n4 equipment delivery order (edo) training document -...

N4 Equipment Delivery

Order(EDO)

Training Document

Prepared By: Gene Ferguson, Leslie Edmondson

11/21/2013N4 EDO Training Document

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Table of Content

1. Typographical Conventions

2. Additional Training

3. What is and Why use EDO

4. Use Booking EDI to create EDO

5. Equipment Delivery Order view

6. Equipment Delivery Order form

a. Define

b. Navigate To

c. Add or Edit

d. Optional Fields

7. Order Items tab

8. Order Items form

a. Define and Add or Edit

b. Required Fields

c. Optional Fields

9. Serial Ranges tab

10. Reserve Equipment tab

a. Define

b. Add

c. Edit

11. Reserve or Cancel using Units view

12. EDO Columns

13. Equipment Delivery Order Inspector

14. EDO Training Document – Error Messages

15. EDO Instructions


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Typographical Conventions


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Presents a suggestion that may simplify or explain a procedure.

Presents reminders and suggestions to improve or explain a procedure.

Presents informational data that may or may not require action on your part .

Presents a visual alarm.Failure to observe this advisory could result in errors and data loss.

Indicates a menu path or a menu name in the SPARCS N4 user interface

For example, in the Operations work mode, select the Unit menu and then the Units option to display the Units view.

Bold Type Presents an item which is important and it maybe defined in the current Training Document or N4 Glossary of Terms

Hyperlink within the current document or to an email address

1. Click Presents a key to the visual display of items or instructions

Operations Unit Units

The following lists the typographical conventions used in this training document

Additional Training

VIT recommends that you have:1. a solid understanding of basic computer

operation2. ability to perform basic computer navigation3. ability to perform Microsoft Windows task

VIT requires you to complete the below VIT courses prior to taking this course.

1. N4 Basic Terminology for Community2. N4 Basic Navigation

VIT recommends you to complete the below VIT courses after to taking this course.

1. N4 EDO Inspector2. N4 EDO Error Messages3. N4 Hazards


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Direct questions or comments to your instructor or email VIT at [email protected]

mailto:[email protected]

What is and Why use EDO

• Equipment Delivery Order (EDO) is used to authorize delivery of empty containers, from a facility. Empty containers delivered for stuffing and export under the same booking number should use the procedure in the N4 Booking Training Document.

• Examples of EDO usage– Reposition equipment– Deliver off-hire containers– Deliver empty containers for a “G P

Booking”

• The Line Operator creates the EDO in N4 and instructs the Trucking Company.

• The Trucking Company request equipment at the in gate using the EDO or equipment number.

• VIT selects the appropriate equipment and provides it to the Trucking Company.

• The Trucking Company receives a TIR at the out gate.


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Use Booking EDI to create EDO

• An EDO must be created using the SPARCS N4 user interface. However a booking can be created using EDI.

• VIT will allow EDI Booking messages to create a booking which would normally be an EDO.

• The resulting booking will function the same as any other booking. Refer to N4 Booking Training Document for booking functionally.

• The EDI 301 booking message is used to provide all the information necessary for an ocean carrier to confirm and reserve space and equipment availability.

• The booking includes the booking number, outbound vessel visit, load port, discharge port, shipper and consignee. For each booking, the EDI message includes a list of equipment types specifying the number of containers for each type and any commodity requirements.

• An EDI booking must have a valid Vessel visit and include a discharge port that is in the service for the vessel.

• A generic booking can be used for repositioning , ’ determined.

• Email Tracy Hassell at [email protected] for more information on how to create an EDI generic booking.


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Equipment Delivery Orders view

Operations Gate Equipment Delivery Orders Equipment Delivery Orders view

The Equipment Delivery Orders view displays the Equipment Delivery Orders (EDO) that exist at the

current scope level. You can add, edit, and delete EDOs from this view.

In addition, use the Actions menu to:

� Record Service Event: Record service events for the selected EDO. Available service events will show in the drop down menu. Refer to N4 Service Order Training Document for detailed instructions.

To add a new record:

Click .

To edit or delete a record:

1 In the list view, select the record(s) that you want to edit or delete.

2 Do one of the following:

� Click to edit a selected record.

� Click to delete the selected record(s).

Depending on the list view, when you double‐click a record in the list view, SPARCS N4 displays

either an inspector that displays more details for the selected record or a form that enables you to edit

the record. EDO list view opens EDO Inspector.

The Add, Edit, and Delete commands are also available on the shortcut menu for the list view. To access

the shortcut menu, right‐click the selected record.

