CLOUDEX TMS

Settings

How to set your email password to send emails from Cloudex TMS?
To send emails from Cloudex TMS:
1. Click on the Your User Name icon 
2. In menu select the My user profile 

In the Email password field:
1. Enter your Email password
2. Click the Save button

How to update Order for Carrier and Order for Client rules?
Navigation path: Your name →  Settings → Classifications →  Agreement rules → Edit

Click Your name in the top-right corner.
Select Settings.
Open the Classifications tab.
Select Agreement rules from the menu on the left.
Click the Edit icon next to the required rule:

Carrier rules for Road or
Client rules for Road.

How to set up Office365 e-mail?
If your email provider is Microsoft Office365 You need o set up email sending following this instruction
1. Click on your Name icon
2. Choose My user profile

3. Press command button Office365 setup

Then press command button Connect to Microsoft

Login with your email and follow further instructions.

How to add your signature with a company stamp to your profile?
Correct example

Navigation path: 

Tips and Tricks
use https://www.remove.bg to remove ugly grey signature background

How to set up gmail e-mail?
1. To send Gmail emails from within OZOLS TMS, follow these steps:
1) Open a Google account and authorize:
https://myaccount.google.com/
2) Opens the Security section

3) Activate two-step authentication (a confirmation code will be sent to the phone)

4)  Select App passwords 

4) Choose Other (Custom name)

5) Type "Ozols" in the window and press GENERATE

5) A gmail password for the OZOLS TMS system is created

5) This password must be entered in the user's email settings in CLOUDEX TMS by following the instructions here.

Client orders

How to create a new client order?
How to create a new Client order?

How to add a new client?

How to Add a Partner from the EU VAT register?

How to create a new Client order?
Navigation path: New → Client Order

How to add a New client?

Click on the three dots to open additional options.
Click  New to open the new partner form.


How to Add a Partner from the EU VAT Register?


Paste the VAT number.
Click the button 
 to automatically fill in the fields.

How to Add Multiple Loading or Delivery Addresses – Multibooking?
Multibooking is used when a single customer order includes multiple pickup or delivery addresses.
Form path: Client order → Multibooking → Loading/Delivery address sections → Order sub-number

 Select the Multibooking checkbox.

Click the  
 icon in the Loading section to add another loading address.
 Click the 
 icon in the Delivery section to add another delivery addresses.
The order number will be assigned a sub-number.  
allows you to switch between multibooking order parts.

How to Add order to the trip?
How to add cargo from cargo form?
How to add cargo from planning desk?

 How to add cargo from cargo form?





Open the client order
Scroll down to the "Services" section at the bottom of the screen.
In this table you'll see a service row with the route (e.g., LV-3018, Ozolnieki → LV-1057, Riga), loading and unloading dates, income, and costs.
In the "Order for carrier" column there are two buttons:

"New"
— create a new trip/order for the carrier and assign this cargo to it.
"Existing"
— assign this cargo (order) to an already existing trip.


To add the order to an existing trip:

Click the "Existing" button.
A window/list will open showing available trips (filterable by route, date, vehicle, etc.).
Select the matching trip from the list and confirm.


To create a new trip for this order:

Click the "New" button.
The system will create a new carrier order/trip using this client order's data (route, cargo details, dates).


Click "Save" at the bottom of the screen to confirm the changes.




How to add cargo from planning desk?  



Select the appropriate shipment from the “Not planned cargos” window, mark it, and press  
button; the shipment will then be assigned to the selected trip or dispatch.

How to search, filter, and adjust the Client Orders list?
How to find client orders using Search?

How can I see more orders?



How to use the Client column filter?


What is the difference between Search and Filters?


How to find client orders using Search?
Use the Search field to find client orders related to a specific company.

1. Enter the Company name in the Search field.
CLOUDEX TMS will show all orders where this company is used, for example as a supplier, recipient, sender, consignee, or another partner.
Check the number of found records next to the search result. The number 21 indicates that 21 records have been found.


How can I see more orders?
2. Change the number of rows displayed per page if you want to see more client orders on one screen. For example, if you choose 300 rows, a larger amount of data will immediately be visible on the screen, making it easier to analyze information without switching pages.

How to use the Client column filter?
3. Use the Client column filter to show only orders related to one selected customer. This narrows the list to only the records related to that specific Client, excluding all others.


What is the difference between Search and Filters?

Search looks for matching records across the client order list. It is useful when you want to quickly find all orders related to a company or keyword.
Filters narrow the list by a specific column, for example Client, Status, POD, Delivery date, or Manager.

How to send an order acceptance confirmation to Client?
To send an order acceptance confirmation, open the specific Client order.
1. In the toolbar, click the button 
 and select the appropriate option.

2. By selecting Inform client for cargo accepting, you can send an automatically generated order acceptance confirmation email.

3. By selecting Order for Client, an email containing the order agreement will be generated automatically.

How to add Delivery via Terminal to a Client order?
Where can I find the Delivery via Terminal service?


How to select Delivery via Terminal in the Services section?


How does the Services view change after adding Delivery via Terminal?


Where can I find the Delivery via Terminal service?
Client Order → Services → + →Delivery via Terminal

How to select Delivery via Terminal in the Services section?

Select the required terminal; the address will be filled in automatically.
Split the route La systems GmbH → FI-01530 into two parts.
Planned delivery deadline to the terminal.
Specify the amount allocated for the stage from the terminal to the delivery address.
If you know which truck will transport the cargo, you can create a new trip or add it to an existing trip.
Assign it to the department responsible for delivery from the terminal to the delivery address.


How does the Services view change after adding Delivery via Terminal?

The overall delivery process is divided into two stages, and each stage is assigned a specific amount:

Total amount to be received from the customer.
Revenue distributed among departments.
Departments responsible for specific delivery stages.

How to obtaining GPS data for a customer order
1. How to obtaining GPS data for a customer order
Press 
. This will open the additional form for adjustments.

Edit button
Edit option to open Address form
Manual adjustment


2. Benefits of Obtaining GPS Coordinates
1. Benefits of Obtaining GPS Coordinates
Filling in the GPS coordinates field in logistics and transport systems provides several advantages that improve operational efficiency, transparency, and accuracy. Here are the main benefits of completing the GPS coordinates field:
2. Planning Accuracy
Precise locations can be viewed on the map, making logistics planning and route optimization easier.
3. Trip Route Tracking
The route is visible on the map in real time, helping monitor transport flow and ensuring that the vehicle follows the planned route.
4. Accurate Location Identification
GPS coordinates allow precise identification of the location where the driver must arrive, reducing misunderstandings and increasing delivery accuracy.
5. Automatic Time Recording
The system automatically records the time when the vehicle arrives at and leaves the loading/delivery address, helping improve operational tracking and analysis.
6. Cargo Status Tracking
Time and location data are integrated into cargo statuses, providing a complete overview of cargo movement and delivery status.
7. Automatic Status Changes
The system automatically changes the trip status when the vehicle approaches the loading or delivery address, speeding up the process and reducing manual actions.
8. Downtime Monitoring
GPS data makes it possible to track how long the vehicle stays at the loading or delivery address, helping identify and reduce unproductive downtime.
9. Driver Activity Monitoring
The system can verify whether the driver marks the cargo as loaded or delivered at the specified address by comparing it with the driver’s actual location data.
10. Route Comparison
It is possible to compare the driver’s planned route with the actual route traveled, helping identify deviations and opportunities for route optimization.
11. Customer Portal Functionality
Customers can view the vehicle’s current location and route to the loading/delivery address in the portal, improving transparency and customer satisfaction.
12. These benefits help optimize logistics processes, improve delivery accuracy and efficiency, and provide greater transparency and customer satisfaction.

