“WE HAD 25 ASSETS AND 3 PERSONNEL. NOW WE’RE RUNNING 55 ASSETS, STILL WITH JUST 3 PERSONNEL. “IF YOU’RE NOT USING AXON AND YOU ARE IN THE TRUCKING INDUSTRY, THEN YOU’RE LOSING MONEY.”“I’d say the software’s initial investment paid for itself in the first 2 1/2 months.”
We recently paid a visit to Southern Freight Lines of Gladewater, TX, and spoke with Colt Ables. He had many interesting things to say about their recent spinoff and expansion of certain divisions within the company – and on how they are using Axon Software to stay lean and efficient.
We’re in the dry freight business as well as the ﬂatbed business. We have other divisions in heavy haul and we have our sand division.
Our sand division initially began in 1996. In 2015, we broadened our horizons and diversiﬁed our holdings into the freight side because oil prices were beginning to fall. We wanted to have another means of income as well as to keep our drivers busy. We wanted to have work for the guys.
In 2018 we spun oﬀ the dry freight and reefer divisions into Southern Freight Lines, which is where we are now.
We started using Axon in 2017 on the sand side and in 2018 on the freight side. We’ve used it a hundred percent of the time, so there hasn’t been a transition as far as converting data. Dispatch uses it for everything. The drivers appreciate the data they get and so does our billing department. It’s a lot simpler.
As long as the information is put in right, it simpliﬁes the whole process. It’s been a real asset.
My name is Colt Ables and I’m with Southern Freight Lines out of Gladewater, Texas.
The people are great. Every time we have to ask them a question, I hear back from them within 15 minutes. It’s always great to hear a friendly voice on the other end of the line that’s knowledgeable in the software as well as helping it adapt to the environment that we are trying to create in our workplace and the necessities that we have.
Training was good. Our trainer was friendly, wanted everyone to grasp the concepts, and wanted to show them the true beneﬁts within the program.
Many fought it, I hate to say, because I think they thought if they didn’t sign on, we’d just go back to the way things were. That was never going to be the case, but once they stopped ﬁghting it, they saw the true beneﬁt in the software and how it really made their job simpler.
Keeping track of information, utilizing reminders and alerts – it’s very beneﬁcial.
The software itself – I’ve enjoyed it. It’s simple to use. There are so many tools in Axon that if you utilize them, it really increases the eﬃciencies.
If I’m hiring owner operators, I can give them up-to-date, live, “Hey this is what our trucks are doing. This is the kind of revenue they’re doing.” You know, to the truck. I can speak about whatever number they want to speak to.
That’s just it. When we spun oﬀ Southern Freight Lines from Tim Ables Trucking, we had about 25 assets and 3 personnel. Now we are running about 55 assets, still with just 3 personnel.
It has enabled us to work smarter and not necessarily harder in getting things accomplished. Dispatch appreciates not having to manually send information as much as they had to before. It’s one thing to utilize QuickBooks and spreadsheets, but when it’s all in an integrated system it really helps.
When we first began, drivers would put their miles on a sheet of paper. You either trust them or you don’t. Being able to pull miles out of Axon helps compare what’s written on the sheet, as well as just utilizing what’s in Axon. People make mistakes, but that’s where it comes in handy to be able to audit that information and make sure it’s right. Everything is there and it’s easy on the eyes. That’s what I really like about it – it doesn’t look like an old DOS spreadsheet. It’s an attractive report, so it has really helped with transparency.
Yes. We run our weekly numbers for the revenue on each truck, and we have the ability to pull an order history report. We can see the profit we are making off each customer. When all those inputs are taken into account, it’s very beneficial.
We might only be making this per mile off this customer, but when another 2 customers are tagged on with backhaul versus forward haul, we have a pretty fair comparison as far as what’s profitable and what’s not: in the near term or long term, what might need to be cut, or what rates need to be adjusted.
Well, part of me thinks we would have tried to make it work with 3, but that would just work for the short term. Longer term it wouldn’t.
There is only so much you can do with QuickBooks. It’s just accounting software, so you rely on self-generating pro numbers to build the truck loads. There’s extra data entry in what dispatch does, which wouldn’t work on QuickBooks. And you have to make sure that information gets input by hand into QuickBooks by your invoicing, payables, or payroll department.
We would probably need 2 more people just to make it work. Considering the margins that we make on the freight side, there’s only so much you have to work with. That would really kill our bottom line.
The data flow downstairs might increase, but with how we’re scanning in information, invoicing is going to be just audit and click a button. That might take an additional hour over the course of a week.
