Setup Checklist

The setup checklist is a built-in page that checks your UTX Freight system and tells you, step by step, what still needs to be set up before you can raise a correct invoice.

Overview

• The checklist lives at the top of the left menu, for Admin and Manager users only. Its menu label is Getting started, Setup check or Setup complete, depending on where your system is.
• It has 6 stages and up to 20 steps, from pricing your zones to sending your first invoice.
• Every step is checked automatically against the data in your system. You do not tick steps off by hand. The one exception is the two steps that offer a Looks right to me button.
• While required steps are still open, exactly one step is marked Do this next: the first required step that is not done yet. Optional steps are never marked Do this next.
• Some steps are Optional. You can skip them and still invoice, and they are not counted in the progress bar.
• The checklist covers your whole system, not one office. Counts include every office.

For a walkthrough of creating your first customer, contact and order by hand, see Getting Started.

Quick Start

1. In the left menu, click Getting started (or Setup check).
2. The step marked Do this next is already open on the right.
3. Read What we found and How to do it, then click the button at the bottom of the panel (for example Open Zones) to go and do the work.
4. Come back to the checklist. The page re-checks everything each time it loads, so the step shows Done as soon as the work is saved.
5. Repeat until the title reads Your setup is complete.

Access & Permissions

Role	Access
Admin	Sees the menu entry and can open the checklist. Can complete every step.
Manager	Sees the menu entry and can open the checklist. Some steps point to pages a Manager cannot open (see the warning below).
Dispatch, Accountant, Customer Service, Customer, Garage, drivers and other users	No menu entry. If they reach the checklist page some other way (for example from a saved link), they are sent to the home page with the message You do not have access to the setup checklist.

Navigation: left menu Getting started / Setup check / Setup complete (the first item in the menu).

Some steps lead Managers to pages they cannot open

Three steps send you to pages that only Admins can use:

• Add your GST, QST and NIR numbers and Your email is configured use the Open Settings button.
• Check what your website says uses the Open Manage Content button.

A Manager can see these steps but cannot open those pages. Ask an Admin to fill in the tax numbers. A Manager can still use Looks right to me on Check what your website says.

See User Roles for what each role can do.

The Menu Entry

The checklist's entry in the left menu changes its label and icon as your setup progresses.

Label	When it shows	Icon	Tooltip (on hover)
Getting started	No invoice exists yet, and required steps are still open		N steps before your first invoice
Setup check	At least one invoice exists, and required steps are still open		N things still to set up
Setup complete	Every required step is done	(green)	Everything on the setup checklist is done

N is the number of required steps still open. Optional steps are never counted.

The entry stays in the menu after setup is complete, so you can come back and read the checklist at any time.

The menu entry can take up to 5 minutes to update

To keep every page fast, the menu label and count are refreshed at most every 5 minutes. The checklist page itself always shows the current state. If you just finished a step and the menu still shows the old count, open the checklist page to see the true state. The menu catches up within 5 minutes.

Saving the Application Settings page (for example, adding the tax numbers) or clicking Looks right to me refreshes the menu entry, so it is up to date on the next page you open.

The Checklist Page

Title and progress

The heading at the top of the page depends on where your system is:

Situation	Title	Text under the title
No invoices yet	Get your company to its first invoice	The shortest path to your first invoice. Anything marked Optional can wait.
Already invoicing, steps still open	What is still not set up	You are already invoicing, so nothing here is urgent - but each of these is either costing you money or waiting to. Anything marked Optional can wait.
Every required step done	Your setup is complete	Everything on this list is done. It stays here if you ever want to read it again.

Below the title:

• A progress bar with the text X of Y done. Y is the number of required steps (16, or 17 with the fuel surcharge add-on). Optional steps are left out of both numbers.
• A summary line:
  • Before your first invoice: N steps between you and your first invoice
  • Once you are invoicing: N things still to set up
  • When complete: Everything is set up.
  • If any required step in Stage 1 (Set your prices) is still open, the line adds · N of them decide what you can charge.

Step list (left) and panel (right)

The page is split in two:

• Left: the step list. Steps are grouped under their stage heading, for example Stage 1 Set your prices. Each stage heading shows X of Y done, plus N optional if the stage has optional steps. A stage whose required steps are all done shows a ✓ before its count and collapses, unless the panel is showing one of its steps. Click a stage heading to open or close it.
• Right: the panel. Shows the details of the selected step. When you open the page, the panel shows the Do this next step (or the first step, once everything is done).

