SHARPnet - Norbert Dentressangle · New S4 SHARPnet User Guide Page 1 SHARPnet Consignment Entry Consignment Enquiry CSV Upload Order Amendments Labels …

New S4 SHARPnet User Guide Page 1

SHARPnet

Consignment Entry

Consignment Enquiry

CSV Upload

Order Amendments

Labels

Load Sheets

DGNs

Returns Collection Entry

User guide

XPO Logistics - Transport

IT HELPDESK: +44 (0)844 844 0844

S4 SHARPnet User Guide Page 2 of 41

1. CONTENTS 2. INTRODUCTION ......................................................................................................... 3

3. SIGNING ONTO THE SYSTEM .................................................................................. 4

4. CONSIGNMENT SELECTION .................................................................................... 7

5. CONSIGNMENT DETAIL ............................................................................................ 9

6. CONSIGNMENT AUDIT ............................................................................................ 10

7. CONSIGNMENT POD ............................................................................................... 11

8. CONSIGNMENT ENTRY........................................................................................... 12

9. CSV UPLOAD ........................................................................................................... 18

10. CONSIGNMENT EDIT ........................................................................................... 33

11. LABELS, DGNS & LOADING SHEETS .................................................................. 34

12. RETURNS .............................................................................................................. 39


2. INTRODUCTION This user guide is to help you use the XPO Logistics SHARPnet system. Each user is configured to have access to a Customer Profile, or in some cases several profiles. Each customer profile is in turn then associated with a single Customer ID within our new Transport Management System SHARP4. This ensures that users will only be able to access, enter and amend their own customer data. Please note:

It is recommended that Internet Explorer (ver 8 or above) is used as the browser when using this version of the application.


3. SIGNING ONTO THE SYSTEM URL:

https://myportal.xpo.com Click on the “SHARPnet” Services link

https://myportal.xpo.com/


Enter your User name and Password and click on “Enter”:

If you incorrectly enter your password more than three times, it will be disabled for security reasons. Please contact the XPO Logistics IT Service Desk on +44 (0)844 844 0844. They will provide you with a new password. For security reasons your password will be changed periodically. It will be announced automatically on your screen and you will be asked to remember the new password.


If you have access to more than one customer account the following screen will appear. Select the one you wish to work with by clicking on the relevant link

If you only have one account, this screen will not display. You will now be directed to the Consignment Selection screen (see Section 4).


4. CONSIGNMENT SELECTION From the Selection screen you are able to query your consignments and if configured, enter new consignments. Your company name will be displayed Available options will appear in the left hand side of the page as you navigate through the system.

If your require additional functionality but do not have these options available then please contact your XPO Logistics account manager You can enquire on your consignments from the Track & Trace screen. Pick your criteria by selecting from one of the below options available from the drop down list:

By Delivery Date By Customer Order

Date & Dealer By Town

By Consignment By Collection Date Range

By Delivery Date and Town By Creation Date

You may have additional selection options available dependent on your account configuration. Input your selection data under Enter your selection. Remember to make sure that the entry made in the middle field conforms to the format indicated, e.g.:


Consignments found that match the search criteria will then be displayed:

Consignments are displayed in consignment number sequence. You will be able to take various options against each consignment:

Detail (see section 5)…..always available Audit (section 6)….always available POD (section 7)….only displayed/available if POD image exists Edit (section 10)….only available prior to collection

Depending on your configuration, options are also available from the left hand banner:

Selection – to display other consignments Entry (section 8) CSV Upload (section 9) Labels (section 11)

NB – If a consignment has been entered in error and requires cancellation, please contact your customer services team.


5. CONSIGNMENT DETAIL

The full details of the consignment are displayed on this screen. Options are available to:

Selection – Start a new search Results – Return to previous results Audit – Display the Audit page for the consignment Entry – (if configured) – Consignment Entry CSV Upload – (if configured) – Multiple order upload by CSV Labels – Print labels, DGNs and loading sheets

If your require additional functionality but do not have these options available then please contact your XPO Logistics account manager


6. CONSIGNMENT AUDIT

Displays the audit tracking for the consignment selected.


