Creating orders

You use the Orders window to enter orders into the system.

To open this window, click Orders.

image1

It contains two primary sections: Order Header and Order Tabs.

image2

  • Order header
    This section contains shipper, consignee, and Bill-To information, summary details about the order, and carrier information.

  • Order tabs
    This section contains tabs that you can use to enter additional information about the order. For example, you can add commodities, view the order status, and add extra charges to the invoice.

Entering basic order information

  1. Click Orders.
    The Orders window opens.

  2. Click New.
    The Shipper Information, Consignee Information, Billing Information, and Summary sections are enabled.

    image3

    Note: An image4 exclamation mark indicates a required field or an incomplete data error. Position your cursor over the exclamation mark to see a brief description of the error.

  3. Make entries in the Shipper Information section.

    Press TAB to move between fields.

    Required field: *

    Read-only field: §

    Field

    Definition

    Code *

    Shipper’s ID

    When you enter the shipper’s ID, the Name, Address, City/St, Zip/Cnty, Serviced, and Terminal fields update automatically.

    Note: For one-off locations, you can leave Unknown in this field. You can update the remaining fields as needed.

    Name

    Shipper’s name

    Address

    Shipper’s address

    City/St

    Shipper’s city and state

    Zip/Cnty

    Shipper’s ZIP Code/Postal code and origin country

    Serviced§

    Indicates how the shipper’s ZIP Code is serviced

    The value is based on the ZIP Code setup in the Terminal Profile.

    Options are:

    • N
      No service (no match found).

    • D - Direct
      Match found with advance carrier - UNKNOWN.

    • I - Interline or A - Agent
      Type of carrier assigned to service the ZIP Code.

    Terminal

    Pickup terminal’s ID

    Hook Preloaded

    Select this check box if the shipper has preloaded the trailer.

    Pickup *

    Pickup window for the order

    Specify the earliest date/time and the latest date/time the order can be picked up.

    Apmt Req

    Determines if an appointment is required to pick up the load

    Select this check box if the shipper requires an appointment.

    Apmt Made

    Indicates that an appointment has been made with the shipper

    This check box is inactive until you select the Apmt Req check box. Selecting this check box opens the Stop Appointments window where you can schedule the appointment.

  4. Make entries in the Consignee Information section.

    Required field: *

    Read-only field: §

    Field

    Definition

    Code *

    Consignee’s ID

    Note: When you enter the consignee’s ID, the Name, Address, City/St, Zip/Cnty, Serviced, and Terminal fields update automatically.

    Name

    Consignee’s name

    Address

    Consignee’s address

    City/St

    Consignee’s city and state

    Zip/Cnty

    Consignee’s ZIP Code/Postal code and origin country

    Serviced §

    Indicates how the consignee’s ZIP Code is serviced

    The value is based on the ZIP Code setup in the Terminal Profile.

    Options are:

    • N
      No service (no match found).

    • D - Direct
      Match found with advance carrier - UNKNOWN.

    • I - Interline or A - Agent
      Type of carrier assigned to service the ZIP Code.

    Terminal

    Delivery terminal’s ID

    Spot Loaded

    Select this check box if the consignee wants the loaded trailer dropped at their facility

    Delivery *

    Delivery window for the order

    Specify the earliest date/time and the latest date/time the order can be delivered.

    Apmt Req

    Determines if an appointment is required to deliver the load

    Select this check box if an appointment is required with the consignee.

    Apmt Made

    Indicates that an appointment has been made with the consignee

    This check box is inactive until you select the Apmt Req check box. Selecting this check box opens the Stop Appointments window where you can schedule the appointment.

  5. Make entries in the Billing Information section.

    Required field: *

    Field

    Definition

    Code *

    Bill To ID

    Note: When you enter the Bill To ID, the Name, Address, City/St, and Zip/Cnty fields update automatically.

    Name

    Bill To name

    Address

    Bill To address

    City/St

    Bill To city and state

    Zip/Cnty

    Bill To ZIP Code/Postal code and origin country

    Terms

    Billing terms

    This field displays the default value from the Bill To company profile.

    Warning: Changing the terms could change the Bill To. Make changes as needed.

    Cur/Rate

    Order currency and auto-rating method

    The first field is the currency and the second field is the auto-rating method.

    image5

    The currency and rating method display the default value from the Bill To company profile.

    Rating options:

    • Total
      Rates the order based on order totals, such as total weight or total pallets.

    • Detail
      Rates the order based on individual order details. Each commodity line is rated separately.

    • Aggregate
      This method combines the Total and Detail rating methods. It rates the order by total based on the detail or commodity line.

