USER MANUAL
Table of Contents
LOGGING IN TO ADMIN
Log in to your Ship Logic account:
- Enter your username and password.
- Click on Log in to proceed.
(For first-time users only)
Enter your temporary username and password (Received via email).
Set your own password and continue with the log in process.
Note: The password requires 8 or more characters
The Dashboard will open to give you an overview of all your shipments. Use the navigation panel on the left to start exploring the system.
PORTAL QUICK SEARCH
Quick search waybills, invoices, or credit notes
Quickly find any waybill by manually entering a waybill number or scanning a waybill with the handheld scanner to open its details.
Enter the waybill, invoice, or credit note number in the search bar to open that specific item.
To use the scanner, click inside the search bar to activate the scanner, then scan the parcel. You can scan ANY waybill to open its details.
OPS DASHBOARD
Our Ops Dashboard is specifically designed for your day-to-day operations, summarised in one view per Branch, per Ops manager, and per Driver. The Ops Dashboard will give you and your operations managers the ability to monitor the drivers and intervene where needed, adding to the already streamlined user experience.
With access to all drivers per branch and the shipments that are assigned to each of them, the ops managers can easily open any shipment directly from the Ops Dashboard and update any details to the shipments. All changes that are made on the Ops Dashboard are immediately updated on the driver’s side, allowing the driver to navigate and complete the shipment process from there on.
How to manage the Ops Dashboard
Open the Ops Dashboard and start by selecting the branch you wish to manage.
Ops managers are assigned to branches upon user creation and will see their assigned branch by default.
Set the rest of the filters by selecting them in the dropdown menus.
Select a driver form the list on the left-hand side of the dashboard or use the search bar to search for a specific driver in the list.
Click on the driver to view their shipments on the right.
How to access and manage individual shipments via the Ops Dashboard
Click on a shipment in the list to open and manage it via the Ops dashboard. Once opened, the operations manager can update the status, change the drivers, update any address and/or contact details etc, without leaving the Ops dashboard page.
How to manage unassigned collection and deliveries
Shipments that have no driver assigned will be listed on the Ops Dashboard under unassigned. To manage these shipments, click on the unassigned tab in red to open the list on your right-hand side.
Click on a shipment to open and assign a driver. Once a new driver is assigned, click Save in the bottom right corner.
The shipment will now be assigned and moved to the relevant driver’s collection and deliveries.
How to view a driver's performance
Select a driver from the panel on the left and click to view their relevant collections and deliveries.
Find the View driver performance button in the top right-hand corner and click to open.
View a summary of the driver’s performance and filter between dates to view the driver’s historic trip sheet.
Use the graph and get more info on the driver’s total stops for the day or scroll down and see the driver’s snail trail to see where they went.
SHIPMENTS
The software allows you to capture and upload images related to a shipment to better manage credibility and improve follow-up and resolution times for any issues that might come your way. To make processes even more efficient, operations managers can create their own custom filter sets based on drivers, shipment statuses, and much more to streamline their future workflow.
How to navigate the shipments page
Search for the shipment in the table OR search for the waybill number in the provided search bar. Open the relevant shipment to view and manage that shipment’s details.
How to create and manage your own custom filter sets
Add custom filters to your shipment page and work with information that is only relevant to you.
E.g. Use custom filters to:
- Find and manage problematic shipments
- View shipments for a specific set of drivers
- Only view damaged shipments
Set your desired filters on the main shipment page and save them to your custom filter set. (See below)
Go to Saved filters in the top right corner and select the dropdown. Then, click on Save current filters to save your new filter set.
To delete a custom filter, open your saved filters and click on the bin icon.
How to create a shipment (Waybill)
Open the Shipments page and click on the Create shipment button in the top right-hand corner of the screen.
Start searching for the relevant account by typing the account name and clicking to select.
Complete the collection and delivery details, enter the contact details for both the sender and receiver, and add some special instructions to give more details to the driver.
Scroll down and enter the parcel dimensions and weight, add a description and an optional alternative tracking reference.
To finalise, click on the Complete shipment button in the bottom right-hand corner of the screen.
Then, 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.
Lastly, click on Save changes to complete and create the shipment.
Where to download a shipment's waybill
Select the relevant waybill and open to view the shipment details.
- Open the gear icon
in the top right corner of the screen. - Click on Download label.
- A PDF file will download to your computer.
- Open the file to view the waybill information.
Please allow the pop-up on your browser. The PDF will open in a pop-up and then be able to download or print.
How to reschedule a collection
Select the relevant waybill and open it to view the shipment details.
- Open the pencil icon next to the Earliest collection date.
- Change the collection date and time.
- Click Save.
How to upload POD files to a shipment
Select the relevant waybill and open it to view the shipment details.
- Open the gear icon in the top right corner of the screen.
- Click on Manage POD files.
- Drag and drop any PDF or Image file(s) or click to open your documents.
- Wait for the file to load and then click on Save to complete the upload.
POD files will be available in the shipment’s tracking events to view and access when needed.
Where to view a shipment's tracking events
Select the relevant waybill and open to view the shipment details.
- Open the gear icon in the top right corner of the screen.
- Click on View tracking events.
Switch between shipment and parcel tracking by clicking on the different tabs.
POD images will be visible in the tracking events per parcel.
Where to view a shipment's communication log
Select the relevant waybill and open to view the shipment details.
- Open the gear icon in the top right corner of the screen.
- Click on View communication log.
Where to view a shipment's audit trail
Select the relevant waybill and open to view the shipment details.
- Open the gear icon in the top right corner of the screen.
- Click on View audit trail.
How to duplicate a shipment
Select the relevant waybill and open to view the shipment details.
- Open the gear icon in the top right corner of the screen.
- Click on Duplicate shipment.
- 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.
- Open the gear icon in the top right corner of the screen.
- Click on Return this shipment.
- 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.
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.
- Open the gear icon in the top right corner of the screen.
- Click on Cancel shipment.
- Read the pop-up carefully and either cancel or keep the shipment.
Please note:
- Cancelling a shipment before collection will not incur any costs.
- Charges will still apply if a shipment is cancelled after collection
How to change a shipment's status
Select the relevant waybill and open to view the shipment details.
Change the shipment status by selecting an option from the Status dropdown menu. The status will automatically update across all platforms after you save.
How to change shipment statuses or drivers in bulk
Use the bulk editor feature if you have more than one shipment that needs to be updated.
Go to your shipments page and select the relevant shipments by clicking on the tick boxes next to the shipments.
Then go to the Bulk edit icon on the right-hand side of the page and apply the necessary changes to the status or driver. All changes made will apply to all selected shipments.
Click Save when done.
How to send communication in bulk
Using the Bulk actions dropdown, the selected shipments’ senders, receivers, and account holders can be contacted.
Go to the Bulk edit icon on the right-hand side of the page and select an email option from the dropdown. A new modal will appear where you can compile a message.
Type out your text or paste some HTML along with adding a subject line and then click on Send email when done.
Selected contacts will now receive an email containing your custom message.
How to change the driver assigned to a collection/delivery
Select the relevant waybill and open to view the shipment details.
Go to the collection/delivery section and change the driver by selecting one from the dropdown menu.
The new driver will receive a push notification on their device and the shipment will appear in their App’s trip sheet.
How to change the collection/delivery address on a shipment
Select the relevant waybill and open it to view the shipment details.
Edit the collection/delivery address by clicking on the edit icon 
. Enter the new address and click on Save in the bottom right corner.
How to change a parcel's details
Select and open the relevant waybill to view the shipment details, then scroll to the Parcel Details section and click on the icon to edit the parcel details.
Make the necessary changes and click on Save in the bottom right corner to finalise the changes.
Make the necessary changes and click on Save in the bottom right corner to finalise the changes.
Changes made to dimensions and weight will affect the rate of the entire shipment. Confirm the new rate to complete the change.
How to add more parcels to a shipment
Select the relevant waybill and open it to view the shipment details.
Scroll to the Parcel details section, click on the icon and then click on Add another parcel
Save when done.
How to remove parcels from a shipment
Select the relevant waybill and open it to view the shipment details.
Scroll to the Parcels section, click on the icon to edit. Then click on the icon remove to delete the parcel from the shipment.
How to change a shipment's service level
Select the relevant waybill and open to view the shipment details.
Scroll to the Service type section and click on the icon .
- View all relevant service levels for the shipment.
- Select and/or change the required service level.
- Save changes at the bottom.
Note: Service levels can also be changed after editing parcel details.
How to add credit/debit to a shipment
Select the relevant waybill and open it to view the shipment details.
Scroll to the Billing section and click on Add transaction in the right-hand corner.
Choose the required transaction from the dropdown menu and directly add it to the shipment.
This transaction will now be listed in the Billing transactions list for the relevant account.
How to add and send notes on a shipment
Select a shipment and scroll down to the notes section at the bottom.
Click within the text box to start typing a custom note and then select a sending option below if you would like to email the note as well.
Click Add note to complete and this action. Your note will be saved to the shipment and emailed to the relevant contacts.
Don’t forget to save when you are done.
Shipment notes are only visible to other admin users and not to the drivers assigned to the shipment.
HUB SCANNER
Improve parcel management at your hub by using our integrated hub scanner technology. Simplify your process by scanning bulk parcels as “at hub” or “out for delivery” when using the built-in hub scanner, eliminating the need for additional software to integrate with your system. Using the built-in hub scanner, you can easily see which parcels are expected to be scanned as “at hub” or “out for delivery” per driver, significantly reducing the risk of lost parcels in your warehouse and effectively maximising your overall parcel management.
How to use the Hub scanner
Go to Hub scanner in the left-hand navigation menu and select a hub from the drop-down. If the logged-in user is limited to the branch, then there will be no branch option as the hub scanner will automatically be linked to the chosen branch.
More drop-down menus will appear as you complete the information.
If plugged in, the scanner will become active and ready for use.
Scan the shipment and wait a split second for the GREEN or RED screen to appear to confirm if the scan had been successful.
The scanner is immediately ready to continue scanning
The scanner is immediately ready to continue scanning after the first scan. Each shipment is updated accordingly per scan and customers are notified where requested.
How to add tags to shipments with the hub scanner
Tag shipments in bulk using the hub scanner.
Go to hub scanner and select the toggle to add the tag function to the current scan session. Choose an option from the tag action menu and then add some tags to complete the action.
What to do if the hand-held hub scanner doesn't work
If the hand-held scanner doesn’t work, you can manually enter the parcel reference into the provided space at the top of the page.
Press enter to submit the parcel reference.
What to do if a parcel is highlighted in red
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.
TOOLS
Additional tools are available on Ship Logic to help simplify those bulk actions that are sometimes needed.
Access these features by going to Tools in the left-hand navigation menu.
POD Uploader
How to use the POD uploader
The POD uploader uses OCR technology to upload any image or PDF as proof of delivery. The scanned POD will be linked to a waybill once scanned successfully and the shipment will be updated to a delivered status with the POD image stored in the shipment tracking events.
This feature allows for bulk uploads with a simple drag and drop or file select option.
Open the POD uploader and click anywhere on the page to open the file selector OR drop and drag your desired files onto the page.
The upload will start immediately. Monitor the status of each waybill while it processes.
Once uploaded, view the status of each waybill to see if it was linked successfully.
Successful uploads: PODs were successfully scanned and linked to the relevant waybill. View the uploaded POD directly from a shipment’s tracking events.
Unsuccessful uploads: These are PODs that could not be scanned successfully. They have to be manually added after the initial scan. Click on the waybill to manually scan and upload.
This step is only applicable to unsuccessful uploads.
Manually scan or enter the correct waybill number to link the POD to the relevant shipment.
Click on the failed upload to open the manual entry page.
Scan or manually enter the correct waybill number into the required field and click on Save at the bottom.
Click on End session when all waybills have been linked successfully.
How to remove uploads after scanning
Uploads can be removed after scanning. Follow Step 1 and 2 above.
Use the slider or filters to easily find all unmatched PODs.
Click on the remove icon 
on the selected waybill to remove it from the upload session.
ACCOUNTS
Accounts are the direct link between your business and the customer, where clients can set up with either prepaid or postpaid accounts in order to ship their products via your courier service. Use the customer accounts page to manage your clients, get statements, upload payments and much more, all in one place.
ACCOUNT DETAILS
How to search for an account
Open Accounts in the left-hand navigation menu and 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, view and manage its account and billing details.
How to change an account's details
Open accounts and search for the account you wish to edit.
In the Account details section, click on the pencil icon to edit the account details.
Change the account details as needed and click on Save at the bottom of the page.
How to add more staff or users to an account
Open accounts and search for the account you wish to edit.
Click to open the account, scroll to the Account users section and click on Create new user.
Select a user role and enter the user’s details.
There are two roles for account users called Account User and Account Super User. The Superuser roles are used for main account holders to access their account settings and billing info. For ordinary staff, use the Account User role as this role is very limited and restricts access to the account settings and billing info.
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.
How to upload and view notes on an account
Open accounts and search for the account you wish to edit.
Click on the Notes tab at the top of the page.
Enter a new note in the provided space OR click on Upload file to add external files with notes.
Click Save to upload the file and click Add note to save your notes.
Notes cannot be deleted by other users but can be viewed by all. ONLY the original note creator can remove their own note.
How to impersonate an account
Impersonation: To access a client’s account without using their login details.
Go to accounts in the left-hand navigation menu and search for the account you wish to edit.
On the Account details page, scroll to the Account users section and 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.
Exit the impersonation when done to return to the main account page.
ACCOUNT BILLING
How to change the billing address and contact of an account
Open accounts and search for the account you wish to edit. Go to the Billing address and Billing contact section on the right.
Click on the pencil icon next to the relevant section to edit the details.
Please note: Invoices will be sent via email to the billing contact entered for the account.
Save at the bottom of the page when done.
How to view an account's billing information
Open accounts and search for the account you wish to edit.
Click on the account to open and then click on the Billing tab at the top of the page.
Here you’ll be able to see all Billing details, Billing transactions, Invoices and Credit notes related to the account.
How to change/update an account's billing details
In the Billing details section, click on the pencil icon to change the account’s billing details
e.g. Account type, when invoices are due, setting a credit limit, invoice frequency, etc.
Change the account from Prepaid to Postpaid.
Click Save at the bottom to save the changes you have made.
Where to find an account's invoices and credit notes
Choose an account, scroll down and click on the Invoices or Credit notes tab.
Use the search function to find invoices or credit notes and filter by date to narrow your search.
How to get a statement for an account
Open accounts and search for the account you wish to edit.
Click to open and then 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.
Please allow the pop-up on your browser.
The PDF will open in a pop-up and then be able to download or print.
How to add a transaction to an account
Open accounts and search for the account you wish to edit.
Click on Add transaction in the top right corner of the page.
Select a transaction type, add a description and a waybill number, if applicable, and add the amount.
Click on Add transaction to apply the transaction to the account.
The transaction will be captured in the account’s billing transactions for reference afterwards.
Billing transaction types
The initial charge on a shipment during the parcel sending process based on the dimensions, weight, and service level.
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.
This is the new charge that is applied to the shipment after going through the SWAD machine.
A payment that was made by the client to the courier company.
A payment reversal is applied when a mistake was made with the original payment.
A refund transaction is added when paying out credits to a customer.
A refund reversal is applied to reverse a refund transaction if a mistake was made.
When a client’s account balance is increased for any reason.
When a client’s account balance is reduced due to possible mistakes when credit was applied.
When credit is applied to a client’s account for promotional reasons.
A promotional debit is applied when a mistake was made with the provided promotional credit.
This transaction type is used to correct mistakes to balances if none of the other transaction types suffices.
This transaction type is used to correct mistakes to balances if none of the other transaction types suffices.
When outstanding debt cannot be recovered and needs to be written off.
This transaction is applied when a mistake has been made with the original debt write-off.