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TMS@Schaeffler

Training Documentation for Suppliers
TMS Supplier WebApplication
Version 3.1
January 2024

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Content
1

INTRODUCTION ...............................................................................................4
1.1

Whom to contact ........................................................................................................ 4

2

PROCESS CONTEXT ..........................................................................................53

HOW TO CONNECT AND LOG ON TO TMS SUPPLIER-WEBAPP ...............................6

4

STANDARD PROCESS: 1 TRANSPORT ORDER AND 2 CONFIRM TRANSPORT DETAILS9
4.1

4.2

Standard Process Part 1: 1 Transport Order .................................................................... 9
4.1.1

Detailed Explanation how to enter/change data ................................................... 13

4.1.1.1

How to enter/ change Transport Handling Unit ................................................... 13

4.1.1.2

How to enter Goods Ready By Date................................................................... 15

4.1.1.3

How to enter Goods Ready by Location ............................................................. 15

Standard Process Part 2: 2 Confirm Transport Details ................................................... 16
4.2.1

Detailed Explanation how to enter/change data ................................................... 24

4.2.1.1

How to change Length per HU, Total Gross Weight, Width per HU, THU Quantityand Height per THU ........................................................................................ 24

4.2.1.2

How to change Transport Handling Unit ............................................................ 26

4.2.1.3

How to change Stackability Factor..................................................................... 29

5

HOW TO SEND GOODS BY PARCEL (CEP)......................................................... 30

6EXCEPTION PROCESS: RE-SCHEDULE BACKLOG............................................... 32

7

EXCEPTION PROCESS: MANUAL ORDERS ........................................................ 34
7.1

How to search for Incoterms ...................................................................................... 42

8

EXCEPTION: SUPPLIER NEEDS TO ORGANIZE A TRANSPORT ON HIS OWN COST
BECAUSE OF BACKLOG SITUATION .................................................................. 449

HOW TO ENTER EVENTS (INCIDENTS) ............................................................. 45
9.1

How to enter Pickup Event ........................................................................................ 45

9.2

How to enter a negative Event = Incident .................................................................... 48

9.3

How to see the Events (Incidents) ............................................................................... 48

10 HOW TO SEARCH .......................................................................................... 49
10.1 How to search in: 1 Transport Order ........................................................................... 49
10.2 How to search in: 2 Confirm Transport Details ............................................................. 52
10.3 View Orders ............................................................................................................ 54
10.4 Shipment ................................................................................................................. 56

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10.5 Shipment Workbench ................................................................................................ 56

11 UPLOAD OF DOCUMENTS .............................................................................. 58
12 HOW TO CHANGE YOUR PASSWORD ................................................................ 61
13 HOW TO LOG-OFF/SIGN-OUT .......................................................................... 64
14 TIPPS & TRICKS............................................................................................ 65
14.1 Explanation of the “Ribbon” and its symbols in “Schaeffler Orders” ............................... 65
14.2 Explanation of “Indicators”........................................................................................ 70
14.3 Getting all search results (Standard: 100 data records at a time) ...................................... 71
14.4 Export to Excel ........................................................................................................ 71

15 SPECIAL TERMS & ABBREVIATIONS ............................................................... 72
16 EXAMPLE EMAIL NOTIFICATION TO SUPPLIER ................................................. 73
16.1 Example: Email Notification in case a new order is transferred from Schaeffler SAP to TMS
for a supplier ............................................................................................................ 73
16.2 Example of an Email Notification to a Supplier after an order was planned for transportation
to inform about the concrete LSP and when the LSP will come to pick-up ....................... 76

