multiple locations. If a location does not display when selecting clicking the [+Add Location], you will need to create the location.
To edit a product, search for either the product description or product ID, highlight the product, then click the pencil icon. This will allow the product information originally entered to be adjusted.
The Pricing Templates menu allows you to create a listing that can be edited on the Product Pricing menu. Templates allow you to assign structured pricing to you orders and are determined by your organizations needs. A default template can also be set, allowing you to select default pricing for orders with this template.
The Proposed Price is an optional tool to "stage" a price change. You can enter in a new price before enacting a price update that can be applied to the Current Price in bulk later on.
Once prices have been created, or proposed, you can select to create or apply that pricing.
The Create Propose Pricing button allows a blanket pricing or surcharge percentage or fixed value update for the products selected.
The Apply Proposed Pricing pushes the Proposed Pricing column entered in the table.
The Open Order Pricing Update is a powerful tool used to apply a pricing update to all orders currently marked "Open" in the Orders tab. This option is restricted to Admin users only and cannot be undone once applied. To ensure that this is done correctly, selected the intended Region, Location, and Customer. The pricing set in the table will be applied to all orders that contain these products if no customer is selected.
Please note that any unbilled tickets from any open order will have their prices updated as well.
Fast-Weigh has a 3-tier operating location structure: Regions, Locations, and Yards. This allows flexibility for organizations of all sizes to manage their production. You may have as many or as few of each structure as you need to properly reflect your organizations needs.
This is the highest level of your organization. Generally, these are related to a primary or branch office, but can be used to segregate your area of operations between states or cities. Once a Region has been created, highlighting it again will show any active Locations in this table.
Any information necessary to your organization should be entered as accurate as possible.
Name: The name of the selected region.
Description: A brief description of the region.
AR/AP Cost Center: Available from your accounting software.
ERP/Accounting Code: Available from your accounting software.
Remit Name: The name displayed on your invoice emails.
Address Information: The address listed in your invoice remit emails.
Phone: The primary contact number for this region.
Email: The primary contact email for this region.
Remit Note: Any information needed to convey in an invoice email, such as payment instructions.
Quote Note: Any information needed to convey in a quote, such as further inquiry instructions.
Email From: The email address that will display for the intended recipient.
Email Reply To Addresses: Emails that will be redirected to when a customer replies.
Remit Name and Address will display on your invoices. If you have multiple avenues for your customers, this should be the primary billing or payment information. Other information should be noted in the Remit Note field.
The only information needed here is the Name field. While the others are optional it is best to enter as much information as possible.
Again, the only needed information is a Name for the Yard, but it is best to enter as much information as needed by your organization. When creating a yard, you also have the option of selected a geo-location by selecting one after clicking the [Map]. This will autopopulate the lat/long fields.
The Tax Codes menu allows you to define all tax codes used within your company’s various locations. Tax codes should correspond with those set up in your third-party accounting system.
The table provides an overview of all tax codes created or imported to Fast-Weigh, and displays all available information entered.
Tax Code Groups allow you to group entered codes to be selected when creating orders. This is useful when working within areas that may have multiple city, county, or state tax options, or when your organization needs to consolidate between regions or locations.
Clicking the [+New Group] button will allow you to create a new group, which you will then select the desired tax codes to be contained in this group.
Pay Terms allows you to set up your payment terms and billing modes. These terms and codes should be set up in conjunction with your Accounts Receivable Terms Codes.
These are used in each customer’s profile to further isolate records selected during a billing cycle selection. As an example you might setup the following billing methods:
Adding a particular billing mode to a customer profile allows you to select tickets for billing based on the customer’s assigned method.
With Price Adjustments, you can easily establish pricing adjustments and add them to multiple order and quote products. Price adjustments can be set up using multiple calculations, and then up to three can then be applied per product.
To enter an adjustment, click the [+New Adjustment] button, and then enter the desired values for type and method. Once an adjustment is created, highlighting it will allow you to enter the length of time and rate that the adjustment is available by clicking the [+New Rate] button in the adjacent box.
