--- title: "Dispo - EN" canonical: "https://elogate.refined.site/space/BM/27787268/Dispo%20-%20EN" format: markdown --- In the submenu , you can create transport orders, display daily schedules in the and the as well as use many other functions to support your dispatching, transport assignment, and transport execution processes. Terms and Definitions Term Definition Shipment A shipment to transport goods from A to B not bigger than a truck. Transport Order A transport order can contain 1 to n shipments (not necessarly with the same loading and unloading stations) which is assigned to one Logistics Service Provider (LSP) with a specified price coming from the . Visit Describes the pickup/delivery process of goods within ELOGATE. Each visit can have a time window booking, vehicle information and an unlimited number of shipments from different transport orders. Shipment Add shipment If you want to create and assign a transport order using ELOGATE, click on the Add shipment button on the bottom left-hand side of the screen. If you have created favorites , then you can choose one of your favorites from the dropdown menu by clicking on the button next to the search field Favourites . After clicking on one of these buttons, the Create new shipment window opens and you can start filling the shipment entry mask with your data. Add shipment Create new shipment Create new shipment Field name Description Transport No/Delivery No. Depending on the numbers available in your ERP system, you can either enter the transport order number in the field Shpmnt.Id or the delivery number in the field Deli.Id or the transport order number in the field Shpmnt.Id and the delivery number in the field Deli.Id EKAER number As of 1 January 2015, the EKAER is into force, the aim of which is to reduce VAT fraud in transport on Hungarian roads. Electronic Road Transport Control System - EKAER - this is the name of the regulation that will come into force in Hungary on 1 January 2015, the aim of which is to filter out VAT fraud as completely as possible and to minimise its possibilities in road transport. Accordingly, the system controls the movement of goods transported within the Hungarian border on the one hand, and goods moving between Hungary and other EU Member States by road on the other. Group number Customer order number Cost Center QM order PSP G/L account Unload at Phone (headline) Here you may enter optional additional info for unloading, such as. Phone number/contact person. Note This field only appears if the location field has been selected! Load at  Enter the desired loading point for the transport in . ELOGATE stores address data that was already used and carries out the search using all areas of the address. Therefore you can search by name, street, city, zip code, etc. Unload at  Enter the desired unloading point for the transport in . ELOGATE stores address data that was already used and carries out the search using all areas of the address. Therefore you can search by name, street, city, zip code, etc. If you have stored a customer number in the company master data, it will be displayed above the flag.  Time window  Activate the checkbox  if the logistics service provider must book a time window, and then enter the length of the time window.  Loading date  Enter the desired loading date here. You are able to enter a loading start time and a loading end time. Unloading date  Enter the desired unloading date here. You are able to enter an unloading start time and an unloading end time. Attention If you activate the checkbox , note that the loading starting time and the loading ending time (for loading date) or the unloading starting time and the unloading ending (for unlaoding date) should be either equally or greater as the entered time window duration (field "Load at). Self collector Activate  if you do not have to pay the freight costs. You are still able to select the service provider and notify the transport. If you have entered an e-mail address for the customer, the customer will also be informed about the transport. In the column "loading space" in the general "shipment overview" column, the "S" symbol will be shown after entering the data. Tip Only send transport orders for which you do not pay the freight costs if you have already come to an agreement about the procedure with your customers/suppliers and the respective logistics service provider. Inbound shipment/Outbound shipment  The button determines the transport direction. This is relevant, for example, for the notice on the loading plan. In the case of outbound shipments, the transport is displayed in the loading plan on the loading date and in the case of an inbound shipment it is displayed in the loading plan on the unloading date. Incoterm Select an Incoterm from the predefined selection list . Also enter the necessary Incoterm extensions (e.g. Place of destination). Tip Clearly defined Incoterms simplify the transport process and clearly regulate transfer of costs and risks during transport. UN Number If you transport dangerous goods, you can choose the respective number in the field . Loading space  Choose the type of the loading space in the field in the first drop-down menu, which you have entered in the menu "Types of loading space" If you choose the loading space type "kg", then the kg-field will be hidden and if you have assigned the means of transport to a loading space type (e.g. trailer) (have a look at the menu point ), then it will be shown in the additionally drop-down menu . Please note that only one type of loading space can be selected as a basis for price calculation. Select the loading space type that is analog to your offer structure. If, for example, your offer is calculated based on europallets, enter the amount of the entire europallet as the basis for calculation. If you load transport units other than those indicated in the offer basis, recalculate them to the offer basis. For example: offer basis - europallets (1.2 x 0.8 m) 1 EU-Pal. = 0.4 loading meters 2 EU-Pal. = 0.8 loading meters 3 EU-Pal. = 1.2 loading meters Loading: 2 industrial pallets (1.20 x 1.00 m) = 1 loading meter This corresponds to 3 EU-Pal in the offer scale, therefore 3 EU-Pal. must be entered in the “Loading space” field. You are able to enter detailed information about the shipment and the actually used load carrier in the “Load carrier” field. Enter the entire loading space of the transport or shipment in the field . With the "+" and "-" buttons, you can adjust the number up or down. After entering the data, bars are displayed in the “Loading space” column.   A green bar indicates that the loading space is full.  An orange bar indicates that the loading space has not yet been completely used.  A red bar indicates that the maximum loading space has been exceeded.  