Broussard Logistics Client Site User Guide Guide.pdf · ProLogic and Client Confidential 9 5.3 Location Location dropdown allows selecting Location. It will be list includes the locations

Broussard Logistics

Client Site User Guide

Created Date 11/23/2009

Author Clint Chegin ProLogic Corporation

Version 1.2

Revision History

Version Date Author Description

1.0 11/23/2009 Clint Chegin Initial Document.

1.1 12/4/2009 Clint Chegin Added Table of Figures and screen captures, edited Document.

1.2 12/7/2009 Clint Chegin Add general tasks and edited grammar.

1.2.1 9/20/2010 Clint Chegin Updated 6.6.5

ProLogic and Client Confidential

3

Table of Contents

TABLE OF CONTENTS ......................................................................................................... 3

1 INTRODUCTION ............................................................................................................ 6

2 LOGGING ON TO SHIPPING ASSISTANT ............................................................... 6

3 BASIC TASKS- QUICK REFERENCE GUIDE .......................................................... 7

3.1 CREATE A SHIPMENT ................................................................................................... 7 3.2 TRACK A SHIPMENT ..................................................................................................... 7 3.3 VIEW REPORTS ............................................................................................................ 7

3.4 GET A RATE SHOP QUOTE ........................................................................................... 7

3.5 VIEW FREIGHT BILLS .................................................................................................. 7

3.6 VIEW ADDRESS BOOK ................................................................................................. 7

4 BASIC DESIGN ................................................................................................................ 7

4.1 DROPDOWN SELECTION BOX BEHAVIOR ..................................................................... 7 4.2 GRID SORTING ............................................................................................................. 8

4.3 PAGING IN GRID .......................................................................................................... 8 4.4 SECURITY .................................................................................................................... 8

5 PAGE STRUCTURE ....................................................................................................... 8

5.1 DASHBOARD ................................................................................................................ 8 5.2 ORGANIZATION ........................................................................................................... 8

5.3 LOCATION ................................................................................................................... 9

5.4 QUICK SEARCH OPTION ............................................................................................... 9 5.5 TELL A FRIEND ABOUT THIS SITE ............................................................................... 10 5.6 SUBMIT A SUGGESTION ............................................................................................. 10

6 MODULES ...................................................................................................................... 10

6.1 HOME ........................................................................................................................ 11

6.1.1 Customer Specialist .............................................................................................. 11 6.1.2 Calendar ............................................................................................................... 11

6.1.3 News ..................................................................................................................... 12 6.1.4 Dashboard ............................................................................................................ 12

6.2 SHIPMENTS ................................................................................................................ 12 6.2.1 Create New Shipment ........................................................................................... 13

6.2.2 Complete Pending Shipment ................................................................................. 13 6.2.3 Shipments Overview ............................................................................................. 13 6.2.4 Review Completed Shipments ............................................................................... 14

6.3 FREIGHT BILLS .......................................................................................................... 14 6.4 TRACKING ................................................................................................................. 15 6.5 ACCOUNTING ............................................................................................................. 15 6.6 TOOLKIT .................................................................................................................... 16

6.6.1 User Guide ............................................................................................................ 17 6.6.2 Address Book ........................................................................................................ 17


4

6.6.3 Density Calculator ................................................................................................ 17 6.6.4 View Routing Guide .............................................................................................. 17

6.6.5 Quick Rate Shop ................................................................................................... 17 6.6.6 Carrier Contact List ............................................................................................. 18 6.6.7 Daily Manifest. ..................................................................................................... 18

6.7 REPORTS .................................................................................................................... 19

6.8 PREFERENCES LINK ................................................................................................... 19 6.9 LOGGING OUT ........................................................................................................... 20


5

Table of Figures Figure 2.1 Main Home Page ....................................................................................... 6 Figure 4.1 Dropdowns ................................................................................................. 7 Figure 4.2 Grid Paging ................................................................................................ 8 Figure 5.1 Tell a Friend and Submit a Suggestion ...................................................... 8 Figure 5.2 Quick Search ............................................................................................. 9

Figure 5.3 Be In Touch .............................................................................................. 10 Figure 5.4 Submit A Suggestion................................................................................ 10 Figure 6.1 Calendar .................................................................................................. 12 Figure 6.2 News ........................................................................................................ 12 Figure 6.3 Shipments Tab ......................................................................................... 13

Figure 6.4 Shipments Overview Screen .................................................................... 14 Figure 6.5 Review Completed Shipments Screen ..................................................... 14

Figure 6.6 Freight Bills Tab ....................................................................................... 15

Figure 6.7 Tracking Tab ............................................................................................ 15 Figure 6.8 Accounting Tab ........................................................................................ 16 Figure 6.9 Toolkit Tab ............................................................................................... 16

Figure 6.10 Quick Rate Shop .................................................................................... 18 Figure 6.11 Carrier Contact List Screen .................................................................... 18 Figure 6.12 Daily Manifest Screen ............................................................................ 19

Figure 6.13 Reports Tab ........................................................................................... 19 Figure 6.14 Account Preferences .............................................................................. 20


6

1 Introduction

BLIMS Client Site allows Broussard client users to access information stored in the database. It also allows the user to keep up with shipments, payments, gather reports, and initiate a shipment. Data for current client should be the only information shown in site. This manual will help explain basic functions of the client site and serve as a reference for troubleshooting.

