Coast Guard Routing Process

Contacts

Customer Service:	Charles Crowe
Sales:
Customer Contact:	Marilyn Halloway (757)842-4738 Marilyn.Holloway@cgexchange.org
Customer Contact: Backups:	Lynn Hatcher (800)571-0220 x1878 lynn.hatcher@epesfms.com See contacts page

General Routing Timing & Requirements
Dropship orders do not need to be routed

0 – 149 lbs ships small package – these do not need to be routed (update per guidelines)

150+ lbs ships LTL – routing done through portal, BOLs received via email from Lynn Hatcher

Sales Order Manager – Order Management suitelet

Orders under 150 lbs skip to the next step to update; any over 150 lbs change ship via to CRG – Pallet

Since there is sometimes slight variation in the system vs actual weight, orders that are close to 150 lbs should picked & have the warehouse provide actual weight to determine if small pack (update per routing guide) or LTL (route through portal)

If under 150 lbs (or determined to be under based on actual weight), determine location rules & update:

• Ship via, freight pay code, & 3^rd party account # based on the general routing guidelines
• Pickup Date: match to Planned Ship Date
• Routing Status: CONFIRMED
• Customer Load #: N/A

If 150 lbs or over (or determined to be over based on actual weight)

• Export to CSV
• Delete any blank/unnecessary info from spreadsheet & reformat as needed
• Proceed to route through portal

Customer Routing Portal (150 lbs or over)

Fill in all fields based on spreadsheet

• Consignee: use Address Code / Ship to city to select ship to location
• PO: combine PO # & Address Code (ex: PO = 43295, address code = 217, type = 43295-217)
• FOB: leave unchecked
• Pieces: “Quantity”
• Cartons: “Carton Count”
• Pallets: “Pallet Count”
• Weight: “Weight w/ PLTS”, or actual weight if provided by warehouse
• Cube: “Cubes w/ PLTS”
• Shipment Commodity: “Luggage”
• Ready Date: “Planned Ship Date”
• Delivery By Date: approx. # of days to ship (use distance to ship to location) & add to ship date
  • Ex: to GA would be +1 business day after ship date; to WA state would be +4 – 5 days
• Notes: *blank*

Click Add Shipment Data

Most likely an error will pop up that the PO # is not correct; click Submit as Exception

“PO Number 43295-217 Is not a valid PO. Correct or Click ‘Submit as exception’”

Lynn Hatcher will send an email to shwshipping@advantus.com with attached BOL/shipping instructions

Email

For LTL, Lynn Hatcher will send BOL via email

BOL always shows as Collect, but should be 3^rd party; forward BOL to warehouse & reiterate this before they print (they will correct on their end)

Sales Order Manager – Order Management suitelet

Update with info from BOL

• Customer Load #: BOL # at top
• Ship Via: *same as carrier on BOL*
  • Click on Shipment # if a link is available & update carrier here as well; or on Outbound Shipment Manager suitelet
• Freight Pay Code: Third Party Billing
• Pickup Date: ship date on BOL – should match Planned Ship Date
• Routing Status: CONFIRMED

Shipping Issues

Usually no issues, contact C/S if any issues arise to resolve internally.

If necessary, contact either Marilyn Halloway (deals mostly with AK, PR, & HI locations / small pack) or Lynn Hatcher (LTL shipments).