Carrier Manuals

Carrier Manuals

Introduction

Welcome to the Carrier User Manual for the Direct Imports Project. This guide is designed to help carriers participating in direct import operations understand and navigate the platform effectively. It outlines the required steps, submission timelines, and key actions necessary to ensure a smooth and compliant exchange of shipment information.

By following this manual, carriers will be able to:

• Access the platform
• Submit or view shipment-related data
• Upload required documents
• Acknowledge and manage shipment statuses

Section 1. User Log In

1. Carrier user can access KNNX Asset Track platform via https://dlat.wal-mart.com/ 
2. Please add tenant name “Retail” (see image below)

1. Once tenant name is accepted, user will be redirected to Walmart Retail link log in page where carrier user must submit User ID (or Email) & Password.

Log in details:

1. Password must contain minimum 6 characters including capital letter, digits, and special characters.
2. The password change will be requested every 180 days.
3. There is a maximum of 3 attempts before account is locked.
4. To update Password, click “Forgot your Password” button, add User ID and email notification to reset password will be sent.

IMPORTANT NOTE: We would like to insist that under no circumstances should you share your login credentials with anyone. These credentials are meant exclusively for your use and access invoice management platform. 

Section 2. Invoice review

1. Click on the Business Workflows page from the Navigation Panel on the left-hand side of the screen.
2. Select the required “Imports Shipments” business workflow to review Imports invoices. 

Note: For CN Rail, user must select “Imports CNRU Shipments” business workflow.

1. Once carrier user clicks on business workflow, the list of invoices is visible (1 row = 1 invoice/1 BOL ID).

Note: User can set up different columns by clicking “Filter” button (in the top right corner) and select required attributes (BOL ID, Carrier SCAC, etc.)

1. Click on the View Details button on the right side of the screen to view the invoice details.

In Invoice details, carrier user can see the details under the following sections:

1. Shipment Information
2. Carrier Information
3. Origin Location
4. Destination Location
5. Stop Details
6. Invoice Details (billing info)
7. Known Charges (Linehaul, fuel, etc.)
8. Accessorial Claims & Variable Charges
9. Invoice information (subtotal, total, tax, etc.)
10. Payment information (updates from SAP)

5. All updates (value changes, user comments, etc.) made to an invoice can be traced via “Activities & Comments” section.

Carrier user can download invoice (in pdf format) by clicking “Download” button.  

Section 3. Accessorial Claim submission

Carrier can submit the following accessorial claim types in invoice available in “Imports Shipments” business workflow:

1. Heat
2. Hazmat
3. XORM (Extra Miles)
4. COD (Change of Delivery)
5. Miscellaneous (includes 4 types)
   1. Additional Stop
   2. Inbond
   3. Cleaning
   4. Other

Important note: In addition to accessorial claim submission, user can also submit “Spot Rate” (linehaul rate update) from the same “Update” window.

To submit accessorial claim, user must click “Update” button (in the top right corner)

1. Heat claim

A claim filed when temperature-sensitive cargo is used within shipments.

• To submit Heat claim, please open “Heat Claim” section and select “Yes” in “Heat status” dropdown. Note: By default, it is defined as “No”
• If available, user can update 2 optional fields – “Heat item number” & “Heat comments”.
• Once all inputs are made, user clicks “Update” button.

Note: 1 Heat Claim submission is allowed per 1 BOL ID.

• Once heat claim is submitted, carrier user can check claim details via “Accessorial Claims” section in invoice details

• After claim submission, it will be checked by WM team and claim status will be updated as “Approved” or “Rejected” and Heat claim status and details will be visible accordingly.

• If Heat claim is approved, heat claim charge is also visible in “Variable Charges” section in invoice details.

• If Heat claim is rejected, then heat claim status will be defined ”Rejected” and no charge is visible in “Variable Charges” section in invoice details.

1. Hazmat claim

A claim related to shipments containing hazardous materials within shipments.

• To submit Hazmat claim, please open “Hazmat Claim” section and select “Yes” in “Hazmat status” dropdown. Note: By default, it is defined as “No”
• If available, user can update 2 optional fields – “Hazmat item number” & “Hazmat comments”.
• Once all inputs are made, user clicks “Update” button.

Note: 1 Hazmat Claim submission is allowed per 1 BOL ID.

• Once hazmat claim is submitted, carrier user can check claim details via “Accessorial Claims” section in invoice details

• After claim submission, it will be checked by WM team and claim status will be updated as “Approved” or “Rejected” and Hazmat claim status and details will be visible accordingly.

• If Hazmat claim is approved, Hazmat claim charge is also visible in “Variable Charges” section in invoice details.

• If Hazmat claim is rejected, then hazmat claim status will be defined “Rejected” and no charge is visible in “Variable Charges” section in invoice details.

1. XORM claim (Extra Miles)

A claim raised when a carrier travels additional, non-agreed miles due to rerouting, incorrect address, or delivery inefficiencies, leading to added costs.

• To submit XORM claim, please open “XORM Claim” section and provide the following details:

1. Extra Miles (mandatory)
2. XORM Reason (mandatory)
3. XORM Additional file_1 (mandatory)
4. XORM Additional file_1_Description (mandatory)
5. XORM Additional file_2 (optional)
6. XORM Additional file_2_Description (optional)

• Once all inputs are made, user clicks “Update” button.

Note: 1 XORM Claim submission is allowed per 1 BOL ID.

Important Note: If “Extra Miles” value is less than 10 miles, XORM claim will be automatically rejected.

• Once XORM claim is submitted, carrier user can check claim details via “Accessorial Claims” section in invoice details

• After claim submission, it will be checked by WM team and claim status will be updated as “Approved” or “Rejected” and XORM claim status and details will be visible accordingly.

• If XORM claim is approved, XORM claim charge is also visible in “Variable Charges” section in invoice details.

• If XORM claim is rejected, then XORM claim status will be defined “Rejected” (including comments from WM team) and no charge is visible in “Variable Charges” section in invoice details.

IMPORTANT NOTE: XORM Claim is not available for CN Rail

1. COD claim (Change of Delivery)

A claim for reimbursement due to changes in the original delivery location or delivery instructions after the shipment was en route or dispatched.

• To submit COD claim, please open “COD Claim” section and provide the following details:

1. Destination ID (mandatory) – Dropdown to select new destination (from DCs’ list)
2. COD Charge (mandatory) – reimbursement carrier can request for destination change (in addition to Linehaul rate update)
3. COD Additional file_1 (mandatory)
4. COD Additional file_1_Description (mandatory)
5. COD Additional file_2 (optional)
6. COD Additional file_2_Description (optional)

• Once all inputs are made, user clicks “Update” button.

Note: 1 COD Claim submission is allowed per 1 BOL ID.

• Once COD claim is submitted, carrier user can check claim details via “Accessorial Claims” section in invoice details

• After claim submission, it will be checked by WM team and claim status will be updated as “Approved” or “Rejected”, and COD claim status and details will be visible accordingly.

• If COD claim is approved, COD claim charge is also visible in “Variable Charges” section in invoice details. Additionally, as destination ID is changed, linehaul charge will be also updated.

• If COD claim is rejected, then COD claim status will be defined “Rejected” (including comments from WM team) and no charge is visible in “Variable Charges” section in invoice details.

1. Miscellaneous Claims

A catch-all category for claims that don’t fall under standard types, covering the following claim types:

1. Additional Stop
2. Inbond
3. Cleaning
4. Other

• To submit Miscellaneous Claim, please open “Miscellaneous Claim” section and provide the following details for any of the claim types listed below:

• Once all required inputs are made, user clicks “Update” button.

Note: Each MISC claim type submission is allowed only 1 time per 1 BOL ID.

• Once Miscellaneous claim is submitted, carrier user can check claim details via “Accessorial Claims” section in invoice details

• After claim submission, it will be checked by WM team and claim status will be updated as “Approved” or “Rejected”, and Miscellaneous claim status and details will be visible accordingly.

• If Miscellaneous claim is approved, Miscellaneous claim charge is also visible in “Variable Charges” section in invoice details.

• If Miscellaneous claim is rejected, then Miscellaneous claim type status will be defined “Rejected” (including comments from WM team) and no charge is visible in “Variable Charges” section in invoice details.

1. Spot Rate claim

A claim related to shipments moved under a spot rate (one-time quoted rate) rather than contract rate.

• To submit Spot Rate claim, please open “Spot Rate Claim” section and provide the following details:

1. Spot Rate – one-time linehaul rate (mandatory)
2. Spot Rate Reason (mandatory)
3. SR Additional file_1 (mandatory)
4. SR Additional file_1_Description (mandatory)
5. SR Additional file_2 (optional)
6. SR Additional file_2_Description (optional)

• Once all inputs are made, user clicks “Update” button.

Note: 1 Spot Rate Claim submission is allowed per 1 BOL ID.

• Once Spot Rate claim is submitted, carrier user can check claim details via “Accessorial Claims” section in invoice details

• After claim submission, it will be checked by WM team and claim status will be updated as “Approved” or “Rejected”, and Spot Rate claim status and details will be visible accordingly.

• If Spot Rate claim is approved, “Linehaul charges” in Known Charges will be updated in invoice details.

• If Spot Rate claim is rejected, then Spot Rate claim status will be defined “Rejected” (including comments from WM team) and no change is applied to Linehaul charge in invoice details.

1. Additional (Optional) actions in “Update” Window

• User can submit additional files if required.
• Carrier user can submit Invoice ID (optional)

Section 4. Invoice dispute

• Carrier user can raise a dispute for invoice in KNNX platform if:

1. User observes discrepancy/error in Invoice details (linehaul charge, fuel charge, invoice amount, etc.)
2. User does not agree with “Rejected” accessorial claim status.

• To raise a dispute, carrier user must click “Dispute” button

• Once “Dispute” button is clicked, user has to provide Dispute details and click “Raise” button.

• Once Dispute is reviewed and resolved by WM, carrier user can check WM comments via “Activities & Comments” section. 

Section 5. Invoice submission for payment

• To send invoice, carrier must click “Send” button. 
• Invoice will not be sent if:
• Any claim status is In Review, i. e. no “Approved” or “Rejected” status provided by WM.
• Invoice details contain #Error value for any of the attributes.

• User can follow status on invoice via “Invoice Status” attribute under “Invoice Information” tag. 

Invoice status = Not Ready for Payment 🡪 Invoice is not sent for payment (on carrier review)

Invoice status = Initiated 🡪 Invoice is sent for payment (not accepted by SAP).

Invoice status = Processed 🡪 Invoice is accepted by SAP but not paid.

Invoice status = Settled 🡪 Invoice is paid by WM.

Section 6. Detention Claim submission

A claim filed when a carrier is delayed beyond the agreed free time during pickup or delivery at distribution centre resulting in extra charges for the waiting time. This compensates the carrier for idle time due to factors like slow loading/unloading or paperwork delays.

• Carrier user can submit Detention claim via “Imports Detention Claim” business workflow. 

Important note: Detention claim workflow is not used by CN Rail.

• After entering “Imports Detention Claim” business workflow, click “Create” button (in top right corner)

• To create detention claim, the following attributes must be added: 
  1. Detention_BOL_ID (mandatory) – to create detention charge for existing BOL ID.
  2. Appointment_nbr (mandatory)
  3. Detention_Origin_ID (mandatory) – Origin name available in invoice
  4. Detention_Destination_ID (mandatory) - Destination ID available in invoice
  5. IN_Date (mandatory) - Date the carrier arrived at DC gate. This marks the start of the detention clock.
  6. OUT_Date (mandatory) - The date the carrier departed from DC after loading or unloading was completed. This marks the end of the detention period.
  7. POD_file (optional) – Proof of delivery file upload
  8. BOL_file (optional) – BOL file upload
  9. Upload_Email (optional) – Any email upload
  10. Detention_Comments (optional)

Important Note: 1 Detention claim submission is allowed per 1 BOL ID.

• Once the details are added, click on the Create button to generate detention claim.

• Once detention claim is created, it can be viewed in business workflow. User must click on “View details” button for detention details. Based on inputs, KNNX platform will calculate detention chargeable days and detention charges.

• If detention claim details are calculated correctly, user can send detention claim for WM review (approval/rejection).

1. If Detention claim is approved, it will be sent for payment and “Invoice status” attribute (under Invoice Information will be updated as “Invoice Initiated”.
2. If Detention claim is rejected, it will be sent back to carrier user with rejection comments (Comments can be checked in “Activities & Comments” section).

Note: Further updates on payments are similar to the scenario described in “Invoice submission for payment” section. 

Section 7. Ebill submission by carrier

This concept is used in KNNX platform to submit charges (adjustments/deductions) missed from the primary invoice.

• Carrier user can submit ebill via “Imports Ebill Carrier to WMC” business workflow. 

• After entering “Imports Ebill Carrier to WMC” business workflow, click “Create” button (in top right corner)

• To create Ebill, the following attributes must be added: 
  1. Ebill_BOL_ID (mandatory) – to create ebill for existing BOL ID.
  2. Payment_type (mandatory) – Dropdown with 2 values (Debit & Credit)
     • Debit (Additional Payment/Reimbursement):

When the carrier selects Debit, it indicates a request for additional payment linked to an existing invoice (for accessorial charges or any other charge). 

• 
  
  • 
    
    • Credit (Deduction):

When the carrier selects Credit, it means they are issuing a deduction or refund, reducing the amount WM owes. It can be used to correct overbilling, service failures, or agreed reimbursements.

• 
  
  1. Credit_reason (mandatory only if Payment type is Credit)
  2. Ebill_GST_rate(%) (optional)
  3. Ebill_PST_rate(%) (optional)
  4. Ebill_QST_rate(%) (optional)
  5. Ebill_HST_rate(%) (optional)
  6. Additional_file (optional)
  7. Additional_file_Description (optional)
• Open “Ebill charges” section and click on “Add more” to submit the following attributes
  • 
    
    • Charge_name (mandatory)
    • Charge_amount (mandatory)
    • Charge_description (mandatory)

Note: If user needs to add more charges, he/she must click “add more” and update the same 3 mandatory attributes.

• Once the details are added, click on the Create button to generate detention claim.

• Once ebill is created, it can be viewed in business workflow. User must click on “View details” button for ebill details. Based on inputs, KNNX platform will calculate subtotal and total accordingly.

Note: If provided Ebill BOL ID does not exist, user will not be able to send ebill from KNNX platform.

• To review ebill charge details, please click “Ebill charges/View table

• If ebill details are calculated correctly, user can send it for WM review (approval/rejection).

1. If ebill is approved, it will be sent for payment and “Invoice status” attribute (under Invoice Information will be updated as “Invoice Initiated”.
2. If ebill is rejected, it will be sent back to carrier user with rejection comments (Comments can be checked in “Activities & Comments” section).

Note: Further updates on payments are similar to the scenario described in “Invoice submission for payment” section. 

• Until WM user accepts the ebill request, carrier can revoke the invoice and make updates if required. Click the “Revoke” button to revoke and update the invoice. Once invoice is updated, click “Send” button to submit the invoice again.

• Carrier user can review the invoice flow by clicking the “Show Timeline” button.

Section 8. Ebill submission by WM for carrier

This concept is used in KNNX platform to submit deductions/credits by WM for carrier.

• Carrier user can handle ebills created by WM via “Imports Ebill WMC to Carrier” business workflow.

• After entering “Imports Ebill Carrier to WMC” business workflow, carrier user can review all credit ebills created by WM for specific carrier
• User must click on “View details” button for ebill details. Based on inputs, KNNX platform will calculate subtotal and total accordingly.

• If ebill details are calculated correctly:

1. If ebill is approved, carrier user must click “Send” and “Invoice status” attribute (under Invoice Information) will be updated as “Invoice Initiated”.

1. If carrier does not agree with ebill, carrier user can raise a dispute (described in Section 4. Raise a Dispute), so it will be updated by WM user (Comments can be checked in “Activities & Comments” section).

Note: Further updates on payments are similar to the scenario described in “Invoice submission for payment” section. 

• Carrier user can review the invoice flow by clicking the “Show Timeline” button.

Section 9. KNNX Support - Troubleshooting

In case of issues with system functionality, data accuracy, or workflow processing, users can follow the steps below before escalating to KNNX Support:

Common Troubleshooting Steps:

• Refresh & Re-login: Log out and log back into the platform to reset session-based issues.
• Check Data Entry: Ensure all required fields are completed accurately, especially container numbers, invoice references, and date formats.
• Review Error Messages: Read any on-screen error messages carefully—they often indicate missing or invalid inputs.
• Confirm Workflow Stage: Ensure the action aligns with the current status of the shipment or claim (e.g., invoice approved before submitting a debit).
• Browser Compatibility: Use a supported browser (Chrome/Edge) and clear cache if needed.

When to Contact KNNX Support:

• System errors preventing task completion
• Data discrepancies not resolved through resubmission
• Access issues (e.g., locked accounts, missing permissions)
• Workflow failures or missing automation triggers

How to contact KNNX Support and raise a ticket

• User must click on Support link in the bottom left corner (see image below) and raise a ticket under one of the provided categories.