Search for Shipments

Overview

Users can find active shipments based on a variety of criteria. Once returned, search results can be sorted and the data grid rearranged, as needed.

For performance reasons, Optimiz returns only the number of results selected in the Results Count dropdown below the Search button. If more than this number of results is needed, a Business Intelligence Report from bi-team@protrans.com should be ordered instead.

Areas of the Search Bar

 

Search By

These Several criteria are available when searching for active shipments. For more information about the available criteria,

If You Search For Optimiz Returns
Account Logistics Manager All loads associated with the specific Account Logistics Manager.
Account Relationship Manager All loads associated with the specific Account Relationship Manager.
Account Rep All shipments associated with the specified Freight Management Account Representative.
Bill To Shipments associated with the specified Bill To entity.
Consolidation Hub Shipments using the selected consolidation hub.
Contact The primary contact for the SAF.
Create Date The date that the SAF was created.
Customer Shipments belonging to the specified customer.
Delivery Date The date that the shipment will be delivered to the consignee.
Destination The destination associated with the shipment.
In Bond Number Returns shipments associated with the specific In Bond Number.
Load ID The load matching the unique, system-generated ID.
Origin The origin associated with the shipment.
Pickup Date The date that the shipment was picked up from the supplier.
Planning Type All shipments that have been assigned the specified Planning Type.
PO Number A purchase order number (PO number) authorizes a purchase transaction.
Primary Carrier The primary carrier assigned to the logistics plan.
Carrier Shipments matching the carrier responsible for moving the freight.
Processing Hub Shipments using the selected processing hub.
Quantity All loads matching the specified quantity.
SAF Number The shipment associated with the specified SAF number.
Shipment ID The shipment matching the unique, system-generated ID.
Supply Chain Manager All loads being handled by the Supply Chain Manager selected.

OSD Search By

Users can search for shipments with overage, shortage, or damage exceptions.

If You Search For Optimiz Returns
Damage Level All shipments with exceptions matching the specific damage level selected.
Damage Type All shipments with exceptions that have been assigned the damage type selected.
Overages All shipments with exceptions matching the overage number that has been entered.
Shortages All shipments with exceptions matching the shortage number that has been entered.

Reference

Users can search by Reference Types in Shipment Management. The Any Reference option can be selected to search all reference fields associated with the shipment.

A reference value is associated with a shipment during its creation. Available references are configured in Reference Type Management. (See Add a Reference Type for more information on adding reference types.)

Modes

Users can search by mode in Shipment Management. A mode is associated with a shipment during its creation. Available modes are configured in Transportation Mode settings (See Add a Transportation Mode for more information on adding transportation modes).

Status

Users can search by status in Shipment Management.

Status Description
Assigned The shipment is assigned to a load, but has not yet been picked up.
Delivered The shipment has had all of its required check calls submitted, but required paperwork (such as POD confirmation) is missing.
In Transit The shipment has had its first Stop Departure check call entered, but there are still more check calls expected.
Unassigned The shipment has not yet been assigned to a load.

Exceptions

Shipment exceptions indicate the shipment has a property out of the ordinary.

Exception Description
InBond Cancellation Exception Only available once the InBond Registration Exception has been cleared. Shows InBond records that can be moved to cancelled status.
InBond Number Exception User must enter the bond numbers associated with the shipment. After it has been cleared, the system determines if InBond Registration action is required.
InBond Number Exception The number for the bond must be entered. After it has been cleared, the system determines whether InBond Cancellation action is required.
Missing Bill of Lading Occurs when the Bill of Lading is missing from the shipment. See Add References with Images or Files.
Missing Charge Rate Occurs when a shipment does not have a required Charge Rate. See Add a Charge Rate.
Missing Document Exception Occurs when one or more documents are missing from the shipment. See Missing Documents.
No Bill To/ Responsible Party Exception Occurs when a shipment does not have a BillTo or Responsible Party assigned to it. Without a BillTo or Responsible Party, the Auto Invoicing function is unable to add shipments to an invoice. See No BillTo/ResponsibleParty Exception.
Validate Shipment Required Occurs when a shipment requires validation. See Validate a Shipment.

Barcode Status

Barcode Status Description
None There are no barcodes assigned to the handling unit.
Barcodes There are barcodes assigned to the handling unit.

Services

Services are accessorial charges that have been attached to a shipment. These are frequently added after the shipment has been created to correctly bill all the extra services that the shipment required during transit.

SAF Status

SAF Status Description
Pending The SAF is not attached to a shipment.
Sent to Customer The SAF has been sent to the customer for approval.
Approved The customer approved the SAF.
Declined The customer declined the SAF.
Quoted The customer's quoted price.

Shipment Type Status

Shipment Type Status Description
Arrived at Consol Hub The shipment has arrived at the consolidation center.
Arrived at Process Hub The shipment has arrived at the processing center.
Confirmed at Consol Hub The shipment has been confirmed at the consolidation center by use of a handheld device.
Confirmed at Process Hub The shipment has been confirmed at the processing center by use of a handheld device.
Dispatched Pickup Carrier The shipment has been assigned to a load and is awaiting pick up.
In Route to Consol Hub The shipment is actively in transit from the origin to the consolidation center.
In Route to Intermediate Hub The shipment is actively in transit from the consolidation center to an intermediate hub.
In Route To Process Hub The shipment is actively in transit from the consolidation center to the processing center.
Out For Delivery The shipment is in transit to its destination.
Unassigned The shipment has not yet been assigned to a load.

When Should I Search?

Many activities in Optimiz require the user to search before taking action on an item. Build and run a search to find active shipments matching a given set of criteria.

Prerequisites

Before you can search for active shipments, you must:

Process

At least one search criterion or filter must be added. To return the most specific results, complete the steps to add all filters.

To Add a Search By Criterion:

  1. Click the Search By dropdown list.
  2. Click the dropdown list to expand the available search criteria and select a search criterion from the list.
  3. Enter or select the value to search by. Select the matching option from the list, if available.
  4. Click Add if necessary. Some search criteria are automatically added as soon as a valid item is selected from the list.
  5. Repeat steps 2-4 to add any other required criteria to the search.

To Add a Reference Type Criterion:

  1. Click the Reference Type dropdown list.
  2. Select a reference type from the dropdown list.
  3. Enter the value to search by.
  4. Select Contains to return results that match the provided value exactly or select Any to return all results that contain the provided value.
  5. Click Add.
  6. Repeat steps 2-5 to add any other reference criteria to the search.

To Add a Mode Filter:

  1. Click the Modes dropdown list.
  2. Select one or more modes to use as a filter.

To Add a Status Filter:

  1. Click the Status dropdown list.
  2. Select one or more statuses to use as a filter.

To Add an Exception Filter:

  1. Click the Exceptions dropdown list.
  2. Select one or more exception types to use as a filter.

 

To Add a Shipment Type Status Filter:

  1. Click the Shipment Type Status dropdown list.
  2. Select one or more statuses to use as a filter.

Select Number of Search Results

To improve speed, Optimiz returns only a limited number of search results. The number of results returned by a search can be selected from Results Count. Be aware that selecting a larger number of results can slow the speed of Optimiz for all users.

Run the Search

Run the search after the criteria and filters have been added.

To Run the Search:

  1. Click Search.

 





Result

Optimiz finds all matching results and displays them in the data grid.