Maintain Shipments
The Maintain Shipments window is where you will look up shipments that have been entered, as well as where you will create new shipments.
To access the tab: Dispatch-> Maintain Shipment
Click here for information on how to use a data entry window.
New Shipment or Shipment Look Up
Shipment ID: Shipment ID can be up to 25 characters in length and should be unique within the system. If you enter an ID that already exists in the system, the shipment record will be pulled from the system and can be edited. To start a new shipment, you will press New Shipment, and the system will assign a shipment ID once the load is saved.
Search Navigation Icons
Search Navigation can help you to easily find the last shipment entered. You can also move to the next and previous shipments using these tools.
New Shipment
To start a new shipment, select the New Shipment icon from the Toolbar. It will open a New Shipment, and a shipment ID will be assigned upon saving.
Requirements/Equipment/Paperwork & Other Data Sent to Mobile App:
Reference numbers 1-5, Priority, Preloaded trailer number, Reefer temp/mode, Tarps required and text, Weight, Units, Pallets, & Goods
Adjusted Revenue on Offered loads from the Planning Board
Driver pay and Mileage are based on the driver’s setup.
Validation Error Warning
The Task Bar is where the system will notify you of any errors that need to be fixed before you can save. If there is one error, it will show as a message (like the above picture). If there is more than one error, you will get a message with the number of errors. To see the details for each issue, click on the View Message box.
Section | Tool Bar | |
Field | Description | |
View trip | Use this button to switch to the trip. If the trip has not been assigned to a driver yet, this will open the trip assignment wizard. | |
Split manager | Use this button to split the shipment into multiple trips. This split manager can be done from the shipment or trip screen. For information on splitting loads, click here. | |
Duplicate | This button can be used to create duplicate shipments. This will follow the default Shipment duplication method that is set in the Dispatcher setup options. Click here to see where to set the method to use for Shipment Duplication. | |
BOL | This button will open a Bill of Lading that can be printed or saved. | |
Notes | The notes button will open or close the notes section. Use notes for any additional notes that may be needed for this shipment. | |
Messaging | The messaging button will open or close the messaging section. The messaging section will display all messages sent between drivers and dispatchers related to this shipment. | |
Document Management | This button will open the document management folder for this shipment. Document management is where you can upload documents related to this shipment. | |
Section | Billing/General Information | |
Field | Description | |
Customer | Select the customer who booked the shipment. | |
Bill To | Select the customer who will be billed for this shipment. The system will fill in the same information as for the above “Customer” automatically. This can be changed if needed. | |
Rate Plan | Select the rate plan to use to bill the customer. It will populate with the plan that is assigned to the customer. If no plan is assigned, you can select the rate plan to use or manually add charges. | |
Company | Select which of your companies will bill this customer. The system will fill in the same information as for the above “Customer” automatically. This can be changed if needed. | |
Entered by | This will be automatically entered as the user who added the shipment. | |
Booked By | Select the user who booked the shipment. If set on the customer’s defaults, this field will populate on its own. | |
Booked for | Select if this shipment is booked for Company Assets or for Brokerage. This will be auto-filled using the default you set in the dispatch options. Click here to see details on where to set the default option to use. | |
Section | Reference numbers | |
Reference Numbers | Fill in all the reference numbers that are needed for this shipment. 5 fields can be used for load reference numbers. These fields can be renamed in the Dispatch setup options screen to be what your company needs. | |
Section | Requirements Equipment/Paperwork (Use the pencil to open and edit what will be on the load.) | |
Priority | Use this dropdown to set a load Priority (Will show on the Planning and Dispatch boards). Priority levels are None, Low, Medium, High, and Urgent. | |
Equipment | Select the type of equipment that is required for this shipment. | |
Preloaded trailer | If there is a preloaded trailer that will be picked up for this load, select it here. This will be added to the trip when assigned. | |
Refer Temp | If a reefer is needed, enter the required temperature here. | |
Refer Mode | Select if the temperature should be Start/Stop, Continuous, or Off. | |
Team required | Check the box if a team is required for this load. | |
Hazmat | Check the box if this is a hazmat load. | |
Tarp Required | Check the box if a Tarp is required for this load. When this box is checked, a text field will display, allowing you to enter the tarp length or details. | |
Bars./straps required | Check the box if bars or straps are required for this load. When this box is checked, a text field will display, allowing you to enter details of what is needed. | |
Pilot car required | Check the box if a pilot car is required for this load. | |
Oversize permit required | Check the box if an oversized permit is required for this load. | |
Overheight permit required | Check the box if an overheight permit is required for this load. | |
Overlength permit required | Check the box if an overlength permit is required for this load. | |
Overwidth permit required | Check the box if an overwidth permit is required for this load. | |
Overweight | Check the box if an overweight permit is required for this load. | |
Cargo Value | Enter the estimated cargo value here. | |
Original Paperwork | You can enter the date you received the original paperwork here. | |
Section | Contact | |
