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ULTRASHIPTMS™SHIPPER MANUAL

Bon-Ton / UltraShipTMSTM – Shipper Manual of 25Technical Support: (866) 908-7610Proprietary & Confidential - version 7 revised 5/19/2016 -

DISCLAIMER

DATE: 5/9/2023

This manual is Copyrighted © May 2023 Transportation Management Solutions, Inc. Further distribution of these materials is strictly forbidden, including but not limited to, posting, emailing, faxing, archiving in a public database, redistributing via a computer network or in a printed form. All information in this manual remains the sole property of Transportation Management Solutions, Inc.


The purpose of this manual is to provide users with an understanding of dispatch functionality as it pertains to the UltraShipTMSTM system. The following sections will be explained in detail on subsequent pages:

Table of Contents

Introduction..................................................................................................................................................................... 4

Accessing UltraShipTMSTM................................................................................................................................................ 4

Login Steps....................................................................................................................................................................... 5

Forgotten Password Steps................................................................................................................................................ 6

Profile Associated with Multiple Shipping Points.............................................................................................................. 6

Vendor Portal – Order Entry............................................................................................................................................. 7

Main Order sections..............................................................................................................................................................7

Purchase Orders....................................................................................................................................................................8

Operation Hours..................................................................................................................................................................10

Main Information.................................................................................................................................................................11

Vendor Notes.......................................................................................................................................................................12

Order Lifecycle & Statuses.............................................................................................................................................. 13

Not Available.......................................................................................................................................................................13

Draft Order.......................................................................................................................................................................... 14

New Order...........................................................................................................................................................................14

Cancelled Order...................................................................................................................................................................15

Browse Order’s.............................................................................................................................................................. 16

Search Filters.......................................................................................................................................................................17

Export Options.....................................................................................................................................................................18

Results................................................................................................................................................................................. 19

Example Bill of Lading..........................................................................................................................................................20

Column Manager.................................................................................................................................................................20


IntroductionThis manual provides Vendors with an understanding of how to create an account and once logged in, create, update, and release Order’s (Shipment Routing Requests) for Bon-Ton. Vendors' email addresses are assigned to shipping locations (i.e., Shippers), which is how Orders will be entered.

Accessing UltraShipTMSTM

Vendors will be receiving an email from UltraShip that contains a link to quickly log into the new account on the UltraShipTMS system.

This process will require you to enter your email address and the assigned password from the email similar to what is shown above. Simply click the link in the email or type http://bonton.ultrashiptms.com/ into your browser. Next, enter the email address and password listed in the Welcome Email.

The first time you login, security questions will need to be created for the account:

Select two security questions from the list and enter your answers. These questions are used to allow you to easily reset your password should you forget it. It is important that you pay attention to your responses should you need to use them in future. Once you click Save, you have successfully signed into the UltraShipTMS.

Future visits to site will only require you to enter your Email address and password. If you did not change your password previously, it will remain the password that was sent in your Welcome Email.


http://bonton.ultrashiptms.com/

If you wish to change your password, hover over Manage Data after signing in, and then click Contacts. Once you are on the Manage Contact screen click Reset Password and enter your desired password on the following page. You are also able to update any of your other information, including your security questions and contact information on the Manage Contact page.

NOTE: If a user should leave your company, please email Bon-Ton immediately at [email protected] so the account can be deactivated.

Login StepsAfter completing the initial setup for security questions for the account, you will use the following login steps to access the system. From there you will be taken straight to the Browse page.

1. Enter Email address2. Enter Password3. Click Log in


mailto:[email protected]

Forgotten Password StepsIf you have forgotten your password, you can have it sent via email.

Enter your Email address into the “Username / E-Mail” field above.

Click “Forgot Password” shown above.

An email containing instructions on how to reset your password by answering security questions that were set up when the account was created, and will be sent to the email address associated with the account.

