Yard inventory

The Yard Inventory page shows the containers that are in one container yard right now. You can see them on a plan of the yard’s stacks, or as a list with counts, filters and the details of each container’s last move. From the list you can link a container’s move to a work order, and you can place many containers in their stack positions at once from an Excel file.

To open it, select Yards > Inventory.

The yard’s zones and stack positions are set up under Admin > Masters > Warehouses & Yards: see Setting up warehousing. The moves that bring containers in, move them around and take them out are recorded on the Yard moves page and in the Device app.

Choose the yard

The list at the top lists the container yards of the companies you have access to that have at least one zone. System administrators see every container yard. TrakIT remembers the yard you chose. Select the arrows icon (Refresh) next to it to show the latest state of the yard.

If you have no container yard, the page says No Yards available. Please contact TrakIT Support for assistance.

The page has two views, Layout and Table View. Select one to switch; TrakIT remembers your choice. The buttons at the right are:

Import/Update, if your role can create yard moves: places containers in their stack positions from an Excel file. See Import or update yard positions.
App: opens the Device app, to record yard moves on a phone or tablet.

Layout

Layout draws the stacks of each zone of the yard, one block per tier: Tier 1 (Ground), then Tier 2 and up. In each tier, the bays run across (B01, B02 and so on) and the rows run down (R01, R02 and so on). Zones set up with No Positioning have no stack positions, so they are not drawn.

Next to each zone’s name, TrakIT counts the containers in its stacks, for example 3x20’ 2x40’.

Each box is a stack position:

Box	Means
Blue, with part of a number	A container that takes one bay. The box shows the last five characters of the container number; point to it to see the whole number.
Teal and twice as wide	A 40-foot container, which takes two bays.
Red stripes	A placement conflict: a 40-foot container whose second bay also holds a container. Both boxes are striped; point to the first to see both container numbers.
Plain, with no text	A free position. Point to it to see its position, for example B3-R1-T2.
Plain, without a border	A position that has been disabled.

Only the counts 20’ and 40’ are shown next to the zone name: a 40-foot container counts as 40’, and every other container, whatever its length, as 20’.

To print the layout, select Print. The printout shows the yard’s name, the time it was printed and the layout, in landscape.

Container details

Select a container on the layout to open Container Details:

Field	Shows
Position	The zone code and the position, for example Z1-B3-R1-T2.
Container	The container number. Select it to open the container in Container master, in a new tab.
Placed	How long ago the container was placed in this position.

Select Close to close it.

Table view

Table View lists the containers in the yard, with figures for the whole yard at the top.

Yard figures

The boxes at the top count all the containers in the yard, whatever the filters:

Box	Counts
Total	Every container in the yard.
Full, Empty	The full and the empty containers, from their last move.
Import Full, Export Full, Other Full	The full containers whose last move is an import, an export, or has another direction or none.
Alloc. Empty, Unalloc. Empty	The empty containers whose last move is linked to a work order, and those whose last move is not.

Each box splits its count by size:

20’: containers of 20 feet;
40’: containers longer than 20 feet;
Other: units without a container size, such as trucks, wagons and break-bulk;
All: the three together;
TEU: twenty-foot equivalent units, the 20’ count plus twice the 40’ count.

Select a count, other than TEU, to list those containers: TrakIT clears the filters and sets Full/Empty, Direction or WO Link, and Size to match.

Find containers

Select Filters to open the filter panel, if it is closed.
Enter or select the filters you need.
Select Search.

Reset clears the filters. TrakIT remembers your filters, except Type, for the next time you open the page.

Most filters look at the container’s last move:

Filter	Finds
Container	Any part of the container number.
Work Order	The containers whose last move is linked to this work order ID.
Job reference	Any part of the job reference of the work order linked to the last move. The label uses your company’s name for the job reference.
Zone	The containers in one zone of the yard.
Full/Empty	Empty Only or Full Only.
Direction	Import, Export or Other. A full container whose move has no direction counts as Other. An empty container never has a direction and shows -.
WO Link	Linked or Not Linked: whether the last move is linked to a work order.
Position	In Stack finds the containers placed in a stack. On Truck and In Zone find the containers that are in the yard without a stack position.
Mode	Truck or Rail: how the container travelled on its last move.
Size	20’, 30’, 40’, 45’, >=40’ (40 feet or more), Other (no container size) or Container Only (any container size).
Type	The exact four-character type code, for example `22G1`. Anything that is not four characters is ignored.
Executed By	Any part of the name of the user who recorded the last move.
Last Move	The kind of the last move, such as Gate-In, In-Stack or Stripping.
With Photos Only	The containers whose last move has photos.
Multi-Value Search	A list of up to 100 values of one kind, separated by commas, semicolons, tabs or new lines: Move ID, Container or Work Order ID. Container numbers must match in full. The icon next to the label clears the list.

The list

The heading counts the containers found and their TEU, for example Yard View - 125 Found (180 TEU). Here a container of 40 feet or more counts as 2 TEU, any other container as 1, and a unit without a container size as 0.

The list shows 20 containers per page, the most recently moved first. Select the copy icon in the Move ID, Container/Truck or Work Order heading to copy the values of that column on the page, one per line.

Column	Shows
Move ID	The container’s last move. Select it to open the yard move.
Container/Truck	The container number, or the number of a truck or other unit.
Type/Size	The type code and the length, for example 22G1 - 20’.
Work Order	The work order linked to the last move, which opens in a new tab. The pencil icon (Modify Work Order) links another work order: see Link a work order.
Job reference	The job of that work order, which opens in a new tab, or -. The label is set up for your company, for example T/D.
Workflow	The workflow of that work order.
Direction	Import, Export or Other.
Full/Empty	Full or Empty.
Last Move	The kind of the last move, for example Gate In or In Stack. The names differ slightly from those in the Last Move filter.
Vehicle	The vehicle number recorded on the last move.
Zone Name	The zone the container is in.
Position	The stack position, for example B3-R1-T2. A container without a stack position shows On Truck if its last move was a gate-in or an on-truck move, or In Zone otherwise.
Photos	The number of photos of the last move.
Executed	When the last move was carried out, in your time zone.
Executed By	Who recorded it.
Remarks	The remarks of the last move.

Export the list

Select Export to download the containers that match the filters, on all pages, as an Excel file. It has the move ID, container, time, type, size, move type, direction, full or empty, position, workflow, work order, job reference, zone, bay, row, tier, who recorded the move, the vehicle number and the remarks. The move ID, work order and job reference are links to TrakIT.

Link a work order

Each yard move can be linked to the work order of its container. To link a container’s last move to a work order, or to remove the link:

In Table View, find the container.
Select the pencil icon (Modify Work Order) in its Work Order column.
In Select Work Order, choose the work order, or Unlink Work Order to remove the link.
Select Update.

TrakIT says Work Order linked successfully or Work Order unlinked successfully.

Select Work Order lists the work orders the move can be linked to, newest first, with their WO ID, job reference, Created date, Workflow, Services, Carrier, Customer and Last Event. The work order linked now is already chosen. A work order is listed when:

it is for the same container number, and is active or abandoned;
its workflow uses this yard (it is ticked under Available Warehouses & Yards on the workflow’s Warehouses & Yards tab);
its workflow type matches the direction of the move, import or export, or is neither;
you have access to its workflow.

On some installations, the work orders offered follow other rules.

When you link a work order to a move that has been carried out, and the work order’s workflow has a yard move trigger for this kind of move, TrakIT fills the trigger’s event on the work order: see Yard Move Triggers in Setting up warehousing.

If the link cannot be made, TrakIT says Work Order linking error: followed by the reason, for example:

Cannot link to this Work Order: the work order is not for this container, or its workflow does not use this yard;
Cannot link to a closed or cancelled Work Order: choose an active or abandoned work order;
You do not have access to this Work Order’s workflow: choose a work order in one of your workflows.

Your installation can also have its own checks on linking and unlinking, which give their own reasons.

Import or update yard positions

Import/Update places containers in the stack positions of the selected yard from an Excel file: for example to load a yard’s stock when it starts using TrakIT, or to correct positions after a count.

Choose the yard at the top of the page.
Select Import/Update.
In Import/Update Yard Position, under Select Mode, choose:
- Import/Update all containers: place every container in the file;
- Update containers in Yard only: place only the containers that are already in a yard, and skip the others;
- Import new containers only: place only the containers that are not in a yard yet, and skip the others.
Under MS-Excel File Upload, choose the file.
Select Upload.

TrakIT says Excel Uploaded Successfully. You will receive import results by email. It then emails you the results: how many rows were updated and rejected, and for each row, Success or why it was rejected.

Only a system administrator’s import places containers: for any other user, every row is rejected with Permission Denied.

The Excel file

The file must be an Excel workbook (.xlsx) of 2 MB at most. TrakIT reads its first sheet. The first row holds the column headings, and the first column must be the container number:

Heading	What to enter
Container (or Cont Num, Cont No)	The container number. Required, in the first column.
Load Type (or Type, Type Code)	The four-character type code, for example `45G1`. `20` is read as `22G1` and `40` as `42G1`. Needed only for a container that is not yet in TrakIT.
Zone	The zone of the yard: its code, its name, or both as code - name.
Bay, Row, Tier (or B, R, T)	The position in the zone, as numbers without leading zeros, for example `3`, `1` and `2` for B3-R1-T2.

Headings are not case-sensitive. A container that is not yet in TrakIT is added to the Container master with its type code.

TrakIT places each row on its own, so a rejected row does not stop the others. Placing a container moves it out of any position it held before. The import records no yard move: the Table View shows the container’s last recorded move, if it has one.

Unless the yard is set up not to validate positions (Validate Position set to No), the position must also respect the stacking rules: for example, a 20-foot container above the ground needs a 20-foot container under it, and a 40-foot container needs the next bay free.

Message	What to do
Select a file to import, Selected file is empty	Choose an Excel file that is not empty.
MS-Excel 2007 or higher file format is required.	Save the file as an `.xlsx` workbook.
File size exceeds 2 MB	Split the file.
First column must be the Container Number (in the email)	Put the container number in the first column, with the heading Container.
Invalid Zone: … (in the email)	Use the code or name of a zone of the selected yard.
Container Type Code is missing (in the email)	Add the Load Type of a container that is not yet in TrakIT.
Position … not found, Invalid Position (in the email)	Check the zone, bay, row and tier: the position must exist and not be disabled.
Position already occupied, Position is disabled (in the email)	Choose a free position.
Container size not set (in the email)	The unit has no container size, so it cannot be placed in a stack.
Skipped (not in yard), Skipped (already in yard) (in the email)	The row did not fit the mode you chose.

Who can use this page

Your role needs these permissions in the Yard Moves section:

Permission	Allows you to
Read	Open the page and see the yards of your companies.
Create	See Import/Update. The import places containers only when a system administrator runs it.
Update	Link work orders to moves and remove the links.
Export	Export the list.