FreightOptics Client Manual 6/17

Parcel Contact: Saxon McBride, Director of Operations

smcbride@zdscs.com

Freight Contact: Forrest Jordan, Director of Freight Operations

Fjordan@zdscs.com

Getting Started Login

- Start by book marking http://audit.freightoptics.com

- Log in using the client credentials sent in the automated FreightOptics email. If the credentials are lost, click Forgot your password?

Landing Page

- Once logged in, select a landing page from the options listed below (each one of these will be discussed later in the manual.

- Make sure to select Save Default so the system can remember the landing page for next time.

Tool Bar

- This is the main tool bar for navigating the site. It is divided into Parcel and Freight, with links to the Reports, Dashboards, and Invoice Search options, for both modes.

Parcel

Reports: This function allows users to export specific hard numbers in excel files (csv and pdf formats also available) for serious data manipulation.

- The Reports section can schedule weekly or monthly reports delivered straight to a user’s email, or generate individual reports on the spot as needed. Brief descriptions of available reports can be found in the Appendix of this manual,

- Users can select the specific type of report, the carrier, account numbers, and the format.

- The system also allows for specific date ranges, such as rolling period (previous week, current month, etc.), the last number of days to pull, or a specific window of prior days.

- Finally, the report can be generated by clicking Generate Report.

- The Schedule Report button can run reports on a recurring basis (weekly, monthly, or a scheduled date), and deliver them to the emails of multiple users.

- The Download Reports section displays a running list of generated and scheduled reports, along with those in queue. Click on any report to download it and open the excel file.

Dashboards: This page presents fast and highly customizable graphical representations of a user’s data.

- At the bottom of the Dashboards page is the Edit Layout button:

- Use this section to completely customize the Dashboards: create unique pages with the desired widgets (over 50 to select from), arranged in the most convenient way, with the desired date ranges, then click Save.

- The system then provides charts, graphs, or heat maps for a graphical view of the data.

- All the Dashboard views have Drill Down Technology, and can be exported for use in a presentation. Click on a service or time table, and that particular data set will expand for a closer look.

Invoice Search: This option searches for a specific shipment, depending on the information provided.

- The tool can search by delivery status, carrier, date criteria, account number, invoice number or tracking number(s).

- Once the search criteria are entered, click Search and a list of matching invoices will appear below.

- Click on the invoice number for a pop up of the related tracking numbers.

- Each individual tracking number can be clicked on for an in depth pop up for that particular shipment.

- Clicking on the tracking number again will load the carrier’s tracking portal from their own website.

Freight

Invoice Search: This option searches for a specific shipment, depending on the information available and approved exceptions.

- This tool searches by client, carrier, status, date criteria, invoice number, BOL Number(s), invoice ID or Reference Number.

- Once the search criteria are entered and Search is clicked, a list of matching invoices will appear below.

- Click on the shipment to view the details associated with that invoice.

- Under the Line Items tab, you can see notes about the shipment and disposition exceptions.

o Shipments can be approved or set to dispute, comments can be visible to the carrier or not, and attachments may be added

- GL Coding Updates

o When a shipment is in clientglcodereview status, the client can update the GL Code by selecting the GL Code tab and using GL Code Disposition.

- Invoice Status Key:

Invoice Status Description of Status

ODE

Invoice is being entered into the system

Loaded Invoice is entered and pending audit

Open Invoice is pending next step in the audit

ZeroPayClose Invoice is closed without payment (typically happens with a duplicate or an invoice that was corrected)

Duplicate Invoice found a potential duplicate and is in review by auditor

AuditorMatchRevie w Invoice did not find a match record and is in review by auditor

ClientMatchReview Invoice did not find a match record, was reviewed by auditor, and is now in review

by client

Dispute Invoice did not pass audit rules and is in review by auditor who would be reaching out to carrier with questions/comments/request for correction

Exception Invoice is pending approval by client

ExceptionDispute Invoice has been disputed by client and is in review by auditor who would be reaching out to carrier with questions/comments/request for correction

ClientGLCodeReview Invoice is in review by client to apply GL Coding rules

Audited Invoice is approved and will be provided to the client in the next batch

Closed Invoice has been sent to client for payment but client has not funded a payment yet

Paid Invoice has been paid and Payment Details are available in Payment Info tab on the invoice

TMS: The Transportation Management System allows for easy quoting, booking, and tracking through multiple carriers and modes, all through one easy log in.

- SOP for TMS is available inside the application. Please refer to the below:

- The SOPs are searchable.

User Profile

- In the main toolbar, clicking on the user profile will allow users to modify the landing page, change the password, or logout of the system.

