Frequently Asked Questions

ADMINISTRATION Frequently Asked Questions

Where does one go to logon to the TPro Application? One must either have purchased TPro or have been invited to participate in the TPro application. A hyperlink installed on the home page of the “owner” of the application is the first step to gain access to TPro. The second step is to logon with a valid user name and password.

How is the initial set up of the Corporate Administrator accomplished? GLOBAL TRANXIT assigns the corporate administrator at time of purchase of the application.

What is the Corporate Name field for on the Logon screen? The company name in the corporate name field shows the “owner” of the application.

How do I get into the Application if I’ve forgotten my User Name or Password? Contact the administrator. The administrator can change your password, which will trigger an e-mail to the user showing the user name and new password. The corporate administrator will need to contact GLOBAL TRANXIT if he or she forgets his or her password.

What characters are not allowed in the logon? Characters such as %, *, \, /, @, etc. are reserved for system use and are not allowed in the user name and password fields. Any combination of numbers and/or letters will do. Please keep them secure.

Can someone change my Password? Yes, the corporate administrator can and must change the password if the password is due to expire. Every time the password changes, an auto e-mail containing the new user logon information is automatically sent to the user at the e-mail address on record in the user ID.

Can someone change my User Name? No, the user name cannot be changed or deleted from the system once it is created, but may be set as inactive in the user ID screen.

What does Group Inactive mean? When this flag is checked, it allows the user to deactivate the group. This group will no longer be displayed on search lists.

Who makes up the Group Code list? A default group is established by the system for each new company set up by the corporate administrator. Other group combinations are created by the corporate administrator.

If a Group code has my company and two others in it, will all the users in my office have access to the other data? No, unless the user at your office is a party to the transaction, or the user ID assigned to them contains that specific group code. User IDs that have been assigned the multiple group code will be allowed access to that data. The assignment of the new group code is done in the user ID form.

Can multiple offices be set up to limit views among those offices?

Yes. As an example let’s look at a three-office scenario. One office is located on the East Coast, one on the West Coast and the HQ office is located in the Midwest. In this example, HQ desires to see all of the East and West Coast office transactions as well as their own, although the two coastal offices are only allowed to see their own transactions. In this example, one would first enter all offices, including HQ, as separate companies under the “Enter Company Information” screen. By default, each of these companies has a group code with the same name as the company code, established when the new company was added. The next step is to edit the group HQ to include all 3 companies. In administration, search for the group HQ. Add the companies ‘EC’ & ‘WC’. Now establish 3 user IDs; one attaching the East Coast group, one West Coast group and one to the modified group containing all three. Automatic e-mails are sent to the e-mail address provided on the user ID screen when a new login is established and every time the password is changed. When logged in, as the user ID attached to HQ group, shipments for HQ, EC and WC will be accessible. The login for EC will only allow access to EC shipments and WC will only allow access to WC.

Purchase Order Frequently Asked Questions

Can I see assigned POs in the PO Module? Yes, all POs may be tracked through the PO module. You may search for all (assigned and unassigned), assigned or unassigned.

What happens if I want to track a split a PO? A split PO can be tracked through the PO module. Below the header you will see a list of booking and shipments the PO is attached to.

What does Existing PO mean? An existing PO is a PO that has been manually entered or uploaded into the PO module. It is being held waiting to be assigned to a booking or a shipment. The terms existing PO and unassigned PO are used interchangeably.

In booking, after I attach a partial Existing PO I do not see the PO when I click Existing PO again. Why? You cannot attach the same (partial) PO to the same booking or shipment. In this case, when you create a new booking the remaining available pieces or items on that (partial) PO will be available (in the unassigned PO list) to be assigned to a new booking or shipment. If working on a booking/shipment you can edit the PO data to reflect the correct number of pieces.

Is my shipper or consignee ever allowed to submit, view and edit POs? Shippers and consignees may add POs to the PO module as well as view POs they created or are a party to.

Can the shipper or consignee assign POs to a booking or shipment? No, they cannot add or edit bookings or shipments, although consignees may add notes to a booking. They may however, add new POs to the PO module and thereby allow the export and/or import forwarder to assign them to a booking/shipment.

What are the required PO fields in the PO Module? You must, as a minimum enter the PO #, # pieces and Item/Style (required fields are marked with an *).

What’s the purpose of the PO Instruction Field in the “Add New Purchase Order” screen? Any special notes related to the PO or special shipment or equipment requirements go here. It’s a general free text field.

Since there are many other reference numbers associated with a given PO, can they be supported in the PO Module? Yes, there are input fields available to cite reference numbers used by the other parties and a search function to support them.

What if I want to edit or delete information in an existing PO?

You may edit POs in the PO, booking and shipment modules.

How do I attach a PO to a Booking? On the main menu click on the booking button, select the desired booking number, click on the POs button, click on the add existing PO button and select the unassigned PO (whole or partial). The consignees on the PO and booking must be the same in order for a PO to show on the existing unassigned list.

How do I attach a PO to an Ocean Shipment? On the main menu click on the vessel button in add/edit shipment, search for the desired HBL and select it, click on the POs button in the menu and finally click on add existing PO. The consignees on the PO and shipment must be the same in order for a PO to show on the existing unassigned list. In the shipment (Add/Edit) module, POs are attached at the HBL level.

How do I attach a PO to an Air Shipment? Go to the add/edit shipment module and follow similar steps as cited in ‘How do I attach a PO to an Ocean Shipment.’ POs are attached at the HBL level and can be attached initially when the HAWB is created or later when the shipment has already been entered into the application.