Load Contact | Enter the contact information for this Shipment. This information will default from the customer selected, but can be updated per load. | |
Section | Stops | |
Add stop | This can be used to add additional stops to the Shipment. Each load will have at least 2 stops, one pickup and one delivery, but can have more than 1 of each type of stop. | |
Map | Use this map button to see the Route that drivers should use based on the Geocode provider that your system uses. | |
Stops | Fill in the stop information. If more stops are needed, use the Add Stop button. Use the Pencil next to the stop to edit any information on the stop or add notes for the driver/dispatcher. | |
Truck/Trailer Icons | Next to the location, there are truck Icons to tell you what is happening at that stop.  Pickup Location  Delivery location  Location is a Drop & Hook Site.  Extra stops require specification if it is a pickup, delivery, or both. Also, if it is drop/hook. | |
Location | This lookup can be used to add a location that has been configured in your account. Locations are recommended to be used for stops that are used often. Locations will allow you to make notes and will allow for better reporting. | |
Appointment | Appointments can be set to FCFS (First come, first served), Appointment Set, or Appointment Required. If you choose FCFS, you can select a date range for the appointment. If you choose Appointment Set, you can add a late after field by clicking on the “+” next to the clock and entering the date and times for the appointment. Appointment Required is used when you still need to set an appointment time for this stop. | |
Miles | Miles between stops will be calculated by the Geocoding provider your system uses when the load is saved miles are calculated. | |
Contact | This is the contact information for each stop. This will be defaulted from the location if selected, or can be edited using the pencil on the far left of the stop line. | |
Info | This field is to be used for any additional information: stop reference numbers, pick up instructions, numbers to call. | |
Driver Notes | Driver notes are prefilled from locations and will be sent to the driver via their mobile app or on the BOL. These can be edited on a per-load level by using the edit (Pencil) button on the far left of the stop. | |
Dispatch Notes | Dispatch notes are prefilled from locations. These notes will not be sent to the driver via their mobile app or on the BOL. These can be edited on a per-load level by using the edit (Pencil) button on the far left of the stop. | |
Directions | Directions are prefilled from locations. These directions will be sent to the driver via their mobile app or on the BOL. These can be edited on a per-load level by using the edit (Pencil) button on the far left of the stop. | |
Section | Goods | |
Add Item | This will add a new Goods line. Goods lines will be needed for each stop on the shipment to show what is being picked up or delivered to each stop. | |
Add All | The Add All button can be used to add all combinations of pickup and delivery that are on the load. | |
Goods | Add the types of goods for the shipment. Identify types of Goods for each additional stop. Types can be selected from a preset list, or you can type in a description. Use ‘Add All’ if you have multiple stops with the same goods type. | |
Weight/Volume/ Units/Pallets | Fill in the fields with details for this load. | |
Section | Charges | |
Add Charge | This can be used to add manual charge lines to the Shipment. Manual Charge lines will have a white background and will not be changed if Auto Rate & Pay is being used. | |
Calculate charges | This can be used if a rate plan is on the shipment and there are rates for the lane for this load. Calculated rates will be displayed with e grey background and will be recalculated by Auto Rate and pay throughout the load to make sure loads are properly rated based on current rate plans. | |
Auto Rate | Only available when Auto Rate & Pay is enabled. This box, when checked, will have the system continue to use the Rate Plan to calculate charges for this load based on the rate plan assigned to the load. | |
Type | This will be the type of charge you will be billing for. This is a lookup field that will look up payment types in your system. | |
Quantity | Enter the quantity to charge for this payment type. This value can be negative to credit a customer (refund for a charge). | |
Rate | Enter the rate to charge for this payment type. This value should always be a positive number. | |
Adjusted Revenue | This field is used by the system to calculate the driver’s pay when dealing with percentage drivers. | |
Use for Pay | If checked, this charge will be used for the driver’s pay when dealing with percentage drivers. | |
Section | Notes | |
Billing Notes | Internal notes that may be needed for billing. This information will be filled automatically if it is entered in the billing notes on the customer’s info. This information will show on the Billing screens and some reports to help your accounting team with important information. | |
Invoice Notes | Internal notes that may be needed for billing. This information will be filled automatically if it is entered in the invoice notes on the customer’s information. |
Editing Shipment
Once a shipment is saved, you will have new options on the Tool Bar.
Field | Description |
View Trip | Use this icon to assign a driver to the trip. |
Split Manager | Use this icon to split the shipment between multiple drivers. |
Duplicate | Use this icon to duplicate this shipment. |
BOL | Use this icon to print a Bill of Lading for this shipment. |
Delete | Use this icon to delete the Shipment. |
Notes | Use this icon to open and close the notes section for this shipment. |
Messaging | Use this icon to view messages from drivers for all trips associated with this shipment. |
Document Manager | Use this icon to attach documents to the shipment. |
Agent Access | Use this icon to assign agent access for this shipment. |
Help | This icon opens a new window with the help section for the current tab. |
Ditat uses the Bankers' Rounding method when rounding rate calculations.