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HTC711-18-R-C002
PWS Appendix 1.4
APPENDIX 1.4
GLOBAL HEAVYWEIGHT SERVICE (GHS)
MONTHLY REPORT INSTRUCTIONS
Standardized File Format and File Naming conventions:
1. The data file submitted by the carrier shall contain records for each shipment by Ship Date in the month being reported, as well as shipments returned as undeliverable.
2. A shipment is identified by a unique shipment identifier and may contain multiple pieces.
3. File delivered should be in a flat file (.txt) using pipe (|) delimited format with headers to submit monthly data. (See Data File Table Legend below).
4. Fields shall be sequenced according to the tables provided below. Changes to the order must be cleared through PMO at least 2 weeks in advanced.
5. Accessorial total charge is to be entered on the shipment record.
6. Itemized Accounting elements (Accessorial, Surcharge, Duty and Tax, etc.) should be provided in a separate file and in the format of table listed below.
7. Delay Codes shall be provided in a separate file and in the format of the table listed below.
8. If there is no data for a particular field then leave blank.
9. City and State fields shall contain alpha characters only (no numeric addresses or special characters).
10. State fields should remain blank for non-US locations.
11. If the data type of a field is numeric/date then only place valid data types. (e.g. Pickup Date; do not place “Unavailable”).
12. Country Code fields shall use ISO 3166-1-alpha-3 code country codes (web reference: http://www.iso.org/iso/country_codes/iso_3166_code_lists/english_country_names_and_code_elements.htm).
13. All weights should be in U.S. Pounds (lbs.)
14. Contract type – Identified within the dataset (GHS for Global Heavy Weight Service)
15. Contract Sub Type – Identified within the dataset (IT for International , DT for Domestic)
16. The File name shall be in the following format with an underscore separating each data element:
a. Year – identifies year of delivery
b. Month – identifies month of delivery
c. Carrier’s SCAC – Associates file to the Carrier
d. File Type – identifies type of data contained in file (SI = Shipment Information, AI = Accessorial, DI = Delays)
e. Submission date - date file was sent
f. Example: 201505_XXXX_SI_20150615.xlsx represents shipment information files for deliveries made in May 2015. The XXXX is a place holder for three or four character prime contractor carrier SCAC.
Example of Shipment Information Data File:
In the example below, the Prime Contractor Carrier SCAC of the company is SMPL, SI indicates the type of report (Shipment Information), AI indicates (Accounting Information), DI indicates (Delay Information) and the file was submitted 15-Jun-2015 for the month of May 2015. Three (3) separate files will be sent for each file name for each file type; see examples below.
File Name: 201505_SMPL_SI_20150615.txt 201505_SMPL_AI_20150615.txt 201505_SMPL_DI_20150615.txt
This file format allows the carrier to send multiple contract type records in one file. For example SMPL can send CAT A and GHS shipment information in the same file rather than sending a separate file for each.
Handling of Corrections, Additions, and No Data:
1. Provide only the records in dataset that had changes from previous month.
2. Accessorial changes are to be made as accounting entries (Example to back out or undo a previous charge a new record should be created with the credit of equal amount )
3. If there are shipments for a specific month that were not on the original report, add them to the following month’s report rather than sending a revised report for the month in which they were delivered.
4. Follow the same naming convention making sure the Submission Date equals the date the correction is being submitted
5. Provide an email stating there was no movement for the month when no movement was made.
R = “Required” – must provide data for this field
W/A = Shall provide information “When Applicable”, otherwise leave this field blank
I/P = “If Provided” by the Shipper, otherwise leave this field blank
N/A = Data "Not Applicable" to this program, leave the field blank
Shipment Information (SI) Data File
| REQ CD |
| FIELD HEADING |
| DESCRIPTION |
| DATA TYPE |
| SPECIAL INSTRUCTIONS |
| R |
| Prime_Carrier_SCAC |
| Standard Carrier Alpha Code for the Prime contractor (e.g. FedEx = FDE) Reference EDI 214 B1003 |
| VARCHAR(4) |
| None |
| R |
| Tracking_Number |
| Number unique to the contractor. Identifies unique way to search for shipment on shipper's website (e.g. 855353492480) |
| VARCHAR(30) |
| Shipment (Tender) number shall be sent to EDI on the L11 segment (position 30) where L1101 is the Tender Number and L1102 is CT. |
| R |
| Contract_Type |
| Identifies the particular contract type the record belongs to (e.g. CATA, GHS, NGDS etc…) |
| VARCHAR(7) |
| None |
| R |
| Actual_Weight |
| The total weight of the individual shipment in pounds. Reference EDI 214 AT803 |
| DECIMAL(10,1) |
| Weights shall be indicated in pounds. |
| R |
| Billed_Weight |
| The Actual or Dimensional weight, whichever is greater, and it is rounded to an integer or whole number. This value represents the pricing and/or weight break category used to calculate the shipping cost. In the case of multiple piece shipments it is also the value that is multiplied by the appropriate weight break category price per pound. Reference EDI 214 AT803 |
| INTEGER |
| Weights shall be indicated in pounds. |
| I/P |
| Content_Desc |
| Identifies contents of the package that is being shipped. (e.g. Brake Set, Tires) |
| VARCHAR(100) |
| Equivalent to Government Air Commodity Code. Short description preferably. Code should show what type of shipment is being moved. |
| R |
| Contract_Line_Number |
| Contract Line Item Number (CLIN) or Sub-Line Item Number (SLIN). Reference EDI 214 L1101, L1102 |
| VARCHAR(25) |
| None |
| W/A |
| Contract_Sub_type |
| Identifies the particular contracts sub type (e.g. International or Domestic for GHS) |
| VARCHAR(50) |
| Required for GHS Contracts. Indicates International or Domestic for the shipment |
| W/A |
| Delivery_TmZone |
| If Zulu/GMT is not possible for Delivery Time then provide the package Delivery Time Zone. (e.g. ACDT, ADT, HADT, etc…) Reference EDI 214 AT707 |
| VARCHAR(10) |
| Field is only required if Delivery Time is not in GMT/Zulu |
| R |
| Delivery_Status |
| Code which identifies if the delivery was on-time, late, excusably late or not deliverable. (The only acceptable codes are: OT, LT, EL, or ND) Reference EDI 214 AT701, AT702, AT703, AT704 |
| VARCHAR(2) |
| When delivery_status code LT, EL or ND is assigned, there must be an Exception/Delay entry that explains the reason for this status and the ultimate disposition of the item being shipped as necessary. |
| R |
| Delivery_Timestamp |
| The date/time stamp when the package was successfully delivered to government customer/representative. (e.g. 2018-07-04 14:23) Reference EDI 214 AT705, AT706 |
| DATETIME |
| Date and Time Format YYYY-MM-DD HH:NN (24 Hour Clock). If Zulu/GMT is not possible then provide the Time Zone in the associated TmZone column |
| W/A |
| Duties_and_Taxes_Amount |
| Total charge for all duties and taxes charges associated with the shipment in USD. (e.g. 209.89) |
| DECIMAL(10,2) |
| Do not include “$” in data submission. Must be in US Dollars. This amount must be included in the total for Total_Shipment_Amount. |
| R |
| Invoice_Date |
| The date the invoice was issued. (e.g. 2018-10-12) |
| DATE |
| Date format ‘MM/DD/YYYY’NOT NULL/INV_DT |
| R |
| Invoice_Number |
| The number assigned to the invoice by the Contractor |
| VARCHAR(25) |
| This number must be unique to each record in the detail report provided. [Primary Key of the Table] |
| I/P |
| Lead_Identifier |
| Lead TCN or Master Air Way Bill Reference EDI 214 L1102, B1002, B1005 |
| VARCHAR(50) |
| Unique number representing a consolidated shipment. |
| I/P |
| National_Account_Parent_Number |
| Account number matching back to the parent agency of the shipper |
| VARCHAR(15) |
| None |
| I/P |
| National_Account_Sub_Group_Number |
| Account number matching back to the sub-agency of the shipper |
| VARCHAR(15) |
| None |
| W/A |
| Package_Dim_Height |
| The dimensional height of the shipment in Inches |
| DECIMAL(10,1) |
| None |
| W/A |
| Package_Dim_Length |
| The dimensional length of the shipment in Inches |
| DECIMAL(10,1) |
| None |
| W/A |
| Package_Dim_Width |
| The dimensional width of the shipment in Inches |
| DECIMAL(10,1) |
| None |
| R |
| Package_Quantity |
| The number of pieces contained in the shipment. (e.g. 2, 6) Reference EDI 214 AT804 |
| INTEGER |
| Needs to be a number greater than or equal to 1 piece per shipment. |
| R |
| Package_Type |
| The type of package utilized by the shipment (e.g. letter, package) |
| VARCHAR(10) |
| None |
| R |
| Pickup_Timestamp |
| The date/time stamp when the package was picked up by the carrier from the shipper/government representative. (e.g. 2018-07-04 14:23). Reference EDI 214 AT705, AT706 |
| DATETIME |
| Date and Time Format YYYY-MM-DD HH:NN (24 Hour Clock). If Zulu/GMT is not possible then provide the Time Zone in the associated TmZone column |
| W/A |
| Pickup_TmZone |
| If Zulu/GMT is not possible for Pickup_Time then provide the package Pickup Time Zone (e.g. ACDT, ADT, HADT, etc…) Reference EDI 214 AT707 |
| VARCHAR(10) |
| Field is only required if Pickup_Time is not in GMT/Zulu. |
| I/P |
| Proof_of_Delivery_Recipient |
| Signature of the Recipient or his agent |
| VARCHAR(50) |
| Persons name who signed for the item |
| R |
| Recipient_City |
| The city where the shipment was received. (e.g. DOHA, THUMRAIT, ROBINS AFB) Reference EDI 214 N401 |
| VARCHAR(30) |
| Should not contain numeric or special characters. |
| R |
| Recipient_Company |
| Company or Organization name. (e.g. TACC, 597th TG, 375th LRS) Reference EDI 214 N201, N202 |
| VARCHAR(50) |
| None |
| R |
| Recipient_Country_Code |
| The country code where the shipment was received (e.g. JAP, USA) Reference EDI 214 N404 |
| CHAR(3) |
| Must be a 3 Digit ISO 3166-1-alpha-3 code country codes. |
| R |
| Recipient_Zip_Postal_Code |
| The zip code where the shipments was received.(e.g. 90210, 11746) |
| VARCHAR(5) |
| Should be formatted to capture leading zeros. Required for United States locations. May be left blank for OCONUS locations. |
| W/A |
| Remarks |
| Brief Explanation of Issues. Reference EDI 214 K101, K102 |
| VARCHAR(255) |
| Definitely required when Exception_Code is entered to indicate duration of delay and to record any additional information germane to the movement of the item shipped. |
| R |
| Service_Category |
| Field denoting the level of service performed (e.g. Express, ground, International etc) |
| VARCHAR(25) |
| None |
| W/A |
| Service_Type_Code |
| Field denoting the detailed level of service performed ( e.g. EX2 , 2DM, GR etc) |
| VARCHAR(5) |
| None |
| R |
| Shipment_Amount |
| Total amount charged for the shipment (not including discounts, duties/tax or surcharges) in USD. (e.g. 209.89) |
| DECIMAL(10,2) |
| Do not include “$” in data submission. Must be in US Dollars. This amount must be included in the total for Total_Shipment_Amount. |
| R |
| Shipment_Reference |
| Individual shipper assigned identifier; Contains the Transportation Control Number (TCN) for DoD Shipments. (Transportation Control Number) Identifies the provided DoD tracking number, when provided. (e.g. W915127195F009XXX) Reference EDI 214 L1101, L1102, B1002 |
| VARCHAR(100) |
| Government shipper unique tracking number. Value should not contain dashes or spaces in number. A 17 digit alphanumeric designator used by the DoD applied to each package or shipment to identify a shipment. In the event that the carrier must split a shipment tendered under one TCN, the government acknowledges individual tracking numbers may be assigned to the same TCN. |
| R |
| Shipper_Account_Number |
| The shipper account number. (e.g. 384436167) |
| VARCHAR(15) |
| Customer account number should match back to the individual customer. Carrier will provide customer details (e.g., POC, address, phone number, etc) upon request by Program Management Office (PMO) or Administrative Contracting Officer (ACO) |
| R |
| Shipper_City |
| The city from which the package was shipped (e.g. PORTSMOUTH, BOISE) Reference EDI 214 N401 |
| VARCHAR(30) |
| Should not contain numeric or special characters. |
| R |
| Shipper_Company |
| The Company or Organization that shipped the package. This is an attribute of the Shipper Account Number. (e.g. DLA, USAF, USN, DOE, etc…) Reference EDI 214 N201, N202 |
| VARCHAR(35) |
| None |
| R |
| Shipper_Country_Code |
| The country code from which the shipment was shipped. (e.g. JAP, USA) Reference EDI 214 N404 |
| CHAR(3) |
| Must be a 3 Digit ISO 3166-1-alpha-3code country codes. |
| R |
| Shipper_RDD_Timestamp |
| The date/time stamp when the package was committed to be delivered by |
| DATETIME |
| Date and Time Format YYYY-MM-DD HH:NN (24 Hour Clock). If Zulu/GMT is not possible then provide the Time Zone in the associated TmZone column |
| W/A |
| Shipper_RDD_TmZone |
