Freight Agent Training

Manual
Table of Contents

SECTION  I:  PRODUCT  KNOWLEDGE     4  

COMMON  TERMS  &  DEFINITIONS   7  
COMMON  TYPES  OF  EQUIPMENT     9  

SECTION  II:  DIRECT  SHIPPERS   12  

MARKETING  THE  SHIPPER     13  
INDUSTRIES     15  
SEASONS   18  

SECTION  III:  SALES  PROCESS     19  

SALES  DIVISION   20  
TRUCKLOAD  DIVISION   22  

SECTION  IV:  SYSTEMS   26  

ZOHO   27  
INTERNET  TRUCKSTOP   32  
CARRIER  411   40  
DATA  CONNECT     45  

SECTION  V:  ACCOUNTING   52  

CARRIER  COMPLIANCE     53  
INVOICING   53  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

2
Section I
Full Truckload
Product Knowledge Shipping

How it works?

The world of
Freight

Common Terms
and
Definitions

Major Equipment
Types

Legal Limits

Charges and Fees

So#Overjoyed##
January#1,#2014#
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 Freight Broker

Motor Carrier Shipper/

Consignee

Freight Broker/ Agent-

Brings together a customer/shipper that needs to transport goods with an authorized carrier that wants to
provide the service.
• Contact customers/shippers to acquire loads.
• Contact carriers to move the loads.
• Focus on building relationships with both.
• Relate information (i.e., instructions, pricing) between the customer and carrier.
Freight brokers must meet standards from the United States government to operate as a freight broker.

Customer/Shipper
The company that pays and/or holds the freight to be shipped/picked up.
• Freight Brokers make cold calls daily to acquire customers.
• The ultimate goal of an Agent is to build relationships with various prospects and carriers to
bring both together.
• The customer does not know how much the carrier is charging the freight agent.
• Freight Agent negotiates pricing between the customer and carrier, they adjust the pricing and
input their fee (Gross Margin) typically 10-20% neither party knows the fee of the broker.
• Anytime a load is arranged the customer must provide the agent with all the correct information:
pick up; delivery; confirmation numbers; specific instructions; contact information; pricing. The
broker then relays this information to the carrier.
• The agent is to keep the customer informed when the load is picked up and when it is delivered.
And any updates in between as needed.

Motor Carrier
The owners of the trucking equipment. An authorized transportation company that specialized in
53’/48’ Dry vans, refrigerated units, flat beds, etc.
• Motor carriers utilize freight brokers to find them loads and are paying a fee to brokers in which
the carrier does not know the fee typically 10-20% of the amount of the load is the Gross Margin
fee a freight broker is getting paid per load.
• Motor Carriers must have insurance, and meet standards from the United States government to
operate as a motor carrier.

4
Common Terms and Definitions

You will find that trucking has a language all of itself sometimes. If you don’t speak the lingo, you could
get lost real quick. The following are some of the more common words and terms that you will hear. In
the back of this manual is a full glossary of freight definitions.

Shippers - The party who is usually the supplier or owner of commodities shipped. Consignee - The
party to which commodities are shipped. Commodity - Article(s) shipped.

Truckload (TL) - Large-volume shipment from a single customer that could weigh 5,000 lbs to 45,000
lbs and/or take up to the entire trailer space so that no other freight can be loaded. The entire trailer is
dedicated to the customer.

Full Truckload- Full truckload carriers deliver a semi trailer to a shipper who will fill the shipment with
freight for one destination (point-to-point). After the trailer is loaded the driver returns to the shipper to
collect the required paperwork (i.e., Bill of lading, Invoice, Customs paperwork) and depart with trailer
containing freight. In most cases the driver then proceeds directly to the consignee and delivers the
freight him or herself. Occasionally, a driver will transfer the trailer to another driver who will drive the
freight the rest of the way. Full Truckload transit times are normally constrained by the driver’s
availability according to Hours of Service regulations and distance.

Lane - The established route for a truck to travel. Load - Term used to refer to the commodity of a
shipment. Origin/Pick up - The location where the truck picks up the load. Destination/Drop off - The
location where the truck delivers the load. Picks - This term refers to how many places a truck will go to
make pick ups for the load.

Drops - This term refers to how many delivery stops that the truck will make on the load. Typically the
shipper pays $50-$125 for additional picks/drops. The carrier will determine their pricing and advise the
broker.

Pallet - A flat transport structure made of wood or plastic (and in a few cases metal) which can support a
variety of goods in a stable fashion.

Floor Load - This term explains itself. The load is on the floor, not on pallets or in bins. Bulk Loads -
Raw products loaded no pallets or boxes or packaging of any kind.

No Touch Loads - This means that the driver does not have to assist with unloading nor does he have to
pay a fee to be unloaded.

Lumper - This is a service that unloads the trucks usually for a fee. If a load is no touch, the Carrier is
not responsible to pay for the unloading fee. As a broker it is important to find out all of this information
prior to arranging a load.

Pallet Exchange - The term means that the truck must drop off as many pallets at the pickup location as
they are picking up. They will receive their pallets back at the time of delivery from the delivery location.
Failure to comply with that request could cost the broker and/or driver. Always check to find out if the
load requires a pallet exchange.

Proof of Delivery (P.O.D.’s) - This is a receipt of sorts where the Receiving party signs they have

5
received the product.

Bill of Lading (BOL) – A document issued by a carrier to a shipper (or a shipper to a carrier), listing and
acknowledging receipt of goods for transport and specifying terms of delivery.

Less-Than-Truckload (LTL)-Freight, typically less than 10,000 pounds, from several shippers loaded
onto one trailer, utilizing a hub and spoke network to efficiently move freight from origin to destination.
Less-than-truckload carriers typically have several drivers in a city where a shipper is located to collect
freight from various shippers. Usually the same driver will visit the same shipper each time a shipment
goes by a particular carrier. Once the driver has made several stops and has picked up enough freight to
fill his trailer with enough volume or weight then the driver returns to his terminal to have his trailer
unloaded. The trailer is unloaded and the individual shipments are then weighed and rated for billing
purposes. Next, the freight is then loaded onto an outbound trailer, which will forward the freight to
terminal. Once the freight arrives at its next stop along its way it will be unloaded and reloaded onto
another trailer and forwarded to the terminal in its destination city. Once the freight arrives at its
destination city the freight will be loaded onto a trailer that will deliver it to the consignee. A shipment
maybe handled 4 or more times by the carrier, not including the initial loading and unloading.

