fbpx

How can we help you today?

All Articles

Driver app failed reasons

When the driver is unable to complete the pickup/delivery they would fail it by choosing one of the failed reason.

Driver app failed reasons

 

1. Bad recipient address – When the address is wrong, incomplete or unclear

2. Recipient not available – When the delivery team member reaches the delivery location and tries to contact the recipient, but the recipient is not available and not responding to the delivery team member calls

3. Recipient mobile switched off – When the delivery team member reaches the delivery location and try to contact the recipient, but the recipient is not available and his mobile is switched off.

4. Recipient number is wrong or incomplete – When the delivery team member reaches the delivery location and try to contact the recipient, but the recipient is not available and the mobile no is wrong or incomplete.

5. Recipient address change requested – When the delivery team member reaches the delivery location and contacts the recipient, the recipient request for the delivery to a different location

6. COD not ready – If the recipient is unable to provide the required COD amount to accept the shipment

7. Delivery rejected – When the delivery team member reaches the delivery location and recipient confirms to cancel it. Delivery rejected options:

    • The shipment was not delivered on the promised date
    • The shipment does not match the description of the order
    • The shipment box is damaged or seal is opened
    • The customer needs to open the shipment and verify its contents before accepting it
    • The customer is no longer interested in the product
    • The customer would like to pay by card

 

8. Recipient mobile no response – When the delivery team member reaches the delivery location and tries to contact the recipient, but the recipient is not available and not responding to the calls.

9. Future delivery requested – When the delivery team member reaches the delivery location and contacts the recipient and the recipient request for delivery on a future date.

10. Unable to access recipient premises – When the delivery team member reaches the delivery location and unable access the exact unit/office/house/room and the recipient is not responding to calls.

11. ID or document required is missing – When order requires ID verification and the recipient is unable to provide any form of ID for verification.

12. Bad weather during delivery – When during the delivery the weather is unbearable (extreme rain, sandstorm and etc.) to complete the delivery

13. Recipient Name is missing – When the delivery team member reaches the delivery location and unable to verify the name of the recipient.

14. Collection arranged or requested – When the shipment is dispatched with the delivery team member and the recipient contacts the company and requests for self-collection.

15. Wrong shipment – When the recipient confirms that the shipment description does not match the recipient order.

16. Incomplete parcel – When the recipient confirms that the shipment has items missing and is not complete order.

17. No time for delivery – When the delivery team member has run out of time and cannot complete the delivery of the shipment dispatched with him

Permanent link: Driver app failed reasons

Adding a new driver

To create a driver account which will give the driver login and password for using the Shipox driver app.

Step 1 – From the main menu in the admin backend select the drivers page

Adding a new driver

 

Step 2 – Select the add button on the Top right corner of the screen

Adding a new driver

 

Step 3 – Fill in all the details press submit to create the driver account

Adding a new driver

Note – The driver account CANNOT be created directly from the Shipox driver app

 

Permanent link: Adding a new driver

Driver tracking

To track the delivery drivers’ current and past locations.
  • Lookup present & past GPS logs for any of the drivers
  • Driver’s GPS coordinates are logged every minute and stored for later review
  • The driver’s entire route throughout the day will be drawn onto the map

1. Select the driver tracking option from the main menu in the backend

Driver tracking

 

2. Track the delivery team current status from this page

Driver tracking

 

3. To look up the previous location of a specific driver, select the driver and click on the clock icon

Driver tracking

 

4. Now select the date and time of the log you are looking for the driver. Scroll through the time bar to select a time.

Driver tracking

 

 

Permanent link: Driver tracking

Adding a new vehicle

To add a vehicle in the system so that it can be linked to a drivers account.

Step 1 – To add a new vehicle select the Vehicles page from the main menu in admin backend

Adding a new vehicle

 

Step 2 – Select the add button on the top right corner of the screen

Adding a new vehicle

 

Step 3 –  Once the details are entered and verified press submit button to create a Vehicle

Adding a new vehicle

Permanent link: Adding a new vehicle

Adding a warehouse

Creating a warehouse for using them during batch order updates of “In sorting warehouse” and  “In transit”.

Step 1 – To add a new warehouse select the main menu in the admin backend and click on warehouse

Adding a warehouse

 

Step 2 – Select the add button on the top right corner of the screen

Adding a warehouse

 

Step 3 – Enter the details and once verified press save button to create the warehouse

Adding a warehouse

Permanent link: Adding a warehouse

Customer account management

1. To update the settings and profile of your customers, click on the customers from the menu on the left side

Customer account management

 

2. Click on any of your users to make your changes

Customer account management

 

3. Details – Update the profile of your customer

Customer account management

 

4. Finance Settings – Update the finance settings of the customers

Customer account management

 

5. Contract Owner – Assign the contract owner for this  custome

Customer account management

 

6. Sales Person – Assign the sales person for this customer

Customer account management

 

7. Company – Update the company details & check the box below

Customer account management

 

8. Contract – Upload the contract agreed with the customer  for future reference

Customer account management

 

9. Delivery charge payment options – Update the charge  options you want to provide the customer

Customer account management

 

10. Credit Limit – Set the credit limit for the customer

Customer account management

 

11. Option to settle the due service charge – Invoice end of  the month or deduct from the COD

Customer account management

 

12. COD Fee – If you want to charge a COD handling fee for  the customer

Customer account management

 

13. Auto Dispatch setting- If you want to enable the option  of auto dispatch based on the package

Customer account management

 

14. Extra kg rate – If you want to charge customer for  additional kg

Customer account management

 

15. Bank transfer fee – If you want to charge the customer  bank transfer fee

Customer account management

 

16. Packages – Set custom rates for a specific customer

Customer account management

 

17. Communication Setting- Set custom communication  setting as per the customer requirement

Customer account management

 

18. Call timing settings – Set the call timing options for the  drivers to call the sender or recipient based on the  requirement of the customer

Customer account management

Permanent link: Customer account management

Uploading multiple orders with CSV

Uploading multiple orders in Customer backend through CSV

Step 1 – To upload multiple orders through CSV. Select upload file option from the top right corner.

Uploading multiple orders with CSV

 

Step 2 – Select the download button on the right side and you will be able to download the template

Uploading multiple orders with CSV

 

Step 3 – You should fill in all the mandatory fields and save.

Uploading multiple orders with CSV

Uploading multiple orders with CSV

Uploading multiple orders with CSV

 

Step 4 – Publish the ordersUploading multiple orders with CSV

 

Step 5 – Click on publish again and wait until the pending is “0”

Uploading multiple orders with CSV

Note – All the dropdowns are mandatory and should only be chosen from the choices given and not typed.

 

https://youtu.be/x_Ws4zAfhGk

Permanent link: Uploading multiple orders with CSV

Failed reasons

1. Bad recipient address – When the address is wrong, incomplete or unclear

2. Recipient not available – When your delivery team member reaches the delivery location and tries to contact the recipient, but the recipient is not available and not responding to your delivery team member calls

3. Recipient mobile switched off – When your delivery team member reaches the delivery location and try to contact the recipient, but the recipient is not available and his mobile is switched off.

4. Recipient number is wrong or incomplete – When your delivery team member reaches the delivery location and try to contact the recipient, but the recipient is not available and the mobile no is wrong or incomplete.

5. Recipient address change requested – When your delivery team member reach the delivery location and when your delivery team member contacts the recipient, the recipient request for delivery to a different location

6. COD not ready – If the recipient is unable to provide the required COD amount to accept the shipment

7. Delivery rejected – When your delivery team member reaches the delivery location and recipient confirms to cancel it. Delivery rejected options:

  • The shipment was not delivered on the promised date
  • The shipment does not match the description of the order
  • The shipment box is damaged or seal is opened
  • The customer needs to open the shipment and verify its contents before accepting it
  • The customer is no longer interested in the product
  • The customer would like to pay by card

8. Recipient mobile no response – When your delivery team member reaches the delivery location and try to contact the recipient, but the recipient is not available and not responding to your delivery team member calls.

9. Future delivery requested – When your delivery team member reach the delivery location and contact the recipient, and the recipient request for delivery on a future date.

10. Unable to access recipient premises – When your delivery team member reaches the delivery location and unable access the exact unit/office/house/room and the recipient is not responding to your delivery team member calls.

11. ID or document required is missing – When order requires ID verification and the recipient is and the recipient is unable to provide any form of ID for verification.

12. Bad weather during delivery – When during the delivery the weather is unbearable (extreme rain, sandstorm and etc.) to complete the delivery

13. Recipient name is missing – When your delivery team member reaches the delivery location and unable to verify the name of the recipient.

14. Collection arranged or requested – When the shipment is dispatched with your delivery team member and the recipient contacts your company and requests forself-collection.

15. Wrong shipment – When the recipient confirms that the shipment description does not match the recipient order.

16. Incomplete parcel – When the recipient confirms that the shipment has items missing and is not a complete order.

17. No time for delivery – This option should only be selected if your delivery team member has run out of time and cannot complete the delivery of the shipment dispatched with him

 

Permanent link: Failed reasons

Driver app Menu

Orders – All orders assigned to you

New orders – All unassigned orders

Completed – All completed orders

Batch update – Use this option for batch pickup

Check in – To register your attendance

My profile – All your personal information

Settings – Change the settings of the app

Share app – Share the app

About – Details about Shipox

Legacy and Licence – Open source file details used in the app

Log out – Log Out from the app

Permanent link: Driver app Menu

Driver app settings

1. New alert vibration – Turn on or off the vibration of the new alerts

2. New alert sound – Turn on or off sound of the new alerts.

3. SMS notification – Turn on or off sms notifications

4. Offline – Switch on or off the offline mode.

5. Languages – Language list available for your convenience. Select the language you are good at.

Permanent link: Driver app settings

Communication Settings

To set up the communication settings so that the system can automatically trigger SMS, Emails or Push notifications based on Targets or Events.

Step 1 – Go to the settings page in the main menu

Communication Settings

 

Step 2 – Select the communications settings option

Communication Settings

 

Step 3 – Select the options Target (sender, recipient, driver etc) or Events (Dispatched, out for delivery, Picked up etc)

Communication Settings Communication Settings

 

Step 4 – Select the Status or Target you want to add the message for

Communication Settings

 

Step 5 – Fillup the details and submit

Communication Settings

1. The name of the message, for your reference in the settings page.

2. This will be the name under which the recipient receives the SMS in their phone. eg – SHIPOXAPP.

3. Type the message you want to send. This can include free text, variables and date methods.

4. The variables to be added to the message. E.g. the order  link, tracking link or any data that has to be pulled from  the actual order

5. The formats for the functions in date and time

 

Note – Check https://shipox.com/support/communication-templates-examples for examples of templates


Permanent link: Communication Settings

Communication Templates (examples)

Event – Order created
Template – Hola, we have got your order. Kindly click on the below link to update us with your location for quicker delivery.   ${public_delivery_update_location_link}
Notes – For the sender, kindly rephrase if sent to a recipient.

Event – Assigned to driver
Template – Good news! Our driver is on his way to pick up the order ${order_code}. Kindly keep it packed and ready to avoid further delays. You can reach the  driver at ${driver_phone_number}
Notes – For the sender, kindly rephrase if sent to a recipient.

Event – Picked up
Template – Yippee! Your order # ${order_code} was  picked up by  ${driver_name}.
Notes – For Sender, kindly rephrase if sent to a recipient.

Event – Dispatched
Template – Dear ${recipient_name}, parcel  ${order_code}  is with ${driver_name} and will reach  you today.
Notes – For the recipient, kindly rephrase if sent to the sender.

Event – Out for delivery
Template – Dear ${customer_name}, parcel  ${order_code} is out for delivery with ${driver_name}.  Track it NOW https://demo-my.shipox.com/track?id=  ${order_code}
Notes – For recipient, kindly rephrase if sent to sender.  Highlighted space to be filled with customer URL.

Event – Delivered
Template – Yay! The parcel # ${order_code} has been  Delivered to ${actual_recipient} at ${delivery_time}.  Please rate the delivery service here  ${public_customer_feedback_link}
Notes – For recipient, kindly rephrase if sent to sender.

