Velocity Web Booking System Client Manual
Contents
1. Note If you would rather enter a Cost Centre here instead of a Reference please contact your APC Depot to change the configuration for you Destination Address Details The destination address is either entered through the Address Book or UK Post Code Lookup see 2 Standard Entry APC Velocity Client Manual v2 00 Page 11 Confirmation email and POD email not displayed If you have requested confirmation emails and or POD emails in your User Profile then these will be entered here automatically APC Velocity Client Manual v2 00 Page 12 4 Other menu options Cancelling a booking Bookings can only be cancelled while their Status remains at BKD booked but not downloaded by the depot Otherwise you need to telephone your APC depot to ensure that they are aware of the cancellation Note to see the Status of a web booking use the Track Option or Tracking Summary see Tracking below Select the Cancel option under the Order Management heading on your Home page and identify the booking using one of the unique Order Reference e g 4574z156 Your Reference or the Consignment Number If there is more than one which satisfies the search requested then a list will be displayed Select the one you require check the details and then click Cancel The status will change to CAN cancelled Tracking You can track orders individually using the Track2. Velocity Web Booking System Client Manual NetDespatch e powered January 2005 NetDespatch Ltd 2005 All Rights Reserved Worldwide Subject to NetDespatch Terms and Conditions at www netdespatch com APC Client User Manual APC Chen User NIAMWAD serene a a 2 VAONA Ve Wy ae a a a Patna etcaln uae 3 System edono MENS cren A eta oredeetel nha luns malin dete aetentucints 3 SCCM Li AEE E A E E EA E A E E ek EA meauaieass 3 ZA GAM OS CALLS du T a daca epee Misa neads 4 BOOKE delV eaea aaa a T q Printing a manifest and closing for the day cccccccccccccsssseseececeeeaeeeeesceeeeeeeaaeeeees 6 3 More options for entering DOOKINGS cccccccccssssseeececececeanseeseeeceeceeeeaeeeeceeeeseaaeegees 7 Usne tme Standard Liy SCCO liesr a aee E ER 7 Usine the Ouiek Entry Sree ils aiviss crdencatundi a e N A 11 A OMe NEN ODON Seaain a e E AE 13 C aniCe tlie a DOCKING recesia ncanir ieee eae eee iceland 13 TAK toscana dea ceria betaine E emitted ate eros a 13 DONDI anena aa nado san a S 13 Pritt Labe US esheets suits athe a an a tees al aaa eosa eae 14 De DECI and Coni urdi oN a E RA 15 The structure of clients accounts users and SUper users sssseeeesssssssseeressssseee 15 Manio me USCIS eenei N eee 16 Allowing the recipient of your consignment to track their own delivery 17 DC CUO Ge PrN Ir osecen tone icesrahtastenstenis suse ncatneataus as tamtarreeagiasatena nena enteon 17 Setting up your
3. option under the Order Management heading this option gives a chronological history of all tracking events or collectively using the Tracking Summary under the Reports heading Tracking individual items Select the Track option from your main menu and identify the booking using either the unique Order Reference e g 4574z156 Your Reference or the Consignment Number Tracking Summary Report Specify the date range required default is today and select the appropriate filters or leave blank for all The resulting report can be cut and pasted into an Excel Spreadsheet for further analysis Downloads At any time you can download all of the web bookings you have made to a CSV file suitable for use within an Excel spreadsheet The column headings are Account Collection date Order Reference Job Number Sameday Your Reference Cost Centre Service Tariff Pieces Weight Goods Description Collection Town Postcode APC Velocity Client Manual v2 00 Page 13 Destination Town Postcode Wait and Return Sameday Booked By Pricing Information Collection Deadline if available Delivery Deadline Date Time Booked Date Time Accepted Date Time Collected Status Date Time Delivered POD Name Printing Labels At any time you can print off all labels for a specific date range and or for a range of booking reference numbers e g the 999927999 range of numbers Select Print Lab
4. select Print Manifest from the reporting menu on the home page This will open the page shown left The date will default to today s date so all you need to do 1s tick Com oo E the Close after manifest box if isi you have booked all your consignments for the day and click on submit a manifest foe any epecific date foreach available manifesi style ai rarest datn E Close after manilesi manifestis will be produced in Adobe s Ponable Document Formia POF You wall need he Acrohat Reader ipy Th Adak ele o view these fles Click the lnk to go and get the reader if you do mot already have After several seconds the manifest should appear in the form of an Adobe Acrobat PDF which can then be printed in the normal way If there are a lot of bookings or your internet connection is slow it can take up to a minute for the manifest to appear however if the manifest still hasn t appeared after a minute follow the instructions on the screen regarding pop ups and the Adobe Acrobat Reader APC Velocity Client Manual v2 00 Page 6 3 More options for entering bookings The process described in section two will handle 80 of bookings although your settings may need modifying to ensure it suits your needs as closely as possible The following sections describe how you can have more flexibility when making bookings as well as how you can adjust your account settings to speed up your booking entry
