Calsonic Kansei North America

Calsonic Kansei North America Transporta)on Management System User Training Guide for Vendors 1 CKNA is ins)tu)ng a new Transporta;on Management System (TMS) with the following features: -­‐  All modes of transporta)on in one system -­‐  Default Ship From/Ship To Addresses (as provided) -­‐  Parts (Items) Linked to Vendor or Supplier Code To access the new TMS go to the cknafreight.com website and click on . 2 Sample User LOGIN Screen Enter Login ID and Password Click Login ID: The Login ID for the CK vendor user is their e-­‐mail address in all lowercase leFers! Password: password (all lowercase leFers -­‐ the first )me the user logs into the TMS they will be forced to change this password to one of their choice.) 3 The CK Vendor Shipment Entry Load Board will be displayed when the USER logs into the TMS. The vendor company name is displayed on the top of the page along with Rock Solid’s customer service helpline number. Each load has the following informa)on displayed on the load board: •  Status (Rated, Booked, In Transit, Delivered) •  Next Ac;vity (next ac)on to perform: Send Carrier Confirma)on, Book, Print Shipping Docs, etc.) •  Shipper and Consignee informa)on Loads are listed from the most recent at the top to the oldest at the boXom. Note that the Owner is the vendor code for which the shipment was entered. Click on to begin the shipment entry process. 4 Create Shipment Screen •  The “Company” field refers to the profile that has been stored for a given vendor. This profile includes default ship from/to addresses, part numbers (items) and descrip)ons of parts that are shipped from that vendor. The vendor/company name displays the Vendor Code at the end. If there is more than one loca)on for this user’s login, click on the drop down arrow and a list of loca)ons associated with the user will display. •  All fields outlined in red are mandatory and must be entered. •  If informa)on other than the default informa)on is to be used for this shipment, simply type over the exis)ng informa)on and it will be used for this shipment only. Modified informa)on will not be stored. •  Rock Solid must be no)fied of any permanent address/contact changes. •  Contact name and phone number must be entered for both the origin and des)na)on loca)ons. 5 Create Shipment Screen (con;nued) If the default CK loca)on has been provided that informa)on will be displayed in the Des)na)on fields. If the street address is blank the user can type in the correct address at this )me. CK des)na)on loca)ons can also be searched for by clicking on which will display the Des)na)on loca)on search screen. 6 Click to display the “Des)na)on” address op)ons. If informa)on is already displayed and you would like to start a new search, click on clear before you search. 7 The search can be filtered by any of the fields that are displayed. For example, to see only addresses in the state of Tennessee, enter TN in the State field and then click . To search for a specific city, enter the zip code in the Postal Code field and select the city from the drop down then click . To search on a specific country select a country from the drop down and click etc. 8 To display the street address hover over “Name” and click then click . Select Address1 and grab the right side of the window with the cursor to expand the window. The address1 line is now displayed. 9 Click on the buXon next to “Des)na)on” address you would like to select. Then Click 10 Create Shipment Screen (con;nued) SCROLL DOWN TO COMPLETE FORM, Do not click on Next un;l the create shipment form is complete. Pick-­‐up Date and Time shipment is READY. Date format is mm/dd/yyyy and )me format is hh:mm AM or PM Pick-­‐up Date and CLOSING Time of shipper. Date format is mm/
dd/yyyy and )me format is hh:mm AM or PM 11 Create Shipment Screen (con;nued) If hazmat, Saturday delivery or guaranteed service is required, open the Service sec)on by clicking on next to Services. Select the desired Services. NOTE: Saturday Delivery is NOT AVAILABLE FOR LTL CARRIERS! 12 Create Shipment Screen (con;nued) DO NOT SPECIFY EQUIPMENT. All LTL shipments will default to a 53 Ft. Dry Van. Small parcel also does not need equipment specified. The Equipment sec)on is not displayed in the expanded mode below. 13 Create Shipment Screen (con;nued) Complete the REQUIRED reference fields that are displayed below. Required Reference Fields are indicated by * and are outlined in red. The Requestor Email and Name correspond to the vendor’s CK contact. Please contact the CK Logis)cs team if this is not known. The PO number is a required field. ASN and RAN are are not required references at this )me. If these fields are entered they will be printed on the BOL and stored as fields associated with this shipment. 14 DOMESTIC SHIPMENT: ADDING ITEMS TO BE SHIPPED Click on the Add Item buXon Click to view previously saved items to be shipped. If the item to be shipped is not listed enter the Item Id (op)onal) and Descrip)on. NOTE: For LTL shipments Freight Class, Quan)ty, Weight and NMFC Code must be entered. For small parcel shipments Freight Class and NMFC Code are not required. Dimensions should be entered if ship units are not going to be entered for this shipment, otherwise dimensions can be entered under the ship unit sec)on. NOTE: At least one item MUST be entered for the shipment!!! If LTL is not ra)ng, check that the class informa)on has been entered. If parcel is not ra)ng, check that the dimensions have been entered. 