Creating and Managing Shipments

Transcription

1 Creating and Managing Shipments a. Manual Shipments The Parcelhub despatching website allows users to manually create, print and manage shipments whist accessing high volume discount rates through major carriers. The Website lpn.webshipping.co.uk Some older versions of Internet Explorer will not work with this site, we recommend Google Chrome. Page 1 of 33

2 The top menu bar has the following options: Shipments Options to create, copy, delete, view tracking and view drafts Manifests Print out a list of all shipments created since the last manifest Integration Integration options and set Support A link to the Parcelhub support page Creating a Domestic Shipment Delivery Details The site opens on the Create Shipment page. Anything in yellow is a mandatory field and must contain some information in order to return a shipping service. Avoid using special characters, try to keep to the standard alphanumeric (a-z and 0-9) characters. Services may not be returned if there are too many characters on a single line. If you are over the character limit an orange error message will appear when you press Get Services N.B.: These only apply to the address, phone, name fields and references 1, and not to s and special instructions. Page 2 of 33

3 The country selection is set to United Kingdom by default, click in the postcode box and enter a correctly formatted UK postcode including the space, the automatic address finder will give known address options. You can select one of these or manually complete the details.selecting an address from the dropdown list will auto fill many of the fields; however you can amend these fields, or enter the address manually without using the postcode look up. Please bear in mind that while the address list is drawn from the most reliable and up to date information available, companies often move so you may have to tweak the details to match your delivery address. Any fields that are yellow, and do not already contain relevant information, must be filled in before moving forward. If you do not have a contact phone number enter Please note that Parcelhub provides and text notifications, so if you have an address and mobile number for the recipient it can be very helpful to enter them here. The other fields are optional, and can be used to add additional information such as order numbers, delivery instructions, invoice numbers etc. The collection date should be left alone, unless advised otherwise by your account/sales manager. Once you are happy with the information provided you can proceed to adding the package details. Page 3 of 33

4 Package Details The package details consist of dimensions (cm), weight (kg), value ( ) and contents. These fields will contain default figures that can be changed. Package details are mainly for international shipments, so you normally do not need to alter these for domestic shipping, but some services are affected by the weight and dimensions of the goods so be mindful of the declared values when searching for a service. To add a package to the consignment list, click the + button. You will see the details drop to the package list below where you can see all pack of the package details. To remove a package from the consignment list click the button. When all of the packages have been added to your consignment list, and you are happy that all of the details are correct, you can now search through available service list by clicking Get Services. Select the required service (it will highlight blue) and click Create to produce the label. At the bottom of the page you have the option to save the details as a draft, or to clear everything and start again. You also have the option to add the address to you Address Book by ticking the box above the create button, or to add a shipment to your drafts by clicking Save for Later Page 4 of 33

5 Creating an International Shipment Delivery Details Most of this process is the same as domestic shipping, however there are a few alterations. Change the country on the drop down menu Unlike domestic shipping, the only parts of the address that Web Despatch checks for international is the zip code and city. Once you have selected the country enter the zip code, the city list to find what you are looking for. The rest of the address needs to be manually completed. As with domestic shipping, avoid using special characters, try to keep to the standard alphanumeric (a-z and 0-9) characters. Page 5 of 33

6 A contact number is mandatory, not providing one will delay or prevent delivery, and providing an is advised. As normal, references and special instructions are optional fields to add any information relevant or order/purchase details. Package Details All international packages must have the correct dimensions and weight declared. Prices for international shipping are based on the size and weight of the package, if the declared dimensions are not accurate we lose the ability to query the cost of shipping with the carrier if you believe you have been billed incorrectly. a. Shipping within the EU Package - Shipping to a fellow EU member state does not require an invoice for your goods, therefore you do not need to change the value and contents description from their default. Customs Declaration - For International shipping, package details has a second tab - Customs Declaration. Only the yellow Category of Item Explanation field needs completing. A simple description of the item being sent is required. Page 6 of 33