This user guide is intended for Broussard’s clients and carriers who need to use

the Shipping Assistant site to complete relevant tasks.

2 Logging On to Shipping Assistant

The site can be accessed via the URL, http://www.newblims.com. Upon arriving at this page, the user will need to enter their username and password. A successful login will direct the user to the following Home Page:

Figure 2.1 Main Home Page

The page will be unique to each user, depending on the locations they have access to and the permissions they have. Some users will see all tabs on the dashboard, while others will only have access to some features. Note: This website was designed for Internet Explorer 7.0+ compatibility. Pop-up blockers may interfere with some functions. Please allow pop-ups on the site for best usability.

http://www.newblims.com/


7

3 Basic Tasks- Quick Reference Guide

This section will list common tasks and functions of the Broussard Logistics Shipping Assistant and reference the areas of this document where more detailed explanations can be found.

3.1 Create a Shipment

Please refer to section 6.2.1.

3.2 Track a Shipment

Please refer to section 6.4. 3.3 View Reports

Please refer to section 6.7. 3.4 Get a Rate Shop Quote

Please refer to section 6.6.5. 3.5 View Freight Bills

Please refer to section 6.3. 3.6 View Address Book

Please refer to section 6.6.2.

4 Basic Design 4.1 Dropdown Selection Box Behavior

All dropdown selection boxes incorporate Auto Complete behavior. I.e. when user opens dropdown box the first item in the list is displayed at the top, but if user types “C” then the list changes to show all items that start with “C” at the top of the list.

Figure 4.1 Dropdowns


8

4.2 Grid Sorting All grids support sorting by clicking the grid header fields.

4.3 Paging in Grid

All grids allow the user to select the page number that the grid returns at a given time. There will be block for paging at the bottom of each grid in Client Site to easily navigate Rows of data:

Figure 4.2 Grid Paging

4.4 Security

4.4.1 Security for the client site consists of only allowing one person to be logged in using a username at a time. Upon login attempt, the username and password is verified against the ones stored in BLIMS.

4.4.2 Client user’s web access is configured on the Web Access Tab of Client module in MOS. Client users are only able to see the modules and reports that they have been granted access to.

4.4.3 Client Site has “Remember Me” functionally, i.e. if user checks “Remember Me” checkbox the user is automatically logged in.

4.4.4 Client Administrator is able to add more Users to the system.

5 Page Structure 5.1 Dashboard

There are following items on the top of each page in Client Site:

Home – the user can access all Modules via Main Menu from Home

Organization dropdown

Location dropdown

Bread Crumb with path to current page

Quick Search Option

There are following items on the bottom of each page in Client Site:

Tell a Friend about this Site

Submit a Suggestion

Figure 5.1 Tell a Friend and Submit a Suggestion

5.2 Organization

Organization dropdown shows a list that includes the Organization the user is assigned to at the top and all lower organization if users’ organization has child ones. If user’s organization does not have a child organization, then this dropdown just show the name of user’s organization.


9

5.3 Location Location dropdown allows selecting Location. It will be list includes the locations of

organization selected in Organization dropdown the user has access to and the first location in the list will be selected by default – no ‘All’ or blank entries. If a user has been assigned to a single location then this single location will only be displayed in the dropdown.

Location selected in this dropdown is kept when the user switches between pages and works as filter for grids on following pages:

Shipment Overview

Pending Shipments Search

Completed Shipments Search

Freight Bill Search - freight bills with no location should always be shown regardless of which location is selected at the top of the screen

If a particular location is selected, then a grid shows records for this location.

5.4 Quick Search Option

Quick Search Options section allows user to search for the documents by document number (exact match). Document type determined by selected item. The following items are supported:

Item Details

Freight Bill Number Number of the freight bill to search for. Opens Freight Bill Search screen filtered by Freight Bill Number.

Invoice Number Number of the invoice to search for. Opens Client Invoice Search screen filtered by Invoice Number.

Check Number Number of the client check to search for. Opens Freight Bill Search screen filtered by Check Number.

Bill of Lading Number

Number of BOL to search for. Opens Completed Shipments Search screen filtered by BOL No.