Transit times for LTL freight are much slower than for FTL. Transit times in LTL shipments are not
exactly related to the direct distance from shipper to consignee. LTL transit times are solely dependent
upon the makeup of the network of Terminals that are operated by a carrier. Shippers with enough
volume of LTL freight may choose to use a Full Truckload. The use of an FTL carrier to transport this
freight is a cost savings because the freight will not have to be unloaded and reloaded as many times.

ACCESSORIAL PAY -An accessorial fee is the compensation expected by a carrier for anything other
than the pick up and delivery of the load. We will discuss accessorial fees in more depth in the chapter
that deals with pay rates. Types of accessorial fees include:
Tarp Pay – Fees for tarping range from $25.00 to $75.00 or more in additional cost to a flatbed load.

Load/Unload Pay – Be cautious – Fees for any “touch” of the freight (which occurs mainly with dry
van and reefer loads) by the driver must be covered in the “negotiations”. Loading/Unloading can add
$75.00 to $200.00+ to a load.

Extra Stops - Negotiate extra pay for the driver if there are additional stops for a truck, outside of the
initial pick-up or delivery. The cost will vary by carrier.

Pallet Exchange – Occurs when the commodity that is to be shipped is loaded onto pallets and the
carrier must leave an equal number of empty pallets (in good condition) with the shipper. If the carrier
has no pallets to exchange, the load will be back-charged for them. Be sure you know the value the
shipper places on their pallets – you will have to adjust the carrier compensation to cover those costs.
Pallet exchange occurs most frequently with reefer loads.

Detention Pay – If the shipper or receiver causes delays in loading or unloading, the carrier may ask to
be compensated. This will be a “negotiated” pass through charge. Be sure you know what the carrier
considers a fair charge for detention when you set them up in your database. Detention charges begin to
be calculated after the driver has been at the origin or destination for 2 hours without beginning to load or
unload.

6
 Common Types of Equipment

Dry Van- This particular trailer type is used for products that require no
temperature controls. Some of the products that require a van are paper products,
detergents, cans, bottles, clothing, shelving, drums, machine parts, auto parts, carpeting
and padding and manufactured goods to name just a few.
Normally, the request will be limited to a 48’ or 53’ length trailer.

Reefer- This is a refrigerated unit mostly used when hauling perishable items.
The units provide climate control. They can provide temperatures equivalent to a cooler,
refrigerator or a freezer. Always check the desired temperature setting your customer
wishes. Some of the products that require a reefer unit are dairy products, fresh and frozen
meats, most produce, Christmas trees and nursery stock. They too are requested in a 48’ or
53’ length

Flatbeds- Flatbeds are simply that; a flatbed trailer with no side walls.
However, side walls, chains and tarps can be added from time to time depending on the
specific needs of your customer. Some of the things you will see hauled on flatbed trailers
are drywall, heavy machinery, vehicles, lumber, and bricks, some produce (perhaps-onions,
watermelons, or pumpkins.) Flatbeds are also a favorite for nursery stock and Christmas
trees.
There are several types of flatbeds. Most flatbeds come in 48” however; confirm the truck
size with your customer.

Overall Length- 48’

Overall Height- 102”
Maximum Load Weight- 45,000 lbs.
Pallet size- 48”x 48”
Pallet count per truck- 24 pallets on the floor (non-stackable) 48 pallets stackable

Overall Length- 53”

Overall Height- 102”
Maximum Load Weight- 45,000 lbs.
Pallet size- 48”x 48”
Pallet count per truck- 26 pallets on the floor (non-stackable) 52 pallets stackable

7
 Flatbeds Styles and Dimensions

**Please note: The maximum freight dimensions and

weight shown below each trailer are approximate and
should be used as a rough guideline for planning, not for
making precision loading calculations. Actual loadable
freight weight & dimensions vary from trailer to trailer
andTrailer
Chip are based on the specifics of the actual trailer &
RGN
semi-tractor utilized.
**Please note: The maximum freight dimensions and weight shown below each trailer
are approximate and should be used as a rough guideline for planning, not for making
precision loading calculations. Actual loadable freight weight & dimensions vary from
trailer to trailer and are based on the specs. of the actual trailer & semi-tractor utilized.

Flatbed

This trailer accommodates freight with the maximum legal weight and dimensions
shown below.
Max. Freight Weight
48.000 lbs.
Maximum Freight Dimensions
Length 48 feet
Width 8.5 feet (102")
Height 8.5 feet (102")

Single-Drop Deck (aka Stepdeck)

Max. Freight Weight

48,000 lbs.
Maximum Freight Dimensions
Main Deck Max. Dims. Front Deck Max. Dims.
Length 37 feet Length 11 feet
Width 8.5 feet (102") Width 8.5 feet (102")
Height 10 feet (120") Height 8.5 feet (102")

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8
Double-Drop Deck

Max. Freight Weight

45,000 lbs.
Maximum Freight Dimensions
Main Front Rear
Max. Dims. Max. Dims. Max. Dims.
Deck Deck Deck
Length 29 feet Length 10 feet Length 9 feet
Width 8.5 feet (102") Width 8.5 feet (102") Width 8.5 feet (102")
Height 11.5 feet (138") Height 8.5 feet (102") Height 10 feet (120")

Double-Drop w/Detachable Deck (aka Lowboy, RGN)

Max. Freight Weight

44,000 lbs.
Maximum Freight Dimensions
Main Front
Max. Dims. Max. Dims. Rear Deck Max. Dims.
Deck Deck
Length 29 feet Length 10 feet Length 9 feet
Width 8.5 feet (102") Width 8.5 feet (102") Width 8.5 feet (102")
Height 12 feet (144") Height 8.5 feet (102") Height 10 feet (120")

Enclosed Box Trailer (aka Dry Van)

Max. Freight Weight

45,000 lbs.
Maximum Freight Dimensions
Length 52.5 feet
Width 8 feet 5 inches (100")
Height 9 feet 2inches (110")

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9
Section II
Direct Shippers
Shipping
Managers

Purchasers
Buyers

Popular
Industries

Freight
Seasons

10
 “Just about everything you can name has had to ship on a truck at one
point or another!”

The art of brokering freight is very competitive, as a company the way we stay ahead of the curve is
through, building good solid customer relationships. This next section will discuss how to market
Direct Shippers and popular industries that have freight moving. Our customer is the party that is
responsible for the freight charges. Our customer can be either the shipper, consignee or a third
party.
Marketing the Direct Shipper

Typically, when a freight broker calls a company they are looking for the shipping department, or
shipping manager. However, it is important to understand business practices. Many times buyers
and purchasers are key people within the logistics industry. Distribution centers (DC) also make for
good leads.
Purchasing managers, buyers, and purchasing agents make up a key component of a firm’s supply
chain. They buy the goods and services the company or institution needs to either resell to customers
or for the establishment’s own use. Wholesale and retail buyers purchase goods for resale, such as
clothing or electronics and purchasing agents buy goods and services for use by their own company
or organization, such as, raw materials for manufacturing or office supplies. Purchasing agents and
buyers of farm products purchase goods, such as, grain, Christmas trees and tobacco for further
processing or resale. Purchasing professionals consider price, quality, availability, reliability, and
technical support when choosing suppliers and merchandise. They try to get the best deal for their c
ompany, meaning the highest quality goods and services at the lowest possible cost to their
companies. In order to accomplish these tasks successfully, purchasing managers, buyers, and
purchasing agents study sales records and inventory levels of current stock, identify foreign and
domestic suppliers, and keep abreast of changes affecting both the supply of, and demand for, needed
products and materials.
In large industrial organizations, a distinction often is drawn between the work of a buyer or
purchasing agent and that of a purchasing manager. Purchasing agents commonly focus on routine
purchasing tasks, often specializing in a commodity or group of related commodities, such as steel,
lumber, cotton, grains, fabricated metal products, or petroleum products. Purchasing agents usually
track market conditions, price trends, and futures markets. Purchasing managers usually handle the
more complex or critical purchases and may supervise a group of purchasing agents handling other
goods and services. Whether a person is titled purchasing manager, buyer, or purchasing agent
depends more on specific industry and employer practices than on specific job duties.
Purchasing specialists employed by government agencies or manufacturing firms usually are called
purchasing directors, managers, or agents; or contract specialists. These workers acquire materials,
parts, machines, supplies, services, and other inputs to the production of a final product. Some
purchasing managers specialize in negotiating and supervising supply contracts, and are called
contract or supply managers. Purchasing agents and managers obtain items ranging from raw
materials, fabricated parts, machinery, and office supplies to construction services and airline tickets.
Often, purchasing specialists in government place solicitations for services and accept bids and offers
through the Internet. Government purchasing agents and managers must follow strict laws and
regulations in their work, in order to avoid any appearance of impropriety. To be effective,
purchasing specialists must have a working technical knowledge of the goods or services to be

11
purchased.
Purchasing specialists who buy finished goods for resale are employed by wholesale and retail
establishments, where they commonly are known as buyers or merchandise managers. Wholesale
and retail buyers are an integral part of a complex system of distribution and merchandising that
caters to the vast array of consumer needs and desires. Wholesale buyers purchase goods directly
from manufacturers or from other wholesale firms for resale to retail firms, commercial
establishments, institutions, and other organizations. In retail firms, buyers purchase goods from
wholesale firms or directly from manufacturers for resale to the public. Buyers largely determine
which products their establishment will sell. Therefore, it is essential that they have the ability to
predict what will appeal to consumers. They must constantly stay informed of the latest trends,
because failure to do so could jeopardize profits and the reputation of their company. They keep track
of inventories and sales levels through computer software that is linked to the store’s cash registers.
Buyers also follow ads in newspapers and other media to check competitors’ sales activities, and they
watch general economic conditions to anticipate consumer buying patterns. Buyers working for large
and medium-sized firms usually specialize in acquiring one or two lines of merchandise, whereas
buyers working for small stores may purchase the establishment’s complete inventory.
The use of private-label merchandise and the consolidation of buying departments have increased the
responsibilities of retail buyers. Private-label merchandise, produced for a particular retailer, requires
buyers to work closely with vendors to develop and obtain the desired product. The downsizing and
consolidation of buying departments increases the demands placed on buyers because, although the
amount of work remains unchanged, there are fewer people to accomplish it. The result is an increase
in the workloads and levels of responsibility for all.
Many merchandise managers assist in the planning and implementation of sales promotion programs.
Working with merchandise executives, they determine the nature of the sale and purchase items
accordingly. Merchandise managers may work with advertising personnel to create an ad campaign.
For example, they may determine in which media the advertisement will be placed—newspapers,
direct mail, television, or some combination of all three. In addition, merchandise managers often
visit the selling floor to ensure that goods are properly displayed. Buyers stay in constant contact with
store and department managers to find out what products are selling well and which items the
customers are demanding to be added to the product line. Often, assistant buyers are responsible for
placing orders and checking shipments.
Evaluating suppliers is one of the most critical functions of a purchasing manager, buyer, or
purchasing agent. Many firms now run on a lean manufacturing schedule and use just-in-time
inventories so any delays in the supply chain can shut down production and cost the firm its
customers and reputation. Purchasing professionals use many resources to find out all they can about
potential suppliers. The Internet has become an effective tool in searching catalogs, trade journals,
and industry and company publications, and directories. Purchasing professionals will attend
meetings, trade shows, and conferences to learn of new industry trends and make contacts with
suppliers. Purchasing managers, agents, and buyers will usually interview prospective suppliers and
visit their plants and distribution centers to asses their capabilities. It is important to make certain that
the supplier is capable of delivering the desired goods or services on time, in the correct quantities
without sacrificing quality. Once all of the necessary information on suppliers is gathered, orders are
placed and contracts are awarded to those suppliers who meet the purchaser’s needs. Most of the
transaction process is now automated using electronic purchasing systems that link the supplier and
firms together through the Internet.
Purchasing professionals can gain instant access to the specifications for thousands of commodities,
inventory records, and their customers’ purchase records to avoid overpaying for goods and to avoid
shortages of popular goods or surpluses of goods that do not sell as well. These systems permit faster

12
 selection, customization, and ordering of products, and they allow buyers to concentrate on the
qualitative and analytical aspects of the job. Long-term contracts are an important strategy of
purchasing professionals because it allows purchasers to consolidate their supply bases around fewer
suppliers. In today’s global economy purchasing managers, buyers, and purchasing agents should
expect to deal with foreign suppliers which may require travel to other countries and to be familiar
with other cultures and languages.
Changing business practices have altered the traditional roles of purchasing or supply management
specialists in many industries. For example, manufacturing companies increasingly involve workers
in this occupation at most stages of product development because of their ability to forecast a part’s
or material’s cost, availability, and suitability for its intended purpose. Furthermore, potential
problems with the supply of materials may be avoided by consulting the purchasing department in the
early stages of product design.
Purchasing specialists often work closely with other employees in their own organization when
deciding on purchases, an arrangement sometimes called team buying. For example, before
submitting an order, they may discuss the design of custom-made products with company design
engineers, talk about problems involving the quality of purchased goods with quality assurance
engineers and production supervisors, or mention shipment problems to managers in the receiving
department.

