In-Depth Guide for Pickup and Deliveries

The purpose of this article is to explain the General Workflow of the Mobile App for Drivers in two parts, the Pickup Workflow and the Delivery Workflow.

Ensuring your phones orientation is disabled while using the Mobile App will allow you to move easily through various features/screens by rotating from landscape to portrait. 

 

For quick and ready basic steps, please refer to the following:

• Quick Look steps of the Pickup and Delivery workflow, see the Basic Pickup/Delivery Workflow article.
• Pickup and Delivery processes, see the Quick Look App Articles section.

Details covered in this article:

Pickup Workflow

• Login
• Trip Notes
• Active Trip
• Pickup Information  - Arrive, Map, ETA, Delay, GoPhore IT
  
• Pickup Vehicles - Stop Notes, Select, Camera, Markup Photos, Markup, OEM/Notes Codes, AIAG Codes, Exceptions, Load, Confirm Loaded
• Pickup Signatures - Pickup Authorization, Confirm Outgate, Remove
• Pickup Complete

Delivery Workflow

• Arrive at Delivery
• Delivery Information - Arrive, Map, ETA, Delay
  
• Deliver Vehicles - , Subject to Inspection, Stop Notes, Camera, Markup Photos, OEM/Notes Codes, AIAG Codes, Exceptions, Unload, Unloading Completed, CDR
• Delivery Signatures - Delivery Authorization, Confirm Outgate
• Delivery Complete

General Workflow

Pickup Workflow: 

1. Login

a. Enter your Username and Password.

*Username and Password are set up by An Administrator*

2. Trip Notes 

a. When an Active Trip is available any Trip Notes related to that Trip will appear first. Read the Trip Notes, tap the check box then tap OK.

3. Active Trip

a. Only if and when a Trip is Active will it appear on the home screen, one Trip at a time.

Every BOL on the TRIP will have two rows across your screen, one indicating the Pickup Location the other indicating the Delivery Location.

• Pickups appear in a green row beginning with the letter "P".
• Deliveries appear in a blue row beginning with the letter "D".

4. Pickup Information (OEM)

Once you're ready to Pickup, tap directly on the Pickup row , this will display pertinent information and feature buttons for the Pickup.

Tip: Tapping the Pickup row will expand the Pickup details, tapping again will collapse the Pickup information.

Arrive

a. Arrive: Begins Delivery process.

b. Map: Opens Maps to give you directions to your destination

c. ETA: Allows you to relay your ETA to your pickup/delivery location

d. Delay: Allows you to relay a delay and update your ETA

e. GoPhore IT: Will mark your stop as finished without any further action(s). Optional feature, available when Pickup or Delivery Signatures are NOT required.

You can now continue to walk right through the Pickup process as follows: 

5. Pickup Vehicles - Tap Arrive button

Stop Notes: Appear only if there are any. Confirm you've read Stop Notes, tap the check box and OK button.

Select: Tap on the VIN Pickup line you are Loading.

Continue the workflow by clicking on the feature buttons, as needed, located directly under the VIN. Each button explained below:

Camera Icon: Access' your phone camera, take pictures as needed.

Tap on the Camera Icon button, to begin taking photos. 

a. Photo: Tap Photo button to take photo

b. Cancel: Stops camera and returns back to the Pickup workflow

c. Retake: Retakes the photo (also takes you back to the Cancel option)

d. Use Photo: Saves the photo

Markup Photos: In the event there is damage to a vehicle, the Markup Photos feature will allow you to store information/photos. VIN, Make and Model will auto populate.

 Tap on the Markup Photos button, select photo(s) and describe damages. 

Important:

While using the Markup and Markup Photo features, you must turn your phone in a landscape direction to view the full screen. Scroll up and down as needed.

a. Select Photo: Tap button, then select photo you need from Photo window (these were the photos previously saved in the "Photos" step above)

b. Select Damage Code: Tap button, then select Damage code from drop down menu.

c. Tap on Photo: Tap directly on screen where damage is located.

d. Undo/Clear/Save: Tap Undo to undo last action, tap Clear to clear markup, tap Save to Save.

e. Notice: Photo is saved, tap OK.

f. Back: Hit the back arrows to return to previous screen and continue.

