Creating & Editing Orders¶
Use the full-page New order and Edit order form, the Quick Edit window and the View Details page to enter, change and review an order.
Overview¶
There are three places where you work with a single order:
- New order / Edit order — the full-page form. Click Create a new order on the Orders page, or choose Edit Order from an order's action menu. The form adapts to the order type: sections appear, disappear and change their titles when you pick a Job type.
- Quick Edit — a pop-up window opened from an order's action menu on the Orders or Dispatch page. Use it for day-to-day changes (dates, seal number, charges, expenses, legs) without leaving the list.
- View Details — a read-only summary page of the order (Order #...).
Along the way, the form helps you:
- Checks the container number against existing orders as soon as you leave the field.
- Fills the address from a saved shipper / receiver when you search for one, and saves new names you type to the Shipper / Receiver list.
- Fills the Base rate from the delivery city's zone (or the customer's custom zone rate), and adds terminal and fuel charges automatically.
- Stops you from overwriting changes saved by someone else while you had the full Edit order page open.
For the list itself (searching, filtering, statuses), see Orders Management.
Quick Start¶
- Go to Orders and click Create a new order.
- (Staff only) In Change Customer, pick the customer in Place the order on behalf of.
- In Order Information, choose the Job type. The rest of the form appears.
- Fill the terminal and address sections, then enter the Container number* (or Trailer number* for a Dry Van Move). Wait for the green check mark.
- Complete the remaining fields you need and click the submit button at the bottom of the form (Create Job).
You land back on the Orders list, searched for the new order, with the message Order #X was successfully created. The order starts with the status New.
Access & Permissions¶
| Role | Full form (New / Edit order) | Quick Edit | View Details |
|---|---|---|---|
| Admin / Manager | Create and edit, all sections | Yes, all panels | Yes, including Administrative Information |
| Dispatch (and Customer Service) | Create and edit, all sections. Rate, Order Expenses and Order Legs need Can manage rates? turned on in their user profile | Yes. Order Expenses and the rate fields need Can manage rates? | Yes, including Administrative Information (Base Rate and Total need Can manage rates?) |
| Accountant | Create and edit only if order management by accountants is turned on for your account (ask UTX support). Otherwise, accountants can view orders and complete orders whose status is Dispatched. Staff-only sections are not shown | Same limits as the full form (from the Orders page) | Yes, without Administrative Information |
| Customer | Only if customer order entry is turned on for your account (ask UTX support), and only for their own company's orders while they are New; staff-only sections are not shown | Same limits as the full form | Yes, their own company's orders, without Administrative Information |
Staff-only sections of the full form (shown to Admin, Manager and Dispatch only): Change Customer, Administrative information, Appointment Information, Rate, Order Expenses, Order Legs and Comments.
Where to find each screen¶
| Screen | How to open it |
|---|---|
| New order | Orders Create a new order |
| Edit order | Order action menu (the arrow next to the order's action button) Edit Order |
| Quick Edit | Order action menu Quick Edit (on Orders or Dispatch) |
| Documents (Quick Edit, documents only) | Order action menu Documents |
| View Details | Order action menu View Details |
The Full Order Form¶
The New order and Edit order pages use the same form. Sections appear in this order. Until you choose a Job type, only the customer and Order Information sections are visible.
Customer Information / Change Customer¶
- Customers see a read-only Customer Information block with their company name, their own name and email, and the company address. The order is always placed under their own login.
- Staff see the Customer Information block for the order's current customer (on a new order, this is your own login until you save), followed by Change Customer:
| Field | Description |
|---|---|
| Place the order on behalf of | Searchable list of customer logins, shown as NAME [ Company ]. Hint: You can create an order on behalf of any customer. If you leave it empty on a new order, the order is placed under your own login. |
When you change the customer, the form:
- recalculates the Base rate for the selected delivery city or shipper / receiver (see Rate), and
- selects the customer company's default Tag / Group (when tagging is enabled — see Order Tagging).