Industries and Titles

It is highly unlikely you have much--if anything at all--that didn't reach you either entirely or partially by
truck. The size and scope of the motor freight industry is almost overwhelming. On the following pages
we have listed various industries and some facts that may be helpful. Remember there are more industries
than the ones covered in training. We have just attempted to zoom in on some we know have high
olume of freight.
Agriculture

The agriculture, forestry, and fishing industry sector plays a vital role in our economy and our lives. It
supplies us and many other countries with a wide variety of food products and non-food products such as
fiber, lumber, and nursery items. It contributes positively to our foreign trade.

Agriculture, forestry, and fishing include two large subsectors—crop production and animal
production—plus three smaller subsectors—forestry and logging, fishing, and agricultural support.

13
Crop production- includes farms that mainly grow crops used for food and fiber. Animal production-
includes farms and ranches that raise animals for sale or for animal products.(Very seldom do carriers
have the insurance to cover these types of loads.)

Fishing subsector- includes mainly fishers that catch fish and shellfish to sell. Forestry and logging
subsector- includes establishments that grow, harvest, and sell timber.

Agricultural support activities- include establishments that perform any number of agricultural- related
activities, such as soil preparation, planting, or harvesting. The agriculture industry may use a variety of
various trucks and equipment. Flatbed trucks are is good for lumber, soil and equipment. Refrigerated
units are good for produce, poultry, and fish. Dry Vans are good for seeds, some produce, and other
commodities.

Construction

Houses, apartments, factories, offices, schools, roads, and bridges are only some of the products of the
construction industry. This industry’s activities include the building of new structures, including site
preparation, as well as additions and modifications to existing ones. The industry also includes
maintenance, repair, and improvements on these structures. The construction industry is divided into
three major segments:

Construction of building segment- involves building residential, industrial, commercial, and other
buildings.

Heavy and civil engineering construction- involves building sewers, roads, highways, bridges, tunnels,
and other projects.

Specialty trade- Involves specialized activities related to construction such as carpentry, painting,
plumbing, and electrical work.

Construction is heavily dependent upon business cycles. Changes in interest rates and tax laws affect
individual and business decisions related to construction activity. State and local budgets affect road
construction and maintenance. Changes in regulations can result in new construction or stop planned
projects. The effects of these various influences can be short term or long term. There are a variety of
flatbed trucks used in the construction industry and may have specific requirements. Also dry vans are
used it is unlikely reefer units will be utilized in the construction industry.

14
 Computer & Electronic Product Manufacturing

The computer and electronic product manufacturing industry produces computers, computer-related
products, including printers, communications equipment, and home electronic equipment, as well as a
wide range of goods used for both commercial and military purposes. In addition, many electronics
products or components are incorporated into other industries’ products, such as cars, toys, and
appliances.

Computer and peripheral manufacturing is made up of a wide variety of companies that make
computers and computer-related products. Computers are very complex products, and are made up of a
wide range of components, such as motherboards, central processing units, graphics cards, hard disk
drives, and power supplies. Peripheral manufactures produce computer-related products, which include
keyboards, mice, printers and scanner, hard disk drives, networking cards, modems, sound cards, and
disk drives.

The communications equipment manufacturing segment of the industry produces a number of devices
that simplify communication between individuals or groups. It includes telephones and cellular
telephones, as well as equipment used by television and radio stations to transmit information.

The navigational, measuring, electromedical, and control instruments manufacturing segment is a

diverse group of companies that produce products mainly for industrial, military and health care use. It
also includes some consumer products, such as global positioning system (GPS) devices, as well as
clocks and watches. Health care instrumentation is a good segment for a freight agent to work.

Manufacturing and reproducing magnetic and optical media is another segment of this industry. Firms
in this segment produce blank compact discs, DVDs, and audio and video tape. They produce some of
this blank media for sale to consumers, but most of it they use to duplicate on a mass scale audio
recordings, videos and movies, software, and other media for distribution to consumers and business
users.

Audio and video equipment manufacturing is a relatively small industry in the United States and
includes companies who produce consumer electronics. These include televisions, stereo receivers,
compact disc and DVD players, and other devices.

15
 Chemical Manufacturing

Chemical manufacturing is vital to industries such as construction, motor vehicles, paper, electronics,
transportation, agriculture, and pharmaceuticals, chemicals are an essential component of manufacturing.
Although some chemical manufacturers produce and sell consumer products such as soap, bleach, and
cosmetics, most chemical products are used as intermediate products for other goods.

Basic chemicals segment produces various petrochemicals, gases, dyes, and pigments.

Synthetic Materials- produces a wide variety of finished products as well as raw materials, including
common plastic materials such as polyethylene, polypropylene, polyvinyl chloride (PVC), and
polystyrene. Among products into which these plastics can be made are loudspeakers, toys, PVC pipes,
and beverage bottles.

Agriculture Chemicals- supplies farmers and home gardeners with fertilizers, herbicides, pesticides, and
other agricultural chemicals.

Paints- includes, firms making paints, varnishes, putties, paint removers, sealers, adhesives, glues, and
caulking.

Cleaning Preparations- includes firms making soaps, detergents, and cleaning preparations. Cosmetics
and toiletries, including perfume, lotion, and toothpaste.

Medicines- This includes pharmaceuticals for both human and veterinarian. As a freight agent
manufactures or buyers of syringes or other medical devices are good prospects.

