Create New Load

In this article

    1. Rate Confirmation Data Extraction
    2. Manually Entering the Form Sections
        2.1. Customer and Invoice Details
            2.1.1. Rate Confirmation
            2.1.2. Customer Name
            2.1.3. Reference #
            2.1.4. Revenue
            2.1.5. Factoring
            2.1.6. Additional Fields
        2.2. Load Details
            2.2.1. Equipment Type
            2.2.2. Weight
            2.2.3. Dispatch Notes
            2.2.4. Additional fields
        2.3. Pickup and Drop Off
            2.3.1. Business Name and Address
            2.3.2. Stop Date and Time
            2.3.3. Handling Time
            2.3.4. Notes
            2.3.5. Resequencing the stops
            2.3.6. Additional fields
        2.4. Add Additional Stops on a Load
        2.5. Assign a Driver
        2.6. Create the Load

 

To create a new load, go to Operations > Loads > then click the blue "Create New Load" button located at the top right of the page. This will take you to the Create New Load form.

create-loadClick the blue "Create New Load" button to access the form.

There are two ways to enter load details into this form:

  1. Rate confirmation data extraction
  2. Manually

We will highlight each method below.

You can also add load details to this form through our Load Board Search. Click here to learn more: Finding a Load on Load Boards – Axele Help Center

Rate Confirmation Data Extraction

Axele can extract the details from a rate confirmation (RC) from your customer (shipper or broker) and fill out this form for you using the data within the RC.

To view our current list of RCs that we support, hover your cursor over the grey informational icon located above the blue “Browse” button.

Hover over the grey informational icon to view the list of supported RCs.

If you have a supported RC, simply drag and drop the PDF onto this screen and Axele will automatically extract all the information from the PDF and fill out this form for you. All you have to do is confirm the details. This saves significant time and clerical errors and is well-loved by our clients.

If you do not see that we support the RC you are trying to extract, please contact our Support Team at support@axele.com and send them between 5 and 10 different samples of the RC from your customer. We will be happy to create an extraction model for you.

Axele only supports original PDFs for data extraction. For example, our data extraction model would not be able to read a scan of a sheet of paper. Reach out to us if you have questions or issues and we will be happy to assist.

Please connect with the Axele support team at support@axele.com to add your rate confirmation format to the supported list. 

Manually Entering the Form Sections

The Create New Load form is divided into these main sections:

  1. Customer and Invoice Details
  2. Load Details
  3. Pickup
  4. Drop Off
  5. Add a Stop (optional)
  6. Assign Driver (optional)

Each section can be expanded to reveal additional fields and options by clicking the downward-facing arrow at the top right of each card.

This image has an empty alt attribute; its file name is Screen-Shot-2021-08-16-at-9.18.46-AM-1030x42.png

Click the downward-facing arrow at the top right of each card for additional fields and options.

Customer and Invoice Details

Add information like your rate confirmation, customer name (shipper or broker), reference number, revenue, or if the load is to be factored.

invoice-detailsMain fields of this section.

Rate Confirmation

This is where you attach the RC to the load. Either upload the file through the “Browse” button or simply drag and drop your file onto this screen. You have the option here to attach the RC to the load or use the data extraction tool to fill the form out for you.

Add your RC to the load here.

Customer Name

The shipper or broker associated with this load can be selected from your pre-existing customer list within Axele. To quickly add a new customer, click the “Add +” button at the top right of the “Customer Name” field. This customer will be added to the invoice Axele will generate for you after the load is completed.

Learn more about importing Customers here: Import Data – Axele Help Center

Select your customer here, or add a new customer by clicking the "Add +" button.

Reference #

This field accepts alphanumeric characters (both letters and numbers). It is a free-form field to use as you wish. Many of our clients add the broker’s load reference number here, as an example.

Revenue

This is the revenue of the load. It will be added to the invoice of the load that Axele will create for you to send to your customer.

Add your load Reference # and Revenue here.

Factoring

If you plan to factor this load, select the “Factoring?” checkbox. Then, confirm the details are correct within the “Factoring Company” and “Contact” fields.

Be sure you have added your factoring company before you use this option. To add a factoring company, go to Settings > Integrations > Factoring.

Screen-Shot-2021-08-16-at-9.10.55-AM

Additional Fields

Clicking the downward-facing arrow at the top right of this card will reveal some additional options:

  • Required Documents
    • Select the document(s) required for your driver to upload using his mobile app: Bill of Lading (BOL) or Proof of Delivery (POD)
  • Invoice Notes
    • Notes added here will be shown to your accounting team in reference to this invoice
  • Invoice details
    • This is helpful if you have additional line items for your customer to pay. These line items will be on the invoice Axele creates for this load.
    • To add another line item, click "Add Line Item"

Screen-Shot-2021-08-13-at-9.48.48-AM

Additional fields appear after you click the dropdown arrow.

Load Details

Load details, like the equipment type and shipment weight, can be added within this section. You can also add the details of your commodity or shipment in the Commodity/Shipments section after clicking the downward-facing arrow to the top right of this card.

Equipment Type

Select the equipment type of this load. By default, Van is selected.

Weight

Add the total weight in pounds.

Dispatch Notes

These notes will be shared with the driver through the mobile app.

download-1

Additional Fields

Commodity/Shipments

  • To add commodity details, click the “Add New Commodity” then update the options below
    • Quantity
    • Package Type
    • Commodity Type
    • Description
    • Weight (lbs.)
    • Volume (cu. ft.)
    • Stackable?
    • Floor Load?
    • Dimensions: Length (ft.), Width (ft.), Height (ft.)
  • Click "Add" when you are done

download (1)

Additional fields appear after you click the dropdown arrow.

Add New Commodity form.

Pickup and Drop Off

Here is where you add stop details, such as the business name, address, date, and time. Additional fields can hold stop reference numbers, or contact details of someone a driver should reach out to at a stop.

Business Name and Address

To add stop details, such as the business name and address, either:

  1. Select a location from the “Business Name” dropdown from the already stored locations in Axele
  2. Enter a new business name within that same field, or
  3. Search for a specific address in the “Search Location (Address/ZipCode/City)” field

Learn about importing Locations here: Import Data – Axele Help Center

download (2)

Main fields of this section.

download (10)

Add stop details, such as the business name and location, here.

If a new business name is entered in the "Business Name" field, Axele will remember this entry and store it as a new location for future use.

If you need to amend an address for the driver, use the “Street Address” field. This will show up on the drive’s mobile app. This is helpful if the address contains a Suite Number, for example.

Stop Date and Time

By default, the “Fixed Appt.” checkbox is selected, which allows you to add details to the “Start Date” and “Start Time” fields. Uncheck this option if you would like to create an appointment window.

download (3)

Handling Time

This is the time the driver is expected to be at the stop. By default, this field is set for 2 hours. Axele will use this metric to estimate when the driver is expected to leave a stop after he or she arrives.

Notes

Any stop instructions for the driver can be entered here. These notes will appear on the driver’s mobile app against the stop.

download (4)

Handling time and Notes.

Resequencing the Stops

To change the sequence, click the three blue horizontal lines at the top right corner of the stop card and drag it to your preferred arrangement.

Click the blue horizontal lines and drag the stop to resequence.

Additional Fields

Clicking the downward-facing arrow at the top right of a stop card will reveal these additional options:

  • Driver Assist Required (Yes/No)
    • By default, the selection is "No"
  • Reference #
  • First and Last Name, Email, and Phone
    • This is helpful to notify the driver of a specific contact person at a stop

download (5)

Additional fields appear after you click the dropdown arrow.

Add Additional Stops on a Load

You can add additional stops on a load by clicking the “Add a Stop +” button below the last stop card. Clicking this will add a new stop and make the added stop a new “Drop Off” by default.

Be sure to re-sequence the stop cards if needed.

download (6)

Click the "Add a Stop +" button to add an additional stop.

This will convert the previous “Drop Off” stop to “Stop 1”. Within that card, modify the “Activity” field as needed to make the stop either a Pickup, Drop Off, or Pickup and Drop Off.

To remove a recently created stop, click the red circle at the top right of the stop card.

download (7)

Modify the Activity of Stop 1 as needed. Remove the stop by clicking the red circle.

Assign a Driver

If terminals are enabled for your account, select the terminal this load is associated with. Learn more about the Terminal Module here: Terminal Module – Axele Help Center

If terminals are not enabled, click the “Choose a Driver” field to select the driver from the dropdown. Please note that assigning a driver to a load is not mandatory.

There are two options for driver assignment:

  • Offer: Assigns the load to the driver. Selecting this option will inform the driver of the load. The load will appear within the driver's mobile app.
  • Plan: Creates the load for only the dispatcher to see. The load will only show up on the web app and will not appear on the driver’s mobile app. Axele will not notify the driver the load has been created. This is helpful if a dispatcher is still working on details of the load.
    1. Note: It is easy to Offer a Planned load to a driver. Go to the Planned Load and click the blue “Offer to Driver” button at the top right of the screen. A load needs to be explicitly Offered to a driver within Axele for it to appear within the driver’s mobile app.

Screen-Shot-2021-08-16-at-10.47.00-AM

Select your terminal, choose your driver, decide to Offer or Plan the load.

Create the Load

Once all of the required fields are filled out, the “Create” button at the bottom right will turn from grey to blue. Once it’s blue, you’re ready to create the load!

download (8)

Notice that the "Create" button is grey, which means that a field above is incomplete.

download (9)Notice that the "Create" button is blue, which means this load is ready to be created!