BOOKING Frequently Asked Questions

How do I create a Booking? Go to the booking icon in the main menu, click on the new booking button, select the new booking button or a template name hyperlink, enter the parties to the booking and then enter the vessel and other pertinent data.

What is a Template? It’s a “stamp” of the booking or shipment file that is used over and over again to generate new bookings or shipments later on. This saves re-keying data when bookings are similar time after time.

How do I make a Template for a Booking? Go to the booking icon in the main menu, click on the new booking button, click the new template button, add parties, fill in the field template name as well as all fields to add to the template. When you click save, the template is saved. For all similar bookings you may begin with the template and only key in necessary changes.

What features are in the Booking Module? In addition to adding and editing PO, party, vessel and trip planning, the following additional features are supported: add and editing notes, dock receipts, charges, hazardous, pick up details and status.

When will the Booking be placed on the Active (Ocean and Air) Shipment list? The booking is placed on the active shipment list when it is converted from a booking to a shipment and contains a house bill of lading. To convert a booking to a shipment the booking must be “confirmed” in the booking status field by the import or export forwarder. When confirmed, click on the “Complete Booking” button. The application will respond with an “are you sure” message. After confirmation, the status is complete. The next time the booking is entered a new button will appear which reads “Add/Edit Shipment”. When you click on the “Add/Edit Shipment button the booking data is brought into the add/edit shipment module as a new shipment. The shipment will appear on the active shipment list after a house bill of lading is attached to the new shipment.

Can the Import Freight Forwarder complete the Booking? Yes, although the export forwarder typically completes the booking.

What do the colors mean in the Booking Summary screen? Based on date last modified, green is within 24 hours, yellow is 24-48 hours and red is greater than 48 hours.

What does ‘confirmed’ mean in the Booking Module? The booking has been accepted by the import forwarder and can now be completed (i.e., finalized as a booking) and turned into a shipment.

What are the stages of a booking?

The stages of a booking are: new, pending, returned, review, confirmed, complete and done and each stage is acted on by different parties.

New - when a booking has been started but has not been sent to the import forwarder for review or when the import forwarder has started a new booking.

Pending - has been sent to the customer for review.

Returned - has been sent to the export forwarder for changes.

Review - has been sent to the import forwarder for approval.

Confirmed - import forwarder has approved the booking and it may be completed.

Complete - export forwarder has finished the booking process and it is now ready to be turned into a shipment.

Done - has been turned into a shipment and all of the available booking POs have been attached.

Once a booking has been completed and turned into a shipment, how long does it stay on the booking list?

When all POs from a booking have been used up the status changes to “Done”. The owner of the application can specify if they want “Done” bookings to appear on the booking list. The data permanently remains in the tracking database.

SHIPMENT Frequently Asked Questions

Can an Import Freight Forwarder add a new Ocean shipment? Yes, import and export forwarders can add new shipments.

How do I add more HBLs to my MBL? In the ocean shipment summary screen, click on the desired MBL hyperlink number to add more HBLs. Click HBL, click add.

What’s the Bill of Lading Instruction feature? It provides a method for an export forwarder to send master bill of lading requests to another such as an NVOCC. E-mail and PDF screens support this functionality.

Can I modify data in the Active Shipment Module? Yes, if you have access to the add/edit modules you may modify data through active shipment.

In the Add/Edit Shipment Module under “Air”, I added a new air shipment and assigned a MAWB. Although I can find my shipment in the Tracking Module by searching on MAWB, why can't I find it on the Active (Air) Shipment list? In order to see an active air shipment on the summary list in the active shipment module, you must have a MAWB number and an HAWB number. These may be one and the same. If a MAWB is not known at the time of shipment a placeholder is acceptable until the actual MAWB number can be entered. In addition, you must be a party on the MAWB or HAWB.

In the Add/Edit Shipment Module under “Ocean”, I added a new shipment and assigned a MBL. Although I can find my shipment in the Tracking Module by searching on MBL, why can't I find it on the Active (Ocean) Shipment list? In order to see an active ocean shipment on the summary list in the active (Ocean) module, you must have a house bill attached. In addition, you must be a party on the MAWB or HAWB.

When I try to obtain the status of an Air Shipment by clicking the SITA hyperlink, I’m getting a ‘Carrier may not be SITA enabled message’. Why? There are three reasons why this functions is not available: The MAWB # is not a valid number, the carrier is not a member of SITA or the query has not been run yet. Status updates are done daily at 9:00am.

Nothing happens when I click on the Adobe icon. Why? In order for this function to work you must have Adobe Reader software installed on your computer. If you do not please visit www.Adobe.com for a free download.

Who is the screen caption e-mailed to when I click on the letter icon on the active shipments list? The ‘To’ line is blank on the e-mail, you can insert any e-mail address you wish as well as a note in the text box. More than one e-mail can be added if desired, and they must be separated by the semi-colon “;” or comma “,”.

TRACKING Frequently Asked Questions

TRACKING

What is a TPro Application? One TPro Application refers to an application that is owned and operated by one company. Communication is allowed between and among TPro applications (i.e., owners) but must be set up by Sectra, LLC through the inter-company code.

If I am a shipper, can I track the shipments of many forwarders in one TPro Application? Yes, you can share data between and among companies. This functionality is set by Sectra staff, via the inter-company button in the company/role screen.

Can I track data older than 90 days? Yes. The tracking module can search on past shipments up to three years or more.