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Electronic Dispatch to Carriers

Tender a load to a carrier electronically from the Tai TMS, and see what happens on accept, on reject, and over an API versus an EDI connection.

This article explains how the Tai TMS electronically dispatches a shipment to a carrier — how the request is triggered, what happens when the carrier accepts or rejects it, and how the two connection types (API and EDI) differ.

Overview

The Tai TMS can send a pickup request to a carrier electronically instead of you calling or emailing the carrier by hand. When a shipment is moved to the "Ready" stage, the system automatically tenders the load to the assigned carrier over that carrier's electronic connection. If the carrier accepts, the shipment moves forward and the system captures the reference numbers the carrier assigns (such as a pickup confirmation number and a PRO number). If the carrier rejects, the shipment is flagged so staff can react. This automation saves staff from manual dispatch calls and keeps the shipment's tracking numbers accurate.

How it works

Electronic dispatch is a side effect of advancing the shipment's status — there is no separate "dispatch" button to press:

  1. You advance the shipment to Ready. Setting a shipment to the Ready stage (ready to tender to a carrier) signals the system to send the electronic pickup request to the assigned carrier.
  2. The system tenders the load. Behind the scenes, the Tai TMS builds the pickup request from the shipment's details — stops, commodities, accessorials, reference numbers, and service level — and sends it to the carrier over the carrier's connection.
  3. The carrier responds:
    • Accepted → the shipment advances to Dispatched, and the reference numbers the carrier returns (such as the pickup/confirmation number and PRO number, and where applicable a bill-of-lading number or link) are saved onto the shipment. Any documents the carrier returns can be attached automatically.
    • Rejected → the shipment is set back to Sent, a "Rejected by carrier" alert is added so staff notice it, and staff can correct the load and re-dispatch it.
  4. If no electronic connection is configured for that carrier, the system reports that "electronic dispatch is not available for this shipment." This is a normal outcome, not an error — it simply means dispatch for that carrier needs to be handled another way.

Carriers connect to the Tai TMS in one of two ways, and the connection type affects how quickly you get an answer:

  • API connection — a direct, real-time link to the carrier. The pickup request and the carrier's response happen right away, so acceptance and the returned reference numbers typically come back within seconds.
  • EDI connection — a standardized electronic-document exchange (an EDI load tender). This is queued and exchanged in batches rather than answered live, so it is slower.

Business rules & limits

  • Dispatch is triggered by status, not a button. Advancing a shipment to Ready is what launches the electronic pickup request. There is no separate manual dispatch action in the shipment screen; the system performs the dispatch and then shows you the outcome.
  • Acceptance advances the shipment and captures reference numbers. When a carrier accepts, the shipment moves to Dispatched and the pickup/confirmation number, PRO number, and any bill-of-lading reference the carrier provides are recorded on the shipment automatically.
  • Rejection is recoverable. When a carrier rejects a tender, the shipment goes to Sent status with a "Rejected by carrier" alert, and staff can fix the issue and re-dispatch the load. A rejection does not silently disappear.
  • EDI dispatch is slower than API dispatch (a real limitation). An API-connected carrier usually responds within seconds. An EDI-connected carrier goes through a queued, batch-style document exchange, so acceptance and reference numbers can take from several minutes up to a few hours to come back. Because that acceptance is confirmed later rather than live, a load sent over EDI stays at Sent until the carrier's confirmation arrives, instead of jumping straight to Dispatched the way an accepted API dispatch does. Plan follow-up accordingly when a load is dispatched over EDI.
  • "Not available" is expected for carriers without a connection. If a carrier has no electronic dispatch set up, the system will say electronic dispatch is not available for that shipment. That message means the carrier is not integrated for dispatch, and the load should be handled manually — it is not a failure of the shipment.
  • Downstream steps may follow a successful dispatch. After a successful dispatch, the system can carry out related steps such as recording the carrier's documents and, where applicable, handling insurance for the load.

Frequently asked questions

How do I dispatch a shipment to a carrier in the Tai TMS?

In the Tai TMS you dispatch a shipment by advancing it to the Ready stage. Setting the shipment to Ready automatically sends the electronic pickup request to the assigned carrier; there is no separate dispatch button. The system then shows whether the load was dispatched, whether it failed, or whether electronic dispatch is not available for that carrier.

What happens when a carrier accepts the dispatch?

In the Tai TMS, when the carrier accepts the tender the shipment advances to Dispatched status and the system captures the reference numbers the carrier assigns — typically a pickup/confirmation number and a PRO number, and where applicable a bill-of-lading number or link. Any documents the carrier returns can be attached to the shipment automatically.

What happens if the carrier rejects the load?

In the Tai TMS, if the carrier rejects the tender the shipment is set back to Sent status and a "Rejected by carrier" alert is added so staff can see it. Staff can then correct the shipment and re-dispatch it to the carrier. The rejection is surfaced clearly rather than being hidden.

What is the difference between an API dispatch and an EDI dispatch?

In the Tai TMS, an API dispatch uses a direct real-time connection to the carrier, so acceptance and reference numbers usually come back within seconds. An EDI dispatch uses a standardized electronic-document exchange that is queued and processed in batches, so it is slower and the response can take from several minutes up to a few hours. Both accomplish the same goal — tendering the load electronically — but API is near-instant while EDI is not.

Why did I see "electronic dispatch is not available for this shipment"?

In the Tai TMS this message means the assigned carrier does not have an electronic dispatch connection configured, so the system cannot tender the load automatically. It is a normal, expected outcome rather than an error, and it means the load should be dispatched to that carrier by another method.

How long should I wait for a dispatch to be accepted?

In the Tai TMS the wait depends on the carrier's connection type. For an API-connected carrier, acceptance and the returned reference numbers are typically near-instant (within seconds). For an EDI-connected carrier, the exchange is queued and can take from several minutes up to a few hours, so allow more time before assuming there is a problem.

Can I re-dispatch a shipment after a rejection?

Yes. In the Tai TMS, when a dispatch is rejected the shipment returns to Sent status with a "Rejected by carrier" alert, and staff can address whatever caused the rejection and dispatch the load again. Re-dispatch is the intended way to recover from a rejected tender.