Click any step in the list to show it in the panel. Once a step in the list has keyboard focus, you can also use the ↑ and ↓ arrow keys to move up and down the list (the hint ↑ ↓ to walk the list shows under the page). The arrow keys skip steps inside collapsed stages.

Each step in the list shows a mark, its name and a badge:

Mark	Badge	Meaning
✓	Done	The step is done.
✓	Done · check	The step is done but has a warning worth reading. The warning shows under the step name with a ⚠ sign.
▶	Do this next	The first required step that is not done. Only one step has this badge at a time.
○	Optional	An optional step that is not done. You can skip it.
○	(no badge)	A required step that is not done, further down the list.

Steps that are not done also show a short finding under their name, for example No customers yet.

What the panel shows

Part	What it contains
Stage and state	The stage number followed by Done, Do this next, Optional or Still to do.
Step name	The name of the step, for example Set the price of each zone.
What we found	What the checklist found in your system, for example 3 of 5 zones priced. A warning, if any, shows here too.
Why	A short paragraph explaining why the step matters.
How to do it	Numbered instructions.
Button	Takes you to the page where you do the work, for example Open Zones. Open Feedback opens the Feedback form in a pop-up instead of leaving the page.
Looks right to me	Only on Check your charge types and Check what your website says. See Looks right to me.

Stages and Steps

The steps appear in this order. The Done when column is the exact rule the checklist uses to mark a step done.

Stage 1 — Set your prices

Step	Button	Done when
Your cities are loaded	Open Cities	At least one active city exists. Cities are loaded when your system is built, so this is normally already done.
Set the price of each zone	Open Zones	At least one active zone has a price above $0.00.
Put the cities you deliver to in a zone	Open Cities (with the Shipping filter)	Every city you have delivered to has a zone. Also done if you have no deliveries yet.
Set the default rate on your terminals	Open Terminals	A charge type is set as Use as default for: Terminal Fee, and at least one active terminal has a default rate above $0.00. Both are needed.

Zones at $0.00

Set the price of each zone is marked done as soon as one active zone has a price. If other active zones are still at $0.00, the step shows Done · check with the warning N active zones still have no price and will invoice at $0.00. An order delivered into one of those zones is invoiced for nothing, with no other warning. Price those zones, or disable the ones you do not use. See Zones and Cities.

Put the cities you deliver to in a zone only counts cities that a delivery address on one of your orders points to, not the full city list. The Shipping filter on the Cities page shows the same list. A city with no zone prices at $0.00.

For terminals, see Managing Terminals and Charge Types and Taxes.

Stage 2 — Who you haul for

Step	Optional	Button	Done when
Add your first customer		Open Customers	At least one active customer company exists. Your own company does not count.
Add a contact at that customer		Open Customers	At least one active user with the Customer role exists.
Add your shippers and receivers	Optional	Open Shipper / Receiver	At least one active shipper/receiver exists, and every active shipper/receiver has a city set.
Set special prices for a customer	Optional	Open Customers	At least one customer has a negotiated price on a zone.

Adding a contact sends an invitation

Saving a new person emails them an invitation straight away. See People and Invitations.

A shipper or receiver with no city set prices at $0.00, however well your zones are set. See Shippers and Receivers.

Stage 3 — Your yard

Step	Optional	Button	Done when
Add one chassis		Open Equipments	At least one active piece of equipment (of any type) exists.
Add one driver		Open Mobile Users	At least one active mobile user with the Driver or Broker role exists.
Add your office staff	Optional	Open Customers	At least one active user with the Dispatch, Accountant, Manager or Customer Service role exists.

See Equipment and Mobile Users. Office staff are added as people on your own company, at the top of the Customers list.

Stage 4 — What appears on your invoice

Step	Button	Done when
Add your GST, QST and NIR numbers	Open Settings	GST Number and QST Number (under Invoice Settings) and NIR Number (under POD Settings) on the Application Settings page are all filled in.
Set this month's fuel surcharge	Open Fuel Schedule	A general (not customer-specific) monthly fuel surcharge rate exists for the current month. Only shown when your system has the fuel surcharge add-on. To have it turned on, ask UTX support.
Check your charge types	Open Charge Types	At least one active charge type was changed more than one minute after it was created, or someone clicked Looks right to me.
Check what your website says	Open Manage Content	Someone clicked Looks right to me. Editing the pages does not mark this step done on its own.
Your email is configured	Open Settings	Always done. Email sending is set up when your system is built. The step is there so you can check where customer replies go.

