Transport Order

A Transport Order is a document to support transport planning, ordering and costing. This represents the formal agreement between the company and its shippping agent(s).

This document will group several lines of Purchases, Sales, Transfer Orders assigned to the same transport and will also allow to calculate the transport costs on all the lines and allocate them.

Create Transport Order

Transport Order can be created from a Source Document (Sales, Purchase or Transfer Order).

On these documents, an action exists, under the Transport Management tab “Create Transport Order”:

When clicking on action “Create Transport Order”, a new page “Select Order Type” is displayed, to choose the type of Transport that will be created: Sea, Air or Rode.

All Transport Orders created from a Source document are available to consult on related Transport Orders factbox. This factbox will be available in all Source Documents (Purchase/Sales/Transfer Orders):

On factbox it is also possible to open the selected Transport Order:

Transport Order

Once it is created, it is possible to open the Transport Order:

Depending on which Transport Order Type is chosen, Transport Order Card will have different tabs.

Transport Order for Road

When creating Transport Order for Type = Road, these tabs will be available to fill:

On General tab, it is possible to check information about Type, Status and Shipment Method Code, as well as define the External Document No. and the Document Date. If needed, it is possible to leave notes on field “Transport Order Instruction”.

The field “No. of Warnings” will be used when something on Transport Order needs to be reviewed. it is automatically filled.

Haulier Tab will reunite the information about the Transport itself: information about the Shipping Agent and the Shipping Agent Service, Haulier, Vehicle Type and Routes (define the Transport Route Code). Also, it is possible to validate the Transport Document Type. For this specific case, it will be “Consignment Note” and cannot be changed. On “Transport Document No.” field, fill manually the Transport Consignment Note No.

On Pickup/Delivery tab, fill the Pickup Address Information and Delivery Address Information. it is also possible to define the Pickup Date and Delivery Date and Time.

Container tab will allow to define the Container Type, Identification and Seal Number.

On Transport Order Lines, it is possible to consult the Item and Quantity that are being transported. Validate as well the Line Volume, Gross Weight, Ground Pallets, Line Packaging Weight and Line Gross Weight.

Transport Order for Sea

When creating Transport Order for Type = Sea, these tabs will be available to fill:

On General tab, it is possible to check information about Type, Status and Shipment Method Code, as well as define the External Document No. and the Document Date. If needed, it is possible to leave notes on field “Transport Order Instruction”.

The field “No. of Warnings” will be used when something on Transport Order needs to be reviewed. it is automatically filled.

Sea Carrier Tab will reunite the information about the Transport itself: information about the Shipping Agent and the Shipping Agent Service, Sea Carrier, Voyage Number and Vessel Name. Also, it is possible to validate the Transport Document Type. For this specific case, it will be “Bill of Lading” and cannot be changed. On “Transport Document No.” field, fill manually the Bill of Lading No.

On Loading/Unloading tab, fill the Loading Address Information and Unloading Address Information. it is also possible to define the Estimated and Actual Time of Loading and Departure, as well as Estimated and Actual Timing of Unloading and Arrival.

Container tab will allow to define the Container Type, Identification and Seal Number.

On Transport Order Lines, it is possible to consult the Item and Quantity that are being transported. Validate as well the Line Volume, Gross Weight, Ground Pallets, Line Packaging Weight and Line Gross Weight.

Transport Order for Air

When creating Transport Order for Type = Air, these tabs will be available to fill:

On General tab, it is possible to check information about Type, Status and Shipment Method Code, as well as define the External Document No. and the Document Date. If needed, it is possible to leave notes on field “Transport Order Instruction”.

The field “No. of Warnings” will be used when something on Transport Order needs to be reviewed. it is automatically filled.

Air Transport Tab will reunite the information about the Transport itself: information about the Shipping Agent and the Shipping Agent Service, Airline and Flight Number. Also, it is possible to validate the Transport Document Type. For this specific case, it will be “Air Waybill” and cannot be changed. On “Transport Document No.” field, fill manually the Air Waybill No.

On Loading/Unloading tab, fill the Loading Address Information and Unloading Address Information. it is also possible to define the Estimated and Actual Time of Loading and Departure, as well as Estimated and Actual Timing of Unloading and Arrival.

Container tab will allow to define the Container Type, Identification and Seal Number.

