In addition to the standard verbiage that you can update on your BOL, you can also add additional digital paperwork to it. These addendums can range from anything as simple to just a policy that you want to add, to waivers, to checklists, and more.
Some regions may require these addendums, while others may have it optional, if you're ever unsure -- we recommend reaching out to your local authority.
To access this part of the system, you would need to go to Manage -> Estimate Settings -> BOL/Invoice
Once you've opened the main BOL page you'll see a page similar to the one below:
Clicking on Second Step: Addendum will bring you to the following page:
The above image is what you'll see if your company hasn't uploaded any addendums yet. Otherwise, if your company has uploaded addendums previously, then they'll be listed on the page.
From here, to create a new addendum for your BOL, you just need to click on New Addendum located towards the right of the screen. (Highlighted in Red)
After clicking on New Addendum, we'll be taken a page like the one below -- with the main parts highlighted:
Name (Red): The name of the addendum - This what will appear on the dropdown list when your crew is trying access the addendum on the digital BOL.
Data (Blue): The body of the addendum - This is where you put the information that the addendum will contain. You modify the body using images, coding, etc.
Actions (Purple): Once the addendum is done, you can click on Create Addendum to add it to the list, or Back to cancel out of it without saving.
Short Codes (Gold): This a list of codes that our system recognizes to provide certain information, or editable fields, when you use that code in the addendum. (The screenshot above does not contain the full list of code options.) When using these codes, keep in mind that you'll need to use a test BOL to see how the output of the code appears.
Clicking Create Addendum will take you a page where you'll view an example of what you created, and how it looks on the back-end.
You can use this as a quick check to see if you've missed anything. If so, simply click on the "Edit" button; if everything looks good to go, then click on "Back".
Now that we've gone through how to make an addendum, let's revisit the main page that lists your available addendums.
Active/Archived (Red): Swaps between your Active and Archived Addendum lists
Name (Light Blue): Listed names of your created addendums
Actions (Purple): Clicking the "Eye" allows you to preview the addendum, the "Pencil" will take you straight to editing the addendum, and the "File Box" will archive the addendum
Status (Orange): This switch enables or disables an addendum on your BOL. By default, all newly created addendums will be toggled on.
New Addendum (Gold): Begins the process of creating a new addendum
Selected Branch (Steel-Blue): Allows you swap between branches, so you can have separate addendum management for each branch in your system.
Viewing Your Addendums
Once you've created your addendums, it is recommended that you do a test estimate and then book it so you can see how it looks on your BOL. For the purposes of this article, we'll be using the web browser version of the BOL, but we do also recommend checking it on the MoveitPro app as well.
Once you've opened up the BOL in the browser, you'll want to click on the addendum drop-down (highlighted in red).
Selecting the appropriate one from the list will open it up for you. The example addendum shown earlier in the article is what we'll see below:
As we can see here, instead of the code being shown, as mentioned above, it'll show the actual output here. From here you can go back to the addendum and make any changes if you feel the spacing, colors, etc. might not match what you're looking for.
Important Notes
Addendums that you create are available on every BOL after the addendum was created.
If you have any issues with creating your addendums, or if you'd prefer to just send us an example of your desired addendum for us to add in for you, we're always glad to assist!
When using the short codes that contain numbers such as %esign1%, the number represents a unique box. So, you if need 2 signature boxes on the same addendum, you'll need one coded as %esign1% and the other as %esign2%
The final number in the short code table represents the maximum number of that type of code that can be used per addendum. For instance: the esign short code ranges from 1 to 30, meaning that you can only have up to 30 signatures on that one addendum, using that specific short code. (This does not prevent you from using other numbered codes, each maximum is unique to each code)
If you use the required signature short code, it will not allow you, or your crews, to submit the BOL without collecting the signature(s) that you marked as required. (The Proapp version of the BOL will notify you of which signature still needs to be filled out if you try to submit the BOL prematurely)