SFS Freight Trailer Loading

How to use the Trailer Loading feature on Flexe mobile devices for freight shipments. 

IN THIS TOPIC

• Trailer Loading on Flexe Mobile Devices
  • Common Errors
• Managing Loads
  • Removing LPNs from a Load in Flexe
  • Using Move Items to Remove Shipments from a Load
  • Removing LPNs from a Shipment
• Closing Trailers in Flexe
  • Completing Shipments Past Ship by Date
  • Short Shipping
• Trailer Loading End-of-Day Checks

This guidance only applies if Scalable Fulfillment Solution (SFS) functionality has been enabled for your reservation(s). For more information about SFS, reach out to your Flexe Logistics Analyst. 

Trailer loading is the final step of the outbound fulfillment process. It ensures that movement of shipments can be systematically tracked throughout staging and pickup by the carrier.   

As part of this process, you'll pick and load shipments onto a trailer via Flexe mobile devices. You can then review the load details and ship the trailer from the Flexe web platform. 

Note: The load details in Flexe provide a summary of all shipments on the trailer, as well as information you can use to track delivery. 

Trailer Loading on Flexe Mobile Devices

To load trailers on Flexe mobile devices: 

1. Select Trailer Loading from the home screen. 

2. Select the load type. 

Select Start Freight Load for freight shipments. 

3. Scan the door. 

Scan the dock or door where the trailer will be staged prior to pickup by the carrier.

Note: If you scan a door/dock that already has a load in progress, you’ll be resuming that existing load. You can check the corresponding load ID # in the bottom menu. If you want to start a new load, scan an alternate door/dock without any open trailers associated with it. 

4. Add the SCAC, PRO # and Trailer Number, then select Start Load. 

The SCAC, PRO # and Trailer Number are all required to start the load. If available, add the Seal Number as well. 

Note: You can typically find this information in shipping documents or paperwork. If you need help with this step, reach out to your floor supervisor or warehouse management.  

• Add Carrier (SCAC) - Use to enter the SCAC (Standard Carrier Alpha Code) for the carrier. Make sure to enter the valid code. SCAC codes are 2-4 letters long, and are different for each carrier. SCAC information is typically listed on the shipping label. 
• Add Trailer Number - Use to enter the trailer number. To avoid discrepancies within a load, make sure to enter the correct number.
• Add PRO # - Use to add the PRO number. This is used by carriers to organize and track progress of shipments.   

Once you've entered all required information, select Start Load. 

9. Scan the Flexe LPN labels. 

Scan the LPN label for each pallet that will be loaded onto the trailer, one at a time. 

Keep in mind that all LPNs loaded onto the trailer must share the same destination ID. If you try to scan an LPN with a different destination ID, you’ll get an error message and will not be able to load it. 

As you scan, the menu at the bottom of the screen tracks your progress. You can expand the menu to review everything--just swipe up or tap the arrow.

Note: To find additional information about an LPN, you can select the "search"  icon at the top right of the screen to launch the Lookup Details feature. Scan the related barcode to view available information, then use the "back" arrow to return to where you left off. 

10. Select Done. 

Once you've scanned all pallets to be loaded on the trailer, select Done. Then select Stop Loading to confirm.

Important Note: Shipments are NOT complete in the system until after the trailer is closed from the Flexe web platform. To learn more about these remaining steps, go to Closing Trailers in Flexe. 

Common Errors

Here's how to troubleshoot common issues or errors during the trailer loading process:

Issue or Error	How to Troubleshoot
“This shipment has a different destination. . . . “	This error occurs if you attempt to add a shipment that has a different end destination/destination ID than the other shipments on the trailer.  You’ll need to start a new trailer for this shipment, or add it to an existing trailer with the same destination ID.  You can review the destination ID designated for a shipment from the Shipments page on the Flexe web platform.
“LPN was not found with barcode . . . . “	This error occurs when the system cannot find a known LPN associated with the barcode you scanned.  This typically happens if you scan the wrong barcode (SKU, location, etc.) by mistake.   Check the LPN barcode, then try scanning again.
“Shipment not picked . . . . “	This error occurs when you scan an LPN that has not yet been picked for a shipment.  Make sure the mobile picking process has been completed for the LPN you’re scanning.  You can track the picking and loading progress for shipments from the Flexe web platform.

Managing Loads

There are a few different options for removing an LPN and/or shipment from a load: 

Removing LPNs from a Load in Flexe

You can remove an LPN from a load on the Flexe web platform. Keep in mind that you’ll also need to use the Move Items feature on a Flexe mobile device to physically move that LPN out of the staging location for the trailer. 

