Freight Provider Manual

FREIGHT PROVIDER MANUAL
User Guide to Time Slotting and GrainTransact

1800 809 482 (OPTION 2) - TIMESLOTTING@GRAINCORP.COM.AU
GrainCorp Operations Limited T: 02 9325 9100

Level 28, 175 Liverpool Street, F: 02 9325 9180
Sydney NSW 2000
ABN 52 003 875 401 graincorp.com.au
Table of Contents
SECTION 1: QUICK REFERENCE GUIDE 3
1.1 Overview of graincorp grain movements 4
SECTION 2: GRAINTRANSACT ACCESS 5

2.1 Registering for a graincorp freight provider id 6
2.2 Requesting a graintransact account 7
2.3 Resetting or changing your graintransact password 8
SECTION 3: GRAINTRANSACT 9
3.1 Graintransact introduction 10
3.2 GrainTransact Orders 10
3.3 Logging in to graintransact 11
SECTION 4: TIME SLOTTING 12

4.1 TIME SLOTTING OBLIGATIONS 13
4.2 How to login to time slotting 14
4.3 Navigating the time slotting system 15
4.4 Time slot booking screen 16
4.5 Truck booking screen overview 17
4.6 Booking time slots 19
4.7 Booking graincorp site to port time slots 21
4.8 Port time slots and weekly plan capacity 22
4.9 Changing a booking time 23
4.10 Changing the driver name and mobile number for a booking 24
4.11 Cancelling a time slot 25
4.12 Delegating a booking to another freight provider 26
4.13 Booking split inbound time slots 27
4.14 Communication of site delays and cancellations 30
SECTION 5: TIME SLOTTING REPORTS 32

5.1 Site capacity 33
5.2 Weekly plan report 34
Quick Reference
Section
SECTION 1: QUICK REFERENCE GUIDE
3 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

1.1 OVERVIEW OF GRAINCORP GRAIN MOVEMENTS
Customer and Freight Provider discuss tonnage of grain to

be moved to/from GrainCorp sites
Customer places weekly order with GrainCorp Logistics
GrainCorp Logistics create Movement Request in

GrainTransact with assigned loading/inloading days
Customer approves Movement Request and assigns Freight

Provider
Once approved, Freight Provider can access Time Slotting

system to create truck bookings and time slots for the
grain to be moved
Truck driver arrives on site to load/inload and quotes

Booking ID
GrainTransact and Time Slotting systems update with net

weights and loading times

GrainTransact Access
SECTION 2: GRAINTRANSACT ACCESS

2.1 REGISTERING FOR A GRAINCORP FREIGHT PROVIDER ID
To access the GrainTransact and Time Slotting systems each transport company needs
to have their own Freight Provider ID. This is obtained by completing a Road Freight
Provider Application Form available from the GrainCorp website by following the steps
below.
Go to: www.graincorp.com.au
Hover over Storage & Logistics
Select Agreements, Schedules & Forms
Go to Truck Booking section at the bottom of the page
Open Road Freight Provider Application

2.2 REQUESTING A GRAINTRANSACT ACCOUNT
Once you have a Freight Provider ID you can register for GrainTransact access. Each
person using GrainTransact should apply for their own account for security purposes.
An automated email will be generated to advise of the User Name and Password details
within 2 business days. GrainTransact User Names cannot be changed.
To register, follow the steps below:
Go to GrainTransact Resource Centre
Click 'here' if you require a new GrainTransact account
Select Freight Provider as User Type
Complete the mandatory fields marked with *
Enter your GrainCorp Freight Provider ID in the Access to Freight Provider

ID field and click Add ID
Click the Submit button

2.3 RESETTING OR CHANGING YOUR GRAINTRANSACT
PASSWORD
Once you have set up your GrainTransact Account, you are then able to reset or
change your password online.
Access the GrainCorp Login Account Management Tool (see Section 2.3)
Click the Reset Password option on the Account Management homepage
Type in your User Name and click Continue
Enter the answers to the security questions
Type the characters as seen in the picture in the Word Verification field
Type in your new password (password must contain a minimum of 7 characters

including at least one upper case letter and at least one number)
Re-type the new password in the Confirm Password field
Type the characters as seen in the picture in the Word Verification field
Click Reset Password button to create the new password. A message will
display that reads The password reset has been done successfully

