Commercial and in Confidence
The information contained in this document is confidential. No part of this document may be reproduced, disclosed to any third party, or issued in any form or by any means without the express written permission of Intersoft Systems & Programming Ltd.
1 Document Controls
2 Table of Figures
3 Introduction
4 Configuring Hold Reasons
5 Hold Single or Multiple Shipments
5.1 Place Single Shipment on Hold via the View Shipment Screen
6 View on Hold Shipments
7 Release Shipment
8 Hold Shipment by Service
9 Hold All Shipments of a Carrier
10 Appendix 1 – Glossary
Figure 1: Configuring Hold Reason Menu
Figure 2: Add a New Hold Reason Screen
Figure 3: Enter Hold Reason in Add a New Hold Reason Screen
Figure 4: Hold Reason Created Successfully Display Message
Figure 5: Delete Option to Remove the Hold Reason
Figure 6: Confirmation Required Message for Delete Hold Reason
Figure 7: Confirmation of Hold Reason Deletion
Figure 8: Shipment Processing Screen
Figure 9: View Shipments- Shipment Processing Screen
Figure 10: Tick Box & Hold Shipment Button in the Shipment Processing Screen
Figure 11: Confirmation Required Message
Figure 12: Hold Shipment by Viewing the Shipment Detail
Figure 13: Hold Button in the View Shipment Screen
Figure 14: Confirmation Required for Hold
Figure 15: Hold Shipment via View Shipment Detail Screen
Figure 16: On Hold Option in Shipment Processing Screen
Figure 17: List of All Shipments that are on Hold
Figure 18: View Shipments in Shipment Processing Screen
Figure 19: View Held Shipments Option in Shipment Processing Screen
Figure 20: Close Held Shipment Link to Exit Screen
Figure 21: Release Held Shipments
Figure 22: Confirmation Required to Release Shipments
Figure 23: Release Hold Shipment via View Shipment Detail
Figure 24: Reinstate of Hold Shipment
Figure 25: Update of Shipment Date to Shipment Released Date
Figure 26: View Services Option of a Carrier to Hold Shipments
Figure 27: Hold All Shipments in the Carrier's Service
Figure 28: Confirmation Required Message
Figure 29: Successful Hold confirmation Message
Figure 30: Hold All Shipments
Figure 31: Confirmation Required Screen to Select Reason
Figure 32: Confirmation Required Screen with Reason
Figure 33: Successful Message for Shipments on Hold
Hold Shipments is a functionality in the Intelligent Shipper System that enables Customer users to place shipments on hold up until the point of close out or scheduled close out via clean sweep, so that shipments that are not ready to be shipped can be excluded from the close out process. The held Shipments can either be released to be closed out or can be cancelled if the shipment is no longer required.
This feature can be used if you find that you are no longer be able to fulfil the shipment that day and need to exclude from the collection manifest or from the close out process, until you are ready to ship the item. Prior to the introduction of this feature you might have to cancel and re-book the shipment when it cannot be fulfilled on the day.
This manual instructs Customer users on how to put shipments on hold via GUI that have not been closed out.
Before proceeding with hold shipment, a Customer Administrator user for your customer account must ensure that the reasons for placing shipments on hold are configured in the system. It will not be possible to put shipments on hold until these hold reasons have been configured. To set up hold reasons, you must first login to the system via GUI and follow the steps below:
Figure 1: Configuring Hold Reason Menu
Figure 2: Add a New Hold Reason Screen
Figure 3: Enter Hold Reason in Add a New Hold Reason Screen
Figure 4: Hold Reason Created Successfully Display Message
Figure 5: Delete Option to Remove the Hold Reason
Figure 6: Confirmation Required Message for Delete Hold Reason
Figure 7: Confirmation of Hold Reason Deletion
This section explains how to place single or multiple shipments on hold via GUI. You can hold both processed and unprocessed shipments before closing out. Customers must have first setup the hold reasons to put any shipments on hold.
Figure 8: Shipment Processing Screen
Figure 9: View Shipments- Shipment Processing Screen
Figure 10: Tick Box & Hold Shipment Button in the Shipment Processing Screen
Figure 11: Confirmation Required Message
You can also place a single shipment on hold via the View Shipment screen. The View Shipment screen can be accessed via any of the following screens:
Figure 12: Hold Shipment by Viewing the Shipment Detail
Figure 13: Hold Button in the View Shipment Screen
Figure 14: Confirmation Required for Hold
Figure 15: Hold Shipment via View Shipment Detail Screen
"View Shipments" and "On Hold" links in the shipment processing screen helps you to review the shipments that are on hold, especially before closing out. Upon reviewing, you can then decide either to release the shipment or to cancel the shipment.
Figure 16: On Hold Option in Shipment Processing Screen
Figure 17: List of All Shipments that are on Hold
Figure 18: View Shipments in Shipment Processing Screen
Figure 19: View Held Shipments Option in Shipment Processing Screen
Click "Close Held Shipments" if you need to exit the screen. This will return to the previous screen i.e. View Shipments screen
Figure 20: Close Held Shipment Link to Exit Screen
Shipment that are on hold can be released using release shipments. Releasing the shipment will take it off hold so that the shipment can be closed out.
Figure 21: Release Held Shipments
Figure 22: Confirmation Required to Release Shipments
Figure 23: Release Hold Shipment via View Shipment Detail
Figure 24: Reinstate of Hold Shipment
8. The "Shipment Date" of the released shipment will now be updated to the date of release.
Figure 25: Update of Shipment Date to Shipment Released Date
Figure 26: View Services Option of a Carrier to Hold Shipments
Figure 27: Hold All Shipments in the Carrier's Service
Figure 28: Confirmation Required Message
Figure 29: Successful Hold confirmation Message
In addition to other hold options, this option allows to hold all shipments of a carrier.
Figure 30: Hold All Shipments
Figure 31: Confirmation Required Screen to Select Reason
Figure 32: Confirmation Required Screen with Reason
Figure 33: Successful Message for Shipments on Hold
Term | Definition |
Close out | Before shipments are handed over to the carrier they must be closed out in the system. This finalises the shipment so that it can no longer be edited and generates the paperwork required by the carrier (e.g. manifest). For more information on closing out shipments see the Manifest & Closeout manual. |
Customer User | The core users of the system who will be creating, processing and closing out shipments. This user role will be assigned to a customer account. Please check the user roles manual for further reference. |
Clean Sweep | A process that runs at set days and times configured in the maintenance screens to automatically close out any outstanding shipments for a customer that have not yet been closed. This is only available for Royal Mail shipments only and it does not include other carriers. |