Profile Associated with Multiple Shipping PointsIf the Vendor’s profile is associated with multiple shipping points (i.e., Shippers), the Vendor will have the option to select the specific shipping location (Shipper) from the drop-down in the upper-right portion of the screen. Once the Vendor has selected the proper shipping location (Shipper), the Vendor will only be able to enter and access Order’s for that location. If the Vendor profile is associated with only one shipping point (Shipper), the origin will default to that shipping location (Shipper).


Vendor Portal – Order Entry

Main Order sectionsOnce you click the “Enter Orders” tab you will be taken to a blank Order page:

There are four main sections on the Order page, as highlighted above:

1. Purchase Orders: This is where you enter all the details that correspond to the freight that is being shipped including PO Number, Product, Cartons, Weight, Pallets, Cube, Freight Class, and NMFC.

2. Main Information: Consists of general information about the Order. For example the address of the origin and destination, the date and time window of when the freight is available for pickup etc. Please confirm you have selected the correct shipping location.

3. Operation Hours: A list of the Origin and Destination’s hours of operation for each day as maintained in the Location profile.

4. Vendor Notes: Vendor instructions with access to Vendor Master File spreadsheet with contact instructions for any questions.


Purchase OrdersThe Purchase Orders Section contains a list of fields associated with the freight details of the corresponding PO Number that is entered. (Image Below)

In order to proceed with the creation of the Order, the Shipper will need to fill out all the required fields displayed in the Purchase Orders section. (Image Below)

As you can see in the image above, the required fields have a red asterisk (*) next to them. Below is an explanation of each field.

PO Number: This is the purchase order number. An Order can have multiple PO Numbers, however all the POs entered in an Order must have the same destination and be attached to vendor location.

Cancel Date: This is auto-populated based on the PO Number entered. It reflects the last possible date to ship this PO. An Order must be submitted with 48 hours notice and prior to 2pm EST.

Product: A brief description of the product associated with this row’s corresponding PO Number. This is a “free-form” field.

Cartons: The number of cartons that will be shipped by PO number. Weight: The total weight of the product corresponding to the PO being shipped. Pallets: The total number of pallets used to ship all the product of the corresponding PO. Partial

pallets may be entered (i.e., 1.5). If non-palletized, this must be 0. Note: All the entered POs must either be palletized or non-palletized.

Cube: The cube of the corresponding PO. Freight Class: Freight class of the corresponding PO. NMFC #: National Motor Freight Classification # as a free-form entry for the corresponding PO.

Shippers are required to properly classify their goods, more information can be found at www.nmfta.org.com.


NOTE: If an error prompt is received for a PO entered, please contact [email protected] with the PO#, Location ID, and the message displayed.

Below is an example of all Purchase Order fields correctly populated:

(Image below is an example of multiple POs added to the Order)Note: Suppliers are expected to consolidate all same day POs on a single Order per DC and request routing only twice per week on non-consecutive days per DC. Truckload quantity is exempted.

Please notice the green plus (+) sign at the bottom left hand corner of the above image. This is used to allow you to enter additional information for additional PO’s.

Please notice the red minus (-) sign on the right of the second PO in the above image. This can be used to remove a row for an entered PO.

While you go through the process of filling out the PO information, you will notice that there is a total’s row representing the sum of your numeric PO columns. This auto-adjusts to the overall PO information you enter. (Image Below)

Lastly, there is a Clear All button on the bottom left hand corner of the Purchase Orders section. Clicking this button will wipe out all the information you entered in your Order, and present you with a new Order entry screen. Note: Once an Order is saved, this button no longer exists.



Operation HoursThe Operation Hours section displays a list of both the origin and destination locations’ standard working hours on each day. (Image Below)

Note: In the case of the Destination here, there are duplicated days for different times to represent the different hour time slots. Ship locations are required to maintain current hours of operation.


Main InformationThe Main Information section contains generic information about the Order. (Image Below)

Below is a list of all the Main Information section’s fields, along with a brief description of each:

Order Number: The number of the Order in the TMS system. This field gets set once the Order has been saved. Once order is completed, transposing the order number is required: to BOL not printed from TMS, to prepaid carriers for appointments, and to FedEx consignee billing (FedEx Ship Manager) for collect parcel shipments. For parcel prepaid shipments routed to a Bon-Ton DC the order number should be embedded in the shipping label.

