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Remote Scanning Information

Drivers that are using the remote scanning options successfully are enjoying the benefits. We are still working through some issues and want to pass along some information, as well as tips, that will enable you to utilize this new feature with less confusion and more accuracy.

Remote Scanning refers to all 3 options available to you: Mobile, In-Cab, and Truck Stop scanning. With all 3 options you must put your unit # on all documents as well as order # and trip # on all shipping documents.

On over-dimensional loads, only port of entry permits & receipts for reimbursable expenses need to be scanned with the billing paperwork. If scanning from truck stop, you can tape these receipts to the scanning cover sheet as long as the barcodes and the identifying information at the top remain visible. You can tape receipts over the instructions on the cover sheet. Do not tape over any printed images; it causes the ink to fade. Cover sheets only need to be used when scanning from a truck stop. Entire load should be included in the scan, as minimum charges apply at Transflo locations. Remove staples and paperclips from the documents and make sure all documents are facing the same direction. Scan your documents in the following order:

a. Cover sheet (if scanning from truck stop)

b. Delivery Receipt

c. Signed bill of lading

d. Other shipping related documents; tally sheets, weight tickets, toll receipts, etc.

e. Driver logs

f. Maintenance reports

g. Other non-shipment related documents (fuel receipts – *NOTE – DO NOT send fuel receipts if your Mercer fuel card was used to purchase the fuel)

NOTE – If there are any written or form-filled documents on the reverse of any document, it should also be scanned.

Please do not mail your documents to Louisville after scanning unless instructed by someone at Mercer to do so. Please retain your billing documents for 60 days, and make sure you have been paid for the load before destroying these documents.

Review the quality of the images before sending them. We get what you see in the viewer (if it’s illegible, crooked, too dark, too light, too small, too big, that is what we are going to get). Unfortunately, we cannot pay you without good clear copies because we cannot bill our customers without good clear copies. In cab scanners and mobile phones will have some functions that will help you adjust the clarity of the documents, such as focus, lighten, darken, calibrate, zoom in/out, crop, etc. Do not use the flash on your mobile phone when taking pictures of your documents. Make sure you are in a well-lit area instead.

All methods of scanning will give you an access number. On mobile phones it will be on your main menu under “view history”. This access number is needed if we need to access Transflo’s or TripPak’s website to retrieve your documents that may not have transmitted.

Documents go in the system in a first in, first out basis, regardless of the scanning method used. Keep in mind that there are many other drivers scanning and our regular business hours are 8:00 am to 5:00 pm (Eastern Time). It does take time to get all the documents processed and get you paid, but in 95% of cases, settlements can be made within 24 hours of receiving (barring no problems with the scanning process and legibility of the documents).

Contact the TripPak or Transflo Help Desk if you have problems with the scanning devices. They will be able to help you with problems and answer your questions.

 

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  1. Gerald W. Coggin
    June 23, 2011 at 5:14 pm

    All this information is helpful but I still don’t understand what was wrong with the Trip-Pak box. I’d rather be working on the actual moving freight part of the business then spending time trying to scan paperwork. Just drop it in the box and on to the next mission worked good for me. Am I alone with this archaic backward thinking? I admit to coming from the time before technology sure but just because something is the latest, greatest, newist thing doesn’t automatically mean it’s better. Ask someone who has bought a new truck lately.

  2. Dennis mullins
    June 24, 2011 at 1:39 pm

    i would have rather paid a little more a month and used trip pack. Now i have another piece of electronic gear to keep around. I have to spend more time on the computer and keep more paperwork around for 60 days. I am already living in a 70 inch box were less is better. Today i am waiting to be paid on a load because 1 page was unable to be read. No one notified me. I have a phone and email. This was a military load put on in the field it was not the best copy but i could read it. It did not come out good on the scanner, it was as good as i could get it. So i see no benefit to me. I am thinking better off to use the mail. ya know what they say if it aint broke dont fix it.

  3. Dennis mullins
    June 24, 2011 at 8:17 pm

    okay got some more info after posting i heard there will be no trip boxes anywhere not just for us oh yeah got i think we need more info on this send updates to our email i dont always read the blog. got paid so they took care of that information is the answer cant comply without it.

  4. Jim Kidd
    June 25, 2011 at 1:40 pm

    Jason,
    Question on your first sentence,”Drivers that are using the remote scanning options successfully are enjoying the benefits” Did I miss something…..what benefits?
    Thx,J Kidd

  5. Jim Jacobson
    June 29, 2011 at 9:37 am

    I don’t see why everyone is complaining. I’m old school also, but since I’ve gotten used to scanning from my truck, I love it. I can’t believe how many times I’ve been in less tan 2 hours after scanning. One time I scanned my bills after 3:30 and was paid for the load before 5:00 the same day. So I say, get used to it.

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