HAULIER MANAGEMENT
A quick reference guide for Haulier funtions on the Portal.
Our first step in digital transformation.

Table of Contents
1.

On-boarding process flow .................................................... 2

2.

Haulier select process flow ................................................... 2

3.

Login into the Self-Service Portal ......................................... 3

4.

Redeem Invitation ................................................................ 4

5.

Account Setup ...................................................................... 5

6.

How to add a Contact (User) to your Profile ........................ 6

7.

Change Portal User Permissions ........................................... 78.

How to Apply for Mine Site access ....................................... 89.

Document Expiry List ............................................................ 910.

Truck and Trailer List ...................................................... 1011.

Updating a Truck or Trailer ............................................. 1112.

How to add a Driver........................................................ 1213.

Create a Dispatch Record ............................................... 1314.

Schedule Trips................................................................. 1415.

Loading Advice ................................................................ 1516.

Dispatch Movement List ................................................. 16

17.

General – Complaint Management ................................ 17

18.

General – Download ....................................................... 19

19.

General - Profile.............................................................. 20

20.

General – Change your Password................................... 21

Version 4.0 – Released 02-05-2019

1|P a g e

1. On-boarding process flow
The below process defines the steps to complete for the Haulier onboarding process.

RedeemInvitation Sec.4

UpdateCompany
Profile Sec.5

UploadDocuments
Sec.5

Apply for Mine
Site Access
Sec.5

Add Drivers
Sec.12

AddTrucks/Trailers
Sec.102. Haulier select process flow
The below process defines the steps to follow when a customer selects theHaulier to transport their order.
Receive
Haulier Selectrecord Sec.13

Createdispatch
record Sec.13

Schedule trips
Sec.14

Print Loading
advice Sec.14

2|P a g e

3. Login into the Self-Service Portal
To access the Exxaro Portal, follow the below steps;
1.

2.
3.
4.

Open your internet browser
a. Chromeb. Internet Explorer (Latest Version)c. EdgeEnter the following site address:
https://exxaro.microsoftcrmportals.com
On the top right corner of your screen, click on Sign InEnter your Username and Password then click on Sign In

3|P a g e

4. Redeem Invitation
When a Customer invites the Haulier to register, the Haulier will receive anemail with a link to redeem the invitation. Follow the below steps tocomplete the redemption;
1.

2.

3.
4.

From the redemption email you received, click on the link provided
a. If your browser does not open, then copy and paste thelink into your browser.
Once your browser opens you will be presented with a screen
containing your redemption code (Do not remove the code), clickon register.
Next, you will be prompted to create a Username and Password
Click on Register to complete the redemption process

Password Hint: Your password should be a minimum of 6 characters, should
contain at least 1 uppercase, 1 lowercase and 1 number. Below are someexamples;
INCORRECT: mypassword
CORRECT: MyPassword1

4|P a g e

5. Account Setup
Once you have created your username and password and have access toyour profile, the next step is to confirm that your account details have beenentered correctly and are complete.
To check your Haulier Profile, follow the below steps;
1.
2.
3.
4.
5.

6.
7.

8.

From the main menu, select Haulier Management, thenSelect Manage Profile.
Click on your account name to access your account.
In the first section, check that your company information iscomplete and correct.
Should you require additional access to Mine Sites then, In thesecond section, select Apply for Access next to each Mine Site
where you would like to apply for access to.
In the third section, you will see pending/approved/declined Mine
Site Certificates.
In the fourth section, you will see a list of documents that you arerequired to upload prior to obtaining access to a Mine Site.
a. This section will also contain the documents for all theDrivers, Trucks and Trailers associated with your company.
Finally, to save your changes, scroll to the bottom of the page toand click on Submit.

5|P a g e

6. How to add a Contact (User) to your Profile
By adding additional contacts to your Profile you may assign permissions toeach user to perform functions on your Profile. To add a Contact (PortalUser) follow the below steps;
1.
2.
3.
4.
5.

