WEBSHIP USER S GUIDE. Version 1.0 (18 th January 2013)

Transcription

1 WEBSHIP USER S GUIDE Version 1.0 (18 th January 2013)

2 Table of Content Content 1. Introduction Key Features Quick Reference Guide Ship/Quote Obtaining a Quote New Shipment Domestic International Shipment Documents International Shipment - Parcel Schedule Collection Address Book Searching and Address Adding New Address Editing Existing Address Deleting an Address Exporting Address Book Importing Address Book History Search History List Export to Excel Export to PDF View Detail Track Shipment Schedule Collection Modify Schedule Collection Cancel Collection Void Shipment Generate Manifest Settings User Settings Setting Default Addresses Changing Password Supplies Ordering Supplies Invoices Outstanding Invoices Paid Invoices.. 14 Page 1

3 1. Introduction Webship users can obtain quotes create shipments, create addresses, request supplies, view shipment history and review invoice in this module. a) Ship/Quote Webship users can get estimated quote, arrange a shipment and schedule a collection from this page. b) Address Book Webship users can enter their frequent recipients in the address book. c) History All past shipments will be shown at History page. Users can view details of shipments, generate commercial invoice, generate manifests, track the shipments, modify/cancel the schedule pickups and void the shipments from this page. d) Quote/Job All previously saved quotes will appear here. Quotes can be converted into bookings from this page. e) Settings Webship users can update default settings, default sender and receiver addresses and change password for system. f) Supplies Webship users can order supplies from this page. g) Invoices Invoices will be shown and users can view the updated invoices from InXpress. 2

4 2. Key New Features Invoices now available online System generated commercial invoice/packing list Multiple Carrier options for same services Ability to directly book international import shipments Ability to book third party country to country international shipments Ability to void/cancel consignments/bookings Ability to order supplies online 2.1. Quick Reference Guide Important things to remember when using the new system: Scheduling a Collection (Section 3.3.) 1. You will need to schedule a collection for each booking. If you do not schedule a collection your freight will not be collected. 2. If you have a regular/daily collection in place, you will not be required to schedule a collection. Please note that if you are sending freight that is larger than your standard collection ie. You are sending a pallet, you will need to schedule a collection so the carrier knows to send out a bigger vehicle to accommodate for your freight. 3. Please also note you need to leave a minimum of 1hr between the ready time and close time when scheduling your collection. We do however recommend giving the driver as much time as possible to make you collection, to ensure it is picked up. Amending a Consignment Note/Booking (Sections ) 1. If you have made a mistake on your consignment note/label, or need to update the number of pieces, you will need to void the original connote and recreate/rebook it. Because the system is directly linked with our carriers there is no provision to amend/update a consignment note/label. Generating a Manifest (Section 5.10.) 1. For all TNT shipments you will need to generate a manifest. We recommend generating the manifest once all your bookings for the day are done. 3

5 3. Ship/Quote Obtaining a Quote 1. Customer can get an estimated quote for the shipment before shipping. 2. Sender suburb and receiver suburb, carrier, service type, weight (and dimensions if parcel) are need to obtain a quote. 3. If Insurance checkbox is checked, Insurance amount will be included in the quote. 4. Once all these details are entered you can click on 3. A pop up window will appear with your quote details, from here you can either save your quote for later use or click OK to continue. 4

6 3.2. New Shipment - Domestic 1. To create a new shipment, click button. 2. Complete (all fields) Sender Address and Receiver Information are required. 3. User can enter maximum 35 characters for each address line. 4. Shipment date should be same or later than today date. 5. Select a Carrier from the drop down menu, and then Service Type from the drop down menu. 6. Choose whether the contents are Documents (in a envelope or satchel bag or parcel (this includes skids/pallets/oversize items) 6. Enter the weight 7. If content type is parcel enter the length, width and height for each piece. At the end of each line you can enter how many of each piece is being shipped. 8. To add an additional piece (with different weight and dimensions click on button and enter the weight and dimensions. 9. If Insurance checkbox is checked, Insurance amount will be included in the Quote. Please ensure you have entered the value of the item in the shipment value field. Please note insurance can only be taken out on brand new items, not second hand. 10. If the shipment contains Dangerous Goods, check the box, a UN number plus the packaging group type is required. 11. If you wish for the shipment to be left at the receivers address without a signature check the Authorized to Leave (ATL) box. You will then need to enter a safe location for the freight to be left. 12. To save the recipient Information in the address book, user needs to check Save to Address Book checkbox. 13. After filling required fields and click button to continue to the next page. 5

7 14. On this Page you will see a summary of your shipment in the top Shipment field. 15. In the Additional Details fields below you can enter a shipment reference (this is automatically defaulted to your account number) any information entered into this field will appear on your invoice. 16. Content Description, Total Customs Value and packing list are only required for international shipments. 17. Collection Details is where you can arrange a booking for your shipment. Select an option from the drop down menu which suits your requirement. 18. Once all details are completed click on button. 19. Once you have clicked the ship button, if you have chosen to arrange a collection, a pop-up window will appear telling you your collection has been successful and will give you a booking number. For more information regarding scheduling a collection please refer to section From this pop up window you will have a few options: View waybill use this option to print your awb/connote (for standard printers) Thermal Label use this button only if you have a thermal label printer Re-schedule collection if you need to change your collection time Send Airbill this will the airbill to the address listed in the sender details New Shipment use this option to create a new shipment Re-Ship Same Package use this option to create a new shipment retaining the details of your previous shipment 21. For all TNT shipments a manifest needs to be generated. Please refer to section of this manual International Shipment Documents (DOX) 1. To ship the package which contains only documents, user needs to select Document s as content type. 2. No Shipment value is required to be entered for shipments containing documents only. A commercial invoice/packing slip will not be required either. To complete booking follow steps as per the booking for a domestic shipment. 6

8 International Shipment Parcel (WPX) 1. To ship the package which contains items rather than documents, user needs to select Product/Commodities as content type. 2. A shipment value you must be entered. 3. Click next to proceed to the 2 nd page. 4. In Additional Detail, the following fields must be completed: Content Description Commercial Invoice Select which option best suits you from the drop down menu Packing List - This will only be required for certain shipments, please check with your customer support centre if you are unsure. 5. In Billing Details, the following fields must be completed: Transportation Charges you will be paying for the transport charges by default. If you wish for your customer to pay they must have a valid DHL account. Duties/Tax Fee select here who will be responsible for paying any duties and taxes that may be incurred. 6. If Commercial Invoice is needed, select Help me generate a Commercial Invoice from Commercial Invoice drop-down. 7. Total Customs Value must match with the sum of Sub-Totals of goods. Total goods Item row count must match with the total pieces of Shipment entered on first page. 8. After filling in required data and scheduling for the collection, click button. 7

9 3.3. Schedule Collection 1. If the user chooses collection option to be I need help to schedule a collection, collection will be scheduled at the point of shipment. 3. Ready Time (Pickup Date) must be same or before the shipment date. 4. Close Time (office closed time) there must be at least 1hr between the ready time and close time. 5. Please note that each service will have a certain cut off time, please check with our customer support centre if you are unsure of the cut-off times in your area. 6. Location Description is required. (Default value would be Front Desk ). 7. Once you have clicked ship a pop window will appear, you must ensure it says your collection has been scheduled successfully, if it does not say this you will need to call our customer support centre to arrange collection. 4. Address Book Webship users can enter their frequent recipients in the address book. Users can make shipment to selected recipient, import and export the addresses from this page. GMS Technology Page 11 of Searching an Address 1. Addresses can search by Contact, Company, Address, Address2, City, State/Province, Postal Code, Country or Phone fields. 2. Users can type in the any column of header row to search records. 3. Addresses can be sorted by clicking on the desired column header. 4. To make a shipment to selected address in the address book, user can click button. 8

10 4.2. Adding New Address 1. To add a new address, click button on Address Book page. 2. Contact, Address, City, State/Province, Postal Code, Country and Phone are required. 3. System allows maximum 35 characters for each address line. 4. After filling required fields, click button Editing Existing Address 1. To edit an address in the Address Book, select the record then click button. 2. Update Address form will be displayed and user can update the data. 3. System allows maximum 35 characters for each address line. 4. After editing the address record, click button Deleting an Address 1. To delete Address, select the record user wishes to delete, and click button. 2. Delete confirm message will appear to confirm. 3. Click OK to confirm deletion Exporting Address Book If the system administrator gives permission to export address book, the user can export the whole customer address lists. 1. Click Export button and user can save the file or open it in Excel Importing Address Book 1. To Import an address list, click Import button. 2. Users have to choose import file from local computer -only excel file format. 3. After uploading the file, all imported records will be displayed. 4. User needs to select a field name to match for each column. 6. If one of the field names is state or country, user needs to map country and states. To map country or states field, click button. Customer address cannot be saved without filling country values. System can save addresses with blank value for State. 5. History All the past shipments will be shown at History page. Users can view details of shipments, generate the commercial invoice, generate the manifest, packing list and airbill, track the shipments, modify/cancel the schedule pickups and void the shipments from this page Search History List 1. Shipment history will be displayed according to the selected option. 2. If Show Today Only is selected, History list will show only today shipments. 3. If Show Last 30 Days is selected, History list will show last 30 days shipments. 4. If Show Last 60 Days is selected, History list will show last 60 days shipments. 5. If Show Last 90 Days is selected, History list will show last 90 days shipments. 6. If Show All is selected, History list will show all the shipments done. 7. If Show Range is selected, user will have to fill in From Date and To Date and click Refresh button. 8. If Show Report Options checkbox is checked, checkboxes for additional report information will show. History List will display checked additional information. 9

