Auto Orders (Document Upload)¶
Upload a delivery order or cartage document and let UTX Freight read it for you, then review the extracted details and turn them into a new order.
Overview¶
Auto Orders is an optional add-on. It reads a document you upload, picks out the order details, and lets you check them before an order is created. Nothing is created automatically: every order is saved by a person from the review window.
- Upload: a button in the header of the Orders page opens the Upload a Document window.
- Background processing: the document is read in the background. While this happens it sits in the Processing tab.
- Need Review: once the details are extracted, the document moves to the Need Review tab with the extracted values in the table.
- Review window: shows the document on the left and a Create Order form on the right, pre-filled with what was found. Click a field label to highlight where the value was read on the document.
- Completed: once you save, the order is created with status New and the document moves to the Completed tab, with a View Order button.
- Document layouts: Auto Orders reads common delivery-order layouts. Other documents are read with general text recognition and may need more review.
Check before you save
Always check every value in the review window before you save. The text recognition can misread characters, and fields it cannot find are left empty.
Quick Start¶
- Go to Orders and click Upload in the header (next to Create a new order).
- In Upload a Document, choose the file and click Submit. You land on the Processing tab.
- Wait for the document to be read. Then open the Need Review tab in the AUTO ORDERS card.
- Click Review on the document's row.
- Check and correct the fields in the Create Order tab. Make sure Place the order on behalf of has a customer.
- Click Save and Next to create the order and open the next document, or Save and Close to create the order and close the window.
- Open the new order and complete it (dates, locations and other details).
Access & Permissions¶
The add-on must be enabled on your account by UTX. When it is off, the Upload button and the AUTO ORDERS card are not shown.
| Role | Upload, tabs and review window | Save an order from the review window |
|---|---|---|
| Admin | Yes | Yes |
| Manager | Yes | Yes |
| Dispatch | Yes | Yes |
| Accountant, Customer, Driver, Garage | No | No |
Uploading a Document¶
- Go to Orders.
- Click Upload () in the header, to the right of Create a new order.
- The Upload a Document window opens. Click the File field and choose your document.
- Click Submit. Click Close to cancel.
When the upload succeeds, the window closes and the Orders page opens on the Processing tab, where your document now appears.
Files: use a PDF, JPG or PNG file of up to 20 MB. A file larger than 20 MB is not accepted. Only the first page of the document is read and shown in the review window, so put the delivery order on page 1.
Upload messages¶
| Message (under File) | What it means | What to do |
|---|---|---|
| File required | You clicked Submit without choosing a file. | Choose a file and submit again. |
| This document has already been uploaded | The exact same file was uploaded to Auto Orders before. Each file can only be uploaded once. | Look for it in Processing, Need Review or Completed. A re-scanned or edited copy counts as a different file. |
| A message ending in submission failed. | The file was saved but could not be sent for reading. No document is added to the tabs. | Try again later. If it keeps failing, contact UTX support. |
The AUTO ORDERS Card¶
On the Orders page, the filter area shows an AUTO ORDERS card with three tabs. Each tab lists documents, newest first, with page numbers at the bottom when there are many.
| Tab | Icon | Shows documents that are | Row action |
|---|---|---|---|
| Processing | (red) | Uploaded and still being read | A moving progress bar. No action yet. |
| Need Review | (blue) | Read and waiting for someone to check them | Review |
| Completed | (green) | Saved as an order | View and View Order |
The same icon appears in the Status column of each row.
Table columns¶
| Column | What it shows |
|---|---|
| Status | The tab icon for the document's current stage |
| File | The uploaded file's name |
| Customer | The customer recognised from the document (see How Documents Are Read). N/A when no customer was recognised. |
| Reference # | The reference number read from the document |
| Client | The shipper/receiver matched from the delivery address |
| Container # | The container number read from the document. A red ! () appears on Need Review rows when the number has an invalid format, when no container number was found, or when the number already exists on an order. |
| Seal # | The seal number read from the document |
| Pickup Terminal | The pickup terminal matched from the document |
| Container Size | The container size matched from the document |
| Steamship Line | The carrier read from the document, when the layout includes it. Shown for information only, it is not copied to the order. |
| Weight | The weight read from the document |
Empty cells mean the value was not found.
