Hub Group, Inc.
Carrier Manual
February, 2006
Vendor Interface
Vendor Interface (VI) is a web-based application which
empowers carriers to:
1.
Receive electronic load tenders (both intermodal and highway shipments)
2.
Accept and Decline load tenders
3.
Enter Load Particulars and Events
4.
*Request Accessorial Authorization
5.
Submit Invoices for payment
6.
Obtain Payment Status
7.
*Track open Documentation requirements
Vendor Interface has the ability to link Hub Group’s backend operational system to our carriers via the internet. VI
provides us the ability to effectively communicate with our
carrier community.
*Currently not available for i2/TM Logistics Highway Carriers.
Getting Started
The carrier must sign-on to the Vendor Interface
Application through Hub Group’s main website
www.hubgroup.com. Simply click on the “Vendor
Login” button located on the left navigation bar from our
website. Additionally, you can by-pass our website home
page and go directly to the VI Application by accessing
http://drayage.hubgroup.com. You will be presented with
a login screen. Please contact Hub Group Support if you
need assistance, 1-630-745-2300.
User ID and Password
1) Each user is assigned a User ID which is generally
their first initial and full last name (all lower case
type). The password is system generated, the user id
and password are e-mailed to the user.
2) You can change your password to something more user
friendly by accessing the “My Account” tab located in
VI once you sign-in.
- Password must be five characters, alpha and numeric
characters are accepted.
Vendor Interface Home Page
The first screen a carrier will see is the “home page”.
Here is where Hub provides valuable information to
our carriers. Notification of enhancements and other
announcements are placed here. There is also a
helpful “Did you know” section that provides useful
tips on the application. There are separate views for
Intermodal and Highway Shipments.
Loads Waiting for Documentation
Loads Waiting for
Documentation Report
This report is utilized to inform the carrier when
Hub is waiting for supporting documentation.
Additionally, any load pending documentation is
on hold for payment. The carrier may also
access the necessary bar code sheet to include
with their fax when faxing support
documentation. This report is accessed by
clicking the “Req Docs” tab on the Menu.
Navigation
The vendor has access to multi-screens from the Home Page of VI. The available
screens are listed below. Certain tabs provide search options which allows the user
to search for shipments.
•
My Account - Change User Password, Update Missing Events e-mail
•
Users - Create and Delete Users for users with “User Maintenance” privileges only
•
A/R (Accounts Receivable) – Access to view invoice payment status
•
Accessorials – Maintain and view accessorials processed by the carrier and or Hub
•
Addresses – Maintain locations where Equipment is Located
•
Tendered - New Loads Tendered need Accepted and/or Declined
•
New Active - New Loads Tendered which are assumed automatically accepted by the
carrier.
•
New Changes - Changes which need acknowledged
•
New Cancelled - Tender cancellations which need acknowledged
•
Active - Accepted loads by the carrier
•
Invoice Ready - Completed loads waiting for invoice submission
•
Completed - Loads completed and invoice
•
Print History – Access to print old tender batches
•
Req Docs – View Outstanding Documents, Print Bar Code Cover Sheets, Scan
Navigation
The carrier receives a visual and audio (if sound card and
speakers are attached to carrier’s PC) notification when
he has received New Tenders, New Auto-Accept Active
Loads, New Changes, New Cancelled and New
Accessorials. The application uses text links at the top of
the page which are indicators of the above notices.
When these icons are present the vendor knows there are
orders which require an action. Click the link to open the
relevant summary page. After addressing these notices
the icons will disappear.
My Account & Users Tab
The first two tabs, My Account and Users are addressed on the
following slides.
The My Account tab allows the user to change his/her
password, update MissingEvents e-mail address and view a list
of your location’s administrators.
The Users tab allows the vendor to create id’s for their
employees. When a new user id is created the system assigns a
computer generated password which is e-mailed to the user.
Any additional changes to a users password can be made by
accessing my account.
USERS TAB
• The vendor user who has “User Maintenance” Privileges has the
ability to create user id’s for employees. This allows users to access
the application and work independently. Additionally, the
administrator may assign visibility to loads based on segment. It is
strongly suggested that each individual have their own user ID
when accessing VI.
USERS TAB
• To create a user, select
‘Create User’ and enter the
required information and
select ‘Create’ again. The
fields required to create a
user are...
– Name (first and last)
– E-mail Address
– Phone and Fax number
– Time Zone
– Privilege
– Select segment visibility
Types of Tenders
•
Two methods are used to tender loads:
– Tendered
• Hub electronically tendered to the carrier and the carrier must
either accept or decline the load within a given time period.