How to generate CMR
To generate a CMR, you have to open the order form. In the Service section, choose the service for which you want to generate the CMR. Locate the POD column and click it. 

Trip planning

How to open the Active Trips view?
Operational work

Trips / Speditions

Active trips

Required navigation sequence: Operational work → Trips / Speditions. This opens the planning view.

How to use the Active Trips view?

Filters
List of currently available trips

By default, trips/shipments will remain in the Active Trips list until their status 
 is changed to "Delivered."

How to open the Unplanned Cargo Map?
Click “New” in the top navigation bar
From the pop-up menu, select “Trips/Expeditions”

Required workflow: Operational work → Trips/Expeditions.
You will open the Trips/Expeditions window.

Current Unplanned Cargo Map
The current unplanned cargo map displays cargo in a visually clear way, making it easier to search for shipments.
For cargo to be properly displayed on the map, loading and unloading coordinates are important. See the image below.

Cargo can be filtered by the following attributes: Export, Local, Transit, Import, Round trip.

How to open Trip Tracking / Map / Chat?
Open Trip Tracking / Map / Chat.



Trip Tracking / Map / Chat



Trip Tracking



Map
Distance in kilometers between stops.
Add additional stops by clicking the + symbol. 

How to create a new trip?
Click the “New” button in the toolbar.
From the menu that opens, select “Trip/Expedition”.


Which Trip/Expedition type should I choose?

Agreement – Select this option when a subcontractor operates under your management and you are forwarding the vehicle for a full or partial route. Payment is usually calculated based on the kilometers driven.
Domestic – Local transportation.
Monthly – Monthly trip.
Other – Other types of trips.
Own Trip – Select this option when the trip is performed with your own vehicle. This enables the completion of the driver's report.
Spedition – Freight forwarding and cargo transportation.

To ensure accurate trip reporting, it is important to select the correct trip type.

How to cauculate trip price
Other expenses
Idle time
Extra LDM
Loading locations
Loading locations in Norway
EU rate (EUR/km)
Norway rate (EUR/km)

Order Execution & Delivery
sending the carrier order, sending the trip to the driver, loading confirmation, shipment status updates, GPS/tracking, communication, delivery confirmation, POD upload, POD approval, and determining when the order is ready for invoicing. 
This chapter explains how to send transport orders to carriers, give drivers access to trips through the Cloudex Drive mobile app or web link, and share loading and delivery information by email, SMS, or WhatsApp.

How to send an order to a carrier?
When you send order for carrier in e-mail is unique link on which Carrier manager need to click in order to mark loading/delivery dates and upload CMR and Invoice.

1. Click to open the page
2. Upload CMR
3. Confirm loading
4. Upload invoice PDF file


Add invoice date
Add invoice number 

How to send a trip to the driver?
How to give a driver access to a trip using a link?
How to display a trip in the Cloudex Drive app?
How to create a Cloudex Drive password?
How to give a driver access to a trip using a link?
1. Select the Required Trip

Open the trip list menu.
Select the desired trip from the list of available trips.

2. Open the Trip Window

Click the road icon located in the toolbar.
After clicking the road icon, the corresponding trip window will automatically open on a new page.


A window with the driver's web application for the trip will open.

Copy the link from the browser's address bar and send it to the driver via WhatsApp so that the driver can complete the required information.



How to display a trip in the Cloudex Drive (Driver) app?
1. Select the Required Trip

Click on the trip number to open the trip.


Important:
For the driver to be able to see the trip information:

Activate the eye icon located next to the driver's name and surname.

Once activated, the trip information will be sent to and become available in the Cloudex Drive mobile application.



The trip will remain visible in the list of active trips until its status is changed to Delivered.



How to create a Cloudex Drive password?
1. Open the Vehicle Window








Click on the vehicle registration number specified in the trip.
The Vehicle window will open.











2. Create a Password









Create a password of your choice.
The driver will use this password to log in to the Cloudex Drive application.

