Commercial and in Confidence
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Contents

1 Document Controls
2 Table of Figures
3 Introduction
4 View Shipment Data
4.1 Shipment Information
4.2 Package Information
4.2.1 Packaging Information for Multi-piece Shipment
4.3 Hazardous Information
4.4 Pricing Information
4.4.1 Edit Customer Price
4.4.2 Add Service Enhancement Cost to Customer Price
4.4.3 Edit Agent Cost
4.4.4 Add Service Enhancement Cost to Agent Cost
4.5 Notes
4.6 Audit Logs
4.7 Enhancements
4.8 Shipper Information
4.9 Download Label
4.10 Download Manifest
4.11 Download Customs Documents
4.12 View Tracking Data
5 Appendix 1 – Glossary

Table of Figures

Figure 1: View Shipment screen
Figure 2: Shipment Information – Receiver address information
Figure 3: Shipment Information
Figure 4: Shipment Information - table of fields
Figure 5: Package Information
Figure 6: Package Information - table of fields
Figure 7: Package Information for multi-piece shipment
Figure 8: Hazardous Information
Figure 9: Pricing Information
Figure 9: Pricing Information - table of fields
Figure 10: Edit customer pricing
Figure 11: Customer pricing updated
Figure 12: Add Enhancement Window
Figure 13: Add service enhancement to customer price
Figure 14: Service enhancement added to customer pricing
Figure 15: Customer price updated with service enhancement cost
Figure 16: Edit agent cost
Figure 17: Agent surcharge re-calculated
Figure 18: Agent cost updated
Figure 19: Add Enhancement Window
Figure 20: Add service enhancement to agent cost
Figure 21: Service enhancement added to agent cost
Figure 22: Agent cost updated with service enhancement cost
Figure 23: Notes section
Figure 24: Add note
Figure 25: Note added confirmation message
Figure 26: Audit Logs
Figure 27: Service enhancements
Figure 28: Shippers Info window
Figure 29: Label window
Figure 30: Manifest window
Figure 31: Customs Docs window
Figure 32: Tracking button
Figure 33: Tracking screen

Introduction

The View Shipment screen contains an overview of all data for a shipment, including the tracking number, shipper reference, current status, receiver address and contact details, shipper address and contact details, packaging information, pricing information. The screen also allows users to download the shipment label, manifest file and customs documentation, view tracking information and edit pricing information for the shipment. This manual instructs System Administrator role users how to use the View Shipment screen.

View Shipment Data

System Administrator users can navigate to the View Shipment screen via the Shipment Search screen. When you click on a shipment in Shipment Search, the View Shipment screen will open for that shipment.

Figure 1: View Shipment screen

The View Shipment header will contain the shipment tracking number. The screen will contain the following:

• Shipment Information section - this is always expanded
• Package Information - this section is collapsed by default and can be expanded
• Hazardous information – only displayed if the shipment contains hazardous items. This section is collapsed by default and can be expanded
• Pricing Information – this section is collapsed by default and can be expanded
• Notes – this section is collapsed by default and can be expanded
• Audit Logs – this section is collapsed by default and can be expanded
• Enhancements - this section is collapsed by default and can be expanded
• Shippers Info button
• Label button
• Manifest button
• Customs Docs button
• Tracking button

Shipment Information

The Shipment Information section contains on overview of the shipment data.
The left-hand side of the screen contains the receiver's address and contact details. If any optional receiver address fields are not populated for the shipment (e.g. address line 2, receiver email address) then this information will not be displayed in the View Shipment screen.

Figure 2: Shipment Information – Receiver address information

The right-hand side of the screen contains general information about the shipment.

Figure 3: Shipment Information

The table below describes the fields in this section of the screen.

Figure 4: Shipment Information - table of fields

Package Information

The Package Information section will contain details of the packages and items in the shipment.
The Package Information header will contain the following information:

• Shipment type indicator - DOX for document shipments, NDX for non-document shipments or HV for High Value shipments
• Incoterms – displayed for international shipments only. The incoterms used for the shipment from the following: DDU, DDP, DAP, DAT.
• Items - the total number of items in the shipment, if item information has been provided. For multi-package shipments this will be number of items across all packages
• Packages- the total number of packages in the shipment
• Value - the total value of the shipment. This will be 0 for DOX shipments.
• Weight - the total weight of the shipment

When the Packaging Information section is expanded, the screen will display a package section for each package in the shipment. Each package section will contain a list of the items in that package, if item information has been provided.

