XSYS Customer User Guide - xsys2.xdp.co.ukxsys2.xdp.co.uk/guides/XSYS Customer User Guide.pdf · Consignment entry is the screen used to create a consignment by completing the details

XSYS Customer User Guide

Page 1XSYS Customer User Guide

Logon

Go to http://xsys.xdp.co.uk in your web browser. XSYS is compatible with all major browsers, but requires additional software to view and print PDF documents.

Your username and password are case sensitive, and after three failed attempts you will be blocked from continuing. To allow further attempts, close your browser (fully, not just the tab) and re-open to try again.

http://xsys.xdp.co.uk



Home screen

The first screen you will see after login is the 'home' screen. This is used to display messages from time to time, so check for new items on login.



Consignment entry

Consignment entry is the screen used to create a consignment by completing the details manually. It can be used in conjunction with a 'customer lookup' where an address from your 'address book' is recalled based on a stored code.

1. Account number and account nameThis displays the account that is currently logged in or selected. If you have multiple accounts they can be consolidated into a single login if you require, and can be selected from the drop down menu here. If a 'friendly name' has been set against an account then it will be displayed in the drop down in brackets.

2. Consignment numberA consignment number will always be generated by the system, and a value cannot be entered here.

3. ReferencesMultiple reference numbers can be added to a single consignment, all of which are searchable. Only the first two reference numbers are printed on any labels or drivers delivery runsheets. Click 'add' to create an additional text box for entry of more reference numbers.

4. Collection addressThe default value for this is the address set against your account on our system. Changing this



address in any way triggers the system to treat the consignment as a reverse or third party collection. When it does so prompt of 'collection' will appear above the address. If the default address is inaccurate then please contact your local depot so that our system can be updated.

5. Delivery addressThe destination address can be entered here, using the postcode to fill part of the address automatically. Where a postcode is not held in our database you can enter the full address yourself. 'Notes' is an area where you can enter consignment specific notes which will appear on the label and drivers runsheet. There is a drop down box of standard notes to allow quick entry. Entering a phone number is always advisable, as this is seen on the drivers runsheet and provides a contact point if there are issues with the delivery. Where you have SMS or email pre-alerts enabled, please ensure that a valid phone number or email address is entered, with no additional characters.

6. Pieces, weight, service level and volumeWhen a delivery postcode is entered, along with the amount of pieces and weight of the consignment, the service level drop down menu will display the available services for that combination. Select the relevent option and it will be retained in the display.

7. InsuranceIf additional insurance is required, select the 'insurance' check box and provide details of the goods in the description field, along with its value.

Use 'save and print' to produce a label immediately, or 'save only' if you want to produce the label as part of a batch later on.



Save and print

If you used 'save and print' then a PDF document will be displayed in a DIV window on screen (note, this will not be blocked by popup blockers, but does require a PDF viewer to be installed on the local machine)

Within the PDF viewer inside the DIV there will be a print option.



Manifest list

When consignments are created (manually or via import) they appear in the 'manifest list' screen, newest at the top. Columns can be ordered by clicking the column header, and the order reversed by clicking it again.

From here a consignment can be edited by clicking the consignment number.Labels can be printed or re-printed by selecting the relevent consignments via check boxes on the right hand side, then choosing 'print labels'. This will produce a window on screen in the same way that consignment creation does. Labels printed in bulk are ordered as they appear on screen at the time of printing. There is an indicator to show whether a label has been printed or not, with a green tick shown if it has and a red cross shown if it has not. Additionally, there are quick selection options above this column to show only printed or unprinted labels.

A drivers manifest can be produced by selecting the relevent consignments via the check boxes and choosing 'print drivers manifest'. The manifest is produced on screen the same as labels.



Consignment edit

Clicking the consignment number on the 'manifest list' page takes you into the consignment edit screen, where details can be changed and labels re-printed.

If you need to delete a consignment entirely then you can do so here via the 'delete consignment' button.



Reporting

The 'reporting' menu option is where you can perform searchs on single or multiple consignments. The default view selects a date range of the current day back to seven days ago, and the logged in account. The date range is based on the date the consignment was manifested. If you have multiple accounts available under your login then you can enter a specific one, or blank this out to search across all accounts

If no matches are found for your search then the system will automatically increase your data range by one month and search again. If no results are found after this then you will see a message indicating this. Remember, using large date ranges may slow down the search.

In the 'consignment number' field you can enter a single consignment number to search. A full consignment number must be entered.

In the 'customer reference' field you can enter a single reference number to search, and this can be any of the references you entered. If multiple consignments have the same reference then they will all be displayed, within the date range selected.

In the 'delivery postcode' field a full or partial delivery postcode can be entered to search. Remember, using partial postcodes may slow down searches, especially if large date ranges are used. If you're looking for a collection by postcode then switch the radio button below the field.

The 'exception codes' area allows selection of which specific current statuses should be included in a search, and are all checked by default. Unchecking the items removes them from the search. This is useful for exception reporting where, for example, delivered consignments do not need to be included.



Reporting results

When you perform your search the results are displayed with some summary information about the consignment like this.

As a quick reference, the 'delivery status' column on the right shows the current status of the consignment, such as 'out for delivery' or 'delivered'Results can be ordered by clicking a column header, and re-ordered by clicking again.

To go into the detail of a consignment, click the consignment number.

All visible results can be exported to CSV, XLS or PDF documents for storage or further analysis.



Address list

The 'address list' screen allows you to view, add, edit and delete entries in your own address book. These can be used to quickly complete the address of regular delivery points when creating consignments.

To use an address list entry when creating a consignment, enter the customer code into the 'customer code' field just below 'postcode' - then click 'customer lookup'Alternatively, enter the customers postcode in the 'postcode' field and click 'customer lookup' rather than 'postcode lookup'. This will check your address list for entries rather than the standard postcode file, which will complete more of the address if a match is found.

If there are multiple entries with the same code or postcode then an area will appear near the lookup button which allows you to select the one you require.



Admin

The admin menu option allows you to update your accounts contact information, and set default values for entering consignments.



Upload

The 'upload' menu option allows access to a browser upload facility for consignment or address lists data. Both consignments and address lists need to be in a specific format for the import to be sucessful.

If you want to start making use of these options it is recomended that you contact Technical Support (01675 471498 / [email protected])

Tips

• You can use multiple reference numbers, all of which are searchable. A reference doesn't need to be unique, and if the same is applied to several consignments then all of these would be returned in a search. Some customers in pick-and-pack environments add the pickers initials as a reference, which allows a search later to see all orders despatched by that person.

• If you have multiple accounts with XDP then these can be accessed through a single login. Please contact Technical Support (01675 471498 / [email protected]) if you would like to configure your login in this way.

Documents

XSYS Customer User Guide - xsys2.xdp.co.ukxsys2.xdp.co.uk/guides/XSYS Customer User Guide.pdf · Consignment entry is the screen used to create a consignment by completing the details