11 5.2. Export to Excel 1. To export searched Shipment History list in Excel file format, click button Export to PDF 1. To export searched Shipment History list in PDF file format, click button View Detail 1. To view details of a shipment, select the record and double click the selected record or click View Details button. 2. User can view Airbill, Track shipment and export shipments details from pop-up box Track Shipment 1. User will need to select one shipment record and click button. 2. All the shipment activities will be displayed in chronological order Schedule Collection 1. If a collection was not scheduled at the time the shipment was created, the user can use this method to schedule a collection for all their shipments of the same carrier. 2. To schedule a collection, select the record and then click button. 3. User needs to fill in required fields with asterisk *. 4. Pickup Date must be today date or later date. 5. After filling in required fields, user can schedule collection by clicking button. 6. If Schedule Collection is successful, Collection Number will be given. If you are not given a collection number please call your customer support centre for assistance Modify Schedule Collection 1. If shipment is scheduled for today or later date, user can modify schedule date/time. 2. To modify a scheduled collection, select the record and click button Cancel Collection 1. If shipment is scheduled for today or later date, user can cancel scheduled collection. 2. To Cancel Collection, select the record and then click button Void Shipment 1. If the user need to void a shipment, and the void action is not reversible. 2. To void a shipment, select the record and click Void button. 3. If the shipment date or collection date is before current date, only administrator can void the shipment. 4. If the shipment is already scheduled, system will also cancel scheduled collection. 10

12 5. User will need to select a reason for cancelling scheduled collection. 6. After selecting a reason to cancel, user needs to click button Generate Manifest All shipments travelling via TNT will require a manifest. You can also print a manifest for Toll bookings to keep for your own records. DHL unfortunately has not provided us with the provision for a manifest. 1. Manifests should be generated after all your bookings for the day have been completed. You are able to generate a manifest before this time, please note however this will require you to have multiple manifests. 2. To generate a manifest go to the history tab and highlight the last booking for the day, click on the button. The manifest will be generated in the background, you will then need to click the for you to print. button, the manifest will then open as a.pdf in your downloads section of your web browser 6. Settings Webship users can update default settings, default sender and receiver addresses and change password for system. If user is admin level, the user can also update admin setting and Webship users User Settings 11

13 1. User can update default settings from this page. 2. After updating the records, click button Setting Default Addresses 1. User can set Default Sender Address and Default Recipient Address. 2. When the user sets focus in text box, address list will be displayed. 3. After selecting the address, click button to save it as default address. 4. To set the default address to current login customer address, the user needs to click button. 5. To set no default values, the user needs to click button Changing Password 1. User can change Webship log-in Password from this page. 2. After entering old and new passwords, click button. 7. Supplies Webship users can send supplies requests to franchise s regarding packages. 12

14 7.1. Ordering Supplies 1. User needs to fill in the number of items for each package type. 2. Once button is clicked, order request will be sent to respective franchise. 3. If the user wants to clear filled data, click button. 4. In order to view the package image and description, click button. 8. Invoices Invoices will be shown and users can view both outstanding and paid invoices Outstanding Invoices 1. Click link to view Outstanding Invoices. 2. Invoices that are not settled will be shown in Outstanding Invoices. 3. Click button to refresh the view. 4. Click button to export Outstanding Invoices in PDF format. 13

15 8.2. Paid Invoices 1. Click link to open Paid Invoices. 2. Invoices that are fully settled will be shown in Paid Invoices. 3. Click button to refresh view. 4. Click button to export Paid Invoices in PDF format. 14