CLIENT PORTAL USER MANUAL

With Ship Logic’s Client Portal, we’re placing the power into your customers’ hands. With anyone being able to sign up for a customer account without having to contact one of your sales representatives first, gaining a wider customer base becomes effortless. Clients are in full control of their shipments with our intuitive and user-friendly interface. This allows them to effortlessly create and manage shipments, request quotes, review their account and billing, and manage additional account users – all without needing any assistance from your support staff. Ship Logic’s Client Portal also supports guest checkouts – allowing anyone to create shipments without having to register for an account first. This makes it easier than ever for clients to send a parcel from point A to point B – anytime, anywhere.

Quick links

HOW TO REGISTER A NEW ACCOUNT

Visit the Log in page and click on the blue Register here link

Complete the account details and click on continue.

Select a default collection address to complete the new account set-up. This address will autofill the collection point when creating your waybills.

Click Create account when done.

Visit your inbox to find the registration email.

Use the temporary details to continue and complete the sign-up process.

Log in with your email and new password to access your account. 

HOW TO LOG IN TO THE CLIENT PORTAL

 

Log in to your Client Portal account by visiting the Log in page provided to you.

 

Enter your email and password and click on Log in to continue.

 

(For first-time users only)

 

Enter your username and temporary password received via email.

Next, set your own password and continue with the log in process.

 

Note: The password requires 8 or more characters.

Welcome to the client portal. 

From here you can manage your account and start booking your shipments.

HOW TO SEND A PARCEL

Create shipments from start to finish in 3 easy steps.  Start the process by sending your first parcel.

Click on Quick Quote to get going.

Enter the address and parcel details

Set a collection and delivery address along with the parcel details.

Click on Get quote to continue.

All addresses are automatically added to your address book. This allows you to easily choose addresses for future shipments.

Select a service type

Choose the relevant service type to determine how fast the shipment should be delivered. 

Service level rates are determined by the dimensions of the parcel entered in the above Step 1.

Select any special requests (if required), choose the relevant service level and click on Book this when done.

Service levels and rates are set up by the provider and cannot be changed on the client portal

Complete the details of both the sender and the receiver

Fill in the information of the sender and receiver, choose a collection time, and provide any special instructions if needed.

Change the collection date and time by clicking on the pencil icon next to the Earliest collection date.

Verify all the information, add more parcels, and ensure that all contact details are entered correctly.

Click on Complete shipment to continue to payment. 

View your new balance and then select Submit shipment to finish.

SHIPMENTS

Continuing from the previous section, the Shipments section allows you to create, view, edit, and cancel shipments in one place. These shipments can be sorted or viewed according to various filters that are set at the top of the page and selected in bulk for large-scale edits.

How to view a shipment

Go to Shipments in the left-hand navigation menu. 

Search for your shipments in the provided search bar or scroll through the list in the table below.

Click on a shipment to open and view information regarding that shipment or right click to access the shipment’s Quick menu option. 

How to download a list of all shipments

Go to Shipments in the navigation menu and click on Download CSV.

The generated file will download to your computer or be sent to your email should the file size exceed 8 MB / 100 shipments.

Save and open the file to view your list of shipments.

Where to download a shipment’s label/waybill

Go to Shipments in the navigation menu and open the relevant shipment.

Click on the gear icon in the top right corner to open settings and then click on Download label.

A PDF file will download to your computer containing the shipment waybill and barcode for scanning.

How to track a shipment

Open settings by going to the gear icon and then click on Track this shipment. The page will redirect and give you tracking information for that shipment.

You can use the URL provided to send to clients when they request a tracking link.

How to duplicate a shipment

Select the relevant waybill and open to view the shipment details.

  1. Open the gear icon in the top right corner of the screen.
  2. Click on Duplicate shipment
  3. Create a new shipment with the same shipping details

How to return a shipment

Select the relevant waybill and open to view the shipment details.

  1. Open the gear icon in the top right corner of the screen.
  2. Click on Return this shipment.
  3. A new shipment is created where the collection and delivery details are swapped, ready to be returned to the sender.

 

Note the new waybill number assigned to the returned shipment.

How to cancel a shipment

Select the relevant waybill and open to view the shipment details.

Go to Settings and Click on Cancel shipment.

Read the pop-up carefully and either cancel or keep the shipment.

Please note: A shipment can only be cancelled if it hasn’t been collected yet.

ADDRESS BOOK

For ease of access, commonly used addresses can be saved in the Address book.

These can then be edited or deleted whenever necessary. These addresses can be selected for use as the collection or delivery addresses when creating a shipment, as opposed to typing in a once-off address.

How to add a new address to my address book

Navigate to the side menu and select Address book. 

Click on Add new address.

Fill in the address details and click on Save to complete the action. The new address will now be listed in your address book.

All addresses are automatically added to your address book. This allows you to easily choose addresses for future shipments.

How to edit an address

Navigate to the side menu and select Address book.

Search for your address in the provided search bar or select the relevant address from the list.

Click on the address you wish to edit. 

Change the address where needed and click on Save to save your changes.

How to delete an address

Navigate to the side menu and select Address book. Search for your address in the provided search bar or select the relevant address from the list.

Select the address you wish to remove. 

Click on the Delete button to remove the address from your book.

MY PROFILE

The My profile section contains your individual user information.

This information can be edited at any time.