If the functionality is not available or you do not have a role with the associated privileges, the ,

, or buttons are unavailable.

Equipment Delivery Order view


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Equipment Delivery Order form

Operations Gate Equipment Delivery Orders Equipment Delivery Orders view Equipment Delivery Order form

The Equipment Delivery Order form enables you to add and edit an Equipment Delivery Order (EDO).

You can use an EDO to deliver empty containers out the gate for repairs, to reposition equipment, to

deliver off‐hired equipment or for a “Generic or Pool Booking”. A Generic or Pool Booking is when a line

deliveries empty containers to a large shipper for stuffing and return to the marine terminal under an

export booking number.

Empty containers delivered to a warehouse to be stuffed to return to the terminal later as export

containers should be delivered against a booking instead. For more information, refer to N4 Booking

Training Document.

Equipment Delivery Order form: Define


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Not Available at this time

Not Available at this timeU “U L ” H

On specific containers

Not Available at this time

Equipment Delivery Order form: Navigate to

1. CLICK Operations > Gate > Equipment Delivery Orders2. Opens EDO list view 3. Click Add Button4. Click Edit Button (after highlighting EDO number)


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Equipment Delivery Order form: Add or Edit


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To add or edit an EDO:

1 Enter in the Number field a number that uniquely identifies the EDO. The

EDO number must be unique per line operator.

2 Enter in the Line Operator lookup field your line operator ID.

3 Specify any optional information, such as the trucking company assigned to pick up the empty

containers against the EDO.

4 Click Save.

You must save a new EDO before you can add order items, add units, or record events for the EDO.

For information on reserving equipment against an EDO, see Reserved Equipment tab.

Equipment Delivery Order form: Optional Fields


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This table list the Optional fields available in the Equipment Delivery Order form page 1 of 2

Field Label Description

Agent Select the agent for the EDO

In addition to selecting a value from the look field, you can enter

a new value in the agent field.

Trucking Company Select the Trucking Company you want to assign to the EDO.

If you input a Trucking Company, then ONLY that Trucking

Company will be given equipment for the EDO. The Trucking

Company ID must match what is input by the gate clerk.

Shipper Select the Shipper for the container.

In addition to selecting a value from the lookup field, you can

enter a new value in the Shipper field.

If you enter a new Shipper name, Sparcs N4 creates a new shipper

record and displays it in the Shipper & Consignee view

Destination Enter the destination for the equipment being picked up.

Estimated Date Enter the estimated date the equipment will be picked up for the

EDO.

This is for information only. The date will not stop a gate

transaction.

Earliest Date Enter the earliest date the equipment is allowed to be picked up

for the EDO.

The Trucking Company must pickup the equipment on or after

this date. This will be enforced at the gate.

Latest Date Enter the latest date the equipment is allowed to be picked up for

the EDO.

The Trucking Company must pickup the equipment on or before

this date. This will be enforced at the gate.

Dispatch Reserved Select one of the following from the drop-down list:

"-- :" To Dispatch any available equipment associated with the

Dispatch Reserved Equipment FIRST:

To dispatch equipment that you reserve against the EDO, first.

If reserved equipment is not available, non-reserved

equipment will be dispatched.

Dispatch Reserved Equipment ONLY:

To dispatch only the equipment that you reserve against the

EDO.

If reserved equipment is not available, no equipment will be

dispatched.


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Equipment Delivery Order form: Optional Fields

This table list the Optional fields available in the Equipment Delivery Order form page 2 of 2


Order Purpose Select the purpose of the EDO.

The lookup list displays only the order purposes that exist at the

current scope level. To add a new Order Purpose email VIT at

[email protected]

Facility Select the facility for the EDO.

This is the facility where you want the equipment picked up from.

This is for information only. The data will not stop a gate

transaction.

Next Facility Select the next facility for the EDO.

This is the facility where you want the equipment returned.

This is for information only. The data will not stop a gate

transaction.

Ignore Damages Select the check box if you want to ALLOW damaged equipment

to be dispatched.

Ignore Holds This option is not available to the Line Operator.

If selected, it will not be used. Holds can not be ignored.

Prevent Type

Substitutions

Select the check box to prevent equipment type substitution for

the EDO.

For example, you may have an equipment type equivalent

defined that 40' standard and 40' high cube containers together.

If you define an order item for 40' standard containers and do not

select the Prevent Type Substitution check box, SPARCS N4 treats

the 40' standard and 40' high cube containers as equivalents and

allows you to dispatch either a 40' standard or a 40' high cube

against the EDO.

