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Online Portal – Depot Manual
User Guide
The Old Forge
Hewell Lane
Tardebigge
Worcestershire
B97 6QL
Tel: 01527 551 500
Fax: 01527 551 509
Email: [email protected]
Web: www.vigosoftware.com
Version: 1.0
Date: 28/07/2015
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Copyright Notice
Copyright C. 2015
No part of this publication may be copied, distributed, transmitted, stored in a retrieval system,
translated into any human or computer language, or disclosed to third parties without the express
written permission of Vigo Software Ltd.
Limits of Liabilities and Disclaimer of Warranty
Vigo Software Limited makes no warranty of any kind, expressed or implied, with regard to the
programs or documentation contained in this manual. Vigo Software will not be liable in any event
for incidental or consequential damage in connection with or arising out of the furnishing,
performance or use of these programs.
Please note:
Because the Vigo programs are being continually developed and improved and because of the large
amount of personalised tailoring to individual requirements some of the detail of the screen displays
in this manual may vary slightly from your actual working screens.
Please do not hesitate to contact our support line on 01527 551500 where our support staff will guide
you through any differences that apply to you
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Contents
Contents ................................................................................................................................................................................... 3
1.0 Document History ...................................................................................................................................................... 4
2.0 Scope ............................................................................................................................................................................ 5
3.0 System Navigation ..................................................................................................................................................... 6
3.1 Online Portal Login Screen ....................................................................................................................................... 6
3.2 Online Portal Main Menu ......................................................................................................................................... 7
4.0 Registering a Customer ............................................................................................................................................. 8
4.1 Customers Configuration .......................................................................................................................................... 9
5.0 Depot Admin ............................................................................................................................................................. 12
5.1 Bank Holiday Setup ................................................................................................................................................. 12
5.2 Services Codes, Surcharges & Unit Types ............................................................................................................ 13
6.0 Viewing Jobs ............................................................................................................................................................. 17
7.0 Printing Documents ................................................................................................................................................. 19
8.0 Track & Trace ........................................................................................................................................................... 21
8.1 Viewing Track & Trace Information ...................................................................................................................... 21
8.2 Viewing and Emailing POD Images ...................................................................................................................... 24
9.0 Accepting & Declining Jobs .................................................................................................................................... 25
9.1 Accepting Jobs .......................................................................................................................................................... 25
9.2 Declining Jobs ........................................................................................................................................................... 26
10.0 Routing ...................................................................................................................................................................... 27
10.1 Performing Routing Updates .................................................................................................................................. 27
11.0 Downloading Jobs – Manually (Backup Only) ..................................................................................................... 29
12.0 Importing Jobs – Manually (Backup Only) TMS System ................................................................................... 31
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1.0 Document History
1.1 Author & Document Information
Author Contact
Chris Dallow
Vigo Software Ltd
Email: [email protected]
Tel: 01527 551500
1.2 Revisions & Document History
Revision Date Author Version
Online Portal – Depot Manual 28/07/2015 Chris Dallow V1.0
1.3 Related Documents
Document Version
1.4 Document Distribution
Name Type Location Contact
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2.0 Scope
The Online Portal consolidates the Online Job Entry system and POD’s online providing one place on the
internet where you may view consignments, view Track and Trace information and view and email electronic
and traditional PODs.
The PODs online option shows both POD documents that have been scanned, and document facsimiles with
signatures received from Vigo in-cab systems.
Two services are available as options, providing further status information about each job:
1. Track & Trace details e.g. Arrived at hub/Departed hub/delivered etc, as captured by barcode scanners.
2. Data transmitted back from Vigo In-cab systems showing e.g. Arrival and departure times.
The Online Portal is a web browser based system which you can access via the website address provided to you
by Vigo.
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3.0 System Navigation
3.1 Online Portal Login Screen
You will have been provided with a website address required to access the Online Portal. Navigating to this
address in your internet browser will display the Online Portal Login screen as shown in Figure 1.1.1 below.
Enter the username and password you have chosen and choose 'Submit' to proceed. Logging in successfully will
take you to the Main Menu.
Fig. 1.1.1
If the details you have entered are not recognised or are incorrect you will be notified by an on screen message as
shown in Figure 1.1.2.
Fig. 1.1.2
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3.2 Online Portal Main Menu
When you log in to the Online Portal you will be taken to the Main Menu as shown in Figure 1.2.1.
Fig 1.2.1
There are eight options you may choose from:
1. View Jobs – This allows you to view any jobs your customers have entered on to the Online Portal.
2. Print Documents – This provides you with the ability to print labels, consignment notes, labels or a
Manifest (if any required document types are not available please contact Vigo in-order to have these set
up).
3. Track & Trace - From here you are able to view track and trace statuses and POD images for all of your
customers. You are also able to print and email POD images via this menu option.
4. Admin – This is where depot options are set-up.
5. Accept jobs – This is where you can view jobs your customers have entered, and decided whether to
accept or decline them.
6. Download Jobs – This is where you can export your accepted jobs from the portal.
7. Register Customers – This is where you can register and set-up your customers.
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8. Routing Update – This is where you upload the routing file as created in your Vigo system.
4.0 Registering a Customer
To begin the automated registration process you will need to have entered your customer’s details onto the
Online Portal. First click the 'Register Customers' button on the main menu as shown in Figure 2.0.1
Fig. 2.0.1
You can then complete the customer’s details as shown below in figure 2.0.2:
Fig. 2.0.2
Then click 'Save Customer' to complete the registration. If there are any problems with the data you have
entered the system will explain the errors to you as shown in figure 2.0.3:
Fig. 2.0.3
When you have fixed the errors, click ‘Save Customer’ again.
On this register a customer page you can also see a list of your customers that you have registered.
A green circle by a customer signifies that customer is registered correctly and may use the system.
A red circle by a customer means you have set-up the customer’s details, but they have not yet completed the
registration process by following the instruction in the email they would have received. To re-send the
registration email, click the envelope icon on the right of the email address.
A grey circle signifies a disabled customer. Details on how to disable a customer will follow.
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4.1 Customers Configuration
This is where you can edit the details you first entered when setting this customer up. If desired you may also
set this customers user-name and password, if they failed to receive the registration email.
This is also where you can disable this customer’s access to your portal.
Fig. 2.1.1
Figure 2.1.2 shows where you can enable or disable various details your customer sees when they are entering a
job. It will also add or removed these details from their view jobs screen.
Fig. 2.1.2
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Figure 2.1.3 allows you to set operational options against the customer.
Fig. 2.1.3
Con No Prefix – This is where you specify what prefix you would like this customers jobs to have. This is
a maximum length of 3.
Labels, Con Notes and Dockets – This is the default amount printed when the customer prints the
respective document type. An 'x' disables the printing of a particular document type.
Automatic Consignment Numbering – The consignment number is automatically calculated for the
customer.
Update spaces with sum... - This automatically adds up the Full, Half, Quarter and OS pallets and puts
this value into the spaces box.
Allow 3rd party collections- If this is enabled, your customer can enter a collection address. If disabled
they can't.
Save Addresses – This saves the address against the account code you customer can enter. This allows
them to find addresses for regular jobs faster.
Allow invalid postcode entry – Allows the customer to enter invalid postcodes. In general this should be
enabled, but can be disabled if the customer requires delivery to an area that is new enough not to be
present in the portal.
Allow user to enter jobs – if enabled, your customer can enter job requests for you to do. If disabled the
menu item on the main index will be disabled.
Allow user to view tracking info – Enables the 'Track & Trace' button on the main index for this
customer.
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Add surcharge Descriptions - This disables editing of Line 1 of the manifest notes and inserts the surcharge
descriptions.
Each tick-box corresponds to a line of the manifest notes. A tick means the customer may edit that line.
Each text entry box corresponds to a line of the manifest notes. Any information entered here will appear on the
job entry screen for that customer. So if you wish for some notes to always appear on line 4 for this customer, you
would un-tick the 'Line Four' tick box, and type in the fourth text box the message you require.
Fig. 2.1.4
Valid Services – Ticked options here are valid services the customer may select for a job.
Valid Units – Ticked options are available for the customer to pick when entering a job.
How to add and remove Services and Units will be covered later.
Note that any of these changes will not take effect until the customer next logs in.
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5.0 Depot Admin
Choosing ‘Admin’ from the Main Menu will take you to admin settings, these admin settings are your global
setting, so all services and surcharges will be setup here.
(Assigning services and surcharges to a customer is covered in section 4.0)
You will need to use the admin section in order for you to set up your base data for customers. There are also
some options in this section that can affect the way you will work and what your customers will see.
5.1 Bank Holiday Setup
Like in the depot system, you can set up bank holidays. When the Online Job Entry is calculating dates it will
take into consideration the bank holidays that have been set up.
To add new bank holiday details fill in the fields, as pictured below in Figure 3.1.1 and click submit.
Fig. 3.1.1
By default the View Jobs screen will show you the first 500 jobs that have been entered today.
You can search within the displayed jobs by changing the selection criteria at the bottom of the screen as shown
in Figure 3.1.2
Fig. 3.1.2
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5.2 Services Codes, Surcharges & Unit Types
To add a service click the add button and fill in the appropriate details, the same applies to surcharges and unit
codes.
Please Note. The services you are entering should reflect the services /surcharges and units that you have set up
in your Vigo depot /Haulage system. Please see figure 3.2.1 for an explanation of what certain fields mean.
Fig. 3.2.1
Fig 3.2.2 shows the Decline Reasons entry.
To create a new decline reason, enter a description for the reason and click submit.
To delete a Decline Reason click the small red cross to the right of it.
Display Order Enter a number to dictate what
order you wish your surcharges to
show up when entering a job
Click on a row and
then click ‘Edit’ to
edit a service,
surcharge or item
Click ‘Add’ to add a
new service,
surcharge or item
If you have clicked
add or edit and wish
to cancel, press
‘Cancel’ button
To save the service,
surcharge or item
press ‘Submit’
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Fig. 3.2.2
Fig 3.2.3 shows the Manifest Notes, notes entry. This information will be displayed next to the manifest notes
fields in Job Entry.
Fig. 3.2.3
Fig 3.2.4 shows the reports functionality where you can see an overview of job counts and POD email errors
(along with all POD mails sent).
Fig. 3.2.4
Fig 3.2.5 shows the result of clicking the job counts submit button. It shows you the amount of jobs entered by
that customer for the time period you specified.
Fig. 3.2.5
Fig 3.2.6 details the screen shown when the POD email error submit button is pressed. It details all POD
notification emails sent during the time period specified. If the row is coloured red, then there was an error
sending the email to the address in the email column.
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This area allows you to change details about your depot as shown in figure 3.2.7.
If you have track and trace enabled please contact Vigo before changing the password here.
Fig. 3.2.7
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6.0 Viewing Jobs Choosing 'View Jobs' from the Main Menu will take you to the view jobs screen which allows you to view all jobs
that have been entered in to the system.
Figure 4.1.1 shows an example of the View Jobs grid. You can click on the consignment number to display or edit
the full details of the job in the Job Edit screen.
Fig. 4.1.1
By default the View Jobs screen will show you the first 500 jobs that have been entered today. You can search
within the displayed jobs by changing the selection criteria at the bottom of the screen as shown in Figure 4.1.2
Fig. 4.1.2
You are able to view older jobs by changing the 'Show only...' option at the bottom of the screen to 'Old'.
You may also search within these jobs by altering the selection criteria at the bottom of the screen.
Clicking on any of the column headers will order the grid by the values in that column.
When you perform a search the grid will be filtered so it only displays results that fall within your criteria. You
can clear any filters you have applied by choosing 'Reset Grid' from the bottom right of the screen.
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Each consignment is given a colour based on its current status:
Green – The consignment has been accepted by the Haulier
Red – The consignment has been declined by the Haulier
Yellow – The consignment has been modified since being accepted by the Haulier
Turquoise – The consignment has been modified since being declined by the Haulier.
Purple – Indicates that the job is a collection.
Hovering your mouse over the 'Con No' column will show you the current status of the consignment in 'Status
Display' at the bottom right of the screen (as shown in Figure 4.1.3).
Fig. 4.1.3
If a consignment has been declined the 'Status Display' will show information about why the job was declined as
shown in Figure 4.1.4.
Fig. 4.1.4
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7.0 Printing Documents
To print a document, for example a Consignment Note, Label or Manifest, you will need to choose 'Print
Documents' from the Main Menu.
Figure 5.1.1 shows the Print Document grid. Clicking on any of the column headers will order the grid by the
values in that column.
Fig. 5.1.1
By default the Print Documents grid will show you the 500 most recent jobs that have not yet been printed.
You can search within the displayed jobs by changing the selection criteria at the bottom of the screen as shown
in Figure 5.1.2
You can search by a number of fields including Consignment Number and Entry Date. You may also limit your
search to a particular unit type.
Fig. 5.1.2
When you perform a search the grid will be filtered so it only displays results that fall within your criteria. You
can clear any filters you have applied by choosing 'Reset Grid' from the bottom right of the screen.
You are able to view jobs that have already been printed by changing the 'Show Only' option at the bottom of the
screen to 'Printed' or 'All'.
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Once you have located the job you wish to print, select it by ticking the corresponding check box, choose the
document type you require from the drop down box (Figure 5.1.3) and click 'Accept' to load the printing window.