Note: If an LPN is scanned to the wrong load on an open trailer, you can quickly remove it using Move Items on a Flexe mobile device. To learn more, go to Using Move Items to Remove Shipments from a Load.

To remove an LPN from a load in Flexe: 

1. Select Loads from the left menu. 

This opens the Loads page. This page will automatically display all open loads created within the last 7 days. 

Additionally, you can use the dropdown menu to filter loads by the following timeframes:

• Today
• Last 7 days
• Last 30 days
• Last 90 days
• Anytime

2. Select the load you want to remove the LPN(s) from. 

To filter for a specific load, use the search bar. Then, click the blue hyperlink for the desired load under the Load ID header. This will open the selected Load ID page, where you can view all LPNs associated with the load.

You can also view loads still In Progress by using the Status filter to display In Progress loads by selecting Value: In Progress in the filter options.

Then, click the blue hyperlink for the desired load under the Load ID header. This will open the selected Load ID page, where you can view all LPNs associated with the load.

3. Select Remove LPN from Load. 

Go to the Contents section toward the bottom of the page and click on the LPN tab. Locate the LPN you want to remove by using the search bar (or navigating down the list)

Then, open the menu (three dots) next to it and select Unload LPN.  

4. Move the LPN out of the staging location on a Flexe mobile device. 

On a Flexe mobile device, select Move Items from the home screen. 

Scan the LPN you’re removing from the load, then select Put Away. Next, scan an alternate location for the LPN. It’s best to use another outbound staging location for this. 

Scan the LPN again to complete the move.  

Using Move Items to Remove Shipments from a Load

You can remove shipments from a load by moving them out of the dock or door location associated with the load. Use the Move Items feature on a Flexe mobile device to move the shipments to an alternate location.

Note: It’s typically best to use an outbound staging location for this. Also make sure to physically move the shipment(s) to the alternate location, to maintain location accuracy within the Flexe system. 

First, select Move Items from the device home screen. Then, scan the LPN and select Put Away. Scan the alternate staging or storage location, then scan the LPN again to complete the move.

Removing LPNs from a Shipment

To remove an LPN from a shipment in Flexe: 

1. Go to Shipments in the left menu, then select the shipment. 

This opens the shipment details, where you can make changes as needed.

2. Go to the Contents section and select the LPNs tab. 

3. Open the menu and select Remove LPN from Shipment. 

Open the menu (three dots) next to the LPN you want to remove, then select Remove LPN from Shipment.

Once you select Remove LPN, a confirmation window opens. It shows the LPN you’re removing, as well as the staging location for the shipment. It also explains that before you can complete the shipment, you’ll need to move the LPN out of that staging location on a Flexe mobile device. 

Select Remove LPN again to confirm. 

4. Move the LPN out of the staging location on a Flexe mobile device. 

On a Flexe mobile device, select Move Items from the home screen. 

Scan the LPN you’re removing from the shipment, then select Put Away. Next, scan the alternate staging or storage location. Scan the LPN again to complete the move.

You can now return to the Flexe web platform to complete the shipping process. 

Closing Trailers in Flexe

To close a trailer, you’ll need to review and complete the load from the Flexe web platform.

Before you start 

Make sure all LPNs for all outbound shipments on the trailer have been loaded. Then, confirm the trailer has been picked up by the carrier. 

To submit and close a trailer in Flexe: 

1. Select Loads from the left menu. 

This opens the Loads page. This page will automatically display all open loads created within the last 7 days. 

Reminder that you can use the dropdown menu to filter loads by the following timeframes:

• Today
• Last 7 days
• Last 30 days
• Last 90 days
• Anytime

2. Select the load. 

To filter for a specific load, use the search bar. Then, click the blue hyperlink for the desired load under the Load ID header to open load details.

3. Review the load details, and make changes as needed. 

Check the load details section at the top of the page to make sure everything is correct.

Note: Confirm that the SCAC (Carrier), PRO #, Trailer # and Seal fields are entered and accurate. These are all required to complete the load and ship the trailer.

You can edit the following details by clicking the Edit button. Select Edit, enter your changes, then select the Edit Load button to confirm.

4. Review load contents, and make changes as needed. 

Go to the Contents section toward the bottom of the page to review all LPNs/pallets loaded onto the trailer. 

Note: If you need to remove an shipment/LPN from a load, use the Move Items feature on a Flexe mobile device to move it to a different staging location. To learn more, go to Using Move Items to Remove Shipments from a Load. You can also remove LPNs from the load details page in Flexe; however you’ll still need to physically move the LPNs out of the staging location using a Flexe mobile device. To learn more, go to Removing LPNs from a Load in Flexe. 