Appendix

Parcel Reports

Accessorial Summary – UPS

For each UPS package, the gross amount, the incentive amount, and the percent of incentive received for each accessorial is shown.

Additional Handling

This report can be run for a client with a date range. The details of all packages for which additional handling charges have been charged is shown.

Address Correction

This report gives charge descriptions of the packages for which address changes have been charged. It gives details of the old address and the new address with possible contest for those where address has been same and charges have been applied.

Air To Ground Compare

For delivery between same destinations, the details of shipping through air, shipping on ground and the difference is shown. The gain in days is shown.

Analysis By Service – UPS

This report can be run for an account of a client with a date range. For each UPS service, the gross amount, the incentive amount and the percent of incentive received for each invoice is shown.

Analysis Details

This report gives an individual charge by charge breakdown over a given time period. This report can be run specifically for UPS (Analysis Details – UPS), FedEx (FedEx Analysis Details), or for clients using both carriers (Analysis Details).

Annual Summary

This report can be run for a date range. Categorized by service, the net spend along with total packages and weights are shown. Spend per package, Spend per unit weight, and weight per package ratio is also shown. All this is displayed for every quarter in the date range.

Annual Summary – International Break Down

This report can be run for a client for a date range. Provides a breakdown by service of spend, package count and weight for international shipments.

Audit Credits

This report can be run for a client with a date range. The details of packages for which refund has been claimed along with adjustment and the reasons for the refund are shown in the report.

Billed Invoice Vs Credited Invoice – UPS

This report can be run for a client with a date range. The comparison of the billed Invoice and the credited invoice details are given. This also informs whether it’s the callers’ credit or not along with details of the adjustment reasons.

Charge Code Summary – UPS

This report can be run for an account of a client with a date range. Based on charge code, the number of packages transmitted with net charges are shown.

Charge Summary By Service

The report gives details of Payment to be done by the client to the carriers categorized by service.

Client Credit Summary

This report can be run for a client with a date range. The refunds received by client and by audit are summarized for every week in the given date range.

Client Credit Audit Summary

This report can be run for a client with a date range. The refunds received by audit are summarized for every week in the given date range.

Client Net Spend Summary

This report can be run for a client with a date range. The net spend for each service is shown.

Contested Report

This report can be run for a client with a date range. The details of packages for which the UPS carrier can be contested for refund is shown.

Cost Allocation By Reference

This report can be run for an account of a client with a date range. For each invoice in the given bill date, the total charges incurred for each reference number is shown.

Declared Value Details

This report can be run for a client for a date range. Provides shipment details including the declared value amount and declared value surcharge for each shipment.

Delivery Status

This report can be run for a client for a date range. Provides shipment details including delivery date and time, delivery status, customs clearance date and appointment delivery.

Delivery Summary

For each service, the number of packages in a specific Account of the Client along with the charges and weights are shown.

Dimensional Weight

This report can be run for a client with a date range. The details of packages whose dimensional weight is less than billed weight with the difference between the weights is shown.

Duties and Taxes

This report can be run for a client with a date range. Packages with details of taxes levied are shown.

Duties and Taxes Shipment Details

This report can be run for a client with a date range. The packages with details of taxes levied are shown along with shipment details.

Exception And Reason

This report can be run for a client with a date range. The details of packages with any exception and reason quoted by carrier is presented.

GL Code

This report can be run for a client with a date range. Provides a more detailed version of the GL Reports report, with service, zone, package count, charges, dims, etc.

GL Reports

This report can be run for a client with a date range. The invoices which have GL Code are displayed.

Ground Transit Days

This report can be run for a client with a date range. Total packages which are delivered through Ground service in 1-day, 2-day and so on, in each State are shown.

Ground Transit Days – OnTrac – Detailed

This report can be run for a client with a date range. For the carrier OnTrac, this report provides shipment details along with estimated delivery dates and actual delivery dates.

Ground Transit Days – OnTrac – Summary

This report can be run for a client with a date range. For the carrier OnTrac, this report provides a breakdown of total packages delivered through the Ground service for 1-Day, 2-Day, etc., for each state.

GSR Response

This report can be run for a client with a date range. The details of ‘Guaranteed Service

Refund’ (GSR) have been filed and the status of the refund and response is shown.

International Export

This report can be run for an account of a client with a date range. The details of invoices which have receiver country outside ‘US’ are shown.

International Export Custom

A customizable version of the International Export report.

International Import

This report can be run for an account of a client with a date range. The details of invoices which have sender country outside the ‘US’ are shown.

International Import Custom

A customizable version of the International Import report.