On Transport Order Lines, it is possible to consult the Item and Quantity that are being transported. Validate as well the Line Volume, Gross Weight, Ground Pallets, Line Packaging Weight and Line Gross Weight.

Transport Order fields on Sales/Purchase/Transfer Orders

Shipment Method

For options “Create Transport Order” and “Suggest Transport Route” to be selectable, field “Shipment Method” must be empty or selected with an option that has “Transport Required on Sales” boolean set to true, if on Sales Order, or “Transport Requirded on Purchase, if on Purchase Orders.

If the option selected on Shipment Method Code doesn’t have “Transport Required on Sales” or “Transport Required on Purchase” selected (depending which document is being used) , then these actions are not available:

Pickup Date

Field “Pickup Date” is used in case transportation is organized by the company. By default, this field doesn’t appear on Orders.

Also, this field will only be used on Purchase Orders. For this field to be visible, “Shipment Method Code” must be filled and the option chosen must have “Transport Required on Purchase” boolean set to true.

Pickup date should not be later than the Expected Receipt and/or Promised Receipt Date. If no Expected Receipt and/or Promised Receipt Date are defined, then it is possible to define any Pickup Date:

Once a Transport Order is related to a Purchase Order Line, the Purchase Order Line Item, Expected Receipt Date, Planned Receipt Date and Promised Receipt Date can’t be changed. If the user wants to update those fields then the related Transport Order must be deleted:

Working with Source Document

Changing Quantities on Source Document Lines

If, on a Purchase/Sales/Transfer Order, quantity is changed, a message is prompted:

On the related Transport Order, Status changes to “Pending Update”:

The field “No. of Warnings” is updated and to see the warning message, click on highlighted number:

it is possible to consult the warning message and change the status of the Transport Order, so it is possible to edit it.

To update the transport Order, it is necessary to change the Status - this can be done in two ways:

• 1- Click on “Review Warnings” - a confirmation message appears:

  

• 2- Click on status and change to “Handled”:

  

Following both ways, Status is changed and warning message is completed with User name and date/time of change:

When handled, the Transport Order status changes to “Open”:

The Transport Order is now editable and is possible to update quantities:

Deleting Source Document Lines

Deleting Source Document Line of a Transport Order is possible and, when deleting the line, a message is prompted:

• If a document only has one line:

  • Transport Order related to document disapears:

    

    

  • Transport Order still exists, with status “Pending Cancellation”:

    

When handling message, the status changes to “Cancelled”:

• If document has more than one line, and only one is deleted:

  • Transport Order relation with source document still exists:

    

    

  • When opening the Transport Order, status is Pending Update:

    

  • When handling the error message, Transport Order Status changes to open and it is possible to edit transport lines:

    

    

Several locations on Order

If, on a Purchase/Sales Order, multiple locations are defined on Purchase/Sales lines:

When creating a Transport Order, the following confirmation message appears:

If click on “Yes”, then are created as many Transport Orders as Locations defined on Order.

Negative quantities on Document Lines

Transport Lines can’t have negative quantities. Therefore, the following rules are followed:

• Field “Quantity” on Transport Order Lines do not allow negative values;

  

• If a line has already defined a Transport Route, when changing the line quantity to a negative one, the Transport Route defined will be deleted;

  

  

• If a Sales/Purchase/Transfer Order Line has negative quantities on lines:

  • No Route will be suggested for that line

    • Attention: if “Suggest Transport Route” is run by Header, it will suggest Routes; it will not be posible to run the action on lines.

  • No Transport Order will be possible to create for that line/document (From Order and from Worksheet)

    

  • If a line has an already existing related Transport Order, it won’t be possible to change line quantities to a negative value.

    

Drop Shipment

When Handling Drop Shipment:

• On Purchase Order, if a line is flagged with Drop Shipment = True then the Ship-To Address Details of the Purchase Order are transported as Delivery Information for the Transport Order and the Pickup Type will be “Customer”.

Post Transport Order

Posting the Transport Order will convert the Transport Order into a Posted Transport Order.
All the information contained on the source Transport Order is then converted to the Posted Transport Order. The associated Landed Costs are also transported to Posted Landed Cost table and associated Posted Landed Cost Assignment table. If

The source Transport Order is deleted once it is posted.

On the source document (Sales, Purchase or Transfer Order), it is possible to access the related Posted Transport Orders: