Use the Load Screen to Build and Manage a Load

Use the Load Screen to Build and Manage a Load

Use the Load Screen to Build and Manage a Load

The Load Screen is where you create, edit, dispatch, track, and bill a load. The fields and buttons you see depend on your TMS type, permissions, load status, and enabled integrations.

Open or Create a Load

  1. Go to All Loads, My Loads, or the Dispatch Board to open a load.
  2. To create a load, select Add Load from the load menu.
  3. Enter the required load details.
  4. Select Save to stay on the load, or Save & Exit to return to the load list.

After you save, the screen shows more buttons for reports, attachments, GPS/location tools, and emails.

Saved load screen buttons for Rate Con or Dispatch Report, mobile dispatch, BOL, invoice, copy load, and map

Saved load tools at the top:

  • Email Updates: Customer or location update emails, when enabled.
  • Attach Files / View/Attach Files: Add documents, images, PODs, or invoices.
  • Load #: Editable only if manual load number entry is enabled and you are authorized.
  • Enter Driver's Location: Enter a driver location manually.
  • Last Location / No GPS Data Found: Shows the latest driver location if GPS data exists.
  • Project44, MacroPoint, Trucker Tools: Appear only when the integration is enabled.
  • Copy Load: Available when your company allows copying.
  • Delete: Only for users with delete permission. Deleted loads may not be recoverable.
  • Previous and Next: Save and move between loads.

Status, Dispatcher, and Sales Rep

  • Status: Tracks the load through your workflow. Status changes can affect reports, load board posting, customer update emails, dispatch notes, billing, and accounting.
  • Dispatcher and Sales Rep: Pull from active users. May auto-fill from the customer profile.
  • Internal Reference # or custom fields: Searchable internal fields.
  • Order Date, Invoice Date, Carrier Invoice #: Used for tracking, billing, and accounting.
  • Customer Paid and Carrier/Driver Paid: Used by accounting workflows when part of your setup.

Load status, dispatcher, and sales rep fields on the Load Screen

Customer and Bill To

Start typing in the customer field and select the correct customer. The load then uses the saved billing details.

  • Customer or Payer: The bill-to customer for invoices and reports.
  • Customer contact details: Address, contact, phone, fax, email, credit details, and defaults can populate from the customer profile.
  • Customer PO # and BOL #: Reference fields used on load lists, documents, reports, and searches.
  • Currency: Appears when foreign currency is enabled.
  • EDI options: May appear when the customer is set up for EDI.

Customer information section on the Load Screen

To change customer details, open the customer profile. Do not create a duplicate customer.

Pickup and Delivery Stops

Enter the location, address, contact, dates, appointment times, arrival and departure times, instructions, and internal notes for each stop.

Pickup and delivery sections on the Load Screen

  • Pickup # and Delivery #: Stop reference numbers.
  • Pickup Date and Delivery Date: Used for scheduling, dispatch, reports, and customer updates.
  • Appointment Time: The scheduled time for the stop.
  • Arrived and Departed: Stop progress times used for tracking and status history.
  • Instructions: May appear on documents or dispatch workflows.
  • Internal Notes: For your team only.
  • Address Blind and Contact Blind: Hide stop address or contact from certain customer-facing documents.

For multi-stop loads, add stops from the Load Screen. The carrier or driver from the first stop carries forward unless you expand a stop and assign a different one.

Carrier or Driver

TMS Type What You Select on the Load Primary Dispatch Document
Freight Broker Carrier. The carrier's driver may be entered as a carrier contact or driver detail. Rate Confirmation
Dispatch Service Carrier. The carrier's driver may be entered as a carrier contact or driver detail. Dispatch Report
Carrier or Trucking Company Driver. The Driver tab stores company driver profiles. Dispatch Report

Carrier or driver assignment section on the Load Screen

Add new carriers or drivers from the Carrier or Driver tab before you assign them. On the load, enter details such as driver cell, truck number, trailer number, equipment, reference numbers, and rate information.

Rates, Totals, and Profit

The fields shown depend on permissions and company settings. If a rate field is hidden, your role may not have permission to see it.

Load rate totals and profit calculation area

  • Miles Charge: Miles multiplied by the rate per mile.
  • Flat Rate: A flat customer or carrier/driver amount.
  • Accessorials: Totals from the Commodities and Accessorials table.
  • Advance Payment(s): Payment Advance rows. These reduce totals.
  • Direct Cost: Internal direct costs, when enabled.
  • Factoring Fee or Overhead: Optional deductions that affect profit.
  • Profit: Customer charges minus carrier/driver charges and other enabled costs.

Commodities and Accessorials

Enter the freight and any extra charge, credit, payment advance, direct cost, or fee. Each row can include quantity, type, description, weight, class, customer rate, carrier or driver rate, carrier percentage, and calculated charges.

Commodities and Accessorials table on the Load Screen

Notes

  • Public Notes: General notes. May be used for load board posting or customer portal visibility.
  • Internal Dispatch Notes: Internal team notes and status history.
  • Critical Notes to Driver: Important driver instructions for dispatch workflows.
  • Carrier or Driver Notes: Can appear on the Rate Confirmation or Dispatch Report.
  • Pricing Notes: Used on customer-facing documents when configured.
  • Customer Invoice Comments: Notes for the customer invoice or quote.

Documents and Reports

  • Rate Con: Freight brokers send a Rate Confirmation to the carrier.
  • Dispatch Report: Used by dispatch service and carrier/trucking accounts.
  • Mobile Rate Con or Mobile Dispatch: Sends a mobile dispatch, Driver Web App, MacroPoint, or Trucker Tools workflow, depending on setup.
  • B.O.L. Report: Opens the Bill of Lading.
  • Invoice or Quote: Opens the customer invoice or quote.
  • Google Map or PCMiler Map: Route mapping, when enabled.

When the Load Screen Is View Only

A load can be read-only when:

  • Another user is editing it.
  • It reached a status your role cannot edit.
  • EDI invoice processing locked it.
  • Accounting or QuickBooks restrictions apply.
  • Your role lacks permission for that field, button, report, or rate area.

Administrators may have an unlock or override option.

Troubleshooting

  • A button is missing: Confirm the load is saved, the feature is enabled, and your role has access.
  • A rate or total looks wrong: Check flat rates, miles rates, commodity/accessorial rows, payment advances, direct costs, factoring fees, and overhead.
  • No GPS Data Found: Confirm the load was dispatched through the correct mobile or tracking workflow and the driver allowed location access.
  • A status is not available: Your company may enforce status sequence rules, locks, or role permissions.
  • A customer, carrier, or driver is missing: Confirm the profile is active and in the correct Customers, Carriers, or Drivers tab.
  • Changes did not save: Use Save or Save & Exit before leaving. Watch for required-field or lock messages.

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