7. CONSIGNMENT POD If your consignment has a POD (Proof of Delivery) image available the POD button will be displayed:

Click the POD button and the image will be displayed – use the available options to size, position and print your document.


8. CONSIGNMENT ENTRY Select Entry

To create your consignment: Enter your customer reference/order number or PO (this is mandatory). Enter any special instructions that will help the driver with the collection or delivery of this consignment, e.g. “Please ask for Fred”, “Knock at the back door” (if required)


For the Collection Address, enter the short code if you know it in the COLLECT from, or click on to display available short codes. To find the actual short code wanted, then use the search fields by entering information regarding the short code required and press the search button. Once the required code is found then select it.

If the collection address does not have a short code, then enter the required postcode in the COLLECT from. The post code will be validated when you complete the entry of the consignment. Carry out the same process to determine the Delivery address. Enter your required Collection date (will default to today’s date) and time (if required). Enter required Date/Time prefix (this will be defaulted). Available choices are:

Specific, Before or After. Enter your Collection Reference (if required). Enter your Delivery Reference (if required).


Enter any Special Requirements that will help with the planning of the collection or delivery of this consignment, e.g. “Goods require a tail lift”, “Access only available to a 7 tonne truck” (if required) The below options are configurable to your account: If your consignment is hazardous, tick the indicator:

you will be directed to the Hazardous screen (see page 16) If a booking reference is required, expand the detail:

and enter your Booking In references accordingly (see page 17). Enter your Delivery Unit requirements

Select your Delivery Unit type from the available drop down, enter qty and Gross Kg and press Accept – this will validate the entries you have made. As each line is entered you will have the opportunity to enter more lines, this can build up a series of requirements that will be displayed below the entry section.

Lines can be deleted or changed if necessary. Confirming the Consignment

Once all entries are made click.

You can abort the consignment by clicking .


You will then have the options to: CONFIRM AND ACCEPT THE ORDER, which will create the consignment and display the consignment number back to you

BACK TO ORDER, which will allow you to make any changes EXIT WITHOUT UPDATE, which will abort the consignment and return to a clear entry screen to start again. NB – If a consignment has been entered in error and requires cancellation, please contact your customer services team.


Hazardous Goods Following the change to the Carriage of Dangerous Goods Regulation 2004 and the abolition of the receptacle size threshold, all Dangerous Goods are regulated from MAY 10th 2004. Therefore if you are not consigning a LQ (Limited Quantity) you must click on “Hazardous” when you are entering a consignment to select this option. The text explains the dangerous goods XPO Logistics is able to carry. Click on ”Hide Text” to hide it from view.

Enter, or select, the UN Number. The selection list will contain all the UN Numbers that XPO Logistics carry. Select the Packing Group (PG). Enter the Quantity and Size/Weight. Select the Unit of Measure (UOM). Select the Packages.

As each UN Number is entered select the button.

Once all UN Numbers are entered select the button, where you will be able to confirm your consignment.


To return to the order screen select the button, this will allow you to make any changes. Booking In If you would like XPO Logistics to book a consignment on your behalf, use the Booking In facility. A message will be displayed warning that you may subject to a premium charge for this service.

Use the 5 entry fields to provide XPO Logistics with as much information as possible to help us make the booking.


9. CSV UPLOAD To upload multiple orders using a CSV file, you will need a version of Java run time environment installed on your workstation. When you select the CSV Upload link for the first time, you will see the below certification window

Select “Always trust content from this publisher” and Run to load the applet When you log on in future you may see the below certification window

Select Continue to load the applet


To download a copy of your CSV template, select Download your CSV template You will only see the Hazardous options on the Information Menu if you have been configured as a Hazardous customer. If you require the ability to upload Hazardous information but do not have this option available then please contact your XPO Logistics account manager Please ensure that the template is saved as a .CSV file before you attempt to upload. Select Save As Save as Type: CSV (Comma delimited)


Follow the CSV instructions that are also available on the CSV Upload page under View CSV field mappings to populate your CSV file template to the required format.

Column Name Maximum Character

Length Action

Mandatory Field

CUSTOMER REF

50 Please input the customer reference in this field Y

COLLECT FROM (POSTCODE/SHORTCODE)

25

Please input either a valid short-code or the postcode of the collection address in this field. The postcode and the company name (using the remaining 18 – 20 characters after the postcode) will be checked to see if XPO Logistics has visited this address before. If not or if the postcode covers several premises, on validation of the batch, the user will be asked to Edit the order and confirm the address via the consignment entry screen. Once the address has been confirmed, we will store the postcode and company name on our database as a short code for future use. NB – For the file to validate in future the user needs to ensure that the postcode and company name on the CSV matches the short code exactly. For Example: CSV Upload with a postcode of “NN6 7SL” and a company name of “XPO”. The user will be asked to confirm the address on SHARPnet as the company name should be “XPO Logistics” If the user selects “XPO Logistics” and confirms the address, then the short code will be created as “NN6 7SL XPO Logistics”. If the CSV upload is not changed in future from “XPO” to “XPO Logistics”, then when uploaded again, the short code will not be recognised. However the user can chose NOT to use the suggested option of “XPO Logistics” in the address dropdown and override the address on SHARPnet so “XPO” shows as the first line of the address. On confirming the address the short code will then be created as “NN6 7SL XPO” and when the CSV upload is used again, the short code will then be recognised.

Y

COLLECT FROM (COMPANY NAME)

50

Please input the company name in this field.

Y

COLLECTION DATE PREFIX

1

Please input a collection date prefix in conjunction with the collection date to determine when XPO Logistics should collect the consignment. A collection can be arranged before, after or on a specific collection date.

B=Before S=Specific

A=After

Y


COLLECTION DATE

10

Please input the collection date in conjunction with the collection date prefix to determine the date we should collect the consignment. The date should be entered in the format dd/mm/yyyy For example: 1

st March 2014 should be entered as

01/03/2014

Y

COLLECTION TIME PREFIX

1

If applicable, input the collection time prefix in conjunction with the collection time to determine the time when we should collect the consignment. A collection can be arranged before, after or at a specific collection time.

B=Before S=Specific

A=After

N

COLLECTION TIME

5

If applicable, input the collection time in conjunction with the collection time prefix to determine at what time we should collect the consignment. The time should be entered in the format hh:mm using the 24 hour clock For example: 1:30pm should be entered as 13:30

N

COLLECTION REFERENCE

50 If applicable, input the collection reference in this field

N

DELIVER TO (POSTCODE/SHORTCODE)

25

Please input either a valid short-code or the postcode of the collection address in this field. The postcode and the company name (using the remaining 18 – 20 characters after the postcode) will be checked to see if XPO Logistics has visited this address before. If not or if the postcode covers several premises, on validation of the batch, the user will be asked to Edit the order and confirm the address via the consignment entry screen. Once the address has been confirmed, we will store the postcode and company name on our database as a short code for future use. NB – For the file to validate in future the user needs to ensure that the postcode and company name on the CSV matches the short code exactly. For Example: CSV Upload with a postcode of “NN6 7SL” and a company name of “XPO”. The user will be asked to confirm the address on SHARPnet as the company name should be “XPO Logistics” If the user selects “XPO Logistics” and confirms the address, then the short code will be created as “NN6 7SL XPO Logistics”. If the CSV upload is not changed in future from “XPO” to “XPO Logistics”, then when uploaded again, the short code will not be recognised. However the user can chose NOT to use the suggested option of “XPO Logistics” in the address dropdown and override the address on SHARPnet so “XPO” shows as the first line of the address. On confirming the address the short code will then be

Y


created as “NN6 7SL XPO” and when the CSV upload is used again, the short code will then be recognised.

