Contents - Index


Bill Maintenance

This is used to create and print your bills of lading. This is a busy page with many options and functions. You will find, however, that it is easy to use after a little practice.

Adding a New Bill
Press the Add button at the top of the screen to add a new bill of lading. It will be assigned the next lading number (from the Defaults page). You can also copy (or "clone") an existing bill to a new bill by pressing the Copy button on the Bill Manager screen. Copying an existing bill will copy all fields and detail lines to the next lading number.

Screen Layout
Bill Page
Date
This is the date that will print on the bill of lading. You may enter this date manually or use the pull-down arrow and select the date from the calendar presented.

Master BOL?
Check this box if this is a master bill of lading with subsequent bills. 

When creating a Master BOL with underlying bills of lading, follow these steps:
  • Create all of the underlying BOLs first.
  • Create the Master BOL and check the Master BOL? box.
  • Checking the Master BOL? box will make the Create Master BOL References button to appear. Click it and the "Assign Underlying BOLs to Master" screen will appear. The grid will show BOLs that have been created in the past 90 days.
  • Check the boxes on each BOL that are underlying BOLs.
  • When all underlying BOLs have been checked, click the Update Selected BOLs button. The Special Instructions will be set with the proper nomenclature on each BOL, including the master BOL.

    Shipped?
    Check this box when the shipment leaves. This is primarily used for telling inventory that a BOL has indeed shipped.

    Ship From (Origin)
    You must define the origin (in Origins Maintenance) before using it on a bill. Once defined, simply type the first letter or two of the origin's name and it will be retrieved for you. After this is a field for the origin's reference or SID (shipper I.D.) number. This number is for this bill only. 

    The FOB? is used to tell the carrier that the FOB is based on the Ship From (Origin) address. (FOB is short for "free on board" and is used to define the point at which the title of the goods passes from the shipper to the consignee.)

    Ship To (Consignee)
    You must define the consignee (in Consignees Maintenance) before using it on a bill. Once defined, simply type the first letter or two of the consignee's name and it will be retrieved for you. After this is a field for the consignee's reference or CID (consignee I.D.) number. This number is for this bill only.

    The FOB? is used to tell the carrier that the FOB is based on the Ship To (Consignee) address.

    Location # is used to convey the ship to location number as provided by the consignee.

    Carrier
    You must define the carrier (in Carriers Maintenance) before using it on a bill. Once defined, simply type the first letter or two of the carrier's name and it will be retrieved for you.

    Trailer # is used if a truckload carrier hauls the shipment.

    Seal #(s) are input if the shipment is a full truckload from the origin to the destination.

    SCAC is the four-letter alpha code identifying the carrier and assigned by the NMFTA.

    Pro Number is used if an LTL carrier hauls the shipment.

    Third Party Freight Charges Bill To
    This is only used when a third party is paying for the freight charges (or, if you want to explicitly indicate that the consignee is paying.)

    Freight Charges
    Mark this accordingly. If you check the Carrier Information Calculates Freight Charges box, then the Freight Charges Amount field will be determined by the individual carrier information detail lines.

    History
    This will move the BOL in and out of history.

    Exported
    If the BOL has been exported as part of the Export Freight for Accrual, this will be checked and date stamped. You may uncheck this mark to export it again.

    Bill 2 Page
    Hazardous Materials Statement
    This will print at the bottom of the BOL.

    Special Instructions
    The Lading Manager will store different sets of special instructions for easy retrieval. Use the button to save a special instructions to the list. Use the button to retrieve a special instructions for use on the BOL.

    COD Fee Page
    C.O.D.
    If you need to ship C.O.D., then you must enable the C.O.D. fields by clicking the Enabled box. (If using the tab key between fields, press the space bar to toggle the check box.) 

    You will notice that the C.O.D. Fee fields have been filled in for you from the data provided for the carrier and consignee. You may change this if needed.

    Customer Page
    Customer order information is entered on this page. Order information is input and maintained via the buttons at the top of the screen.

    Press the button to add a new record. Alternatively, right-click on the grid and select "Add new record" from the menu.

    Press the button to edit an existing record. Alternatively, right-click on the grid and select "Edit selected record" from the menu, or simply double-click on the record to edit.

    Press the button to copy the contents of a record to a new line. Alternatively, right-click on the grid and select "Clone selected record" from the menu.

    Use the button to remove an item form the bill. If the item was from inventory, then the quantity used on this item will be returned to inventory. Alternatively, right-click on the grid and select "Delete selected record" from the menu.

    Use the up and down arrow buttons to move a line in the grid up or down one position at a time.

    Customer Order Information Maintenance Screen
    Order Number is the number generated to identify the order.

    # Pkgs is the number of individual packages or cartons on the shipment, regardless of whether the product is unitized or not.

    Weight is the weight of all the packages by customer order number. Do not include the weight of pallets/Slip Sheets. (The total weight on this page may not equal the total weight on the Carrier Info. page.)

    Pallet/Slip? indicates whether the product is unitized.

    Additional Shipper Info. is used to convey additional information related to this order.

    For Wal-Mart BOLs, there are four additional fields:

    Must Arrive By Date is the date on or before which the shipment must arrive.

    Other Wal-Mart fields include 5-Digit Destination Number, 4-Digit PO Type Number, and 5-Digit Department Number.

    Carrier Info. Page
    Carrier information is entered on this page. Carrier information is input and maintained via the buttons at the top of the screen. 

    Press the button to add a new record. Alternatively, right-click on the grid and select "Add new record" from the menu.

    Press the button to edit an existing record. Alternatively, right-click on the grid and select "Edit selected record" from the menu, or simply double-click on the record to edit.

    Press the button to copy the contents of a record to a new line. Alternatively, right-click on the grid and select "Clone selected record" from the menu.

