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How to Create a New Carrier in Accur8 TMS

Adding a new carrier to your Accur8 TMS can be done in two ways: manually by entering the information or automatically by importing data using FMCSA or MyCarrier Packets API. Here is a step-by-step guide for both methods.

Manual Entry

Step 1: Accessing the “Create Carrier” Form

Navigate to the “Carriers” section in the sidebar menu.

Click on the “Create New” button to open the carrier details form.

Step 2: Filling Out Carrier Details

Country: Select the carrier’s operating country.
Location Autocomplete: Type the address or company name for auto-complete suggestions.
Legal Name: Enter the official registered name of the carrier.
DBA Name: Provide the “Doing Business As” name, if different from the legal name.
Address Information: Input the primary and secondary addresses, city, state, and zip code.
Group/Team/Department: Select the appropriate internal group or department.
Office: Choose the office location associated with managing this carrier.
User Defined Fields: Enter additional information that your system needs to categorize or identify the carrier.

Step 3: Inputting Organization Info

Country Code & Phone Number: Select the country code and enter the phone number along with any extension.
Primary Email & SCAC: Provide the primary email address and Standard Carrier Alpha Code.
Entity Type, MC/FF/MX Number, & DOT Number: Choose the organization entity type and enter the carrier’s MC/FF/MX and DOT numbers.
Federal ID & NAICS: Fill in the carrier’s federal ID and select the NAICS code.

Step 4: Appearance and Fleet Info

Blacklisted or Preferred: Mark the carrier as blacklisted or preferred if necessary.
Number of Trucks & Trailers: Specify the size of the carrier’s fleet.

Step 5: Insurance Information

Enter all relevant insurance details, including policy numbers, expiration dates, and coverage amounts for liability, cargo, and trailer interchange insurance.

Step 6: Save or Cancel

Review all information entered and click ‘Save’ to create the carrier profile or ‘Cancel’ to exit without saving.

Automatic Import Using API

Importing Carrier Data

Click on the “Import Carrier” option next to the “Create New” button.

Use the search function to find carriers by their MC or DOT number via FMCSA or MyCarrier Packets API.

The system will automatically fill in the basic information fields once a carrier is selected from the API search results.

Post-Creation Carrier Profile Management

After creating a new carrier profile and clicking “Save,” the system will unlock additional tabs. These tabs allow you to manage comprehensive details about the carrier, ranging from financials to certifications.

Summary Tab

View a summary of all loads and bills associated with the carrier.

Keep track of ongoing and completed shipments, along with any outstanding payments.

Payable/Receivable Tab

Manage financial transactions similar to the vendor process described already.

Payable for what your company owes to the carrier and receivable for any credits due to your company from the carrier.

Contacts Tab

Add contact information for various departments within the carrier’s company, such as dispatch, management, billing, etc.

Specify the department and role for each contact for more organized communication.

Reviews Tab

Accur8 users can leave reviews for the carrier, providing feedback on their service and reliability.

This feedback is valuable for maintaining quality standards and for other users when considering this carrier for future jobs.

Preferences Tab

Customize lanes and set preferences specific to the carrier.

Create a dropdown with customizable subcategories to tailor to the specific needs and agreements you have with the carrier.

Certifications Tab

Add certifications such as hazmat, customs brokerage, TSA certifications, and more.

This information is crucial for compliance and for ensuring that the carrier can handle specialized loads.

Drivers Tab

In the “Drivers” tab, you have the ability to closely monitor and manage driver statuses. Here’s how you can use this feature:

Status Check: Quickly verify whether a driver is listed as “Preferred” or “Blacklisted” within your system. This status helps in making informed decisions when assigning loads.

Adding Notes: For each driver, you can add notes relevant to their performance, special qualifications, or other pertinent information that can assist in future decision-making processes.

By regularly updating the driver statuses and notes, you maintain a high level of awareness and control over the individuals who are representing your service on the road.

Expiry Items Tab

Track items with expiration dates such as licenses, medical certificates, etc.

Fully customizable to include any items relevant to the carrier and regulatory requirements.

Documents Tab

Upload and manage contracts, insurance certificates, and any other documents pertinent to the carrier.

Set expiration dates for documents to receive notifications when renewals are needed.

When managing carrier profiles:

  • Ensure all financials are up-to-date in the Payable/Receivable tab.
  • Keep contact information current for efficient communication.
  • Regularly review feedback in the Reviews tab to assess carrier performance.
  • Update lanes and preferences as changes occur in service agreements or routes.
  • Maintain an up-to-date record of all certifications to comply with industry regulations.
  • Track and manage all expiration-sensitive items to avoid lapses in necessary documentation.

Need Help?

For assistance or inquiries regarding carrier setup:

Whether setting up a carrier profile manually or importing data, Accur8 TMS streamlines the process to ensure accurate and efficient management of your carrier information.