Autopilot: Automatically Rating Orders

You can provide a billable rating on orders without having to complete the manual step of clicking the RATE button within the order using Autopilot.

Autopilot rule creation logic

Autopilot uses When/If, And/Then statements to dictate the action that will take place. To better understand Autopilot rule creation logic, think about the scenario you need to create rules for by putting the criteria in sentence form:

• When: The scenario that the rule is being created to address.
  • Most When statements create exception rules, but others create billable rate application rules, accessorial acceptance/rejection rules, or payable discrepancy rules.

When [X] occurs…

• If: The first qualifying criteria that must be true during the scenario that defines the rule.
  • For billable rate application rules, you will be able to use a drop-down to choose which If statement is needed for the rule.
  • The If statement in Autopilot usually comes with additional fields, such as text fields, drop-downs, and Is/Is not toggles where you will define the statement.

When [X] occurs, if [Y] is true…

• And: Additional criteria that narrow the circumstances defining the rule.
  • Most scenarios allow for multiple And statements to be added using the +Add Criteria button.

When [X] occurs, if [Y] and [Z] are true…

• Then: The action taken by Turvo based on the criteria in the previous statements. This appears within the Action section of the modal and is not explicitly marked as “Then” within the user interface.
  • When creating a customer order billable rate application rule, the Action section has predetermined actions that can be toggled on and off.
  • Creating a billable rate application rule creates not only the action for automatically applying a billable rate to a customer on shipment creation but also an exception rule to create an Automation issue exception if the action fails.

When [X] occurs, if [Y] and [Z] are true, then take Action [A].

How to create an Autopilot rule to automatically rate customer orders

Follow these steps to automatically rate or re-rate customer orders using Autopilot.

Note: Only Admin-level users and above can create or update Autopilot rules.

1. Navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard.
2. Select Admin console from the drop-down menu.

3. Click the Rules card.

4. On the Rules page, click the Order header in the column to the left. Then, click the Autopilot section header to expand.
5. Click + Create rule to open the Create order rule modal.

6. Create an Autopilot rule for auto rating orders by completing the Create order rule modal. The fields available vary depending on your selection in the When and Order type fields. 
7. Begin by filling in the Rule name field.

Note: The Entity field is locked and set to Orders.

8. Make your When selection. There are three choices in the drop-down menu that enable automatic rating and/or re-rating customer billable rates on orders:
   1. When an order is created: Automatic rating occurs when an order matching the rules parameters is created.
   2. When an order is updated: Automatic rating or re-rating occurs when an order’s details are updated, such as dates, locations, or items.
   3. When an order status changes: Automatic rating or re-rating occurs when the order’s status is changed to the phase(s) and status(es) selected in the Order phase and Order status fields.
9. The If (required) field defaults to Order type, no matter which of the above three When criteria is chosen. The rule will affect orders of the selected type. Use the drop-down to select from:
   1. Warehouse order
   2. Transportation order
   3. Customer order
10. Continue filling in the modal by completing the required and optional fields detailed below. These vary depending on the When selection and the Order type.
    1. Division: Use the Is/Is Not toggle to indicate that the rule will only apply to orders that are or are not assigned to the selected division(s).
       1. This field is required if the rule is for When an order is created or When an order is updated, but is not applicable if the rule is for When an order status changes.
       2. Note: The Division field only appears on tenants that have the Divisions/Operational Group functionality enabled. This feature is currently in a limited beta.
    2. Order phase/Order status: These fields are required if the rule is for When an order status changes, but are optional if the rule is for When an order is created or When an order is updated.
       1. For When an order status changes rules, use the Is/Is Not toggle to indicate that the rule applies when the order is changed to a phase and status that Is selected or that Is not selected in the drop-down field to the right.
       2. For When an order is created or When an order is updated rules, use the Is/Is Not toggle to indicate that the rule applies to orders that are already in or not in the selected phase(s) and status(es).
       3. Select all phases and statuses that apply from the following options:

10. 3. Tag (optional): Use the Is/Is Not toggle to indicate that rule applies to orders that do or do not have the selected tag(s) assigned to them. Use the text field to the right to type in a tag name and select from matching results that appear below. 
       1. This field is optional for all three of the When statements described in this article.
    4. Visibility Group/Group (optional): Use the Is/Is Not toggle to indicate that rule applies to orders that are assigned, or not assigned, to the selected visibility group(s). Use the text field to the right to type in a group name and select from the matching results that appear below.
       1. This field is optional for all three of the When statements described in this article.
       2. Note: The Visibility Group functionality is a new name for the Group function as of Turvo’s R3 2023 release. The name denotes the purpose of this group functionality - it provides visibility of the order to only the members who belong to the group.
    5. Operational Group (optional): Use the Is/Is Not toggle to indicate that rule applies to orders that are assigned, or not assigned, to the selected operational groups.
       1. This field is optional if the rule is for When an order is created or When an order is updated, but is not applicable if the rule is for When an order status changes.
       2. Note: The Operational Group field only appears on tenants that have the Operational Group functionality enabled. This feature is currently in a limited beta. Learn more about Operational Groups in our Operational Groups article.