7 a. Shipping Outside if the EU Shipping outside of the EU requires some additional information as the item will have to pass customs checks. Along with the additional information you will need to supply up to 5 copies of the sale invoice with the value of the good in. Package - The price on the invoice (not including the cost of postage and packaging) must match the value declared on the label exactly in both amount and currency. If the value declared on the label does not match the value of the goods on the invoice to the penny, the package will be returned at cost. The contents description must be specific. Goods, Parts or Equipment will not suffice. The description must be short, accurate and understandable i.e. toaster, brake pads, graphics card etc. Customs Declarations Category Of Item Select the category that best fits the reason for export. Certain categories do not require an invoice, such as Gift or Documents Category Of Item Explanation Brief description of the item being sent Terms of Trade This option is set Commodity Code This is not a mandatory field and can be left blank if you do not have the commodity code to hand. Page 7 of 33

8 Printing a Label Once the label has been created you will have to print it. There will be one label for each package in the consignment, the below example has 2 labels as I created a consignment with 2 packages. The top of the page shows the consignment details, and the bottom shows the newly created labels. You can either select Print all Labels or printed them individually by clicking the green images (these will turn red once printed). You must have your printer set up configured first. Page 8 of 33

9 Draft Shipments Draft shipment is a simple page to show any saved shipment drafts, which will remain in this section until completed or deleted. Page 9 of 33

10 Creating and Managing Shipments b. Managing Shipments Viewing, Deleting, Tracking and Cloning Shipments Along the top menu you have several drop down options, we are interested in Shipments. Select View Shipments from the drop down list to see a list of your recent shipment. To the right of a shipment you can see the Action tab. Here you have the following options: View Shipment A pop up screen that shows the shipment details, and allows you to reprint the labels Cancel Shipment Providing that the label has been created that day you can cancel it. If this option is not available and you would like to cancel a label please Laura@eastanglialogistics.co.uk. If a cancelled label enters the network it may still be delivered, however there will be an admin fee alongside any other charges View Tracking A pop up screen that shows the Parcelhub tracking site and tracking status of the item View Carrier Tracking A pop up screen that shows the carriers tracking page Clone Shipment Takes you back to the create a shipment page with the shipment details filled in to match the shipment you have cloned Page 10 of 33

11 To print a label from the View Shipment screen, select the required shipment(s) (the line will highlight blue when selected) and click Print Selected Labels. You can highlight multiple labels by using the Ctrl function on your keyboard. Manifesting Once you have finished creating your day s shipments click on Manifests in the top menu to go to the manifest page. You will see a list of all previous manifests, and the option to create a new one. Click the Create new manifest button. A manifest will appear in a new window, with an option to Print Manifest on the top right of the screen. Click Print Manifest, and adjust the number of copies to 2, hand one to the driver and retain a copy signed by the driver for your records. Page 11 of 33

12 Creating and Managing Shipments c. Address Book Address book upload The address book is simply that, a place to store addresses. The following details can be stored: Customer name Business name Address Reference 1 Phone number There are two methods for adding addresses: 1. Bulk Uploading The address data for a bulk import must be entered in a particular format. At the bottom of the address book page there is an excel template that can be used to import multiple addresses. Down load the sample CSV file, add the detail to the form, and use the upload function to add the addresses to the address book. Page 12 of 33

13 2. Single address There are two ways to save an address: when creating a shipment, or on the address book page. a. After getting services, a small tick box will appear above the create button b. Alternatively, navigate to Address Book via Shipments and select Create New and enter the details manually. Loading a saved address As you type details on the create shipment page, Parcelhub software will scan through the address book and offer existing addresses that match what has been typed so far. Any field that has data stored in the can be used to search for an address. Page 13 of 33

