TRANSPORT RATE REQUEST USER MANUAL DPL

TRANSPORT RATE REQUEST USER MANUAL DPL

Table of Contents

  1. Introduction
  2. System Requirements
  3. Logging In
  4. Main Features and Functions
     4.1 Accessing the Transport Rate Request Module
     4.2 Creating a New Rate Request
     4.3 Filling Rate Request Details
      • Shipment Details
      • Routing Details
      • Party Details
      • Cost Details
      • Rate Details
      • Notes
      • Estimated Profit
      • Rental Contract
     4.4 Cost and Rate Calculation
     4.5 Supporting Tabs
     4.6 Saving and Approval Workflow
  5. Troubleshooting Common Issues
  6. FAQs
  7. Support

1. Introduction (TRANSPORT RATE REQUEST USER MANUAL)

The Transport Rate Request module in ZEALIT is designed to streamline the creation, costing, review, and approval of transport quotations.
It enables users to:

  • Create transport rate requests
  • Estimate transport cost and revenue
  • Pull predefined tariff values from the Transport Tariff Master
  • Approve or reject rate requests
  • Automatically convert approved requests into Transport Orders

This feature improves operational efficiency, accuracy, and billing consistency.

2. System Requirements

User Roles Supported:

  • Operations Executive
  • Transport Coordinator
  • Approver

3. Logging In

  1. Log in to ZEALIT using your authorized credentials.

A screenshot of a login page AI-generated content may be incorrect.

  1. Use the left panel menu or Type to Search to navigate to:
    Transport Rate Request

 

4. Main Features and Functions

4.1 Accessing the Transport Rate Request Module

  • From the dashboard, navigate via Transport Rate Request.
  • View or search existing requests.
  • Select Create New to create a new quotation.

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4.2 Creating a New Rate Request

  1. Click Create New.

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  1. A blank Transport Rate Request form opens.

4.3 Filling Shipment Details:

 

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🚚 TRANSPORT RATE REQUEST – SHIPMENT DETAILS

🔴 MANDATORY FIELDS

Field Name

Meaning / Description

Customer Reference*

Customer-provided reference number for tracking and validation.

Customer*

The client requesting the transport rate. Used for tariff, pricing, and documentation.

Valid From*

Start date of the rate validity period.

Valid Till*

End date of the rate validity period.

Inc of Toll*

Indicates whether toll charges are included (YES/NO).

Quantity Type*

Type of unit being transported (e.g., 20' Container, 40' Container, Pallet).

No of Vehicles Required*

Total number of vehicles needed for transport.

Cargo Description*

Description of goods — required for transport planning and route assignment.

Transportation Type*

The type of vehicle arrangement (Own Truck / Hired Truck / Vendor Truck).

Transporter*

The transporter selected (Carrier or internal transport division).

Service Type*

Type of transport service (Container Transport, Trailer Transport, Local Delivery, etc.).

Truck Type*

The specific truck/container type required (e.g., 20 ft, 40 ft, Flatbed).

Status*

Indicates the status of the rate request (Pending / Approved / Rejected).

Notes*

Mandatory remarks or internal instructions for this request.

 

 

 

🟢 NON-MANDATORY FIELDS

Field Name

Meaning

Rate Request Number

Auto-generated ID.

Job Number

Related job reference.

Salesperson

Assigned sales representative.

Round Trip

Whether round-trip is required.

Quantity

Number of units.

Route Code

Optional route code.

Estimated Days

Expected delivery days.

Estimated Time

Expected hours.

Estimated Km

Total kilometers expected.

4.4 Filling Routing Details

🚚 TRANSPORT RATE REQUEST – ROUTING DETAILS

Routing is optional, but when filled, the same routing automatically reflects in Transport Order creation with mapped rates.

🔴 MANDATORY FIELDS (With “*”)

Field Name

Meaning / Description

Leg Number*

Number assigned to the transport leg (Leg 1, Leg 2, etc.). Used to identify multi-leg routes.

Pickup Location*

The location/place where the cargo will be picked up.

Pickup Pin code or Zip Code*

Postal/Zip code of the pickup location to help map exact area.

Drop Off Location*

The place where the cargo is dropped off.

Drop Pin code or Zip Code*

Postal/Zip code for the drop-off area to ensure accurate routing.

🟢 NON-MANDATORY FIELDS (Without “*”)

Field Name

Meaning / Description

Pickup Address

Detailed street address or building info for pickup point.

Drop Off Address

Detailed address where goods will be delivered.

Notes

Additional routing instructions (landmarks / handling notes / route preferences).

 

4.4 Filling Party Details

Party details are optional — used only to maintain role-based party data.

🚛 TRANSPORT RATE REQUEST – PARTY DETAILS

TRANSPORT RATE REQUEST – PARTY DETAILS. 

✅ MANDATORY FIELDS (With “*”)

These fields must be filled to add a party record.

Field Name

Meaning / Description

Party Type*

Defines the type of party involved in the transport request. Examples: Shipper, Consignee, Transporter, Billing Party, Pickup Party, Delivery Party etc. This helps classify each party’s role.

Party Name*

The actual name of the party selected under the given Party Type. It identifies the specific organization or person linked to the transport job.

🟢 NON-MANDATORY FIELDS (Without “*”)

These fields are optional but useful for operational clarity.

Field Name

Meaning / Description

Address

The full address of the selected party. Helps document exact location for pickup, delivery, billing, or contact.