Fig. 5.1.3
You are able to print multiple jobs at once and may select or deselect all of the jobs displayed by choosing 'Toggle
All' at the top of the screen (Figure 5.1.4)
Fig. 5.1.4
The printing window, shown in Figure 5.1.5, allows you to print the current label or all labels for the
consignment(s) you have requested. Choose the option you require and choose 'Print'. You will then be able to
select the printer you wish to send the document to.
Fig. 5.1.5
If you wish to print a Manifest you can do so by entering the Despatch Date at the bottom of the screen and
choosing the 'Print Manifest' button as shown in Figure 5.1.6 below.
Fig. 5.1.6
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8.0 Track & Trace
To view track and trace information on the portal select the track & trace from the main menu.
8.1 Viewing Track & Trace Information
Choosing 'Track & Trace' from the Main Menu will display the View Track & Trace grid as shown in Figure 6.1.1
below.
Fig. 6.1.1
By default the grid will display all consignments on the system that have been entered within the last week.
Each consignment with a Track & Trace status will show the latest status received in the 'Latest' column (Figure
6.1.2)
Fig. 6.1.2
To view the Track & Trace statuses against a consignment click on the small '+' icon next to the most recent
status in the 'latest' column. This will expand the grid to display all the available statuses as shown in Figure
6.1.3.
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Fig. 6.1.3
To hide the Track & Trace statuses click the '-' icon in the 'Latest' column which will have replaced the '+' icon.
You are able to search for consignments based on a combination of Date and a particular field by changing the
search criteria at the top of the screen.
There is a choice of ‘operators’ that you may use to search for jobs. If, for example, you wished to search for all
consignments with a Delivery Date of 27/05/2009 you would set the Date Filter to 'Delivery Date', the Operator
to 'Equals' and then select the 27th of May from the Calendar tool. You would leave the Field Filter Operator set
as 'None'. Please see Figure 6.1.4 for an image of this example.
Fig 6.1.4
To search for a particular consignment number, for example 0111403, you would use the Field Filter and set the
'Operator' to 'Equals' and populate the box that appears with '0111403' as shown in Figure 6.1.5.
As you can see this will grey out the Date Filter boxes as you don't need to add a date range when searching in
this way.
Once you have entered your search criteria choose 'Apply Filter' in the top right of the screen to filter the results
in the grid.
Fig 6.1.5
If there are more than 30 results then they will be shown as multiple pages. You can navigate through the pages
by using the grey arrows at the bottom of the screen.
Alternatively you can click on a page number to move directly to that page (Figure 6.1.6).
Fig. 6.1.6
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If you want to remove your selection criteria choose 'Clear Filter' in the top right of the screen. As shown in
figure 6.1.7
Fig. 6.1.7
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8.2 Viewing and Emailing POD Images
POD images can be accessed via the Track & Trace screen. The grid can be filtered in a similar way to Track &
Trace statuses (Please see 5.1 – Viewing Track & Trace Information for further details).
Consignments with POD images will display a green tick icon in the 'PODs' column of the grid. In Figure 6.2.1
below you are able to see that consignment number 0111402 has POD images uploaded for viewing.
Clicking on the POD icon will open the POD Viewer. You are able to email any of the visible POD images by
filling in the details at the top of the screen (Figure 6.2.2)
Fig. 6.2.2
You may also provide your customers, or anyone who you wish to view the POD, with a direct link to a POD
image. The link for each POD is shown underneath its corresponding images as shown below in Figure 6.2.3.
Fig. 6.2.3
Using the direct link does not require the recipient to be logged in to the Online Portal system. You are also able
to print POD images by using your internet browsers print functionality. Usually this will be found in the File
menu.
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9.0 Accepting & Declining Jobs To check and accept jobs click the ‘Accept Jobs’ button from the main menu.
9.1 Accepting Jobs
The ‘Accept Jobs’ grid works in a similar way to the ‘View Jobs’ grid. The main difference is the accept/deny radio
buttons. This grid can be seen in fig 7.1.1 below.
Fig. 7.1.1
The jobs can be checked using the grid and by clicking a row to bring up the detailed job view.
To accept a job, make sure ‘Accept’ is selected.
To decline a job, make sure ‘Deny’ is selected.
When you are happy with what you have accepted and declined, click ‘Accept/Decline Selected’ button
Yellow means that the consignment has been modified since being accepted.
Blue mean that the consignment has been modified since being decline.
The main menu page refreshes every 2 minutes to ensure that any new jobs are displayed if the main menu is
left up on your screen for a long period of time.