14 When using a postcode to bring back details, the address book entries will sit above the postcode address lists and will be separated by a thicker black line. Editing and deleting an entry To change or delete entries, navigate to the address book. Inside the address book page, you have the option to edit and delete entries, by using the action tool. Or you can use the Ctrl button and select multiple entries to delete at once. Page 14 of 33

15 Integration a. Service Preference List To enable the Parcelhub system to know which service to select when sending a package, a service preference list needs to be completed before several of the integrations will work. The service preference list is literally a list of shipping services put in order of preference, so when an integration is run Parcelhub will look to this list to know what service to use. To create a new list, navigate to Service Preference in the Integration drop down menu, and click Create New Service Preference List. To add a service to the list, drag it across from the Available Services column to the Service is preference order column. Parcelhub works its way down a list until it finds a service that will carry the package to the destination. The service at the top of the list is considered first, if this does not suit the consignment (it doesn t cover the destination area, or the package is too big) Parcelhub will move to the second option on the list, then the third etc. Below is an example of a standard list that works for delivery destinations anywhere in the world. Page 15 of 33

16 As Parcelhub works down the service list to find a suitable service, the first option that will carry the item to its destination is selected. The order you put the service in is important, so some consideration is required when creating this list. In the above case, we have ordered the service so that any UK package go with Yodel, and any international packages go with the cheapest option first. Consider the below examples: Scenario 1: A UK order to London. The order enters Parcelhub, the postcode is services by Yodel Express 24, and so no other options are considered. Scenario 2: A UK order to the Isle of Skye (a Scottish Island). The order is not covered by Yodel Express 24, so Parcelhub moves down the list until it finds the first service that covers this area, which is Yodel Express Isle. Scenario 3: An order to Jersey. Parcelhub moves down the list until it finds the first service that covers this area which would be EIRE/CH CI EXPRESS POD. DHL Worldwide Economy and DHL Worldwide Express also cover Jersey, but as EIRE/CH CI EXPRESS POD was higher on the list, this service is chosen. The weight and dimensions of an item can also be used as determining factors, so long as these details are provided when the data is imported. Page 16 of 33

17 Integration b. Order Retrieval i.e ebay Setup Navigate to the ebay integration page and you will be greeted with the below message. Clicking Log into ebay directs you to the ebay login page. By signing in here you link the ebay account to Parcelhub. Once you have agreed to grant the necessary access to Parcelhub you will be directed back to the ebay integration page, a full set of options will then be available to you. Page 17 of 33

18 Loading shipments Now that your ebay account is linked, and you have a service preference list set up, you can move forward with booking your consignments. The default settings use the first preference list available (this only affects you if you have multiple preference lists), and will pull back any orders that have been paid for but not yet marked as dispatched in your ebay account. Extra options are available, and are enabled using the tick boxes. Once you are happy to continue click Load new shipment! Notes If you have multiple ebay accounts, you will need to click Delete ebay login before logging into the other account. Page 18 of 33

19 Integration b. Order Retrieval ii. Amazon Setup Navigate to the Amazon integration page and you will be greeted with the below message. Amazon integration requires you to have a Pro Merchant Subscription, without this Parcelhub will not link to your Amazon account. You will need the Account Seller Id and the MWS Auth Token from Amazon, and Amazon will need our Developer ID and our Developer Name Parcelhub Website located at the bottom of the page. To link your Parcelhub account with your Amazon click Login to Amazon MWS and click Sign up for MWS and login into your Amazon account. Page 19 of 33

20 Taking the Developer ID ( ) and the Developer Name (Parcelhub Website) from the Parcelhub Amazon Integration page and enter them into the required fields for option 2 I want to use an application to access my Amazon seller with MWS. Page 20 of 33

21 The congratulation page contains the Seller ID and MWS Authorisation Token required by Parcelhub. Take the Seller ID and MWS Authorisation Token back to the Parcelhub integration page to complete the set up. Page 21 of 33

