Transportation Management Services Solution (TMSS) November 2005 FMP Freight Management Program TMSS Website www. moveit. gsa. gov Online Booking Available 24/7 TMSS Help 1 -866 movegsa gsamovehelp@gsa. gov Transportation Management Services Solution (TMSS) 1
GSA Federal Supply Service Transportation Management Services Solution (TMSS) Table of Contents Introduction Overview…. . . . . ………… Background…………………………………. . …. TMSS Context Diagram…………………………. …. . . Chapter 1: Getting Started TMSS Home Page…………………. …. … New Customer Registration Process…………………. … New Customer Registration-Email Notification……………. …. …. . Change Passwords………………………………. … Update Passwords and Profile Information…………………. . 1 2 3 4 5 8 9 10 Chapter 2: Customer Administration Customer Profile Modification……………………. . ……… Maintain Customer Profiles – Diagram…………………. …. . Group Administrator (GA) Privileges………………. … Work Group Administration…………………. … Chapter 3: Freight TMSS Home Page…………………………. . ……, …. TMSS Main Page………………………………. . Review Shipment/Booking/Bill of Lading…………………. . … Freight Query…………………………………. … Freight Cost Comparison………………. . Freight Online Book Shipment…………. . ………………. . ……… Freight Book Online Shipment Addresses……. . ………………. . … Freight Accessorial Service Charges. …………………. . … Hazardous Material……………………. ……. . … Freight -Online Book Shipment - TSP Acceptance………………. . TMSS Email Notification……………. . …………………… Review Shipment Bookinging…. …………………. …… Freight Control Screen…. . …………………………. Reconfirm Shipment Booking……………………… TSP Acceptance……………. . . …………. . Pre-shipment Survey Results………………………. . Freight Control Screen ……………………………. Transportation Management Services Solution (TMSS) 2 11 12 13 14 17 18 19 20 21 22 23 25 27 28 29 30 31 32 33 34 36
GSA Federal Supply Service Transportation Management Services Solution (TMSS) Table of Contents Chapter 4: Freight Bill of Lading (Step 1 of 5). ……………………. . . Freight Bill of Lading (Step 2 of 5). ……………. . Freight Bill of Lading (Step 3 of 5) …………………. . … Freight (Step 4 of 5) ……………. …. . … Freight Bill of Lading (Step 5 of 5). …………. . . . ……. . . View Document Package Freight Bill……………………. . … Modify Freight Bill of Lading……. . …………………. . … Freight Bill of Lading Audit Trail…………. . . …………………………. . Freight Bill of Lading……………. . ……………………. . Freight Bill of Lading Continuation Sheet………. …………. … Chapter 5: Complete Shipment Data Freight -Shipment Data………………. … Freight Control Screen…………………. . . …. Freight Shipment Data View…………………………. . 37 38 39 41 42 43 44 45 46 47 48 49 50 Chapter 6: Freight Off-line Booking Overview…………. . ………………… Off-line Booking Instructions ……………. . Chapter 7: Freight Reports 51 52 Freight Report Query……………. . ………………………… Freight Report…………………………. …. . Create Mailing List. ……………………………. . …… Freight TSP Mailing List……………… Federal Agency Identification Code (FAIC) List………………. . . 54 55 56 57 58 Acronyms…………………………………… 59 Transportation Management Services Solution (TMSS) 3
Introduction Overview Agencies are looking for ways to lower their transportation costs and streamline transportation processes. New technologies and the Internet have transformed the way shippers and transportation service providers (TSPs) manage transportation processes. GSA, Federal Supply Service (FSS) is taking advantage of new technologies and the power of the Internet to develop TMSS, a comprehensive online freight and household goods transportation management system for Federal civilian agencies. TMSS replaces the Interagency Transportation Management System (ITMS), GSA’s previous transportation management system. The first module of TMSS encompassed the core components of ITMS including key processes such as “Cost Comparisons” and “Rate Filings”. Some enhancements such as a “Customer Registration” process that provides a self-serve facility for registering to use TMSS were included in the first TMSS module. The “Electronic Bill of Lading (BL)” and “Online Shipment Booking” modules were released mid April 2004. The "Complete Shipments" module became effective in May 2005. This module adds a significant number of new features to TMSS' functionality including pre-shipment survey specifications, accessorial service amendments, request for new truck by TSP, and data entry of the complete shipment and weight ticket facts. Processes such as Pre & Post Audit, and Payment will be added to TMSS incrementally as they are developed. Additional reports will be added to the reporting module to support the new processes. TSP Evaluation (Freight TSPs) Bo nli ok ne in g O Pa ym Registration ITMS Additional Reporting Core Functionality Additional Reporting Customer Registration Cost Comparison P Online Registration Au dit os t Audit Trails s n im o la uti C sol e R Reporting Pre -Shipm Su e rve nt y Rate Filing Additional Reporting dit -Au Customer p ou Gr rk ss Wo cce A Pre en t Electronic Bills of Lading Complete Shipments ITMS Core Functionality First TMSS Modules Enhanced Functionality First TMSS Modules Additional Reporting New Functionality Second TMSS Modules Planned Functionality Future TMSS Modules Transportation Management Services Solution (TMSS) 4
Introduction Background Through fiscal year 1994, the transportation management function of GSA was funded by appropriation. For fiscal year 1995 and beyond, Congress determined that certain GSA functions, including the transportation management function, should no longer be funded by direct appropriation, but rather through reimbursement from Federal activities using GSA services. GSA’s fiscal year 1995 appropriation bill was enacted without any appropriation to support transportation management functions. Accordingly, GSA began charging for freight and household goods services. Centralized Household Goods Traffic Management Program (CHAMP) CHAMP is an efficient and economical GSA household goods (HHG) traffic management program for Federal civilian agencies. The program's primary document is the GSA Household Goods Tender of Service (HTOS). The HTOS provides a uniform basis for buying household goods transportation through its application, rules, and accessorial services. TSP approval, price negotiation, and TSP performance measurements are basic components in the household goods program. All TSPs that participate in CHAMP must meet GSA's strict approval and quality control standards. CHAMP saves agencies an average of approximately 52 percent off commercial rates. There are over 250 TSPs, both large and small, participating in the GSA domestic and international HHG program. Authorization to use TMSS for CHAMP shipments Existing or new customers that use TMSS for HHG shipments can register online. TSPs participating in the GSA CHAMP program are required to remit a 2. 5% IFF for domestic HHG shipments and a 1. 5% IFF for international shipments to GSA on a quarterly basis. Customers do not need to sign an agreement to use TMSS for HHG shipments. Freight Management Program (FMP) FMP is an efficient and economical freight program for Federal civilian agencies. The program's primary document is the GSA Standard Tender of Service (STOS). The STOS establishes the rates, rules, and charges that TSPs must use to conduct business with Federal civilian agencies. Use of GSA’s STOS relieves Federal agencies of any need to (a) conduct extensive research and analysis of individual TSP tenders and tariffs to determine the most favorable charges, and (b) create, for an individual agency’s/bureau’s/location’s use, a set of rates, rules, and charges for transportation services. FMP saves agencies an average of approximately 45 percent off commercial rates. There are over 650 TSPs, both large and small, participating in the GSA freight program. Authorization to use TMSS for freight shipments Existing or new customers that have a signed agreement on file with GSA may register to use TMSS online. Following the registration, GSA’s Program Management Office (PMO) will approve the TMSS request online, and grant access to the user. A copy of the funding agreement is available by clicking on the “Agency Freight Agreement” link on the TMSS Home Page or from the GSA Atlanta office at (404) 331 -3133. The IFF for freight shipments is 4% of the total transportation charges. Federal agencies are required to remit the 4% IFF to GSA on a quarterly basis. Transportation Management Services Solution (TMSS) 5
Introduction TMSS Context Diagram Transportation Management Services Solution (TMSS) 6