PO Number Purchase Order number. Opens Shipment Overview screen filtered by Purchase Order.

SO Number Sales Order number. Opens Shipment Overview screen filtered by Sales Order.

Job Number Client’s internal job identification number. Opens Shipment Overview screen filtered by Job No.

Search button – searches for selected document and shows it if found. Otherwise shows message that document with specified number was not found.

Figure 5.2 Quick Search


10

5.5 Tell a Friend about this Site When the user clicks "Tell a friend about this site" hyperlink, a popup screen opens

where the user enters a comma separated list of email addresses. The notification service will send an introductory email to the addressees with Broussard Logistics contact information and link to a special screen where the recipients can select what information about Broussard Logistics they would like to receive:

If you are interested, please select from the list below:

Be in touch

Cancel

Newsletter

Visit Web Page

Schedule a Phone Appt

Have Literature Mailed

Submit

Figure 5.3 Be In Touch

If the user clicks Submit button letter with email of this addressee and his choice will be

sent to special Broussard email address and the system will display a dialog box telling the client that the information has been successfully sent (‘Thank you for trusting Broussard Logistics with your reference. Your email has been sent and someone will be in contact with them soon’)

5.6 Submit a Suggestion

This is a link to a form with a textbox where a client user may enter a suggestion to Broussard. When the user clicks Submit, this information will be sent in an email to all Broussard users in the Administrator group.

Figure 5.4 Submit A Suggestion

6 Modules There are following modules in the client site:


11

6.1 Home The home page is shown when user logs in to the BLIMS Client Site.

Home has following sections:

Customer Specialist

Calendar

News

Dashboard

6.1.1 Customer Specialist

Customer Specialist section shows the contact information for a Broussard Logistics Customer Service Rep. This person is the auditor for that client, which will be defined on Client Properties Tab of Client edit form in Client Setup. The following information will is included for the auditor:

Field Details

Name Name of the person from Customer Service to contact to.

Image Image for the customer service person.

Phone Number Shows Customer Service Phone Number.

Fax Number Shows Customer Service Fax Number.

Address Shows Customer Service Address.

Send Email Link to pop-up screen where the user can enter Subject and Message for email. There are Submit and Cancel button on this screen. When the user clicks Submit, email to customer specialist will be sent.

6.1.2 Calendar

The calendar shows the current month. For any day during the displayed month that the user has set a Freight Bill ‘On Hold’ reminder notification, that date will be bold and will link to the Freight Bill Search screen filtered to show only FBs with a reminder notification set for this day (search criteria Notification Date from… to…).


12

Figure 6.1 Calendar

6.1.3 News

The news area contains links to news items for the client. The News Header of the news item will display on the home page and when a user clicks the ‘more>>’ link, the application opens a new web page and navigates to the URL for the news item.

Figure 6.2 News

6.1.4 Dashboard

Dashboard is comprised of the following tabs: o Shipments o Reports o Tracking o Freight Bills o Accounting o Toolkit

6.2 Shipments

The shipment dashboard tab has the following items: Create New Shipment, Complete Pending Shipment, Shipments Overview, and Review Completed Shipments.


13

Figure 6.3 Shipments Tab

6.2.1 Create New Shipment

This item allows a user to create a shipment and has two steps. Step 1 allows

the user to enter origin and destination addresses (based on shipment terms- Prepaid, Collect, and Third Party), along with products and accessorial charges. At this point, the user can either proceed to step 2 or get a Rate from the Rate Shop. If the user chooses to use the Rate Shop, they will be advanced to Step 2 after the rate has been selected.

Step 2 allows the user to enter accounting and charge codes, special instructions, and specify addresses to email the BOL to. Upon completion of Step 2, the user can select “Finish/ Print” and complete the shipment.

6.2.2 Complete Pending Shipment

This item finds shipments that were saved for later, and are not completed. The

user is able to search by delivery date (range), origin and destination zip and state, SO, PO, and job numbers.

In order to complete a shipment, find and click on desired shipment. Next, fill in remaining fields and complete BOL in the same way the Create Shipment works.

6.2.3 Shipments Overview

The Shipments Overview screen allows the user to search for pending and

completed shipments from the following search criteria: Date From, Date To, State From, State To, Pro/ Freight Bill Number, Job Number, Sales Order, and Purchase Order.


14

Figure 6.4 Shipments Overview Screen

6.2.4 Review Completed Shipments

The Review Completed Shipments Screen is similar to the Shipments Overview

Screen, except it only searches Completed Shipments and see figure 5.5 for the additional search criteria:

Figure 6.5 Review Completed Shipments Screen

6.3 Freight Bills Tab contains a set of three dashboard items listing the number of processed Freight Bills for the week, month, and year (i.e. number of Fright Bills with date of changing status to Processed within appropriated period). Each dashboard item is a link and will open the Freight Bill Search screen with the screen pre-filtered so that only the freight bills that met the defined criteria are displayed. The tab also includes a series of links to allow the client user to perform certain actions:

View Freight Bill History: Opens the Freight Bill Search screen.