22 Loading shipments Now that your Amazon account is linked, and you have a service preference list set up, you can move forward with booking your consignments. Amazon have set rules on references fields and their relation to the sold item, so we are unable to change this, but you can add special instructions to the label using the tick box. When you are ready to move forward click Load new Shipments. Notes If you have multiple Amazon accounts, you will need to click Delete Amazon login before logging into the other account. Page 22 of 33

23 Integration a. Order Retrieval iii. CSV file upload 1. Spreadsheet Configuration The Spreadsheet Configuration requires a file mapper to link the layout of the CSV file you want to upload to the Parcelhub system. To create a file mapper, click the Create New CSV File Format. Page 23 of 33

24 As with the Create Shipment page, the mandatory fields are highlighted in yellow. File Format Name The title of the mapper file. You can leave this as it is, but if you will be uploading files from multiple sources it would be helpful to be more specific to help identify with mapper links which account. Delimiter Leave this as a comma File has Header Row If row 1 of your file is a header, enable this feature. Ignore Quotes Only used with specific files, refer to IT if this is an issue. Remove duplicate addresses If the order file pulls information from multiple sources there maybe duplicate orders, this feature delete orders that have the same delivery address. Be aware, if the file has a line per item this could interfere with multi order purchases. Each field type can be linked to a column name, a column number on the order file, or set to a default value. Fields that are not mandatory also have the option be left blank. Field by Column Name If using a file with a header, enter the column name. If this cell is empty or unreadable, nothing will be used in its place, so the in order will not be assigned a service. Field by Column Name, with default if missing/unreadable If using a file with a header, enter the column name. If the cell is empty or unreadable (unknown character or something similar) it will use the information in the Default Value field. Field by Column Number If using a file without a header, enter the column number (see Appendix ii). If this cell is empty or unreadable, nothing will be used in its place, so the in order will not be assigned a service. Page 24 of 33

25 Field by Column Number, with default if missing/unreadable If using a file without a header, enter the column number. If the cell is empty or unreadable (unknown character or something similar) it will use the information in the Default Value field. Default value only This option will not check the spreadsheet for data, it will automatically use the Default Value. Leave Blank The default setting for most optional fields, this is only available for optional fields. Important note The mandatory field Service ID dictates where and how Parcelhub selects a shipping service. There are three options: 2. If your order file doesn t contain a service ID or a service preference ID select Default value only and declare AUTO. 3. List the service Id in the order spreadsheet, and link the column to Parcelhub in the mapper. A service ID is the number for a particular courier service e.g. Yodel Express 24 = 251, UK Mail XL Bag = etc. Always check with you Parcelhub representative that you are using the correct service IDs. 4. Specify a service preference list that you wish to use Page 25 of 33

26 5. Spreadsheet Integration There are three core selections to make. I. File Format To Use The mapping created in the section above. You can have multiple format files, one for each file type you want to upload. II. Service Preference List to use If you have not specified the service ID or the Preference List ID in your order file, you can select a preference list to run with the file, providing AUTO is the default for Service ID. III. CSV file upload Browse your computer to locate the order file you want to upload. Once you are ready to move forward, click Start uploading. Page 26 of 33

27 Integration b. Booking Shipments Managing and Printing the Shipment List Once the integration has run, a shipment will appear showing all orders that have been pulled back via the integration, here you can review the courier and service and, if you need to, change some of the details. The options vary slightly with each integration, so only the main features are explained below: The main actions are: Edit Located within the Action menu. Opens the details of the shipment. You can amend the address and package details, or change the shipping service. Delete Draft - Located within the Action menu. The shipment, if cancelled, will not be marked as dispatched but will appear on the list next time you run the integration. Mass Reselect Service Only applicable if you have 2 or more service preference lists. This tool lets you select a number of shipments and change the service preference list that is applied to them. Use the ctrl key to select the shipments you want to change. Book Shipments and submit tracking numbers Only click once you are happy that you want to ship all of the consignments on the services that have been assigned. Booking and Submitting Shipments Once you are happy with the details and services selected, you can move onto booking the shipments. For Amazon, ebay and WooCommerce, this section is where you feed details back to the other sites such as order status and tracking numbers; this does not apply to normal CVS integrations. There is no going back after this point as the labels will have been created and data submitted to other sites. Click Book Shipments and submit tracking numbers to move onto the next section. Page 27 of 33

