AFScarriers.net Online Invoicing Instructions:

Overview:

AFS has provided a new feature to enable carriers to enter freight bills directly via the online

portal at http://www.afscarriers.net. Using a simple, easy-to-navigate interface, carriers

can enter the necessary information off of the bill and upload a scanned image. Once the

information is entered; the bill is placed in our Freight Payment system with an identifying status

of “Carrier Submitted”, indicating that the information has been received. A trained AFS bill

processor will then examine the information to ensure validity. If anything on the bill is incorrect,

the processor will reject the bill and specify the reason for rejection. If the bill is valid, it will move

on through the payment system as any other bill would.

Click the ‘Online Invoicing’ menu tab of www.afscarriers.net . A screen displaying the current status of recently-entered online invoices will appear. Click ‘Create New Invoice’ to begin.

Step 1: Enter Probill Information:

Note: All fields in bold are required fields

Client Selection:

Select the client and the location from the dropdown listing

ProBill Information:

Note: This information is compiled from the carrier invoice

Type: Only Regular shipments or Reconsignment shipments can be entered online

Pro Bill #: This is the carrier invoice or pro number

Pro Date: Date the carrier invoice is created (format: MM/DD/YYYY)

Terms: Prepaid for Outbound shipments, Collect for Inbound shipments

3rd Party: When the client is neither the shipper nor the consignee

Weight: Total weight indicated on carrier invoice or probill

Miles (not required): Miles indicated on carrier invoice or probill

Inv # (not required): To be used only on parcel shipments where bills are paid by airway bill or tracking number

Invoice Amounts:

Note: Do not enter percentages, enter dollar amounts only. Use the tab key to move through the Invoice Amount section

Gross: Line haul or freight charge from carrier invoice

Disc: Discount amount allowed by carrier

Fuel: Carrier fuel surcharge

Accessorials:

Note: Multiple accessorials may be entered for each bill

Code: Select from the dropdown menu the accessorial desired

Amount: Enter the dollar amount of the accessorial

Click ‘Add Accessorial’

Each accessorial selected will be shown in the box above the ‘Code:’ field.

To delete an accessorial, click on the row of the unwanted accessorial in the ‘Accessorials’ grid. An arrow will appear at the beginning of the row for the unwanted accessorial. Click the ‘Delete Accessorial’ button.

Step 2: Enter BOL Information

Master BOL # (not required): Use for multiple bills of Lading, when a master BOL number is available

BOL #: Found on the shipper’s bill of Lading

Ship Date: Date of shipment (format: MM/DD/YYYY)

Delivery Date: Date of shipment delivery (format: MM/DD/YYYY)

Shipper:

Enter shipper information as it appears on the bill of Lading

To enter a US Zip Code, use five digits only, ie: 12345

To enter a Canadian Postal Code, skip a space between the 3 digit code, ie: T5T 1T1

Consignee:

Enter the consignee information as it appears on the bill of Lading

To enter a US Zip Code, use five digits only, ie: 12345

To enter a Canadian Postal Code, skip a space between the 3 digit code, ie: T5T 1T1

Line Items:

Description (not required): Enter a description from the bill of Lading

Class: Enter the class from the Bill of Lading using the dropdown menu. If no class is given, use the default class of 00

Quantity: Enter the quantify of items shipped from the Bill of Lading

Weight: Enter the weight from the Bill of Lading

Volume (not required): Enter the volume from the Bill of Lading

PO # (not required): Enter the PO # the Bill of Lading

Weight UOM (not required): Weight will automatically default to pounds. Change to tons or Kilograms if necessary

Volume UOM (not required): Volume will automatically default to Cubic. Change to gallons if necessary

Once all Line Item information is entered, click ‘Add Item’. This must be done for each line item found on the Bill of Lading. Once a Line Item has been entered, it will populate in the grid above ‘Description’.

To edit a Line Item, click to select the Line Item to change. An arrow will appear at the beginning of the line to edit, and the fields will populate with that line item information. Make necessary changes once the fields are populated and click ‘Save Item’.

To delete a Line Item, click to select the Line Item to delete. An arrow will appear at the beginning of the line to delete. Click ‘Delete Item’ to remove.