The Fast-Weigh Freight Matrix was created to apply rates to orders, products, and locations that would usually be created when adding products to orders. A Freight Matrix is weighted by a point system that Fast-Weigh calculates automatically, and is considered at three different levels within the Web Portal:
Order Level: This is set on the order when creating or editing when selecting the Freight Pricing.
Order Product Level: This is the rate set on the order product.
Selections are one point each, and each line calculates a point total. When it has cycled through, the calculated score applies the freight matrix price. Priorities can also be applied to a Freight Matrix, indicating that a certain listing should be first-choice.
Similar to Price Adjustments, Invoice Adjustment Types allow you to apply adjustments to an invoice on the Invoice/Payment Query. You will need to create the Adjustment type before it can be applied to an invoice.
In the below example, a 2% discount was created to be applied to the material rate on an invoice.
The Customer Payment Info menu allows you to register your customers preferred payment methods between cards or ACH payments. If multiple payment methods are entered, you can select the "Set as Default" so that the appropriate method is selected for payments. To create or view the entered payment methods, first select the Region then the Customer. If there is a Credit Balance, this number will be reflected once the customer is selected. To create a new payment, click the [+New Payment Method], then enter the necessary information.
When utilizing payment terminals supported by Fast-Weigh, users can be associated with these terminals. The users listed in this table reflect the users created and their assigned roles.
Any customer role that is unassigned can have a default terminal assigned when a payment link is submitted.
The main page allows you to view your customer database. You can filter to view individual Regions if you have multiple, and each column can be filtered and searched as well. Any information contained in the customer listing can be searched, and any matching characters will display in the table, removing any listing that does not contain this information.
Searching can be filtered from the following columns:
ID: The shorthand customer identification.
Customer Name: The full customer name.
Address: The customer address.
City/State/Zip: The customer city, state, and postal code.
Phone: The customer contact number.
Company Code: A customer code assigned when communicating with external accounting software.
Terms: The billing terms associated with the customer.
Billing Mode: The billing intervals applied to the customer.
Tax Code: The default tax code applied to this customer.
Credit Status: The status of a customer, and their ability to be selected when creating orders or ticketing.
Default Order: The default order associated with the customer. This is selected after orders are created and chosen by order number.
Credit Status: This is used to set a default payment type for a customer.
Open: New orders default to Charge Hide $ and all active orders set to Charge Hide $ payment type.
Cash: New orders default to Cash and all active orders set to Cash payment type
Do Not Sell: Adds (DNS) to the customer name, new orders default to Inactive status, and all Active orders are set to Inactive status. This customer will no longer be selected when ticketing.
Closed: This customer is no longer available to select for orders or ticketing.
When the Credit Status is switched from Do Not Sell, all Inactive orders are set to the Active status.
The Do Not Sell and Closed credit statuses are not interchangeable. Do Not Sell should be used when the customer (or product) is unavailable, but anticipated to return to usual business. Closed should be used when the customer (or product) is no longer available or is not anticipated to return to usual business. Examples below:
Do Not Sell: Bob's Rocks is known as a primary source providing Pea Gravel, and unexpectedly run into low inventory. The owner informs you that this product will not be available to fill until more has been acquired, but is also closing for the holidays. During this time, Bob's Rocks should be set to Do Not Sell until they reopen in the new year with new inventory. All Active orders will be set to Inactive so they cannot be selected for ticketing in Fast-Weigh.
Closed: Bob's Rocks has been operating in the region for 20 years. The owner informs that they are permanently closing for business at the end of the quarter. At that time, all Active orders will be set to Closed, and the customer will now longer be available to create new orders or ticket in Fast-Weigh.
Adding new customer records into Fast-Weigh can be accomplished directly by clicking [+Customer], or when using external software. To add a new customer directly into Fast-Weigh, you will need to enter information to identify the customer in the new pop-up window. The required information is noted below in bold with an asterisk.
Prospect: Check box to show Customer as a prospective or potential customer.
*Customer ID: A shorthand code to identify the customer (10 character max).
*Customer Name: The full customer name (50 character max).
Address 1: The primary address for the customer.
Address 2: Additional (optional) address line for suite or building number or other.
City: The city the customer is located.
Country: The country the customer is located (Currently only Canada, USA, or Mexico can be selected).
