Transport planning

Transport • Article • 8/27/2025 • 21 min

On the Transport Planning page, the planner can view, plan and manage the transport activities. The Transport Planning page gives insight into the Transport Requests along with the relevant information.

It is possible to change or adjust the transport requests, for instance adjusting the planned quantity of transport floor spaces. Furthermore, the planner can view the instructions linked to the transport requests and he can also, per request, view and accept changes that were made to its source document. Finally, it's possible to select one or more transport requests and create transport orders for them.

Select the Search icon , enter Transport Planning, and then choose the related link.
The Transport Planning list page opens.
Enter the required information in the following fields:

Field	Description
Status	Specifies the status inherited from the Transport Requests page.
Responsible User	Specifies the user who is planning or has planned the request from the Transport Requests page.
Transport Order No.	Specifies the transport order linked to the request from the Transport Requests page. If the request is planned, it is linked to a transport order.
Request Type	Specifies whether the request from the Transport Requests page is inbound or outbound.
Source Document No.	Specifies the order number of the source document from which the request originates.
Location Code	Specifies the warehouse where the truck is loaded or unloaded.
Shipment Date	Specifies the required shipment date.
Shipment Time	Specifies the required shipment time for the items in the request.
Trip No.	Specifies the code used to split a single source document into multiple requests from the Transport Requests page.
Route Code	Specifies the transport route for delivering the items linked to the transport order.
Transport Requests for Source Document	Specifies the number of requests created from the same source document.
Ship-to Name	Specifies the name of the customer, vendor, or location associated with the documents.
Ship-to City	Specifies the city in the shipping address.
Calculated EUR	Specifies the calculated quantity of floor space type 1 from the Transport Requests page.
To Plan/Planned EUR	Specifies the quantity to plan or already planned for floor space type 1.
Calculated BLK	Specifies the calculated quantity of floor space type 2 from the Transport Requests page.
To Plan/Planned BLK	Specifies the quantity to plan or already planned for floor space type 2.
Calculated BUFFER	Specifies the calculated quantity of floor space type 3 from the Transport Requests page.
To Plan/Planned BUFFER	Specifies the quantity to plan or already planned for floor space type 3.
Calculated Gross Weight	Specifies the value derived by multiplying the Gross Weight field value on the Item Card page by the Quantity field value from the source document.
Net Weight	Specifies the value derived by multiplying the Net Weight field value on the Item Card page by the Quantity field value from the source document.
Tare Weight	Specifies the calculated difference between the Calculated Gross Weight and the Net Weight field values.
Calculated Volume	Specifies the calculated volume of the items from the Transport Requests page.
Temperature	Specifies the required transport temperature for the items.
Ship-to Post Code	Specifies the postal code of the shipping address.
Delivery Date	Specifies the delivery date of the items.
Delivery Time	Specifies the delivery time of the items.
Delivery Starting Time	Specifies the earliest time when the customer is ready to start receiving the items.
Delivery Ending Time	Specifies the latest time by which the customer must finish receiving the items.
Pickup Date	Specifies the date when the items are scheduled to be picked up.
Pickup Staring Time	Specifies the earliest time when the pickup of the items can begin.
Pickup Ending Time	Specifies the latest time by which the pickup of the items must be completed.
Stop Sequence No.	Specifies the stop sequence, defining the truck’s loading or unloading order.
Source Document Lines	Specifies the number of order lines combined in the request.
Shipment Method Code	Specifies the code assigned for the method of shipment.
Shipping Agent (Source)	Specifies the shipping agent, pulled from the source document.
Error	Specifies if an error occurred during floor space calculations due to an incomplete setup. If an error occurred, select Yes to view the message.
Instruction Available	Specifies whether instruction notes are linked to the request from the Transport Requests page.
Pickup Time	Specifies the time when the goods were picked up for delivery, which is used as a reference in the proof of delivery process. This field is visible only when the Aptean POD Integration Connector is installed and can be added through personalization.

When selecting multiple lines on the Transport Planning page with the same Shipping Agent (Source) field value, the Shipping Agent field value is automatically updated on the Create Transport Order page.

When selecting multiple lines on the Transport Planning page with different Shipping Agent (Source) field values, the Shipping Agent field value must be selected manually on the Create Transport Order page.

When selecting multiple lines on the Transport Planning page with the same Location Code field value across all stops, the Location Code field value is automatically updated on the Create Transport Order page.

When selecting lines with different Location Code field values across stops, the Location Code field value is left empty and must be entered manually on the Create Transport Order page.

Select the required Transport Planning from the list.

All Transport Requests are shown on the Transport Planning page.

The following functions that can be executed on the Transport Planning page are also available on the Transport Requests page via the order and are already explained in the Transport Requests.

Change status
Add instructions
View Change Log Entries

Any changes to field values on the transport planning line are automatically saved on the related Transport Order page, which opens when you select the Transport Order No. field without requiring you to leave the selected record on the Transport Planning page.

Stop Sequence No.
Temperature
Shipment Time
Delivery Date
Delivery Time
To Plan/Planned EUR
To Plan/Planned BLK
To Plan/Planned NA
To Plan/Planned APAC
Pick-up No.
Pick-up Name
Pick-up Country/Region Code
Pick-up Address
Pick-up City
Ship-to Address
Ship-to Name
Ship-to City
Ship-to Country/Region Code

FactBoxes

Ship-to Address FactBox

The Ship-to Address FactBox provides detailed insights into the shipping address of the transport request. The displayed information varies based on the type of order:

Type of the document	Description
Sales Orders	Details of the shipping address of the relevant sales order are displayed.
Sales Return Orders	Details of the warehouse location of the inventory are displayed.
Purchase Orders	Details of the warehouse location selected as the ship-to location are displayed.
Purchase Return Orders	Details of the address of the relevant vendor are displayed.
Transfer Orders	Details of the warehouse location selected as transfer-to location are displayed.

If the warehouse location is not specified on the document, the system will consider the location specified in the Location Code field on the Company Information page.

The Ship-to Address FactBox displays the following information:

Field	Description
Ship-to No.	Specifies the code that identifies the shipping address. This field is visible only when personalized.
Ship-to Name	Specifies the name of the relevant customer, vendor or location associated with the documents.
Ship-to Address	Specifies the primary shipping address.
Ship-to Address 2	Specifies the address 2 of the shipping address. This field is visible only when personalized.
Ship-to Post Code	Specifies the postal code of the shipping address.
Ship-to City	Specifies the city name of the shipping address.
Ship-to State	Specifies the state name of the shipping address. This field is visible only when personalized.
Ship-to Country	Specifies the country name of the shipping address.

Pick-up Address FactBox

The Pick-up Address FactBox provides detailed insights into the picking-up address of the transport request. The displayed information varies based on the type of order:

Sales Orders and Sales Return Orders - Details of the warehouse location of the inventory are displayed.
Purchase Orders and Purchase Return Orders – Details of the address of the relevant vendor are displayed.
Transfer Orders - Details of the warehouse location selected as transfer-from location.

If the warehouse location is not specified on the document, the system will consider the location specified in the Location Code field on the Company Information page.

The Pick-up Address FactBox displays the following information:

Field	Description
Pick-up Name	Specifies the name of the relevant vendor or location associated with the documents.
Pick-up Address	Specifies the primary address of the picking up address.
Pick-up Address 2	Specifies the address 2 of the picking up address. This field is visible only when personalized.
Pick-up Post Code	Specifies the postal code of the picking-up address.
Pick-up City	Specifies the city name of the picking-up address.
Pick-up State	Specifies the state name of the picking-up address. This field is visible only when personalized.
Pick-up Country	Specifies the country name of the picking-up address.

Address handling scenarios for sales and purchase return orders

The system determines the appropriate addresses to print for sales and purchase return orders based on predefined rules.

Sales return orders

Sales return orders are updated with the pick-up and ship-to addresses based on the following hierarchy:

Pick-up Address Scenarios

If the Ship-to Code field value on the associated Sales Order page contains a value, the corresponding address is printed.
If the Ship-to Code field value is blank, then the customer address from the associated Customer Card page is printed.
If both the Ship-to Code field value and customer address are blank, no address is printed.

Ship-to Address Scenarios

If the Location Code field value on the sales order line is available, the related address is printed.
If the Location Code field value is blank, then the company address from the selected company is printed.
If both the Location Code field value and company address are blank, no address is printed.

Purchase return orders

Purchase return orders are updated with the pick-up and ship-to addresses as follows:

The pick-up address is updated from the warehouse location of the associated location card.
The ship-to address is updated from the vendor address of the associated vendor card.

These rules also apply when executing the Get Posted Lines to Reverse and Copy Document actions on the Purchase Return Order page.

Estimated totals for selected lines

On the Transport Planning page, it is possible to see what the total estimated transport floor space is (per Floor Space Type) for the selected transport requests.

Select the context menu of the required record.
Choose Select More.
Select any number of Transport Request(s).

The total estimated weight, volume, and floor space are shown for all selected Transport requests. This information will help the planner to estimate and organize which Transport Requests should be assigned to a specific Transport Order.

The values that are set as floor space types on the Transport Setup page are presented here as fields.

Edit transport line

It is possible to change data of a Transport Request, (possibly) overwriting data from the source document. Also, when helpful in preparing the Transport order, new data can be added to the request.

On the action bar, select the Edit List.
Only Transport Request with the status 'In progress' or 'Planned' can be edited. For more information on changing statuses, see Change status of Transport Request(s).
Enter the required information in the following fields:

Field	Description
Trip No.	Specifies the code used to assign specific document lines to separate transport requests. Upon release of the document, a separate transport request will be created for each unique combination of Location Code, Shipment Date, and Trip No. field values. This applies only if transport is required for the document, as determined by the Shipment Method Code field value.
New Trip No.	Specifies the value to be used as the Trip No. field value for the transport request to which the selected lines will be moved. The source document lines will be updated with this new Trip No. field value.
Item No.	Specifies the number of an item.
Description	Specifies a description of the item to be sold.
Outstanding Quantity	Specifies the outstanding quantity of the item.
Unit of Measure Code	Specifies how each unit of the item or resource is measured, such as in pieces or hours. By default, the value in the Base Unit of Measure field on the item or resource card is used.
Transport Floor Space	Specifies the transport floor space type used for the item on the document line.
Calculated Transport Floor Space	Specifies the calculated floor space type for the item on the document line.
Planned Transport Floor Space	Specifies the planned calculated floor space type for the item on the document line.
Calculated Gross Weight	Specifies the value derived by multiplying the Gross Weight field value on the Item Card page by the Quantity field value from the source document.
Net Weight	Specifies the value derived by multiplying the Net Weight field value on the Item Card page by the Quantity field value from the source document.
Tare Weight	Specifies the calculated difference between the Calculated Gross Weight and the Net Weight field values.
Calculated Volume	Specifies the calculated volume of the item on the document line.

Split transport request function

The Split Transport Request function is used to remove a specific line from the Transport Request that was created from multiple lines. This page contains the information such as Trip No., Calculated and Planned Transport Floor Space, Calculated Weight, and Calculated Volume.

On the Transport Planning list page, select the required record.
On the action bar, select Split Transport Request.
The Split Transport Request page opens only if:
i) One Transport Request is selected.
ii) The Status of the selected Transport Request is In Progress or New.

You can also view the Estimated Totals section with Original Calculated, Original to Plan, New Calculated and New to Plan values.

Field	Description
Original Calculated	Shows the total Weight, Volume, and Floor Space Type of the Transport Request lines for which the New Trip No. is not assigned.
Original to Plan	Shows the required Floor Space Type of the Transport Request enabling the Transport Planner to plan for the transport. This provides the actual number of transport units required to transport the items based on the Floor Space Type values in the Original Calculated section.
New Calculated	Shows the new Weight, Volume, and Floor Space Type of the Transport Request lines to which a New Trip No. is assigned.
New to Plan	Shows the required Floor Space Type value of the Transport Request line after a New Trip No. is assigned to it. This provides the actual number of transport units required to transport the items based on the Floor Space Type values in the New Calculated section.

Create new trip function

You can modify the Trip No. of the order line from which the Transport Request is generated similarly as in order page. When you enter an existing Trip No. to an order line with all the other keys as same, then the line will merge into the existing Transport Request, otherwise it will create a new Transport Request.
When you create a Transport Request with multiple lines, you can remove any required line from the Transport Request by changing the Trip No. value.

On the Split Transport Request page, select the context menu of the required record.
In the New Trip No. field, enter the desired code.
If the existing Trip No. is used, it will combine with the same record if all the other field values match.
If a new Trip No. is used, a new line will be created.
The Floor Space Type, Weight, and Volume values in the Estimated Totals section are updated according to the values assigned in the New Trip No. field.
On the action bar, select Create New Trip.
Click Ok to the confirmation message. The Transport Request is created as per the new trip no.

Accept function

When the planner has reviewed transport requests that were marked as 'Changed' or 'Deleted', he/she can accept the changes with the 'Accept' function. This function accepts the selected lines that are marked as Changed and deletes the lines that are marked as Deleted. The field 'Date and Time Accepted' in the Transport Request Change Log entries will be registered.

Select the context menu of the required record.
Choose Select More.
Select any number of Transport Request(s) for which the checkbox 'Deleted' or 'Changed' is enabled.
On the action bar, select Accept. The checkbox 'Changed' is disabled. Transport requests with the checkbox 'Deleted' enabled are deleted by the Accept function.
Select View Change Log Entries.

By default, a filter is set with an empty 'Date and time accepted' field. Clear the filter to see the date and time accepted.

The 'Date and Time Accepted' field is now registered.

Create transport order

After the planner has adjusted the transport order line as desired, it is possible to turn it into a transport order. The planner can combine multiple transport order lines into a transport order, based on for example the date/location/number of pallets.

It is possible to filter and add all transport planning lines with the same Transport Route Code into one transport order.

You can also create a transport order, filtering the lines with Transport Route Code, Location Code, and Shipment Date. With the Consolidate per Route toggle turned on, for each route, a user can create one consolidated transport order. When this toggle is turned off, separate transport order documents are created for each source document.

Warehouse shipment(s) can also be created at the same time, from this page, when Create Warehouse Shipment toggle is turned on.

Select the context menu of the required record.
Choose Select More.
Select any number of Transport Request(s).
On the action bar, select Create Transport Order.
Select Use Report Filters on Source Lines field to disregard the selected lines and consider only the filters.
Select the Shipping Agent.

You can select any Shipping Agent regardless of its association with a vendor. It is possible to create a Transport Order with the Shipping Agent that is not configured with the vendor.
Select the Transport Route Code.
Select the Transport Date. Double select any date in the calendar to select the Transport Date.

When the system identifies the applicable transport route based on the selected shipping agent and transport date, it automatically inherits certain transport route details, such as driver information, truck and trailer details, and loading sequence number, to the transport order that will be created. For this to occur, the selected transport date must fall within the specified starting and ending dates of the relevant transport route structure, which is also associated with the selected shipping agent code.
Turn on the Consolidate per Route toggle to create one transport order per route.
Turn on the Add to existing transport orders toggle to assign the transport request to the existing transport order. The system assigns the transport request only when the selected Transport Date and Route Code match the values specified on the existing transport order. This functionality works only if the Fixed toggle is turned off on the existing transport order to which the transport request is intended to be added.

This toggle is editable only when the Consolidate per Route toggle is turned on.

To manually assign the transport request to an existing transport order, see Add to Transport Order.

Turn on the Create Warehouse Shipment(s) toggle to create warehouse shipment(s) at the same time.
Turn on the Include Sales Return Orders and Include Purchase Return Orders toggles to add the transport requests from sales and purchase return orders to the newly created transport order. If these toggles are turned off, even if the transport requests from sales and purchase return orders are selected while executing the Create Transport Order action, they will not be included in the newly created transport order.
Under General Filters, enter the following:
- Location Code
- Shipment Date
- Route Code
If Create Warehouse Shipment(s) toggle is turned on, under Warehouse Shipment Options enter the following extra information:
- Consolidate per Route
- Location Code
- Sorting Method
- Assign Shipment Date
Select OK.

A transport order is now created containing the selected transport requests.

Add to Transport Order

You can manually assign transport requests to an existing transport order only if the Fixed toggle is turned off on the existing transport order to which the transport request is intended to be added.

To manually assign transport requests, follow these steps:

On the Transport Planning page, select the transport request that you want to assign.

Transport requests with the status as New, In Progress, or Changed should be selected.

On the action bar, select Add to Transport Order.
The Add to Transport Order page opens.
In the Transport Order No. field, select the dropdown to view the list of transport orders.
Only transport orders that have the Fixed toggle turned off will be filtered and displayed in the list.
Select the relevant transport order.

If the transport request has a different route code than the selected transport order, the Route Code field in the transport order becomes blank after this process, turning on the Multiple Routes toggle.

Select OK.

Create warehouse shipment

The Create Warehouse Shipment report allows you to create warehouse shipment documents based on the transport routes i.e., the location code, route code, and shipment date.

With the Consolidate per Route toggle turned on, for each route, you can create one consolidated warehouse shipment document. When this toggle is turned off, separate warehouse shipment documents are created for each source document.