Valero Outbound Billing Process
You will need the following processes:
There is a two step process to load cars and then to rebill the cars outbound for Valero.
To Load Cars:
You will receive an email from HLT Operations stating that they have loaded cars, what they have loaded the cars with and the VM designation:
- Make a switchlist of the cars that you are going to load. Make the switchlist name the VM designation and save. Also, if there are any switch instructions on the cars, remove them.
2. Highlight your cars and hit the L/E button. Right click in the RWC Code field. Locate your RWC to load the cars with using your drop downs. RWC Type is a Online/Local and your L/E status will be L. You then need to refer back to your email and determine what the commodity is that was loaded and select the RWC accordingly:
VALERO0502 - DIESEL FULE (USLD and RED DYE USLD)
VALERO0503 - GASOLINE
VALERO0508 – ISOOCTENE
Highlight the RWC you will be using and hit select, bottom row, second from the right:
3. Fill in the rest of the Release Date information and hit Copy RWC if you have more than one car. Once all of your information has been entered, hit the L/E button on the bottom row, second from the left:
4. When system takes you back to the Switch List, add into switch instructions the VM designation. Your cars should be blocked to VALEROUT HUS:
To Rebill cars for Outbound Delivery:
Please Note: Cars must be loaded with the previous process before you can rebill a car to go outbound. If the cars are not loaded, please refer to the previous process before you rebill the cars for outbound delivery. We receive monies for both moves.
- You will receive two emails when cars are being billed outbound. The first will be from the company asking our Rail Logistics team to bill out cars from a VM designation with instructions to Rail Logistics on how and where they should be billed. Leave in Freshdesk until the cars have been billed.
2. Once the cars have been billed by Rail Logistics, they will send in an email with the BOLs, responding to Valero that the cars have been billed. It may take up to 60 minutes for the cars to show as billed in ARMS.
3. Once you are showing good billing in ARMS, go into Watss and find your switchlist that had been created when the cars were loaded by searching VM in the switchlist Switch Name (helpful hint: type VM in the Switch Name). Once found, open your switchlist:
4. All cars in your switchlist should show that the cars are loaded. Remove your switch instructions.
5. Highlight all of your cars and using the REBILL w/NEW Bill & Release process, you will rebill the cars paying special attention to the commodity you are rebilling the cars with:
PLEASE NOTE: ULSD and ULSD RED DYE is diesel fuel.
6. Once cars are rebilled, Watss will take you back to your switchlist. Add into your switch instructions your OB date and VM designation.
7. Add to your current day’s OB list.