Chapter 1: Getting Started TMSS Home Page The website for TMSS access is www. moveit. gsa. gov The following TMSS home page will be displayed. This screen provides a welcome message, links to related GSA web pages, and a secure method for GSA customers and transportation service providers to log on to TMSS. The information on the TMSS Home Page will be updated periodically. A User. ID and Password are required to log on to TMSS. The Password is case sensitive so be sure to type upper case letters where needed. If you are a new customer, click on the “New Customer? ” text to access the customer registration screen. Click On Help For Log On Instructions New Federal Customers Click Here To Register Click To Review GSA Transportation Programs & Offerings Click Here For Agency Freight Agreement If you cannot remember your password, enter your User. ID and click on the“Forgot Password? ” text on the right side of the screen. TMSS will automatically display a screen to allow you to reset your password. For questions or help with TMSS, contact the GSA help desk at the toll free number, 1 866 -MOVEGSA or via email at gsamovehelp@gsa. gov. Transportation Management Services Solution (TMSS) 7
Chapter 1: Getting Started New Customer Registration Process The customer online registration process is used for new customers (agencies) requesting access to TMSS. A customer is a registered Agency/Bureau/Location. One or more business users who intend to conduct business in TMSS from this Agency/Bureau/Location are registered users of the customer. Thus, a customer registration is required ONCE only at the Agency/Bureau/Location level. After initial registration, business users can be added and will be associated with the Agency/Bureau/Location. Process flow for registration Customers can access the registration form on the TMSS Website without any prior prerequisites. The “New Federal Customer? ” registration link is located on the right side of the TMSS Home page. Transportation Management Services Solution (TMSS) 8
Chapter 1: Getting Started New Customer Registration The “Customer Registration” screen will automatically be displayed when the user clicks on “New Federal Customer? ” on the TMSS Home Page. New customers are required to fill out basic information such as: The user information (individual who is registering), agency details including the contact person, his/her information, and a valid Government email address. All fields in red are required for registration. Drop down menus are provided for the “Customer Name” field and the “Bureau Name” field. Agency and Bureau numeric codes are assigned by the Department of Treasury. Drop Down Menu Provides Customer Agency Names And Codes Drop Down Menu Provides Bureau Names and Codes Drop Down Menu Password Hint Selection (continued on next page) The user is required to enter a “Password” and select a “Password hint question” for security of the forgotten password function. Passwords are case sensitive, this means that if the Password contains capital letters, the user must type them as capital letters to log on. If not, the attempt will be unsuccessful. Only three unsuccessful attempts are allowed before the user ID must be reset by a Group Administrator (GA) or GSA Systems Administrator (SA). Users may enter the User. ID and click on “Forgot Password” if they forget the password. Once the last name and correct answer to the password hint are entered, TMSS will automatically display a screen that will allow the user to change the “Password”. The user may change passwords as frequently as necessary. Transportation Management Services Solution (TMSS) 9
Chapter 1: Getting Started New Customer Registration New users must complete the required “Authorized Official Information” (fields in red). The Authorizing Official is generally the supervisor or the individual that signed the GSA funding agreement, or someone with authority to authorize transportation shipments and/or issue transportation documents; it is up to the customer to decide. Any registered Business User . (regular user) will have authorization to perform routine transportation business EXCEPT profile and user maintenance. (continuation of registration form from previous page) Drop Down Menu Lists States Drop Down Menu Lists Countries After Form Is Complete “Click” Save. Once the information is saved, an email notification is sent to the user. The request is retained in a “pending approval” queue to be approved or rejected by GSA’s PMO. If approved, a User. ID is sent to the new user via email. If rejected the user is notified via email. The user can now access the system using the newly issued User. ID and Password. The new user should change the Password when they receive the email notification. In addition, any information provided during the registration process can be updated by a user assigned GA privileges. Transportation Management Services Solution (TMSS) 10
Chapter 1: Getting Started New Customer Registration – Email Notification Customers are issued a 8 or 9 character (alpha-numeric) User. ID with a codification structure as 4709 TS 02, where 47 is the agency code for General Services Administration, 09 is the bureau code for Federal Supply Service, TS are the initials of Tami Sims, 02 indicates that Tami Sims is the 2 nd User. ID created for the initials TS in GSA/FSS. If a new user with the same initials were added to GSA/FSS the new User. ID would be 4709 TS 03. There are 99 consecutive running serial numbers within an agency bureau for the same set of initials. For users who do not have a middle initial, the first & last name initials are used. Dear Tami Sims New User ID 4709 TS 02 Notifications on completion of an event are sent via email. Key events that trigger emails are: Ø Notify PMO when a new customer has registered Ø Notify new customer user on approval Ø Notify new customer user on rejection Ø User forgets a password and requests resetting Ø Notify customer on change/resetting of password Transportation Management Services Solution (TMSS) 11
Chapter 1: Getting Started Change Passwords A new user can access the system using the newly issued User. ID/Password and change the password. (1) Login by entering the new User. ID and Password in the supplied edit fields, on the TMSS Home Page, and press the “Go” button. The “TMSS Main” page will automatically be displayed; (2) Click on “Account Info” on the left side of the “TMSS Main” screen to change the password. . Click On Appropriate Link To Access Desired Function Displays User ID And Name Click “Account Info” To Change Password TMSS will automatically display the “Account Info - Update Profile” screen to allow the user to change the password. In addition, any other information that is incorrect or not provided during the registration process can be changed, deleted, or updated if the requesting user is assigned GA privileges. Transportation Management Services Solution (TMSS) 12
Chapter 1: Getting Started Update Passwords and Profile Information A new user is expected to select a password and a security hint question forgotten passwords. The “Account Info Update Profile” screen is used to change newly issued and forgotten passwords. Passwords and password hint answers are case sensitive. The user will receive an email notification once the password has been successfully changed. All passwords are controlled and managed by the customer. Users can request the password to be reset or changed as frequently as they require. Drop Down Menu Provides 3 Options: 1. Mothers Maiden Name? 2. Pets Name? & 3. City Where You Were Born? tami. sims@gsa. gov Click to Update Once Information Is Complete Agencies may designate one or more users “Group Administrator (GA)” authority. The number of GAs should be limited since they have authority to modify associated user profiles and maintain customer user lists. A customer must receive approval from GSA to obtain approval for the first user designated as GA by either emailing a request to GSA at gsamovehelp@gsa. gov or by calling the GSA help desk at 1 -866 -MOVEGSA. Transportation Management Services Solution (TMSS) 13
Chapter 2: Customer Administration Customer Profile Modification A customer’s profile and the associated users with the customer agency can be modified either by the customer user with GA privileges or by GSA. The following table shows detailed TMSS access levels. Modifiable Attributes Can be modified by Contact information SA, GA Billing information SA Only Information of the user associated with the agency SA, GA Add or delete a user for the agency/bureau and location SA, GA Reset password for a user for the agency/bureau and location SA, GA Grant or revoke ‘Group Administrator’ privileges to one or more users for the agency/bureau and location SA, GA Grant or revoke access to freight or HHG rates as shown in table below. SA Only The customer will be responsible for designating GA authority. The GA can add and approve new users. The purpose of this role is to make the customer self reliant in managing their user groups instead of relying on GSA for frequent changes; it can be perceived as a delegation of authority. It is up to the customer to decide which users will be granted GA authority. The GA is responsible for user maintenance and can change user authority, profiles and add/delete users. Transportation Management Services Solution (TMSS) 14