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9.2 Declining Jobs
If a customer has entered a consignment that you cannot deliver then you will have chosen to decline the job
using the ‘Accept Jobs’ screen.
When select to decline a consignment you will be taken to the ‘Declined Jobs’ screen as shown in fig 7.2.1
Fig. 7.1.2
Declining a job requires you to enter a reason. Decline reasons can be entered in the input fields underneath the
consignment details at the top of the screen or can be pre-defined in the Admin section of the system.
The menu to the right shows decline reasons that have been added through the admin system. To add a
predefined reason to the job click in one of the entry fields, then click a reason from the list on the right.
The decline reasons you apply to a consignment will be shown to the customer via their view jobs screen.
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10.0 Routing The Online Job Entry system allows you to upload routing from your depot system. This means that
consignments entered by customers can be automatically routed in line with the depots set up.
This chapter covers updating the depots routing file on the Online Job Entry system.
10.1 Performing Routing Updates
Routing can be updated via the ‘Update Routing’ option on the main menu.
Figure 9.1.1 shows the screen for updating the routing file. Keeping your routing up to date allows you to be sure
your customers are routing their jobs properly.
Fig. 9.1.1
Before you upload your routing you need to create the routing file via your Vigo TMS system.
In your Vigo TMS System, Click on the “Online Import” option within the “Links” Menu.
Following this, click on “File” in the top-left of the window and then click on “Create Routing File” (see Fig 9.1.2).
There will be a short wait while your routing file is prepared.
Fig. 9.1.2
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Once complete, you will be shown a window telling you the name and path of the file you need to upload as can
be seen in Figure 9.1.3.
Fig. 9.1.3
It is vitally important that you perform this operation each time the routing in your Depot System is modified.
Failure to do so could result in pallets from your customers being misrouted.
Once the file have been created then go back in to the online portal and then select the file from the location that
was shown in the last window in the TMS system, as shown in figure 9.1.4
Fig. 9.1.4
Then click on the ‘Process’ button to continue, it might take a little while depending on the size of your routing
file.
You will then be presented with a list as shown in figure 9.1.5, this will also show you any postcodes that have
invalid services and surcharges or any warnings.
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11.0 Downloading Jobs – Manually (Backup Only) Jobs normally are downloaded automatically by the system once they have been accepted within the online
portal.
Please Note:
This section covers off downloading jobs manually, this would only be used in emergencies when the webservice
that automatically downloads the jobs is not working and you are unable to contact anybody at Vigo during out
of hours, or a Vigo staff member has instructed you to use the manual downloader.
The download jobs grid is similar to the view jobs grid and can be filtered in the same way. The difference is that
the download grid has an additional column of check boxes.
To download jobs check the boxes next to the jobs you require (or click the Toggle All button in the heading to
select/deselect all the jobs in the grid) and click ‘Accept’ from the bottom right of the grid.
Fig. 8.0.2
This will prepare a file for you to download into your depot or haulage system. This may take a few minutes;
once the file has been created successfully you will see the message box show in Figure 8.0.2 pop up on your
screen.
Fig. 8.0.2
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Clicking on the ‘OK’ button allows you download the file using the standard Windows process.
The file needs to be saved in the location that corresponds to the path set up in the options of your Web
Customer Import program in your Vigo Depot/Haulage system. See section 12.0
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12.0 Importing Jobs – Manually (Backup Only) TMS System This should only be used if you have had to manually download jobs from the online portal, this section follows
on directly from section 11.0
Go to the button called ‘Links’ and this will open up the links menu and you need to selected ‘Online Import’
program, as shown in figure 12.1.1
Fig. 12.1.1
To import the file that was downloaded from the online portal, select the file from the section labelled customer
data waiting as shown in figure 12.1.2
Fig. 12.1.2
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Once the file has been selected then click the button ‘Read into Temporary File’ the system will then ask you to
confirm reading this data and click ‘Yes’ as shown in figure 12.1.3
Fig. 12.1.3
The next step is then to click ‘View Temporary File’ this will bring up all the jobs that are in the file, this allows
you to review and check the jobs, once you are happy with the jobs then click the button ‘Continue to Import.
Fig. 12.1.4
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The final step to the import the jobs is to then transfer the jobs to the TMS system by click on the ‘Transfer to
Main System’ as shown in figure 12.1.5
Fig. 12.1.5
Then confirm the transfer of job by click ‘Yes’ to confirm, as shown below in figure 12.1.6
Fig. 12.1.6