– New Active (Auto Accept)
• Hub electronically tendered a load to the carrier and assumes the
carrier will provide the service
» Tender Notification
As mentioned previously, the carrier is notified visually when new tenders are
received. Notification is located at the top of the VI screen: “New
Tendered” and “New Active”. When these links are present the vendor
must respond to the new tenders.
It is recommended the carrier review all loads located in the “Tendered” tab and
“New Active” tab numerous times per day to ensure tenders are not missed.
There are additional links to notify the vendor when there are new changes,
new cancellations and new accessorials. They function the same as above,
once the new items are acknowledge the notifications will disappear.
Tendered Loads
Tendered loads are offered to a carrier and the carrier must
notify Hub Group whether or not they choose to provide the
service requested. This electronic means of offering tenders is
designed to replace the hundreds of telephone calls made today
and assist in automating processes. The carrier has the ability
to accept or decline based on the information provided.
The carrier clicks the Tendered Link or selects the Tendered
loads tab and he is taken to a summary page that displays
newly tendered loads.
Tendered Loads
The previous slide contained several tendered loads. The summary screen
will provide the carrier all the information necessary to make a decision
whether or not they will accept the tender.
Type of move (Pick up/Delivery/Cross-town or Highway)
Appointment
Hub’s PO#
Shipper or Consignee
Equipment Type
Rate/Fuel Surcharge
The Hub Group Office that sent the tender
Applicable indicators
Tendered Loads
Carriers can sort the data on the summary page in ascending
or descending order. If the up and down arrows are visible
beside a column heading the column can be sorted accordingly.
The vendor can print individual detail pages or the entire
summary screen by selecting either the icon at the end of the
line for the individual load or the icon at the top right portion
of the page for the entire summary page.
The printed detail page and its barcode is a requirement for
those shipments that require support documentation.
Tendered Loads
The carrier has the option to accept, decline or decide later
on the tendered loads screen. He also has the choice of
deciding on all the offered items at once or to select them
individually. After a decision is made, they select one of the
following...
Process (individually chosen loads)
Accept All
Process and Print (individually chosen loads)
Accept All and Print
After the selection process is complete the accepted tenders
are no longer visible on the tendered loads page and move to
the active loads page.
New Active Tab
New Active (also known as auto accepted) is the other type of
tender offered to carriers. The difference between this type of
offering and tendered loads is that carriers are only required
to acknowledge “New Active” offerings, not accept or decline.
Hub Group assumes the carrier will handle the shipment and
is providing a pre-notification that the load has been given to
them.
New active loads are also visible in the carrier’s “Active” load
screen and available for them to dispatch.
New Active
Just like the “Tendered” summary page, the “New Active” page
will provide all the information necessary to acknowledge the
shipment. Important to remember, just because Hub Group
tenders a shipment to a carrier in this manner, they can decline
should they choose to do so.
The vendor can print individual detail pages or the entire
summary screen by selecting either the icon at the end of the
line for the individual load or the icon at the top right portion
of the page for the summary page.
The printed detail page and its barcode is a requirement for
those shipments that require support documentation.
Declined Loads
From time to time a carrier may wish to decline a shipment
offered to them for a variety of reasons. The process to decline a
shipment is exactly the same whether it be “tendered” or
“active”. How they access the decline confirmation screen is
different.
Tendered loads may be declined directly from the summary
screen or from the details page.
New active loads may only be declined from the details page.
When a carrier chooses to decline a shipment they will be
directed to a decline confirmation page like the one shown on
the next slide.
IMPORTANT – PLEASE DECLINE ALL TENDERS
SHOWING INCORRECT RATES.
Free form text
A carrier is asked to choose a reason for declining and confirm twice his intentions.
A free form text box is also available for them to enter a text message.
This information populates Hub’s operating system.
Active Loads Tab
After shipments offered are accepted or acknowledged they move to the “Active”
loads page.
The “Active” loads tab is selected and the vendor will be directed to a search
screen.
The search allows the vendor to narrow the scope of the loads he wants to see.
They have the ability to search by
Number
Date
Location
Segment Type
Paperwork
Each of these search criteria offers multiple options to the vendor to further
refine their search.
Select the drop down arrow on any of the tabs above to display additional criteria for
sorting shipments. The available text box below three of the search areas above are
provided to isolate specifically a number, date or location related to the field directly
above it.
Available IML Searches
SEARCH BY NUMBER: Trailer Number (default), Pro Number, PO
Number, Driver ID,Vendor Load Number
SEARCH BY DATE: Appointment Date (default), ETA Date, Create
Date
SEARCH BY LOCATION: Consignee Name (default), Consignee City,
Consignee State, Shipper Name, Shipper City, Shipper State, Destination
Ramp Code,
Origin ramp Code
SEARCH BY SEGMENT TYPE: Pick up,Cross Town, Delivery,
SEARCH BY PAPERWORK: Required, Not Received, Required and
Received
Choose any one of the search criteria listed above and enter a specific
number in the text box just below and select <search>
Available Highway Searches
SEARCH BY NUMBER: Trailer Number (default), Hub Pro Number,
Hub PO Number, Carrier Pro Number
SEARCH BY DATE: Appointment Date (default), Create Date, Actual
Pickup Date, Requested Pickup Date. Requested Delivery Date
SEARCH BY LOCATION: Delivery Name (default), Delivery City,
Delivery State, Pickup Name, Pickup City, Pickup State
SEARCH BY PAPERWORK: Required, Not Received, Required and
Received
Choose any one of the search criteria listed above and enter a specific
number in the text box just below and select <search>
Understanding Hub’s PO Numbers
• Hub’s PO number is a 15 digit number and it
appears on each of the summary pages and in the
Detail/Edit page. The order is formatted as
follows:
– 1st 2 digits = Hub Office Number (see next slide for a
list of these offices)
– Next 9 digits = Hub Order Number (also known as
Hub’s Pro Number). This number also appears on the
Detail/Edit screen.
– Last 4 digits are for Hub’s internal use and serve to
make each PO number unique.
» (continued)
Understanding Hub’s PO Numbers
•
The Hub Office numbers are:
–
–
–
–
–
–
–
–
–
–
01
03
04
05
06
07
11
12
13
14
– 15
– 16
– 17
Chicago (HCIL)
Atlanta (HCGA)
Boston (HCBO)
Laredo (HCLD)
Mexico (HCME)
Cleveland (HCCL)
Golden Gate (HCGG
Texas (HCHO)
Indianapolis (HCIN)
Intermountain
(HCIM)
Kansas City (HCKN)
Los Angeles (HCLA)
MidAtlantic (HCMD)
– 20
– 21
– 22
– 23
–
–
–
–
–
–
–
24
26
27
29
30
33
35
NY / NJ (HCNJ)
New York State
North Central
Wisconsin (HCWI)
North Central
Minnesota (HCMN)
Ohio (HCOH)
Pittsburgh (HCPA)
Portland (HCOR)
Saint Louis (HCSO)
Tennessee (HCTT)
San Diego (HCSD)
Canada (HCON)
Summary Search Page
Active Loads Page
The “Active” page is where the carrier “lives”. It changes as
the shipment progresses through its life cycle. As the order
is updated those changes are visible on this page. A trailer
number entered, a status updated or a drivers’ name and/or
load number. All these will populate the “Active” load. To
edit a shipment, the vendor selects the edit icon.
Carriers enter events, invoice numbers and load particulars
in the Active page.
Select the “edit” icon from the summary search to edit
loads.
Select the edit icon on the left side of the summary screen
Segment Edit Information
The following three slides show portions of the edit page where the carrier provides
information that is transmitted electronically to Hub Group. The top portion of the edit page
provides the basic load detail. The following sections are available for edit.
The general comments section is where the carrier can send an electronic message to Hub
Group. This message populates Hub’s operating system.
The load particulars - Missing information must be completed by the carrier.
The next section is for carrier particulars. Not required, these fields allow the carrier to
enter specific information for this move that he can use later as a search.
The confirm box - Verify the consignee on the BOL matches the consignee on the load edit
screen for pick-ups.
The last event information if available will populate automatically for deliveries to provide
the carrier most recent status available on a shipment.
The status events section is where the carrier provides us the dates and time events happen
in a timely fashion. This information populates Hub’s operating system and eventually flows
to the customer.
Finally, a rate confirmation and a text box for the vendor to enter his invoice number.
Closing a Shipment
Vendors are required to provide all the following information
in order to satisfy the requirements for closing a shipment in
Vendor Interface.
Load Particulars
Status Events
Invoice Number
Equipment Location (when Empty Removed event is
entered).
Vendor Interface by design will electronically set up a payable
for a vendor. Payment will not be made until all the
appropriate paperwork is received.