Chapter 2: Customer Administration Maintain Customer Profiles Use Case Diagram Transportation Management Services Solution (TMSS) 15
Chapter 2: Customer Administration Group Administrator (GA) Privileges Group Administrators (GA) are granted a limited set of privileges for managing a group of users within their domain. The purpose of this role is to make customers self reliant in managing their user groups instead of relying on GSA’s System Administrator frequent changes. A GA can create, modify, and delete users; modify contact and/or profile information, and reset user Passwords within their domain. GA’s can access the “Account Info Update Profile” screen by clicking on the “Account Info” link on the left side of the “TMSS Main” screen. To reset a password, or to create or delete a user, click on the “Users List” button to access the “Account Info - Update Users List” screen. To change contact information click on the “Update Contact Info” button to access the “Account Info -Update Contact Information” screen. “Update Contact Info” Button “User List” Button To reset a password click on the User. ID link, the fields at the top of the “Account Info – Update Users List” screen will automatically be filled in, click on the “Reset Password” button to allow the user to change their Password. To create/add a new user complete the fields at the top of the “Account Info – Update Users List” screen and click on the “Create” button. To update a users information click on the User. ID link, change the information, and click on the “Create” button. To delete a user click on the User. ID link and select the “Delete” button. Reset Password Delete Create User. ID Link Transportation Management Services Solution (TMSS) 16
Chapter 2: Customer Administration Work Group Administration “TMSS Location Codes” are generated automatically at the time of approval of an Agency registration or when an Agency is added thru the TMSS online registration process. Work Groups are set up using TMSS Location codes. GSA Systems Administrators assign initial work groups to approved Agency/Bureau TMSS customers. Work Group authorization is required for use of the TMSS Booking Shipment and Bill of Lading Modules. Work Group authorization provides security necessary to protect the integrity of the user information. GSA System Administrators have access to a ”Work Group Administration” maintenance screen to permit them to add or remove TMSS locations to specific Work Groups. Agencies are responsible for maintenance and update of these work groups and user access permission after the initial work groups are established. Work Group Access Permission Scope of Work Transaction Access Rights Book Shipments Bill of Lading A Agency-wide AV Agency-Wide-View B Bureau-wide AU Agency-Wide-Update W Workgroup-wide BV Bureau-Wide View BV Bureau-Wide View BU Bureau-Wide-Update BU Bureau-Wide-Update WV Workgroup-Wide View WU Work Group-Wide Update Transportation Management Services Solution (TMSS) 17
Chapter 2: Customer Administration Work Group Administration Only Agency/Bureau Work Group Administrators can assign user access permission within their TMSS work group. To assign/change user access permission, click on “Account Info” on the menu on the left side of the Main page. TMSS will display the “Account Info – Update” screen. Click On Account Info Click on the “User List” red button at the top right side of the “Account Info Update Profile” screen. TMSS will display the “Account Info Update Users List”. Click On User List Click on the “ Workgroup Access” red button on the top right side of the “Account Info – Update Users List” screen. TMSS will display the Account Info – Work Group Access Permissions” screen. Click On Workgroup Access Transportation Management Services Solution (TMSS) 18
Chapter 2: Customer Administration Work Group Administration To assign/change the “Scope of Work” and “ Transaction Rights” select the users location using the drop down menu at the top of the screen. The user should be listed, select the applicable user and click on the “User ID” on the left side of the screen. TMSS will display the user information at the top of the screen to allow assignment/changes of access permission. Select User Location From Drop Down Menu Click On User ID Granting update privileges will permit the user to add/modify/delete transactions. Select the “Scope of Work” and “Transaction Access Rights” from the drop down menus. When completed click on save and TMSS will automatically assign/change users access rights. Transaction Access Rights Selected User Info Scope Of Workgroup Access Click To Save Info Transportation Management Services Solution (TMSS) 19
Chapter 3: Shipping Freight TMSS Home Page The website for TMSS access is www. moveit. gsa. gov The following TMSS home page will be displayed. Customers must have a signed freight agreement on file with GSA to access TMSS for freight shipments. A copy of the agreement is available by clicking on the “Agency Freight Agreement” link on the TMSS “Home Page” or from the GSA Atlanta office at (404) 331 -3133. Existing or new customers that have an agreement on file with GSA can register to use TMSS online. Federal agencies are required to pay a 4% industrial funding fee (IFF) for freight shipments, and must remit the 4% IFF to GSA on a quarterly basis. To log on to TMSS, enter your User ID and Password. If you cannot remember your password, enter your User ID and click on the“Forgot Password? ” text on the right side of the screen. TMSS will automatically display a screen to allow you to reset your password. Click On Help For Log On Instructions Enter User ID Enter Password (Case Sensitive) New Federal Customers Click Here To Register If you are a new customer, click on the “New Customer? ” text to access the customer registration screen. The TMSS “Main” page will be displayed once the User ID and Password are successfully entered. For questions or help with TMSS, contact the GSA help desk at the toll free number, 1 866 -MOVEGSA or via email at gsamovehelp@gsa. gov. Transportation Management Services Solution (TMSS) 20
Chapter 3: Shipping Freight TMSS Main Page This page displays the main menu for TMSS. The screen provides a welcome message, TMSS latest news, and a menu of available functions. Registered users are granted various levels of access depending on the individual’s role. Business User: Any registered customer/user with authorization to perform routine freight or HHG transactions except profile and user maintenance. Group Administrator: Manages profile and user maintenance for a group of Business Users within their domain. A Group Administrator can also perform the same functions as a Business User. Click Here To Book A Freight Shipment Online The TMSS Main page menu displays the services available to a user/shipper based on authorization and agency/bureau Work Group access rights. Click on “Freight Shipments” on the TMSS Main menu on the left side of the screen to create a new freight shipment or to review/modify/cancel an existing booking. The “Review Shipment/Booking/Bill of Lading” screen will automatically be displayed when the user clicks on “Freight Shipment” on the menu. Transportation Management Services Solution (TMSS) 21
Chapter 3: Shipping Freight Review Shipment/Booking/Bill of Lading The “Review Shipment/Booking/Bill of Lading” screen will automatically be displayed when the user clicks on “Freight Shipment” on the TMSS Main menu on the left side of the screen. To book a new freight shipment click on “Create Shipment”. TMSS will automatically display the “Freight Query Screen” to begin the online booking process. To review a shipment booking click on the “blue” highlighted document reference number (DRN) or bill of lading (BL) to access the shipment record. TMSS assigns a unique DRN and suffix number to each shipment. Click on the appropriate DRN to access the shipment record to modify, complete, or cancel a shipment booking. Click to Create a New Shipment Drop Down Status Menu Click on BL Number to Review Booked Shipment Records Click on DRN to Review Shipment Record Shipment Status Users may use the drop down menu at the top of the page to select shipments by status. When a shipment booking is confirmed and the BL is completed the BL number will be displayed and highlighted in blue on the screen. The shipment status will be changed to “B” indicating the booking is complete. This screen allows users to review and select shipments in order to complete booking or BL requirements or cancel incomplete shipments. Transportation Management Services Solution (TMSS) 22
