Vendor Interface Carrier Manual November 2017 Currently not available for i2TM Logistics Highway Carriers 1 Receive electronic load tenders both intermodal and highway shipments Vendor interface ID: 762943
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Vendor Interface Carrier Manual November 2017
*Currently not available for i2/TM Logistics Highway Carriers. 1Receive electronic load tenders (both intermodal and highway shipments)Vendor interfaceVendor Interface (VI) is a web-based application which empowers carriers to: 2Accept and Decline load tenders 3 Enter Load Particulars and Events 4 Request Accessorial Authorization * 5 Submit Invoices for payment 6 Obtain Payment Status 7 Track open Documentation requirements *
Contact Hub Group Support if you need assistance: 1-630-745-2300 Getting startedSign-on…Vendor Interfacewww.hubgroup.com/vi User ID & PasswordEmailed to the userChange your password via the My Account tabFive characters (alpha and numeric characters accepted)
Vendor Interface homepage Carriers can find…Notification of enhancementsAnnouncementsDid you know sectionSeparate views for Intermodal and Highway shipments
Vendor Interface homepage
Navigation The carrier has access to multi-screens from the home page:My AccountUsersA/RAccessorialsAddressesTenderedNew ActiveNotified Drivers Print history New Changes New Cancelled Active Invoice Ready Completed Req Docs
Navigation The carrier receives a notification (visual & audio) when he has received the following:New ChangesNew CancelledTenderedAccessorialNew Active
Additional changes to a user's password can be made in My Account. My Account & Users TabMy AccountChange passwordUpdate Missing Event email addressView list of location’s administrators Edit rail notify contact infoUsersCarriers can create unique employee IDs to access the application & work independently
Users Tab
Tenders
Types of Tenders Tendered For individual ordersElectronically tendered to carrierAccept/decline the load within a given time periodNew Active (Auto Accept)For bid awarded freight Electronically tendered to carrierAutomatically accepted lanes
Upon completion of the selection process, accepted tenders are no longer visible on the tendered loads page and move to the active loads page. Tendered loadsactionsSort data on the summary pageSelect all items at once or individually Accept/decline/decide later on tendered loadsOption to print individual pages or full summary screen
Tendered loads Click the Tendered tab to view a summary of newly tendered loads Provides carrier with all necessary information to decide whether or not to accept the tender
New Changes Changes are summarized in the Changes column on the summary pageThe New Changes Page updates any available field when…The change has occurredThe carrier is notified Changes are highlighted in redPrinted in bold textThe carrier is only required to acknowledge changes Click on the corresponding checkmark and submit
New cancelled Notifies the carrier of cancelled tenders The carrier will receive notification via the cancelled loads page if…Customer cancels a shipment Order status changes to CNL or CWCThe page only requires acknowledgement from the carrierOnce an acknowledgement is received, the shipment will be removed from the page
New Cancelled
Active Changes are visible as orders are updatedCarriers:Assign driversUpdate event statusesAcknowledge load particulars Enter invoice numbersUpload necessary paperwork Enter rail billing info
Active Shipments move to the Active tab once accepted/acknowledged Search by:Pro Number (preferred) DateLocationSegment TypePaperworkEnter a number in the text box and select search
Declining loads Same process for tendered and active to decline a shipmentDecline from the summary screen or details pageDecline new active loads only from the details pageCarrier receives a decline confirmation pageDecline all tenders showing incorrect rates
Details/Segment edit information Sections available for edit:General comments sectionLoad particularsCarrier particularsConfirm boxLast event informationStatus event sectionRate confirmationLate reason drop-downVerify BOL destination matches tender on pick-up
Closing a Shipment The following information are required to close a shipment in VI:Load ParticularsStatus EventsInvoice NumberEquipment Location (deliveries only)VI will electronically set-up a payable for a vendor. Payment will not be made until all paperwork is received and events are entered.
