Prepare Shipment

1. Prepare Shipment Introduction

The Prepare Shipment section allows users to plan, configure, and finalize all the shipping details required to dispatch goods from the warehouse to the customer or recipient. It gathers key logistics data such as where the shipment is coming from and going to, what type of load is being shipped, how many units or pallets are involved, and the total weight. Based on these inputs, it helps determine the right shipping method, calculates costs, and enables users to assign a suitable shipping carrier.

It also allows users to manage package types (case or pallet), set the payment and billing method, and add any specific instructions or delivery appointments for the carrier. It enables pallet preparation and optimization to reduce shipping space and cost when applicable, especially in LTL or truckload shipments. Overall, it ensures the shipment is complete, correct, and ready for handoff to the chosen freight provider.

This interface helps ensure accurate, efficient, and cost-effective shipping by capturing the origin and destination addresses, load type, shipment date, number of units, pallets, and total weight. Depending on the shipping scenario, users can also specify shipping channels, package types, payment and billing methods, and freight costs. Whether the shipment is a small parcel or a full truckload, this section provides the tools necessary to configure and process shipments in compliance with carrier and customer requirements.

• Click on Rapid Checkout
• Next, In Shipping & Payment, Click on Prepare Shipment

2. Prepare Shipment Overview

📦 Prepare Shipment - Shipment Form Guide

This section creates and manages a shipment from the origin address to the ship-to address, choosing appropriate shipping options based on the shipment type.

2.1. Origin & Destination Details

• Origin Address: The Origin Address specifies the sender’s location from which the shipment will begin its journey. It includes the company name, street address, city, state, ZIP code, and contact phone number. This information is usually auto-filled based on the user’s company profile.

• Ship-to/Drive-Away Address: This field contains the destination where the shipment will be delivered. It includes the recipient company’s name, complete shipping address, and a phone number for delivery coordination. The address must be correct to avoid delivery issues or shipment returns. 

2.2 Shipment Information

• No. of Units: This field refers to the total number of individual items being shipped, regardless of how they are packaged. It helps track inventory levels and ensures that all expected items are shipped. The number must be entered accurately for packing and receiving purposes. 

• No. of Parcels: This refers to the number of physical packages or boxes in the shipment. It is typically used when the shipment type is set to Parcel. Each parcel can contain one or more units. This field is essential for calculating shipping costs and for tracking the individual parcels during transit.

• No. of Pallets: This field captures the number of pallets used to hold the shipped items. It is particularly important for LTL and Truck Load shipments where freight is loaded onto standard-sized pallets. Pallet count affects carrier selection, pricing, and available transport space. Accurately entering this ensures efficient loading and unloading at both ends.

• Weight: The Total Weight field records the combined weight of all the goods in the shipment, measured in pounds (lbs). It is used to determine shipping rates and to ensure the load complies with carrier limits. Overestimating or underestimating the weight can result in cost adjustments or shipment delays. 

       User Selection: 

• Load Type: This dropdown menu allows users to select how the shipment will be transported: Parcel, Less than a Truck Load (LTL), or Truck Load. The choice affects other fields like shipping channel and package type. For example, Parcel is only allowed with the primary shipping channel, and the package type is auto-set to Case. LTL and Truck Load allow more flexibility and are typically used for larger or palletized shipments. 

   

   

  Load Type	When to Use	Shipping Channel	Package Type
  Parcel	For small shipments	Primary	Case (auto-selected, field disabled)
  LTL	Medium-size shipment (e.g., on pallets)	Manual or DRT	Selectable (Pallet or Case)
  Truck Load	Large/full shipments	Manual or DRT	Selectable

   

2.3 Shipment Date

• Select the date when the shipment is scheduled to leave.
• This field indicates the planned date for the shipment to be picked up or dispatched. Users must select a valid future date using the calendar picker. The shipment is expected to be ready for pickup on this chosen date.

2.4 Shipment Tracking

• This field records the tracking number provided by the carrier once the shipment is booked. It enables real-time tracking of the shipment by both sender and receiver. Although not mandatory when creating the shipment, it is crucial for updating the status post-dispatch. 

  Here's how it works for each shipping method:

  📦 Tracking Number Explanation by Shipping Channel

  1. DRT Shipping Channel:

     • When a shipment is booked using the DRT channel, an API call is made to the third-party system (DRT System) that handles carrier integration.

     • After the booking is successful, the API returns a Shipment Tracking Number.

     • This number allows both the sender and recipient to track the movement of the shipment.

  2. Primary Shipping Channel:

     • When a shipment is booked using this method, UPS and FedEx assign a Tracking Number and provide shipment labels.

     • This number allows the customer to follow the package's journey through the carrier’s system.

  3. Manual Shipping Channel:

     • Since this method involves no integration and no API calls, no automatic tracking number is generated.

     • Users must manually enter all shipping details, and if a tracking number is required, it must be entered by the user if obtained externally.

     • This method relies heavily on manual input and is best suited for non-integrated shipments.

     • There's no automatic shipment status update or label generation through this channel.

2.5 Shipping Cost & Freight Charges

• Shipping Cost: This field shows the base cost of the shipment that the company will pay the carrier. It can be entered manually or fetched from integrated carrier systems if available. The cost excludes any markups or additional freight charges. Accurate entry is necessary for internal cost tracking and invoicing.

• Markup Percentage and Freight Charges (Toggle)

  • This optional switch allows users to apply additional freight charges beyond the base shipping cost. When toggled ON, the Markup Percentage allows the user to enter a profit margin, and the user can enter a markup percentage and calculate the final freight charges. This is useful when the company wants to bill the customer with a profit margin. When OFF, no additional charges are applied.

  •  It's useful for businesses that are adding a handling or service fee.

2.6 Shipping Preferences

• • Shipping Channel:

    1. Primary:
    The Primary shipping channel is used when shipments are processed through the company's integrated carrier system. When selecting this option, the Load Type is automatically set to Parcel, and the Shipping Package Type is disabled and defaulted to Case. Parcel shipments typically deal with smaller units that are packed in boxes or cases rather than pallets. Primary is usually the fastest and most automated method, relying on pre-configured carrier relationships and real-time rate calculations.

    2. DRT Transportation:
    DRT Transportation is selected for larger, freight-based shipments that require Less than a Truck Load (LTL) or Truck Load (TL) services. This channel supports manual pallet preparation, and the Prepare Pallets option becomes active, allowing users to mix or consolidate pallets before shipping. It is ideal for bulk shipments that do not fit into parcel service and requires proper planning of freight, weight, and volume. Users can manage and optimize pallet configuration and then select appropriate freight carriers accordingly.

    3. Manual:
    Manual shipping channel is used when the shipment is handled outside of system-integrated carriers and details must be entered manually. It supports both Pallet and Case as shipping package types, and users must input all shipping-related information such as cost, carrier, and tracking manually. This channel is useful for custom shipping scenarios, local deliveries, or when using third-party logistics providers not integrated with the system. It offers flexibility but requires careful data entry to ensure accurate shipment records.

• Shipping Package Type: There are two options: 

1. Case: A case refers to a single box or carton that contains one or more units of the product and is ready for parcel shipping. When Case is selected, pallet management features like “Prepare Pallets” are disabled, as cases are usually shipped individually. This option is ideal for lightweight or smaller orders that don’t require freight handling or large-scale packaging.

2. Pallet: The Pallet option is used for larger shipments where products are stacked and wrapped onto a standard-sized wooden or plastic platform, typically measuring 48x40 inches. This option is commonly selected when the Shipping Channel is set to Manual or DRT Transportation, and the Load Type is Less than a Truck Load (LTL) or Truck Load (TL). When Pallet is selected, the system enables the Prepare Pallets functionality, allowing users to organize, mix, or optimize pallet loads. Palletized shipping is more efficient for bulk items, heavy goods, or multiple product types being sent together.

• Payment Type: This dropdown allows users to determine who will bear the shipping cost: the sender, receiver, or third party. This field is essential for billing and accounting purposes. 

• Billing Method:

  • The Billing Method field determines how the shipping charges will be billed, and it directly depends on the selected payment type.

