November 2, 2017 | Author: Julian Greene | Category: N/A
1 User Guide My UK Mail Account Number:. My local depot s telephone number:. My UK Mail Sales Representative:...2 Object...
User Guide
My UK Mail Account Number: ……………………………………………………………. My local depot’s telephone number: ……………………………………………………………. My UK Mail Sales Representative: ………………………………………………………….....
ipostparcels PRO User Guide
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Objectives ................................................................................................................... 3 Frequently Asked Questions .......................................................................................... 4 ipostparcels PRO Initial Setup and Configuration .............................................................. 5 Logical Flow to Using ipostparcels PRO ........................................................................... 8 ipostparcels PRO Access and Registration ........................................................................ 9 Setting Up Your Despatch Label Printer (including Mac OS X) .......................................... 11 Booking a Driver to Collect Your Parcels ........................................................................ 13 Despatching Parcels (UK and Northern Ireland) ............................................................. 14 Reprinting Labels and Cancelling Consignments ............................................................. 20 Creating Packets Consignments ................................................................................... 22 Creating International Consignments ............................................................................ 24 End of Day & Order Tracking ....................................................................................... 26 Booking a Return ....................................................................................................... 31 Administration ........................................................................................................... 33 Adding a Return Address for Packets ............................................................................ 44 UK Mail Responsibilities and Contact Information ........................................................... 46 Feedback .................................................................................................................. 48
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Objectives The purpose of this document is to provide a comprehensive guide to UK Mail customers who are working on and with ipostparcels PRO (Formerly iConsign). The document will set out clearly:
Pre-requisites for running ipostparcels PRO Account setup and registration Enabling printing (with respect to Java) Requesting a Collection with UK Mail Entering and submitting a Consignment (National and International) Tracking progress of a Consignment Frequent Asked Questions UKMail Contact Points with responsibilities
There is a large community of ipostparcels PRO users and as such it is not effective for UK Mail to offer a telephone based IT Support, apart from in exceptional circumstances, and the guide is structured in a way that it provides guidance and answers on over 95% of the common questions, queries that are posed to the Service Desk. It is appreciated, if all customers can always reference the Support guide first before making any contact with the UK Mail; this will ensure that only genuine queries and technical incidents can be dealt with quickly and effectively.
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Frequently Asked Questions Question I get ‘Printer Applet not found’
I have no Service Level / Product to select against for my Post Code How do I import an Address Book / I’m having issues with my Address Import …. I’m entering a Post Code that is not recognized / invalid How can the Consignee track the progress of their consignment
Resolution / Guidance Under Help Guide , Select the ‘ipostparcels PRO Printer Configuration’ when logged into ipostparcels PRO Go to section ‘Product and Service Selection’ Go to section ‘Administration’ / ‘Address Book Setup’ Go to section ‘How to validate a Post Code’ Go to section ‘How your customer can track their consignment’
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ipostparcels PRO Initial Setup and Configuration Ipostparcels PRO is an online service accessed over the internet, using a web browser and a PC at a customer’s site. In order for ipostparcels PRO to function as intended, the customer will need to ensure the following are installed and configured to work: Web Browsers:
Internet Explorer 11 Internet Explorer 10 (Compatibility mode must be used) Internet Explorer 9 Google Chrome Firefox (v26)
In addition, it is the customer’s responsibility to ensure they have the latest version of Java installed.
PC Operating System:
Windows 8 & 8.1 Windows 7 Windows Vista Windows XP
Apple OS X:
10.6 Snow Leopard 10.6.8 Lion 10.8 Mountain Lion 10.9 Mavericks
Internet Connection Internet Comment Connection to Ensure that the URL business-post.com is not blocked on your Firewall the internet or within your browser settings.
Recommended Configuration UK Mail recommends the following environment:
Internet Explorer 11 running on Windows 7 (Windows) Safari on Mac O/S X (Apple)
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Web Browser Privacy and Security Settings If you are a customer working within an organisation with an IT department, then the following settings and configurations may need to be done by your IT department. Internet Explorer (pre Internet Explorer 10) Customers Select Tools (if no menu bar shown, press Alt, and the menu will be presented) Select Privacy, then the Site option Enter business-post.com into Address of website field and ensure that this site is allowed
Internet Explorer 10
Select Tools Select Compatibility View Settings Add ukmail.com & business-post.com
If you do not set this, then ipostparcels PRO will not function at all. (see diagram on following page)
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Mozilla Firefox Customers
In Firefox From the main menu (press Alt if not presented) Select Select , then Ensure that business-post.com is setup to be allowed
Java The latest Java software is required to enable the label printing within ipostparcels PRO and that it is enabled. There is a specific guide for this on the ipostparcels PRO menu under Help / ipostparcels PRO Printer Configuration. _____________________________________________________________________________________ ipostparcels PRO User Guide
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Logical Flow to Using ipostparcels PRO This is a high level, logical, process flow as to how, as a customer you would work with ipostparcels PRO and will reflect the overall structure of this user guide.