These are your registration numbers, not tax rates

The GST, QST and NIR numbers are your own registration numbers, printed on every invoice and proof of delivery. The tax rates are already set. The What we found line names whichever numbers are still blank, for example QST and NIR numbers are still blank.

The fuel surcharge does not carry forward

The fuel step checks the current month only. At the start of each month the step goes back to not done until you add that month's rate. Without a rate, orders are built with no fuel charge. See Fuel Surcharge.

Check your charge types counts only active charge types, and leaves out any charge type set as Use as default for: Fuel Surcharge (the monthly fuel rates). Editing a fuel rate therefore does not complete this step.

Stage 5 — Your first invoice

Step	Button	Done when
Create your first order	Open Orders	At least one order exists.
Dispatch it to your driver	Open Dispatch	At least one order has a driver (mobile user) assigned.
Invoice it and email it to yourself	Open Invoices	At least one invoice exists.

When you create the order, watch the price appear as you choose the delivery address. If it shows $0.00, go back to Stage 1. See Orders, Dispatch and Creating Invoices.

Your first invoice changes the checklist's wording

As soon as one invoice exists, the menu label changes from Getting started to Setup check, and the page title changes to What is still not set up. The steps and rules stay the same.

Stage 6 — Tell us how it went

Step	Button	Done when
Send us a note when you are done	Open Feedback	At least one Feedback note exists in your system, sent by any user.

Open Feedback opens the same Feedback form as the Feedback button in the bar at the top of every page.

Looks right to me

Two steps start with pre-filled content, so there is no blank value for the checklist to detect:

• Check your charge types
• Check what your website says

If you have reviewed them and they are fine as they are, click Looks right to me in the panel.

1. Select the step in the list.
2. Review the page behind the button (Open Charge Types or Open Manage Content).
3. Back on the checklist, click Looks right to me.
4. A confirmation asks: Mark "step name" as checked? You can still change anything on that page later.
5. Click Yes, it looks right (or Cancel).

The step is marked Done, the next step becomes Do this next, and the step list, progress bar and summary update without reloading the page. The menu entry updates on the next page you open. The panel then shows Confirmed time ago, for example Confirmed 3 minutes ago. What we found reads N charges, confirmed as they are or N pages, confirmed as they are.

The button only shows while the step is not done. On Check your charge types, if you have already edited a charge type, the step is done and the button does not appear.

If the confirmation cannot be saved, this message appears next to the button: Could not save that. Nothing was changed - tell us if it keeps happening.

Confirmations apply to the whole system

A confirmation is saved once for your whole system, not per user or per office. There is no button to undo it.

FAQ / Troubleshooting

I finished a step but the menu still shows the old count

Solution

The menu entry can take up to 5 minutes to update. Open the checklist page: it is always up to date. The menu catches up within 5 minutes, or on the next page you open after saving the Application Settings page or clicking Looks right to me.

I get "You do not have access to the setup checklist."

Solution

The checklist is for Admin and Manager users only. Ask an Admin to check the step for you, or to change your role. See User Roles.

As a Manager, I cannot open Settings or Manage Content from the checklist

Solution

Settings and Manage Content are Admin-only pages. Ask an Admin to add the GST, QST and NIR numbers. For Check what your website says, you can click Looks right to me if the website text is correct, or ask an Admin to edit it.

"Set the price of each zone" says Done · check

Solution

At least one zone is priced, but other active zones are still at $0.00 and will invoice for nothing. Open Zones, price the zones you deliver into, and disable the ones you do not use.

The counts include another office's data

Solution

This is expected. The checklist asks whether the whole system is ready to invoice, so it counts every office, not just the one you are working in. See Multi-Office.

"Set this month's fuel surcharge" was done last month and is open again

Solution

The step checks the current month only. Add this month's rate on the Fuel Schedule page. See Fuel Surcharge.

I edited my website pages but "Check what your website says" is still open

Solution

This step is only marked done when someone clicks Looks right to me. Editing the pages does not complete it.

The checklist entry is missing from my menu

Solution

The entry only shows for Admin and Manager users. If you are an Admin or Manager and the entry is missing, reload the page. If it is still missing, contact UTX support through Feedback.

Best Practices

Getting the most out of the checklist

• Work from top to bottom. Do this next always points at the most important open step.
• Do Stage 1 first. An order in an unpriced zone or a shipper with no city invoices at $0.00, and nothing else warns you.
• Disable the zones, terminals and charge types you never use. They stop being counted and leave the dropdowns.
• Email your first invoice to yourself, not to the customer, and check what arrives.
• Check the checklist at the start of each month if you use the fuel surcharge add-on.