Shipment Reference Numbers

This article will discuss how Shipment Reference Numbers are used in Tai TMS and how it works with Custom Shipment Reference Numbers

Introduction

Tai TMS includes functionality to manage Custom Shipment Reference Numbers, offering greater flexibility and precision in tracking shipments. This feature enables logistics professionals to define, categorize, and utilize reference numbers tailored to their operational and customer-facing needs. Reference Numbers provide the functionality to make reference numbers default fields in both the Front and Back Office when entering order information for a shipment. Additionally, it allows users to select from a pre-defined list of values for a particular reference field.

Full List of Shipment Reference Numbers

Reference Number Name	Description/Code
AppointmentConfirmationNumber	51
AssignedBranch	1056
BoothNumber	57
CancellationReason	60
CarrierDispatcherEmail	1041
CarrierDispatcherName	46
CarrierDispatcherPhoneNumber	47
CarrierRep	50
ChargeLineType_Linehaul	1015
ClaimNumber	28
ContainerNumber	24
ContainerSize	39
CustomReferenceNumber	26
CustomReferenceNumber2	27
CustomReferenceNumber3	1059
DeclaredValue	1061
Decorator	58
DeliveryCarrierProNumber	22
DriverCellPhoneNumber	11
DriverName	30
EarliestReturn	38
ExhibitorName	56
FileNumber	29
InsuranceDeclaredValue	43
InvoiceNumber	6
LastFreeDay	37
LinehaulCarrierProNumber	20
MAWBNumber	23
MaxBuyRate	1068
MinBuyRate	1067
OfferRate	1060
OnHoldReason	1063
PaymentCheckCode	1053
PaymentReferenceNumber	40
PickupCarrierProNumber	21
PONumber	5
QualityIssue	59
QuoteDueDate	8
QuoteNumber	7
ReferenceNumber	1
RelayChargeId	1055
RelayCodeId	1054
ReleaseNumber	4
SealNumber	25
SecondaryBOLNumber	15
SecondaryDriverCellPhoneNumber	1058
SecondaryDriverName	1057
ShipperReferenceNumber	3
ShippingLine	35
ShowName	55
SteamshipLine	33
Temperature	32
TrackingReferenceNumber	10
TrailerNumber	9
TruckNumber	31
VesselVoyage	34

Accessing Custom Reference Numbers - Customer Profile

Go to the Customer Company Profile.
Click on the dropdown menu for Customer Tools.
Select Reference Numbers.

Accessing Custom Reference Numbers - Organization

Go to the My Organization option under the LSP tab.
Click on the dropdown menu for BrokerTools.
Select Reference Numbers.

Note: If you add a reference number from the organization profile, it will be available to all customers. However, if you want a reference number specific to a customer, you can add it at the customer level.

Adding or Editing a Customer Reference Number

When you navigate to the Reference Numbers add/edit screen, the initial view will display a list of reference numbers you have already edited.
To make changes or remove an existing reference number, click on the blue pencil or trash can icons on the right side.
To create a new default or required reference number, click the green "Add New Customer Reference Number" button.

The Add Reference Number modal will pop up, allowing you to input the following settings:

- Reference Number Type: In this section, you will find the reference numbers you can edit.
- Display in Front Office: You can choose whether to enable this option as Yes or No based on whether you want this reference number to be accessible in the customer portal.
- Display in Back Office: You can choose whether to enable this option as Yes or No based on whether you want this reference number accessible in your back office.
- Require Selection: If set to Yes, this field will be highlighted in blue, indicating that users must input information in this field to save the shipment.
  
  If set to No, the reference number will be set as a default option, but users have the choice to skip it.
- Free-Form Allowed: Users can manually enter text in the field if the option is set to Yes. To input information, click the Pencil Icon, as shown in Example 1.

Example 1

- Value: This setting is linked to the "Free-Form Allowed" option. When the option is set to No, the value field will be required, indicating that you either want a pre-set option available on all shipments or you want to provide different options that will be displayed in a dropdown list, as shown in Example 2.

Example 2

- Plus Sign : This option allows you to include an additional item in the list of values that users can choose from when selecting a reference number.
- Default: When creating a shipment, the checkbox you select will determine the first value in the reference number field. Check Example 2.
- Remember to click Save when you're done!