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Technical setup
Setup & Configuration
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Setup of accounts
ipostparcels PRO Registration
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Setup printer for despatch labels
Setup Label Printer
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Arrange for UK Mail driver to collect your parcels
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Enter your parcels for collection and / or a pick up to be returned to you
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How to track your consignment
End of Day & Order Tracking
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Reset password, address book setup
Administration
Book a Collection
Create a Consignment
Book a Return
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ipostparcels PRO Access and Registration To access the ipostparcels PRO service, go to the following URL https://ipostparcelspro.com You will then be presented with:
Click on the ipostparcels PRO Logo, to login to the service User name is an email address that has been registered with UK Mail and approved by the account owner for your account If you have not registered your account, then go to the Registration section of the User Guide. Until you are registered and approved, you will not be able to use ipostparcels PRO
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Register as an Authorised ipostparcels PRO User
Click on the register icon to register your account The following screen will be presented Fields marked with a red asterisk (*) are mandatory
The account number will have been supplied to you by your UK Mail Sales Representative Once submitted your request is sent to UK Mail where the request is validated against the details held in our Central systems (Account reference, Traffic Office et al) as a known contact If we are not able to validate the request, the request will be ‘not approved’ and you will receive an email confirming this and you should contact your Traffic Officer / UK Mail Sales Representative If you contract new accounts with UK Mail, each account will need to be registered against your username (email address) Validation and activation can take up to 3 working days from submission – due to validation and potential contact to your organisation – please do not contact the Service Desk to chase this as they are not able to resolve / expedite approval If you request new accounts (International accounts, new sites et al) you must register each of them against each account (email) that you have before you can access them within ipostparcels PRO (See section “Adding a New account to ipostparcels PRO”)
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Setting Up Your Despatch Label Printer (including Mac OS X) The most involved – but not complex – aspect of setting up ipostparcels PRO is for printer setup. To acknowledge this, there is a separate and more detailed guide which can be found under the Help menu and the document titled ‘Printer User Guide’ Once your system has been scanned the available printers will be listed:
There are two types of print destination available: • •
Printer - Direct printing of despatch labels to your chosen printer PDF - Printing despatch labels via PDF (if you do not have Java installed)
If you select Printer as your print destination, select the printer you want to print your despatch labels to depending on the type of printer you have (A4 or 6x4 for thermal label printers). If you are going to print invoices for international consignments using ipostparcels PRO, select the A4 printer you wish to print them on using the International Invoice Printer drop down option. Click the Save button to save your printer configuration. If you select PDF as your print destination, the screen will change to coincide with your PDF selection with no further manual configuration required.
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Please note the PDF Option is not supported with Internet Explorer 8 or lower. Dependent on the destination country, an international invoice printer will also need to be configured. If you always want an invoice printed regardless of the destination country then select Always Print, otherwise select Country default where ipostparcels PRO will decide whether an invoice should be printed dependent on the destination country. If you already prepare the invoices in your own order processing system, then select the Never Print option as the International Invoice Print Preference. Click the Save button to save your printer configuration. Tip for Mac OS X users: You can streamline the printing process by simply adding a printer icon to the Preview application toolbar that your label is automatically opened by the Safari browser. For further details on how to do this please refer to the simple guide over on Apple.com. If the printer icon has been added your toolbar will look like this.
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Booking a Driver to Collect Your Parcels Unless you have a regular collection, you will need to book a collection each day. If you wish to organise a regular collection, please contact your local UK Mail Depot It is recommended that you do this at the start of each day; this will allow you to plan your day and provide a cut off for when submitting your consignments to the UK Mail network. To book a consignment:
Select Consignment from the Menu Select ‘Book a collection’ from the Menu
Enter the date of the collection required Enter the earliest time that the UK Mail driver can arrive Enter the latest time that the UK Mail driver can arrive Enter any special instruction (for example, if there is a place / location the driver should report at when arriving at your premises) When you press enter, you will be presented with a booking Unique Reference (please make a note of this) The Collection request will then be sent electronically to your local UK Mail depot The Driver supervisor (from the UK Mail local depot) will then confirm the collection with you via email; this is a manual process Check the confirmed times in the Email to what you requested, if they are different then speak to your local UK Mail depot If you book later in the day, it may not be possible to collect your parcels on the day (you will see a warning message after the normal cut off time). The Driver supervisor at your local UK Mail depot will decide if a collection is possible
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Despatching Parcels (UK and Northern Ireland) With the PC environment setup, printers set up and the driver collection booked you are now ready to enter consignments for dispatch. From the Consignments menu select Add New Consignment, the following screen is then presented: (Fields marked with (*) are mandatory and must have a value entered)
Basic Field Descriptions Field Customer Number
Description If Address Book is populated, you can pull through repetitive customers that you dispatch to
Contact / FAO (For Attention Of)
Contact name of person who consignment is destined for Business Name of the organization
Business Name Country
Select country of the consignment destination
Comment See section on Address Book Maintenance. If selected from here then the fields marked * will be prepopulated
If for private household, then leave this blank Unless you have a Road / Air account, you will only see United
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Post Code
Enter the full post code of the destination and tab to the next field, to be presented with a list of addresses.
Telephone
Enter telephone number of person that the consignment is destined for Enter the email address of person that the consignment is destined for
Email
Kingdom & Ireland. If you require International, then talk to your Sales Account Manager The post code will determine the product & Service Level you can request from UK Mail. To change the Post Code, delete entry and enter again and tab to next field.
