MyTrucking has three reference fields that can be used for a wide variety of things.
The most common purpose is to record job-specific information that can also be passed through to your accounting system to display on the invoice.
Custom invoice descriptions can be applied against each product, you can add all 3 reference fields to the invoice description by selecting "all reference fields" or you can select just one, handy if you have reference fields that you are using for the information you don't want to show on the invoice.
For more on invoice descriptions, click here
The reference fields are also used to pass information to the driver's mobile app, reference fields can also be entered into, or updated by the mobile app.
The "Notes" section can also be used to pass information to the driver, but these notes can't be included in the invoice.
Setting Up the Reference Fields
To turn on reference fields
Go to Account - General Settings and scroll down to the Reference Field section
Type the name (label) you would like to call each reference field (you don't have to use all 3)
Note: The label names must be unique and cannot be named the same as another label.Turn the field on by ticking the "Use" checkbox
If you want a warning for a duplicate reference tick "Duplicate Check"
Save
The enabled reference fields will now appear on every job. The information can be entered at any stage in the job workflow by either the dispatcher or the Mobile App user.
💡Top Tip
You can also choose 1 reference field that will be displayed on the Daysheet.
Duplicate Reference
If you add a job with a duplicate reference it will be highlighted red, it will also show red on the invoicing pages.
Mobile App and the Reference Fields
You can choose which reference fields are sent to the Mobile App.
Typically all fields are sent, but if you wish to use a field for office use only, you can turn off showing the field on the mobile app. This is also done on the Settings page under mobile app options.
What happens when both the dispatcher and driver update reference fields?
Whatever the Operator (Dispatcher) enters into a reference field gets sent to the mobile app and is displayed for the driver to see.
If the Driver has entered information into the reference field on the Mobile App, the information entered by the dispatcher is displayed beneath the driver entry field.
This preserves whatever the driver has entered and allows the dispatcher to update the information as required.
The information in the driver entry field will be updated in the job reference field when the driver uploads (returns) the job.
Edit page before Driver returns job:
Edit page after Driver returns job:
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