Invoice Summary – UPS

This report can be run for a client with a date range. For each UPS package, the gross amount, the incentive amount and the percent of incentive received for each invoice is shown.

Invoice Summary By Account – UPS

This report can be run for an account of a client with a date range. For each UPS package, the gross amount, the incentive amount and the percent of incentive received for each invoice is shown.

Lost And Damaged Packages

This report can be run for a client with a date range. The details of packages which were ‘Broken’, ‘Lost,’ or has no ‘Proof of Delivery’ are shown.

LTL Payment

This report can be run for a client with a payment number. Provides payment details for that shipment.

Manifest And Non Manifest PU Record Number Summary – UPS

The UPS carrier provides a Pickup Number which gives details of the packages to be picked up. The report gives details of packages with this detail.

Net Spend Summary Weekly

This report can be run for a client with a date range. The net spend and the total refund in every week of the date range is shown.

On Time Performance By Service

This report shows a count of packages which were delivered ‘in time’ and a count of packages which were delivered ‘late’ for an account.

Oversize Packages

This report can be run for a client with a date range. The report shows Oversized packages with details of dimensions.

Package Detail – DHL

The report gives details of each package ordered by invoice. The details of the tracking number along with charges bucketed into various accessorial categories are presented. This is specific to DHL.

Package Detail – FedEx

The report gives details of each package ordered by invoice. The details of the tracking number along with charges bucketed into various accessorial categories are presented. This is specific to FedEx.

Package Detail – UPS

The report gives details of each package ordered by invoice. The details of the tracking number along with charges bucketed into various accessorial categories are presented. This is specific to UPS.

Package Type By State – UPS

This report can be run for an account of a client with a date range. For all UPS services, the total charges incurred within each State of the ‘US’ is shown.

Payment

The report gives details of Payment to be done by the client to the carriers periodically. It includes details of refunds/credits received and the net amount to pay to the carrier.

Payment Number Invoice Details

The report gives details of Payment done by the payer to the carrier.

Payment Number Transactions

The report gives details of Payment done by the client to the payer towards payment to the carrier.

Recovery And Transaction

This report can be run for a client with a date range. The summary and detail of the audit credits received along with the adjustment reasons are shown.

Recovery and Transaction – Transaction Count

This report can be run for a client with a date range. Provides a PDF with a count of the credits the client received along with the amount refunded.

Residential Vs Commercial

This report can be run for a client with a date range. The packages which are residential and packages which are commercial are listed separately.

Returned Packages

This report can be run for a client with a date range. All packages which are returned to the sender are shown.

Saturday Pickup And Delivery

This report can be run for a client with a date range. The details of packages which were picked up on Saturday or delivered on Saturday are presented.

Service Level Analysis

This report can be run for a client with a date range. The summary of the charges and incentives categorized service-wise are shown.

Service Summary – UPS

This report can be run for a client with a date range. Categorized by service, the average price per package in each zone is shown.

Shipment Details

The report gives details of each package ordered by invoice. The details of the tracking number along with charges categorized are presented.

Spend By Service

Net spend incurred by service for every quarter in the given date range for the client.

Summary By State

The packages shipped to states with details of transit days per shipment, the average zone value, spend per shipment, and cost per weight unit are shown. This is separated for ‘US’ and outside of ‘US’.

Surcharge - Accessorial Detail

This report can be run for a client with a date range. The refund discount percentage received on the total charges is shown along with the details of the gross charges, the net charges and the discounts.

Surcharge Summary – FedEx

This report can be run for an account of a client with a date range. The surcharge value categorized under each type of surcharge is shown. This is specific to FedEx.

Surcharge Summary – UPS

This report can be run for an account of a client with a date range. The surcharge value categorized under each type of surcharge is shown. This is specific to UPS.

Third Party Shipments

This report can be run for an account of a client with a date range. This report gives details of packages which are billed to a third party for payment.

Transit Days From Each Location

This report can be run for an account of a client with a date range. The report displays the transit days to different locations ordered by transit day’s count.

Transportation Packages Summary

For each Service, in the given Zone, the total packages, the total charges, and the billed weight are shown.

USPS - Express Mail – In Transit After 2 Days

USPS Priority Mail guarantees overnight delivery with a money back guarantee. This report can be run for an account of a client with a date range. USPS priority packages which were not delivered within 2 days are shown.

USPS - No Delivery Scan after 7 Days

The packages which have been delivered to USPS from the carrier but have no ‘Delivery Scan’ when delivered, even after 7 days of delivery to USPS, are shown.

USPS

– Shipment Detail

The contents of the data files are presented as a report.