Product and Service Selection The Post Code has a fundamental influence on the Products and Service Levels that can be requested by you and these are business rules, embedded into the ipostparcels PRO application and cannot be changed. When the Post code is entered you can select the Product (definitions are available on the UK Mail Website www.ukmail.com or with reference to you Sales Account Manager and / or UK Mail Customer Contact Centre)
Field Sign for or Leave Safe
Signature at Address Only
Product
Description Select this if you are agreeing for the delivery driver to leave the item safe and / or gain a signature if the recipient is not present. Select this if you only want the driver to deliver to this address if a signature can be obtained.
Select UK Mail product and service for your dispatch
Comment For deliveries to remote locations (Shetland Islands, Orkney Islands etc) this option must be selected If no one is present, the driver will leave a card at the address and return the consignment to the depot. Service not available on 72 and 48 Hr deliveries. 3 delivery attempts will be made. If you are not clear on the appropriate service, then contact your Sales Account Manager or UK Mail Customer Contact Center
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Remote Locations – United Kingdom (inc Northern Ireland) When a remote location is entered – for example the KW16 3AD – you will see the following under Products and Services (Services are empty), this is normal.
For this Post Code no Service Level / delivery is presented at all – this is correct Select the ‘Sign for or leave safe’ You will then see :
You must select 72 Hour Service level and the required product The reason for this is that given the remote location, if a driver was to be dispatched and was not able to leave safe, it would be a significant cost
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Remote Locations – Republic of Ireland
Outside of Dublin the Service Level is 48 Hrs for delivery – so, when looking for the service level within ipostparcels PRO you will see the following presented:
Locations in Dublin & Republic of Ireland Republic of Ireland currently has a partial postcode system that covers the capital Dublin with postcode D1 to D11. ipostparcels PRO has designated its own partial postal code system for all other regions of Southern Ireland. As there is not a full postcode system in Ireland, ipostparcels PRO cannot populate the address from a postcode.
To enter an Irish address Select the country Ireland, from the Country drop
Select the Irish County Select Dublin within the Irish County you will be
Input the remaining address fields (Post code will be automatically populated)
down list
Presented with an Irish Locality Field
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Consignment Information
Field Customer Reference Alias
Description Both fields can be used as determined by the Customer – when tracking, the customer can search on values entered in either of these fields. Both fields can be used as determined by the Customer – when tracking, the customer can search on values entered in either of these fields.
Comment Title is configurable per account under Accounts / Maintain Account in ipostparcels PRO.
Field Number of Items
Description Enter total number of items in the consignment
Comment Bagit can be only be sent as a single item. If you enter more than one you will see the following :
Weight
Enter weight of the consignment in whole Kilograms (kg’s)
Alternative Number
Title is configurable per account under Accounts / Maintain Account in ipostparcels PRO.
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______________________________________________________________________________ ` Long Length Special Instructions
Secure Location / Neighbour Extended Cover
Book In
Exchange on Delivery
Confirmation of Delivery
Confirmation Email
Confirmation Telephone
Cheque on Delivery Amount
Pre-Delivery Notification
Save & Print
If item is >= 1.8 Mtr then please tick this box These will be presented to the driver ie “end of country lane, through the white gate, on the left” If you have selected ‘Sign for or leave Save’ Allows you to purchase extended cover for your consignment. The numeric entry relates to £1000’s of additional cover (1 – £1000, 2 £2000) Select this, where the drop off must be booked in advance with the recipient (ie department stores) Select this if a pick is being requested at the same time as the drop off. Select if you wish to receive either SMS / Email when the consignment is delivered If Confirmation of delivery requested – then confirmation will go to this email address If Confirmation of delivery requested – then confirmation will go to this mobile number as an SMS If you require the UK Mail Delivery driver to collect a cheque when the consignment is delivered If you require the recipient to receive a notification that a delivery is to be made, then select either SMS / Email Once you are comfortable that your consignment details are correct, submit your consignment to UK Mail by pressing Save & Print
Ensure that the recipient telephone number is included in Telephone field Ensure that the recipient telephone number and name are included in the Telephone field
Will prompt for Confirmation Email / Telephone if not entered already If you have setup a collection, you will be prompted to do this at this stage. You will be presented with the following messages Once printing has completed, you will get
IMPORTANT! - Do not browse away to another web page whilst the printing message is on the form or all of your labels will not print off. Printing Direct to PDF PDF- You will be prompted by your web browser to open or save a PDF version of the consignment label(s). If you open the PDF you can select a printer and print off your consignment label. If you choose to save the PDF you can open the PDF from where it was saved to print the consignment label either immediately or at _____________________________________________________________________________________ ipostparcels PRO User Guide
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______________________________________________________________________________ ` a later time. With saving the PDF you can forward it via email to either another computer workstation or a third party printing location if necessary. As a general rule your labels will be saved in the downloads folder. A consignment label as shown below will be printed from the designated printer. If printing on A4 paper then please abide by the following: • • •
Fold the paper before placing it into a document wallet and sticking the document wallet to the parcel. Please make sure the label is attached to a single flat surface on the parcel, ensure the whole label can be seen through the clear plastic of the document wallet, particularly the barcode. Please take care not to wrinkle the clear plastic cover of the document wallet as you stick it to the parcel (particularly over the barcode) as this may cause limited tracking as it moves through the UK Mail network.
Reprinting Labels and Cancelling Consignments If a label is damaged or there is a problem during printing then you may want to reprint the label(s). To do this, from the menu go to Consignments then Find Consignments. You can search for your consignment using a number of criteria including the Customer Reference (normally your sales order number).
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Once you have found your consignment, click the Reprint link to reprint the label(s). The following message will be shown.
When you reprint a consignment, the original consignment number is cancelled and a new consignment number is generated with a new set of labels. IMPORTANT – When using reprinted labels, you must re-label ALL of the parcels in the consignment. If you only re-label some of the parcels then the cancelled consignment number will be reactivated when the parcel is scanned in the UK Mail network and you will be invoiced for two consignments rather than one. You will be unable to reprint labels after the consignment collection date has passed. You can also cancel consignments using the Find Consignments screen, search for your consignment and then click the Cancel link. Please note that the data for the consignment will be reactivated if the physical parcel for the consignment is scanned within the UK Mail network and you will then be invoiced for the consignment as normal. It is not possible to amend a consignment in ipostparcels PRO, if you wish to amend then you will need to cancel the original consignment and input a new consignment using the Add New Consignment form.
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Creating Packets Consignments
If you have a packets account then you will be able to enter packets consignment shipments – if you do not have a packets account but wish to send packets consignments then please contact your Sales Account Manager who will help you set one up and add them to your ipostparcels PRO username. When this account has been added you will need to set it up by adding a return address on the ‘Maintain Account’ screen. (See section “Adding a Return Address for Packets”)
To create a packets consignment:
Go to Consignment / Add New Consignment Select the Account List and select the packets account Now select the ‘Product and Service’ and click ‘Mail Packet’
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______________________________________________________________________________ ` Field Customer Number
Description If Address Book is populated, you can pull through repetitive customers that you dispatch to
Contact / FAO (For Attention Of)
Contact name of person who consignment is destined for Business Name of the organization
Business Name Country
Select country of the consignment destination
Post Code
Enter the full post code of the destination and tab to the next field, to be presented with a list of addresses.
Customer Reference
Enter your customer reference
Alternative Reference
Enter your alternative reference
Packet Weight (grams)
Enter the overall weight of the packet
Length (cm)
Enter the length of the packet
Width (cm)
Enter the width of the packet
Height (cm)
Enter the height of the packet
Delivery Message
Enter your delivery message Enter your delivery message
Comment See section on Address Book Maintenance. If selected from here then the fields marked * will be prepopulated
If for private household, then leave this blank Packets are available for the United Kingdom only, if you require international or Ireland consignments then please switch to the parcels service. The post code will determine the product & Service Level you can request from UK Mail. To change the Post Code, delete entry and enter again and tab to next field. Your reference for this despatch will appear on your UK Mail invoice. Typically sales order number Your second reference for this consignment e.g. customer purchase order number. Any packets that are overweight will be converted to a parcel, delivered by the UKMail network and charged accordingly. Any packets that are over the size limits will be converted to a parcel, delivered by the UKMail network and charged accordingly. Any packets that are over the size limits will be converted to a parcel, delivered by the UKMail network and charged accordingly. Any packets that are over the size limits will be converted to a parcel, delivered by the UKMail network and charged accordingly. Delivery message to your recipient Delivery message to your recipient if the first field isn’t long enough
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Creating International Consignments
If you have accounts setup for Rail and Air (International accounts) then you will be able to enter International consignment shipments – if you do not have these, you must talk to your Sales Account Manager, who will then work with you to create these accounts and add them to your account. When these have been created and added to your account, you then need to configure them (See section “Adding a New account to ipostparcels PRO”)
To create an International consignment:
Go to Consignment / Add New Consignment Select the Account List and the account you wish to ship against (either Road or Air)
Field Country
Description Select the country you wish to
Comment If you cannot select an International
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______________________________________________________________________________ ` dispatch to – the entry form will then change to reflect an International consignment
Postal Code
This is the Post code for the destination
Product / Service
You may select either Road or Air
Items
Number of parcels you are dispatching in this consignment Total weight in Kilograms (Kg’s) to the nearest 2 decimal places (ie x.xx) Enter dimensions of the Consignment that you are sending Describe the contents of the consignment.
Weight Length / Width / Depth Goods Description
Special Instructions Value / Currency Documents Only
Enter any special instructions for the Delivery driver Enter the value of the Consignment you are shipping and the currency Select this if only shipping documents
Cover Required
Select if you require additional cover for your International Consignment
In Free Circulation in EU
Select if you are sending documents within the EU (European Union) and that contents of your consignment are in free circulation within the EU Select if you would like a confirmation email Select to confirm that you consignment does not contain any dangerous goods When you are comfortable your consignment details are correct, save them and print
Confirmation on delivery No Dangerous Goods
Save & Print
location, you have either selected the wrong account or do not have an International account. For the latter, please refer to your Sales Account Manager Ipostparcels PRO cannot validate International post codes; therefore the address details must be entered manually If you require guidance on wish product to choose then talk to your Sales Account Manager / UK Mail Customer Contact Center
Customs & Excise use this and it forms a critical part of your (the customers) declaration for H.M Customs
Currency does not need to match the destination country This will set value to zero and Good Description to ‘Documents’ Further information can be obtained from your Sales Account Manager / Customer Contact Centre
If you select yes, the consignment will not be validated as this against UK Mail policy Same as for normal consignments.
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End of Day & Order Tracking End of Day Manifest At the end of each day and prior to the UK Mail driver arriving you should complete the End of Day manifest – the manifest states which consignments you have submitted to UK Mail for collection and delivery
From the ipostparcels PRO menu
Select the Generate Report button
Select Consignment / Print/View Manifest Summary for Driver Confirm the Job Date (normally would be the current day)
The report lists the consignments you are despatching today which include a copy for the driver and a copy for you. The driver will sign the customer copy of the report and hand it back to you for your records. A PDF document (as shown below) will be generated and displayed on screen ready to be printed.
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______________________________________________________________________________ ` Once the manifest has been presented on the screen, please print off the report to your A4 printer.
Tracking, Reprinting And Cancelling Consignments You can track, reprint and cancel international consignments using the same method as UK and Ireland consignments. To do this then within ipostparcels PRO go to
From the ipostparcels PRO menu
Select Find Consignments
To filter down the consignments listed, type your customer reference (normally your sales order number) into the Search for field and click the Search button. The matching results will be filtered down in the search results grid. You can also search by Alternative Reference, Consignment Number, Collection Date, Business Name, Postal Code and UK Mail account number.
Once you can see the consignment you wish to track, click the Track link on the left hand side of the search results grid. _____________________________________________________________________________________ ipostparcels PRO User Guide
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______________________________________________________________________________ ` The track page shows the current overall status of your consignment along with a progress bar at the top and then further details of the consignment including the signature if the consignment has already been delivered:
You can view further information for a consignment by clicking the tabs along the top:
Tab Name Delivery History
Description Lists in detail any delivery attempts and successful
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______________________________________________________________________________ ` Scan History
Consolidation Status History
attempts made Shows a full history of where and when your parcels have been scanned in the UK Mail network. Lists all your references attached to the consignment History of when your consignment moved through different status to final delivery.
The overall status of a consignment can be summarised by the following:
Status Awaiting Collection Collected
At Delivery Location Out for Delivery Delivered Awaiting Delivery
Delivery Attempted
Please Call
Delayed
Meaning Consignment has been created but it has not been collected and scanned into the UK Mail network Consignment has been collected and scanned into the UK Mail network; it will now be either within your local UK Mail depot or on its way to the UK Mail delivery depot Consignment has reached the UK Mail delivery depot Consignment has been scanned onto the delivery driver’s van and the consignment is out for delivery today All parcels within the consignment have been delivered. Recipient of the consignment has rearranged delivery for a new later delivery date. The new expected delivery date will be shown in the Delivery Date field UK Mail has attempted delivery but the recipient was not available to receive the consignment. A card has been left at the address to inform the recipient that a delivery attempt has been made. UK Mail need confirmation on the consignment details in order to make the delivery such as confirmation of the address. Please call UK Mail customer services on 08451 552 552 This status indicates that some of the parcels within the consignment have been delivered but some parcels within the consignment are still to be delivered
You your consignment has been delivered, you can see further details of the delivery in the Delivery History tab. In this tab you will see (Recipient name, delivery type and delivery comments)
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Delivery Type Signed for by Consignee Secure Location – In the porch Secure Location – Behind the Gate Secure Location – In the Shed Secure Location – In the Garage Secure Location – With Porter / Caretaker Secure Location – In the Conservatory Secure Location – In Conservatory Secure Location – In Greenhouse Other Secure Location Left with Neighbour Recipient Specified Delivery
Meaning
Other location will documented in the Comments field
How your Customer can track their Consignment If your customer has their consignment number, they can track this on the UK Mail website – they will not see the level of information that you, as Consignor, will be able to see. For your customer to track their consignment, the steps are :
Go to www.ukmail.com
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Booking a Return You can arrange for the return of an item or to be sent to a third party address via the Add New Return To Sender / Send To Third Party screen found on the Consignments menu. No label is printed from this form; instead a label is printed in the UK Mail network and attached to the parcels when they are collected. There are two different scenario’s available: • •
Return To Sender – UK Mail collect parcels from an address and return them to the address of your account. Send Parcel to a 3rd Party – UK Mail collect parcels from an address and then deliver them to a different address.
To complete the Add New Return To Sender / Send To Third Party form: 1. Choose the type of return at the top right of the screen by selecting either Return To Sender or Send Parcels to a 3rd Party. The default is Return To Sender. 2. Once you have selected your type of collection, you can select options in the following order: •
Collection Date is the date you have arranged with your customer for UK Mail to collect your parcels. The collection date defaults to the next working day although you can change the date to either today’s date (same day collection) or up to 7 days in advance.
•
Collection address from which you can either enter a one off address using the full postcode or you can use an address stored in your address book. To recall an address from your address book either enter the customer number and press or search for an address using the search button to the right of the Customer Number. The contact name and telephone numbers are mandatory fields.
