Shipping Instructions Help

Table of Contents


Updates

The following are version updates to Shipping Instructions:

Date    Ver Description
08/29/98 1.0
  • Original release
  • Basic Carload shipments
11/13/98 2.0
  • Basic Intermodal shipments
  • Repeat Pattern
  • Equipment Import
  • Added date and time to Display,
    Summary and Export
02/16/99 3.0
  • Grain shipments
  • Free-form text increased size
  • Tariff information expanded
  • Added Summary page export and delete
04/22/99 3.1
  • Text Print for single Shipping Instruction
  • Updated Shipping Instructions Export
    to match functionality of Summary Export
06/24/99 4.0
  • Carload Hazardous shipments
  • Text Print for multiple Shipping Instructions
  • Export for multiple Shipping Instructions
11/10/99 5.0
  • Protective Service
  • Revenue Empties
04/25/00 6.0
  • Customs, Inbond, Import/Export
  • Idler Cars
  • Reverse Routing
  • Additional Special Handling Instructions
  • Stop-Offs
  • Non-Revenue Loads
  • Quick Print
08/23/2000 7.0
  • Fumigation information for Grain

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General Information

You can create and transmit new shipping instructions and see the status of existing shipping instructions in BNSF's waybilling system. New shipping instructions are created for transmission to BNSF by selecting patterns that are already built for you based on your company's shipment history with BNSF. This tool was developed so that you can quickly and accurately select information with a minimal number of keystrokes.

Once you have created or transmitted your shipping instruction document, you can check its status by selecting the summary option from the main menu. Upon receipt, BNSF will generate a transportation waybill that contains operating instructions for the movement of your shipment.

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Main Menu

  • Carload, Intermodal, Grain, or Carload Haz: Click on 'Carload', 'Intermodal', 'Grain', or 'Carload Haz' to create a new shipping instruction from a pattern. Patterns are based on shipments that have previously been made. These four options will appear based on the type of shipments you make with BNSF; therefore, they may not all apear on the menu.
  • Summary: Click on 'Summary' to view the status of your shipping instructions. You may also open for edit, export, print, delete, and transmit documents from this option.
  • Track List: Click on 'Track List' to retrieve a list of equipment from which to select for your shipping instructions. One or many pieces of equipment may be selected for each shipping instruction. This feature is intended to minimize data entry and the resulting errors that may occur when keying in equipment IDs.
  • Help: Click on 'Help' to search through the Table of Help Contents. On-line help is available for each page within Shipping Instructions. If you cannot find help to your problem, contact BNSF directly via email at edi@bnsf.com.

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Carload, Intermodal, Grain, or Carload Haz (Pattern Search)

To retrieve a pattern for a shipment that has previously been made select the parameters applicable to the shipment from the options presented to you. After selecting each option from the list box click on the [Pattern Search] button. Continue to do this until you are presented with the Shipping Instruction Entry page.

To create a shipping instruction for a new shipment that has not previously been made, select Default Pattern from the top of your pattern search page. Default Pattern may be selected before or after selecting additional parameters such as destination. The parameters selected will be populated on your default pattern. Fields (except shipper and origin) within the Shipping Instructions Entry form may be modified prior to transmission. In order to modify shipper name and origin station, you will need to contact BNSF's Electronic Commerce Team at edi@bnsf.com.

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Shipping Instructions Entry

The Shipping Instructions Entry page displays pattern information based on the criteria you selected in Pattern Search. You may navigate through the fields by either using your tab key or by moving your cursor to the desired field and clicking your mouse button. Fields required for a complete shipping instruction are labeled with italicized green text.

If you were set up with automatic bill of lading number generation by BNSF, your bill of lading numbers will be generated for you. If you would like to change the number, simply delete the existing number and key in the new number. If you no longer want automatic generation please contact BNSF at edi@bnsf.com.

All information required to create a complete document is generally displayed except for Equipment. You may key in the Equipment ID, but in order to ensure quality data, we recommend using Track List to select your equipment IDs. To use Track List select the Track List option at the top of your page to select equipment that is currently in your industry track list. One or more pieces of equipment may be selected for your shipping instruction. Information related to each equipment ID such as seal numbers and dunnage may be entered by selecting the Equipment option at the top of your page.

If you are creating a shipping instruction for a new movement, you may modify the pattern data by deleting the information currently displayed and entering the new information. In order to modify Shipper name and Origin station, you will need to contact BNSF's Electronic Commerce Team at edi@bnsf.com. To modify business partners or routing information select those categories from the top of the entry page. At any time prior to saving your shipping instruction you may go back to the original pattern data by clicking on the [Reset] button at the bottom of your page.

When you have completed your shipping instruction form you may click the [Save] button at the top or bottom of the page to verify and save your current document. The [Transmit] button will perform a verify prior to transmitting your document to BNSF. The [Reset] button will clear any changes you have made to the pattern and display the original pattern data.

If you wish to export the shipping instruction data in a comma delimited file for use in another system, select Export from the top of your page.

The Text Print option will display a fixed-length formatted print. You may then use your browser's print function to send the document to your printer.

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Save

The Save button saves the contents of the main entry page and then passes the Shipping Instruction document through the full set of validations. Use this button to make sure you have included all necessary information. Also, use this button to saved data on this page prior to branching to another entry page.

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Transmit

The Transmit button saves the document, verifies it and then transmits it if all validations pass.

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Track List

Track list displays all empty equipment currently in BNSF inventory which is assigned to your account. You may select one or more pieces of equipment for your shipping instruction by clicking on the box to the left of the equipment ID and clicking the [Save] button. To exit without saving, click the [Cancel] button.

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Track List Search

If you have equipment that is located in more than one track you may search by track number and load/empty status. To search select Shipper Name and Location (if there are more than one) and key in your track number. You may select all empties, all loads or both loads and empties from the load/empty drop down box. Once you have selected your criteria click on [Search]. This will bring up your previous page and display all equipment matching your search criteria. To exit without saving, click the [Cancel] button. The [Reset] button will clear any changes you have made to the Track List Search page and display the original data.

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Equipment Details

You may add, update or delete equipment for your shipping instruction. To add
one or more pieces of equipment enter the information for one car at a time under Add Equipment. If the car added is Idler, Click on the Idler? box. Click on the [Add] button to add each subsequent piece of equipment for multiple car shipments or unit train shipments. Equipment applied to your shipping instruction is displayed under Equipment on this Shipping Instructions Document. Update or Delete equipment by moving your cursor and clicking on the select box next to one or more select buttons and clicking the [Update] or [Delete] button.

If you wish to import a comma-delimited list of equipment into this shipping instruction, select the Import option at the top of the page. Another alternate method of inputting equipment is to use the Track List option.

When you are done making changes, click either the Entry Page option at the top of the page, or the [Done] button at the bottom of the page.

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Equipment Delete

This page displays the equipment that you have selected to delete. To complete the delete command, click the [Delete] button at the bottom of your page. If you want to cancel the delete command, click the [Cancel] button at the bottom of your page. Upon selecting delete or cancel you will be brought back to the Equipment Details page with a display of the equipment applied to the document.

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Equipment Import

This page provides a method for entering multiple pieces of equipment. You can enter multiple equipment initials and numbers with or without weights.

Example with weights:

    BN 123456 198000
    BN 123457 199000
    BN 123458 199000

Example without weights:

    ATSF 123456 
    ATSF 123457 
    ATSF 123458 

You can also cut and paste from other applications into the text area. Make sure that there is no data other than the initial, number and weight when pasting into this box. Before pressing the Import button, your data should be formatted in either one of the examples listed above.

If your data includes weights, check the box marked "Include Weight". Press the Import button and the equipment will be added to the bill.

Note about delimiters.

The above examples are "space" delimited. That is, there is a space between each field to be imported. You can use the comma or tab as delimiters if necessary.

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Partner Details

Partner Details should display all parties that apply to the Shipping Instruction.

Required partners are:

  • Shipper: The party that physically loads the shipment.
  • Consignee: The party that physically receives the shipment for unloading. (Unless Care-Of Party exists - See Care of Party)

Optional partners are:

  • Account of: Name of company who actually owns shipment. (Enter only if different than shipper)
  • Account of (Origin Party): Name of company who actually owns shipment at origin only. This company name is NOT where the shipment will be physically pickup by rail. (Enter only if different than shipper)
  • Account of (Destination Party): Name of company who owns shipment at destination only. This company would not be where the shipment will be unloaded. (Enter only if different that consignee)
  • Advise: Company to advised before car can be placed at industry. (This field is used generally used by grain shippers.)
  • Beneficial Owner: Name of company who actually owns shipment. (Enter only if different than shipper)
  • Care of: Name of company where shipment will be physically spotted for unloading. (Enter only if different than the consignee)
  • Certifying Party: Name of company certifying weight in compliance with Intermodal Safe Container Act.
  • Co-Loader: Name of the second industry where car will be spotted for complete loading of shipment. (This field is generally used by grain shippers)
  • Customs Broker: Name of broker handling international custom process.
  • Notify Cross-town: Name of party to be notified to perform cross-town delivery.
  • Notify Party: Name of company to be notified when shipment arrives at destination and is ready to be picked-up at our ramp facility.
  • Notify Party Shippers Order: Name of company to be notified when using Shippers Order bill of lading. (This field is generally used by grain shippers)
  • Order of: Order of company name when using Shipper Order bill of lading. (This field is generally used by grain shippers)
  • Pickup Party: Name of location where shipment is to be physically picked up by rail. Grain shippers generally enter the elevator in this field. (Enter only if different than the shipper)
  • Rule 11: This information is only required on Rule 11 shipments. Enter the name of the company who will be paying the Rule 11 beyond charges.
  • Ship From: Enter the name of the shipper at the actual or true origin but not the rail origin. Generally, this information is needed for shipments brought into the rail yard by truck.
  • Third Party Pay: Enter the name of the company who is responsible for paying the freight charges.
  • Ultimate Consignee: Enter the name of the company who will ultimately receive the shipment. The shipment is generally trucked to this location. (Enter only if different than the consignee)

All business partners may be modified except for Shipper. Shipper name is populated during pattern selection and cannot be modified. If you need to modify or add a new Shipper name please contact BNSF's Electronic Commerce Team at edi@bnsf.com.

To add a new business partner, click on the [Add] button. When adding partners provide complete address information. To update a business partner, select one business partner and click the [Update] button. To delete one or more business partners select each record to delete and click the [Delete] button. The [Reset] button will remove your selections from the check boxes.

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Partner Add

To add a new partner select the partner type from the options list by clicking on the down arrow next to the Partner Type field. Type the partner's business name and complete address. Add the partner's phone number with area code and click on the [Save] button. To exit without saving click the [Cancel] button. Clicking on the [Reset] button will clear the information you have entered in this page and allow you to type in new information.

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Partner Update

To update or modify information related to a business partner move your cursor to the field that needs updating, delete the incorrect information and key in the correct information. Click on the [Save] button to preserve the information you have entered. To exit without saving, click the [Cancel] button. Clicking on the [Reset] button will clear the information you have entered in this page and allow you to type in new information.

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Partner Delete

This page will display all business partners that have been selected to delete. To complete the delete command, click the [delete] button at the bottom of your page. If you want to cancel the delete command, click the [cancel] button at the bottom of your page. Upon selecting delete or cancel you will be brought back to the Business Partners Display page showing the business partners applied to the document.

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Route Details

You may enter or modify route information for your shipping instruction by entering the appropriate road(s) and junction(s) abbreviations on the form. To search for proper road and junction abbreviations select the Junction Road option from the top of the page. This page allows you to change the rail destination for your shipping instructions. You may not modify the origin road of BNSF.

When you have completed your changes press the [Save] button. To exit without saving, click the [Cancel] button. The [Reset] button will clear any changes you have made to the route details page and display the original data.

Reverse Route Details

To indicate routing for an empty reverse route, you must enter the correct Destination Consignee, Destination City, and Destination State. If the Rail Route will be different that the original loaded move, you must also indicate the changes on this page and Click on [Save]. To back out of this page without saving, Click on the [Cancel] button.

When you have completed your changes press the [Save] button. To exit without saving, click the [Cancel] button. The [Reset] button will clear any changes you have made to the route details page and display the original data.

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Road/Junction Selection

To ensure proper spellings of road and junction abbreviations you may search the road and junction files at BNSF. To search for a junction or road abbreviation, enter a full or partial name and click on [Search]. Search results will show up on the bottom half of your page. To review the entire list of responses for your search click on the down arrow button next to the box containing the junction and road. To select a junction and road for your shipping instruction click the [Save] button. This will automatically populate the information in the Route Details page and return you to that page. To exit without saving, click the [Cancel] button. The [Reset] button will clear any changes you have made to the Route Junction/Road Selection page and display the original data.

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Customs Information

If you select Customs Info from the Misc. drop-down box, the Customs Infromation page will display. After the appropriate data has been added. Click on [Save] button. From this page you may select to go to the US Ocean Imports page, the US Ocean Export page, Inbond page or Export License by clicking on your choice at the top of the page. After adding the data to be applied for that Shipping Instruction, click on [Save]. To remove data you have added, click on [Reset]. To back out of each page without saving the data, click on [Cancel].

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Stop Offs

You may indicate up to six Stop-Offs per Shipping Instruction. After the correct information has been added on the Stop-Off page, Click on [Save]. To delete a Stop-Off that has been saved as part of the Shipping Instruction, Click on the Delete radio button for that Stop-Off. To remove data you have added, click on [Reset]. To back out the Stop-Off page without saving the data, click on [Cancel].

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Special Handling

To add up to six Special Handling Instructions on a Shipping Instruction make your selections from the drop-down boxes on the Special Handling page and click on [Save]. To cancel your selections without saving, Click on the [Cancel] button.

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Protective Service

Make the appropriate selections from the drop-down boxes displayed and click on [Save]. To cancel your selections without saving, Click on the [Cancel] button.

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Hazardous Details

Your shipping instruction will have the HMR Code (STCC number) displayed at the top of the Hazardous Carload Entry page. If the shipping instruction you selected is for an empty move, the residue indicator will also be checked. Click on 'Hazardous' to view the detail for this shipping instruction. Fields on this page will be populated for you based on the HMR Code on the selected shipping instruction. The mandatory fields are indicated by italicized green text. If any of these fields are blank, you must add the correct information here. You may make changes to other fields here if the information shown is incorrect. When you are through making additions and changes, click on the [Save] button before moving to another screen. To exit without saving, click on the [Cancel] button. The [Reset] button will clear any changes you have made to the Hazardous Details page and display the original data.

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Hazardous Canadian Details

If your shipment crosses the Canadian border, you may need to include additional shipping information. To do so, click on 'Canadian Hazardous Detail'. There are additional fields here that may need to be completed. If an ERP # and Telephone number are required, they may be added to the shipping instruction on this page. When you are through, click on the [Save] button before returning to the entry page. If you wish to exit without saving, click on the [Cancel] button. The [Reset] button will clear any information you have added to this page and display the original data.

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Hazardous PSN Selection

When you click on 'Hazardous', a PSN Selection page will be displayed if there are multiple Proper Shipping Names for the STCC on your Shipping Instruction and one has not been pre-selected. Select the correct PSN and click on [Save]. Click [Cancel] to return to the Entry page.

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Export

Pressing the Export button will display information from the bill in a comma delimited file. You can copy and paste this data into your other applications (such as a word processor). If you would like a copy of the export mapping, contact a BNSF employee at 800-809-2673 opt.4, opt 4.

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Text Print

Use this page to override the default title and/or to override the default number of lines per page that will appear on a text-only Shipping Instructions print. By default, the title for the print will be the shipper name for the Shipping Instruction.

Click the "Continue" button to see a text-only copy of the Shipping Instruction. The resulting page can then be printed by clicking the printer icon or by selecting File | Print from your browser's menu bar.

To eliminate the steps described above and move directly to the Shipping Instructions print, click on the Quick Print button. To print this text, click on your browser's Print icon.

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Repeat Pattern

This option allows you to continue using the current pattern for multiple bills. The current bill must be in a "Not Transmitted" status before using this option. When finished working with the current bill, press Save. The bill will be Saved and validated. If the bill passes all validations, the status will change from Incomplete to Not Transmitted. To begin another bill with the same pattern, press Repeat Pattern. The original pattern will be loaded for creating another bill. Please note that if you change any patterned data (for example Consignee name or route ) it will not be displayed using the Repeat Pattern feature. Only data from the original pattern will be displayed using Repeat Pattern.

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Verification Errors

This page displays the errors that must be corrected prior to transmitting the shipping instruction to BNSF. The most typical error is a required field that has not been populated on the Shipping Instructions entry page. From this page note the items that must be corrected, then select the Entry Page option from the top of your page. This will bring you back to the entry page and allow you to correct the errors and save or transmit the document.

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Transmit

You may transmit one or more shipping instructions that you have saved and not yet transmitted. Shipping instructions must be in "Not Transmitted" status before you may transmit them. Click the [Cancel] button to return to the previous page without transmitting.

Column Definitions

  • Lead Car: the car initial and number of your single car shipment or lead car initial and number for your multiple car or unit train shipment.
  • BOL Number: the bill of lading number for your shipping instruction.
  • Date: the date BNSF received your shipping instruction.
  • Destination: the rail station specified in the shipping instruction as for final rail delivery.
  • Status: the current condition of the shipping instruction. Also see the status list.
  • WB Number: the waybill number this shipment is moving on.

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Summary

This page displays a summary list of Shipping Instructions that you have recently created in the system. You may shorten the list either by deleting selected records or by specifying new search criteria using the Summary Search page.

Entries that appear on this page are color coded as follows:
Not Transmitted Status
Accepted Status
Pending Status (Transmitted or Delivered)
Rejected Status
For a more detailed description of the statuses, see Status Descriptions.

Button Functionality

  • Open: Opens a selected record for editing. Record must be in Not Transmitted or Rejected status to be opened.
  • Status: View status details for selected record.
  • Transmit: Transmit a selected record. Record must be in Not Transmitted status.
  • Transmit All: Transmit all records currently in a Not Transmitted status. No selection is required.
  • Exp-Detail: Export all selected records in a comma-delimited format.
  • Exp-Summary: Export summary information (what is shown on this page) for all selected records in a comma-delimited format.
  • Text Print/Quick Print: Output the selected records in a format suitable for printing.
  • Delete: Deletes all selected records so long as the record status is Not Transmitted, Accepted-824 or Rejected.
  • Reset: Clears the check mark from all selected records.

Status Descriptions

  • Not Transmitted: The shipping instruction is verified and ready to transmit.
  • Transmitted: The shipping instruction has been submitted but not yet acknowledged by BNSF
  • Delivered: The shipping instruction has been received but not yet acknowledged by BNSF
  • Accepted - 997: The shipping instruction has passed EDI edits at BNSF and will be sent to the waybill system
  • Accepted - 824: A waybill has been created at BNSF. You should see a waybill number for your shipping instruction.
  • Accepted with Error - 997: The shipping instruction contained EDI errors and will be sent to the waybill system.
  • Accepted with Error - 824: A waybill was created at BNSF. Errors can be viewed by clicking on [Status]. You do not need to retransmit the document.
  • Rejected - 997: The shipping instruction did not pass EDI edits and will not be sent to the waybill system. You should select the document and click on [Open]. Then press [Transmit] to retransmit the shipping instruction. If you continue to receive this error, contact a BNSF employee at 800-809-2673 opt. 4, opt. 4.
  • Rejected - 824: A waybill was not created at BNSF. Errors can be viewed by clicking on [Status]. After viewing the errors, return to the Summary page and select the document in error. Click on [Open] and correct the fields in error. Then press [Transmit] to retransmit the shipping instruction. If you continue to receive this error, contact a BNSF employee at 800-809-2673 opt. 4, opt. 4.

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Summary Search

You may search for previously created shipping instructions by using one or more of the criteria presented. Once you have selected or entered each of the parameters defining your search, click on the [Search] button. You will be brought back to the Shipping Instruction Summary page containing only those documents matching your criteria. The [Reset] button will clear any changes you have made to the Shipment Information Summary Search page and display the original data.

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Status Details

Status Details displays pertinent information about your shipping instruction. Following is a list of Status Detail column definitions:

  • Mailbox ID: Your unique trading partner identifier. Mailbox ID corresponds to your logon ID for Shipping Instructions with BNSF.
  • 404 Control #: The unique number for the Shipping Instruction being viewed; it is the number that is sent to BNSF in the EDI (404 Bill of Lading) transaction which is created and transmitted after you transmit your shipping instruction.
  • BoL Number: This corresponds to either the bill of lading number you assigned to the shipping instruction or the number that the Shipping Instructions system generated for your document.
  • Date: The date that BNSF received your shipping instruction.
  • Status: Current condition of the shipping instruction. Also see the status list.

The Shipment Exceptions section will display any errors associated with your shipping instruction. 824 Control # is the unique number for BNSF's EDI (824 Application Acknowledgement) document acknowledging your shipping instruction.

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