From the main menu, select Haulier Management
Select Manage Contacts
From the Contact list, select Add Contacts
Complete the details of the contact
Assign security permissions based on the functions you would liketo grant by setting the permission to yes

Once you have added the contact they will receive an email which willcontain a link to redeem their portal invitation. The user will need to click on
the link, create a username and password then select Update once they
have accessed their profile.
The Portal User will also receive an email confirmation of their permissions.
The Primary Contact from the Haulier Company may add and remove
permissions at any time.

6|P a g e

7. Change Portal User Permissions
From time to time the administrator or Primary Contact from the Haulier
Company may wish to change the permissions of an existing Portal User aswell as deactivate a user’s access completely. To Change the Users
Permissions or deactivate the user, follow the below steps;
1.

Change the Portal Users Permissions
a. From the main menu, select Haulier Management
b. Select Manage Contactsc. On the right of the contact which you would like to change
their permission, click onthen click on Update
In the Contact Security section, where you would like toremove permissions, select where marked YES and change
the option to NO
e. Where you would like to grant permission, select thepermission and change the setting to YES
f. Once you have completed the changes, click on Submit toeffect the change
Deactivate the Portal User completely
a. From the main menu, select Haulier Management
b. Select Manage Contactsc. On the right of the contact which you would like to change
d.

2.

d.
e.

their permission, click onthen click on Update
On the top right of the contact details, change theDeactivate contact option from No to Yes
Click on Submit to effect the change
i. The users Portal Access is revoked.

7|P a g e8. How to Apply for Mine Site access
Before a Driver, Truck or Trailer can be considered to be approved, theHaulier Company should be approved at the Mine Site. For each Mine Sitethat the Haulier would like to operate at, the company would requireapproval from each Mine Site separately. To apply for access to a Mine Sitefollow the below process;1.
2.

From the Main Menu, select Haulier Management
Select Manage Profile

3.
4.
5.

On the right of your profile, selectthen select Update Profile
Scroll down to the Mine Sites section
Using the Dropdown next to the Mine Site, change the option toApply for Access.
Scroll to the bottom of the page and select the Submit button toaction your request.

6.

Once your access to the newly added Mine Site has been approved, you may
start applying for access for your Drivers, Trucks and Trailers.

8|P a g e

9. Document Expiry List
The list displays documents required by each haulier company to remaincompliant. From this view, you can see a list of the documents for yourcompany as well as the expiry dates. This list should be maintained by theHaulier to ensure that expired documents are timeously replaced as andwhen required. Should any of the company documents need to be updated
or replaced, this should be done as follows;1.
2.

From the main menu, select Haulier Management
Select Manage Profile

3.
4.
5.

Next, to the company name, selectthen select Update
Scroll down to the Haulier Document Management section
To sort the list of documents by the expiry date in either anascending or descending order, simply click on the expiry datecolumn heading.

6.

To update or replace a document, click on theto the right ofthe document you wish to update.
Then select Update/Upload Document
In the popup window, you are able to add a new file or replace an

7.
8.

existing file. To replace an existing file, select theto the rightof the existing file. In the dialogue box, select the new file toreplace the existing file with.

9|P a g e

10. Truck and Trailer ListOnce the Truck or Trailer has been approved, they will be accessible to beadded to a Dispatch Record. To add your fleet of Trucks and Trailers to youraccount, follow the below steps;
1.
2.
3.
4.
5.

6.
7.

8.
9.

From the main menu, select, Haulier Management
Then select Add Truck/Trailer
On the right of your screen, select Add Truck/Trailer
Complete the Truck and Trailer Section
On the same form, select which Mine Site you would like to apply
for access to for the Truck or Trailer that you are loading by setting
the option next to the Mine Site name to Apply for Access
Click on Next
On step 2, a list of the required documents will be displayed which
are required for you to upload for the Truck/Trailer to be approved.
Click onnext to the document you would like to upload thenselect Upload Document.
Upload all the required documents, then
Click on Submit to complete your submission.

Should you not have all the documents required on hand while adding theTruck or Trailer you may still submit and later return to complete uploading
the outstanding document by navigating to Truck and Trailer List (seeHaulier – Updating Truck and Trailer). Please note that the Mine Sitecoordinator will not consider approving the Truck or Trailer until all therequired documents have been uploaded.
Once a Truck/Trailer has gone for an inspection at the Mine Site andthereafter approved, a QR Code will be printed and should be displayed on
the applicable Truck/Trailer.

10 | P a g e

11. Updating a Truck or Trailer
During the process of adding a Truck or Trailer, you may not have completed
uploading the documents required for approval or you may need to replace
expired documents. To update the Truck or Trailer record or document,
follow the below process;1.
1.

From the main menu, select Haulier Management
Then select Truck and Trailer List

2.

On the right of the Truck or Trailer, selectTruck & Trailer Details
Update the details where required or

3.
4.
5.

6.

then select Update

To upload or replace selectnext to the document name thenselect Update/Upload Document
Enter the expiry date of the document, select the file to attachfrom your local device, then click on Update to apply your Uploador Update.
Click on Submit to affect your changes.

11 | P a g e

12. How to add a DriverAs a Haulier, you are required to load your drivers and request authorization
per driver to access each Mine Site. To add an additional driver, follow thebelow steps;
1.
1.
2.
3.

4.
5.

From the main menu, select Haulier Management
The select Add Driver
From the Driver list, click on Add Driver
Step 1a. Complete the Drivers details
b. Select Apply for Access at each mine site where the driverwould need access toStep 2
a. Upload the required documents
Click on Submit to complete the process

Once you have completed the above steps, a Mine Site Certificate is createdand sent automatically to the Logistics Coordinator at the Mine Site/s forApproval.
Once the Mine Site Certificate is Approved/Declined, you as the Primarycontact of the Haulier Company will receive an email confirmation.

12 | P a g e13. Create a Dispatch Record
Once a customer has created an Order and selected your company fortransportion, you would need to create a Dispatch Record/s for the order.
The Dispatch Record defines a unique record for the Truck, Trailer, Driverand Quantity. The user would either need to create a single Dispatch Record
for the entire order or multiple Dispatch Records where the load is split over
several trucks, trailer and drivers. To create a Dispatch Record, follow thebelow process;1.
2.

From the main menu, select, Haulier Management
Then select Haulier Select3.

On the right of the Order, selectthen select Details/Dispatch
recordScroll down to the Dispatch Record section and click on the CreateDispatch button
Add a Driver, Truck, Trailer/s and the Tonnage to Load.
Enter a date range for the expected delivery.
a. The date range should be within the current calendermonth.
Click on Submit4.
5.
6.

7.

Repeat these steps until you have created enough Dispatch Records to fulfil
the Order.

13 | P a g e

14. Schedule Trips
In the previous step, you created a Dispatch Record which essentially means
you have assigned a Driver, Truck, Trailer and tonnage to be hauled within acertain period, however, you have not defined the actual trips. The Dispatch
record defines the period in which the delivery should take place and theSchedule Trips defines which trips will take place within the defined periodof the Dispatch Record. Once the Dispatch record is created, next you needto access the Dispatch Record and add the Scheduled Trips. Follow thebelow process to complete this action;
1.
2.

From the Main Menu, select Haulier Management
Select Haulier Select3.

On the right of the Haulier Select Record, selectthen selectDetails/Dispatch Record
Scroll down to the Dispatch Record section, on the right of theDispatch record for which you would like to schedule trips, select4.

then select Edit Dispatch
5. Scroll down to the Schedule/Trip section
6. On the right of the list view, click on Create Schedule/Trip
7. Enter the Valid From and Valid To Dates
8. Enter the tonnage amount to be allocated for this scheduled trip
9. Enter the Collection date which is the date the load will becollected from the Mine Site (Only if the schedule is for a specificdate otherwise leave the field blank)
10. Lastly, add any relevant comments
11. To complete the schedule, click on Submit
Once the Scheduled trip/s have been created they will need to be approvedby the Mine’s Logistics Coordinator, once approved you will be able to print
the loading advice ticket for the scheduled trip.

