Field Additions, Field Overrides, and Custom Document Formats

All documents in Document Options can be customized by field or appearance using Document Specific Settings.

Document Specific Settings assist in adding fields to a document based on Action (for example, Load or Stop) and Field Name (for example, Load Number or Appointment Time). Further customize the appearance of a document by partially or completely overriding the document’s default settings. These settings also allow users to setup customized Visualforce pages (VFP) depending on the document type.

Document Specific Settings

Partially or completely override the appearance of defaulted documents by navigating to the TMS Admin → Document Options → Document Specific Settings. Customizable documents are as follows:

1. Bill of Lading

2. Carrier Application

3. Carrier Quotation Request

4. Carrier Rate and Load Confirmation

5. Customer Invoice

6. Customer Invoice Batch

7. Customer Rate and Load Confirmation

8. Driver Load Confirmation

9. IFTA Individual Report

10. IFTA Report

11. Ocean Bill of Lading (Ocean FCL mode loads)

12. PAPS Cover Sheet

13. PARS Cover Sheet

14. Shipping Labels

15. Vendor Rate Confirmation

16. Warehouse Loading Form

For Carrier-facing documents, the Display Shipping/Receiving Hours setting controls whether the Shipping/Receiving Hours are displayed on the documents. Find this setting by navigating to the TMS Admin → Configuration.

Select the document to configure. Click the Show Preview button to obtain immediate visual feedback on recent changes. Click on the text to enter edit mode.

The following documents display a note (Note: this is a Round Trip Load.) in the Stop header when a location is both a Pickup and Delivery:

• Carrier Rate and Load Confirmation

• Carrier Quotation Request

• Customer Rate and Load Confirmation

• Driver Load Confirmation

Field Additions and Document Overrides

Click the Add Field button to add Customer Quote, Carrier Quote, Load, Stop, and Line Item fields to the documents that support field additions.

Select a Document Logo Override for a document-specific logo image different from the default logo.

Ensure the Suppress Logo box is checked to suppress the logo image on a given document. Ensure the Suppress Expected Delivery Date box is checked to suppress this field on the BOL document for LTL Loads only.

Warning: Ensure to click Save after making changes to any document before editing the next document.

The language a PDF document renders depends on the Language field setting on the Customer and Carrier Transportation Profile record. Translate all labels found in the documents using the Translation Workbench to generate non-English versions of the documents.

Overrides/Additions

Add any Load, Stop, and Line Item fields to many of the documents. Add any Customer Quote fields to the Customer Quote document only, and Carrier Quote fields to the BOL document only.

The HazMat and NMFC sections of documents may be hidden (if these fields aren’t relevant to a Load).  

The logo image may be changed or hidden on a per-document basis.

Adding “flex fields” to documents that appear on the Customer Portal or Email Loop site (such as Customer Invoice and BOL) requires making those fields accessible to the related external security profile.

Load-Specific Bill of Lading PDF Filename and Field Overrides

Note: On a load-by-load basis, it’s possible to override values for the Filename and certain fields on the Bill of Lading PDF.

Load-specific BOL overrides produce blind or double-blind BOL documents from the TMS. It’s also possible to hide extra accessorial information from uninterested parties on the BOL for the Load.

Lastly, override the Third Party Freight Charges Bill To section of the BOL to make it appear to the Carrier as if they are working exclusively with the customer, prompting specific pricing. The fields that can be overridden are:

• Ship From Name

• Ship From Address

• Ship From City/State/Zip

• Ship To Name

• Ship To Address

• Ship To City/State/Zip

• Third Party Bill To Name

• Third Party Bill To Address

• Third Party Bill To City/State/Zip

• Special Instructions

• Carrier Name

For steps on overriding text that appears on a Bill of Lading (BOL), see the Document Generation article.

The SID#, CID#, and FOB fields on the Bill of Lading document are static fields and not derived from the TMS.

After applying overrides, click Generate to create a different document, or select a different document from the Select a Document to Generate picklist. Note that any previously created overrides remain applied.

To remove them, click the “x” on the right of the Override Text box field.

Once document generation completes, click the Save button to return to the Load Lighting Record Page (LRP).

Note: It’s recommended to use the Documents button on the right side of the Load LRP to generate most documents. However, the Document Generation VFP in the example below should be generally used to generate an Ocean Bill of Lading (both FCL and LCL) and a Warehouse Loading Form, as these documents aren’t compatible when generating documents using the Documents button.

Document Options Load Field

The Document Options Load field is auto-populated during the email or fax tender process. This can be manually overridden later to send, for example, a customer invoice with a different logo. 

Before tendering, the Document Options record is selected based on the Document Options Selection Criteria.

Custom Document Formats

Replace the TMS document formats with custom Visualforce pages (VFP) as desired at the Document Options/Document Type level.

The extension controller must be present and different from the extension controller used by the out-of-the-box VFP.

For more information on creating VFPs, see the Salesforce Documentation.