After clicking ‘Save and Send’ on your Ad Hoc request, you will eventually receive responses from the airline in response to your request. You can track responses and progress within your account.
First, to track the progress of your Adhoc, click on the Air tab and then click on the Ad Hocs sub-tab.
There are many options to filter your requests at the top of the search results. These range from the Ad Hoc reference, the quote reference, origin and destination and more.
Underneath the heading Ad Hoc requests, you will be able to find all current and past requests made. To get a detailed breakdown of each one, simply click any of them.
If you are a multinational customer, you will also see a separate Spot requests tab. This separate tab is for Spot quote that are not linked to any customer workflows. Read this article to find out more about this.
Before clicking on the Ad Hoc rate request, you’ll firstly be able to see if you have received a response from the carrier. In order to view more information, click on the corresponding row.
As well as being able to see the Carrier responses, other columns show you different parts of the request and the shipment details. If you’ve indicated the desired rate or Target rate, you will also be able to see this here.
Click on any of the Ad Hoc rates and you’ll be taken to the page where you can see the breakdown of all of the submitted details and an in-depth look at the carrier responses if there are any.
Once you’ve clicked one, you’ll be able to see the breakdown of all of the details for your request. In this new view, you can see the Ad Hoc rate you requested and the Market Rate side by side. Our system will work out the difference between the 2 automatically. It will also give you the total price of the Ad Hoc rate you’ve received.
Here you also have access to a downloadable PDF of the Ad Hoc request. This will be shown in any language you have your system in.
If you see that the status of one of your requests is stuck on Pending you can send the GSA or airline a reminder. Hover over the three dots and select the option Reminder.
If you can see the status is Answered but the response isn’t adequate for you, click on the Re-send icon and it’ll have a default message asking them to improve their Ad Hoc.
If you do not want to carry on with the new rate offered, you can click on the Reject button. An automatic email will be sent to the airline letting them know that on this occasion you’ve decided not to choose their rate.
If you are happy with the new rate offered, you can click on the Use button and you'll be taken back into the system and create one of those spot rates that we have looked at previously.
The publishing of that rate in the system (at that targeted price) is the Spot Rate.
If your Ad Hoc request has been accepted by the airline, it’s time to add it as a SPOT rate to start using it. Click on this article to find out how to do this.