Optimiz Tracking for a Shipment Billed Through ProTrack

Overview

The system ProTrans uses for billing all loads and shipments is ProTrack. As the Company transitions to Optimiz, you may need to perform extra steps to leverage the best functionality across systems. This article will explain how to bill a shipment through ProTrack while allowing customer tracking and carrier updates through Optimiz.

When to Use This Process

Use this process when you have a shipment where:

  • ProTrans is the Responsible Party, but not the carrier.
  • The shipment is not covered by a management fee.

Who Should Use This Process

This process should be used by any ProTrans employee responsible for creating one-time loads that meet the requirements outlined in When to Use This Process.

Prerequisites

Before performing this process, verify the load is in Tendered status. If the load is not in Tendered status, tender the load as described in Tender a Load Manually.

If you perform this process on a load that has not yet tendered, the appropriate track will not be created in ProTrack, and the shipments will be unable to invoice without manual human intervention.

Processes

Enter the Load into Optimiz for EDI Tendering to ProTrack

If the load is already generated from a logistics plan, proceed to Preparing the Load for Carrier Reassignment.

To Enter a Load into Optimiz for EDI Tendering to ProTrack:

  1. Access the One-Time Load Entry page as described in Access One Time Load Entry.
  2. Add the required shipment items as described in Add a Shipment to a Load.

The Shipper / Consignee Cross-Reference table in ProTrack must be accurate with respect to the Origin / Destination you provided in Step 2. To learn more about verifying the Shipper / Consignee Cross Reference table in ProTrack, consult ProTrack Help or ask your supervisor.

  1. Generate the segments as described in Add and Edit Segments.
  2. Specify ProTrans International as the Responsible Party while adding general details to the load as described in Add General Details.
  3. Specify ProTrans International as the Primary Carrier as described in Select a Carrier for a One-Time Load.

ProTrans must be selected as the Primary Carrier, even if you intend to tender the load to a different carrier. The reason is that when the Primary Carrier is set to ProTrans, the shipment and all its details are tendered to ProTrack via EDI.

  1. Carrier Details should be left at their defaults. Click Cost Details.
  2. Enter a cost record as described in Add a Cost Rate.
  3. Click Save Details.
  4. Click Save and Tender Load.

Preparing the Load for Carrier Reassignment

Now that the load has been tendered to ProTrack for billing, you need to prepare the load for carrier reassignment so the actual carrier can accept the tender and provide check call updates through EDI or the Carrier Portal.

To Prepare the Load for Carrier Reassignment:

  1. Select the desired load and click Edit Selected. If you are already in Load Entry, proceed to step 2.
  2. Click Edit Details near the bottom of the page.
  3. Click Carrier Selection.
  4. Type the first few characters of the desired carrier in the Search by Carrier
  5. Click Cost Details.
  6. Enter a cost record as described in Add a Cost Rate
  7. Click Carrier Details.
  8. Select the Auto Confirm checkbox if it is not already selected.
  9. Click General.
  10. Select the Suppress Tender Communication checkbox.
  11. Click Save Details.
  12. Click Save and Tender Load.

Special attention should be paid to step 10. Failure to suppress tender communication at this stage will cause Optimiz to send a Tender Cancelled EDI to ProTrack.

Send Tender to Newly Selected Carrier

Now that the desired carrier has been reassigned, you are ready to enable tender communication and tender the load. This will enable the carrier to respond to tenders and provide check call updates through Carrier Portal or EDI.

To Enable Tender Communication:

  1. Click Edit Details near the bottom of the page.
  2. Deselect Suppress Tender Communication.
  3. Click Save Details.
  4. Click Save and Tender Load.

Result

After performing these processes:

  • A track will exist in ProTrack, enabling invoicing activities to be performed.
  • An active load will exist in Optimiz with the correct carrier designation, enabling carriers to respond to tenders and provide check call updates through Carrier Portal or EDI.