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.

Document Controls

Version History

Version	Amendments	Date	Author

Version	Amendments	Date	Author
0.1	First draft	18/10/2018	Laura Lyonette
0.2	Updated with review feedback	23/10/2018	Laura Lyonette
0.3	Added section 4 Create New Customer Account Added section x Request OBA Access code	28/11/2018	Laura Lyonette
0.4	Updated with review feedback	04/12/2018	Laura Lyonette
1.0	Final version	07/12/2018	Laura Lyonette
1.1	Section 5 Royal Mail Account Details updated for changes to OBA Access Code request and approval process. Added section 6 Delete Customer Account.	05/02/2020	Laura Lyonette
2.0	Final version	21/02/2020	Laura Lyonette
3.0	Updated section 4.1.2 to match updated field names displayed in the system.	09/09/2020	Laura Price
4.0	Section 5 - updated number of working days for OBA access code to be provided	18/09/2020	Laura Price

Review

Name	Title	Date Reviewed	Version Reviewed

Name	Title	Date Reviewed	Version Reviewed
Lalitha Musnuri	Senior Test Analyst	23/10/2018	0.1
Beata Brewer	Customer Services Manager	24/10/2018	0.2
James Thomas	Managing Director	24/10/2018	0.2
Lalitha Musnuri	Senior Test Analyst	03/12/2018	0.3
Beata Brewer	Customer Services Manager	06/12/2018	0.4
Weronika Kucharska	Customer Success Executive	21/02/2020	1.1

Referenced Documents

Document Name	Version	Location (e.g. Link to Shared Drive, SharePoint etc.)

Document Name	Version	Location (e.g. Link to Shared Drive, SharePoint etc.)
User Roles Manual	5.0	https://intersoftuk-servicedesk.atlassian.net/wiki/spaces/EST/pages/511803394/User+Roles+Manual+v5.0

Contents
1 Document Controls
2 Table of Figures
3 Introduction
4 Create New Customer Account
4.1.1 Add Contacts to Customer Account
4.1.2 Add API Security Details to Customer Account
4.1.3 Add Services to Customer Account
4.1.4 Add Users to Customer Account
5 Add Royal Mail Account Details to Customer Account
5.1 Validate Service Contracts
5.1.1 Service Contracts Validated Successfully
5.1.2 Service Contracts Not Validated
6 Delete Customer Account
7 Appendix 1 – Glossary

Table of Figures

Figure 1: Add Customer button
Figure 2: Add Customer screen
Figure 3: Table of Fields in Add Customer screen
Figure 4: New customer account added
Figure 5: New customer account displayed in Customers list
Figure 6: Add Contact button
Figure 7: Add Contact
Figure 8: New contact listed in Contacts tab
Figure 9: "Set as Primary Contact" link
Figure 10: Primary contact changed
Figure 11: Delete contact icon
Figure 12: Delete contact confirmation message
Figure 13: Contact deleted
Figure 14: Enter API security details
Figure 15: Add services to customer account
Figure 16: Search for service by service name
Figure 17: View a list of all services
Figure 18: Services tab displays list of services added to customer account
Figure 19: Add Users to customer account
Figure 20: Add User screen
Figure 21: New user listed in Users maintenance screen
Figure 22: Edit User screen
Figure 23: Delete user icon
Figure 24: Select Customer from Customers list
Figure 25: Add customer's Royal Mail account details
Figure 26: Request OBA Access Code
Figure 27: OBA Access Code Pending
Figure 28: Royal Mail Account details saved
Figure 29: OBA Access Code added to Royal Mail Account details
Figure 30: Validate Service Contracts
Figure 31: Service Contracts List Updated
Figure 32: Unable to validate service contracts error message
Figure 33: Customer screen Delete button
Figure 34: Delete customer account confirmation message

Introduction

This manual instructs Admin level users how to create a customer account in Intelligent Shipper, so that new customers can be onboarded onto the system. This manual is intended for Administrator level users only.

Create New Customer Account

To create a new customer account, select Maintenance from the left-hand menu and then Customers. The Customers screen will open, containing a list of the customers that have been setup in the system.
To add a new customer, click the "Add Customer" button.