However, if you want Sparcs N4 to dispatch only 40' standard

containers against the EDO and not 40' high cubes containers,

select the PREVENT TYPE SUBSITITUTION check box.

For information on setting up equipment type equivalents,

contact VIT at [email protected]

Owned/Leased Select one of the following from the drop-down list:

"-- :" To Dispatch any available equipment associated with the

EDO.Owner Only: To dispatch only equipment owned by the line

operator associated with the EDO.

Leased Only: To dispatch only equipment leased by the line

operator associated with the EDO.

Notes Enter any miscellaneous notes for the EDO.

Order Items tab: Define


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Order Items tab

Operations Gate Equipment Delivery Orders Equipment Delivery Orders view Equipment Delivery Order form OrderItems tab

The Order Items tab displays the equipment types or order items associated with the selected EDO. You

can add new order items, or edit and delete existing order items on this tab.

1. Click Edit or Add Button2. Opens Add or Edit Equipment Delivery Order form3. Order Items tab at bottom4. Click Add or highlight an item then Click Edit Button5. Opens Add or Edit Order Item form

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Order Items form: Define and Add or Edit


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The Order Item form enables you to specify the quantity and the type of equipment that can be reserved

and delivered against the selected EDO . An order can have multiple order items but each order item

must have a different equipment type as defined by the length (size), ISO Group (type), and height of the

equipment.

In addition, you can use the Reserved Equipment tab to reserve equipment of the type specified by

the order item.

To add or edit an order item: (see next page for description)

1 Enter in the Quantity field the maximum number of equipment of a specific type that you want to

process against the selected order item.

The Quantity specified for an order item must be greater than or equal to the Tally Limit, if specified,

for the order item.

2 Select Optionally, from the Equipment Type lookup field the equipment type for the order item.

The lookup field displays the equipment types that exist at the current scope level. To add a new

equipment type, contact VIT at [email protected]

When you select an equipment type, SPARCS N4 automatically fills in the Length, ISO Group, and

Height fields.

3 Select Optionally, if you do not select the Equipment Type in step 2, you must manually select the

Length, Height, and the ISO Group for the order item. However, if you select an Equipment Type in

step 2, you cannot edit the values in the Length, Height, and ISO Group fields.

Order Item form

Operations Gate Equipment Delivery Orders Equipment Delivery Orders view Equipment Delivery Order form Items tab Order Item form

Order

VIT selects an empty container for an order based on the Length, ISO Group, and Height specified,

unless a proper equipment type equivalent exists. Generally a type equivalent is a vented and non

vented containers or 8’6” and 9’6”. For a complete list email VIT at [email protected]

4 Enter any optional order item information.

5 Click Save.

You must save a new order item before you can reserve equipment, of the selected type, against the

equipment delivery order.



Order Items form: Required Fields


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1. Quantity2. Equipment Type

OR3. Length, Height and ISO Group4. Optional information – See next page5. Save

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Order Items form: Optional Fieldspage 1 of 2


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Tally Limit Enter the maximum number of equipment of the specified type that can be delivered

against the order item.

The Tally Limit must be less than or equal to the Quantity specified for the order item.

Once the tally limit is reached, no more containers of the specified type can be deliveredagainst the order item unless the tally limit is manually changed to a higher value or set to 'Null'. This enables you to restrict the number of equipment, of a specific type, that can be delivered against the order item at any given time.

If the Tally Limit field is not set or is 'Null', then the value in the Quantity field determines the maximum number of equipment that can be delivered against the selected order item.

For an EDO, once the tally limit is reached, no more containers of the specified type can bedelivered against the EDO unless the tally limit is manually changed to a higher value or set to 'Null'. This enables you to restrict the number of equipment, of a specific type, that can be delivered against an EDO at any given time.

For example, if you have a shortage of 20-foot reefer containers in the yard for the currentweek, you can set the tally limit to restrict the number of 20-foot reefer containers delivered, and when more reefer containers are available you can manually change the tally limit to a higher value or to 'Null'.

If the Tally Limit field is not set or is 'Null', then the value in the Quantity field determines themaximum number of equipment that can be delivered against the selected EDO.

Earliest CSC Expiration Enter the earliest allowable CSC expiration date for the order item.

Earliest Manufacture Date Enter the earliest allowable date of manufacture for the item.

Latest Manufacture Date Enter the latest allowable date of manufacture for the item.

You cannot enter a Latest Manufacture Date that is before the Earliest

Manufacture Date.

Grade Select a grade for the equipment that you may deliver against the order item.