    Requestor
    (Optional)

    Company ID for the person who placed the order or requested the shipment

  6. Make entries in the Summary section as needed.

    1. Enter the Bill of Lading number in the BOL field and press TAB.
      A new row is added to the References grid on the References tab.

    2. Enter the purchase order number in the PO field and press TAB.
      A new row is added to the References grid on the References tab.

    3. In the Service field, select a service for the order.

      Note: The default value is ANY.

    4. If needed, select the Intermodal check box.

    5. Make entries in the Rev Type fields as needed.

  7. Click image6 Save.

Adding carrier information to an order

  1. Click Orders.
    The Orders window opens.

  2. Do one of the following:

    • Create a new order.

      Follow steps listed in the topic, Entering basic order information.

    • Open an existing order.

      Enter the order’s number or search for the order.

  3. Make entries in the Carriers section.

    Field

    Definition

    Advance

    Carrier picking up the load

    Beyond

    Carrier delivering the load

    Amount

    Predefined amount for the carrier

    ProBill

    Carrier’s probill

    Pay Type

    Carrier’s pay type

    Options are:

    • Payable
      Select this option if your company bills the Bill To before paying the carrier.

    • Receivable
      Select this option if your company bills the carrier and allows the carrier to bill the Bill To.

    • No Charge
      Select this option if your company does not bill the Bill To or the carrier.

    Protect

    Locks carrier’s charges so they can’t be changed

    Select this check box if you want to add carrier charges to the invoice total. These charges do not include your rate.

    ManRate

    Rate the carrier manually

    Select this check box if you want to rate the carrier manually instead of using the auto-rate feature.

    Xfer

    ZIP Code used to transfer freight to an interline carrier

    By default, the pickup and delivery terminal’s ZIP codes are used when transferring freight to an interline carrier. However, you can specify a different ZIP Code for the transfer.

    Note: This field is used for D83 splits.

  4. If needed, you can make additional carrier changes by clicking Edit.
    The Assign Carrier window opens.

    image7

  5. Click image6 Save.

Adding commodities to an order

  1. Click Orders.
    The Orders window opens.

  2. Do one of the following:

    • Create a new order.

      Follow steps listed in the topic, Entering basic order information.

    • Open an existing order.

      Enter the order’s number or search for the order.

  3. If needed, click the Details tab.

  4. Click Add.
    A new row is added to the Details grid.

    image8

  5. Enter the commodity ID in the Commodity field and press TAB.
    The Description field populates automatically.

  6. Make entries as needed.

    Field

    Definition

    Pieces

    Quantity related to the Count Units field

    Count Units

    Count unit type, such as Pieces, Cases, or Pallets

    Pallets

    Quantity related to the Pallet Units field

    Pallet Units

    Pallet unit type, such as Four-way, Two-way, or Partial four-way

    Weight

    Quantity related to the Weight Units field

    Weight Units

    Weight unit type, such as Pounds, Tons, or Kilograms

  7. Enter values in the remaining fields as needed.

  8. If needed, click Items.
    The Order Items window opens.

    image9

    Note: You can use this window to enter specific details about the freight.

  9. Repeat Steps 1-8 as needed for additional commodities.

  10. Click image6 Save.

Looking up an order

Use these procedures to locate and retrieve an existing order.

Looking up an order when you know the ID

  1. Click Orders.
    The Orders window opens.

  2. In the Search field, enter the order’s ID.

    image10

    Notes:

    1. You can enter the order with or without the prefix.

    2. The system searches for order numbers, pro numbers, and order header numbers.

  3. Press ENTER or click image11 Search.

    • If the order number exists, the system loads the order details.

    • If the order number does not exist, the Order Search window opens. It states, "A matching order was not found."

  4. Click OK to close this window.

Looking up an order with Quick Search

  1. Click Orders.
    The Orders window opens.

  2. Click the image12 down arrow next to the Search icon.
    The Quick Search window opens.

    image13

  3. Enter restrictions as needed.

  4. Click image14 Search.
    Orders that match your criteria are displayed in the Orders grid.

    image15

  5. Double-click on an order to display the order details.

    Note: You can use the scroll arrows to scroll through the other orders that met your restriction criteria.

    image16

Looking up an order with Order Scroll

  1. Go to Tools > Scrolls > Order Scroll.
    The Order Scroll window opens.

    image17

  2. Enter restrictions as needed.

  3. Click Retrieve.
    Orders that match your criteria are displayed in the Results grid.

    Note: If no orders are retrieved, click New Search. This clears the restrictions on all tabs. Now you can set different criteria for a new search.

  4. Double-click on the order you want to open.
    The system opens a new Order window and displays the order details.