Introduction. Pacsoft Online

Introduction Pacsoft Online 2013-12-13

2 Contents 1 Introduction to Pacsoft Online s user interface... 3 1.1 Basic navigation... 3 1.2 Search for information... 4 1.3 Enter information... 4 1.4 Your database in Pacsoft Online... 5 1.5 My account... 5 1.6 Settings... 5 1.7 Help... 6 2 Start Using Pacsoft Online... 7 2.1 Log in to Pacsoft Online... 7 2.2 Register senders... 8 2.3 Register receivers... 8 2.4 Print shipping documents... 9 2.5 Printing Favorites... 9

3 1 Introduction to Pacsoft Online s user interface 1.1 Basic navigation The user interface has a simple structure with a number of menus on the left side. At the top you find messages. that takes you to the start page and the latest news and important All functionality in Pacsoft Online can be found in the menus. Maintenance: Handle senders, receivers and create printing favorites. The exact contents depend on your agreement. You also find user information and settings stored in your account. Documents: Print labels and other shipping documents either by standard printing or by using printing favorites. You can also book collection of parcels. History: See shipment history, 6 months back. You can also see shipment status, create guest logins and create and use search favorites. Settings: A number of settings you can do to make your work in Pacsoft Online easier. Help: Pacsoft Online s help page, information about your user ID, your login and your computer environment, the support request form and the user forum. The lower part of the menu can be personally configured, for example with short cuts to printing favorites. Choose Settings > Interface in order to configure the menu. Use the link to log out from Pacsoft Online. Always do this when you leave your computer to avoid unauthorized people to get access to your Pacsoft Online account. At the bottom you find links for changing between languages available in your region, e.g.,, and. Use purple buttons to continue your task, e.g. the button for next step,., or to cancel the task,

4 1.2 Search for information If you want to search for information, start by choosing the right menu entry. Maintenance > Senders, Receivers, Printing Favorites and Guest Login. Documents > Stored Printings and Shipment Lists. History > Shipments and EDI files. Most pages where you need to search for something, e.g. a receiver, has a combination of fields. In the first one, enter the search value, e.g. Tester. In the second one, enter the term to be searched for, e.g. Name. In the third one, enter what the search value should match, Contains. When you have entered those three values, click. When the search is made the results are shown in a list below the search fields. Each row represents a post matching the search values entered. To the left of each row there are three symbols linking to sub pages. Show details. Change details. Delete the post from the data base. If it is not possible to change or delete a post the symbol is not shown. 1.3 Enter information When you are about to enter new information or change anything, parts of the information might be hidden and not mandatory to enter in normal cases. the -symbol to the left, e.g. to see the hidden information. to hide it again. Sometimes hidden information is shown automatically because of a selection you have made. If it is mandatory to enter certain information a little black star * is shown to the right of the field. When you have entered all necessary information on a page, click in order to finish the task. If there are more information that needs to be entered on another page, click. Perhaps you will see a message saying that there are mandatory information missing or that the information in a field is incorrect. If necessary, edit the information and click or. If you want to cancel what your task, click.

5 1.4 Your database in Pacsoft Online You have your own part of Pacsoft Online's database where you store your receivers, printing favorites and other information available only to you. That way, you can be assured that no one else can access your information. 1.5 My account If you go to Maintenance > My Account you can see and change your user unique information. By clicking and then in each section, you can change various settings such as interface settings and various carrier specific settings. to save your changes and to return without saving. To change the address, click, fill in the required information and what should be changed, and click. It is important to update when needed since the information is the basis for your contacts regarding Pacsoft Online issues. 1.6 Settings You can also make settings for your user id in the menu Settings. What is shown under Settings depends on your user profile. Interface In the Interface menu, you can set your shortcuts, which you then can access via the menu on the left., check the desired shortcuts and click and then to see the changes. PDF This is used for settings of "streamed" PDF printing to choose label formats. It appears only if "streamed" PDF printing is enabled. Carriers Carrier specific settings you get from your carrier. Misc Other settings for your profile, such as Default Quick Ids and Country settings. Print Management Pacsoft Online uses Unifaun OnlinePrinter for print management. The system is preset to print labels and shipping documents to your default printer.

6 If you want to change your printer settings, e.g. for a label printer, go to Settings > Print Management by following the Guide - Printer Settings. There you can also print a test label and test documents. Print management is supported by JAVA. If you have not installed JAVA an installation dialogue will appear the first time you start a print job. Before you start using Unifaun OnlinePrinter it is important that you accept the license agreement showed when the installation dialogue is started. 1.7 Help In the Help menu you find various support options. Session Help > Session shows information about your log in and your computer environment. The information may be useful in case you need to contact support. The following information is shown: Basic Information Browser Information License Keys Rights

7 2 Start Using Pacsoft Online This is a description of the basic functions in Pacsoft Online that you need to be familiar with to start using the system. Settings for Print Management Register senders Register receivers Print labels and shipping documents Create printing favorites Help For more information, please go to Pacsoft Online s Help Page. 2.1 Log in to Pacsoft Online Go to www.posten.se or www.postnordlogistics.se. Enter the login details you have received from PostNord and click.