Seasons

As a Freight Broker it is imperative that you are aware of current conditions. Some industries may
flourish because of current events. As an example, when a national disaster occurs and a city must be
rebuilt the lumber industry could very well be moving large quantities of wood to certain areas. The
same is true with food if there is a shortage due to a storm or tornado; trucks need to get moving
transporting food and supplies.
Climatic variations also affect your business. Produce seasons can be shorter, longer, earlier or later due
to the weather in specific regions whereby affecting sells.

16
Section III
Sales Process

Prequalification
Shipping
Managers
Follow Up
Purchasers
TruckBuyers
Coverage

Popular
Industries

Freight Seasons

17
 Prequalifed Follow Up Truckload
Team Team Team

If applied correctly, the sales process comes together as a perfect ran relay race. We have various
divisions, all with illustrated strengths. The divisions come together to create a powerful customer
experience.

The Sales model is only as successful as its employees that follow the structure and pass the paton in a
quick and consistent manner. It starts with the Prequalification Sales Team, who is responsible for
calling businesses nationwide to find qualified shippers for our brokerage firm. After, the shippers have
been prequalified and meet certain criteria, the Follow Up Sales Team makes a phone call to the shipper
to build a relationship and pursue business opportunity. After which the shipper is then added to Aloha’s
Social Media Network in which they receive daily/weekly email alerts from our company with shipping
information and available equipment listings.

As quote opportunities or shipments come available from shippers rather it -be through the Follow Up
Agent’s efforts or our Social Media Emails, the opportunities are immediately forwarded to our
Truckload or LTL Coverage Team, who then go to work finding equipment and pricing for the available
loads.

1. Prequalification Sales Team (PQ)- This team is structured to make initial business to business
cold calls daily, each individual is responsible for making outbound calls resulting in 5-10 email
literatures sent to qualified shippers per day.
a. Lead Source (Data-connect, Manta, Thomas Net)
b. Goal- 5 qualified shipper database leads/day/person
c. Shipper Database- Must meet qualifications
d. Database qualified leads are sent into emails
2. Follow-up Sales Team- (FU) This team is structured to make follow up sales calls after the
initial contact is made by the PQ Sales Team.
a. Call prequalified sales leads to follow up
b. Go over information in Zoho Database
c. Build relationship with shipper contacts
d. Find out how we can start moving loads and their shipping process
e. Check in calls with database/emails shippers for shipments coming up or available
opportunities.

18
 3. Truckload Cover Team- This team is responsible for finding trucks for all the load opportunities
the sales team brings to the table.

Prequalified Sales Team

The Prequalified Sales Team (PQ) deals with making initial contact with shippers. They are provided
with leads and make phone calls to different industries and regions through out the United States with the
ultimate goal of finding qualified shippers to put in your Mekhi Shipper Database for future shipping
opportunities.

It is important when calling to shippers a representative is speaking to the correct individual that is the
decision maker of the shipping department. The titles can differentiate such as transportation manager
and shipping manager among other things. It is best to always ask the individual if they make the
decisions in regards to shipping.it is vital to know in the beginning of a call with a prospect if the
company qualifies for the program we are extending. If the company does not meet specific
qualifications it is a waste of time on your part as a Sales Agent and on the part of the prospect you are
speaking to that could be doing other things in their work -day. To respect the time and energy of both
parties the beginning of a call should solidify a few things: You are talking to the correct individual that
makes the shipping decisions. The company must be moving full or less than truckload shipments, If the
prospect says their shipments are customer routed this means, their customers make the decisions on the
freight vendors they utilize this would be a prospect that does not qualify. If a prospect does not qualify-
very friendly thank them for their time and if you want leave your name and number if things change in
the future or thank them and move to the next call.

1) Leads will be assigned to each PQ Agent according to territory and industry.

2) Agent then takes one lead from the assigned lead base and enters it in excel, they are then ready to
make the first call. It then continues the same way one call after another.
3) While making the calls agents need to make sure they are recording their calls for management to later
review and coach if needed.
4) The goal for each call is to reach the decision maker for shipping, and talk with them explaining about
Aloha’s freight services.
5) If the prospect meets Mekhi ‘s shipping qualifications the agent will get the shippers email address and
send over Aloha’s Initial Contact literature.
6) The agent then enters the shippers information in the “Zoho Database” and completes all the
qualification fields with the correct information. This prospect is then counted toward the Agents goal of
5-10 Qualified Databases per day.
7) For every call that is made a result code must be entered on the Excel Sheet- Agents will be provided a
copy of result codes.
8) When a database is added to the Zoho CRM the agent is to covert the lead into a potential, meaning
they are a potential shipper for our organization.
9) All Prequalified Agents need to be fully dedicated when making the calls so they are able to achieve
their goals and bring qualified shippers to the organization.

Much of the success of our company lies in the hands of the PQ Team- you are the first contact a
prospective shipper has with our company. First, impressions are lasting impressions you are vital to our
team and company we are pushing for you to do a great job!

19
Script for Prequalification Sales Reps- calling as broker for TL and LTL prospects

“This is _____your name___ with Mekhi Logistics Firm. How are you this (morning)?
Great! I need to speak to the decision maker for freight transportation please.
Hi my name is _____your name__ with Mekhi Logistics Firm. How are you?
Great! We work to provide transportation options to companies nationwide that ship freight in- and
outbound. The reason for my call is to find out when you need freight moved what is important to
you. This helps us to develop better programs and services (it would be great if you could help me out. I
only need a couple of minutes of your time.)”
• When shipping do you ship LTL, TL, intermodal or all three?
• Inbound and/or outbound?
• How often per month do you ship for each?
• Now how do you go about arranging/finding a carrier?
• So what are you’re the 3 most important things/criteria for you when it comes to shipping (during
the transportation process from beginning to end)?
• What is important to you when working with a transportation representative?
• If there was anything that you could change to help make your world perfect,
What would that be?
• Thank you so much for your help. As I mentioned we offer LTL and TL services nationwide. I
would at least like to send you information about us. What is your email address?
• Thank you and have a super day!

Follow –Up Sales Team

The Follow Up (FU) sales team is responsible for following up with potential customers and our current
customer base. After the PQ Team enrolls a shipper in the Database the next day a Follow-Up Agent
contacts the shipper to build a relationship and pursue business opportunities for the current week or in
the near future. The Follow Up team is also responsible for maintaining contact with potential shippers
in the database and on our Mekhi Social Media Network which, is an email sent to potential shippers
from our company on a weekly or daily basis. The Follow-Up Sales Agent is the individual that will get
quotes and load opportunities from customers, forward the opportunities to the cover team and other
required individuals, when the cover team comes back with a truck and rate the Follow Up Agent then
works with the customer to negotiate and close the deal.

1) Call shippers that were enrolled in the Shipper Database by the PQ Sales Team on the previous
sales day.
2) Introduce yourself
3) Get quote/load opportunity from shipper
4) Send quote/ load opportunity to cover team and required individuals
5) Cover team will reply with quotes
6) Call the shipper back to close the deal.

Next Day Follow-Up Sales Script

“Hi, this is ______your name______ with Mekhi Logistics Firm and you spoke with
___________________ yesterday. I work directly with customers and shipper and I see that you require

20
_____________ correct? Excellent! We generally have _____________ in your area. What load do you
need covered?”

Truckload Cover Team

The truckload team is responsible for finding trucks to cover the loads the sales team brings to the table.
A successful truckload division knows how to maximize load board opportunities, create and utilize a
strong carrier database which involves building relationships with carriers through out the nation and
finding out who will be where at what time for consistent moves and advantageous backhaul trucks.
Study the terminology below and get ready to book some trucks and build solid relationships!

Load boards:
An Internet load board is an information exchange for companies in the trucking industry. A load
board is generally set up for shippers, brokers, and other transportation intermediaries to post loads
that need to be moved. Carriers, owner-operators, and trucking companies search on load boards to
find loads when looking for backhauls or to fill otherwise idle trucks. The load board serves to
provide increased efficiency for almost every type of company in the industry.
Load boards also work in reverse, allowing the posting of available trucks that can be searched by
freight load brokers who have loads ready to move. Load boards today are accessed via the Internet
and displayed on truckstop monitors. Load boards are also known as Load Matching Sites, Freight
Boards, and Freight Matching Services.
Posting a Load

If you need a truck, the first think you want to do is “post your load”. Posting the load on the load boards
will allow carriers to see the load. Perhaps a carrier is searching for a load in the area and will generate a
telephone call to you.
If carriers are calling you about a load, that it is good. It means trucks are moving in that lane. You want
your telephone to ring.

Determine the Mileage

When a load is given to you by a shipper it is important to know the facts of the load. You need to first
know the route and mileage. www.mapsgoogle.com is an excellent website which will allow you to
route the lane. It gives you the mile calculations and allows you to view major cities in close proximity.
Refer to the calculating mileage methods and procedures.

Rates

Rates are important and critical as a freight broker. The shipper has a rate he/she is willing to pay for the
load. Many times they may not tell you their budget; they expect you to come back to them with your
best rate. Shippers are very smart. If they move in a certain lane frequently they know the going rate.
All you can do from that point is your job. Post the load. As carriers call you, explain the load and ask
them for their rates.. Make outbound calls to carriers to search for rates.

21
Many times you may find a truck needing a backhaul which will charge lower rates because they are just
wanting to get out of an area and/or into another. The truth is, especially with new customers, they want
to see what type of rates you can give them, and if it is worth them giving you a chance. As a Broker it is
worth your time to make the calls, and find the rates. This is where you make your money. In the rate
phase, the carrier quotes you a rate. You add your fee (gross margin –GM) and go back to the customer.
Knowing the fee to charge is a work in process. As time goes on and you are moving loads you will
figure out rate strategies. Remember, you may not win a load today, however, you don’t know what the
future holds. Many different load boards offer rating systems it is a business decision you must make if
you want to subscribe to a rating system and which system.

Search for the Truck

As we stated before, carriers post their available trucks. After you post a load on , you will want to begin
making outbound calls to carriers to find an available truck .

When calling Carriers remember they are the lifeline of your business along with customers. It is
important to be courteous; when you call. There is a bad stigma in the industry some carriers have
against brokers and, some brokers have against carriers remember we are all here to coexist together.
They need you and you need them. Do not become a broker that does not treat the carriers and drivers
fairly it is simply not good business practice. Always conduct yourself as a professional no matter what
the situation may hold.

Possible Scripts for calling Carriers:

a. Hello, my name is _____________________ with ___________. I noticed you have a truck

posted on ___________ going from __________________________ (Origin city) to
__________________ (Destination City). I need a _____________ (name the equipment type).
Is this a lane you all could do if yes, when is your truck available and what would be your rate?

It is important that you have done the correct research and know the mileage and previous rates so if the
Carrier sounds high you can question it, or if it sounds like a good deal you will know. As a new broker
you will look to carriers to gain much of your knowledge of various lanes. Ask them questions. It’s
okay.

Here are some terms you may hear from carriers:

Deadhead- Refers to one move of a leg that is not paying cargo. Many times a truck may not be in an
area that you need and will have to travel a specific number of miles to get to your origin location. In
this instance, the some carrier will charge for those miles, depending upon the actual deadhead miles, in
addition to the regular rate.
Backhaul- Refers to the return movement of a truck from its destination back to its original point of
origin, especially when carrying goods back over all or part of the same route. If a carrier needs to return
to its original destination and there is no load to carry back to its origin, this means that the truck could
return with no load resulting in no money made. The truck actually loses money due to the fuel cost. As
an agent, if you find a carrier needing a backhaul load, you will receive very low rates, which is good for
your customer and you.

22
When booking a load with a carrier, specifics are simply critical. You want to be as clear as possible
about every aspect of the load you are booking with the carrier.
Not only do you want to be clear in negotiating a rate, you need to verify they have the type of equipment
you need, can meet all requirements and they know the pickup and delivery dates. You also need to get
some information from them as well:
1. Is the truck empty?
2. Verify the type of equipment and length of the truck
3. What time can the truck make the pick up?
4. Confirm the truck can make the delivery at the day and time needed.
5. Confirm the pricing with the carrier and all specifics the customer has shared.
6. If everything sounds good notify your customer.

If you feel secure that this is the carrier you would like to move your load after agreeing on a rate with
the carrier and sales has confirmed everything with the customer, you will need assure the carrier is set
up and approved as a Motor Carrier within our company.
If they are not approved, send a new carrier packet. If they are approved and in our system make sure the
insurance is updated and book the truck.

