2. Using detention alerts
The Detention Tracking feature keeps your dispatchers on top of potentially expensive situations.
When a driver’s arrival is actualized manually or via a TotalMail form, the system begins tracking the
time spent at the stop. If the departure is not actualized within the time allowed for the customer,
dispatchers are notified immediately that the detention time has exceeded the tolerance:

In Dispatch, the system activates an alert signal for the trip in the Planning Worksheet and the
Trip Folder Stop Detail grid. The color of the indicator corresponds to the detention status of the
trip:

Gray
The driver is en route from one stop to the next. The indicator displays in gray in two
situations:



The arrival at the first stop has not been actualized.
The departure from a stop is complete, but the arrival at the next stop has not been
actualized.

Green
The arrival at a stop has been actualized, but tolerances for yellow alerts, red alerts and
autobilling have not been exceeded.

Yellow
The Minutes to Alert value for the stop type has elapsed.

Red
The Minutes to Detention value for the stop type has elapsed.
For TotalMail users, detention alert messages can be sent to the dispatchers assigned to monitor
the trip’s progress, as well as to the customer.
Information on setting up automatic detention alerts is provided on the following pages:
Configuring the system for automatic detention alerts ........................................................................................ 2.3
Activating automatic detention alerts .............................................................................................................. 2.3
Scheduling the stored procedure as a recurring job.................................................................................. 2.3
Using General Info Table settings to configure TotalMail for Detention Tracking ...................................... 2.10
Activating the automatic Detention Alert feature .................................................................................. 2.10
Specifying your time zone information .................................................................................................. 2.11
Having TotalMail check for excessive detention ................................................................................... 2.13
Daylight Savings Time Codes reference list .......................................................................................... 2.14
Verifying that TotalMail Agent Sourcing is active ....................................................................................... 2.15
Setting up the Detention Alert form .............................................................................................................. 2.16
Importing forms using the standard TotalMail form editor .................................................................... 2.17
Importing forms using the TotalMail Advanced Form Editor ............................................................... 2.20
Sample detention alert e-mail message .................................................................................................. 2.23
Specifying the global defaults for detention tolerances ................................................................................. 2.24
Setting global defaults for yellow alert tolerances ................................................................................. 2.24
Setting global defaults for red alert tolerances ....................................................................................... 2.26
Recording a company’s detention alert information .......................................................................................... 2.27
How the system determines a stop’s yellow alert tolerance .............................................................................. 2.35
How the system determines a stop’s red alert tolerance .................................................................................... 2.37
How changes to an order, company profile, or the General Info Table affect tolerances .................................. 2.38
Disabling detention tracking when a driver arrives too early or too late ........................................................... 2.38
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Understanding how fields in the Trip Folder Stop Detail grid are used for detention tracking ......................... 2.39
Viewing detention alerts in Dispatch ................................................................................................................. 2.42
How detention alerts are shown in the Trip Folder's Stop Detail grid ........................................................... 2.42
Viewing detention alerts in the Planning Worksheet's Available Trips grid ................................................. 2.42
Viewing detention alerts on the Planning Worksheet's Tractor/Trip Segment tab ........................................ 2.44
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Configuring the system for automatic detention alerts
To configure the system to check for excessive detention time automatically, you must schedule the
tmail_DetentionPolling stored procedure as a recurring job. This stored procedure is
applicable for manual actualizations of arrivals and departures, as well as for actualizations via
TotalMail forms.
If you are a TotalMail user, you also must:


Make entries in the TMWSuite General Info Table.
Set up a TotalMail Detention Alert form and set it to Current.
These tasks are described in the following subsections.
Activating automatic detention alerts
The running of the stored procedure is what activates the system to automatically alert you that
detention is imminent or has occurred. The system uses the tmail_DetentionPolling stored
procedure even if arrivals and departures are actualized manually rather than via a TotalMail form.
Scheduling the stored procedure as a recurring job
Using Enterprise Manager, set up a recurring job for the tmail_DetentionPolling stored
procedure. This stored procedure checks for stops with actualized arrivals but no departures. It
compares the time that has elapsed since the actualization with the yellow and red detention
tolerances recorded for the stop company. If the elapsed time is greater than the yellow alert
tolerance, the detention alert status is set, and TotalMail message(s) will be sent if TotalMail is
configured to do so.
1. From the Start Menu, select the Programs command, Microsoft SQL Server subcommand,
then the Enterprise Manager subcommand. The Enterprise Manager window will look
similar to this:
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2. Expand the folders until the Jobs option is shown, as in the following illustration. Highlight
the Jobs File. Existing jobs display on the right side of the window.
3. From the Action menu, select New Job.
4. The General tab of the New Job Properties window is displayed. Make entries in these fields:
Name
Enter a job name.
Owner
Select the proper user ID for the database on which the job is to be
run.
Description
Enter free-form text that explains the purpose of the job.
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5. Click the Steps tab. This window is displayed:
6. Click the New button.
7. The General tab on the New Job Step window is shown.
Make the following entries:
Step name
Record a description of the step.
Type
The default is Transact-SQL Script (TSQL). Leave this as is.
Database
Select the database on which the job is to be run.
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Command
Enter this command: tmail_DetentionPolling 168,'Y'
Notes:
1. This stored procedure has two parameters. The value for the first
parameter is an integer; the value for the second parameter is a
character. You must enter the value for the second parameter
enclosed in single quotation marks. For more information about
this stored procedure, refer to the definition provided at the end of
this section.
2. The suggested values of 168 and Y specify that the system is to
check any stops that have been actualized in the last week, and for
which the subsequent stop is not actualized. You may wish to use
a lower number than 168 to have the system check trips a fewer
number of days back.
8. Click OK. The Steps tab displays again. It reflects the entries you made in the New Job Step
window:
9. Select the Schedules tab.
10. Click the New button.
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11. In the New Job Schedule window:


Enter a job description in the Name field.
In the Schedule Type section, be sure the Recurring radio button is selected.
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12. Click the Change button. The Edit Recurring Job Schedule window is shown. Do the
following:



In the Occurs section, be sure the Daily radio button is selected.
In the Daily section, leave 1 as the entry.
In the Daily frequency section:
A. Select the Occurs every radio button.
B. Select 5 in the first field.
C. Select Minutes in the second field.
D. Leave the Starting at and Ending at fields at their defaults, as shown below.
Note: Depending on your order volume, running the job every 5 minutes could result in
performance issues if you are using the suggested value of 168 in the stored procedure
command (see Step 7). If performance becomes an issue, you can change how often the
job is run or how many hours back the system is to check for stops that have an
actualized arrival but no actualized departure.

In the Duration section:
A. Record the first date the job is to run in the Start Date field.
B. If necessary, select the No end date radio button.
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13. Click OK to save your entries and exit the Edit Recurring Job Schedule window. Continue to
click OK until you have exited all other Job-related windows. The new job should now be
listed with all other jobs that have been scheduled.
A detailed definition of the stored procedure is provided here:
Stored Procedure
Function
tmail_DetentionPoll
ing
This stored procedure can be scheduled to run every minute. It will look
for stops that have arrived but not departed, and the maximum detention
time stored in stops.stp_allowddet or that in cmp_PUPTimeAllowance and
cmp_DRPTimeAllowance has been exceeded, and will create a TotalMail
message asynchronously if configured to do so. Parameters are:
@HrsToCheckDetention, int.

0
Pull all records that may need a detention alert

>0
The number of hours to check for detention alerts.
@MakeNextStopCheck char(1)

Y
Check if next stop’s arrival status is actualized. If it is, do not send an
alert for this stop.
N
Do not look at next stop’s arrival status.
Note: The suggested values of 168 and Y specify that the system is to
check any stops that have been actualized in the last week, and for which
the subsequent stop is not actualized.

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Using General Info Table settings to configure TotalMail for
Detention Tracking
If you are a TotalMail user, you must make these entries in the General Info Table before you can run
the tmail_DetentionPolling stored procedure.
Activating the automatic Detention Alert feature
When the system determines that a detention situation exists, you can have TotalMail send a standard
form to notify the Detention Contacts recorded in the appropriate company’s profile. By identifying
the Detention Alert form, you tell the system to activate the Detention Alert feature.
Key Name
Function
TMail_Det_Form
This setting specifies the form ID for the TotalMail detention form.
Identifying the form activates the automatic Detention Alert feature. Make
your entry in the Integer1 field.
To have the system show alerts in Dispatch but not send messages via
TotalMail, you leave the field blank or enter 0 (zero). The detention status
will change, i.e., the indicator on the Planning Worksheet will turn red, but
no TotalMail message will be sent.
Note: In addition to recording the form ID in the Integer1 field for this
setting, you must also have the tmail_DetentionPolling stored
procedure set up to run as a recurring job. If either part of the setup is
missing, the automatic Detention Alert feature will not work.
The default is to leave the field blank.
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Specifying your time zone information
To ensure that the system accurately identifies detention situations, you must tell it what time zone
you are located in and what time zone adjustments to make when calculating detention.
Key Name
Function
MakeTZAdjustments
This setting enables time zone adjustments within TMWSuite. Make your
entry in the String1 field.
Notes:
1. Time zone adjustments are supported by SQL2000 or later. They are
not supported under SQL7.
2. Currently, only certain features and applications can make time zone
adjustments within TMWSuite, e.g., Detention Tracking and
TotalMail. To determine if a feature or application supports time zone
adjustments, consult the documentation for that feature or application.
The options are:
SysTZ

Y
Time zone adjustments are enabled in TMWSuite for features or
applications capable of making those adjustments.
Notes:
1. To use this option, you must also enter the time zone settings of
the TMWSuite database, using the SysTZ, SysTZMins, and
SysDSTCode settings.
2. To use this option with TotalMail, the time zone settings of the
TMWSuite database and the TotalMail agent machine must be
identical.

N
Time zone adjustments are not enabled in TMWSuite. (default)
Note: Using this option causes the SysTZ, SysTZMins, and
SysDSTCode settings to be ignored.
This setting tells TotalMail in which time zone the TMWSuite system
server is located by specifying the number of hours from GMT
(Greenwich Mean Time). For example, Ohio is 5 hours from GMT,
California is 8 hours from GMT, etc. Make your entry in the String1 field.
The default for this setting is 999, which disables time zone adjustments.
Note: This setting is ignored if the MakeTZAdjustments key has a
value of N in the String1 field.
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Key Name
Function
SysTZMins
This setting tells TotalMail how many minutes to add to the SysTZ
setting’s value to identify the system time zone.
Note: Not all places are in time zones that are exactly one hour apart,
such as Newfoundland and Afghanistan, which are half an hour (.5 hour)
from the previous time zone. In this case, you would enter a value of 30
for this setting.
Make your entry in the String1 field.
The default for this setting is 0 (zero).
Note: This setting is ignored if the MakeTZAdjustments key has a
value of N in the String1 field.
SysDSTCode
This setting tells TotalMail what the Daylight Savings Time (DST) code is
for the system time zone. Make your entry in the String1 field. The
options are:

-1
DST doesn’t apply

0
DST applies (default)

1
European Union DST rules apply

2
Brazilian DST rules apply
Note: This setting is ignored if the MakeTZAdjustments key has a
value of N in the String1 field.
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Having TotalMail check for excessive detention
Occasionally, a driver may not send the macro actualizing his/her departure from a stop location
when leaving the stop. To increase the accuracy of detention time calculation, you can set up
TotalMail to check the truck’s location if the last GPS data is more than 10 minutes old.
Note: When determining whether you want to use this portion of the
Detention Tracking feature, remember that your mobile
communications vendor will charge you each time TotalMail pings a
tractor.
Key Name
Function
TMail_Det_PingTrc
GetNewGPSYN
This setting determines whether TotalMail will automatically ping the
truck to help determine if a detention situation still exists if its last GPS
data is more than 10 minutes old. Make your entry in the String1 field.
The options are:
TMail_Det_LookN
MinutesEarly

Y
Ping the truck if the last GPS data is more than 10 minutes old.

N
Do not ping the truck. (default)
This setting tells TotalMail how many minutes before the driver will be
accumulating detention time it should start requesting extra pings so that it
can check if the tractor has already departed the stop location. Make your
entry in the Integer1 field.
The default for this setting is 0 (zero), which means TotalMail will not
request extra GPS data to determine if the tractor has already departed the
stop location.
Notes:
1. This setting is ignored if the TMail_Det_PingTrcGetNewGPSYN
key has a value of N in the String1 field.
2. TotalMail must have sighted the tractor at the stop location before it
will start checking the GPS readings to determine if it has departed. If
the GPS reading indicates the tractor has departed the stop location, no
detention alert is sent.
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Daylight Savings Time Codes reference list
Use the chart below to help determine the appropriate Daylight Savings Time Code for your entry in
the SysTZ General Info Table setting.
Region
TimeZone
DSTCode
AddlMins
US Ohio
5
0
0
US: Indianapolis
5
-1
0
US: Chicago
6
0
0
US: Denver
7
0
0
US: Arizona
7
-1
0
US: California
8
0
0
Canada: Newfoundland
3
0
30
Canada: Nova Scotia
4
0
0
Canada: Quebec
5
0
0
Canada: Manitoba
6
0
0
Canada: Saskatchewan
6
-1
0
Canada: Alberta
7
0
0
Canada: BC (Most)
8
0
0
England
0
1
0
France & Germany
-1
1
0
Greece & Romania
-2
1
0
Ukraine
-2
1
0
Russia: Kaliningrad
-2
1
0
Russia: Moscow
-3
1
0
Russia: Vladivostok
-10
1
0
Russia: Kamchatka
-12
1
0
China
-8
-1
0
Afghanistan
-4
-1
-30
Brazil (Southeast)
3
2
0
Brazil (Northeast)
3
-1
0
Brazil (Southwest)
4
2
0
Brazil (Northwest)
4
-1
0
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Verifying that TotalMail Agent Sourcing is active
TotalMail Agent Sourcing is activated on the TMXact Property page. To access the page, do the
following:
1. The TotalMail Transaction Agent should be running on your agent machine. On that
machine, locate the Transaction Agent.
2. Select Properties from the Options menu.
3. The TMXact Property page displays. Click on the Dispatch System tab.
4. Make sure the Enable Agent Sourcing of dispatch messages check box is selected.
5. Click OK to save any changes you may have made and close the TMXact Property Page.
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Setting up the Detention Alert form
TMW provides a generic DetentionAlert form.
The fields on the generic form provide the following information:
Detention So Far
The number of minutes since the driver sent the macro to record his arrival
at the stop.
Max Detention Allowed
The number of free minutes allowed at the stop company.
Company
The ID of the company recorded on the stop at which the detention has
occurred.
Order
The system ID of the order on which the detention has occurred.
Note: The information provided by the generic DetentionAlert form is the
same information that is provided when an e-mail notice of detention
is sent to specified recipients.
If desired, you can work with your TMW Support representative to have the form customized to meet
your needs. Form customization is billable.
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Importing forms using the standard TotalMail form editor
This section provides instructions for importing the form when you are using the standard form
editor.
1. Start the TotalMail Viewer from your TotalMail Programs Group.
2. Verify that the Viewer is set up to use the standard form editor.
A. Select the Viewer Options command from the Tools menu. The Viewer Options dialog
box is displayed:
B. Make sure the Use advanced form editor check box is cleared.
C. Click Save to return to the Viewer.
3. To open the form editor, select the Form Definition command from the Compose menu.
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4. The Available Form Definitions window is displayed. Right-click on the root folder.
5. Select Import Macro(s) from the pop-up menu that displays.
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6. The Import Forms dialog box is displayed.
Verify that these settings are made:



The Import Mobile Communication Types check box is cleared.
The Renumber Form IDs radio button is selected in the Form ID Interaction portion of
the window.
The Import forms with current status as section of the window has the Working radio
button selected.
7. Click the Browse button to navigate to the folder with the new form definition file.
8.
Select the DetentionAlert.xml file and click Open.
Note: If the DetentionAlert.xml file is not shown in the folder, contact your TMW Support
representative.
9. Click Import to import the form.
10. Activate the new form as appropriate for your mobile comm vendor.
11. Close the Form Editor window.
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Importing forms using the TotalMail Advanced Form Editor
This section provides instructions for importing the form when you are using the Advanced Form
Editor.
1. Start the TotalMail Viewer from your TotalMail Programs Group.
2. Verify that the Viewer is set up to use the Advanced Form Editor.
A. Select the Viewer Options command from the Tools menu. The View Options dialog
box is displayed:
B. Make sure the Use advanced form editor check box is selected.
C. Click Save to return to the Viewer.
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3. To open the TotalMail Advanced Form Editor, select the Form Definition command from
the Compose menu.
4. Select the Import command from the Forms menu.
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5. The Import Forms dialog box is displayed.
Verify that these selections are made:



The Import Mobile Communication Types check box is cleared.
The Renumber Form IDs radio button is selected in the Form ID Interaction section of
the window.
The Import forms with current status as section of the window has the Working radio
button selected.
6. Click the Browse button to navigate to the folder with the new form definition file.
7.
Select the DetentionAlert.xml file and click Open.
Note: If the DetentionAlert.xml file is not shown in the folder, contact your TMW Support
representative.
8. Click Import to import the form.
9. Activate the new form as appropriate for your mobile comm vendor.
10. Close the Form Editor window.
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Sample detention alert e-mail message
If you have entered Internet e-mail addresses for recipients of detention alerts, the system takes
information from your TotalMail Detention Alert form to create the e-mail message.
Note: For a description of the information contained in the e-mail
notification, see the section, Setting up the Detention Alert form.
A sample message, based on the default form shown in the Setting up the Detention Alert form
section, is shown here:
Your company
Your Bill To client
45
60
The TotalMail Detention Alert form can be customized to meet your needs. Form customization is
billable.
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Specifying the global defaults for detention tolerances
Four General Info Table settings allow you to specify separate yellow detention alert tolerances for
pickups and drops and separate red detention alert tolerances for pickups and drops.
Setting global defaults for yellow alert tolerances
The system will use the global defaults for yellow alert tolerances when both of these conditions are
true:


No manual override has been entered in the Alloweddet field for a stop in the Stop Detail grid on
the Trip Folder.
Null values exist in the Minutes to Alert field in the company profiles for the Bill To company
and the stop company.
Key name
Function
DetentionPUPMins
Alert
This setting specifies the number of minutes a truck may be at a pickup
stop before a yellow detention alert is triggered. When this tolerance is
exceeded, the following occurs:


The Detention indicator for the trip on the Planning Worksheet turns
from green to yellow to signal that a detention situation is imminent.
If configured to do so, TotalMail sends warnings to the parties
designated as detention contacts in the Bill To company profile.
In the String1 field, enter the number of minutes that you want as the
global default.
Notes:
1. This setting is used only when no value is obtained from the Bill To or
stop company on the order, and the dispatcher has not entered a
tolerance in the Alloweddet field for the stop in the Trip Folder Stop
Detail grid.
2. This setting does not affect the autobilling of detention.
3. The default value for this setting is 999999, which equals about 2
years. This essentially disables yellow detention alerts.
4. A value of 0 (zero) is a valid entry indicating that no tolerance exists. A
yellow alert will be issued immediately.
5. A value of –1 indicates that the system is never to issue a yellow alert
for a pickup stop.
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Key name
Function
DetentionDRPMins
Alert
This setting specifies the number of minutes a truck may be at a delivery
stop before a yellow detention alert is triggered. When this tolerance is
exceeded, the following occurs:


The Detention indicator for the trip on the Planning Worksheet turns
from green to yellow to signal that a detention situation is imminent.
If configured to do so, TotalMail sends warnings to the parties
designated as detention contacts in the Bill To company profile.
In the String1 field, enter the number of minutes that you want as the
global default.
DetentionDRPMinsAlert=999999 (default)
Notes:
1. This setting is used only when no value is obtained from the Bill To or
stop company on the order, and the dispatcher has not entered a
tolerance in the AllowedDet field for the stop in the Trip Folder Stop
Detail grid.
2. This setting does not affect the autobilling of detention.
3. The default value for this setting is 999999, which equals about 2
years. This essentially disables detention alerts.
4. A value of 0 is a valid entry indicating that no tolerance exists.
Detention begins immediately.
5. A value of –1 indicates that the system is never to issue a yellow alert
for a delivery stop.
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Setting global defaults for red alert tolerances
The global default red alert tolerances are also used as the global default detention tolerances for
autobilling. The system uses these global defaults when the company profiles for the Bill To company
and the stop company have null values in the Minutes to Detention fields. You can specify separate
tolerances for pickups and drops.
Key name
Function
DetentionPUPMins
Allowance
This setting identifies the default pickup tolerance for red detention alerts
and detention autobilling.
In the String1 field, enter the number of minutes that you want as the
global default.
Notes:
1. The default value for this setting is 999999, which is about 2 years. If
you want the default to be that no detention is to be computed, leave
the value in the String1 field at 999999.
2. For autobilling, this setting applies only to Bill To companies that have
the Allow Autobill check box selected in their company profiles.
3. If you set String1 to null, the system uses a value of –1. This means
that red alerts and autobilling are disabled in situations where the
company profiles for both the Bill To company and the pickup
company have a null value in the Pickup Minutes to Detention field.
DetentionDRPMins
Allowance
This setting identifies the default delivery tolerance for red detention alerts
and detention autobilling.
In the String1 field, enter the number of minutes that you want as the
global default.
Notes:
1. The default value for this setting is 999999, which is about 2 years. If
you want the default to be that no detention is to be computed, leave
the value in the String1 field at 999999.
2. For autobilling, this setting applies only to Bill To companies that have
the Allow Autobill check box selected in their company profiles.
3. If you set String1 to null, the system uses a value of –1. This means
that red alerts and autobilling are disabled for a situation where the
company profiles for both the Bill To company and the drop company
have a null value in the Drop Minutes to Detention field.
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Recording a company’s detention alert information
Using the Additional Details window accessed from the company’s profile, you record the detentionrelated information for Bill To companies and stop location companies.
The Additional Details window is accessed by clicking on the Additional Details
in the lower right corner of the Company File Maintenance window:
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In the Detention section of the Additional Details window, make entries in the following fields:
Send Alert
Applicable for TotalMail users; determines whether TotalMail will send
warning messages to the parties listed in the Detention Contacts field. If
this check box is selected for the Bill To (or for the stop company if the
check box is not selected for the Bill To), these messages are triggered
when detention exceeds the yellow alert tolerances recorded in the
Minutes to Alert fields.
Notes:
1. This check box is cleared by default.
2. For details on how to configure TotalMail to send alert notices, see the
Activating automatic detention alerts and Using General Info Table
settings to configure TotalMail for Detention Tracking sections.
3. This check box has no affect on the Detention warning lights or
autobilling.
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Using detention alerts
Start from
Apply if Late
Date/time the system is to use to start the detention clock for alerts and
autobilling. The field is null (blank) by default. The options are:

Arrival
Start tracking detention from the time the driver's arrival at the stop is
actualized.

Earliest
Start tracking detention based on the later of these two values:
 The date/time recorded in the Arrival field when the stop is
actualized, or
 The Earliest date/time.

Scheduled Appointment
Start tracking detention based on the later of these two values:
 The date/time recorded in the Arrival field when the stop is
actualized, or
 The earliest arrival date/time recorded for the stop's most recent
scheduled appointment (SAP). If no SAP exists, the original
Earliest arrival date/time recorded for the stop will be used.
The functionality of this check box depends on the option selected in the
Start from field.

If you selected Arrival:
The check box is disabled.

If you selected Earliest:
If the check box is cleared, detention alerts and autobilling are
disabled if the driver’s Arrival time is after the latest acceptable
arrival time, i.e., the time shown in the stop’s Latest field.

If you selected Scheduled Appointment:
If the check box is cleared, detention alerts and autobilling are
disabled if the driver’s Arrival time is after the latest acceptable
arrival time recorded for the scheduled appointment, i.e., the time
shown in the Latest field for the most recent SAP event. If no SAP
exists, the original Latest arrival date/time recorded for the stop will
be used.
Notes:
1. The Apply if Late check box is cleared by default.
2. If this check box is cleared in the Bill To company's profile but
selected in the stop company's profile, the system uses the check box
value from the stop company profile.
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Apply if Early
The functionality of this check box depends on the option selected in the
Start from field.

If you selected Arrival:
The check box is disabled.

If you selected Earliest:
If the check box is cleared, detention alerts and autobilling are
disabled if the driver’s Arrival time is before the earliest acceptable
arrival time, i.e., the time shown in the Earliest field.

If you selected Scheduled Appointment:
If the check box is cleared, detention alerts and autobilling are
disabled if the driver’s Arrival time is before the earliest acceptable
arrival time recorded for the scheduled appointment, i.e., the time
shown in the Earliest field for the most recent SAP event. If no SAP
exists, the original Earliest arrival date/time recorded for the stop will
be used.
Notes:
1. The Apply if Early check box is cleared by default.
2. If this check box is cleared in the Bill To company's profile but
selected in the stop company's profile, the system uses the check box
value from the stop company profile.
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Using detention alerts
Minutes to Alert:
Pickup
The entry in this field represents the yellow detention alert tolerance for
pickups; the field is null by default. The system uses the date specified in
the Start from field to start the clock for yellow alerts. Once the number
of minutes specified has elapsed at a pickup site, the following occurs:



The Detention indicator for the trip on the Planning Worksheet turns
from green to yellow to signal that a detention situation is imminent.
The Detention indicator for the pickup in the Trip Folder's Stop
Detail grid turns yellow.
If configured to do so, TotalMail sends warnings to the parties
specified in the Detention Contacts field.
Notes:
1. If a dispatcher makes a manual entry in the Alloweddet field for a stop,
the system will never use the tolerance recorded in a company’s
profile.
2. A value of 0 is a valid entry indicating that no tolerance exists. A
yellow alert is needed as soon as the driver arrives.
3. A value of –1 indicates that the system is never to issue a yellow alert
for a pickup stop.
4. A null value (leaving the field blank) is a valid entry. Null values are
handled as follows:
A. If an order’s Bill To company has a value in this field, the system
uses it.
B.
If an order’s Bill To company has a null value in this field, the
system checks the pickup alert tolerance recorded for the pickup
company. If a value exists, it uses it.
C.
If the alert tolerance for the pickup company is a null value, the
system checks the tolerance recorded in the
DetentionPUPMinsAlert setting in the General Info Table.
D. If the DetentionPUPMinsAlert setting is:

Not null
The system copies the tolerance specified to the AllowedDet
field for the pickup stop. An alert is issued based on the
number of minutes recorded in the AllowedDet field.
Note: The default value for the setting is 99999, which
essentially disables detention alerts.