DELIVERY TO (COMPANY NAME)

50

Please input the company name in this field.

Y

DELIVERY DATE PREFIX

1

Please input a delivery date prefix in conjunction with the delivery date to determine when XPO Logistics should deliver the consignment. A delivery can be arranged before, after or on a specific delivery date.

B=Before S=Specific

A=After

Y

DELIVERY DATE

10

Please input the delivery date in conjunction with the delivery date prefix to determine the date we should deliver the consignment. The date should be entered in the format dd/mm/yyyy For example: 1

st March 2014 should be entered as

01/03/2014

Y

DELIVERY TIME PREFIX

1

If applicable, input the delivery time prefix in conjunction with the delivery time to determine the time when we should deliver the consignment. A delivery can be arranged before, after or at a specific delivery time

B=Before S=Specific

A=After

N

DELIVERY TIME

5

If applicable, input the delivery time in conjunction with the delivery time prefix to determine at what time we should deliver the consignment. The time should be entered in the format hh:mm using the 24 hour clock For example: 1:30pm should be entered as 13:30

N

DELIVERY REFERENCE

50 If applicable, input the delivery reference in this field

N

SPECIAL INSTRUCTIONS

120

If applicable, input any special instructions that will help the driver with the collection or delivery of this consignment Examples might be: “Please ask for Fred” “Knock at the back door”

N

SPECIAL REQUIREMENTS

120

If applicable, input any special requirements that will help with the planning of the collection or delivery of this consignment Examples might be: “Goods require a tail lift” “Access only available to a 7 tonne truck” “Access only available between 10:00 and 14:00”

N

MARKS & NO 120 If applicable, input any other references for the goods being delivered.

N

DELIVERY UNITS

10 Please input a valid delivery unit code in this field. A list of your delivery unit codes and descriptions are

Y


(CODE) available on the CSV Upload page under View your delivery unit information.

QTY 5 Please input the total quantity of the delivery unit in this field.

Y

WEIGHT (G, KGS)

9.2 Please input the total weight of the delivery unit in this field.

Y

2ND DELIVERY UNIT (CODE)

10

If applicable, input the 2nd

valid delivery unit code in this field. A list of your delivery unit codes and descriptions are available on the CSV Upload page under View your delivery unit information.

N

2ND QTY 5 If applicable, input the total quantity of the delivery unit in this field.

N

2ND WEIGHT (G, KGS)

9.2 If applicable, input the total weight of the delivery unit in this field.

N

3RD DELIVERY UNIT (CODE)

10

If applicable, input the 3rd

valid delivery unit code in this field. A list of your delivery unit codes and descriptions are available on the CSV Upload page under View your delivery unit information.

N

3RD QTY 5 If applicable, input the total quantity of the delivery unit in this field.

N

3RD WEIGHT (G, KGS)


N

4TH DELIVERY UNIT (CODE)

10

If applicable, input the 4th valid delivery unit code in this

field. A list of your delivery unit codes and descriptions are available on the CSV Upload page under View your delivery unit information.

N

4TH QTY 5 If applicable, input the total quantity of the delivery unit in this field.

N

4TH WEIGHT (G, KGS)


N

5TH DELIVERY UNIT (CODE)

10

If applicable, input the 5th valid delivery unit code in this

field. A list of your delivery unit codes and descriptions are available on the CSV Upload page under View your delivery unit information.

N

5TH QTY 5 If applicable, input the total quantity of the delivery unit in this field.

N

5TH WEIGHT (G, KGS)


N

UN NO 4

If applicable, input a valid UN number in this field. If Hazardous

Y

PACKING GROUP (CODE)

1

If applicable, input a valid packing group code (class type) in this field. A list of valid packing group codes and descriptions are available on the CSV Upload page under View package group information.