Order Information¶
| Field | When shown | Description |
|---|---|---|
| Reference number | Always | Your own or the customer's reference for the order. |
| Waybill date | Container Import, when EDI invoicing is enabled | Date picker. |
| Job type * | Always | Container Import, Container Export, Container Transfer or Dry Van Move (only the types enabled for your company are listed). |
| Tag / Group | When the tagging add-on is enabled | If tags are optional on your account (set by UTX support), the list has a blank choice; otherwise a tag is always selected. |
| Office | Multi-office companies | Read-only. Shows the office the order belongs to. |
Transport Company (Dry Van Move only)¶
| Field | Description |
|---|---|
| Transport Company ( broker ) | Companies flagged as brokers. Hint: Leave blank unless delivered by third party |
Pick up Terminal¶
| Field | Description |
|---|---|
| Terminal Name | Active terminals of your office. Required for Container Import and Container Export. |
Shown for Container Import, Container Export and Container Transfer. Hidden for Dry Van Move.
Pick Up Address (Dry Van Move only)¶
On a new order:
| Field | Description |
|---|---|
| Search for a shipper / receiver | Type at least 2 letters of a previously used shipper / receiver and pick it from the list to fill the fields below. |
| Name, Address, City, Zip, Contact | The pickup location. |
| Pickup Date | Shown in this section for Dry Van Moves when you create the order. |
| Comments | Pickup instructions. Filled from the shipper / receiver's comments when you use the search. |
| P.O. | Purchase order number for the pickup. |
On an existing order, the search and address fields are replaced by a Pickup company dropdown of active shippers / receivers. Comments and P.O. stay editable.
Delivery Address¶
On a new order:
| Field | Description |
|---|---|
| Search for a shipper / receiver | Type at least 2 letters of the name or city and pick a saved shipper / receiver. Fills Name, Address, City, Zip, Contact, Email and Comments. |
| Name, Address, City, Zip, Contact, Email | The delivery (or loading) location. |
| Delivery Date | Shown in this section for Dry Van Moves when you create the order. |
| Comments | Delivery instructions. |
| P.O. | The customer's purchase order number. |
On an existing order, the search and address fields are replaced by a Delivery company dropdown of active shippers / receivers. Comments and P.O. stay editable.
Hidden for Container Transfer (terminal-to-terminal move).
Rate from the delivery city
Choosing a delivery City (or a Delivery company on an existing order) looks up the city's zone. A notice next to the field shows the zone name and, if you can manage rates, the rate (for example Custom Rate $... when the customer has a custom rate for that zone). The Base rate is set to that rate. If the city has no zone you see No ZONE found for this city and the Base rate is set to 0. See Zones & Cities.
Information¶
| Field | Import | Export | Transfer | Dry Van |
|---|---|---|---|---|
| Container number* | — | |||
| Trailer number* | — | — | — | |
| Last Free Day (LFD) | — | — | ||
| Container size | — | |||
| Damaged | — | — | — | |
| Equipment type | — | — | — | |
| Total miles | — | — | — | |
| Booking number | — | — | ||
| Pickup number | — | — | — | |
| Reservation number | — | — | — | |
| Steamship line | — | |||
| Off-Hire | — | — | — | |
| Search for a vessel | — | — | — | |
| Vessel | — | — | — | |
| Earliest Return Date (ERD) | — | — | — | |
| Cutoff date | — | — | — | |
| ETA date | — | — | — | |
| Grounded date | — | — | — | |
| Storage date | — | — | — | |
| Demurrage date | — | — | — |
Two date fields change their label with the order type:
| Order type | First date field | Second date field |
|---|---|---|
| Container Import | Pickup Date (after Pickup number) | Delivery Date (after Storage date) |
| Container Export | Pickup Date (after Booking number) | Delivery Date (after Cutoff date) |
| Container Transfer | Pickup Date (after Booking number) | Delivery Date |
| Dry Van Move | Pickup Date (in Pick Up Address) | Delivery Date (in Delivery Address) |
Which date is which
On Container Export and Container Transfer orders the two labels are swapped compared with Container Import:
- The field labelled Pickup Date holds the order's delivery date (the same field the Import form calls Delivery Date). Quick Edit shows it as Pickup date, and View Details shows it as Delivery date under Administrative Information. The fuel surcharge is based on this date.
- The field labelled Delivery Date holds the order's pickup date, which View Details shows as Pickup date under Container Information.
Search for a vessel (Container Export) suggests vessel names already used on your office's orders (type at least 2 letters) and copies your pick into Vessel.
Container size is entered here, in Information, not under Goods.
Goods¶
| Field | Import | Export | Transfer | Dry Van |
|---|---|---|---|---|
| Packages (hint Ex.: 12 SKIDS) | — | |||
| Weight (hint Ex.: 2669 KGS) | — | |||
| Hazardous | — | |||
| Scale (Scale Full, Scale Empty, Both) | — | — | — | |
| Equipment | ||||
| Seal number | — | — | ||
| Customs released | — | — | — | |
| Goods description | — | — | — |
Equipment lists your office's active equipment (for example chassis). See Equipment.
Return Address¶
| Field | Description |
|---|---|
| Terminal Name | Where the container goes back to. |
| Instructions | Return instructions. |
| Return Date / Last Return Date | Return Date for Container Import, Last Return Date for Container Export. Not shown for Container Transfer. |
Shown for Container Import, Container Export and Container Transfer. Hidden for Dry Van Move.
Section titles by order type¶
The terminal and address sections are renamed when you pick the Job type:
| Order type | Pick up Terminal becomes | Delivery Address becomes | Return Address becomes |
|---|---|---|---|
| Container Import | Full container pick up terminal | Container delivery address | Empty container return terminal |
| Container Export | Empty container pick up terminal | Empty container loading address | Full container return terminal |
| Container Transfer | Empty container pick up terminal | (hidden) | Empty container return terminal |
| Dry Van Move | (hidden — uses Pick Up Address) | Delivery address | (hidden) |
Administrative information (staff only)¶
| Field | When shown | Description |
|---|---|---|
| Time in / Time out | Export, Transfer | 15-minute steps. |
| Broker | Dry Van Move | Brokers of the current office. |
| Special Note | Always | See Special Note. |
| Container status | Import, Export, Transfer | See Container Statuses. |
| Signed POD file in .pdf format | Always | Upload a signed POD. If one exists, the hint names it, uploading replaces it, and Check to remove the existing PDF deletes it. See Order Documents & POD. |
Appointment Information (staff only)¶
Shown only when editing an order whose status is no longer New. Fields: App date and App time (5-minute steps). See Order Workflow.
Rate¶
Admin and Manager, and Dispatch users with Can manage rates? turned on in their user profile (see Access & Permissions).
| Field | Description |
|---|---|
| Base rate | Filled automatically from the zone of the delivery city (or the customer's custom rate for that zone). You can overwrite it. |
| Auto compute fuel surcharges for this order | Yes (default) or No. Shown when the fuel surcharge add-on is enabled. See Fuel Surcharge. |
| Order Charges for Invoice Breakdown | Extra charges. Click (+) Add another charge; picking a Charge category fills its default rate. |
| Total | Base rate plus charges, updated when you change a rate or add or remove a charge. |
Order Expenses and Order Legs¶
Admin and Manager, and Dispatch users with Can manage rates? turned on.
- Order Expenses — click (+) Add another expense to record a cost for the order (Expense category, Expense, Rate, Note). Picking an Expense fills its default rate.
- Order Legs — click (+) Add another leg to add a move. On an existing Container Transfer the legs are shown read-only.
See Order Charges & Expenses and Order Legs & Move Locations.
Comments (staff only)¶
| Field | Description |
|---|---|
| Comments | Hint: Add any additional information about the order. Shown on View Details under Administrative Information. |
At the bottom, click the submit button (Create Job on a new order, Update Job when editing; it shows Please wait... while saving) or Cancel to go back to the Orders list.
Validation¶
| Rule | Details |
|---|---|
| Container number / Trailer number is required | The order cannot be saved without it. |
| Job type is required | |
| Pick up terminal is required for Container Import and Container Export | Not required for Transfer or Dry Van Move. |
| ETA date must be a valid date | Only checked when a date is entered. |
| Container number is saved in uppercase | Spaces at the start and end are removed. abcd1234567 is saved as ABCD1234567. |
If a rule fails, the form is shown again with the error and your entries kept. Nothing is saved.
Container number duplicate check¶
When you change the Container number (or Trailer number) and leave the field, UTX Freight looks for other orders with the same number, in any office (ignoring upper/lower case). When editing, the current order is ignored.
| Indicator | Meaning |
|---|---|
| Green check mark | No other order uses this number. |
| Red X with a Search Orders link | One or more orders already use this number. Search Orders opens the Orders list in a new tab, searched for that number. |
The check is a warning, not a block
A red X does not stop you from saving. Click Search Orders to make sure you are not creating a duplicate by mistake.
What Happens When You Create an Order¶
- The order gets the next order number (shown as Order #X), the status New, and today's date as the Order date.
- The order is placed in your current office.
- Base rate: whatever is in the form is kept (normally the zone rate filled by the form). If the Base rate is empty and the customer company has a default rate, that default rate is used.
- Terminal fee: for Container Import (pick up terminal) and Container Export (return terminal), the terminal's rate (or the customer's special rate for that terminal, if one exists) is added as a charge with the note Computed Terminal Fee. This needs a charge category set as the default for terminal fees, and a rate above 0. See Managing Terminals.
- Fuel surcharge: when the fuel surcharge add-on is on and Auto compute fuel surcharges for this order is Yes, a charge with the note Computed Fuel Surcharge ...% (the percentage applied to the Base rate) is added for Import, Export and Transfer orders that have a delivery date (see Which date is which) with a fuel rate above 0 for that date, unless the customer is exempt. See Fuel Surcharge.
- Shippers / receivers: names typed in Delivery Address or Pick Up Address are saved to Shipper / Receiver. If an entry with the same name and address exists, it is updated with the new city, zip, contact and email; otherwise a new one is created. The order is linked to it. See Shippers & Receivers.
- A New Order #X from
email is sent to the active admins, with the office's managers in copy (only users who receive notifications). - You return to the Orders list, searched for the new order number, with the message Order #X was successfully created.
Editing an Order (Full Form)¶
- In the order's action menu, click Edit Order.
- Change the fields you need. On an existing order, the address sections use Pickup company / Delivery company dropdowns instead of the search.
- Click Update Job.
You go back to the page you came from (or the Orders list) with Order #X was successfully updated. No email is sent to the customer when you save the full form. Terminal fees and the fuel surcharge are recalculated, as long as the order is not completed or invoiced.
Shippers / receivers on edit
Saving the Edit order form does not add or update entries in Shipper / Receiver. Pick an existing entry in Pickup company / Delivery company, or manage the list in Shippers & Receivers.
Concurrent edits¶
If another user saved the same order after you opened the Edit order page, your save is refused and you are sent back to a fresh Edit order page with:
This order was modified by another user while you were editing. Your changes were NOT saved. Please try again.
The page now shows the other user's changes. Re-enter your changes and save again.
Quick Edit¶
Quick Edit opens a window on top of the Orders or Dispatch list. Who can open it follows the same rules as the full form (see Access & Permissions).
- Title:
Edit Order <order #> - <order type> - <container number>, for example Edit Order 781039 - Container Import - ABCD1234567. Multi-office companies also see the office name. - Header: the customer's company name and address, the customer login's name and email, the zone name, and the delivery city.
Below the header, collapsible panels:
| Panel | Who sees it | Contents |
|---|---|---|
| Container Information | Everyone who can edit the order (open by default) | Type-specific fields, see below |
| Order Income & Billing | Everyone who can edit the order | Staff: Customer with Place the order on behalf of. Admin, Manager, and Dispatch with Can manage rates?: Order Charges for Invoice Breakdown with Base rate, rate history (), the Total, Auto compute fuel surcharges for this order (fuel add-on), and Additional Charges with (+) Add another |
| Order Expenses | Admin, Manager, and Dispatch with Can manage rates? | Expenses with (+) Add another |
| Order Legs | Admin, Manager, Dispatch | Legs with (+) Add another (read-only for Container Transfer) |
The Documents menu item opens the same window with only the Order Documents panel: Order POD (Signed POD file in .pdf format, Check to remove the existing PDF) and Additional Documents with (+) Add document. See Order Documents & POD.
Container Information panel fields¶
| Field | Shown for |
|---|---|
| Tag / Group | All types, when the tagging add-on is enabled |
| Transport Company / Broker | Dry Van Move |
| Waybill date, Waybill number(reference) | Import and Export, when EDI invoicing is enabled |
| ETA date, Rv number, Grounded date, Customs released, Storage date, Seal number, Delivery date, Container size, Demurrage date, Steamship line | Container Import |
| Pickup date, Steamship line, Seal number, Container size | Container Export, Container Transfer |
| Pickup date, Delivery date | Dry Van Move |
| Hazmat | All types except Transfer |
| Off-Hire, Damaged | Container Import |
| Scale | Container Export |
| Packages, Pickup Notes, Delivery Notes, Goods Description | Dry Van Move |
| Cargo Weight | All types except Transfer |
| Time In, Time Out | All types except Dry Van Move |
| Special Note | All types (shown to everyone who can open Quick Edit, customers included) |
The container number, terminals and addresses are not editable in Quick Edit. Use Edit Order for those.
Saving¶
Click Update Order (or Close to discard). The order's row in the list refreshes, and a message appears at the top of the page:
| Result | Message |
|---|---|
| Saved | Order Updated! — The order was updated |
| Not saved | Update failed! — The update failed - you submitted invalid information. |
Saving recalculates terminal and fuel charges in the same way as the full form. No email is sent to the customer.
Special Note¶
The Special Note field is in Administrative information on the full form (Admin, Manager and Dispatch only) and at the bottom of the Container Information panel in Quick Edit (everyone who can open Quick Edit). Its hint reads Comment which appears under the status for each order and on the drivers phone. It:
- appears in red under the order number on the Orders list (not shown to customers) and on the Dispatch list,
- is shown in the driver mobile view for Dry Van Moves and in the yard management mobile view, and
- is printed on the Dry Van Carrier Confirmation.
Use it for instructions everyone must see at a glance, such as gate codes or "call before delivery". Use Comments for internal notes.
View Details¶
View Details opens the page Order #X with read-only information:
| Section | Fields |
|---|---|
| (Customer) | Company name, customer login name and email, company address |
| Order Information | Order date, Reference #, Type, Pick up terminal |
| Client Information | Company name, Address, Zip, Contact information, Instructions, P.O. # (from the delivery address) |
| Return Address | Terminal, Instructions, Return date (Container Import) or Last return date (other types) |
| Container Information | Container #, Booking #, Steamship line, Pickup #, Pickup date, Vessel, Voyage, Zone |
| Goods Information | Container size, Packages, Weight, CBM, Hazardous, Chassis #, RV #, Seal #, Customs released |
| Administrative Information (Admin, Manager, Dispatch only) | Base Rate and Total (Admin, Manager, and Dispatch with Can manage rates?), Appointment date, Appointment time, Delivery date, Comments |
Click Back to return to the Orders list.
FAQ / Troubleshooting¶
I only see Customer Information and Order Information on the New order page¶
Solution
The rest of the form stays hidden until you choose a Job type. Pick the type and the type-specific sections appear.
The container number shows a red X¶
Solution
Another order already uses that number. Click Search Orders to see it. If it is a legitimate new move for the same container (for example a later import), you can still save. Otherwise, correct the number.
The order will not save¶
Solution
Container Import and Container Export orders need a Terminal Name in the pick up terminal section. Every order also needs a Container number (or Trailer number for Dry Van) and a Job type.
The Base rate stayed at 0 or shows "No ZONE found for this city"¶
Solution
The delivery city is not linked to a zone, so the form set the Base rate to 0. Add the city to a zone in Zones & Cities, or type the Base rate yourself. The customer company's default rate is applied on creation only when the Base rate is empty, not when it is 0.
"This order was modified by another user while you were editing..."¶
Solution
Someone saved the order after you opened it. The page has been reloaded with their changes. Re-enter your changes and click Update Job again.
A customer cannot edit an order or create one¶
Solution
Customers can only create and edit orders when customer order entry is turned on for your account (ask UTX support), and only while the order is New. Once an appointment is taken or the order is dispatched, it is read-only for them.
A shipper / receiver does not appear in the search¶
Solution
The search shows only active shippers / receivers of your current office whose name or city contains what you typed, and needs at least 2 letters. Check the entry in Shippers & Receivers.
Best Practices
- Pick the Job type first. The form then shows only the fields that matter for that move.
- Check the green check mark on the container number before you save.
- Use Search for a shipper / receiver instead of retyping addresses. It keeps the Shipper / Receiver list clean and fills the zone rate.
- Use Quick Edit for routine updates and Edit Order when you need to change the customer, terminals, addresses or container number.
- Keep Special Note short. Drivers read it on their phone.