TMS Routing Guide

2014
Exchange Logistics
TMS Routing Guide
TMS Routing Guide
Table of Contents
How to log in……………………………….………………..……3
Finding your purchase order.……………………….…………..5
Selecting a ship from location……………………….….....…...7
Entering your first available ship date……….…………….…..9
When to contact buyer for an amendment.……………….....11
Releasing order by total weight, cube and quantity…………12
How to find routing................................................................15
Updating your TMS contact information............................... 16
TMS team contact information..............................................18
1) Log on to https://partners.aafes.com
a. Enter Username and Password
b. New users, please click “Register Now” and contact
[email protected] for activation; please include your
name, and vendor code or purchase order number.
Please re-register if your account has not been used for more than
six months. Accounts not used for more than six months are
automatically deleted by the system.
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c. Click on Transportation Management System link
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2) Find your purchase order
a. Option 1 (recommended)
i. Click on “Search for PO”
ii. Enter PO number and select “Go”
b. Option 2
i. Click on “Open” (This will give you all Purchase Orders
that are in TMS).
ii. Click the heading titled “Contractor Ship Date” to sort
data by ship date (This date is the date by which the PO
must ship; this will put the PO’s in order from oldest to
newest).
Option #1
Option #2
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3) Click on the PO number
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4) Enter “Ship From” location
a. If you have already set up the “Ship From” location, simply enter
the “Short Name” and click
.
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b. If you do not have an address set up, follow these steps:
i. Click
ii. Click ”Add” (at the bottom of address listing)
iii. Enter “Short Name” first (Short version of company name used to
release subsequent purchase orders)
iv. Enter full company name in “Company” field
v. Enter Location (not required; helps to identify multiple ship points)
vi. Enter “Street Address”
vii. Enter “City”
viii. Enter “State” (use 2 character abbreviation)
ix. Enter “Zip Code”
x. Enter “Country” (use 2 character abbreviation)
xi. Enter “Contact Information” (name and phone)
xii. Enter email address in “Email” field
xiii. Check “Notify by Email” (This is how you will receive routing
instructions)
xiv. Do not check “Fax”; it does not work
xv. Click “From “in the address keeper filters
xvi. Click “Ok”; your address should now populate
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5) Enter “First Available Ship Date”
b. Suppliers are allowed to ship up to 3 days before or 3
days after contract ship date
c. Suppliers must release 72 HOURS PRIOR* to the ship
date selected within the ship window
Example –
Contract ship date of 5/7/14
Ship window from 5/4/14 to 5/10/14 (weekends and holidays included)
To ship on 5/4/14, PO must be released on or before 5/1/14
To ship on 5/7/14, PO must be released on or before 5/4/14
First Available Ship Date:
(mmddyy)
Must Ship by Contractor Ship Date: 05/07/14
(mm/dd/yy)
05/19/14
(mm/dd/yy)
Required Delivery Date:
System optimization occurs Sunday-Friday at 18:00 CST
If releasing after 18:00 CST, please add an additional day for processing
Because optimization does not occur on Saturday, Saturday and Sunday are
counted as a single day
*Failure to comply with the 72 hour requirement may result in noncompliance charges being accessed to your company.
6) Enter special instructions, if applicable. Special instructions
are for the use of the carrier, and are not seen by the TMS
staff. Please note this must be keyed as up to 80 characters
or spaces across without using character return key. Use of
the return key or more than 80 characters will cause your
shipments to fail to process.
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Status
Status
7) Select lines to be released (if releasing multiple line items or
weight and cube is incorrect see release by total weight,
cube and quantity)
8) Enter correct quantity, weight and cube for each line* (if
incorrect) or see instructions on how to release by total
weight, cube and quantity.
* If PO is shipping on pallets, pallet weight must be included. If
product is not stackable, cube entered must account for space in
the truck that cannot be used by other freight (Ex. non-stackable
furniture). Additional pallet weight or cube may be added to any
line item. Failure to reflect accurate weights or cubes in TMS or on
your bill of lading may result in non-compliance charges.
TMS does not allow you to release more than PO was written for.
9) Click “Save”.
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10) Now your status (top right-hand corner) will show either:
d. Pending – No lines have been released, or
e. Open – At least one line has been released, or
f. Released – Entire PO has been released.
11) Routing instructions should be sent to you 48-96 hours prior
to your First Available Ship Date (if no routing instructions are
sent to your email, see instructions on How to Find Routing).
12) Suppliers are required to notify the TMS team of any changes
or mistakes that have been made in the order release process.
This includes, but not limited to, changes in weight or cube,
order cancellations, incorrect pick-up address, and duplicate
routing requests. Failure to comply with this may result in
non-compliance charges being accessed to your company.
For all shipments less than a truckload, suppliers are required to
contact the carrier and make an appointment. Please include
both your PO and shipper reference number on all bills of lading.
Failure to comply will result in carrier billing problems, and may
result in non-compliance charges. For complete information
regarding bill of lading requirements, please reference the
Exchange Supplier Requirements.
When to Call Buyer for an Amendment*
1) If the contract ship date has passed, and there is not enough
time to allow for the 72 hour requirement
2) TMS will not allow you to enter First Available Ship Date
a. Ask buyer for amendment to extend Contractor Ship
Date and Required Delivery Date (RDD)
b. Amendments cannot be done on an “Open” PO
3) You are trying to release more than what the PO is written for
* Please note buyer amendments will not be visible in TMS until the
next day.
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Release by Total Weight, Cube and Quantity
1) Release by line item – Select “No”
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2) A drop down will appear and you will fill in the prompts
3) Enter a brief description (optional)
4) Enter correct weight, cube and quantity for entire order*
*If PO is shipping on pallets, pallet weight must be included. If product is not
stackable, cube entered must account for space in the truck that cannot be used
by other freight (Ex. non-stackable furniture). Additional pallet weight or cube may
be added to any line item. Failure to reflect accurate weights or cubes in TMS or on
your bill of lading may result in non-compliance charges.
5) Check the Hazmat box if merchandise is Hazardous Material
6) Check at least one line item, so check box 1
7) Click “Save”
8) When screen is refreshed, status will show “Open”.
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For all shipments less than a truckload, suppliers are required to
contact the carrier and make an appointment. Please include
both your PO and shipper reference number on all bills of lading.
Failure to comply will result in carrier billing problems, and may
result in non-compliance charges. For complete information
regarding bill of lading requirements, please reference the
Exchange Supplier Requirements.
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How to Find Routing
1) Log into TMS
2) Click on “Search”
3) Select “All Shipments”
4) Type your PO in the “Shipment Identifier” field (You can type
up to 3, separated by commas)
5) Click “Go”
6) If you are unable to access your PO, or need further
assistance, please contact us.
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Updating your TMS Contact Information
1) Click on AddressKeeper
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2) Click on Company Name to alphabetize address list
3) Click on the letter your company name starts with
4) Click on the pencil to edit
5) Enter your changes
6) Click “Save”
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TMS Team Contact Information
Email
[email protected]
Phone
214-312-6503
214-312-2904
214-312-3210
214-312-2939
214-312-3122
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