Records Tutorial

In this tutorial you will learn how to enter a Customer record, a Carrier record, a Vendor record and a Salesperson record into your database.

A. Creating Customer Records

1. On the Keypoint Logistics Menu bar click on Records and the options menu will appear.

2. From the options menu select Customer Records.

3. Customer records will store basic customer data such as addresses, phone numbers, fax numbers, and contact names.

4. Abbr: Abbreviation is a required field when entering a Customer record. The abbreviation may be letters, numbers, or a combination of both. Alphabetical abbreviations are suggested for simplicity and ease of use. However you decide to assign the customer abbreviations, please be consistent. Keypoint suggests a 3+2+2 abbreviation method. Use the first three letters of the customer name, the first two letters of the city, and the two letters of the state abbreviation. For example: ENEARTX is the abbreviation for the customer listed below.

   • Energy Brewers
   • 4840 Matlock Rd
   • Arlington, TX 76011 Use the 3+2+2 abbreviation method to create a Customer record for Energy Brewers, enter ENEARTX in the Abbr. field and press Tab.

5. Enter ENERGY BREWERS in the Customer Name field and press Tab.

6. Enter 4840 MATLOCK RD in the first Address field and press Tab.

7. Leave the second Address field blank and press Tab.

8. Enter ARLINGTON in the City field and press Tab.

9. Enter TX in the State field and press Tab.

10. Enter 76011 in the Zip code field and press Tab.

11. Using the dropdown select US in the Country field (if it isn't already selected) and press Tab.

12. Continue to Tab through the following fields: Internet, Bill To, Mail To, Division, SCAC, and Incorporated.

13. The next step is to define the customer record, and this is done by placing a check mark in each box that is applicable. Customers are defined as either one or any combination of the following: - Incorporated: If the Company is incorporated. - Customer: Company that calls in the order. The entity that gave you the business. - Bill To: Customer who will receive the bill for moving the order. - Mail To: Mailing address for the Bill To customer if different than physical location. - Pickup Point: A location where an order may be picked up. - Delivery Point: A location where an order may be delivered.

14. For this example, we will be placing a check mark in 5 of the definition boxes:

    1. Press your space bar to check mark the Customer box and press Tab.
    2. Press the space bar to check mark the Bill To box and press Tab.
    3. Press the space bar to check mark the Mail To box and press Tab.
    4. Press the space bar to check mark the Pickup Point box and press Tab.
    5. Press the space bar to check mark the Delivery box and press Tab.

15. Enter the name Barb in the Contact field and press Tab.

16. Using the dropdown box select Operations in the Department field and press Tab.

17. Enter (800) 728-7305 into the Phone field and press Tab.

18. Enter (417) 869-0415 into the Fax field and press Tab.

19. Enter keypointsupport@dat.com into the Email field and press Tab.

20. Press the space bar to check mark the Primary box and press Tab. (The contact record has now been added into the contact grid.)

21. Press the Alt and U keys or click on the Update button at the top of the screen, in order to save the customer information.

Congratulations, you have just entered a customer record into your Keypoint Logistics system.

B. Creating Carrier Records

1. On the Keypoint Logistics Menu bar click on Records and the options menu will appear.

2. From the options menu select Carrier Records.

3. Carrier records will store basic carrier data such as addresses, phone numbers, fax numbers, contact names federal id numbers, DOT and MC numbers. Carrier records will be created for both carriers and factoring companies.

4. Abbr Abbreviation is a required field when entering a Carrier record. The abbreviation may be letters, numbers, or a combination of both. Alphabetical abbreviations are suggested for simplicity and ease of use. However you decide to assign the customer abbreviations, please be consistent. Keypoint suggests a 3+2+2 abbreviation method, use the first three letters of the carrier name, the first two letters of the city, and the two letters of the state abbreviation. For example: WHEPHAZ is the abbreviation for the carrier listed below.

   • When Logistics

   • 1511 S 47th Ave

   • Phoenix, AZ 85043

5. Use the 3+2+2 abbreviation method to create a Carrier record for When Logistics, enter WHEPHAZ in the Abbr. field and press Tab.

6. Enter WHEN LOGISTICS in the Name field and press Tab.

7. Enter 1511 S 47th AVE in the first Address field and press Tab.

8. Leave the second Address field blank and press Tab.

9. Enter PHOENIX in the City field and press Tab.

10. Enter AZ in the State field and press Tab.

11. Enter 85043 in the Zip code field and press Tab.

12. Using the dropdown select US in the Country field (if it isn't already selected) and press Tab.

13. Continue to Tab through the following fields: Internet, Remit To, and Division.

14. Enter the MC # (if you have it) in the ICC MC field and press Tab.

15. Enter the DOT # (if you have it) in the DOT field and press Tab.

16. The next step is to define the carrier record and this is done by placing a check mark in each box that is applicable. Carriers are defined as either one or any combination of the following:

    • Incorporated: Mark this flag if the carrier is incorporated. This determines whether or not the carrier may receive a 1099.
    • Motor: Mode of transportation.
    • Air: Mode of transportation.
    • Rail: Mode of transportation.
    • Cartage: Mode of transportation.
    • Ocean: Mode of transportation.
    • Remit To: Company who will receive the payment on the Carrier's behalf, i.e. factoring company.

17. For this example we will be placing a check mark in the Motor definition box:

    1. Press your space bar to check mark the Motor box and press Tab.
    2. Continue to Tab through all of the following fields: Air, Rail, Cartage, Ocean and Remit To.

18. Enter the name Tim into the contact field and press Tab.

19. Select Operations using the dropdown box in the Department field and press Tab.

20. Enter (800) 728-7305 into the Phone field and press Tab.

21. Enter (417) 869-0415 into the Fax field and press Tab.

22. Enter keypointsupport@dat.com into the Email field and press Tab.

23. Press the space bar to check mark the Primary box and press Tab. (The contact record has now been added into the contact grid.)

Congratulations, you have just entered a carrier record into your Keypoint Logistics system.

C. Creating Carrier Records with Carrier Watch Import Function

1. On the Keypoint Logistics Menu bar click on Records and the options menu will appear.

2. From the options menu select Carrier Records.

3. Carrier records will store basic carrier data such as addresses, phone numbers, fax numbers, contact names federal id numbers, DOT and MC numbers.

4. Click on the Import button to import a carrier's information from Carrier Watch.

5. The Import Carrier screen will open, enter the MC or DOT number in the "Search For" field.

6. Click in the circle next to By MC Number or By DOT Number to designate the type of number that was entered in the "Search For" field.

7. Check the Import Insurance box.

8. The following message will pop up, click OK.

9. Click on the Find button and all of the information that Carrier Watch has on file will fill into the applicable spots on the Carrier Record. All Carrier Records that are imported from Carrier Watch will be assigned a 3+2+2 code as the Abbr.

10. Click on the Update button (or Alt + U) to save the Carrier Record.

Congratulations, you have just imported a carrier record via Carrier Watch into your Keypoint Logistics system.

D. Creating Factoring Company Records

1. On the Keypoint Logistics Menu bar click on Records and the options menu will appear.

2. From the options menu select Carrier Records.

3. Carrier records will store basic carrier data such as addresses, phone numbers, fax numbers, contact names federal id numbers, DOT and MC numbers. Carrier records will be created for both carriers and factoring companies. Factoring Companies cannot be imported since they do not have MC/DOT numbers.

4. Abbr: Abbreviation is a required field when entering a Carrier record. The abbreviation may be letters, numbers, or a combination of both. Alphabetical abbreviations are suggested for simplicity and ease of use. However you decide to assign the customer abbreviations, please be consistent. Keypoint suggests a 3+2+2 abbreviation method, use the first three letters of the factoring company name, the first two letters of the city, and the two letters of the state abbreviation. For example: TRIDATX is the abbreviation for the factoring company listed below.

   • Triumph Business Capital
   • P.O. Box 610028
   • Dallas, TX 75261-0028

5. Use the 3+2+2 abbreviation method to create a Carrier record for Triumph Business Capital, enter TRIDATX in the Abbr. field and press Tab.

6. Enter TRIUMPH BUSINESS CAPITAL in the Name field and press Tab.

7. Enter P.O. BOX 610028 in the first Address field and press Tab.

8. Leave the second Address field blank and press Tab.

9. Enter DALLAS in the City field and press Tab.

10. Enter TX in the State field and press Tab.

11. Enter 75261-0028 in the Zip code field and press Tab.

12. Using the dropdown select US in the Country field (if it isn't already selected) and press Tab.

13. Continue to Tab through the following fields: Internet, Remit To, and Division.

14. Do not enter an MC # in the ICC MC field and press Tab.

15. Do not enter a DOT # in the DOT field and press Tab.

    • Incorporated: Mark this flag if the carrier is incorporated. This determines whether or not the carrier may receive a 1099.
    • Motor: Mode of transportation.
    • Air: Mode of transportation.
    • Rail: Mode of transportation.
    • Cartage: Mode of transportation.
    • Ocean: Mode of transportation.
    • Remit To: Company who will receive the payment on the Carrier's behalf, i.e. factoring company.

16. For this example, we will be placing a check mark in the Remit To definition box:

    1. Continue to Tab through all the following fields: Incorporated, Air, Rail, Cartage, and Ocean.
    2. Press your space bar to check mark the Remit To box and press Tab.

