FAQ – ADMINISTRATION PORTAL

Shipments

Go to Shipments and filter or search for the waybill number. Select the waybill and open to view the shipment details. Change the shipment status by selecting an option from the status dropdown.

Go to Shipments and filter or search for the waybill number. Select the waybill and open to view the shipment details. Go to the collection/delivery section and change the driver for the collection/delivery.

Go to Shipments and open the relevant shipment. Click on the pencil icon next to the address (collection and delivery) to edit the address. Enter the new address and click Save in the bottom right corner.

Go to Shipments and open the relevant shipment. Click on the gear icon  in the top right corner. Click on Download label. A PDF file will download to your computer.

Go to Shipments and open the relevant shipment. Click on the gear icon  in the top right corner. Click on Reschedule collection. Change the collection details and click submit.

Go to Shipments and open the relevant shipment. Click on the gear icon  in the top right corner. Click on View tracking events to view the tracking details.

Go to Shipments and open the relevant shipment. Click on the gear icon  in the top right corner. Click on View communication log to view all emails and SMSs sent via the system regarding that shipment.

Go to Shipments and open the relevant shipment. Click on the gear icon  in the top right corner. Click on View audit trail to see all changes made to the shipment, as well as who the changes were made by.

Go to Shipments and open the relevant shipment. Click on the gear icon  in the top right corner. Click on Cancel shipment. Read the pop-up carefully and either cancel or keep the shipment. Once canceled, all pending collections and deliveries for that shipment will be canceled.

Go to Shipments and open the relevant shipment by click on the waybill number. Scroll down to the Parcels section and click on the blue pencil icon on the right-hand side to edit the parcel details. Make the necessary changes and click on Done. Remember to click on Save at the bottom of the page to save all changes made.

Go to Shipments and open the relevant shipment. Scroll down to the Parcels section and click on the Add another parcel option to add additional parcels. You can add a description, dimensions and weight. Once you are done, click on Add parcel. Remember to click on Save at the bottom of the page to save all changes made.

Go to Shipments and open the relevant shipment. Scroll down to the Parcels section and click on the blue pencil icon on the right-hand side to edit. Click in the red trash can icon  to delete the parcel from the shipment.

Go to Shipments and open the relevant shipment. Scroll down to the Service level section and click on the blue pencil icon. You’ll be able to view all relevant service levels for the shipment. Select the required service level and click Save at the bottom of the page. Please note that changing a service level may change the shipping charge.

No, the service level of any shipment can be changed (even if the shipment was created using guest checkout). However, only clients with an account will receive updated charges for their shipment.

Go to Shipments and open the relevant shipment. Scroll down to the Billing section and click on Add transaction in the right-hand corner to add credit/debit to the shipment. Select the required option from the dropdown menu, add a description and an amount, and select Add transaction when done.

Collection requests

Navigate to the side menu and select Collection requests. Open the request by clicking on the row in the table. Scroll to the Collection section and click on the dropdown next to Driver. Select a driver to assign to the collection. Once selected, the collection status will update automatically.

Navigate to the side menu and select Collection requests. Open the relevant request by clicking on the row. Click on the gear icon  in the top right corner and select Reschedule collection. Change the collection details and click Submit.

Navigate to the side menu and select Collection requests. Open the relevant request by clicking on the row. Click on the gear icon  in the top right corner and select Cancel collection request. Read the pop-up carefully and either cancel or keep the shipment. Once canceled, all pending collections and deliveries for that request will be canceled.

Maps
General

In the side menu, navigate to Maps and ensure you’re on the correct map that you want to delete a zone from. Click on the Edit zones button in the top right corner and select the zone you want to delete. To delete the zone, click on the red trash icon in the panel on the right. Click on the icon and accept the warning pop-up to remove the zone.

In the side menu, navigate to Maps and ensure you’re on the map that you want to edit a zone on. Click on the blue Edit zones button in the top right corner and click on the zone you want to edit. When selecting a zone, you’ll be able to change the zone by dragging the nodes to the new desired points. When done editing, click on Save to update the edited zone.

Drivers

In the side menu, navigate to Maps and ensure you’re on the Drivers map. Click on the blue Edit zones button in the top right corner. Once you’re in edit mode, click on the Draw tool icon  at the top of the map. This tool allows you to draw a zone and assign a driver and colour to the zone. You can also click on the Add predefined area icon  at the top of the map and search for an existing zone to add. When done, Save the new zone and Exit edit mode.

 

In the side menu, navigate to Maps and ensure you’re on the Drivers map. Find the zone you want to edit and click on it. A pop-up notification will ask if you want to edit the zone, click Yes and change the driver for the zone in the panel on the right by selecting a different driver from the dropdown menu. When done, click on Save. The new driver will now receive all notifications related to shipments in that zone.

In the side menu, navigate to Maps and ensure you’re on the Drivers map. Click on the Filter by driver(s) dropdown and select the driver you wish to track. You can also see a driver’s movement by selecting the Show snail trail option in the top right corner of the map.

In the side menu, navigate to Maps and ensure you’re on the Drivers map. In the panel on the left, search for the relevant zone. The name of the driver that is assigned to the zone appears below the name of the zone. You can also hover over a zone to see the zone’s name, as well as the driver that is assigned to it.

Branches

In the side menu, navigate to Maps and click on the Branches tab at the top to open the Branches map. Click on the blue Edit zones button in the top right corner. Once you’re in edit mode, click on the Draw tool icon  at the top of the map. This tool allows you to draw a zone anywhere on the map. You can also click on the Add predefined area icon  at the top of the map and search for an existing zone to add. You can add a zone name and colour in the panel on the right. When done, Save the new zone and Exit edit mode.

Rates, Surcharges, and Service days

In the side menu, navigate to Maps and click on the relevant tab at the top (Rates, Surcharges or Service days). Click on the blue Edit zones button in the top right corner. Once you’re in edit mode, click on the Draw tool icon  at the top of the map. This tool allows you to draw a zone anywhere on the map. You can also click on the Add predefined area icon  at the top of the map and search for an existing zone to add. You can add a zone name, tags and a colour in the panel on the right. When done, Save the new zone and Exit edit mode.

In the side menu, navigate to Maps and click on the relevant tab at the top (Rates, Surcharges or Service days). Click on the blue Edit zones button in the top right corner. This will take you to a page where you can add, edit and remove tags for the relevant map.

Hub scanner

Navigate to the side menu and select Hub scanner. If the hand-held scanner doesn’t want to work, you can manually enter the parcel reference in the provided space at the top of the page. Press enter to submit the parcel reference.

Invalid parcels will appear in red. This means that the parcel is not created or not registered on the system. You can Retry the scanner and if the parcel is still not found, you can ask an operations manager for assistance.

Inter-hub transfers

Go to Inter-hub transfers in the navigation menu. Click on the Create new manifest button in the top right corner. Enter the manifest details and select Create manifest to complete. Once created, you can open the manifest and start scanning the relevant parcels to add to the manifest. 

Go to Inter-hub transfers in the navigation menu. Select the manifest you wish to edit. Click on the blue pencil icon next to Manifest details. Change/edit the information as needed and click on Update manifest to save the changes made.

Go to Inter-hub transfers in the navigation menu. Create a new manifest or select the manifest you wish to work with. Use the scanner to add shipments/parcels to your manifest. Once scanned, the shipments will be added to the manifest in the Scanned parcels section. 

Please note: You can manually enter the shipment/parcel reference if the scanner is not available/not working.

Go to Inter-hub transfers in the navigation menu. Click on the red trash icon next to the manifest you wish to remove. Read the pop-up warning and click on Remove to delete.

Billing

Go to Billing in the navigation menu. Click on Import payments. To import payments, ensure that the file is in the correct format. Where applicable, also ensure that the account code is entered correctly.

Please note: An example of the correct format can be downloaded and the file can be uploaded in either CSV or XLSX format.

Go to Billing in the navigation menu. Click on the relevant imported payment to open and view. Search for the Unassigned payments and click on the red label next to a payment. Search for the relevant account that the payment should be assigned to and click on the Assign payment button to complete the action.

Accounts
Account details

Click on Accounts in the navigation menu. Enter the account name or account code of the account you are looking for in the search box at the top of the page. Click on the account to open it and view and manage its Account and Billing details.

Click on Accounts in the navigation menu and open the relevant account. In the Account details section, click on the blue pencil icon to edit the account details. Change the account name and click on Save at the bottom of the page.

Click on Accounts in the navigation menu and open the relevant account. On the Account details page, scroll down to the Account users section and click on the Create new user button. Select a user role and enter the user’s details. Save by clicking on Create user. The new user will receive an email with their username and a temporary password that they can use to log into the account.

Click on Accounts in the navigation menu and open the relevant account. On the Account details page, scroll down to the Account users section. Click on the rocket icon next to the user to impersonate that account. This allows you to act as the client while performing an action on their account.

Click on Accounts in the navigation menu and open the relevant account. Click on the Notes tab at the top of the page. Enter a new note in the provided space and save the note/s by clicking on Add note.

Account billing

Click on Accounts in the left-hand navigation menu and open the relevant account. Go to the Billing address and Billing contact section. Click on the blue pencil icon next to the relevant section to edit the details. Click on Save at the bottom of the page.

Click on Accounts in the left-hand navigation menu and open the relevant account. Click on the Billing tab at the top of the page. Here you’ll be able to see all billing transactions, invoices and credit notes related to the account.

