Tracing Transactions

Tracing Transactions link arrow_upward

Tracing matches 'on' transactions to 'off' transactions. It provides tighter control and reduces the risk of losses by being able to identify untraced 'on' transactions, ensuring every product received is ultimately sent to another trading partner e.g., an 'on' transaction of 20 pallets can be traced to separate 'off' transactions of 12, 6, and 2 pallets.

Tracing is optimal for transport businesses or those who have full-pallet or larger consignments using the same reference. It is not as useful for manufacturing, parcel freight, warehousing, or if there are empty pallets. Tracing can be configured between our accounts, loan locations and site locations, see configuring tracing for setup.

Tracing fields are automatically updated in the background when transactions with a reference are keyed. The untraced quantity will become the difference of both the traced quantities.

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Every transaction should be completely traced to one or more transactions. In Transactions grid, untraced quantities can be identified via filtering Untraced Quantity field.

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Empty reference fields will not be traced.

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To start tracing from a particular date onwards, open Account Settings and add to Tracing start date field.

Account Level Tracing link arrow_upward

Account tracing is transfers to and from our account, i.e. transfer on and issue transactions are traced to transfer off and dehire transactions.

1. In Account Settings page, ensure Transaction tracing is set to Account. As this is Account level tracing, ensure Is carrier reference copied to sender/Receiver Reference? is ticked.
2. Open Transactions page. If not visible, unhide columns:
   • Carrier Reference
   • Sender Reference
   • Receiver Reference
3. Key an 'on' transaction, and specify a value for Carrier Reference.
4. Key a few 'off' transactions, and specify the same value for Carrier Reference. This will allow it to trace from the 'on' transaction.
5. Open the Traced Transactions detail grid. This contains all transactions and tracing quantity columns linked to the focussed row in the main grid, i.e. all transactions with a matching Sender Reference or Receiver Reference.

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Carrier Reference is typically the consignment note and recommended for Account level tracing.

Site Level Tracing link arrow_upward

Site tracing includes transactions to and from our sites (relocations) and trading partners, i.e. all transfer, relocation and loan transactions.

The most common workflow of site tracing is for us to pickup goods from the manufacturer (transfer on), transfer to another of our depots (relocation), and deliver the goods from that depot to the retailer (transfer off).

1. In Account Settings page, ensure Transaction tracing is set to Site. As this is Site level tracing, ensure Is carrier reference copied to sender/Receiver Reference? is ticked.
2. Open Transactions. If not visible, unhide columns:
   • Carrier Reference
   • Sender Reference
   • Receiver Reference
3. As we are picking up a consignment, key a 'on' transaction, and specify a value for Carrier Reference.
4. As we are transferring the consignment between our depots, site to site, key a 'relocation' transaction, and specify the same value for Carrier Reference.
5. Key an 'off' transaction, and specify the same value for Carrier Reference. Typically end receivers require a Receiver Reference, so this would be keyed here. This is where the consignment ends, and since we specified the same value for Carrier Reference, there will be no untraced quantities.
6. Open the Traced Transactions detail grid. This contains all transactions and traced quantity columns linked to the focussed row in the main grid, i.e. all transactions with a matching Sender Reference or Receiver Reference.

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All transfer, relocation and loan transactions can be included in Site level tracing, but the example above includes only transfer and relocation transactions.

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Keying into Carrier Reference automatically copies to the Receiver Reference for 'on' transactions, and to the Sender Reference for 'off' transactions. This does not apply to Loan level tracing.

Manual Trace Toggle link arrow_upward

The trace toggle button allows setting or clearing the reference field. It is still automatic tracing.

1. Focus a transaction.
2. Open Traced Transactions detail grid.
3. Click the toggle button to either:
   • Set the receiver reference to manually trace into the receiver, and clear it to untrace.
   • Set the sender reference to manually trace out of the sender, and clear it to untrace.

Loan Level Tracing & Settlement Transfers link arrow_upward

Loan tracing is to and from loan trading partners, i.e. loan received transactions are traced to loan sent transactions. If our trading partner has an account number, it is better to transfer instead of loan pallets. However, a common workflow of loan tracing is for us to deliver goods over multiple consignments (loan sent), and create a settlement transfer to the trading partner (transfer off) which totals the quantity of pallets using references.

A settlement transfer is a consolidated transfer that covers multiple consignments. Loan transactions are recorded for each consignment and the total is 'settled' with a transfer transaction. Settlements are only used when one trading partner wants to record the split and the other does not. If both want to record consignment transactions then a transfer would be created for each one.

1. In Account Settings page, ensure Transaction tracing is set to Loan.
2. Open Locations page, find the trading partner, and tick Are Settlement Transfers Allowed.
3. Open Transactions page. If not visible, unhide columns:
   • Sender Reference
   • Receiver Reference
   • External Reference
4. Key multiple 'loan sent' transactions, specify a value for Sender Reference, Receiver Reference, and External Reference.
5. Unhide 'Add Settlement Row' column.
6. On one of the transaction rows, click the Add Settlement Row button, or use the shortcut of Alt +M. This will create a settlement transfer of the total quantities where the trading partner is the sender and receiver, and is a transfer off. The loan sent's Receiver Reference is copied to the settlement transfer's Sender Reference and External Reference, and the loan sent's External References are combined into the settlement's Receiver Reference.
7. Open the Traced Transactions detail grid. This contains all transactions and traced quantity columns linked to the focussed row in the main grid, i.e. all transactions with a matching reference.

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Are Settlement Transfers Allowed field allows creating settlement transfers without displaying a warning. It also prevents auto-submitting Loan Sent transactions and auto-confirming Loan Received transactions.

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Settlement transfer-offs can be submitted to the trading partner, and settlement transfer-ons can be confirmed by us. Click OK to the pop-up when submitting or confirming.

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To clear an unwanted traced quantity, key '0' value in the trace quantity fields.

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When cancelling traced transactions, associated trace quantities will clear if older than 7 days.