  • If the Payment Type is set to Sender, the Billing Method is automatically set to Prepaid, meaning the sender pays for the shipment upfront. When the recipient is selected as the  payment type, the billing method is collected from the consignee, indicating that the recipient will pay upon delivery. If Third Party is chosen, the Billing Method options include 3rd Party Billing or 3rd Party - DRT Transportation, where the charges are billed to a third-party account, not the sender or receiver.

  • This setup ensures that billing aligns correctly with the responsible paying party.

• Pickup Type: 

• Shipping Carrier Notes: This is a free-text field where special delivery instructions or notes for the carrier can be added. Carriers rely on these instructions for accurate and timely drop-offs.

2.7 Carrier Selection

• 🧾 Step-by-Step Guide for Primary Shipping Channel and Package Type as Case:

• Click “Select shipping carrier” to choose the transport provider.

• This section allows users to manually or automatically choose the carrier that will handle the shipment. Clicking the “Select shipping carrier” link opens a selection tool or list of available carriers. Carrier selection affects cost, transit time, and shipment tracking. Choosing a reliable carrier is key to ensuring successful delivery.

• 🧾 Step-by-Step Guide for DRT Transportation: Preparing and Mixing Pallets

  1. Set Shipping Channel and Load Type

     • In the Prepare Shipment screen, select DRT Transportation as the Shipping Channel.

     • Choose the Load Type as either LTL (Less than a Truck Load) or Truck Load.

     • These settings will activate the Prepare Pallets option in the Select Shipping Carrier section.

  2. Click on Prepare Pallets

     • Navigate to the Select Shipping Carrier section and click the Prepare Pallets link.

     • A new pop-up screen will open showing pallet details.

  3. Open Mix Pallets View

     • Click the Mix Pallets option in the Prepare Pallets screen.

     • This will enable you to drag and drop partial pallets into a new pallet area on the right side.

1. 1. Combine Pallets

      • You can drag individual items or portions of pallets from the left (the original pallet list) into the right-hand section labeled Empty Pallet (you can also drag and drop the products here).

      • You can mix items such as TMT12 and TCF102 into a single pallet based on unit count and available space.

   2. Review New Pallet Count

      • Once pallets are mixed, the New Pallets Count will update accordingly.

      • As shown in the image, the original pallet count was 2.00, but after mixing, it has reduced to 1.00, indicating efficient space utilization.

   3. Save Your Changes

      • After you’ve organized and combined the pallets, click Save in the top right corner to confirm your pallet configuration.

      • This updated pallet count will now reflect in your shipment and help reduce freight cost by optimizing space.

2.8 Final Steps

• Click Save to confirm the shipment setup.

• Click Cancel to discard changes.

📦 Prepare Shipment Page – Step-by-Step User Guide

Load Type: Less than a Truck Load (LTL)

1️⃣ Review Addresses and Order Info

• Origin Address and Ship-to Address are auto-filled. Confirm that the addresses are correct.

• Review the order details:

  • No. of units, parcels, pallets, and total weight (Lbs).

2️⃣ Set Shipment Date

• Click on the calendar icon next to "Shipment Date".

• Select the appropriate date when the shipment will be dispatched.

3️⃣ Enter Tracking and Shipping Cost

• If available, enter the Shipment Tracking Number.

• Confirm or input the Shipping Cost to Us field.

4️⃣ (Optional) Add Freight Charges

• If you wish to add a markup:

  • Toggle "Add Freight Charges" ON.

  • Enter a Markup Percentage.

  • The Freight Charges field will auto-calculate or can be edited.

5️⃣ Select Shipment Details

• Choose from dropdowns:

  • Shipping Channel – e.g., Manual, Primary, DRT

  • Shipping Package Type – e.g. Pallet/Case

  • Payment Type – Select method

  • Billing Method – Choose how billing will be processed

  • Pickup Type – Select pickup arrangement if applicable

6️⃣ Add Shipping Carrier Notes

• Use this text box for delivery instructions or appointment contacts.

7️⃣ Select Shipping Carrier

• Click on “Select shipping carrier” to choose the carrier that will handle this order.

8️⃣ Set as Default (Optional)

• If the details entered are standard for future orders, toggle "Make default" to apply them automatically next time.

9️⃣ Finalize

• Click Save to submit and book the shipment.

• Click Cancel to exit without saving changes.