User Manual - Baycourier
Contents
1. you will see just the remaining postal codes are assigned to this new zone 5 Setting up general Zone to Zone rates Prov 1 Select Prov 2 Select w Fone d h To Zone 2 i Choose the zone which you previously created and make the rate link by adding your services rate 6 Setting up Custom Zone to Zone is a good option should you wish to have any special pricing for select customers This option looks exactly like General Zone to Zone but will ask for your customer s name or identification 7 Setting up Custom General Data This option allows you to set up a custom rate for vehicles and weights as well as the general rates individually for select customers 8 Preschedule Order This option allows you to set up a custom rate for vehicles weights and all the general rates individually for special customers Page 3 Drivers The Drivers tab enables you to add edit or delete your driver s information As a reminder it is very important to set the commission for your driver since this application will calculate everything for you The Email the Order to the Driver and SMS the Order to the Driver can be used should you wish to send this information to your driver s email address or cell phone Our application uses Tell to send SMS so please remember to have the driver s cell phone number under this Tel1 if you are using the SMS option Drivers Mame Select a Drivers Driv2. Oshawa 71 00 Toronto and Pickering 51 00 Toronto and Richmond Hill 41 00 Toronto and Scarborough 36 00 Toronto and Thornhill 31 00 Toronto and Toronto 15 00 Toronto and Uniormille 37 00 Toronto and Whitby 71 00 Toronto and Woodbridge 43 00 Toronto and York 21 00 ong Sn Custom zone to zone pricing Toronto and Toronto febr 15 00 Toronto and Ajax zebr 51 00 Toronto and Aurora febr 51 00 Toronto and Brampton zebr 46 00 Page 12 Zone Detail Report This report will provide you with a detailed account of the zones and prices you have set up in your system We appreciate you taking the time to read our manual Should you have any questions or require further assistance please do not hesitate to contact us at info ecouriercanada com or 1 855 MY BAYCO Page 13
3. Thank you for your interest in Ecourier Canada software Let s start by taking a look at some of our key features Menus Where to start The very first step is to set up your application in the Setting s tab Setting The Settings tab will help you with following options 1 Setting general parameters for your business General data Page 1 e Two columns for Weekend and After Hours will enable you to set any extra rates you may wish to charge over the selected service This way you will be able to increase your control over the pricing of these premium services e You can set the price for upgrade to a van car or wagon should your client request one You can set an extra charge per pound if the weight of the package exceeds the maximum weight for each vehicle type e Finally you can enter your Tax ID number to be printed on your invoices and the tax 2 Printing blank waybills for your customers 3 Adding zones Create fone Location select a Load postal codes for this city Zone Name Update You can easily create zones by choosing the city you want the zone to be in The computer will automatically name the zone the same as the city We make it simple for you to customize zones to suit your business You can change the zone name or add extensions such as West and East should you wish to add zones within a city The computer program will automatically assign al
4. e SMS Dispatch This is an optional feature which will be activated at the customer s request Dispatchers can easily click on SMS the Order to Driver Consignee TORONTO Toronto GN MISE Change order s information Replying to an SMS When a driver receives an order he she will receive a text message with an order ID and details about the order When he she picks up the order or drops the order by responding to that SMS message we will create an update email for the dispatcher to notify an update to the order s status Here are few samples how to respond to an SMS If the order ID is 20012 and the order was picked up from John Smith p20012 John Smith If the order ID is 2112 and the order was picked up from Al Yong d2112 Al Yong Invoicing This option is designed for creating monthly or weekly invoices and statements for you to send to your customers Select the customer Select the date that you want to run the report for The application will show you all the non invoiced orders for this date Select the orders that you want included in this invoicing period Click on Create the Statement to view your statement This statement can be printed or emailed to your client Note Orders will be tagged as invoiced as soon as the statement is created so they cannot be viewed through the Invoicing option once you have taken this step Receipt Invoices should be cleared once your custom
5. er has remitted The application will mark the invoices as paid through this option Select the customer Select the date that you want to run the report for The application will show you all unpaid invoices for this date Select the invoices which you have received payment for The application will show you the total balance due per invoice However should your customer only remit partial payment you may enter the amount received and the application will calculate the outstanding balance which will appear on the next invoice Page 10 Payment This option is designed for your driver s monthly or weekly payments 1 Select the driver 2 Select the date that you want to run the report for 3 The application will show you all orders for this driver on the date you selected 4 In case there is any order which was delivered through two or more drivers you will see Multi Driver button on front of the order Here you can change the assigned commission amount before calculation 5 Select the orders that you wish included on this payment 6 Click on Create to view the result Reports Under this tab you can find the following options Sales You can run your sales report for all dates a specific date or a selected customer Select the date and the type of report Summary or Detail then click on print Waybill If you wish to print waybills on your preprinted blank waybill this option will do the job for
6. ers Mame Code Address P Code County Select ProwZip Select ciy Select Tel 1 Ext Tel 2 D L SIN Flate Email Car Commision 7 Active C Ermail the order to the driver Save Customers The Customers tab will allow you to add edit or delete your customers Page 4 As illustrated in the following picture this data entry is quite straight forward You can create up to 5 users per customer which will allow them to place their order online Clients Clients are the users of your customer s delivery service Entering the client s information will enable your customers to complete their delivery The button for this purpose can be found in the Customers tab Clients page is very similar to Customers page but with less data entry Page 5 Company Address County Select Frowzip Select mm We ee Contact Email Placing Orders Customers can place their orders via the internet but this tab will assist you should your customer wish to place their order with you over the phone Click on the Select a Customer button and choose your customer The application will automatically load all the clients related to this customer and you will be able to choose the locations Docket Number is mandatory but Contact and Attention may be left blank A default value will be set which is the value of the most popular orders You
7. l the postal codes for this city which are not assigned to any other zone into this new zone if you leave the check mark for Load postal codes for this city 4 Setting up you postal codes Piada opie 3 Latters Loca Hot As ciipesl Assigned select ve Chia Page 2 e By selecting the location and the zone and clicking on Update The first column our software will show the assigned and non assigned postal codes for this zone You can easily choose the postal codes and move them between these two lists to set up your favourite zone Note It is important to follow the following procedure if you like to create a Zone for one city As an example we want to create two zones for Mississauga East and Mississauga West Leave the option checked mark during the process A Go to Create Zone and select Canada Ontario and then Mississauga The software will assign the name Mississauga to your zone Add the word East and create Mississauga East Before creating Mississauga West let s go to Zone vs Code select Canada Ontario Mississauga and then Mississauga East that we just created and click on Update Now you will see all postal codes for Mississauga are assigned to Mississauga East Select all the postal codes which you would like move to Mississauga West and move to Not Assigned List If you go back to Create Zone and create Mississauga West
8. r the weight of the package the Waiting Time and Weight page will allow you to do so The application will update the order s amount as soon as you apply the changes and your customer will be able to see this change You can change the driver using this page as well Note The commission will be calculated for the driver that is attached to each order so it is important to ensure you have selected the correct driver Multi Driver Should an order require more than one driver you will need to use the Dispatch button so that the application will be able to divide the commission for the order Please remember the Change the Driver for option will change the driver not add additional ones Checking Order Status by Client Any change you make to an order will be available for the clients to view online Therefore it is recommended to add the receiver s name on the note when the package is dropped off by the driver Page 8 Received by Driver dt PIZZA PIZZA Back to orders LJ Email the order to the driver Sms the onder to the dimer Tracking 9000004 on 09 12 2010 2 06 00 AM Sender PIZZA PIZZA So JARVIS STREET Toronto OOM Mla Contact RAMO Docket Delivery Type Rush Comment Total 14 69 E tw hI Waiting time Date Time 09 11 2010 2 06 00 AM 09 11 2010 2 07 00 AM 09 11 2010 2 07 00 AM O91 1 2010 2 07 00 AM ko o Line Status time Mote Special Not
9. will be able to choose the service and vehicle type Page 6 Consionee to Ll Round Trip Rush Overnight Direct O Weekend O After hours If this is a round trip order the application will allow you to choose the service type for the return trip This option is available in the red box As soon as the order is sent the application will calculate the amount for this order based on the postal code and zone An email will be sent to you with pertinent information relating to the order Page 7 Viewing and Dispatching Incoming Orders As soon as an order is entered in the system whether over the phone by yourself or online via your customer you will able to view the order in the Order tab as shown in the diagram Click on See Details to view a detailed account of the order Tracking 5 15620 Ontario Ine O7 162070 1 08 00 AM Dispached 3 30 WST CENTRE 07 13 2010 3 50 00 AM Dispached See Details 30 WST CENTRE 07 13 2010 1 2200 AM New See Details As soon as you click on See Details you will see the following window If this is a new order you can select the driver and click on Dispatch to change the order status Pick Up and Drop buttons are available for you to change the status of an order This will enable you to keep your customers updated with any changes to their order Waiting Time and Weight Should you need to make any changes regarding wait times o
10. you Important Please remember to set up your waybill size in the Settings tab under General Data invoicing Payment Receipt These three options will allow to view or reprint an invoice that has been already printed for your drivers or customers You can find this information by entering the number for example invoice number or search by name or date Find Invoice Number By O No ot Date Company Find Invoice Number By No Company Page 11 Find Invoice Number By No Date Company Postal Code Finder If you are not sure if you have setup a zone for a postal code or zip code or should you wish to know the details of a postal code this powerful option will provide you with any pertinent details attached to that zone You can find an example in the following diagram Find postal code information MBRZHB O O O Postal code M5R 2H8 is located in Toronto Ontario Canada This postal code is set for zone Toronto in the city of Toronto Toronto and Ajax 51 00 Toronto and Aurora 51 00 Toronto and Brampton 46 00 Toronto and Burlington 66 00 Toronto and Concord 41 00 Toronto and Etobicoke 30 00 Toronto and Hamilton 75 00 Toronto and Maple 46 00 Toronto and Markham East 36 00 Toronto and Markham West 34 00 Toronto and Mississauga East 41 00 Toronto and Mississauga West 43 00 Toronto and Newmarket 66 00 Toronto and North York 27 00 Toronto and Oakville 61 00 Toronto and
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