Consignments are created in various ways:

• Web Portal: This is where a consignment is manually created from within the Consignment Creation page of Transvirtual. Click here for further information.
  

• EDI: This is where a consignment is created via EDI (Electronic Data Interchange) rules. For further information on this click here.
  

• API: This is where consignments are created via API. For further information on this click here.
  

Consignments can be created as either deliveries or pickups. Pickup type consignments are much the same as deliveries; the major difference being that this type of consignment is one that a sender or customer has requested that you come and collect the freight from their location before delivering to the end receiver.

Once the Consignment has been created

Once a consignment has been created, the next steps you take will be determined by the type of consignment you are actioning. To know more how to create a consignment, click here.

Pickup Consignments - Where to start?

1. When a pickup consignment is created in your account, it appears in the Pickup Allocation screen (Transport > Operational Task > Pickup AllocationAllocation Controller).

Allocating the Pickup

1. Allocate the pickup to a user or driver from the Pickup Allocation screen. This assigns them the task of collecting the freight and bringing it back to your depot for processing and sorting.
   

For further information on how to use the Pickup allocation screen, click here.

Driver Role

• Once allocated, the consignment appears on the driver's device. The driver must obtain a signature for the pickup to generate a Proof of Pickup (POP), which is similar to a Proof of Delivery (POD).
  

Once a Pickup has been completed or the consignment is a Delivery type

1. Once a pickup has been completed or a consignment is created as a delivery (Pickup is not required), the next step in the consignment lifecycle is to scan any arriving freight at your depot using a Depot In scan.
   

1. It is highly recommended to apply a Depot In scan to all incoming freight at your depot. This scan provides timestamps indicating when and where freight arrived. Performing Depot In scans and creating a corresponding manifest of all freight that arrived at your depot at a certain time is a good way of keeping everyone in the loop.
   
2. Depot scanning is quick and easy and allows your staff or customers to accurately track where a consignment has been or is up to.
   

If required, you can have manifests automatically emailed to someone or have the manifest PDF automatically print. For more information on how to set this up, please click here. 

After Depot Scanning has been completed, what next?

1. After performing Depot In scans on all arriving freight, you would then sort the freight into relevant floor locations, areas, bins, or runs. This sorting can be done until the freight is ready either for Linehaul to another depot or for delivery by one of your drivers. Once sorting is completed then the relevant drivers or agents can collect the freight for its next destination.

1. Floor scanning should be used once all freight scheduled for the day has left the depot. During this process, systematically scan all remaining freight on the depot floor using a Floor scan. Ensure that each scan is accompanied by an appropriate Scan Tag that explains the reason for the scan.

To know more about Freight Scan Types, click here OR click here for further information on what Scan Tags are and how they can be created.

If you have freight left on the depot floor at the end of the day, what should you do?

Performing Held Over Scans

• Scan any freight remaining on the depot floor at the end of the day using a Held Over scan type. The reason for applying these scans to consignment means that the scan is recorded This ensures that the scan is logged in the consignment's history. Anyone with access to the consignment can see when and why it was Held Over scanned, along with any applied Scan Tags like 'Linehaul Full', indicating reasons such as the Linehaul truck being at capacity.

Freight left in the depot is often held for specific reasons, such as a full Linehaul truck or containing dangerous goods requiring specialized transport.

Executing a Held Over Scan

• Performing a Held Over scan is similar to Depot In or Floor Scanning. Use your mobile device to change the scan type (refer to the links above for detailed instructions). After scanning, it's advisable to create a manifest of any Held Over scans. You can view these manifests in the manifest section of Transvirtual.

Purpose of Held Over Scans

1. Held Over scans are typically applied to freight deliberately held at the depot, often due to missing a scheduled movement like Linehauled for reason X. However, Held Over scans could be used to scans any freight remaining undelivered on the depot floor at the day's end.
   
2. Make sure that every scan type applied includes a corresponding Scan Tag explaining why the scan was performed on the consignment.
   

Floor Scans are typically used for freight that missed delivery attempts, while Held Over Scans are used to scan freight that has been deliberately held at a depot, such as when a Linehaul truck is full. Both scans should be used with appropriate Scan Tags and both scans should be added to a manifest where possible.

To know more about Depot in Scanning process, click here.

Freight has arrived at the Depot and I need to Return it to the Customer or send it with an Onforwarder?

Sending Freight Back to the Customer

• To return freight to a customer using Transvirtual, initiate a Linehaul Out for the freight and set the Linehaul destination as 'Customer'.

If you are only handling the pickup part of the consignment for your customer, ensure to return the freight promptly after pickup.

1. After sending the freight back to the customer, consider the consignment complete from your operational standpoint. Ensure a Linehaul Out scan is performed on all freight designated for return.

This may require a paid support plan as per our support policy. To know more about support policies, click here.

This process relies on having Linehaul destinations configured to include a zone named 'Customer'.

1. The zone list that is used to provide scan destination options in the mobile app is the below.

 

1. To navigate Zone Directory Mapping section, go to Configuration > General > Global Setup, on general tab, go to Zone Directory Mapping section.
   
2. For further information on how to edit/add to a zone list (adding a new zone called Customer), click here.
   

1. Process overview here is Linehaul Out to Customer using appropriate Scan Tag (name of customer is a good suggestion).

2. Implement an EDI rule to fully completes these types of consignments automatically.

Assigning freight to an Agent/Onforwarder

1. Apply Linehaul Out scans to all freight that will be delivered by an agent on your behalf. The setup for this is similar to sending freight back to a customer and perform Linehaul Out scans on applicable consignments. Set the Linehaul destination as 'Onforwarder'. Ensure this destination setup is configured correctly (refer to the above links for detailed instructions).
   

• Setup an Auto-Assignment rules to streamline the process. Auto-Assignment rules can automatically assign freight to agents based on Linehaul Scan criteria. For instance, if a Linehaul Out scan is performed with a Scan Tag of 'agent x' and the destination set as Onforwarder, the consignment is automatically assigned to the designated agent. This automation saves time by eliminating the need for manual assignment. It also ensures a clear record of consignment handling, which is beneficial for operational and financial tracking purposes.
  
• Auto assignment is also handy for finance reasons where you can track how much you need to pay to an agent for a particular consignment (This requires agent rate card have been setup).

The other thing to consider for this process would be Auto-Assignments, click here for further information on how to setup and use Auto-Assignments.

1. Perform Linehaul Out to "Onforwarder" with the relevant Scan Tag (agent name is a good suggestion).

2. Setup Auto-Assignments to automatically allocate consignments to agents based on Linehaul out Criteria.

Freight has arrived in Depot and it needs to be delivered by my drivers

1. With the help of mobile app perform a Load scan on all freight. Tap the Load icon and scan the barcodes of the applicable consignments to load them onto your device. To know more about Loading Process, click here.
   

1. After scanning, sort the load page to arrange the freight in the delivery order, to know more about sorting process click here or you can utilize our Route Optimization Module for efficient planning. For more details on this feature, click here.
   

1. Tap on the Leave Depot button located at the bottom of the Load page once all the intended freight is loaded for delivery. Tap on Yes to Confirm you are leaving the depot with the selected freight. 
   

1. After leaving depot process, you will be redirected to the delivery screen. Here, individually selects each consignment for delivery. Obtain a signature and Proof of Delivery (POD) for each delivered consignment. If a signature/POD is not possible due to location closure or if it's a Left as Instructed (ATL) type consignment, select the appropriate delivery issue option to mark the consignment as delivered. For more information on handling delivery issues, click here for further information.

1. If a driver does not deliver all the consignments they had loaded onto their device, when the driver arrives back at the depot at the end of their day, the consignment should be scanned as Depot In, a Scan Tag can be added (if required). This step is important so that anyone with access to the consignment can see its status and check why it returned to depot.
   

The above process is what is considered best practice from a TransVirtual point of view and some of the components listed here may not suit your business.
Scanning adds visibility to consignments, but please ensure that the processes implemented will work for you and your business.