Multi-Office¶

Run several offices (branches) in one UTX Freight account: each office keeps its own orders, invoices and checks, while customers, drivers, equipment and other master data are shared.

Overview¶

Multi-Office is an add-on (Pro Module). UTX turns it on for your account; it is not a toggle in Settings. See Add-ons & Options.

Offices are set up by UTX. Admins can see the list of offices under Manage Offices, but cannot create, rename or delete an office.
Admins are added automatically to every new office when UTX creates it. Other staff are given offices by an Admin on their person record.
The office switcher in the top bar lets you move between the offices you belong to. You always work "in" one office at a time.
Orders, invoices and checks belong to one office. You only see the ones of the office you are currently working in.
Master data is shared. Customers, shippers / receivers, drivers, equipment, terminals, zones, charge types and the other lists are the same in every office.
Transfer to Office moves an order that is not invoiced to another office.
Reports, statements and the invoicing reminder are calculated per office. The container tracking digest email is split by office.

Quick Start¶

Check the office name in the top bar. That is the office you are working in.
To change office, click the office name and pick another one. The page reloads with Switched to the <office name> office.
Create orders, invoices and checks while you are in the office they belong to.
To move an order to another office, open its caret menu and click Transfer to Office. See Transferring an order.

Access & Permissions¶

Role	Manage Offices (view list)	Office switcher	Transfer to Office
Admin	Yes (view only)	Yes, between the offices on their user	Yes, to offices on their user
Manager	No	Yes, between their offices	Yes, for orders of their offices, to their other offices
Dispatch / Customer Service	No	Yes, between their offices	Yes, for orders of their offices, to their other offices
Accountant	No	Yes, between their offices	Only when order management is turned on for Accountants (on by default; ask UTX support to change it). See User Roles
Customer	No	Yes, between their offices (see Customer Portal)	No
Garage	No	No	No

The switcher needs two offices

The office switcher only appears when the Multi-Office add-on is on and your user belongs to more than one office. With a single office on your user, you always work in that office and there is nothing to switch.

How to get there:

Office switcher: the office name with the icon in the top bar, to the left of Feedback.
Manage Offices: click your name at the top of the screen to open the user menu, then click Manage Offices (Admins only). See Navigation & Account.
Transfer to Office: the caret menu next to an order's status button, on the Orders list and the Dispatch board.

Manage Offices (Admin)¶

Manage Offices shows one row per office in your account. The page is read-only: there are no add, edit or delete buttons.

Column	What it shows
Name	The office name, as shown in the office switcher
Orders	Number of orders that belong to the office
Invoices	Number of invoices issued by the office
Companies	Number of customer companies. With Multi-Office on, customers are shared, so every office shows the same total
Users	Number of people (staff and customer contacts) assigned to the office

New offices are created by UTX

To open a new office or rename one, contact UTX support. When UTX creates an office, every Admin user is added to it automatically. Offices cannot be deleted, to protect the orders and invoices linked to them.

Admins added later are not in older offices

The automatic assignment happens only when the office is created. An Admin user created afterwards must have the offices checked on their person record, like any other staff member.

Giving people access to offices¶

An Admin assigns offices on the person record:

Open the person under their company and click Edit Person.
Check the Offices the person works in.
Click Save Changes.

Only Admins see the Offices field, and only for people of your own company (staff), not for the account owner. When you invite a person (staff or customer contact), they are added to the office you are working in. Customer contacts cannot be moved to another office from Edit Person. The field hint reads Do NOT assign more than one office to customers. See People & Invitations.

Switching Offices¶

Click the office name in the top bar.
The list shows your offices. The current one is in bold with a green check mark.
Click another office.

You return to the page you were on, now showing the new office's data, with the message Switched to the <office name> office.

Which office am I in?

The office name is always shown in the top bar switcher, and next to your company name at the top left (Company | Office).
The top bar has a different color per office: the first office keeps the standard dark bar, the next ones get dark blue, dark green, dark burgundy, dark amber and dark teal, in the order the offices were created. With more than six offices, the colors repeat.
On the mobile layout, the header shows your company name followed by the office name.
The Edit Order (Quick Edit), Dispatch Order, Complete Order and appointment modals show the order's office next to the title, and the full order form shows a read-only Office line.
The Duplicate dialog says New order(s) will be created in: <office>. Duplicates are always created in the office you are in. See Order Duplication.
The Container Alerts page shows the current office name next to its subtitle.

Your choice is kept for the session

The office you pick stays selected while you are signed in. If you are removed from that office, UTX Freight puts you back in your first office.

What Is Shared and What Is Per Office¶

Per office¶

These records belong to one office. Lists, counters and searches only show the current office's records, and new records are created in the current office.

Record	Notes
Orders	The Orders list, its counters and the Dispatch board show only the current office. See Orders and Dispatch
Invoices	A new invoice belongs to the office you are in. See Creating Invoices
Checks	A new check belongs to the office you are in. See Expenses & Checks
Saved AR Export reports	The Generated Reports list is kept per office. See Aged Receivables
Garage data and settings	Garage customers, equipment, parts, job templates, work orders, invoices and garage settings are kept per office. See Garage Overview and Garage Settings & Taxes

Searching from the wrong office

An order search only looks in the current office. If a container search finds nothing, the Orders page shows No orders found for "…" in <office>. with the hint Try switching to another office using the menu above.

Shared by all offices¶

With Multi-Office on, these lists are the same in every office. A record created in one office is immediately available in the others, and users manage them regardless of which office they are in (within the limits of their role).

