Edge Billing Order Entry User Manual

Billing Order Entry User Manual

Last Updated: 11/13/2019

© 2019 XPO Logistics, Inc. CONFIDENTIAL AND PROPRIETARY MATERIAL | Internal Use Only

Order Entry Instructions

Contents

GETTING STARTED ............................................................................................................................. 2
Overview............................................................................................................................................ 2
Sign In................................................................................................................................................ 2
Search for Shipment to Bill................................................................................................................. 2

REVENUE ORDER ENTRY................................................................................................................... 4
Complete Order Header ..................................................................................................................... 4
Enter and Match the Billing Parties .................................................................................................... 7
Enter Supplemental Reference Numbers ......................................................................................... 11
Mark Special Services...................................................................................................................... 13
Enter Shipment Line Items ............................................................................................................... 13
Enter Accessorials ........................................................................................................................... 15
Enter Remarks ................................................................................................................................. 16
Enter Time Date Critical Information ................................................................................................ 16
Enter Additional Information ............................................................................................................. 17
Review and Submit Order ................................................................................................................ 20
Cancel Order.................................................................................................................................... 20

HAZMAT ORDER ENTRY ................................................................................................................... 21
ACCESSORIAL ONLY......................................................................................................................... 21

Process Overview ............................................................................................................................ 21
Step 1: Review the Accessorial Codes required information for manual rating ................................. 22
Step 3: Enter order in system........................................................................................................... 23
NON-NORM Order entry...................................................................................................................... 24
Provide Feedback ............................................................................................................................ 26

1

Order Entry Instructions

GETTING STARTED

Overview

The new Order Entry application, allows faster entry of billing
information. Orders are entered on a single page. Also, keyboard
shortcuts make scrolling and using your mouse less necessary.

Sign In

1. Open Google Chrome.
2. Paste in this URL: https://app.ltl.xpo.com/appjs/bill-entry/
3. On the Order Entry Sign In page, enter your Windows NT

ID and password.
4. Click SIGN IN.

Note: The system will time out after 10 minutes of inactivity.

Search for Shipment to Bill

1. On the SEARCH SHIPMENTS page, enter
the PRO number on the BOL.

Tip
PRO numbers can be entered in any of these formats:

▪ 9 characters with no dash (example: 457120705)
▪ 9 characters with dash (example: 457-120705)
▪ 11 characters with zeros in first and fifth positions (example: 04570120705)
To test various order entry aspects type “PRO” in the Enter PRO# search field.
Note
A PRO number cannot be changed once the order is in process. You must cancel and
start over.

2

Order Entry Instructions

2. Click .

The Order Entry form displays.

Order Entry Form Navigation Tips

The fastest way to navigate to a section of the Order Entry form is to press the Alt key plus the
underlined letter in the tab name on the top black bar.

Order Entry Section Keyboard Shortcut

Order Header Alt H
Parties – repeat to cycle through parties Alt P
SRNS (Supplemental References Numbers) Alt N
Special Services Alt S
Line Items Alt L
Accessorials Alt A
Remarks Alt R
TDC Alt T
Addtl Information Alt I
Cancel Alt Q
Review/Submit Alt V

You can also navigate to sections by:
▪ Clicking the desired tab on the top black bar.
▪ Scrolling down to the section you want.

3

Order Entry Instructions

REVENUE ORDER ENTRY

Complete Order Header

After entering a PRO number on the SEARCH SHIPMENTS page, the Order Entry form displays with
the PRO that you entered and a pickup date of today’s date.

1. Select the debtor type, click the arrow in the DEBTOR TYPE (TERMS) field, and select the
appropriate type (Prepaid, Collect, or Both).
Note: for both bills use terms of both, then change the terms at the line level.

2. If you need to change the pickup date, click the PICKUP DATE field, click the arrow, and then
select the appropriate date from the calendar.
Note: You cannot backdate more than 10 days.

3. For spot quotes, enter the spot quote number in the SPOT QUOTE field, numbers only.

The Parties section will not be available for entry until the DEBTOR TYPE (TERMS) is selected.
You should populate all fields in the Order Header section prior to entering the Parties information. As soon as the
DEBTOR TYPE is selected the Parties area will appear white and be available to type in.

4

Order Entry Instructions

View the BOL

Clicking the Bill of Lading link, the scanned BOL image will
open in a new tab.

a. Click to download the Bill of Lading.
b. Click to zoom in or out of the image.
c. Click to rotate the image.

a

bc

5

Order Entry Instructions
Note: Potential eBOLs will appear for some shipments. Select the correct eBOL from the list. These
fields can help narrow the potential match. The system will only show ebills for the last 7 days.

6

Order Entry Instructions

Enter and Match the Billing Parties

You must complete the PARTIES section of the Order Entry form and click MATCH CUSTOMERS
before entering information in the SUPPLEMENTAL REFERENCE NUMBERS section.
Billing instructions should be read before the debtor type is selected.
This is very important for Blind Shipments. Notice that the Billing Instructions are visible to the left
before the debtor type is selected.
Important: Don’t change the name in the party section.

Under SHIPPER UNMATCHED, complete shipper NAME and ADDRESS fields.

MATCH
CUSTOMER is
grayed out (not
active) until all
required fields are

entered.

1. Under CONSIGNEE, complete consignee NAME and ADDRESS fields.

Tips NAME1, ADDRESS, CITY, STATE, and ZIP fields are required.
▪ Based on the zip you enter, ORIGIN SIC and DESTINATION SIC fields autofill.
▪ Click in ORIGIN SIC and type to override the origin service center as needed.
▪ The % character is not allowed in Name1 field for party or for the blind shipper,
▪ but it is allowed in the Name2 field.
If there is an alias existing for a Mad Code, Edge displays NAME1 from the
▪ alias, and then the rest of the information from the main code.
Shipper and Consignee cannot be the same.
▪

▪7

Order Entry Instructions
2. If the Bill To location is on the BOL, enter that information under BILL TO.

Notes
▪ Parties entered on the order will show in the original entry fields.
▪ If you do not have a bill-to you don’t have to add one, the system will derive the bill-to

from the debtor location.
▪ ACCO orders just enter the Bill-To. The rest will auto-populate.
3. If the system matched address is incorrect click UNMATCH and enter the correct address.
4. Press Alt-M (or click MATCH CUSTOMERS in upper right).
5. In the SHIPPER UNMATCHED window, select the location you want to use for this bill.
6. Click MATCH if the location you selected is a good match. If you can’t find a good match, click

UNSURE. If there are no matches, click NO MATCH and try again.

Tip
If you need to clear just one of the parties on the screen use the CLEAR button.

8

Order Entry Instructions
7. In the CONSIGNEE UNMATCHED window, select the potential match you want to use for

Consignee information on this bill.

8. Click MATCH if the location you selected is a good match. If you can’t find a good match, click
UNSURE. If there are no matches, click NO MATCH and try again.
Tip
If you did not get the match you want, you can use the search fields at the bottom of the
window
Note
If you entered information for the Bill To location, the BILL TO UNMATCHED window displays and
you will need to select the best match. If you did not enter information for the Bill To, the system will
try to determine a Bill To based on information you entered for the Shipper (for Prepaid) or
Consignee (for Collect). If there is no bill to for the debtor location the system will set up for the
invoice to go back to the debtor location.

9

Order Entry Instructions
The Parties section displays with the shipper, consignee and bill to information that will be
used for billing displayed at the top of each column. The information you originally entered
still displays exactly as you entered it.
If you aren’t satisfied with the matches you got, you can click Alt-M again and select
different locations. After customer matching, if you change any of the name or address
fields, you must rematch that party.

In this example, the bill
to information is labeled
as “DERIVED” since the
system matched it from
the shipper information.

Shortcut: Toggle Between Matched Parties
Press Alt + P.
Note: The only time you will see data populated in the bill-to fields is when the biller manually
entered the bill-to.

10

Order Entry Instructions

After the order is billed in the system, the Read-Only screen will show if the Shipper,
Consignee, and Bill-to matching was matched by the system, selected from a list of posisible
matches, or marked as unmatched.

Enter Supplemental Reference Numbers

Use the SUPPLEMENTAL REFERENCE NUMBERS section of the form to enter any customer
numbers that appear on the BOL, such as product serial numbers and purchase order numbers.

