MySekoAgent User Manual

Table of contents

INBOUND 1. Shipments inbound to you 2 2. Recover a MAWB (Alert) 3-4 3. Print HAWBS for your Mawb 5 4. SLN instructions 6 5. Update Appointment Status 7-8 6. Update a POD and Charges for delivery 9-10 7. Transfer freight to a beyond carrier 11-13 OUTBOUND 1. Accept or Decline a pickup 14-15 2. Add outbound information and demand Pickup 16-18 Charges 3. Trace a shipment 19-20 ADMINISTRATIVE 1. Create users for your company 21-22 2. View Receivables 23 3. Invoicing your charges 24-31

2

Search for shipments inbound to your station

1. Open Mawb recovery screen. This function will show everything consigned to your company.

2. You can sort by arrival date or by due date by clicking on the header column of how you

want to sort:

Click on heading how you prefer to sort

3. You can open the mawb so that it shows you all of the hawbs on that mawb by clicking on the mawb shown in red:

3

If there are multiple bills on this mawb…..all will show on this screen. Recover a MAWB When freight arrives in your city and you recover from a carrier, it is important that you reflect this information in our system. This will alleviate phone calls to verify arrival as well as status of freight. You can achieve this by: 1. while in mySekoAgent choose “ MAWB Recovery Screen”

2. You can now either choose to scroll through all of the mawbs that are yet to be recovered in

your city or put the mawb # that you have in the box marked “Search by Mawb”

4

Search for specific mawb

Open list

3. You will then click on the “mark recovered” option.

5

4. The computer will automatically put in “NOW” as the recovery time. It of course is to your advantage to put in the correct recovery time and date: Then click on the Mark as Recovered bar and your have successfully recovered your shipment.

print Note: you can also print your alert manifest and your delivery receipts from this screen in the last 2 columns.

Print

6

5. You can print all hawbs for a mawb by entering the mawb number in the “Print DRs by MAWB”:

6. This will generate a PDF file for you that will print all DRs to your printer for that specific mawb. It will resemble this. Again, if there are multiple bills for the mawb……this function will print all that are attached to the mawb.

7

SLN instructions: SEKO Worldwide runs an intracompany truck network through Forward Air and other carriers. Freight from stations consol at our hub in Columbus and move to various destinations. This freight will arrive to you on a bill number such as Forward Air and not be in our mySekoAgent system as it appears on the Forward Air bill. One Forward Air bill will actually represent multiple Seko Mawbs. When you receive the Forward Air bill, the Seko Mawbs will be listed in the description/body of the bill. These are the mawbs that you will find and recover in the mySekoAgent screen.

In addition, when freight departs the hub, you will either be emailed a manifest from the hub or faxed a manifest from Sekom. If you receive a mawb from Forward Air that you can not find in the system and you have not received a manifest, please contact Sekom immediately in order to obtain this information.

Below is an example of a manifest from our hub. The illustration will show you where to look for what numbers on the manifest.

SLN COMBO ALERT MANIFEST FOR: BNA Delivery Agent= Towne air Freight FORWARDAIR # PCS WEIGHT FA ORIGIN DEPART ARRIVE 27031545 6 735 ATL2 7/12/2007 7/16/2007 _______________________________________________________________________________________________

SLN ORIG SLN MAWB# SLN DEST PCS WEIGHT

FORWARD AIR BILL

IND 81408601 BNA 5 586 ORD 81258415 BNA 1 149

This is the internal SEKO mawb that will show up on your website.

8

Updating a delivery appointment

SEKO Worldwide has an automated phone system for our larger accounts (Walmart, Home Depot Direct, Home Decorators Corp) that has been instituted to help with residential deliveries. This system is called IVR. Once freight arrives in your city, and the status of the mawb has been updated to On Hand Destination, the IVR will attempt to call the customer and then connect them with you in order to set up an appointment for the delivery. Once the appointment has been set, it is important for you to update the system with that appointment time so that they computer stops attempting to call the customer. Otherwise, until the pod is entered, the IVR will continue calling. The following are the steps to alleviate this situation:

1. While in mySekoAgent, go to update a delivery and put in your hawb number in box marked “Select by Hawb #”

9

2. Change status to “On Hand Destination Station”

3. Click on the calendar next to the appointment date and choose the date

Then click on submit at the bottom of the page to save your changes. Your appointment information has successfully been updated and the IVR will discontinue trying to contact the consignee.

10

Update a pod:

1. Go to your hawb as by either picking from list of open deliveries or choose by specific Hawb search.

2. Open the Hawb. 3. Fill in Pod name date and time:

4. Click on “Update Status” button and you are finished.

11

Update delivery Charges

1. You can update charges in the middle of the screen as you are entering the pod and then just click “Submit” at the bottom of the page. However, if you want to go back and enter charges later you will need to do one additional thing: while tracing for the bill under “Update a delivery” section, you must click on “Include Delivered Shipments”

2. Open your hawb and then update charges in the middle of the screen. Then click “Update

Charges” button on that section to complete your billing. By clicking on “Add Another Accessorial Charge” you will get the list of accessorials that you have in our system for your profile. If you need any codes added to your tariff please email marc.pelletier@sekoworldwide.com with the code and your tariff charge for that code. Please note that updating pickup charges are handled in the same exact manner under the “Update a Pickup” screen.

