TRANSPORT ORDER – USER MANUAL DPL

TRANSPORT ORDER – USER MANUAL DPL

TRANSPORT ORDER – USER MANUAL

Version: V1.0.37.4
Prepared By: Arul Jothi. M
Date: 21/11/2025

Table of Contents

  1. Introduction
  2. System Requirements
  3. Logging In
  4. Main Features & Functions
     4.1 What is a Transport Order
     4.2 How Transport Orders Are Created
     4.3 TO Details Tab
     4.4 Routing Details
     4.5 Party Details
     4.6 Cargo Details
     4.7 Container Details
     4.8 Cost Details
     4.9 Rate Details
     4.10 Estimated Profit
     4.11 Supporting Tabs (Notes & Attachments)
     4.12 Proof of Delivery (POD)
     4.13 Tracking Screen
     4.14 Gate Pass
     4.15 Detention Details
    4.16 Saving, Cancelling & Confirming TO
  5. Troubleshooting Common Issues
  6. Frequently Asked Questions (FAQs)
  7. Support

1. Introduction

The Transport Order (TO) module in ZEALIT 2.0 is the operational backbone for executing transport jobs.
Once a Transport Rate Request is approved, the system automatically generates a Transport Order with complete details such as:

  • Shipment information
  • Routing & vehicle details
  • Transporter assignment
  • Cargo and container details
  • Cost & rate breakdown
  • Profitability estimate

The TO acts as the final execution document, allowing operations teams to dispatch trips, track progress, manage charges, and complete billing.

2. System Requirements

Supported Browsers:

  • Google Chrome (v90+)
  • Mozilla Firefox (v85+)

User Roles:

  • Sales
  • Pricing
  • Operations
  • Logistics Coordinators
  • Transport Managers

3. Logging In

  1. Open ZEALIT 2.0 in your browser.
  2. Log in with your credentials.

  1. Search or navigate to Transport Order using the dashboard or the Type to Search option.

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4. Main Features and Functions

4.1 What is a Transport Order?

A Transport Order is the official instruction issued to execute a transport job.
It contains all operational elements:

  • Customer & job details
  • Pickup & drop-off points
  • Vehicle and transporter allocation
  • Cargo/container records
  • Cost and selling rate information
  • Profitability
  • Tracking and POD

4.2 How Transport Orders Are Created

Transport Orders are generated in two ways:

A. Automatically

When a Transport Rate Request is approved, the system auto-creates a TO based on all approved details.

B. Manually

Users can also create a new TO by selecting + Create New from the Transport Order screen.

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4.3 TO Detail (Transport Order Details Tab)

This is the main data entry section of the TO.

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1️ Basic Transport Order Information

🔴 Mandatory Fields

Field

Meaning

Customer*

The customer requesting the transport service

Salesperson*

Responsible salesperson for this TO

🟢 Non-Mandatory Fields

Field

Meaning

Example

TO Number

Auto-generated unique TO ID

TO2025000123MAA

Job Number

Linked job reference

JBN-2025-10021

Parent TO

If this TO was created from another TO

TO2025000501MAA

TO Type

Mode of delivery

Door Delivery

Customer Reference

Customer’s internal reference no.

REF/ABC/2025/077

Routing Code

Predefined route code

MAA-BLR-RT01

Estimated Distance

KM estimation

350 KM

Service Type

Nature of transport

Container Transport – EXT

Scheduled Pickup/Drop-off

Planned dates & times

15/11/2025

Truck Type

Required truck

40 FT Trailer

Status

TO status

Pending

2️⃣ Transportation Details

🔴 Mandatory

Field

Meaning

Transporter Type*

Own Truck / Vendor Truck

Transporter*

Transport company

Vehicle Number*

Main vehicle number

Trailer Number*

Trailer attached to truck

🟢 Non-Mandatory

Driver, Helper, Odometer Start/End, Distance, Travel Time, Round Trip, Trip Start/End, BL Type & BL Number.

3️ Contact Information

➡️ No mandatory fields.

🟢 Optional

Sender Contact, Receiver Contact, Shipping Address.

4️ Commercial & Other Details

🔴 Mandatory

Field

Meaning

Quantity*

No. of containers/loads

Type*

Cargo or equipment type

🟢 Optional

Inclusive of Toll, Free Hours, Merge Route, Payment Term, Notes, Merge To.

4.4 Routing Details
 

🔴 Mandatory

Leg Number*, Pickup Location*, Pickup Pin code*, Drop Location*, Drop Pin code*

🟢 Optional

Pickup Address, Drop Address, Notes.

4.5 Party Details:

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Mandatory

Party Type*, Party Name*

Optional

Address

4.6 Cargo Details

Field

Mandatory?

