Freight Audit

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:

1. 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.

2. 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.

3. On the Pre-calculation, you can find shipment details, used for pre-calculation, calculated cost, extra costs and costs details, corresponding RA number.

4. 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.

5. 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:

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.

1. 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)

1. 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).

1. 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.

Invoice Statement Document (hereinafter referred to as “ISD”) – pre-invoice data file from carrier converted in Freight Rate Exchange Database (hereinafter referred to as “FRED”) system format or created internally by Transporeon Freight Audit (hereinafter referred to as “TP FA”) based on shipment/final invoice data which contains shipment data plus costs and charges requested by carrier for a particular shipment.

Each ISD has 4 tabs:

1. Overview - here you can find information about which carrier the ISD belongs to, invoice statement file details (file name, reference invoice number & amount, reception date transport period etc.), total cost description and currency, data status (valid or not valid), match status (matched or not matched), ISD status (in process, wait for invoice, invoice received, closed), approve status (not approved, approved, closed) and other information.

2. Invoice statement items contains all shipments provided in pre-invoice data file. In order to check separate shipment details – click on the number of invoice statement item #. In the open table, you can see all the available information for the particular shipment. Also, shipments can be split per defined search parameters: data status, match status, Electronic Transport Order File (hereinafter referred to as “ETOF”) mapping status, mapped to ETOF On hold, issue status.

3. On the Extra cost, you can find extra cost shipment(s) details (if applicable).

4. On the Invoice info allows to check the information about the invoice, related to this ISD: whether it was received and approved by TP FA or not and also information about Invoice Statement Document Result (hereinafter referred to as “ISDR”).

Find the required ISD in FRED

Search ISD - allows users to search for ISD in the FRED, based on ISD #, some dates, statuses, etc. Each ISD has its own unique number which always has the following structure. Letters ISD – defines the document. Then goes the year, month, and a day – this is the date when the document has been created on the FRED. Then we have 5 numeric digits, which are the serial number of the document on this date.

Respective ISD can be found by the main reference number of the shipment. Please log into FRED, navigate to the Invoices located in the menu bar and follow Search ISD in the dropdown list. Search for the required invoice statement document using the fields: ISD#, ISD comment, invoice#, reference invoice number, FID# (final invoice document - internal FRED identification of invoice), carrier etc. (can be selected separately). Please mind adjusting the ISD # field with the required period (e.g by leaving ISD2023 if you are looking for the ISD created in 2023 or ISD202301 if you are looking for the ISD created in January 2023).

Most useful filters during the ISD search

In order to filter out ISDs that is in processing, you need to select the boxes:

• ISD status In process

• approve status Not approved

In order to find ISDs for which an ISDR has already been created but an invoice has not yet been received, select the boxes:

• ISD status Wait for invoice

• approve status Approved

The same filters are used to find ISDs for which an invoice has been received but has not yet been approved.

To find ISDs for which an invoice has already been approved, select the boxes:

• ISD status Invoice received

• approve status Approved

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