Shippers & Receivers¶
Keep a reusable address book of the pickup and delivery locations used on your orders, and link a location to a customer account for read-only portal visibility.
Overview¶
A Shipper / Receiver is a pickup or delivery location: a company name, an address, a city and contact details. It is not the customer who pays for the order. Customers are managed separately in Managing Customers.
- Address book for orders. On the order form, the Search for a shipper / receiver field looks up saved records and fills the address fields for you.
- Built automatically. When you create an order on the order form with a pickup or delivery company name, UTX Freight creates a new Shipper / Receiver record or updates the matching one.
- Linked to a city and zone. The City (Must exist) field links the record to a city from your city list. The Zone shown in the list comes from that city.
- Consignee portal link. You can link a Shipper / Receiver to a customer account. That customer's users then get read-only visibility of orders delivered to this location.
- Active or disabled. Only active shippers/receivers appear in orders.
- Delete only when unused. You can delete a record only if no order uses it.
Quick Start¶
- Click Shipper / Receiver in the left menu.
- Click Add a new Shipper / Receiver at the top right.
- Enter the Company Name and choose the Office.
- Enter the Address, choose a city in City (Must exist) and enter the Postal Code.
- Optionally fill in Contact Info, Email and Comments.
- Click Save Changes.
You rarely need to add records by hand
Each new order created on the order form with a pickup or delivery company name adds that location to the list. Creating records by hand is mostly useful for setting up the City, Comments or Linked Customer Account before the first order.
Access & Permissions¶
| Role | Access Level |
|---|---|
| Admin | Full access: create, edit, disable/enable, delete, view history and Export |
| Manager | Create, edit, disable/enable, delete and view history. No export |
| Dispatch | Create, edit, disable/enable, delete and view history. No export |
| Customer Service | Same as Dispatch |
| Accountant | No access to the Shipper / Receiver list |
| Garage | No access |
| Customer | No access to the list. Customer users linked through a consignee link can view the matching orders (see Consignee Links) |
When your account has multi-office turned on (ask UTX support), Shipper / Receiver records are shared across offices: the list shows the records of every office and anyone with access can manage them. When multi-office is off, the list shows the shippers/receivers of the office you are working in, and Managers and Dispatch users can only manage records that belong to their own offices. See Multi-Office.
How to get there:
- Click Shipper / Receiver in the left menu, or
- Open the user menu at the top right and click Manage Clients.
Both links open the same page, titled Shipper / Receiver.
The Shipper / Receiver List¶
Filters¶
The filter buttons sit at the top left of the page.
| Filter | Shows |
|---|---|
| All Active | Active shippers/receivers (the default) |
| Disabled | Disabled shippers/receivers |
| Linked | Shippers/receivers linked to a customer account for portal visibility, active or not |
All filters sort the results alphabetically by company name and show 50 records per page.
Search¶
Type in the Filter shippers / receivers by company name or city box. The list refreshes once you have typed at least 2 characters, and it resets when you clear the box. The search matches:
- part of the Company Name, or
- part of the name of the linked city (the City (Must exist) value).
The search looks in active records. To find a disabled record, click Disabled and browse the list. The search matches the linked city only, not the old free-text city of records shown in red (see below).
Columns¶
| Column | Description |
|---|---|
| Company Name | Shown in green when the record is active and in red when it is disabled |
| Zone | Zone of the linked city, shown as a badge. Shows N/A when the record has no city or the city has no zone |
| Address | Street address |
| Zip | Postal code |
| City | City name |
| Country | Country of the linked city (for example CA or US) |
| Code | Location code of the linked city |
| Contact info | Contact name or phone |
| Email address | |
| Comments | The first 25 characters of the comments |
| Orders | Number of orders that use this record as pickup company or delivery company |
| Linked Account | Name of the linked customer account with a badge, or — if there is none |
| Active | Whether the record is active |
| (no heading) | Actions button with a menu: Edit, View History, Disable / Enable and Delete |
Colour Guide¶
| Colour | Meaning |
|---|---|
| Green City / Country / Code | The record is linked to a city from your city list |
| Red City / Country (Code empty) | The record has no linked city and still uses the old free-text city and country |
| Green Company Name | Active |
| Red Company Name | Disabled |
Fix records with a red City or Country
The notice at the top of the list says it: any City or Country in RED is not using the normalized UN Location and should be updated. Edit the Shipper / Receiver, choose a city in City (Must exist), and click Save Changes. Until you do, the record has no zone (N/A).
Adding or Editing a Shipper / Receiver¶
- To add: click Add a new Shipper / Receiver at the top right of the list.
- To edit: open the Actions menu on the row and click Edit.
The form opens on its own page (New Shipper / Receiver or Edit Shipper / Receiver). Click Save Changes to save, or Cancel to return to the list.
Shipper / Receiver Information¶
| Field | Description |
|---|---|
| Company Name | Required. Leading and trailing spaces are removed when you save |
| Office | Required. The office the record belongs to. The list contains the offices assigned to you |
| Address | Street address |
| City (Must exist) | Choose a city from the active cities of the current office (of all offices when multi-office is on). The city must already exist. Add it first in Zones & Cities if it is missing. The city sets the Zone and Code shown in the list |
| Postal Code | Postal or ZIP code |
| Contact Info | Contact name, phone or other details |
| Email address | |
| Comments | The comments show up when you create an order. When you pick this record with the order form search, the comments are copied into the address Comments field |
Portal Access — Consignee Link¶
| Field | Description |
|---|---|
| Linked Customer Account | Choose an active customer account, or — No linked account — |
Linking a shipper/receiver to a Customer account gives that customer's users read-only visibility into all orders delivered to this location, even orders created for other customers (for example, other freight forwarders). See Consignee Links below.
Shipper / Receiver visibility¶
| Field | Description |
|---|---|
| Active | Only active shippers/receivers appear in orders |
System update note¶
This section shows the old City and Country fields. They are read-only and cannot be edited. The note explains that city and country are deprecated and should be set with the City (Must exist) field instead, so that city names and the rates per city stay consistent.
Consignee Links¶
A consignee link lets a customer see the deliveries made to their location, for example a warehouse that receives containers booked by several freight forwarders.
How it works:
- Edit the Shipper / Receiver that is the delivery location.
- In Portal Access — Consignee Link, choose the customer in Linked Customer Account.
- Click Save Changes.
From then on, users of that customer account can:
- view (read only) every order whose delivery company is this Shipper / Receiver, including orders placed by other customers, and
- open the documents attached to those orders.
They cannot edit these orders. Pricing is never shown to linked users.
Delivery only
The link applies to orders where this record is the delivery company. Orders where it is only the pickup company are not shared with the linked customer.
Find all linked locations
Use the Linked filter to list every Shipper / Receiver linked to a customer account. You can link several locations to the same customer.
If the customer account is deleted
Deleting a customer account removes the link from its shippers/receivers. The Shipper / Receiver records stay.
For what customers see in the portal, see Customer Portal.
Automatic Creation from Orders¶
You don't need to add every location by hand. When an order is created on the order form (saved for the first time):
- If the order has a delivery company name, UTX Freight looks for a matching Shipper / Receiver and links it to the order as the delivery company.
- If the order has a pickup company name, it does the same for the pickup company.
What counts as a match:
| Setup | A record matches when |
|---|---|
| Single office | Same company name (exact), same office and same address |
| Multi-office | Same company name (not case sensitive) and same address, in any office |
When a match is found, the record is updated with the values from the order. Only the fields that are filled in on the order are copied: address, city, postal code, contact, email (delivery only) and office. Blank order fields do not erase existing values. Comments, Active and Linked Customer Account are never changed by an order.
When no match is found, a new record is created with the company name, address, city, postal code, contact info and office from the order. Delivery locations also get the delivery email. Pickup locations have no email.
Small differences create duplicates
A different spelling of the address (for example 123 Main St vs 123 Main Street) creates a second record. To avoid duplicates, use the Search for a shipper / receiver field on the order form instead of typing the address by hand.
Editing an order does not update the list
Records are created or updated only when an order is created on the order form. Saving changes to an existing order does not create or update Shipper / Receiver records. Orders saved from the Auto Orders review window do not create records either: the delivery company is chosen from the existing list there.
Using Shippers & Receivers on the Order Form¶
On a new order, the Pick Up Address and Delivery Address sections each have a Search for a shipper / receiver field: "Type the name of a previously used shipper / receiver in an order to automatically fill the following fields."
- Type at least 2 characters of the company name or the city.
- Pick a suggestion. Each suggestion shows the company name, address, city and province, and the contact info in brackets.
- The fields below fill in automatically:
| Order field | Pick Up Address | Delivery Address |
|---|---|---|
| Name | ||
| Address | ||
| City | ||
| Zip | ||
| Contact | ||
| — | ||
| Comments (from the record's comments) |
If the record has no linked city, the City field is left empty. The record's comments replace whatever was already in Comments.
The search only suggests active shippers/receivers of the current office (of all offices when multi-office is on).
When you edit an existing order, the pickup and delivery company are chosen from a list of active shippers/receivers instead of the search field.
Adding a location while reviewing an Auto Order
In the Auto Orders review window, the New Client button under Delivery opens a short Shipper / Receiver Information form (Company Name, Office, Address, City (Must exist), Postal Code, Contact Info, Email). Click Create to add the record, then choose it as the delivery company.
See Order Form for the rest of the order fields.
Disabling and Enabling¶
Disable a location you no longer use so it stops appearing in orders, without losing its history.
- Find the record in the list.
- Open the Actions menu and click Disable.
The row updates right away. Use the Disabled filter to find it again and click Enable to bring it back. You can also change the Active checkbox in the form.
Disabling a record does not change existing orders.
Deleting a Shipper / Receiver¶
You can delete a record only if no order uses it, as pickup company or as delivery company. The Delete action appears in the Actions menu only when the Orders column shows 0.
- Open the Actions menu on the row.
- Click Delete.
- Confirm with Are you sure?
Deleting cannot be undone
For a location that has orders, use Disable instead. Disabled records keep their order history and can be enabled again.
Viewing History¶
Every change to a Shipper / Receiver is recorded. Open the Actions menu and click View History to see who changed which fields and when, including changes made automatically when orders were created.
Exporting to CSV¶
Admin only. Click the green Export button at the top right of the list to download a CSV file.
The export:
- contains only shippers/receivers used as the delivery company on orders created in the last 12 months,
- does not apply the filter or search you have on screen,
- includes records from all offices,
- is sorted by company name.
| CSV column | Content |
|---|---|
| Id | Internal record ID |
| Company name | Company name |
| Zone name | Zone of the linked city, or N/A |
| Address | Street address |
| Zip | Postal code |
| City name | Linked city name, or the old free-text city if there is no linked city |
| Country name | Country of the linked city, or the old free-text country |
| Contact info | Contact info |
| Active | true or false |
The file name includes the date, for example ...-shippers-receivers-2026-10-10.csv. For other exports, see Data Exports.
Records missing from the export?
Shippers/receivers used only as a pickup company, or not used on any order in the last 12 months, are not in the export, even if they are active.
FAQ / Troubleshooting¶
A shipper/receiver does not appear in the order form search¶
Solution
Check these in order:
- The record may be disabled. Use the Disabled filter and click Enable.
- You must type at least 2 characters of the company name or of the linked city name.
- When multi-office is off, the search shows records of the current office only. Switch to the right office, or check the Office field of the record.
There is no Delete option for a record¶
Solution
Delete only appears when no order uses the record (the Orders column shows 0). Use Disable instead to hide it from new orders.
The Zone column shows N/A¶
Solution
The record has no city in City (Must exist), or that city is not assigned to a zone. Edit the record and choose a city. If the city has no zone, assign one in Zones & Cities.
The city I need is not in the City (Must exist) list¶
Solution
The list shows only active cities of the current office (of all offices when multi-office is on). Add or enable the city in Zones & Cities, then edit the Shipper / Receiver again.
The same location appears twice¶
Solution
Orders with a slightly different company name or address create a new record. Disable the duplicate you don't want, or delete it if its Orders count is 0. Next time, pick the location with Search for a shipper / receiver on the order form.
I can't see the Export button¶
Solution
Export is available to the Admin role only.
A linked customer can't see an order¶
Solution
The customer only sees orders whose delivery company is the linked Shipper / Receiver. Check the order's delivery company. If the order was typed with a different name or address, it may be linked to another (duplicate) record. Link that record too, or correct the order.
Best Practices¶
Keep your address book clean
- Always set City (Must exist) so every location has a zone. Fix the records shown in red.
- Use Search for a shipper / receiver on new orders instead of retyping addresses, to avoid duplicates.
- Put dock hours, appointment rules or gate instructions in Comments. They are copied into the order when you pick the location.
- Disable locations you no longer use instead of deleting them.
- Review the Linked filter from time to time to make sure each consignee link still points to the right customer.