User Guide. ShipTrack Client Portal Release v4.1. Client Portal - User Guide

Transcription

1 User Guide ShipTrack Client Portal Release v. T:.0. F:..9 Page

2 Revision History Version Date Description Author Comments V Auto-Client Client V Auto-Client Client V Auto-Client Client V Auto-Client Client V. v Auto-Client Client V.0 v. 0-- Auto-Client Client V.0 v Auto-Client Client Applies to the ShipTrack Client Portal Only Updated to include printer recommendation and Logo Updated to incorporate Business Rule changes Incorporated the latest changes Updated to include invoicing Updated to include latest changes to rating Updated to include latest changes T:.0. F:..9 Page

3 Table of Contents Revision History... Table of Contents... Table of Figures... Introduction... Document Purpose... Document Scope... Prerequisites... Client Portal Login Credentials... Browser Requirements... Login... Client Portal Job List Dashboard... Create Jobs... Client Portal Job Status... Printer Recommendations... 9 Table of Figures Figure : Login Screen... Figure : Client Portal Job List Dashboard... Figure : Label... Figure : Client Portal Job List Dashboard... Figure : Complete EOD Confirmation Box... Figure : Client Portal Job List Screen with Postpone Option... Figure : Request a Pickup... Figure : EOD Completed... Figure 9: Details Section... Figure 0: Pieces Section... Figure : Pickup and Delivery Address info@shiptrackapp.com T:.0. F:..9 Page

4 Introduction Document Purpose This document has been designed as a reference document for use by individual client users when they are creating new shipment requests online. Document Scope This document covers only the ShipTrack Client Portal and lists the steps and guidelines for using the client portal. Please note that this document highlights the current features and capabilities of the Client Portal and does not factor any changes that are either under development or planned to be implemented. Prerequisites Client Portal Login Credentials You must have the right login credentials to access the Client Portal. The credentials can be supplied to you by your carrier. Browser Requirements It is recommended to use the latest version of Chrome, Safari or Internet Explorer. Add shiptrackapp.com/ to the list of trusted sites. Cookies must be enabled on the browser. Enabling Cookies in Google Chrome. Select the Menu icon in the upper-right corner.. Select Settings.. Select Show advanced settings at the bottom of the page.. Under Privacy, select Content settings.. Under Cookies, select Allow local data to be set (recommended). Enabling Cookies in Safari. Select Preferences from the Safari menu.. Select Privacy.. Under Block cookies select Never. Enabling Cookies in Internet Explorer. Select the gear icon in the upper-right corner.. Select Internet Options.. Select Privacy tab.. Under Settings, move the slider to the bottom to Accept all Cookies. info@shiptrackapp.com T:.0. F:..9 Page

5 Login In order to login to the ShipTrack Client Portal, one has to open the following link using either the latest version of Chrome or Internet Explorer. Link: Figure : Login Screen Once the login page is displayed enter the User Name and Password supplied to you by your carrier and either press the Enter key on your keyboard or click on the orange Connect button. info@shiptrackapp.com T:.0. F:..9 Page

6 Client Portal Job List After login, users will be presented the Job List dashboard in which the user will be able to view the latest requests. Figure : Client Portal Job List Dashboard The portal dashboard displays the name of the user logged in. Also displayed is the client logo, if configured in the system. The default logo is ShipTrack. The portal has two different language settings English and French. The language can be changed by clicking and selecting the language preference. Sort the Job List in either increasing or decreasing order by clicking on the column heading. Search for a shipment not displayed on the Job List by entering the Shipment Reference Number in the search box. Click Clear to reset. Choose the number of shipments visible on the dashboard by selecting the amount then clicking on Filter. Click Clear to reset. Click on any tracking number highlighted in orange to display the latest available information for that shipment. To print all the shipping labels (Refer to Figure ) for a particular shipment click on Print Label. View or Download invoices by selecting the date. Figure : Label info@shiptrackapp.com T:.0. F:..9 Page

7 End of Day (EOD) Process Figure : Client Portal Job List Dashboard When End Of Day (EOD) Process has been enabled in the system, these job requests will have the status Awaiting EOD. Jobs with the status Awaiting EOD can be edited or deleted by clicking on the gear icon and selecting the appropriate option. While awaiting EOD any information about the job can be edited. The EOD process is triggered once the Submit Job(s) button is clicked a confirmation box (Refer to Figure ) will be prompted to either Submit Job(s) or Cancel. EOD can be performed as many times as needed during the day. The number of jobs awaiting EOD are visible on the Submit Job(s) button. This means that the job has been created but not yet uploaded into the Shiptrack System and is only viewable on your dashboard. Once EOD is performed all jobs that had a status Figure : Complete EOD Confirmation Box Awaiting EOD will be confirmed and will be changed to either Pending or In Progress. Jobs with the status Pending or In Progress can be cancelled by clicking on the gear icon and selecting Cancel. This action will cancel the request for pick up and the status will then be changed to Cancelled but will still be visible. The Shipment Reference Number of the job will change from black to orange once EOD is completed. For Rating enabled clients, estimated shipping costs will be displayed. Note: Complete EOD feature works only for jobs created via the Client Portal and is not applicable for jobs created via EDI/CSV import and the Dispatch Portal. info@shiptrackapp.com T:.0. F:..9 Page

8 Postpone Options Figure : Client Portal Job List Dashboard with Postpone Option When Postpone Option is enabled in the system, it allows clients to postpone their own jobs from the Job List in the Client Portal. Only those jobs that have been created and not yet picked up with the status of either Pending or In Progress can be postponed. The jobs that can be postponed are identified by a dotted blue line under the date. To postpone the job, click on the dotted blue line under the Scheduled Date of the job to activate the date picker control. Once a job has been postponed, the Scheduled Date of the job will also be modified to reflect the change. info@shiptrackapp.com T:.0. F:..9 Page

9 Create Jobs In order to create a new request, click on the Request a Pickup button (Refer to Figure ) located in the top right hand corner of the Client Portal Job List Dashboard. Figure : Request a Pickup Figure : Client Portal Create Job Dashboard A. Details Section The orange exclamation mark indicates that those fields are mandatory. Specify Requested Date by clicking on the calendar icon. Default is current date. Select the Service Type requested by your client from the dropdown list. Select the Parcel Type of the item from the defined dropdown list. Enter Shipment Reference Number (Your waybill, probill, airbill, order number) or have the system generate one by clicking on the barcode icon. Text entered in the Comments and Description fields will appear on the mobile app for drivers and the ShipTrack shipping labels. Figure 9: Details Section info@shiptrackapp.com T:.0. F:..9 Page 9

10 B. Pieces Section Set the unit of measurement in either metric or imperial. Define the piece details of the shipment. Piece weight and dimension are mandatory fields. Text entered in Description will be displayed on drivers smartphone with the job details. To add a new piece, click on the floppy icon. To remove a piece, click on the garbage can icon. Repeat this process for all pieces in the shipment. Every piece added is displayed as a separate item. If enabled, create miscellaneous fees such as special handling or special equipment. If enabled, select Autogenerated Barcode or define custom barcode. Figure 0: Pieces Section 9 A summary with the total number of pieces and total weight of the shipment is tallied. 0 For rating enabled clients, estimated shipping costs are tallied. Piece dimensions must be defined. 9 0 C. Address Information The address book feature allows clients to add regular pickup and delivery addresses to the respective address books. An address, once added to the address book, becomes available for all client users across the system. Pickup Only Delivery Only Pickup then Delivery Pickup and/or Delivery Complete Pickup Information Complete Delivery Information Complete both Pickup and Delivery Information Select the appropriate entry in the address book dropdown. The pickup address section is auto-populated based on the address configured in the system for the client. To add a new address to the address book, populate the address section with the necessary information and then click on the green Save button. To edit an address book entry select the address from the dropdown, change the required fields and click Save. To remove an address book entry select the address from the dropdown then click on the Delete button. Send automatic notifications of shipment updates to the address provided. Select all transit scans or when shipment is delivered. For rating enabled clients, estimated shipping costs may need to be agreed to on the pop-up screen prior to creating the request. Figure : Pickup and Delivery Complete both/either Pickup and Delivery Information D. Create Job To create the new request for pick up, click on the orange Create button located in the top left right hand corner. info@shiptrackapp.com T:.0. F:..9 Page 0

11 Client Portal Job Status Below is the list of possible job statuses as displayed in the client portal and their implications: Pending In Progress Complete Canceled Awaiting EOD Job has been created but not assigned to any route. Job created and assigned to route. Scans may or may not have been made on the items in the job. All items listed under the job have been either delivered or picked up. Whenever the Client job is canceled by Dispatch, the job status will appear as this. For clients that have the EOD enabled, jobs with this status indicates that EOD has not been completed yet. Printer Recommendations Below are some recommendations for printing the shipping labels: Since the shipping labels are wide and long it is recommended to use a label printer. It is recommended to align the labels properly before any printing is done. The shipping labels generated by ShipTrack are in PDF format so normal desktop printers can also be used to print the labels. info@shiptrackapp.com T:.0. F:..9 Page