Orders¶
Find, filter, and act on every freight order from one list: the Orders page.
Overview¶
Orders are the core of UTX Freight. Every move, whether a container import, an export, a transfer or a dry van move, starts as an order. The Orders page (header Listing orders, subtitle Orders Management) is the list where you find and work on them:
- Counters: New Orders, App. Made, Dispatched, Total, and the yard counts for intermodal accounts
- Search: one box that covers container #, order #, P/O, booking #, customer, and more
- Status tabs and filter cards: narrow by status, order type, container status, terminal, and tag
- Inline editing: change dates, numbers, drivers, and statuses directly on the row
- Row action menu: Quick Edit, documents, POD, duplicate, reset, transfer, delete, and more
- Export: download all In Progress orders to CSV (Admin only)
- Legend: a built-in key to every badge, icon, and abbreviation on the page
This page covers the list itself. Related topics have their own pages:
| Topic | Page |
|---|---|
| Filling in the order form | Order Form |
| Status flow: Make App., Dispatch, Complete | Order Workflow |
| Charges, rates, and expenses | Order Charges & Expenses |
| Documents and POD | Order Documents & POD |
| Duplicating orders | Order Duplication |
| Legs and move locations | Order Legs & Move Locations |
| Tags | Order Tagging |
Quick Start¶
- Go to Orders from the left menu. The list opens on the In Progress tab.
- Type a container #, order #, P/O, or customer name in the Container #, Order # and more box and click Search.
- Use the status tabs (All, In Progress, New, App. Made, Dispatched, Completed) to change which statuses you see.
- Click a linked value on a row to edit it in place, or click the caret next to the row's action button for the full action menu.
- To add an order, click Create a new order in the header. See Order Form.
Access & Permissions¶
| Role | Access to the Orders page |
|---|---|
| Admin | Full access to all orders, plus Export |
| Manager | Full access to orders in their offices: create, edit, inline edit, status actions, reset, go back one step, duplicate, transfer, delete |
| Dispatch / Customer Service | Same order access as Manager: create, edit, inline edit, status actions, delete, reset, duplicate, transfer. View History needs the Can manage rates? option on the user's profile |
| Accountant | Full order access by default. If UTX support has turned accountant order management off for your account: view only, plus Complete and edit on Dispatched orders. Never sees the filter cards, the Equipment, Legend, or Export buttons, or the Not Invoiced / Late Invoicing tabs |
| Customer | Sees all orders placed by anyone in their company, in their offices. View only by default. If your account has customer order entry turned on (ask UTX support), customers can also create orders and edit orders that are still New. Customers never get Delete Order, inline editing, or the status action buttons |
| Customer (consignee) | Also sees, read-only, the deliveries addressed to their linked shipper/receiver records, from all freight forwarders, in the office they are working in. See Consignee view |
| Driver | Always sees only Dispatched orders assigned to them. Drivers use the mobile view; see Driver Workflow |
| Garage | No access to Orders |
How to get there:
- From the left menu, click Orders
Archive cutoff
Orders created before the Order Archive Cutoff Date (Settings) never appear on this page: not in any status tab and not in search results. See Application Settings.
Multi-office
The list only shows orders of the office you are working in. If a search finds nothing and your account has several offices, the page shows No orders found for "…" in office. Try switching to another office using the menu above. See Multi-Office.
Order Types¶
Order types are turned on per account by UTX support. By default only Import and Export are enabled; ask UTX support to turn on other types. The order form and the Order Type filter card only offer the enabled types.
Each row starts with a short code badge. Hover the badge to see the order description.
| Code | Full name | What it is |
|---|---|---|
| CI | Container Import | A full container is picked up at the terminal and delivered to the customer. The empty container is then returned (Return To, Return Date) by a return driver. |
| CX | Container Export | An empty container is picked up at the terminal, loaded at the customer, and the full container is returned to the terminal. |
| TF | Container Transfer | A container move to the Return To location. The Deliver To column shows that location; there is no return date and no second driver. |
| DV | Dry Van Move | A ground move from a pickup company to a delivery company. |
The Order Type filter card uses short names: Import, Export, Transfer, Dry Van.
Counters¶
The page header shows counters:
| Counter | Counts |
|---|---|
| New Orders (red) | Orders with status New |
| App. Made (orange) | Orders with status App. Taken |
| Dispatched (green) | Orders with status Dispatched |
| Total (black) | New Orders + App. Made + Dispatched |
| Empty at Yard (blue, intermodal) | Orders not yet Completed whose container status is Empty at yard |
| Full at Yard (blue, intermodal) | Orders not yet Completed whose container status is Full at yard |
| Pre-Pull (blue, intermodal) | Orders not yet Completed whose container status is Pre-Pull. Shown only when Pre-Pull is one of your container statuses |
Counters ignore filters
The counters always count every order you can access in the current office. Search, status tabs, and filter cards do not change them.
Search¶
The search bar at the top reads Container #, Order # and more. Type a value and click Search (or press Enter). The search is not case-sensitive and matches:
| Field | Match |
|---|---|
| Order # (type the number only, without any letter prefix your account adds to order numbers) | Exact |
| P/O (delivery purchase order #) | Exact |
| Reference number (the order's own reference / waybill number field) | Contains |
| Container # / Trailer # | Contains |
| Booking # | Contains |
| Deliver To company (shipper/receiver) | Contains |
| Pickup company | Contains |
| Customer company (Bill To) | Contains |
| Equipment name | Contains |
| Order type (for example import, export, transfer) | Contains |
| Container size | Contains |
How search interacts with the tabs:
- If you search without choosing a status tab, the search widens to All statuses. An All ✕ chip appears in the search bar; click its ✕ to narrow back to In Progress.
- If you chose a tab first (for example Completed), the search stays within that tab.
- Your other filters (order type, container status, terminal, tag) are kept when you search.
- Orders created before the archive cutoff date are never found.
Status Tabs¶
| Tab | Shows | Who sees it |
|---|---|---|
| All | Every status | Everyone |
| In Progress (default) | New + App. Taken + Dispatched | Everyone |
| New | Status New | Everyone |
| App. Made | Status App. Taken | Everyone |
| Dispatched | Status Dispatched | Everyone |
| Completed | Status Completed | Everyone |
| Not Invoiced | Completed, not on an invoice, with a delivery date on or after the Order Start Date (Settings, Invoice group) | Admin / Manager |
| Late Invoicing | Same as Not Invoiced, but only orders delivered before the end of the week two weeks ago | Admin / Manager |
The active tab is highlighted green. Clicking a tab changes only the status; your search text and other filters stay.
Drivers
Drivers always see the Dispatched list, whatever tab they pick. Orders whose container status is Returned to terminal are hidden from them.
Use Late Invoicing as a billing check
Late Invoicing lists completed work that has been waiting to be billed for more than about two weeks. If old completed orders are missing from Not Invoiced, check the Order Start Date in Settings. See Creating Invoices.
Filter Cards¶
Below the tabs, Admin, Manager, Dispatch, and Customer Service users see filter cards.
Order Type (intermodal accounts)¶
One button per enabled order type. Click a button to show only that type; click the active (green) button again to turn it off.
Container Status (intermodal accounts)¶
A single dropdown. The list reloads as soon as you pick a value:
- All Statuses: no container status filter
- N/A (not set): orders with no container status
- each container status configured for your account (see Container Statuses)
Terminal¶
Buttons for CN, CP, Racine, Cast, and Termont. A button appears only when a matching terminal exists in your account. The filter uses the order's pickup terminal. Click the active button again to turn it off. See Managing Terminals.
Tags¶
When the account is intermodal and the tagging add-on is on, tag buttons appear next to the status tabs (everyone sees them). Click a tag to show only orders with that tag; click the active tag again to turn it off. See Order Tagging.
Action & Orders¶
| Button | What it does |
|---|---|
| Equipment | Opens the equipment list. See Equipment |
| Legend | Opens the Orders Page Legend (see Legend) |
| Export | Admin only. See Export |
When the Auto Orders add-on is on, an AUTO ORDERS card adds Processing, Need Review, and Completed views, and an Upload button appears in the header. See Auto Orders.
Filter chips, All, and Clear All¶
Each active filter shows as a small grey chip inside the search bar (for example Completed ✕, Container Import ✕, N/A (not set) ✕, CN ✕, Tag: … ✕).
- Click a chip's ✕ to remove just that filter. Your search text and the other filters stay.
- Click Clear All (right of the search bar) to reset everything: search text, tab, and all filters. The page returns to In Progress.
- The All tab is not a reset. It only changes the status; other filters stay on.
Columns¶
The list shows 30 orders per page, with page links at the bottom. Header labels shown as links are sortable: click to sort, click again to reverse.