GrainTransact
SECTION 3: GRAINTRANSACT

3.1 GRAINTRANSACT INTRODUCTION
The GrainTransact system allows you to view the movement of grain to/from GrainCorp
sites and Ports. Each load of grain outloaded or delivered to a GrainCorp site
requires a Booking ID which is generated from the Movement Request created in
GrainTransact by the customer.
When discussing future orders with customers please ensure that they have your
Freight Provider ID so that you will have access to view the orders in your
GrainTransact account.
3.2 GRAINTRANSACT ORDERS

If an order isnt appearing in your Time Slotting account please contact the
customer to check the order has been approved in GrainTransact.
If order details need to be amended (eg, increasing the tonnage or changing the
dates on the order) you will need to contact the customer.
Movement Requests are valid for one week only, Monday through to Sunday. A
new Movement Request will need to be created by the customer for each week
of loading/inloading.
Each truck arriving at site will require a Booking ID for each load of grain to
be loaded/inloaded.
Booking IDs are valid only for the date of creation.

3.3 LOGGING IN TO GRAINTRANSACT
Click on GrainTransact
Enter your GrainTransact Username and Password
Click Login

Time Slotting
SECTION 4: TIME SLOTTING

4.1 TIME SLOTTING OBLIGATIONS
Time Slots must be booked for all loads
All loads/inloads at GrainCorp sites require time slots to be booked. The only exception
is out-loading of Grower Returns where time slots only need to be booked at the
discretion of the site.
Correct Truck Registrations must be provided in the Time Slotting system
The correct truck registration needs to be provided in the Time Slotting system prior to
the truck arriving at site. If no registration is provided or the registration doesnt match
the truck at site, the truck will not be able to load/inload until the correct details have
been updated in the Time Slotting system.
Early Arrivals
If your truck will be arriving earlier than the booked time slot first check the Time
Slotting system to see if the time slot can be rebooked. If there are no earlier time
slots available you could contact Time Slotting to see whether the truck would be able
to load/inload earlier.
Trucks Running Late
Trucks should arrive on site before the start of the time slot so they can be
loaded/inloaded within the hour the time slot has been booked for.
Trucks arriving later than the booked time slot should first check the Time Slotting
system to see if the time slot can be rebooked. If the time slot is unable to be
rebooked you must contact Time Slotting to see if the late truck can be
accommodated. Without a verbal agreement from the site and/or Time Slotting, there
is no guarantee the truck will be loaded/inloaded when it arrives. Late trucks may need
to wait until the next available slot or potentially the following day until they can be
accommodated.
Cancel Unneeded Time Slots
Please cancel off time slots that wont be used as soon as possible. Cancelling the time
slot notifies the site of the cancellation and also allows another the driver to utilise the
time slot if needed.

4.2 HOW TO LOGIN TO TIME SLOTTING
Under Truck Booking & Time Slotting select

Time Slotting Login
Enter your GrainTransact Username and

password
Please Note: You must accept the Terms of Use pop-up to proceed.

4.3 NAVIGATING THE TIME SLOTTING SYSTEM
The following tabs are available in the GrainTransact Time Slotting system:
Bookings - The Bookings tab allows you to create, change and cancel truck bookings
and time slots.
Settings - The Settings tab allows you to manage contact details for drivers and
schedulers.
Reports - This tab provides access to the Site Capacity and Weekly Plan reports.
Logout This tab allows you to logout of the Time Slotting system.

4.4 TIME SLOT BOOKING SCREEN
The Time Slot Bookings screen is the main Time Slotting page.
This screen allows you to perform the following:
Search for your available customer orders
Create time slot bookings
View existing bookings
Change bookings
Cancel bookings
Delegate bookings to other freight providers
View trucks arrival and turn-around times
The search fields at the top of the page allow you to filter down bookings by a range of
different criteria.
There are five selection buttons available:
Search - Displays the bookings based on the search criteria entered
Refresh Bookings Refreshes displayed bookings after changes have been made
Clear Clears all search filters
Cancel Selected Cancels selected bookings
Delegate Selected Delegates the selected bookings to another freight provider (see
section 4.15).

