AXIT – LSP Pre-Advice Controlling
CONNECTION
Connect to Citrix.
https://cag3.lehnkering.com – connect with Chrome
User name: ext.xxx.xxxxxx
Password 1: xxxxxx
Password 2: pincode + token.
Example:
PIN: 1234
Token: 567890 => password 2: 1234567890
CREATE PRE-ADVICE LIST
This report should be done every day.
„Dispatch” menu – Go to the „KPI – Reports”
Filter it on DateType = Creation date
DateForm = 1 day after you latest updated the list
DateTo = Yesterday, then press search.
RESULT SECTION
In the result section, press the icon for excel export.
EDIT EXCEL
Open the downloaded excel and go into the “overview” tab. You need to copy only the lines for „loading” which also have e-mail addresses.
On column “Stop Type” filter to only see rows with unloading. Delete them. Now you will have only the lines with „Loading”.
On column “email” filter to see the blank lines, delete them.
If you remove all filters, you will have only the „loading” lines with an email address.
Open the LSP Pre-Advice list in the sharepoint (COLLAB) provided by Imperial, and copy the new rows into that list at the bottom, using “Paste values” (to not copy the format into the Pre-advice list).
SHAREPOINT - COLLAB
To open the excel file that needs to be updated you have to follow these steps.
After you connect to citrix, open an internet explorer page. You will see below screen.
Click on Collab.
Click on DataMondial-Imperial Sweden.
You will see this screen.
In folder Axit-Advice you will find the excel that needs to be updated. To edit the excel, select edit in browser page or in excel page.
CHECK PRE-ADVICE AND LOG THEM IN THE LIST
Open Outlook and check the Imperial inbox”SMB-ILSE-Road”.
Check all new e-mails and try to find them in the Pre-Advice list, if found, enter into the pre-advice list the date when the pre-advice mail was sent. Move the Pre-adive mail to Archive folder.
If there are e-mails you can’t identify in the list, move them to the „cant find” folder.
HOW TO IDENTIFY A E-MAIL PRE-ADVICE VS THE LIST
The main identification for connecting the pre-advice with the list will be the “Disponummer” column reference, this is the Imperial Transport Order reference, and should be mentioned by the LSP in the Pre-advice. In combination with the “stop nr”, since we are looking for the Loadings, they will usually have “stop nr”=1 (First stop of the transport order).
If dispo/shipping number is missing, do not search only for e-mail address, you have to search for more details:
To futher help identification of pre-advices, several columns could be used;
LSP=The Carrier code for who should create the pre-advice,
Shipments=Imperial shipments contained in the transport order, can be multiple
Address MatchCode=The address code of the stop, that should receive the pre-advice
Email=The e-mails that should have received the pre-advice.
Also check the attachments, they can contain clues.
Some loading addresses could have multiple transport orders.
SEND REMINDER TO LSP THAT WE ARE MISSING THE PRE-ADVICE
Filter the Pre-advice list on column ; “Pre-adviced Date” to only show empty rows. “Estimated EndDate” to only show rows for “tomorrow”.
Check the LSP column for who is the LSP for the transaction, and look in the “LSP_Contacts” tab for the e-mail contact to that LSP. Send them an e-mail reminder from ILSE.Advice@imperiallogistics.com, that we are missing the pre-advice from them. In the e-mail subject refer to the “Reminder IMP [Disponummer] / [Dispo Leg] – Loading Advice”. For example “Reminder IMP 513090136 / 1 – Loading Advice”
This message can be put into a signature, so only disponummer & dispo leg have to be changed every time.
When the reminder is sent, put in the date in the Pre-advice list that you sent the reminder, in column “Reminder Sent”.
Update all pivots and send the daylie copy to Imperial managers.
Once all tasks regarding the pre-advices are done for the day, save the pre-advice list and in the data tab press “refresh All” (so all pivot tables will be refreshed with the new data).