Chapter 3: Shipping Freight Query TMSS will generate a listing/cost comparison of TSPs and the rates offered by them based on the specified shipment criteria. The selected rates will be valid for the shipment date, i. e. the pick-up date is between the effective and expiration dates range. The rates are applicable for the traffic lane specified by the origin and destination of the intended shipment. To obtain a cost comparison the user must specify key elements such as origin, destination, shipping date, estimated weight, standing route order (SRO) (if applicable), and additional accessorial items necessary for the shipment. Dropdown Menus Are Provided To Assist Users TMSS Uses PCMiler To Automatically Calculate. The Mileage Click On Query For Cost Comparison GSA’s Freight Management Program (FMP) provides highly competitive less than truckload (LTL) and truck load (TL) transportation rates and services for Federal civilian agencies. TSPs submit discounted rate offers to GSA in response to the GSA Request for Offers (RFO) in accordance with the terms and conditions of the GSA Standard Tender of Service (STOS). On an average, this program saves agencies 45 percent off commercial rates. Transportation Management Services Solution (TMSS) 23
Chapter 3: Shipping Freight Cost Comparison The freight cost comparison provides a listing of qualified TSPs that provide transportation services for a specific origin, destination, date, and estimated weight. TSPs are ranked in cost ascending order. Selection may be based on best value. Download cost comparisons by clicking on the download button at the top of the “Freight Query Results” screen. To book a shipment online, select a TSP and click on the SCAC. The TMSS “Freight – Online Book Shipment” screen will be displayed. Click To Return To The Freight Query Options Screen Accessorial Fees Are Displayed As A % Of The Baseline Rate Click To Download Cost Comparison Click On SCAC TO Book Shipment Rate Effective Dates The GSA STOS establishes a uniform basis for buying freight transportation through its rules and accessorial services. GSA's solicitation and acceptance of TSP rates provides highly competitive pricing. TSP less-than-truckload (LTL) rates are comprised of line haul charges, based on a percentage of the baseline ( Rate Tariff 1000 -D), and a set of accessorial charges based on a percentage of the baseline ( Rate Tariff 100 -D). Truck load (TL) TSPs generally file rates based on cents per mile and accessorial charges based on a percentage of the Rate Tariff 100 -D. Selected accessorial service codes are displayed in the light blue bar at the top right side of the cost comparison; when the code is preceded by a # sign TMSS automatically calculates the charge. The accessorial services are displayed in the far right column as a. percentage of the baseline rate. TMSS does not calculate the fuel surcharge because the charge frequently changes. TSP invoices list the fuel surcharge as a separate line item. Transportation Management Services Solution (TMSS) 24
Chapter 3: Shipping Freight Online Book Shipment The shipper, selected TSP, origin, destination and shipment information from the cost comparison will automatically be displayed on the screen and populated in the BL. The applicable addresses, accessorial services and other required shipment information must be complete before a booking can be confirmed; fields in red are required. Enter the pick-up date and time. Click on the “addresses” button to add the applicable addresses. Once addresses have been added they may be saved for future shipments. Click on “Accessorials” to add any additional services that were not requested during the original freight query. Select the number of days/hours for TSP response or click on “Off-line booking” for shipments booked offline. Click On “Addresses” To Addresses Click To Request Pre-shipment Survey Use Drop Down Menu To Select Type Of Survey Click To Add Accessorials. Pop up Screen Annotate Description Of Hazardous Material The user/shipper may request a pre-shipment survey by clicking on the pre-shipment survey drop down menus located in the middle of the “Freight Online Book Shipment” screen. When a shipment includes hazardous material, annotate the description in the block at the bottom of this screen. Appropriate Department of Transportation (DOT) regulations, guidelines and documentation must be followed. Once information is complete, click on the “Confirm” button to submit the booking request to the TSP. A pop up screen will appear, click on “OK” to confirm or click on “Cancel” to cancel the booking. An email message will be sent to the TSP when the booking is confirmed or if cancelled. The TSP may accept, accept with qualifications, or refuse a shipment. The user will receive an email message when the TSP responds. Transportation Management Services Solution (TMSS) 25
Chapter 3: Shipping Freight Online Book Shipment Addresses Enter the addresses by completing the fields on the screen or by clicking on “select address”. The user may enter an address on the select address screen and save it to a list for selection on future shipments. All fields in red are required. Either fax number or email address is required where ever applicable. Shipper and consignee addresses are for informational purposes only and will not be included on the bill of lading. The user can click on the “Same as Origin” bar to populate the shipper information when the shipper information is the same as the origin information. DRN & Suffix Click To Save Addresses The user may select “Same as Shipper” in the “Bill To” block if the “Bill To” information is the same as the origin information. Likewise, the user may select the “Same as Destination” in the “Consignee” block when the consignee information is the same as the destination. Once the addresses are complete click on the “Save Addresses” button at the bottom of the screen to return to the “Freight Online Book Shipment” screen. The DRN and Suffix are displayed at the top of the screen; all shipments are identified by a unique DRN and Suffix number. Transportation Management Services Solution (TMSS) 26
Chapter 3: Shipping Freight Online Book Shipment The “Freight Online Book Shipment” screen will display a message “Addresses are Saved”. “Confirm” or “Save Shipment” after the addresses are completed. Make sure that all other information is complete before confirming the shipment. To add accessorial services that were not selected during the cost comparison query click on the “Accessorial” button and select the applicable accessorial services. Click on “Save Shipment” if more information is needed or if waiting approval for the shipment. The shipment may be cancelled by clicking on the “Cancel Shipment” button. Must Click On This Box For Hazardous Material Click Here To Add Accessorial Services Click Here For An Off-line Booking Annotate Description of Hazardous Materials Once all information is complete click “Confirm” to send booking request to the TSP. A message will pop-up stating that you are about to enter into a binding contract …… This is to insure that shippers understand the liability when booking a shipment, only valid shipments should be “Confirmed” and booked with TSPs. When the shipment is confirmed an email message will be sent to the TSP and the Control Screen will display the shipment DRN number at the top of the screen and a message stating that the TSP has been notified by email. An email will be sent to the shipper when the TSP accepts, accepts with qualifications or refuses a shipment. Transportation Management Services Solution (TMSS) 27
Chapter 3: Shipping Freight Accessorial Service Charges Click on the “Service Code and Description” block and enter the “Quantity” for each required accessorial service that was not selected during the original freight query. TMSS will calculate the amount if known, and automatically populate the “Amount” column. The columns with the gray shading can be calculated. Amount(s) for a requested accessorial service that is known, but can not automatically be calculated by TMSS, should be entered in the “Amount” column. TMSS will automatically total the amounts in the “Amount” column after clicking on the ”Validate” button of the “Freight Accessorial Service Charges” screen. The shipper must authorize the accessorial service; TMSS will indicate “pending” under the “TSP Acceptance” column. The TSP must accept or reject the service before accepting an online shipment booking. When the TSP accepts the service TMSS will change “pending” to accepted. The shipper may additional information by clicking on the “text” column. Click Save Click on the “Save” button when completed. TMSS will automatically return to the ‘Freight – Online Book Shipment” screen; accessorial codes and amounts will be displayed. Click on “Confirm” to confirm the shipment; TMSS will display the “Control” screen. Transportation Management Services Solution (TMSS) 28
Chapter 3: Shipping Freight Accessorial Service Additional Information Shippers and TSPs can enter comments and additional information concerning the accessorial service requested by clicking on the “Freight Accessorial Service Charges” screen “text” column. The “Accessorial Services – Additional Information” screen will be displayed. Instructions or details concerning the requested service may be entered in the block titled “Enter New Message”. Once the information has been completed, click on the “Save” button. The entered messages will be accumulated and displayed in the “Message History” box. When the message is saved TMSS will return to the “Freight Accessorial Service Charges” screen and the validated changes will be redisplayed. Review the changes and click on “Validate” at the bottom of the “Freight Accessorial Service Charges” screen. The screen will redisplay the information, click on the “Save” button to return to the “Freight Online Book Shipment” screen. If the information has been completed click on the “Confirm” button at the bottom of the screen to notify the TSP. TMSS will display the “Freight Control” screen that contains a message at the top of the screen indicating that the shipment has been confirmed and the message has been sent to the TSP. Transportation Management Services Solution (TMSS) 29
Chapter 3: Shipping Freight Hazardous Material Shippers must comply with appropriate Department of Transportation regulations and guidelines and provide proper shipment documentation for shipments that contain hazardous material. If a shipment contains hazardous material click on the “Hazardous Material Included” box and select “Yes” from the drop down menu. TMSS will display “Hazardous Material details: View Proper Shipping Name(s)”. To select a proper hazardous material shipment name click on “View Proper Shipping Name(s)” and select the name from the drop down menu that is automatically displayed. Click To Select Proper Shipment Name From Drop Down Menu Select the appropriate shipping name's) by clicking on the name(s); use the arrow to move the applicable name(s) to the “Assigned Proper Shipping Names” box and click on “Update” when finished. The TMSS screen will be updated and will show “Proper Shipping Name(s): Select”. The shipper may click on “Select” to review. Arrows To Move Name(s) After Proper Shipping Name(s) Are Selected Click Here To Update Transportation Management Services Solution (TMSS) 30
Chapter 3: Shipping Freight – Online Book Shipment – TSP Acceptance TMSS automatically notifies the TSP via email when the shipper confirms an online shipment booking. A TSP must log on to TMSS when an email notification is received. When the TSP selects “Freight Shipment” from the TSP “Main” page, TMSS will display the “Review Shipment/Booking/Bill of Lading for Freight (TSP)” screen. The TSP must click on the DRN & Suffix number specified in the email notification to review the shipment. TSP Screen TSP Clicks On DRN To Display Shipment Status The TSP reviews the shipment information displayed on the screen, clicks on the blue box (Review/Request), and reviews/accepts the accessorial services; adds the pre-shipment survey results if requested, and reviews any “Hazardous Material” details. Once the review is complete the TSP either accepts, accepts with qualifications, or refuses the shipment booking. The TSP clicks on the “Send Notice” button at the bottom of the screen when the review is complete and an email notification is sent to the shipper. TSP Screen TSP Clicks Here To Review Hazardous Material Details TSP Clicks Here To Accept Or Refuse A Shipment Transportation Management Services Solution (TMSS) 31 TSP Clicks Here To Accept Or Qualify Accessorial Services
Chapter 3: Shipping Freight TMSS Email Notification TMSS sends an email notification to the user/shipper after the TSP accepts, accepts with qualifications, or refuses a shipment. After the TSP accepts the shipment or accepts with qualifications the user must log on to TMSS to confirm the shipment booking and then issue the bill of lading. TMSS Shipment Acceptance Notification If the TSP refuses the shipment the shipper must log on to TMSS to rebook the shipment with another TSP or cancel the shipment TMSS Shipment Refusal Notification Transportation Management Services Solution (TMSS) 32
Chapter 3: Shipping Freight Review Shipment Booking TMSS sends an email notification to the shipper when a TSP accepts, accepts with qualifications, or refuses a shipment. To review the shipment, log on to TMSS, click on “Freight Shipment” on the left side of the TMSS “Main” page to display the “Review Shipment/Booking/Bill of Lading” screen. The far right column of the screen “Status” changes whenever a TSP accepts, accepts with qualifications, or refuses a shipment. To view the shipment click on the DRN & Suffix number on the left side of the screen; the “TMSS Freight Control” screen showing the shipment information will be displayed. Drop Down Status Menu Shipment Status DRN & Suffix Users can click on the shipment “Status” bar at the top of the screen to display a drop down menu to select a specific booking status. Cancelled shipments are not displayed unless the user selects cancelled from the “Status” menu. Status Code Descriptions: A, Accepted – TSP has accepted the shipment and is waiting for the shipper to confirm. B, Booked – TSP has accepted the shipment booking and the shipper has confirmed the shipment. The TSP must complete the pre-shipment survey, if one was requested by the shipper, and notify the shipper. Next step, the shipper completes the bill of lading C, Cancelled – Shipper has cancelled the shipment I, Incomplete- Shipment initiated by shipper, but not booked. M, Modified – Bill of lading has been modified by the shipper P, Pending – Shipper sent booking notice to the TSP, but the TSP has not responded to the booking offer. Q, Accepted with Qualifications – TSP has accepted the shipment booking with qualifications. R, Refused – TSP refused the shipment. Transportation Management Services Solution (TMSS) 33
Chapter 3: Shipping Freight Control Screen The “Freight Control Screen” displays the shipment data. Review the shipment data displayed on the screen to verify it is correct. If the information is correct click on “Online Booking” at the bottom of the screen; TMSS will display the “Freight Online Book Shipment” screen. To cancel a shipment, click on “Cancel Shipment” at the bottom of the screen. Cancelled shipment data is stored in TMSS by DRN & Suffix number and may be retrieved at anytime to rebook the shipment. To review the entire shipment booking history click on the “View Booking Audit Trail” at the top of the page. Click To View Booking Audit Trail Click To Continue Online Booking Click To Cancel Shipment Transportation Management Services Solution (TMSS) 34
Chapter 3: Shipping Freight Reconfirm Shipment Booking The TSP must review the shipment details and accessorial charges prior to accepting a booking. The TSP must accept or reject each requested accessorial service by using drop down menus displayed under the “TSP Acceptance” column on the accessorial screen. The TSP can enter an explanation or other information in text boxes located next to the “TSP Acceptance” column on the right side of the screen. An email notification is sent to the shipper whenever a TSP accepts, accepts with qualifications, or refuses a shipment. After a shipment is accepted by a TSP, the shipper must review the shipment details and accessorial services to verify they are correct and reconfirm to book the shipment. Log on to TMSS, select “Freight Shipment” from the TMSS “Main” page, when the “Review Shipment/Booking/Bill of Lading “ screen is displayed click on the applicable DRN & Suffix number. The TMSS “Freight Control” screen will be displayed, click on the “Online Booking” button at the bottom of the page, when the “Freight Online Book Shipment” screen is displayed click on the “Accessorial” box, each requested accessorial service should show “accepted”. Once the review is complete click on “Confirm” at the bottom of the screen to reconfirm and book the shipment. Click to Confirm After the shipper clicks on “Confirm” to reconfirm and book the shipment, an email notice will be sent to the TSP and the shipment status will be changed to “B” booked. The TSP can complete the pre-shipment survey and enter the results in TMSS. The buttons at the bottom of the “Freight – Control” screen will change to “Create Bill of Lading” and “Cancel Shipment”. Transportation Management Services Solution (TMSS) 35
