Trax Technologies, Inc. Carrier FAQs

Carrier FAQs

What Kind of files can I send TraxTech?
Does TraxTech have universal carrier specifications for file submissions?
In what ways can I send my files to TraxTech?
Who do I contact if I am not certain that the file was received of I did not receive an acknowledgement?
What are your spreadsheet requirements for invoice data?
Do I need to send a test file to implement electronic invoicing?
What shipment types can TraxTech accept?
What are the test file's size requirements?
What happens after I send a test file?
Should I continue to send paper once we go live?
What happens if the old invoices do not get paid of the prior freight payment company doesn't process and pay them?

What kind of files can I send to Trax?
TraxTech accepts most standard formats, including (but not limited to) Excel spreadsheets, database files, print files, text files, or any proprietary data format. Back to Questions

Does TraxTech have universal carrier specifications for file submissions?
TraxTech does not issue a formal specifications document. As stated above, we accept and process data in many different formats. We do require that a carrier send us all the same information that appears on your paper invoices, and enough information to be able to meet our customers' processing requirements. TraxTech's customers generally require the following information to pay invoices:

Less Than Truck Load	Truck Load	Air Carrier	Ocean Carriers	Rail Carriers
Invoice No.	Invoice No.	Invoice No.	Invoice No.	Invoice No.
Invoice Date	Invoice Date	Invoice Date	Invoice Date	Invoice Date
Payment Terms	Payment Terms	Payment Terms	Payment Terms	Payment Terms
Invoice Correction Indicator	Invoice Correction Indicator	Invoice Correction Indicator	Invoice Correction Indicator	Invoice Correction Indicator
Billing Account No.	Billing Account No.	Billing Account No.	Billing Account No.	Billing Account No.
Pro No.	Pro No.	Master Air Way Bill No.	Ocean Way Bill No.	Pro No.
		House Air Way Bill No.
Bill of Lading No.	Bill of Lading No.	Bill of Lading No.	Bill of Lading No.	Bill of Lading No.
Purchase Order No.	Purchase Order No.	Purchase Order No.	Purchase Order No.	Purchase Order No.
*Sales Order No.	*Sales Order No.	*Sales Order No.	*Sales Order No.	*Sales Order No.
*Shipment ID	*Shipment ID	*Shipment ID	*Shipment ID	*Shipment ID
*Authorized By Name	*Authorized By Name	*Authorized By Name	*Authorized By Name	*Authorized By Name
* Cost Center No.	* Cost Center No.	* Cost Center No.	* Cost Center No.	* Cost Center No.
Ship Date	Ship Date	Ship Date	Ship Date	Ship Date
Delivery Date	Delivery Date	Delivery Date	Delivery Date	Delivery Date
Shipper Name	Shipper Name	Shipper Name	Shipper Name	Shipper Name
Shipper Street Address	Shipper Street Address	Shipper Street Address	Shipper Street Address	Shipper Street Address
Shipper City	Shipper City	Shipper City	Shipper City	Shipper City
Shipper State	Shipper State	Shipper State	Shipper State	Shipper State
Shipper Postal Code	Shipper Postal Code	Shipper Postal Code	Shipper Postal Code	Shipper Postal Code
Shipper Country	Shipper Country	Shipper Country	Shipper Country	Shipper Country
Consignee Name	Consignee Name	Consignee Name	Consignee Name	Consignee Name
Consignee Street Address	Consignee Street Address	Consignee Street Address	Consignee Street Address	Consignee Street Address
Consignee City	Consignee City	Consignee City	Consignee City	Consignee City
Consignee State	Consignee State	Consignee State	Consignee State	Consignee State
Consignee Postal Code	Consignee Postal Code	Consignee Postal Code	Consignee Postal Code	Consignee Postal Code
Consignee Country	Consignee Country	Consignee Country	Consignee Country	Consignee Country
Freight Description	Freight Description	Freight Description	Freight Description	Freight Description
Financial Weight	Financial Weight	Financial Weight	Financial Weight	Financial Weight
Actual Weight	Actual Weight	Rated As Weight	Actual Weight	Actual Weight
		Dimensional Weight	Dimensional Weight	Dimensional Weight
		Volume	Volume	Volume
Number of Pieces	Number of Pieces		Number of Containers	Unit of Measure
Packaging	Packaging		Container Numbers	Rail Car Numbers
*Mileage	Mileage
Rate	Rate	Rate	Rate	Rate
Class	Class			Class
	Level of Service		Level of Service
Freight Charge	Freight Charge	Freight Charge	Freight Charge	Freight Charge
Currency	Currency	Currency	Currency	Currency
Accessorial Description	Accessorial Description	Accessorial Description	Accessorial Description	Accessorial Description
Accessorial Code	Accessorial Code	Accessorial Code	Accessorial Code	Accessorial Code
Accessorial Charge	Accessorial Charge	Accessorial Charge	Accessorial Charge	Accessorial Charge
		Airport Origin/Destination	Port To/Port From	Routing
			Vessel/Voyage Code	Tariff or Rate Authority
			Sailing Date/ Arrival Date
			Vessel Name
Total Freight Bill Charge	Total Freight Bill Charge	Total Freight Bill Charge	Total Freight Bill Charge	Total Freight Bill Charge

* Specific to certain customers
Back to Questions

In what ways can I send my files to Trax?
Files can be sent to TraxTech in a variety of ways: Via VANs, private networks such as FedEx; via email attachment to a secure web site; and files are also accepted from floppy disk, magnetic tape or CD-ROM. Alternatively, TraxTech can establish an FTP account for your company to directly submit files. Your TraxTech service representative can coordinate the creation of the account for you. Once your account is activated, you will be contacted by our IT department with access instructions. Back to Questions

Who do I contact if I am not certain that the file was received or I did not receive an acknowledgement?
If you did not receive an acknowledgement for a file, you should contact the EDI Coordinator, who can verify the time and date of receipt. The coordinator can be reached by calling +1 480-556-8700 or via this form.
Back to Questions

What are your spreadsheet requirements for invoice data?
TraxTech accepts all types of spreadsheet data. Several caveats apply to sending invoice data in a spreadsheet. These include:

All data appearing on the paper invoice should be included in the spreadsheet;
Depending on the customer's requirements, additional reference data appearing on supporting documentation may be required;
Once the spreadsheet format is agreed upon by TraxTech, the carrier, and our customer, it should not be changed (columns should not be added, deleted or moved). Changing the format without notifying TraxTech may cause the data to be processed incorrectly and the freight bill may be denied because of this;
Spreadsheets should contain values rather than formulas;
Freight bill numbers (pro numbers) should not contain dashes;
Each file should have a unique name. TraxTech recommends using a file naming convention that contains the carrier SCAC and a date or invoice number;
Send spreadsheets via e-mail.

Back to Questions

Do I need to send a test file to implement electronic invoicing?
Yes. TraxTech processes and reviews test files before taking electronic files live. Back to Questions

What shipment types can TraxTech accept?
Everything. TraxTech can accept any and every shipment type the carrier is able to electronically send. Carriers are encouraged to electronically submit all their invoices. This includes (but is not limited to) inbound, outbound, prepaid, collect, third party, and reconsignment shipments, as well as balance due, past due, and invoice corrections. Please include all accessorial charges in the electronic invoice. Back to Questions

What are the test file's size requirements?
The carrier can send as much data in a test file as possible. At least one week's actual customer data are preferred, but TraxTech accepts an unlimited number of invoices and/or freight bills. These actual data are used to develop rules for cost allocations, location matching, and re-rating. Working with more data during the testing phase enables TraxTech to develop more comprehensive rules. This translates into fewer exceptions when files go live into production. Back to Questions

What happens after I send a test file?
Once a test file is received, the data are routed, parsed, and processed into our customer's test system. The EDI coordinator will contact you if test data are acceptable or if you need to make corrections or send additional data. Once there is sufficient data to begin testing, TraxTech's rules developers begin writing rules for rating, cost allocation, and location matching. (This may take several days or several weeks, depending on our customer's requirements.) Ultimately, the live production date is set and mutually agreed upon by the customer, TraxTech, and the carrier. Back to Questions

Should I continue to send paper once we go live?
No. Once we agree upon a production date, TraxTech requests that the carrier no longer send paper. We do not want to receive any paper once we take the customer live. Our customers often request a universal cutoff ship date for TraxTech processing. Freight bills with ship dates prior to the cutoff date should continue to be sent to whomever or wherever they were being processed prior to the TraxTech implementation. Back to Questions

What happens if the old invoices do not get paid or the prior freight payment company doesn't process and pay them?
Approximately 60 days post-implementation, TraxTech's customer is asked to obtain a reconciliation file from the former vendor. If adequate data are provided, all outstanding invoices are mapped to the file's data to determine payment status. If they have not been paid by the former company, TraxTech's customer generally approves these outstanding bills. Back to Questions

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