Fixed routes with shippers

Updated 1 week ago by Katarzyna

Who can use this function?

Function available to users of the Trans.eu platform, who have access to the Fixed routes with shippers module (TFF - Trans for Forwarders and TFC - Trans for Carriers product lines).

From this article you will learn how to:

  • accept a fixed route offer,
  • negotiate the terms of a fixed route offer,

Thanks to the module of fixed routes with shippers, you have the opportunity to receive permanent orders in cooperation with trusted contractors. In one place you can check the payment term, offer details, freight data or planned transports.

Receipt of a fixed route offer

  1. When a shipper sends you a fixed route offer, you will receive a notification. Click on it to navigate to the Fixed routes with Shippers module.

  1. The new offer will appear in the Under negotiation tab, with the Accept fixed route status. Clicking on an offer opens a window with its details.

The window contains the following tabs:

  • Freight data - contains information about the required vehicle (vehicle size, body type, capacity) and the type of load.
  • Details - contains the terms of the order, including payment terms.
  • Shipper - information about the contractor.
  • Schedule - planned dates of transport (if provided by the shipper).
  • Map with the Best Route Assistant.
  • Contact persons from my company - a list of colleagues assigned to the fixed route by the shipper.
    Possible forms of fixed route settlement
    The shipper can offer various forms of settlement:
    - Price per haulage, i.e. a fixed rate (with the possibility of negotiations).
    - Rate per ton used for bulk cargo transport (also with the possibility of negotiations).



    - Variable price - a flexible settlement method where the rate is set individually for each transport. Offers with a variable price differ in the method of notification and acceptance - it is described in the section: Flexible form of cooperation



    - Pallet price grid - used when the load is in the form of pallets.



If a coin icon appears next to the price, a surcharge (e.g. for fuel or for an additional operation point) has been added to the base price. Click the icon to view surcharge details - type, duration and value.

Assigning a contact person to a fixed route

When submitting a fixed route offer, the shipper can indicate a contact person from your company. After you receive a fixed route offer, you can edit this selection or add more people. Assigned persons will receive all notifications related to a given route and will be able to contact the shipper directly.

You can assign, change, or delete a contact person in two ways:

  • in the list of fixed routes in the Fixed routes with shipper module,
  • in the details of the selected fixed route.

Managing a contact person from the fixed routes list

  1. Go to the Fixed routes with shippers module.
  2. In the Active or Under negotiation tab, find the Contact persons from my company.
  3. Hover the mouse cursor over an assigned person and click the pencil icon.
  1. In the drop-down list, select or deselect the employees you want to assign or remove.

Managing a contact person in fixed route details

  1. Click on the selected fixed route and go to the Contact persons from my company tab.
  2. Click Add contact person.

  1. Select the person and click Save.
  2. For each person, you can set notification preferences on: the messenger, e-mail, browser or platform.

Accepting a fixed route offer
  1. After receiving a fixed route offer from the shipper, you can accept it by clicking the Accept button.

  1. The accepted offer will be moved to the Active tab.

If the offers of a given route are interesting and you enjoy working with a given company, you can turn on the Auto-acceptance option (except for contracts with a variable price).
Thanks to this option, freight offers within a given fixed route will be accepted automatically.
  1. To enable the auto-acceptance option, click Update in the offer details.
  2. Use the slider to set the auto-acceptance time (from 5 minutes to 24 hours).
  3. Click Save.

Negotiating the terms of a fixed route offer

If the shipper has allowed price negotiations, the offer will have the status: "Accept or negotiate the price". You can offer your own rate in the following cases:

  • The price field is empty - enter your proposal.
  • The price has been proposed, but the field is editable - you can change the value and provide a counter-offer.
  1. Enter your proposal and click Send. Offer status will change to Your offer is awaiting acceptance.
    Alternatively, you can Withdraw offer.
  2. The shipper can accept your rate or send a counter-offer, which you will be notified of.

  1. You can accept, reject or negotiate the new proposal.
  2. By clicking on the arrow icon, you will be able to check the progress of negotiations.

Rejecting a fixed route offer

If you do not want to accept a fixed route offer:

  1. Click Reject.
  1. Provide a reason for rejection and confirm your decision with the Reject button.

The reason for rejection and the status of the offer will appear in the details window.

Suspending a fixed route

To suspend a fixed route:

  1. In the Fixed routes with shippers module, go to the Active tab.
    The green slider in the Activity column indicates that the route is active.
  2. Move the slider to the left.
  1. Select the date until which you suspend the selected route. Enter the reason for the suspension by clicking the red Suspend button.  The information will be sent to the shipper.

  1. The slider in the Activity column will turn gray.

If you want to restore the activity of the fixed route, use the slider again.

Terminating cooperation on a fixed route

If you want to remove a fixed route on which your company has agreed:

  1. Go to the Fixed routes with shippers module, from the Active tab, select the fixed route you want to abandon, click the Archive a fixed route button.

  1. Confirm your decision with the red Archive button.

  1. The archived route will be moved to the Archive tab and have the status Completed.
You can archive multiple fixed routes at once by checking the box next to each route in the list.

Deletion of a fixed route by the shipper 

If the shipper decides to terminate cooperation on a given fixed route, you will receive a notification.

The fixed route will be moved to the Archival tab.

The shipper may at any time annex the terms of the offer of cooperation. In this case, you will be notified of the new proposal.

Flexible cooperation (fixed route offer with a variable price)

A fixed route with a variable price is a flexible form of cooperation in which the rate is not set in advance - the shipper only defines the currency. The specific price is set individually for each transport. This means that you can negotiate the freight offer each time based on the current market situation.

If the shipper, by sending a cooperation offer, indicates you as a contact person, the invitation will appear directly on the platform, regardless of the currently used module.

  1. In the module with a proposal for flexible cooperation you will find:
  • information about who invited you and which route the cooperation applies to (1),
  • tiles by choosing the method of notification (2),
  • a drop-down list of contacts from your company (3)
  • a bar with buttons to accept or decline the invitation (4)

  1. Choose how you want to receive information about available loads on this route.
  • through all communication channels (messenger, e-mail, platform),
  • only via the platform (internal notifications),
  • no notifications (freight offers will be available in the Search loads module, in the For me tab.

Selecting the notification method means you accept the terms of the fixed route
  1. Select additional contact persons who will receive notifications for all events on this fixed route.
  • You can assign up to 10 contact persons. You cannot remove yourself from this list.
All contacts will receive notifications according to your previous selection.

  1. If you are unable to make a decision at the moment, use the reminder option. Click Remind me and select or set the time after which the invitation will appear again on your screen.
  2. Invitation to cooperate can be
    • accepted - by clicking the Follow the offer button,
    • rejected - by clicking the Not interested button.

Acceptance of the invitation through the Decision panel

If you were not online at the time of sending the offer or the shipper did not indicate a specific contact person, the invitation will go to the Decision panel:

  • click the panel icon,

  • find an invitation in the list of decisions to make,

  • choose one of the available options: Remind me, Not interested, Follow the offer.

You can still accept the terms of cooperation with variable prices in the usual way, i.e. the levels from the window with the details of the fixed route.

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