Manage advanced shipment details

Once you have created a shipment or quote, you may want to add or edit additional details about that shipment to indicate costs, cargo, carriers, contacts, customers, or route changes. The below information outlines how to manage and organize information under the Details tab in any shipment.

To access the Details tab, either search for the shipment using the global search bar, or navigate to Shipments from the left navigation bar and locate the shipment. Click into the shipment, and then click the Details tab:

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Once here, you will see the shipment details are broken into the following blocks:

Each of these blocks contain information relevant to the shipment, the customer(s), and the carrier(s), respectively, and are explained in detail below.

Within each block are sections, within which there are multiple "segments" (rows) of information. Each section and segment is clickable. When clicked, the section or segment will expand to show editable fields in which to enter information. Clicking the section or segment header once more to minimize the segment details. 

Note: Not all sections and segments are automatically available in all Turvo tenants. Reach out to your Turvo representative for any questions or enablement requests. 

Shipment block

Under the Shipment block you are able to:

  • View the Shipment IDs
  • View or add any Additional attributes
  • Edit Margins, including billable and payable totals and minimum and maximum pay for the particular route.
  • View or edit Equipment needed for the shipment.
  • View or edit Route details, including stops, delivery dates/times, pickup dates/times, contacts associated with stops, and stop ID numbers.
  • Designate who in your organization is responsible for the shipment’s execution under Users.
  • Update Groups that can view this shipment.
  • Add a user to receive Commissions on this shipment.

Note: All segments within the Shipment block are found under the Overview section.

IDs

The IDs segment of the Shipment block provides the Turvo Shipment ID as well as any customer or carrier external IDs configured for the shipment. The IDs here are read-only. Customer and carrier external IDs can be configured in the IDs segments found in the Customers and Carriers blocks.

Protip: See our article on Secondary IDs for Shipments and Orders to learn more about utilizing external IDs for your shipments. 

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Additional attributes*

*Note: Additional attributes are not enabled by default. Reach out to your Turvo representative if you’re interested in adding additional attributes to your tenant.

Additional attributes in Turvo allow your organization to configure your own customized data input fields that are not built into the existing information fields with the shipment. More specifically, they are used when the ID types that do exist in Turvo do not capture all of the shipment ID types you need to include with shipments.

To view existing attributes or add new ones, click the Additional attributes section to expand. 

Note: You can only add an attribute if your tenant is configured to include additional attributes. If nothing is configured, this section will display No attributes available.

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If additional attributes are configured, click + Add attribute to add a needed attribute.

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Select an attribute from the Name drop-down menu, then type in the corresponding value in the Value field. If necessary, click + Add attribute again to add another attribute. Once all of your attributes are completed, click SAVE to save your changes. 

Note: Your list of available attributes reflects what is configured for your company. Your list will not match the example below.

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Note: When an additional attribute type is first set up it can be configured to be shareable. If the shipment is shared to another tenant that does not have the same field configured, then the additional attribute is read only.

Margins

Under the Margins segment, you can include additional, advanced information, such as:

  • Min and Max pay: Fill out the minimum and maximum amounts you’d like to pay a carrier to cover the shipment, which can be particularly useful in a two-sided model.
  • See historical rates: When clicked, those with Turvo Analytics will be redirected to the Lane Performance summary with all of the appropriate filters applied to view the historical performance of the lane.  
    • Note: This feature is only available for Turvo Analytics customers. If you’re interested in enabling Turvo Analytics for your tenant, learn more form our Enabling Turvo Analytics for your tenant article.

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Equipment needed

Under the Equipment needed segment, enter in any needed details for equipment to be used during the shipment. Specific services related to the shipment can be added as well using the Services drop-down list.

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Route

Click on the Route segment to expand and view the details. This segment houses information regarding the carriers assigned and specific stops for pickup and delivery. When you create a shipment, you are required to enter the pickup and delivery locations and the requested, original, planned, and actual pickup/delivery dates. This information will be pre-populated under the Route segment of the shipment, but details can be updated at any time. You can also see the distance provider used.

Protip: To learn more about the types of pickup and delivery dates in Turvo, see our Understanding dates and times on a route article in Help Center.

Note: The available fields for route segments and their stops will change based on the mode of the route segment. For example, see our Drayage Shipment Guide for more information on fields unique to drayage shipments.

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Note: The Carrier to execute the route is located above the first pickup location, in the route segment shipment details. If you have multiple legs with multiple pickups and deliveries all in one shipment, a different carrier can be assigned to each route leg. For more information on adding multiple route legs, carriers, and customers, see Managing details for shipments with multiple customers, carriers, and route legs.

Distance provider information is located to the left of the route segment origin information.

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Hover over the distance provider to see the version being used.

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For each route segment, you can add or update information about the route in the following fields:

  • Mode: Use this field to change the mode of the shipment. If changed, the Update status modal will prompt you to make any changes to the shipment’s status and information. 
    • The fields in the Update status modal will change depending on the current status of the shipment and the new mode, but will always include the Status field. The modal may also include:
      • Fields for shipment and equipment information, such as Carrier, Costs, internal Cost notes, Current location, Temperature, and/or Odometer.
      • A text box to add a sharable note or tag to the shipment. 
      • A Create rate confirmation checkbox to create a new rate confirmation based on the costs input in the modal. 
    • Click UPDATE to complete the changes, or CANCEL to keep the current mode and status. 
    • Note: The changes made in the modal will not be fully applied to the shipment until SAVE is clicked at the bottom of the Route segment.

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  • Service Type: This field allows you to specify the service type provided by the carrier. The options depend on the mode chosen. Select Any if no specific service types are needed.
  • Carrier: Use the drop-down to select from carriers already assigned to the shipment, or click +Add Carrier to add a new carrier to the shipment.

Note: Other fields may be available in the route segment's shipment details, but are contextual based on the mode selected.

For each stop along the route, you are able to enter in appropriate information, including:

  • Location name and address: previously added Locations can be added here. For information on how to create a location in Turvo, see our How to create a location article.
  • Pickup # and Appointment #: These are optional data fields, but can be used to search for the shipment within Turvo. If your organization, or your customer, uses this information, it can be entered and saved with the shipment in Turvo. Then, you can find the shipment simply by searching for the entered data.
  • Scheduling a pickup/delivery appointment: Enter whether the pickup/delivery will be first come, first served, or whether it can be expected at an approximate time and date.
    • Notes:
      • The various date/time fields in the route segment fields correspond to the date types used in shipment, order, and exception filters and list view columns. See our article, Understanding dates and times on a route, to learn more about the date types.
      • If your tenant is using the Hide appointment date if FCFS configuration, the Pickup/delivery appointment date fields for shipments, which are populated by the Date and Time fields found here, will appear blank if the corresponding location is set to FCFS.Check out our article, Hiding first come first served appointment dates in your tenant, to learn more about this tenant configuration.
    • Protip: If enabled on your tenant, an appointment confirmation icon will appear to the right of the pickup and delivery appointment dates, as well as a CONFIRM and UNCONFIRM button. To learn more about appointment confirmation, see our article, How to mark pickup and delivery appointments as confirmed in Turvo.
  • Contacts: If there is a particular individual who should be contacted for any questions or issues related to the stop, enter that person's information here, along with any specific location phone and email info.
  • Enter any Services or Notes that are unique to this shipment.
  • Indicate the Customer(s) with pickups/deliveries required at the stop.

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Protip: If your route has a 2nd location (or a stop other than the Origin or Destination), you can configure the list view of your Shipments page to include this column. If not already selected, use the More actions button (which appears as three vertical dots) at the top right of the shipment header and select 2nd location from the drop-down menu.

Users

The Users section allows you to assign the parties responsible for the execution of the shipment and their title. You can add one of each of the following roles:

  • Broker
  • Operator
  • Accounting
  • Dispatcher

To add a new user, click + Add user, enter their name and choose from one of the above titles in the Title field. When the two fields are complete, the SAVE button will change from grey to blue and you can click SAVE to save your changes.

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Note: When a shipment is created, whoever created the shipment will automatically be assigned as the Broker. You can update this by clicking into the User field and typing in the name of the correct user.

Once assigned, you’ll be able to view the Broker and Operator of a shipment as a column on the list view of your Shipments page. If not already included as a column in your list view, navigate to the three vertical dots at the top right of the shipment header and select Broker and/or Operator from the drop-down menu. You can also use the Search function within the menu to quickly find the columns you need.

Protip: Turvo will automatically save your column selection and order to an applied filter.

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Protip: When filtering shipments, you can search for shipments assigned to specific Brokers or Operators with the Broker and Operator options available in More filters. Select the title you’d like to search for and enter the name of the user. All shipments that user is assigned to will show in your results.

Postings

The Postings segment is used to configure carrier offer postings for the shipment on freight boards, such as DAT and ITS. See our article, How to post a shipment to DAT and ITS, to learn more about using this segment.

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Groups

The Groups segment allows you to view and manage the groups on your tenant that the shipment is assigned to. A shipment can be assigned to a group manually using this segment, or it can inherit groups that the shipment’s associated carrier(s), customer(s), location(s), and/or order(s) are assigned to using Turvo’s group inheritance feature. Check out our article on Assigning shipments to groups to learn more about utilizing groups with your shipments.

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Commissions

The Commissions segment allows users with the Admin, Super Admin, or Financial Admin user role to view and manage the users that receive commissions for the shipment.

This section automatically populates with the names and commission percentages of commission owners, who are the users on your tenant that are configured to receive commissions for the shipment’s customers’, carriers’, and/or other accounts’ profiles.

This section is also used to add commission users, one-time commissions recipients who are assigned to the specific shipment you are viewing.

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Protip: See our article on Managing commission owners and additional commission users on a shipment to learn more.

Routing guide

The Routing guide segment appears if the Routing guide feature (currently a limited release) is enabled for your tenant. Use the Automate with routing guide checkbox to opt the shipment into an available routing sequences. See our article on How to use Turvo's routing guide to learn more about utilizing the Routing guide feature.

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Customers block

Under the Customers block you are able to:

  • Add specific ID numbers, such as POs, SCACs, BOLs, among others, to more quickly identify the shipment.
  • View stops and mileage associated with that customer's route.
  • Identify item details for what is to be picked up and delivered.
  • Indicate costs to be charged and payments received from the customer.
  • Specify customer contacts.
  • Add an Account Owner (individual who receives commission on shipments with this customer).

Note: The Customers block is divided into one section for each customer in the shipment. The section header displays the customer's name.

Protip: If your tenant is configured to Show tags on Customer to Shipment, a Tags icon will be visible to the right of the customer’s section header. Hover your cursor over the icon to view tags associated with the customer’s account. See our Show customer and carrier account tags within shipments article to learn more about configuring your tenant to show the Tags icon in the Customers block.

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IDs

The customer’s external ID(s) for the shipment can be added, updated, and shared to the carrier order using the IDs segment. Use the Type drop-down to select the type of ID, input the ID in the Value field, and use the optional Account field to link the ID to one of the customer’s accounts. If sharing of customer external IDs is configured for your tenant, use the Share toggle to indicate if the ID should be shared to the carrier order. Click +Add ID to add an additional ID. 

Protip: See our article, Sharing your customer's external IDs to the carrier order, for more information on configuring external IDs for sharing.

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Click SAVE at the bottom of the segment to save any changes.

Additional Attributes

The Additional Attributes segment in the Customers block allows you to configure additional attributes that are specific to the customer(s) on the shipment.

Note: Additional attributes are not enabled by default. Reach out to your Turvo representative if you’re interested in adding additional attributes to your tenant. Learn more about configuring additional attributes by reviewing our article on Understanding additional attributes.

Stops

The Stops segment allows you to view the stops associated with the customer that are in the shipment’s route. The stop information is read-only, but you can update the Total distance and Time fields to manage the distance traveled and time spent on the shipment for that customer.

Items

Clicking on the Items segment will expand to show further detail. On this screen, specific item types, quantities, pickup and delivery locations can be defined. To add a new item, click + Add Item and fill in the item details.

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Protips:

  • By default, the Item field will only display the items associated with the customer on the shipment. You have the option to configure your tenant so the Item field displays all items instead of restricting the list to the associated customer. Reach out to your Turvo Representative to turn off this restriction.
  • You can use decimals in the Quantity field for more accuracy and efficiency in shipping. For example, entering 1.5 pallets instead of rounding up to 2 pallets identifies that there is .5 pallets of space available.

Additionally, item size and weight, total size and weight, temperature, value, if it is hazardous material, etc. can be added if pertinent to the shipment.

Note: Item metrics show the weight and volume of a single item. Total metrics show the combined total of gross weight, net weight, and volume of those items on the shipment. For example, you have a pallet of books in your Item master that has a gross weight of 50 pounds, a net weight of 30 pounds and has a volume of 50 cubic feet. If your order has 2 pallets of books, the total gross weight field will show 100 pounds, the net weight will show 60 pounds and the total volume will show 100 cubic feet.

In tenants that do not have the VIN Decoder enabled, Turvo allows for manual input of the VIN and vehicle-related attributes on shipment line items.