A white bar indicates that no value has been entered in the “Loading space” field. Disable automatic data synchronisation with an ERP system Click on the button "Lock,"  if you want to prevent the exchange of data with your ERP system when changing the loading space, the weight or the loading devices. The button changes to the symbol "Locked"   . To activate the exchange of data once again, click the button once more. Weight Enter the total weight of the transport or shipment in the “Weight” field . You can check the total weight of the transport incl. Pallets weight: Merchandise value Enter the merchandise value of the transport or shipment in the “Merchandise value” field. (Important for non-EU countries) Description of the shipment Describe your shipment here. Specific comment Enter any specific comments (e.g. risk of breakage, etc.). Internal comment Here you can enter internal comments. These will not be printed on the transport order. Text in the CMR for attached documents Choose "delivery documents" or "export documents" in the dropdown menu in the field , when foreseen that delivery documents and export documents for the transport should be attached and mentioned in the CMR. Load carrier type Specify the load carrier for the respective shipment here and indicate the exchange partner (“Company” or Logistics service provider “LSP”). Under “HU” (Handling Units), select if you want to create Handling Units when finalizing the shipment. Choose "No" in regards to load carriers, e.g. empty pallets that are only given for load securing at transport. For these load carriers, no labels are printed from document printing in the loading plan, if you have set up a label printer. Purchase order Here you can add the specific contents of the shipment (e.g. item descriptions). To do this, click on and add the fields by clicking in the corresponding fields. To delete the entries, click on  Note Purchase orders that are submitted from your ERP system to Elogate cannot be deleted here. The fields you have added manually will not be transmitted in the case of interface connection(s) to your ERP system. Sold to Here you can add the sales address. For this, the address must be deposited in the company data. Group number/PSP/QM order These fields are available for optional entry. Cost center In the field "Cost center," you can optionally assign a cost center to the respective shipment. G/L account In the field "G/L account," you can optionally select a G/L account for the assignment of the respective shipment. Options  There are various checkboxes available for options: Activate the required option. Save  If only want to enter the transport order and ship at a later time, after making the entry click  and the transport order will be stored in the control station. Save and create  If want to enter multiple transport orders and ship at a later time, after making an entry click  and the transport order will be stored in the control station. You will then return to the input mask and can continue entering the next order. Cancel  Click on  in order to cancel the operation and return to the control station. Favorites To add a new Favorite click on the button  Offers (for chosen shipment)  The view of your offer for a chosen shipment will be updated as you make the entry for the shipment. You can view all stored offers and read the lowest transport price. Transport assignment  After entering the shipment data, you can immediately assign the transport and send the transport order directly from the input mask. Send transport order  Select the desired offer of a service provider in the offer view and click on the “Create transport order” button   . The transport order will be created and the PDF view of the order will appear. You can further edit the transport order before sending it. Transport order  If necessary, enter the disposition number in the “Transport order” register  and select the desired transport order template (templates must be created by ELOGATE, for this purpose contact the ELOGATE Support team).  If you want to enter an alternative dispatcher for the service provider, select the desired e-mail address or enter a new e-mail address in the field  . Activate, as applicable the following checkboxes: Transport  You can enter additional information about the transport in the “Transport” register.If necessary you can enter the license number, the shipment name, internal comments or general comments. General comments will be marked as a hint symbol on the transport order.  If you would like to generate a tour, enter the same license number for all shipments. For this enter the licence number into the field "Licence number" and furthermore click on the button . In addition, you can also enter the surcharges and discounts for thermo goods,return freight and special transports as well as determine, if the transport should be considered in the credit note system or not. The surcharges and discounts can be entered as a percentage or an absolute value. Shipment data In the “Shipment data” register you are given another opportunity to change the shipment data that was already entered. The changes are changed directly in the PDF view. Transport device info In the sub register you have the possibility to choose the freight carrier in the dropdown menu or add a new one by clicking on . Enter the information regarding the means of transport in the field below: Status In the sub register you can have a look at the actual shipment status, credit note status or time window status. There are 3 statuses for accounting: New, Open, Billed (in grey, orange and green color) In the text is distinguished as well between "invoice" and "credit note" Save  Click  if you only want to save the transport order and send it later. Save and send  Click "Save and Send" if you want to send the transport order or click  to return to the previous screen. Smart Dispo  Smart Dispo makes it possible to easily enter transports according to an automated procedure. Smart Dispo assigns transport to the service provider with the lowest cost and offers the service provider the possibility to reject the transport if he does not have the capacity. The service provider has a certain period of time available in which he must either accept or reject the transport otherwise it will be automatically assigned to the service provider with the next lowest cost. If this service provider rejects the transport or does not accept it during the specified time period, it will then be offered to the service provider with the next lowest cost, etc.  If you want to select service providers for Smart Dispo, click the yellow “+” icon and the service provider will be added to Smart Dispo. Enter the desired period of time in the  field by which the service provider must accept/reject the transport. Then click “Create transport order” if you want to start the Smart Dispo. The next display mask can be used to edit the transport order again before sending it. Smart Dispo is possible to use between 7am and 4pm. Dashboard On the dashboard you can find information about you transport information and shipments including the actual status. Here you can see how many transport orders have been created, sent, accepted or canceled (from you) and how many have been rejected (from the logistics service provider). Furthermore, you can see the actual status of loading or delivery. So long as a logistics service provider is not registered, the status shows „Open“. The status is set in the loading. For this, follow the menu point  Dispo - EN#Documentationofloadingorunloadingprocess . In the field you can search for the loading nr, the delivery nr or the transport order nr. To actualize the dashboard, click on on the upper right hand corner. In the you can see the history of all shipments or transport orders. If you would like to see a specific shipment or transport order, enter a transport order number or delivery number or customer purchase number etc. Tip With activity stream you can find faster the required transport orders or all shipments. Click on the detail view , to have a look on the transport order, if there are changes on the loading devices or the shipment status. To download the transport order as PDF, click on and furthermore on in the new opened window below the transport order. Control station  The control station consists of the “Transport order overview” and the “Shipment overview”. In both