Figure 5: Package Information

The table below describes the fields in this section of the screen.

Figure 6: Package Information - table of fields

Packaging Information for Multi-piece Shipment

When the Packaging Information section is expanded for a multi-piece shipment, it will contain a packaging section for each package in the shipment. Each package section will then contain a list of the items that are allocated to that package.
For shipments created via API, the items will be allocated to packages in the Create Shipment request. For shipments created via Bulk Mailing and Booking Wizard, items are automatically allocated to packages when the shipment is created, ensuring that each package contains at least one item.
The Package Information header will contain total values for the shipment, across all packages. E.g. In figure 4, the header shows 3 items and 2 packages in the shipment, the value of these 3 items and the total weight of these 2 packages.

Figure 7: Package Information for multi-piece shipment

Hazardous Information

The Hazardous Information section will only be displayed if the shipment contains a hazardous item, i.e. if hazardous information was sent in the API request for shipments created via API, or if the shipment contains an item SKU that has been set as hazardous in the Goods Description maintenance screen for shipments crated via Bulk Mailing or Booking Wizard. If the shipment does not contain a hazardous item then this section will not be displayed.
When the Hazardous Item information section is displayed it will contain the following fields, which will be populated with the hazardous information set in either the API request or Goods Description maintenance screen:

• Proper Shipping Name
• UN Identification Number
• Hazardous Class - class number and description
• Hazchem Number
• Emergency Access Code
• ID8000 Category – applicable for class 9 hazardous shipments only
• Specialist advice phone number

Figure 8: Hazardous Information

Pricing Information

The Pricing Information section will only display data if you have setup customer pricing in the Customer Rate Cards maintenance screen and agent pricing in the Agent Rate Cards maintenance screen. If customer and agent pricing is not being used then this section will not contain any pricing information.
The Pricing Information header will contain the following fields:

• Charge - the price charged to the customer for the shipment, including currency
• Cost – the shipment cost paid to the agent, including currency
• Gross profit – the profit received for the shipment, calculated from the charge and cost

When the Pricing Information section is expanded, the screen will update to show a breakdown of the customer price and the agent cost.

Figure 9: Pricing Information

The table below describes the fields in this section of the screen.

Figure 10: Pricing Information - table of fields

Edit Customer Price

The View Shipment screen allows you to manually edit the price the customer is charged for the shipment.
NOTE: If you are not using the customer pricing functionality then do not edit the shipment price, as this will apply pricing to that shipment only.
To edit the price:

1. Select the 'Edit Price' button at the top-left of the customer pricing fields.
2. The customer pricing breakdown fields will then become editable.

Figure 11: Edit customer pricing

1. Edit the required charges and click 'Update'.
2. The pricing breakdown values will be updated and a confirmation message will be displayed on screen. The Pricing Status will be updated to Manually Priced and the Total, Charge and Gross Profit fields will be re-calculated using the new pricing values.

Figure 12: Customer pricing updated

Add Service Enhancement Cost to Customer Price

The View Shipment screen allows you to add service enhancements to the customer price of an existing shipment. This allows extra charges to be added to the shipment, and these enhancements can be added at any time; including after shipment closeout and after the shipment has been invoiced (additional charges added after the shipment has been invoiced will be included on the next invoice).
NOTE: Service enhancements added in this way are used for pricing purposes only; they will not be sent to the carrier in pre-advice data or listed in the Enhancements section of the screen.
To add service enhancements to the customer price of an existing shipment:

1. Select 'Edit Price' and then the 'Add Enhancement' button.
2. The Add Enhancement window will be displayed:

Figure 13: Add Enhancement Window

1. The Enhancement field will contain a list of the service enhancements available for the shipment service. Select the service enhancement you want to add to the shipment.
2. In the Cost field enter the cost the customer will be charged for the service enhancement.

Figure 14: Add service enhancement to customer price

1. Click 'Add'.
2. The Add Enhancement window will close and the service enhancement will be added to the shipment.

NOTE: To edit the cost of the service enhancement, select the edit icon next to the enhancement and the field will become editable. To remove the service enhancement cost from the customer price, click the delete icon next to the service enhancement.

Figure 15: Service enhancement added to customer pricing

1. To update the customer price of the shipment with the service enhancement cost, click the 'Update' button.
2. The total customer charge of the shipment will be updated, the Gross Profit will be recalculated and a confirmation message will be displayed.

Figure 16: Customer price updated with service enhancement cost

Edit Agent Cost

The View Shipment screen allows you to manually edit the cost paid to the agent for the shipment.
NOTE: If you are not using the agent pricing functionality then do not edit the shipment cost, as this will apply costing to that shipment only.
To edit the cost:

1. Select the 'Edit Cost' button at the top-left of the customer pricing fields.
2. The agent cost breakdown fields will then become editable.

Figure 17: Edit agent cost

1. Edit the required charges.
2. To see how he updated charges affect any agent surcharges applied to the shipment, select the 'Recalculate' button. This will calculate the surcharge as a percentage of the updated agent cost, update the surcharge amount and the total agent cost.

NOTE: Agent surcharges will be automatically recalculated when the agent cost is updated. The recalculate functionality allows you to see what the new surcharge amount will be before the cost is updated.

Figure 18: Agent surcharge re-calculated

1. To remove an agent surcharge from the shipment, select the delete icon next to the surcharge.
2. Once all required charges have been updated, click the 'Update' button.
3. The cost breakdown values will be updated and a confirmation message will be displayed on screen. The Pricing Status will be updated to Manually Priced and the Total, Charge and Gross Profit fields will be re-calculated using the new pricing values.

Figure 19: Agent cost updated

Add Service Enhancement Cost to Agent Cost

The View Shipment screen allows you to add service enhancements to the agent cost of an existing shipment. This allows extra charges to be added to the shipment, and these enhancements can be added at any time.
NOTE: Service enhancements added in this way are used for pricing purposes only; they will not be sent to the carrier in pre-advice data or listed in the Enhancements section of the screen.
To add service enhancements to the agent cost of an existing shipment:

1. Select 'Edit Cost' and then the 'Add Enhancement' button.
2. The Add Enhancement window will be displayed:

Figure 20: Add Enhancement Window

1. The Enhancement field will contain a list of the service enhancements available for the shipment service. Select the service enhancement you want to add to the shipment.
2. In the Cost field enter the cost charged to you by the agent for the service enhancement.

Figure 21: Add service enhancement to agent cost

1. Click 'Add'.
2. The Add Enhancement window will close and the service enhancement will be added to the shipment.

NOTE: To edit the cost of the service enhancement, select the edit icon next to the enhancement and the field will become editable. To remove the service enhancement cost from the agent cost, click the delete icon next to the service enhancement.



Figure 22: Service enhancement added to agent cost

1. To update the agent cost of the shipment with the service enhancement cost, click the 'Update' button.
2. The total agent cost of the shipment will be updated, the Gross Profit will be recalculated and a confirmation message will be displayed.

Figure 23: Agent cost updated with service enhancement cost

Notes

The Notes section allows you to view any notes that have been added for the shipment and to add, edit and delete notes.
When the Notes section is expanded, the screen will display a list of all notes that have been added for the shipment and an 'Add Note' button.

Figure 24: Notes section
To add a new note for the shipment:

1. Click the 'Add Note' button.
2. A text box will be displayed.
3. Enter the text of your note and click 'Save'.

Figure 25: Add note

1. The note will then be added to the notes list and a confirmation message will be displayed on screen.

Figure 26: Note added confirmation message

Once a note has been added it can be edited or deleted by selecting the Edit button and delete icon shown in figure 12.

Audit Logs

The Audit Logs section allows you to see an audit trail of the events that have taken place for a shipment, e.g. label created, manifest created etc.
When the Audit Logs section is expanded, the screen will update to show a list of the events that have taken place for the shipment. The following information will be displayed for each event:

• Description of the event that took place
• Date and time the event took place
• State the shipment was in following the event e.g. unprocessed, closed out etc.

The information displayed in the audit log is read-only.

Figure 27: Audit Logs

Enhancements

The Enhancements section allows you to see a read-only list of the service enhancements used for the shipment (if applicable).
When the Pricing section is expanded, the screen will update to show a list of the service enhancements that were used for the shipment.
NOTE: This will only contain service enhancements that were included when the shipment was created; it will not contain any service enhancements added in the Pricing section of the screen for pricing purposes only.
The following information will be displayed for each service enhancement:

• Service enhancement code (as set in the Service Enhancements maintenance screen)
• Service enhancement description (as set in the Service Enhancements maintenance screen)
• Service enhancement group the service enhancement belongs to (if applicable).