Description

Commodity

Yes

Type of goods

Cargo Description

Yes

Detailed cargo info

Length / Width / Height

No

Package dimensions

No. of Packages

Yes

Package count

Package Type

Yes

Pallet / Carton

Gross Weight

Yes

Total weight

UOM (Gross)

Yes

KG / MT

Tare Weight

No

Empty packaging weight

UOM (Tare)

No

KG

Net Weight

Yes

GW minus Tare

CBM

Yes

Volume

4.7 Container Details:

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🔴 Mandatory

Container Number*, Container Type*, Full/MTY*, Shipment Type*, VGM*

🟢 Optional

Seal No., ISO Code, Tare Weight, Payload Capacity, Notes.

 

4.8 Cost Details (Buying Charges)

Cost tab is used to enter transporter costs or fetch predefined tariff costs.

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4.9 Rate Details (Selling Charges)

Rate tab defines what the customer will be billed.

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4.10 Estimated Profit

The Estimated Profit tab gives a full breakdown of how much profit the transport job is expected to generate.
It compares Estimated Cost, Estimated Revenue, and Quantity to calculate the Total Profit for each charge line and overall job.

This helps operations & finance quickly check whether the job is profitable before confirming or billing.

 

1️ Estimated Cost

  • Shows the total expected cost for the job.
  • This includes cost items fetched from:
    • Cost Details tab
    • Tariff Master (if applicable)
  • Example:

LKR
40,262.40

Estimated Revenue

  • Shows the total expected revenue from the customer.
  • Comes from:
    • Rate Details tab
    • Tariff Master selling rates
  • Example:
    • LKR 64,000.00
    • LKR 10,950.00 (another charge) 

 

4.11 Supporting Tabs

Notes Tab

Mandatory

Notes Type* (General / Internal / Approval / Customer Note)

Optional

Notes (text description)

Attachments Tab

The Notes is used to mention some Notes against the Rate Quotations.

NOTES – Column Headers & Field Details.

 

🔴 MANDATORY FIELD

Field Name

Meaning

Notes Type*

The category/type of the note (Ex: General, Customer Note, Internal Note, Approval Note, etc.)

🟢 NON-MANDATORY FIELD

Field Name

Meaning

Notes

The actual text/content of the note entered by the user.

4.12 Proof of Delivery (POD)

Mandatory

POD Date*

Optional

Remarks, Attachments (GRN, signed delivery note, gate pass etc.)

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4.13 Tracking Screen:
 

Tracks every timeline event:

  • Pickup updates
  • Loading/unloading
  • Transit checkpoints
  • Delivery updates

Used for internal audit and customer reporting.

 

4.14 Gate Pass:

The Gate Pass module in the Transport Order screen is used to record and authorize the movement of a truck, trailer, or container inside or outside the premises.
It ensures proper tracking of driver details, vehicle details, routing, and timing for audit and security control.

This screen is used after the Transport Order is confirmed and when the vehicle is ready to enter or exit the yard/port/customer location. 

 

Field Name

Description

Gate Pass Date*

The date the vehicle enters/exits the location. Used for audit & transport tracking.

Driver Name*

The name of the assigned driver for this trip. Auto-fetched from TO if mapped.

User Name*

System username of the person creating the gate pass.

Transport Order Number*

The TO reference for which the gate pass is being created.

Truck Type*

Specifies the truck/container type (Ex: 20FT, 40FT, 40FT HC). Required for yard validation.

Agency*

Transport agency or owning company of the vehicle.

Truck Number*

Registered number of the truck that is entering/exiting.

 

🟢 Non-Mandatory Fields

These are optional but add additional clarity for operations.

Field Name

Description

Gate Pass Sequence

Auto or manual sequence number for gate pass tracking.

Trailer Number

Trailer ID (if trailer is attached).

Distance

Total trip distance; used for internal reporting.

Routing Details

Route or destination of the vehicle (Ex: Colombo Port, BIA, Warehouse).

  

 

4.15 Detention Details

Detention = Extra time holding the vehicle beyond free hours.

Functions:

1. Calculate Demurrage
Auto-calculates detention charges.

2. Delete Calculation
Removes previously applied demurrage.

1️ Calculate Demurrage

Purpose:
This button is used to automatically calculate demurrage charges based on the detention (vehicle hold) duration recorded in the Transport Order.

2️Delete Calculation

Purpose:
Used to remove previously calculated demurrage entries.


4.16 Saving, Cancelling & Confirming the Transport Order

  • Submit → Saves draft
  • Confirm → Locks and activates TO
  • Cancel → Cancels the TO

 

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5. Troubleshooting

Issue

Solution

TO not saving

Check mandatory fields

Cost not fetched

Verify tariff configuration

TO cannot be confirmed

Ensure all sections are complete

Gate pass not generating

Check vehicle details

6. FAQs

Q1: Can I edit a TO after saving?
A: Yes, until it is confirmed.

Q2: Are party details mandatory?
A: No, optional.

Q3: What if routing auto-fetch fails?
A: Manually enter routing details.

Q4: Is POD mandatory?
A: Yes, for job closure.

7. Support

For issues or clarifications, contact:

 



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