| If Zulu/GMT is not possible for Shipper_TDD_Timestamp then provide the package Shipper RDD / Delivery Commitment Time Zone. (e.g. ACDT, ADT, HADT, etc…) Reference EDI 214 AT707 |
| VARCHAR(10) |
| Required when not Zulu |
| W/A |
| Shipper_State |
| The code which identifies the state from where the package was shipped (e.g. ID, VA, TX) Reference EDI 214 N402 |
| CHAR(2) |
| Provide for CONUS shipper locations. Must be a 2 Digit Code. May be left blank for OCONUS locations |
| R |
| Shipper_Zip_Postal_Code |
| The zip code from which the shipments was shipped (e.g., 90210, 11746) |
| VARCHAR(5) |
| Should be formatted to capture leading zeroes. Required for United States locations. May be left blank for OCONUS locations. |
| W/A |
| Sub_Carrier_SCAC |
| Standard Carrier Alpha Code for the sub-contractor carrier (e.g. FedEx = FDE) Reference EDI 214 MS301 |
| VARCHAR(4) |
| Field is only required if a subcontractor carrier associated shipment |
| R |
| Accounting_Amount |
| Total charge for all accessorial/surcharges charges associated with the shipment in USD. (e.g. 209.89) |
| DECIMAL(10,2) |
| Do not include “$” in data submission. Must be in US Dollars. This amount must be included in the total for Total_Shipment_Amount. |
| R |
| Time_in_Transit |
| Calculated difference between Pickup Date and Delivery Date. Represented in Hours. |
| DECIMAL(10,2) |
| The time shall be represented in hours with a two place decimal for minutes. The total time in transit will include weekends and holidays. |
| R |
| Total_Shipment_Amount |
| Total net amount for the shipment (i.e. Shipment Amount + Duties/Taxes + Accessorial – Discounts/Rebates) in USD. (e.g. 209.89) |
| DECIMAL(10,2) |
| Do not include “$” in data submission. Must be in US Dollars. |
| W/A |
| Recipient_State |
| This code which identifies the state where the shipment was received. (e.g. TX, WA) Reference EDI 214 N402 |
| CHAR(2) |
| Provide for CONUS Recipient locations. Must be a 2 Digit Code. May be left blank for OCONUS locations |
| R |
| Bill_of_Lading |
| A detailed list of a shipment of goods in the form of a receipt given by the carrier to the person consigning the goods. A contract between the shipper and the Transportation Service Provider (TSP) whereby the TSP agrees to furnish transportation services subject to the conditions printed on the bill of lading. Also refers to the data feed (priced-out bill of lading) from the shipper system (Central Web Application) to the Third Party Payment System that contains shipment information. |
| VARCHAR(25) |
| None |
Delay Table Structure
R = “Required” – must provide data for this field
W/A = Shall provide information “When Applicable”, otherwise leave this field blank
I/P = “If Provided” by the Shipper, otherwise leave this field blank
N/A = Data "Not Applicable" to this program, leave the field blank
Delay Information (DI) Data File
| REQ CD |
| FIELD HEADING |
| DESCRIPTION |
| DATA TYPE |
| SPECIAL INSTRUCTIONS |
| R |
| Prime_Carrier_SCAC |
| Standard Carrier Alpha Code for the Prime contractor (e.g. FedEx = FDE) Reference EDI 214 B1003 |
| VARCHAR(4) |
| None |
| R |
| Tracking_Number |
| Number unique to the contractor. Identifies unique way to search for shipment on shipper's website (e.g. 855353492480) |
| VARCHAR(30) |
| Shipment (Tender) number shall be sent to EDI on the L11 segment (position 30) where L1101 is the Tender Number and L1102 is CT. |
| R |
| Invoice_Number |
| The number assigned to the invoice by the Contractor |
| VARCHAR(25) |
| This number must be unique to each record in the detail report provided. [Primary Key of the Table] |
| R |
| Contract_Type |
| Identifies the particular contract type the record belongs to (e.g. CATA, GHS, NGDS etc…) |
| VARCHAR(7) |
| None |
| W/A |
| Contract_Sub_Type |
| Identifies the particular contracts sub type (e.g. International or Domestic for GHS) |
| VARCHAR(50) |
| Required for GHS Contracts. Indicates International or Domestic for the shipment |
| R |
| Delay_Code |
| Code which identifies the reason for the delivery of shipment being late, excusably late or not deliverable. Must identify which exception codes carrier considers package to be excusably late. (e.g. RNR = Recipient not ready for delivery) Reference EDI 214 AT701, AT702, AT703, AT704 |
| VARCHAR(10) |
| Carrier shall use authorized excusable exception codes listed in the Excusable Delay Codes and Descriptions table listed below. Only one code used per line item. |
| I/P |
| Non_Transit_Time |
| Calculated hours for pick-up day, weekends, holidays and authorized delays included. |
| DECIMAL(10,2) |
| The time shall be represented in hours with a two place decimal for minutes. |
For NAVICP day of pick-up does not count but weekends and holidays do.
GHS Excusable Delay Code and Descriptions
| Excusable Delay Code |
| Government Excusable Delay Code Description |
| AOG |
| Acts of God e.g. Earthquake, Flood, Hurricane/Typhoon |
| CUS |
| Shipment delivery delayed due to customs clearance issues beyond the contractor's control |
| DGP |
| Shipment delayed due to improper dangerous goods paperwork from shipper |
| HLD |
| Shipment delayed due to a request from the customer to hold shipment |
| HOL |
| Shipment delayed due to holiday hours at receiving installation |
| ICI |
| Shipment delivery delayed due to incorrect consignee information given by shipper |
| IEX |
| Installation closed due to exercise |
| PKG |
| Shipment delayed due to improper packaging by customer, freight had to be repackaged |
| POC |
| Shipment delivery delayed due to point of contact not available to accept delivery |
| RCE |
| Receiving office closed early, unable to deliver |
| RSC |
| Shipment delivery delayed due to customer request for rescheduling date of deliver |
| RWY |
| Shipment delivery delayed due to runway clearance issues, plane could not land |
| SEC |
| Shipment delivery delayed due to security purpose |
| SRC |
| Delayed due to strikes, trios, civil commotion |
| WEA |
| Shipment delivery delayed due to weather restrictions |
Accounting Table Structure R = “Required” – must provide data for this field
W/A = Shall provide information “When Applicable”, otherwise leave this field blank
I/P = “If Provided” by the Shipper, otherwise leave this field blank
N/A = Data "Not Applicable" to this program, leave the field blank
Accounting Information (AI) Data File
| REQ CD |
| FIELD HEADING |
| DESCRIPTION |
| DATA TYPE |
| SPECIAL INSTRUCTIONS |
| R |
| Prime_Carrier_SCAC |
| Standard Carrier Alpha Code for the Prime contractor (e.g. FedEx = FDE) Reference EDI 214 B1003 |
| VARCHAR(4) |
| None |
| R |
| Tracking_Number |
| Number unique to the contractor. Identifies unique way to search for shipment on shipper's website (e.g. 855353492480) |
| VARCHAR(30) |
| Shipment (Tender) number shall be sent to EDI on the L11 segment (position 30) where L1101 is the Tender Number and L1102 is CT. |
| R |
| Invoice_Number |
| The number assigned to the invoice by the Contractor |
| VARCHAR(25) |
| This number must be unique to each record in the detail report provided. [Primary Key of the Table] |
| R |
| Contract_Type |
| Identifies the particular contract type the record belongs to (e.g. CATA, GHS, NGDS etc…) |
| VARCHAR(7) |
| None |
| W/A |
| Contract_Sub_Type |
| Identifies the particular contracts sub type (e.g. International or Domestic for GHS) |
| VARCHAR(50) |
| Required for GHS Contracts. Indicates International or Domestic for the shipment |
| R |
| Accounting_Category |
| Government mappable code that identifies the Accounting Category group . (e.g. Accessorial, Surcharge, Discount, Duty / Tax etc ) |
| VARCHAR(30) |
| None |
| R |
| Accounting_Type |
| Accessorial/Surcharge/Discount Code identifying the individual accessorial line item |
| VARCHAR(30) |
| None |
| R |
| Accounting_Amount |
| Total charge for all accessorial/surcharges charges associated with the shipment in USD. |
(e.g. 209.89)
| DECIMAL(10,2) |
| Do not include “$” in data submission. Must be in US Dollars. This amount must be included in the total for Total_Shipment_Amount. |