SHIP LOGIC SALES & ACCOUNTS
USER MANUAL

Table of Contents

LOGGING IN TO ADMIN

Log in to your Ship Logic account:

  1. Enter your username and password.
  2. 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 unassignedTo 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

With shipments at the heart of your courier business, we’ve ensured that you have a hassle-free experience when using our software. Manage problematic shipments effortlessly by changing or updating addresses and contact details to minimise any failed collection and delivery attempts, saving your company valuable time and money.

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. 

  1. Open the gear icon in the top right corner of the screen. 
  2. Click on Download label
  3. A PDF file will download to your computer.
  4. 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.

  1. Open the pencil icon next to the Earliest collection date.
  2. Change the collection date and time.
  3. Click Save.

How to upload POD files to a shipment

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

  1. Open the gear icon in the top right corner of the screen. 
  2. Click on Upload POD files
  3. Drag and drop any PDF or Image file(s) or click to open your documents.
  4. 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.

  1. Open the gear icon  in the top right corner of the screen.
  2. 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. 

  1. Open the gear icon in the top right corner of the screen.
  2. Click on View communication log.

Where to view a shipment's audit trail

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 View audit trail.

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.
  4. 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.

  1. Open the gear icon in the top right corner of the screen.
  2. Click on Cancel shipment
  3. 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 .

  1. View all relevant service levels for the shipment.
  2. Select and/or change the required service level.
  3. 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.

COLLECTION REQUESTS

Collection requests are for those shipments that have no delivery address and only need to be collected. Customers can request a collection only and have multiple parcels and/or shipments for the driver to collect. Ship Logic allows the customers to request bulk collections and even schedule them to repeat every week. 

How to request a collection 

Navigate to Collection requests in the menu on the left. Request a collection by clicking on the blue request button on the right. 

Start by selecting the relevant account and then move on to setting the collection address, contact details, when to collect and how many parcels to collect.

Click Submit request when done.

The request will now move to the main collection request page.

How to request a recurring collection 

Navigate to Collection requests in the menu on the left and go to the Recurring collection request tab.

Request a recurring collection by clicking on the blue request button on the right. 

Start by selecting the relevant account and setting the collection address. Fill in some contact details and schedule the day of the week on which the collection should take place.

Click Submit request when done.

What to do with unassigned collection requests

Click on the Collection unassigned status and then scroll down to the Collection section and click on the dropdown next to the driver

Select a driver to assign to the collection and click Save.

The collection status will update automatically once a driver has been selected. The request will be sent to the driver app and they will be notified to go and collect. 

How to reschedule a collection request

Open the relevant request by clicking on the collection.

Click on the blue pencil icon next to Earliest collection to edit. 

Change the collection details and click Save.

How to cancel a collection request

Open the relevant request and click on the gear icon in the top right corner.

Select Cancel collection request and Read the pop-up carefully to either cancel or keep the collection request.

BILLING

The Billing section is used to import payments that were made by account holders.

When imported correctly, payments are auto-assigned to the relevant accounts.

IMPORTED PAYMENTS

How to import payments

Open Billing and click on the Import payments option found on your right-hand side.

To import payments, ensure that the file is in the correct format. Where applicable, also ensure that the account code is entered correctly.

Download an example template from the pop-up. Use this excel template to add the payment info you wish to import in bulk.

When ready, click on Upload file. The file can be uploaded in either CSV or XLSX format. 

Confirm your import and click on Import payments.

The import page will open where you can see all the payments imported in that session.

What to do with unassigned payments

Go to Billing and click on the relevant imported payment to open and view.

Search for the Unassigned payments and click on the red unassigned label next to a payment to open.

Search for the relevant account that the payment should be assigned to and click on Assign payment to complete the action.

The payment status will now change to Assigned.

INVOICES AND CREDIT NOTES

Where to access all invoices and credit notes

Open Billing and click on the All invoices or All credit notes tab.

Search for a specific invoice or credit note number or sort them by a specific category, such as Account or Date.

Click on the invoice or credit note to open, view and download its details. 

Invoices are downloadable in both PDF or CSV format.

Please note: Invoices will be sent via email to the billing contact entered for that account. Invoice frequency can be set in an account’s billing section.

How to download an invoice or credit note

Open Billing and click on the All invoices or All credit notes tab.

Search for a specific invoice or credit note number and click to open. 

Click on Download PDF or Download CSV  on the right-hand side of the page.

Please allow the pop-up on your browser. The PDF will open in a pop-up and then be able to download or print.

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.

REPORTS

Reports are needed for all different types of departments.

Ship Logic offers a variety of reports to choose from with the click of a button. 

Go to Reports in your left-hand navigation menu and click on the desired report, select a date range to generate and then download.

The user will receive an email with their chosen report attached.

Report types

Invoices less credit notes broken down by VAT type over a period of time together with statement transactions for the same period.

Net sales by account, collection, delivery and on behalf branches over a period of time (based on what has been invoiced*).

Net sales (invoices less credit notes) by account over a period of time (based on what has been invoiced*).

Billing transactions by account over a period of time (not based on invoiced).

Amounts due by account: Current, 30 days, 60 days and 90 days breakdown (based on payment date of invoices* and run as at a specified date).

A list of all accounts with information required to calculate sales agent commission.

Historic driver performance over a period of time.

CSV file used by the Hikvision ecosystem to link tracking events to video footage.