(TFF) Fixed routes for the Forwarder as the Shipper

Updated 1 month ago by Agata

In one place you can define the conditions of freight transport on a fixed route and send them to verified carriers. Forget about sending e-mails and making phone calls. Now you can manage cooperation with subcontractors with a few clicks of the mouse, having control over how many of them execute a given order.

Sending a permanent route offer

  1. Set up a fixed route for contractors by selecting the Fixed routes with carriers module and then clicking Add route.

You will see a window with the option to add a route. Complete the information:

  • Route data - enter here a characteristic name for a fixed route, fill in the details of the place of loading and unloading, and then click Next

  • Complete the information about the characteristics of the freight, then click Next

  • Specify the terms of cooperation with carriers.
  • Select a carrier from your contact list

    To check how to add a company to the list of contractors, click here

  • Enter the reference number, set a fixed price or rate per kilometer and the payment date for the service provided.

For each accepted freight, carried out on fixed routes, a "No touch" fee is charged, according to the price list. You can choose who will be charged it, or you can spread the fee 50% - for your company and carrier.
  • Determine the duration of the terms of cooperation
  • Optionally, you can also specify the periods of planned transports. To do this, complete the type of planned transportation.
  • Optionally, you can also set the terms of the order. They will be transferred to all orders created within this fixed route.
Choosing the option of Automatic sending of orders will result in the fact that the acceptance of the freight by this contractor will result in the automatic creation of a confirmed order.

Click the Send to carrier button to proceed to the next step.

  1. The fixed route you create is automatically transferred to the Under negotiation tab. The "Pending" status informs you that the fixed route proposal has been sent to the carrier, who can accept, delete or reject the proposed conditions after reading all the details.

You can also check the status of the permanent route offer in the Fixed routes with carriers tab. For example, the information 0 + 1 will tell you how many carriers have accepted the terms and how many companies still have to accept them. By clicking on the row you can check the route data and freight details.

Fixed route offer rejected by the contractor

If the carrier rejects the offer of a fixed route, it will be required to state a reason for the rejection. That way, he can negotiate terms. You will find the details of the rejection by clicking on the Under negotiation tab, and then on the carrier's company name.

After reviewing the reason for the rejection of the terms and conditions of the offer, you can edit it. To do this, click on More and then Edit conditions.

Now you can edit the terms of cooperation with the carrier. After making changes, click Send to carrier.

The permanent route offer status will change back to Pending.

Fixed route offer accepted

If you want to check how many carriers have accepted the fixed route offer, click on Fixed routes with carriers. For example, the number 1 for a given fixed route means that the offer was accepted by one carrier. By clicking on see carriers, you can check the details of the fixed route. 

For carriers who accepted the fixed route offer, you can define the balancing method

  • Manual sequence management

You can decide on the order in which contractors appear on the list of fixed route, just manually drag the company name to the place of your choice or use the arrows displayed.

  • Percentage

Here you can set the expected share of carriers in the total of orders.

The order of carriers in the ladder will be automatically determined so that each carrier will complete the expected number of orders. After determining the percentage, click Save.

After determining the percentage, the change will be visible in the Active tab.

  • Transport limits

Set the expected order limits for carriers performing transports on a given route. Freight offers will be automatically sent to the carriers in such order that each of them receives as many orders as the limit.

After setting the order limits, click Save

Suspension of a fixed route by the shipper

If you decide to suspend the execution of an order with a given carrier, click on Fixed routes with carriers, then on See carriers next to the route you are interested in.

Select the contractor with whom you want to suspend the execution of the order as part of the fixed route. Click the green button next to the Activity field to turn it gray. If you decide to hang up the order, click the button to make it green again.

Suspension of a fixed route by the carrier

If the carrier decides to suspend the execution of the order, his company will be greyed out in the route data and freight characteristics in the "Active" tab.

By clicking on the company name, a drawer with tour suspension details will pop up on the right.

Removal of the fixed route offer by the contractor

If the contractor is not interested in the cooperation offer as part of a fixed route, he may remove it. Then, in detailed information, it will be moved to the Archive tab. Click on the field with the carrier's company name to check the details of the offer.

The offer status is Completed. From here, you can duplicate the fixed route conditions for the new carrier.

Choose a new carrier. You can make changes to the terms of cooperation or send an offer to the contractor immediately by clicking Send to carrier.

Removal of the terms of cooperation with the carrier

If you decide to delete a fixed route offer for a carrier, click Fixed Routes with Carriers, the Active tab, and then the name of the company.

Click on More and then on Delete terms of cooperation with a carrier

You will be asked to confirm your decision.

The offer of cooperation with a given carrier has been moved to the Archive tab..

Edit fixed route

Click Fixed Routes with Carriers, select the route you want to edit, then click the three dots to the right of Edit Route.

Remember that if the route is active, editing its parameters requires confirmation from all carriers that support it.
In order for the previous conditions to remain valid until the new ones are accepted, the system will create a copy of the edited route, so you will be asked to change the name of the fixed route.

Make your changes and click Send to Carriers.

Until the new conditions are accepted, the route will be visible in the Under negotiation tab with the status Pending.

After the carrier accepts the new conditions, the route will be transferred back to the Active tab.

Edit load

Click on Fixed routes with carriers, select the route whose conditions you want to change and then click on the three dots on the right side, selecting Edit load.

Remember that if the route is active, editing its parameters requires confirmation from all carriers that support it.
In order for the previous conditions to remain in effect until the new ones are confirmed, the system will create a copy of the previous route, therefore you will be asked to change the name of the fixed route.

Make your changes, then click Send to Carriers.

Until the new conditions are accepted, the changed route will be visible in the Under Negotiation tab with the status Pending.

After accepting the new conditions by the carrier, the route will be transferred back to the Active tab, replacing the original version.

The carrier rejects changes to the conditions of carriage

When you edit a fixed route or load, the carrier may reject the proposed changes.

Click on a route and you will see the reason for rejection on the right. You can edit the proposed terms again by clicking on More and then Edit Terms.

Make changes to send a new proposal to the carrier.

Until the new conditions are accepted, the route will be visible in the Under negotiation tab with the status Pending.

When the carrier accepts the changes, the route will be moved from the Under negotiation tab to the Existing tab, replacing the original version.

Add freight

You can add a new freight using the freight previously published on fixed routes. Click on Fixed Routes with Carriers, select the route from which you want to copy the freight and then click on the three dots on the right side, selecting Add Freight.

To learn more about adding freight on the Platform, click here.

Choose where you want to post the freight:

  • Fixed routes - if the freight matches one of them, you can publish it according to its conditions
  • Your Contractors - this option allows you to select groups to which the freight will go. You create groups in the accounts module.
  • SmartMatch - is an algorithm thanks to which the freight will be sent to the companies best suited to the cargo
  • Exchange - the freight will be published on the loads exchange

If the freight matches the predetermined automatic rule, you will be informed.

Find out more about automatic rules by click here.


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