Chapter 3: Shipping Freight TSP Acceptance TMSS automatically notifies the TSP via email when the shipper reconfirms and books the shipment. The TSP must log on to TMSS when the email notification is received. When the TSP selects “Freight Shipment” from the TSP “Main” page, TMSS will display the “Review Shipment/Booking/Bill of Lading for Freight (TSP)” screen. The TSP must click on the DRN & Suffix number specified in the email notification to review the shipment. The “Freight. Online Book Shipment – TSP Acceptance” screen displays the shipment details. The TSP must review the shipment details, accessorial services, and hazardous material details. TSP Screen Click To Add Pre-shipment Survey Results Drop Down Menu To Accept/Refuse Booking Click To Send Notice If a shipper requests a pre-shipment survey, the TSP must complete the pre-shipment survey and enter the survey results by clicking on the Pre-shipment Survey “Results” box in the middle of the screen. Once the review is complete the TSP can accept the shipment, accept with qualifications, or refuse the shipment. If the shipment is accepted with qualifications or refused the TSP must select a reason from the provided drop down menus before sending the notice to the shipper. TMSS will send an email notification to the shipper when the TSP clicks on “Send Notice”. The shipper will review the pre-shipment survey details and issue the bill of lading or, if previously issued, modify the bill of lading if necessary. Transportation Management Services Solution (TMSS) 36
Chapter 3: Shipping Freight Pre-shipment Survey Results TSPs’ are required to complete a pre-shipment survey for shipments booked in TMSS when a shipper requests a survey during the online booking process. If the shipper requests the pre-shipment survey after the shipment is booked (either on-site or by phone) the TSP must complete the survey prior to shipment pick-up and enter the results in TMSS. The TSP will receive a TMSS email notification when the shipper accepts the shipment and issues the bill of lading to the TSP. To enter the survey results in TMSS, the TSP must log on to TMSS and select “Freight Shipment” from the TMSS “Main” page; select the DRN & Suffix Number from the “Freight – Online Bill of Lading – TSP View” screen to display the “Freight Online Book Shipment TSP Acceptance” screen. Then click on the “Results” (blue box) to display the “Freight Pre-shipment Survey Results” screen. TSP Pre-Shipment Survey Results Screen TSP Clicks On Save When Information Is Completed Click To Request Additional Accessorial Services; TSP During the pre-shipment survey the TSP may identify additional accessorial services required for the move. To receive approval for the accessorial services the TSP must select the services on the accessorial screen and accept the shipment with qualifications. To review the TSP request for additional accessorial services the shipper must click on “Accessorials” on the “Freight – Online Book Shipment” screen. The shipper can authorize, cancel, or reject the requested service by using the drop down menu located next to the applicable service. If the service is authorized the shipper must select the number of days/hours for TSP acceptance and click on “Confirm” to re-confirm the shipment. Transportation Management Services Solution (TMSS) 37
Chapter 3: Shipping Freight Pre-shipment Survey Results When the TSP completes the information and clicks on “Save”, an email notification is sent to the shipper stating that the pre-shipment survey has been completed. To review the pre-shipment survey results select “Freight Shipments” on the “Main” menu to display the TMSS “Review Shipment/ Booking / Bill of Lading” screen; click on the applicable DRN & Suffix number to access the “Freight Control Screen”. To see the results of the pre-shipment survey click on Online Booking at the bottom of the “Freight Control” screen; the “Freight Online Booking” screen will be displayed; click on the Pre-shipment Survey “Results” button to display the results. Click To Display Pre-Shipment Survey Results The “Freight – Pre-Shipment Survey Results Screen” provides the survey date and time; the pickup date and time and the estimated shipment weight. If the TSP adds comments, the comments will also be displayed. Transportation Management Services Solution (TMSS) 38
Chapter 3: Shipping Freight Control Screen Shippers may view the booking audit trail by clicking on “View Booking Audit Trail” in the red box at the top of the “Freight Control” screen or may click on “Back to Review” to go to the “ View Shipment/ Booking/ Bill of Lading” screen. To create a Bill of Lading (BL) for the shipment click on the ““Create Bill of Lading” box at the bottom of the “Freight Control” screen. To cancel the shipment click on ”Cancel Shipment” at the bottom of the “Freight Control” screen. Click To View Booking Audit Trail Click To Create Bill Of Lading The “Shipment Booking Audit Trail” keeps a record of each transaction made during the online booking process. The unique DRN is displayed at the top of the screen. The record includes the date, time description/action and User ID. DRN & Suffix Number User ID Transportation Management Services Solution (TMSS) 39
Chapter 4: Freight Bill of Lading (Step 1 of 5) The Office of Governmentwide Policy granted GSA, Federal Supply Service a deviation from 41 CFR § 102 -117 approving the use of the electronic bill of lading within TMSS customers can prepare and issue electronic bills of lading (BL) for TMSS shipments that are booked on-line and off-line. The original copy of the BL can be printed one-time only. The shipper can give the original BL to the TSP when the shipment is picked up. Customers and TSPs can view and print memorandum copies of the BL as needed. TMSS provides five easy steps for preparing a BL. Information previously provided by the TSP during rate filing and information previously input by the customer is automatically inserted in the BL. TMSS assigns an alpha-numeric DRN & Suffix number to identify each shipment record. An alpha-numeric BL number is assigned once the shipment is booked with the TSP. TMSS DRN & Suffix Number TSP Tender ID Click Here To Continue To Step Two It is necessary to complete all fields marked with red text before continuing to the next step. When all fields are complete click on “Continue” at the bottom of the screen to go to step two. Transportation Management Services Solution (TMSS) 40
Chapter 4: Freight Bill of Lading (Step 2 of 5) The addresses are automatically inserted in the BL from the addresses previously created during the online book shipment process. Review the information to make sure it is correct. Information may be changed or added before continuing to the next step. The addresses on the BL are used by the TSP for pickup and delivery of the shipment. Make sure the information is complete, include gate entrance, building or warehouse number, and any other information necessary to designate the proper pickup and/or delivery location. All fields in red are required where applicable. A fax number or email address, fields in green, are Click Here To Continue To Step 3 Click on continue at the bottom of the screen to proceed to step 3 after the addresses are verified. Transportation Management Services Solution (TMSS) 41
Chapter 4: Freight Bill of Lading (Step 3 of 5) Enter the total number of pieces, package type (select from drop down menu), description of freight/commodity, weight in pounds or cube when appropriate - (if cube is entered, select either feet or inches from the drop-down menu). Click on ‘add’ when information is complete, the information will be moved and displayed in the boxes below the “Add” button. If a shipment includes multiple items/articles continue entering the package information and descriptions for each article and click on “add” after each entry is complete. When finished the total weight should equal the amount shown at the top of the screen (populated from the TMSS freight query). Enter the applicable “Appropriation Chargeable” code for each line item. TMSS will store the codes in a drop down menu for future use if you select “add to list” when you enter the appropriation number. . After information is entered click on “Continue” at the bottom of the screen to go to step 4. Click Here To Return To Control Screen Click On Edit If Shipment Contains HAZMAT Click On “Add” After Each Article Is Entered Click Here To Go To Step 4 Click On Line No. To Edit The total number of each type of package applicable to each group of articles and the applicable weight should be entered. When articles are shipped on pallets, the number of packages comprising the pallet load must be shown (e. g. “Total pieces” 20, ”No. of Pallets” 3, “Type” boxes. If articles are shipped loose, the number of pieces or units and the related description of each article should be shown. Only the type of outer container/package needs to be entered, since inner containers/ packages do not determine the classification rating or the freight rate. Transportation Management Services Solution (TMSS) 42