4.5 TRUCK BOOKING SCREEN OVERVIEW
A list of orders is displayed.
A Shipment is created for each scheduled day with the customer requested tonnes
(Req Tns)
Freight Provider can book time slots up to the total tonnes allocated for all Shipments
in the week (total order tonnes)
When tonnes are available to book the Create Booking link will appear on the screen.
Clicking the Create Booking hyperlink takes you to the Truck Booking screen.
Create Truck Booking
Planned Quantity is the customer total requested tonnes.
Booked Tonnes are tonnes already booked for this customer order
Delivered Tonnes are tonnes already delivered for this customer order
Available to Book are the Planned Tonnes LESS already booked tonnes LESS already
delivered tonnes. These are the tonnes still to be booked for this customer order

Order Details, Site Contact Details and Change History sections of this page can be
viewed using the arrow buttons on the right side of the screen.
Order Details Displays the GrainTransact order details.
Site Contact Details Contact details, site information, & radio channel.
Driver Contact Details Displays the truck rego, driver name & mobile number.
Time Slots Displays the site booking grid.
Enter the Planned Truck Booking details and select a Time Slot
Enter the approximate tonnage of the truck (net weight) into the Outload
Tonnes field. You will only be able to create a truck booking if there is sufficient
tonnage remaining on the order.
Enter the truck rego into the Truck Rego field
Select (or enter a new) Driver Name and Driver Mobile
Select a time slot and save
Site to site movements between GrainCorp sites will automatically generate individual
Booking IDs for both loading and inloading at the time of booking. The relevant
Booking ID will need to be quoted at each site to enable loading/inloading.

When saved, the truck booking is created.
4.6 BOOKING TIME SLOTS
Book your time slot by clicking on any hour in the booking grid which is white.
The hour will then change to green when the time slot has been selected.

Grid Capacity
White: These time slots are available to be booked
Green: Current time slot selected
Red: Time slots are not available to book
Blue: Current time slot already booked
If the grid is showing all red this means no time slots are available and you will need to
contact the site to request time slots be made available.
Check the On Save SMS checkbox if you require

an SMS to be sent to the drivers mobile number with details of the Booking and
time slot booked.
Click Save to return to the main booking screen or Save &

Next to move to the next booking.

4.7 BOOKING GRAINCORP SITE TO PORT TIME SLOTS
For GrainCorp country site to Port bookings you will need to book both a loading
(Outbound) and an inloading (Inbound) time slot. Both Outbound and Inbound time
slots must be available before the booking can be made.
When delivering to a GrainCorp Port from a GrainCorp country site you have the
flexibility to change inloading days by clicking the -1 day or +1 day buttons above the
Inbound grid. For example, a truck that is loading Thursday morning should have the
flexibility to inload either later on Thursday or on Friday, pending available time slots.
Port Time Slots will generally open Thursday morning for the week ahead. If a date and
time displays on the main bookings screen instead of the Create Booking hyperlink
this is the date and time the Port time slots will open.

4.8 PORT TIME SLOTS AND WEEKLY PLAN CAPACITY
Port Terminals use a Weekly Plan to help manage bookings when there is a high
demand for capacity. The Weekly Plan allocates a daily tonnage limit for each grade
being delivered by each customer. Once the bookings meet the daily tonnage limit no
more time slots will be available to book.
The Percentage Booked indicator above the booking grid displays the capacity
remaining to be booked and a message if the Weekly Plan tonnes have been reached.
As per the message displayed please contact the customer to let them know the
capacity for this grade has been reached.
In the booking grid below, tonnage has not been allocated to the Weekly Plan for this
customer, grade and day. You will need to contact the customer to check whether this
day is available for Port deliveries for this order.