Once you have added all items to the shipment (or the shipment Items segment has been automatically populated by items associated to any orders being fulfilled on the shipment), they will appear in a list under the Items segment.

Clicking to toggle how you view items on the left side will allow you to view a simple items list, or all item details in one screen.

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Protip: You can now change the units of measure (i.e. inches vs centimeters, feet vs meters, etc.) including dimensions, weight, and temperature of items on shipments. Select the applicable unit of measure through the drop-down when updating items.

LTL-specific item details

Items intended for LTL shipments may require some additional information to help determine rates. Item detail fields that are intended for LTL include: 

  • Freight Class: Enter the LTL freight class the item falls under here.
  • #NMFC: The National Motor Freight Classification (NMFC) freight classification code for the item.
  • NMFC sub: The NMFC subclass code for the item.

Note: The placement of fields when adding items and the columns shown in the item list view within the shipment may differ based on the LTL shipment creation workflow used by your tenant. However, the same fields and information are available in either workflow. See our article, How to create an LTL shipment, to learn more about the workflows.

Terms

The Terms segment allows you to configure the customer’s billing payment terms for the shipment. This will autofill with the billing payment terms in the Details tab > Billing section of the customer’s account profile on your tenant. If there are special considerations for billing on this shipment, the fields here can be updated. 

Protip: See our article on Viewing and editing customer details to learn more about configuring default billing terms for the customer.

Costs

Under the Costs segment, you can record the costs of the shipment, such as the cost of shipping the freight, associated costs, and so on. You can associate costs with a specific stop on the shipment with the Location field, identify if the costs are billable to the customer by clicking the Payable checkbox, and add a Description.

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Protip: If your tenant utilizes the order-to-shipment cost allocation feature, a separate subsection appears here to display costs allocated from the shipment’s associated customer order(s). These costs are used to determine your margin on the shipment. See our Order-to-shipment planning - Allocate costs article to learn more about cost allocation.

You can also record a customer payment to keep track of paid and outstanding balances within the shipment:

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Payments

The Payments segment allows you to view payments made by the customers on your invoices. The total Amount due, the Invoice total, and payment Due date are visible in the top portion of the segment. The bottom portion allows you to view existing or create new customer invoices.

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Protip: See our article on How to create and share a customer invoice to learn more about customer invoicing.

Invoices

The Invoices segment in the Customers block allows you to view, manage existing, and create new customer invoices for the shipment. 

See our Help Center article, How to create and share a customer invoice, to learn more about utilizing this segment for invoice management.

Important note: Customer invoices in Turvo can be created based on either shipments or orders. Turvo offers the ability to create customer invoices directly from a shipment, as described in this article, or using the Billing card in Turvo Reports. Order-based customer invoices can be created and processed using Turvo’s Settlements page. 

See our article, Turvo Reports - Billing, to learn more about batch creating and processing shipment-level invoices in Turvo Reports.

For more information on the invoicing at the order level using Turvo’s Settlements page, see our article, Creating batch order invoices for customer payments.

See our article Configuring the Credit/Debit memo functionality to consolidate invoices for more information on adding memos to invoices. 

Contacts

The Contacts segment allows you to view and manage contacts for the customer. 

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Protip: Our Understanding contacts and contact sharing article provides additional information on customer and carrier contacts.

Account owner

The Account owner segment allows you to set the user who serves as the account owner for the customer profile on your tenant. 

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Summary

The Summary segment appears if you have multiple customers listed in the shipment’s Customers block. It provides the total billable amount for the shipment.

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Carriers block

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Under the Carriers block you are able to manage carriers on your shipment.

Note: The Carriers block is divided into one section for each carrier in the shipment. The section header displays the carrier's name. There is an additional route information section for each of the shipment's route legs that the carrier is operating. Each route information section contains additional segments specific to that route leg. If it's an LTL shipment, you will also see the Terminal Info section.

Protip: If your tenant is configured to Show tags on Carrier to Shipment, a Tags icon will be visible to the right of the carrier’s section header. Hover your cursor over the icon to view tags associated with the carrier’s account. See our Show customer and carrier account tags within shipments article to learn more about configuring your tenant to show the Tags icon in the Carriers block.

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IDs

The carrier’s external ID(s) for the shipment can be added, updated, and shared to the customer order using the IDs segment. Use the Type drop-down to select the type of ID, input the ID in the Value field, and use the optional Account field to link the ID to one of the customer’s accounts. If sharing of your customers’ external IDs is configured for your tenant, use the Share toggle to indicate if the ID should be shared to the carrier order. Click +Add ID to add an additional ID. 