    

    11. Set the rule’s actions. Turn on the Rate customer billable and/or Re-rate customer billable toggle to set the rule to rate matching orders that do not have rates already applied and/or re-rate orders that already have rates applied. 
        1. Click the Contracts and/or Global rates checkboxes under each activated toggle to indicate that only global rates, only contract rates, or both should be rated or re-rated. 
        2. The Re-rate customer billable action is not available for When an order is created rules.
        3. Note: Toggling on one or both of the possible actions and selecting either Contracts and/or Global rates under the activated toggle(s) is required to save the rule.
    12. Click SAVE to create your Autopilot rule.

Re-rating in conjunction with shipment-to-order status sync

Turvo offers a shipment-to-order status sync feature where, if your order is connected to a shipment, Turvo automatically updates the status of the order when the shipment status is updated manually or automatically. 

Note: This feature is ON by default but can be toggled OFF by submitting a Help Desk ticket or contacting your Turvo representative.

If your Autopilot rule for re-rating an order applies to an order that is automatically updated via this sync, then the re-rating of global rates and/or contracts on the order occurs automatically as well.

Automatically re-rating a global rate or contract with an attached FSC plan

If your order was manually rated with a global rate or contract that includes a Fuel surcharge calculated via a fuel surcharge (FSC) plan connected to the United States Department of Energy (USDoE) fuel index, then Turvo uses that FSC plan to create a Fuel - Per mile or Fuel - Percentage of freight billable cost item on the order. 

Important note: Autopilot rules for order rating cannot automatically apply an initial fuel surcharge. The fuel surcharge must be applied to the order manually via the RATE function. Turvo can only re-rate the fuel surcharge automatically via Autopilot. 

Upon initial rating, the fuel surcharge is calculated based on the effective index at the time of the Planned pickup date or Requested pickup date. However, the fuel rate applied initially may be outdated by the time the shipment is complete, or the Actual pickup date may have changed. 

When used in conjunction with a When an order status changes Autopilot rule, a fuel surcharge created by an FSC plan on a contract or global rate on your order is automatically re-rated once the order reaches your selected status. 

• For example, if the transportation order is marked Picked up and the order is re-rated based on a rule, Turvo will use the Actual pickup date to re-calculate the fuel surcharge. When re-rating occurs the effective index for the Actual pickup date is used instead, to more accurately reflect fuel rates at the time of shipment. 
• Note: If the Actual pickup date has not been filled in, Turvo will use the Planned pickup date instead. If neither of these dates have been filled in, the Requested pickup date is used.

FSC plans using the USDoE integration have an Index Effectiveness setting that determines which day of the week that your shipments will begin using the most recent index rates. When re-rating occurs, the effective index for the Actual pickup date is used. 

• For example, if the FSC plan’s Index Effectiveness is set to Wednesday, and new indices are published on Monday, then the latest index shouldn’t be applied to orders with pickup dates on Monday or Tuesday. If re-rating occurs and the Actual pickup date is a Tuesday, then the new fuel surcharge will use the previous week’s fuel index rates and not the most recent index rates. 
• Note: If Index Effectiveness is set to Current, then the most recent fuel index is always applied upon re-rating.

Automatically use carrier payable shipment costs to re-rate customer billable costs on transportation orders

Depending on your configurations for automatic rating for billable customer orders and the contract items you have in place for your customers, Turvo can also convert payable carrier costs on shipments into billable customer costs on the transportation order(s) the shipment was created from. See our article on Automatically adding carrier payable shipment costs as customer billable costs on associated orders to learn more.

Rating issue exceptions

If a rate application fails or partially fails, a Rating issue exception will be created for the order. If any of the following conditions are true about the applied contract or rate used when the order is created, rated, or re-rated:

• If costs are not applied to the order when it is created, the Reason will be Rating failed for one or more orders.  
• If rating the order partially fails, but some costs are applied, the Reason will be Partially rated one or more customer orders.
• If an auto re-rate fails entirely, the Reason will be Re-rating failed for one or more orders.

If an automatic re-rate partially fails, the Reason will be Partially re-rated one or more orders.

See the following articles to learn more about creating and managing other exception types: 

• Adding and updating exceptions in Turvo
• Managing exceptions with Workbench