After you have matched your parties, the SRN section can display in one of two ways: 1) With no pre-
filled information in it; 2) With pre-defined SRN rules and instructions for one or more of the matched
parties.

1. If the section displays with NO Information, and there are SRNs on the BOL, follow these steps:

a. In the REFERENCE TYPE field, enter a description of the number type.

Tip
Use any combination of letters, numbers, and symbols up to three
characters (examples: SN, SN#, PO#, BL).

b. Tab to the NUMBER field and enter the customer’s supplemental number.

Tip
Use any combination of letters, numbers, and symbols.

.

ab

11

Order Entry Instructions

2. If the section displays SRN rules and instructions, enter the numbers that appear on the BOL
into the NUMBER field for the appropriate Reference Type.

a. If the number you enter conforms
to the rule stated above:
The STATUS REASON field
changes to Rule Met.

b. If the number on the BOL does
not conform to the format rule:
Enter it as shown on the BOL,
and then select Format not on
BOL in the STATUS REASON
field.

c. If a number for which there is a
rule does not appear on the
BOL at all: Leave the NUMBER
field blank, and then select
Number not on BOL in the
STATUS REASON field.

12

Order Entry Instructions

Shortcut: Add/Delete Supplemental Reference Rows

Add a row
With the NUMBER field
highlighted, press Enter.

Delete a row
Click the at the end of the row you want to delete.

Mark Special Services

In the Special Services section, mark any services that were used for this order.
Note: Selecting COD, Excessive Value, Guaranteed, G12, and Rapid Remote Service will
automatically add an accessorial to the Accessorials section of this order.
Services flagged in pickup requests will auto-check the service in this screen. Items can be unchecked
if needed. Services checked must match BOL.
Note: Rapid Remote Service will only be enabled if it is an eligible zip code. (The Satelite SIC will flip to
the host SIC). Only available for Normal(NORM) and Partlot(PTLT) classes only. It is acceptable to add
liftgate and other services.
Note: G12 is not eligible for consignees 25 miles or more from the SIC. It cannot be combined with
Liftgate, Freezeable, Hazmat, Exclusive Use, Time Date Critical, Rapid Remote Service, Guaranteed,
or 20,000 lbs or heavier. It is acceptable to add other services.

Shortcut: Mark a Service
Tab to the checkbox you want, and press the Spacebar.
.

Enter Shipment Line Items

Use this section to enter a single commodity line, or enter multiple lines when you have more than one
commodity or packaging type.

13

Order Entry Instructions

Note: The CHARGE TO field is pre-populated with the same debtor type indicated in the Order Header
section.
In the PIECES field, enter the number of pieces for a specific commodity or packaging type. If unable to
enter piece count here, the system will require the count to be entered in the PIECE COUNT field later
in the Remarks section.

Shortcut: Access the Shipper Commodity Profile window
Press Alt + O.
Note: commodity profiles are added from a BI report. You cannot add them yourself.
.
1. Tab to the PACKAGING TYPE field and enter the packaging type or select
it from the drop-down list.

Shortcut: Packaging Type
As you type the name of a packaging type (for example,
“pallet”), the list is filtered to show only types that include what
you typed. Use your arrow key to highlight the selection you
want, then press Enter to select it.
2. Ta. b to the WEIGHT field and enter the weight for a specific commodity or packaging type.
Note: The HAZMAT box is disabled until a future phase of the project.
3. Tab to the NMFC field and entered the packaging type or select from the drop-
down list. Note: If the class is different on the BOL, use class from NMFC site.

Shortcut: NMFC
As you entered the NMFC number, the list is filtered showing
only numbers that as you include what you typed. Use your
arrow key to highlight the selection you want, then press Enter
to select it.
.

4. Tab to the COMMODITY CLASS field and type the class number or select it from
the drop-down list.
Note: If you entered the NMFC number in the NMFC field, then the COMMODITY
CLASS field will be auto-populated.

Shortcut: Commodity Class Tip
As you type the Commodity Class, the list is filtered to show
only numbers that include what you typed. Use your arrow key To delete a row, click the
to highlight the selection you want, then press Enter to select it. at the end of the row
.
you want to delete .
14

Order Entry Instructions

5. Tab to the COMMODITY DESCRIPTION field and type a description of the commodity.

Shortcut: Add Shipment Line Rows
With the COMMODITY DESCRIPTION field highlighted, press
Enter.