Figure 1: Add Customer button
The Add Customer screen will open.

Figure 2: Add Customer screen
The table below described the fields in this screen and how to populate them:

Field Name	Description	Optionality (M/C/O)	Validation Rules

Field Name	Description	Optionality (M/C/O)	Validation Rules
Customer code	Define a unique identifying code for the customer. This will be displayed in the system alongside customer name everywhere customer details are displayed.	Mandatory	Maximum 10 alphanumeric characters
Depot	Drop-down list to select the depot the customer will be using. Currently the only option available for selecting is "Intersoft".	Mandatory	Selection from drop-down list.
Customer Name	The customer's name.	Mandatory	Maximum 35 alphanumeric characters.
Country	Select the country the customer is based in from the drop-down list.	Mandatory	Selection from drop-down list.
Address	Enter the customer's main shipping address.	Mandatory	Maximum 35 alphanumeric characters per field.
Town	Enter the town of the customer's main shipping address.	Mandatory	Maximum 20 alphanumeric characters per field.
County	Enter the county of the customer's main shipping address.	Optional	Maximum 50 alphanumeric characters
Postcode	Enter the postcode of the customer's main shipping address.	Mandatory	Maximum 10 alphanumeric characters. Must be a valid UK postcode.
Contact Name	Enter the contact name of the primary contact at the customer organisation. The primary contact details may be used as the shipper details, if shipper information is not provided when a shipment is created.	Mandatory	Maximum 100 alphanumeric characters
Contact Email	Enter the email address of the primary contact at the customer organisation.	Mandatory	Must be in a valid email format e.g. name@customer.co.uk
Contact Phone	Enter the phone number of the primary contact at the customer organisation.	Mandatory	Maximum 20 alphanumeric characters
Customer Rate Card Group	If you add your pricing into Intelligent Shipper, this field will contain a drop-down list of the rates cards setup in the Customer Rate Cards screen. Select the required rate card from the list or leave this field blank if you are not using customer rate cards. The Customer Rate Card is used to calculate the price displayed to customers in the Booking wizard and Quotation screens.	Optional	Selection from drop-down list.
VAT Number	Enter the customer's VAT Number known. If you do not know the VAT number then this can be left blank.	Optional	Maximum 15 alphanumeric characters
VAT Rate	The VAT Rate the customer pays. This will default to the rate that has been set for the selected Customer Rate Card Group and can be changed if needed. If you are not using Customer Rate Cards then the VAT number does not need to be entered.	Optional	Accepts numeric characters only
Remote Client	Select whether the customer is a remote client from a drop-down list containing the following values: Not Remote – shipments will be collected from the customer's main address, entered in the address fields on screen Remote with Daily Collection - shipments will be collected from one or more remote locations separate from the customer's main address.	Optional	Selection from drop-down list.
Transfer Type (Closeout)	Selection from a drop-down list containing the following values: Transfers to Operations - select this option if shipments will be taken to a depot and sorted for shipping before being processed, e.g. if all shipments are collected then sorted into Domestic and International before being processed and collected for transfer. Transfer to Operations will be selected by default, this can be changed if needed. Transfers to Invoice File - select this option if shipments will be processed and collected by the courier for transfer.	Optional	Selection from drop-down list.
Default Label	Tick box to select whether a default label is used. This tick box will only be displayed if the Transfer Type is set as Transfer to Operations.	Optional	N/A
status	Select the customer's account status from the following drop-down list: Active – the customer's account is activated and ready to use. Users of the customer account can login and create shipments. On Stop – the customer's account is on hold. Users of the customer account will not be able to login to the system. The account can be taken off hold by editing the customer account and selecting a different option from the list. Closed – the customer no longer has a valid contract to use Intelligent Shipper. Users of the customer account will not be able to login to the system. The customer account can be re-activated by editing the customer account and selecting "Active" from the list.	Optional	Selection from drop-down list.