Figure 28: Service enhancements

Shipper Information

To view details of the shipper and when the shipment was created, select the 'Shippers Info' button on the right-hand side of the screen.
A window will be displayed containing details about the shipper. This window will contain the following information:

• Shipper – the shipper's name and address. This will display the shipper company name if this has been provided for the shipment, else the shipper contact name will be displayed. If neither the shipper company name or contact name have been provided for the shipment, then name of the customer account the shipment was created for will be displayed instead.
• Shipper Contact Details - shipper contact name, email address and telephone number provided for the shipment. If shipper email address has not been provided for the shipment then this will be left blank.
• Booked By - shows the method used to create the shipment; API, Bulk Mailing or Booking Wizard. If the shipment was created via Bulk Mailing or Booking Wizard, the name of the user that created the shipment will also be displayed.
• Booked Date - date the shipment was created.
• Booked Time - time the shipment was created.

To close the shipper info window, click the 'OK' button or click anywhere on the View Shipment screen.


Figure 29: Shippers Info window

Download Label

For shipments that are in Processed state or have been closed out, you can download the label from the View Shipment screen. For shipments that are in Unprocessed state, on hold or cancelled, it will not be possible to download the label.
To download the shipment label:

1. Select the 'Label' button on the right-hand menu. If the label cannot be downloaded for the shipment then the button will be disabled.
2. A window will be displayed containing the following:
   • A preview of the label image
   • Tracking number - shipment tracking number and barcode number
3. Click the 'Download' button.
4. A PDF will be downloaded containing the label.
5. To close the Label window, click the 'OK' button or click anywhere on the View Shipment screen.

Figure 30: Label window

Download Manifest

Once a shipment has been closed out, you can download a copy of the manifest file the shipment was included in from the View Shipment screen. If the shipment has not yet been closed out, it will not be possible to download the manifest, and the button will be disabled.
To download a copy of the manifest:

1. Select the 'Manifest' button on the right-hand menu.
2. A window will be displayed containing the following information:
   • Manifest Number - number of the manifest file
   • Created - date and time the manifest was created (date and time the shipment was closed out)
   • Created by - the name of the user that closed out the shipment and created the manifest file. For Royal Mail shipments closed out via the clean sweep process, 'Clean Sweep' will be displayed.
   • Num packages - number of packages in the manifest
   • Services - the services included in the manifest. If the manifest only contains one service then the service name will be displayed, if the manifest includes multiple services then 'Mixed' will be displayed.
   • Total Weight - total weight of all shipments in the manifest in KG
3. Click the 'Download' button.
4. A PDF will then be downloaded containing the manifest file.
5. To close the Manifest window, click the 'OK' button or click anywhere on the View Shipment screen.

Figure 31: Manifest window

Download Customs Documents

For shipments that are in Processed state or have been closed out, you can generate either a CN23, Proforma Invoice or Commercial Invoice customs document from the View Shipment screen. For shipments that are in Unprocessed state, on hold or cancelled, it will not be possible to generate customs documents.
To generate a customs document:

1. Select the 'Customs Docs' button on the right-hand menu. If customs documentation cannot be downloaded for the shipment then the button will be disabled.
2. A window will be displayed containing the following fields:
   • Document - drop-down list containing the following values: CN23, Proforma Invoice, Commercial Invoice. This is a mandatory field.
   • Reason for export - free text field for entering the reason the shipment is being exported e.g. Sale of goods. If the document type is Proforma Invoice or Commercial Invoice then this is a mandatory field. Reason for export is not required for the CN23.
3. Select your required document type and enter a reason for export if required.
4. Click the 'Download' button.
5. A PDF will then be downloaded containing the selected customs document.
6. To close the Customs Docs window, click the 'OK' button or click anywhere on the View Shipment screen.

Figure 32: Customs Docs window

View Tracking Data

Once a shipment has been closed out, you can access the Tracking screen from the View Shipment screen to view shipment tracking data.
To view tracking data, select the 'Tracking' button on the right-hand menu.

Figure 33: Tracking button

The Tracking page will open in a new tab. The 'Tracking Number' field will be automatically populated with the shipment tracking number, and the 'History' section will contain a list of the tracking data received for the shipment.

Figure 34: Tracking screen 

Appendix 1 – Glossary