Handling orders as an orderer

Updated 7 hours ago by Ania

Who can use this function?

Function available to users of the CargoON product line and forwarders (TFF - Trans for Forwarders)

From this article you will learn how to handle the entire process starting from publishing and accepting a freight offer to adding and executing a transport 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.

Add a freight offer

  1. Add freight using the green button

  1. Fill in the freight form

Example of a freight offer:

Vehicle requirements: body type - dump truck, capacity - 15 tons

If the freight offer specifies the capacity and total weight of the vehicle
e.g. vehicle capacity: 15 t, in the load details, total weight: 12 t, rate per ton: 100 EUR, approximate freight value: 1200 EUR

  • Publish freight with the green button

  1. The published freight offer with the Waiting for offers status is placed in the Added tab of the Freights Module.

  1. The Select carrier status means that someone has responded to your offer. Click on the offer in the list to open a window with details.
  • Decide whether to accept the offer, reject it or end the negotiations
  • Accept the offer with the green button

  1. Once accepted, the freight offer appears in the Accepted tab of the Freights Module.

Order handling with the Visibility Status product

Once the freight has been accepted on the Platform, the order can be filled in and sent to the contractor.

  1. Select the Orders module from the left-hand menu
  • under the Active tab (if you have the CargoON product line), click on the order with the Set and send order conditions status
  • under the Sent tab (if you have the product line for forwarders - TFF - Trans for Forwarders), click on the order with the Set and send order conditions status
  • click on the Add request conditions button

  1. Fill in the order conditions
  • Here you can select the required documents that the contractor will need to attach at a later stage
  1. Click the green Send for acceptance button

Statuses change as your order is processed, so you can keep track of what stage your order is at.

  1. Once the order has been sent, it will appear in the list of orders in the Active/Sent tab (depending on the product line you have) with the Awaiting acceptance status.

  1. When your contractor accepts and completes the order conditions, the status changes.
  • The Awaiting dates of operations status means that the time frame specified in the offer is too long; the orderer must specify the exact dates and times
  • An additional tab (Transport details) will appear in the window containing order details, where information about the order status is continuously updated.
  1. If the contractor has specified dates and times for the operations, the order status changes to:
  • Awaiting transport data - if your contractor has not provided any data in the order, i.e. vehicle data or driver data

  • Waiting to start - if all the necessary data has been provided in the order by the contractor

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

  1. The On loading status means that the contractor has confirmed the arrival at the loading place

  1. After loading, our contractor starts the journey, the status of the order changes to En route

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

  1. The Waiting for the required documents status means that the contractor should now upload the documents that were required by the order conditions.
  • If no additional documents were required by the order conditions, the order status changes immediately to the next status
  • In the Transport details tab, the status of the task changes to Finished

  1. The Awaiting acceptance status means that the contractor has added the required documents, which can be found in the order details window under the Attachments tab, or no documents have been uploaded and the shipment has simply been completed.
  2. Confirm delivery with the green button

  1. Following the confirmation, the status of the order is changed to Completed.
  2. You can also find all the information about the order events in the Changes history tab. Click on the arrow icon to see more details.

Order handling without Visibility Status product

Once the freight has been accepted on the Platform (the process is described in the article above), the order must be filled in and sent to the contractor.

  1. Select the Orders module from the left-hand menu
  • under the Active tab (if you have the CargoON product line), click on the order with the Set and send order conditions status
  • under the Sent tab (if you have the product line for forwarders - TFF - Trans for Forwarders), click on the order with the Set and send order conditions status
  • click on the Add request conditions button
  1. Fill in the order conditions
  • Here you can select the required documents to be included by the contractor at a later stage
  1. Click the green Send for acceptance button

  1. Once the order has been sent, it will be visible on the list of orders in the Active/Sent tab (depending on the product line you have) with the Awaiting acceptance status.

  1. When your contractor accepts and completes the order conditions, the status changes.
  • The Awaiting dates of operations status means that the time frame specified in the offer is too long; the orderer must specify the exact dates and times

  1. If the contractor has specified dates and times for the operations, the order status changes to:
  • Awaiting transport data - if your contractor has not provided any data in the order, i.e. vehicle data or driver data

  1. Once all the data has been provided, the order will be waiting to start.
  • if you do not have Visibility Status access enabled, the Transport details tab will display the information about no access to the summary and the status: This status is available only to subscribers of the Visibility Status product
  • the information already collected and shared as part of your product plan will not be available at this stage (except for data concerning the shipment itself and the order fulfillment)

  1. Attachments added by the contractor are not available.

  1. The Changes history tab does not include the information already collected and shared as part of your product plan (except for data concerning the shipment itself and the order fulfillment)

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