Quick-Step Guide

Shipment Data Entry,

Location/Product Maintenance,
Shipment Monitoring

Standard Operating Procedures

8/4/2017
Document Description
This manual explains how to enter a shipment into Transplace’s TMS using Shipment Data Entry, add
products and locations, as well as monitor shipments and create BOLs.

Accessing Transplace TMS

You will access Shipment Entry through the Transplace website using your web browser.
 Proceed to the Transplace website – www.transplace.com.
 Click the “Login” button at the top right corner of the screen. A login screen will open.
 Enter your provided username and password

Once logged into Transplace TMS, the menu screen will appear. You will have access to the applications
listed in the ‘Actions’ section on the left side of the menu.

 Click on Shipment Entry

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Entering a Shipment (please see below of document for BASIC
shipment entry)
Shipment Entry is divided into five areas of editable data. Some fields in Shipment Entry are
required to complete and some are optional. If you miss a required fields Shipment Entry will
populate an error message allowing you to correct your entry.

Steps
1. Enter your Origin and Destination ID (You can enter your “4 digit code” in the ID field and the
location should populate)

Please note: When entering the Origin and Destination ID, you are able to search for locations by
clicking the ‘eyeglasses’ icon. The ‘Location Lookup’ webpage will allow you to search for all locations by
entering City, State, or Country information and clicking ‘Submit’. Once the desired address has
populated you can select the address by clicking the ‘External ID’ in the first column.

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2. Enter the Pickup and/or Delivery Date and Time with the Earliest and Latest ranges
**Dates and pickup time are mandatory

3. Select the Mode (TL – similar to the “over 14 foot” button in TOTAL for anything non LTL and
direct communication to Transplace Operations; LTL – for any shipment moving common LTL
provider)

4. Select Division, Equipment, Reason Code (for reporting – reasons why a shipment would be
expedited/out of the norm) in the ‘General Information’ section

**Equipment – select Dryvan for standard trailer capacity, if you need specific equipment
besides Dryvan please select the appropriate equipment type
**Reason Code will default to Regular Shipment – if a shipment is expedited please choose from
the various drop down items

5. Enter the Reference Number (Shipment Number/Pro Number), PO Number (not required),
Order Type (should default to outbound), Business Unit (Linde Business Unit), and GL Code in
the ‘Primary References Section.

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 **If you need to amend or modify the Primary Reference (Shipment Number), PO Number,
Business Unit or GL Code, select the modify button as seen below:

6. Click ‘Add Line Item’

7. Enter Cost Center/Work Order – Select from the drop down the Cost Center, if it is an
IO/CEP/Work Order select “Work Order” from the Cost Center drop down (at the bottom of the
list) and enter the IO/CEP/Work Order value in the Work Order field

8. Enter a description in the “Description” field or utilize the product ID drop down

If you selected your product by clicking” eyeglasses”, product information will populate in the
description field and in Shipping Name field. In the event you need to manually list a product,
information must be entered in the Description Field.

*Data listed in the Shipping Name field populates on BOL (enter full shipping description in this field).

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 Please note: You are able to search for pre-loaded products by clicking the ‘eyeglasses’ icon next
to the Product ID. This link will allow you to search for Products loaded by entering the product
ID (For Haz – typically the UN Number) and clicking the Product ID number.

9. Enter the Weight, Quantity, and Handling Unit (Please confirm the unit of measure drop down is
correct. If your shipment is an LTL you will need to confirm the LTL class)

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**Weight can be measured in lbs and kgs
**Quantity and Handling Units have drop downs for the various units of measure

**multiple line items can be created by clicking on the “Add Line Item” button
**multiple lines can be modified/deleted by selecting the modify/delete buttons

10. Click “Get Carrier Rates” to choose the appropriate carrier option (If a carrier option is not
available enter the carrier information in the comments field of the system for Transplace
operations to schedule accordingly). Select carrier by clicking on the SCAC in the first column.

11.Click ‘Submit’ once data is complete

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A shipment plan ID number will be given to each shipment as a confirmation you have successful
entered the shipment. This is not your ME number. Utilize the primary reference or pro number when
searching for your shipment in shipment monitoring.

Adding Locations
1. For all new locations please send an email to Linde.Operations@transplace.com with the title
“NEW LOCATION REQUEST”

Shipment Monitoring
1. Return to the main page of the Transplace customer portal and click on “External Shipment
Monitoring” under Customer Portal

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2. There are multiple search fields – non are mandatory. Enter in Locations ID, Dates, or other
Reference Numbers to find the shipment details

3. Note – It is best to isolate the data by date, location or reference, otherwise the results will pull
all locations data and information

4. Once the desired criteria have been entered, click the “search” button

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5. The shipment information will present. From this screen a BOL can be generated by clicking the
manifest icon

6. Tracking information can also be acquired and submitted (communications to transplace

operations) via the monitoring screen

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Tips and Tricks/ Basic Shipment Entry

1. Origin/Destination ID must be entered (for all new locations please send an email to
Linde.Operations@transplace.com with the subject NEW LOCATION REQUEST)
2. Dates for pickup and delivery (times will only need to be entered if a special request is needed)
3. General Information: Mode Type, Division and Equipment are all required fields. Reason Code
should only be changed if the shipment is changed to EXPEDITED and is only for reporting
purposes
4. Primary References Reporting Purposes:  The following are required fields are THE ONLY fields
that need to be entered: Reference/PO #, Business Unit (Linde Canada), GL code , Cost Center.
5. Primary References Carrier Purposes: The following are required and are THE ONLY fields
needed: Handling Unit, # of pieces, weight, and whether it is HAZ or not. If it HAZ please mark
the highest HAZ class in the comments section.
 

Below are some important notes regarding Order Entry

 The lowest cost option should always be chosen when clicking “GET CARRIER RATES”
 If there are no options and you have already chosen a carrier, please choose the carrier from the
drop down menu and add their PRO # to the primary + secondary reference field (for reporting
purposes)
 If you have not already chosen a carrier, please submit the order and a member of the
Transplace team will assign one
 For HOTSHOT/ SAME DAY loads, please proceed to call the carrier you will be using, followed by
entering the order into the TMS. Please be sure to add the comment “ALREADY CALLED”
 

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