 

 


 

4.4 Cost and Rate Calculation

🚚
TRANSPORT RATE REQUEST – COST DETAILS

For creating a Transport Rate Quotation, it is mandatory to ensure that the quotation contains the correct and complete list of cost charges.
In ZEALIT, we already have the Transport Tariff Master, where the predefined rates are configured based on the specific combinations such as:

  • Customer
  • Transporter
  • Transportation Type
  • Truck Type
  • Route Code
  • Basis (Per KM / Per Trip / Per Day, etc.)
  • Currency
  • Origin & Destination

Because these tariff combinations are already maintained in the system, users should not manually enter every cost each time.

System Behaviour – "Get Cost" Button

When the user clicks the Get Cost button inside the Cost Details tab of the Transport Rate Request:

  • The system automatically checks the Transport Tariff Master
  • Identifies any matching rate combination
  • Retrieves all applicable cost lines
  • Auto-populates the cost table with predefined charges

 

This avoids manual entry and ensures accuracy, consistency, and faster rate quotation preparation.

This feature is designed to simplify the user workflow and eliminate mistakes by ensuring that the approved tariff structure is always applied for the Transport Rate request.

 


This ensures:

✔ Accuracy
✔ No manual entry
✔ Fast cost quotation preparation

🚛 TRANSPORT RATE REQUEST – RATE DETAILS.

 

In ZEALIT 2.0, the Rate Quotation is required to capture all customer selling charges for a Transport Request.

Since the Transport Tariff Master already contains pre-defined selling rates based on:

  • Customer
  • Route
  • Vehicle Type
  • Service Type
  • Quantity Type
  • Basis
  • Currency

👉 When you click Get Rate, the system auto-fetches all matching tariff charges from the Transport Tariff Master and fills them into the Rate table instantly.

This removes manual entry and ensures the correct rate quotation is created every single time — clean, accurate, and zero guessing.

  

1.Notes.

 

 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.

 

 

4.4 Estimated Profits.

The Estimate Profit tab in the Transport Rate Request screen helps users quickly calculate and review the profitability of a transportation job before final approval.
It automatically compares the estimated revenue (from Rate Details) with the estimated costs (from Cost Details), allowing users to understand the expected margin and ensure the job is commercially viable.

1️⃣ Total Profit Summary

Located on the left side, it displays:

  • Profit – Total expected profit amount
  • Profit % – Profit as a percentage of revenue
  • Gross Profit % – Gross margin percentage

These values auto-calculate based on data entered in the Cost Details and Rate Details tabs.

 

2️⃣ Profit Per Trip

Located on the right side:

  • Shows the expected profit per vehicle/trip
  • Helps evaluate profitability per unit instead of the complete job
  • Useful when multiple vehicles or legs are involved

 

A screenshot of a computer AI-generated content may be incorrect.

 

4.4 RENTAL CONTRACT.
 

The Rental Contract tab inside the Transport Rate Request screen is used when the customer requires vehicle rental-based charges instead of trip-based or km-based tariffs.
This module allows users to define slab-based billing for rental operations such as per day, per month, per hour, or custom slab ranges.

It supports:
✓ Tariff type selection
✓ Customer-specific rental charges
✓ Slab creation (From – To – Amount)
✓ Multiple rental slabs per charge code
 

✅ MANDATORY FIELDS (With “*”)

Field Name

Meaning / Description

Tariff Type*

Select the tariff category such as GENERAL, RENTAL, CONTRACT. Determines charging logic.

Charge Type*

Defines revenue or cost type (Ex: REVENUE, EXPENSE). Required for proper GL posting.

Charge Code*

Predefined charge code from Transport Tariff Master. Identifies what charge the rental applies to.

Customer*

Customer for whom the rental contract is being created. Controls customer-specific tariffing.

Start Activity*

The start point of the rental operation (Ex: “Vehicle started from vendor location”). Helps track rental timeline.

End Activity*

The end point of the rental (Ex: “Reached destination”). Required to complete workflow.

Slab From*

Starting value of a rental slab (ex: 1 Day, 1 Hour, 1 KM, etc.).

Slab To*

Ending value of the slab. System applies charge for values between these ranges.

Currency*

Currency for the slab amount (Ex: LKR, INR, USD).

Amount*

The charge applicable for the slab (Ex: 300.00).

🟢 NON-MANDATORY FIELDS

Field Name

Meaning / Description

Notes

Additional information or clarifications for the rental charge.

Remarks

Internal comments for operational reference.

 


 

 

4.6 Saving and Approval Workflow

  1. Click Submit to save the new request.
  2. Approvers can Approve or Reject.
  3. Upon approval, a Transport Order is automatically created.
  4. To create additional TOs, click Create TO.
  5. Transport Orders are generated based on the of vehicles/legs.

A screenshot of a computer AI-generated content may be incorrect.

 

A screenshot of a computer AI-generated content may be incorrect.

 

A screenshot of a computer AI-generated content may be incorrect.

A screenshot of a computer AI-generated content may be incorrect.

 

A screenshot of a computer AI-generated content may be incorrect.

5. Troubleshooting Common Issues

Issue

Possible Solution

Cannot create request

Verify all mandatory fields are filled.

Cost not fetching

Check tariff master setup.

Unable to approve

Ensure user has approver access.

TO not created

Confirm rate request approval.

6. FAQs

Q1: Can I edit a draft request?

✔ Yes, until it is approved.

Q2: Are Party Details mandatory?

❌ No, completely optional.

Q3: What if routing auto-fill fails?

Check routing master or manually fill routing.

7. Support

For support, contact:

 


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