Handling orders as a carrier

Updated 4 days ago by Ania

Who can use this feature?

This feature is available to users of the carrier product line (TFC - Trans for Carriers) and the forwarder product line  (TFF - Trans for Forwarders)

In this article, you will learn how to handle a transport order process.

Order handling

The next step after accepting the freight is for the ordering party to send the order with the completed conditions.

  1. Select the Orders module from the menu
  • In the Current/ Received tab (depending on the product line), click the order with the In preparation. status.

  • The order status Provide entry execution data means that your ordering party has asked you to send specific information before sending the order conditions.
  • If the ordering party does not select the "Ask for entry execution data" option, an order with the Confirm conditions. status will appear here.

  1. Click the Provide entry execution data. button.
  2. In the window, fill in the information requested by the ordering party and confirm with the Send. button.

  • The order status will change to Awaiting order conditions, which means that your ordering party should complete the order conditions.

  1. The ordering party has completed and sent you the order conditions, and the status has changed to Accept conditions.
  • Click the See conditions button

  1. Complete the order.
  • Enter the driver and vehicle details
  • You can also specify the vehicle emission class
  • To increase security, you can enter an additional identifier - a "keyword" that the driver will provide when arriving at the loading or unloading location
  • Operation confirmation from the Loads4Driver application (manual status update for the transport execution stage)

The contractor/ Carrier can choose from the following options:

Transfer directly to the ordering party
- selecting this option means that the Carrier agrees for the driver to provide status information about loading and unloading
- using the Loads4Driver mobile application, the driver will be able to change the status of the transport task/order

Do not transfer to the ordering party
- selecting this option means that consent is not given for the driver to use the Loads4Driver mobile application to provide information about the status of the transport task/order

A new Transport details tab will appear in the offer details window - this is where all detailed order information will be available. Access to this information is available to ordering parties who have access to the DOE product.
If they do not have access, they will not receive ongoing information about the order status and execution.

  1. If a time interval longer than 3h was specified in the offer, the status - Awaiting operation details, will appear, which means it is necessary to specify the exact date and time from those available within the interval.
  • Click the Complete operations details button

  • Specify the dates and times more precisely
  • Save the changes entered

  1. The Awaiting transport data status indicates that the order is missing information such as vehicle details and driver details, which must be provided.
  • Click the Complete transport details button - enter the details and save.

  • Complete and save the changes entered.

  • After entering the information, the status will change to - Waiting to start.

  1. The order status will change to - On the way to loading, this will happen 30 minutes before the previously provided loading time.

  1. Use the Confirm arrival for loading. button.
  • Enter the data concerning the date and time when the event actually occurred
  • You can also provide the weight; this field is not mandatory
  • Save using the Confirm button

  1. After saving the data, the order status will change to a new one - On loading.

  • Use the Confirm loading button
  • Complete the loading end time
  • You can also provide weights; this field is not mandatory
  • Save using the Confirm button

Weight records are an important element, mainly for orders settled per tonne, because they make it possible to correctly determine the basis for calculating the final order value.

  1. The next stage after loading is order execution, and a new status will appear - En route.

  1. Use the Confirm arrival for unloading. button.
  • Enter the arrival time at unloading
  • You can also enter the vehicle weight; this field is not mandatory

  1. A new status will appear in the order - On unloading.
  • All information will be available in the Transport details tab.
  • Use the Confirm unloading. button.

  1. In the Confirm unloading completion window.
  • Enter the unloading end time
  • You can enter weights; this field is not mandatory
  • You must indicate whether objections were reported at unloading; if so, describe what objections were reported
  • Save using the Confirm button

  1. The Complete the required documents status means that you should add the documents required by the ordering party in the sent order conditions.
  • In the Transport details tab, the task status changes to Finished.

  • Add documents in the Attachments tab.

  1. After adding the documents, the order status will change to - Waiting for confirmation.
  • If the ordering party does not have access to the Visibility Status product, this is the last status you will see. The transport status will change to completed.
  • If the ordering party has access to the Visibility Status product, you will also see the next order statuses.

What is Visibility Status?
It is a feature that supports the digital flow of information and documents on the Platform. Thanks to this, both parties to the transaction continuously share information about the progress of the transport order execution.
Order handling from start to finish takes place in one system, allowing contractors to have quick and easy access to all information about the execution status, its details and accompanying documents - proofs of delivery.

  1. If the ordering party confirms the order execution, its status will change to - Order completed.
  2. In the Transport details tab, you will find information concerning the order execution.

  1. Additionally, in the Change history tab, you will find all information concerning events in the order. To see more details, click the arrow icon.

Who can use this function?

Function available to users of the Trans for Carriers (TFC) and Trans for Forwarders (TFF) product lines

From this article you will learn how to handle the entire process of accepting a freight offer and executing a transport order.

Accept a freight offer

  1. In the Search loads module, find an offer that matches your fleet, click on the offer in the list to see the details
  • If the freight offer meets your requirements, click on the green Accept button.

  1. Once accepted, the freight offer is moved to the Under negotiation and watched tab of the Search loads module.

  1. If the orderer finally accepts the offer, the freight appears in the Accepted tab of the Search loads module.

  1. The offer details window displays the information: Offer accepted.

Order handling

The next step is to send the order with the conditions filled in by the orderer.

  1. Select the Orders module from the menu.
  • under the Active tab (if you have the product line for carriers - TFC - Trans for Carriers), click on the order with the Accept conditions status
  • under the Received tab (if you have the product line for forwarders - TFF - Trans for Forwarders), click on the order with the Accept conditions status

  1. Click on the green See conditions button and get familiar with the terms.
  2. Fill in the order:
  • enter driver and vehicle data
  • you can also specify the emission class of the vehicle
  • to increase safety, you can enter an additional identifier - a "keyword" which the driver will provide when arriving at the loading or unloading place
  • operation confirmations from the Loads4Driver application (manual statusing of the transport execution stage)
    The Contractor/Carrier can choose from the following options:

    Transfer directly to the ordering party
    - selecting this option means that the Carrier gives permission to the driver to provide status information about loading and unloading.
    - The driver will be able to change the status of the transport task/order via the Loads4Driver mobile application.

    Do not transfer to the ordering party
    - selecting this option does not allow the driver to provide information about the status of the transport task/order using the Loads4Driver mobile application
  • click on the green Confirm the terms button

An additional tab (Transport details) will appear in the window containing all the detailed information about the order. This information is available to orderers who have access to the DOE product.
Without access, they will not receive up-to-date information on the status and execution of the order.
  1. If the time frame specified in the offer is longer than 3 hours, there will appear the status - Awaiting dates of operations, which requires the exact date and time to be indicated from among those available for the time frame.
  • click on the Edit operation dates button

  • specify dates and times
  • Save with the green button

  1. The Awaiting transport data status means that information is missing in the order, i.e. the vehicle and driver data which must be provided.
  • Click on the green Complete transport details button - enter and save the data.
  1. Once the information is saved, the status changes to Waiting to start.

  1. The order status changes to On the way to loading, this happens 30 minutes before the previously specified loading time.
  2. Confirm arrival for loading with the green button.
  • enter the date and time of the event
  • you can also enter the weight (optional field)
  • save with the green Confirm button

  1. Once the data has been saved, the order status changes to On loading.

  • Confirm loading with the green button
  • enter the loading completion time
  • you can also enter the weight (optional field)
  • save with the green Confirm button

Weight records are an essential element for orders settled per ton, as they can be used to determine the final value of the order.

  1. The next stage after loading is the execution of the order. A new status will appear - En route.

  1. Use the green button to Confirm arrival for unloading.
  • enter the arrival time for unloading
  • you can also enter the weight of the vehicle (optional field)

  1. A new status appears in the order - On unloading.
  • all information is available in the Transport details tab
  • Confirm unloading with the green button

  1. Confirm unloading completion.
  • enter the unloading completion time
  • you can also enter the weight (optional field)
  • indicate if any claims were made during unloading. If so, describe what they were
  • save with the green Confirm button

  1. The Complete the required documents status means that you should upload the documents required by the orderer in the sent order conditions.
  • under the Transport details tab, the task status changes to Completed
  • upload the documents under the Attachments tab
  1. Once the documents have been added, the order status changes to - Waiting for confirmation.
  • if the orderer does not have access to the DoE product, this is the last status you will see. The transport status will change to completed.
  • if the orderer has access to the DoE product, you will see the next statuses of the order
What is Visibility Status?
It is a functionality that supports the digital flow of information and documents on the Platform, allowing both parties to the transaction to exchange information on the progress of the transport order in real time.
The end-to-end handling of the order takes place in one system, which gives contractors quick and easy access to all information about the status of the order, its details and related documents - proofs of carriage.

  1. If the order execution is confirmed by the orderer, its status changes to Order completed.
  2. In the Transport details tab, you can find information on the execution of the order.
  3. All the information about the order events can also be found in the Changes history tab. Click on the arrow icon to see more details.

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