DSV Quote & Book Web Portal Customer Reference Guide

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1 DSV Quote & Book Web Portal Customer Reference Guide Change Control: Version Language Date Editor 1.3 English DSC DSV Portal Quote & Book - Customer Reference Guide.docx Page 1 of 29

2 Table of contents 1 Portal Prerequisites for usage Portal Website address Portal Register and login Portal Main menu options (blue) Portal Top right menu options (orange) Quote & Book Stage 1: Create a Quote Origin and destination References Goods details Other info Additional services Attach documents Insurance Contact details Submit Quote Stage 2: Quote sent via Quote example: full overview including Quoted price Book your Quoted shipment Stage 3: Complete your Booking References Addresses Goods Freight payer info Attach documents Dates and instructions Contact details Submit Booking Booking example (incl track & Trace link) Quote & Book Overview page Quote & Book Address Book Portal Insurance calculator Portal Support DSV Portal Quote & Book - Customer Reference Guide.docx Page 2 of 29

3 1 Portal Prerequisites for usage DSV Portal Quote & Book prerequisites: - PC, Tablet or Smartphone with internet connection, including PDF reader software DSV Portal Quote & Book has been build using latest development techniques: website is 100% responsive, allowing access from different devices such as PC, Tablet or Smartphone. DSV recommends using an update browser, for example: - Google Chrome v38 or higher - Internet Explorer 10 or higher At this moment (Q3 2014), Portal Quote & Book is only available in English. 2 Portal Website address DSV Portal Belgium: https://portal.be.dsv.com DSV Portal The Netherlands: https://portal.nl.dsv.com DSV Portal UK: https://portal.uk.dsv.com DSV Portal Quote & Book - Customer Reference Guide.docx Page 3 of 29

4 3 Portal Register and login Click left hand blue button PORTAL LOGIN to login or register. You will need to register in order to request Quotes. Username is your address Forgot password functionality in case you forgot your password Your session will expire (auto log off) after being idle for 60 minutes DSV Portal Quote & Book - Customer Reference Guide.docx Page 4 of 29

5 4 Portal Main menu options (blue) Quote Complete your Quote details and submit for price See chapter 6 for full description. Overview Summary of all your Quotes & Bookings Presents list of all quotes in summary with option to view full detail by clicking a quote. Also presents detail of our DSV own Consignment reference which can be clicked to access track & trace details. Address book Summary of your stored collection & delivery addresses Presents list of all saved addresses. An address can be saved on the fly while booking, or via this menu add/edit/delete address book entries. Users Overview of all registered users for your company (same customer no.) This list will contain all users using same customer number, registered on Portal. Insurance calculator Precalculate Insurance for your Quote or Booking Calculate the insurance fee for all your shipments. DSV Portal Quote & Book - Customer Reference Guide.docx Page 5 of 29

6 5 Portal Top right menu options (orange) Home Click here to go to Portal home page (front page) Note: Home page will look different when logged in or not logged in. Contact List of DSV departments: phone numbers and possibility to send a message When logged in, all your details are automatically filled in Send a message. When not logged in, for security reasons you need to type over the displayed characters before sending your message (CAPTCHA). News Global and local Portal news Latest Portal news, most recent news will be displayed (summarized) on front page Register / Edit profile (*) Register (if not logged in) or Edit profile (when logged in) Register: Fill in as much details as possible in order to register correctly. Your customer number is required, however if not available then you can skip this field. After registering, you will receive an to activate your login. After activation your are able to request Quotes and Book them afterwards. Note: as long as your customer number isn t verified by DSV, you will not be able to receive automatic quotes. Contact your local Portal Support (see chapter 10) in case you have questions. Edit profile:only available when logged in. To make amendments to customer details. Certain fields are not editable: contact your local Portal Support (see chapter 10) in case you want to have uneditable values changed. Change password (*) Self-explanatory. Login / Logout (*) Start or end your Portal session Self-explanatory. (*) = only when logged in DSV Portal Quote & Book - Customer Reference Guide.docx Page 6 of 29