After you have received this information, fax the Carrier Packet to the carrier. The Carrier will then fax
the completed packet to the compliance office.
It is best practice to not close a load with the carrier nor customer if you do not have solid verbal
confirmations from both parties. You don’t want to damage relationships on either side if you have to
give the load back to the customer or come off a load with a carrier.

1. Sales Team will forward load opportunities with all pertinent details
a. Research the miles for origin to destination of load
b. Post on load boards
2. Complete load sheet for tracking calls (mandatory information to cover load).
a. Origin(s)
b. Destination(s)
c. Mileage
d. Commodity
e. Weight
f. Pick-up Date
3. Truckload Cover Agent
a. Search load boards for available equipment and pricing.
b. Forward truck opportunities to sales and required individuals.
4. Carrier 411: Search Home-Based carrier’s
a. Research carrier’s based upon their “home-base” location.
5. Carrier Database:
a. Popular lanes build Database for available carrier’s
b. Build database for backhaul carriers and runs.
c. Approved carriers that have hauled loads and are in the Mekhi Logistics Firm system.
6. Carrier information when getting quotes: contact name, phone number, MC number, rate,
Equipment type and available pick up date. If sending carrier packet will need fax or email
address.

23
7. Secure Truck: Only if you have confirmed with sales it is okay to book the load. Call carrier and
confirm information. Secure the truck.

Systems
Training

Zoho

Internet
Truckstop
Logistics
Carrier 411
Solutions Sales
Process
Data Connect
Prequalified
Sales Team

Follow Up Sales
Team

Truckload
Coverage Team

24
 ZOHO Systems Training

The database in which we operate as company is Zoho.com. Sales agents and Carrier Agents
both utilize Zoho to track conversations and update prospects and clients.

1. Save the Zoho homepage onto your computer favorites- https://www.zoho.com/crm/

2. Sign into Zoho
3. This Page will appear, the home page. It is an overview of the sales team’s functions, it
provides: Open Task, Today’s Leads, Closing This Month and Pipeline by Stage

Zoho - Home Page

Open Task- this is an overview of task that have been scheduled to be completed. These are task
that the individual sales person set and will have the date that is set to call back. Anytime a sales
agent sets a call back it will be in this listing. This is an excellent way to start your day- knowing
who you will call and follow up.

Today’s Leads- This section may or may not have leads for to call, if no leads are present you will
proceed to pulling the leads. We will review in the “Leads” section of training.
Closing This Month- This section will provide an overview of accounts that have potential of
closing with a carrier that matches their criteria in our system.
Zoho Tool Bar

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Leads – This is where leads for calling will be housed. Click on the “Leads”

Lead Territories–This area breaks all the leads into territories scroll up and down the button to find
various lead territories. Daily you will be provided which lead territories to call outbound.
After selecting a lead territory lead information will appear for that specific territory.
• Lead Type- This describes which type of lead is represented- for direct shipper sales you will
want to make sure you are only calling leads that are titles “Shipper”.
• Lead Source- Tells where the lead was generated
• Company Legal Name- Provides the company name
• Lead Name- Will provide the contact name if one is available
• Physical City- Provides the city the lead is located.
• Physical State- Provides the state the lead is located.
• Phone- Provides the telephone number of the lead (many times the phone number will not
appear.)
Lead Calling-After pulling up the listing of leads in the territory it is now time to call ☺
• Click anywhere on the lead

This portion will

provide the company
name and telephone
number for the lead. If
you find the
information to be
inaccurate- click the
edit key and update
information.

• This is the lead details screen it tells you information about the lead, scroll down and you will
see more information on the lead. Let’s discuss each section.

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 This portion will
provide address
information for the
lead. If you find
the information to
be inaccurate-
click the edit key
and update
information.

This portion will

provide description
information for the
lead. It is very
crucial you
complete this
information- in your
call with a qualified
prospect you should
gather all the
information on this
screen and input.
The screen needs to
be completed in
order to have a
qualified potential,
or move a client to
the “Negotiation
Stage”.

After completing a call be sure to disposition the call. We do this by providing the “Status” of the
call, this is very important in our efforts of tracking and making sure we have the best information on
leads. Click Status and update the call please use the disposition codes, please refer to the disposition
list.

Quick Actions

Quick action buttons are found on the right-hand side of your lead. Use
these actions to set a follow up call and also to send an email.
Whenever a prospect is sent an email you will always convert their status
from a lead to potential.
And schedule a task for a follow up call.

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 Add a New Task:When you have talked
with a prospect and will be sending them
company information and following them up
with a phone call click “Add a New Task”.
Subject- Follow up call
Insert the date for the call and set a reminder if
needed.

Send Mail: Click send mail in Email Template- There are various templates
quick actions box to send email to for sending emails. For a first time lit. click
a prospect. “Initial Interest”. Notice the information is pre-
populate just add the name and your signature!

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 Literature

Sending literature to a qualified prospect is a very important step in the sales process. The carriers we
represent must uphold to a certain standard prior to coming onboard for our company to represent
them. The literature you will send will be found in the email system of ZOHO.
Once a prospect has been qualified to send literature the next step is to covert the prospect from a lead
to a potential in ZOHO. This step is essential a client should only be sent information if they qualify
and then will be converted to a potential. Once a client is converted from a lead to potential they can
not be transferred back.
Click Convert to change a lead to a Potential

Follow-Up Calls

Follow up calls are, if you will, a second date. On the first date everyone is nervous and perhaps not
as forth coming with information. The second date sometimes makes for a more comfortable
atmosphere. The same is true in your sales presentation. The follow up call should be done the next
day following the initial call. The prospective client has probably talked to many people and
completed much work in between the time of their conversation with the sales representative.
The urgency of the follow up call is very important because the conversation is fresh in everyone’s
mind. If there is too much lag time between the initial call and the follow up call, simply put, people
forget and get cold and don’t want to talk.
In the initial call, the sales representative sets an appointment and makes a commitment to call the
prospective client back on a specific day and time. It is beneficial to keep the words that are
committed. This shows that the company being represented functions with integrity.
Upon calling the prospective client back, the goals are to establish more rapport, review the
company’s information and find out if there are any current loads moving the carrier can quote or
possibly move for the prospective client. The follow up call script will go over in scripting section of
training.
Next Step
Based on the conversation with the prospective client, next step rules are established:
1. Add prospect to email listing.
2. Check back in for available loads weekly.
3. Establish a phone call for the carrier owner and prospective client to be introduced and talk.