Intermodal accounts¶
| Column | Content | Sortable |
|---|---|---|
| Status / Order# | Order type code, status badge, Transferred label, order #, and on large screens only the P/O# and Special Note | Status, Order# |
| Deliver To / Bill To | Delivery company (for TF, the return location), then the customer company | Deliver To |
| ETA | Estimated time of arrival (CI and CX) | Yes |
| Storage (STO) / Demurrage (DEM) | Storage and demurrage dates (CI) | Both |
| Delivery/Pickup / App. Time | Delivery date and appointment time | Delivery/Pickup |
| Size / Steamship / Weight | Container size, steamship line, weight, OFF-HIRE label | No |
| Container# / Book#/Seal# / Last Free Day | Container #, icons, B# booking and S# seal (CX, TF), seal (CI), LFD (CI, CX) | Container# |
| Vessel / ERD / Cutoff Date | Vessel, ERD and CUT dates (CX) | No |
| Terminal / Pickup From / Pickup # | Pickup terminal; for DV the pickup company; pickup # (CI) | Yes |
| Chassis # | Equipment button and, for Borrowed, the chassis #. Users who cannot change equipment see the equipment name as text | No |
| C.Status | Container status, in its configured colour | Yes |
| Delivery Driver | Delivery driver and the date that leg was signed | Driver |
| Return To / Return Date | Return location and return date (no date for TF) | Both |
| Return Driver | Return driver and the date that leg was signed (none for TF) | Driver |
| Invoiced / Rate | Invoice button (when the order is invoiced), order total, zone badge (TF orders show the zone name as plain text) | Rate |
| Email POD | Send-POD button, shown only once the order has a signature, a scanned POD, or a previous POD email | No |
| (actions) | Status action button and caret menu | No |
| POD | Scanned and signed POD icons | No |
| DOC | Documents icon (only for users who can edit the order) | No |
Ground accounts¶
| Column | Content | Sortable |
|---|---|---|
| Status / Order# | Same as intermodal | Status, Order# |
| Pickup From | Pickup company | Yes |
| Pickup Date | Pickup date (for orders other than DV and TF, the return date) | Yes |
| Deliver To / Bill To | Delivery company, then the customer company | Deliver To |
| Delivery Date / App. Time | Delivery date and appointment time | Delivery Date |
| Trailer# | Trailer number and icons | Yes |
| Equipment # | Equipment button | No |
| Pickup Driver | Driver for the pickup | Driver |
| Delivery Driver | Driver for the delivery | Driver |
| Invoiced / Rate, Email POD, actions, POD, DOC | Same as intermodal | Rate |
Role-dependent columns¶
| Column | Visible to |
|---|---|
| Driver columns | Admin, Manager, Dispatch, Customer Service, Accountant (when it can manage orders) |
| Invoiced / Rate | Admin, Manager, Accountant, Customer Service. Customer Service sees the rate but not the invoice button. Hidden on small screens |
| Email POD | Admin, Manager, Accountant, Dispatch, Customer Service |
Customers never see the Special Note.
Badges and Icons¶
Status badges¶
| Badge | Status |
|---|---|
| red | New Order |
| orange | Appointment Made (App. Taken) |
| green | Dispatched |
| grey | Completed |
See Order Workflow for how an order moves between statuses.
Row labels and icons¶
| Item | Where | Meaning |
|---|---|---|
| Transferred | Status column | The order was transferred from another office. Hover to see which one |
| Coloured order # | Status column | The order has a tag; the colour is the tag colour |
| P/O#: | Under the order # | The delivery purchase order number, or N/A |
| Special Note (bold red text) | Under the P/O# | The order's Special Note field, which also shows on the driver's phone. Hidden from customers |
| (orange) | Container column | HAZMAT. Icon only; hover to see "HAZMAT" |
| (blue) | Container column | Scale. Hover to see the scale value |
| (red) | Container column | DAMAGED. Icon only; hover to see "DAMAGED" |
| Container column | Copies the container number as plain text. A Container number copied message confirms it | |
| / | Container column | Check container status with terminal tracking, when the add-on is on for that terminal. See Container Tracking |
| OFF-HIRE (red) | Size column | Equipment off-hire |
| Driver name in green or red | Driver columns | Green when that leg is ready for the driver's signature; red otherwise |
| Driver columns | Copies the driver's Login Link (Driver Login Links add-on), shown when that leg is ready for the driver. See Driver Login Links | |
| Zone badge (blue) | Rate column | The order's zone |
| Zone Not Set (red) | Rate column | No zone is assigned. See Zones & Cities |
| Invoiced column | Opens the invoice list searched to this order's invoice. Not shown to Customer Service | |
| Email POD column | Send the POD to the client. Blue when no POD email was sent yet; after a send, green when the last email was delivered and red otherwise. Hover for the last delivery time | |
| (red) | POD column | Opens the scanned POD |
| (green) | POD column | Opens the signed POD |
| (red) | DOC column | The order has documents; opens them. Only shown to users who can edit the order |
When icons do not show
The HAZMAT, Scale, and DAMAGED icons, the tracking button, and container # editing only appear for users who can edit orders, and only when the container number is 20 characters or shorter.
