Client orders

How to create a new client order?

How to create a new Client order?

Navigation path: New → Client Order

2026_07_17_11_47_53_Document2_Word.png

How to add a New client?

  1. Click on the three dots to open additional options.
  2. Click  New to open the new partner form.

image.png

How to Add a Partner from the EU VAT Register?

  1. Paste the VAT number.
  2. Click the button image-1720764926448.png to automatically fill in the fields.

VAT.gif

How to Add Multiple Loading or Delivery Addresses – Multibooking?

Multibooking is used when a single customer order includes multiple pickup or delivery addresses.

Form path: Client order → Multibooking → Loading/Delivery address sections → Order sub-number

  1.  Select the Multibooking checkbox.image-1720785262062.png
  2. Click the  image-1720785164462.png icon in the Loading section to add another loading address.
  3.  Click the image-1720785164462.png icon in the Delivery section to add another delivery addresses.
  4. The order number will be assigned a sub-number.  image.pngallows you to switch between multibooking order parts.

image.png

How to Add order to the trip?

 How to add cargo from cargo form?

  1. Open the client order
  2. Scroll down to the "Services" section at the bottom of the screen.
  3. In this table you'll see a service row with the route (e.g., LV-3018, Ozolnieki → LV-1057, Riga), loading and unloading dates, income, and costs.
  4. In the "Order for carrier" column there are two buttons:
    • "New"image-1782373852123.png— create a new trip/order for the carrier and assign this cargo to it.
    • "Existing"image-1782373869696.png— assign this cargo (order) to an already existing trip.
  5. To add the order to an existing trip:
    • Click the "Existing" button.
    • A window/list will open showing available trips (filterable by route, date, vehicle, etc.).
    • Select the matching trip from the list and confirm.
  6. To create a new trip for this order:
    • Click the "New" button.
    • The system will create a new carrier order/trip using this client order's data (route, cargo details, dates).
  7. Click "Save" at the bottom of the screen to confirm the changes.

image-1782369030685.png

How to add cargo from planning desk?  


Select the appropriate shipment from the “Not planned cargos” window, mark it, and press  image.pngbutton; the shipment will then be assigned to the selected trip or dispatch.

image.png

How to search, filter, and adjust the Client Orders list?

Use the Search field to find client orders related to a specific company.

1. Enter the Company name in the Search field.

CLOUDEX TMS will show all orders where this company is used, for example as a supplier, recipient, sender, consignee, or another partner.

Check the number of found records next to the search result. The number 21 indicates that 21 records have been found.

image-1780646601662.png

How can I see more orders?

2. Change the number of rows displayed per page if you want to see more client orders on one screen. For example, if you choose 300 rows, a larger amount of data will immediately be visible on the screen, making it easier to analyze information without switching pages.

image-1780646654223.png

How to use the Client column filter?

3. Use the Client column filter to show only orders related to one selected customer. This narrows the list to only the records related to that specific Client, excluding all others.

image-1780646739176.png

image-1780646908064.png

What is the difference between Search and Filters?

Search looks for matching records across the client order list. It is useful when you want to quickly find all orders related to a company or keyword.

Filters narrow the list by a specific column, for example Client, Status, POD, Delivery date, or Manager.

How to send an order acceptance confirmation to a client?

Send an order acceptance confirmation directly from a Client order to let your client know that you have accepted their transport order.

The email includes order details and a Track & Trace link, allowing the client to follow the shipment’s progress. You can also send the transport order document and other shipment documents.

Before you start

Send the confirmation

  1. Open the relevant Client order.

  2. Click the envelope icon in the toolbar.

  3. Select the appropriate email option:

Email option When to use it
Order acceptance notification to client To confirm that you have accepted the client’s transport order.
Transport order to client To send the transport order document to the client together with the email.

image.png

  1. In the email window, review:

    • Attachment(s) — check which documents are selected for sending.

    Attachments can include the shipment’s CMR, package labels, and, when you select Transport order to client, the transport order document.

  2. Click the Send icon in the upper-right corner of the email window.

image.png

What can the client see through Track & Trace?

The email contains a unique Track & Trace link for the shipment. The client can open it to view the current shipment status and milestones, such as loading, arrival at a terminal, and delivery.

image.png

If the truck’s GPS or navigation system is connected to Cloudex TMS and location data is available, the client can also see the truck’s location on the map.

image.png

View all active shipments in the Client portal

To view all their active shipments and statuses in one place, the client can use the Client portal.

Clicking a shipment in the portal opens its Track & Trace page, where the client can view the shipment’s current status and milestones.

The client must first be granted portal access. See How to give access and rights to the Client and Carrier portal and send an invitation.

Common questions

Why is the email generated in the wrong language?
Check the language selected in the Client card.

How do I include the transport order document?
Choose Transport order to client from the email menu and check the selected attachments before sending.

Why is the truck’s location missing from Track & Trace?
Truck location is available only when the truck’s GPS or navigation system is connected to Cloudex TMS and provides location data.

How to add Delivery via Terminal to a Client order?

Where can I find the Delivery via Terminal service?

Client Order → Services → + →Delivery via Terminal

Terminal_en.png

How to select Delivery via Terminal in the Services section?

  1. Select the required terminal; the address will be filled in automatically.
  2. Split the route La systems GmbH → FI-01530 into two parts.
  3. Planned delivery deadline to the terminal.
  4. Specify the amount allocated for the stage from the terminal to the delivery address.
  5. If you know which truck will transport the cargo, you can create a new trip or add it to an existing trip.
  6. Assign it to the department responsible for delivery from the terminal to the delivery address.

Terminal_en_2.png

How does the Services view change after adding Delivery via Terminal?

The overall delivery process is divided into two stages, and each stage is assigned a specific amount:

  1. Total amount to be received from the customer.
  2. Revenue distributed among departments.
  3. Departments responsible for specific delivery stages.

Terminal_en_3.png

How to add GPS coordinates to a client order address?

Use this instruction when the loading or delivery address in a client order does not have correct GPS coordinates or the location needs to be adjusted manually.

  1. Open the required Client order.
  2. Get GPS - if address is found then GPS coordinates will be automatically set

In order to check or adjust the GPS coordinates

  1. Click the Edit icon next to the address.
  2. Open the address edit form.
  3. Enter or adjust the GPS coordinates manually.
  4. Click Save.

image.png

Correct GPS coordinates are needed for map display, route planning, trip tracking, and automatic status updates.

If the route is not shown correctly on the map, check whether the loading and delivery addresses have correct GPS coordinates.

 
Benefits of Obtaining GPS Coordinates

1. Benefits of Obtaining GPS Coordinates
Filling in the GPS coordinates field in logistics and transport systems provides several advantages that improve operational efficiency, transparency, and accuracy. Here are the main benefits of completing the GPS coordinates field:

2. Planning Accuracy
Precise locations can be viewed on the map, making logistics planning and route optimization easier.

3. Trip Route Tracking
The route is visible on the map in real time, helping monitor transport flow and ensuring that the vehicle follows the planned route.

4. Accurate Location Identification
GPS coordinates allow precise identification of the location where the driver must arrive, reducing misunderstandings and increasing delivery accuracy.

5. Automatic Time Recording
The system automatically records the time when the vehicle arrives at and leaves the loading/delivery address, helping improve operational tracking and analysis.

6. Cargo Status Tracking
Time and location data are integrated into cargo statuses, providing a complete overview of cargo movement and delivery status.

7. Automatic Status Changes
The system automatically changes the trip status when the vehicle approaches the loading or delivery address, speeding up the process and reducing manual actions.

8. Downtime Monitoring
GPS data makes it possible to track how long the vehicle stays at the loading or delivery address, helping identify and reduce unproductive downtime.

9. Driver Activity Monitoring
The system can verify whether the driver marks the cargo as loaded or delivered at the specified address by comparing it with the driver’s actual location data.

10. Route Comparison
It is possible to compare the driver’s planned route with the actual route traveled, helping identify deviations and opportunities for route optimization.

11. Customer Portal Functionality
Customers can view the vehicle’s current location and route to the loading/delivery address in the portal, improving transparency and customer satisfaction.

These benefits help optimize logistics processes, improve delivery accuracy and efficiency, and provide greater transparency and customer satisfaction.



How to generate CMR

To generate a CMR, you have to open the order form. In the Service section, choose the service for which you want to generate the CMR. Locate the POD column and click it.  image.png

image.png