7 6 Quote & Book There are 3 steps to Quote & Book. The system is designed to be quick & simple to use. Stage 1 Stage 2 Stage 3 Complete Quote request details in Portal (QUOTE menu item), submit Quote Price offer sent via within minutes: click link in to complete Booking Alternatively, you might open Quote from Overview page and click on orange button BOOK NOW Complete Booking details in Portal, submit Booking (Booking confirmation sent, including Track & Trace link) All 3 stages can be completed simply and quickly. The whole process is designed to save time, reducing the need for mail exchanges and phone calls. DSV Portal Quote & Book - Customer Reference Guide.docx Page 7 of 29

8 6.1 Stage 1: Create a Quote For Road transport: export, import, domestic or cross-trade shipment Quote requests Origin and destination From / To: select previously saved address from your Address Book (your own company address is available by default) just by typing first characters of company name, city or country Alternatively, it s possible to enter Country From / To and Postcode From / To or City From / To: a list will be presented with available postcodes and corresponding city names. All Postcode and City fields can be overwritten if needed. DSV Portal Quote & Book - Customer Reference Guide.docx Page 8 of 29

9 6.1.2 References Shippers reference (optional): Reference will be trackable and appears on almost all documents including labels and invoice Consignees reference (optional): Reference will be trackable Additional references (optional): Reference(s) will be trackable DSV Portal Quote & Book - Customer Reference Guide.docx Page 9 of 29

10 6.1.3 Goods details For each goods line: click range button ADD GOODS. DSV Portal Quote & Book - Customer Reference Guide.docx Page 10 of 29

11 A new windows appears where goods details can be filled: Quantity (mandatory): number of goods who share the same package type, stackability, dimensions and marks/description. Minimum 1, maximum 999. For each package, a label can be generated later on in the Booking process. Package type (mandatory): select correct package type. Special package types: o COLLI: use this package type if you do not find corresponding package type in list o LOAD: generic package type, use with quantity = 1 o [FULL TRUCK LOAD]: FTL will prefill certain values, not be able to add more goods rows Stackable (optional): select Yes if your goods are stacked. If nothing selected then No assumed. Total weight (mandatory - kilogram): Total weight of the goods for this goods row eg. 5 Europallets each 300 Kg thus total 1500 Kg: fill 1500 Dimensions (mandatory - centimeter): o Length: max 13.6 m o Width: max 240 cm o Height: max depends on origin / destination Total volume (mandatory m³): Will be auto fill following completion, can be overwritten with higher value if desired Loading metres (optional): Will be auto fill following completion, depending on package type Shipping mark (optional): marks or numbers referring to the goods: Maximum 20 characters Goods description (optional for Quote, mandatory for Booking): Maximum 80 characters Dangerous goods (optional): If Hazardhous cargo select Yes and register UN code and select suitable dangerous goods description (selecting Hazardous will trigger Manual Quote, as DSV needs to review the request) Click orange button SAVE to add goods to your Quote request. Repeat these steps if needed. DSV Portal Quote & Book - Customer Reference Guide.docx Page 11 of 29

12 6.1.4 Other info DSV customer number (mandatory): prefilled, unchangeable. o If your customer number is not correct, please contact your local Portal Support (see chapter 10) to have your customer number updated Terms of delivery / incoterms (mandatory): If necessary amend terms of shipment, else leave as default. Available values: o For Export: DAP / DDP o For Import: EXW o For Domestic: EXW / DAP / DDP o For Cross-trade: DAP / DDP Pickup date (optional for Quote, mandatory for Booking): minimum day+1 or day+2 after certain time in day, maximum 30 days in advance. Good to know: When selecing pickup date, estimated no. of working days to deliver will display Customs formalities (mandatory): If Customs formalities required, select suitable option, else leave as default o No: No customs formalities o Yes, by DSV: Customs formalities handled by DSV (might trigger Manual Quote) o Yes, by Own means: Customs formalities handled by you (might trigger Manual Quote) o Yes, by third party: Customs formalities handled bythird party Invoicing without VAT: Only select this checkbox when end destination is outside the EU: invoicing will be done without VAT DSV Portal Quote & Book - Customer Reference Guide.docx Page 12 of 29