Text colours¶
| Item | Colour | Meaning |
|---|---|---|
| LFD, CUT, and STO dates | Red | Always shown in red when set |
| ERD date | Green | Always shown in green when set |
| Container # | Red | Container status is Arrived - Missing customs or Arrived - On hold |
| Container size | Red | The size name contains 20 or 45, or LCL or DRY. A missing size shows as grey Empty |
| Terminal name | Brown | Racine, Termont, Termont 68, or Cast |
| C.Status and equipment name | The container status colour | Set per status in Container Statuses; no status shows grey N/A |
Legend¶
Click Legend in the Action & Orders card to open the Orders Page Legend. It explains:
- Order Type Badges: CI, CX, TF, DV
- Order Status Badges: New Order, Appointment Made, Dispatched, Completed
- Warning Icons & Badges: HAZMAT, Scale, DAMAGED, Off-Hire
- Acronyms & Abbreviations: ETA, STO, DEM, LFD, ERD, CUT, B#, S#, P/O#
- Document Icons: POD Email, Scanned POD, Signed POD, Documents, Invoice
- Color Coding: container status colours (set per status) and zone badges (Zone Name, Zone Not Set)
Inline Editing¶
Values shown as links on a row can be edited in place: click the value, change it in the small popup, and confirm. The row refreshes on its own.
Inline fields need full order rights (Admin, Manager, Dispatch, Customer Service, and Accountant when it can manage orders). Customers cannot edit inline.
| Field | Popup title | Order types | Extra condition |
|---|---|---|---|
| P/O# | Enter P/O number | All | |
| ETA | Enter estimated time of arrival date (ETA) | CI, CX | Intermodal |
| STO (storage) | Enter container storage date | CI | Intermodal |
| DEM (demurrage) | Enter container demurrage date | CI | Intermodal |
| Container size | Select Size | All | Intermodal |
| Steamship line | Select Steamship Line | All | Intermodal |
| Container # | Enter new container number | All | Number of 20 characters or less |
| LFD (last free day) | Enter last free date | CI, CX | |
| ERD | Enter earliest return date (ERD) | CX | Intermodal |
| CUT (cutoff) | Enter cutoff date | CX | Intermodal |
| Pickup terminal | Select Terminal | All except DV | Intermodal |
| Pickup # | Enter new pickup number | CI | Intermodal |
| Chassis # | Enter chassis number | All | Only when the equipment is Borrowed |
| C.Status (container status) | Enter new container status | All | Intermodal. Needs order edit rights |
| Delivery driver (first driver column) | — | All | Pick a driver from the list |
| Return driver (second driver column) | — | All except TF | Pick a driver from the list |
| Return To | Enter new return to | All | Intermodal |
| Return Date | Enter new return date | All except TF | Intermodal |
The equipment button (truck icon) opens the equipment assignment window. See Equipment.
Delivery date is not inline-editable
The Delivery/Pickup (or Delivery Date) column is display only. Change it through Quick Edit, Edit Order, or the status actions (see Order Workflow).
Row Actions¶
All actions are in the button group near the end of the row.
Status action button¶
The left button moves the order to its next status:
| Order status | Button |
|---|---|
| New | Make App. |
| App. Taken | Dispatch |
| Dispatched | Complete |
| Completed, or no permission | Actions (no action) |
See Order Workflow.