views you have the possibility to change from the divided view into the single view , reload new data , show created shipments of the entire user group or only from you . Tip Switch to the single view for a faster loading process. Transport orders  In the  view, you can see all the transport orders for the logged-in user. All transport orders that were already sent and accepted are highlighted in green. Transport orders that have not yet been sent are highlighted in yellow. Transport orders that have been sent but for which a response has not been received are highlighted in blue. All transport orders that have been rejected are highlighted in red . In this view you can also edit the table view according to your preferences, see Table settings . Clear up Click the “Clear up” button   , to hide all accepted, rejected and canceled orders. Display transport order  If you want to display a transport order, either directly click , or select  in the drop-down menu. Edit transport order  If a transport order has been created and not yet been sent (highlighted in yellow ) or sent but not replied to (highlighted in blue ), then you have the possibility to edit the transport order. If there are any changes for transport orders, Elogate ask you if you want to communicate the changes to the logistic service provider or not. For this, click on  in the drop-down menu . The input mask will appear and you can make the required changes. Furthermore click on to assume the changes or on to return to the previous screen. It is possible to choose all options which are available during transport order creation as well afterwards when editing the transport-order (for example: roundtrip-price) Revise transport order  If the transport order was already accepted (highlighted in  green ), then you have the option to edit the transport order. For this,, click on  in the dropdown menu to make any changes. Then, click on  to save the changes or  to return to the previous screen. If you want to send the change to the service provider, enter a description for the change in the comment field and activate the checkbox  Then, click .  Change time window in the transport order If you want to change a time window, choose a respective transport order and click on . In the entry mask in „Loading date“ field you can see a time-window-icon. Clicking on the icon will get you directly tot he entry mask for the time window booking.  If you want to move a shipment to another time, click onto the shipment and move it to the desired time window. If you want to move the shipment to another day and time, click on the back or forward button and enter a date   in the date field.  Click  to confirm the changes, or click  to return to the previous screen. Dispatcher-link The logistics service providers can see in the table "loadings", when is the time window booked for accepted transport orders. Add transport order documents If you want to add documents such as an export certificate to a transport order, choose either the display mode  or the edit mode  or "Edit transport order." 3 registers are displayed on the left side of the screen: Click the tab "All transport order documents" and add the desired files by "Drag and Drop," or click on  to add to the order. The dispatcher and logistic service provider can to handle documents on a shipment-level. green and grey status If there is any document uploaded for the transport order or the shipments, you can switch the transport order document symbol and the shipment document symbol to green color. If there are no documents mandatory, the document-status is grey Delete transport order If the transport order has not yet been sent (highlighted in yellow ), then you have the option to delete the transport order. To do this, click  in the drop-down menu in order to delete the order.  Confirm the operation with  or click  to return to the previous screen. Send reservation If the transport order has not yet been sent (highlighted in green ), then you have the option to reserve the transport order without contractually placing the order. To do this, click  in the drop-down menu. Enter your comment and confirm the entry with  or click  to return to the previous screen. Send transport order If the transport order has not yet been sent (highlighted in yellow ), then you have the option to send the transport order. To do this, click  in the drop-down menu. Enter your comments and confirm the entry with  or click   to return to the previous screen. Accept transport order If the transport order has not yet been sent (highlighted in yellow ) or was sent but was not yet accepted (highlighted in blue ), then you have the option to accept transport orders for your service provider. This can be helpful if for example a service provider accepts the transport order on the phone. Click  in the drop-down menu. Please note that a comment must always be entered in this case. Confirm your entry with  or click  to return to the previous screen. Reject transport order If the transport order has already been accepted (highlighted in green ) or was sent, but not yet accepted (highlighted in blue ), then you have the option to reject transport orders for your logistics service provider. This can be helpful if, for example, a service provider rejects the transport order on the phone. Click  in the drop-down menu. Please note that a comment must always be entered in this case. Confirm your entry with  or click  to return to the previous screen. The transport order is highlighted in red . Assign the transport order again. To do this, follow the instructions provided under the menu item Repeat transport order   . Or move the shipments back into the "New shipments" pool. To do this, follow the menu item  . Cancel transport order If the transport order has already been accepted (highlighted in green ) or was sent, but not yet accepted (highlighted in blue ), then you have the option to cancel transport orders. Click  in the drop-down menu. Please note that a comment must always be entered in this case. Confirm your entry with  or click  to return to the previous screen. Note Distinguish between - if a logistics service provider would like to reject transport by phone/email and - if you would like to cancel transport. Repeat transport order If you want to create an identical transport order without deleting the selected order, then click on  in the drop-down menu next to an approved transport order (highlighted in green ). Click in the entry mask where you can select a logistics service provider to whom you can send the transport order. Reassign transport order When the transport order has been rejected or canceled (highlighted in red ), then you have the option to reassign this order. Click  in the drop-down menu. The entry mask will appear where you can make changes and reassign the transport order. Remember to select a logistics service provider in order to complete the operation. Add comment  If you want to add a comment to the transport order, click . Enter the desired comment and then click  or  to return to the previous screen. If the transport has already been accepted by the service provider you can inform the service provider about the comment. To do this, enable the “Send information to the suppliers” checkbox. In this case the service provider also receives the transport order again. Loading plan  If the transport order was already accepted (highlighted in green ), then you have the option to view the loading plan of the selected transport. Click on  in the drop-down menu and enter loading plan view. Check total price If the transport order was already accepted (highlighted in green ), then you have the option to check the total price and make note of it. To do this, click  in the drop-down menu. The total price is displayed and can be checked. Enter a comment if necessary and then click  to confirm the operation, or  to return to the previous screen. Hide transport order If the transport order has already been accepted (highlighted in green ) or was rejected (highlighted in red ), then you have the option to hide transport orders. Click  in the drop-down menu. Tip To hide all rejected, canceled and accepted transport orders on the monitor, click the "Clear up” button . Show transport order You can re-display the transport order that you have previously hidden in the . Click on  in the left menu bar and select the transport order in the drop-down menu, click on "Show transport order." Download as label If you want to download a label, click  in the drop-down menu. Please note that label printing must be previously configured by ELOGATE. Contact the ELOGATE-Support staff for this. Delete shipment from SAP If the transport order was canceled (highlighted in red and status: canceled), you have the option to delete the job from SAP without going into SAP.  To do this, click  in the drop-down menu.  This function is only possible if there is an interface between your SAP and ELOGATE. Move shipments into the pool of "New shipments" When the transport order has been rejected or canceled (highlighted in red ), then you have the ability to move the shipments into the pool of "New shipments." To do this, click in the drop-down menu on .  The shipments are moved into the window  . Note The moved shipments are visible in the menu item only in and are designated in the menu item as or . New shipments In the view "New shipments", all shipments are displayed which have been generated but which have not yet been assigned to a service provider and which have not been assigned through the "Smart-Dispo Function." The ELOGATE automatically archives the new shipments for which the unloading date is passed by 30 days. Add shipment You can also add shipments in the control station. Click the “+Add shipment”  button and follow the menu Add shipment . If you want to assign transport using AutoDispo, make sure that there are new shipments in the list of shipments. Create favorites Change into the entry mask to create a favorite. Follow the menu point Add shipment and create a shipment template for the favorite. To create a favorite, click on the button . In the newly opened window, where you can enter the name of the favorite.  You can also create a suggested loading date for new favorites. The unloading date will be suggested automatically on basis of the chosen favorites-date. For this, enter the shift loading date from the current date in days. If settings regarding opening hours of your company have been made in the time window management settings (f. ex. public holidays or opening hours), then these settings are considered too. An example: Loading date in Favorites: 03-15-2016 Unloading date in Favorites: 03-22-2016 Shift loading date from ...: 2 days It means that when creating a new shipment with this favorite, f. ex. on the 03-16-2016, the following results will be suggested: Loading date: 03-18-2016 (today + 2 days) Unloading date: 03-25-2016 (Difference between loading date and unloading date according to favorites-dates) Edit favorites If you have created favorites, then you are able to edit the favorites by clicking on the button . In the editing mode you have the possibility to rename or to delete the favorites. Click on the button . Delete the favorites by clicking on the button to the left of the respective favorites and change the name of the favorite. Complete the process by clicking on the button . Autodispo: Assign new shipment To assign only one shipment by the AutoDispo function, choose in the dropdown menu to the left of the respective shipment.To assign a selection of shipments using the AutoDispo function, activate the checkbox to the left of the respective shipments. Once you activate a checkbox, a header will open, which displays the amount of selected shipments. Then, choose the button . After you have placed the shipment(s) via AutoDispo function, EloGate will then apply any standard tours you have defined and contracts service providers. Edit new shipment If you want to edit the new shipment, click the open button or select  in the dropdown menu. The input mask will appear and you can make the required changes. Creator of shipments You can see the creator of the shipments in the new shipment pool detail-popup. Reassign new shipment If you want to reassign the new shipment, click  in the drop-down menu or the button when you selected shipments in open shipments pool. You are able to assign the new shipments to user or to other user group. It´s possible to see the list of all users of the corresponding connected user groups incl.holding user group users. Select a user or user group to whom you want to assign the new shipment and confirm with . Bundle new shipments If you want to bundle new shipments, select the desired shipments and activate the checkbox next to the shipments . In the header, select the button to create a tour for the selected shipments, whereby the price will be calculated for the total transport order or select the button to create a tour for the selected shipments, whereby the price will be calculated per shipment. It is possible to define a sorting for the shipments created in a tour. In the "create a tour screen" it is possible to remove shipments. Arrive at the entry mask and look on the right side of the screen in the field "Tender offers" in the column "Loading (Abd)" as to what percent of selected shipments have been provided with a price. For this calculation, the loading location furthest away is used, including the cost of additional unloading points which is displayed in the column "Shipper" in the field "Tender offers." You are able to see the pricing-type in transport order. Tip With this function, logistics service providers can be contracted for transport who have not offered intermediate unloading points on the transport route to the unloading site.  self-collector shipments It is not possible to add a non-self-collector shipment to a self-collector transport order! Substitute shipment in transport order (only at interface connection) If you have installed an interface for your ERP system to ELOGATE, this function is an advantage. The ERP system automatically sends newly created shipments into the -pool in the case of an interface connection. If shipments are canceled in SAP and the transport order is already created, then a deleted-icon will be shown in the respective transport order. As soon as the icon is shown, you must cancel the transport order in the view  and resend the newly created shipment by the ERP system in the view . To facilitate these steps, there is the option to substitute the shipment in the transport order. Click on  in the drop-down menu next to the shipment. All shipments which you can replace are displayed in the newly opened window. Click on the button next to the shipment that you want to substitute. Note To use this function, the transport orders must be in the status "Sent" ( highlighted in blue ) or "Accepted" ( highlighted in green ) and must have the same loading and unloading place. Delete new shipment If you want to delete a new shipment, click  in the drop-down menu. Confirm the operation with  or click  to return to the previous screen. Assign the same date (loading and/or unloading date) for more shipments by using the multiple selection. From now on, you have the possibility to assign the same loading and/or unloading date for new shipments in the Control station. For this, activate the checkbox next to the selected shipments and click on the button "Define the shipment dates for selected shipments" .  