14 | P a g e

15. Loading AdviceOnce a Scheduled Trip has been approved by the Mine’s Logistics
Coordinator, the user will be able to print a Loading Advice.
For each scheduled trip that is approved, a Loading Advice is auto-createdby the system. In order for a driver to collect the order that was assigned tothem, the Loading Advice should be printed so that the driver can gain
access to the Mine Site and Collect the Order. To print a Loading Advice,
follow the below instructions;
1.
2.
3.

From the main menu, select Haulier Management thenSelect Loading Advice
To the far right of the Loading Advice for which you would like to4.

print the ticket, click onthen select Details
Scroll to the bottom of the Loading Ticket, then click on the Blue
Button to print the ticket.

15 | P a g e

16. Dispatch Movement List
A dispatch movement list displays a list of loads that have been dispatchedagainst your order. To view the list of Dispatch Movement records, follow
the below steps;
9. From the main menu, select Haulier Management, then
10. Select Dispatch Movement List
These above steps guide you to the active Dispatch Movement records.
Should you wish to toggle between the different filtered views, such as;
1.
2.
3.
4.
5.

All Dispatch Movements
All Active Dispatch Movements
All Active Dispatch Movements (Month)
All Active Dispatch Movements (This Week)
All Active Dispatch Movements (Today)

Use the view selector on the left of the view to select how you would likethe list to be filtered by clicking on the following;

16 | P a g e

17. General – Complaint Management
Should you have a complaint/query against an existing order or generalquery, from the Portal the Customer/Haulier may lodge a complaint. Tolodge a complaint, follow the below process;1.
2.
3.
4.
5.
6.
7.

From the main menu, select Complaint Management
On the dropdown, click on Complaint Management
To create a new complaint, click on the Open a New Complaint
buttonComplete the details on the form
Click on Next
Upload the required documents relating to your complaint whereapplicableTo submit your complaint, click on Submit

Once your complaint has been lodged, the Portal User will have access tothe progress of the query directly from the portal whereby the user can see
the status of the query/complaint as well as send and receive
communication.
To view the status of your complaint, follow the below steps;
1.
2.
3.

From the main menu, select Complaint Management
Then from the dropdown select Complaint Management
Below you will see a list of existing open cases, under the Status
Reason heading, this will display the current status.

Once the Complaint has been resolved, the complaint will be removed fromyour default view and be placed under your closed Complaints view. To
switch between Open, closed views, please use the view selector on theComplaint Management Screen as shown below;

17 | P a g e

1.
While your complaint is open, an Exxaro user assigned to your Complaint
may load comments or questions regarding your query. To view/add a newcomment to an existing complaint, follow the below steps;
1.
2.
3.

4.
5.

From the main menu, select Complaint Management
On the dropdown select Complaint Management
On the right of the Open case which you would like to add acomment or read a posted comment, click onthen select view
details
Below the Complaint details, locate the timeline. All comments orquestions posted will be recorded here.
To add a new comment, click on the Add Comment button
a. Enter the details of your Query/Questionb. Attach a file if necessaryc. Click on Submit to complete adding the comment.

18 | P a g e

18. General – Download
The download TAB provides the downloadable applications for a Cash or
Credit account. To download either application form, follow thebelow instructions;
1.
2.
3.

From the main menu, select Downloads
Then select the document you wish to download.
The document will then download to your device.

19 | P a g e

19. General - ProfileYour Profile page is your personal details page, from this page you will beable to update your personal information as well as update your accessdetails. To view/update your personal details, follow the below instructions;
NB! The user must be logged in to perform this action.
1.
2.
3.

From the main menu, click on your name on the top right corner,
thenOn the dropdown, click on Profile
Update where required, then at the bottom of the page, click on
the Update button to save the changes.

20 | P a g e

20. General – Change your Password
A user has the ability to change their password from within their personalprofile. To change your password, follow the below steps;
NB! The user must be logged in to perform this action.
1.
2.
3.
4.
5.
6.
7.

From the main menu, Select your name on the top right corner ofyour screen
Then select Profile
Once the profile page has loaded, on the left menu, select ChangePassword
In the Old Password Field, enter your current password
Then in the New Password field, enter the new password
Lastly, confirm the password by re-entering your new password
into the Confirm Password field.
Finally, click on Change Password the effect the change.

21 | P a g e