We feel that if we gear up to having 75 assets, we can still manage with the current payables, invoicing, and payroll department that we have. Dispatch is the only adjustment we’d have to make – probably add one additional dispatcher, just making sure the right information is input.
Arguably, considering that we would have to have 2 more staff if we were in the old system, I’d say the software’s initial investment paid for itself in the first 2 1/2 months.
It’s completely simplified, versus having to go through a spreadsheet and QuickBooks. Give us an order number or somewhat of a reference number, even point A to point B, and we can get that information in a matter of 30 seconds.
I think if you’re not using Axon and you’re in the trucking industry, then you are losing money, because there are so many advantages and benefits that could be gained from having it.
WHY CAN’T I RECONCILE MY INVENTORY REPORT WITH MY INVENTORY ACTIVITY REPORT?
Check to make sure that the Date on the Inventory Activity Report is either Date > all or Date > less than or equal to > today’s date
Parts with Serial Numbers are treated differently in the two reports.
If a part is taken out of Inventory for a serial number but was not entered with a serial number, it will not be included in the Quantity on Hand in the Inventory Report, but it will be included in the Quantity on the Inventory Activity Report
Check to see if you have changed the Category of a part.
The Inventory Report lists parts according to the Category they are in when you run the report.
The Inventory Activity Report uses the Category that was assigned to the part at the time the transaction occurred
MULTIPLE OPTIONS FOR YOUR BILLS OF LADING
You can now set up different report layouts for your Bill of Lading in Trucking Setup Options. Here are some of your choices:
- The standard BOL Format is the one to use if you want to print an 81/2 x 11 BOL containing the information for all your picks and drops.
- The standard header provides blank spaces for handwriting the name of the tractor and driver. Or you can customize the header with your own choice of fields.
- Decide which pick/drop fields you want to include.
- Set up columns for Other Charges and/or ACE commodities.
- Choose the Print Totals checkbox if you only want to display the total dollar figures.
- Enter any legalities (e.g. legal liability) you want to include in the footer.
- Axon Link App users can choose to print a signature on the BOL.
- You can print up to 4 copies and add information to identify each page (e.g. Driver Copy).
HOW DO I ENTER A DISCOUNT?
Do you give your customers a discount if they pay their bills promptly? There are several different ways to set this up in Axon software.
Company-wide Discount: To set up a universal discount that applies to all or most of your customers, enter a percentage (e.g. 10%) if paid within a certain number of days (e.g. 15) in the Receivables Setup Options. Then choose the Allow Discounts checkbox on the Business Partners > General tab > Customer Settings.
Individual Customer Discount: You can also set up individualized discounts on
the Business Partners > General tab > Customer Settings. Discounts entered on the Business Partners screen will take precedence over the company-wide default set up in Receivables Setup Options.
Manual Discount: You can manually apply a discount to an individual invoice. Enter the invoice on the Payments and Credits screen. Choose the Discount checkbox and check to make sure that the After Discount amount is correct.
Payments: When you add an Invoice to a payment, the Discount checkbox will fill in automatically if the payment meets the conditions you have set up. These are default settings and can be changed or removed on individual invoices. Once the customer payment has been saved, a credit will be set up for the discount amount.
RECORDING & TRACKING PURCHASES
Are you looking for an eﬃcient, ﬂexible system for recording and tracking your purchases? Then, Axon’s software system may be just what you need. With Axon’s purchase order app, you can see at a glance how many items were ordered, how many were received, and how many have been invoiced.
Best of all, the purchase order module is completely integrated with your trucking and accounting operations. There are no delays, no duplicate entries, and no time wasted.
Once your purchases have been marked as received, the system generates the journal entries and the items are transferred to Pending Accounts Payable. The system updates your Inventory with any inventory purchases and you can assign expenses to an order, trip, or project as needed.
The Match to Purchase Orders button is a convenient way to link an invoice to a particular purchase order and ensures there are no duplicate entries. Once this step is completed, the items are transferred to Accounts Payable.
Axon provides you with a number of ready-made reports to review both past and current purchase orders.
Special Free Oﬀer!
Want to learn how to put more money on your bottom line while spending far less time working at it than you do now? Call now 1.800.567.8385 or fill out our form below to reserve a copy of the free book: “HOW WE TRIPLED OUR FLEET SIZE WITHOUT ADDING ANY OFFICE STAFF!” In this amazing book, you’ll discover:
- How properly integrating your dispatch and operations software with your back‐office systems can slash your current office staff’s workload in half!
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- What most trucking software companies don’t want you to know about their so‐called “Real‐Time” systems that could cost you thousands of dollars every month.
- Why integrating your Accounts Payable transaction entries with your operations software will save you over half a week of work—every month.
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