8 2.2 Register senders Select Maintenance > Senders and. Enter name and possibly a Quick ID in the section Basic Information. Choose if the sender also should be receiver. Sender and receiver are entered in the same way. Tick Sender and possibly Receiver. If you tick both you do not have to enter the post again in the Receiver section. Enter: 1. Sender information and contact information that will be shown on your labels. It is recommended to enter a unique Quick Id if you use more than one sender. 2. Account information, if you will use COD or other services that require account information. 3. Your carrier unique information for each carrier, e.g. CustNo. 4. You have to click the button in front of the carrier name for all fields to be displayed. Before you click : After you click : 5.. You can also add a new sender when you register a single shipment. Go to Documents > Standard Printings. in the section Sender and choose. 2.3 Register receivers Select Maintenance > Receivers and. Enter name and possibly a Quick ID in the section Basic Information. Choose if the receiver also should be sender. Sender and receiver are entered in the same way. Tick Receiver and possibly Sender. If you tick both you do not have to enter the post again in the Sender section. Fill in the receiver details on the same principle as for sender. You can also import an address register from another system. Please refer to the document Import address register.

9 A third possibility is to add a new receiver when registering a single shipment. Go to Documents > Standard Printing. in the section Receiver and choose. 2.4 Print shipping documents If you are logged in to Pacsoft Online, have made the necessary settings for print management and entered at least one sender and one receiver you should do a test print. 1. Documents > Standard Printing. 2. Select a sender from the list, or search it using the search function. If you temporarily want to change the sender you have chosen, click. The change is only valid for this specific shipment. You can also register a new sender for one specific shipment if you choose not to save it to the address book. 3. Select a receiver from the list, or search it using the search function. If you temporarily want to change the receiver you have chosen, click. The change is only valid for this specific shipment. You can also register a new receiver for one specific shipment if you choose not to save it to the address book. 4. Select a service and click. 5. Enter the additional information about the shipment, such as waybill instructions, addons, number of parcels etc. 6. When you have entered the information, choose one of the following alternatives: The shipment documents are printed but pick-up is not booked. If you want to book pick-up, click when printing is completed. You can also book pick-up after printing out today's shipments. Go to Documents > Stored Printings. Stored printed shipments may be compiled and booked for pick-up. Shipping documents are stored under Documents> Stored Printings, where you can print them directly or modify the transmission data before printing. 7. Verify that the printout is correct. 8. If the shipping documents are not printed, check the printer settings, Settings > Print Management. 2.5 Printing Favorites To get started with Pacsoft Online while streamlining the transport administration, you can use Printing Favorites. Printing favorites are templates where you select senders, receivers, services, addons, contents, etc., which you set as default values or selections for a particular printing favorite. A printing favorite is not a fixed template but an opportunity for you to control and limit the choices that can be made when printing. NOTE! Think through what your transportation needs are, what services and additional services you usually use and which senders and receivers you frequently send between. You can add as many printing favorites you need. Remember to optimize for normal cases and not for special cases.

10 New Printing Favorite Choose Maintenance > Printing Favorites and then click. In the Basic Information section, enter a descriptive name for your printing favorite and possibly a more detailed description. The name will then appear when you select printing favorite. Do you have access to profile management, you should also select in which profile group you create the printing favorite. Which senders do you use? Go to the section for Senders and Receivers, click and then go down to the Sender section. For a limited selection, use the filter function. If you use only one sender, select it as Default Sender. Select Hidden if you do not want to see the information every time you print. Select Locked if it not should be possible to change sender. Select a Default mode depending on whether you want to always be able to register a new sender, Register New/Edit Selected or select a sender from the address register, Select from Address Book. Select Locked to default mode if users should not be able to choose a different sender than the one set as default. If you want the sender field always to appear empty to avoid sending from the wrong sender, check Never propose a Sender. Check Mandatory search value if users always have to enter a search value to look up a sender. Check Only exact search if a search should be possible only with a specific search value, e.g. Quick Id. to save and return to the main screen or continue entering data further down on the page. to return without saving. Who do you send to? Go to the section for Senders and Receivers, click and then go down to the Receiver section. For a limited selection, use the filter function. If you use only one receiver, select it as Default Receiver. Select Hidden if you do not want to see the information every time you print. Select Locked if it not should be possible to change receiver. Select a Default mode depending on whether you want to always be able to register a new receiver, Register New/Edit Selected or select a receiver from the address register, Select from Address Book. Select Locked to default mode if users should not be able to choose a different receiver than the one set as default. If you want the receiver field always to appear empty to avoid sending to the wrong receiver, check Never propose a Receiver. Check Mandatory search value if users always have to enter a search value to look up a receiver. Check Only exact search if a search should be possible only with a specific search value, e.g. Quick Id. to save and return to the main screen or continue entering data further down on the page. to return without saving.

11 You can, if necessary, proceed to enter Dispatch party and Return address in the same way as for Sender and Receiver. Which services and addons do you use? You can also define which services and addons that should be available in a printing favorite. in the section Service and Addons. Enter a default service in the Service field. Select Hidden if you do not want to see the information every time you print. Select Locked if it not should be possible to change service. Check Normal label, Return label, or both. You can choose to hide the information. Choose Use sender address on label if it should be shown on the label instead of the dispatch address. Proceed to select relevant Addons. Depending on the addons you choose, you will be asked for certain information. Here as well, you can choose to hide and lock information. to save and return to the main screen or continue entering data further down on the page. to return without saving. Also, all fields for Shipment and Parcels can be set for the printing favorite. Entering default values, locking that value, hiding fields, and defining fields as mandatory or not are some examples of how you can control information about shipments and parcels. You can also make settings such as the number of parcels, weight and package codes. These are values that often are mandatory for a service. Once you have registered all your details and are finished with your printing favorite, click. You can always click to exit without saving. EDI transfer and Discard Please note that incorrect print-outs or printed shipping documents that you do not intend to use should be discarded in the system. It is important in order to get a proper shipment history. For some services, where the carrier s invoice is based on EDI information, you also need to contact the carrier's customer service to be sure that you will not be charged for the goods that you have not sent.