The lookup field displays only the equipment grades defined at the current scope level. To add

a new equipment grade, email VIT at

[email protected]


Order Items form: Optional Fieldspage 2 of 2


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Accessory Type Select the accessory type that must be associated with the equipment delivered against the

selected order item.

Tare Max Enter the maximum tare weight for the order item.

The tare weight must be less than or equal to the safe weight for the order item.

To enter weight using a specific unit, type the standard unit symbol, such as lb (pounds),

mt (metric ton), lt (long ton), or st (short ton), immediately after the numeric value. For example, to specify weight in Pounds, enter 50000 lb in the text field. The default unit of

weight in SPARCS N4 is Kg (Kilogram).

Material Select the material of the equipment reserved or delivered against the selected order item.

Feature Select a feature or desired physical characteristic for the equipment delivered against the

order item.

The lookup field displays only the equipment features defined at the current scope level. To

add a new equipment feature, contact VIT at [email protected]

Remarks Enter any remarks for the order item.

Safe Min Enter the minimum safe weight for the order item.

The safe weight must be greater than or equal to the tare weight for the order item.

To enter weight using a specific unit, type the standard unit symbol, such as lb (pounds),

mt (metric ton), lt (long ton), or st (short ton), immediately after the numeric value. For example, to specify weight in Pounds, enter 50000 lb in the text field. The default unit of

weight in SPARCS N4 is Kg (Kilogram).

Condition Select the required condition of the equipment reserved or delivered against the order item.

The lookup field displays only the condition codes defined at the current scope level. To add

a new condition code, contact VIT at [email protected]

On Power Select the check box if the container(s) are connected to an electrical supply unit or forced air

exchange.

Temp. Required (C) Enter the temperature required for the selected commodity.

You have to specify a temperature only if the selected container is a reefer container.

Order Items form: Serial Range tab


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The Serial Ranges tab displays the equipment serial ranges specified for the selected EDO. If you associate equipment serial ranges with an EDO, VIT uses the equipment range to select the container to deliver against the EDO.

The equipment serial ranges defined for an EDO override the Port Restriction Serial Ranges which allow or restrict a specific range of containers to go to a specific port of discharge. If you want to modify the port restrictions contact VIT at [email protected] port restrictions will: •Reject full export or domestic containers at the ingate. •Reject requested or selected empty containers for a booking / EDO at the ingate. •Reject an empty container for a booking/ EDO at the outgate.


Order Items form: Reserved Equipment tab


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The Reserved Equipment tab displays the equipment (containers) reserved for the selected EDO. The Line Operator reserves specific equipment against an EDO and VIT will deliver the specified equipment against that EDO.

When delivering a container, SPARCS N4 either delivers a container that matches the order item criteria or a container that is listed in the Reserved Equipment tab. If a container from the Reserved Equipment tab is selected, SPARCS N4 does not try to match the container against the criteria specified in the order item.

On the Reserved Equipment tab, you can reserve equipment against the selected EDO and cancel reservations.

Order Items form:Reserved Equipment tab: Add


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1. Save you must save the Add Order Items form prior to reserving equipment

2. Click Reserve Equipment tab3. Click Add Button4. Enter Equipment Identity number5. Click Save

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Operations Gate Equipment Delivery Orders Equipment Delivery Orders view Equipment Delivery Order form Order Item form Reserve Equipment tab Reserve Equipment form

Order Items tab

Operations Gate Equipment Delivery Orders Equipment Delivery Orders view Highlight Equipment Delivery Order Number and Click Edit Button

Order Items form:Reserved Equipment tab: Edit


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Open Edit Equipment Delivery Order formHighlight line item in Order Items form Click Edit Button1. Click Reserve Equipment tab2. Highlight line item in Order Items form 3. Click Add or Delete Button

If Add follow Add process steps4. If Delete Opens Cancel Reservation form enter Yes or No5. Click Refresh Button to verify 6. Click Close

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Operations Unit Filter to get the desired Size Height and ISO Group

Reserve Multiple Equipment numbersusing Units list view


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Open Unit list view1. Highlight desired equipment numbers2. Right Click or use Actions Button3. Click Transactions4. Click Reserve Equipment5. Opens Reserve Equipment form6. Enter Order Number7. Optional Enter Carrier O/B Intended8. Click Save

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Operations Unit Filter to get the desired Size Height and ISO Group

Cancel Multiple Equipment Reservationsusing Units list view


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Open Unit list view1. Highlight desired equipment numbers2. Right Click or use Actions Button3. Click Transactions4. Click Cancel Equipment Reservation5. Bottom of screen shows Operation Successful

