Your terminal may receive a dropped AIT shipment by an outside carrier with the below documentation. The AIT Bill will have a 400000xxxx number on the top left of the BOL along with the airport of DEPARTURE (both highlighted below). This number is our PRO number that has been specifically assigned to AIT.

• When we receive a shipment from outside carrier along with the AIT BOL.

• We first must check our Terminal EDI Board to confirm if we have pulled this shipment from the EDI Board (look for the specific 400000xxxx. This will eliminate the need to do a manual data entry
• If you do not find this shipment on your Terminal EDI Board the next step is to check the EDI Board but change the terminal to BYD – see below
• You may find the shipment in the BYD EDI Board – See below  = If you do find it on this board, please pull/accept the shipment, Change the Traffic Type to A (ATA) then change the shipping location to your Energy Terminal.

CFS Teams, recently our Accounting Team has been doing way too many CFS Storage adjustments when we do not enter the POD date properly.

• CFS Storage begins AUTOMATICALLY after the Last Free Day (LFD) set on the CFS bill. If our CFS Team has not entered a POD by that date the system will automatically begin to accrue storage every day until the POD is entered. This will cause a balance due between what the customer paid to release the CFS freight and any accrued storage days charged.
• This is causing our Billing Team to expend unnecessary extra resources in reaching out to Terminals and Customers requesting payment of storage charges that in the end were not valid due to the fact the freight had been delivered but the POD had not been entered on or before the LFD.
• CFS Teams must be disciplined in following the proper process of all CFS release requirements, delivery instructions, full payment and POD of the CFS bill timely and without delay. We must collect ALL CHARGES prior to releasing the freight from the customer via Pay Cargo, Cargo Sprint, Credit Card or physically receiving a Company Check (we do not accept a scanned copy of a check as proof of payment nor Cash).

Below is an example of what we have been experiencing recently. The POD is being entered multiple days after the actual delivery date. On the below example because of this process the Pro accrued 10 days of storage that were not valid and had to be adjusted. All this extra work could have been avoided had we entered the POD on the actual day.

• Actual POD Date 05-14-2024
• POD was entered 05-24-2024
• Accrued Storage Charges $298.56 – Adjusted off after Billing team and CFS Terminal researched and determined cause (added work unnecessarily)

CFS Teams, our CFS standard data entry practice is that we enter 4 data point reference fields: MB, HB and Shipper Reference# along with the 7512 number field with bond information. Any additional shipment information is preferred and needed. If I missed anyone please forward this information to them as it is important to remain compliant in our CFS services.

A) On Air Freight CFS shipments the Master Airway Bill Number (MAWB) and 7512 Bond numbers are the same as they are moving under a TACM document so we must populate that number in those fields.

B) There may be Air Freight shipments that an IT Bond (61) was opened to move to our CFS facility. Make sure the MAWB and 7512 are in the correct data fields.

C) On Ocean CFS shipments the Ocean Master Bill of Lading Number goes in the MB section and the IT/TE number in the 7512 field.

• On all types of CFS shipments you must also enter a House Bill Number and a Shipper Reference Number to complete the needed data points.

We must be diligent in confirming the debtor account information we are entering during Data Entry or Quote generation is correct.

Entering the incorrect Debtor Account information generates multiple issues notated below.

• Additional work for our Accounting/Billing Team in following up for payment from incorrect debtor along with research and following up with correct debtor once confirmed.
• Customers/Debtors losing confidence in Energy Transport on our customer knowledge by receiving invoices that do not belong to them.
• Increase in payment delay as the correct Debtor will start the payment clock when they receive the correct invoice. This adds to our accounts receivable timeline and exposes our financials in a negative manner.

Please Note: We must enter the correct Company Debtor Location as just opting for the correct company is not enough. In reviewing the PU request with our Debtor list we must apply the correct Company Code.  

• Attached is most current Debtor Code list. Please use it for all Quotes and Data Entry by filtering and looking for the applicable customer code.

📎CUSTOMER ACCT INFO

If you have any questions on what Debtor Account needs to be used please ask questions of the customer, your direct supervisor and/or our accounting teams. There are resources available to help you identify who to enter as the Debtor.

At the Data Entry level you can change the Debtor Account if you notice that it is incorrect when manually entered or if a Quote is turned live. If you see something wrong you have the ability to make the necessary changes. These changes must be completed BEFORE the POD is entered; once POD entered the pro is locked and only Accounting can make changes (We want to avoid this).

Lets do it right the first time.

Energy Team, please note our POLICY for accounts that show an Exceeding Credit, Cash Only or Credit Hold notice on the bottom left when entering debtor/customer account number during the Data Entry process.

We are to STOP from completing the Data Entry and notify the Debtor/Customer that their account has been flagged as ON HOLD and they need to communicate with our Billing Team prior to us picking up the freight.

When you communicate this to the Debtor/Customer please make sure to include our billing team and Ranelle Nimtz on the reply for proper follow up.

It is important that we DO NOT change the debtor/customer to Driver Collect or Prepaid to complete the Data Entry process. We lose all leverage when trying to collect funds for past due shipments if we continue to bypass our Policy. Again, DO NOT change the debtor/customer to Driver Collect or Prepaid. STOP and NOTIFY the customer and include our Billing Team.

Any questions please contact Mark Gutierrez or Ranelle Nimtz.

Energy Team, please be aware of an Important Customer Information Pop Up that populates when you are in the Body of the bill during data entry process. It is important that you follow the instructions and do SHIFT F8 to uncover the information or note associated with this account.

See below for example’s:

When you do SHIFT F8 the below populates and instructions are to enter the Archive # or SST# from the customers DO as the 1^st entry on the Shipper Reference field.

This is important Customer Information based on individual customer requirements and may be different from Customer to Customer but we need to be aware of these and follow this step. This must be done every time this Pop Up comes up to assure we are following the customer requirements.