Electronic solutions that make every day more flexible

Electronic solutions that make every day more flexible Solutions for all needs myschenker e-business EDI TA systems What suits you best? Customer references

Develop Plan Follow up Order Customer Schenker Monitor Different companies, different needs different solutions Regardless of the company you work for and your transport needs, we have solutions that can help make your logistics more efficient. At Schenker we receive more than 80,000 electronic orders for transport and related services every day. This makes us one of Sweden s biggest e-commerce companies. Besides, we were working with electronic orders long before the Internet existed. This gave us extensive experience of what companies large and small need when it comes to electronic transport orders. In this brochure we present a range of solutions to suit companies in different situations. With the right electronic solution you can receive as much help as you require to plan and evaluate your work. Better planning is the word To plan your transport it is simple to find out how long it will take, what it will cost and what impact it will have on the environment. You always have up-to-date prices and with the exact costs you can present quotations and invoice your customers faster. You can choose to use the solutions externally connecting them to a webshop for example. Your customers can then search for and find information directly and it appears as if the answers are coming from your webshop. You can also connect e-solutions to your business system, allowing you to order transport and plan deliveries much more quickly. Simpler, cheaper ordering One major and obvious advantage of electronic services 2

is that they are cheaper. When you place an order electronically you avoid paying the charge for a manual order. Choose whether you want to book on our website or integrate your booking into your webportal or your business system. Monitoring means security Both you and your customer can monitor a consignment throughout the whole transport chain, even between different countries. Choose whether you want to view consignment status on our website or in your own business system. You can also subscribe to certain events via fax, e-mail or EDI. If you wish, you can also have tracking information sent directly to your mobile phone. Which solution should I choose? Read the brochure and then contact the EDI representative at your nearest Schenker office, who can provide you with more information and help you get started. The following are some of our most common electronic solutions: myschenker e-business EDI TA systems Follow-ups Our e-services allow you to collate a great deal of information about your consignments that you can use in your own follow-up. This could include booking history, status events, delivery receipts, charges and invoices with supporting information. Develop With our e-services it is easier to be proactive in your logistics business. You see patterns and you can develop and suggest new solutions to your customers. Regardless of how you proceed, you always have the possibility to develop the way you work. 3

myschenker a simple, practical solution The Schenker website contains a great deal of information and e-services that are available to everyone. You can make bookings, print freight documents, calculate the environmental impact of your transport assignment, facilitate COD payment using a debit or credit card and much more besides. All you need is a computer and an Internet connection. Our website also offers services that show information unique to the customer information about your particular consignments, costs and so on. These services have been gathered together with our open services in one place myschenker. myschenker is a practical solution that you can access quickly and easily and it is free of charge. You decide who at your company can access the different services. You can also allow your customers to view all or some of the information, such as consignment status. Services included in myschenker Timetable for departure and arrival days You can schedule order stops and deliveries. Price enquiry Always up-to-date prices. Calculate the cost of a consignment. You can offer quotations and invoice your customer (including freight charges) more quickly. Pallet customer number You can view the consignee s pallet customer number or find out who has a certain pallet customer number. Booking with a print-out You decide when to make the booking. Rapid, secure flow of information without any waiting time. Print-out of the correct transport documents. The transport instructions are also transferred via EDI to Schenker. Tracking/consignment status You (and your customer if you wish) can track the consignment throughout the entire transport chain, from booking to delivery. You can also subscribe to selected status events and have them sent to you by e-mail. However, this function is not included in myschenker. Contact Customer Service if you wish to add it to your list of options. 4

Consignment statistics Allows you to see the number of consignments that have or have not been delivered over a certain period. Transport instructions and receipts In case of uncertainty about a transport assignment, you can easily retrieve your instructions to Schenker together with details of who signed for the delivery. Invoice and balance statement Simpler and more efficient invoice processing. You can view the debit notice the day after the transport assignment. The notice shows the exact invoice amount if you then need to invoice further. You can also view the pallet balance and maintain full control of your pallet transactions. With Invoice Statistics you can produce reports showing how much Schenker has invoiced each month and also how much for each customer number and product. A report can also be produced for several months and customer numbers at the same time. The report can be supplemented with a consignment specification showing weight, volume, price per consignment and other information. This simplifies survey and analysis procedures. myschenker Customer benefit myschenker gives you a complete picture and control of your consignments and transport costs. This makes both planning and follow-up more efficient. myschenker is ideal for all companies, either as the only solution for small companies or as a complement for large companies where different departments need varying amounts of information and levels of service for transport assignments. How do I get started with myschenker? Appoint an administrator in your organisation (which may consist of several companies). The administrator applies for authorisation at www.myschenker.se for each company registration number. The administrator is given a user account, after which you have full access to the services and you can designate several users. The administrator can delegate administrator privileges to several users in large organisations. Further information Contact Customer Service at your nearest Schenker office or visit our website www.schenker.se. You can also go directly to myschenker at www.myschenker.se 5