To add additional Bills of Lading, click ‘Add Another BOL’ in the bottom right corner. Return to BOL# under Step 2 and enter all information from the second bill of lading. Note: the Master BOL # will not be accessible at this point. The BOL number from the first BOL entered becomes the Master BOL #.

To Edit Bill of Lading information, click on the line containing the BOL number to edit, located in the grid above the consignee information. The fields will be populated with the original BOL information. Simply change any information desired. The new information will automatically save.

To Delete Bill of Lading information, click on the line containing the BOL number to delete and click ‘Delete BOL’. You must re-enter all bill of lading information once it is deleted for the bill to submit.

Uploading an image:

In order for us to verify the correctness of the information being entered, our system is designed to require an image of the invoice or probill along with all bills of lading to be uploaded when the bill is submitted. In order to support multi-page images and work seamlessly with our existing image database, the uploaded files will need to be provided in a .TIFF format. Below, we have provided links to a few articles which contain information on selecting and purchasing a good scanner for small to mid-scale usage.

Once all invoice and bill of lading information is entered, click ‘Add Image’ in the lower right corner of the screen. A small pop-up dialog box will appear containing a button labeled ‘Browse’. Click Browse and locate the file from your computer which you wish to upload. Click ‘Open’ to select the file and click ‘Submit’ to upload the file in to our system.

Once the required invoice, bill of lading and image information is in place, click ‘Preview’. This will take you to a summary page which displays the information from the current bill as it will appear and be entered in to the AFS system. If all the information is correct, single click ‘Submit’ to finalize and submit your entry.

The screen will refresh and return to the main screen of the ‘Create New Invoice’ page. You will see your submitted invoice in the grid, with a status of ‘Carrier Submitted’. While a bill is in the ‘Carrier Submitted’ status, you can edit or delete the invoice and/or BOL information as well as edit the image. Once a AFS Data Processor has reviewed your information, the status will change from ‘Carrier Submitted’ to another status indicating the progress of the bill as it goes through the AFS internal system.

Reminders and Tips:

1)  Use the tab key or the mouse to move from field to field.

2)  Do not use any punctuation in any field. Omit all dashes, periods, etc from the data you enter in to this system

3)  Use the correct format for zip codes and postal codes. You must use a legitimate zip or postal code for the city you enter. If the code does not match that geographical area, an error message will appear.

4)  A carrier invoice and all bills of lading pertaining to the move on the invoice must be submitted via a .tiff file

5)  Only a .tiff file can be uploaded on this website

6)  Single click on the ‘Submit’ button when submitting information

7)  Uploaded file sizes cannot exceed 10MB. Reduce the resolution if necessary to condense the file size

8)  The scanner must be able to scan multiple pages as one .tiff file. The website cannot support one document per image file, and only one image containing the invoice and backup can be attached to each invoice entry

9)  This site is not case sensitive, however try to use the correct capitalization

10) Error messages will appear in red at the top of the page and/or at the bottom of the page. The messages will contain information to guide you to make the necessary corrections to successfully submit the information

11) The screen will flash or refresh periodically when information is submitted. This is completely normal

12) Scan the invoice and backup prior to entering the information in to the website so that the file is readily available.

13) If you have to leave the site during entry of the information, the website may time out. The information you have entered will be lost and you may be required to log back in to the website

Troubleshooting:

1)  Check for error messages if you cannot proceed to the next field

2)  Check for error messages if you cannot add a line item

3)  If the image will not upload, check the file size. Remember, the file size cannot exceed 10 MB. To check the file size, right mouse click on the file, then click properties. This will list the size of the selected file. Adjust the resolution according to the file size

Links for scanner information:

http://tech.yahoo.com/gd/asking-yourself-the-right-questions-before-you-buy-a-scanner/153286

http://pcworld.com/article/id,125819-page,1-c,scanners/article.html

http://www.viewz.com/shoppingguide/scanner.shtml

For assistance with online invoice or the AFS Carrier website in general, click the ‘Contact Us’ tab on the website and send an email with a detailed description of the question or problem.

Or contact our carrier support team at .

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