State: The state the customer is located.
Zip: The postal code for the customer.
Phone: The primary telephone contact number.
Add Contacts: Check box to add customer contacts (can be edited later).
Credit Status: The current credit status of the customer (See above for Credit Status. This can be edited later).
Pricing Template: The default pricing template applied to this customers orders.
Company Code: A customer code assigned when communicating with external accounting software.
Terms: The billing terms associated with the customer.
Billing Mode: The billing intervals applied to the customer.
All Regions: Allows you to set a customer for selection on Orders in all regions, or only within selected regions.
Tax Code: The default tax code applied to this customer.
Tax Exempt Reference #: Reference number entered for a tax exempt customer.
Ticket Copies: How many additional copies should be automatically printed.
Salesperson: The salesperson or account manager responsible for this customer.
Clicking the [+Add] button opens a new window for adding contacts, allowing you to create a list of customer contacts that should be receiving billing or ticketing information. The options available allow for email and text notifications to the email and phone number listed.
After a customer has been added to the database, you can edit their information at any time, including updating their contacts, adding notes, as well as some additional settings.
Has Notes: Allows the addition of notes for the customer. See below for an example.
Credit Limit: Dollar amount for Monitoring, Reporting & Dashboards - A/R Module Enabled Only
Payment Methods: Default Methods the customer is allowed to use for payments. - A/R Module Enabled Only
Payment & Late Fee: Default Fees applied the customer. - A/R Module Enabled Only
Can be setup under Resources > Billing > Invoice Adjustment Types
Enable Self Pay: Checkbox that allows the customer to submit payments.
The Has Notes field will display a "Yes/No" option depending on if a note has been added. Clicking the [View/Edit] box will allow you to add notes to the customer. These can be used to display any information related to the customer or their internal organization. A good example would be for a customers billing department.
Previous customers can be imported into Fast-Weigh from an external source.
Navigate to Resources > Customers
Click the [+External Customers] button.
Upload your Customer import file.
Configure the parameters in the section below the table.
Click Save to add the imported Customers into Fast-Weigh.
Once products have been created, you can apply pricing between all templates created. This allows for easy pricing to be set when creating orders. For easy filtering, select the Region, Location, and Yard, then select the product. This will allow you to edit a specific product instead of sifting through all available products and templates. To edit a price, click the icon on the desired product, then enter a whole number or decimal value for the price, then click the ✓ box.
The option allows the entry of additional or extra pricing options.
Once a region is created, you will need to create a Location, which are the quarry or pit locations operating within a given region. Locations are tied to ticketing devices, so you will need to set up one for each device. Please email us at or call 865-219-2980 during business hours to purchase any additional licenses. Once created, highlighting a Location will show any active associated Yards.
These will be the various quarries or pits within a Location. You can create one or many Yards to organize your materials, but keep in mind each Yard will require to be setup.
If your organization will be using direct QuickBooks Online integration,
When entering a new tax code, you will enter the shorthand Code, description, and percentages for Material, Freight, and Surcharge as needed. If your accounting software utilizes GL, you can to enter that information as well, then click [✓ Update] when finished. This information can be adjusted at any time by clicking the button.
Tax Sub Codes can be entered as a "secondary" tax to handle additional VAT, City, or local taxes. This can be enabled in the . Enable Secondary Tax by going to and checking the "Use Secondary Tax" box under Other Settings. Then, navigate to Resources > Tax Codes and add or edit a tax code to include secondary tax.
Once Terms and Billing modes are set up, go to Resources > Customers and to assign these Terms to each customer record.
Once the rate is submitted, the adjustment is available to be applied to and .
Global Level: This is set within the Resources>Billing>Freight Matrix menu. Setting up a Freight Matrix can be . This matches the entered freight and hauler rate that matches entered values on the order.
In the Billing menu, adjustments can be applied on the by clicking the More button, and selecting the desired adjustment from the drop down menu. If you have common values that you need applied, you can create a few "default" options to adjust invoices. These can be payment fees, late fees, or other miscellaneous fees added or subtracted from the invoices.
When assigning the user, highlight the user and select the icon, then select the Pay To and Terminal you wish to assign.
Click the following link for a for a Customer Import. You can use this as a reference when creating your import file with your customer information.
Truck Types are categories you can assign individual trucks to help organize them. You can add a Default Weight Capacity and/or Default Volume Capacity to automatically apply to any trucks assigned to that truck type.
This information can be added to existing trucks as well.
The Salesperson feature can be used to tie your salespeople to their orders and customers within the Web Portal. Once you setup your salespeople, you can easily assign them to Customers, Quotes, and Orders, as well as view reports based on your Salespeople.
Once your Salespeople have been added into the Web Portal, you can select them from a drop down menu on your Customers, Orders, and Quotes.
If you have a Customer that always goes through a certain Salesperson, you can set a default Salesperson on their Customer profile.
Navigate to Resources > Customers.
Edit and existing Customer or create a new Customer.
Select the Salesperson from the drop down menu.
Click Update to save to record.
If you set a default Salesperson for a customer, they will be automatically loaded in to an Order or Quote when you assign the Customer. This can be overwritten if needed, and you can always set a Salesperson on an Order or Quote without a default.
Navigate to Orders > Orders.
Edit and existing Order or create a new Order.
Select the Salesperson from the drop down menu.
Click Save or Save and Close.
Navigate to Quotes > Quotes.
Edit and existing Quote or create a new Quote.
Set the Salesperson for the Quote.
Click Save or Save and Close.
Select the Inspector from the drop down menu, and then select the orders you want them to be able to see between only Active Orders or all Orders.
The Inspector can be used to give Inspectors access to your Web Portal and .
Once you have setup for you Inspectors, you can assign them to specific Orders that they are able to see to approve or deny tickets with POD.
The Fast-Weigh Freight Matrix allows for freight and hauler pricing to be set across Fast-Weigh without the need to individually set these across your orders, and will calculate based on any matching criteria between orders, such as the Region, Location, and even the Product Category. A Freight Matrix can be created when selecting the Resources>Freight Matrix menu and then clicking the [+New Freight Matix] button.
Description: The "title" of the Freight Matrix for easy identification in the main table.
Region: The specified Region for the Freight Matrix.
Location: The specified Location for the Freight Matrix.
Yard: The specified Yard for the Freight Matrix.
Ship To: The specified delivery address created in the Ship To menu.
Hauler: The specified Hauler for the Freight Matrix.
Hauler Type: The specified Hauler Type (Set on the Hauler - External, Internal, or Other)
Truck: The specified Truck for the Freight Matrix.
Truck Type: The specified Truck Type for the Freight Matrix.
Product: The specified Product for the Freight Matrix.
Category: The specified Product Category for the Freight Matrix.
From Date: The date that the Freight Matrix will begin.
To Date: The date that the Freight Matrix will end.
Priority: The priority of the Freight Matrix (The lower the number, the higher the priority).
Freight Rate: The specified Freight Rate for the Freight Matrix.
Hauler Rate: The specified Hauler Rate for the Freight Matrix.
Each of these options has a point value assigned, which is calculated by Fast-Weigh before being applied. These options are considered between three different areas of Fast-Weigh to find different values in an "If/Then" process.
Order Level: This is set on the order when creating or editing an Order and selecting the Freight Pricing.
Global Level: This is set within the Resources>Billing>Freight Matrix menu.
Order Product Level: This is the rate set on the order product.
Fast-Weigh references these areas to determine which pricing option to follow between the Order and Freight Matrix (if available and selected).
For example:
A Freight Matrix is created for Customer A and Product A and a Freight Rate is set to $15 and Hauler Rate is set to $10, along with a Ship To of Building 100-A
An Order for Customer A and Product A is created and Freight Matrix is selected for the Freight Pricing option.
The Freight Charge is set to $10 and the Hauler Pay Rate is set to $7 on the Product.
Between the Order and the Freight Matrix only the Customer and Product match the existing Freight Matrix. Fast-Weigh will determine which option to follow based on the matching point values, and apply to appropriate pricing.
The Ship To menu allows you to enter common or frequent delivery addresses
A Ship To is set on the Order to deliver to Building 100-B.