Note: If there is a commodity profile available there will be a link above the commodity that you
can click to open. Commodity profiles cannot be added through Edge. They are added via a BI
report.

Enter Accessorials

Use the ACCESSORIALS section to enter any accessorial services that were provided for this
shipment.
Note: The CHARGE TO field is pre-populated with the same debtor type indicated in the Order Header
section.

1. Tab to the ACCESSORIAL CODE field and type the three-character code or select it from the
drop-down list.

Shortcut: Accessorial Code
As you enter the code, the list is filtered to show only types that include what you typed.
Use your arrow key to highlight the selection you want, then press Enter to select it.
N.ote: The DESCRIPTION and UOM fields populate based on the code you entered. For many
codes, the QUANTITY field will auto-populate with N/A (not applicable).
2. If the QUANTITY field is blank, tab to the field and enter the quantity.
3. In the AMOUNT field, enter the dollar amount for the service.

These accessorials require an amount to be entered:
▪ EVC
▪ ZHP
▪ Detention with Power
▪ Sort and Seg
▪ Inbound shipments

15

Order Entry Instructions 3
2

Shortcut: Add Accessorial Rows Tip
With the QUANTITY field highlighted, press Enter.
To delete a row, click the
at the end of the row

you want to delete.

Note: Some charges are added after the order is entered when it goes to rating.
The system will automatically add the single shipment charge.

Enter Remarks

Use the REMARKS section to enter remarks.
Note: If there are remarks on the customer profile, these will auto-populate into the applicable fields.
PIECE COUNT is required and must be at least 3 characters.

Enter Time Date Critical Information

Use this section to specify time/date instructions for delivery.
1. In the first DATE field, select On, By, or Range.
2. In the second DATE field, enter the delivery date, or select it from the calendar.
3. In the first TIME field, select At, Before, After, or Range.
4. In the second TIME field, enter the delivery time in HH:MM format.

16

Order Entry Instructions

23 4

5. Click the Call For Appointment checkbox when an appointment is required, but there is no date or
time provided.

Shortcut: Select Time/Date Parameters

1. Tab to the first DATE field (or first TIME field).
2. Press Enter to display the choices.
3. Use the arrow keys to move to the selection you want.
4. Press Enter again to select the choice.

Tip at the end of the row.
To delete a row, click the
To delete all rows click
To duplicate rows click

1

Note: Entering TDC information or checking the Call For Appointment checkbox, will automatically
add a TDC to the ACCESSORIAL section of the order.

Enter Additional Information

Use this section to enter any additional information.

17

Order Entry Instructions
▪ Blind Shipments – Type in the shippers name from BOL to replace XPO Logistics per

instructions on the left.

▪ COD – When a COD is entered for a Prepaid bill, this section will automatically enter Part
Prepaid as All Other Charges and Part Collect as COD Amount. The amount will be filled in by
Manual Rating. Exception: If entering a Both or Collect bill with a COD, then you have to fill out
the COD section.

▪ Driver collect
▪ Customs document attachments
▪ In bond shipments
▪ Lineal foot
▪ Advanced/Beyond carriers

18

Order Entry Instructions

Shortcuts - Additional Information
▪ Blind Shipments – To select BLIND or TRUE BLIND, tab to a box and press the space bar.

(Selecting True Blind autofills the Shipper Name with the XPO shipper location.)
▪ COD – To select a COD PAYMENT TYPE, tab to the field and press Enter to display choices;

then use arrows to mark the choice and press Enter again.
▪ Documents – To select a document, tab to a box and press the space bar.

19

Order Entry Instructions

Review and Submit Order .

1. At the bottom of the Order Entry form, click

Shortcut: Review
Press Alt + V.

2.. Look over the completed form.

Note

When Review is clicked, the Order Entry form scrolls to the top and colored indicators show
whether the data on the form has no errors (green), has warnings (orange), or has errors
(red).

Before submitting the form, any errors must be resolved and the review process re-

3.trigAgtethreedb. ottom of the form, click .

Note
Once submit is selected for an order in the system, all information is loaded into Oracle. Rates
or corrections are not visible in the Order Entry System. It is for Data Entry only.