USPS - Spend By Service

This report can be run for an account of a client with a date range. The sum of spend for each USPS service, the spend per unit weight, spend per shipment and weight per shipment are shown.

USPS - Transit Days By Service

This report can be run for an account of a client with a date range. The estimated days for each service for USPS carrier are shown.

Void

This report can be run for a client with a date range. The details of void packages charged are shown. Void packages are those for whose label has been generated and package has not been dispatched.

Weight Distribution By Service

This report can be run for a client with a date range. The number of packages with the net charges incurred and the percentage of the packages for weight-range, for each service, is shown.

Weight Distribution By Service And Zone

This report can be run for a client with a date range. The number of packages with the net charges incurred and the percentage of the packages for weight-range are shown. This is shown for each zone and for each service.

Weight Distribution By Zone

This report can be run for a client with a date range. The number of packages with the net charges incurred and the percentage of the packages for weight-range are shown. This is shown for each zone.

Zone Density

The summary of packages based on service for each zone is shown. The billing adjustments and shipping charge correction are shown.

Freight Reports

Freight Accessorial Spend and Count

This report can be run for an account of a client with a date range. The sum of surcharge values categorized under each type of surcharge is shown by month. This is specific to freight shipments.

Freight Accessorial Spend and Count by Carrier

This report can be run for an account of a client with a date range. The sum of surcharge values categorized under each type of surcharge is shown by month and by carrier. This is specific to freight shipments.

Freight Accessorial Summary

This report can be run for an account of a client with a date range. The surcharge value categorized under each type of surcharge is shown. This is specific to freight shipments.

Freight Air Ocean Details

This report can be run for an account of a client with a date range. The output is a PDF mock up of an international invoice.

Freight Analysis by Service

This report can be run for a freight client with a date range. Provides a breakdown by service of charges, weight, package count and fuel for a given freight carrier.

Freight Bill Pay Exception Report

This report can be run for a freight client with a date range. Provides a breakdown of invoices in batches not paid fully by self-pay clients according to the remittance information provided.

Freight Carrier Spend and Count

This report can be run for an account of a client with a date range. The sum of payable amount and invoice count is shown by month and by carrier. This is specific to freight shipments.

Freight Consolidated Invoice

This report can be run for an account of a client with a date range. The output is the PDF invoice for a consolidated payable.

Freight Credit Reconciliation

This report can be run for an account of a client with a date range. Invoices which were paid but received a correction after payment for a lower amount will be shown. These should be reconciled by the clients accounting department to ensure the credit/check is received.

Freight Heavy Weight International Audit

This report can be run for a client with a date range. Provides details of international freight shipments along with re-rated charges according to tariffs entered into the system.

Freight Heavy Weight International Pre-Audit

This report can be run for a client with a date range. Provides details of international freight shipments including shipper, consignee, charges, dimensions, weight, service, etc.

Freight Heavy Weight Shipment Details Audit

This report can be run for a client with a date range. Provides details of domestic freight shipments along with re-rated charges according to tariffs entered into the system.

Freight Heavy Weight Shipment Details Pre-Audit

This report can be run for a client with a date range. Provides details of domestic freight shipments including shipper, consignee, charges, dimensions, weight, service, etc.

Freight LTL Shipment Details Report

This report can be run for a client with a date range. Provides details of all freight shipments including shipper, consignee, charges, dimensions, weight, service, etc and each charge detailed out as a single row.

Freight LTL Shipment Summary Report

This report can be run for a client with a date range. Provides details of all freight shipments including shipper, consignee, charges, dimensions, weight, service, etc.

Freight Ocean Shipment Summary Report

This report can be run for a client with a date range. Provides details of all ocean freight shipments including shipper, consignee, charges, dimensions, weight, service, etc.

Freight Ocean Shipment Details Report

This report can be run for a client with a date range. Provides details of all ocean freight shipments including shipper, consignee, charges, dimensions, weight, service, etc and each charge detailed out as a single row.

Freight On Time

This report can be run for a client with a date range. Provides details for all LTL shipments with an indicator if the shipment was on time or not based on the standard service times provided by SMC3.

Freight Optimization

This report can be run for a client with a date range. Provides a comparison of charges between the baseline tariffs, current tariffs, and the actual charges.

Freight Overcharge

This report can be run for a client with a date range. Provides a listing of all overcharges the Freight Audit captured including Duplicates, Corrected Invoices and Short Paid Invoices.

Freight Routing Compliance

This report can be run for a client with a date range. If routing guide is loaded, will show if the correct carrier was used. If the correct carrier was not used, will show the additional cost from using the incorrect carrier.