Markup:  3-Way Markup Diagram allows further Markup damage and details using a complete diagram of the vehicle. This is available for OEM and Non-OEM moves. VIN, Make and Model will auto populate.

Tap on the Markup button then on each window to select details/damages.

a. Back: Tap the Back button at any time to return to previous screen

a. Scroll up/down on screen to view full diagram.

b. Informational/Detail Buttons: Tap on any of these as needed - At Night, In Rain, In Snow, etc.

c. Keys: Enter number of keys

d. Select Damage Code: Tap button, then select Damage code from drop down menu. After selecting Damage Code, tap directly on diagram where damage(s) is located.

e.  Undo/Clear/Save:Tap Undo to undo last action, tap Clear to clear markup, tap Save to Save.

f. Notice: Markup is Saved, tap OK

Note: Once Markup Photos are saved, they are stored, so in the event you exit the app, or it crashes the photos are still retained. When you log back into the system, it will prompt you to send them.

OEM Notes/Codes:  *Available on OEM Pickups ONLY* Stores Damage Markups for OEM moves, click directly on each window to select the needed information. 

Tap on the OEM Notes/Codes button to store Damage Markups.

Scroll up/down on screen for full view.

a. VIN: Will auto populate

b. Notes/Exceptions: Tap on window, type in all necessary comments

c. Location: Choose the damage location on the vehicle

Scroll up and down each drop-down menu to view full list of AIAG Codes.

Location:

d. Type: Choose the Damage type from the AIAG  Damage Codes drop-down

e. Severity: Choose the Severity of the damage from the AIAG  Damage Severity Codes drop-down

f. Add: Tap to save damage and add a different damage, continue as needed to store each damage

g. Photos: Access' phone camera, take photos as needed

h. Authorizer: Type in the Authorizer (Authorized person at Pickup location)

i. Authorizer Signature: Authorizer signs

j. Save: Tap Save to Save the information

k. Notice: Tap OK to save Codes and Authorization

Exceptions:  *Available on Non-OEM Pickups ONLY* Allows and stores free-form notes to be stored for Damage Markups for Non-OEM pickups and deliveries. 

Tap on the Exceptions button to store Damage Markups.

a. Type in necessary comments, then tap on the Save button.

b. Notice: The exceptions is Saved, tap the OK button.

Load: Load the vehicle, tap directly on each button/window to continue.

Tap on the Load to begin loading process.

a. Scan VIN or QR Code: Access' the QR scanner or the VIN scanner. Make sure your phones orientation is disabled while using the scanner.

- Position red line on screen directly onto VIN barcode or QR code.

- It will auto scan immediately once centered on the barcode.

- The VIN window auto-populates and returns right back to the Load Vehicle screen.

Alternate Option: Manually enter the VIN by typing right into the VIN window or use the VIN already populated in the window

b. Direction: Direction vehicle was loaded, F for Front, R for Rear

c. Tied Down: Is vehicle tied down, Y for Yes, N for No

d. Odometer: Type in vehicles Odometer reading

e. Extra Cargo: Checkmark when Extra Cargo exists.

f. Keys: Type in number of keys received for vehicle

g. Cancel/Save: Cancel, if not loading or to go back to previous screen. Save, if vehicle is Loaded.

Confirm Loaded: Confirm vehicle(s) are loaded

a. Confirm Loaded: Tap No if there are more vehicles to load from this Trip. Tap Yes when done loading all vehicles from this Trip. 

b. Notice: Tap OK to Confirm Photos/Documents Sent, proceed to Authorization.

6. Pickup Signatures

Pickup Authorization: Only when Pickup Signatures are required, will the Pickup Authorization process appear in the workflow. Once the Load has been Confirmed, follow the Authorization process to gather signatures.