    Use the button to remove an item form the bill. If the item was from inventory, then the quantity used on this item will be returned to inventory. Alternatively, right-click on the grid and select "Delete selected record" from the menu. You may delete multiple records in the grid at one time.

    Use the up and down arrow buttons to move a line in the grid up or down one position at a time.

    The grid contains inventory information and may be scrolled to the right in order to see this information.

    Carrier Information Maintenance Screen
    Handling Unit Qty is the number of handling units listed by commodity type.

    Handling Unit Type is the type of handling unit (pallets, slips, cartons, bundles, rolls, drums, etc.). Use the down arrow to select this from a list. New types will automatically be added to the list for future reuse.

    Package Qty is the number of packages or cartons listed by commodity type. The total number of packages should equal the total on the Customer page.

    Package Type is the type of package (pallets, slips, cartons, bundles, rolls, drums, etc.). Use the down arrow to select this from a list. New types will automatically be added to the list for future reuse.

    Weight is the weight of the handling units. Include the weight of pallets/Slip Sheets. (The total weight on this page might not equal the total weight on the Customer page.) This field also provides a calculator feature, making it easier to modify the weight.

    Haz. Mat.? is marked if the product shipped is classified as Hazardous Material.

    Description is used the general product description as listed in the NMFC. Use the down arrow to select this from a list. New descriptions will automatically be added to the list for future reuse.

    NMFC # is the NMFC number tied to the commodity classification. Use the down arrow to select this from a list. New numbers will automatically be added to the list for future reuse.

    Class is the freight class of the commodity as classified by the NMFC. Use the down arrow to select this from a list. New classes will automatically be added to the list for future reuse.

    Lot Number is used for those items where you may have to issue a recall. The lot number will print on its own line when the BOL is created.

    Freight Charges is used to calculate the total freight charges for this BOL, but ONLY if the Carrier Information Calculates Freight Charges is checked on the main Bill page.

    Press the + button to save the input information to the BOL.

    Press the button to load the input fields from a predefined carrier information record. Locate the record in the grid. Changing the Handling Unit Quantity will calculate extended weight. If pulling from inventory, enter the Inventory Quantity and press the Pull From Inventory button. Only those inventory records that have enough remaining inventory will be displayed. Select the desired inventory record and press OK. Press the + button to use record and extended weight. This is the only method of getting multiple, predefined carrier lines to be added at one time. If the entry consists of multiple description lines, all non-blank lines will be added when you press the + button to add the input information to the BOL. (Remaining inventory quantities will be updated at this point.)

    Print Page
    The Create Bar Code BMP File Only button will create a bitmap (BMP) file for the bill of lading number that is current. You can use this bitmap for other items, such as a label or other shipping documents.

    The Create Inventory Pick List button will produce a report listing all inventory items used on the BOL. This report is intended to be used as the guide in gathering the inventory required for this BOL.

    Press the Create BOL Print Files button to generate the files needed for this bill of lading. You will be taken to the Lading Manager Print Control screen. This screen is used to view, print, and e-mail the BOL.

    Each entry in the box under "BOL Print Files" represents one page of the BOL. You may view any page by simply double-clicking on the desired page, or by clicking on the desired page and pressing the View button. A single page may be printed by using the Print button. Select the number of copies to print before using any of the print buttons.

    The Print All button will print all pages of the BOL. If multiple copies is specified, then the output will automatically be collated.

    Bills may be e-mailed as Adobe Acrobat PDF file attachments. (You must be connected to the Internet in order for this to work.) To e-mail, choose to whom you want the e-mail to be sent, provide a subject and message, and press Send The E-mail(s). (E-mail setup is performed in Defaults maintenance.)

    Pallet Labels
    Pallet labels may be printed from this page, also. Pallet labels consist of the shipper's name and address, the destination's name and address, and a reference number ("Ref #:" on the label). The reference number, by default, will be the SID# field from the Bill page. You may change this default to the CID# field through Defaults Maintenance.

    The carrier name may also be printed on the labels. By default, this option is turned off. This feature may be turned on through Defaults Maintenance. Along with the carrier name, the total carrier handling quantity will be printed as well.

    You have a choice of printing "Qty: nn" or "nn of nn" on the bottom of each label. This is controlled through Defaults Maintenance. For "nn of nn" format, you may specify that you wish to skip n number of blank label spaces on the first page of labels. 

    Only those Avery label types listed are supported. To print a page of labels, select the Pallet Label Print Style and then press the Print Pallet Labels button. By default, only one page of labels will be generated. To get more pages, increase the Copies when printing from the preview window.

    There are two label types that will print on roll label printers that have either a 4"w x 3"h label, or a 4"w x 6"h label. For these label types, the counter on the screen is used to tell it how many labels to print.

    Packing Slip Page
    This page is used to create a packing slip for your shipment. Besides the additional fields on this screen, the packing slip will include the "Ship From," "Ship To," and "Package" information from the Carrier Information screen. (You must have at least one Carrier Information line in order to create a packing slip.) 

    You may right-click on the P.O. Number field and select it from the pop-up list. This list comes from the SID, CID, and Customer Order Information Order Number (line 1) fields.

    The P.O. Type, Department No., Vendor No., and Payment Terms fields all are "learn-on-the-fly" look-up fields. As you enter values and save changes, the values from these fields will be added to their respective look-up tables and will be made available for future look-ups when using the drop-down.

    Related Documents Page
    This page is used to reference any related documents to this BOL that are accessible from your computer. The documents themselves are not stored within Lading Manager; only references are kept. Documents may be viewed from the grid by double-clicking on them.

    Track Page
    This page used to track your shipment. It is non-sophisticated and what you see is what you get. 

    If you want this page to do more for you, please contact Support with the details of what you want it to do.