Handling freight and order with monitoring as a contractor
Updated 7 hours ago
by
Ania
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Who can use this function? This function is available to users of product lines for carriers (TFC - Trans for Carriers) and freight forwarders (TFF - Trans for Forwarders). |
From this article you will learn:
- how to accept a freight offer with a monitoring requirement
- how order handling works
- how transport task handling works
Visibility Monitoring is a product that allows you to track vehicles in real time. It allows you to monitor the location of vehicles and the status of orders using GPS systems.
With up-to-date information, you gain safety and control, and you can quickly respond to unforeseen events on the road if needed.
With up-to-date information, you gain safety and control, and you can quickly respond to unforeseen events on the road if needed.
Acceptance of a freight offer with a monitoring requirement
If you find an offer that interests you on the Platform, check its terms and decide whether the offer meets your requirements.
- Click on the offer line, and a window with details will appear on the left side.
- The vehicle requirements include the information Shipment tracking: Required if technically possible. This means that the client wants the transport to be monitored via GPS systems.
After accepting the offer with this requirement, when providing the vehicle or semi-trailer registration numbers for this transport, the Trans.eu system will check the technical possibility of monitoring these vehicles via our partners - GPS integrators.
- If the offer meets your conditions, you can accept it.
- Once accepted, the offer will go to the Under negotiation and watched tab. It will wait for a client’s decision.
- After the client accepts the offer, it will go to the Accepted tab.
- Once the freight is accepted, the client prepares the order.
Order handling by the contractor
- In the Orders module, select the Active/Received tab (depending on the product line). On the list, you will find the order, which may have the following status:
1. Provide entry execution data. This status means that your client has asked you to provide some specific information before sending the order conditions.
- Select Provide entry execution data.
- Complete the data and click Send.
- The order status will change to Awaiting order conditions, which means that the client should complete the order conditions.
2. In preparation. This status means that the client has not yet sent the order conditions (the status will appear when the client does not select the Provide entry execution data option).
- Once the client completed and sent the order conditions to you, the status will change to Confirm conditions.
- Click on the See conditions button.
- Complete the data in the order and Confirm conditions.
- If the offer provides a time range for operations longer than 3 hours, the status Awaiting operation details will appear, which results in the need to precisely indicate the date and time of these operations from the available options within the time range.
Providing the date and time is recommended so that the system can calculate the prediction of the arrival time, i.e. an indicator informing whether the vehicle will arrive at the unloading location on time.
- Select Complete operations details.
- Specify the date and time of loading and unloading, then save the changes.
- The status Awaiting required information for transport execution indicates that information such as vehicle details and driver details is missing from the order and needs to be provided. This status will appear if the details were not entered in the previous steps.
- Select Complete transport details.
- Complete the driver and vehicle details, then Save.
Based on the provided vehicle details, we will verify in partner systems whether GPS monitoring is technically possible.
Transport task handling by the contractor
- In the Transports in realization module, select the New tab. The list may include tasks in which some data need to be completed if they were not provided in the order.
Completing the data in the order is described above - check the details.
Based on the provided vehicle details, we will verify in partner systems whether GPS monitoring is technically possible.
There is also a chance to obtain GPS monitoring using the Loads4Driver application, if the driver has their account there.
There is also a chance to obtain GPS monitoring using the Loads4Driver application, if the driver has their account there.
- Monitoring will be connected automatically if technically possible. Location tracking will begin approximately one hour (depending on the GPS signal provider) before the planned loading time or its manual confirmation.
- You will receive a notification about this as in the image below. You can also consent to the processing of vehicle and driver data for future transports.
- The task will be moved to the Active tab, where real-time updates on the current status of the task appear until the transport is completed.
- The task status will change to Waiting to start, meaning that the time for signal activation has not yet passed.
- The order status changes to Awaiting confirmation of arrival for loading at the specified time before loading.
- Click on the selected transport on the list to see detailed information.
- During the transport, messages/information/data appear in the following tabs: Information, Map, Operations, History.
- Another task status, Awaiting confirmation of loading, appears if we determine that the vehicle will enter the loading zone based on GPS data or manual confirmation in the order.
- The Platform will show information on how much time the driver spent on loading (waiting to enter - waiting in line, loading, waiting for documents).
- Another task status, En route, appears if the vehicle leaves the loading site based on the GPS signal or based on manual confirmation in the order.
- The Platform will display information about the current location of the vehicle and the route the driver has already completed.
- During transport, an Alert may appear on the task list informing about the event.
- In the task details window, go to the Requires attention section to check the information.
- Additionally, you will receive a notification (bell icon) on the Platform informing you about the event.
- After reviewing and verifying a message, you can Archive it so that it does not appear on the main page. To do it, click X.
- In the map tab you can check the current location of the vehicle.
- Another task status, Awaiting confirmation of unloading will appear if the vehicle enters the unloading zone based on GPS data or manual confirmation in the order.
- The Platform will show information on how much time the driver spent unloading (waiting to enter - waiting in line, unloading, waiting for documents).
- In the Completed tab, you will find transport tasks that have been completed and confirmed via GPS signal. Additionally, the list includes the following information:
- The Completion status shows whether the driver arrived on time or how late they were to the loading or unloading location.
- Claims regarding the task being reported (if any).
- Automatic comments displaying individual elements/stages of the transport.
- Monitoring sources - devices used for tracking the transport.
- In the task details window, you can check the entire history.
- The Archive tab will show all orders completed and confirmed by the shipper, containing a summary of the transport.
