Commodity profiles

8.Commodity profiles

A commodity profile contains all data relevant to one commodity. Information such as ID code, commodity class, PIN number, and hazardous material classification may be found in the commodity’s profile. A profile must be defined for each specific commodity to be carried by your company.

Note:The optional Intelligent Drop-down List feature allows you to limit the selection of commodities based on the Bill To company on the order. You create relationships betweencommodities and Bill Tos in File Maintenance. The relationships limit the commodities shown in drop-down lists in Order Entry, Invoicing, and the Dispatch Trip Folder.For details, see theIntelligentDrop-DownListsguide.

Commodity File Maintenance field definitions

General information

Tax Types

Changing the Tax Type field names

Determining when to use the Tax Type check boxes

Audit Info

Tank Settings

Comments

Adding/maintaining a commodity record

Adding a commodity

Looking up a commodity record

Deleting a commodity record

Recording a commodity's defaults

Viewing the values from the commodity profile on an order

Viewing commodity defaults in Order Entry

Viewing commodity defaults in Dispatch

Adding/maintaining miscellaneous commodity information

Recording the commodity makeup

Recording prior commodity information

Recording additional commodity information

Recording default load requirements for a commodity

Automatically attaching load requirements based on driver qualifications

Deleting a load requirement

Recording/viewing notes for a commodity

Adding a note for a commodity

Deleting a note

Viewing notes

Setting up commodity classes

Setting up Commodity Class 1 categories

Setting up Commodity Class 2 categories

Deleting a commodity class

Making commodities and commodity classes exclusive

Making a commodity exclusive

Making commodity classes exclusive

Setting up commodities to use a vendor's hazardous materials mileage options

Using system settings to activate the HazMat Mileage feature

Linking commodity classes to your vendor's hazardousmaterialsroutingoptions

Linking a HazMat commodity to a HazMat commodity class

Using the Haz Class field to determine hazardousroutingrequirements

Linking Haz Class field options to your vendor's hazardous routing methods

The Commodity File Maintenance window is used to record commodity profile information.

Commodity File Maintenance field definitions

General information

Code / Unique ID code that identifies the commodity. A maximum of eight alphanumeric characters is allowed.
Active / Select this check box to make the commodity available for use on an order.
Exclusive / Select this check box to make this commodity exclusive.
Note: For more information on commodity exclusivity, see Making commodities and commodity classes exclusive.
Notes
/ Click the Notes indicator to view/record notes for a commodity. The indicator color is:
  • Gray when no notes have been entered. (The background is yellow but the note itself is gray as shown.)
  • Blue when a note has been entered but the information is not critical.
  • Red when a note has been entered and given an Alert status.