•
Customer Reference is your reference for the return. Typically the customer reference number is used for your sales order number. When the parcels are returned to you they will have the customer
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Time Ready, Last Pickup and Open Lunchtime instruct UK Mail when the parcels will be ready for collection on the collection day. If the Open Lunchtime option is selected then UK Mail will attempt collection around lunchtime.
•
Collection Special Instructions are instructions to help the driver make a successful collection e.g. “Flat above the newsagents” etc.
•
Description Of Goods holds important information so that UK Mail know what we are expecting to collect and send the right type of vehicle, For example, “2 Small boxes, approx 2 kilos.” would differ from a “Piano, approx 75 kilos”.
3. The Deliver To section will automatically be filled with the return address of the account selected if you selected the Return To Sender option. If you are requesting a Send Parcels to a 3rd Party then again you can either input a one off address using the postcode or look up an address from your address book. 4. The Service section is used to specify when the parcels should be returned back to you or taken to the third party. Among the options are Next Day, By 9am, By 10:30, By Noon etc. If the parcels cannot just be dropped off for delivery and require a prearranged book in time for delivery then tick the Book In field. 5. You can specify any Delivery Special Instructions for the delivery driver. 6. Once the Add New Return To Sender / Send To Third Party form has been completed, click on the Save button. Please Note: It is important that you have arranged the collection with your customer in advance and the parcels will be ready and available for collection on the collection date. If UK Mail attempt a collection and the parcels are not available then you may be surcharged for the failed collection attempt. If you require a same day collection then you will need to book collection as early as possible because UK Mail will have cut off times based on the postcode to be collected from.
Tracking And Cancelling Return To Sender/Send To 3rd Party Collections To track or cancel a collection, go to the Consignments menu, and then Find Return To Sender / Send To 3rd Party. You can search for a collection and filter down the search results, the most common method is to search by the Customer Reference. You can also search by consignment number, collection date, business name, contact name, postcode and UK Mail account number.
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______________________________________________________________________________ ` Once you have found the collection you were searching for you can track and cancel the return using the Track and Cancel links.
Administration Address Book Setup If you have regular addresses you deliver to or collect from, you can save time by adding these addresses into your address book. Address books are initially private to just you as an individual ipostparcels PRO user, but you can also share your address book with other ipostparcels PRO users at your company. You can add addresses to your address book in 3 ways: • • •
Upload / import a CSV file to import many addresses at once. Add addresses one at a time using the Add New Address function. Add addresses one at a time using the Add New Consignment Form.
Import a CSV file
Select Address Book / Import Addresses from the ipostparcels PRO menu
Select ‘here’ to download a CSV template that you can utilise. This can be manipulated within Microsoft Excel and then saved as a CSV type file
The following are the field definitions and values that can / should be used for populating the CSV file. Fields marked with a red asterisk (*) are mandatory and must be populated : _____________________________________________________________________________________ ipostparcels PRO User Guide
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Field : Title of column in the CSV template Definition : What type of values can be entered (Numeric = 1,2,3 etc, Alphanumeric = A,B,1,2,) Value : If a specific value is stated, you must select one of these and not use anything else
Field Customer Number Contact Name Company Name Address 1 Address 2 Locality Town County Postal Code
Country Telephone Number Email Address Service Name Product Name
Signature Optional Weight Items Extended Liability Special Instructions 1 Special Instructions 2 COD Amount Customer Ref Alternative Ref
Definition Alphanumeric Characters – How you identify your customer. Alphanumeric Alphanumeric – Name of the company you are trading with Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric
Value Not Blank - Mandatory*
Blank Blank Not Blank - Mandatory*
Not Blank - Mandatory* – At least first 3 characters of a valid post code is required, otherwise entry is rejected. United Kingdom or spaces
Numeric Alphanumeric Do not populate Alphanumeric
Boolean (Yes,No) - If selected will not populate ipostparcels PRO (known fault) Numeric Numeric Numeric : 1 = £1000, 2 = £2000 of additional cover Alphanumeric
Default Value N/A
No validation Do not populate Parcels Bagit M Bagit L Bagit XL Bagit Small / Express Packets Yes No
1,2,3,4,5,6,7,8,9,10
N/A Blank Blank Blank Blank Post Code
Blank Blank Blank Blank Blank
Blank
1 1 Blank Blank
Alphanumeric Numeric Alphanumeric Alphanumeric
Blank Blank Blank
Default Value : If not sure what to enter, then enter Default value When your template is populated you will be able to load it into ipostparcels PRO. Recommendation that initially you do a test with one entry as it will be easier to see what issues there are. The exceptions messages presented by the import are not ‘user friendly’ which is why the above guidance is provided Go to Address Book / Import Addresses Select Browse and locate the csv file that you have created
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Select Import
Always set ‘Ignore first row’ if using UKMail template or if you have titles in the first row If there are errors in validation, you will see :
The validation will highlight which row is in error and for some columns will highlight this as well. Where you have validation issues, please refer back to the Field definitions to re-work After the import has completed – successfully – you can see your addresses in Address Book / Maintain Address
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Add a New Address
Select Address Book / Add New Address
Field Customer Number Contact Name Company Name Address 1 Address 2 Locality Town County Postal Code
Country Telephone Number Email Address
Definition Alphanumeric Characters – How you identify your customer. Alphanumeric Alphanumeric – Name of the company you are trading with Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric
Value Not Blank - Mandatory*
Blank Blank Not Blank - Mandatory*
Not Blank - Mandatory* – Enter full, valid post code, and you can select the address details United Kingdom or spaces
Numeric Alphanumeric
Default Value N/A
No validation
N/A Blank Blank Blank Blank Post Code
Blank Blank Blank
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Do not populate Alphanumeric
Signature Optional
Boolean (Yes,No) - If selected will not populate ipostparcels PRO (known fault) Numeric Numeric Numeric : 1 = £1000, 2 = £2000 of additional cover Alphanumeric
Weight Items Extended Liability Special Instructions 1 Special Instructions 2 COD Amount Customer Ref Alternative Ref
Do not populate Parcels Bagit M Bagit L Bagit XL Bagit Small / Express Packets Yes No
1,2,3,4,5,6,7,8,9,10
Blank Blank
Blank
1 1 Blank Blank
Alphanumeric Numeric Alphanumeric Alphanumeric
Blank Blank Blank
Select Save to commit your changes
Recalling an Address in the Add New Consignment form
In the Add Consignment screen
Select the
The search screen defaults to searching by Business Name, you can also seach by Customer Number, Contact Name, Postal Town and Post Code
and you will be presented with
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You can add new addresses using the Add New Consignment form as well: 1. Enter a new customer number into the Customer Number field and press the key.
2. By clicking OK you will be taken to the Add New Address form where you can enter your
new address and save it into the address book. After you have saved the new address you will be automatically taken back to the Add New Consignment form where you will find your newly saved address populated in the fields on the form.
Maintain Addresses If you want to alter the details on an address in the address book then from the menu go to Address Book then Maintain Addresses. Find the address entry you want to alter and then click the Edit link on the left hand side. You will be taken to the Edit Address screen where you will be able to update the record and save it. Delete Addresses If you want to delete address book details, then find the address in the Maintain Addresses form and click Delete for the record you want to delete. You may accumulate many addresses in your address book over time; these will be formatted over several pages in the Maintain Addresses screen. To filter down the addresses shown you can use the Search function. In the example below we have filtered down the address book entries to all Customer numbers beginning 100, 1 matching record was found. You can also search for addresses by Contact Name, Business Name, Town and Postal Code.
Sharing Address Books Your ipostparcels PRO address book is initially only accessible using your ipostparcels PRO login. It is common for ipostparcels PRO users to share their address book with other colleagues who _____________________________________________________________________________________ ipostparcels PRO User Guide
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have their own separate ipostparcels PRO logins. To share your address book select Address Book menu then Share My Address Book.
In the section titled Add a new User enter the registered email address of the ipostparcels PRO user you want to share your address book with and then press the Share button. Above the Add a new User section is a list of ipostparcels PRO users you currently have your address book shared with. If you want to stop sharing with a particular user then click the Remove link next to the user in the list. If you have a long list of users who you have shared your address book with then you can find a particular user by entering the users email address into the Search for box and clicking the Search button.
Reports You can run a variety of adhoc or regular scheduled email reports through ipostparcels PRO. From the Reports menu select Adhoc/Scheduled Reports. To access the Adhoc/Scheduled Reports you will need to add the following trusted sites in your web browser: Ukmail.com Business-post.com Once navigated onto the Adhoc/Scheduled Reports screen, you will be presented with two options: • •
Ad-hoc Reports: A type of report which can be created within the ipostparcels PRO session. This can be viewed, saved or e-mailed. Scheduled Reports: A type of report which is sent daily via e-mail. This can be sent for up to 4 different e-mail addresses.
Ad-hoc Reports
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Click on Ad-hoc Reports to begin. You will then be presented with the Ad-Hoc Report Entry screen:
There are several different types of report that can be run, select the type of report using the Report Name drop down. To summarise the types of report available:
POD Deliveries
Lists consignments delivered within the date range along with the delivery details. POD Non-Deliveries Lists consignments that were due to be delivered within the date range and were delayed along with the reason for delay. Third Party Collection Report Lists your returns and their current status for a given date. Discrepancy Report Lists declared discrepancies (e.g. mis-routes) with the date range. Delivery Performance Report This report gives an overall summary of UK Mail’s delivery performance with the specified date range. A breakdown of the number of successful deliveries and any delayed consignments are listed
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All of the reports can be produced in a variety of formats including: Delimited XML Excel XML PDF HTML Excel CSV
Delimited file, choose delimiter of your choice Export in XML data format XML format, readable in Excel Readable with Adobe PDF reader Readable with your web browser Comma separated, readable in Excel
You can also set the order of listing for your report and choose whether or not to have it as a downloaded file or just to open it for viewing. Amend the details on screen to suit your needs. Then select the “Open Method” for the report; you can download the report, open the report in a new window or have it e-mailed across. Once completed, click on Submit Request then this will generate your desired report. Scheduled Reports Click on Scheduled Reports to begin. You will then be presented with the View Scheduled Reports screen. The View Scheduled Reports screen will then display any scheduled reporting which you may already have setup.
If you have a scheduled report setup, you can delete this by pressing the Delete button. To create a new scheduled report, click on Create Scheduled Report. You will then be presented with the Scheduled Report Entry screen: _____________________________________________________________________________________ ipostparcels PRO User Guide
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The process for setting up scheduled reports is very similar to setting up ad-hoc reports. Complete the Scheduled Report Entry screen as appropriate then click on Add Schedule to save the schedule. All schedules are sent at approximately 1am on a daily basis.
Changing Your Password You can change your password at any time by selecting Configuration menu then Change Password.
Input your existing password and then your new password (with confirmation) and click the Change Password button. Your password will be updated with immediate effect.
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Maintaining Your Account If you wish to check or make alterations to your account on ipostparcels PRO navigate to Accounts menu and then Maintain Account. You will be presented:
Field Account List
Description Select the account for which you want to change the details
Account Number Company Name Trading Address Post Code Contact Number VAT / TVA Number
UK Mail Account Number
Customer Reference Alias
Field name as displayed on ‘Add Consignment’ screen. Field name as displayed on ‘Add Consignment’ screen. Select this if you want your company name to appear on your dispatch labels. Select this if you want your company Post Code to appear on your dispatch labels.
Alternative Reference Alias Show Sender Name on Label
Show Sender Post Code on Label
Note If you have an account not listed, then you have not been approved yet (see Request Access to New Account) As registered As registered As registered As registered If not registered for VAT please enter ‘Not registered’
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Enter your return address
Save
Click on Save to commit your changes
This is mandatory to use the packets service
Adding a Return Address for Packets To use our packets service you will need to add an address where the packets can be returned to in case of any problems with your packet. To do this:
Go to the Maintain Account screen Select your packets account from the list Add your return address and click save
*Note the return address field will be greyed out for all accounts apart from a packets account.
Adding a New Account to ipostparcels PRO When a new account is created for you, for example an International Road / Air account, or an additional account, then you will need to request it to be setup against your ipostparcels PRO account. To do this:
Go to www.ukmail.com Click on login in the top right hand corner
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When logged in go to Sync Point and then Update My Account
On the screen presented, enter the Account Number that you wish to add
Your request will then be submitted for approval in the same was as described in ipostparcels PRO Access and Registration
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Pay for Your UK Mail Invoices Using A Credit/Debit Card You can pay for your UK Mail invoices using ipostparcels PRO by selecting Accounts menu then Make Payment. In the screen that is displayed fill out your payment details and follow instructions on screen. Finalise payment by clicking the Confirm & Make Payment button.
How to Validate a Post Code If you have a Post Code that ipostparcels PRO does not recognise, this may be due to two issues
Post Code is new and not yet recognised in UKMail systems – there are scheduled updates of Post Codes from Royal Mail Post Code is invalid
To validate a Post Code, you can do this at the Royal Mail website
Go to www.RoyalMail.com/postcode-finder On the tab titled ‘Find an Address’ you can enter the Post Code in full, if this returns an address then it is valid with Royal Mail and not updated within UKMail. If the Post Code is not found, then it is invalid In the previous two examples, the resolution is to identify a Post Code that is nearest to this location and that shares the first 4 characters of the Post Code you have and that in the Special Instructions field of the ‘Add Consignment’ screen, you state that you have had to use a nearest Post Code
UK Mail Responsibilities and Contact Information Department Local Depot
Responsibilities - Request and organise a regular collection - Confirm / Validate pickup time and latest collection times - Service Levels & Products available for a Post Code (this will be Depot local to the destination Post Code) - My Driver has not arrived - My consignment has not been delivered
Sales Account Manager / Customer Contact Centre
-
Credit Control
-
-
Contact No If you have an account not listed, then you have not been approved yet (see Request Access to New Account)
General advice on which products / service levels to utilise Requests for new account Escalation on Service Delivery by UK Mail Information on extended cover for shipments Change / Re-schedule to delivery / pickup time
08451 552 552
Account on Stop (removal or query there of)
08451 492 194
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-
-
Invoice queries from UK Mail To book a same day delivery Ipostparcels PRO unavailable or you are experiencing timeouts on the website Error messages presented (not business rule messages ie empty Service Level for Post Code) Printer failure, where printer is supplied by UKMail
08452 300 380 0870 242 4007
[email protected] 08451 551 552
Contacting IT Service Desk When contacting the UK Mail Service Desk the initial contact should be via Email. For all contact with the Service Desk, the following information will be required to be provided on the initial email. Please state
Browser name type, version you are using PC Operating system and version Java version installed Any error messages you are experiencing / Screen shots Last time ipostparcels PRO worked, what were you doing when the service failed Your customer account number / reference Contact telephone number
Before contacting the IT Service Desk ensure that this User Guide has been referenced and that you are clear that the ipostparcels PRO service is not working as is detailed in this guide. The IT Service Desk will not be able to provide you with advice guidance on which Products / Service Levels are most appropriate for your individual circumstances.
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Feedback If you have comments, feedback that will enhance the content of this User Guide then please provide this to
[email protected] with a title of ‘User Guide Feedback’ and we will review this, consolidate with other feedback and look to provide revisions to this manual.
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