Translogistics TMS

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Translogistics TMS

Basic User Manual


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Table of Contents

1. Integrated Search: How to Find a Shipment…………..…3

2. Shipment View (Tracking and Tracing)…………………..…4

3. Quick Rate: Get a Quick Rate Quote……………………….10

4. Schedule Shipment: Book an Order………………………..20

5. Imaging: Retrieve a BOL or Proof of Delivery………….35


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Section 1

Integrated Search: How to Find a Shipment

This section will cover how to use the integrated search feature to locate the shipment

you are looking for.

First, in the upper right-hand corner of any screen in the TMS, type the reference

number you have. This does not need to be the PRO or BOL number, simply any

primary reference number your organization uses daily. For example, if your company

uses an Order Number for outbound shipments you can enter it. If your company uses

a Purchase Order Number for inbounds, you can enter it. Once you enter your

reference, press Enter to initiate the system wide search.

Once the search is completed, the results will show any module in the TMS system

where the reference number was found. In this example above, tracking information is

available (Shipment Tracking), Document Images are available (Image Research), and an

invoice is available (Business Intelligence). You can get to any of the items simply by

clicking on them. It is important to note that shipments are searchable using an

integrated search, going back up to 5 years.


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Section 2

Shipment View (Tracking and Tracing)

This section will cover how to find tracking and tracing information about a shipment.

To do this, we will use the Shipment View Module.

First, in the upper right-hand corner use the integrated search function to locate your

shipment (refer to Section 1 above). When the results are returned, select “Shipment

Tracking” from the list.


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Once Shipment Tracking is selected, the system will take you to, only, that shipment on

the map. From here, you can find all sorts of basic information about the shipment

including the origin, destination, carrier name, BOL#, PRO#, and Shipment Cost.

To get tracking information about the shipment, complete the following steps:

- Check the 8 dates in the bottom right hand corner of the screen

o Scheduled Pickup and Scheduled Delivery (SP & SD)

These dates are what was supposed to happen when the shipment

was booked

o Estimated Pickup and Estimated Delivery (EP & ED)

These dates provide the most recent update as to what is going to

happen with the shipment, based on the most recent information

we have in the TMS


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o Appointment Pickup and Appointment Delivery (AP & AD)

These dates provide the scheduled pickup and/or delivery

appointment date and time, if applicable for the shipment

o Actual Pickup and Actual Delivery (P & D)

These dates are entered only if the shipment has already picked up

and/or delivered. If they are both blank, the shipment has been

booked but not picked up yet according to our information

- Read the shipment notes from your team at TLI

o Open the status bar by hovering your mouse over the status tab on the

right side of the screen.


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o In this panel, read through the notes entered by your team at TLI to help

you understand what is going on with the shipment


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- Ask for further assistance with tracking and tracing

o If you still do not have enough information about the shipment, please

consult your team at TLI. You can do this by calling or emailing your client

services representative located on your TLI contact sheet or by using the

“Alert Client Services” section of the TMS

To use the “Alert Client Services” function, open the action tab at

the bottom right by hovering your mouse over the word “Actions”


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Once the panel is open, you can type any message or question to

the TLI team. Your message is sent as soon as you move your

mouse and the panel closes. Someone from TLI will be in touch

shortly with an answer or an update


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Section 3

Quick Rate: Get a Quick Freight Quote

This section will cover how to use the Quick Rate Module to receive a quick freight

quote estimate using only basic shipment information. Please note, this module is not

used for booking a shipment rather just getting a freight quote. For booking a

shipment, please refer to Section 4 of this manual.

First, it is critical that you select the correct owner level from the upper left-hand corner

of your TMS screen. You want to ensure that you select the location for which you need

the freight quote. You can do this by using the dropdown arrow or by simply typing any

part of the location name in the field.


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Once you select the desired owner level for which you need to get a freight quote, you

will need to open the quick rate module. To do this, hover your mouse over the left-

hand panel called “Navigation”. The panel will open, showing you the available modules

that you have access to.

Once the Navigation panel is open, click on the Quick Rate module to open it.


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Once the Quick Rate module is open, you are ready to get your freight quote. Begin by

entering your “from” zip code, “to” zip code, and estimated ship date.


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Next, you need to select any requested accessorial service that need to be included in

the freight quote. You can do this by opening the “Services” section of the screen and

checking any accessorials that are required for the shipment.


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Now you are ready to enter the items you are shipping. Start by entering the weight,

dimensions, and quantity fields. Please note, dimensions are not required although they

are always recommended so that you can get the most accurate freight quote. If you do

not have exact dimensions, it is always best to estimate them.


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Once the weight, dimensions, and quantity are entered you must select the commodity

that you are shipping. You can either simply select the proper freight class from the

dropdown or use the “find commodity” search button to lookup an item from your

company’s commodity list.


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When using the “find commodity” search button, you can easily find what you are

looking for by typing any keyword into the filter results. This will limit down the results,

so you can quickly find what you are looking for. Once you select an item, it will

automatically select the proper class.


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You are now ready to get your freight quote. To get rates, click the “Rate” button,

pictured as a lone dollar sign, circled below.


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Once you press the rate button the available carriers, pricing, and transit times will

appear based on the information you have entered. Please note, the transit times

(service days) are only estimated and not guaranteed with standard LTL service.


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If you need to print or email a rate quote, you can generate a quote sheet by pressing

the “Print” button on the screen, pictured a printer, circled below.

The quote form will look like this:


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Section 4

Schedule Shipment: Book an Order

This section will cover how to schedule a shipment in the TMS. Please note, this module

is used for actually booking a shipment rather than just getting a freight quote. For

simply getting a freight quote, please refer to Section 3 of this manual.