View Order on a Completed row opens the Orders list searched by the new order's number (Order#).
Background Processing¶
Reading a document is not instant. After you upload:
- The document is sent for text recognition and appears in Processing.
- A scheduled check runs in the background at regular intervals. When it finds that the document has been read, it extracts the order details and moves the document to Need Review.
Because the move to Need Review waits for the next scheduled check, there is a delay between the upload and the moment the document is ready. Reload the Need Review tab after a while to see it.
Nothing to do in Processing
While a document is in Processing you cannot open or edit it. If a document stays in Processing for a long time, contact UTX support.
Reviewing a Document¶
On the Need Review tab, click Review on a row. On the Completed tab, the same button is labelled View. The Review window opens full screen.
The document image¶
The left side shows the first page of the uploaded document. On the right, each field in the form has a grey label (Ref #, Cont #, Terminal, Seal #, Weight, Cont Size, Delivery). Click a label and the place on the document where that value was found is highlighted in yellow. If the value was not found on the document, no new highlight is drawn. The highlight shows where the original value was read; it does not follow your edits.
The Create Order tab¶
The form is pre-filled with the extracted values. Correct anything that is wrong or missing.
| Field | Pre-filled from | Notes |
|---|---|---|
| Job type (radio buttons) | Always Import | The order types enabled on your account (Import, Export, Transfer, Dry Van). Change it if needed. |
| Place the order on behalf of | The recognised customer's Default user | Required. Lists the active logins of the recognised customer. If no customer was recognised, or that customer has no active logins, it lists all active logins of active intermodal customers. Unless your account uses multiple offices, the list is limited to your current office. Hint: You can create an order on behalf of any customer. |
| Ref # | The document's reference number | Reference Number |
| Cont # | The container number found on the document | Container Number. Required to save. Checked for format and duplicates (see below). |
| Terminal | The pickup location on the document | Pickup terminal. Required to save an Import or Export order. Recognised automatically only when the pickup text contains CN (or CANADIAN NATIONAL), CP, Racine or Termont. Otherwise pick it from the list of your office's active terminals. |
| Seal # | The document's seal number | Seal Number |
| Weight | The document's weight | Weight |
| Cont Size | The container size on the document, when the layout includes it | Container size. Only a fixed list of spellings is translated to a container size name (for example 40 REEFER to 40RE, 20 STD to 20, 53 VAN to 53, 45 HQ to 45HC), and that container size must exist in your account. Any other spelling leaves the field empty. |
| Delivery | The delivery address's postal code | The delivery shipper/receiver. It is matched by postal code against your Shippers & Receivers. If none matches, it stays empty. |
The New Client button below Delivery lets you add a missing shipper/receiver without leaving the window (see New Client).
Container number warnings¶
When a Need Review document opens, the container number is checked. It is checked again each time you change Cont #. A red message appears under the field:
| Message | Meaning |
|---|---|
| Invalid container number format | The number is not 4 letters followed by 6 or 7 digits, or no container number was found. |
| Duplicate container number | An order with this container number already exists (in any status). |
If a warning is showing when you save, a confirmation asks Invalid container number format, are you sure you want to create the order? or Duplicate container number, are you sure you want to create the order?. Click OK to create the order anyway, or Cancel to go back and fix it.
Common misreads
Text recognition can mix up similar characters in the container number (for example 0 and O, or 1 and I). Always compare the container number with the document.
Buttons¶
| Button | What it does |
|---|---|
| Save and Next | Creates the order and opens the next document waiting in Need Review. If no other document is waiting, the window closes. |
| Skip | Does not save anything. Opens the next document waiting in Need Review (the next one uploaded after the current document). The skipped document stays in Need Review. After the newest document, it starts again from the oldest one, so if only one document is waiting, the same document opens again. |
| Save and Close | Creates the order and closes the window. The row moves to Completed. |
| Close | Closes the window without saving. |
Save and Next and Save and Close work the same way: Save and Next opens the next document waiting in Need Review after the current one, starting again from the oldest when it reaches the newest.
When you open a document from the Completed tab (View), Save and Next and Save and Close are hidden, since it already has an order. Skip and Close are still shown; Skip opens a document waiting in Need Review.