How to Configure Customer Shipment Notifications?


How to give access and rights to Client and Carrier portal and send Invitation for Access
The customer portal can be activated from the customer profile.

Open Lists in the top navigation bar.
Select Partners.

Click All Partners.



4. Find the required partner.
5. Click the Edit icon . 
 to open the partner profile.

6. Select the manager you want to grant portal access to, then click  the Edit icon  
 to open contact.
 

7. Switch from Basic data to the Clients & Carriers Portal access section to give Access granted.
8.  Review and click 
 Send invitation to Client contact person.

Outgoing invoices (debtors)

How to Import Bank Payments and Mark Invoices as Paid
1. Payment of Outgoing invoices - automated data Import from the Bank
2. Linking Incoming Bank payments with Outgoing invoices
3. Outgoing invoice payment - manual data entry
4. Tips and tricks

Important! CLOUDEX TMS provides two options - automated and manual outgoing invoice.
Only one of options can be used for the accounting period!
1. Payment of Outgoing invoices - automated data Import from the Bank
1.1. Export Account report from your Bank
Open your company's Internet Bank > prepare the Bank Account report for the desired period > Export it in ISO format. > Save this document to your computer.
1.2. Open CLOUDEX TMS


Finance > Incoming payments


Import payments from the Bank (using symbol "
")
1.3. Import Bank payments
1) Choose the file which you imported from Internet Bank
2) Press Import



2. Linking "Incoming Bank payments" with "Outgoing invoices"
When importing payments from the Internet bank, CLOUDEX TMS creates attachment of invoices, but if the invoices are not attached to the payment amount, then do the attachment according to the instructions bellow.
1) CLOUDEX TMS > Finaces >Incoming payments
2) Filter >show only Unrelated payments "Unrelated" (payments which are not related to invoices)

3)  Select Incoming Payment which to "Relate" with Invoice
4) Press the button "Relate invoices" 


5) In the list of Invoices, select the appropriate invoice/invoices for which payment has been made, mark them.
6) Selecting "the up arrow" you will be able to relate the invoice to payment.
7) Confirm with the button "Close".
8) With "the green arrows" it is possible to switch to another "Unlinked" payment.

9)  With the filter, you can quickly find the required invoice by number, amount, etc.

When the Incoming Payment is linked to the corresponding invoice, the amount in the "Unrelated" column in the Bank incomings list will be zero.
3. Outgoing invoice payment - manual data entry

Go to Finances >Outgoing Invoices
Mark Outgoing Invoices which are paid
Choose function "Make Incoming payments for selected outgoing invoice"
 Choose appropriate Bank account, if you have more than one account
Enter the Payment date.
Save


4. Tips and Tricks


Choose Payer
Fill in the bank number.
Press "Add Account to Payer Account."

When is the invoice “Date sent” field filled in automatically?
Cloudex TMS fills in the Date sent field automatically when both of the following conditions are met:

Send by email only is selected.
The invoice is sent by email from Cloudex TMS.

When the Date sent field contains a date, the invoice status changes automatically to Invoice sent.

The “Send by email only” checkbox value is set automatically when generating an invoice from an order.
The checkbox value depends on the “Send invoices” field value.

Send invoices values marked with “*” set the “Send by email only” checkbox value automatically:



Send invoices setting
“Send by email only” selected automatically




By e-mail (with POD)
Yes


By post (with POD)
No


By e-mail and post (with POD)
No


Don’t send (Self-billing)
Yes


Download in Client Portal
Yes


By e-mail (invoice upon delivery, second time with POD)
No


By e-mail (without POD)
Yes


Upload to the Client Portal together with POD
No



When should I enter the “Date sent” manually?
Enter the Date sent manually if the invoice was sent outside Cloudex TMS or if the date was not filled in automatically.
For example, manual entry may be required when the invoice was sent directly from Outlook or another email application.

