NEEBO. - System and Process Manual -

Transcription

1 NEEBO - System and Process Manual -

2 Table of Contents Shipping Process: Outbound Freight 3 Inbound Freight 5 TMS Functions: Order Entry 7 Track and Trace 17 Contact Sheet 22 2

3 Scope Shipping Process Outbound Freight The following instructions outline the process for engaging LRG to arrange for transportation of freight from Nebraska Book Company stores. Instructions 1. Orders will be sent to LRG via web portal, and phone. 2. All order information will be uploaded / entered into the TMS. Noteworthy Items: LTL carriers require a two (2) hour window for successfully completing pickups Urgent pickups (any shipment that needs to be picked up within four (4) hours of entry) should have a follow up sent with the title: *** URGENT NEBRASKA BOOK SHIPMENT *** Cutoff for same day shipments is 3:00 pm local time, as most LTL providers cannot guarantee successful pickup after this time 3. Based on shipment information provided, LRG will review shipment details and dispatch selected carrier(s) accordingly. 4. Once shipment is ready for shipment, Nebraska Book Company will log into the TMS and edit the shipment details with correct: a. Weight b. Pallet / piece count c. Special Instructions d. Product Information Nebraska Book Company will also confirm all other shipment details are correct. 5. Nebraska Book Company shipping/warehouse personnel can access and print BOL s and pallet tags in the TMS. 3

4 Shipping Process Outbound Freight (cont.) 6. LRG will manage any appointments and monitor the shipment through the track and trace process and update the status in the TMS accordingly. 7. Nebraska Book Company can monitor the shipment by logging into TMS. Daily In Transit reports will also be sent to sales staff for on-the-go updating. 8. LRG will manage back-office functions associated with shipments, such as freight bill audit and dispute resolution, and will provide Nebraska Book Company with a weekly summarized invoice. 4

5 Scope: Shipping Process Inbound Freight The following instructions outline the process for engaging LRG to arrange for transportation of inbound freight for Nebraska Book either to the stores. Preface: Please place the following annotation on all Purchase Orders to vendors for which Nebraska Book is responsible for arranging transportation: Ship via LRG; (800) Instructions: 1. LRG Operations staff will receive a phone call or from the vendor when a purchase order is ready for shipping. 2. LRG will obtain the following information from the vendor: i. Purchase Order Number xi. Receiving Hours (if known) ii. Shipper Name xii. Commodity Description iii. Shipper Address xiii. Quantity iv. Shipper Contact Name xiv. Weight v. Shipper Contact Phone Number xv. Number of Handling Units vi. Shipping Hours xvi. Type of Handling Unit vii. Consignee Name xvii. Required Ship Date viii. Consignee Address xviii. Deliver By Date ix. Consignee Contact Name xix. All other Special Requirements x. Consignee Contact Phone Examples: limited access pickup, liftgate, Number lumper, etc. 3. LRG will contact Nebraska Book to ensure that the validity and accuracy of the shipment. 4. LRG will enter the shipment order into the TMS and dispatch the appropriate carrier based on the requirements provided by the vendor. 5. LRG will create the BOL and provide it to the vendor via or fax. 6. For warehouse deliveries, LRG will schedule delivery of the shipment utilizing the Inbound Dock Schedule spreadsheet saved in Dropbox. 5

6 Shipping Process Inbound Freight (cont.) 7. Stores with active shipments will receive a daily inbound report. LRG will co-ordinate any delivery appointments with the store. 8. LRG will monitor the shipment through the track and trace process and update the status in the TMS accordingly. Nebraska Book can also monitor the shipment by logging into the TMS. 6

7 Scope TMS Order Entry All LTL shipments, outbound and return, can be entered directly into the TMS by authorized users. The following instructions demonstrate how to input an order into the system TMS. Instructions 1. Open the TMS by going to the following web address: 2. Enter user name and password and click the go icon in the top right corner 3. Click on the Ship link on the top right corner of the screen 4. Service Type will default to Less Than Truckload in the dropdown box. Click the Next Step button. 7

