Bill of Lading for Hazardous Materials

This video shows the bill of lading for hazardous materials using our software.  The bill of lading is a required document to move a freight shipment. The bill of lading (BOL) works as a receipt of freight services, a contract between a freight carrier and shipper and a document of title. The bill of lading is a legally binding document providing the driver and the carrier all the details needed to process the freight shipment and invoice it correctly.

Having an accurate and automated Bill of Lading is critical when it comes to companies that transport hazardous materials.  We make sure that you meet all of the requirements necessary in order to correctly complete this important document.

Bill of Lading for Hazardous Materials

 

Here we can set up the configuration options that are required to ship hazardous materials. See the video below for instruction:

Bill of Lading for Hazardous Materials


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Video Transcription

Hello, this is Chris with Finale Inventory and in this video I’m going to show taking a sales order that have already been created, preparing it to be packed and generating shipping documents and bill of lading for the order, including setting up the various configuration options require to ship hazardous materials.

So in this screen, what we see is a sales order that’s ready to go, it’s already been prepared and it contains a variety of firework products both shells, comets, and cakes. And we’ve got the total order and hasn’t been shipped yet. So to move it along to shipping, we’re going to go to the shipments tab. We’ll note that we’ve got a yellow warning sign here that says the shipment record, which is the record that just records what actually is going out the door as opposed to sales order, which is what was the plan to go out the door, is empty, which means there are no items in the shipment. And if you look down here, we’ve the same warning sign here, the order says there should be eight purple and silver glittering Chrysanthemums and the shipment has none.

So the first thing we have to do is click this link, which is update shipment to match order. And what that’s gonna to do is use some basic rules that have been built into the software to select shells and other products that are in the storage basin where they’re stored, and create a ship at record that includes everything in the order. So when we click this link, and now you’ll note that all the numbers match up, there’s eight ordered. Eight are in the shipment and over to the right here, it shows me that it’s selected the magazine H1 to pull the items. If there are items and multiple magazines on hand, it follows an algorithm to decide which ones based on oldest first. So now I’ve got a shipment record and I’m gonna hit save.

And now that records been saved. And when I look down there’s no warning, everything is available in stock and everything is ready to go out the door. So I can pack the shipment to a location where I’m gonna store it. So I’m gonna store it, we’re gonna have five boxes and we’ll say it select the H2 location as their storage magazine. At this point the items in the order have been removed from their original locations where they were in inventory and have been placed into a set of record, it’s been notated, they’re now five boxes stored at the HT location as of today’s date.

Now let’s get ready to generate a shipping document, a bill of lading for hazardous materials. So to set up a shipping document, a couple things had to already have happened. We need to make sure that our product records had information on the net explosive mass and on the gross weight and on EX numbers. We needed to have carrier information set up for the trucking and we needed to have information set up for the hazardous material contact information. So I’ll go…after I show the bill lading, we’ll just go back and show how you set all that up. But first we need to select a carrier, we have two carriers entered. We’re gonna select Big Productions LLC, which is the name of our demonstration company as our carrier. So we’ll pull up the DOT number for that particular company on our bill of lading for hazardous materials.

And at this point, I can come up here to the Actions menu and I can simply immediately print the bill of lading based on the basic information that was available and already configured. And I’m gonna zoom in on this so we can see it a little bit better. And so you see the ship from address, this is getting pulled in based on the location that was selected as the origin for the order. The ship to address is getting pulled in based on the record. The carrier name and the carrier’s number and hazmat registration number are pulled in based on the setup on the selection of the carrier on the shipment record. If we recall, I selected that on this particular drop down.

The 24-hour merchant contact telephone number and the emergency contract number are both included in the application settings area, I’ll show that in a minute. And then the items on the shipment are grouped by UN number, so it’s an important to create bill of lading that the UN hazardous materials code is entered on the product detail for each product in the order. It’s also important that the… As I mentioned, the net explosive masks for each product and the weight for each project are entered.

The net explosive mass and the weight should be the weight per unit, not for the entire case. These numbers are all then calculated and then totaled up. The information that’s missing here are the cases or the count of boxes or description that’s required by the regulations for the DOT for bill lading. So we’re gonna close that and we’re gonna add that information. So I’m gonna come up here to the Edit Bill of Lading menu item, which is in the Actions menu. I’m going to click that and now I can edit any information on here. So if I, for example, wanna add some additional information, City of Orange, care of or contact, you know, Bill Baxter, Bill Paxtor, let’s say, I can add that.

I can come down here to this section here and any of these items, any of the cells in the table of the contents of bill lading, I could edit, so I’ll click edit here. Say that we’ve got five cartons of one three, UN one three and I’ve got six cartons of UN one four. And so I can add those items and then I come back up here, I’m gonna hit save. And now if I then print the bill of lading, we’ll see now that those edits that I made have been updated on the system here. We’ve got care of Bill Paxtor on the ship to and you’ve got the five cartons and six cartons. So I actually now have a bill of lading that’s ready to go for use for trucking this particular item.

Go back to the sale shipment and we’re ready to go. When the shipment has been shipped, I come up here to ship shipment. Which will then and let’s just say that this happened tomorrow. And what this does is it now notates in our records that those five boxes that were packed and were being stored in H2 have now been shipped out and are no longer in our possession. And that’s it, that pretty much wraps up the set of items that have to happen to do a bill of lading for each bill of lading for hazardous materials for each sale.

But I’m gonna take a minute here to show how and where the particular information that appeared on the bill of lading is configured. So first off, the customer record, I go to customers, I select my customer. The ship to address is simply the first address that’s been entered for the customer. That’s the ship to address on the bill of lading. For the product data, I’m gonna go to products and my product here, I’m going to click on a particular product. You’ll wanna make sure for the product that the information for the weight per unit, the net explosive quantity per unit, the hazardous materials code and the EX number are all entered for all of your products so that they appear correctly in the bill of lading for hazardous materials.

And then the remaining items are in application settings. So I go to home, I go down here to application settings. You’ll wanna make sure that you’ve got your ATF license number and actually, sorry, you make sure you have a hazmat contact phone number. The ATF number isn’t actually on bill of lading but your hazard material contact and contract number, which are required on your bill of lading. And then just set up the carrier, for your shipping carriers, you should go to the selling tab. You come out here to the shipping sub-tab and there’s a list of carriers and you here’s where you put the DOT registration number and hazmat number.

To add another carrier, I can click in any cell. I just start to type the name of the carrier. We’re gonna call this Partners Trucking Company and then I hit that. And I hit and away I go. And that pretty much wraps up the demonstration of how to set up the bill of lading for hazardous materials on Finale Inventory.