Chapter 4: Freight Bill of Lading Step 3 Continued The shipper must provide proper information in accordance with the Department of Transportation Regulations (Title 49, Code of Federal Regulations (CFR)) when a shipment contains hazardous materials. When the shipper selects “Edit” under the ”HM-X” box on the Freight Bill of Lading “Step 3 of 5” screen the Step 3 Continuation screen below will be displayed. Click on the drop down menus to select the proper DOT HAZMAT descriptions. When all information is complete, click on the “Continue” button at the bottom of the screen to continue to step 4. All hazardous material must be properly certified by the shipper. The shipper will be required to identify whether the shipment is an “A” Air shipment or “O” Other than Air shipment. The shipper should select “O” for Other than Air shipment for TMSS LTL and TL freight shipments. When “Other Than Air Shipment” is selected, the following statement will be included on the bill of lading, “This is to certify the above named materials are properly classified, described, packaged, marked and labeled, and are in proper condition for transportation according to the applicable regulations of the Department of Transportation. Certifying Official __________. ” Transportation Management Services Solution (TMSS) 43
Chapter 4: Freight Bill of Lading (Step 4 of 5) Accessorial charges requested during the online book shipment process will automatically be displayed. The amount will be shown if it can be calculated (this depends on the type of service requested). The Total Includes Amounts For Accessorials That Can Be Calculated Click Here To Go To Step 5 Verify the accessorial services to make sure they are correct before continuing Click on “Continue” at the bottom of the screen to go to step 5. Transportation Management Services Solution (TMSS) 44
Chapter 4: Freight Bill of Lading (Step 5 of 5) Confirm the estimated charges displayed on the screen. Add any additional instructions, marks, annotations or shipping information for the TSP. Click on “Create Bill of Lading” to generate the bill of lading. Click on “Save” to save the updates if you do not want to create the BL until later. Add Appropriation Number(s) Here Additional Shipment Information Here Click Here To Issue Bill Of Lading The appropriation number must be completed for billing purposes. If the shipment contains hazardous material the Hazmat Emergency Response information must be provided. Transportation Management Services Solution (TMSS) 45
Chapter 4: Freight Bill of Lading View Document Page Freight Bill TMSS automatically generates a unique BL/Document number for each freight shipment. An email message and the BL will automatically be sent to the TSP’s registered email address when the shipper clicks on “Generate Bill of Lading” at the bottom of the “Freight Bill of Lading” screen (5 of 5). To view/print the BL(s) click on “Original” or “Memorandum”. BL Download Instructions: (a) Double click on Memorandum Copy to display BL (b) Select “File” on the tool bar (c) Select “Save As. . . ” from the drop down menu (d) Save the document to a location for easy retrieval; i. e. Desktop (e) Name the file with an. html extension under “File Name” and select “Save” BL Number Click Here To View/Print BL Original The “Original” copy of the TMSS electronic BL is the contract for transporting the shipment. It provides the addresses for pickup and delivery, a description of the articles and accessorial services, and any special instructions the TSP may need to transport the goods. The original copy is used to bill the charges to the agency. If the original is lost or misplaced the TSP must request a certified true copy of the original BL from the shipper to present for payment. Only the shipper can print the original copy of the BL; and only one original copy can be printed. The original is provided to the TSP at the time of shipment pickup. Memorandum The “Memorandum” copy of the electronic BL can be used by the shipper for administrative purposes. A memorandum copy can be downloaded by the shipper and distributed via email. The shipper can provide a memorandum copy of the BL with a statement, placed on the memorandum copy, that it is a certified true copy of the original BL, to a TSP when an original BL is lost or misplaced. Transportation Management Services Solution (TMSS) 46
Chapter 4: Freight Bill of Lading Modify Freight Bill of Lading A BL correction notice must to be issued when changes or modifications are made to an existing BL once it has been issued. To make any necessary changes to a BL go to the TMSS “Main” menu and click on “Freight Shipment” on the left side of the page. The “Review Shipment/ Booking/ Bill of Lading” screen will be displayed. Click on the appropriate highlighted BL number. The “Freight Control” Screen will be displayed. Once a BL has been issued the buttons at the bottom of the screen change to allow the shipper to “Modify Bill of Lading”, “View Bill of Lading Audit Trail”, or to “Cancel Shipment”. To make any necessary changes such as adding a freight description or changing an address or telephone number click on “Modify Bill of Lading”. The “Freight Bill of Lading” screen will be displayed. Click on continue at the bottom of the screen until you reach the step/screen that has the blocks necessary to add/change/delete the information that needs to be modified. Make the necessary changes and continue to step 5. Click To View Booking Audit Trail Click To See Survey Results Click To Modify Bill Of Lading It is necessary to select the days or hours, for response from the TSP, at the bottom of Step 5 of the “Freight Bill of Lading” screen before generating a correction notice. Once the changes or modification are complete click on “Generate Correction Notice” to issue the correction notice and notify the TSP via email. Transportation Management Services Solution (TMSS) 47
Chapter 4: Freight Bill of Lading Audit Trail TMSS records and stores each transaction completed during the create BL process. To access a BL audit trail: 1. Select the BL number on the TMSS ”Review Shipment/ Booking/ Bill of Lading” screen to display the “Freight Control” screen. 2. Click on the “View Bill of Lading Audit Trail” button on the bottom of the “Freight Control” screen to display the “Bill of Lading Audit Trail”. Transportation Management Services Solution (TMSS) 48
Chapter 4: Freight Bill of Lading Transportation Management Services Solution (TMSS) 49
Chapter 4: Freight Bill of Lading Continuation Sheet Transportation Management Services Solution (TMSS) 50
Chapter 5: Complete Shipment Data Freight – Shipment Data To complete the shipment data the TSP clicks on the “Complete Shipment” button at the bottom of the “Freight – Online Bill of Lading - TSP View” screen to display the “Freight – Shipment Data” screen. TSP Screen Click To Display The Freight Shipment Data Screen The TSP enters information from the weight ticket to complete the shipment weight data and provides the actual shipment pickup and delivery dates and times. Once the information has been entered, the TSP clicks on the “Add” button at the bottom of the Screen to enter the data in TMSS and notify the shipper. The added information is displayed at the bottom of the screen in the blue area after the TSP clicks on “Add”. TSP Screen Click On Add After The Data Has Been Entered Transportation Management Services Solution (TMSS) 51
Chapter 5: Complete Shipment Data Freight Control Screen To review the complete shipment data click on the applicable BL Number on the “Review Shipment Booking Bill of Lading” screen to access the “Freight – Control Screen”. When the TSP adds the weight data in TMSS the “Shipment Data” button is added to the bottom of the shipper “Freight – Control Screen”. Clicking on the “Shipment Data” button at the bottom of the page displays the Freight Shipment Data View” screen that shows the shipment pick-up, delivery, and weight information. Click Here To View Shipment Data Transportation Management Services Solution (TMSS) 52
Chapter 5: Complete Shipment Data Freight Shipment Data View The “Freight – Shipment Data View” screen shows the complete shipment data below the blue area at the bottom of the screen. To display the data above the blue area click on the highlighted number at the bottom of the screen. If the weight of the freight shipment appears to be incorrect the shipper may request the TSP to reweigh the shipment by clicking on the “Request Reweigh” button at the bottom of the screen. TMSS will send an email to the TSP requesting the reweigh. Transportation Management Services Solution (TMSS) 53
