Purchase / Carrier Cost
Pre-bill Confirmation
This email shares cost-related details with the carrier before final billing.
When is it used?
When purchase invoice or carrier cost information is prepared.
What does the email include?
Purchase order (PO) references
Cost breakdowns
Distance and time summaries
How can it be configured?
How can it be configured?
Recipients and content can be managed in Email Settings
How to trigger a Transport Order Pre-bill
Steps
Open an active transport order
Click “Send pre-bill”
Confirm the action
The system will then generate the pre-bill (e.g. Excel file) and send it to the carrier.
When is the action available?
You can send a pre-bill if:
There are no pending costs
A pre-bill was not already sent (unless it was rejected)
A carrier is assigned
The carrier does not use rerouting for purchase orders
Transport Order – Carrier Communication
Transport Order Acceptance
Used when several transport orders leave pending allocation and need a single multi-confirmation link so the carrier can open one page and accept or reject multiple TOs.
When is it used?
When several orders are ready and can be accepted or rejected in one step. To avoid multiple emails being send at the same time for multiple Transport Orders.
What does the email include?
A single link to review multiple orders
Option to accept or reject all in one place
Deadline or urgency information
Transport Order Assignment
Standard notification that a transport order has been assigned.
When is it used?
It’s sent during the usual assignment process when a carrier is assigned to a transport order and no confirmation is required.
What does the email include?
Order details
No action required
How can it be configured?
How can it be configured?
Subject and content can be customized in Email Settings
Recipients are managed via the combined Assignment / Confirmation / Pre-Advise contact setting
Carrier in master data, assignment/confirmation must be allowed
Transport Order Change
Notifies the carrier about updates to an existing transport order.
When is it used?
When details like route, timing, or materials change after assignment.
What does the email include?
Updated order information
Optional custom message explaining the change
How can it be configured?
How can it be configured?
"Send changes email" has to be enabled in TO form by adding a receiver, or
That action is only offered when the order is active and status is one of Activated, In transit, or Destination
Trigger it manually by click on "Send changes" button
Transport Order Confirmation
Requests the carrier to confirm or reject an assigned order.
When is it used?
When confirmation is required as part of the assignment process.
What does the email include?
Order details
Accept and reject buttons
How can it be configured?
How can it be configured?
You can define a separate subject and content in Email Settings
If no email address is provided in the Email contact Settings, an email address can be entered in the order form. The email can then be sent by using the "Resend confirmation" button.
In Carrier master data, enable Require confirmation on assign.
If a carrier requires confirmation but the email is not necessary for once, you can activate the "Suppress Carrier Assign Mail" feature to make sure the email is not sent
Transport Order Pre-advise
Provides an early notification before assignment. See details Pre-advise.
When is it used?
Before a transport order is officially assigned to a carrier.
What does the email include?
Preliminary order information
Heads-up for planning purposes
How can it be configured?
How can it be configured?
Email Settings: Transport order Preadvise.
Email Contact Settings: Pre-Advise.
Transport Order Setting: Pre-advise is only used when the transport order carrier flow includes pre-advise.
Transport Order Pre-bill
Shares pre-billing information with the carrier.
When is it used?
When a pre-billing package is issued for review.
What does the email include?
Billing documents or links
Option to review before approval or rejection
How can it be configured?
How can it be configured?
Email Settings: Transport order Prebill.
Email Contact Settings: Transport order → Pre-bill .
How to trigger:
Mails send when you use the TO send prebill (and related approve/reject) actions.
Transport Order – Customs Milestones
How to configure - All emails are triggered when the Alerts are set up in My Alerts
Customs Handling Required
When is it used?
When customs processing is required for a transport order - Trigger: Fired from transport-order customs events
What does the email include?
Notification of required customs action
Customs Inspection Required
When is it used?
When goods are selected for customs inspection required.
What does the email include?
Alert about inspection requirement
Customs Submitted
When is it used?
When customs declaration have been submitted.
What does the email include?
Confirmation of submission
All Goods Released
When is it used?
When all goods have cleared customs (Goods released).