When you save:
- The order is created in your current office with status New, using the values in the form. As with any new order, the order date is set to today, the customer's default order rate and the terminal fee charge are applied when they are set up, and the new order notification is sent (see Notifications & Emails). Continue with it as with any other order (see Order Workflow).
- The document moves to Completed and is linked to the order (View Order).
- If Place the order on behalf of is empty, the form shows User required and nothing is saved. Other missing values (an empty Cont #, or an empty Terminal on an Import or Export order) are shown on the form the same way.
The uploaded file is not attached to the order
The document you uploaded stays with Auto Orders. It is not added to the new order's documents. If you need it on the order, upload it there (see Order Documents & POD).
Only these fields are copied
The new order only gets Job type, Place the order on behalf of, Ref #, Cont #, Terminal, Seal #, Weight and Cont Size. Dates, delivery and return locations and everything else are not filled in. Open the order afterwards to complete it (see Order Form).
New Client (Quick Create)¶
If the delivery shipper/receiver does not exist yet:
- In the review window, click New Client under Delivery.
-
The Shipper / Receiver Information window opens. Fill in:
Field Notes Company Name Required Office Required. One of your offices Address Street address City (Must exist) Pick from the active cities of your current office. Add missing cities first (see Zones & Cities). Postal Code Enter it so future documents with this postal code are matched automatically Contact Info Optional Email Optional -
Click Create. The window closes and the new shipper/receiver is selected in Delivery.
If something is missing or wrong, the window stays open and shows the error. Click Close to cancel.
How Documents Are Read¶
Auto Orders reads common delivery-order layouts. When it knows the layout, it fills in as many fields as the document provides and can recognise the Customer. Other documents are read with general text recognition and may need more review: fewer fields may be filled in, and Customer shows N/A.
Delivery is only filled when a postal code is found in the delivery address and a shipper/receiver with that postal code exists.
When a customer is recognised, Place the order on behalf of is pre-filled with that customer's Default user. When no customer is recognised, Place the order on behalf of lists all active customer logins.
Set the Default user
For customers whose documents you upload often, open the customer in Customers, edit it, and choose a login in Default user. The field appears on the edit form of existing intermodal customers and lists that customer's active logins. Without it, Place the order on behalf of starts empty and you pick the login yourself. See Managing Customers.
FAQ / Troubleshooting¶
My document is still in Processing¶
Solution
Documents move to Need Review at the next scheduled background check, so a short wait is normal. Reload the Need Review tab later. If a document stays in Processing for a long time, contact UTX support. They can re-run the check.
"This document has already been uploaded"¶
Solution
The same file was uploaded before. Find it in Processing (still being read), Need Review (not yet saved) or Completed (already an order). Each file can only be uploaded once.
I clicked Save and Next but no order was created¶
Solution
Check that Place the order on behalf of is filled in: when it is empty, the form shows User required. Cont # must also be filled in, and Terminal is required on an Import or Export order.
Place the order on behalf of is empty¶
Solution
No customer was recognised from the document, or the recognised customer has no Default user. Pick the customer login from the list. To pre-fill it next time, set Default user on the customer.
Delivery is empty¶
Solution
No shipper/receiver in your account has the postal code read from the document, or the delivery address could not be read. Pick the shipper/receiver from the list, or click New Client to create it with the correct Postal Code.
Why is there a red ! next to the container number?¶
Solution
The container number is either missing, not in a valid format (4 letters followed by 6 or 7 digits), or already used on an existing order. Open the document with Review and compare Cont # with the document. You can still save after confirming the warning, but Cont # cannot be empty.
Only part of my document was read¶
Solution
Only the first page is read. Make sure the delivery order is on page 1 of the file.
I don't see the Upload button or the AUTO ORDERS card¶
Solution
The Auto Orders add-on is not enabled on your account, or your role is not Admin, Manager or Dispatch. Contact UTX to enable the add-on (see Add-ons & Options).
Best Practices¶
Getting the most out of Auto Orders
- Set a Default user on the customers whose documents you upload, so the customer is pre-filled.
- Keep postal codes on your Shippers & Receivers up to date. That is how Delivery is matched.
- Click each field label in the review window to check the value against the document before saving.
- Never ignore a Duplicate container number warning without checking the existing order first.
- After saving, open the new order and complete the dates, rates and locations.