17. Enter the name Rob into the contact field and press Tab.

18. Select Accounting using the dropdown box in the Department field and press Tab.

19. Enter (800) 728-7305 into the Phone field and press Tab.

20. Enter (417) 869-0415 into the Fax field and press Tab.

21. Enter keypointsupport@dat.com into the Email field and press Tab.

22. Press the space bar to check mark the Primary box and press Tab. (The contact record has now been added into the contact grid.)

23. Press the Alt and U keys or click on the Update button at the top of the screen, in order to save the carrier information.

E. Creating Vendor Records

1. On the Keypoint Logistics Menu bar click on Records and the options menu will appear.

2. From the options menu select Vendor Records.

3. Vendor records will store basic vendor data such as addresses, phone numbers, fax numbers, and contact names.

4. Abbr: Abbreviation is a required field when entering a Vendor record. The abbreviation may be letters, numbers, or a combination of both. Alphabetical abbreviations are suggested for simplicity and ease of use. However you decide to assign the vendor abbreviations, please be consistent. For example: UTILITIES is the abbreviation for the customer listed below.

   • City Utilities
   • 301 E. Central
   • Springfield, MO 65802

5. Enter UTILITIES in the Abbr. field and press Tab.

6. Enter CITY UTILITIES in the Customer Name field and press Tab.

7. Enter 301 E. CENTRAL in the first Address field and press Tab.

8. Leave the second Address field blank and press Tab.

9. Enter SPRINGFIELD in the City field and press Tab.

10. Enter MO in the State field and press Tab.

11. Enter 65802 in the Zip code field and press Tab.

12. Using the dropdown select US in the Country field (if it isn't already selected) and press Tab.

13. Tab through the Internet field.

14. Using the dropdown select the division in the Division field and press Tab.

15. Tab through the Type field.

16. Enter the federal id number in the Federal ID field and press Tab. (optional)

17. Using the dropdown select the g/l account number in the Account Nbr field and press Tab. (optional, this will be the account number that is auto populated in the account field for all payables entered for this vendor)

18. Enter the number of days in the Terms field and press Tab. (optional)

19. Tab through the External field.

20. Continue to Tab through the all of the Flags (1 - 10).

21. Place a check mark in the Incorporated box if the vendor is incorporated and press Tab. This flag will help determine whether or not the vendor might receive a 1099.

22. Enter the name Sam in the Contact field and press Tab.

23. Select Accounting using the dropdown box in the Department field and press Tab.

24. Enter (417) 863-9000 into the Phone field and press Tab.

25. Enter (417) 831-8400 into the Fax field and press Tab.

26. Enter sam@cityutilities.net into the Email field and press Tab.

27. Press the space bar to check mark the Primary box and press Tab. (The contact record has now been added into the contact grid.)

28. Press the Alt and U keys, or click on the Update button at the top of the screen, in order to save the vendor information.

Congratulations, you have just entered a vendor record into your Keypoint Logistics system.

F. Creating Salesperson Records

1. On the Keypoint Logistics Menu bar click on Records and the options menu will appear.

2. From the options menu select Salesperson Records.

3. Salesperson records will store basic salesperson data such as address, phone numbers, email address, and commission rate.

4. Abbr: Abbreviation is a required field when entering a Salesperson record. The abbreviation may be letters, numbers, or a combination of both. Alphabetical abbreviations are suggested for simplicity and ease of use. However you decide to assign the salesperson abbreviations, please be consistent. Enter NEW GUY in the Abbr. field and press Tab.

5. Using the dropdown select the User's Keypoint Login (in this example I selected Login for "TRAINING") in the Link To field and press Tab.

6. Enter New Guy's Name in the Name field and press Tab.

7. Enter 435 S Union Ave, Suite B in the first Address field and press Tab. (optional)

8. Leave the second Address field blank and press Tab. (optional)

9. Enter SPRINGFIELD in the City field and press Tab. (optional)

10. Enter MO in the State field and press Tab. (optional)

11. Enter 65802 in the Zip code field and press Tab. (optional)

12. Enter US in the Country field and press Tab. (optional)

13. Tab through the Phone Number, Fax Number and Email Address fields. (optional)

14. In the Commission field you will enter the rate of commission payment, the commission type and whether % is calculated by Gross or Net. For this example, we will:

    1. Enter 20 in the rate of payment in the first field and press Tab.
    2. Using the dropdown select the % in the commission type field and press Tab.
    3. Using the dropdown select Net in the of field and press Tab.

15. Using the dropdown select the division in the Division field and press Tab.

16. Enter any comments in the Comments field. (optional)

17. Enter any comments in the Comments field. (optional)

Congratulations, you have just entered a Salesperson record into your Keypoint Logistics system.