Note: If NO Pickup Signatures are required, the workflow continues to "Confirm Outgate".

a. Loading Completed: tap Yes when Ready to Sign

b. Terms of Service: Once read, tap the checkbox, then tap OK

c. Customer Printed Name: Type in Customers name 

d. Customer Email: Type in Customers Email (if not already populated)

e. Driver Signature: Driver signs (unnecessary if signature is stored)

f. Customer Signature: Tap on box, Customer signs.

g. Pickup Customer Signature: Tap Save to Save signature or Clear to clear signature

h. Return Arrows: Prior to signing you may tap on the Reverse arrows to return to the previous screen

i. Notice: Confirm Pickup Customer signature is saved, tap OK 

j. Select Markup: Tap to select VIN from drop-down menu and to view Markup Display.

k. Signing Completed: Tap when Signing Complete (for use when signatures do not need to be collected)

Confirm Outgate: All vehicles are loaded, confirm departure

a. Confirm Outgate: Tap Yes if ready to leave. Tap No if not ready, this returns to Pickup screen

b. Notice: Outgate Completed Notice tap OK (This will send photos and signatures)

Remove: Remove vehicle before departure 

This can only be done when and if "Outgate Completed" is NOT done.

a) VIN: Tap on VIN in Pickup line

b) Remove: Tap Remove button

c) Reason: Select Reason 

d) Comments: Enter any necessary comments

e) Yes: Tap Yes to remove vehicle

f) No: Tap No to not remove vehicle and return to previous screen

g. Notice: Acknowledge Notice VIN Removal Completed tap OK

7. Pickup Complete

           

a. The Pickup for the BOL you're working, is now completed for that Trip. Notice, the Pickup row will now appear darker green in color, indicating the Pickup is complete.

Delivery Workflow:  

1. Arrive at Delivery

Once you're ready to Deliver, tap directly on the blue Delivery row, this will display Delivery details and pertinent information.

Tip: Tapping Delivery row expands Delivery details, tapping again collapses Delivery information.

• Pickups appear in a green row beginning with the letter "P".
• Deliveries appear in a blue row beginning with the letter "D".

 You're now ready to Deliver vehicles from the BOL you've picked up on your Trip. 

Proceed with the Delivery by tapping on the feature buttons, as needed, buttons explained below.

2. Delivery Information

a. Arrive: Begins Delivery process.

b. Map: Opens Maps to give you directions to your destination.

c. ETA: Allows you to relay your ETA to your pickup/delivery location.

d. Delay: Allows you to relay a delay and update your ETA.

You can now continue to walk right through the Delivery process as follows:

3. Deliver Vehicles - Tap Arrive button.

Arrive: Immediately displays Subject to Inspection (on OEM ONLY) and/or Stop Notes (if there are any).

a. Subject to Inspection: "Subject to Inspection" Notice, tap Yes or No for both questions, then tap Continue. (OEM only)

b. Stop Notes: Read Stop Notes then tap the "I have read these notes" checkbox and the OK button to proceed.

Tap on the VIN Delivery line you are unloading.

a. If more than one VIN, continue to select one VIN at a time to deliver. 

Continue the workflow by clicking on the feature buttons, as needed, located in the middle of the Delivery screen. Features explained below.

Camera Icon:  Access' your phone camera, take pictures as needed.

To begin, tap on the camera icon to open camera feature. 

a. Photo: Tap Photo button to take picture

b. Cancel: Stops camera and returns back to the Delivery workflow

c. Retake: Retakes the photo

d. Use Photo: Saves the photo

Markup Photos: In the event there is damage to a vehicle, Markup Photos will store information and photos. VIN, Make and Model will auto populate.

Tap on each window to select photos and describe damages. 

a. Select Photo: Choose photo you need from Photo window (these were the photos previously saved in the "Photos" step)

b. Select Damage Code: Choose Damage code

c. Tap on Picture: Tap directly on screen where damage is located.

d. Undo: Tap to Undo Damage Code

e. Clear/Save: Tap Clear to Clear Markup or Save to Save

f. Notice: Photo is saved, tap OK

g. Return Arrows: Tap the Return Arrows to return to previous screen and continue.

OEM Notes/Codes: *Available on OEM Deliveries ONLY*

Stores Damage Markups for OEM moves, click directly on each window to select the needed Location, Type and Severity AIAG codes. 

To begin, tap on the OEM Notes/Codes button.