Once orders are entered, the system rates, adds destination accessorials, discounts, FSC, and
updates the Navigator with the order information.

Cancel Order

If you need to cancel the order, press Alt + Q.
The associated eBOL or PUR will not be marked used and will be available for future use. Also, this will
not ACOR the shipment on the mainframe.

20

Order Entry Instructions

HAZMAT ORDER ENTRY

Hazmat order entry is performed by EXL only. Hazmat order entry should not be performed by
emergency billers in the Service Centers.

ACCESSORIAL ONLY

Process Overview

Shipper and Consignee will be SAME name and address. This will reflect SIC that will receive the
revenue. It is only necessary to enter the bill to address.
Bill2 is required and should be showing as invoicing instructions (Bill2 information will not auto
populate, must be entered manually).
If debtor does not have a mad code, pro will be on SIC statement for CSR to submit a CIS request.
If charges were collected at time of service, handle as driver collect and send money or check to Cash
Applications with pro number. Order will be manually rated with linehaul, discount and FSC removed.
** Accessorial Only orders will NOT include Non-Trade Charges. IE: Trailer Rentals, Rent or Customer
Solution Fees. These will be handled separately thru Oracle at CWY. Email Non-Trade BOL for billing
to LTL MISCELLANEOUS INVOICES mailbox.

21

Order Entry Instructions

Step 1: Review the Accessorial Codes required information for manual rating

ACCESSORIAL CODE / REQUIRED INFORMATION FOR BOL Can we rate if information is missing
DESCRIPTION

DDW DEST DETENTION W/O Total number of days equipment was detained. Do

POWER not attempt to calculate free time N

DWD DEST DETENTION Arrival and departure times N
WITH POWER

DST DEST STORAGE Total number of days in storage. Actual weight of Y (min charge is applied)
shipment(s). Do not attempt to calculate free time.

OSS ORIG PALLETIZE, Number of pieces sorted, segregated, or palletized.
SORT, SEGREGATE
Actual weight of shipment(s). N

LSC LUMPER SERVICE Amount charged to XPO by service provider as this
CHARGE
is a passthrough accessorial. N

DMA DIVERSION TO Number of labor hours it took to complete. If absent
ANOTHER CARRIER
minimum charge applied. Y (min charge is applied)

OSH ORIG SAT, SUN, Number of labor hours it took to complete. If absent
HOLIDAY PICKUP
minimum charge applied. Y (min charge is applied)

SRT DEST PALLETIZE, Number of pieces sorted, segregated, or palletized.
SORT, SEGREGATE
Actual weight of shipment(s). N

ODD ORIG DETENTION Arrival and departure times N
WITH POWER

OAH AFTER BUSINESS Number of labor hours it took to complete. If absent
HOURS PICKUP
minimum charge applied. Y (min charge is applied)

OST ORIG STORAGE Total number of days in storage. Actual weight of N
shipment(s). Do not attempt to calculate free time.

DAH AFTER BUSINESS Number of labor hours it took to complete. If absent
HOURS DELIVERY
minimum charge applied. Y (min charge is applied)

Number of labor hours it took to complete. If absent

ELO ORIG EXTRA LABOR minimum charge applied. Y (min charge is applied)

ODW ORIG DETENTION W/O Total number of days equipment was detained. Do

POWER not attempt to calculate free time N

Number of labor hours it took to complete. If absent

ELD DEST EXTRA LABOR minimum charge applied. Y (min charge is applied)

ACCESSORIAL CODE / REQUIRED INFORMATION FOR BOL Can we rate if information is missing
DESCRIPTION

DSH DEST SAT, SUN, Number of labor hours it took to complete. If absent
HOLIDAY DELIVERY
minimum charge applied. Y (min charge is applied)

SWS SUFFERANCE Number of days stored. Actual weight of Y (min charge is applied)
STORAGE FEE shipment(s). Do not attempt to calculate free time

ACX ADVANCING CHARGE Advanced amount N

Total number of days in storage. Do not attempt to N
AKT ALASKA STORAGE FEE calculate free time. Actual weight of shipment(s).