5. After the trailer has been picked up, select Ship.

In the confirmation window that opens, make sure to review all the shipping information for the trailer to confirm it’s still correct. Then select, Ship to complete the load and ship the trailer.

Once you select Ship, the trailer is closed and cannot be reopened.

The required information—SCAC, PRO #, Trailer #, and Seal #—is highlighted in yellow or will prompt you to add the necessary details. If any of this information is missing, you’ll be required to enter it before selecting Ship. This can be done directly from the confirmation window by clicking the blue text, making the necessary changes, and selecting Save.

Note: If required labels and documents have not yet been generated for a shipment, a Labels Created: Pending warning also shows at the bottom of the window. To proceed with completing the shipment, you’ll need to go back and generate SSCC labels. To learn more, go to Adding Pallet Labels.

Completing Shipments Past Ship by Date

If you attempt to complete a shipment after the requested ship by date, a message will appear at the bottom of the shipment completion popup, requesting you to select a reason for why the shipment is being completed after the ship by date. 

Options include:

1. Carrier delay: anything preventing a carrier from arriving on time to pick up the load on the scheduled date. Could include mechanical failure, incorrect/damaged trailer delivery, or soonest carrier appointment availability was outside the window.
2. Shipper interruption: the shipper impacted a load from being completed on time. Could include re-prioritization of loads, under-forecasting or exceeding scope, or requesting to hold a shipment due to QA.
3. Warehouse constraint: a shipment didn't depart on time due to issues at the warehouse. Could include not having enough labor, not enough equipment, broken dock doors, etc.
4. Technical delay = a Flexe outage or technical issue is preventing a load from departing on time, like adding an LPN to a shipment.

Short Shipping

If you need to complete a shipment without all of the requested or expected items (due to inventory shortages or other known issues) you can use the Ship Short option on the shipment details page. 

Before you start

If there are any picked LPNs associated with the shipment, you’ll first need to remove those LPNs from the shipment.

Check the progress tracker in the shipment details. If the tracker shows the LPN as Picked but not Loaded, you'll need to remove it. To learn more, go to Removing LPNs from a Shipment. 

To complete the short ship process in Flexe: 

1. Open Shipments from the left menu, then select the shipment. 

2. Select Ship Short.  

3. Review and check all shipment details, then select Ship Short to confirm. 

In the confirmation window that opens, make sure all required fields highlighted in yellow (Carrier/SCAC, PRO #) are complete. 

Also check the automated warning message toward the bottom of the window; it provides a breakdown of the quantity and units that the order will be short by. 

To proceed with shipping the order, select Ship Short.   

Note: If you haven’t already removed any picked LPNs from the shipment, a warning message will show at the bottom of the window, with guidance on which LPNs need to be removed before you can proceed. To learn more, go to Removing LPNs from a Shipment. 

Reviewing Closed Loads & Printing the BOL

To review closed trailers, navigate to the Loads page in Flexe. Use the Status filter to display completed loads by selecting Value: Completed in the filter options.

After a load has been completed, you can access the auto-generated Bill of Lading (BOL) from the Documents section in the load details. Select Print to view and/or print the BOL file.

Note: The load details are also emailed to the shipper and any other relevant contacts. You'll be copied on this message, via the email address associated with your Flexe username.

Trailer Loading End-of-Day Checks

To verify that all shipments have been loaded onto trailers each day, you can check the Loads and Shipments pages in Flexe.  

To confirm shipment and trailer completion: 

1. Select Loads from the left menu in Flexe. 

2. Check for loads still in progress. 

To review loads still In Progress, navigate to the Loads page in Flexe. Use the Status filter to display In Progress loads by selecting Value: In Progress in the filter options.

Click on the load ID hyperlink to review additional details, including all loaded shipments and corresponding shipment IDs.

If there aren’t any loads in the In Progress tab, you can proceed with checking for open shipments as a next step. 

3. Check for open shipments. 

Select Shipments from the left menu to open the Shipments page. You can use the Status filter to review shipments with open statuses (i.e. Not Started and In Progress).

Note: You can also check shipments by specific Destination ID(s). Open the Filter by dropdown and select Destination ID. Then, enter the destination ID(s) and select Add. 

Select a shipment to review additional details. Use the Contents section to track current progress for a shipment, including how many items/units have been Picked, Loaded and/or Shipped against expected quantities.

You can also check the Ship by date and other important details at the top of the page.