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 Internet&Truck&stop&&
Training&
!
!
Posting!a!load!
Step!1:!You&will&need&to&access&www.iternettruckstop.com.&!

&
To&login&you&will&need&the&following&information.&
Username:&Clay&
Account&Number:&B297504CL&
Password:&Royals123&
!

30
Step!2:!After&you&login&this&is&the&next&screen&you&should&see.!

&
On&this&page&you&will&be&able&to&see&the&trucks&that&are&available.&&Then&at&the&top&of&the&screen,&
you&would&go&to&posting&and&click&on&loads.&
&
&
&
&
&
!

31
Step!3:!After&Clicking&on&loads&this&is&the&next&scree&you&will&see.!

&
To&post&a&new&load,&you&would&then&click&on&new&post.&&&
&
&
&
&
&
&
&
&

32
Step!4:!After&clicking&new&post&it&will&bring&you&to&this&screen.!

&
• This&is&where&you&would&post&the&load&for&the&carrier.&&
o In&the&first&box,&you&would&enter&the&start&and&the&destination&including&the&city&
and&state.&&
o Next&you&choose&what&type&of&trailer&they&would&need&under&trailer&type.&Then&
you&would&select&the&trailer&options.&Keep&in&mind&that&we&don’t&deal&with&
hazmat.&
o Next&is&other&criteria.&We&never&discuss&the&price&so&you&would&not&enter&the&
amount.&Distance,&weight,&and&width&are&optional.&If&they&do&or&do&not&have&this&
information&that&is&fine.&You&will&need&the&size.&Whether&it’s&a&full&(TL)&or&partial&
(LTL).&
o You&will&need&to&enter&the&pickup&date&and&time&and&the&delivery&date&and&time.&&
o Once&you&have&all&this&information&into&the&system,&you&would&then&click&post&
and&close.&

33
Step!5:!After&posting&a&new&load&it&will&bring&you&to&this&screen.!

!
Here&you&are&able&to&see&the&load&that&you&just&posted&for&the&carrier.&If&a&shipper&is&interested&
they’re&able&to&place&a&bid.&

• BB&represents&the&number&of&times&this&load&details&page&has&been&viewed.&&
• The&P&represents&how&many&loads&than&trucks&are&available&in&the&area.&&
• The&tools&represents&if&you&need&to&edit&the&load&(never&edit&someone&else’s&load).&
• The&X&represents&if&you&need&to&delete&the&load&(never&delete&someone&else’s&load).&
&
&
!
!
34
Searching!for!a!Truck!
Step!1:!To&search&for&a&truck,&you&will&click&on&search&and&then&click&on&trucks.!

&
Once&you&click&on&search&trucks&it&will&bring&you&to&this&screen.&

&
This&screen&shows&all&the&trucks&that&are&available.&From&here&you&would&then&click&on&new&
search.&
&

35
Step!2:!After&clicking&new&search&it&will&bring&you&to&this&screen.&

&
• To&search&for&a&truck:&
o First&you&would&enter&the&start&and&destination&including&city&and&state.&Then&you&
would&choose&the&radius.&&
o Next&you&would&choose&the&trailer&type&and&select&trailer&options.&(We&don’t&work&
with&hazmat).&
o Next&you&would&select&the&pickup&date,&when&posted,&and&load&size.&
o Then&you&would&click&add&to&my&searches&and&close.&

36
Once&you&have&clicked&on&add&to&my&searches&and&close&it&will&bring&you&to&this&screen.&

&
This&screen&will&show&you&the&truck&search&that&you’ve&just&made.If&you&look&over&to&the&left&of&the&screen&
you&will&see&a&small&+&sign&next&to&your&truck&seach.&If&you&click&that&+&sign&it&will&give&you&a&drop&down&
menu.&

&

37
 DATA$CONNECT$$
TRAINING$
STEP$1:$
You$will$need$to$access$www.data.com/connect$and$login$in$using:$
Username: [email protected]
Password: Logistics123
This$is$the$page$you$will$see$

$
$
Step$2:$
After$you$login$it$will$bring$you$to$this$page.$From$this$page$you$would$then$click$on$advanced$
to$do$a$search$

38
 $
After$you$click$advanced$it$will$bring$you$to$this$screen.$

$
Then$you$would$click$on$find$companies.$
$
Step$3:$
You$wouldn’t$need$to$put$in$the$company$info$or$the$location$(that’s$only$if$you$need$to$do$an$
individual$search).$You$would$scroll$down$until$you$see$Country/State$or$Metro$Area.$Then$you$

39
will$always$select$United$States$and$choose$which$State(s)$you$would$like$to$search$for.$

$
Next$is$Industry$(we$work$with$anything$that$deals$with$manufacturing).$$
If$you$click$on$Agriculture*&*Mining$it$will$give$you$a$drop$down.$In$the$drop$down$you$will$only$
select:$
Agriculture & Mining Other

Farming and Ranching

Mining and Quarrying

$
If$you$click$on$Computers*&*Electronics$it$will$give$you$a$drop$down.$In$the$drop$down$you$
would$select:$
Computers & Electronics Other

Computers, Parts and Repair

Instruments and Controls

Networking Equipment and Systems

Office Machinery and Equipment

40
 Peripherals Manufacturing

If you click on Healthcare, Pharmaceuticals, & Biotech it will give you a drop down. In the drop down
you would select:

Medical Devices

Medical Supplies and Equipment

If you click on Manufacturing it will give you a drop down. In the drop down you would select ALL.

If you click on Real Estate & Construction it will give you a drop down. In the drop down you would
select:

Construction Equipment and Supplies

If you click on Wholesale & Distribution it will give you a drop down. In the drop down you would select
ALL.

Step 4:
Size/Revenue

We want to search for revenue that between 0-50 million dollars. The more revenue the bigger the
company. In some cases if the revenue is larger the company may have their own trucks. So
that’s something that we have to look out for.

41
Under number of employees you would click all.
Under fortune rank you would click all.
Under ownership you would click all.

Then you would click search and it will bring you to the search result screen.

To save a search you can click on Save this Search.

$

42
To access your saved searches you can click my account and then saved searches

To$the$left$you’re$able$to$refine$your$search$

43
44