Vendor InterfaceCarrier Manual

December 2017

Version 1.1

CONTENTSWhat is Vendor Interface?...............................................................................................................3Getting Started............................................................................................................................... 4VENDOR INTERFACE HOMEPAGE.....................................................................................................5NAVIGATION.................................................................................................................................... 6MY ACCOUNT & USERS TAB............................................................................................................1

MY ACCOUNT............................................................................................................................... 1USERS.......................................................................................................................................... 1

TYPES OF TENDERS......................................................................................................................... 2TENDERED................................................................................................................................... 2NEW ACTIVE (AUTO ACCEPT).......................................................................................................2TENDERED LOADS....................................................................................................................... 2

ACTIONS................................................................................................................................... 2NEW CHANGES............................................................................................................................. 2NEW CANCELLED......................................................................................................................... 3ACTIVE......................................................................................................................................... 3

DECLINING LOADS........................................................................................................................... 4DETAIL/SEGMENT EDIT INFORMATION.............................................................................................5CLOSING A SHIPMENT..................................................................................................................... 7DATA & EVENTS REQUIRED FOR PICK-UPS......................................................................................8

LOAD PARTICULARS FOR RAIL BILLING........................................................................................8PICK-UP EVENTS - IML.................................................................................................................. 8

STAY WITH:............................................................................................................................... 8DROP AND PULL:.......................................................................................................................8

DELIVERY EVENTS - IML...............................................................................................................8STAY WITH EVENTS:.................................................................................................................. 8DROP AND PULL:.......................................................................................................................8

COMPLETED LOADS......................................................................................................................... 9ACCESSORIALS TAB...................................................................................................................... 10ACCESSORIAL AUTHORIZATION....................................................................................................10CREATE AN ACCESSORIAL REQUEST.............................................................................................11EDITING PENDING ACCESSORIALS................................................................................................13UNACKNOWLEDGED ACCESSORIALS.............................................................................................13INVOICING ACCESSORIALs............................................................................................................13DID YOU KNOW?............................................................................................................................ 14INVOICE READY............................................................................................................................. 14SUBMITTING INVOICE NUMBERS...................................................................................................15

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ACCOUNTS RECEIVABLE TAB (PAYMENT STATUS).........................................................................16LOADS WAITING FOR DOCUMENTATION.......................................................................................17

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WHAT IS VENDOR INTERFACE?Vendor Interface (VI) is a web-based application which empowers carriers to:

Receive electronic load tenders (both intermodal and highway shipments) Accept and Decline load tenders Enter Load Particulars and Events Request Accessorial Authorization * Submit Invoices for payment Obtain Payment Status Track open Documentation requirements *

*Currently not available for i2/TM Logistics Highway Carriers.

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GETTING STARTEDSign-on: www.hubgroup.com/viUser ID & Password: Emailed to the user

Change your password via the My Account tabo Five characters (alpha and numeric characters accepted)

Contact Hub Group Support if you need assistance: 1-630-745-2300

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VENDOR INTERFACE HOMEPAGECarriers can find…

Notification of enhancements Announcements Did you know section Separate views for Intermodal and Highway shipments

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NAVIGATIONThe carrier has access to multi-screens from the home page:

My Account Users A/R Accessorials Addresses Tendered New Active Notified

Drivers Print history New Changes New Cancelled Active Invoice Ready Completed Req Docs

The carrier receives a notification (visual & audio) when he has received the following: New Changes New Cancelled Tendered Accessorial New Active

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MY ACCOUNT & USERS TABMY ACCOUNT

Change password Update Missing Event email address View list of location’s administrators Edit rail notify contact info

USERSCarriers can create unique employee IDs to access the application & work independently Additional changes to a user's password can be made in My Account.

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TYPES OF TENDERSTENDERED For individual ordersElectronically tendered to carrierAccept/decline the load within a given time period

NEW ACTIVE (AUTO ACCEPT)For bid awarded freight Electronically tendered to carrierAutomatically accepted lanes

TENDERED LOADSACTIONS

Sort data on the summary page Select all items at once or individually Accept/decline/decide later on tendered loads Option to print individual pages or full summary screen

Upon completion of the selection process, accepted tenders are no longer visible on the tendered loads page and move to the active loads page.

Click the Tendered tab to view a summary of newly tendered loads. o Provides carrier with all necessary information to decide whether or not to accept

the tender.

NEW CHANGESChanges are summarized in the Changes column on the summary pageThe New Changes Page updates any available field when…

The change has occurred The carrier is notified

Changes are highlighted in red Printed in bold text

The carrier is only required to acknowledge changes Click on the corresponding checkmark and submit

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NEW CANCELLEDNotifies the carrier of cancelled tenders The carrier will receive notification via the cancelled loads page if…

Customer cancels a shipment Order status changes to CNL or CWC

The page only requires acknowledgement from the carrier Once an acknowledgement is received, the shipment will be removed from the page

ACTIVEChanges are visible as orders are updatedCarriers:

Assign drivers Update event statuses Acknowledge load particulars Enter invoice numbers Upload necessary paperwork Enter rail billing info

