Upload and Approve Bill Of Lading
Managing Bill of Ladings has never been easier. This feature allows BATS to serve as the central repository for all of the Bill of Lading you receive. Since each BOL is attached to the appropriate BATS order searching for them is as easy as opening the order in BATS. In addition if your company requires a signed BOL prior to releasing payment to a carrier, BATS can help you manage those payments, insuring that payment to carriers are timely.
Uploading a BOL to an order can be accomplished in two ways.
The first option is to allow Carriers to upload a BOL using a secure link for each specific order. The link is only active once the order has been delivered.
You can automatically send the unique link to the carrier by setting up a Transactional email that sends once the order status has been marked as Delivered. If you prefer to not send as a Transactional email, you can instead send the link in an OnDemand email.
Whether you choose to send the BOL link via automate Transactional email or OnDemand email, be sure to include the merge field [bol_upload_link].
Once the Carrier receives and navigates to the BOL upload link, they will be prompted to enter the Order Number.
Enter the appropriate Order number and click confirm
After clicking confirm the next screen displays a summary of the order information
To upload the BOL the carrier simply presses NEW.
Next the Carrier can either drag and drop a file in the gray area, or if using a mobile device they will be prompted to either select a file or simply take a picture of the BOL
The last step is for the carrier to click save.
Once they have clicked save, the document can be viewed immediately on the order in BATS.
The screen shot below is what a BATS user will see when they open an order that already has a BOL attached.
The second option to upload a BOL allows any BATS user to upload a BOL to an order. Simply navigate to the order and clicking new in the Bill of Lading section
If your company requires a signed BOL prior to releasing payment to the carriers, there is an approval process to indicate that the BOL submitted has been approved.
To view all orders that have BOLS attached, but still require approval, Navigate to Approve BOL under the Billing Tab
This screen displays all orders that have BOLs waiting to be approved
To approve the BOL, simply open the order click on the document in the Bill of Lading Section
Then click download file
After you have reviewed the BOL toggle the Bol Approved field and save the order
To review all of your orders that have approved BOLs and are in process to pay the carrier, navigate to Billing Orders page under the billing tab
A check BOX in the BOL approved column indicates that the BOL has been approved for that order.
Notice the Carrier Payment Due field. This field is automatically calculated based off of the payment terms set in the order. You can sort and filter this filed to see when to release payment to the carrier for each order