Create a New Shipment

Overview

Suppliers can create and submit live shipments or shipment requests using the Create Shipment tab. The user credentials will determine whether or not approval is required for submitted shipments. Users will know whether their shipment was requested or automatically approved based on the confirmation notification that shows after clicking Save Shipment, which is explained further at the end of this page.

Process

To Create and Submit a Shipment:

  1. Click the Create Shipment tab.

The Shipment Info tab opens.

Origin & Destination Settings

The origin and destination, or O/D Pair, of the shipment describe where the shipment is coming from and where it is going. If the O/D Pair has been set up properly in the Customer Hierarchy, all the other information in this section will be completed automatically. If the origin or destination do not appear when searching, contact ProTrans.

  1. Search for and select the Origin.
  2. Optimiz will automatically fill this field with the user name. If the shipment is requested by someone else, enter the name of the requester.
  3. Search for and select the Destination. By default, Optimiz will only display ShipTo entities that have an established Trading Partner relationship with the selected Origin in the Customer Hierarchy. To select a different ShipTo, uncheck the Show limited results checkbox.
  4. Search for and select the Customer, if needed. Optimiz will automatically fill this field if a relationship already exists between the Origin and Destination in the Customer Hierarchy.

Handling Units

The handling units of a shipment describe what is physically being moved. Handling unit information is important to properly plan trailer utilization and to accurately bill the customer. If default shipment items are defined in the Customer Hierarchy for the selected O/D Pair, these fields will fill automatically.

  1. Enter the NMFC Code.
  2. Select the NMFC Class.
  3. Select the Type of handling unit, such as Pallet or Carton.
  4. Edit the Length, Width, and Height if necessary.
  5. Enter the Qty, which is how many handling units of this type are being shipped.
  6. Enter the Wt, which is the total weight of all handling units of this type being shipped.
  7. Enter the Stack Quantity.
  8. Select Load Restrictions if necessary.
  9. Click Add Handling Unit. Added handling units will be listed below the form. Even if all handling unit fields are filled automatically, the handling unit must still be added to the shipment.
  10. Repeat steps 1 - 5 for any additional types of handling unit that must be added to the shipment. Handling units of the same type but with different dimensions can be added as well.
  11. Click Edit to modify any existing handling units. Make changes directly in the form as described above. When complete, click Save Handling Unit to confirm changes, or Cancel to discard them.
  12. Click Remove to remove any added handling units from the shipment.
  13. Select the Reference Type to add a reference if needed. Examples include BOL number or customer PO number.
  14. Click Attach Image to upload an image.
  15. Enter the Reference Type Value if adding a reference.
  16. Click Add if a reference type value was entered.

Pickup & Delivery Information

The pickup and delivery information describe for the carrier when they are expected to pick up and deliver the shipment. Times are always listed in the local time zone for the stop.

Optimiz will automatically calculate the transit time from pickup to delivery. Do not change the calculated delivery unless absolutely necessary.

  1. Select the Pickup date and time from the date and time pickers. This is the window during which the shipment can be picked up.
  2. Select the Delivery date and time from the date and time pickers if needed. This is the window during which the shipment can be delivered.

Misc. Settings

  1. Select the Trans Mode, which is how the shipment will be transported (Truckload, Air, LTL, etc.) Optimiz will automatically fill this field if a relationship already exists between the Origin and Destination in the Customer Hierarchy.
  2. Select the Shipment Type. Optimiz will automatically fill this field if a relationship already exists between the Origin and Destination in the Customer Hierarchy.
  3. Select the Equipment Type needed for the shipment.
  4. Enter the Lockout Authorization number if needed.
  5. Click Add if a lockout authorization number was added.
  6. Enter the Carrier and click the appropriate selection if needed. Optimiz will automatically fill this field if a relationship already exists between the Origin and Destination in the Customer Hierarchy.
  7. Select a Service of Solo or Team.
  8. Enter any additional information in the Add Comments box.

Special Services

  1. Check any Special Services that apply to the shipment. If entering Hazmat information, see Add Hazmat Information. If entering In Bond information, see Add In Bond Information.
  2. Click Save Shipment to create the shipment request or Cancel to discard the shipment.

  1. A confirmation dialogue box appears with the Reference ID number for the request. Click Dismiss to close the message.

  1. If the Supplier Portal user is configured to not require authorization for created shipments, the Save action will create the shipment directly. A confirmation box appears with the Shipment ID, Load ID, and Pickup Carrier. Click Dismiss to close the message.

Result

The shipment or shipment request is saved and ready for processing by a ProTrans employee. If no review is required, the shipment is scheduled for pickup.