SoftForm's Bill of Lading Entry Screen

1. Shipper/Consignee Selection Screen Top of Page	1. Shipper/Consignee Selection Screen The first step in the creation of a new Bill of Lading is to designate the Ship-From address, and the Consignee Ship-To address. The left side of the screen allows you to select the shipping location (or accept the default). The default shipping location comes from the Bill of Lading Setup screen. If you have set up additional shipping locations, they will be displayed in the grid at the top of the screen. To use one of those alternate shipping addresses for this Bill of Lading, click on the CHANGE SHIP-TO ADDRESS button. Then use the arrow keys to highlight the desired shipping location. If you are using the VICS Bill of Lading format, and have an SID number for this shipment, enter it in the text box near the bottom of the screen. The SID number is for an authorization number to deliver this shipment to a Distribution Center, if the shipper controls this shipment. The right half of this screen is for selecting the Consignee for this shipment. The Consignee is the ultimate destination for this shipment, or the Ship-To name and address. To search for a consignee, enter either a Consignee ID OR a Consignee Company Name. Then click on the Search button. The closest matching Consignee will be displayed in the top box. Use the Forward and Backward movement keys to view other Consignee’s. When the correct Consignee is displayed, click on the Select button, or press the ALT-S key combination.
2. Add a New BOL Top of Page	2. Add a New BOL This is the first tab of the Bill of Lading Add screen. This screen tab allows you to enter key information about the BOL. The FOB box will default to FOB Origin. Click on the second button to designate FOB Destination. The TERMS box will default to Prepaid. For Collect or 3rd Party terms, click on the appropriate radio button. The TYPE box will default to LTL BOL. This is for a LTL Bill of Lading. If you want to create a Truckload Bill of Lading, Click on the second button. To create a miscellaneous Bill of Lading, click on the third button. This will allow you to enter a carrier name and a price quote instead of presenting you with a list of LTL or Truckload carriers with charges. TERMS: Pre-Paid. This means that the shipper will pay the freight costs. Collect means that the Consignee will pay the freight charges. 3rd Party means that someone other than the Shipper or the Consignee will pay the freight charges. The P.O. No. field will accept any combination of numbers and letters up to 17 in total. The Ship-To address is picked up from the Consignee you previously selected. You can change the ship-to information by clicking on the Edit button. The Reference Number Entry field is at the bottom of the screen. You can enter as many reference numbers as needed. Each reference number can consist of any combination of numbers and letters up to 17.
3. New Bill of Lading - Misc. Top of Page	3. New Bill of Lading - Misc. This tab allows you to enter or change miscellaneous data fields. You can enter the trailer number for this shipment. You can also enter up to 4 trailer seal numbers for this shipment. There are 5 Special Instruction lines. If you have designated any default instructions on the Bill of Lading Setup screen, they will appear here, and on all Bills of Lading. You can change or add to these text lines. If you want to set a delivery date and time, click on the Set Date/Time Button. Change the date and time to the desired date and time. NOTE: The delivery date and time will be put into line 5 of the special instructions. It will OVERWRITE any text that is already there. The FAX No. and E-Mail fields are used to send copies of the completed documents to selected parties.
4. New Bill of Lading - Bill To Top of Page	4. New Bill of Lading - Bill To This tab allows you to enter or change the Bill-To name and address, Declared Value, or Charge Code. The Bill-To information that appears on this tab is the result of your choice of Shipper, Consignee, and the terms of this Bill of Lading. For Pre-Paid shipments the Shipper is paying the freight bill, so it may be blank if the your Bill-To address is the same as the Ship-From address. It could also be the address of your freight auditor, if they pay your fright bills. A collect shipment means that the Consignee is paying the freight bill. In that case it will contain either the Consignee address, or a Third Party company name and address. The declared value refers to the amount of liability the carrier has if this shipment is lost or damaged. Before you use the declared value boxes be sure that you understand your carrier agreements, and have discussed this issue with all of your carriers. The Charge code can be used for any key number such as a Department number, or a General Ledger code. You can use it or leave it blank.
5. New Bill of Lading - Ship Items Top of Page	5. New Bill of Lading - Ship Items This tab allows you to enter the Ship Items or Commodities to the Bill of Lading. The Ship Items are the actual commodities that you are shipping on this Bill of Lading. You can add up to 20 Ship Items to a Bill of Lading. Each Ship Item can be for one or more Handling units. The first two text boxes are for the quantity and type of handling units. A handling unit for most Less Than Truckload shipments is usually a skid or pallet. The Handling Unit type will be filled in with a default value if you entered one on the Bill of Lading Setup screen (Misc. Tab). The next two text boxes are for the Package quantity and type. The package type will be filled in with a default value if you entered one on the Bill of Lading Setup screen (Misc. Tab). The Commodity description box should contain a list of standard commodities (Ship Items). The standard Ship Items are maintained via the Ship items maintenance screen. Click on the Down Arrow to display a list of Ship Items. You can also enter a commodity description. If you select a Ship Item from the list, the HAZ, NMFC, and Class boxes will be filled in. If you type in your own description, you will need to fill in the other boxes. If the Ship Item or Commodity is Hazardous, enter an X in the HAZ box. Also fill in the proper NMFC number (Not Shown). This refers to the item number in the National Motor Freight Classification book. Each NMFC item number has a freight classification. The Class field is a required field. Enter a valid class, or select one from the list via the down arrow. Next enter the total weight (Not Shown) for all the handling units. If you are shipping 5 Skids on this Ship Item then enter the total weight for all five skids. Next click on the Add button to add this Ship Item to The Bill of Lading. Repeat the above steps for up to 20 Line Items.
6. New Bill of Lading - Customer Info. Top of Page	6. New Bill of Lading - Customer Info. On this tab you can enter Customer Order Information. This Customer Order Information is for the VICS Bill of Lading. The VICS Bill of Lading is the standard format designed by large retailers. This information is actually an alternate way to describe the commodities you are shipping. You should enter the same number of packages and weight as the Bill of Lading. This format allows you to associate customer order numbers with the Commodities. You might be shipping one pallet with 125 packages. The 125 packages are actually 2 customer orders. One order is for 25 packages, and the other order is for 100 packages. When done entering the Customer Order Information click on the Finish button (or Alt-F). You can bypass this screen by clicking on the Finish button (or Alt-F). This information will print on a supplemental Bill of Lading Page.
7. New Bill of Lading - Audit Top of Page	7. New Bill of Lading - Audit AUDIT TAB This tab contains the charges for the carrier you selected. The cursor will be positioned on the Pro Number text box. Enter or scan in a Pro-Number for this Bill of Lading. Then press the Enter key, or click on the SAVE button.
8. Bill of Lading Inquiry AUDIT This screen shows the calculated carrier charges for this Bill of Lading, and the actual carrier charges (if entered). SHIP ITEMS This screen shows the Ship Item details. The details include the quantity and type of handling units, quantity and type of pieces, the weight, NMFC number, charges, etc. Click on the movement buttons to display the first, previous, next, or last Bill of Lading. LIST This is a list screen that is formatted in rows and columns. Each Bill of Lading will be displayed on a row. You can use the arrow keys, Page Up, Page Down, and the mouse to move around the database. When you have found a Bill of Lading, simply click on any of the other Tabs to display the B.O.L. details. Top of Page	8. Bill of Lading Inquiry The Bill of Lading Inquiry screen allows you to view the contents of the B.O.L. history file. To move around the file, click on the arrow buttons in the lower right hand corner of the Ship-To tab. The buttons are Top, Previous, Next, and Bottom. You can also click on the List Tab and use your Page Up and Page Down buttons as well as the arrow keys. Click on the Tabs along the top of the screen to display different parts of each Bill of Lading. The Tabs are explained below: SHIP-TO This screen shows the BOL number, ship date, ship-to address, Carrier, and Pro-number. The EDIT button will allow you to change information on this screen. To change FOB, terms, or BOL type click on Edit first, then the appropriate button. To change the Ship From information click on the EDIT SHIP FROM button. Use the EDIT REF. Button to change or add reference numbers. The FIND button will allow you to search for a BOL by Date, Pro No., etc. The PRINT BOL button will print a BOL form. The SHIP NOTICE button will allow you to select a printer or FAX to send a Shipment notification. NOTE: You must have a FAX modem and a FAX driver installed to FAX a Ship Notification. Clicking on the Delete button will mark the Bill of Lading for deletion. To permanently remove the Bill of Lading from the database, you must use the Remove deleted screen. To display the Remove Deleted screen, close the BOL inquiry screen, then click on Maintenance, and Remove Deleted. Click on the Bill of Lading button to remove all BOL’s marked for deletion. MISC. This screen shows the Trailer Number, Trailer seal number(s), Manifest Number, Trip Number, Special Instructions, FAX Number, and E-Mail address. You can click on the EDIT button to change information on this screen. BILL-TO This screen shows the Bill-To company name and address for this Bill of Lading. It also shows the Declared Value and Charge code for this shipment. The charge code can be a department charge number, or a General Ledger code associated with this shipment. You can click on the EDIT button to change information on this screen.
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1. Shipper/Consignee Selection Screen	5. New Bill of Lading - Ship Items
2. Add a New BOL	6. New Bill of Lading - Customer Info.
3. New Bill of Lading - Misc.	7. New Bill of Lading - Audit
4. New Bill of Lading - Bill To	8. Bill of Lading Inquiry