Name / Description of the commodity. A maximum of 60 alphanumeric characters is allowed.
Fgt Class / The freight class that categorizes the commodity record.
Note: Freight Class 1 (Fgt Class) is also called Commodity Class 1 and Commodity Class 2.
Fgt 2nd Class / The freight class that categorizes the commodity record.
Note: Freight Class 2 (Fgt 2nd Class) is also called Commodity Class 2. For more information, see the Setting up commodity classes section.
PIN / Product Information Number for the commodity. A maximum of eight alphanumeric characters is allowed.
Cust# / Customer product number.
STCC / Standard Transportation Commodity Code for the commodity. A maximum of eight alphanumeric characters is allowed.
Order by / Order By customer associated with this product.
Wgt per Gallon / Ratio of the weight of any volume of the commodity to the weight of an equal volume of water.
Viscosity / Viscosity at unload temperature.
Temperature / Temperature at which this commodity should be transported. Use the radio button to indicate whether the temperature is Celsius or Fahrenheit.
DOT Ship Name / Department of Transportation shipping name.
Waste Code / Environmental Protection Agency (EPA) code that identifies the method by which the commodity must be disposed.
Water Soluble? / Indicates whether the commodity will dissolve in water. The options are Yes or No.
Rel Risk / Ratio of the probability that people exposed to the commodity will develop a disorder/illness resulting from the exposure, versus the probability that a control (non-exposed) group will develop that disorder/illness.
Reported Qty / Minimum spill amount at which the spill must be reported to the Department of Transportation.
Color / Distinguishing color.
MSDS Date / Issue date for the Material Safety Data Sheet that your company posts for staff regarding the commodity.
Flash Point/Unit / Lowest temperature at which the vapor of a combustible liquid can be made to ignite. Use the radio button to indicate whether the temperature is centigrade or Fahrenheit.
PH / Measure of a solution’s acidity or alkalinity.
Hazardous / Select Yes or No.
Haz Class / Department of Transportation hazard class.
Note: Options for this field are user-defined in the CmdHazClass label, accessed in the System Administration application.
Non Specific / The profile is for a generic commodity.
Note: When you record a commodity having the Non Specific check box selected on an order, you must provide the name of the commodity in the freight detail’s Add Desc. field.
Company Prohibited / Your company must use a qualified outside carrier to transport thiscommodity.
Note: Select this check box if your company does not own trucks/trailers that meet the regulations for the transportation of this commodity.
Haz Sub Class / Hazardous sub-category.
Note: Options for this field are user-defined in the CmdSubHazClass label accessed in the System Administration application.
UN/NA Haz# / United Nations/North American hazardous material number.
Haz Sub Class2 / Hazardous secondary sub-category.
Note: Options for this field are user-defined in the CmdSubHazClass2 label accessed in the System Administration application.
Spec Prov / Special provisions.
ADR CLASS / Dangerous goods classification based on the European Agreement Concerning the International Carriage of Dangerous Goods by Road (ADR). There are 9 ADR classes. Rather than identifying the hazard, the ADR Classification Code is used primarily to determine the type of packaging that can be used in transporting the hazardous goods.
ADR Pkg Grp / Group to which, for packing purposes, this commodity has been assigned by the ADR in accordance with its degree of danger. Group I is high, Group II, medium and Group III, low.
ADR CEFIC / Identifying number for a Tremcard issued by the European Chemical Industry Council (Cefic) in conformity with the ADR classification system. The first two digits indicate the ADR class, the third character is generally a letter that signifies the type of Tremcard: Group Text, Mixed Load or Single Substance. Subsequent numbers and letters provide more information depending on the type of card.
Trailer Wash Priority / Indicates how soon after being unloaded a trailer should be washed.
Note: Options for this field are user-defined in the TrailerWashPriority label accessed in the System Administration application.
Seasonal Priority / Indicate how soon after being unloaded a trailer should be washed when a seasonal priority is in effect.
Note: The options are set up in the TrailerWashPriority label, accessed in the System Administration application.
Begin / Defines the end of the date range during which the seasonal priority is in effect. You must enter the date in the format mm/dd/yy or mm-dd-yy. Afterward, the date appears as mm/dd.
End / Defines the end of the date range during which the seasonal priority is in effect. You must enter the date in the format mm/dd/yy or mm-dd-yy. Afterward, the date appears as mm/dd.

Tax Types

The Tax Types section is designed for use with Canadian taxes. Rates are set up using the Tax Maintenance window in the System Administration application.

Check boxes indicate the taxes that apply for the commodity. By default, the tax type fields are called TaxType1, TaxType2, and Tax3. In the label file, they can be renamed as GST, PST or HST, and QST, respectively.

TaxType1 / Used for GST (Goods and Services Tax).
TaxType2 / Your setup in the Tax Maintenance window for a particular province determines whether TaxType2 is used for PST (Provincial Sales Tax) or HST (Harmonized Sales Tax).
Note: If you use TaxType2 for both PST and HST, you will be able to define only one name in the label file for display purposes. For example, if you rename the TaxType2 label to be PST, it will display as PST on the company profile. Even if the TaxType2 check box is labeled PST, your HST setup for a province will cause the system to correctly apply HST when a company is billed.
Tax3 / Tax3 field is used for QST (Quebec sales tax).
Changing the Tax Type field names

By default, the Tax Type check boxes are labeled as shown in this illustration.

To use the tax type name with which you are familiar, e.g., TaxType1 is GST, TaxType2 is PST, Tax3 is QST, you must edit the display names in the label file.

The label file is edited in the System Administration application. To access it, select EditLabelFile. The TaxType1 label is shown below.

For the TaxType1 – 2 labels, the Name field is blank by default. This indicates that the display name will be the value in the Field Name field. To change the field’s displayed name, make an entry in the Name field.

By default, the TaxType3 label already has a display name specified.

If you are using TaxType3 for QST taxes, you can change the displayed name to QST.

Note: Changing the displayed name for the TaxType1 – 3 labels affects the check box names in the company and commodity profile windows, and the Edit/Enter Charge Types window.

Determining when to use the Tax Type check boxes

The TaxType1 and TaxType2 check boxes are selected by default. This means that whenever you create a new commodity profile, the commodity is flagged as being subject to those types of taxes when an order for that commoditymeets the taxation requirements.

Also by default, the Tax3 check box is cleared on every new commodityprofile. For each commodityrecorded in the system, remember that:

  • If a commodityis subject to a particular type of tax, make sure the corresponding check box is selected.
  • If a commodityis exempt from a particular type of tax, make sure the corresponding check box is cleared.

Note: For detailed information about setting up Canadian tax rates in TMWSuite, see the “Setting up Canadian tax rates" chapter in the System Administration guide.

Audit Info

Created By / User ID of the user who created the commodity record.
Create Date / Date/time the commodity record was first saved.
Updated By / User ID of the user who last updated the commodity record.
Updated Date / Date/time that the commodity record was last updated.

Tank Settings

DOT PIN? / Does the commodity have a permanent marking used for the serial number or some other form of identification?
Top Load? / Can this commodity be top loaded?
Marine Pol? / Is this commodity a marine pollutant?
Foaming? / Is the commodity a foaming product?
Wash? / Does the trailer need to be washed after this commodity is hauled?
All Additional Info / Click the button to display four additional windows:
  • Commodity Makeup
  • Purchase Services
Note: This window is used by the Purchase Services add-on module, which must be purchased separately. For more information, contact your TMW Sales representative.
  • Prior Commodity
  • Additional Info
For information on the Purchase Services window, see the Purchase Services guide. For information about the other windows, see these subsections:
  • Recording the commodity makeup
  • Recording prior commodity information
  • Recording additional commodity information.

IMDG Class / Hazardous material classification based on the International Maritime Dangerous Goods code (IMDG).
IMDG Sub Class / Hazardous material classification based on the International Maritime Dangerous Goods code (IMDG).
IMDG Sub Class 2 / Hazardous material classification based on the International Maritime Dangerous Goods code (IMDG).
IMDG Pkg Group / Hazardous material classification for packaging materials based on the International Maritime Dangerous Goods code (IMDG).
IMDG TREM / Transport Emergency Card (TREM card) identifying hazardous material and actions to take in the event of an emergency in conformity with the International Maritime Dangerous Goods code (IMDG).

Comments

CmdMisc1-4 / The names for these fields are user-defined using the CmdMisc1-4 labels, accessed in the System Administration application. You can enter a free-form comment of 254 characters to each field.
Commodity Defaults / Click the button to display the Commodity Defaults window.
For more information, see the Recording a commodity's defaults section.

Adding/maintaining a commodity record

Primary commodity profile information is recorded in the Commodity File Maintenance window.

Adding a commodity

A commodity is added to the system by creating a profile for it.

  1. Do one of the following to display a blank folder along with the commodity sheet toolbar:
  • Select Edit > Commodity
  • Click Commodityin the frame toolbar.
  1. Select File > New, or click Newin the sheet toolbar. A blank Commodity File Maintenance window is displayed, along with the icons that make up the commodity sheet toolbar.
  2. Complete the commodity profile by entering data in all appropriate fields, leaving those fields that do not apply blank. Use the TAB key to move forward through data fields.
  3. When your entries are complete, do one of the following:
  • Select File > Save
  • Click the Save icon in the sheet toolbar.

Looking up a commodity record

  1. Do one of the following:
  • Select Edit > Commodity
  • Click Commodityin the frame toolbar.

A blank Commodity File Maintenance window is displayed, along with the icons that make up the commodity sheet toolbar.

  1. In the tab area of the folder, enter the commodity code.
  2. Do one of the following:
  • Press ENTER.
  • Select File > Open.
  • Click Openin the sheet toolbar.

The commodity profile is displayed.

Deleting a commodity record

To maintain a history of commodities hauled, you cannot delete a commodity profile if the product has been used on orders. However, you can delete a commodity record that has never been recorded on an order.

Warning: The system does not check for references to a commodity on any records other than trips.

  1. With the record for the commodity you want to delete displayed, do one of the following:
  • Click Deletein the sheet toolbar.
  • Select File > Delete.
  1. The system will ask for confirmation before deleting the commodity record.
  1. Click Yes to delete the record.

The system checks to see if the record has been used on an order.

  • If the system check shows that the commodity was never used on an order, the record will be deleted.
  • If the system check shows that the commodity has been used on an order, the record will not be deleted and a message similar to the one shown here is displayed.

Recording a commodity's defaults

In the Commodity Defaults window, you can:

  • Assign revenue types to commodities.

Note: If you want, you can set up the system to use a commodity's RevType1 – RevType4 values as defaults for RevTypes 1- 4 on an order on which the commodity is recorded.

  • Assign trip types (using options recorded for the LghType1 and LghType2 labels) to commodities.

Note: If you want, you can set up the system to use the commodity's TripType1 and TripType2 values as defaults for TripType1 and TripType2 on a trip segment that is created for the order on which the commodity is recorded.

  • Record default dimensions for commodities.

Note: If you want, you can set up the system to copy the commodity's dimensions to a freight detail line when the product is used on an order.

To have the system use the commodity default information on orders, you must have these settings in the [Order] section of your TTS50.ini file:

  • SetTripTypeFromCMD=Y

Notes:

  1. The TripType1 and TripType2 field names and options are established using the LghType1 and LghType2 labels, accessed in System Administration.
  2. The system will overwrite an existing value with the value from the commodity profile, even when the TripType1 and TripType2 fields in the Commodity Defaults window have a value of UNKNOWN.
  3. If there are multiple commodities recorded on the order, the system will use the values from the profile of the commodity last entered on the order. For example, if there are multiple commodities on the order and you change one of the first ones recorded, the TripType1 and TripType2 values will be updated to those of the replacement commodity.
  • SetRevtypeFromCmd=Y

Notes:

  1. The RevType1 – RevType4 field names and options are established using the RevType1–RevType4 labels, accessed in System Administration.
  2. The system will use the values from the commodity profile, overwriting any existing values. When this option is used, it supersedes values entered by the SetRevType1DefaultFrom=, SetRevType2DefaultFrom=, SetRevType3DefaultFrom=, and SetRevType4DefaultFrom= settings in the [Order] section of the TTS50.ini file.
  3. The system will overwrite an existing value with the value from the commodity profile, even when the RevType1 – RevType4 fields in the Commodity Defaults window have a value of UNKNOWN.
  4. If there are multiple commodities recorded on the order, the system will use the values from the profile of the commodity last entered on the order. For example, if there are multiple commodities on the order and you change one of the first ones recorded, the RevType1 – RevType4 values will be updated to those of the replacement commodity.
  • SetDimsFromCmd=Y

Note: For complete descriptions of these settings, see the System Administration guide's "TTS50.ini settings" appendix.