Choose in the dropdown-menu, if you want to change the loading and unloading date or only the loading date or only the unloading date. Afterwards enter the desired date and time. After saving, the dates will be assigned to all selected shipments. Loading In the menu item  you can search for a certain transport order quickly and easily, log the means of transport and end the loading / unloading process. The following query options are available for the search:  Shipment number Delivery number Logistics service provider Customer name or customer number of the recipient Truck license plate number Material description and material number Loading plan The loading plan  displays all transports relevant for that day together with their loading and unloading status. The footer bar displays the total amount of all transports relevant for that day.  You can adjust various settings in the header bar. On the left side of the screen, you can show/hide the filter by clicking on the  button, and by clicking on the  button you can select the actual day or enter the desired date in the date field for load plan view. By clicking on the arrow buttons  to the right, you can decide whether you want to move all transport orders in the view to the previous or next day with or without the unloading date. The search field is located right next to it.  On the right side of the screen, you can access the list view (standard setting), by clicking on the button   , you can access the daily view by clicking on the button   , you can access the weekly view by clicking on the button   , and you can access the load list by clicking on the button  . The daily view shows all transports for the current day, The daily plan view shows all shipments/transportation according to a defined, ranking order. To change the display ranking order, move the displayed name by dragging and dropping it into the settings field (shipment #, country, ZIP code, customer, truck, SAP shipment ID, truck license plate number, LSP, etc.) in the order you would like. In the weekly view, you see the transports for the current week, and in the load list you can adjust specific settings. Note The weekly view transfers the settings from the time window management and therefore, only opening days on which the respective location has opened will be shown. In the load list you can choose whether you want to filter by customer, logistics service providers (LSP), or truck. This view displays all uncompleted transports of the past and current daily transports. The green circle next to the customer and logistics service provider names or next to the truck license plate number indicates the number of transports which have already been completed (only updated daily) and the white circle shows the number of transports which have been completed (including those in the past).  Search the loading plan If you want to find, for example, a certain shipment number or a logistics service provider, enter the desired search term in the search field. If you are searching according to multiple criteria, separate your criteria input by using spaces.  Example input: 03 Not only up-to-date shipments are displayed but also shipments for several days. Filter loading plan  Select your site in the “Site” field and the desired date in the “Date” field.  If you want to filter by a certain service provider, select the service provider in the specific “LSP” selection field. If you want to filter by a certain truck number, select the specific “Truck number” in the selection field. In the “Truck status” field, you can select according to the status (all, open, waiting, loaded/unloaded, finished) and in the "Shipment status," you can filter your search according to "Delivery status," "Shipping notification" and "POD."  You can also filter by transport type (KEP, land, air, rail, sea and piece goods). In addition, you can filter according to direction (all, outbound shipment, inbound shipment) and according to country (all, domestic, international). Download the loading plan as PDF or send by e-mail  On the right side of the screen you can download a loading plan (possibly pre-filtered) as a PDF document or send it by e-mail. Please note that the printing function must be previously configured by ELOGATE. Contact the  ELOGATE-Support staff for this. Documentation of loading or unloading process When a truck is registered for loading or unloading you can also document this process in ELOGATE . In the list view (standard setting) you can see all transports for the current day.    In each row you can see a colored button, which is shown as white colored button before the registration of the truck. If you click on the button, a window is opened.  In this window you are able to change the loading or unloading status, enter general information such as attached documents, loading devices or specific comments, add truck information such as the truck licence number and if you have activated the function time window you can enter the loading dock and the unloading time. On the right side of the header 3 different symbols are shown. As you move the mouse over the icons displayed, a text box will be displayed. The 1st symbol shows the current loading status: "Open" (white button), "Registered" (red button), "Beginning" (orange button) and "Completed" (blue button) The 2nd symbol shows the current status of the time window: "Not required" (if the function time window is not activated), "proposed Time Window" (if the time window was automatically proposed to the logistics service provider from Elogate), "modified by LSP" (if the time window was changed by the logistics service provider), "modified by admin" (if an user of Elogate from the own company has changed the time window) The 3rd symbol shows the current status of the credit notes: "Open" (if the credit note is not created yet), "Open (handled)" (if the credit note is not created yet, but the loading/unlading process is already finished), "New" (if the credit note is already created, but not billed yet), "Billed" (if the credit note is already billed) This view is also shown by clicking on the button "Detail view" . Register truck  To register a truck, click the white traffic light icon . In the tab "Status" you can manually enter the registration time as well as a comment. If you leave this field blank, the system automatically use the current time. Depending on the required additional information such as attached documents, loading devices and specific comments, enter this information into the tab "General information" Enter information to the means of transport in the tab "Truck info" and choose between land or sea freight. In the tab "land" you can enter information to the means of transport, trailer or driver and in the tab "sea" you have the possibility to enter information of the ship, port of departure and arrival, container nr, specific numbers (booking no, track & trace no as well as the weight (container weight, VGM). Click  to confirm or  to register the truck. The traffic light icon will turn red . The change of the transport device You can define, until which status the dispatcher is allowed to change the transport device information. Register truck for another company location If you like to register a truck for another company