AtlasNet Release Notes
Authorizations
Authorizations
AtlasNet Release Notes
Authorizations
Authorizations Introduction
Authorizations is an AtlasNet application that allows agency families to manage
authorization information for services performed on national account or COD shipments.
It also provides Financial Services with one location to view authorization information
on a shipment.
Agents can build authorization profiles containing one or more authorizations, and
associate those profiles with particular accounts. An account can have one or more
profiles associated with it. For instance, an account may have two different levels of
service. You can set up separate profiles for each level of service.
On Edit Shipment, a user can assign a profile of authorizations that matches the
account on the shipment. Once a profile is assigned, a user can record information
about those authorizations as he communicates with the customer and the account.
The Authorizations application consists of two parts: 1) Authorizations
administration, where authorizations and authorization profiles are created and
maintained; and, 2) Authorizations maintenance, where authorizations are worked on at
the shipment level from Edit Shipment. The following pages discuss each part in more
detail.
AtlasNet Release Notes
Authorizations
Authorizations
Authorizations
only available
authorizations
Authorizations
administration is a separate application that’s
to agent users who will set up and maintain
and profiles. (In-house users cannot access
administration.)
To open it, select Authorizations from the Applications menu
on the AtlasNet main page.
The application consists of a Search page for entering new or
locating existing profiles and authorizations, and Add/Edit
pages for creating or modifying a profile and an
authorization.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
The Search page contains two
query types: Authorizations
and Profiles.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
The Authorizations query type
lets you search for
authorizations that exist for
your agency family.
Selecting a Status of All and
clicking Submit returns all
authorizations for your
agency family.
The first time you do this,
you’ll notice twelve
authorizations are listed.
These are commonly-used
authorizations for you to
use. You can also add others
to suit your needs.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
If you type the first few
characters of an
authorization in the
Authorization field, all
authorizations that begin
with that text will be
returned.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
Selecting a status of Enabled
returns a list of active
authorizations. Enabled
authorizations can be
associated with profiles.
Selecting a status of
Disabled returns a list of
inactive authorizations.
Disabled authorizations are
no longer in use, and cannot
be associated with profiles.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
To edit an authorization,
click its Edit link.
AtlasNet Release Notes
Authorizations
Authorizations - Edit Page
This opens the Authorizations
– Edit page where you can
edit the name of the
authorization and enable or
disable the authorization.
Disabling an authorization
prevents you from assigning
it to profiles. It will
continue to exist on
profiles to which it’s
already assigned.
Editing the name of an
authorization will change its
name on any profiles to which
it belongs. It will not
change its name on any
shipments to which it’s
already assigned.
AtlasNet Release Notes
Authorizations
Authorizations - Edit Page
Click Delete to delete an
authorization.
You will not be able to
delete an authorization if
it’s assigned to a profile.
It must be removed from all
profiles first.
AtlasNet Release Notes
Authorizations
Authorizations - Add Page
To add an authorization,
click the Add Authorization
button on the Search page.
Enter the name of the
authorization, and check the
Enabled checkbox if you want
to be able to assign it to
profiles.
Note: When adding new
authorizations, create ones
that match your tariff and
contract terms so Financial
Services can more easily
determine how to bill them.
Click Save.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
The Profiles query type lets
you search for profiles that
exist for your agency family.
Search for profiles by
account by either:
--entering the six digit
entity code, or;
--entering the first few
characters of the account’s
name, clicking the “?”
button, and selecting the
Company Code/ID record that
matches the entity code of
the account.
Click Submit.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
To search for profiles by
division, check one or more
division checkboxes and click
Submit.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
If you type the first few
characters of a profile’s
description in the
Description field and click
Submit, all authorizations
that begin with that text
will be returned.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
To view the authorizations
associated with a profile,
click the “+” link to the
left of a profile.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
To edit a profile, click its
Edit link.
AtlasNet Release Notes
Authorizations
Authorizations Search Page
This opens the Profile – Edit
page where you can edit the
profile information and add
or remove authorizations.
AtlasNet Release Notes
Authorizations
Profile – Edit Page
The Description field
indicates what the profile
is. For instance, an account
may have a profile
description called “Gold
Service”, and another profile
description called “Silver
Service.”
AtlasNet Release Notes
Authorizations
Profile – Edit Page
The Account field displays
the entity code of the
account associated with the
profile.
On Edit Shipment, you can
assign this profile of
authorizations to any
shipment with this entity
code.
The Division checkboxes
indicate which types of
shipments the profile applies
to. If you select RSG on a
profile, it can only be used
with RSG shipments.
AtlasNet Release Notes
Authorizations
Profile – Edit Page
A profile can have an
Effective Date and an
Expiration Date.
A profile can’t be assigned
to a shipment if its
effective date is later than
the current date, or if its
expiration date is earlier
than the current date.
AtlasNet Release Notes
Authorizations
Profile – Edit Page
Use the Remarks field to
enter additional information
describing this profile. For
instance, for the “Gold
Service” profile, you might
enter remarks indicating who
this service is for (e.g.,
upper management at the
account, VIP’s, etc.).
AtlasNet Release Notes
Authorizations
Profile – Edit Page
The Profile Authorizations
section of the page lists all
authorizations associated
with the profile.
The Default Action column
lists the initial
instructions from the account
for the authorization in this
profile.
For instance, “Overtime Load
or Unload” may always be
authorized in the profile,
whereas “Shuttle Auxiliary”
always requires you to
request authorization.
AtlasNet Release Notes
Authorizations
Profile – Edit Page
The Default Action values and definitions are listed below.
Authorized by Account – The service can be performed.
Not Authorized – The service cannot be performed.
Request Authorization - Approval must be obtained before the service can be performed.
COD to Shipper – The service is COD to the Shipper.
Prepaid – The service has already been paid.
Service Chargeback - The service is performed by an agency to rectify a service failure
on someone's part. The service should be paid to the performing agency, but the
account or customer is not paying for it.
N/A – The authorization doesn’t apply to this profile.
AtlasNet Release Notes
Authorizations
Profile – Edit Page
Click the Remove link by an
authorization to remove it
from a profile.
Click the Add button to
assign other authorizations
to the profile.
AtlasNet Release Notes
Authorizations
Add Authorizations to Profile Page
The Add Authorizations to
Profile page displays all
authorizations that are not
part of the profile.
Click the Cancel button to
exit the page if you don’t
want to add new
authorizations to the
profile.
Click the checkbox by each
authorization you want to
add, and click the Add
button.
AtlasNet Release Notes
Authorizations
Profile – Edit Page
Your newly-assigned
authorizations will appear on
the Profile – Edit page.
Next, select the Default
Action value for the newlyassigned authorization. This
is a required field.
AtlasNet Release Notes
Authorizations
Profile – Add Page
To add a profile click the
Add Profile button. The
following are required to
save a new profile.
--Description
--Account
--One or more Divisions
--One or more Authorizations
(Click Add to add
authorizations.)
The following are optional.
--Effective Date
--Expiration Date
--Remarks
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
To associate authorizations
with a shipment, or to work
with authorizations already
associated with a shipment,
click the Authorizations link
on the Edit Shipment in
Dispatch.
For an agent user, the
shipment must be booked by an
agent in your agency family.
In-house users can access
this link on any shipment.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Click the Select an
Authorization Profile drop
down menu.
If you created active
authorization profiles for
the six digit entity code on
your shipment, they will
appear on this drop down.
Note: A profile can’t be
assigned to a shipment if its
effective date is later than
the current date, or if its
expiration date is earlier
than the current date.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Select a profile and click
Apply Profile.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
In the example, the Silver
Service profile has been
selected. The authorizations
associated with it are now
displayed on the page.
To save this profile to the
shipment, click Save
Authorizations. (The green
Save Authorizations button
indicates the profile hasn’t
been saved.)
Click Close if you don’t want
the Silver Service profile
associated with the shipment.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
To enter information about
the authorizations on this
shipment, click Add/Edit
Authorizations.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
The fields on the page can
now be edited.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Use the Current Action drop
down menu to record the
account’s response on an
authorization request.
In this example, the Default
Action for Additional Labor
is Request Authorization.
If a request is made and an
authorization is given,
select Authorized by Account
in the Current Action drop
down menu.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Record who is providing the
service in the Provider
field.
Record who is paying for the
service in the Payer field.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Record who requested the
service in the Request By
field.
Record when the request was
made in the Date field
immediately below it.
If you enter a Request By,
you must enter a Date, and
vice versa.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Record who responded to the
request for authorization in
the Response By field.
Record when the response was
received in the Date field
immediately below it.
If you enter a Response By,
you must enter a Date, and
vice versa.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Record additional information
about the authorization in
Remarks.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Click the Notes icon to enter
notes specific to the
authorization.
These notes are separate from
notes on Edit Shipment.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
When you finish making
changes, click Done Editing.
Note: If you click Cancel
Editing at this point, all of
the changes you made since
coming into edit mode will be
lost.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
Clicking Done Editing
returns you to view only
mode. At this point your
edits have not been saved.
(The green Save
Authorizations button
indicates your edits haven’t
been saved.)
Click Save Authorizations to
save your edits.
Click Close to Cancel your
edits.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
To enter an ad hoc
authorization, click Add/Edit
Authorizations, enter the
authorization’s name and
click Add.
Ad hoc authorizations can be
added to any shipment,
including COD shipments that
don’t have profiles.
Ad hoc authorizations cannot
be deleted.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
The ad hoc authorization
appears on your list in
alphabetical order.
Notice that it does not have
an asterisk in the leftmost
column. Ad hoc
authorizations don’t have
asterisks. Authorizations
that come from a profile
have asterisks.
To save your changes, click
Done Editing to return to
view only mode, and then
click Save Authorizations.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
If an authorization is not
applicable to the shipment,
set its Current Action to
N/A.
The authorization will turn
yellow.
AtlasNet Release Notes
Authorizations
Authorizations Maintenance
To remove a profile from a
shipment, click Remove
Profile.
Warning: Removing a profile
from a shipment deletes all
profile authorization
information you’ve entered
regarding this shipment. (Ad
hoc authorizations aren’t
affected.)
Only users with access to the
Authorizations Administration
application have access to
the Remove Profile button.
AtlasNet Release Notes
Authorizations
Summary
In conclusion, here are the steps required to start using Authorizations.
Authorizations administration:
1. Contact the Helpdesk to get access to Authorizations administration. Access should
only be given to users who will set up authorizations and profiles. These are the only
users who can remove profiles from a shipment.
2. Once those users have access, create the authorizations your agency family needs to
work with. You’ll start off with twelve commonly-used authorizations. Note: When
adding new authorizations, create ones that match your tariff and contract terms so
Financial Services can more easily determine how to bill them.
3.
Create profiles that your agency family will needs for its accounts.
4.
Assign authorizations to those profiles and set the Default Action values.
On Edit Shipment:
1.
Click the Authorizations link on a shipment where your agency family is the booker.
2. If it’s a national account shipment, select a profile.
as needed.
3.
If it’s a COD shipment, add ad hoc authorizations.
Add ad hoc authorizations