4.9 CHANGING A BOOKING TIME
Click the View Booking hyperlink on the booking that needs to be changed.
Click the Change Booking button at the bottom right-hand corner of the
screen.
Select the reason for the change and click OK.
The booking grid will now be accessible. The previously booked time will display
as blue, the currently booked time will display as green.
Click the Save button to save the change or the Cancel button to keep the
original time slot that was booked.

4.10 CHANGING THE DRIVER NAME AND MOBILE NUMBER
FOR A BOOKING
Click the View Booking hyperlink on the booking that needs to be changed.
Click the Change Booking button at the bottom right-hand corner of the
screen.
Select Driver Details Change from the drop-down list and click OK.
The Driver Contact Details section of the page will now be accessible. After
changing the details click the Select Timeslots button to access the booking
grid and Save button.

4.11 CANCELLING A TIME SLOT
If your truck will not make a booked time slot you will need to cancel the slot as soon
as possible. Cancelling the time slot will notify the site of the change and allow another
truck to use the available capacity.
On the main booking screen click the check box to the left of the Booking ID for
the booking/s you wish to cancel.
Click the Cancel Selected button.
Select a reason for the cancellation from the drop-down list.
Uncheck the Send SMS to Driver checkbox if a text message is not required.
Click OK to confirm the cancellation.

4.12 DELEGATING A BOOKING TO ANOTHER FREIGHT
PROVIDER
If you subcontract loads to other truck companies the Time Slotting system will allow
you to delegate the Bookings to a different freight provider so that they can book and
manage the time slots themselves.
On the main booking screen click the checkbox to the left of the Booking ID for
the booking/s you wish to delegate.
Click the Delegate Selected button.
Type the name of the freight company into the Select Freight Provider field and
select the correct company from the drop-down list. All freight providers
registered with GrainCorp will appear on the list.
The delegated freight company will now have access to these Bookings in their
Time Slotting account.
A booking can be un-delegated if needed by using the Un-Delegate Selected button.

4.13 BOOKING SPLIT INBOUND TIME SLOTS
Due to restrictions at GrainCorp Queensland Ports some truck configurations will need
to split their trailers and book a time slot for each trailer. For example, an AB Triple
loading up-country may need to deliver to Port as a Semi Trailer and a B Double.
Click the Create Booking hyperlink for the Booking you wish to book an
additional time slot for.
Select loading and inloading time slots for the first trailer delivery.
Click the Split Inbound button at the bottom right hand corner of the screen.
Click OK to confirm split booking in the Alert box.

In the Split Inbound Tonnes section of the screen, enter the tonnage that will be
delivered by the second trailer. The tonnes will need to be a proportion of the total
tonnage on the Booking
Click the Select Time Slots button to access the booking grid and select a time
slot for the second trailer. The time slot for the first trailer will be blue, the time
slot for the second trailer will be green. The time slots booked for the two
trailers must be different.

Click the Save button to confirm.
Your Split Inbound booking will display on the main booking page as below with a
separate line for each trailer delivery.
To change a time for a split inbound booking, click View Booking on the same line as
the time slot you wish to change.

4.14 COMMUNICATION OF SITE DELAYS AND
CANCELLATIONS
The Settings tab of the time slotting page is where you can manage your contact
details for schedulers and drivers. It is important to keep this page updated as
GrainCorp will use these details to communicate site delays and cancellations.
Freight Provider Settings
The Freight Provider Settings allows you to nominate who notifications of site
delays and cancellations will be sent to. There are three options to choose from
under the Site Delay Notification heading.
You can also choose whether text messages are sent to drivers when time slots
are booked by checking or unchecking the SMS Driver by Default check box.
Schedulers
Please provide the contact details of schedulers, even if you have not selected
for them to receive site delay notifications. GrainCorp staff often need to contact
truck companies regarding bookings and will use these details.
Please fill in the required fields and click the Add New button to provide
scheduler contact details.
Existing scheduler details can be changed or deleted by using the appropriate

hyperlinks.

