Skip to main content

​
Overview

Transporters are the transport companies that handle shipments in your logistics network. The Transporters module allows you to maintain a comprehensive directory of transport partners with their details, contacts, and tax information.

​
Key Features

Company Profiles

Store complete information for each transport company

GST Tracking

Maintain GST numbers for compliance and invoicing

Contact Management

Keep contact person and phone details up-to-date

Status Control

Activate or deactivate transporters as needed

​
Viewing Transporters

​
Transporters Table

The main table displays all registered transport companies:
ColumnDescription
NameTransport company name
GST NumberGoods and Services Tax registration
Contact PersonPrimary contact name
PhoneContact phone number
StatusActive/Inactive toggle (admin only)
ActionsEdit button (admin only)
All users can view transporters, but only administrators can create, edit, or manage their active status.

​
Search Functionality

Quickly find transporters:
  • Search by company name
  • Real-time filtering as you type
  • Case-insensitive search
Transporters Search

​
Adding a New Transporter (Admin Only)

1

Open the Add Dialog

Click the + Add Transporter button in the top-right corner.Add Transporter Button
2

Enter Company Name

Input the official name of the transport company:
  • Required field
  • Use the full legal name for consistency
  • Example: “ABC Logistics Private Limited”
3

Add GST Number

Enter the company’s GST registration number:
  • Required field
  • Format: 15 characters (e.g., 29ABCDE1234F1Z5)
  • Used for invoicing and compliance
GST numbers follow the format: State Code (2) + PAN (10) + Entity Number (1) + Z + Checksum (1)
4

Specify Contact Person

Name of the primary contact at the company:
  • Required field
  • Usually the operations manager or coordinator
  • Example: “Rajesh Kumar”
5

Add Contact Number

Phone number for the contact person:
  • Required field
  • Include country/area code if necessary
  • Example: “+91-9876543210”
6

Enter Company Address

Full postal address of the transport company:
  • Required field
  • Include street, city, state, and PIN code
  • Used for documentation and correspondence
7

Submit the Form

Click Add Transporter to save:
  • All fields are validated
  • Success message appears
  • New transporter added to the table
  • Automatically set to “Active” status
Before adding a new transporter, verify their GST number on the official GST portal to ensure accuracy.

​
Editing Transporter Details (Admin Only)

1

Locate the Transporter

Find the transporter using the search function or by scrolling through the table.
2

Click Edit Button

Click the pencil icon in the Actions column.Edit Transporter
3

Modify Information

The edit dialog opens with current values pre-filled:
  • Update any field as needed
  • All fields remain required
  • GST number can be corrected if needed
4

Save Changes

Click Update Transporter to save:
  • Changes are validated
  • Success message confirms update
  • Table refreshes immediately

​
Managing Transporter Status (Admin Only)

​
Active vs. Inactive Status

Active Transporters:
  • Appear in shipment creation dropdowns
  • Can be assigned to new shipments
  • Included in all operational lists
  • Default status for new transporters
Inactive Transporters:
  • Hidden from shipment creation
  • Cannot be assigned to new shipments
  • Existing shipments remain unchanged
  • Still visible in the Transporters list

​
Toggling Status

1

Locate the Status Toggle

Find the switch in the Status column for the transporter.
2

Click the Toggle Switch

Click the switch to change status:
  • Blue/On = Active
  • Gray/Off = Inactive
3

Confirm Change

The status updates immediately:
  • Success message appears
  • Dropdown lists update
  • No confirmation dialog needed
Deactivating a transporter doesn’t affect existing shipments but prevents creation of new shipments with that transporter.

​
Understanding GST Numbers

​
GST Number Format

29ABCDE1234F1Z5
││││││││││││││└─ Checksum digit
│││││││││││││└── "Z" (constant)
││││││││││││└─── Entity number
│││││││││││└──── PAN card number (10 digits)
││└──────────── State code (2 digits)

​
Why GST Numbers Matter

Tax Compliance

Required for generating compliant invoices

Input Tax Credit

Enables claiming ITC on transportation costs

Vendor Verification

Validates legitimacy of transport companies

Legal Documentation

Necessary for contracts and agreements

​
Contact Management Best Practices

Regularly verify and update contact information. Set a reminder to review transporter contacts quarterly.
While the system stores one primary contact, maintain a separate offline record of backup contacts and email addresses.
Use a separate notes system to track special requirements, preferred payment terms, or handling instructions for each transporter.

​
Integration with Other Modules

​
Shipments Integration

  • Transporters are selected when creating shipments
  • Only active transporters appear in dropdowns
  • Links to transporter details from shipment records

​
Vehicles Integration

  • Each vehicle must be assigned to a transporter
  • Vehicle dropdown filters by selected transporter
  • Ensures vehicles are matched with correct companies

​
Reports Integration

  • Generate transporter-specific performance reports
  • Track shipments handled by each transporter
  • Compare costs across different transporters

​
Transporter Performance Tracking

While not built into the UI, you can track transporter performance by:
1

Monitor Shipment Volume

Use the Shipments page to filter by transporter and count shipments.
2

Track On-Time Delivery

Compare departure and arrival times for shipments by transporter.
3

Analyze Costs

Review vendor rates in routes assigned to each transporter’s vehicles.
4

Assess Reliability

Note any issues or cancellations in shipment remarks.

​
Common Workflows

​
Onboarding a New Transporter

1

Verify Documentation

Collect and verify GST certificate, business registration, and insurance documents.
2

Add to System

Create the transporter record with accurate details.
3

Register Vehicles

Add the transporter’s vehicles in the Vehicles module.
4

Create Routes

Set up routes with rates for this transporter’s vehicles.
5

Test Shipment

Create a test shipment to verify everything works correctly.

​
Offboarding a Transporter

1

Complete Active Shipments

Ensure all ongoing shipments with this transporter are completed.
2

Deactivate Vehicles

Set all of the transporter’s vehicles to inactive status.
3

Deactivate Transporter

Toggle the transporter status to inactive.
4

Archive Documentation

Keep records for compliance (don’t delete from system).
Never delete transporters from the system as this affects historical shipment records. Always use the inactive status instead.

​
Mobile Access

The Transporters interface is fully responsive:
  • Desktop: All columns visible with full details
  • Tablet: Optimized layout with all essential information
  • Mobile: Key columns shown (Name, GST Number, Contact Person, Phone)
  • All actions available on all devices

​
Troubleshooting

​
Transporter Not Appearing in Shipment Dropdown?

1

Check Active Status

Ensure the transporter status is set to “Active” (toggle should be blue/on).
2

Refresh the Page

Sometimes a browser refresh is needed to update dropdowns.
3

Verify Recent Changes

If recently added, ensure the add operation completed successfully.

​
Can’t Edit Transporter Information?

  • Verify you have admin role permissions
  • Check if another admin is currently editing the same record
  • Try refreshing the page and attempting again

​
GST Number Format Error?

  • Ensure exactly 15 characters
  • Check for extra spaces or special characters
  • Verify the number from official GST certificate
  • Use all capitals for alphabetic characters

​
Best Practices

For Efficient Transporter Management:
  • Standardize naming conventions (e.g., “ABC Logistics Pvt Ltd” not “abc logistics”)
  • Verify GST numbers before adding to avoid errors
  • Keep contact information current with regular reviews
  • Use inactive status instead of deleting for historical accuracy
  • Document special agreements or rates separately

​
Next Steps

Build docs developers (and LLMs) love

Get started for freeTalk to us