The transport management of shipments is the last step of the logistics chain.
The goal is to ensure the transport of Shipments to their delivery place.

In this function, you can:

  • define the characteristics of your required transports: departure date and place, arrival place, transportation mode, etc.
  • enter transport-related incidents (their duration can impact the arrival date),
  • view the list of shipments included in the transport.

Once the transport process is defined, you can use it to perform shipments.
 

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Header

Transport no. (field TRNNUM)

The transport number is mandatory. The User can:

    • Enter this information,
    • Use automatic numbering. The number is assigned upon recording the creation.
      This number depends on the setup of the sequence number assigned to the document of Transport type of the Purchasing module (functions Sequence number Structures and Sequence numberAssignment).
Description (field DESAXX)

This long description is used as a title in screens and reports.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

SEEINFO The connection language must be defined as a default language for thefolder.
Transport ID (field TRNUID)

You can enter in this field, for information purposes only, the identification code of the transport.

Tab Management

Transport

Status (field TRNSTA)

It is possible to assign one of the following statuses to the transport:

Created

This is the initial status.

In process

Arrived

This status is managed manually.
Carrier (field BPTNUM)

This field is used to select a Carrier.

BP code (field BPRNUM)

Enter the BP code or use the Lookup tool to search from the BP table.

It is the BP in charge of the logistics operations relating to the shipment. For example, a forwarding agent or a shipping agent.

Transport mode (field TRNMOD)

Select the transport mode used. This information is mandatory.
Depending on the mode of transport used, some information linked to this transport mode becomes accessible in entry mode.

Departure-Arrival

Departure place (field DPETPC)

Select the departure Place of transport. This information is optional but if you enter the departure place, then you must also enter the arrival place (and conversely).

Country of origin (field DPECRY)

This field cannot be entered. It displays the country in which the departure place is located.

Arrival place (field ARVTPC)

Select the arrival Place of transport. This information is optional but if you enter the departure place, then you must also enter the arrival place (and conversely).

Destination country (field ARVCRY)

This field cannot be entered. It displays the country in which the arrival place is located.

Departure date (field DPEDAT)

Enter the departure date of transport. This information is optional.

Exp. arrival date (field ARVEXPDAT)

You can freely enter the expected arrival date. In that case, it is that date that will be taken into account. It cannot be recalculated.

You can also leave the field empty: this date will then be calculated automatically at the time of creation based on the departure date. The expected arrival date is calculated as follows:

Arrival date + Transport lead time between the departure place and arrival place + release lead time at arrival place + potential total days difference.

The transport lead time considered between the departure place and arrival place is the one defined for the specified transportation mode and carrier. If this setup does not exist for the given carrier, the transport lead time defined for the transportation mode is considered. If no setup has been defined for this transportation mode, then the transport lead time defined between the departure place and arrival place is considered. Otherwise, the calculation is performed with no transport lead time.

When using the transport with a shipment, this date populates the expected arrival date of the shipment.
Arrival date (field ARVDAT)

This is the effective arrival date of the transport. You are free to enter this date.

Shift to apply (field SHIPSLAG)

You can freely enter a difference in full days. This difference is considered when calculating the expected arrival date. This can be a delay causing the initially planned arrival date to be behind schedule.
When recording the shipment, the entered value increments the Total days difference. The time difference to be applied is reseted: you can enter a new time difference if needed.
If you wish to keep track of the applied time difference, enter this difference as an incident.
Total days difference (field SHIPLAG)

This field cannot be entered. It corresponds to total of the Shift to apply and lead time for each incident.

Block number 3

Tab Incident

On this tab, enter the incidents that can occur during transport.
The lead time of each incident will increment the Total days difference and impact the arrival date.

Incident (field EVTCOD)

This field is used to enter the reason of the incident.
It is possible to use the same reason several times.
You can customize the list of reasons at the level of the miscellaneous table 106 - Incident reasons.

Lead time (field EVTLTI)

Enter the incident duration, in number of full days, impacting the expected receipt date.
This lead time is added to the days difference entered on the Management tab in order to determine the Total days difference.

 
Date (field DAT)

This field is used to enter the incident date. This information is mandatory.
Comment (field CMT)

Use this field to enter a comment.

Tab Shipments

This tab displays a summary list of the shipments included in the transport and their main characteristics:

  • identification number,
  • status,
  • shipment date,
  • site,
  • supplier.

Grid

Shipment number (field SHIPNUM)
Shipment ID (field SHIPUID)
Ship status (field SHIPSTAT)
Ship date (field SHIPDAT)
Site (field FCY)
Supplier (field BPSNUM)
Shipments

This action is designed to directly access the Shipments function.

Tab Milestone

Use this tab to track the different steps of your transport.

You can create this tracking using the standard tracking templates that you defined beforehand in the Tracking templates function.

When you select a template, all the steps defined in this template are automatically displayed. You can modify them.
You can also delete steps, or manually or automatically add others by selecting another template. The steps of the new template are added to the existing ones.