COMMUNICATION OF SITE DELAYS AND CANCELLATIONS CONTINUED
Drivers
The Drivers section of the Time Slotting Settings allows you to add or change the
contact details associated with your truck regos.
New driver details can be added by completing the required fields and clicking
the Add New button.
Existing contact details for truck regos can be changed or deleted by using the
appropriate hyperlinks.
There can only be one driver name and mobile number per rego, although the
same driver details can be associated with multiple regos.

Reports
SECTION 5: TIME SLOTTING REPORTS

5.1 SITE CAPACITY
This report provides an overview of opening hours and available capacity at individual
sites and Ports.
Click on the Reports tab in the Time Slotting system.
Select Site Capacity.
Select Region, Cluster, Site or Direction to narrow your search.
Click Search.
Capacity
Green: Site is open for out-loading/receivals but no bookings have been booked in this
hour.
Light Green: 0% to 50% of available capacity has been booked.
Yellow: 50% to 100% of available capacity has been booked.
Orange: 100% of available capacity has already been reached and no more time slots
can be booked.
Please Note: For operational reasons, time slots may not be available for all grades in
every hour. When this occurs, the report may indicate that capacity is available even
though it might not be the grade you require when you try to make a booking.

5.2 WEEKLY PLAN REPORT
Port Terminals use a Weekly Plan to help manage bookings when there is a high
demand for capacity. The Weekly Plan allocates a daily tonnage limit for each grade
being delivered by each customer. Once bookings meet the daily tonnage limit no more
time slots will be available to book.
You can check the capacity available for your Port bookings using the Weekly Plan
report.
Click on the Reports tab in the Time Slotting system.
Select Weekly Plan.
Select the relevant week using the -1week or +1 week buttons or typing the
date.
Click Search.
The Weekly Plan Report above shows Fisherman Islands is booked for 50% capacity for
AGP1 PRF 13/14 season grain on Monday and open for Tuesday, Wednesday and
Thursday with no bookings.

NOTES

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FREIGHT PROVIDER MANUAL

User Guide to Time Slotting and GrainTransact

GrainCorp Operations Limited T: 02 9325 9100

SECTION 2: GRAINTRANSACT ACCESS 5

SECTION 4: TIME SLOTTING 12

SECTION 5: TIME SLOTTING REPORTS 32

3 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

Customer and Freight Provider discuss tonnage of grain to

Customer places weekly order with GrainCorp Logistics

GrainCorp Logistics create Movement Request in

Customer approves Movement Request and assigns Freight

Once approved, Freight Provider can access Time Slotting

Truck driver arrives on site to load/inload and quotes

GrainTransact and Time Slotting systems update with net

4 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

5 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

Hover over Storage & Logistics

Select Agreements, Schedules & Forms

Go to Truck Booking section at the bottom of the page

Open Road Freight Provider Application

6 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

To register, follow the steps below:

Hover over Storage & Logistics

Go to GrainTransact Resource Centre

Click 'here' if you require a new GrainTransact account

Select Freight Provider as User Type

Complete the mandatory fields marked with *

Enter your GrainCorp Freight Provider ID in the Access to Freight Provider

Click the Submit button

7 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

Click the Reset Password option on the Account Management homepage

Type in your User Name and click Continue

Enter the answers to the security questions

Type in your new password (password must contain a minimum of 7 characters

Re-type the new password in the Confirm Password field

8 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

9 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

3.2 GRAINTRANSACT ORDERS

Booking IDs are valid only for the date of creation.

10 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

Enter your GrainTransact Username and Password

11 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

12 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

Correct Truck Registrations must be provided in the Time Slotting system

Trucks Running Late

Cancel Unneeded Time Slots

13 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

Hover over Storage & Logistics

Under Truck Booking & Time Slotting select

Enter your GrainTransact Username and

14 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

15 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au

This screen allows you to perform the following:

Search for your available customer orders

Create time slot bookings

View existing bookings

Delegate bookings to other freight providers

View trucks arrival and turn-around times

There are five selection buttons available:

Search - Displays the bookings based on the search criteria entered

Clear Clears all search filters

Cancel Selected Cancels selected bookings

16 | GrainCorp Time Slotting 1800 809 482 (Menu Option 2) timeslotting@graincorp.com.au