Order Status: The status of the Order – Draft, New, Canceled etc.

Origin: Contains details regarding the Order’s origin location. Location name, address, as well as the location’s contact information. This is auto-populated based on the shipping location selected and/or per the only shipping location available for the Vendor, if applicable.

Destination: Contains details regarding the Order’s destination location. Location name, address, as well as the location’s contact information. Choose a Bon-Ton DC from the drop-down.

Available Pickup Window: The date and time frame that the Order can be picked up within the PO(s) shipping window(s). Auto-populated based on latest "Available Pickup (From)" date and the earliest "Cancel Date” on all PO's included on Order.


Date & Time Available: The date and time that the Order is available for pickup. When the Order is released, this will be the date used for scheduling the pickup. Freight is required to be available at 8am on the day of the scheduled pickup.

Cancel Date: Auto-populate with the earliest "Cancel Date” on all PO's included on Order.

Comments: An optional field for comments that apply to the whole Order (not just the destination). Bon-Ton and the carrier will see these comments. (Example: “Driver load and count required”)

Pickup Require Appt: Should be checked if the pickup requires an appointment.

Stackable: This indicates whether or not the pallets of the POs listed above are stackable. This option only appears if the pallet count is greater than zero.

Payment Terms: Select if the Order will ship Pre-Paid or Collect. If Pre-Paid, the Order will no longer be available for editing once released.

The Main Information section also has Order action buttons on the bottom right hand corner to alter the status of the Order. Different action buttons will be available to the user depending on the status of the Order.

In our example, we have only started filling out a new Order, therefore only the Save and Save & Release buttons are displayed:

Vendor NotesThe Vendor Notes section contains information directed from Bon-Ton to the Vendors/Shippers. This includes links to download the Vendor Master File spreadsheet and the email for any questions.


Vendor Portal Error MessagesThere are several error messages that could be displayed while submitting your Order. If the error displayed indicates:

1. Error Message- PO must be entered at least 48 hours before ‘date’. (Your PO is Past Cancel). You must contact the buying office for an extension before you can submit the routing request. Remember it takes 2 hours for the upload into the BonTon TMS system once the PO is modified.

2. Error Message – PO is invalid. To resolve this error message – please email: [email protected] with vendor login id (Location ID) and the PO numbers. Bon-Ton will cross reference this information for confirmation and then the vendor can continue to enter for routing. Remember it takes 2 hours for the upload into the BonTon TMS system once the PO is modified.



3. Error Message – The Available Date must be within Available Shipment Window. (Conflicting Date Ranges). This error message indicates that a set of PO’s do not share a common ship window, the trouble PO(s) must be removed from the Order and submitted on a separate Order or have the dates modified by the buying office to submit within the PO ship ranges of the other PO(s) entered. Remember it takes 2 hours for the upload into the BonTon TMS system once the PO is modified.


Order Lifecycle & Statuses

Below is a brief description of the Order status flow & lifecycle until it is no longer editable via the Vendor Portal:

Not AvailableOrder currently has no status because it is only just being entered and has not yet been saved. User can Save or Save & Release the Order. (Image Below)


Draft OrderOnce the user clicks Save, the Order and its details will be saved to the system. User can continue editing and Save, Save & Release, or Cancel the Order. (Image Below)

New OrderOrder has been Saved and Released. User can continue editing and Save or Cancel the Order. (Image Below)


Cancelled OrderA user can cancel the Order by clicking the Cancel Order button. Once the Order has reached this status, no action may affect the Order and it is no longer usable. (Image Below)


Browse Order’s

Hover over the “Browse’ tab and select “Order” from the drop-down. The Browse Order tab enables the users to view their previously created Order’s. The following is a breakdown of the Browse page:

1. Current Filters: Displays the current filters applied to retrieve the results displayed.2. Show/Hide Filters: Expands or contracts the Filters section above the Results.3. Refresh: Allows the user to refresh the results retrieved for any data, which have been

updated or newly created.4. Clear: Allows the user to remove any current filters set to start from the beginning. 5. Browse Tool Options: The Browse Options allows users to export data displayed in the

results section of this page. Users have the ability to export data in PDF or Excel (CSV) format.