13 6.1.5 Additional services Please note not all Additional services might be available in your country Cash on delivery/ COD: Amount and currency to be filled (selecting COD will trigger Manual Quote, as DSV needs to review the request) Temperature controlled: Minimum and maximum temperature to be filled (selecting Temperature controlled will trigger Manual Quote, as DSV needs to review the request) Special requirements: Only select checkbox if you have specific requirement(s): a text box will appear where description of requirements can be given (selecting Special requirements will trigger Manual Quote, as DSV needs to review the request) DSV Portal Quote & Book - Customer Reference Guide.docx Page 13 of 29

14 6.1.6 Attach documents Please note only document-specific files are allowed, such as PDF, XLS, DOC, TXT, CSV Step 1: Select your file: Browse and chose your file on local or network drive Step 2: Add file to your Quote request: Add file by clicking on orange button UPLOAD Repeat step 1 & 2 if you want to add more files. DSV Portal Quote & Book - Customer Reference Guide.docx Page 14 of 29

15 6.1.7 Insurance Please note Insurance might have different options depending on DSV Portal country Yes: Chose this option if you want to have Insurance included (recommended) in your Quote request. DSV Portal Quote & Book - Customer Reference Guide.docx Page 15 of 29

16 Total goods value: Fill the total goods value, including the correct currency Goods category (mandatory): Select the appropriate Goods category o Ordinary, new commercial goods o Used trading goods and/or unpacked goods o Furniture o Porcelain/ glass/light bulbs/marble and other fragile goods o Household goods/ motor vehicles Packed / non packed: self-explanatory After filling all Insurance details, clicking orange button CALCULATE INSURANCE allows you to separately pre-calculate the Insurance fee. Fee will be immediately displayed on-screen. DSV Portal Quote & Book - Customer Reference Guide.docx Page 16 of 29

17 6.1.8 Contact details Contact details will display based on your user configuration. Can overtype to change for this specific quote, or use Edit Profile to change these details for all future quotes created. address (mandatory): address will be used for sending Quote to Contact name (optional): Name of requestor Phone (mandatory): Phone number (mobile or direct) of requestor Company name (optional): Company name of requestor DSV Portal Quote & Book - Customer Reference Guide.docx Page 17 of 29

18 6.1.9 Submit Quote Finalize request: o Review Quote o Check Terms & Conditions o Click orange button SUBMIT You ll be redirected to landing page where following info will be displayed: - Quote reference id will be issued (QB ) - address where Quote has been send to - Automatic Quote or Manual Quote (DSV intervention needed) Following completion of section described above, you will receive confirming details of Quote including Quote offer price. The Quote price offered is valid for 30 days. DSV Portal Quote & Book - Customer Reference Guide.docx Page 18 of 29

19 6.2 Stage 2: Quote sent via Quote example: full overview including Quoted price DSV Portal Quote & Book - Customer Reference Guide.docx Page 19 of 29

20 6.2.2 Book your Quoted shipment Use the hyperlink to complete your booking: Click the link within the entitled Click here to book your shipment. Portal Booking page will open immediately when you have an active Portal session open; otherwise you will be redirected to the login page. After logging in, redirection to Booking page. Booking form prefilled: all previously entered data will be present in Booking. See Chapter 6.3 on how to complete Booking page DSV Portal Quote & Book - Customer Reference Guide.docx Page 20 of 29

21 6.3 Stage 3: Complete your Booking Prefilled data: When opening Quote for Booking, all previously entered data will be prefilled in Booking page. Mandatory Booking data -which wasn t available in Quote- needs to be filled at this stage References References: All references can be changed, or leave as is. Additional references can be edited, added or deleted. DSV Portal Quote & Book - Customer Reference Guide.docx Page 21 of 29

