Operations
Document center
Every document for every load in one list. Generate the PDF, download it, and email it to the right party.
The document center lists the paperwork each load needs, across all your loads. From here you generate a PDF from the load's own data, download it, and email it. The same rules apply here as anywhere else a document is made: a carrier that has not cleared compliance gets no dispatch paperwork, and carrier documents go only to the carrier's FMCSA-registered email.
- Where
- Operations › Document center (/documents)
- Who opens it
- Documents · view
- Generate a PDF
- Documents · create
- Email a document
- Documents · edit
- Audited
- document.generate, document.send
The nine documents
| Document | Goes to | Needs a cleared carrier (R1) |
|---|---|---|
| Customer Invoice | Customer | No |
| Debit Note | Customer | No |
| Credit Note | Customer | No |
| Carrier Bill | Carrier | No, but needs a carrier |
| POD Request | Carrier | No, but needs a carrier |
| Rate Confirmation | Carrier | Yes |
| Carrier Confirmation | Carrier | Yes |
| Dispatch Sheet | Carrier | Yes |
| Delivery Order | Carrier | Yes |
More detail on each is in Document types.
What you see
Held by a gate
At the top, a short list of documents that cannot be made right now, with the reason. Fix the reason (approve the carrier, settle credit) and they move into the main list.
All documents
| Column | What it holds |
|---|---|
| Load | The load reference. |
| Container | Never cut short. |
| Document | One of the nine types. |
| Addressed to | The customer or carrier. |
| File name | The name the PDF will have (R10). Never cut short. |
| State | Blocked, Not generated, Generated or Sent |
| Detail | Why it is blocked, or when it was sent. |
| Amount | For money documents. |
| Actions | Generate or Regenerate, Download, Send. |
Filters
| Filter | Options |
|---|---|
| Search | Load, container, party or file name. |
| Type | All nine types, or one. |
| Party | Both, Customer, Carrier. |
| Held by a gate | Only documents a rule is blocking. |
| Cannot be sent | Documents that can be generated but have no address they may go to (R3). |
| Already generated | Documents with a PDF on file. |
Clear filters resets them. The list is paged on the server.
Generate a document
Find the row
Search by load or container, or filter by type.Press Generate
A preview opens with the parties, container, booking, route, sales agent and the lines and amounts.Generate the PDF
The PDF is built from the load's data and stored. A message offers Open.Download
The Download button appears once there is a PDF.
Regenerate makes a fresh PDF from the load as it is now. You can also generate a dispatch sheet straight from the top of the load record.
Send a document
Press Send
The send dialog shows the address it will go to.Check the address
For carrier documents this is fixed: the carrier's FMCSA-registered email. For customer documents it is the customer's email, and you may type another.Send
The PDF is emailed as an attachment from your company's name, with your company email as the reply-to address. The row shows Sent, and the load's activity feed records it.
The carrier check (R1) runs again at the moment of sending. A carrier whose insurance lapsed after the PDF was made does not receive it.
File names
Messages you may see
| Message | What to do |
|---|---|
| No carrier is assigned to this load… Pick a carrier first. | Cover the load on the Rate board or the load record. |
| …has not cleared compliance (…), so the … cannot be made. | Finish the carrier's compliance. See Carrier compliance. |
| The customer's credit holds this load… | Get a credit decision on Credit limits. |
| …has no FMCSA-registered email on file… | Add it on the carrier record (or re-check FMCSA). |
| …has no email on file. Type the address to send it to. | Type the customer's address in the send dialog. |
| This copy has no PDF on file… Generate it again | Press Regenerate, then send. |