Where to Enter Customer Reference Numbers on a Load

Before You Use This Article

• Access needed: Load Manager login and permission to use this screen, report, setting, or workflow.
• Use this article when: you are working with billing, customer records, accounting, settlements, reports, or dashboard results inside the Load Manager account your company already uses.
• Use a different article when: you need document or dispatch direction for a specific company type; brokers should use Rate Confirmation Layout and Features, dispatch services should use Dispatch Report Overview for Dispatch Services, and trucking companies should use Dispatch Report Overview for Carriers and Trucking Companies. For full setup order, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

Use the reference number fields on a load when a customer gives you an order number, PO number, pickup number, delivery number, or another tracking value that includes letters or special characters.

The Load # is the Load Manager load number. If you need to store a customer-provided number that includes letters, spaces, or special characters, enter it in one of the reference fields below instead of trying to change the Load #.

Which Reference Field Should I Use?

Choose the field based on how the number will be used on the load.

Screen cue: use load-level and stop-level reference fields for customer-provided numbers that are not the Load Manager load number.

Enter an Internal Reference Number

Use Internal Ref# when the number is mainly for your team. This field supports letters, numbers, spaces, and special characters.

1. Open the load.
2. Find the Internal Ref# field on the load screen.
3. Enter the reference number.
4. Save the load.

You can search by the Internal Ref# in Advanced Load Search. If the column is enabled, it can also appear on the All Loads or My Loads screen.

Enter a PO Number

Use PO# when the customer gives you a purchase order, order number, or main reference number for the load. This is usually the best field for the customer's primary load reference.

1. Open the load.
2. In the Bill To section, find the PO# field.
3. Enter the customer's PO, order, or reference number.
4. Save the load.

The PO# can be searched, can display in the PO# column on load lists, and appears on customer documents such as quotes and invoices.

Enter Pickup and Delivery Numbers

Use stop-level reference numbers when the number belongs to a specific pickup or delivery location instead of the whole load.

1. Open the load.
2. Go to the pickup or delivery stop that needs the reference number.
3. Enter the number in the Pickup # or Delivery # field.
4. Save the load.

A load can have more than one pickup or delivery stop, so each stop can have its own pickup or delivery reference number.

Show Reference Columns on All Loads or My Loads

If you want reference numbers to show on your load list, turn on the related columns in your configuration options.

Screen cue: use Configuration Options when reference or load-list columns need to show differently for users.

1. Go to Settings > Configuration Options.
2. Find the load list column settings.
3. Click a column heading to turn it on or off. Blue means the column is active; gray means it is inactive.
4. Drag the column headings into the order you want them to appear.
5. Click Save.

Video Walkthrough

The video below shows the same basic workflow for deciding where to place customer reference numbers.

Related Articles

• Load Screen Overview
• All Loads Screen Overview
• Customer Invoice and Quote Layout
• BOL Report Layout