Protip: See our article, Sharing your customer's external IDs to the carrier order, for more information on configuring external IDs for sharing.

Additional attributes

Additional shipment attributes that are relevant to your carrier can be added in the Carriers > Additional attributes segment in the same way as described in the Shipment > Additional attributes segment above.

Costs

The Carriers > Costs segment is used to set up assign rates and cost items that the carrier will invoice for the shipment, such as freight costs and accessorials. Costs appearing here can be added by you or will be added by your carrier. Accessorials requested by your carrier will appear in this segment for approval.

See our articles, How to assign a contracted rate to a shipment and Requesting and approving carrier accessorials to learn about using the Costs segment. 

Payments and deductions

The fields in the Carriers > Payments and deductions segment can be used to record payment of the carrier invoice. See our article, How to record payments on single/multiple shipments, to learn more about utilizing this segment.

Invoices

The Invoices segment in the Carriers block allows you to view, manage existing, and create new carrier invoices for the shipment.

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See our Help Center article, How to add and share a carrier invoice, to learn more about utilizing this segment for invoice management.

Important note: While customer invoices in Turvo can be created based on either shipments or orders, carrier invoices can be created for shipments only. Carrier invoices can also be created and managed directly from the shipment, as noted above, or using the reports found in Reports > Billing. See our article on Turvo Reports - Billing to learn more about creating and managing carrier invoices and payment for shipments using Turvo Reports.

Accounting

The Accounting segment allows you to sync an external accounting system and account number to the carrier for the shipment.

Contacts

The fields in the Carriers > Contacts segment can be used to add carrier contact information to the shipment. See our article, Understanding contacts and contact sharing, to learn more about adding customer and carrier contacts.

Account Owner

The Carriers > Account owner segment is used to assign a carrier account owner for the shipment. This is typically the account owner assigned to the carrier’s profile. However, the account owner field can be updated if a different account owner is handling the shipment. See our article, Viewing and editing carrier details, to learn more about carrier account owners in Turvo. 

Carriers route information section

The following segments are available, if not already visible, by clicking the route information section, which displays the names of the starting and ending city/states.

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Segment IDs

The Segment IDs segment available is for configuring external IDs that will be shared to your carrier. These will appear as customer IDs from the carrier’s perspective. 

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Equipment used

The Equipment used field is for configuring external IDs that will be shared to your carrier. These will appear as customer IDs from their perspective. 

Note: The Equipment used segment in the Carriers block will be locked for air, parcel, or intermodal shipments.

Tracking provider

A Tracking provider segment is also available for all shipments. This segment is only used for attaching Project44 (P44) or MacroPoint telematics provider information to a shipment. The Sensor provider drop-down will only feature Project44 and MacroPoint, if one or both of those integrations are available in your tenant. Otherwise, the drop-down’s fields will be blank.

For more information on utilizing MacroPoint or P44 for asset or shipment-specific tracking, see our articles:

Note: To avoid affecting another telematics integration used by the shipment’s assigned assets, do not update these fields.

Driver

In the Driver segment, you can add a new or existing driver to the shipment and toggle sharing options for the driver.

  • If it’s a new driver you can select +New contact which will prompt you to fill in the driver’s information.
    • Make sure to put in a correct mobile phone number for the driver if possible!
  • In the Tracking method field, select from the Turvo Driver app or TruckerTool app as the tracking method for the driver.
    • Once saved, if Turvo Driver app was selected as the sharing method, the driver will receive a text message invite with a link to the Turvo Driver app to track the shipment as it is executed.

See our article, Assign a driver to a shipment, to learn more about assigning a driver to your shipments.

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Protip: If you are utilizing Turvo’s configurations for max distance and average speed for approximating the Hours of Service (HoS) a driver or team of drivers can drive in a working day, use the Driver type drop-down. This field will not appear if your tenant is not configured for this feature. See our article, Configuring max distance and speed for approximate Hours of Service in ETA calculations, to learn more about factoring approximate HoS into your ETA calculations.

Other accounts

If an Other account has been added to the shipment using the + Add account button, they will be displayed in sections based on their subcategories, such as Buyer, Supplier, etc.

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Within each Other account section, you can add IDs and Contacts associated with the account.

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For more information on creating and adding Other accounts to shipments, see our How to create and use Other accounts in Turvo article.

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