In this article, we'll be looking at what all the different statuses mean and what action triggers what status.
Allocation Procedure
'Transport Order Creation' to 'Ready For Pickup'
(Right-click on the flow chart and open a new tab to get a better view)
When You create a new TO and save it, your order will go in 'Draft', This means it is in the system, but no actions have yet been taken.
When a carrier is assigned via the carrier allocation settings, the order status moves to pending allocation (if it has been set up as such in the settings). This blocks all carrier-facing emails until a user releases them.
This means that the Carrier is allocated to the order but wasn't informed.
The next step is to release the Allocation to the Carrier, which will notify the carrier they have been assigned to the order. You can do single TO Release Allocation or batch TO Release Allocation. When the user confirms the allocation, the status will change to: 'Pending Conformation' if the carrier follows the confirmation flow.
These options can be found in the TO settings:
The carrier has to accept or reject the order before the next status can be reached.
Either the Carrier accepts, and the status goes to 'Ready For Pickup'
Or the carrier rejects the order, and the status will go 'Incomplete.'
In the TO settings, you can find the settings about Carrier Flow:
No Carrier has been allocated yet to the order, the reason for this could be one of the following options :
Carrier hasn't been assigned yet by a user
There is no carrier allocation setting
The Carrier rejected the Confirmation Email sent to them
Someone manually rejected it or removed the carrier in the CT
A carrier has been added to the TO, but there is no freight/spot rate on the TO yet.
If you do want TO's to be able to activate without a rate, you can check the setting here:
When a TO is manually canceled before activation, it will get this status. It's possible that you have to provide a reason, depending on the TO settings
It is possible to apply cancelation surcharges to the order. More information on that can be found here
Billing Sent: a prebill of the costs has been sent to the carrier for them to approve or reject.
Billing Approved: The carrier accepts the prebill
Billing Rejected: The carrier rejects the prebill
Billing Complete: When you put the order on ready for billing
For more info about 'Pre Advise' click here.
Delivery Milestones
'Ready for Pickup to Finished'
(Right-click on the flow chart and open a new tab to get a better view)
The order is activated automatically or manually (right-click the TO order -> Flow -> Activate Order)
It is impossible to activate a TO that does not have a carrier.
There is a detailed article about this subject over here.
(Right-click on the flow chart and open in a new tab to get a better view)
From the moment the arrival actual has been updated, the TO will go 'In Transit'
The Order will be 'In Transit' until the "destination arrival actual" has been updated.
When the "destination arrive actual" is being updated, but the collection actual is not, the status will change to 'Destination'
The collection and delivery milestones were updated
Billing
(Right-click on the flow chart and open a new tab to get a better view)
When an order is 'Finished', you arrive at the 'Billing Flow'. When billing a carrier, we have 2 options:
A system-generated prebill is sent to the carrier, who can then approve or reject billing.
When the prebill is sent, the order's status becomes 'Billing Sent'. After that, it depends on the carrier's response if it goes to 'Billing Approved' or 'Billing Rejected'. For more info about prebill, click here.
If you don't work with prebills, and a user in the system sets the order 'Ready for Billing', the status is changed to 'Billing Completed'
In the TO settings, you can check the option 'Force Ready for Billing' and specify when a TO will be put to 'Ready for Billing' automatically.
Force RfB will start kicking in as soon as the order has reached the status 'Finished'.
An order is completed when the order is 'Finished' + the billing flow has been completed.
Ready for reporting is the last step before the order is 'Completed'
This can be done manually by right-clicking on the TO -> Order Flow -> Ready for Reporting.
There is also a TO setting for this to automate the process:
