Southwest Cargo Suite. Enhancing your Southwest Cargo experience.

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Cameron Glenn
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1 Southwest Cargo Suite Enhancing your Southwest Cargo experience.

Dear Southwest Cargo Customer, After several years in the making, we are excited to introduce you to our new point of sale and back office accounting system, Southwest Cargo Suite (SCS).

2 Dear Southwest Cargo Customer, After several years in the making, we are excited to introduce you to our new point of sale and back office accounting system, Southwest Cargo Suite (SCS). SCS enables new enhancements for Southwest Cargo, including the ability to offer air cargo service on our international flights, advanced bookings, electronic air waybill acceptance, and other exciting new options. This change represents the foundational layer of a multi-year strategic technology plan already in the works driven by innovation, continuous improvement, and Customer feedback. While we are putting the finishing touches on the new system, we are already hard at work planning and developing additional enhancements to roll out in the future, including a major facelift to swacargo.com. As we make progress, we will keep you informed about these updates and the new benefits you ll see. The new Southwest Cargo Suite will officially debut on March 25, While that is still several weeks away, there are some steps you need to take over the next few weeks to prepare for the system s launch. We have compiled a packet to walk you through each new feature of the system, what it means to you, and any actions you need to take, to make the transition as seamless as possible. We ve also posted this information within our new Southwest Cargo Suite Help Center on swacargo.com. If you still have questions after reviewing this information, please contact our Cargo Customer Care Center at (800) Thank you for your loyalty and trusting us with your shipping needs. We have a lot to look forward to, and we could not be more excited to have you onboard during this monumental year. Best Regards, Matt Buckley Vice President, Cargo & Charters Southwest Airlines 2

3 With the launch of the new system, there are a few things that will require your attention: The addition of Location ID(s) to your account number The end of preprinted air waybills Improved air waybill tracking notifications Invoicing changes You ll find more information about the above changes throughout this packet. The addition of Location ID(s) to your account number Effective March 25, 2018, SCS will require a Location ID with your Master Account number in order to ship. The Location ID is a combination of your Master Account number and a three digit ID associated to the shipping location. Your Location ID is required when shipping at a Southwest Cargo Facility. If you would like to add an additional location to your account, you will need to fill out the Additional Location Form at ship.swacargo.com/additionallocation. Your list of active Location ID(s) are located on the additional sheet insert provided with this packet. Southwest Cargo Suite 3

4 The end of preprinted air waybills Beginning March 25, 2018, preprinted air waybills will no longer be accepted at our Cargo Facilities. So how will I tender my shipment after that date? - We re glad you asked! You may use one of the following options in place of a preprint to help aid in your shipping process: Option 2 Option 1 Utilize the universal air waybill with or without an assigned range of air waybill numbers. You can find the universal air waybill template at ship.swacargo.com/uawb. You may now request a range of air waybill numbers through our Air Waybill Request Form at ship.swacargo.com/awb Once the form has been submitted, you will receive a range of air waybill numbers via . Your request will be processed within 5-7 business days. If you prefer not to utilize a range of air waybill numbers, no problem! You may still use the universal air waybill template and once the shipment is tendered, the Cargo Agent will provide you with an air waybill number for the shipment. Bring your shipment to a Southwest Cargo Facility and we will provide you with the necessary paperwork. Make sure to have your Master Account number, Location ID, and shipping details and our Cargo Agents will process your shipment and provide you with an air waybill number for the shipment at that time. Once you have chosen the option that works best for you, simply follow the How to Ship Guidelines at ship.swacargo.com/howtoship. Please note, that all current air waybill numbers provided by Southwest Cargo will expire March 25, 2018, and the new requested numbers will become valid at this time. 4

5 Improved air waybill tracking notifications SCS will offer additional tracking notifications that allow you to have more visibility throughout the lifecycle of your shipment. We are now able to provide the following opt-in preferences for shipment tracking: Cancelled Cancellation notifications if the shipments is booked but not yet tendered Tendered Accepted at the Southwest Cargo Facility Manifested Air waybill completed, shipment ready for carriage, and flight selected Delayed Shipment delayed Received Received at the destination Southwest Cargo Facility Rerouted Shipment routing has been changed Delivered Shipment received by Customer Shipment tracking preferences are specific to an individual, thus people within your organization can opt-in to the status tracking notices they prefer. Beginning March 19, 2018, you must complete an Preference Form in order to receive tracking status s. This form will be sent to you via . You will be able to opt-in and select which status updates you would like to receive once SCS is officially launched. Each individual within your organization who wishes to receive updates must complete the form even if they currently receive tracking s from us. If you do not want to receive tracking notifications, you do not need to fill out this form. After your initial opt-in, you can edit the type(s) of shipment tracking notifications you wish to receive through our preference center. Each notification contains a link at the bottom to conveniently update your preferences. Southwest Cargo Suite 5