Click on Accounts in the left-hand navigation menu and open the relevant account. Click on the Billing tab at the top of the page. In the Billing details section, click on the blue pencil icon to change the account’s billing details (i.e. Account type, when invoices are due, setting a credit limit, invoice frequency, etc). Click Save at the bottom to save the changes you have made.

Click on Accounts in the left-hand navigation menu and open the relevant account. Click on the Billing tab at the top of the page. Scroll down and click on the Invoices tab. Use the search function to find invoices and filter by date to narrow your search.

Click on Accounts in the left-hand navigation menu and open the relevant account. Click on the Billing tab at the top of the page. Scroll down and click on the Credit notes tab. Use the search function to find credit notes and filter by date to narrow your search.

Click on Accounts in the left-hand navigation menu and open the relevant account. Click on the Get statement button in the top right corner of the page. Enter the relevant dates in the pop-up and click on Get statement. A PDF document will download to your computer.

Click on Accounts in the left-hand navigation menu and open the relevant account. Click on the Add transaction button in the top right corner of the page. Select a transaction type, add a description and a waybill number, and add the amount. Click on Add transaction to apply the transaction to the account.

Users

Go to Users in the left-hand navigation menu. Click on the Create new user button in the top right-hand corner. Click on the dropdown menu for Role and select Driver. Enter the rest of the details and click on Create user in the bottom right-hand corner. The new user will now be added to the system. Newly created users receive an email and/or SMS with their username and a temporary password that they can use to log in to the system the first time. During this process, they’ll be able to set their own new (private) password.

Go to Users in the left-hand navigation menu. Click on the Create new user button in the top right-hand corner. Click on the dropdown menu for Role and select Administrator. Enter the rest of the details and click on Create user in the bottom right-hand corner. The new user will now be added to the system. Newly created users receive an email and/or SMS with their username and a temporary password that they can use to log in to the system the first time. During this process, they’ll be able to set their own new (private) password.

 

Go to Users in the left-hand navigation menu. Search for the relevant user or select the user from the list below. Click on the user to open their details. Navigate to the top right corner and click on the Delete this user button. Read the pop-up warning and click on Delete user to remove.

Go to Users in the left-hand navigation menu. Search for the relevant user or select the user from the list below. Click on the user to open their details. Click on the blue pencil icon next to Contact details to change the details as needed. Click on Save when done.

Go to Users in the left-hand navigation menu. Search for the relevant user or select the user from the list below. Click on the user to open their details. Click on the blue pencil icon next to Operational details. Select the new role from the dropdown menu and click on Save when done. The user’s role has now changed.

No, a user can only be assigned one role at a time. A new user will have to be created for both roles. This will allow one user to have two user accounts with two separate usernames/logins.

Rates and estimates
Rates and transit times

All rates are linked to a rate revision which is effective for a certain period. Rate revisions are used to revise rates for an upcoming period. All revisions created can be altered/changed before the effective date. Please note that only future-dated and draft rate revisions can be edited.

For example;

  • If you want to update rates for next year, you can create a rate revision with the effective date as 1 January next year.
  • If you want the date to be effective immediately, create a rate revision with “Now” as the effective date and time. A draft rate revision will be created. Alter the appropriate rates and click Publish to activate the rates immediately.

Go to Rates and estimates in the navigation menu. Click on the Rates and transit times tab at the top. Open the dropdown menu next to Rate revision and click on the Create rate revision option. A pop-up window will appear. Complete the information required and click on Add rate revision to save your new rates.

Go to Rates and estimates in the navigation menu. Click on the Rates and transit times tab at the top. Open the dropdown menu next to Rate revision and click on the relevant date you wish to edit. Once selected, click on the blue pencil icon next to Revision details. Edit the information and click on update rate revision to save.

Please note: Only future-dated and draft rate revisions can be edited.

Go to Rates and estimates in the navigation menu. Click on the Rates and transit times tab at the top. Open the dropdown menu next to Rate revision and find the relevant date you wish to remove. Click on the red trash icon next to the date to delete. Read the pop-up warning and click on Delete to remove.

Go to Rates and estimates in the navigation menu. Click on the Rates and transit times tab at the top. Open the dropdown menu next to Rate revision and click on the Create rate revision option. A pop-up window will appear. Select the Duplicate from the dropdown menu and choose an existing rate revision or start with a blank revision. Complete the rest of the information by selecting your effective future dates and then click on Add rate revision to save. Edit the rates per rate group for your new rate revision.

Volumetric weight is a pricing technique for commercial freight transport (including courier and postal services), which uses an estimated weight that is calculated from the length, width and height of a package.

Preferential rates can be set up using Rate groups. All accounts belonging to the Default group and can belong to a number of other rate groups as well. An account’s rate will be determined by the lowest rate across the rate groups that the account belongs to. 