Caret menu¶
Click the caret () next to the action button. Items appear only when they apply:
| Item | What it does | Shown when | See |
|---|---|---|---|
| Quick Edit | Opens the order in a popup | You can edit the order | Order Form |
| Documents | Opens the popup on the documents section | You can edit the order | Order Documents & POD |
| View POD | Opens the POD PDF | Admin, Manager, Dispatch, Customer Service, Driver | Order Documents & POD |
| View Internal POD | Opens the internal POD | Internal POD turned on for your account (ask UTX support); Admin, Manager, Dispatch, Customer Service | Order Documents & POD |
| View Carrier Confirmation | Opens the carrier confirmation | DV orders; Admin, Manager, Dispatch, Customer Service | Order Documents & POD |
| View Details | Opens the order details page | You can view the order | |
| Edit Order | Opens the full order form | You can edit the order | Order Form |
| Reset Order to New | Sets the status back to New and clears the appointment date, appointment time, and delivery date, after a RESET THE STATUS confirmation | Status is not New; Admin, Manager, Dispatch, Customer Service, or Accountant with full order access | Order Workflow |
| Go Back 1 Step | Moves the status back one step, after a GO BACK ONE STEP confirmation. Going back from App. Taken to New also clears the appointment and delivery date | Status is not New; same roles | Order Workflow |
| Duplicate | Opens the duplicate window | You have full order rights (not Customers) | Order Duplication |
| Transfer to Office | Moves the order to another of your offices | Multi-office, and you have another office. Shown greyed as Transfer (Invoiced) when the order is invoiced | Multi-Office |
| View History | Shows the order's change history | Change history turned on for your account (on by default); Admin, Manager, Accountant with full order access, or Dispatch / Customer Service with Can manage rates? | |
| Remove Signature | Clears the delivery signature, after a CLEAR THE SIGNATURE confirmation | Order is not Completed, has a delivery signature, and you have full order rights | Order Documents & POD |
| Delete Order | Deletes the order, after a DELETE THIS ORDER confirmation | You have full order rights (never Customers). Greyed out when invoiced |
Delete and Remove Signature cannot be undone
Delete Order and Remove Signature are permanent. An invoiced order cannot be deleted: clicking the greyed Delete Order shows INVOICED ORDER — This order is invoiced and cannot be deleted. Remove it from the invoice first.
Export¶
Click Export in the Action & Orders card to download a CSV file.
- Admin only. Other roles do not see the button.
- Filters are ignored. The file always contains all In Progress orders (New, App. Taken, Dispatched) created after the archive cutoff date, from every office, whatever tab, search, filter, or office is active.
- Fixed columns: order reference, description, status, container number, customer, delivery company, container status, delivery date, appointment, pickup terminal, container size, steamship line, hazardous cargo, equipment, return date, creation date, and last update.
- Fixed file name:
<account>-orders-open-<YYYY-MM-DD>.csv.
For other exports, see Data Exports.
Consignee view¶
A customer user linked to one or more shipper/receiver records is a consignee. A blue banner appears above the list:
Consignee view: you are seeing all delivery orders addressed to linked companies — from all freight forwarders. Pricing details are not shown.
Consignees see, read-only, every delivery addressed to those companies in the office they are working in, plus their own company's orders. See Customer Portal.
Drivers on mobile¶
Drivers see a separate mobile view of their dispatched orders. See Driver Workflow and Mobile Users.
FAQ / Troubleshooting¶
Can't find an order in the list¶
Solution
- Check the chips in the search bar: an order type, container status, terminal, or tag filter may still be on. Click Clear All to reset everything. The All tab alone does not clear filters.
- The default tab is In Progress, which hides Completed orders. Pick All or Completed, or search without picking a tab.
- If the order is older than the Order Archive Cutoff Date in Settings, it is hidden from every tab and from search. Move the date back to see it.
- In a multi-office account, switch office from the menu at the top.
The counters don't match the list¶
Solution
This is expected. Counters ignore search and filters, count every order you can access in the office, and Total is New + App. Made + Dispatched only.
My export doesn't match what I filtered¶
Solution
Export always downloads all In Progress orders, from every office, with fixed columns. It does not follow your search, tab, filters, or current office.
Order was signed but is not Completed¶
Solution
A driver's signature does not complete an order. An order becomes Completed only when someone clicks Complete on the row (or in Dispatch). Only Completed orders can be invoiced. See Order Workflow.
Not Invoiced or Late Invoicing tab is missing or empty¶
Solution
Both tabs are shown only to Admin and Manager. They list Completed orders with no invoice and a delivery date on or after the Order Start Date in Settings. Orders delivered before that date never appear.
I can't edit a field on the row¶
Solution
Inline editing needs order edit permission. Some fields only exist for certain order types (for example ERD and CUT are Export only, STO/DEM are Import only), the chassis # is editable only for Borrowed equipment, and the delivery date is never inline-editable; use Quick Edit.
Delete Order is greyed out¶
Solution
The order is on an invoice. Remove it from the invoice first, then delete it.
Best Practices¶
Tips
- Search without picking a tab first: the search covers every status.
- Use the Special Note for instructions your team must see; customers never see it.
- Check Late Invoicing each week so completed work gets billed.
- Watch for red Zone Not Set badges before invoicing.
- Use the copy button next to the container # when pasting into chat or email, to avoid pasting a link.