Rates and carrier agreements

A freight price depends on the carrier, the lane and the terms that apply to the shipment. Rate agreements link carrier records and lane records, with a service level reference where used. Term start and term end bound the agreement, while mode, currency, fuel surcharge percentage and minimum charge in USD help explain the expected charge. Rate matrix records provide weight-band, freight-class and zone inputs. Contracted accessorial rate records retain negotiated accessorial prices and maximum charge per shipment.

Transportation Planner uses these records as the reference behind a shipment’s cost. Logistics Manager coordinates contract review and renewal. A cheaper result should still be traced to the applicable carrier service and contract term; a price without a matching agreement gives the team nothing reliable to compare with a later invoice.

• Maintain the carrier context. Carrier records retain carrier codes, service types, status and contract dates. Carrier contact records distinguish dispatch, operations and accounting contacts. Carrier service records supply service mode, transit-day information and Active state. Recorded identifiers and insurance dates need verification through the business’s own carrier onboarding procedure.
• Review the charge basis. Lane records store ZIP-prefix pairs and mode. Rate matrix records link an agreement to lower weight bound in pounds, upper weight bound in pounds and its charge fields. Accessorial charge records identify charge basis and the justification requirement; contracted accessorial rate records connect that charge to the contract and its ceiling.
• Keep renewal work visible. Renewal reminders retain rate contract, term end, days left, status and notes. Use the worklist to record the contract conversation and agreed next action. Choose the reminder schedule and email connection during setup.

Choose the contract currency and the source rate sheet for the pilot lane. Resolve overlapping or incomplete weight bands against that sheet. Confirm that the agreement dates and weight bands match the rate sheet the planner uses. Preserve old agreements for invoice explanation rather than replacing their meaning during renewal.

Logistics Manager reviews the terms and keeps the approver and approval date with the agreement. Agree who can activate the reviewed contract during setup, then check that the planner can use its rate for the pilot shipment. Transportation Planner has view access to the rate-reference records, which does not grant contract editing authority.

Bring a carrier rate sheet covering the shipment’s lane and weight. Find its contract, check dates and mode, then inspect the matching rate band. Work through a shipment requiring a lift gate and compare the accessorial with the agreed charge and ceiling. Let Rate Shop On Shipment Create produce its result, then compare assigned carrier, applied rate contract and cost to the reviewed evidence.

Repeat with a lane that has no usable contract. The documented result leaves the shipment unchanged and records the reason in the EDI message log with message type Other. The planner should resolve the missing agreement before tendering; a stored carrier name alone cannot supply a price. For an approaching term end, add or review the follow-up notes and confirm reminder delivery through the chosen email connection.

• Rate Contracts For Review — Draft terms and charge inputs for review before the agreement becomes Active.
• Contract Term Schedule — Active agreements with term start and term end visible together.
• Renewal Worklist — Open contract follow-up with dates and the recorded spend context.

Rehearse contract and renewal review and check a tender’s price.