Event – Delivery Rejected
Template – Your order #${order_code} from  ${sender_name} has been rejected. Kindly let us know if you have any queries.
Notes – For the recipient, kindly rephrase if sent to the sender.

Event – Delivery failed
Template – Oops! Looks like we missed you. We were not able to deliver your order. The update given by our agent was – ${order_status}. We will reattempt the delivery tomorrow.
Notes – For recipient, kindly rephrase if sent to the sender.

 

Permanent link: Communication Templates (examples)

Setting up package pricing (Old model)

Setting up a default delivery charge for orders in the old model

Step 1 – To update the default prices of the shipment, in the main menu select “Packages”

Setting up package pricing (Old model)

 

Step 2 – Select the pickup & drop off city from the dropdown list

Setting up package pricing (Old model)

 

Step 3 – It will open the page which highlight the rates based on  pickup and drop-off location

Setting up package pricing (Old model)

 

Step 4 – If you wish to make changes to the prices, select the  pricing of the service type & weight category you would  like to update

Setting up package pricing (Old model)

 

Permanent link: Setting up package pricing (Old model)

Package pricing for each Customer (Old model)

Setting up delivery charge for a specific customer.

Step 1 – Select the customer page from the drop down list

Package pricing for each Customer (Old model)

 

Step 2 – Select the customer from the search bar and open the settings page by selecting the ID

Package pricing for each Customer (Old model)

 

Step 3 – Goto the packages tab from the page
Package pricing for each Customer (Old model)

 

Step 4 – Select the pickup and drop off location from the  dropdown tab

Package pricing for each Customer (Old model)

 

Step 5 – Select the pricing of the service type & weight category  you would like to update

Package pricing for each Customer (Old model)

 

Step 6 – Edit the required changes and press submit to save and  update the changes

Package pricing for each Customer (Old model)

Permanent link: Package pricing for each Customer (Old model)

Uploading orders through CSV

To upload multiple orders through CSV for other customers from the admin backend.

Step 1 – To upload the orders for the customer select Upload orders from the main menu

Uploading orders through CSV

 

Step 2 – Select the customer from drop-down list and press submit

Uploading orders through CSV

 

Step 3 – To create an international order, please uncheck the  Domestic order box and download the international order template.

Uploading orders through CSV

 

Step 4 – Enter the customer details using the dropdown list in the template. Please note: The drop-down fields have to be chosen from the option in the drop-downs and not typed or pasted.  All the drop-down fields are mandatory and if not filled can result in the system not accepting the upload

Uploading orders through CSV

Uploading orders through CSV

Uploading orders through CSV

Step 5 – Select and upload the template once the required details  are complete

Uploading orders through CSV

 

Step 6 – Press publish button to publish, publish again and wait for the numbers in pending moves to created

Uploading orders through CSV

Uploading orders through CSV

NOTE – If the system is not responding, please download a fresh template from the system and fill again. If you are uploading orders which have the same sender location, then copy the filled up the first row and paste it in the number of rows corresponding to your orders in order to help in quick uploads

 

Permanent link: Uploading orders through CSV

COD reconciliation

To view how much COD is pending with each driver and to collect it from them.

Step 1 – Go to the Finance orders page in the admin backend

COD reconciliation

 

Step 2 – You can see all the finance information

  • To be collected – Orders yet to be delivered
  • Collected – Orders delivered and cash with driver
  • With Cashier – The cash collected from the driver and with the cashier
  • With bank – Cash updated as “with bank” by the cashier after he had deposited the cash to the bank

COD reconciliation

 

Step 3 – To check the cash pending from a specific driver, go to “collected” tab and filter the page with that specific driver’s name.

COD reconciliation

 

Step 4 – Once the pending cash is received from the driver, select all the orders and “batch COD status update” as With Cashier

COD reconciliation

COD reconciliation

 

Note 

  • If there are any public service charge collected by cash from the recipient or sender the amount DOESN’T show up as pending with driver. Please calculate manually
  • To view the details in this page and to successfully make any updates the user should have the roles “role admin, finance admin, finance user, finance receivable”

 

https://youtu.be/yENddsTidII

Permanent link: COD reconciliation

Rollback wrong updates

Updated the order by mistake? Goto “Order exception” page to create a new exception. This will return the order to its previous status

Rollback wrong updates

 

Note:

Once the COD status is collected and updated as “with cashier” you cannot create an exception.