6 Invoicing Changes Notes Invoices If you have a billable account with Southwest Airlines, you will now be able to receive your invoice via . If you choose to receive invoices via , your invoice will be sent in a standardized CSV file. If you choose to receive invoices by mail, your invoice format will not change. If you would like to opt-in to receive ed invoices instead of mailed invoices, please cargo.research@wnco.com with your Master Account number and invoicing address. The Cargo Accounting department will respond within 2 business days. All invoices are generated at the Master Account level and will be sent on a weekly or monthly basis depending on how your account is set up. Weekly invoices will be sent out on Tuesdays, and the monthly invoice cycle will not change. Only one invoice will be sent per each Master Account number. If you have an individual location that needs to receive its own invoice, you will need to create a separate account for it by filling out a Southwest Cargo Account Application at ship.swacargo.com/accountapplication. For billing questions, please cargo.research@wnco.com or call our Finance Department at (214) All receipts including payment, shipper, and delivery receipts, received at the Southwest Cargo Facility will show the Southwest Cargo published rate. This may not represent the actual rate paid depending on the Customer s rate agreement. 2. Please note, after March 25, 2018, we will no longer be accepting COD shipments. 6

7 Frequently Asked Questions 1. Will my current Southwest Cargo account number change? Your current account number remains the same and will now be known as your Master Account number with the addition of a Location ID for each of your requested shipping locations. 2. How do I add an additional location to my account? Fill out our Additional Location Form at ship.swacargo.com/additionallocation. 3. Can I still order preprinted air waybills? No, we will no longer offer preprinted air waybills. You will have the option to order a range of air waybill numbers online through our Air Waybill Request Form at ship.swacargo.com/awb. These numbers may be utilized with a universal air waybill. 4. Will paper air waybills be available at the Cargo Facility? No, effective March 25, 2018, all paper air waybills will be retired. 5. How do I request a range of air waybill numbers? Fill out the request online through our Air Waybill Request Form at ship.swacargo.com/awb. The request will be processed within 5-7 business days. 6. What if I don t want to use a range of air waybill numbers? No problem! You can still use the universal air waybill template for reference as you prepare to tender your shipment at the Cargo Facility. You do not need a pre-assigned range of air waybill numbers to ship. Once the shipment is tendered the Cargo Agent will provide you an air waybill number for the shipment at that time. 7. How do I utilize the universal air waybill template? The universal air waybill template can be found on swacargo.com. This is simply a reference as you prepare to tender your shipment at the Cargo Facility. You may add the air waybill numbers from your request or simply fill out your shipping details and bring the universal air waybill with you. 8. Can I ship without filling out a universal air waybill template before visiting a Cargo Facility? Absolutely! We provide the universal air waybill template as a reference for you. All that we require when you ship is that you bring your Master Account number, Location ID, shipping details, and government-issued photo ID to the facility. Our Cargo Agents will process your shipment and provide you an air waybill number for the shipment at that time. 9. Will I be able to use a credit card at the Cargo Facility? Yes. 10. How can I opt-in to receive tracking messages? Beginning March 19, 2018, you must complete an Preference Form in order to receive tracking status s. This form will be sent to you via How can I opt-in to receive invoices? cargo.research@wnco.com with your request and your account number to begin receiving invoices. The Cargo Accounting Department will respond to your request within 2 business days. Your invoice will begin the first invoice on the following Tuesday or on the first business day of the next month. 12. What documents will I receive when I tender my shipment? The shipper will be provided with a shipper s receipt confirming the shipment details. 13. Who do I contact with questions? You can call our Cargo Customer Care Center at (800) or utilize our Southwest Cargo Suite Help Center on swacargo.com. For billing questions, please cargo.research@wnco.com or call our Finance Department at (214) Southwest Cargo Suite 7

8 Southwest Cargo Suite Change Checklist Location ID(s) will be added to your Master Account number You can find your new Location ID(s) on the additional insert sheet in this packet Preprinted air waybills will no longer be accepted at our Cargo Facilities No air waybills will be available at the Cargo Facility Be on the lookout for the to opt-in to your preferences for shipment tracking Opt-in to receive ed invoices by ing If you still have questions after reviewing this information, please contact our Cargo Customer Care at (800)

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