5. Address Book and or importing addresses ccccsssseseeeeeeeeeees 17 Working with Cost Centres and References cccccseseeeeccececeeeeeeseececeeesaeeesseeees 17 APC Velocity Client Manual v2 00 Page 2 1 Overview Welcome to APC Velocity Your account with a User ID and Password will have been set up by your APC Depot to allow you to start booking consignments make collection requests and track your consignments straight away Please don t be daunted by the amount of information in this User Manual Making bookings on the web is very simple By following the Getting Started section you can be making your bookings within minutes The additional information in the subsequent sections explains how your APC Velocity system can be configured by you to help speed up this process further and also to reduce the opportunity for error In most cases making a web booking can be reduced to a few key strokes and or mouse clicks Note You may even be able to link Velocity to your internal systems to make bookings automatically Contact your APC Depot for further information System requirements The following requirements should be met for your APC Velocity system to work properly Java should be installed and enabled minimum version 1 4 and the TrueType font Arial Narrow Bold installed Both can be downloaded from the Velocity Label Printing configuration screen See Setting up a la
6. ID Service Tariff and Job Type for the bookings you make You can create extra templates to make the entry of other regular types of bookings such as collections quick and easy see Setup and configuration Job Type Select either a delivery Here to There or a collection There to Here or There to There If you select a collection the page will be re displayed to allow for the appropriate addresses to be entered APC Velocity Client Manual v2 00 Page 7 Account If you have more than one account set up you are able to select which one to use for this booking Note Multiple accounts can be set up for you by your APC depot Service Select the type of service you require Overnight Sameday or International Tariff Select the APC tariff you d like to use within that service e g Courier Pack by 12 00 Order Details Booked By Ensure that this is your user name if not then return to the main menu logout and login with your own User Id and Password Pickup Date If the consignment is ready for collection now tick the Ready Now box If not un tick the box and enter the date and time 24hr format e g 15 00 or 15 00 that your consignment will be ready for collection Note Ready Now can be set as the default for your account by your APC Depot Pickup Deadline Closing Time This is the time by which the collection must be made from your premises S
7. Pinto fe programme to start ea mamase E Pages from fi to Selection CACACE Cancel Warning Security 2 Do you want to trust the signed applet distributed by Peernet Inc Publisher authenticity verified by VeriSign Inc fy Select your label printer The security certificate was issued by a company thatis trusted The first time you use this you may see an alert asking if you would like to grant eee access This allows the programme to use Moredetais your printer and you may Safely click ae Lae Yes Grant or Grant Always depending on your browser and version of Java If you click Always you will no longer be presented with the alert Gy The security certificate has not expired and is still valid Home page Note It is vital to attach the APC label in a suitable position Failure to do so may result in a delayed delivery Always place the label on the largest flattest surface of the package If the package is cylindrical place label in the middle of the long side so the barcode is parallel with the long side of the cylinder do not attach it to the end The barcode must NOT be obscured for example by string or plastic tie straps etc APC Velocity Client Manual v2 00 Page 5 Printing a manifest and closing for the day The only other task that should be done is to print off your daily manifest and close your bookings for the day To do this
8. Rat Jo select from click on or TAB Return to momoe greta mere Mee select If there is only one address with this Order Destination Details postcode it will be selected for you ee automatically Once you have selected the correct address you will need to add a name in the Organisation box if it s empty a persons name is ok if it s not an organisation Select Apply Address click on or TAB Return to l select J Next change the number of pieces if more Quick entry screen than one enter the weight and check the Tariff is correct top right section of the Order Confirmation screen If you need to change the tariff click Thank you your order has been booked on the tariff box and select the correct one Unique Reference 4574z221 Finally click on Submit to send the Consignment Number 9032589 booking Print Consignment Note If your booking is correct the system will Please contact us as follows if you have any queries display the order confirmation screen Tel 01628 471047 Fax 01628 890402 Email becky despatch net Back to order form Sending to printer Reprint labels Order confirmation screen APC Velocity Client Manual v2 00 Page 4 If your account has been configured to print labels Print Printer you will also be given the chance to select the seme SESE a correct printer ee ead i Where USBOO1 It may take a few seconds for the label printing la
