Job

The job page shows one job: its header, the work orders it groups, and what belongs to the job as a whole, such as its documents and comments. Its title is the job reference.

To open a job, select its job reference on the Jobs page or on one of its work orders. On a phone, see Job in the mobile app.

Job header

The header shows the job’s details. Which fields appear depends on the workflow.

Field	Shows
Workflow	The workflow of the job.
Job ID	The job’s number in TrakIT.
WO Count	The number of work orders, plus the number cancelled, for example 3 (+1 cancelled).
Customer, Shipper, Receiver	The entities. Select the information icon to see an entity’s details.
Total Weight, Total Volume	The totals of the work orders, in kilograms and cubic metres.
Job Type, Cargo Type, Commodity, Incoterms	The job’s details.
Quotation	The quotation linked to the job. Select it to open the quotation.
Workflow Serial	The job’s serial number in its workflow, if it has one.

Below the fields, the page shows when the job was created.

Above the header:

• Finance opens the job’s finance page in a new tab. It appears only if the workflow has finance.
• The share icon (Share Job Link) shares or copies the link to the job.
• Tags label the job. To add one, type a tag of at least 3 characters in Add a Tag and press Enter, or choose one of the suggestions; to remove one, select the cross next to it. You can change tags if your role can create or update work orders.

Link a quotation

1. Select the pencil icon next to Quotation.
2. In Link to Quotation, choose the quotation in Select Quotation.
3. Select Save.

Linking only records the quotation on the job and its work orders: it copies no accounts into the job’s finance, and the job does not appear on the quotation’s Jobs tab. To bring the quotation’s prices into the finance, see Turn the quotation into a job.

Work Orders tab

The Work Orders tab lists the job’s work orders. The columns are set up for your company.

• Select a work order ID to open the work order.
• A container number opens the container’s details in a new tab. An amber warning icon next to it means the number is not valid for the workflow.
• Cancelled work orders are shown in pink, and closed ones in grey.
• The copy icon in the heading of the container, weight and work order ID columns copies the whole column.

If you do not have access to some of the job’s work orders, the list does not show them, and a note says so below it.

To narrow the list, use the Filters panel, then select Search. By default it shows all work orders except cancelled ones; Reset goes back to that.

Filter	Finds
WO Status	Active, Abandoned, Cancelled or Closed.
Services	Work orders with the selected services, if the job has more than one.
Entity Type	Work orders with a given transporter, return transporter, bond agent or clearing agent. Choose the type, then the entity.
Completed Event	Work orders where the event is completed, between two dates if you enter them. NA Status includes only the events marked not applicable (NA Only), or leaves them out (Exclude NA).
Not Completed Event	Work orders where the event is not completed yet.
Data	Work orders where a data field matches. Search Mode can be Partial Match, Exact Match, Not Like, Empty, Not Empty, Number Range or Date Range.
Multi-Value Search	A list of up to 100 Container numbers or Workorder ID numbers.

To export the list to an Excel file with the same columns, select Export.

Change several work orders at once

1. Select the checkbox of each work order to change. To select a range, select the first one, then hold Shift and select the last one. The icon in the heading selects all or none.
2. Select Action….
3. In Modify Workorders, choose the action in Select Action, and fill in what it asks for.
4. Select Submit.

Action	What it does
Close Workorders	Closes the work orders.
Cancel Workorders	Cancels the work orders. Choose a Reason and enter the Reason Details.
Re-Open Workorders	Re-opens the work orders.
Change entity type	Sets the transporter, return transporter, bond agent, clearing agent or carrier of the work orders. To clear it instead, select Remove.
Change Load Type	Sets the load type code. Select ? to choose it from a list.
Update Container Numbers	Sets the container numbers, in the order of the selected work orders. Enter one number per work order, separated by commas, semicolons or new lines. Select Allow containers from other jobs to use containers that are already in other jobs.
Add Service(s), Remove Service(s), Change Service(s)	Adds, removes or changes the services of the work orders. TrakIT then resets each work order so that its events and data match its services, keeping the values already entered. This needs the Reset permission, and a service the workflow requires cannot be removed.

Closed and cancelled work orders cannot be changed, except to re-open them. For most actions, if some work orders cannot be changed, TrakIT changes the others and lists the ones it skipped. A service change is all or nothing: if one work order fails, none is changed.

Documents tab

The Documents tab lists the documents attached to the job as a whole, and the job’s document checklist. Documents added to one work order appear only on that work order. Documents you add here are for the whole job. Otherwise you add, email and manage documents the same way as on a work order: see Documents.

Items tab

If the workflow uses warehouse items, the Items tab lists the items of all the job’s work orders, with their quantity, weight, volume and whether they are committed, and totals at the bottom. Select Export to download the list as an Excel file.

Tracking tab

If your company has set up carrier tracking, the Tracking tab shows what the shipping lines report about the job’s containers: the port of discharge, the arrival time and the latest events. The tab appears when one of the job’s active work orders has a container number and a carrier whose Shipping Line (SCAC) is tracked, or when the job has been looked up before.

TrakIT looks the job up with each carrier on a schedule, by its transport document, booking or container numbers. For each carrier, the top of the tab shows the tracking status, which reference found the job, when it was last looked up and when it will be next, and the last error, if any.

Status	Means
Tracking	The job is looked up on the schedule.
Done	Tracking has stopped: the job has no active container work orders with this carrier, or its containers arrived some time ago.
Not found	The carrier did not recognise the job after several tries. TrakIT looks it up once a day.

The list shows one row per container:

Column	Shows
Container	The container number. Containers the carrier reports that are not in this job are grey, with the note Not in this job.
Carrier	The shipping line.
POL, Port of Discharge	The port of loading and the port of discharge.
Arrival	When the container arrived (ATA), or else when it is expected: ETA for an estimate, PLN for a planned time.
Vessel / Voyage	The vessel and voyage.
Last Event	The latest event the carrier reported, with its place and time.
Note	For example No container events from the carrier. A note in red means TrakIT could not update a work order field.

Times are in your time zone. Select a container to see, in Carrier Events, all the events the carrier sent for it, newest first. Depending on how carrier tracking is set up, TrakIT also copies values such as the arrival time and the port of discharge into the work orders’ fields.

To look the job up straight away, select Track now. You can do this once every 5 minutes for a job, unless you are a system administrator. It also starts tracking again for a job that is Done or Not found.

Comments tab

The Comments tab holds the job’s comments. They are the same comments as on each of the job’s work orders: see Comments.

Audit Log tab

The Audit Log tab lists the changes made to the job and its work orders. It appears only if your role can view the audit log.

Who can use this page

Your role needs these permissions in the Work Orders section:

Permission	Allows you to
Read	Open the page.
Update, Close/Cancel or Re-open	Select work orders and use Action…. Changing entities and the load type needs Update; closing and cancelling need Close/Cancel; re-opening needs Re-open; changing services also needs Reset.
Export	Export the work order list.
View Document List	See the Documents tab’s documents.
Update Events & Data	Select Track now on the Tracking tab.
View Comments, Add Comments	See and add comments.
View Audit Log	See the Audit Log tab.