Data & Events Required for
Pick-ups
• Load Particulars: Some information may be
completed by Hub’s Operations. All missing
information must be completed for IML and nonlogistics loads:
*Trailer #
*Pieces and U/M
*Shipper # (optional)
*Weight
*BOL#
*Seal# (optional)
*Ck to confirm Destination (See below)
*Confirm the consignee data on the BOL is the same
as that indicated in the Load Edit screen.
• Vendor Particulars are optional and for the vendors
use if desired.
This is a Logistics Hwy Order
Pick-up Events - IML
Timely and accurate Date and Time data must be entered for the following
events: Carrier’s performance is measured weekly to ensure timely event entry.
•
•
•
•
•
STAY WITH
Arrived at Origin
Trailer Loaded
Departed P/U with
Load
Arrived at Rail Yard
(Optional)
Departed Rail Yard
(Optional)
DROP AND PULL
•
•
•
•
•
•
Arrived at Origin
Dropped Empty
Departed Drop Location
Trailer Loaded
Departed P/U with Load
Arrived at Rail Yard
(Optional)
• Departed Rail Yard
(Optional)
Pick-up Events - HWY
Timely and accurate Date and Time data must be entered for the following
events: Carrier’s performance is measured weekly to ensure timely event entry.
STAY WITH
• Arrived at Pickup
• Completed Loading
• Departed Pickup Location
For Logistics Loads only the
“Departed Pickup
Location” event is
required.
DROP AND PULL
• Arrived at Pickup
• Dropped Empty
• Departed Drop
Location
• Trailer Loaded
• Departed Pickup
Location
Data Required for Deliveries
• If the carrier is required to set the
delivery appointment you are then
responsible for entering the Delivery
Appointment Date and Time Range.
Events Required for Deliveries
STAY WITH
EVENTS
• Arrived at Delivery
• Completed Unloading
• Empty Trailer
Removed (or PODProof of Delivery for
Logistics Loads)
DROP AND PULL
• Arrived at Delivery
• Spotted Load at
Delivery
• Completed Unloading
• Empty Trailer
Removed &
Equipment Location
Did You Know ?
• You can invoice Hub for dropped deliveries before the
trailer is empty:
• After you deliver the trailer enter the “Arrived at
Consignee” and “Spotted Load at Consignee” events.
Once these events are entered you can submit your
invoice number. The shipment will remain in your
active shipments with a status of “Spotted Load at
Consignee”. When the trailer empties you should
return to the load in VI and enter the last two events
and the Equipment Location to move the shipment to
the “Completed” view.
• To quickly find loads that need closed in your “Active
Screen” click the “Need Event” box on the Active
Summary Page.
Invoice Ready
Another page available to carriers is “Invoice Ready”.
Previously mentioned were the requirements necessary for a
shipment to be considered closed. This page provides the
vendor a place to view loads that have met all the necessary
requirements for closing except for an invoice number.
Realizing that dispatch and accounting functions are
separate, this page was created for those carriers whose
accounting departments may be separate from their
dispatch operations.
The search functionality is the same for this page as
previously described.
Submitting Invoice Numbers
• After selecting shipments in the “Invoice Ready”
file you can simply enter the invoice number to
submit your invoice to Hub.
• Additionally, you may also submit your invoice
number on the “Segment Edit” screen in your
“Active” shipments, assuming you have entered
all the required data and events.
Completed Loads
•A carrier can access completed loads to review history and
to verify the fact that he in fact moved a particular
shipment. The completed loads stay in VI for 90 days after
they are closed and then are moved to a history file.
•The search features are used on this page as they were
described in earlier sections. The one exception is the date
search. The only option available is to search by the closed
date.
New Changes
•Another page available to the carrier is the “New Changes”.
Hub Group provides tenders to carriers and from time to time
things change and there is a need to provide those changes to
the vendor. The change is summarized in the “Changes”
column on the summary page.
•The New Changes page updates any available field once a
change has in fact occurred and the vendor is notified in this
manner. The changes are highlighted in Red and if you print
out the tender they will be printed in “Bold Text”.
•Like the “new active” page, the carrier is only required to
acknowledge changes.
New Cancelled
•The New Cancelled page notifies the carrier of cancelled
tenders.
•In the event our customer cancels a shipment and the status of
our order changes to CNL or CWC, the vendor will receive
notification via the cancelled loads page.
•This page has the same functionality as others and only
requires acknowledgement from the carrier. Once an
acknowledgement is received the shipment will be removed
from the page.
