Entering order header information

The order header is located at the top of the Order Maintenance window. It consists of fields that apply to all stops and freight.

image1

You use this part of the window to enter key billing information, such as:

  • Bill To company

  • Revenue classifications

  • Reference numbers, such as a bill of lading number

Field definitions

Information is entered in these fields.

Required: *

Field Definition

Order By *

The ID of the company that placed the order.

Note: You can use these features when entering a company ID:

  • Instant best match

    Type the first letter of the Company ID. The system displays a drop-down list of companies that match your entry.

    Click the desired company.

    image2

  • Scroll window

    Click image3 View Scroll to open the Company Scroll window.

    image4

Bill To

The ID of the company that is to be billed for the shipment.

Notes:

  1. Although a Bill To company is not required to save an order, it is required to invoice an order.

  2. When entering a company ID, you can use the instant best match feature or the View Scrolls button. These features are described in the field description for Order By.

  3. You can use the [Misc]PreventUnknownBillTo setting to require the entry of a valid company ID in the Bill To field. For more information, see Preventing the use of UNKNOWN as a valid Bill To ID.

Ref

Recording reference number information involves the use of two fields and a button:

image5

  • First field: Select the reference number type.

  • Second field: Record the reference number.

  • Ref button: If more than one reference number is needed, click Ref. It opens a dialog box in which multiple order header reference numbers can be can added, edited, or deleted.

Contact

The name of the contact at the company that ordered the shipment and/or will be billed for it.

Remarks

Free-form text that applies to the order.

Status *

Specifies an order’s type and status.

  • AVL - Available
    The order is ready for dispatch.

    This status is automatically assigned when an order is first saved.

  • QTE - Quote
    The customer has made a tentative request for service, but it is not yet certain that the order will be processed. An order with this status cannot be dispatched.

    This status must be set manually.

    If the customer decides to go ahead with the order, change the status from Quote to Available.

  • MST - Master
    This order is to be used as a template that will be copied to create other orders. An order with this status cannot be dispatched.

    This status must be set manually.

    For information on creating a master order, see Creating a new master order.

Note: These statuses are relevant for a new order, but during the order’s life cycle other statuses may apply, such as Planned, Dispatched, Started, or Completed.

Available

The date/time the order is available for dispatch.

Note: By default, this is the date/time you initiated the new order.

RevType1 - 4

The revenue classification(s) that are appropriate for the order.

Notes:

  1. Classifying orders allows you to track the revenue collected for different types of loads.

  2. The names and options for these fields are user-defined. They are set up in the RevType1 - 4 labels in the Edit User Definable Fields window.

  3. You can use the [Order]SetRevType1-4DefaultFrom settings in your TTS50 to specify that the RevType1-4 fields be automatically populated with the option recorded in either the Bill To, Shipper, or Consignee company’s profile.

  4. You can use the [Order]ForceRevType1-4 settings in your TTS50 to specify if the RevType1 - 4 fields can be left as UNKNOWN.

Bk: RevType1

By default, this field displays RevType1 options. Typically, this field is used to associate the order with the terminal that booked it.

Inv Status

The current invoice status.

This status indicates how far the order has progressed in the billing process. The options are:

  • Pending

    The order will be billed in the future, but it is not ready for invoicing at this time.

This status is automatically assigned to an available order when it is first saved.

  • Available

    The order is ready to be billed and is now accessible in the Invoicing application.

    This status is automatically assigned to an order when it has an order status of Completed.

  • Prepared

    An invoice has been created for the order.

  • Don’t Invoice

    The order is not to be billed and is not accessible in the Invoicing application.

    This status must be set manually.

Accessory Tra

Custom field.

TrlType1

Identifies the TrlType1 classification for the trailer that is to be assigned to the order.

Notes:

  1. To help your company track revenue brought in by different types of trailers, the system allows you to classify trailers into four trailer categories. These categories, called Trailer Types, are defined by your company for its own use.

  2. Your company determined the field name displayed for TrlType1 when it set up this class in the TrlType1 label in the Edit User Definable Fields window. TrlType1 is further subdivided into trailer categories.

Priority

The dispatch priority to be given to the order.

The system code options available from the drop-down list are:

  • High Priority

  • Medium Priority

  • Low Priority +

Notes:

  1. Priority options can be added in the OrderPriority label.

  2. You can use the [Order]SetPriorityDefaultFrom setting in your TTS50 to specify that the Priority field be automatically populated with the option recorded in the Bill To, shipper, or consignee company’s profile. For more information, see Setting default values in the order header.

EquipmConfig

Custom feature.
Table 1. Field definitions for read-only fields
Field Definition

Miles

Total billable miles. This number is for miles for all stops on the order.

Miles OD

Miles between the origin and destination. This number does not include miles for intermediate stops.

Booked

The date/time the order was taken.

Note: By default, this is the date/time the order is first saved.

Booked By

The user ID of the person who entered the order into the system.

Stops

Total number of stops recorded for the order.

Scroll image6 buttons are shown to the right of three fields in the order header. Each button allows you to access a scroll window to do a search for records identified by the field name.

  • Order: Button opens the Scroll Orders window.

  • Order By: Button opens the Scroll Companies window.

  • Bill To: Button opens the Scroll Companies window.

The advantage of the buttons is that you:

  • Do not have to go to the Tools menu.

  • Can double-click on the record you want. The system then inserts the record ID in the field for which you performed a search.

The Save button is located to the left of the Remark field. It has three states:

image7

Gray

No changes have been made to the order.

image8

Yellow

Changes have been made and a save is needed to retain them. No potential errors exist at this time.

image9

Red with a yellow exclamation mark

Changes have been made and problem(s) exist. Correction is needed before the order can be saved. You can hover over the button for a brief explanation of the problem. If you attempt to save anyway, the system will display the Save Warnings window, which lists the issues.

image10