Off-Line Booking Overview The Off-Line Booking functionality makes it possible for a shipper to complete a freight shipment without TSP participation in TMSS. The shipper can generate a cost comparison in TMSS, select the best value TSP, book the shipment off-line (call TSP), and then complete the shipment information, confirm the shipment and issue a BL online in TMSS. This feature is implemented using a check box on the Online Book Shipment screen. A comment field is available to record any off-line communication with the TSP during this process. A shipment that has been booked off-line will be processed similar to any other shipment within the BL module. The off-line function only affects the Booking module. Check Off-line Booking Add Text Comments The Off-line Booking feature should be used for emergency or last minute shipments and shipments that are pending because the TSP failed to respond to the online booking request within the required response time. If a shipment is booked online and a TSP does not respond to the shipper’s offer, the shipper can either: (1) Call the TSP and request response to the online booking offer via TMSS, or (2) Cancel the shipment. If the shipper cancels the shipment, it is not necessary to initiate a new query. (a) Return to the Review Shipment/ Booking/ Bill of Lading screen (b) Select Cancelled from the Status Bar drop down menu at the top of the screen. (c) Click on the cancelled DRN to return to the Book Online screen (d) Click on Select Carrier at the bottom of the screen to return to the Freight Query Results screen. (e) Select a TSP, call the TSP to the book shipment, book the shipment off-line. (f) Confirm the shipment on behalf of the TSP online. (g) Issue the BL online. Transportation Management Services Solution (TMSS) 54
Chapter 6: Freight Off-line Booking Instructions 1. Select Freight Shipment on the TMSS Main Menu Click On Freight Shipment 2. The Review Shipment/ Booking/ Bill of Lading Screen will be displayed. (a) Select Create Shipment – red box at the top left side of the screen. Click On Create Shipment 3. The Freight Query Screen will be displayed. (a) Complete the shipment information; pick-up date, origin, destination, weight, and accessorials to obtain a cost comparison. (b) Select Query at the bottom of the screen. Click On Query Transportation Management Services Solution (TMSS) 55
Chapter 6: Freight Off-line Booking Off - line Booking Instructions 4. The Freight Query Results (Cost Comparison) screen will be displayed. (a) Select a TSP based on best value. (b) Contact the TSP and book the shipment off- line. (TSP phone numbers are listed on the Freight Query Results screen). (c) Select the SCAC of the TSP after the shipment is confirmed. Click On TSP SCAC 5. The Freight Online Book Shipment screen will be displayed. (a) Select Addresses and complete the required address fields (b) Select Accessorials and choose the applicable services. (c) Select Off- Line Booking. (d) Select Confirm. (e) Pop-up screen (Liability reminder) will be displayed: select OK. (f) Pop-up screen (Reminder will be sent to TSP) will be displayed select OK. (g) The “Freight – Control” screen will be displayed allowing the user to create a bill of lading. Click To Addresses Click To Add Accessorials Click On Off-Line Booking Click To Confirm On Behalf Of TSP Transportation Management Services Solution (TMSS) 56
Chapter 7: Freight Reports/Mailing Lists Freight Report Query To create a report select the specific data fields to identify the information you want displayed on the report. You can generate a report that lists more than one carrier by selecting Standard Carrier Alpha Codes (SCAC) using the drop down menu scroll bar. Hold down the “Control Key” on your computer while you click on the SCAC(s) for the carriers you want to select. Reports are created quickly, however, it will take longer to run a report when a large number of SCACs and data elements are selected. Click Query To Generate A Report You can limit your report to a specific origin or destination by using the scroll bars to list the available locations. Click on a location to select it. Freight reports will show each data element that is selected. Click on the boxes next to the data elements you want to display on the report. A check will be shown in the boxes next to the selected data elements. Click on a box to remove a check mark for a data element you don’t want listed on the report. Click on the “Query” button at the bottom of the screen to generate the report. Transportation Management Services Solution (TMSS) 57
Chapter 7: Freight Reports/Mailing Lists Freight Report Information displayed on the report will vary based on the data elements selected during the report query function. The report shows the results from your Freight Report Query. It lists the service areas, TSPs, and the types of services offered. The report can be printed or downloaded to your PC. You can return to the Freight Report Query by clicking on the “Back to Query” button on the top right side of the screen Transportation Management Services Solution (TMSS) 58
Chapter 7: Freight Reports/Mailing Lists Create Mailing List TMSS maintains mailing lists of TMSS customers and TSPs that participate in the GSA’s Freight Management (FMP) and Centralized Household Goods Traffic Management (CHAMP) programs. There are 4 groups of addresses available. To select a group click on the check box to the left of the Group name. The number of mailing addresses can be limited by selecting a particular Federal Agency or a particular Federal Agency and Bureau. Click on the drop down arrows to select a Customer Name and Bureau. You can limit the mailing list to a particular Zip code by typing in any valid 5 digit Zip Code. Click on the “Query” button at the bottom of the screen to generate the mailing list. Transportation Management Services Solution (TMSS) 59
Chapter 7: Freight Reports/Mailing Lists Freight TSP Mailing List The mailing list shows the names and addresses of the agencies or TSPs requested. The mailing list can be downloaded to your PC. Click on the “Download” button at the top of the screen and follow the instructions to download the report. Transportation Management Services Solution (TMSS) 60
Chapter 7: Freight Reports/Mailing Lists Federal Agency Identification Code (FAIC) List Federal Agency Identification Codes (FAIC) are maintained by the U. S. Department of Treasury. FAIC codes are standard data element four-character identifiers used for the Federal budgetary process to identify Federal agency/organizations. The purpose of data element standardization is to eliminate unnecessary duplications and incompatibilities in the collection, processing, and dissemination of data, and to maximize the usefulness of data resources. FAICs are used as part of the TMSS User ID numbers. The FAIC is generated by TMSS. The FAIC List includes the agency, bureau, shippers name, and work address. All FAICs are displayed in numerical order, first by agency and bureau, then by shipper. The first four numbers of the User ID is the FAIC which identifies the shipper’s agency code and bureau code and the remaining five are designated by TMSS to identify the shipper. All TMSS users are included in the FAIC list. Transportation Management Services Solution (TMSS) 61
S ACRONYMS AMSA: American Moving and Storage Association BL: Bill of Lading CHAMP: Centralized Household Goods Traffic Management Program CSI: Customer Satisfaction Index DRN: Document Reference Number FAIC Federal Agency Identification Code FAK: Freight All Kinds FMP: Freight Management Program FSS: Federal Supply Service GA: Group Administrator GSA: General Services Administration HHG: Household Goods HTOS: Household Goods Tender of Service IFF: Industrial Funding Fee ITMS: Interagency Transportation Management System LTL: Less Than Truckload MWOB: Minority Woman Owned Business NAMP: National Account Manager Program PBP&E: Professional Books, Papers and Equipment PMO: Program Management Office POV: Privately Owned Vehicle RFO: Request for Offers RFS: Request for Service RFSP: Rate Filing Service Provider SA: System Administrator SCAC: Standard Carrier Alpha Code Transportation Management Services Solution (TMSS) 62
ACRONYMS Acronyms SIT: Storage in Transit SRO: Standing Route Order STOS: Standard Tender of Service TL: Truckload TMSS: Transportation Management Services Solution TOS: Tender of Service TSP: Transportation Service Provider UAB: Unaccompanied Air Baggage URL: Uniform Resource Locator VI: Value Index WG: Work Group WMS: Warehouse Management System ZIP: Zone Improvement Plan Transportation Management Services Solution (TMSS) 63
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