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Equipment Delivery Orders Columns


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Next Facility Next Facility X X 1-Routing

Notes Notes X X 0-Order

Number Number X X 0-Order

Order Purpose Order Purpose X X 0-Order

Owned/Leased Owned/Leased X X 5-Rules

PreventTypeSubst Prevent Type Substitution X X 5-Rules

Quantity Quantity X X 2-Quantity

Quantity Calc. Quantity Calc. X X 2-Quantity

Required temp Required temp. 4-Reefer

Shipper Shipper X X 3-Contents

Shipper Name Shipper Name X 3-Contents

Tally Out Tally Out X X 2-Quantity

Tally Out Calc. Tally Out Calc. X X 2-Quantity

Trucking Company Trucking Company X X 1-Routing

Equipment Delivery Orders ColumnsShort Label Long Label In Filter? Sorting? Group?

Agent Agent X X 3-Contents

Changed Changed X X 6-Audit Details

Changer Changer X X 6-Audit Details

Created Created X X 6-Audit Details

Creator Creator X X 6-Audit Details

Dest Destination X X 1-Routing

Disp Complete Dispatch Complete X 2-Quantity

Dispatch Reserved Dispatch Reserved X X 5-Rules

Earliest Date Earliest Date X X 7-Timestamp

Estimated Date Estimated Date X X 7-Timestamp

Facility Facility X X 1-Routing

Ignore Damages Ignore Damages X X 5-Rules

Ignore Holds Ignore Holds X X 5-Rules

Latest Date Latest Date X X 7-Timestamp

Line Op Line Operator X X

Equipment Delivery Order: Inspector

• Equipment Delivery Order (EDO) Inspector displays the details of the selected EDO and enables you to perform various actions on it.

• N4 EDO Inspector is a separate Training Document.


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EDO Training Document – Error Messages

• N4 EDO Training Document – Error Messages presents some common errors at EDO Add or Edit and when the trucker is at the In Gate.

• N4 EDO Training Document – Error Messages is a separate Training Document

EDO Instructionspage 1 of 2


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A. Brief Description: 1. Below are guidelines on how to do some task for the Equipment Delivery

Order (EDO). 2. Usually the simple way is best

B. Guidelines: 1. Container selection criteria should be limited to what is absolutely

necessary. a. The more criteria (CSC date, material, etc.) the harder it is to find a

match. b. Do not specific container (reserve) by number unless it is absolutely

required. 2. How to control the quantity of containers delivered against the EDO?

a. Using the Order Items form you can edit the quantity of containers by size, height and ISO Group

b. Using the Tally Limit field you can control the total quantity 3. How to control the quantity delivered per time period?

a. Edit the quantity per B.2 above 4. If you have reserved off-hire containers, but want to limit the quantity

delivered per time period? a. Reserving containers will only allow delivery of the reserved

containers against the EDO, “D q NLY” Dispatch Reserved field.

b. Edit the quantity per B.2 above to limit per time period c. If specific reserved containers must be delivered first

i. Then place other reserved units on hold ii. Or create different EDO

5. How to o “ ” EDO? a. Verify containers are graded correctly b. If not, request your M&R vendor to change the grade

Update the Order Items form with the correct grade

EDO Instructionspage 2 of 2


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VIT N4 EDO How To Do Guidelines Date: 6/27/13 Author: Gene Ferguson

1. How to control the earliest and latest date equipment can be delivered? a. Enter the dates in the Equipment Delivery Order form b. Or edit the quantity per B.2 above

2. How is the empty yards (NCY and PCY) and APM dispatches update in the EDO?

a. The EDO is only for facilities on N4. b. Containers dispatched from other facilities will require shipline

control. i. Edit the quantity per B.2 above

c. When a facility converts to N4, dispatches from that facility will be included in the tally

3. Can equipment on hold or damaged be reserved for an EDO? a. Yes much verification (not just holds) is only performed when the

trucker arrives at the In Gate. b. This allows you to reserve the equipment so it does not get

dispatched against another EDO or booking after the hold is released and before you can assign to an EDO.

4. What category of equipment can be reserved for an EDO? a. EDO will allow you to reserve equipment in any category. b. However, the trucker will not get a dispatch at the In Gate if the

category is: i. Through ii. Transship iii. Domestic iv. Export

c. The trucker will be dispatched if category is: i. Storage ii. Import iii. And Freight Kind is Empty

End of Training


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n4 equipment delivery order (edo) training document -...

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