6. Column Manager: This option allows users to enable, disable, and re-order the various data columns displayed within the Results section.

7. Results Section: This section of the Browse page provides users with active shipments within the UltraShipTMSTM system.

**NOTE: All sections listed above will be broken down further in subsequent pages.


Search Filters

The ‘Search Filters’ module enables users to search various Order’s which have been entered into the UltraShipTMSTM system. By clicking the ‘Show Filters’ link, the window will expand and display input fields for various criteria, as well as a section to create and utilize “Saved Searches”. Users may utilize multiple filters that are matched against Order information to provide users with specific results. Furthermore, users may also save these searches and utilize them at a later point in time. For your clarity, this module is broken down as follows:

1. Reference Number: Allows a user to search for a specific Order Number or PO Number.2. Order Status: Allows a user to filter Order’s based on a specific status (below).

Draft Order – created, but not yet released. New Order – created and released. Ready – scheduled for routing. (No longer editable.) Optimization in Progress – in the process of route optimization. Released to TMS – routed and ready for load tendering. Accepted – accepted by carrier. Cancelled – previously cancelled Order.

NOTE: Orders can still be edited by the Shipper if in Draft Order or New Order status. Once routing process has begun (Ready status and beyond), Orders are in View-Only mode.

3. History Status: Allows the user to filter Order’s based on a general historic status (i.e. New, Updated, Optimized).

4. Appointments: Allows the user to filter Order’s based on whether or not an appointment is required.

5. Pickup Dates: Allows the user to filter Order’s based on a specific Pickup Date or a range of Pickup Dates.

6. Delivery Dates: Allows the user to filter Order’s based on a specific Delivery Date or a range of Delivery Dates.


7. Created Dates: Allows the user to filter Order’s based on a specific Created Date or a range of Created Dates.

8. Origin Country: Allows the user to filter based on origin country of the Order.9. Origin State: Allows the user to filter based on the origin state of the created Order.10. Origin Name: Allows the user to filter based on the name of the Shipper on the Order. 11. Destination Country: Allows the user to filter based on the destination country of the

Order.12. Destination State: Allows the user to filter based on the destination state of the Order.13. Destination Name: Allows the user to filter based on the name of the Destination on the

Order.

**NOTE: All input boxes with a light blue background indicate a smart field (auto-suggest values). All filters can be cleared by selecting the ‘RESET’ button.

14. New Search Name: Enables a user to save the various filters set into a single search option.15. Select Search: Allows the user to select from previous saved searches.16. Apply Search: Enables the user to filter all shipments based on the filters set within a single

search.17. Delete: Removes the saved search from the drop-down menu option.

Export OptionsThe ‘Browse Tool Options’ enables a user to export data out of the UltraShipTMSTM system into PDF or Excel (CSV) format.

Export to PDF: Allows users to export data within the results section into a PDF document.Export to Excel: Enables a user to export results data into an Excel document.


Results

The ‘Results’ section displays specific information pertaining to the active shipments which have been sent to the UltraShipTMSTM system. The following is a breakdown of this section:

1. Order #: Displays the Order number.2. Origin Name: Displays Name of the Origin (Shipper) on the Order.3. Destination Name: Displays Name of the Destination on the Order.4. Pickup From: The Date/Time the Order is first available for pickup.5. Pickup Until: The Date/Time the Order is last available for pickup (same as Pickup From

date).6. Pickup Appt: Pickup appointment scheduled for the Order. 7. Deliver From: The earliest Date/Time that the delivery can be made.8. Deliver Until: The last Date/Time that the delivery can be made.9. Deliver Appt: Delivery appointment scheduled for the Order. 10. Weight: The total weight of the Order. 11. Pallets: The total number of pallets on the Order.12. Cartons: The total number of cartons on the Order.13. Cube: The total cube of the Order.14. Carrier: Displays the name of Carrier assigned (if accepted).15. Status: Displays the status of the Order (see page 16 – Order Status).16. BOL: Bill of Lading for the Order. (see page 20 for an example BOL).


