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Sending a Bill of Lading Email

Purpose

It emails the paperwork for one transload — the bill of lading, the weight ticket if there is one, and any files already attached to that transload. It sends a copy to whoever is recorded as the bill-of-lading recipient for the billing company.

Who does this

Office staff who send the bill of lading and weight paperwork to a customer or their agent.

Before you start

  • You have the right account (see Permissions and Access).
  • The record and date you are working on are correct.
  • Words you do not know are in the Glossary.

Access

Transload, then open the transload and select Edit.

Before you send

  1. Open the transload and confirm you are on the right one. Check the reference number.
  2. Check the bill-of-lading recipient for the billing company. If it is empty or wrong, fix the company record first — the send will fail or go to the wrong person.
  3. Check the scale ticket is the current one. If it is missing, the email goes without it.
  4. Check the attached files are the ones you intend to send. The email includes every file currently on the transload.

Check the recipient every time. If you are signed in with the administrator account, the system replaces the recipient with a test address and the customer will not receive it. Use your own work account to send to a customer.

How to send

  1. Open the transload edit screen.
  2. Select the BOL email action.
  3. Wait for the result.

The subject line is the reference number followed by "BOL and Weight", so the customer can match it to their own records.

What you should see afterwards

  • The action reports success, and
  • the message appears in the Sent folder of the sending account.

Both are needed. A green result on its own is not proof the message left.

Important: this does not mark the transload

Sending this email does not change any status on the transload. A separate "document submitted" flag exists, and it is set elsewhere. Do not treat either one as proof that the email was sent — the only evidence is the send result and the Sent folder.

If something goes wrong

Situation What to do
No recipient on the transload Fix the bill-of-lading recipient on the company, then send again.
The send timed out or the result was unclear Search the Sent folder by recipient, subject and time before sending again. A resend can deliver the same paperwork twice.
The files did not come out Check whether the files are still attached to the transload. Preparing the email does not change what is attached.
The customer says they never received it Confirm which account you sent from, and check that account's Sent folder.
You used the administrator account by mistake The customer received nothing. Send it again from your own work account.
Part of the paperwork is missing Stop. Do not resend. The send restarts the whole message, and the earlier part can arrive twice. Report it.

Who owns the next step

Office staff own the send. Once the paperwork is with the customer, the transload itself continues — see The working day, step by step.