Shipments move to the Active tab once accepted/acknowledged

Search by: Pro Number (preferred) Date Location Segment Type Paperwork

Enter a number in the text box and select search

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DECLINING LOADSSame process for tendered and active to decline a shipment

Decline from the summary screen or details page Decline new active loads only from the details page Carrier receives a decline confirmation page

***DECLINE ALL TENDERS SHOWING INCORRECT RATES.

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DETAIL/SEGMENT EDIT INFORMATIONSections available for edit:

General comments section Load particulars Carrier particulars Confirm box Last event information Status event section Rate confirmation Late reason drop-down

Verify BOL destination matches tender on pick-up

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CLOSING A SHIPMENTThe following information are required to close a shipment in VI:

Load Particulars Status Events Invoice Number Equipment Location (deliveries only)

VI will electronically set-up a payable for a vendor. Payment will not be made until all paperwork is received and events are entered.

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DATA & EVENTS REQUIRED FOR PICK-UPSLOAD PARTICULARS FOR RAIL BILLING

All missing information completed for IML and non-logistics loads: Trailer # Shipper # (optional) BOL # Pieces Weight Seal number Click box to confirm BOL destination

Vendor Particulars are optional and for the carrier’s use if desired.PICK-UP EVENTS - IMLTimely & accurate date and time data must be entered for the following events:STAY WITH:

Arrived at Origin Trailer Loaded Departed P/U with Load Arrived at Rail Yard (Optional) Departed Rail Yard (Optional)

DROP AND PULL: Dropped Empty Departed Drop Location Arrived at Origin Trailer Loaded Departed P/U with Load Arrived at Rail Yard (Optional) Departed Rail Yard (Optional)

Carrier performance is measured weekly to ensure timely event entry.DELIVERY EVENTS - IMLSTAY WITH EVENTS:

Arrived at Delivery Completed Unloading Empty Trailer Removed (or POD-Proof of Delivery for Logistics Loads)

DROP AND PULL: Arrived at Delivery Spotted Load at Delivery Completed Unloading Empty Trailer Removed & Equipment Location

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COMPLETED LOADSAccess completed loads to:

Review history Verify that a particular shipment was moved

o Completed loads stay in VI for 180 days after closing & are moved to a history file

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ACCESSORIALS TABCarriers can monitor accessorials waiting for approval & watch for changes and approvals sent by Hub Group.The following statuses are:

Pending Waiting Waiting for Approval Authorized

Use this section to invoice Hub Group for loads.The default search is “Unacknowledged Changes”. To search for all accessorials, change the search to “All Accessorials”.

ACCESSORIAL AUTHORIZATIONCarriers can create accessorials:TAB LOCATIONS TO CREATE A NEW ACCESSORIAL

New Cancelled Active Invoice Ready Completed

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CREATE AN ACCESSORIAL REQUEST1. Select order associated with the accessorial request2. Click on A by the order

3. Click arrow in drop-down menu to select a charge code4. Highlight desired code

5. Depending upon the selected charge code, various fields will be displayed for completion. Complete fields, even with incomplete information.

6. Select the stop where the accessorial occurred.

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7. The accessorial is now createda. ACC (accessorial) Indicator appears on Tender Summary

WFA (waiting for approval) status: all required information entered

PND (pending) status: accessorial is missing information

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EDITING PENDING ACCESSORIALSThe carrier can return to the pending accessorial to complete the fields in two ways:

1. Click Edit on Load Summary page (active or completed tab) & access tender detail pagea. Scroll to accessorial table & click Edit on the accessorial

OR1. Click Accessorial tab and find accessorial

UNACKNOWLEDGED ACCESSORIALSOnce accessorials are approved/declined, carriers are asked to acknowledge they received the changes.

INVOICING ACCESSORIALSThe carrier can…

Key the invoice number in the box on the Accessorials Summary page & press the Submit Invoice Number button

Click Edit/Detail to open the detail page

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DID YOU KNOW?Carriers can invoice Hub Group for dropped deliveries before the trailer is empty:

After trailer delivery, enter the Arrived at Consignee & Spotted Load at Consignee events Submit invoice number Shipment will remain in active shipments with status Spotted Load at Consignee Upon emptying the trailer, return load in VI & enter last two events and equipment

location Shipment moves to Completed view

INVOICE READYCarriers can view loads that have met all necessary requirements for closing except for an invoice number.

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SUBMITTING INVOICE NUMBERS Select shipments in the Invoice Ready tab Enter invoice number to submit invoice to Hub Group Submit invoice number on the Segment Edit screen in Active shipments

Invoice numbers can also be entered in the Load Detail page under status events.

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ACCOUNTS RECEIVABLE TAB (PAYMENT STATUS)Authorized carriers can view and print the status of payments for their invoices

Listing contains records for 180 days after Hub Group received vendor invoice

Search by any of the below fields: Invoice #, PO #, TM Load # or Check # Due date/payment date Invoice status: received, rejected, canceled, error, processing, set-up to pay, paid, held &

pending Leave search fields blank & click search provides listing of available records

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LOADS WAITING FOR DOCUMENTATIONClick Req Docs to access loads needing documentation:

Inform the carrier about supporting documentation See load pending information on hold for payment

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