Figure 3: Table of Fields in Add Customer screen
Once the screen has been populated with the customer's details, click the "Add Customer" button to create the customer account.
NOTE: If a default clean sweep has been setup in the system, the customer will be added to this automatically. To find out more information about the default clean sweep or to change this, contact Intersoft on Tech.Support@intersoft.co.uk . Clean Sweep will only run on Royal Mail shipments.
The customer account will be created, and the following additional tabs will be displayed:

Contacts - add a primary contact to the customer account
API Security - for API customers, enter the credentials the customer will use to connect to the API
Services - Assign services to the customer account
Users - Add users to the customer account
Royal Mail Account - for customers using Royal Mail services, add their Royal Mail account details. This will validate the customer's account details against Royal Mail's billing system, OBA, and return a list of the Royal Mail services the customer can access.

Figure 4: New customer account added
Select the "Back" link on the customer account to return to the Customers screen. The new customer account will be listed.

Figure 5: New customer account displayed in Customers list
To edit the customer details, select that customer row in the list and the Edit Customer screen will open.

Add Contacts to Customer Account

Once the customer account has been created, you can add more contacts to the customer account.
To add contacts to the customer account, select the Contacts tab. This will display the primary contact details that were entered when the customer account was created. To add more contacts to the customer account, click the "Add Contacts" button.

Figure 6: Add Contact button
The screen will update to show contact information fields.
To add a contact to the customer account contact:

Enter the contact's name. This is a mandatory field.
Enter the contact's phone number – this optional for all non-primary contacts.
Enter the contact's email address – this is optional for all non-primary contacts.
Enter a description for the contact. This is a mandatory field.
Click the "Add Contact" button.

Figure 7: Add Contact
The contact will be saved and listed in the Contacts tab.
To add another contact to the customer account, click "Add Contact" again and enter the contact details.

Figure 8: New contact listed in Contacts tab
The Contacts tab will list all contacts that have been added for the customer account.

Changing the Primary Contact

The primary contact can be changed to any contact that has all fields entered. To change the primary contact to a different contact

Ensure the contact you want to set as the primary contact has all fields entered
Select the "Set as Primary Contact" link for the contact

Figure 9: "Set as Primary Contact" link

That contact will then be set as the primary contact. The "Select Primary Contact" link will be removed from that contact and displayed against all other contacts that have all fields entered, and so could be set as the primary contact.

Figure 10: Primary contact changed

Deleting Contacts

Contacts that are not the primary contact can be deleted from the customer account. To delete a contact from the customer account:

Select the delete icon for that contact.

Figure 11: Delete contact icon

A confirmation message will be displayed prompting you to confirm you want to delete the contact. Select the "Delete" button to continue and delete the contact.

NOTE: Selecting the "Cancel" button will cancel the message without deleting the contact.

Figure 12: Delete contact confirmation message

The contact will then be removed from the contacts list.

Figure 13: Contact deleted
NOTE: It is not possible for the primary contact to be deleted.

Add API Security Details to Customer Account

If the customer will be using the system via API, the credentials they will use to access the API need to be added to the customer account.
To add API details to the customer account, select the API Security tab and enter the following information:

Define a 10-character application ID the customer will use to connect to the API. The customer will need to send this value in the <applicationId> field in the header section of API requests.
Define a 10-character user ID the customer will use to connect to the API. The customer will need to send this value in the <userId> field in the header section of API requests.
Define a 10-character password the customer will use to connect to the API. This must contain alphanumeric characters only, not any special characters. The customer will send this value in the <password> field in the header section of API requests.
Click the Update button. This will save the API details against the customer account, and these details will be used to authenticate the customer account when the customer connects to the API.

Figure 14: Enter API security details

Add Services to Customer Account

In order for the customer to create shipments, the services the customer will be using need to be added to their account.
If the customer will be using Royal Mail services, these can be automatically looked up once the customer's Royal Mail account details are entered – see Add Royal Mail Account Details to Customer Account for more details. If the customer will be using non-Royal Mail services, these need to be manually added to the customer account in the Services tab of the customer screen. NOTE: Services must be added in the Services maintenance screen before they can be assigned to a customer account. To add services to the customer account, select the Services tab and then the "Add Services" button. Figure 15: Add services to customer account The screen will update to display a Services field and "Find Services" button. You can either search for a particular service or view a list of all services available in the system and select which services will be added to the customer account. To search for a particular service:

Customer Account Setup v4.0