location, choose a shipment in the status "Open" and click on the red traffic light icon. Click  to register the truck. The traffic icon will turn orange . Follow the instructions below to start and finish loading/unloading process. Start loading/unloading process  To start the loading/unloading process click on the red traffic light icon. In the tab "Status" you can manually enter the start time of the loading/unloading process as well as a comment. If you leave this field blank, the system automatically use the current time. Depending on the required additional information such as attached documents, loading devices and specific comments, enter this information into the tab "General information" Enter information to the means of transport in the tab "Truck info" and choose between land or sea freight. In the tab "land" you can enter information to the means of transport, trailer or driver and in the tab "sea" you have the possibility to enter information of the ship, port of departure and arrival, container nr, specific numbers (booking no, track & trace no as well as the weight (container weight, VGM). If you have activated the function time window, you can enter the loading dock, the unloading time, as well as a specific comment into the tab "Time window." Click  to confirm or  in order to start the loading/unloading process. The traffic light icon will turn orange . Finish loading/unloading process  To finish the loading/unloading process click on the orange traffic light icon. In the tab "Status" you can manually enter the end time of the loading/unloading process as well as a comment. If you leave this field blank, the system automatically use the current time.  Depending on the required additional information such as attached documents, loading devices and specific comments, enter this information into the tab "General information" Enter information to the means of transport in the tab "Truck info" and choose between land or sea freight. In the tab "land" you can enter information to the means of transport, trailer or driver and in the tab "sea" you have the possibility to enter information of the ship, port of departure and arrival, container nr, specific numbers (booking no, track & trace no as well as the weight (container weight, VGM). Click  to confirm or  to finish the loading/unloading process. The traffic light icon will turn green . The loading/unloading process is complete. Manual time entry registration/start and completion of the load/unload operation  The time of registration, the start time of the loading / unloading process, as well as the end time of the loading and unloading process is registered jointly by clicking on the traffic light icons. You can manually record the times and subsequently enter ELOGATE. To do this, click the white traffic light icon and enter a time into the register "Status" under "Registered" Then click on the button  . Then, click the red button and enter another time into "Beginning" and confirm with  . To complete the load / unload operation, click on the orange button and enter "Completed" into the field, type a time and confirm it with  . Inform logistics service provider about changes Inform the LSP about changes (e.g. the amount of loading devices), that occur during the registering, unloading or loading process by activating the checkbox  right next to the checkboxes   or  . Enter a comment and confirm with .  Reset  If you want to reset the traffic light display for the loading plan, click  in the drop-down menu. The traffic light icon will be reset. Show transport order  To display the document view, click  in the drop-down menu. This accesses the display mode where you can see the respective transport order. Click  to edit the transport order or clic  to return to the previous screen. Documents Improved the document management in ELOGATE – all documents are available in transport order form. To upload or download the documents click in transport order "Documents" You can find the improved logic of transport device information in Transport Info. Edit transport order  To display the entry on the loading plan, click “Edit entry on the Loading Plan” in the drop-down menu. This accesses the edit mode where you can edit the respective transport order. Click  to confirm the changes, or click  to return to the previous screen.. Cancel transport order If you want to cancel a transport order, click  in the drop-down menu. Please note that a comment must always be entered in this case. Confirm your entry with or click  to return to the previous screen. Move transport order to day before/after - with/without unload date If the loading/unloading process has not yet been completed (i.e. when the traffic light is not yet highlighted in blue ), then you have the option to move the transport order to the previous/next day, if, for example, the shipment will be picked up a day earlier or later. Depending on the preference contained in the transport order, move the unload day with or without a change to the desired day. The loading date is adjusted automatically. Move transport order on behalf of the LSP If a logistics provider cannot pick up the shipment on the load day, then you can move the shipment on behalf of the logistics service provider.  Select one of the options to move (e.g. ) and activate the checkbox  in the newly opened window. Enter optional comments and confirm the entry with "Complete" or click "Cancel" to return to the previous screen. Receive proof of delivery (POD) for a transport order If you receive a proof of delivery (POD) from a logistics service provider, you can set the status of a transport order into „Proof of delivery (POD)“ in the loading plan. For this, click on  . Enter a date and a time as well as a comment in the newly opened window. Click on   to confirm or on    to return to the previous screen. POD-document The dispatcher can upload the POD-document in PDF form. To download this POD-document in the loading plan, click on the button  and click . The “external POD-document” is possible to download in the menu item loading plan and transport order. signed POD The originally signed POD-document will not be changed. After switch to status "POD received" are no changes to the POD-document possible. For the POD in dispatcher-link is possible to provide more information. Receive proof of delivery (POD) for more transport orders If you receive a proof of delivery (POD) for more transport orders from your logistics service provider, you have the possibility to set the status „Proof of delivery (POD)“ for more transport orders. For this, activate the check box „In delivery“ in the left filter to show all transport orders, which are in the status „in delivery“. After activating the check box, the button  will appear next to the search field in the screen above. After clicking on the button you can choose those transport orders, for which you would like to set a proof of delivery (POD). Enter a comment and click on  to confirm or on  ,  to return to the previous screen. Shipment documents If you want to download or print the shipment documents, click on the button "Doc." next to the traffic light icon . Close shipment and print If you select "Complete and print shipment" from the drop-down menu, the shipment is completed and a flag appears as informational indicator for the unloading staff. Please note that label printing must be previously configured by ELOGATE. Contact the ELOGATE support staff for this Download You can download your shipment documents such as the loading plan as an XLS file, the forwarder label, the CMR, the VGM document (SOLAS- requirement for sea freight), the transport order or the tour document.  