What does the email include?
Confirmation that goods are released
Sales Order
Sales Order Quotation
Sends a cost overview to the customer for them to confirm
When is it used?
When providing pricing for a potential booking.
What does the email include?
Quote details
Pricing information (often as a PDF)
How can it be configured?
How can it be configured?
Email Settings
Email Contact Settings
How to trigger:
Open a Sales Order
Enter a validity date for the quote. The date and time entered in this field are the date and time of expiration
Enter the email address in the field below. If the customer used on the order form has contact information in the email contact settings, then that email address will be pre-filled in this field
Send the quotation
Sales order goes to status "Quote sent" and a Transport Order is created. The transport order also gets the status "Quote sent". If charges are added to orders with the status "quote sent", then a new mail will be sent automatically with the new charges included
Customers can now Accept/Reject the quote and depending on their response the order will go to the status Quote accepted / Quote rejected
If the quote is rejected, the linked Transport order will be deleted. The Sales Order will get an event in the event history saying the linked transport order was deleted
Sales Order Confirmation
Is an email that is sent to confirm a Sales order has been activated
When is it used?
When a sales order is finalized.
What does the email include?
Booking confirmation
Relevant shipment details
How can it be configured?
How can it be configured?
Email Settings
Email Contact Settings to add a default contact
Sales Order Form: Booking confirmation E-mail to add a receiver
How to trigger:
If the customer used on the Sales Order has a record in the email contact settings, then the email is sent automatically to that email address
If no record exists for this customer, then the recipients need to be entered in the entry field located on the Sales Order form
If needed, the resend confirmation button can be used to resend the confirmation to all email addresses in the field above
The Booking confirmation will be sent to all emails shown on the order form, emails configured in the email contact settings
Material Order
Material Order Booking Confirmation
Confirms that a material order has been booked.
When is it used?
When booking is completed automatically or manually.
What does the email include?
Booking details
Optional attachments
How can it be configured?
How can it be configured?
Email Settings
Email Contact Settings to add a default contact
Material Order Settings: Activate to send automatically emails "Send Booking mail automatically"
How to trigger?
MO status will be "Booking confirmed" and collecting TO active
Material Order Collect ETA
Provides updates on collection timing.
When is it used?
When the estimated collection time changes.
What does the email include?
Updated pickup ETA
How can it be configured?
How can it be configured?
Email Settings
Email Contact Settings to add a default contact
Material Order Settings: Define the rules in the section Collection ETA E-mails
Material Order Deliver ETA
Provides updates on delivery timing.
When is it used?
When the estimated delivery time changes.
What does the email include?
Updated delivery ETA
How can it be configured?
How can it be configured?
Email Settings
Email Contact Settings to add a default contact
Material Order Settings: Define the rules in the section Delivery ETA E-mails
PO Confirmation (Material Order)
Confirms purchase order details.
When is it used?
When purchase orders are created or finalized.
What does the email include?
Summary of PO numbers
Typically sent as an Excel attachment
How can it be configured?
How can it be configured?
Email Settings
Email Contact Settings to add a default contact
Material Order Settings: Activate "PO Confirmation Email" checkbox
How to trigger?
Email is send when the Collection Actual Date in the Milestone per Material Order will be provided
Using Alert Emails
For Material orders, Sales orders, and Transport orders you can have an email sent to your email address for every status or event on the order.
Go to the Configure my Alerts section of the My Account tab
Make sure the alert filters at the top are set to your preferences and not to "Allow None". Go to the Material order section and select what updates you would like to receive by activating the email checkbox ( see screenshot )
The email address linked to your account will also be used for grid Exports and Customized Reports
Sending emails to external contacts
There are 2 ways of notifying customers of collections and deliveries:
Create a record in the Email contact settings (click to learn how)
By creating a record in the Email contact settings we make sure the collection and delivery notification is always sent to the email addresses provided for this customerAdd contact information on the order form and activate the send email notification checkbox. By activating the checkbox on the order form we make sure the collection and delivery notification is sent to the email addresses provided in the contact information. Regardless of the email contact settings