Example Bill of Lading

Column Manager

The ‘Column Manager’ enables users to add or remove the columns displayed within the results section. To modify the results display, simply click on the ‘Column Manager’ link on the right side of the page. For your clarity, the following is a breakdown of this module:


1. Column Order/Display: This module enables the user to modify the columns visible within the results section.

2. : Indicates that column is currently in use within the results section.3. : Icon indicates that the column is not being displayed within the results section.4. Save: Enables the user to save the order and column type to display within the results

section.5. Restore Defaults: Restores column type and order to system defaults.

Example:

**NOTE: Columns can also be re-arranged by left clicking the heading and dragging up or down based on the desired order.


VENDOR PORTAL RULES & FIELD DESCRIPTIONS – SHIPPER ROLERules/Expected Field Description

PO Number

Entry of PO drives field population and validations for the Order Entry process. PO number entered by user for each line item. Validation:

PO is defined in Purchase_Orders table for a Vendor.Vendor is associated with the Vendor/Shipping Point (signed on user) in the Manage Shipping Points table.

Additional validations for PO defined below based on the data populated and will be triggered upon entry of PO number.

Entry of PO number (currently validates for a number value).

Origin For Shipper role, Origin is determined by the location of the signed on user.

Shipper name, address and contact information populated for the signed on user. (Data from Location file.)

Destination

Destination is chosen from drop-down based on initial PO entered (valid for the signed on user). Validation:

Upon entry of additional PO numbers, each must have the same destination as the original PO entered on line one.

Customer DC (warehouse) name, address and contact information populated for the PO entered.(Data from Location file.)

Date & Time Available

(Date field)

Date the Order is first available for pickup. Validation: Date cannot be before "Available Pickup Window (From)" PO cannot be added to an Order if entry occurs within 48 hours of

this date and prior to 2pm EST. Validated on PO number entry.

Date (updateable by user)

Date & Time Available

(Time field)

Time the Order is first available for pickup. Defaults to current Time, but can be updated by user. (No validation on time.)

Time (updateable by user)

Available Pickup Window

(From)

Defined by latest "Available Pickup (From)" date on all PO's included on Order.

Date as determined by PO.

Available Pickup Window(Until)

Defined by earliest "Available Pickup (Until)" date on all PO's included on Order.

Date as determined by PO.

Cancel DateCommon term used to reference the "Available Pickup (Until)" date on the individual PO.

Date (view only and determined by PO)

Product Description of product to be shipped on the specific PO. Required field, but no validation on entry.

Weight, Cartons,Cube

Weight: Must be numeric with total of all PO's on Order to be <= 43,000Carton: Must be numeric with no validation on total.Cube: Must be numeric with total of all PO's on Order to be <= 3,750.

All are numeric values and are required fields for each PO entered. Totals are calculated for Order Upon entry of each field.

Pallets

Number of Pallets on each PO. If items are (loose) not palletized, '0' is entered (default value). Validation:

Must be numeric and all PO's on an Order must be = 0 or all must be > 0. (All loose or all on pallets).

Max of 26 total or 52 if stackable.

Pallets are a numeric value and are a required field for each PO.

Freight ClassFreight Class for the PO as per Shipper/Vendor Location Associations and Vendor.

Drop-down list. Required field.

NMFC National Motor Freight Classification # as a free-form entry. Required field, but no validation on entry.

Pickup Require Appt

Pickup Requires Appt is checked for all Order’s.Check box with Pickup Requires Appt field set to "Yes" for all Order’s. View only and not updateable by user.

Stackable Shipper to indicate if the pallets on this Order are stackable when loading? This field appears when Pallets are > 0, but does not appear when Pallets are

Check box, updateable by user.


= 0.

Payment Terns Select if the Order will ship Pre-Paid or Collect. If Pre-Paid, the Order will no longer be available for editing once released. Select from drop-down. Required.


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