Furthermore you can download a tour document for more shipments, if they have the same loading date, loading point, logistics service provider as well as the same means of transport.  For downloading, select the desired document in the drop-down menu. Print You can print your shipment documents such as the load plan as as the loading plan as an XLS file, the forwarder label, the CMR, the VGM document (SOLAS- requirement for sea freight), the transport order or the tour document.  For printing, select the desired document in the drop-down menu. Please note that the CMR and printing function must be previously configured by ELOGATE. Contact the  ELOGATE-Support staff for this. Transport orders  The menu item  displays all transport orders created in your user group regardless of the user. All transport orders that were already sent and accepted are highlighted in green . Transport orders that have not yet been sent are highlighted in yellow . Transport orders that have been sent but for which a response has not been received are highlighted in blue and all transport orders that have been rejected are highlighted in red . All menu items analog to the control station  are available in the drop-down menu. To do this, follow the description in the Control station . Surcharges The relevant surcharges are available in transport order. You are able to change it afterwards. Transports  The menu item  displays all current transports that are in transit. In the drop-down menu you are able to revise the transport order, check the total price or switch to the loading plan. Shipments  The menu item  displays all shipments for accepted transport orders. In the drop-down menu you are able to revise the transport order or check the total price. Surcharges The relevant surcharges are available in shipment form. You are able to change it afterwards. ELOTRACK The module ELOTRACK is the perfect tool to track and trace your own truck fleet or contracted carriers by GPS. By using the ELOTRACK app on Adroid mobile devices your drivers have the possibility to record interesting transport details such as loading time, transport time, POD, damages etc. electronically. ELOTRACK substitutes printed delivery notes and handwritten POD’s by using just a smart phone or tablet. When the driver arrives at your location and runs thru the application process the transport will be allocated to his mobile device. During the transport the mobile device will be tracked by GPS and all relevant transport details will be gathered. At the unloading point the driver uses ELOTRACK for the POD process. By signing the delivery on the drivers mobile device the transport process will be closed. Info Elotrack is visible in the smartphone's task-bar and will not be closed automatically if it is active. You can see the ETA of the trucks in Elogate. Display Tracking Information Click on the button  to display all information about the loading. On the right screen site, you can see all relevant transport information. As well as the activity stream, POD document with the signature of the consignee. Furthermore, you can see the map with the route of the shipment and the current truck position. Proof of delivery received You can create the POD and change the status of the shipment to POD For ELOTRACK are implemented some new functions for POD. It is possible to use information about POD from ELOTRACK in Elogate. Proof of delivery document In the drop-down menu, you are able to download the signed POD as PDF document. Photos and comments It is possible to take photos and make comments at any time! Delete information about proof of delivery If you want to delete the POD of delivery click in the drop-down menu Delete truck driver information If you want to delete information for driver in App, click on the button . You can delete all driver information for the shipment. Info The driver is no part of transport information and the license plate is no part of Elotrack anymore. Reassign If you want to reassign the truck driver, click on the button . You can choose another driver from the list and save with the confirm button with the new driver name or discard with  It is possible to assign the driver to the shipment in dispatcher-link. App-download The QR-Codes for registering the truck-driver are available in ELOGATE. To App-download click on the right site the button and after that The ELOTRACK-Updates are mandatory for App-users. Lock Elotrack It is possible to lock the ELOTRACK-App with Elogate. Purchase orders  If there is an interface between your ERP system and ELOGATE, your transferred purchase orders will be displayed in this menu item. Interfaces between your ERP system and ELOGATE can only be configured by the ELOGATE Support team. Contact the  ELOGATE-Support staff for this. ERP-Shipments The menu item  displays all shipments no matter they are already in the transport order or in the new shipments pool. In this view you are able to change the status of shipments, revise or edit the transport order. With the button "Show Archive Data" it is possible to use the archive function and to show archived transport orders. Shipments to approve The menu item shows all not approved and already approved shipments. You can see the pricing-tab with all transport price informations,f.ex. price for additional loading place, surcharges etc. AutoDispo Rules The menu item  shows all already defined Autodispo rules. Depending on the filter settings following columns are shown: Name (of the AutoDispo-rule), Mode of AutoDispo (SmartDispo, DirectDispo, PercentDispo), Description (of the AutoDispo-rule (optionally)), usage of the AutoDispo-rule from (fcountry, zone, company or company (address)), usage of the AutoDispo-rule to (country, zone, company, company (address)) and the creator of the AutoDispo-rule. For the filter setting, click on the button  in the upper right corner in the menu bar. Add a new Autodispo rule To define a new Autodispo rule, click the button . General information Enter the desired name of the rule. Activate the checkbox  if the standard tours for shipment data should be applied, which are sent from your ERP system to ELOGATE. If you do not select the checkbox, the shipments from their ERP-system are shown in the control station in "New shipments." You must then manually assign these via the AutoDispo-function in the register "New shipments".  Deactivate the checkbox if you want to contract transport for shipments from your ERP system at a later point in time. Choose the creator by default for all shipments, coming from your ERP-System. Optionally you can enter a description for the Autodispo rule. Use rules when... Define in the register, "Use rules, if...," the transports for which the rule should apply.  Enter the country of departure and if necessary the departure zones or zip codes. Then enter the receiving country and if necessary the receiving zones or zip codes. If you leave the settings of "From country" and "To country" at "Any," then you can set a standard tour "From company" and "To company." To do this, enter the first letters or the name of the company, and multiple companies are displayed from which you can choose. Select the appropriate company. Activate the checkbox  if the standard tour should apply to all Self Pick-Ups or vehicle fleet.  As an option, you can also choose a specific incoterm in the field of "Incoterms" where the standard tour should be applied.  