1. VIN: Will auto populate 

2. Return Arrows: Tap Return arrows (upper left corner) at any time to return to previous screen.

3. Notes/Exceptions: Type in your notes/exceptions

4. Location: Choose the damage part/location from drop-down menu

5. Type: Choose the Damage type from drop-down menu

6. Severity: Choose the Severity of the damage from the drop-down menu

7. Add: Tap Add to Add your current entry. Tap Add again to Add another entry.

8. X: Tap X to remove entry.

9. Photos: Access' phone camera, take photos as needed

10. Save: Tap Save to Save the information.

11. Notice: Tap OK to save OEM Notes/AIAG Codes

Exceptions: *Available on Non OEM Deliveries ONLY*

Stores Damage Markups for POV moves only, by Free Form typing. 

To begin, click on the Exceptions button.

1. Exceptions Window: Type in all necessary comments

2. Save: Tap the Save button

3. Notice: Exception is Saved, tap OK

Unload: Unload the vehicle. Tap the Unload button to begin.

1. VIN, Make, Model, Color: These windows will auto populate.

2. Mileage: Type in mileage

3. Fuel Level: Type in fuel level

4. Cancel/Save: Tap No to delete and go back, or Yes to Save and continue

5. Confirm Delivered: Tap No to continue to unload next vehicle, tap Yes once all vehicles are unloaded.

Unloading Completed: 

Notice: Begin by Clicking OK to Acknowledge Photos/Documents are Sent.

1. Unloading Completed: Tap Yes, if ready to sign and proceed to Signatures.

2. Unloading Completed: Tap No If you're not ready to Sign. Tap No if you will submit a Cargo Damage Report (CDR).

3. Terms of Service: Tap check-mark box to acknowledge Terms of Service.

4. OK: Tap OK to agree to Terms of Service.

 

Note: If no CDR is needed continue to complete Delivery by Collecting Signatures in Step 4 below. 

CDR: Cargo Damage Report

1. VIN: Auto populates

2. Driver: Type Driver name in

3. Reported To: Type who this was reported to

4. Location: Type where damage occurred

5. Photos: Tap Y if Photos were taken, Tap N for No photos

6. How Did Damage Occur: Type brief description of how this occurred

7. Preventative Suggestions: Type suggestions that can prevent re-occurance

8. Comments: Type in any necessary comments

9. No/Yes: Tap No to delete and go back, tap Yes to Save Report

10. Notice: CDR is now Saved, tap OK to confirm

4. Delivery Signatures

Delivery Authorization: Only when Delivery Signatures are required, will the Delivery Authorization process appear in the workflow.

Once the Unloading has been Confirmed, follow the Authorization process to gather Signatures.

Reminder:  If no signatures are required, confirm "Outgate Completed" and tap OK

1. Unloading Complete: When Ready to Sign, tap Yes

2. Terms of Service: Acknowledge Terms of Service then tap OK

3. Customer Printed Name: Enter customer's name

4. Customer Email: Enter email address / If stored will auto populate

5. Driver Signature: Driver signs / if driver signature is stored signature unnecessary.

6. Customer Signature: Tap on box, Customer signs, tap Save to Save signature or Clear to clear signature

7. Return Arrows: Tap to return to previous page

Turn your device to landscape view to access full signature screen.

7. Refresh Touchless Signature: Tap to view signature other party signed via email link, if no signature appears, party has not signed 

8. Select Markup: Diagram appears on screen if Markups are done at Pickup

9. Signing Completed: Tap to complete and Confirm Outgate

10. Notice: Tap OK to confirm customer signature saved.

Confirm Outgate: All vehicles are unloaded, confirm completion.

1. Confirm Outgate: Tap Yes to complete and Confirm Outgate, tap No to return to Delivery screen

2. Notice: Tap OK to confirm Outgate Completed

 

5. Delivery Complete

a. The Delivery for the BOL you're working, is now completed for that Trip. Notice, the Delivery location on that BOL ONLY, will now appear as a darker blue, indicating you're entirely done with that Delivery.

 This completes the in-depth steps of the General Pickup and Delivery Workflow.

If you have any questions, you can contact us at Support@autocarriersoftware or call 760-267-9040