e-business when you want to go a step further Our e-business solution is designed for companies that wish to integrate information about their shipments into their internal systems or onto their website. With Schenker s e-business concept you can incorporate logistics solutions into your systems, enhancing your customer service and efficiency. Better webshop service If you have a webshop you can offer your customers better service and at the same time automate the delivery process by integrating Schenker s e-services. Your customers can choose the mode of transport when they place their orders. You can see immediately what the transport will cost and when the goods will be delivered. Your customer also has the option of tracking the transport and receiving notification of when the goods are on their way. The timetable, price enquiry, transport order and status enquiry are fully integrated. Improved efficiency in your business system You can also integrate e-business into your own business system a price enquiry service for example. Your sales personnel can then be sure that they always include the correct transport costs in their quotations without having to leave the quotation module in the business system. Your customer service department can view the status of the order even after it has left your dispatch department. You can incorporate continuous updating of transport status or send the enquiry when searching your internal order. e-business enables your employees to search in your freight contracts on your intranet without having to log on to our website. Different ways of integrating with e-business In the simplest form of integration you simply link our services to your own web-site. There is also a more advanced form of integration where instead of using our functions on the website, 6

you incorporate an enquiry into your system which is then sent to our system. You will then receive the reply in XML format, for example. If you already use a transport administration (TA) system, e-business can help you get more out of it. e-business is free. Simply download the descriptions from our website. At the moment we can offer the following services described using two different methods, WDR (Schenker Web Development Rules) and XML (extensible Markup Language): Timetable Price enquiry Booking Tracking Advanced Tracking Transport instructions and receipt Invoice and balance statement List of representatives e-business Customer benefit Integrating Schenker s services can give your internal processes a boost and help your webshop prosper! Integrating will probably give you a significant lead over your competitors. Prerequisites You access our services by following the descriptions. As our services are being constantly developed, we would like you to register your contact details so that we can keep you up to date on additions and changes in our descriptions. As a Schenker customer, the only limitation is your own desire to incorporate our functions. If you have ideas about what you would like to do but cannot find the information on our website, you are welcome to contact us at e-handel@schenker.com How do I get started? To register, go to www.schenker.se, navigate to e-business concept and choose Registration. Under Technical documentation you can download the documentation you require. You need to apply for a password to access the services. You will find the application form under the Registration tab. 7

EDI the foundation of electronic transfers In order to meet current demand for speed and accuracy, EDI is often a necessity. Some of Schenker s products and optional extra services can only be ordered via EDI, which is one of the Schenker service platforms. The other is our website. EDI stands for Electronic Data Interchange: the electronic exchange of standardised structured messages between different computer systems. This means that two independent systems can communicate in a standardised way. EDI is therefore the basis of all e-commerce. EDI has existed since the 1970s but only really took off with the arrival of the Internet. Today anyone with a computer connected to the Internet can use EDI. This makes it easy for you to create sustainable procedures for handling large amounts of information every day. Lower transport prices and more reliable deliveries By sending instructions to Schenker by EDI you reduce your transport costs as the charges are lower than for manual orders. You also save time as the system automates your ordering process. Your personnel avoid having to deal with routine matters and they can devote their time to more important things. You also receive automatic updates and checks both during and after transport, making it easier for you to monitor and follow up your transport assignments. What EDI can do for you With EDI you can: Book transport Send transport instructions Receive electronic invoices Monitor transport assignments Recommended EDI solutions and tools To make it easy for you to communicate with Schenker using EDI we recommend that you use one of the TA systems that we have approved. Messages/functions supported by EDI Booking This is a message designed to order the collection of goods for transport. The information in the message may be preliminary as regards quantities (e.g. weight, volume and number of packages). The booking message replaces telephone or fax bookings. All bookings are made in accordance with local agreements about the latest time for booking, collection address identity, special transport equipment etc. The message is termed IFTMBF. Booking confirmation For a booking to be valid Schenker sends a booking confirmation which means that we confirm that we will come and collect the goods. The message is termed IFTMBC. Transport instructions (= lower costs!) This message contains all the information necessary to carry out the transport assignment. The message is standard when ordering domestic and international land transport with Schenker. Most transport assignments are 8

now booked using electronically transferred transport instructions. Your packages are combined into assignments with address details and instructions for carrying out the assignments. Although a great deal of information is needed to carry out assignments successfully, detailed specifications and efficient TA systems mean that this is not a problem despite the demand for speed and accuracy. The information is also used for searches and followup of, for example, invoices. The message is termed IFTMIN. Status report This message contains goods events (e.g. collected, transhipped, delivered). It is generated as often as you choose (up to once every 30 minutes) and contains all events that have occurred since the previous occasion. Automatic updating of your own system offers you full control of your deliveries right through to the end-consignee. The message is termed IFTSTA. e-invoice With Schenker s electronic invoice it is simple to follow up your transport costs and manage your day-to-day bookkeeping and payments more efficiently than was possible with traditional paper invoices. The message contains a fully specified invoice created with the same regularity as your paper invoice but arrives a day earlier since it does not need to be sent by post. This message allows you to do away with paper invoices if you ask us to cancel delivery by post. You can also have both in order to conduct follow-ups, checks, coding etc. automatically in your (TA) system. All Schenker s TA suppliers can handle electronic invoices from us. If you already have a TA system, contact your TA supplier and ask for a presentation. The message is termed INVOIC. Pre-e-invoice notice (debit notice) The message contains your consignments together with the price we will invoice. The information is produced daily and contains all new consignments since the previous debit notice. This means that you always receive the information the day after transport commenced. This information allows you to collate and distribute or debit transportation costs with the correct amounts continuously instead of all at once when our invoice arrives. The message is termed IFTMCS and is only available for domestic transport. EDI Customer benefit In most cases it is necessary to use this technology to satisfy current demands for speed and accuracy. It is easy to create sustainable procedures for handling large amounts of information every day. Profitable logistics to everyone s advantage! Prerequisites Anyone with a computer connected to the Internet and a laser printer can use EDI. All EDI messages handled must conform to Schenker s specifications, which can be found at www.schenker.se. How do I get started? The easiest way is to visit www.schenker.se and contact one of the TA suppliers. Supplier links are provided. If you require further information, contact the EDI representative at your nearest Schenker office. Contact details can be found on our website www.schenker.se. 9

TA systems save time and money There is a growing demand for short lead times and the ability to track shipments. This also makes greater demands on transport instructions, consignment notes and transport labels. An excellent and simple way to handle this is a Transport Administration (TA) system. With a TA system you reduce your transport costs as you avoid manual handling charges. You also gather all conceivable information about your transport in one place and you can view historical data, follow up transport costs, track consignments and much more besides in the same system. TA system suppliers There are a number of TA systems on the market with specially adapted solutions for Schenker. The companies that provide these systems conform to Schenker s requirements regarding goods labelling and information transfer. Where the systems differ is often in how well they can integrate with your operations and your business system and how they meet your requirements in general. Take your time when choosing a system. A web-based solution might be a good idea until you feel you know what you need. Most of the systems are independent of the transport company you use. TA systems offer many advantages Consistently correct transport documentation and complete EDI solutions Easy to learn and use Can be used with different transport companies Can be connected to order and business systems Can link back to overlying systems such as order number, consignment number etc. Can work partly or completely in the background and hand scanners can be connected 10

Easy to track consignments Provide consignment reports and historical data Simple import and export of customer registers (an advantage if you work without a link to the order system) Support for order compilation, combining several orders into one consignment, customs clearance, etc. Can handle mass printing, e.g. of mailshots Automatic delivery advice to consignees, e.g. by e-mail or fax Integrated links to Schenker s e-services (tracking etc.) Calculation of freight costs Invoice follow-ups such as checking and matching Would you like help to choose a system? You can choose between a web-based system or a system that is installed locally on your computer or in your network. A web-based system allows you to access it from any computer connected to the Internet. You have a password to log in and the system is then available for use. The systems differ in functionality and price. We can advise you when you choose a system. Contact the EDI representative at your nearest Schenker office. TA systems Customer benefit With a TA system you create your own transport orders correct and complete with the right documents and EDI, which is vital for efficient logistics. The profitability of a TA system is easy to realise, especially compared to a system developed in-house. Requirements You need a PC connected to the Internet (and perhaps file transfer software) and a laser printer. Blank labels for laser printers can be ordered on our website www.schenker.se. How do I get started? On our website, www.schenker.se, you can find information about which TA systems Schenker has approved and an overview of the functions that are available in the different systems as well as links to the system providers. You may already have a system from one of these providers, in which case all you need is a Schenker module. If you would like unbiased advice (from Schenker) our EDI representatives are there to help you. Simply contact your local Schenker office. 11

Which solution is best for your company? Pure and simple This small company uses myschenker. myschenker is an excellent alternative for small enterprises that do not need complex transport solutions. It is free to Schenker customers and simple to get started with and use. All support is handled by Schenker. The company can book, circulate the price, present quotations and also see the consignment status, invoices and other information. If the company wishes, the company s customers can also access the whole of this information or just part. Booking Tracking Timetable Price myschenker Delivery Receipt Invoice myschenker Raw material 1 Raw material 2 Raw material 3 Finished product Incoming goods Manufacturing Distribution Heavy Duty AB PROCESSES PURCHASING SALES ORDE This large company uses several of Schenker s electronic services. Different departments require different amounts of information and service. Here you can see which service is used by different departments and for what purpose. INFORMATION PRICE PRICE TIME BOOKING Would you like to know more about how Schenker can help you and your company? Contact our EDI representative at your nearest Schenker office. myschenker TA systems e-business EDI 12

Svensk Design Webshop Svensk Design Webshop is an example of a company that uses e-business. For those selling items via webshops, Schenker s e-business is an ideal option. Your customers book transport directly on your website and receive immediate answers to questions such as: What does it cost? When will the shipment arrive? Where is the shipment at the moment? e-business is free to Schenker customers. The service is simple to use the computers talk to each other directly. No software installation is necessary. What does the product cost? Information from e-business Price When will the shipment arrive? Timetable Purchaser I want to place an order Where is the shipment at the moment? Svensk Design Webshop Book Tracking RS STORE CUSTOMER SERVICE FINANCE FOLLOW-UPS INVOICE CONTROL CODING PAYMENT STATUS TRANSPORT INSTRUCTIONS STATUS DELIVERY PRICE DEBITING STATUS TIME RECEIPT TRANSP. INVOICE TRACKING INSTR. STATISTICS 13

Customer cases Teknos Färg Teknos is based in Tranemo and manufactures and sells paint to industry, professional painters and consumers. We purchase single-item and door-to-door transport in Sweden s well as door-to-door international transport for a total of SEK 12 million each year. We have been using myschenker for four years and it offers many advantages. We have all our information gathered in one place, we can easily calculate the freight prices and we can check the invoices. We can also track our consignments to see where they are. myschenker is ideal for us and we are very satisfied with it! Mattias Dahl Transport and Warehouse Manager Bergman & Beving Services Bergman & Beving Services are responsible for the group s development, co-ordination and operation of services in logistics, administration, product information and IT. We buy sea, air and overland transport. We have frequent arrivals of containers from Asia. The products are stored in a central warehouse and are then available for rapid shipment to the industry and construction sectors in the Nordic region. We have been using some of the services that Schenker today markets as e-services since the early 1990s. We use the Centiro TA system for our transport administration. Centiro communicates with Schenker for transport bookings, electronic invoicing and tracking. The tracking function is integrated into our own e- commerce system, know as Toolstore. Here our customers can find detailed information about consignments that are en route. We also use the functions in my- SCHENKER. The e-services are a prerequisite for efficient co-operation with our transport partners. We are very satisfied with the solutions that we use and we feel that the ongoing development of the services is very constructive. Mats Petersson Logistics Development Manager 14

Glossary e-business Our concept for integrating our services with customers web portals, webshops or business systems free of charge. It is also used for TA systems. EDI representative Every district office has an EDI representative who is responsible for customer enquiries about electronic solutions. EDI (Electronic Data Interchange) The electronic exchange of standardised structured messages between different computer systems. EDIFACT The UN s regulations for electronic data interchange for administration, commerce and transport. e-service Our term for on-line or web-based services such as booking, timetable, tracking, etc. IFTMBC The EDIFACT message for a booking confirmation. IFTMBF The EDIFACT message for goods collection. IFTMCS The EDIFACT message for a debit notice. IFTMIN The EDIFACT message for transport instructions. Means lower costs. INVOIC The EDIFACT invoice message. myschenker Our solution for gathering all open, password-protected e-services in one place. TA (Transport Administration) systems Stand-alone systems for handling transport document printing, sending bookings and transport instructions to Schenker (or other transport companies) via EDI, followups, etc. There are several TA systems approved by Schenker on the market. Tracking Our service that allows you to view the current status of a consignment, e.g. shipped, out for delivery, delivered etc. Transport instructions This is the information needed to carry out the transport assignment. The information is sent in its entirety to the transport company via EDI. Some of the information is also used in various documents and on the transport labels (STE). WDR (Web Development Rules) The set of rules that governs how Schenker s on-line services are constructed and how to communicate with them. XML (extensive Markup Language) A way of structuring and storing information independent of platform. IFTSTA The EDIFACT message for consignment status (tracking). Notes 15

Schenker AB EDI & e-solutions SE-412 97 Göteborg Tel +46 (0)31-703 80 00 www.schenker.se Art. No 1054 ASR Reklambyrå January 2009