15 SHIP UNITS If Ship Units are different than the Item Unit or items are combined into a Ship Unit, click on Add Ship Unit. Note that the quan)ty, weight and dimensions are required. Examples of when Ship Units are required: there is 1 item with 10 pieces shipping in 1 carton OR 3 parts shipping in 1 box OR 10 cartons shipping on 2 pallets. The total weight of the items cannot exceed the total weight of the Ship Units. Click on to select from default ship units including box, case, container, pallet, rack and pack. 16 Enter any applicable Special Instruc)ons in the Special Instruc)ons box. These will print on the Bill of Lading. Click to get carrier op)ons and rates. 17 The Carrier Op)ons will be displayed. Click on the buXon next to the carrier service to be selected. Note that both LTL and Parcel services are displayed if applicable. All services are listed with the least expensive service at the top and the most expensive at the boXom. Select the least expensive service that fulfills the transit )me needed (computed using the Customer Service Days). If the Least Cost Carrier is not selected the “Reason Code” field is required, click on to select the reason. 18 Example of Reason Code Drop Down Menu: Select the Reason Code, then Click to con)nue Shipment Booking Process 19 Create Shipment Screen (con;nued) The “Quote Saved” Box will display the shipment load number. Click OK. The user will then be returned to their shipment entry load board. Click to con)nue the Shipment Booking Process. 20 Shipments will be processed in the following manner: •  Any shipment entered under a CK Produc)on vendor that does not use their approved CK rou)ng must go through the approval process to acquire mode excep)on approval. •  Any shipment entered for a CK Expense vendor which has a transporta)on cost that exceeds $250 requires a shipment reason and reason code. This shipment must also go through the CK approval process. •  All other shipments will go directly to the send carrier confirm/book ac)vi)es. Note that both the entry user and the requestor will be no)fied via email when the shipment has entered the approval process and when the final approval has been received. Once the shipment has received final approval, the user can proceed with booking the shipment from their load board. Unapproved Mode for Shipping Used: Requires Mode Excep;on Reason Click on to open the box to enter the Mode Excep)on Reason. Enter this reason and click . 22 Non-­‐raw Material Vendor Cost Exceeds $250: Enter Shipment References Click on to open the box to enter the Shipment Reason and Reason Code. Complete the required fields (indicated by *), and click . 23 CK Approval Process Once the Mode Excep)on Reason or the Shipment References have been updated the shipment will move into the Approval Process. The field displays the approval status. No ac)on is required un)l all levels of approval have been received. Once all levels of approval have been received (level of required approval is based on the cost of the shipment) the shipment will move into the Ac)vity Type. 24 Booking the Shipment with the Carrier Click in the “Send Carrier Confirma)on” Box to tender the shipment to the carrier. Complete the fields in the “Tender” Box, then click NOTE: Include the carrier quote number or other applicable reference informa)on when sending the tender to the carrier. 25 Booking the Shipment with the Carrier (con;nued) Click to return to the Calsonic Shipment Entry Load Board. The carrier will receive a tender request e-­‐mail. The carrier has the op)on to accept or decline the tender. If the tender is accepted, a reply is sent back to the TMS and the load will automa)cally be moved into the Booked status. NOTE: Do not click the Book buFon if you have sent the tender request to the carrier, the tender will be rejected if you have manually moved the load into the booked status. Un;l the user has determined how each terminal for each carrier handles electronic tendering, a dispatch call to the carrier should be made to ensure pickup of the load. Click to complete the booking process ONLY if you are not sending the tender to the carrier. Click 26 Print Shipping Documents Click to Print Shipping Docs and a list of available documents will be displayed. Click on the desired document in the “Filename” Column. Once the document has been printed click on the to close the Documents box and return to the Calsonic Shipment Entry Load Board. No further ac)on is needed. The Set Arrival and Set Departure informa)on will be updated by the TMS. 27 Send Shipping Documents via Email From the Calsonic Shipment Entry Load Board, Click the in the Box. To Email the Shipping Documents click 28 Sending Shipping Docs via E-­‐mail (con;nued) Complete fields as desired. Click to send. 29 SAMPLE TENDER E-­‐MAIL SENT TO CARRIER 30 Copying an Exis;ng Shipment To make a copy of an exis)ng shipment click on . The create shipment screen will be displayed with the Origin and Des)na)on fields completed as well as the item and ship units. Addi)onal fields, (e.g., Reference Fields) are not copied from the original load and must entered. The “new” copied shipment can now be rated. COPY: To copy a load, locate the load on your Load Board. Click the to open the details of the load. Then select . All load informa)on except the pickup date/)me and reference fields will be copied. 31 Cancel a Shipment CANCEL: To cancel a load, locate the load on your Load Board. Click the to open up details of the load. Then click on . Select . If the load has been tendered to the carrier, select “Revoke Tender” and then click 32