A template is used only to initialize the tracking steps: no modification performed on the template afterwards is transferred onto this screen.

Template

Template reference (field TRKNUM)

Select the template that you wish to use to initialize the tracking steps for your transport.

After saving, the field is reset and you can select a new template: the same or another. These steps are automatically added after the steps of the previously selected template.

SEEINFO A template is used only to initialize the tracking steps: no modification performed on the template afterwards is transferred onto this screen.

SEEREFERTTOFor further information on the logistical tracking templates, please refer to the documentation on Logistical tracking template.
Status (field TRKSTAT)

This field, which is not available for entry, indicates the status for the entire tracking.
The status is To do from the creation of the tracking. It automatically switches to the Finished value as soon as the status of all the mandatory steps is Finished.

Grid

Sequence (field TRKSORT)

This field cannot be entered. It displays the sequence number of each tracking step.

Step (field TRKCOD)

Help common to the functions: Shipments, Transports and Shipment pre-receipt.
SEEINFO In Shipment pre-receipt, this field is displayed and cannot be modified.

This field displays the name of the tracking step.
To enter the steps, two options exist:

  • You can enter the step one by one: click the Selection icon to choose a step beforehand defined in the miscellaneous table 108.
  • You can choose to indicate the reference of a template: the list of steps associated with the selected tracking template is automatically displayed.

You can modify or delete a step only if the two following conditions are met:

  • the status of the step is In progress,
  • the step does not have any dependency (it is not a parent step).

You can manually add and insert steps:

  • Click Insert from the Actions icon at the beginning of the line.
  • Then click the Selection icon in the Step field to choose the step.

You can also add in mass all the steps of another template by selecting this new template. These steps are added to the existing ones. You can therefore successively select several templates.

Mandatory (field TRKMDY)
Dependency (field TRKDEPCOD)

Help common to the functions: Shipments, Transports and Shipment pre-receipt.
SEEINFO In Shipment pre-receipt, this field is displayed and cannot be modified.

You can define a dependency link with another step, called parent step.
For an step to be selected as a parent step, it must have the following characteristics:

  • it is defined as Mandatory,
  • it is set before the dependent step.

Once the step chosen, its description is displayed followed by the sequence number of the step in order to differentiate other possible identical steps.
Due date (field TRKPLNDAT)

Help common to the functions: Shipments, Transports and Shipment pre-receipt.
SEEINFO In Shipment pre-receipt, this field is displayed and cannot be modified.

You can enter the due date of the step.
This date is displayed in red when it is earlier than the current date and the step does not have the Completed status.
End date (field TRKENDDAT)

Help common to the functions: Shipments, Transports and Shipment pre-receipt.
SEEINFO In Shipment pre-receipt, this field is displayed and cannot be modified.

The end date of the step is automatically specified with the current date when you switch the line status from In progress to Completed (by clicking Complete from the Actions icon at the beginning of the line). This date can be modified.
You can also directly enter an end date.
SEEINFOWhen a step has a dependency link with a parent step, it is possible to manually enter an end date or to assign one via the Completed action only if the status of the parent step is Completed.

Entering an end date:

  • specifies or updates the code of the user,
  • switches the line status from In progress to Completed.

This action also automatically switches the tracking status to Completed, when all the mandatory steps have the Completed status.

When the step status is Completed, you can switch the status again to In progress by clicking Open from the Actions icon.
Comments (field TRKCMT)

Use this field to enter a comment.
User (field TRKUSR)

Help common to the functions: Shipments, Transports and Shipment pre-receipt.
SEEINFO In Shipment pre-receipt, this field is displayed and cannot be modified.

You can indicate the user responsible for the step. When moving the line from the In progress to the Completed status, your user code is automatically displayed in this field. You can modify it.  
Line status (field TRKLIGSTAT)

Help common to the functions: Shipments, Transports and Shipment pre-receipt.
SEEINFO In Shipment pre-receipt, this field is displayed and cannot be modified.

The step status is not available.
Upon creation, a step has the To do status.
In Shipments and Transports, it automatically switches to In progress when clicking the Started action from the Actions icon at the beginning of the line. Then click on Completed so it moves to the Completed status.
When all the mandatory steps are Completed, the tracking status is also set to Completed automatically. 
Logistical tracking template

This action is available only for a step with a In progress status. It is used to switch the status of the step from In progress to Finished.

This action automatically populates:

  • the End date with the current date,
  • The code of the User who performed the action.

This action also automatically switches the tracking status to Finished, when all the mandatory steps have the Finished status.

SEEINFO You can switch to Finished the status of a step with a dependency link, only if the status of the parent step is Finished.

When the status of the step is Finished, this action is renamed Open to allow you to switch the status to In progress.
Started

This action is available only for a step with a To do status. It is used to switch the status of the step from To do to In progress.

This action automatically populate the code of the User who performed the action.

Error messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation