Exchange Logistics

TMS Routing Guide

2014

TMS Routing Guide

Table of Contents

How to log in……………………………….………………..……3

Finding your purchase order.……………………….…………..5

Selecting a ship from location……………………….….....…...7

Entering your first available ship date……….…………….…..9

When to contact buyer for an amendment.……………….....11

Releasing order by total weight, cube and quantity…………12

How to find routing................................................................15

Updating your TMS contact information............................... 16 TMS team contact information..............................................18

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1) Log on to https://partners.aafes.com

a. Enter Username and Password

b. New users, please click “Register Now” and contact

zzlgtms@aafes.com for activation; please include your

name, and vendor code or purchase order number.

Please re-register if your account has not been used for more than

six months. Accounts not used for more than six months are

automatically deleted by the system.

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c. Click on Transportation Management System link

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2) Find your purchase order

a. Option 1 (recommended)

i. Click on “Search for PO”

ii. Enter PO number and select “Go”

b. Option 2

i. Click on “Open” (This will give you all Purchase Orders

that are in TMS).

ii. Click the heading titled “Contractor Ship Date” to sort

data by ship date (This date is the date by which the PO

must ship; this will put the PO’s in order from oldest to

newest).

Option #2

Option #1

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3) Click on the PO number

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4) Enter “Ship From” location

a. If you have already set up the “Ship From” location, simply enter

the “Short Name” and click .

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b. If you do not have an address set up, follow these steps:

i. Click

ii. Click ”Add” (at the bottom of address listing)

iii. Enter “Short Name” first (Short version of company name used to

release subsequent purchase orders)

iv. Enter full company name in “Company” field

v. Enter Location (not required; helps to identify multiple ship points)

vi. Enter “Street Address”

vii. Enter “City”

viii. Enter “State” (use 2 character abbreviation)

ix. Enter “Zip Code”

x. Enter “Country” (use 2 character abbreviation)

xi. Enter “Contact Information” (name and phone)

xii. Enter email address in “Email” field

xiii. Check “Notify by Email” (This is how you will receive routing

instructions)

xiv. Do not check “Fax”; it does not work

xv. Click “From “in the address keeper filters

xvi. Click “Ok”; your address should now populate

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5) Enter “First Available Ship Date” b. Suppliers are allowed to ship up to 3 days before or 3

days after contract ship date

c. Suppliers must release 72 HOURS PRIOR* to the ship

date selected within the ship window

Example –

Contract ship date of 5/7/14

Ship window from 5/4/14 to 5/10/14 (weekends and holidays included)

To ship on 5/4/14, PO must be released on or before 5/1/14

To ship on 5/7/14, PO must be released on or before 5/4/14

First Available Ship Date:

(mmddyy)

Must Ship by Contractor Ship Date: 05/07/14 (mm/dd/yy)

Required Delivery Date: 05/19/14 (mm/dd/yy)

System optimization occurs Sunday-Friday at 18:00 CST

If releasing after 18:00 CST, please add an additional day for processing Because optimization does not occur on Saturday, Saturday and Sunday are

counted as a single day

*Failure to comply with the 72 hour requirement may result in non-compliance charges being accessed to your company.

6) Enter special instructions, if applicable. Special instructions

are for the use of the carrier, and are not seen by the TMS staff. Please note this must be keyed as up to 80 characters or spaces across without using character return key. Use of the return key or more than 80 characters will cause your shipments to fail to process.

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7) Select lines to be released (if releasing multiple line items or weight and cube is incorrect see release by total weight,

cube and quantity)

8) Enter correct quantity, weight and cube for each line* (if

incorrect) or see instructions on how to release by total

weight, cube and quantity.

* If PO is shipping on pallets, pallet weight must be included. If product is not stackable, cube entered must account for space in the truck that cannot be used by other freight (Ex. non-stackable furniture). Additional pallet weight or cube may be added to any

line item. Failure to reflect accurate weights or cubes in TMS or on your bill of lading may result in non-compliance charges.

TMS does not allow you to release more than PO was written for.

9) Click “Save”.

Status

Status

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10) Now your status (top right-hand corner) will show either: d. Pending – No lines have been released, or e. Open – At least one line has been released, or f. Released – Entire PO has been released.

11) Routing instructions should be sent to you 48-96 hours prior

to your First Available Ship Date (if no routing instructions are sent to your email, see instructions on How to Find Routing).

12) Suppliers are required to notify the TMS team of any changes

or mistakes that have been made in the order release process. This includes, but not limited to, changes in weight or cube, order cancellations, incorrect pick-up address, and duplicate routing requests. Failure to comply with this may result in non-compliance charges being accessed to your company.

For all shipments less than a truckload, suppliers are required to contact the carrier and make an appointment. Please include

both your PO and shipper reference number on all bills of lading. Failure to comply will result in carrier billing problems, and may

result in non-compliance charges. For complete information regarding bill of lading requirements, please reference the

Exchange Supplier Requirements.

When to Call Buyer for an Amendment*

1) If the contract ship date has passed, and there is not enough time to allow for the 72 hour requirement

2) TMS will not allow you to enter First Available Ship Date a. Ask buyer for amendment to extend Contractor Ship

Date and Required Delivery Date (RDD) b. Amendments cannot be done on an “Open” PO

3) You are trying to release more than what the PO is written for

* Please note buyer amendments will not be visible in TMS until the next day.

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Release by Total Weight, Cube and Quantity

1) Release by line item – Select “No”

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2) A drop down will appear and you will fill in the prompts

3) Enter a brief description (optional)

4) Enter correct weight, cube and quantity for entire order*

*If PO is shipping on pallets, pallet weight must be included. If product is not stackable, cube entered must account for space in the truck that cannot be used

by other freight (Ex. non-stackable furniture). Additional pallet weight or cube may be added to any line item. Failure to reflect accurate weights or cubes in TMS or on

your bill of lading may result in non-compliance charges.

5) Check the Hazmat box if merchandise is Hazardous Material

6) Check at least one line item, so check box 1

7) Click “Save”

8) When screen is refreshed, status will show “Open”.

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For all shipments less than a truckload, suppliers are required to contact the carrier and make an appointment. Please include

both your PO and shipper reference number on all bills of lading. Failure to comply will result in carrier billing problems, and may

result in non-compliance charges. For complete information regarding bill of lading requirements, please reference the

Exchange Supplier Requirements.

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How to Find Routing

1) Log into TMS 2) Click on “Search”

3) Select “All Shipments”

4) Type your PO in the “Shipment Identifier” field (You can type up to 3, separated by commas)

5) Click “Go”

6) If you are unable to access your PO, or need further assistance, please contact us.

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Updating your TMS Contact Information

1) Click on AddressKeeper

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2) Click on Company Name to alphabetize address list 3) Click on the letter your company name starts with 4) Click on the pencil to edit 5) Enter your changes 6) Click “Save”

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TMS Team Contact Information

Email zzlgtms@aafes.com

Phone 214-312-6503 214-312-2904 214-312-3210 214-312-2939 214-312-3122