How to connect your bank account with GoCardless?
To enable automatic bank statement downloads (up to 3 times per day), you need to connect your bank account with GoCardless.
Please follow the steps below:

In Cloudex TMS first page/dashboard you can see
1) Import for bank account need to be made Manualy or it is configured it imports payments automatically using GoCardless API
2) Last import column shows when the last time payments are imported, maualy or automatically
3) After import payments are related automatically. If some payments could not be related automatically then it shows not related payment count and total unrelated sum
4) click on bank account and last 30 days unrelated payment list will be opened

How to send electronic Invoice to your client?
In order to send  electronic Invoice to your client (PEPPOL, rekini.lv or other formats)
Go on Partner > Invoices > Electronic invoice format in email chose: Peppol or other > Save 

When you send an invoice to your client, electronic invoice (PEPPOL or other formats) will be included as an attachment.

How to create a mutual comparison?
Mutual Comparison Acts – Documents used to compare and reconcile financial transactions, balances, or invoices between two parties.
Create and manage reconciliation documents to compare balances and transactions with customers or suppliers.
Finances -> Outgoing invoices -> Unpaid outgoing invcoices tools

How to send an unpaid outgoing invoice reminder
How to navigate to Unpaid outgoing invoices reminder tool.
Finances -> Outgoing invoices -> Unpaid outgoing invoices totals

To see the correct list of unpaid invoices, set the date to the date 
 you want to check. The system will display all invoices that were still unpaid on that date.
If no date is selected, the system will display all unpaid invoices.

How to send outgoing invoices automatically
To generate an invoice automatically, the following criteria must be met:

In the client card Invoices tab has to be mark 
 
Order must be in status "Delivered" 


Depending on the selected “Send inv.” option, a POD/CMR may need to be uploaded and approved before the invoice can be generated.




Active orders


 Second orange empty circle means POD/CMR approval is expected,
 icon indicates that the invoice is ready to be generated manually,
 
 icon indicates that the invoice will be generated automatically.

Whre to find checkbox "Generate invoice automatically"

Incoming Invoices (Creditors)

How to register an Incoming Invoice?
To register a single invoice for multiple trips at once, you can do so in one of the following ways:

How to register an Invoice from the Trip Form?
How to Register an Invoice from the Open Trips window?

How to register an Invoice from the Trip Form?

Open the Trip.
Click the "Register Invoice" button.


For an unconfirmed invoice, it is possible to add other customer orders.
How to Register an Invoice from the Open Trips window?
Navigate to the Open Trips tab. Select the trips for which incoming invoices have been received and click the "Register Incoming Invoice" button.

Select the trips for which you want to register an incoming invoice.
Click the invoice registration icon

Complete the required fields and click Save.

How to apply a discount (Skonto) to an incoming invoice?
1. In the Partner List, find the relevant partner.
2. Open the "Settlements" section and enter the discount.

How to find carrier orders or trips for which an incoming invoice has not been received?


How to pay Incoming invoices?
How to make Incoming invoices?

How to export Outgoing payments to Internetbank?
Tips ans tricks

How to make Incoming invoices?
Navigation path: Finances → Incoming invoices
Open Finances → Incoming invoices.

In the Payment term filter, enter the payment date. CLOUDEX TMS will show incoming invoices that must be paid within the selected payment term.
Select the invoices you want to pay.
Click the icon
 - to Make “Outgoing payments” for selected incoming invoices.


5. When the “Make outgoing payments for selected incoming invoices” window opens, select the correct bank account.
6. Click the Make outgoing payments button to create outgoing payments.

After clicking Make outgoing payments, CLOUDEX TMS will create outgoing payment records for the selected incoming invoices. These payments will be available in Finances → Outgoing payments and will be ready for export to Internetbank.
How to export Outgoing payments to Internetbank?
Navigation path: Finances → Outgoing payments
1. Open Finances → Outgoing payments.
2. Select the Outgoing payments you want to export using the checkbox in the first column.
3. Click Bank payments export icon 
in the top toolbar.