Define the type of loading space in “Loading space” or leave the setting to any. If you leave the setting option for “any”, the rule will be used for all transports. You can use the weight as a criteria. Define the minimum and maximmum weight. Autodispo In the register "AutoDispo," you can choose between the functions "SmartDispo," "DirectDispo," and "PercentDispo." No offer You can define in autodispo-settings whether the autodispo should work without any offer (0 euro) as well or not. Smart Dispo If the standard tour is not provided for any particular logistics service providers, you also have the option to apply Smart Dispo Function to the previously defined transports. The selected service provider will be automatically assigned all the previously defined transports. Select the SmartDispo time for this purpose at which a service provider can make acceptance of the transport order.  DirectDispo If the standard tour is provided for a specific logistics service provider, then you have the option to use the DirectDispo function from the previously defined transports. Select the desired logistics service provider in the drop-down men Add shipments to existing Transportorder If you want to add the shipments to an existing transport order by AutoDispo, choose the possiblity PercentDispo If the standard tour should be divided across multiple logistics service providers, then you will have the option to use the PercentDispo function from the previously defined transports. To do this, select a logistics service provider in the drop-down menu and define the percentage allocation by adjusting the rule. With the "+"-button, you can add more logistics service providers. Click on the "trash/recycle"-button when you want to remove a logistics service provider.  All shipments as of the time of saving are assigned according to the settings. All shipments, regardless of whether manually assigned or assigned using the given standard tours, are queried in the background as of the time of "saving" of the standard tour and the percentage allocation is taken into account accordingly. This means that, in the case of a standard tour with 2 logistics service providers who have been assigned with 50 percent allocation each according to the setting, that the assignment at the time for logistics service provider 1 amounts to 48 percent and the amount assigned to logistics service provider 2 is 52 per cent; afterwards, the next assignment is allocated to logistics service provider 1. Shipment Activate the “Assumption obligation” checkbox in the “Shipments” area if you want the service provider to have an assumption obligation.  Activate the checkbox "Display transport order in the transport order overview," if the transport order should be displayed in the menu item Control Station under "Transport orders." Clear the checkbox if the transport orders should be listed after applying the AutoDispo-function only in the menu item "Transport orders." In the field "Transport orders template," select the desired template of the transport order.  Finally, click  to confirm the entry, or click  to return to the previous screen. Edit AutoDispo-rule Click  in the drop-down menu of the desired standard tour and make the desired changes. Confirm the change with  or click  to return to the previous screen. Copy AutoDispo-rule You can also copy an AutoDispo-rule in order to take over most of the entry and then make small changes in the new rule. Select an Autodispo rule then click the arrow next to the rule and select  . Delete AutoDispo-rule If you want to delete an AutoDispo-rule, click  in the drop-down menu. Confirm the operation with  or click  to return to the previous screen.  Types of loading space  You can create different types of loading spaces in the  menu item. All loading space types that have already been created will be shown in the main view. Create loading space type  If you want to create a loading space type, click . Enter the name and the shortened form of the loading space type. Then enter the loading space type and activate the checkbox  if offers are available for this loading space type. Now enter the minimum and maximum quantity for the loading space type. In order to be able to create automatic time windows subsequently, it is helpful to enter loading times for each loading space. ELOGATE will multiply this time range by the quantity of the loading space. Optionally, you can enter description of the loading space type. If you have created a means of transport in advance (Create means of transport), you can assign this type of loading space by clicking on the arrow button in order to set the means of transport from "inactive" to "active." Finally, click  to confirm your entry, or click  to return to the previous screen. To enter conversion factors, call up the loading space type again in the  menu item . Copy type of loading space Click on to use the same types of loading space, the view shows, for another user group (e.g. subsidiary). Select the desired user group in the drop-down menu and click on to confirm or on    to return to the previous screen. Edit type of loading space  Click  in the drop-down menu of the desired loading space type. Then make the desired changes. If you want to enter conversion factors, you can add them in edit mode. ELOGATE then converts the loading space types to the corresponding loading space types included in the offer so that the price can be determined. Default-weight You can define the default-container-weight by editing or creating the type of loading space Delete type of loading space  If you want to delete a loading space type, click  in the drop-down menu. Confirm the operation with  or click  to return to the previous screen. Means of transportation Create a means of transport If you want to create a means of transport click the button . Enter the "Names" and the "Shortened form" of the means of transport. Finally, click  to confirm your entry, or click  to return to the previous screen. After you have created a means of transport, you can assign it to a type of loading space. (i.e. create loading space). Edit a means of transport If you want to edit a means of transport, click  in the drop-down menu. Make the desired changes accordingly and then click  to confirm your entry, or click  to return to the previous screen. Delete a means of transport If you want to delete a means of transport, click  in the drop-down menu. Finally, click  to confirm your entry, or click  to return to the previous screen. Materials If you want to add materials to your transport order, enter them in the menu point "Materials". Furthermore click on the button   to add a new material. Enter the information of the material in the new opened window and click  to confirm your entry, or click  to return to the previous screen. Dangerous goods If you want to add dangerous goods to your transport order, enter them in the menu point "Dangerous goods". Furthermore click on the button   to add a new dangerous good. Enter the information of the dangerous good in the new opened window and click   to confirm your entry, or click    to return to the previous screen. ADR-surcharge It is possible to define, if offers without ADR-surcharge should be displayed in case if there is an ADR-shipment in the transport order. Transport order templates  If you want to create transport order templates , please contact the  ELOGATE-Support staff. Note If you activate the checkbox "time window," note that the time period between loading start time and loading end time (loading date) or unloading start time and unloading end time (for unloading date) must be equal to or larger than the registered length of the time window period (for "load at").  Contents