COD DEST COD FEE COD amount N

DRL DEST RELABELING Number of items relabeled N
SERVICE

EVC EXCESSIVE VALUE Declared value & expressed written request for N
excess value liability signed by requestor

22

Order Entry Instructions

ONX DEST ORDER NOTIFY Order notify amount N
ORL ORIG RELABELING Number of items relabeled N

Step 2: Create the BOL for Accessorial Only charges

a) Use (INBL) Internal Bill of Lading template
b) Enter Pro Number
c) Check PREPAID
d) Enter same name and address for shipper and

consignee.
e) Enter Bill2 attached to P&D Code or same as

P&D code unless true 3rd party.
f) Commodity Line will be auto populated as

follows: 1 PC Description: Accessorial Only
Weight:1 lb
g) Enter Accessorial Code with details for
charges, include applicable information as
needed for manual rating (see table on right)
h) Enter your name in the Created by field:
Complete name of the person creating INBL.
(if unable to rate, SIC contact will be contacted
for further information).

Step 3: Enter order in system

a) Biller enters Pro Number in Search field
b) Select ACCO for Accessorial Only
c) Debtor Terms and Pickup Date required
d) Biller enters pro number in initial search
e) Select ACCO as bill class for Accessorial Only
f) Debtor Terms and Pickup Date are required
g) Shipper and Consignee, will be gray and auto-populate with the bill to after it is entered. Bill2

must be entered, will not populate invoicing instructions.
h) Click Match Customer.
i) SRN field is optional
j) System defaults commodity line to 1 PC, 1 lb, Class 100, with Description of ACCESSORIAL

ONLY. This line cannot be edited or deleted and additional commodity lines cannot be added.
k) Select Accessorial Code from drop down in Accessorial Section. See list of Accessorial codes

a. and required fields to be completed for manual rating to apply.
l) Remarks can be added for additional information for customer or rating team. This will be

reflected on invoice.
m) Image INBL as BOL for billing team.

Next steps:
• EXL will Review and Submit order.
• System saves order.
• System syncs order to Oracle as a MISC bill class.

23

Order Entry Instructions

Note: Pro will be directed to Manual Rating queue XACC for manual rating team to rate and release.
Note: Accessorial Only order will NOT sync into DB2 (Navigator) at this time.

NON-NORM ORDER ENTRY

Non-revenue orders are billed in the Service Center whenever we are moving freight off the dock our
out of OS&D.
The non-revenue order types are:

• GCBZ – freight that has been final delivered in error on the original PRO or is moving to CMK
(salvage).
1. These Reference Types below will auto-populate on GCBZ orders.
2. Reference the original PRO with Reference Type: SN#.

Shipment Overages Process
Note: There is no longer OREP bill types. Do not send to EXL to bill.
Follow this process:

1. Go to Navigator
2. Reports Tab
3. Salvage Tools
4. Salvage Request Form
5. Fill out the form for the overage
6. Create a GCBZ order and use the SAP # as a reference #
7. Shipper and consignee should be the customer’s P&D address

• MOVR – freight moving from one SIC to another and we know the original PRO
• EXPD – freight moving from one SIC to another and we don’t know the original PRO
• COBZ – company business freight
• PTLT – shipments that are too large to be on one truck. The PTLT is the parent bill and has

related PSEG orders.
Note: The number of pallets is above the commodity. The total feet is calculated from the PUR.
• PSEG – The associated orders that go with a PTLT.
Note: the system also adds the weight and pieces from the PSEG to make sure they add up to
the total on the PTLT.

1. Enter the PTLT PRO in the Related PRO # field then most fields will auto-populate from
the parent PTLT order.

2. Enter the weight and pieces on the commodity lines
3. Enter remarks manually.

24

Order Entry Instructions

1. In the Order Header section, select the correct BILL CLASS from the drop down.

Note: In the Order Header, Debtor Terms and Spot Quote fields are disabled when a non-norm bill type
is selected because they do not apply to non-revenue bill types.
Addtl Note: For MOVR and PSEG bill types the Reference PRO # field will appear.
2. Complete the remaining sections as described in the first section:

▪ Accessorials
▪ Remarks
▪ Time Date Critical
▪ Additional Information
▪ Review & Submit

25

Order Entry Instructions

Provide Feedback

1. Click the FEEDBACK button in the upper right corner to provide feedback to IT about the Edge
application.

2. Click SEND.

26