Transport Management – User Guide
Version: 1.0.0
Audience: Dispatchers, transport planners, customer service, operations, finance
1. Introduction & Scope
Transport Management is an integrated transport management system built on Odoo.
It is designed to manage the complete lifecycle of road transport operations:
from customer order intake, through operational execution, to invoicing and carrier settlement.
The system is intentionally structured to separate:
- Commercial intent (what the customer buys)
- Operational execution (how transport is actually performed)
- Financial settlement (customer invoices and carrier costs)
This separation allows planners and finance users to work independently without
losing traceability.
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2. Key Concepts and Data Model
2.1 Transport Orders
A Transport Order represents the customer's request and commercial agreement.
It is the central object from which execution and invoicing are derived.
Typical information on a Transport Order:
- Customer and invoice partner
- Sender and receiver locations
- Goods lines and package details
- Commercial price lines
- Customer references and notes
Screenshot: Transport Order form – header and general information
2.2 Goods Lines
Goods Lines describe the physical cargo. They are used for:
- Capacity planning
- Pricing calculations
- Label printing and package tracking
For each goods line, the system can calculate:
- Total volume
- Volumetric weight
- Billable weight
Screenshot: Goods Lines with weight, volume and SSCC
2.3 Road Assignments
Road Assignments represent operational execution steps.
A single Transport Order can generate multiple assignments.
Common assignment types:
- PU – Pick-up
- LI – Linehaul
- DE – Delivery
- DI – Direct transport
Each Road Assignment has:
- Its own state
- Assigned carrier and vehicle
- Execution dates and times
- Assignment events and proof
Screenshot: Road Assignment form – execution and carrier information
2.4 Transport Loads
Transport Loads are planning objects used to group multiple assignments onto
a vehicle and route.
They provide:
- Stop sequencing
- Capacity monitoring
- Manifest printing
- Route directions (if configured)
Screenshot: Transport Load with stops and capacity indicators
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3. Creating and Managing Transport Orders
3.1 Creating a New Order
- Open Transport → Transport Orders
- Click Create
- Select customer and freight service
- Enter sender and receiver details
Screenshot: Creating a new Transport Order
3.2 Sender and Receiver Addresses
Addresses define where goods are collected and delivered.
Coordinates are required for distance calculation and route planning.
If coordinates are missing, distances may be zero and routing will not work.
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4. Pricing and Commercial Review
4.1 Automatic Pricing
Pricing is usually generated automatically based on customer contracts
and price lists.
The pricing engine can generate:
- Main freight charge
- Fuel surcharges
- Handling or accessorial fees
Screenshot: Pricing lines with parent/child structure
4.2 Manual Adjustments
Before confirmation, users may:
- Edit descriptions
- Add or remove surcharges
- Recalculate pricing
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5. Planning Transport Loads
5.1 Manual Load Planning
- Create or open a Transport Load
- Add assignments via planning wizard
- Review generated stops
Screenshot: Add assignments to Transport Load wizard
5.2 Capacity Control
The system continuously tracks:
- Gross weight
- Volume
- Billable weight
Overloaded vehicles are highlighted to prevent planning errors.
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6. Execution and Assignment Events
6.1 Assignment Events
Assignment Events document what happens during execution.
- Picked up
- Arrived at terminal
- Departed terminal
- Delivered
Screenshot: Assignment Events list
6.2 Proof of Service
Depending on event type, proof may be required:
- Photos
- Signatures
- Scanned documents
- Country or location confirmation
Once proof is completed, the assignment state updates automatically.
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7. Customer & Carrier Portal
7.1 Customer Portal
Customers can be granted portal access to view their transports.
Typical customer portal features:
- View transport orders
- Track assignment status
- View proof of delivery
- Download documents
Screenshot: Customer portal – order overview
7.2 Carrier / Supplier Portal
Carriers can access their assigned transports via the portal.
- View assigned road assignments
- Register execution events
- Upload proof documents
Portal users only see data explicitly shared with them.
Screenshot: Carrier portal – assignment details
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8. Invoicing and Settlement
8.1 Customer Invoicing
When execution is completed, invoices are created from the Transport Order.
- All pricing lines are transferred
- Invoice status is reflected on the order
8.2 Carrier Settlement
For subcontracted transport, purchase orders can be generated from
Road Assignments.
Screenshot: Create Purchase Order from Road Assignment
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9. Common Scenarios
9.1 Split Deliveries
One order can be split into multiple deliveries while maintaining a single invoice.
9.2 Deviations and Exceptions
Deviations are registered via specific event types and remain visible for audit.
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10. Troubleshooting & Best Practices
- Always verify Event Types if states do not update
- Ensure coordinates are correct before planning
- Review pricing before order confirmation
11. Final Notes
Transport Management is designed to support scalable, auditable and efficient
transport operations. Correct master data and disciplined event registration
are key to getting full value from the system.