Load Particulars & Events
Data & events Required for Pick-Ups LOAD PARTICULARS for rail billingAll missing information completed for IML and non-logistics loads:Trailer #Shipper # (optional)BOL #PiecesWeightSeal numberClick box to confirm BOL destinationVendor Particulars are optional and for the carrier’s use if desired
Carrier performance is measured weekly to ensure timely event entry. Pick-up events - imlTimely & accurate date and time data must be entered for the following events: Stay with Arrived at Origin Trailer Loaded Departed P/U with Load Arrived at Rail Yard (Optional) Departed Rail Yard (Optional) Drop and pull Dropped Empty Departed Drop Location Arrived at Origin Trailer Loaded Departed P/U with Load Arrived at Rail Yard (Optional) Departed Rail Yard (Optional)
Delivery events - iml Stay with events Arrived at Delivery Completed Unloading Empty Trailer Removed (or POD-Proof of Delivery for Logistics Loads) Drop and pull Arrived at Delivery Spotted Load at Delivery Completed Unloading Empty Trailer Removed & Equipment Location
Completed Loads Access completed loads to:Review historyVerify that a particular shipment was movedCompleted loads stay in VI for 180 days after closing & are moved to a history file
accessorials
The default search is “Unacknowledged Changes”. To search for all accessorials, change the search to “All Accessorials ”.Accessorials tabCarriers can monitor accessorials waiting for approval & watch for changes and approvals sent by Hub Group.The following statuses are:Pending Waiting Waiting for Approval AuthorizedUse this section to invoice Hub Group for loads.
Accessorial Authorization Carriers can create accessorials:Tab Locations to Create a new accessorialNew CancelledActive Invoice Ready Completed
Create an accessorial request Select order associated with the accessorial requestClick on A by the order Click arrow in drop-down menu to select a charge code Highlight desired code
Complete rate info & Fields Depending upon the selected charge code, various fields will be displayed for completion.The carrier should complete fields as soon as possible, even with incomplete information.Select the stop where the accessorial occurred.
Accessorial created The accessorial is now createdACC (accessorial) Indicator appears on Tender Summary
Accessorial created WFA (waiting for approval) status: all required information enteredPND (pending) status: accessorial is missing information
Editing pending accessorials The carrier can return to the pending accessorial to complete the fields in two ways:Click Edit on Load Summary page (active or completed tab) & access tender detail pageScroll to accessorial table & click Edit on the accessorialORClick Accessorial tab and find accessorial
Unacknowledged accessorialsOnce accessorials are approved/declined, carriers are asked to acknowledge they received the changes.
Invoicing the accessorial The carrier can…Key the invoice number in the box on the Accessorials Summary page & press the Submit Invoice Number button Click Edit/Detail to open the detail page
invoices
Did you know? Carriers can invoice Hub Group for dropped deliveries before the trailer is empty:After trailer delivery, enter the Arrived at Consignee & Spotted Load at Consignee eventsSubmit invoice numberShipment will remain in active shipments with status Spotted Load at ConsigneeUpon emptying the trailer, return load in VI & enter last two events and equipment locationShipment moves to Completed view
Invoice ready Carriers can view loads that have met all necessary requirements for closing except for an invoice number
Submitting invoice numbers Select shipments in the Invoice Ready tabEnter invoice number to submit invoice to Hub GroupSubmit invoice number on the Segment Edit screen in Active shipmentsInvoice numbers can also be entered in the Load Detail page under status events.
Invoice on detail page
Payment status
Accounts Receivable Tab (payment status) Authorized carriers can view and print the status of payments for their invoicesListing contains records for 180 days after Hub Group received vendor invoice CARRIERS SEARCH BY (any of the below search fields)Invoice #, PO #, TM Load # or Check #Due date/payment dateInvoice status: received, rejected, canceled, error, processing, set-up to pay, paid, held & pendingLeave search fields blank & click search provides listing of available records
Accounts receivable summary page
Open documentation requirements
Loads waiting for documentation Click Req Docs to access loads needing documentation:Inform the carrier about supporting documentationSee load pending information on hold for payment