GETTING STARTED WITH EASYBOL

When you set up an account with EASYBOL.COM, we will install the latest version of the application on our servers, and provide your company with a private web URL login page. In addition, we will provide you a company identification code which you can use to reach your company logon page from the EASYBOL.COM website.

You will be provided with a Master Administrator logon account which you will choose during the sign up process. This account will have all rights available within the system.


INITIAL SETUP

Once logged in, click the Master Admin link at the top right of the screen. You will be presented with functions available to you as a Master Admin.

As part of the sign up process, you will have provided us with your initial company information. From that information, we will create the first Shipping Company in your application. If you would like to create additional companies, click the Set Up Shipping Companies link, then the Add a Shipping Company button. Fill in whatever information you have or want to store regarding your company. Only the Shipping Company Name and Company BOL Suffix are required. The BOL suffix will be a unique company identifier in your application and will become part of BOL numbers created for this company.

The next step is to create Ship-From Locations. These will be physical locations or addresses from which product is shipped. From the Master Admin menu, select Set up Ship-From Locations, then click Add a Ship From Location. Only the Ship From Location Name and Ship From BOL Suffix are required. The BOL Suffix will be a unique Ship From Location identifier in your application and will become part of the BOL numbers created for this ship from location.

When creating Companies or Ship from Locations, you will be prompted to create relationships among companies and ship-from locations. Or alternatively, you can click the links on the company and ship from location lists to make the assignments. The assignments are required to be established in order to begin creating BOLs.

Assign ship from locations that are specific to your shipping companies, and vice versa. It is with the relationships that you will also assign user rights access to companies and locations.

CONSIGNEES

Before creating users, we recommend jumping out of the Master Admin functions, and begin creating entities located under the
System Setup drop down menu. Start with Consignees. Consignees are customer to whom you will ship products. When you create users, you will assign consignees to each user for the purpose of BOL creation, so it is a good idea to get your consignees entered first.

PRODUCTS

Also in the System Setup, is the creation of products, product classes, and units of measure. Create your units of measure first. These will be the smallest complete units for the purposes of shipping, and for which weight and quantity will be measured. For example, a particular product may always ship in cases, and each case is weighed in at 25 lbs. You would create a unit of measure called “case”, and when you create that product record, select “case” as the unit of measure, and enter 25 lbs. as the weight. When creating a BOL, and selecting this product for shipment, enter the number of cases, and the total weight will be automatically calculated on the BOL.

Next, create your product classes. Each product will need to be assigned to a class. If you do not have a need for product classes, we’ve created an initial product class called “default”. Just assign each product to the default class.

Create some products using the Product menu selection on the System Setup drop down menu. Products must also be assigned to a consignee. This makes the BOL creation process much more efficient in that once a consignee is selected for a BOL, only products assigned to the selected consignee will be available for selection.

USERS

Now, you’re ready to create some staff user logins. You will be able to grant any combination of 4 system rights to a user. Go back and click the Master Admin yellow link at the top right, and select Create System Users and Rights. A list of your current system users will appear. Select Add New Login Account to create a new user.

Select the appropriate system rights for this user. Each of these rights corresponds to a drop down menu of options on the top menu of the application.

Create BOLs / Ship Orders: Check this box to give a user the ability to create new BOLs, and mark those BOLs as “shipped”. These users are generally warehouse personnel that will present paperwork directly to drivers. Once the user account is created, you will must add rights to the appropriate company/shipping locations and customers to this new user. This user will only be able to create BOLs for the company, ship from locations, and customers you assign.

BOL Processing: This is a staff member that will we responsible for marking a BOL as “Billed”, “Paid”, or “Closed. This user will also be able to Cancel a BOL if needed. BOL processing rights will usually be a staff member that is not directly involved with the drivers, but will bill the customer at a later time for the shipment, and receive payment from the customer.

BOL Reporting: This system right will allow a staff member to run a variety of reports and searches of BOLs on assigned companies and ship from locations. Users can search BOLs by number and products, and create reports with various sorting options.

System Setup: This function is generally reserved for a higher level staff member and master admins. It allows for the creation of consignees/customers as well as products and other default fields used on your Bill of Lading.

For more details on each of these system rights, click the HELP link located in each dropdown menu in the application.

CREATING A BOL

From the Create/Manage BOLs dropdown menu, select Create New BOL.

Select the date for the BOL. From the Select Company / Shipping Location dropdown, available will be the company and shipping locations you have been granted BOL rights. Pick the appropriate one. In addition you can enter your Order Number, and a BOL contact name and number.

Select a Consignee/Customer from the dropdown. Available will be the Consignees your user account has been granted access. When selected, the recorded default address will be displayed directly below the dropdown. If an alternate shipping address is required, you can enter it in the Alternate Ship-To Address fields.

Enter a Consignee Purchase order number if available.

If default freight payment, special instructions, or 3rd party billing for the consignee exists, they will be displayed in the center column. You can also select alternatives for each of these in the corresponding dropdown menus.

If this is a COD BOL, you can enter the details – type, amount, fee, and remit address in the 3rd column.

Add Items/Products:

The Select Item dropdown will be populated with all products that have been entered into the database for the selected Consignee/Customer. Select the appropriate one. In addition, there is a default item in the dropdown labeled Miscellaneous Item. Select Miscellaneous Item if you are shipping a product that is not attached to a specific customer. An example of this could be random supplies being shipped from one location to another. Enter the Quantity, and any notes for the products. Enter the Unit Weight for Misc Item only if you have selected a Miscellaneous Item. Hit the Add Item to BOL button. The default description, Unit of Measure, and Unit Weight will be populated automatically from the database.

Repeat this process for all the products you are shipping on this BOL.

Carriers:

A staff member with System Setup rights is able to set up a default carrier for each consignee/customer. If a default carrier has been entered for the selected consignee, its name will be displayed next the the Default Carrier label. You can also select an alternate carrier from the Alternate Carrier dropdown. In addition, you can enter the PRO #, Trailer #, Seal #, Hazmat Reg #, Hazmat Contact, BOL Pallet Count, and any additional BOL Message you want displayed on the BOL.

When all required information has been provided for the BOL, hit the SAVE BOL button. This will save the BOL to the database and attribute it to your user account.

ABOUT BOL NUMBERS:

When you save a new BOL, the BOL number created will consist of a sequential number followed by the Company suffix, followed by the Ship From Location suffix. The number on the front is sequential within the Company and Ship From Location. In other words, every Company/Ship From Location combination created in your database has a unique sequential BOL numbering sequence. With this scheme, by looking at the BOL number, you will be able to tell the originating company, and the shipping location.

Viewing/Printing BOLs:

From the Create/Manage BOLs menu, select Manage/Search BOLs. You will be presented with a variety of BOL selection criteria, and a list of all your BOLs. From that list you can Revise a BOL, View and Print a BOL PDF, print a Manifest, mark the BOL as “Shipped”, or Cancel the BOL altogether, BOLs marked as Shipped cannot be Canceled. You must have the Adobe reader installed on your computer to view and print a BOL. By default, 4 copies of the BOL will be displayed and printed.

In addition, you can upload related documents to any BOL by clicking document icon in the rightmost column labeled Docs. This includes images, spreadsheets, documents, and signed BOLs. If documents have been uploaded, the small document icon will be displayed with a dark blue background.


The instructions above should be enough to get you started successfully with EASYBOL.COM. Within the application, there are detailed instructions available by selecting the HELP menu item from any of the function dropdown menus. If you have any addition questions or concerns, do not hesitate to contact us.