AttachmentC_EDI ATTACH Outline.pdf
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- Solicitation number
- 19AQMM26R0027
About this file
This document is a detailed guide for the Electronic Data Interchange (EDI) ATTACH process, which enables attaching shipment documents to ILMS (Integrated Logistics Management System) and T-Lite records. The process involves saving documents with a specific naming convention that includes the shipment number, a carat symbol, a document code, another carat symbol, and a document description. Acceptable file types include common formats like PDF, DOCX, XLS, and others.
The document provides comprehensive instructions for using the EDI ATTACH process, including email requirements (sending to ALMOPSRLCATTM@STATE.GOV), a list of 27 document codes for various shipment-related documents, and answers to frequently asked questions. Key details include: documents must be individual attachments, the process runs nightly at 10:00 PM (Monday-Friday), and the attachments will be visible to all Dispatch Agencies, Post, and DC TM Office. The guide clarifies which documents should be sent via this process (such as packing lists, pre-move surveys, and confirmation reports) and which should not (like access cost estimate sheets and foreign flag waivers).
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UNCLASSIFIED
ATTACHING DOCUMENTS TO ILMS
1. OVERVIEW
EDI process to attach shipment documents to ILMS shipment and T-Lite record without accessing the shipment record. The document will be saved utilizing a specific naming convention then emailed to a general mailbox. The general mailbox will batch an EDI function each night and attach shipment documents to ILMS shipment and T-Lite record based on the naming convention of the attachment.
This process referred to as EDI ATTACH will replace our current process to email the
A/LM ARCHIVE. Documents attached are visible by all Despatch Agencies, Post and DC
TM Office as a single shipment record source of information.
2. SAVING DOCUMENT REQUIREMENTS
• Each document must be a single attachment
• Save document with the following naming convention:
Shipment number / insert carat symbol (Shift+6)/document code (table provided) / insert carat symbol (Shift+6) / document description
(inventory)
Example: DC19123456^03^inventory
• Acceptable file types:
(.bmp, .doc, .docx, .far, .gif, .jpe, .jpeg, .jpg, .msg, .pdf, .png, .ppt, .pptx, .tif, .tiff, .xls, .xlsx, .xps, .zip)
• Document Codes see #4 below
3. Email Requirements
The email can consist of multiple attachments for more than one (1) record and sent to multiple recipients. The emails that are sent each day will batch to the EDI process and attach the documents included in each email to the ILMS shipment record. The process that transfers the attachments on the emails to the ILMS record runs nightly at 10:00PM
(Monday – Friday). All attachments will be visible in ILMS and T-Lite once the batch process runs.
A. Email Requirements
i. TO: ALMOPSRLCATTM@STATE.GOV
ii. Subject: EDI ATTACH – SHIP
1. Hyphen must be short hyphen not a double (extra-long) hyphen
a. EDI ATTACH – Ship vs EDI ATTACH - SHIP
iii. Include attachments as defined above in #2
4. Document Code
01 BOL
02 Cashier Receipt
03 Packing List
04 Other
05 CBP Declaration
06 OBL
07 Travel Orders
08 AWB
09 Passport
10 Shipping Instructions
11 Vehicle Title
12 EPA Form
13 Invoice
14 Photograph
15 Email
16 Delivery Receipt
17 Arrival Notice
18 Waiver
19 IMO/MSDS
20 Weight Certificate
21 Ariba Request
22 Quote
23 Work Order
24 ISF
25 Funding Docs
26 Condition Report
27 Status Update
5. Outcome
The results of the EDI ATTACH process will result to be visible in the ILMS and Trans
Lite system as shown below:
FREQUENTLY ASKED QUESTIONS
1. DO I NEED TO SEND THE ACCESS COST ESTIMATE SHEET VIA
EDI ATTACH PROCESS AFTER AN ACCESS?
No – The Access Cost Estimate sheet is needed for invoicing and should be attached to
SYNCADA.
2. IS THE INVENTORY THE SAME AS A PACKING LIST? IS SO,
WHAT DOCUMENT CODE SHOULD BE UTILIZED TO SEND VIA
EDI ATTACH?
Yes – The inventory and packing list are considered to be the same document, the document code to utilize is 03.
3. WILL I SEND THE PACKING LIST / INVENTORY VIA EDI
PROCESS AFTER AN ACCESS TO THE ORIGINAL STI SHIPMENT
OR TO THE STO SHIPMENT?
The inventory utilized for an access (with items marked to pull) along with additional inventory docs like the “rider” would get attached to the STO shipment.
4. CAN I SEND THE PRE-MOVE SURVEY RESULTS VIA THE EDI
ATTACH PROCESS? IF SO, WHAT DOCUMENT CODE SHOULD BE
UTILIZED?
Yes – The pre-move survey will get sent via EDI ATTACH and use the document code 04.
In the short text after the second carat you are able to define the contents of the attachment such as pre-move survey.
5. CAN I ATTACH THE BINGO SHEETS, INVENTORY AND WEIGHT
CERTIFICATE AS A SINGLE ATTACHMENT OR SHOULD THEY BE
A SEPARATE DOCUMENT ATTACHMENT? IF SEPARATE, WHICH
DOCUMENT CODE DO I USE?
Yes – the documents such as the inventory, bingo sheets, weight certificate and other documents that are a result of the shipment pack out or access can be a single attachment. Use document code 04 and use origin docs in short text after the second carat
6. CAN I SAVE MULTIPLE DOCUMENTS IN A SINGLE
ATTACHMENT FOR THE EDI ATTACH PROCESS?
No – Each document must be its own attachment with associated document code
7. DO I NEED TO SEND FOREIGN FLAG WAIVERS & ACCESSORIAL
REQUEST VIA THE EDI ATTACH PROCESS?
No – the foreign flag and accessorial request will continue to be sent to
TTMCONTRACTS mailbox for review and decision, once the final decision is made the signed foreign flag and accessorial will be emailed to point of contact on request and then attached to the shipment record from DOS signature authority. No action needed from TSP.
8. CAN I SEND THE SHIPPER’S SECURITY ENDORSEMENT FORM
VIA THE EDI ATTACH PROCESS? IF SO, WHAT DOCUMENT
CODE SHOULD BE UTILIZED?
Yes – The shipper’s security endorsement form will get sent via the EDI ATTACH and use the document code 04. In the short text after the second carat you are able to define the contents of the attachment such as shipper’s security endorsement.
9. IF I SEND DOCUMENTS VIA EDI ATTACH PROCESS DO, I STILL
NEED TO SEND THEM TO POST?
No – once an attachment is sent via EDI ATTACH process it will attach to shipment record and post will have visibility the next business day
10. DO I NEED TO SEND THE DAILY TENDER REPORT VIA
THE EDI ATTACH PROCESS? IF SO, WHAT DOCUMENT CODE
SHOULD BE UTILIZED?
Yes – The daily tender report for DOS 1, 4, 5 & 7 will get sent via the EDI ATTACH and use document code 04. In the short text after the second carat you are able to define the contents of the attachment such as daily tender.
11. DO I NEED TO SEND THE CONFIRMATION REPORT OF
COMPLETED SERVICES / DELIVERY VIA THE EDI ATTACH
PROCESS? IF SO, WHAT DOCUMENT CODE SHOULD BE
UTILIZED?
Yes – The confirmation report for completion of services and/or delivery will get sent via the EDI ATTACH and use document code 04. In the short text after the second carat you are able to define the contents of the attachment such as confirmation of service completed.
12. IF I SEND MULTIPLE ATTACHMENTS WITH THE SAME
DOCUMENT CODE AND/OR NAME WILL THE EDI ATTACH
PROCESS OVERWRITE THE PREVIOUS ATTACHMENT?
No – The process will attach all attachments sent via EDI ATTACH process. If a revision is needed to be sent for any reason, please provide a description in the short text after the second carat such as document name and revision. The attachments will have a date and time stamp for easy to view and determine the most recent/latest attachment.
13. FOR THE SINGLE DIGIT DOCUMENT CODES, DO YOU
HAVE TO PLACE THE 0 BEFORE THE NUMBER AS A DOUBLE-
DIGIT CODE?
No – The single digit document codes can be saved as 4 or 04 for the naming convention on the document attached.
| 1. Overview |
| 2. Saving documenT Requirements |
| 3. Email Requirements |
| A. Email Requirements |
| i. TO: ALMOPSRLCATTM@STATE.GOV |
| ii. Subject: EDI ATTACH – SHIP |
| 1. Hyphen must be short hyphen not a double (extra-long) hyphen |
| a. EDI ATTACH – Ship vs EDI ATTACH - SHIP |
iii. Include attachments as defined above in #2
| 4. Document Code |
| 5. Outcome |
| 1. Do I need to send the Access Cost Estimate sheet via EDI Attach process after an access? |
| 2. Is the inventory the same as a packing list? Is so, what document code should be utilized to send via EDI Attach? |
| 3. Will I send the packing list / inventory via EDI process after an access to the original STI shipment or to the STO shipment? |
| 4. Can I send the Pre-Move Survey Results via the EDI Attach process? If so, what document code should be utilized? |
| 5. Can I attach the bingo sheets, inventory and weight certificate as a single attachment or should they be a separate document attachment? If separate, which document code do I use? |
| 6. Can I save multiple documents in a single attachment for the EDI ATTACH process? |
| 7. Do I need to SEND FOREIGN flag waivers & accessorial request via the EDI ATTACH process? |
| 8. Can I send the shipper’s security endorsement form via the EDI ATTACH process? If so, what document code should be utilized? |
| 9. If I send documents via EDI ATTACH process DO, I still need to send them to post? |
| 10. Do I need to send the daily tender report via the EDI ATTACH process? If so, what document code should be utilized? |
| 11. Do I need to send the confirmation report of completed services / delivery via the EDI ATTACH process? If so, what document code should be utilized? |
| 12. If I send multiple attachments with the same document code and/or name will the EDI ATTACH process overwrite the previous attachment? |
| 13. For the single digit document codes, Do you have to place the 0 before the number as a DOUBLE-DIGIT code? |
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