Below is a detailed description of the agreement setup process beginning with receiving the alert from the Customer Service tool


  • Customer Service Ticket is assigned to you

    • If you have the Fresh Service tab open and your sound on, you will receive an audible alert that a ticket has been received.

    • You will always receive an email when a ticket has been assigned to you, as well as any communication that happens on that ticket


  • When you open the ticket, you will see the summary information from the quote as well as any details the accepting party may have submitted.

    • Once the Customer Service team completes their tasks, you will find the Agreement Number and the Project Number in the data fields on the right side.


  • If this agreement will add mats to a current project, it’s very important to validate that the same project number was used. If Customer Service inadvertently creates a new project number, you must communicate with them to change to the current project number.

    • This is important because it allows us to have a big picture view of the whole project despite having multiple YMT agreements. You can view project related information including the financials in the Project 360 PowerBI report

  • Review the Customer Details and Additional Customer Information for any notes that may have been added by the salesman or customer.

    • If there is any confusion or uncertainty, reach out to the customer or salesman for clarity. It’s important to know the customer's expectations in order for us to attempt to meet them.

  • Generally at this point is when you would review the Estimator’s PDF of the quote to view the sourcing plan used for quoting

    • If these mats are still available, there is a high probability that you will keep this same sourcing plan.

      • However the plan can and should change if there is an option that produces a higher margin for Yak, an example of this would be a closer origin with cheaper freight or a project return.

      • Always keep in mind any returns that could be shipped instead to offset shipping expenses.    

        • Shipping from a project that is returning would require the Yak Customer Locations - YCL origin to be added. This will require you to choose the address of the returning project as the origin point.


  • You will open the agreement in YMT, the header level information will be set up and the shipping destination added. Always verify the product information is correct...examples being solid/EB or chains/cables/non as the most common mistakes for PUP and Composition not matching the mat type. Sometimes there are issues with the grade mix that may be selected. Any mistakes here should be corrected by the Customer Service team. The product level details should always be adjusted by the Customer Service group. However the PM can adjust the quantity of mats when/if necessary

    • You will have to expand the destination and allot the qty of mats that are to be delivered to that location. At times there may be multiple delivery locations and you’ll have to reference the Customer Service ticket or confirm with the salesman on the delivered qty per location

      • To the right of the allocation field is a table where you will indicate the qty of mats per load AND the Loads per Day. This information along with the Start Date is part of what drives forecasted revenue. It’s very important this information is as accurate as possible. The loads per day in this section should be both the sum of the origins for that destination and what the destination is expected to receive per day.

        • Details on how to manage schedules in YMT is included in the Agreement Management section of this guide.

    • Once the mats have been allocated to the destination, you can add the origin(s).

      • You will have to allocate mats at the origin level as well as provide the planned loads per day for that origin & mat grade/type. 

      • You can also check/uncheck the calendar days based on the loading hours/day of the origin. Very important that you validate the Start date here is accurate. If it’s not right, the agreement won’t show on the iPad. The start date must be set for the date the first truck will load, not deliver, as this is what controls the agreement being available on the iPad for field support staff.

    • The final step is to select the freight option for the lane. The two options are listed below

      • If Yak is providing the freight, you will have to create a freight PO for the freight vendor.. The steps to creating a PO are below…

      • If the customer is providing the freight, you will select CPU from the drop down list. There are other scenarios where CPU can be used but those are covered in the Things to Know section of this guide


  • Creating Freight PO’s in M3

    • PO’s are created in PPS200

      • Freight Vendor Names (most common)

        • ZJONESTRANS = Jones Transport

        • FREIGHTEC = Freight Tec

        • ASCENTGLOB = Ascent Global

        • STEAMLOGIS = Steam Logistics

        • NEWCONCEPT = New Concept Logistics

        • AXLELOGIST = Axle Logistics

        • KINGOFFREI = King of Freight

      • The request delivery date should be the last expected delivery day for the project

      • Order type will always be F1

      • Once all of this information is filled in, you can either hit the + symbol in the box or hit Control 1

    • You can hit Enter or Next for the next 3 screens until you get here

    • At this point you have to enter the Item Number, the Order Qty, and the Purch price

      • For Item Number, please reference the document below

        • Freight PO - Item Number

        • The Order Qty will be the expected number of truck loads

        • The Purch price will be the cost based on unit of measure, ie per load or per day

      • Hit Enter once this information is complete

    • The only thing to complete on this page is the Ref order no which will be the agreement number you’re adding the PO to

    • Hit Enter and complete the PO item name and PO item descr field

      • Both fields should be the same

        • Origin > Destination

    • Hit Enter and complete the Project number and Proj element fields on this page

      • The project number can be found on the Customer Service ticket

      • The project element will be 

        • 5003 for truck freight

        • 5004 for rail freight

    • Hit enter twice, hit Next, and then hit the F3 key until you’re back to the M3 main page. 

      • You can’t add the PO to the agreement if you have it open in M3

    • However if there are multiple lanes on an agreement, you can use the F3 key to get back to this screen and then repeat the process beginning with adding the Item Number


  • Once the freight PO’s have been added, you can click the Start Shipping button in the top right corner of the agreement. If that button isn’t visible then there is some portion of the agreement set up that has not been completed and it’s usually identified at the top of the page.