Tips and tricks
1. How to remove an outgoing payment from bank export?
When you click Make “Outgoing payments” for selected incoming invoices, CLOUDEX TMS creates outgoing payment records for the selected incoming invoices.
By default, these payments are prepared for bank export. This means that the Export to Internetbank checkbox is selected automatically.
If the payment should not be exported to the bank, for example because the invoice was already paid manually, you need to remove this checkbox from the outgoing payment.

Outgoing payments.
Find the required outgoing payment and click the Edit icon.
Clear the Export to Internetbank checkbox.
Click Save.

After this, the payment will remain in CLOUDEX TMS, but it will not be included in the bank export.


2. How to mark payments for export - set checkbox "Export to internet bank"?

Tips and Tricks

How to clear browser cache and cookies?
Quick cache clearing in Google Chrome:

Press F12 to open Developer Tools.
Right-click the Refresh icon (usually located in the upper-left area next to the address bar).
Select "Empty Cache and Hard Reload".

This method clears the cache only for the current page, which is useful for developers and testing purposes.
Clearing Cache and Cookies for the Entire Browser

Open the browser menu (the three dots in the upper-right corner).
Go to Settings > Privacy and Security > Clear Browsing Data.
Select "Cookies and other site data" and "Cached images and files".,
Click "Clear Data".

3

How to replace and delete a partner?
1) Open the “Delete” window
This window appears when you try to delete a company that is used in existing records.
2) Review where the data is used
In the top table, you’ll see all places where the company is linked (e.g., invoices, purchases, shipments, etc.).
3) Find the field “Record ‘Clean R’ data move to”
This is a dropdown list where you must select the target company.
4) Select a company from the list

Click on the dropdown field
Start typing the company name (e.g., XXXXX)
Choose the correct company from the suggestions

5) Double-check your selection 
All data will be transferred to this company, and this action cannot be undone.
6) Click “Replace and delete”
Data will be moved to the selected company
The original company will be deleted

How to delete duplicate or unused partners?
Purpose
Use this guide when you need to delete an unused partner or remove a duplicate partner in CLOUDEX TMS.
This article explains:
- when a partner can be deleted immediately;
- when partner data must be moved to another duplicate partner before deletion;
- why the replacement partner must have the same VAT code or registration number;
- what to do if no replacement partner is available in the selection list.
If partner is only used as Sender, Consignee or Loading/Delivery company then open partner and press button Delete
If Partner is used as client/customer, carrier/suppliers then it is possible to delete duplicate partners only if they have the same VAT or Registration numbers.
Open: Lists → Partners → All partners
Use the search field to search by: partner name; VAT code; registration number; ...


Open one of 2 duplicate partners (5)
Press Delete button

If partner is used in some tables then will appear window where you will be able to choose duplicate Partner with the same VAT or registration number 
Select the duplicate partner that will receive the data, then click Replace and delete.

If you can't choose partner to which move data, then first to duplicate Partner enter the same VAT or registration number
After clicking "Replace and delete":
- data from the deleted partner is moved to the selected replacement partner;
- the duplicate partner is deleted;
- historical records remain connected to the correct partner.

How to reset a form table
Press 
 it will open additional settings.

Press 
 it will reset table columns to default state.

How do I unlock a locked order?
When it is necessary to unlock an order, the following conditions must be met: the user must have the appropriate permissions to do so, and the following steps must be performed: trip must be unlocked, then the order must be saved and reopened. After that, the information in the order can be edited.


Click on the trip number to open the Trip/Spedition form.


Click the Lock icon to unlock and open the trip.


Close and reopen the Order. You can then change the order information.




Additional:
There is a configuration option that provides additional security. Once the invoice has been generated, all three locking steps are activated.
To make changes, you need to unlock the invoice, unlock the trip, close and reopen the Order.

How to send outgoing invoice reminders