9. aturday Delivery This only applies if the projected delivery date falls on a Saturday e g if you book an overnight delivery on a Friday If you tick this box you are asking for the delivery to be made on the Saturday morning at extra cost otherwise it is assumed you want a Monday or next working day delivery Note A reminder for Saturday Delivery can be set unset for you by your APC Depot Cost Centre If you plan to use Cost Centres you can enter a list and select them here For further information see Setup and configuration Your Reference This is your own reference for this booking 1 e your purchase order returns number or department name If you wish to enter a list of references then see Setup and configuration Goods Type Fragile Select the Goods Type you require APC Velocity Client Manual v2 00 Page 8 Note If Laptops is selected then Fragile is also ticked and a carriage surcharge will be applied You may tick Fragile for any other consignment but this option incurs a carriage surcharge Insurance Value Security If you require additional insurance enter the value required in UK Pounds Note This will automatically tick the Security box and a carriage surcharge will be applied You may tick Security for any other consignment but this option incurs a carriage surcharge A warnin
10. bel printer in Section 5 Most of the major web browsers are suitable for accessing APC Velocity however it 1s recommended that the latest version should be used to ensure maximum security Pop ups should be enabled at least from www netdespatch com PDFs should be enabled and Adobe Acrobat installed This can be downloaded from the pages where it is used by APC Velocity if necessary Security Velocity is a secure website and uses similar security systems to sites operated by banks and credit card companies APC Velocity Client Manual v2 00 Page 3 2 Getting started This section explains all you need to know to make simple bookings on line produce labels 1f applicable and print a manifest Your APC depot will have provided you with a username and password together with a link to the depot s login webpage This will usually be sent by email Once logged in you will see your Home Page To book a delivery click on Quick Entry and this will take you to the Quick Entry booking screen Lilie Enter Your Reference 1f required Tab down to the UK Post Code box or click on it with the mouse Enter the Post brace maiie _ cog Fes ht code for the delivery address and click okt o pon on the amp icon next to it or hit TAB and sel Return If the Postcode is recognised a Home page list of possible organisation names and or addresses will be displayed for you to Order
11. efault All the above email fields can contain multiple email addresses if they are separated by a space The maximum number of characters per field is 150 User Profile Accessed from each individual user s main menu and located next to the logout link the User Profile holds details of each user s normal address contact details and preferred email addresses It also provides access to the user s order Templates Creating new templates Every new user is given a default template which the user can amend to suit them It 1s a good idea for users who have a variety of regular booking types to set up further templates This means that selecting the correct template when entering a booking will automatically set some of the settings for you Click on My Profile and click lt Edit gt on the NetDespatch settings bar then click on the open book icon by the Default Template box This summarises the templates you have created for this user To add a new one click Add Template give the new template a name and select the default account you wish to use this is the account address this template is normally used for Next select the service required e g overnight which will then make available a list of available APC tariffs for you to choose from When you ve finished click the Add Template button APC Velocity Client Manual v2 00 Page 16 Allowing the recipient of your consignment to track their own delivery Thi
12. els from the Utilities heading on your home page and enter the required ranges APC Velocity Client Manual v2 00 Page 14 5 Setup and configuration The structure of clients accounts users and super users When your APC Depot sets up your organisation as a Client on Velocity a super user login is also created This may suit your requirements however you may need more than one location department and want to be able to segregate the bookings This is best done by creating separate accounts underneath the main Client account for each location department This set up must be done by your APC Depot Whether or not you have more than one account you may wish to have several user logins The following situations are examples of when this might be useful e Fach user can have their own templates so the preferred default settings can be different for each user e g account ID usual tariff service type etc This can allow each user to optimise their own preferred defaults See User Profile below e You may prefer each user to be able to print out a manifest containing only their consignments Individual users can only see and manifest those consignments they have entered The Super User account can see all the consignments and a manifest printed by the Super User will also contain all consignments Several users can login using the same login name If you have more than one location with several users at each you may
13. even further and minimise errors Using the Standard Entry screen The Standard Entry screen allows more options when entering a booking e g arranging remote collections There to Here or There to There and is divided into 6 sections Defaults Order details Pickup details Destination details Shipping information Other details Defaults Unless you need to change any of the settings in the top Defaults section for a particular consignment you can leave it unchanged and move on to the second section below These defaults can be changed to make bookings faster see Templates below You can make the following changes to this section Order Ref This is a time saving feature if you wish to repeat a similar previous booking Otherwise leave this field blank The Order Reference is a unique number given to each Velocity booking in the format 99992999 The first four digits identify your APC Depot It is shown on all paperwork and the booking confirmation screen When making a new booking you can enter a previous Order Reference click Go and all the details will be re entered for you don t forget to change the pickup date and time Note You can abbreviate entry of this number by just using the digits after the z Templates When you first start using the system an Initial Template will have been set up for you Templates set out your preferred defaults for options like your Account
14. g a service not appropriate to the date and time requested Warnings might reference a Saturday Delivery reminder or a Late Cut Off warning Booking Confirmation page The system now shows you the Unique Order Reference for this consignment together with the Consignment Number If your account has been configured to print labels for each consignment then the labels will be printed one per piece You can reprint them by clicking the reprint option if necessary You are also able to print a Consignment Note if you wish Using the Quick Entry screen This option allows you to enter simple delivery Here to There bookings in the shortest possible time The Quick Entry screen is divided into 2 sections Defaults As for Standard Entry above but Job Type may only be for Deliveries Here to There Order Destination details Order Destination Details Below are the main differences between the Quick Entry and the Standard Entry above Pickup Date This is always defaulted to Ready Now Pickup Deadline not displayed This is set to 17 00 and cannot be changed in Quick Entry Saturday Delivery not displayed This is defaulted to No If the reminder option is switched on for your account then if a booking is made for a Friday a Saturday Reminder warning will be displayed Your Reference Cost Centre The default entry field is set as Your references
15. g will be displayed if an Insurance Value has not been entered Pickup and Destination Details If you are booking a Delivery Here to There your pick up address details are entered automatically from your account details If you are booking a Collection There to Here your account address will be entered as the destination address If you are booking a Collection There to There you will be asked for both Pickup and Destination addresses Addresses You are able to set up and manage your own address book from the main menu see Setup and configuration or import addresses from other systems such as your accounts package or PC implant This is particularly appropriate if you have account customers that you despatch to regularly Please ask your APC Depot for further information Alternatively if your delivery addresses are always different then you can use the UK Postcode locator Using the Address Book If you have set up the address you require in the address book see Setup and configuration the quickest way to select an address is to type the first few characters of the Address Code into the Address Code box and click on the open book icon next to it keyboard alternative press Tab followed by Return A list will appear if more than one address matches simply click on the one you require keyboard alternative press Tab until the correct address is highlighted then press Return If your address has multiple contacts t
16. hen these will be displayed again select the one you require If you have a very large address book or you are not sure of the Address Code leave the address code field blank and click on the open book icon You can then search on company name postcode or contact name in a variety of ways Using the Postcode Address lookup To select an address using the Postcode Locator type the Postcode into the Postcode box and click on the open book icon next to it APC Velocity Client Manual v2 00 Page 9 keyboard alternative press Tab followed by Return A list will appear if more than one address matches simply click on the one you require keyboard alternative press Tab until the correct address is highlighted then press Return Check the address adding the Company Name or Contact Name in the first line and adjusting any lines that are too long to print on a label Click Apply and the address will be inserted into the booking form Note Ensure the Company field is correctly entered Company or individual name If not enter one now as the system will not allow you to book the order without it Contact Details If required you can also include at this stage if not already populated by the Address Book data Contact Phone Extension Mobile Fax Email Address Email Alert Check this box if you wish an email alert to be sent to the collection and or delivery contact email address to confi
17. nefit it should be kept up to date with all the addresses to which you are likely to make despatches or request collections from This can either be done manually or by importing addresses directly from your accounts shipping or SOP system Please ask your APC Depot for further information Working with Cost Centres and References Cost Centre and Reference lists are created in the Standard Order Screen Click on the open book icon by the Cost Centre or Your Reference box in the Standard Order Screen and click on New Cost Centre or New Reference Enter a suitable code and a description You can then allow this Cost Centre or Reference to be available to just one of your accounts or all of them if you have multiple accounts set up by your APC Depot APC Velocity Client Manual v2 00 Page 17
18. rm to them that the delivery or collection has been requested Shipping information Enter the number of pieces in the consignment and the total weight These fields are mandatory You can also optionally enter the dimensions in Centimetres of your package A volumetric weight will be calculated If this exceeds the weight you have entered then this volumetric weight will be used to calculate the charges Note Your APC depot can make these fields mandatory if you require Other details Notes Enter any special notes to your APC depot regarding this consignment It is best to keep these brief as printing space on delivery labels and collection requests is limited Confirmation email and POD email If you have requested confirmation emails and or POD emails in your User Profile then these will be entered here automatically Leave the Activate boxes ticked if you d like to receive emails to confirm the booking has been received by your APC Depot and to receive the POD by email The email addresses are taken from your profile settings and can be changed at this point if required Note to add multiple email addresses leave a single space between each address APC Velocity Client Manual v2 00 Page 10 Errors and Warnings When you click submit the booking page will be redisplayed if there is an Error or a Warning Errors might reference mandatory fields or perhaps that you are requestin
19. s feature allows you to provide the recipient of your consignment with the ability to track their own delivery Your APC Depot can provide you with a website address that you can give to your customer that will allow them to enter their consignment number and receive tracking information They do not have to login to do this Please ask your APC Depot for further details Setting up a label printer APC Velocity allows you to print APC approved labels for every job These can be produced on either specialist label printers or your own laser inkjet printer For further details please contact your APC depot If you are going to use a label printer please click on the Label Printing Test option on your main menu page to ensure that you have the correct version of Java installed and enabled If it is not you can download it from this page You Ta Label Printing angra Poma a i will also need to check that the F oie bck bet to Sr TrueType font Arial Narrow Bold is installed if you have Microsoft Word installed on your machine you probably have Arial Narrow Bold already To confirm start Word and try to select Arial Narrow Bold from the font selection If it isn t on your machine it can also be downloaded from the Velocity Label Printing Test page Setting up your Address Book and or importing addresses The Address Book allows you to select addresses very quickly when entering bookings To get the maximum be
20. wish to have a separate account ID for each address and a different login name for each set of users at each location These additional users are set up by your super user account through the User Administration option Super user APC Velocity Client Manual v2 00 Page 15 Managing Users Creating a new user To create a new user login you must login as your Super user and click on User Maintenance on your home page This will display the list of users already created for your client account Click on Add User and fill in the details of your new user The name is the only mandatory field Other fields are as follows Contact email If an email address is entered in this field it can be used by your APC Depot to send you a message If left blank you will not receive these emails Booking email If an email address is entered in this field you will receive an email containing all the details of your booking If left blank you will not receive these emails Confirmation email If an email address is entered in this field you will receive an email when your booking has been accepted by your APC Depot If left blank you will not receive these emails POD email If an email address is entered in this field you will receive POD emails If left blank you will not receive these emails Start Date The date this user was created End Date After this date this user will no longer be able to make bookings It is left blank by d
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