28 Integration c. Printing Booked Labels Managing the Print Label List At this point you have booked all of the shipments and created electronic versions of the labels, so all that is left is to print out a physical labels. You can do this all at once by pressing the Print All Labels button, one at a time by selecting a single line, or a mixture of labels by holding down the control key and selecting the required labels. You still have the option to delete one or more labels, but please remember that data will have already been submitted to Amazon, ebay or WooCommerce at this point, so if you do delete an item, please remember to change the details in the linked sites. Page 28 of 33

29 Parcelhub Track Site Introduction The Parcelhub system is supported by our own bespoke tracking site. This site allows you to view live tracking statuses for all consignments despatched through our system on a single page, regardless of courier choice. The login username and password are the same as those used for your Despatch system. 1. The Website Once you have logged in the User Dashboard will display all the accounts that you have access to. To view the account you simply need to click on the Account ID. Page 29 of 33

30 2. Tracking Shipments Once logged in, you will be able to see all the parcels that you have sent. Shipping statuses are colourcoded for easy identification. Green is delivered; blue is in transit, yellow is information (most often created shipments that have not been scanned into the courier network) and red is problem. Along the right-hand side of the screen there are a set of filter options that allow you to restrict the consignments on view by courier and status. Each filter option expands to provide list of more specific filter options, as demonstrated for the delivered and DHL International options above. You can also use the search bar under the Parcelhub logo to locate a specific consignment using a tracking number, reference numbers, or postcode. The final page feature is the CSV export option. Clicking the CSV Export button creates an MS Excel CVS file containing information on the shipments on view, shipments that have been filtered out will not appear on the spreadsheet. Page 30 of 33

31 3. Shipment details To view more details, you can click into a consignment using the magnifying glass on the right hand side of the row. This will show you the status of the parcel, but also the tracking history from the date of despatch, along with additional information on the consignment. The public URL is a tracking page for the recipient, it shows detail regarding the delivery such as scan events and references, but hides any account information. Page 31 of 33

32 4. Customer Service and SMART Notifications Our Dedicated Tracking Team: Supporting the website we have a dedicated Tracking Team who are more than happy to help with any queries that you may have. If you need to change, add or cancel anything, the Tracking Team is on hand to do the work for you. Simply us at Tracking@eastanglialofgistics.co.uk, or alternatively call us on SMART Notifications: To help further, Parcelhub has created the SMART notification system. The SMART system monitors ever scan event for every package sent with Parcelhub. Using a complex set of rules, the SMART system identifies potential errors and alerts customer services by creating a SMART ticket that is assigned to a CS agent to investigate. This process gives the team a head start in getting things resolved, increasing our over delivery rate and reducing returns. Where possible, the tracking team will resolve the problem there and then, allowing the package to continue on its journey. If any additional information is required, or the matter is slight more complex, the team will contact you to seek clarification on how to proceed. When customer services are looking into a query an information event is applied to the shipment (see below) detailing the ticket number. If you would like an update, or to provide some additional information, all you need to do is quote this reference to a customer service member. Page 32 of 33

33 East Anglia Logistics Contact Details Main Office Phone Number: Customer Services: Office Hours: Monday Friday 09:00 17:00 Tracking Services: Contact Phone Number: General Tracking enquiries: Ad Hoc Collections: First point of Escalation Leana Harley, Customer Services Supervisor: Second point of Escalation Laura Newman, Customer Relations Manager East Anglia Logistics Tracking Site URL: Web Dispatch: Page 33 of 33