Null
The system sets the stop’s AllowedDet field to –1. Unless it is
overridden with a manual entry, no alert will ever be issued
for the stop.
5. This field has no affect on red alerts or autobilling.
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Minutes to Alert:
Deliver
The entry in this field represents the yellow detention alert tolerances for
deliveries; the field is null by default. The system uses the date specified in
the Start from field to start the clock for yellow alerts. Once the number
of minutes specified has elapsed at a delivery site, the following occurs:



The Detention indicator for the trip on the Planning Worksheet turns
from green to yellow to signal that a detention situation is imminent.
The Detention indicator for the delivery in the Trip Folder's Stop
Detail grid turns yellow.
If configured to do so, TotalMail sends warnings to the parties
specified in the Detention Contacts field.
Notes:
1. If a dispatcher makes a manual entry in the Alloweddet field for a stop,
the system will never use the tolerance recorded in a company’s
profile.
2. A value of 0 is a valid entry indicating that no tolerance exists. A
yellow alert is issued immediately.
3. A value of –1 indicates that the system is never to issue yellow alerts
for a delivery stop.
4. A null value (leaving the field blank) is a valid entry. Null values are
handled as follows:
A. If an order’s Bill To company has a value in this field, the system
uses it.
B.
If an order’s Bill To company has a null value in this field, the
system checks the yellow alert tolerance recorded for the drop
company. If a value exists, it uses it.
C.
If the yellow alert tolerance for the drop company is a null value,
the system checks the tolerance recorded in the
DetentionDRPMinsAlert setting in the General Info Table.
D. If the DetentionDRPMinsAlert setting is:

Not null
The system copies the tolerance specified to the stop’s
AllowedDet field. An alert is issued based on the number of
minutes recorded in the AllowedDet field.
Note: The default value for the setting is 99999, which
essentially disables detention alerts.

Null
The system sets the stop’s AllowedDet field to –1. Unless it is
overridden with a manual entry, no alert will ever be issued
for the stop.
5. This field has no affect on autobilling.
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Using detention alerts
Minutes to Detention:
Pickup
The entry in this field represents the red detention alert and autobilling
tolerance for pickups; the field is null by default. The system uses the date
specified in the Start from field to start the detention clock. Once the
number of minutes specified in this field has elapsed at a pickup site, the
following occurs:



The Detention indicator for the trip on the Planning Worksheet turns
from yellow to red to signal that a detention situation exists.
The Detention indicator for the pickup in the Trip Folder's Stop
Detail grid turns red.
If the Allow Autobill check box is selected, the system begins
calculating detention charges automatically.
Notes:
1. A value of 0 is a valid entry indicating that no tolerance exists. Red
alerts and (if configured) autobilling begin immediately.
2. A value of –1 indicates that the system is never to autobill or issue red
alerts for a pickup stop.
3. A null value (leaving the field blank) is a valid entry. Null values are
handled as follows:
A. If an order’s Bill To company has a value in this field, the system
uses it.
B.
If an order’s Bill To company has a null value in this field, the
system checks the alert tolerance recorded for the pickup
company. If a value exists, it uses it.
C.
If the alert detention tolerance for the pickup company is a null
value, the system uses the tolerance recorded in the
DetentionPUPMinsAllowance setting in the General Info
Table.
D. If the DetentionPUPMinsAllowance setting is:


TMW Systems, Inc.
81901214
Not null
The system uses that entry as the alert tolerance.
Null
A value of –1 is used. This means that a red alert will never be
issued for the stop.
Rev. 4/2016
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TMWSuite Detention Tracking
Using detention alerts
Minutes to Detention:
Deliver
The entry in this field represents the red alert and autobilling tolerance for
drops; the field is null by default. The system uses the date specified in the
in the Start from field to start the clock for detention. Once the number of
minutes specified in this field has elapsed at a pickup site, the following
occurs:



The Detention indicator for the trip on the Planning Worksheet turns
from yellow to red to signal that a detention situation exists.
The Detention indicator for the delivery in the Trip Folder's Stop
Detail grid turns red.
If the Allow Autobill check box is selected, the system begins
calculating detention charges automatically.
Notes:
1. A value of 0 is a valid entry indicating that no tolerance exists. Red
alerts and (if configured) autobilling begin immediately.
2. A value of –1 indicates that the system is never to issue red alerts or
autobill for detention for a delivery stop.
3. A null value (leaving the field blank) is a valid entry. Null values are
handled as follows:
A. If an order’s Bill To company has a value in this field, the system
uses it.
B.
If an order’s Bill To company has a null value in this field, the
system checks the detention tolerance recorded for the drop
company. If a value exists, it uses it.
C.
If the detention tolerance for the drop company is a null value, the
system uses the tolerance recorded in the
DetentionDRPMinsAllowance setting in the General Info
Table.
D. If the DetentionDRPMinsAllowance setting is:


Detention Contacts
Not null
The system uses that entry as the detention tolerance.
Null
A value of –1 is used. This means no red alerts will occur.
Enter the TotalMail IDs for recipients. To have a detention alert sent as an
e-mail message, you must enter the appropriate Internet e-mail address.
Multiple addresses must be separated by a semicolon. Do not include any
spaces between multiple addresses.
Note: The default is for detention alerts to be sent as TotalMail macros. If
you want to also send them as e-mail messages, you must have the
TotalMail E-mail Agent running. For more information on setting up the
E-mail Agent, refer to the “Configuring the TotalMail E-mail Agent”
chapter in the TotalMail System Administrator guide.
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Using detention alerts
How the system determines a stop’s yellow alert tolerance
The Alloweddet field, located in the Trip Folder Stop Detail grid, specifies the number of minutes a
driver can remain at a stop before a detention alert is issued. As illustrated by this flowchart, the
system conducts a hierarchal search to determine the value displayed in that field for a particular stop.
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In this illustration of a Bill To company’s detention settings, the yellow alert tolerance for pickups is
set to 60 minutes. For drops, the tolerance is set to 100 minutes.
When an order is created for the Bill To, these tolerances are copied to the Alloweddet fields for the
pickups and drops. The following illustration shows how pickup and drop tolerances for the Bill To
are displayed in the Stop Detail grid on the Trip Folder.
Because alert tolerances were specified in this Bill To’s profile, the system did not need to look at the
tolerances recorded for the stop companies, and it did not need to check the global detention alert
tolerances in the General Info Table.
Note: Manual entries in the Alloweddet field always take precedence over
any other tolerance settings.
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Using detention alerts
How the system determines a stop’s red alert tolerance
Because the Trip Folder does not display tolerances for red alerts and autobilling, there is no way to
override them in Dispatch. The system conducts this hierarchal search to determine when a detention
situation exists.
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TMWSuite Detention Tracking
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How changes to an order, company profile,
or the General Info Table affect tolerances
A dispatcher has the option to change a stop’s yellow alert tolerance. If he overrides the existing
tolerance manually in the Alloweddet field, that tolerance remains fixed. Regardless of any
subsequent changes made to the Bill To or stop company, it will not be updated automatically.
The yellow detention tolerance for a stop may be changed dynamically during the order save process
if a manual entry has not been made in the Alloweddet field. Updates to a stop's red and autobilling
detention tolerances also may occur during the order save process. Automatic tolerance updates occur
if:



The dispatcher changes the Bill To or stop company for the order.
Detention tolerances are changed on the Bill To or stop company’s profile.
A change is made to a global default for a detention tolerance; the new tolerance will be applied if
the detention tolerance for both the Bill To and stop is null.
Each time an order is saved, the system repeats the hierarchical search for applicable tolerances and
makes changes automatically as needed.
Disabling detention tracking when a driver
arrives too early or too late
The Earliest and Latest fields for a stop identify the time frame in which the driver is expected to
arrive. Trucking companies may not track detention if the driver arrives outside this window of time.
You can use these check boxes to specify how detention is to be handled if the driver arrives too early
or too late:
Apply if Early
Determines how detention alerts and autobilling are to be handled when a
driver arrives sooner than the Earliest date.


If the check box is cleared, the system will not start tracking detention
even when the Earliest time passes.
If the box is selected, the detention will be tracked as soon as the
Earliest time passes. This is the default.
Note: This check box is not available if the Start from field is set to
Arrival.
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Using detention alerts
Determines how detention alerts and autobilling are to be handled when a
driver arrives after than the Latest date.
Apply if Late