12

Transfer a shipment to another carrier:

1. While logged in to mySekoAgent, choose “Update a transfer”

2. Go to “Update a delivery” screen and either search for your bill on specific hawb option or in the open list of bills:

specific

Open list

13

3. You then click on the “x-fer hawb” option in 5th column: this will bring up your option of beyond carriers that you will transfer to:

4. Choose the appropriate carrier, and click on next:

14

5. This will take you to the pro number application: please enter the transfer carrier’s pro number. If the

transfer agent uses the Seko bill number to bill with, it is ok to use that number. However, Seko must be able to trace by the number you enter with that carrier.

Carriers pro

Then click on Confirm Transfer. 6. The next step is to update your charges for this service. Now that the hawb has been transferred, from the main menu, go to “Update a transfer”. Enter your Seko bill number and apply appropriate charges.

15

Accept or Decline a Pickup

1. You can see your pickups for the day by clicking on the pickups tab under the calendar:

2. Your screen will show you all of the pickups for the day that you have not already dispatched:

Note: the PRINT PU option will print your pickup for you in the same format as the delivery receipt.

16

3. You will then click on the hawb number to open up and accept or decline; The system default is to automatically accept.

4. If you need to decline pu because you can not handle, you will be required to enter a reason for decline and

then click on submit update.

17

Update a pickup with charges and routing. 1. While logged in to mySekoAgent choose “Update a pickup”

2. You can then either choose to use specific hawb or pick from the open list:

SPECIFIC HAWB

LIST OF OPEN PICKUPS

18

3. Update the following in the top section of the bill: a. confirmation of pickup b. pieces and weight if necessary c. mawb d. carrier e. charges f. update status

Please note: if Seko operations agent has already supplied you with a bill number, it is not necessary to update the mawb and carrier number. It will have already been entered.

4. To enter your charges, you can either enter at the same time as the operations portion and click on the Update All button at the bottom or, you can enter them afterwards and then click on the Update Charges button.

Charges section

19

Trace a shipment If you receive a shipment but can not determine why, you can trace the shipment under tracing to assure whether it was supposed to be destined for your station. Incase of a carrier misroute, please notify Sekom with this information so that they can assign routing to the correct destination.

1. Go to Shipment Tracking from main menu:

20

2. Fill in what information that you have:

3. Click on Begin Tracking. If you do not receive any results, please consult Sekom.

21

How to create a new user within your company

When you have multiple people within your organization working on mySekoAgent, it is a good idea to create user codes for each individual so that changes can be tracked. This is accomplished by: 1. From within mySekoAgent, go to Account Maintenance

22

2. you will then click on “create new user”

3. Fill in the appropriate information and click on “save user”.

The user code is now valid, and your employee may log in and see and update all of your company’s issues within mySekoAgent.

23

View your receivables 1. Choose “View Payables” under Agent Tools

2. This option will bring up everything that is in Seko System to pay you: you can also look up

by specific bill or Invoice Date by filling out which ever prompt you wish.

24

INVOICING INSTRUCTIONS

1. Go to “View Payables” option from Agent tools menu:

2. When you open the list there are a couple things to know right away:

a. bills that show .01 as the charges are bills that you have not billed through the charges screens yet.

b. Bills that are preceded by LGD or LGP are our way (currently) to pay you for liftgate charges or liftgate charge splits. These are monies that Sekom has already set up for you to be paid on, so you can automatically check those off to be invoiced.

25

Your screen should look like this

1. First column: check boxes to apply bills to an invoice (ones without boxes have already been invoiced)

2. Second column with magnifying glass : you can open the bill up to view breakdown of charges applied to the bill

3. Third column: hawb number 4. Forth column: service provided (Pickup, Delivery, or Transfer) 5. Fifth column: bill number that will print up on invoice 6. Sixth column: this will apply an invoice date once you attach to an invoice 7. Seventh column: Release Date: this will be the date that will be applied when payables

sets up payment 8. Eighth column: Check number (will be the check number when payables manifests your

payment to a check0 9. Ninth column: Reference number (this will be the invoice number that you apply to your

invoice) 10. Tenth column: Due date (this is the due date that you will apply to your bill-note that this

is a request date only-terms that you have set up with payables supersede this date)

26

Now you’re ready to create an invoice: 1. The best way to apply your bills to an invoice is 1 bill at a time at this point which you can

do by concentrating on the “look up by Hawb #” method:

2. Start by applying your first bill number in this box and press go:

3. this will then just bring up that bill: you can then open to review (by clicking on magnifying glass) to make sure all charges are correct:

27

4. 5. then close this box 6. click in the “Invoice box” to the left of the bill and then click on the “Add to New Invoice”

button.

28

7. Keep adding bills in this fashion until you have completed all the bills that you wish to

submit and then you can fill in YOUR invoice number that you wish to use and the due date.

8. Then click on the “Submit this Invoice” button:

29

9. The system will then generate an invoice for you with a total that should look like this:

10. The system will then ask you (under the total on the bottom right) to Submit this Invoice. This will send this invoice directly into our payables system.

11. The next step is to print the invoice to attach to your back up: the system will give you this

option:

30

12. Click on “Click here to view your Invoice Report” and then choose Open to print.

31

You can then print by clicking on the printer Icon and/or save to your system by choosing File and Save As.

13. Then please attach your back up to a copy of the invoice (PODs, MAWBS etc) and mail to payables.