First, using the navigation pane on the left-hand side of the screen you want to click on

the “Schedule Shipments” module.


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Next, you will need to change your owner level in the upper left-hand corner of the

screen to the actual location you want to setup a shipment for, unless it is already

selected. For many users you will already be defaulted to the location you ship to &

from most often, so you can skip this step. If you receive a message saying “This

Schedule Shipment module is not available for the current owner. At the top left, please

select a different owner” this simply means you need to change to an actual shipping

location owner level in the upper left-hand owner tree.


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Once you are in the Schedule Shipment module, you will want to take note of the

Launch List on the right-hand side. This list will help you walk through the scheduling

process. Any item in RED is required, any item in YELLOW or GREY is recommended,

and any item in GREEN is already completed or defaulted. As you progress through

shipment entry, the launch list will automatically update. Once you get all required

items to turn green, the rocket will turn green and you can launch/book the shipment.


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The first step to entering a shipment is determining the shipper and the consignee.

Sometimes, one of the addresses may be defaulted for you. If you need to switch the

defaulted address from the shipper to the consignee, you can press the “Swap Address”

button pictured as two blue rotating arrows, as shown below.


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Next, you will want to set your requested pickup date. This date will always be defaulted

to the current day, but you can change it by simply clicking the “Pickup Date” button as

shown below.


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The next step in the process is inserting your shipper and consignee address

information. You will always want to use the address lookup feature to see if the

address is already saved before manually typing it in. To do this, you can enter the zip

code and press the search button. When you enter the zip code, the city and state will

automatically populate. If there are multiple cities in that zip code, you can select the

correct one from the auto-populated list.


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When you hit the search button, it will return a list of any saved addresses with that zip

code. You can narrow down the results but searching any part of the desired address as

shown below. If you locate the desired address, simply click on it. If you do not, it

means the address is not saved and you need to enter it manually this one time.


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If you need to enter the address manually, proceed to do so. Be sure when you are

done entering the address and contact information that you press the save button, so it

saves the address for next time. Be sure to also put any special delivery notes that you

want to appear on the BOL under the consignee address.


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You are now ready to enter your shipping commodity. Start by entering the first line of

information: Weight, Quantity, and Dimensions. You can use the tab key on your

keyboard to quickly move across the screen. Once you have entered the items in the

first line, press the Search Commodity button. This will return a list of your companies’

shipping items, so you can select what you are moving.


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When the commodities appear, pick the one that best fits your item. Just like in the

saved address location list, you can enter keywords to find what you are looking for.

Once you find the one you want, click the item to preload it. When you select it the

proper ID, NMFC Code, Class, and Description will automatically be entered for you.


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Next, you must select any special services that the shipment requires. You can do this

by simply checking off the service from the services menu. You will also need to select

what equipment type you need. This will almost always be defaulted to the standard

Dry Van. Once you have completed this, press the next arrow at the bottom right of the

screen.


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The next screen is where you will enter your reference numbers as selecting the carrier

you wish to use. In the references section any item in RED is required and any item in

YELLOW is recommended. The first thing you will want to select is the move type. The

business rules will automatically change based on the move type of the shipment.

Move Types:

Outbound: Outbound from your companies’ location

Inbound: Inbound to your companies’ location

Shuttle: Shipping between two of your companies’ locations

(transfers)

Drop: Not shipping from or to your companies’ locations (ex:

vendor to customer direct)


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Next, you need to select the carrier you wish to use in the “Rates” section. Carriers will

typically be sorted based on lowest total cost. You will also be able to see the mode,

the transit time, the distance, and whether the carrier uses a partner on the lane or not.

D-D means they service the point direct-direct on their own trucks. D-I means they

service the point direct-indirect, which indicates they use a partner for the delivery.

Using a partner may add an extra day or two to the transit time. You can pick your

carrier by clicking on their radio button to the left of the cost. Once you have picked

your carrier, you can press the orange next arrow in the lower right corner of the screen.


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On the final screen, you can add any additional special instructions you want on the bill

of lading by entering comments in the “BOL Instructions” section. You can then click on

the “I Agree” button to confirm the disclaimer. This completes the shipment entry

process and the rocket should now turn green if all items on the launch list are green. If

any launch list items remain red, you will need to click on that item and fill in whatever

required information is missing. Finally, you can click on the green rocket to launch

(book) the shipment with Translogsitics.


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Once you press the green rocket button, the shipment is booked with Translogistics.

The final step is to print your shipping documents using the printer icon on the screen.

Insert how many of each document you wish to print and then press the print icon to

generate the documents. Once you have finished printing your documents, you can

press the New Shipment button in the bottom right corner, pictured as an orange circle

with a -minus sign to start the next shipment.


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Section 5

Imaging: Retrieve a BOL or Proof of Delivery

This section will cover how to use the integrated search feature to locate the document

images for a specific shipment. These images typically include the Bill of Lading and the

Proof of Delivery.

First, in the upper right-hand corner of any screen in the TMS, type the reference

number you have. This does not need to be the PRO or BOL number, simply any

primary reference number your organization uses daily. For example, if your company

uses an Order Number for outbound shipments you can enter it. If your company uses

a Purchase Order Number for inbounds, you can enter it. Once you enter your

reference, press enter to initiate the system wide search.

Once the search is completed, the results will show any module in the TMS where the

reference number was found. You will know that document images are available for the

shipment if the Image Research result is returned. If it is, simply click on that line item

to get to the document images. It is important to note that shipments are searchable

using integrated search, going back up to 5 years.


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Once you click on Image Research, all available document images will appear for the

shipment. From here, you can simply scroll through them to look at them or email/print

them if needed, using the printer icon.

Documents

Translogistics TMS