If the check box is cleared, detention tracking is disabled when a
driver arrives after the Latest time. This is the default.
If the check box is selected, the system will track detention even if a
driver arrives after the Latest time.
Note: This check box is not available if the Start from field is set to
Arrival.
Note: By contract with a Bill To, a trucking company may be prohibited
from tracking detention if a driver arrives outside the window
specified by the Earliest and Latest times. To turn off detention
tracking for such situations, clear both the Apply if Early and Apply
if Late check boxes.
Understanding how fields in the Trip Folder Stop Detail
grid are used for detention tracking
The illustration below shows a portion of the Stop Detail grid on the Trip Folder. The fields relevant
to detention are displayed.
The fields’ relationships to detention are described in the following table.
Note: In this table, all fields marked with an asterisk (*) are located in the
Detention section of the Additional Details window. The Additional
Details window is accessed from the Company File Maintenance
window.
Definition
Field
Name
How it’s used for yellow
detention alerts and
TotalMail warnings
How it’s used for
red detention
alerts
How it’s used for
autobilling
Event
Indicates whether the You can set up separate
stop is a pickup or a tolerances for pickups and
drop.
drops.
Same.
Same.
Company
Identifies the
company where the
stop occurs.
Same.
Same.
TMW Systems, Inc.
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You can set up pickup and
drop tolerances for
companies.
Note: Tolerances are
recorded in the
Note: Tolerances are
*Minutes to
recorded in the *Minutes to Detention fields.
Alert fields.
Rev. 4/2016
Note: Tolerances are
recorded in the
*Minutes to
Detention fields.
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TMWSuite Detention Tracking
Using detention alerts
Field
Name
Earliest
Date
Definition
How it’s used for yellow
detention alerts and
TotalMail warnings
Earliest time allowed The system uses this date to
for the arrival, as
start the detention clock if:
agreed upon by the
 You selected Earliest or
customer.
Earliest Appointment in
the *Start from field
and
How it’s used for
red detention
alerts
How it’s used for
autobilling
Same.
Same.
 The driver arrived earlier
than the Earliest time and
the *Apply if Early
check box is selected.
Latest
Date
Latest time allowed
for the arrival, as
agreed upon by the
customer.
If the *Apply if Late box is
cleared and the driver
arrives after the stop’s
Latest time, no detention
will apply.
Same.
Same.
Arrival
Date
Date that the driver
The system uses this date to
arrived at (or is
start the detention clock if:
expected to arrive at)
 You selected Arrival in
the stop.
the *Start from field.
Same.
Same.
 You selected Earliest or
Earliest Appointment in
the *Start from field,
and one of the following
is true:
 The driver arrived after
the Earliest time but
before the Latest time.
 The driver arrived
earlier than the Earliest
time and the *Apply if
Early check box is
selected.
 The driver arrived after
the Latest time and the
*Apply if Late box is
selected.
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Using detention alerts
How it’s used for yellow
detention alerts and
TotalMail warnings
How it’s used for
red detention
alerts
How it’s used for
autobilling
Indicates whether the Same conditions as noted
arrival occurred. The above for *Arrival Date.
The detention clock does
options are:
not begin until the Arrival is
 E
actualized.
The time is
When the tolerance is
estimated. The
exceeded:
driver has not
arrived yet.
 The Detention light
 A
changes to yellow.
The time is actual.  TotalMail sends
The driver has
detention warnings, if
arrived.
configured to do so.
Same conditions as
noted above for
*Arrival Date. The
detention clock does
not begin until the
Arrival is actualized.
Same conditions as
noted above for
*Arrival Date. The
detention clock does
not begin until the
Arrival is actualized.
When the tolerance is
exceeded, the
Detention light
changes to red.
When the tolerance is
exceeded, calculation
of detention charges
begins.
Same.
Same.
When the Arrival has
been actualized, the
detention clock
continues to tick until
the Departure time is
actualized.
When the Arrival has
been actualized, the
detention clock
continues to tick until
the Departure time is
actualized.
When the red alert
tolerance is exceeded,
the Detention light
turns red.
When the departure
time is actualized, the
clock for autobilling
stops.
Definition
Field
Name
Est
Used to track the length of
Departure Date that the driver
left (or is expected to time that a driver remains at
Date
a stop after the detention
leave) the stop.
clock has begun.
Dep
Indicates whether the When the Arrival has been
departure occurred.
actualized, the detention
clock continues to tick until
The options are:
the Departure time is
 E
actualized.
The time is
If the alert tolerance is
estimated. The
driver has not left exceeded, the Detention
light turns yellow. It
yet.
remains yellow until one of
 A
the following occurs:
The time is actual.
 The Departure time is
The driver has
actualized, at which point
left.
the light turns gray.
 The red alert tolerance is
exceeded, at which point
the light turns red.
When the Departure
is actualized, the
Detention light turns
gray to indicate the
driver is en route to
the next stop.
Allowed
Det
The minutes shown
here represent the
yellow alert
tolerance.
For information on what
happens when the tolerance
is exceeded, see the
explanation for the Dep
field.
No relevance; the
field only applies to
yellow alerts. The red
alert tolerance is not
displayed in the Trip
Folder.
No relevance; the
field only applies to
yellow alerts. The
autobilling tolerance
is not displayed in the
Trip Folder.
Detention
indicator
The color indicates
the stop's detention
status.
The yellow alert tolerance
has been exceeded—
detention is imminent. The
indicator displays in yellow.
The red alert
tolerance for the stop
has been exceeded. A
detention situation
exists.
The autobilling
tolerance for the stop
has been exceeded. A
detention situation
exists. Detention
charges are accruing.
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TMWSuite Detention Tracking
Using detention alerts
Viewing detention alerts in Dispatch
Both the Trip Folder and the Planning Worksheet show detention alert information.
Note: If you are using a grid configuration that was created and saved in an
earlier version of TMWSuite, these columns will not display. You
must create new configurations to display the columns. For
instructions on creating a new grid configuration, refer to the Trip
Folder and Planning Worksheet guides.
How detention alerts are shown in the Trip Folder's Stop Detail grid
In the Trip Folder Stop Detail grid:


The Alloweddet column shows the yellow alert tolerance recorded for the order’s Bill To
company.
The Det column displays the indicator that shows the detention status of the stop.
The Detention light shows in green when the stop is actualized but there is no detention situation.
Viewing detention alerts in the Planning Worksheet's
Available Trips grid
The system determines detention time by comparing the yellow alert tolerance that applies for the
stop and the time elapsed since the driver arrived at a stop. If the number of detention minutes
exceeds the tolerance, an alert signal is activated in the Planning Worksheet's Available Trips grid.
When the arrival at the stop has not been actualized, the Detention light is gray.
The Detention light shows in gray when the trip has not started.
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Using detention alerts
Once the arrival at the stop has been actualized, if no detention has been detected for a trip, the
Detention light is green.
The Detention light shows in green when the stop is actualized but there is no detention situation.
When the driver’s detention time exceeds the yellow alert tolerance allowed for the stop:


The system changes the Detention warning light from green to yellow.
TotalMail sends notification messages to detention contact(s) listed in the Additional Details
window.
The Detention light shows in yellow when a detention situation is imminent.
When the driver’s detention time exceeds the red alert tolerance allowed for the stop, a detention
situation exists:
The Detention light shows in red when a detention situation exists.
When the departure is actualized manually, or when the driver sends a TotalMail form saying he/she
has departed the stop location, the Detention light changes from red to gray to indicate that a
detention situation existed but has been resolved.
The Detention light shows in gray when a detention situation no longer exists.
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TMWSuite Detention Tracking
Using detention alerts
Viewing detention alerts on the Planning Worksheet's
Tractor/Trip Segment tab
By default, the system updates the trip's status to Completed when the arrival at the last stop is
actualized. The Planning Worksheet's Available Trips grid does not show trips with a Completed
status. To view the detention status for the last stop on a trip, you can use the Tractor/Trip Segment
tab in the Available Resources grid. The indicators work the same way as in the Available Trips
grid.
Double-clicking on the trip segment opens it in the Trip Folder. The departure from the last stop on
our sample trip has not yet been actualized, which means that the detention situation still exists.
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TMW Systems, Inc.
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