22 6.3.2 Addresses View address book: opens Address Book for reviewal Collect from / Deliver to (blue boxes): search for existing addresses in Address Book. Remark: only addresses from Address Book with corresponding Post code and Country will be displayed. Collect from / Deliver to (manual feed): fill all mandatory fields (marked with *). Optionally, click orange button ADD TO ADDRESS BOOK for re-use in future Quotes or Bookings. Remark 1: ID field can be used for own customer ref number or other searchable ref Remark 2: Postal code field will be editable in case country is Ireland, The Netherlands or United Kingdom, allowing to amend postcodes. Be aware, in that case, post code should always start with identical previously entered values Remark 3: City values are editable in Booking form DSV Portal Quote & Book - Customer Reference Guide.docx Page 22 of 29

23 6.3.3 Goods Goods can t be changed after Quote has been delivered. Note that Goods Description is mandatory for Booking (which isn t the case for a Quote). If no goods description filled on Quote, you need to add it here, for each goods row where description is missing Freight payer info If not all values prefilled: amend mandatory data. Note that this will not affect customer number or customer data, as invoicing details are retrieved from internal customer number database. Terms of Delivery, Location (city) (mandatory): value appears automatically when addresses are selected. DSV Portal Quote & Book - Customer Reference Guide.docx Page 23 of 29

24 6.3.5 Attach documents Documents can be attached on Booking form, same way as on a Quote. Please note only document-specific files are allowed, such as PDF, XLS, DOC, TXT, CSV Step 1: Select your file: Browse and chose your file on local or network drive Step 2: Add file to your Quote request: Add file by clicking on orange button UPLOAD Repeat step 1 & 2 if you want to add more files. DSV Portal Quote & Book - Customer Reference Guide.docx Page 24 of 29

25 6.3.6 Dates and instructions Pickup date: If no pickup date selected on Quote, you need to select it here. Optionally Earliest / Latest pickup time can be added. Note that a minimum timeslot is required, dependable on your DSV country. Pickup instructions (optional): free text field, text will be available on some documents Delivery instructions (optional): free text field, text will be available on some documents DSV Portal Quote & Book - Customer Reference Guide.docx Page 25 of 29

26 6.3.7 Contact details Editable. Note that address will be used for sending Booking confirmation Submit Booking Finalize Booking: o Review Booking o Tick box I agree to Terms & Conditions o Click orange button BOOK WITHOUT LABELS or BOOK When clicking BOOK, first a Booking confirmation will be generated including Track & Trace link. A second Booking confirmation will be send when Consignment has been generated, including link to print labels (incl consignment number). Clicking BOOK WITHOUT LABELS will only generate first . You ll be redirected to landing page where following info will be displayed: - Quote reference id (QB ) - address where Booking confirmation has been send to DSV Portal Quote & Book - Customer Reference Guide.docx Page 26 of 29

27 6.3.9 Booking example (incl track & Trace link) DSV Portal Quote & Book - Customer Reference Guide.docx Page 27 of 29

28 7 Quote & Book Overview page Presents list of all quotes in summary with option to view full detail by clicking a quote. Also presents detail of our DSV own Consignment reference which can be clicked to access track & trace details. 8 Quote & Book Address Book Allows you to edit any of the stored collection or delivery addresses, or copy & edit, or delete listed entries. You can also add new entries ready for auto fill in the bookings which greatly reduces time needed to complete booking details. You can select a Collection and/or Delivery address from the address book when completing a booking. To do this start typing customer name in the search field (minimum 3 characters before auto-fill options appear) and system will find the stored address that matches customer name and postcode. Click on relevant address to auto fill. 9 Portal Insurance calculator Allows you to determine cost of DSV insurance independently of registering a quote. DSV Portal Quote & Book - Customer Reference Guide.docx Page 28 of 29

29 10 Portal Support DSV Portal Belgium: (toll free, national) (international) Mo-Fr 09:00 12:00 and 13:00 17:00 (CET) DSV Portal The Netherlands: Mo-Fr 09:00 12:00 and 13:00 17:00 (CET) DSV Portal UK: Mo-Fr 09:00 12:00 and 13:00 17:00 (GMT) DSV Portal Quote & Book - Customer Reference Guide.docx Page 29 of 29

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