Freight Bill Resolution (#): # is dynamic and is the number of freight bills ‘On Hold’. Opens the Freight Bill Search screen filtered by On Hold status


15

Figure 6.6 Freight Bills Tab

6.4 Tracking User may track a shipment using a carrier’s site. There will be following search criteria to select what should be tracked on the Tracking tab:

Carrier (required) – dropdown includes all carriers from Carrier module with “Shipment Tracking” checkbox = Yes (see Carrier Edit Form for details)

PRO Number/Freight Bill Number – textbox where the user enters PRO number of the desired shipment

The user defines search criteria and clicks “Track Shipment” button. Next, the carrier’s site opens with tracking information for this shipment.

Figure 6.7 Tracking Tab

6.5 Accounting

Tab contains a set of two dashboard items listing the number of unpaid client Invoices that are Past Due and Total number of unpaid client invoices.

Invoice is Past Due if it is still unpaid as defined number of days passed from Invoice Date.


16

Each dashboard item is a link and will open the Client Invoice Search screen with the screen pre-filtered so that only the shipments that met the defined criteria are displayed.

Tab will also include a link to allow the client user to perform certain actions:

View Accounting History: Opens the Client Invoice Search screen.

Figure 6.8 Accounting Tab

6.6 Toolkit

The tab contains the following buttons (Figure 5.9):

Figure 6.9 Toolkit Tab


17

6.6.1 User Guide

Button opens the user guide in PDF format.

6.6.2 Address Book

Button opens the address book for the specified client. Some users will

be given permission to add new contacts, while others will only be allowed to view the address book.

6.6.3 Density Calculator

This button opens a popup that can calculate density for a shipment

when the user enters length, width, height, and weight for each item. If multiple items are listed, the density calculator will find the total density of all items.

6.6.4 View Routing Guide

Clicking this button will open a screen that displays the list of routing guides assigned to the client. The routing guide itself will be a graphic image, but it could be an URL. When the user selects a routing guide from list, then the appropriate image is shown from the list. If a particular location is selected in Location dropdown, and default routing guide is defined for this location, then this default routing guide is selected in list and its image is shown when View Routing Guide screen opens. If location is not selected or default routing guide is not defined for selected location, then first routing guide from list is shown.

6.6.5 Quick Rate Shop

The Quick Rate Shop button allows the user to get a Rate, without

creating a shipment. The user will need to enter Origin and Destination Zip codes, Terms

(Collect= Inbound, Prepaid= Outbound), and Classes and Weights for the shipped items. The Shipment Date defaults to the current date, but could be altered to get rates for other dates.

Once the information is entered, the user will click “Get Rate” and view the rates for the specified search criteria.


18

Figure 6.10 Quick Rate Shop

6.6.6 Carrier Contact List

This screen lists an address book for carrier contacts. Some users will

only be able to view contacts, while others will be allowed to add new contacts, edit, and delete existing contacts.

Figure 6.11 Carrier Contact List Screen

6.6.7 Daily Manifest.

This screen contains a grid with BOL fields configured as ‘Include to Daily

Manifest’ on BOL Fields tab in Client module and grid contents are exportable to Excel.

When screen opens it will display all shipments from the previous day. However, user may enter a Shipment Date To/From range to view all shipments (BOL) that were created during the entered date range. This shows only completed shipments.


19

Figure 6.12 Daily Manifest Screen

6.7 Reports

The reports tab allows the client user to run a selected client report for a chosen client invoice.

The “Select Report” dropdown will list the standard client reports configured for the given client user. Upon selecting a report, the user will be asked for a client invoice number to run a specific report.

The “Invoice Number” dropdown displays client invoices in descending order so

that the most recent invoice is at the top of the list. Once the user selects an Invoice Number and clicks the “View Report” button, the application will display the selected report for the given invoice.

Figure 6.13 Reports Tab

6.8 Preferences Link

At the top of every page, there is a Preferences link. This link will take the user to the Account Preferences screen. Here, the user will be able to change their password, first and last names, email address, and security question.


20

Figure 6.14 Account Preferences

6.9 Logging Out

To log out of the Shipping Assistant, simply click on the logout link and the user will be redirected to the login page.

Note: The user will automatically be logged out if they are inactive for a

specified length of time.

Documents

Broussard Logistics Client Site User Guide Guide.pdf · ProLogic and Client Confidential 9 5.3 Location Location dropdown allows selecting Location. It will be list includes the locations