Print History Tab
• The Print History page provides the carrier an
opportunity to re-print batches of tenders
which were previously printed. They must be
accessed from the P. C. which requested the
original print job.
• This is a life saver if and when you have printer
problems. Batches will remain in this history
file for a week period. The “Last Print” job
will always be saved.
Accessorial Authorization
•
•
Vendors can now request accessorial authorization and
payment via Vendor Interface. This process improves
timeliness of receiving approval from Hub and eliminates
invoicing errors.
– Vendor Interface User - available
– EDI User - available
– Fax User – not available
– Logistics User – not available
Create a New Accessorial
There are four locations where a vendor can create an
accessorial.
– New Cancelled
– Active
– Invoice Ready
– Completed
To Create an Accessorial request,
select order
• Find the Order associated with the Accessorial
Request
• Click on the big A by the Order.
New Accessorial Page
• The New Accessorial Page is displayed for the
order, displaying Transport Mode, Pro #, Trailer #,
Hub Office, Origin & Destination.
Select a Charge Code
• Click arrow in pull-down menu for Charge Codes.
Highlight desired code.
Complete Rate Info
• Depending upon the selected charge code,
various fields will be displayed for
completion. The Vendor should complete
all known fields as soon as possible, even if
some info is not available yet. This will
give the appropriate Hub office a heads up
that an accessorial is going to occur.
For Example: DTU Charge
Stops
Rate
Remarks Box
Complete Fields
• Select arrow in pull-down menu for Stop link and
select the stop where accessorial occurred.
– System displays valid stops for the vendor
Accessorial Created
• The accessorial is now created.
– If all required information was supplied by the vendor
the accessorial status will be “WFA”, Waiting for
Approval by Hub. If there is missing information the
accessorial will remain in “PND”, Pending Status until
all required information is completed.
– ACC Indicator appears on Tender Summary Screen
Accessorial Tab
•Accessorial Tab is used as a holding place for all
accessorials, those in Pending, Waiting for Approval and
Authorized status.
•Vendors can monitor accessorials waiting for approval
and watch for “changes and approvals” sent by Hub.
•Additionally, this section can be used to invoice Hub for
loads.
•Please note: The default search is “Unacknowledged
Changes”, this forces the vendor to look at accessorials that
were recently updated by Hub. To search for all
accessorials change the search to “All Accessorials”.
Editing Pending Accessorials
The Vendor can return to the Pending Accessorial
to complete the fields in 2ways:
1) Click “Edit” icon on Load Summary page (either
from Active or Completed tab) and access the
detail page of the tender.
Scroll to Accessorial table near the bottom of the
page and click “Edit” on that accessorial
2) Click “Accessorial Tab” and find Accessorial.
Pending Accessorial Detail Page – Ready for Editing
Unacknowledged Accessorials
• Changes below indicate PO, Remarks, Cancel Reasons,
& Status.
• Vendor checks box to acknowledge they have seen.
Please note: The default search is “Unacknowledged
Changes”, this forces the vendor to look at accessorials
that were recently updated by Hub. To search for all
accessorials change the search to “All Accessorials”.
Invoicing the Accessorial
• The vendor can key the invoice number in the
box on the Accessorials Summary Page and
press Submit Invoice Number button.
• Or click the Edit/Detail Icon to Open the Detail
Page.
Invoice on Detail Page
Optional Access Method
• The vendor can also open the Accessorial Detail
page from the Segment Edit/Load Detail Sheet by
clicking on the Edit Icon by the selected
accessorial
Key Invoice # & Submit
• Key the invoice
number into the
box on the detail
sheet.
• Press Submit
Invoice Number
button to process.
General Comments
•
Accessorials are purged from VI
every 90 days. Accessorials with
status of PND and WFA are never
purged.
•
Accessorial sort in the Accessorial
Tab is by Status then by Trailer
Number.
Accounts Receivable Tab
(Payment Status)
• This is a tool that will allow authorized vendor users to view and
print the status of payments for their invoices. This listing will
contain records for 180 days after an invoice from the vendor is
received by Hub Group.
• Vendors may search by:
– Invoice #, PO #, TM Load # or Check Number
– Due Date or Payment Date
– Invoice Status: Received, Rejected, Canceled, Error,
Processing, Set up to Pay, Paid, Held and Pending
– Leaving all the search fields blank and clicking “search” will
provide a listing of all available records.
Accounts Receivable Summary Search