Customers (companies) — see Managing Customers
Shippers / Receivers — see Shippers & Receivers
Brokers — see Lookup Lists
Drivers — see Mobile Users
Equipment and Equipment Types — see Equipment
Terminals — see Managing Terminals
Cities and Zones — see Zones & Cities
Container Sizes and Steamship Lines — see Lookup Lists
Document Types — see Order Documents & POD
Expense Types and Charge Types — see Charge Types & Taxes
Move Locations — see Order Legs & Move Locations
Taxes (the Manage Taxes list) — see Charge Types & Taxes
Container statuses — see Container Statuses

Place the order on behalf of: on the full order form (new order and Edit Order page), the list shows the active people of every customer, whatever office they belong to. In the Edit Order (Quick Edit) and Dispatch Order modals, the list only shows people assigned to the office you are in.

Shared, but still created in an office

A customer, driver or other shared record is saved with the office you were in when you created it. That does not limit who can see or use it while Multi-Office is on.

Transferring an Order to Another Office¶

Use Transfer to Office when an order was entered in the wrong office, or when another office takes over the work.

Make sure you are in the office the order currently belongs to.
On the Orders list or the Dispatch board, open the caret menu next to the order's status button and click Transfer to Office.
The dialog Transfer Order #<order number> asks you to Select the target office for this order. Pick the office.
Click Transfer Order (or Cancel).

The order disappears from the current office's list and a message confirms Order #<order number> transferred to <office>. In the target office, the order shows a blue Transferred badge under its status. Hover over the badge to see Transferred from <office>.

What the transfer does:

The order moves to the selected office and keeps an internal record of the office it came from (shown by the Transferred badge). The dialog notes: The order and all its charges will move to the selected office. This action is recorded in the audit trail.
The order's status does not change.
The list only offers offices you belong to, other than the one you are in. If you belong to only one office, the menu item is not shown.

Invoiced orders cannot be transferred

When an order is on an invoice, the menu item is greyed out as Transfer (Invoiced) (hover text: Cannot transfer an invoiced order). Remove the order from its invoice first if it really belongs to another office. See Invoices.

Reports, Statements, Alerts and Emails¶

Feature	Behaviour with Multi-Office
Reports: Income by Customer, Income by Shipper, Delivery by Zone, Daily Income, Order Sales / Profit, Drivers Delivery Report	Show only the current office's orders or invoices. Switch office to see another office. See Reports
Customer Reports	Lists every customer (customers are shared). Statements emailed from it are per office (see below)
Sales per Month	The monthly figures are precomputed separately for each office, from that office's invoices. The page shows the current office's figures
Aged Receivables (AR) (Standard report)	Counts only invoices issued by the current office
AR Export (Performance report)	Saved reports and the one-report-per-month rule apply per office. See Aged Receivables
Customer statements (manual Email)	The attached PDF or Excel statement covers only the invoices of the office you are in. The subject ends with `- <Office name>`. See Customer Statements
Automatic statements	One statement per office, sent only for offices where the customer has an unpaid balance. At most 20 statements are sent per run. See Automatic Statements
Invoicing reminder email	One email for all offices, with the subject Invoicing Reminder (All Offices) - <date> and one section per office. Offices with no late or undated uninvoiced orders are left out, and no email is sent if no office has any
Container Alerts page	The alert list and the Unread, Ready for Pickup, Customs Released and Departed cards cover orders of the current office plus alerts that have no order
Container tracking digest email	Every subscriber gets the same email, whatever their offices, with alerts grouped under a heading per office. Alerts with no order are under Unassigned

Who receives the invoicing reminder

The invoicing reminder is sent on Mondays, Wednesdays and Fridays to the active Admins, Managers and Accountants, whatever their offices. The office sections let each team find its own late orders. See Container Alerts for the tracking digest.

FAQ / Troubleshooting¶

I don't see the office switcher¶

Solution

The switcher only appears when the Multi-Office add-on is on and your user belongs to more than one office. Ask an Admin to check the Offices on your person record.

How do I create a new office?¶

Solution

Offices are created by UTX. Manage Offices is a read-only list. Contact UTX support with the name of the new office. All existing Admins are added to it automatically; add other staff to it from their person record.

An order or invoice has disappeared¶

Solution

Check the office name in the top bar. Orders, invoices and checks only appear in their own office. Switch office, or look for a Transferred badge in the other office if someone moved the order.

Transfer to Office is missing or greyed out¶

Solution

Greyed out as Transfer (Invoiced): the order is on an invoice and cannot be transferred.
Missing: you belong to only one office, your role cannot transfer orders (Customers and Garage users never can; Accountants only when order management is turned on for them), or Multi-Office is not on.

The Companies count is the same for every office¶

Solution

This is expected. With Multi-Office on, customers are shared by all offices, so Companies on Manage Offices shows the same account-wide count of company records on every row.

A customer received two statements¶

Solution

Statements are per office. A customer billed by more than one office can receive one statement per office, each covering only that office's invoices. The office name is at the end of the subject.

Best Practices¶

Best Practices

Check the office name (and top bar color) before creating orders, invoices or checks.
Transfer orders before invoicing them. Once on an invoice, an order cannot change office.
Give customer contacts one office only.
Remember that customers, drivers, equipment, charge types and the other master lists are shared: a change made in one office affects every office.
Use the Standard Aged Receivables (AR) report for per-office receivables.