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1

Introduction
Schaeffler has implemented a Transport Management System (TMS) which expands the visibility of thetransportation network and allows Schaeffler to take active control over freight management. With TMS
Schaeffler can now smartly plan and optimize transports, monitor freight statuses, flexibly resolve incidents,
allocate costs correctly and settle them efficiently. TMS covers all regions, divisions, plants and locations, alltransport modes (sea, road, rail, air, parcel) and all transport networks (inbound, outbound, intercompany) at
Schaeffler.
For Suppliers there is a special “TMS Supplier WebApp” designed. Suppliers need to use the “TMS Supplier
WebApp” to release and confirm the transport demands regarding Schaeffler and to enter status information.
Based on this information Schaeffler Transport Management will plan and organize the transports and orders
the Logistic Service Providers.
This training document explains the process context and the necessary process steps which are relevant for
Schaeffler Suppliers regarding the “TMS Supplier WebApp”.
Right now Schaeffler is in the transition phase until the worldwide Rollout of TMS is completed.
During this transition phase each supplier is informed for which Schaeffler plant the use of the “TMS Supplier
WebApp” is mandatory.

1.1

Whom to contact
Schaeffler TMS Team:
OR-HZA-OTM-Transport@schaeffler.com
In case you have problems or questions how the TMS works or there are problems or questions
regarding a transport.
Important: Please notify us in case you want to release and confirm a transport but do not see ademand in TMS.
Schaeffler Material Planner:
In case you have questions or problems to a demand (requested material quantity, delivery date, ...)
contact the responsible material planner at Schaeffler.

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2

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Process Context

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3

How to connect and log on to TMS Supplier-WebApp
Step 3.1: Use one of the supported browsers:

Firefox, Edge, Chrome or Safari for Mac

Step 3.2: Use the following link:
Link to productive environment: -> daily business

https://otmgtm-a611142.otm.em2.oraclecloud.com/
Link to test environment: -> only for testing

https://otmgtm-test-a611142.otm.em2.oraclecloud.com/

Step 3.3: Now you need to enter your Username and Password:

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Step 3.4: You are on the Supplier Home Screen:

With click on the

you always get back to the Home Screen.

Overview about the Functionalities:

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4Standard Process: 1 Transport Order and 2 Confirm Transport Details

4.1

Standard Process Part 1: 1 Transport OrderAs described above, by clicking on “1 Transport Order” you see all demands which are transferredfrom Schaeffler SAP to Schaeffler TMS which need to be transported.
Supplier has to check the transport demands which are based on purchase orders or schedulingagreements and needs to check and enter information and confirm the order (transport demand).
How to start:
1. An Email Notification informs you about a new transport demand.
2. Please log on to TMS Supplier-WebApp as described in chapter 3.
3. Click on “1 Transport Order”.

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4. Now you see all your orders which were created based on Schaeffler SAP System.
The columns where you can change/enter data are marked by *.

Order Base ID shows the order number based on Schaeffler SAP.
The ID of an order (e.g. SA-0005293779-00010-0741-000) has the following meaning:
•
•
•
•
•

SA = Scheduling Agreement (it can also be: PO=Purchase Order)
0005293779 = number of the scheduling agreement in SAP (or of the PO in SAP)
00010 = Position Item (of SA or PO)
0741 = Scheduling line (of SA or PO)
000 = additional identifier in TMS

5. Based on the Order Base ID and the delivery date you select the demand 1 you want to ship andthen check/enter/change the required data 2-6.

An another important field ist
The “Latest Possible Goods Ready by Date” shows you the date when it is the latest date whengoods need to be picked up by LSP (Logistic Service Provider). This date is calculated based ondelivery date and standard transport transit time. So latest one day before this date until 11 o´clock
you need to release and confirm the demand as described below.

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In case you need to enter your Reference Number at a later time, because your delivery note is
created at a later time, you need to inform Schaeffler.
Send Email to:or-hza-otm-transport@schaeffler.com with the related order release number 2024…

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By “Release Order Lines” you release the demand data you entered/changed and TMS will check inthe background if demands can be consolidated.
Example: If you release more than one demand for the same Schaeffler plant, same Goods Ready
By Date and same Delivery Date, then TMS will combine them into one Transport demand (=Order
Release is the name of the object in TMS).
Additionally TMS will also calculate the Handling Units (also called Ship Units). The calculation ofHandling Units is based on packaging instructions. Aim is to propose realistic Handling Unit Data.

4.1.1

4.1.1.1

Detailed Explanation how to enter/change data

How to enter/ change Transport Handling Unit

For each Material ID packaging instructions are uploaded to TMS, which define the Transport Handling Unit.
When you use a different THU, please change it.
In case the THU which is shown in TMS is generally wrong, please contact Schaeffler TMS-Team.
Contact: OR-HZA-OTM-Transport@schaeffler.com so it can be corrected.

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If you want to send the Goods as “Parcel (CEP)” you need to change the THU to “NONPALLETIZED”.
Here you see how it is changed.

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4.1.1.2

How to enter Goods Ready By Date

It is important that you enter a feasible “Goods Ready By Date”. Feasible means: you need to take into account the requested delivery date, the transport transit time and the time for planning and ordering a transport.
It has to be realistic to execute the transport in time.

That is why you need to confirm at least one day before pick-up until 11 o´clock latest.
The TMS supports you here because it shows you the “Latest Possible Goods Ready by Date”

In this example you have to release and confirm a transport on 23.03.2022 until 11 o´clock, with “Goods
Ready By Date” = 24.03.2022.
But it is preferred that you confirm an order as early as possible and to give the “Goods Ready By Date” asmuch in advance as possible.
Based on the country and postal code where the ship from location of a supplier is located and based on thereceiving Schaeffler destination, the TMS will show you the “Latest Possible Goods Ready by Date”. Only
then it is feasible that the transport will arrive on time.

4.1.1.3

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The correct “Goods Ready by Location” is very important for the TMS. Because the Logistics Service Provider (LSP) will be sent to the “Goods Ready by Location” to pick up the goods. So in casethe goods are at a different location where they need to be picked up, you need to change the“Goods Ready by Location”.
Pre-Requisite: The new “Goods Ready by Location” needs to be in TMS as master data. If it is missing in TMS, please contact Schaeffler TMS-Team.
Contact: OR-HZA-OTM-Transport@schaeffler.com

4.2

Standard Process Part 2: 2 Confirm Transport Details
After releasing the transport data in Part 1: 1 Transport Order, now you need to do the second partand open “2 Confirm Transport Details” to do the final step to confirm the Transport Details so thatthe transport demand can be planned.
How to start: Click on “2 Confirm Transport Details”.

You see all the transport demands you have released in “1 Transport Order” which need to
be checked and confirmed now, and where documents need to be uploaded.

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This screen is called a workbench in TMS and you see that this screen has different sections.

When you mark the transport demand you see additional information in the different sectionsof the screen. To better explain the different sections they are highlighted in different colours.

Now you can see the details to the Handling Unit line you marked on the left.

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By placing the cursor in between the sections you can enlarge or shrink the sections to be able tosee all the information and adapt the screen to your needs.

Another option is to enlarge a section by click on this symbol.
Here you can see the Handling Units details when you enlarge this section.

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With click on

you decrease this section.

Explanation of the different sections
1. Top left section
Header Section A lists all the relevant information of the (consolidated) transportdemand(s). This (consolidated) transport demand is called an “Order Release (OR)” inTMS.

1. Top right Section “Order Release”
Shows additional information and has the option (not mandatory) to enter additional
information.

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2. Material Section
Information on material level.

3. Handling Unit Section (Confirm Handling Units)
Shows the Handling Units which were calculated by TMS based on material number and therelevant packaging instructions.
It is very important that you check the Handling Unit information because based on this data
the transport is planned.

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4. How to check the Handling Units and how to correct the data
If the Handling Unit data is not correct you need to change the wrong data in Handling Unit
Section B. Also you need to check the “Stackability Factor” in Handling Unit Section B. It is
important that you change the stackability factor if it is not correct. Stackability factor = 1-0(not stackable), 1-1 means you can stack one on top, 1-2 means you can stack two on top,etc.

In chapter 4.2.1.1 is described how Length, Width, Height per THU, Total Gross Weight and THU
Quantity can be changed.
In chapter 4.2.1.2 is described how Transport Handling Unit can be changed.
In chapter 4.2.1.3 is described how Stackability Factor can be changed.
5. Important: Upload of documents: (delivery note, invoice..)
To share documents with other parties which are connected to the transport (Schaeffler,
LSP, customs broker..) you need to upload them to TMS

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Click on “Choose Files” to open your explorer.

Now choose the document you want to upload. And click on “open”.

Now click on upload and the documents are uploaded.
In the next step you need to select the document type. That way the TMS knows which documents were
uploaded.

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After all documents are uploaded and document type was selected. You need to click on “Submit”

Now all your uploaded documents are uploaded.
If you have checked everything and uploaded the documents you need to do the final step:
Confirm

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If the data is correct you need to confirm the transport demand.

This was the final step. The confirmed order is now ready to be planned by Schaeffler Transport
Managers
The transport demand you just confirmed will be no longer visible in “2 Confirm Transport Details”
after you click on

.

4.2.1

Detailed Explanation how to enter/change data

4.2.1.1

How to change Length per HU, Total Gross Weight, Width per HU, THU Quantity andHeight per THU

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4.2.1.2

How to change Transport Handling Unit

To change the Transport Handling Unit click on.
This window opens up and lists the actual Transport Handling Unit.

Then this window is opened.

Now this search screen is opened.

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If you make no entry to limit the search and you click on “Search” then all available Transport
Handling Units are shown.
Here you need to select the correct Transport Handling Unit and then save it by clicking on “Finish”.

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4.2.1.3

How to change Stackability Factor

When you click on “Finished” the TMS checks if all mandatory fields are filled. If not, an error message is shown. Then you need to correct the data and click again “Finished” to save it.

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5

How to send goods by Parcel (CEP)
In case you need to send a small quantity of goods where you do not need to put them on a pallet
but want to send them in a parcel, you also follow the standard process as described in:
Chapter 4.1 Part 1: 1 Transport Order andChapter 4.2 Part 2: 2 Confirm Transport Details.

Only differences:

1 Transport Order
To send goods by parcel you need to change the Transport Handling to “NON-PALLETIZED”.
(Important: You need to respect the already known weight restrictions < 32 kg for parcel)
This you do as part of the standard process in “1 Transport Order”.

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2 Confirm Tranport Details
Now it is also necessary to enter the correct length, width and height of the parcel by overwriting theentries for length, width and height.
(If the Total Gross Weight is wrong, overwrite it with the correct weight)
This you do as part of the standard process in “2 Confirm Transport Details”.

Save the changes by click on “Finished” and then confirm as described in chapter 4.2.
After confirmation the transport demand will be planned and an OTM-Shipment is created.
The change of the Transport Handling Unit to “NON-PALLETIZED” will determine that the TMS will
select a Logistics Service Provider (LSP) who is doing CEP like UPS, DHL, TNT….
After TMS has selected the LSP you will receive an Email which will tell you all the transport
relevant data and will give you the link to the Schaeffler Portal where you need to enter thenecessary information to get your packaging labels. This is the same process as you do today.

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6

Exception Process: Re-schedule Backlog
In exceptional situations when you cannot deliver a requested material quantity on time you get into
backlog.
We expect you to inform your Schaeffler Material Planner about such a situation, as you are doingalready. In case the Schaeffler Material Planner sends an update with a new delivery date and/or
new quantity then you follow the standard process described in chaper 4.1 “1 Transport Order” andchapter 4.2 “2 Confirm Transport Details”.
If the demand is not updated and the delivery date is in the past or no longer feasible, the demand
is no longer visible in “1 Transport Order” but is visible in “Re-schedule Backlog”.

To adjust a delivery (Pre-requisite: You are aligned on the new delivery date with the responsible
material planner at Schaeffler) you click on:

You see all your demands -> Order Base ID, Material ID …where the delivery date is in the past or it
is no longer possible to transport the demand in time to meet the requested delivery time. (Reason:
The standard transport transit time from your location to Schaeffler is longer then time between thecurrent date and the requested delivery date.)
You select the demand (Order Base ID) and adjust the delivery date.

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Now you have changed the delivery date to 10.11.2021 for this demand and you can continue with
the Standard process Part 1: “1 Transport Order” and Part 2: “2 Confirm Transport Details”.

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7

Exception Process: Manual Orders
In very exceptional cases, where no demand can be generated in Schaeffler SAP, but goods need
to be transported to Schaeffler, it is possible to generate a so called “Manual Order” fortransportation.
1. Click on “Manual Orders”.

2. A second level opens up. Click on “Create Transport Order“.

Here you see one line for each Schaeffler Plant Code and the possible Ship to Location ID.
The Material ID is always “UNKNOWN”. The Material Description is the field where you enter a
description. This is a mandatory field.

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Only when text is green and you see the green circle with the white check mark then data wassaved successfully.
To finish the first part of manual order entry (create manual order) you need to click on “Release
Material Quantity”.

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Click on

to get back to the Home Screen.

Now click on “Confirm Manual Order” to add missing data and confirm the manually created order.

You see your manually created orders which are not confirmed yet.
In the blue and green marked sections you need to enter additional data.

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1. Enlarge the “Order Release Section” to enter further necessary data. The mandatory fields
are marked by *.
2. (Use the cursor to enlarge the section as described orProcess Part 2: 2 Confirm Transport Details)in chapter 4.2 Standard

When you click on “Finished” the TMS checks if all mandatory fields are filled. If not, an error
message is shown. Then you need to correct the data and click again “Finished” to save the data.

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Next please enlarge the “Handling Unit” section. And check/change/enter the necessary data which
are marked by *.

In case you want to send it as a parcel you need to select “NON-PALLETIZED” as Transport
Handling Unit at step 8. (See also chapter 5).

When you click on “Finished” the TMS checks if all mandatory fields are filled. If not, an error
message is shown. Then you need to correct the data and click again “Finished” to save the data.
To upload documents the steps are the same as described earlier.

Last step is to confirm the manual order.

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Then you get this message:

When you click on “Confirm Order” TMS checks if all mandatory fields are filled. If not, an error
message is shown. Then you need to correct the data, save it by click on “Finished” and click“Confirm Order” again.

Please close the window.

Now the manual order is visible for the Schaeffler Transport Manager as “On Hold”.
In parallel the Schaeffler contact person gets an Email and is asked to approve the manual order.
Now this manually entered order is visible for the Transport Managers/Planners of Schaeffler but on
status “On hold”.
The Schaeffler contact person has to confirm the manual transport order to the Schaeffler Transport
Manager and only then the status will be changed so it can be planned.
After it is planned you will receive an Email which informs you about the planning result and gives
you the shipment ID which was built during transport planning.
If it is a pickup done by a truck you will get the information about the LSP (Logistics Service
Provider), driver, Pickup Date and Time.
In case it is parcel, then in the Email you get the information about which CEP-provider was
selected and a link which connects you to the CEP-Portal to enter the data to get the labels.
Also you can see the shipment which was created in the “View Shipment”. (See also chapter 9.4)

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When you close the message window you still see your manual order.
After you do “Rerun Search”
confirm manual order.

the manual order you just confirmed is no longer visible in

But you can still see it in view orders, where all your transport demands are listed.

7.1

How to search for Incoterms
Regarding the entry of the incoterms you can enter the incoterm directly “FCA” or you can select an incotermby clicking on the symbol
select it.

and then click on “Search” to see the whole list of incoterms and then you can

You can enter additional criteria to limit the search further.

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Now click on “Search” and the table with the search results opens. Because of the “F” in “Incoterm
ID” the search is limited to all entries which start with an “F”. Please select the correct incoterm andthen click on “Finish” to save it.

You need to click on “Finish” so that “FCA” is taken as your new entry.

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8

Exception: Supplier needs to organize a transport on his own costbecause of backlog situation
TMS offers the function for Supplier to delete a demand from “1 Transport Order” in case he is inbacklog and needs to organize this transport on suppliers own costs with his Logistics Service
Provider. So this demand will not be processed in TMS anymore.

This new option is for the cases where you are too late and agreed with Schaeffler to organize atransport (premium freight) on your own costs. This happens then outside of the TMS and in the pastthese demands stayed in the TMS and could lead to confusion.
Now with this option you can click on “NON-Schaeffler organized transport (=> delete from TMS) and it
gets deleted from this view and you no longer see it.

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9

How to enter Events (Incidents)
To be able to better control a transport and react pro-actively it is necessary that certain events like• “Goods have been picked up”• “Goods have reached a Hub, Border…”• “Goods have been delivered”
are registered in TMS.
It is equally important that negative events = incidents are being captured in TMS.
Example: Pick up is delayed
To enter events click on Shipment.

9.1

How to enter Pickup EventTo let us know that the goods were picked up by LSP you need to enter it as an event.
When Schaeffler has planned the transport demand you confirmed, you will get an automated Email-Notification which
informs you about the planned transport = OTM-Shipment Number = S23120300001 (SYYMMDDupcounting number)

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This number you search or select (-> New Query ->Search)

Now the selected shipment is shown.

You mark this shipment.

Now you click on “Actions”

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And then you click on “Add Shipment Tracking Event.
And enter/select the necessary information:

With click on “Finish” you save your event.

A message appears after you saved. When it has a green check then it is saved and you can close it.

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That way you entered the date and time when this shipment (transport) was picked up by the LSP (=Departurefrom your location). After you saved your event it is saved to the shipment and visible for you and for
Schaeffler Transport Manager.
You can see all the events in Order Events View (see chapter 8.3).

9.2

How to enter a negative Event = Incident
In case something happens which will influence the Pickup of the shipment in a negative way, like a delay,
you can enter it in TMS, too.

9.3

How to see the Events (Incidents)
All events which were entered by Supplier, LSP or Schaeffler are visible for all parties concerned. To seethem open “Order Events View”.

Here you see all your transport demands with the related shipment (transport) and the events/incidents.

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10

How to search

10.1

How to search in: 1 Transport Order

Then you get this “Search Screen” where you have different criteria for which you can search.

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And when you enter a criteria you have the following options how to search:

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Now you only see the transport demands that go to “Strullendorf” as destination city.

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If you click on “Export” you can also export data to Excel.

10.2

How to search in: 2 Confirm Transport Details

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Seite 53 von 77“2 Confirm Transport Details” is a “workbench” . In a workbench you start the search with thissymbolNext you get the following search screen:

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Now you can search for the various criteria as described already in chapter 9.2.

10.3

View Orders

This screen lists all orders for one supplier.

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If you click on “New Query” to start a search, a search screen opens up where you can limit the
search by entering further criteria.
The “Order Release Finder” helps you to find the order you are searching for.

In this screen you can enter the specific criteria you want to search for.
Also there are different ways to define how the search is done.

The more criteria you enter, the more detailed the search.

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If you click on “Export” you can also export data to Excel.

10.4

Shipment

In this screen the supplier can see the list of all the shipments that have been created for the
suppliers orders.

Here is also the option to sort, search and export data.

10.5

Shipment Workbench

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The shipment workbench shows the shipments and the LSP´s (after planning). If you select (mark)one shipment you will see your related transport orders.
Also the shipment workbench shows the status of a shipment, like if it was picked up or delivered ordelayed etc. Just scroll to the right.
Status “Enroute” gives information about the status of transport execution.

ENROUTE_COMPLETED: picked up and delivered
ENROUTE_ENROUTE: picked up but not yet delivered
ENROUTE_NOT STARTED: not picked up yet
ENROUTE_DELAYED: delayed
Status: SECURE RESOURCES_ACCEPTED = LSP has agreed to execute the shipment

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11

Upload of Documents
TMS has always the option to upload documents. All uploaded documents are visible for all relatedparties to the transport. (see also „2 Confirm Transport Details“)
Click on “View Orders”.

You need to mark the order to which you want to upload documents.
Then click on “Actions”.

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Click on “Select file”.
Now Explorer opens and you can select a document.

You select the document and click on open.

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By clicking on “Upload” the document is uploaded to the order and is available for all authorizedparties.

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12

How to change your Password
Open Oracle Cloud Accounthttps://otmgtm-a611142.otm.em2.oraclecloud.com/

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Now wait for the Email.

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13

How to log-off/sign-out

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14

Tipps & Tricks

14.1

Explanation of the “Ribbon” and its symbols in “Schaeffler Orders”

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Actions:
Under Actions, the user is enabled to start activities. In the role of the logistics service provider, this concerns the confirmation/rejection of transport orders and the upload of attachments to OTM shipments in the Shipment View application.
View:
Under view you can adjust various settings regarding the screen view to your needs. You can show/hide, move or
freeze columns. In addition, it is also possible to display the list in a separate window.
Add:
If you have searched and selected a specific OTM shipment, you can add more OTM shipments to the list by clicking on
the plus.
Replace:
Under Replace you can replace the currently displayed list and search for specific OTM Shipments. This feature is very
useful for searching OTM shipments individually.
Remove:With a click on Remove you can remove a selected OTM Shipment from the current list. This disappears only from yourcurrent selection, but not from the Workbench.
Export:The button Export offers the possibility to export the current list or only single OTM Shipments into an Excel file. To dothis, you must select the corresponding OTM Shipments.
Refresh:By clicking Refresh, the currently selected list / OTM Shipments will be updated with regard to its content. The specificselection of shipments is retained.
Saved Searches:
The Saved Searches selection field allows you to quickly switch between different lists without having to set individual
parameters under Replace. For the logistics service provider, the saved searches “ALL SHIPMENTS” which shows all
shipments in the list, “SH-TODAY_SHIPMENT” which shows the shipments with start/pick-up date today and “SHIPMENT_TENDER_SR_ACCEPTED” which shows all shipments which already have been accepted by the logistics service
provider, are available.

3.

Search function

The search function in OTM is a central component to filter the required OTM Shipments. There are different search
options depending on the workbench. In the Online Booking/Tendering as well as in the Enter Booking Details Workbench the search can be started by clicking on the “New Query” button at the bottom of the window.

In the Shipment Events Workbench the search is started by clicking on the Replace button and then on “New Query”.

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In the Shipment View Workbench, the search mask is located directly at the start. Entering the search criteria and thenclicking on Search starts the search and the output of the results. If no content is entered in the search fields, all available OTM Shipments will be displayed when “Search” is clicked.

Each search has a similar structure. In the search window you can enter the object number. E.g. S231116000005 instead of SCH. S231116000005. The SCH. stands for Schaeffler and is not required in the search. Additionally, you canenter further search criteria.
Attention, each additional search criterion restricts the search.
Select a search specification in the drop-down field next to the object number. The explanations for the individual
search criteria can be found here:

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•
•
•
•
•
•
•
•

Begins with:Ends with:
Is Null:
Not Null:
One Of:
Not One Of:
Contains:
Same As:

If the element begins with a certain word
If the element ends with a certain word
If the element needs to be Null
If the element is not Null
If there is more than one criteria and want them all listed
All the ones apart from the one criteria
When only a part of the element is known
When you want the exact one

Hint: The search criteria “Contains” is very useful here and promises a great search success.
If the search was successful, the available OTM shipments will be displayed.

To select the OTM Shipment, set the checkmark and click Finish. This will transfer the selected OTM Shipment to the
Workbench, where it will be available for editing.

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If the OTM shipment is not available or an error occurred in the search, you get the message “no data was returned” isdisplayed.

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If you want to change the search without entering all the information again or adding another search criteria, use the“Refine Query” button. Here all the information of your previous searches will be taken over. Clicking “Search” will start
the new search with the new/changed search criteria.
The search gives you the results in a list. If there are more than 100 search results, the list is reduced to these 100 results. By clicking on “All”, all results will be displayed.

14.2

Explanation of “Indicators”

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14.3

Getting all search results (Standard: 100 data records at a time)

14.4

Export to Excel
Everywhere you see this symbol

or a button with “Export”
by clicking on it you can export the data to Excel.

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15Special Terms & Abbreviations
LSP:
Logistics Service Provider
OR (Order Release):
The standard object for Transportation Demand is the Order Release in OTM which is the basis forshipment planning. An order release represents the transportation requirements for the movementof goods.
OTM:
Oracle Transport Management (The specific name of the TMS used by Schaeffler).
Shipment:
A shipment in OTM is the result of operational planning where transport demands (order releases)
are planned and optimized. Example: one truck with 5 transport demands going from A to B is one
shipment.
Ship Unit(s):Same meaning as Handling Units.
Term of OTM which means a single unit like a colli, with lenght, width, height and weight which is
calculated based on material number, material quantity and packaging instructions.
THU (Transport Handling Unit):
Represents the object used to hold the goods during transportation, e.g. a pallet.
TMS:
Transport Management System

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16

Example Email Notification to Supplier

16.1

Example: Email Notification in case a new order is transferred from Schaeffler
SAP to TMS for a supplier

Instruction

You are registered to receive notifications regarding order status information. This email
contains order information and the current status update.

Event

Order SA-0005163339-00010-7967 - Please
Log on to Supplier WebApp as New Order has
been createdMessage Severity

Informational

Order ID and Reference Number
ID

SCH.SA-0005163339-00010-7967

Reference Number

Reference Number Qualifier

Reference
Number Value

GLOG

SCH.SA000516333900010-7967

PO

000516333900010

SCH.COMPANY_CODE

0060

SCH.ORDER_TYPE

SA

SCH.PO_DOCUMENT_CATEGORY L
SCH.PURCHASING_ORG

0060

SCH.TRANSPORT_COST_TYPE

STANDARD

SCH.VENDOR

6744-VE

Order Information
Origin NameEMIL HEMBECK GMBH & CO. KG

Origin LocatiLÜDENSCHEID, 58509 DE
on
Dest Name

SPEDITION PFLAUM GMBH

Dest Location STRULLENDORF, 96129 DE

Time Windows

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Pickup
From

To

DeliveryFromTo

2021-04-21
23:59:59 Euro-

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pe/Berlin

Product Information

Release Total Quantities

Table Name

Total
WeightPrimary Key

Total Volume

Total Ship Unit
Count

Total Packaged Item
Count

0

0

ActionDetails

SCH.SAOrderRelease 0005163339- CREATE
00010-7967

Column Name

Before After

sourceLocationGid

A

SCH.6744-VEA

isLocStaleA

falseA

totalDeclaredValueA

0.0 EURA

termLocationText

ALÜDENSCHEID,INCOTERMS
2010A

mustShipThruPool

AfalseA

inspectionRequiredA

MAY BE REQUIREDA

isConsolidateOrEquipment

A

falseA

totalItemPackageCountA

80000A

planToLocationGid

A

SCH.7791-VEA

orderReleaseGid

A

SCH.SA000516333900010-7967A

isKnownShipperA

falseA

lateDeliveryDate

A2021-04-21
23:59:59 Europe/BerlinA

onRtExecutionA

falseA

locAmountA

0.0 EURA

releaseMethodGid

A

SCH.SCHAEFFLERA

mustShipThruXDockA

falseA

mustShipDirectA

falseA

deliveryIsAppt

A

falseAorderReleaseXid

A

SA-000516333900010-7967A

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isLocRequiredA

falseA

bundlingType

A

AUTOMATICA

shipUnitOrigin

A

RLA

importLicenseRequiredA

MAY BE REQUIREDA

isTopoffA

falseAorderReleaseTypeGid

A

SCH.PURCHASEORDERA

priorityA

1A

dutyPaidA

NAA

destLocationGid

A

SCH.0007-0099SHA

planFromLocationGid

A

SCH.6744-VEA

totalPackagingUnitCountA

0A

isTemplateA

falseA

pickupIsAppt

A

falseA

incoTermGid

A

FCAA

customerUnitizationRequest A

falseAisSplittableA

falseAdomainName

A

SCHA

timeWindowEmphasisGid

A

BOTHA

otmVersion

A

6.0A

attribute2

A

0007A

isPreEnteredPu

AfalseAURLOTM Order Release Manager

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16.2
Example of an Email Notification to a Supplier after an order was planned fortransportation to inform about the concrete LSP and when the LSP will come to pickup

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