Section I Agent Network
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1 Section I Agent Network Revised
2 Section I, Page 1 I. AGENT NETWORK Page 3 TOOLS> Agent Page 3 iseries Page 4 NVL Available Tonnage Page 5 NFC Available Tonnae Page 6 B/L Inquiry Page 16 Order for Service Page 6 TOOLS> General Page 11 Surveys Page Mile Agent Lookup Page 12 Agent Equipment Listings Page 12 TOOLS> Services Page 14 Vehicle Quote Page 14 Online Store Page 18 Driver Qualification Page 23 Vehicle Qualification Page 23 TOOLS> References Page 24 Library Page 24 Recommended Vendors Page 25 Fuel Surcharge Page 25 GSA Rates Page 25 TOOLS> Directories Page 26 NVL Directory Page 26 Agent Directory Page 26 CONTACT US Page 28 HELP Page 28
3 Section I, Page 2 Agent Network - To access to the National Van Lines Agent Network, log in to your Internet Service Provider, click in the address bar and type A Agent Network User ID and password are issued to each agency principal. UserID: Password: To enter the Agent Network, click on Log In which will show you that are logged in by saying Welcome Agency Name. On this page there are scrolling advertisements/announcements and you will see fuel surcharge information, access to News on the Move and upcoming events, access to contact numbers, business hours, after hour emergency contact information as well as information regarding Tariff NVL100 and our rating software.
4 Section I, Page 3 To access additional features on the Agent Network go to Tools and you will see a drop down that shows Agent, General, Services, References and Directories. Under AGENT you will find access to the Series, NVL Available Tonnage, NFC Available Tonnage, B/L Inquiry and Order for Service. iseries - This feature is used to access the National Van Lines iseries system. An iseries user ID and password are issued to each agency principal. The iseries user ID and password are different than the Agent Network user ID and password. Please see Section II iseries for more information.
5 Section I, Page 4 NVL Available Tonnage - This feature will assist an agent who is self-hauling a shipment to find additional tonnage or return tonnage for their vehicle. The system will provide a list of National Van Lines shipments that are loading in the next 30 days that are currently not assigned to a driver. The list can be filtered by Origin Region and/or Destination Region (All, Midwest, Northeast, Southeast, Southwest & West), Origin or Destination State, Load Thru (date) and Maximum Weight. Once you have set your search parameters click on Search. Your search results can be sorted by any column by clicking on the column heading. Under the Type column you will find notations if a shipment was registered as a self haul (SH) or if a shipment required an APU. If an APU was performed, the agent code of the APU agent will be displayed. If there is a shipment that your agency wants, contact Operations at (800) ext or 2960.
6 Section I, Page 5 NFC Available Tonnage - This feature will assist an agent who is self-hauling a shipment to find additional tonnage or return tonnage for their vehicle. The system will provide a list of National Forwarding shipments that are loading in the next 30 days that are currently not assigned to a driver. The report can be sorted by any column by clicking on the column heading. If there is a shipment that your agency wants, contact NFC Dispatch at (800) or nfctonnage@nationalvanlines.com.
7 Section I, Page 6 B/L Inquiry This features allows the agents involved in a shipment (booker, OA, hauler, DA) to see the messages that are a part of the shipment registration and it gives them access to any documentation associated with a shipment (i.e. Estimate/Order for Service, Cube Sheet, Inventory, Bill of Lading, Weight Tickets, etc. Enter the B/L (Bill of Lading) Number and click on Search. On the left you will see the messages that are part of the shipment record. On the right you will see a list of the documents associated with the shipment. Just click on the document name to view it. NOTE: while there are a variety of web browsers available, the B/L Inquiry feature works best in Internet Explorer, Google Chrome or Safari. Order for Service - The Order for Service feature provides you with the ability to send an Estimate/Order for Service and Table of Measurements (a/k/a Cube Sheet) to your customer via and the customer with the ability to accept it electronically. No more mailing/ ing it to them, asking them to print it out, sign it and either fax, mail or it back to you. They can do it all electronically. The Order for Service feature automatically attaches a copy of the mandatory document Complete Information About Your Move (which includes Your Rights & Responsibilities When You Move; AMSA s HHG Dispute Settlement Program; Ready to Move; Not All Trucks Are Created Equal; How Does Replacement Value Protection Compare to the Carrier s Basic Liability? and How to Pay Your Moving Expenses Online) to the .
8 Section I, Page 7 You need to enter the following information: Agent Acct Number your agent code Customer First Name the customer s first name Customer Last Name the customer s last name Customer Address the customer s address Verify Address the customer s address Estimate Date the date the estimate was created Estimate Type Non-Binding; Binding or Customer Benefit/Not to Exceed Total Charges total charges after discount Survey Estimate File attach the pdf version of the Estimate/Order for Service created in your rating software. This document must be saved on your computer. (See Page 10 for instructions on how to create a pdf version in the QuickMove software.) Table of Measurement (a/k/a Cube Sheet) attach the pdf version of the Table of Measurements created in your rating software. This document must be saved on your computer. (See Page 9 for instructions on how to create a pdf version in the QuickMove software.) Physical Survey Waiver Required? Answer yes, if the customer is more than 50 miles from your office and needs to waive their right to a physical survey. If a physical survey has already been conducted, answer no. Additional Address as noted, when a customer responds a notification will be sent to the on file in the online agent directory for your agency. If you would like the confirmation sent to an additional address, enter it here (optional). When complete, click on Save. You will receive the following confirmation message:
9 Section I, Page 8 Below is a sample of the that is sent to the customer: From the the customer has two places they can click to verify their acceptance of the Estimate/Order for Service. When they do, they will be taken to the following screen: Once the customer has acknowledged receipt of the Complete Information About Your Move booklet and clicked on Accept they will receive the following confirmation:
10 Section I, Page 9 They will also receive the following confirmation At the same time, the booking agent will be sent the following confirmation via This confirmation contains a copy of the Estimate/Order for Service that was sent to the customer for your records. The booking agent now must go into the iseries system and register the shipment. Please see Section II iseries for more information. A copy of this should be given to the driver along with the following: Copy of the Estimate/Order for Service Table of Measurements (cube sheet) Packing Report If applicable, Revision to the Estimate/Order for Service (Change Order) If APU d Inventory & Weight Tickets For more information on the required paperwork see the Wonderful World of Paperwork or Paperwork Requirements and Responsibilities in Section XIII Finance.
11 Section I, Page 10 Instructions for how to create a pdf version of the Estimate/Order for Service in the QuickMove software: From this screen go to Reports and select Customer Copy - NET. Once the Estimate/Order for Service comes up, click on the PDF Export button on the top line. When you click on PDF Export a Save As window will open where you can name the document and select the folder to save it in.
12 Section I, Page 11 Under GENERAL you will find access to Surveys, 100 Mile Agent Lookup, and Agent Equipment Listings. Surveys This feature allows you access to Customer Satisfaction Surveys for all shipments that your agency has been involved in as either the booking agent, origin agent, packing agent, hauling agent or destination agent. Surveys can be accessed by Bill of Lading number, date range, (national) account, driver or booker. For example, to review all Customer Satisfaction Surveys that were received in July 2016 enter a From date of 7/1/16 and To date of 7/31/16 and click on Submit. A list of the shipments will appear at the bottom of the screen. To review a specific Customer Satisfaction Survey, click on the appropriate shipment.
13 Section I, Page Mile Agent Lookup - This feature allows you to search for National Van Lines agents within up to 100 miles of a specific city & state or zip code & state. Enter a city and state or a zip code and state and indicate the number of miles and click on Search. Below is an example using Jacksonville, Florida. Agent Equipment Listings This feature allows Agents to view and post equipment for sale. You can sort the listings by Equipment Type. The options are: All Types, Bobtail, Miscellaneous, Straight Truck, Tractor and Trailer. Once you have made your selection click on Search.
14 Section I, Page 13 To view the details of a listing just click on the listing. The contact information for the agent and additional descriptions are displayed on this page. To add your own listing, just click on "New Listing." The "Title" field will be the header for your listing, so you might want to include a brief description as well as a price or statement like "Make an Offer." You can add more information in the "Description" field and even upload a photo! Listings will go through a quick approval process before they are posted, and will stay on the list for 30 days.
15 Section I, Page 14 Under SERVICES you will find access to Vehicle Quote, Online Store, Driver Qualification and Vehicle Qualification. Vehicle Quote The feature provides you access to our flat rate Vehicle Quote portal. NOTE: 1. If a status screen appears, simply click on the X in the upper right corner this screen only indicates that a system update has been performed. 2. You may add third party auto charges from the Vehicle Quote to the Estimate / Order for Service, but you must phrase it in this manner: 3 rd Party Auto Service Separate Transit Schedule Applies In the upper right hand corner of the screen below if you click on the drop down arrow to the right of your name you can update your User Profile and set up your booking commission.
16 Section I, Page 15 You may use a flat dollar amount or select a percentage to be added to each quote. This commission can be changed on a shipment by shipment basis, should you choose. To complete, click on Update User and you will be taken back to the quote screen. Enter Shipping Vehicle From and Shipping Vehicle To (you may use either the zip code or the city, but make certain you select from the drop down choices). Use the pull down arrows to select the Make and Model. Complete the form by indicating the Condition (running/not running) and Transport Type (open/enclosed trailer). To create the quote click on Calculate.
17 Section I, Page 16 The system returns choices for the customer, with pricing depending on the amount of notice they can provide for loading. Using this screen, you can also add the customer s name and the sales person s name. The transit time will display in the upper left and DOES NOT / WILL NOT match the household goods transit guide. The Show Map button will display a routing map for the auto shipment. To save the quote click on Save Quote. Your quote will be assigned a quote number and saved and you will be taken to the screen below. Selecting the customer s choice of load window will highlight the dates.
18 Section I, Page 17 To send the quote to the customer, Click on Actions in the upper right. Select Download as a PDF and save. You can then send the PDF file created to the customer as an attachment. When you are ready to book this auto shipment, register the household goods shipment in the iseries first, as you will need a Bill of Lading number to complete booking the auto shipment. There is no need for a separate National Van Lines Bill of Lading for the auto, as this is considered a 3 rd party service. When the household goods shipment is registered go back to the Vehicle Quote Portal and open the saved quote by clicking on it. Once the quote has opened, choose a pick up timeframe and then click on Book Quote.
19 Section I, Page 18 On the Submit Order screen complete the Customer Details, Additional Info, Pickup Details, Delivery Details and add any Comments. When complete, click on Submit Order. Online Store This allows you access to the website where you can purchase everything from apparel to brochures/forms to promotional items.
20 Section I, Page 19 If this is your first time visiting the National Van Lines online store you will be required to create an account. After you have created an account you will be required to enter your address and agent code to enter the store. Create an Account - Step 1: Choose how you want to shop under Group. Purchases made under Agent/Contr Acct Spending will be charged to your agent statement. If you are a new agent and the items you ordered are covered under your conversion account, they will be charged to it. Purchases made under Personal Credit Card Orders you will be required to provide credit card information prior to checking out. NOTE: NVL Company Orders is for internal use only Step 2: Enter a valid address and click on Login. Step 3: Enter your agent or driver number and click Submit.
21 Section I, Page 20 Step 4: Confirm your address is correct then click on Click Here to continue. Step 5: Enter all the required fields and click Continue.
22 Shop: Begin shopping using the category navigation on the left hand side. Section I, Page 21 NOTE: There are pricing discounts when order increased quantities. Select the items that you want to purchase and add them to your cart.
23 You may view your cart at any time by clicking the button in the navigation bar. Section I, Page 22 Checkout: When your order is complete click on Check Out. Select your shipping method and review your address. To submit your order click on Finalize Your Order. You will receive an order confirmation with your order number making you aware that your order has been submitted for approval by National Van Lines. You will also receive a copy of your order confirmation in your . Once your order is approved you will receive an updated shipping date from when the order was approved.
24 Section I, Page 23 Driver Qualification - This feature provides you with a link to the driver qualification paperwork. The paperwork can be completed online. For assistance, please contact Driver Services at (708) Vehicle Qualification - This feature provides you access to the vehicle qualification paperwork. The paperwork can be completed online and submitted via to safetydocs@nationalvanlines.com or fax (708) For assistance, please contact the Safety Department at (800) ext
25 Section I, Page 24 Under REFERENCES you will find access to the Library, Recommended Vendors, Fuel Surcharge and GSA Rates. Library - This feature allows you to read, print and download important documents that are stored in the Documents Library, view Videos that are stored in the Video Library and download images that are stored in the Images Library. The first step is to select the Library you want to review (Documents, Images or Video List). To access a document in the Documents Library you must have at least Acrobat Reader downloaded. If you do not already have Acrobat Reader, go to the yellow icon Get Acrobat Reader at the top of the page and follow the download instructions from Adobe. You only need to download the free version. Documents Library - The Documents Library is organized in to several categories. You can narrow down your search by choosing a Section and/or a Title. When you find a document you want to review, just click on the documents title and it will open as a PDF.
26 Section I, Page 25 Video Library To view a video from the Video Library select Video List from the Library dropdown and then scroll down. When you find a video you want to view, click on it and then click the Play button on the bottom left. Recommended Vendors - This feature provides you with a list of National Van Lines recommended Vendors. To see the full list, use the scroll bar on the right. Fuel Surcharge - This feature displays a fuel surcharge matrix both current and historical. To see the full document, use the scroll bar on the right. GSA Rates - This feature allows you to search for both domestic and international GSA Rates from origin state to destination state for a specific time period by type and government agency. The first step is to select Domestic or International. From there you can choose a Type, Search Date, Agency, Origin and Destination. After you have determined the applicable filters click on Search.
27 Section I, Page 26 Under DIRECTORIES you will find access to the NVL Directory and the Agent Directory. NVL Directory - This feature allows you to search for National Van Lines (NVL) & National Forwarding Company (NFC) employees by first or last name. To see the complete list click the Search button on the right. You can also narrow it down to NFC or NVL from the Company dropdown as well as to a specific department from the Department dropdown. To search for a specific person enter their first or last name and then click Search. Agent Directory - This feature is used to search the Online Agency Directory for information regarding National Van Lines agents. The search can be based on Name, City, (agent) Type, County, (agent) Account number or State. NOTES: 1. When conducting a search the system defaults to an Agent Type of Prime. 2. If you do not specify a state, the system will find all city names that match your search criteria. For example, a search for Pasadena will find an agent in Pasadena, CA and an agent in Pasadena, TX. 3. When searching by city, the system looks at the city the agent is located in and all the cities listed in the agent s coverage cities. 4. Use the scroll bar to see the entire list of agents who are either located in or list the desired city in their coverage cities. For more information about a specific agent, click on More Details on the left side of each agent s listing.
28 Section I, Page When searching by county/state, the system does not only look at the county/state the agent is physically located in. It also looks at the counties/states listed in the agent s coverage counties. When viewing the online Agent Directory, if you find any incorrect information, please the correct information to directory@nationalvanlines.com or contact the Agency Services at (800) ext If you want to include a link to your website, you must have a link back to National Van Lines located on the first page of your website. The proper wording for this link is "An Interstate Agent for National Van Lines, Inc." To create a printable agent directory, fill in your search parameters and click on Search. Once the search is complete, click on the Printable Directory icon just below Search on the right. This will create a document that you can print on a local printer.
29 Section I, Page 28 Also available on the Agent Network are: Contact Us Here you can find the primary contact numbers and after hours contact numbers for National Van Lines as well as the business hours for Operations and Customer Experience. Agent Network Help If you need any assistance using the Agent Network or any of the features do not appear to be functioning properly, please contact Agency Services at (800) ext or
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