If Hazardous

Y

RECEPTACLE QTY

5

If applicable, input the number of receptacles in this field. If Hazardous

Y

RECEPTACLE 5 If applicable, input the size/weight of each individual If


SIZE/WEIGHT receptacle in this field. Hazardous Y

RECEPTACLE UOM (CODE)

5

If applicable, input the unit of measure code for each individual receptacle in this field. A list of valid UOM codes and descriptions are available on the CSV Upload page under View unit of measure information.

If Hazardous

Y

RECEPTACLE PACKAGES (CODE)

10

If applicable, input the packages code (type of receptacle) in this field. A list of valid package codes and descriptions are available on the CSV Upload page under View container information.

If Hazardous

Y

2ND UN NO 4 If applicable, input a 2nd

valid UN number in this field. N

2ND PACKING GROUP (CODE)

1


N

2ND RECEPTACLE QTY

5

If applicable, input the number of receptacles in this field.

N

2ND RECEPTACLE SIZE/WEIGHT

5

If applicable, input the size/weight of each individual receptacle in this field. N

2ND RECEPTACLE UOM (CODE)

5


N

2ND RECEPTACLE PACKAGES (CODE)

10


N

3RD UN NO 4 If applicable, input a 3rd


3RD PACKING GROUP (CODE)

1


N

3RD RECEPTACLE QTY

5


N

3RD RECEPTACLE SIZE/WEIGHT

5


3RD RECEPTACLE UOM (CODE)

5


N

3RD RECEPTACLE PACKAGES (CODE)

10


N

4TH UN NO 4 If applicable, input a 4th



4TH PACKING GROUP (CODE)

1


N

4TH RECEPTACLE QTY

5


N

4TH RECEPTACLE SIZE/WEIGHT

5


4TH RECEPTACLE UOM (CODE)

5


N

4TH RECEPTACLE PACKAGES (CODE)

10


N

5TH UN NO 4 If applicable, input a 5th


5TH PACKING GROUP (CODE)

1


N

5TH RECEPTACLE QTY

5


N

5TH RECEPTACLE SIZE/WEIGHT

5


5TH RECEPTACLE UOM (CODE)

5


N

5TH RECEPTACLE PACKAGES (CODE)

10


N

Please be advised that if you are a non-hazardous customer you will be able to download a copy of the non-hazardous template named XPO_CSVUPLOAD_TEMPLATE. If you are a Hazardous customer you will be able to download a copy of the hazardous template named XPO_CSVUPLOADWITHHAZ_TEMPLATE. Mandatory fields on the CSV template are indicated by a * after the column heading. Please ensure you do not change any of the heading names or delete any surplus columns. The maximum file size limit that you can upload is 50000 Bytes of data per file.


To upload a CSV file Select CSV Upload

Select Open import file

Find the file you would like to Upload and Select Open The files will be validated several times to ensure the data within the file is correct. The first stage of validation takes place when you choose a file to upload. An error message will display if one or more of the following is found

Data file is not of type CSV

Data file is of type CSV but the number of columns does not match the PDF template

Number of lines exceeds a maximum allowed for upload (50000 bytes)


If validation fails, a message will appear with details of the error found

You will need to check the file and correct the error before uploading again

Select Upload The second stage of validation takes place when you choose select Upload. An error message will display if one or more of the following is found

Mandatory data missing

Data type is incorrect in a column eg. Alpha in a numeric column

Data format is incorrect eg. Dates, decimal value of weight, value larger then size of field allowed etc

If validation fails, a message will appear with details of the error found

You will need to check the file and correct the error before uploading again


Once all errors have been rectified (or if no validation errors were found), then a preview screen will display a summary of the information within the file

You will then have the options to: Abort Batch – this will allow you to abort the upload and will return you to the CSV Upload screen Validate Batch – this is the third and final stage of validaton where the information on the upload is validated against SHARP4 and if any errors or warnings are found this will flag the line in red with a Data Error Remove Selected Order(s) – this will allow you to remove one or more orders from the batch file Firstly, check that the information displayed looks as expected for the file you are attempting to upload


Select Validate Batch

Any orders where an error or warning message has triggered will show at the top of the screen in RED Select on the Edit Button to enter the order entry screen to view and update the error or accept the warning


Any error or warning messages will be listed at the top of the standard order entry screen.

Follow existing SHARPnet standard order entry processes to EDIT the consignment. See section 8, Consignment Entry for details.


Any hazardous lines with errors will need to be removed before you are able to continue to the next screen. The Validate Batch button can be re-selected at any point and the data will go through a fresh validation. This is useful if several lines of data fail as a new collection/delivery address requires confirmation. The user will only be forced to edit a consignment and confirm the address once to create the postcode short code. Upon re-validation any other orders with the same address will pick up the new postcode short code and will no longer error. Once all orders in error have been amended and all lines show with Data Error, “No”, Select Create Batch to import the orders into SHARP4


Depending on the size of the file being upload, either a message will appear to confirm the creation of the batch and the batch number.

Or a confirmation email may be sent to the email account linked to the user profile, confirming the creation of the batch when all orders have been created in SHARP4. To view orders created by batch number, go to the Selection Screen (Track and Trace) and select By CSV Batch Number and enter the Batch Number in the selection to view all consignments created on that Batch ID

NB – If a consignment has been entered in error and requires cancellation, please contact your customer services team.


10. CONSIGNMENT EDIT A consignment is available for EDIT, up until the point that a vehicle is planned to make the collection.

The EDIT process is the same as the consignment entry process. The same available selections and validations will apply. See section 8, Consignment Entry for details.


11. LABELS, DGNS & LOADING SHEETS The printing of Labels, Dangerous Goods Notes and Loading Sheets is available from the Labels button.

You will need to make sure that your IE page setup is updated (files, page setup for the settings, see below). Page size = A4 in Portrait Margins = all settings to zero (this will return the margin settings back to the original default for your

printer as per example below).

Enable Shrink-to-Fit = is Selected Header and Footer = all settings to Empty


Taking the Labels option will display the “Label Selection” window. The consignments displayed will be those that have been selected from the initial search (see section 4).

Select the consignments that you wish to print labels or paperwork for. Those selected will be highlighted in red text. If a consignment has already been collected then you will not be able to select it. Once you have selected your consignment(s) select the relevant button to Print Labels, Print DGN or Print Loadsheet.


Labels The label option will display an image of the label(s) with the Print options open to allow selection of printer, change of preferences etc. You can make any changes and view the print image before actually printing the labels.


Dangerous Goods Note The DGN is displayed in the same manner, prior to printing.


Load Sheet The Load Sheet is displayed in the same manner, prior to printing.


12. RETURNS Some customers will be configured to enter “returns” consignments. If you have access to this option, then a Returns option will be available in the left hand side of the screen. Taking the Returns option may present the first of the returns screens, depending if you are configured to a single or multiple collection points:

Your Company name and User name will be displayed. Select your Collection Point.


This will then prompt the second screen:

Enter your Customer Order No (mandatory). Select your Return Type. Select your Module Type. Enter a valid Return ID (optional, but will be required if the module is tracked). Collection Date will default to today’s date, override with your requirement. The delivery Date will be displayed back to you Enter Special Instructions (if required)

To create your returns consignment click

To abort, click to return to the calling screen.


After a successful submission, your return consignment is created and you will be presented with the Return Label print image and print control screen.

Documents

SHARPnet - Norbert Dentressangle · New S4 SHARPnet User Guide Page 1 SHARPnet Consignment Entry Consignment Enquiry CSV Upload Order Amendments Labels …