8 TMS Order Entry (cont.) 5. Enter all the pertinent information for the shipper. Field titles that are a bolded are required fields. Once all information has been entered, click the Next Step button at the bottom of the screen. 8

9 TMS Order Entry (cont.) 6. Enter all the pertinent information for the consignee. Field titles that are a bolded are required fields. Once all information has been entered, click the Next Step button at the bottom of the screen. 7. Enter the following information for all shipping items: a. Piece count b. NMFC Class c. Total Weight d. Dimensions (if known) e. Handling Unit container type f. Item Description g. NMFC Item No. h. NMFC Sub No. i. Additional Items can be entered by clicking the Add Item button 8. Enter any special instructions that are required for this shipment 9. Once all items are entered, click the Next Step button at the bottom of the screen 9

10 TMS Order Entry (cont.) 10. Check mark any accessorials that are required for this shipment and click the Next Step button 10

11 TMS Order Entry (cont.) 11

12 TMS Order Entry (cont.) 11. The system will provide all the carrier options available for the shipment, based upon the client specific rates that have been previously loaded. The summary of options will provide the estimated transit time as well as the total estimated freight charges 12. To select a carrier, click on the truck icon in the Select column, and then click the Next button at the bottom of the screen 13. The next screen allows the user to insert any reference number associated with this shipment. These numbers are listed on the Bill of Lading. Once all numbers are entered, click the Next Step button 12

13 TMS Order Entry (cont.) 14. The next screen will provide a summary of all the shipment details that have been entered. If all the information is correct, click the Next Step button on the bottom of the screen. 13

14 TMS Order Entry (cont.) 15. The system will process the shipment. Click OK 14

15 TMS Order Entry (cont.) 16. The BOL will appear in a separate screen (if pop ups are enabled) for printing. 17. Please contact the carrier to arrange for pickup. The carrier contact information is located at the top of the BOL 15

16 TMS Order Entry (cont.) 18. To print labels select Print labels for this shipment 19. Select Zebra 4X6 (continuous) from the Label Format drop down list. Enter the number of labels. Click Print END OF ORDER ENTRY PROCESS 16

17 Scope TMS Track and Trace All shipments managed by Logistics Resource Group can be tracked within the TMS. The following instructions demonstrate how to review tracking information in the TMS. Instructions 1. Open the TMS by going to the following web address: 2. Enter user name and password and click the go icon in the top right corner 3. Click on the Track link in the top right corner 4. Click on the binocular icon labeled Search 17

18 TMS Track and Trace (cont.) 5. You can search shipments based upon any of the following criteria: a. Shipment ID b. Shipper Name, City, State and/or zip c. Consignee Name, City, State and/or zip d. Shipment pickup date (range) e. Shipment Reference Number (i.e. Sales Order #, PO #, etc.) 6. By clicking on the Shipment Number link a user can access shipment details 18

19 TMS Track and Trace (cont.) 7. The Bill of Lading (BOL) and the Labels can be printed from the Shipment Detail screen by clicking on Print BOL a. The BOL will appear in a separate screen (if pop ups are enabled) for printing b. Please contact the carrier to arrange for pickup. The carrier contact information is located at the top of the BOL 19

20 TMS Track and Trace (cont.) 8. To print labels for a single shipment from the Shipment Detail screen, click on Print Labels a. Select Zebra 4X6 (continuous) from the Label Format drop down list. b. Enter the number of labels. Click Print 9. To print labels for multiple shipments at once, enter the # of labels for each shipment that you would like to print labels for on the Shipment Tracking Screen and click on Labels 20

21 TMS Track and Trace (cont.) 10. Select Zebra 4X6 (continuous) from the Label Format drop down list. Click Print 11. By clicking on the shipment status (i.e. Dispatched ) a user can see shipment history END OF TMS TRACK AND TRACE PROCESS 21

22 Logistics Resource Group Contact Information call: fax: