Quick Start Guide. Track Inside. Mail item booking and barcode labelling

Transcription

1 Quick Start Guide Track Inside Mail item booking and barcode labelling

2 Track Inside Booking site Quick start guide The Enterprise Mail and Package Tracking application consists of three systems managing key processes: an item registration and labelling system, a track and trace database and a mobile scanning system to capture proofs of delivery and item IDs. This Quick Start Guide introduces the main functionalities of the item booking and labelling system. Book a Mail Item First of all, connect to the website open a web browser and type in the following URL: scce.oss.neopost-id.com. Add this internet address to your bookmarks to easily find it in your next visit. After entering your user name and password, click on «Login» to land on the main booking page displayed below. This webpage can also be reached from the «Booking» menu. May 2016 page 2

3 The item tracking starts with its booking in the system. To familiarize yourself with the entry process, we suggest you to follow 11 simple steps as explained below. After creating a few entries, you will perfectly master the process and booking an item will take you no more than a minute May 2016 page 3

4 Track Inside Booking site Quick start guide 1 Select a Processing Centre in the scrolling list (this feature only appears if your user can book items for several locations Indicate the Consignee of your item by completing its contact details in the form or by 2 selecting one from your address book, available by clicking on the «My address book» link. The Address book allows you to search a contact by criteria selection. In the input screen, it s also possible to quickly find an address by providing its address code or the company name, the system will then automatically retrieve the corresponding addresses, displayed in a list for selection. If you want to save the address you have just entered, check the «Save address to» 3 option then select the address book to save it to; please note that the Public address book is available to all the users of your organization. If you don t want to have a signature area in the tracking label, please select the «No 4 signature required at delivery» option. Furthermore, you can use the same address to book the next item by selecting «Keep this address for the next item». If the item to be tracked already carries a barcode, you can type it manually or scan it 5 using a barcode scanner connected to your computer. Otherwise, you can let the field empty or define and indicate a unique reference that will be used to identify and search your item. You can also indicate complementary information such as the shipper or type of goods and a specific delivery date. 3 Additional information fields are available to enter values depending on your 6 organization. The two first fields are selection lists with the possibility to enter a new value. By clicking on the "Manage additional information link on the right, you access a screen where you can define the name of the additional information and the list of available values. May 2016 page 4

5 To inform the Consignee that an item has been received for him, select the « 7 notification» option. If the Consignee has an address registered, the system will automatically retrieve it. By clicking on the «+» button, you have access to pre-registered addresses and options selection. You can also add a personal message that will be added to the standard notification message. Click on «Next» to save your information and close the window. Within a minute after the item booking process is finished, an notification will be sent to the selected addresses. In this area, select the number and type of items to be sent. You 8 can also indicate the item weight for information. By clicking on the «+» button, you will validate your entry and add the information to the table. You can enter items of different types to the same Consignee. When booking the shipment, the system will create a separate entry for each item to provide individual item tracking. The "More items of this type" checkbox allows you defining that the selected type of item has to be kept for next booking. Click on the «Select the booking method» button. If you want to provide a unique 9 reference and create a tracking label, please select «Assign a number and a tracking label». If you wish to register and identify the item using its own barcode without producing a new tracking label, please select «Use existing barcode tracking number». 10 In this block, check the box to define that you want to generate a tracking event for the item and select the arrival event. May 2016 page 5

6 Track Inside Booking site Quick start guide Click on «Save» to validate your booking operation and save the item(s) in the system. 11 If you have requested a tracking number and label, the system will automatically open a window with the corresponding label(s). Print the label(s) and apply it (them) to each item to be tracked. Click on «Close» to book a new item or to access the list of previously booked items. The labels are in PDF format and can be printed in plain office paper. However, for practical reasons, we advise that you use adhesive thermal labels printed on a specific label thermal. Your Neopost sales contact can advise you on the most appropriate solutions available. May 2016 page 6

7 Manage My Mail Items Throughout the day, as long as an item hasn t been printed on a delivery manifest, you can edit or cancel it. To do so, select the Menu «Mail & Packages to be delivered» and access the list of booked items. A multiple criteria selection allows you to search and display only the items you are looking for. To edit an item, click on the icon. To reprint a label, check the selected item(s) and click on «Print labels». You can follow the same procedure to delete items or print a list of items. May 2016 page 7

8 Track Inside Booking site Quick start guide Print Delivery Manifests (Optional) The complete version allows you to track the item delivery with a mobile handheld device. This operating mode doesn t ask for a delivery note as the proof of delivery can be captured directly on the handheld screen with a digital signature or by taking a photo of the signature and company stamp on the tracking label. However, if needed, the system can create delivery manifests, for instance if the deliveries can t be handled with a mobile terminal or if you wish to organize your items list by operator. To do so, go to the «Manifests» menu and open the list of items. Select the items to be printed on the manifest by checking them on the left, then click on «Print delivery manifests» to display these item s documents in a new window. After printing them, the items are transferred in your History and can no longer be edited or deleted. May 2016 page 8

9 Manage My Addresses/Contacts The system has different Address books allowing storing contact details and making it easier to book new items. To access your Address books, go to the «Address books» menu. The addresses are displayed in a list and can be search through different criteria. There are different ways of saving new addresses. Firstly, you can add them by clicking on «Add new», you then get a new form to fill in. Also, you can also add a new address while booking a new item. Finally, you can import a file of addresses by selecting «import addresses» in the Address books main menu. Important Advice We highly recommend you to precisely create your address codes to facilitate the automatic address search when booking a new item. Also, you should make sure you add a contact name next to the company name in order to have it displayed as for instance: «Alain SIMON Assurances SA» on tracking label and in the tracking database. May 2016 page 9

10 Track Inside Booking site Quick start guide Settings The settings screen allows defining for all users when the labels are printed: - At booking - By batch : labels are not printed at booking, you select a set of items in "Mail & package to be delivered" and print them using the "Print labels" button - Never You can also, if several models are available, select which manifest is printed. These settings are available for both booking mode. May 2016 page 10

11 My Preferences The "My preferences" screen allows each user to define its printing and booking preferences. See explanations on next page. May 2016 page 11

12 Track Inside Booking site Quick start guide Field Number of label per sheet Enable automatic printing Show printer preview pop-up Hide the label preview pop-up Select label printer Select document printer Use single page booking screen Use fast entry booking page Show all consignee fields Show shipment details Start input with Default processing centre Default number of handling units Default packing type Description Define if you print one label per sheet (whatever is the size of the paper), or if the user have A4 label sheets with 2 or 4 labels on it Allows launching automatically the printing when the PDF label opens Launch automatically the printing when the PDF labels opens but stop on the printing dialog for the user can select the printer and format The printing is launch automatically but the label pop-up is hidden so the user can start entering another item This works only when creating a new item (not when modifying or from item list) Select to print labels either on - Default OS printer: the printer defined as default printer in system settings - Specific printer: enter the name of the printer or click on the label to open a selection pop-up and select the printer (requires Adobe Reader) Select to print documents (manifest) on: - Default OS printer: the printer defined as default printer in system settings - Specific printer: enter the name of the printer or click on the label to open a selection pop-up and select the printer (requires Adobe Reader) Define to use the complete booking screen with detail of "Ship from" (sender) address and a large design Define to use the booking screen without the ship from address and in a more compact design Define if you want to have the addresses displayed with all entry fields (checked) or if you want to display only the address code field with a summary of the selected address Define if the shipment detail in booking screen is maximized (checked) or minimized by default. Avoid unchecking it as this block contains the barcode entry and the additional information fields Allows defining if the item booking entry start with - First address field (default) - Reference field and, using Tab key, continue with address field For users that can book items for different processing centres, this field defined the one selected by default in the booking screen Define the default number of items in booking screen Define the default type of item in the booking screen May 2016 page 12

13 Field Always add a tracking event to item Default tracking event Enable notification by default Enable notification to shipper by default Default address Default language Enable notification to consignee by default Default address Default language Enable notification to third party by default Default address Default language Display filter zone Default address book Description If checked, the "Add the following tracking event to item(s)" checkbox in booking screen is checked by default Define the default tracking event generated when booking items Define if the notification is activated by default in the booking screen Define if the notification to a person at a processing centre is activated by default in the booking screen Define a specific address for notification to a person at a processing centre (else the address is the one defined for the processing centre) Define the default language for the notification to a person at a processing centre Define if the notification to the consignee is activated by default in the booking screen Define a specific address for notification to the consignee (else the address is the one defined in the address book or entered in consignee details) Define the default language for the notification to the consignee Define if the notification to another person in the company is activated by default in the booking screen Define a specific address for notification to third party Define the default language for the notification to third party Define if the filtering criteria zone in header of items list are maximized or minimized by default. Define if your default address book for saving and importing addresses is the "public" address book (common to all user of the company) or your "private" user-specific address book May 2016 page 13

14 Quick Start Guide Track Inside Mobile solution for item scanning and proof-of-delivery capture

15 Track Inside - Mobile solution - Quick start guide The enterprise mail & package tracking solution is composed of three applications handling the key processes: an application for mail item booking and labelling, a Track & Trace database and a mobile solution for item scanning and proof-of-delivery capture. This quick start guide presents the functionality of the mobile solution. Identification With your stylus or finger, click on the login text field to open the virtual keyboard. Enter your username then click on the valid button. Do the same for your password then click on the Login button to enter in the mobile application. Main Menu The main menu gathers all application features. Please note that another simple user profile exists and proposes only the Inbound tracking, Delivery and End of day features. Inbound scanning Enables scanning mail items (parcels, letters ) arriving at a tracking location (site or service) Outbound scanning Enables scanning mail items (parcels, letters ) leaving a tracking location (site or service) Container contents combinations Enables adding or removing items in a container or emptying a container Scans completed Shows the list of inbound scanning tasks, outbound scanning tasks and deliveries completed and the related transfer status towards the tracking database Returns & Delivery receipts scanning Enables scanning returned items (parcels, letters ) and delivery receipts of outgoing items Delivery Enables scanning mail items and capture the proof of delivery at delivery to the final recipient End of day Gives the ability to clean the local database and reboot the handheld device Quit Returns to the login screen May 2016 page 2

16 Inbound and Outbound Processes Note : Inbound and outbound scanning processes work the same. The only difference comes from the list of tracking events used for each process. Guidelines described below shows the inbound scanning process. On the main menu, click on the «Inbound scanning» button. If you have the option activated, on the first screen, if you re not at the site or service defined by default, you can scan the site or service barcode corresponding to the tracking location you re operating in, or select it in the list. Once the site/service code is entered, click on the «Validate» the item scanning screen. The «Home» button main menu. button to access to will take you back to the Start to scan incoming items barcodes. The counter starts and barcodes are added to the list with the default tracking status Arrived. If you wish to modify an item tracking status, click on it in the list. Once the list of tracking status is displayed, click on the new status to select it. If you select the "Item damaged / opened" status, the system will propose you to take a photo of the item to prove the incident. If needed you can use the Delete this item button to remove an item from the list, or using another deletion method will consist in scanning the item barcode again. The «Cancel» button enables to delete all previous scans and takes you back to the main menu. The «Home» button takes you back to the main menu while keeping in memory all scans in order to resume the process when needed. When all items are scanned, click on the Valid button. Depending on your settings, the system either asks you if you want to close the inbound process and send all data to the tracking database, or propose you to enter the person or place you have taken from or given to, or validate without other action. May 2016 page 3

17 Track Inside - Mobile solution - Quick start guide Returns & Delivery Receipt Process For companies that track inter-sites and outgoing items, this feature allows scanning the returned to sender (not delivered) items and the delivery receipt. Click on the "Returns / Delivery receipt" button on the main menu. If you have the option activated, on the first screen, if you re not at the site or service defined by default, you can scan the site or service barcode corresponding to the tracking location you re operating in, or select it in the list. Once the site/service code is entered, click on the «Validate» button to access to the item scanning screen. The «Home» button take you back to the main menu. On second screen, select if you want to scan "Returned to sender" or "Delivery Receipt" items. Then start to scan your returns or delivery receipts, the counter starts. For returns, you can click on an item to change its status and tell the reason of the return. will If needed you can use the Delete this item button to remove an item from the list, or using another deletion method will consist in scanning the item barcode again. The «Cancel» button enables to delete all previous scans and takes you back to the main menu. The «Home» button takes you back to the main menu while keeping in memory all scans in order to resume the process when needed. When all items are scanned, click on the Valid button. Depending on your settings, the system either validate without other action, asks you if you want to close the inbound process and send all data to the tracking database, or propose you to enter the person or place you have taken the items from. May 2016 page 4

18 Delivery Process To track the delivery of one or several items to a consignee, click on the «Delivery» button on the main menu. 1 On the 1st screen, scan the barcodes of the items you want to deliver or click on the «Manual» button to enter the number using the virtual keyboard. The items are added in the list of deliveries with the default status "Delivered. 1 2a To assign a delivery status to all items, for example if the consignee is absent, click on the "Status for all items" button at the bottom of the screen. 2b To modify the status of a single item, click on this item in the list. 2c In both cases, the status panel opens. Click on the status corresponding to the situation. Depending on the tracking event selected, the delivery scenario is different. Additional information can be requested (kind of damage, comments ). For damage or a thief report, the system will propose you to take a photo of the item to strengthen the proof. 2c 2d 2d To add a comment, click on the text box to enable the virtual keyboard, enter your comment and click on the Validate button. If, as illustrated enclosed, predefined comments are available, select the matching one in the list, and add it to the text box using the Plus button comment is entered, click on the Validate button to go to the next screen. 2e To enter a date, click on the arrow on the right side of the text box to open the calendar then select the new date. You can change month using arrows on the top of the calendar box. When the new date is selected, click on the Validate button you to confirm your entry.. A message will require 2e. Once your 2f 2f On the handheld device delivered by Neopost, photo capture is performed with the barcode reader which is an «imager» that can work as a camera. To take a photo of a damaged or opened item, target the item with the top of the device holding the Scan button (as if you were scanning a barcode), the image appears on the screen, once the target is OK, release the «Scan» button to take the photo. The photo remains on the screen, you can delete it and capture a new one by clicking on the Trash button, otherwise save it by clicking on the Validate button. May 2016 page 5

19 Track Inside - Mobile solution - Quick start guide 3 Once all items are scanned, click on the "Validate" button. If no item was delivered, the summary screen will open (6). 4 Else, the Signatory name screen opens and you can enter the name of the person you delivered the items to or the name of the department where you have dropped the items if you use a post-box. Then click on the "Signature" button. 4 Note that if the signature is not mandatory, you can continue without entering the signatory name. If you don't want to capture the signature, click on "No Signature" button to go directly to summary screen (6) Two methods are available to capture the proof of delivery. 5a To capture an electronic signature on the screen, ask the recipient signing on the screen device in the signature box, then click on the «Validate» button to move forward. On the next screen, click again on the Validate button screen. to reach the delivery validation 5a 5b 5b To capture a handwritten signature, or a stamped label or manifest, pass the electronic signature screen by clicking the «validate» button to access to the capture screen. Ask the recipient to sign on the tracking label or the delivery manifest, and then capture the photo of the signature by reading the item barcode. If the barcode is damaged so the device cannot take the picture in controlled mode, switch to free photo mode by clicking on free photo mode button. Once the photo is taken, click on the Validate button. 6 The last screen shows a delivery summary, gathering all pieces of information and images captured. Click on the Validate button to close the delivery and send all information to the tracking database. The Cancel button enables to cancel the process and takes you back to the main menu. 6 May 2016 page 6

20 Container / Content Combination This feature allows grouping items in a barcoded container and afterward allows tracking all content items by only scanning the container. Click on the "Combination Container Content" button on the main menu On the first screen, scan the barcode of your container. A menu opens to allow you selecting the action to be done: add items in the container, remove items from the container or empty the container (remove all items). When adding or removing items in a container, scan all items that are added or removed, they are added to the list and the counter is incremented. Once all items scanned, click on the "Valid" button to validate and go back to the container list. The Cancel button task. enables to cancel the combination When emptying a container, a confirmation message is displayed, click on the "Valid" button to confirm or the "Cancel" button. In the container list, you can add several actions for several containers. If you want to complete or cancel an action on a container, you can click on the container in the list to open the details. Once all your combinations done, click on the "Valid" button. The system displays a confirmation message, click on the "Valid" button to finish the process and send the data to the tracking site or on the "Cancel" button if you have not finished the process. May 2016 page 7

21 Track Inside - Mobile solution - Quick start guide Administration When you log in with an Admin user profile, two additional features are available on a second page of the main menu : Admin and software update. The Admin menu comprises features allowing you to get information about the handheld device, run some tests and modify some settings. The «Modify Tracking location» functionality enables you to change the default tracking location code, i.e. the site or service the device is attached to, also considered as site/service code by default in the inbound and outbound scanning processes. To change this setting, click on the Modify Tracking location button. In the field, scan or select the new code, click on the validate button to save modifications. The device will then automatically connect to the Neopost server to update the list of users attached to the new site/service. The "Parameters" functionality allows modifying some functioning settings: Select the language of the application Enable/disable free photos for damaged or opened items Select the validation mode for the inbound, outbound and returns/ delivery receipts processes In delivery process Enable/disable signatory entry and make it mandatory or not Enable/disable the digital signature with or without a timestamp Enable/disable the photo of the paper signature with or without free mode and make it mandatory or not View communication settings Click on the validate button to save modifications. If you have changed the language, the application will restart to load new translations. The "Update locations" button allows updating the list of tracking locations available in the application. May 2016 page 8

22 Quick Start Guide Track Inside Item tracking database

23 Track Inside Tracking site Quick start guide The enterprise mail & package tracking solution is composed of three applications handling the key processes: an application for mail item booking and labelling, a Track & Trace database and a mobile solution for item scanning and proof-of-delivery capture. This quick start guide presents the functionality of the Track&Trace database system. Consult Item Tracking With Your Secured Login First, to log in the system, open your internet browser to reach the following address scce.niss.neopost-id.com Save the URL in your favorites for the next visits. Enter your username and password and click on the Login button to enter the application. Once logged, you arrive on the Search form. May 2016 page 2

24 Multiple search criteria are available. An item can be searched using its reference or its unique item number. Items can also be found using the recipient name, a recording date or a range of recording dates. Search can also be performed on tracking events. In this case, you can select a given tracking event or a group of tracking events corresponding to a tracking phase such as delivery, inbound scanning or outbound scanning. To run a search, enter and/or select your criteria and click on the Submit button. May 2016 page 3

25 Track Inside Tracking site Quick start guide The system will show the list of items matching the criteria. If only one item matches the criteria, its details form will be opened. If multiple items match the criteria, items are shown in a list. The list of results shows main pieces of information of each item together with the last tracking event recorded in the system. When a proof-of-delivery or a photo is available, the icon is shown in the last column. When an exception happened at delivery or in transit, the tracking event is shown with a red or orange bullet point. Items with no recipient information are items that were not created with the booking and labelling application. These items were only scanned with a tracking handheld device. To consult items details including tracking, proof-of-delivery and images, click on the item number highlighted in red colour. May 2016 page 4

26 The item detail page contains 4 tabs and a header section with the item reference, the unique item number, the recording date and the last tracking event. The 1st tab Item shows delivery information. The 2nd tab Track & trace shows all tracking events with timestamps and tracking locations. The 3rd tab POD shows the proof-of-delivery. And, the 4th tab Images shows the photo(s) captured at delivery. May 2016 page 5

27 Track Inside Tracking site Quick start guide For each tracking event, specific icons show if a proof-of-delivery and/or a photo are available. Clicking on an icon opens the corresponding image file. Multiple proof-of-delivery (POD) images can be captured for a single item, just click on the icon to open the corresponding POD image. May 2016 page 6

28 The send button at the bottom of the POD and Images tabs gives you the ability to send the images by to a given contact. In the Send images pop-up window, enter the contact address, select if you want to send the current image or all, validate the sending request clicking on Send. The items declared as container have an additional tab which displays the list of currently contained items and the history of contained items. You can click on an item number to access its details. May 2016 page 7

29 Track Inside Tracking site Quick start guide Manual tracking entry The Add events interface, available from menu "Events" 'Add events", allows you to enter items tracking events with the mobile application. This is useful for users without PDA or when the event entry has not been done. May 2016 page 8

30 Alerts It is possible to receive notifications when an item receives events or when specific events are entered (as an example, when the recipient is absent or refuse the item). To create an alert, go to "Alerts" List of alerts" menu and click on "Create" button. Enter your criteria and select who should receive the notification (recipient, site which books the item or another person like a department manager ) May 2016 page 9

31 Track Inside Tracking site Quick start guide Reports Several reports are available to give you information on number of items or tracking or on delivery problems. Run the report you want and select the selection criteria and the output format (PDF or CSV) and generate the report. May 2016 page 10

32 Consult Item Tracking With No Login The search tool on the login page scce.niss.neopost-id.com gives you the ability to track up to 10 items without logging in or with no user account. Two methods are available to track an item. You can track it using its unique item number or using the item reference combined with your Neopost customer account set in the system. In this guide, we only focus on the first method as it is the simplest. Search an item with its unique item number Items with no barcode that are booked and labelled in the system are assigned a unique item number at recording. This unique item number is shown on the tracking label generated by the system and in the notification sent to recipients at booking. Items that were booked in the system with their original tracking barcode such as packages, tracked mail, registered mail, are identified with their original tracking number. Items that were not booked in the system but created in the system with a scan event (generated with a tracking handheld device) are also identified with their original tracking number. To track an item, enter its unique number and click on the «Search» button. The system searches the item and opens the item detail page. The last tracking event is shown in the header section. The «Track & Trace» section shows all tracking events with their timestamp. Note that for privacy reasons, proof-of-delivery and photos are not shown. Clicking on the «Back» button brings you back to the login page to perform a new search. Useful tip You can track up to 10 items at the same time entering one item number per line. The system will search the items and show them in a list.to consult item details, click on the item number. May 2016 page 11

33 Track Inside Tracking site Quick start guide May 2016 page 12