Handling orders as a contractor

Updated 3 months ago by Ania

Who can use this function?

This function is available to users of the CargoON product line and forwarding (TFF - Trans for Forwarders).

From this article you will learn how to process a transport order.

What is Visibility Status?

This is a functionality that supports the digital flow of information and documents on the Platform, allowing both sides of the transaction to share information about the progress of executing a transport order on an ongoing basis. Handling the order from start to finish takes place within one system, providing both parties with quick and easy access to all information about the status of execution, its details, and accompanying transport documents.
Adding a freight offer - find out more.
Adding an order to the Platform - find out more.

Handling an order with the Visibility Status product

After accepting the freight on the Platform, go to the Orders module, where you can add request conditions or ask your contractor for entry execution data.

On the Platform, you can shorten the process thanks to the additional option of Automatic order sending - find out more.

The status will change during the execution of the order, allowing you to track the order stage in real-time.
  1. Select the Orders module from the menu on the left.
  • on the list in the Active/Sent tab (depending on the product line), click on the order with the status In preparation.

  1. In the order details window, you can select one of the following options:

Option 1

Add request conditions - you can immediately fill in all required information in the order.

  • Then click the Send request button.

Option 2

Ask for entry execution data - this means that before sending the request conditions, you can ask the contractor to provide information of your choice, e.g. vehicle registration number. This option gives the client the confidence that the order will be completed by the carrier and it is not subcontracted. Prior verification provides greater security.

  • Indicate the entry execution data you expect from the contractor by moving the slider.
  • Select the client, then click the Send request button.

  • In the Orders module, in the Active/Sent tab (depending on the product line), an order with the status Awaiting entry execution data appears on the list; in the window with order details, in the Changes history tab, all information is available.

  1. After completing and sending the entry execution data  by the contractor, the order status will change to Provide order conditions.
  • All information will be available in the order details window, in the Order terms and Changes history tabs.

  1.  Complete the request conditions and send them to the contractor.

  • The order status will change to Awaiting acceptance.

  1. If your contractor accepts and completes the order conditions, the status will change.
  • The status Awaiting operation details means that a too broad time frame was provided in the offer, and the client needs to specify the exact dates and times.
  • Click on the option - Edit operation dates.

  • Specify the data in the window, then confirm with the Save button.

  1. If the contractor specifies the dates and times of the operation, the status of the order will change.
  • Awaiting transport data - if your contractor has not completed the data in the order, i.e. vehicle details, driver details.

An additional Transport details tab will appear in the window with the order details, where information about the stage of the order will be continuously updated. Additionally, there will be the Changes history tab where you can find all the information regarding the changes made.

  • The status Waiting to start appears if all the necessary data have been completed in the order by the contractor.

  1. The order status will change to On the way to loading 30 minutes before the previously specified loading time.

  1. On loading means that the contractor has confirmed arrival at the loading site.

  1. After loading the contractor sets off. Then the order status will change to En route.

  1. The On unloading status means that the contractor has confirmed reaching the unloading place.

  1. The status Waiting for required documents means that the contractor should add the documents that were required in the terms of the order.
  • If no additional documents were required in the terms of the order, the order status immediately changes to the next one.
  • In the Transport details tab, the task status changes to Finished.

  1. The Confirm order completion status means that the contractor has added the required documents, which can be found in the order details window in the Attachments tab, or no documents have been indicated, but the transport has just been completed.
  2. Use the green button to Confirm delivery.

  1. After confirmation, the order status changes to Completed.

Additionally, in the Changes history tab you will find all information regarding events in the order.

Handling an order without the Visibility Status product

The order handling process described above in steps 1-6 is the same (as with the Visibility Status product enabled). If the product is not enabled, there is no access to detailed information. A detailed description is provided below.

  1. Once all the data is completed, the order will be waiting to be started.
  • If you do not have access to Visibility Status, in the transport details tab you will see information about the lack of access to the summary and that the order status is available only to owners of the Visibility Status product.
  • At this stage, information gathered and disclosed as part of your product plan will not be available (excluding data related to the actual transport execution and the settlement of the order).

  1. Attachments added by the contractor will not be visible.

  1. The Changes history tab will not contain information previously gathered and disclosed as part of your product plan (excluding data related to the actual transport execution and the settlement of the order).

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