Renaming Reason Codes

Sterling TMS provides manyindustry-standard reason codes. Each shipper can customize the namesof these codes.

For example:

• Sterling TMS providesthe standard reason code description Failed to ReleaseBilling.
• You can rename this reason code as Payment Hold Delay.
• Your shipper users and all your carriers will see the renamedreason code in Execution.

You can only rename the reason code description. You cannotchange the standard EDI code that is assigned to each reason code.

Torename reason codes open the Reason Codes page in Step 1 of ShipperConfiguration and click the Names tab.

Using Reason Code Groups

Each shipper can organize Sterling TMS reason codesinto groups. These groups can make it easier for your users to findreason codes. In addition Sterling TMS provides standardreason code groups that include commonly used codes:

• Carrier
• Consignee
• Shipper
• Normal
• Weather

Youhave the following options for managing reason code groups:

• You can edit the reason code groups provided by Sterling TMS. For exampleyou might remove a reason code from the Consignee group and add itto the Shipper group.
• You can create your own reason code groups. For example you mightwant to define a group that includes reason codes that deal with shipmentschedules.

To set up reason code groups open the Reason Codes page inStep 1 of Shipper Configuration and click the Groups tab.

Areason code can only be assigned to one group. If you want to assigna reason code to a different group remove it from the first groupand then assign it to the second group.

Hiding Reason Codes

Your shipper organizationmight never use some of the reason codes provided in Sterling TMS. You can hidethese reason codes so your shipper users and carriers cannot selectthem. Reducing the number of reason codes can streamline your shippingworkflow and make your users more efficient.

Users can onlyselect a reason code in Execution if it is assigned to a group. Tohide a reason code simply remove it from any of the standard or customreason code groups. If you decide later that you want to use the reasoncode you can edit one of the reason code groups and assign the codeto that group.

Assigning Reason Codes in Execution

Shipperand carrier users select reason codes to track changes to shipmentstatus and dock appointments. You select a reason code on the followingpages in Execution:

• Update Status
• Dock Appointment (for organizations that do not use Sterling TMS Dock Scheduling)
• Schedule Appointment (for shippers and carriers that are licensedto use Dock Scheduling)
• Appointment Edit
• Cancel Appointment
• Current Position
• ETA

To specify a reason code for a shipment follow these steps:

1. Select a reason code group. Sterling TMS filters thelist of reason codes to only show the codes in that group.
2. Select a reason code from the second drop-down list.

Viewing Reason Codes in Dashboards

Whena shipper uses the Shipment Performance or Order Performance dashboardthe user can view the reason code groups under each status event.You can use the reason code groups to help identify the root causeof problems in your shipping workflow.

For example:

• You open the Shipment Performance dashboard.
• You review the Shipped Late data whichis divided into the Shipper Carrier and Weather reason code groups.
• You double-click the Carrier reason codelink which opens the Load Builder module. You can use Load Builderto analyze the late shipments and determine the root cause of theproblems.

Viewing Reason Codes in Notes/History

Whenyou update the reason code for a shipment Sterling TMS records thisevent on the History tab of the Notes/Historypage. You can view the following information about the reason code:

• The reason code name which uses the custom name if the shipperdefined one
• The EDI code
• The reason code group
• When the change was made and who made it

When you view the reason code group on the History tab Sterling TMS displays thegroup that the reason code was assigned to at the time of the statusevent. If you move a reason code from one group to another the History tabshows the original group not the new one.

For example:

1. By default the reason code Waiting for Inspection isassigned to the Carrier reason code group.
2. On 15 August the carrier updates a dock appointment. The userselects Carrier as the reason code group and Waitingfor Inspection as the reason code.
3. On 20 August the shipper administrator creates a new reason codegroup called Schedule Delays and moves Waitingfor Inspection into the new group.
4. On 21 August a shipper user views the shipment on the History tabof the Notes/History page. The reason code group is still set to Carrier forthe 15 August appointment update.

Reason Code Impact on Data Exchange

Whenshippers and carriers send shipment updates using data exchange theycan submit reason codes. Sterling TMS uses the followingrules to process the reason codes:

• You can only submit a reason code if the EDI code already existsin Sterling TMS. Youcannot submit a new reason code that is not stored in Sterling TMS.
• When you submit a reason code using data exchange you do notspecify a reason code group. Sterling TMS automaticallyassigns the correct reason code group for the shipment.
• If you submit a reason code using data exchange and the shipperhas not assigned this reason code to a group Sterling TMS still assignsthe reason code to the shipment. The shipper administrator can decidewhether to add the reason code to one of the standard or custom groups.
• A shipper administrator can rename a reason code in Sterling TMS but cannotchange the standard EDI code.

Additional Notes for Reason Codes

The followingnotes highlight rules and tips for using reason codes in Sterling TMS.

• You cannot add new reason codes to Sterling TMS. You can onlyrename existing reason codes and organize them into groups.
• A reason code can only be assigned to one group. If you want toassign a reason code to a different group remove it from the firstgroup and then assign it to the second group.
• Each Sterling TMS shippercan define its own reason code names and groups. When a carrier managesshipments in Sterling TMSthe carrier will see the reason codes that were defined by that shipper.
• Sterling TMS providesstandard reason code groups that include commonly used codes. Thesegroups do not include every reason code that is supported in Sterling TMS.
• You can change any of the standard reason code groups that areprovided by Sterling TMS.These changes only affect the reason code configuration for your organization.