How to change your contact details

Go to My profile in the left-hand navigation menu.

Click on the blue pencil icon next to Contact details.

Edit the relevant details and click on Save to save your changes.

ACCOUNT

The Account section contains information about your company account. This includes billing information, certain transactions, and the details of each of your associated users.

ACCOUNT DETAILS

How to edit account details

Navigate to the side menu and click on Account.

Click on the pencil icon next to Account details, Billing address, and Billing contact to edit each respective field.

Enter the relevant details into the fields and click Save at the bottom of the page.

How to create a new account user

Navigate to the side menu and click on Account. Scroll down to Account users and click on Create new user.

Fill in the relevant role, name, and email address of the new user.

Click Create user to finalise this user’s creation. 

Check the user’s email for the log in details. Ask them to follow the instructions and complete the sign-in. 

Only an Account Super User can edit user details.

BILLING

How to view an account’s billing information

Navigate to the side menu, click on Accounts 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.

How to change an account’s billing details

Click on the Billing tab at the top of the page.

Billing details cannot be changed by an account user.

Please contact your courier to discuss the terms and changing this information 

Where to find an account’s invoices

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.

Where to find an account’s credit notes

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.

How to get a statement for an account

Click on Get statement 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.

How to top up your account

Click on Top up account in the top right corner of the page.

A pop-up will appear with information about topping up your account. Use the information to EFT the top-up amount and to email the proof of payment to the appropriate address.

Top-ups and other transactions can be seen in the Billing transactions tab.

BILLING TRANSACTION TYPES

Shipping charge

The initial charge on a shipment during the parcel sending process based on the dimensions, weight, and service level. 

Shipping charge reversal

This action occurs when a parcel has gone through a SWAD machine and different dimensions and weight was recorded than what was entered by the person who created the shipment, thus resulting in a different shipment charge. The shipping charge reversal is then applied to the initial shipping charge so that the adjusted shipping charge can take effect.

Shipping charge credit

This is the new charge that is applied to the shipment after going through the SWAD machine.

Payment

A payment that was made by the client to the courier company.

Payment reversal

A payment reversal is applied when a mistake was made with the original payment.

Refund

A refund transaction is added when paying out credits to a customer.

Refund reversal

A refund reversal is applied to reverse a refund transaction if a mistake was made. 

Admin credit

When a client’s account balance is increased for any reason.

Admin debit

When a client’s account balance is reduced due to possible mistakes when credit was applied.

Promotional credit

When credit is applied to a client’s account for promotional reasons.

Promotional debit

A promotional debit is applied when a mistake was made with the provided promotional credit. 

Balance adjustment credit

This transaction type is used to correct mistakes to balances if none of the other transaction types suffices.

Balance adjustment debit

This transaction type is used to correct mistakes to balances if none of the other transaction types suffices.

Bad debt write-off

When outstanding debt cannot be recovered and needs to be written off.

Bad debt write-off reversal

This transaction is applied when a mistake has been made with the original debt write-off.

API KEYS

How to use the API Keys

Use access keys to make programmatic calls to our API.

Go to the API Keys section and click to view the page. Create new API keys for your account by clicking on the blue Create button in the top-right corner of the screen. 

A new API key will be generated, containing your unique Access Key ID and Secret Access key. Copy these keys using the “copy to clipboard” icon.

For your protection, you should never share your secret keys with anyone. If you lose or forget your secret key, you cannot retrieve it. Instead, create a new access key and make the old key inactive.

For more information, see our API documentation at https://api-docs.shiplogic.com

SETTINGS

LOGO

How to change the company logo

Navigate to Settings and click to open.

In the Company logo section, click on Choose file to select the logo from your computer.

Once the file is selected, click on Upload and set your new logo.

Company logos will appear in shipment waybills/labels and in emails sent by the system.

NOTIFICATIONS

Where to set which emails can be sent to clients

Navigate to Settings and scroll to the Email notifications section.

These are the default email notifications that will be selected for anyone with an account.

OPTIONAL TRACKING

Unique tracking prefix

Navigate to Settings and scroll down to the Tracking section.

Add characters to your waybill number to identify your shipments. This prefix is used at the beginning of all waybill numbers and needs to be three characters long.

Webhook tracking URL

Navigate to Settings and scroll down to the Webhook tracking section.

Webhooks are typically used to connect two different applications with each other. Ship Logic uses webhooks for automated messages which are sent (as an HTTP POST request) to the specified URL when a shipment’s tracking status changes.

The payload of the message is the shipment that changed.

Enter your Webhook tracking URL in the space provided and click Save to complete the set up.

PARCEL TYPES

Easily set up predefined parcel types with specified dimensions and weights to make it easier and quicker to book shipments.

Choose these parcel types from a dropdown list when booking a shipment.

Click Save when done.

How to set standard parcel types

Navigate to Settings and scroll down to the Parcel types section.

Click on Add parcel type to add a new type. Enter each parcel’s dimensions and weight and click Save.

Optionally, choose a default parcel size for your customer to use. This will autofill the parcel details upon booking on their side.  

TRACK MY PARCEL

Our Track my parcel software is designed to give you accurate and immediate feedback on any individual shipment, resulting in peace-of-mind for both you and your client.

How to track my parcel

Navigate to the side menu and click on Track my parcel

Enter your tracking details to locate your parcel.

Use the waybill number assigned to your parcel and click on Track.