Freight Audit

Understand Loading Confirmation (LC) /Electronic Transport Order File (ETOF)

Understand Loading Confirmation (LC) /Electronic Transport Order File (ETOF)

Loading Confirmation (hereinafter referred to as “LC”) – shipment data file from shipper which contains order data, but in .xml format.

Electronic Transport Order File (hereinafter referred to as “ETOF”) - an electronic shipment record in FRED. Uploaded LC file is split by the system into single shipment records (ETOFs) according to the pre-defined rules, which are then pre-calculated according to Rate Agreements (hereinafter referred to as “RA”) in Freight Rate Exchange Database (hereinafter referred to as “FRED”).

Each ETOF has 5 tabs:

Overview - here you can find information about which carrier the ETOF belongs to, the LC number, whether the ETOF was marked as a duplicate, and other information.
The Order contains one or several order (LC) item(s), consolidated to this ETOF. In order to check shipment details – click on the number of order item #. In the open table, you can see all the available information for the particular shipment.
On the Pre-calculation, you can find shipment details, used for pre-calculation, calculated cost, extra costs and costs details, corresponding RA number.
On the Invoice Statement, you can find corresponding Invoice Statement Document (hereinafter referred to as “ISD”) items but only in case ETOF is mapped to ISD.
On the Match, users can see the comparison of the calculation based on the rates provided by shipper with the carrier prices, but only in case ETOF is mapped to ISD.

Main statuses are listed below:

Data status:	Comments
Valid	All data provided for shipment is correct
Not valid	Data provided for the shipment is incorrect, inconsistent, or missing. (for example: ETOF with shipment date 23.99.2023 will be not valid and will be checked by Transporeon Freight Audit (hereinafter referred to as “ TP FA”) team)
Unprocessed	Changes are made on ETOF and will be checked by TP FA

ETOF status:	Comments
Approved	An ETOF is included in Invoice Statement Document result (hereinafter referred to as “ISDR”) and waiting for further actions with the respective invoice: Final Invoice (hereinafter referred to as “FI”) approval, received Credit Note (hereinafter referred to as “CN”) approval (if it was requested), additional clarifications related to FI (including FI denial and further correction)
Not approved	An ETOF is still under clarification or waiting for receptive ISD data
Closed	An ETOF is closed in system (due to different reasons) and will not be included in any ISD

Match status:	Comments
Matched	Costs indicated on ETOF (pre-calculated by TP FA based on provided RA) comply with the costs provided by carrier in ISD. It will be approved within an agreed timeframe.
Not matched	There is a discrepancy between pre-calculated by TP FA based on provided RA and cost provided by carrier. It can be overbilled on underbilled. In both cases it is checked by TP FA and clarified via Issue Resolution (hereinafter referred to as “IR”) tool
Adjusted	Pre-calculated cost by TP FA or carrier`s cost is accepted

Find the required shipment in FRED

Search ETOF - allows users to search for ETOFs in the FRED based on ETOF's number or available filters, including exact order tags. Each ETOF has its own unique number within one customer environment which always has the following structure. Letter E – comes as a first letter in ETOF. Then goes the year, month, and a day – this is the date when the record has been created on the FRED. Then we have 5 numeric digits, which are the serial number of the record on this date.

Respective ETOF can be found by the main reference number of the shipment. Please log into FRED, navigate to Orders located in the menu bar and follow Search ETOF in the dropdown list. Search for the required shipment using the order fields (for e.g DELIVERY_NUMBER, SHIPMENT_ID). Please mind adjusting the ETOF # field with the required period (e.g by leaving E2023 if you are looking for the ETOF created in 2023).

Users can also search shipments by data status, transport status, or search for ETOFs by a specific value. To do this, select the required parameter in the order fields drop-down list. For example, we can search for ETOFs by delivery number or shipment ID, by airports, countries of origin and destination, date, etc.

In order to find ETOF by delivery number, select the delivery number option and enter the necessary value in the corresponding field on the right.

Most frequently used filters during the ETOF search.

In order to find

NOT valid shipments in the FRED:

Select Search ETOF
Add Not valid mark in the block Data status:
Add Not approved mark in the block ETOF status: (to exclude closed data)

In order to find shipments in

Carrier Agreement Not Found (hereinafter referred to as CANF) status in the system:

Select Search ETOF
Add Valid mark in the block Data status:
Add CA not found mark in the block Calculation status:
Add Not approved mark in the block ETOF status: (to exclude closed data).

In order to find shipments in

Not matched status in the system:

Select Search ETOF
Add Valid mark in the block Data status:
Add Not matched mark in the block Match status:
Add Not approved mark in the block ETOF status: (to exclude closed data).

After the necessary filters are selected - click Search. In order to review ETOF click on its number, it is a hyperlink.

This function is available for shippers & carriers.