Please ensure that the Default group consists of the highest rates and that the other rate groups thus offer discounted rates of the Default group’s rates.

Service days

Service days are used to define which zones are serviced on which days, and between which times. All zones – by default – are serviced on the days/times defined in the Default settings. If a zone or a set of zones are serviced on days/times different from the Default, you can specify them by clicking on Add service days.

Go to Rates and estimates in the left-hand navigation menu. Click on the Service days tab at the top. Click on the Add service days option and select the dropdown menu. Select Zone and search for your zone in the list or search using the provided search bar. Choose the relevant service days by selecting the tick boxes as well as changing the service times as needed. Click on Save in the bottom right corner to save your area’s service days. 

Go to Rates and estimates in the left-hand navigation menu. Click on the Service days tab at the top. Choose Add service days and select the dropdown menu. Select the See map option and wait for the service days map to open in a new tab. Click on the Edit zones button and add your new zone by using the provided tools  (For more details, go to the Maps section in the FAQs). 

Save your new zone and go back to the Service levels tab. Refresh your tab and click on Add service days. Click on the dropdown menu and select Zones. Choose your newly created zone and complete the service days information below. Click on Save at the bottom to complete.

Public holidays

Go to Rates and estimates in the left-hand navigation menu. Click on the Public holidays tab at the top. Add a new public holiday by selecting the Add public holiday option. Fill in the required information and click on the Add public holiday button. Click on Save to complete.

Public holidays refer to those days where no collections and/or deliveries are made. Those days will be skipped when determining collection and delivery time estimates.

Settings
General

Navigate to Settings in the side menu. Make sure you’re on the General tab at the top of the page. In the Company logo section at the top of the page, click on Choose file to select the logo from your computer. Logos can be uploaded in PNG and JPEG format.

For example;

  • If you want to update rates for next year, you can create a rate revision with the effective date as 1 January next year.
  • If you want the date to be effective immediately, create a rate revision with “Now” as the effective date and time. A draft rate revision will be created. Alter the appropriate rates and click Publish to activate the rates immediately.

Navigate to Settings in the side menu. Go to the General tab. Scroll to the Office hours section. Enter your new office hours and click on Save in the bottom right corner.

 

Navigate to Settings in the side menu. Go to the General tab. Scroll down to the Support contact details section. Set/change details as needed and click Save in the bottom right corner. Please note that these details will appear in all emails sent by the system.

Rates and Billing

Navigate to the side menu and select Settings. Go to the Rates and Billing tab. Scroll down and click on the Rates settings section. Here you will find the option to set the maximum declared value for insurance. Fill in the relevant amount and click on Save in the bottom right corner.

Navigate to the side menu and click on Settings. Go to the Rates and Billing tab. Scroll to the Payment methods section. Select the EFT option and enter your company’s banking details in the provided block. All EFT payments made from the client portal will go to the specified bank account. Click on Save in the bottom right corner to save your changes.

Navigate to the side menu and click on Settings. Go to the Rates and Billing tab. Scroll to the Payment methods section. Select the relevant payment methods by selecting the corresponding tick box. Choose between PayFast and EFT. Click on Save in the bottom right corner to save your changes.

Driver app

Navigate to the side menu and click on Settings. Go to the Driver app tab. Scroll down to the Proof of delivery settings section. Set new POD settings or change existing settings and click on Save in the bottom right corner.

Navigate to the side menu and click on Settings. Go to the Driver app tab. Scroll down to the Driver settings section and change the settings as required by selecting the tick boxes as needed. Click on Save in the bottom right corner to complete the changes.

Navigate to the side menu and click on Settings. Go to the Driver app tab. Scroll to the Pre-defined reasons for rejection/failed attempts sections. Set/change/add/remove settings as needed. Click on Save in the bottom right corner to save your changes.

 

Notifications

Navigate to the side menu and click on Settings. Go to the Notifications tab. Scroll to the Email notifications section. These are the default email notifications that will be selected for anyone with an account and can be changed by an account holder. Click on Save in the bottom right corner to save your changes.

Navigate to the side menu and click on Settings. Go to the Notifications tab. Scroll to the SMS notifications section. These are the default SMS notifications that are selected for anyone with an account and cannot be changed by an account holder. Please note, you will be charged per SMS. Click on Save in the bottom right corner to save your changes.

 

Get in touch

Interested in using our software to revolutionise your courier company? Contact us to find out how.

Ship Logic

8th Floor Menlyn Central Office Tower,

Dallas Ave,

Menlyn,

Pretoria,

0181

support@shiplogic.com

+27 (0)12 940 1066

Privacy policy

© 2024 Bob Group (Pty) Ltd. All rights reserved.