Booking Shipments Online - PowerPoint Presentation

Slide1

Booking Shipments OnlineSlide2

Step 1

Go to

www.rktrac.com

and login.Slide3

Step 1 (Continued)

Above is the screen that should appear after logging in.Slide4

Step 2

To book a shipment

select

“Booking” from the “Forwarding” drop down menu.

Step 3

Click on the “Make a booking” button in order to state entering your order’s information.Slide5

Step 3 (Basics)

After clicking the “Make a booking” button, a screen like this one will appear.

Not all of the fields need to be filled in, and if there are any major pieces of information missing, you will be prompted to populate those fields.

At a minimum, the “Pickup Address” section, the “Delivery Address” section, the “Packs”, the “Weight”, the “estimated pickup”, the “Estimated Delivery”, and the “Service Level” fields should be filled in.Slide6

Step 3 (Pickup and Delivery)

Let’s assume that this is a domestic LTL shipment that we want to book. The first thing to do is click on the “Domestic Freight” check box. Then you will need to fill in the relevant pickup and delivery information. Not all of the fields are required (i.e. Contact, Phone, Fax, & Email) but it is preferred to have those fields filled in.

If the Pickup or Delivery addresses are going to be used for future shipments for can click

the“Save

Pickup/Delivery Address” buttons. Next time you book a shipment, just type in the company’s name and the address will auto populate. Slide7

The mode field is a dropdown menu, and should default to “Road Freight (LCL/LTL), which is what we want in this instance.

Step 3 (Mode of Transport)Slide8

The “Packs

” dropdown menu is just a brief description of what type of freight you are shipping. It defaults to pallets, but if there is a better qualifier for your freight, then feel free to change it (i.e. cartons, bundles, etc.).

Step 4 (Type of Freight)Slide9

The weight section

defaults to pounds, but if the weight is known in some other unit of measure, you can change it to the more appropriate description.

Step 4 (Weight)Slide10

Step 4 (Goods / Packs)

If you

want the freight bill to be more detailed in the description of your freight, then click on the “Goods / Packs” hyperlink.

After clicking the hyperlink, the following should appear. Now you can enter the number of pieces you wish to move, the type (i.e. pallet, carton, bundles, etc.), the dimensions of the piece or pieces, the weight, and a description of the freight being moved.

If your shipment consists of multiple pieces that are not homogenous, then you can click the “Add” hyperlink to better define your shipment. You might want to do this if your shipment is two different pieces with each piece having it’s own unique weight and dimensions.Slide11

Step 4 (Almost There)

After hitting the “Save Booking” button, and if you entered anything in the “Goods / Packs” fields, then the following popup message will appear.

Click the “Yes” button and you will proceed to the next screen.Slide12

If you want your shipment to be insured past the release value ($.50 per Lb.), then enter the value of the shipment in the “Goods Value” field. Please note that additional charges will apply if additional insurance is requested. Spot rates are available if desired.

Step 4 (Goods Value / Additional Insurance)Slide13

Step 4 (

Ready

Dates

and Times

)

The “Estimated Pickup” field is where you enter your pickup date and the time the freight will be ready by. If it is ready now, then enter your offices opening time. Please note that the times are entered in military time, so freight that is ready at 2:00 PM would be entered as 14:00.

The “Estimated Delivery” field is the same idea as the previous field. Please enter the opening time of the Consignee in this field. Please remember that there is no AM or PM option. The time must be entered as military time.

The “Service Level” field is where you will entered the desired transit time. The default mode is standard ground, 3 to 5 business days. If Air Freight is desired, then select that option from the dropdown menu. Slide14

The

“Pickup Required By” and the “Delivery Required By” fields are where you enter the closing times of the pickup location and the delivery location.

Step 4 (Closing Times)Slide15

“Pickup Equipment” is where any desired accessorial charges would be selected. Click the dropdown menu and if a

liftgate

is required on the pickup, then select that option. If multiple

accessorials

are required, enter those in the

the

“Special Instructions” field below.

Similarly, “Cartage Drop Mode” is where any

accessorials

are entered on the delivery end of the shipment.

Step 4 (

Accessorials

)Slide16

Step 4 (Payment Term)

On the “Payment Terms” drop down menu, please always select “Prepaid”. At this point in time, we will not accept “freight Collect” payment terms.Slide17

The “Special Instructions” field is where any critical information for the shipment is entered. For example, “Driver must wear a reflective vest and hard hat to the delivery.” or “Freight must deliver at 12:00 PST on 12/5/14.”

Step 4 (Special Requests)Slide18

Once everything has been entered, click the “Save Booking” button.

Step 4 (Finally)Slide19

Step 5 (Completion)

If after making the booking, you need to edit the shipment, click the “Edit Booking” button.

If after making the booking, you need to cancel the shipment, click the “Cancel Booking” button.

If after making the booking, you need to duplicate the shipment, click the “Copy Booking” button.

If after making the booking, you need to create labels, click the “Freight Label” button.

If after making the booking, you need to create a reverse trip for the shipment, click the “Reverse Booking” button.Slide20

After creating the booking, if you want to view your Bill of Lading (BOL), click on the “Booking House Bill” button.

Step 5 (Completion)Slide21

The BOL should pop up as a .

pdf

file and is ready for printing or saving.

*** Important *** Please note that a booking needs to be converted to a shipment by an RK employee. Only at that time is the process completed and the pickup set.

Step 6 (Confirmation)Slide22

Step 7 (Verification)

Please allow a minimum of 20 minutes for a RK Group employ to contact you and verify that your shipment has been converted from a booking to an actual shipment.

Congratulations, and thank you for the freight.