Carrier File Maintenance

7.Carrier File Maintenance

What is a carrier profile?

Carrier File Maintenance field definitions

Adding a carrier file record

Assigning a carrier ID

Letting the system assign a carrier ID based on carrier name and city

[Misc] CreateCarrierCode

Using a carrier's MC number as the carrier ID

[Misc] CarrierIDFormat

Manually assigning a carrier ID......

Looking up a carrier record

Deleting a carrier record

Setting up a Pay To for a carrier

Creating a new Pay To profile for the carrier

Editing the carrier's Pay To profile

Recording/viewing a carrier's expirations

Selecting the status of expirations you want to view

Adding an expiration

Deleting an expiration

Marking an expiration as complete

Activating the Expiration Audit report feature

ExpirationAudit

Allowing the expiration code to set the carrier's status

UseMaxCarrierExpirationCode

Excluding carriers with active expirations from assetassignment

SelectActiveCarriersOnly

Recording/viewing a carrier's qualifications

Recording load requirement-related information for non-boardcarriers' assets

Working with a carrier's tractor and trailer accessories

Adding an accessory record

Deleting an accessory record

Working with a carrier's driver qualifications

Adding a driver qualification

Deleting a driver qualification

Turning off the asset load requirements check for non-board carriers

IgnoreCarrierLoadRequirements

Recording/viewing notes about a carrier

Adding notes to a carrier profile

Deleting a note

Viewing notes

Recording/viewing a carrier's accident history

Adding an accident record

Deleting an accident record

Recording/viewing a carrier's history of complaints

Adding a complaint record

Deleting a complaint record

Looking up complaint records by date range

What is a carrier profile?

Resource profiles are a series of information folders that contain data relevant to one individual resource. You must create a profile for each resource referenced in the system. When your company contracts with a new third party carrier, a profile must be created for that carrier.

The Carrier File Maintenance window is used to record carrier profile information.

Carrier File Maintenance field definitions

GENERAL
Name / Carrier's name. A maximum of 64 alphanumeric characters is allowed.
Address (Line 1) / First of two lines used to record the carrier's street address. A maximum of 64 alphanumeric characters is allowed.
Address (Line 2) / Second of two lines used to record the carrier's street address. A maximum of 64 alphanumeric characters is allowed.
City, State / Carrier's city and state/province location.
Notes:
  1. If applicable, the county may also be identified.
  2. The city and state/province combination must exist in the city file before entry in this field.

Country / Country in which the carrier is located. A maximum of 64 alphanumeric characters is allowed.
ID / Carrier's unique identification code. The maximum length is eight alphanumeric characters.
Alt ID / Alternative identification code used to identify the carrier. The maximum length is eight alphanumeric characters.
Note: This code may represent a code assigned to the carrier in another computer system, such as an accounting package.
SCAC / Carrier's Standard Carrier Alpha Code.
Zip / Five-digit or nine-digit zip/postal code for the city.
PHONES / Notes:
  1. When making entries in these fields, do not enter any dashes or spaces; the system will format the field correctly.
  2. Multiple contacts for a carrier can be entered in the Carrier Contacts window. The window does not automatically display the information recorded in the Phones section as a contact record. For more information, see the Recording contact information for TMWSuite entities guide.

Main / Primary telephone number at which the carrier can be reached.
Secondary / Alternate telephone number at which the carrier can be reached.
Fax / Carrier's fax number.
Contact / Name of the person who is the primary telephone contact for the carrier.
MISC
Pay to ID / Person or organization that should be paid for loads that this carrier hauls.
Notes:
  1. Entry in this field is required. If it is erroneously left as UNKNOWN, the Pay To ID will not be stamped on the carrier's settlement records. Also, the Pay To name will not print on the carrier's settlement sheets, which will make it impossible for payroll personnel to match the sheets with the appropriate Pay To.
  2. The Pay To record must be set up before an entry can be made here.

Fed ID / Carrier's Federal Tax Identification number.
MC No / Carrier's Motor Carrier number. A maximum of 12 alphanumeric characters is allowed.
DOT No / Carrier's USDOT number. A maximum of 10 alphanumeric characters is allowed.
Last Act / Currently not functional.
Email / Carrier's e-mail address.
Notes:
  1. E-mail addresses for carriers can also be entered in the Carrier Contacts window, which is accessed from the Carrier File Maintenance window by clicking ContactInfoin the sheet toolbar.
  2. The Carrier Contacts window does not automatically display the carrier's previously recorded e-mail address as a contact record.
  3. If you are using the Advanced Carrier Selection add-on module and sending confirmation letters as e-mail, the system uses the e-mail address in this field by default. For more information, see the Submitting the load confirmation letter section in the Advanced Carrier Selection guide's "Using the Advanced Carrier Selection window" chapter.

Currency / Carrier's currency type.
Notes:
  1. The field name and options are user-defined in the Currencies label, accessed in the System Administration application.The field name cannot be changed by an entry in the label's Name field.
  2. If a Pay To ID has been recorded for the carrier, this value should match the value in the Currency field of the carrier's Pay To. If the two values do not match, the system will use the Currency value for the Pay To when calculating pay for the carrier. If no Pay To has been recorded for the carrier, the system will use the Currency value specified in Carrier File Maintenance.

Contract # / Carrier's contract number. A maximum of 19 alphanumeric characters is allowed.
Use Cash Card / Indicates whether the carrier is permitted to use a cash card belonging to your company. The options are:
  • Yes
  • No

Status / Indicates the carrier's status. The options are:
  • Active
  • Inactive

Inactive Date / Date the carrier became unavailable for dispatch, based on an expiration.
Notes:
  1. By default, when the carrier has more than one active expiration, the system uses this logic to choose the expiration that sets the carrier's status:
  2. If an Inactivecarrier expiration is in effect,use that expiration to set the status.
  • An Inactive expiration has INA recorded in its Abbr field.
  • If no Inactive expiration is in effect, use the expiration with the latest date recorded in its EndDate field.
  1. If multiple expirations have the same latest date, use the expiration with the highest number recorded in the Code field when setting up a carrier expiration in the CarExp label, accessed in the System Administration application.

Acctg Type / Carrier's accounting type is Accts Payable.
Board / Carrier can be an inside carrier or an outside carrier.
  • An inside carrier is called a board carrier because the activities of its resources (drivers, tractors, trailers) are tracked on the Dispatch Planning Worksheet (also known as the Dispatch Board).
  • An outside carrier is called a non-board carrier because the activities of its resources are not tracked on the Dispatch Planning Worksheet.
If the activities of the carrier's resources will be tracked in the Planning Worksheet, the Board check box must be selected.
BranchExecuting Terminal / As of V.2010, you can link the carrier with an executing terminal (carrier representative).
Specifying a value in this field allows you to use it as a restriction in the Find Carrier scroll window.
Notes:
  1. This field is available only when you are set up to use branch configuration functionality, that is, you have an entry of Y in String1 of the TrackBranchGeneral Info Table setting.
  2. The field display name is determined by your entries in the TrackBranch setting.
  3. For details on setting up branches as cost centers, see the "Branch File Maintenance" chapter in the File Maintenance guide.
  4. For details on setting up booking and executing entities, see:
  • The "Setting up the system to use the StatusBasedLoadsgrid" chapter in the Status Based Loads Grids guide.
  • The Terminal and CSR setup topic in the CRM Right help, or the CRM Right guide, which is the PDF version of the help.

CARRIER TYPES
Car Type1 / Field name and options are user-defined in the CarType1 label, accessed in the System Administration application. Assigning carriers to carrier classifications allows you to track the revenue collected for trips assigned to those carriers. In some cases, such classifications may also govern the pay rates used to determine carrier settlements.
Car Type2 / Field name and options are user-defined in the CarType2 label, accessed in the System Administration application. Assigning carriers to carrier classifications allows you to track the revenue collected for trips assigned to those carriers. In some cases, such classifications may also govern the pay rates used to determine carrier settlements.
Car Type3 / Field name and options are user-defined in the CarType3 label, accessed in the System Administration application. Assigning carriers to carrier classifications allows you to track the revenue collected for trips assigned to those carriers. In some cases, such classifications may also govern the pay rates used to determine carrier settlements.
Car Type4 / Field name and options are user-defined in the CarType4 label, accessed in the System Administration application. Assigning carriers to carrier classifications allows you to track the revenue collected for trips assigned to those carriers. In some cases, such classifications may also govern the pay rates used to determine carrier settlements.
INSURANCE
Liability Limits / Carrier's total liability coverage. The maximum value that can be entered is $999,999,999.
Cargo Limits / Carrier's liability coverage for cargo. The maximum value that can be entered is $999,999,999.
Note: If you have the Enhanced Brokerage license and are using the Advanced Carrier Selection window to assign a carrier on a trip, the system will compare the value in this field with the value recorded as the order's freight value. If the carrier's Cargo Limits is not greater than the order's freight value, the system will not allow the assignment.
  • In Order Entry, the order's freight value is recorded in the Fgt. Val. field in the order header section of the window.
  • In the Trip Folder, the freight value is recorded in the Order Header Information window's Frgt. Value field.
For more information about the Advanced Carrier Selection add-on, contact TMW Sales.
Certificate of Insurance / Indicates whether the carrier has a certificate of insurance. The options are:
  • Blank (no entry)
  • Y
  • N

W9 / Indicates whether the carrier has filed a W9 form with your company. The options are:
  • Blank (no entry)
  • Y
  • N

Contract on File / Identifies whether the carrier has a contract with your company. Allowable values in this field are blank (no entry), Y, and N.
Service Rating / Rating that reflects the carrier's past performance for your company.
EDI Flags
204 / EDI 204 is used to tender a shipment to a carrier and/or forward the shipment details to a carrier, consignee or third party. It provides the carrier (and/or third party) with an electronic version of the Bill of Lading rating and scheduling information pertinent to the shipment.
It can also be used to send an electronic load tender or manifest.
210 / EDI 210 provides an itemized record of freight charges for the shipper, consignee, or third party. It can also be used to request payment for services rendered by the motor carrier or to provide details about freight shipment charges. Typically, an invoice is sent for each shipment.
214 / EDI 214 transmits the status of a shipment to the shipper, consignee, or other parties. It can also be used to provide customers with carrier performance data, pickup or delivery dates and times, and information about shipments in transit.
COMMENTS
Car Misc1 / Field name is user-defined in the CarMisc1 label, accessed in the System Administration application. You can use this field to enter a free-form comment about the company. A maximum of 254 characters is allowed.
Car Misc2 / Field name is user-defined in the CarMisc2 label, accessed in the System Administration application. You can use this field to enter a free-form comment about the company. A maximum of 254 characters is allowed.
Car Misc3 / Field name is user-defined in the CarMisc3 label, accessed in the System Administration application. You can use this field to enter a free-form comment about the company. A maximum of 254 characters is allowed.
Car Misc4 / Field name is user-defined in the CarMisc4 label, accessed in the System Administration application. You can use this field to enter a free-form comment about the company. A maximum of 254 characters is allowed.
Notes / Click the Notes indicator to view/record notes for a carrier.
  • If no notes exist, the indicator is grey.
  • If a note exists, the indicator is yellow.
  • If a note has been assigned Alert status exists, the indicator is red.

RevType1-4 / Names and options for these fields are user-defined; setup occurs in the Revenue Type 1-4 labels in the System Administration application. Assignment of orders to revenue classifications allows you to track revenue collected for different types of loads.

Adding a carrier file record

Before a carrier can be assigned on trips, you must create a profile for it.

  1. Select Edit > Carrier, or click Carrier in the frame toolbar. A blank Carrier File Maintenance window is shown, along with the icons that make up the sheet toolbar.
  2. Do one of the following:
  • Select File > New.
  • Click New in the sheet toolbar.

A new carrier profile is displayed.

  1. Complete the carrier profile by entering data in all appropriate fields, leaving those fields that do not apply blank. Use TAB to move forward through data fields and SHIFT+TAB to move backward through data fields.

Note: If carrier payment is based on the carrier class to which the carrier belongs, make the appropriate entries in the Carrier Type field(s), located in the CarrierTypes section of the window. Your company can customize the names of these fields, and the options listed for them, in the CarType1-4 labels accessed in the System Administration application.

  1. Select File > Save, or click Save in the sheet toolbar.

Note: While each carrier should have a complete profile to maintain the accuracy of system data, it is possible to add a mini-profile on the fly. If, for example, the dispatcher finds that the carrier has not yet been added to the system, you can select Tools > Add Carrierto create a carrier profile that contains the minimum amount of information necessary to use the carrier in the system. That mini-profile must later be modified to create a complete profile.

Assigning a carrier ID

By default, you must enter the carrier ID manually when you create a new carrier record. However, you can set up the system to assign a carrier ID automatically when a new carrier record is first saved. You can configure the system to do either of the following:

  • Use the same format as the company IDs created in Company File Maintenance (that is, the first three characters of the carrier name, followed by the first three characters of the city name).
  • Use the MC number entered in the MC No field to generate the carrierID code.
Letting the system assign a carrier ID based on carrier name and city

You must use the CreateCarrierCode INI setting to set up the system to create a carrier ID based on the carrier' name and the name of the city where it is located.

[Misc]
CreateCarrierCode
Applies to / TMWSuite: 2007.06_10.0600 and later
Description / This setting determines whether the system will automatically create a carrier code from the carrier's name and its city location. The system uses the first three letters of the carrier’s name, followed by the first three letters of the carrier’s city location as the ID.
Options /
  • No (default)
The system will not generate a unique carrier ID.
  • Yes
Copy The system will automatically generate a unique carrier ID as soon as you make entries in the Name and City, St fields.
Additional Notes / This setting affects only TMWSuite V.2007 (build 2007.06_10.0600) and later. It is ignored by earlier versions, which force you to enter a carrier ID.

To let the system assign the carrier code based on the carrier name and city name, do the following:

  1. Enter the carrier's name in the Name field.
  2. Make the appropriate entry in the City, St field.
  3. Leave the ID field blank.

Note: When you tab out of the City, St field, the system automatically assigns a carrier code in the ID field. The code consists of the first three characters of the carrier name, followed by the first three characters of the city name. For example, if Gifford Freight is located in Columbus, Ohio, the system assigns the carrier ID GIFCOL.

To prevent multiple carriers from having the same carrier ID, the system appends a 2-digit suffix to each duplicate of a 6-character code. The suffix 01 is assigned to the first instance, 02 is assigned to the second instance, and so on. For example, if Gifford Freight, Giffinger Moving, and Giffolk Distribution were all located in Columbus, Ohio. The system would assign codes of GIFCOL, GIFCOL01, and GIFCOL02, respectively.

  1. Click Save.

If you attempt to create and save a duplicate profile for a carrier, the system displays a message stating "Carrier Id already exists. You must change the ID to save."