You cannot create 2 exceptions for the same order number.

Permanent link: Rollback wrong updates

Timeslots

Time slots are created to allow customers to choose an available time for pickup or delivery. The time slots are first created and then the created timeslots have to be set available based on service type.
Create timeslot

Step 1 – To create timeslot Goto “timeslots” page in the admin backend

Timeslots

 

Step 2 – Select the add button on the top right corner of the  screen to open create timeslot tab

Timeslots

 

Step 3 – Once the details are entered and verified press submit  button to create the timeslot

Timeslots

 

Create timeslot availability

Step 1 – Set the availability based on the timeslots created

Timeslots

 

Step 2 – Select the add button on the top right corner of the  screen to create a timeslot availability

Timeslots

 

Step 3 – Once the details are entered and verified press submit  button to create the timeslot

Timeslots

 

Note – If multiple timeslots are created for both pickup and delivery they will be visible for the clients at the time of order creation

 

Permanent link: Timeslots

New customer signup

The customer has to register on the customer  back – end by filling the details on the signup page

New customer signup

Note – Customer account CANNOT be created from the admin backend
Permanent link: New customer signup

Setting auto dispatch rule

This rule is to enable auto dispatch of orders once they are picked up. The driver does not have to wait for the dispatcher to dispatch the order.

Step 1 – Go to Settings dashboard -> Allocation rules -> Create a new rule

The rule for single condition

Setting auto dispatch rule

The rule for multiple conditions

Setting auto dispatch rule

 

Note – Please make sure you pay attention to the OR & AND in the rule.

https://youtu.be/2vRM3mYkyQk

Permanent link: Setting auto dispatch rule

Adding a user

Adding a user to create a login for the admin backend.

Step 1 – To add a user Goto “user” page in the admin backend menu

Adding a user

 

 

 

 

 

 

Step 2 – Click the plus (+) at the top corner

Adding a user

 

 

 

Step 3 – In the popup window fill in the details and submit

Adding a user

 

Note – Role Admin is a mandatory role for all users who wants to log in to the admin backend

 

https://www.youtube.com/watch?v=qhockkUcZsE

Confused as to what roles to give for users? Check ->
Permanent link: Adding a user

Adding a customer

Adding a customer account cannot be done from the admin backend. It has to be done from the signup page of the customer URL

Permanent link: Adding a customer

Converting a Customer to Merchant

If there is a client who is a regular and wants to invoice them every month, set exclusive pricing or wants to do integrations they have to be made a merchant in the system.

Step 1 – Go to customers page & select the customer you want to change to merchant

Converting a Customer to Merchant

 

 

 

 

 

Step 2 – Go to the Finance settings tab (every box has to be submitted one by one)

Converting a Customer to Merchant

Converting a Customer to Merchant

 

Step 3 – Go to the Details tab

Converting a Customer to Merchant

 

Note – To make changes in this page the user should have the roles “Company admin”, “Contract owner”, “Sales representative”, “Role merchant”. Without these roles, there will be an error when trying to submit any changes.

https://www.youtube.com/watch?v=eK8bLyAC0GY

Permanent link: Converting a Customer to Merchant

On Duty / Off Duty

To mark on duty and off duty by a driver from the Shipox driver app.

 

Step 1 – Go to Roster page from the main menu

Step 2 – Select either check-in by location or check-in with scan

Step 3 – To go off duty follow the same and choose “I am off duty”

 

Note – The driver will not be able to make any updates until he is marked “on duty” . They will not be assigned orders by auto allocation when they are “off duty”

Permanent link: On Duty / Off Duty

Set up service charge for clients

This is to set up the various service charges in the system which will be attached to the orders created by the respective customers/country/city

Step 1 – Goto Package rules page in the admin backend

Set up service charge for clients

Step 2 – Create a rule and add prices. The rule can have multiple conditions. It could be a rule for the service charge applicable to a Customer/City/Country.

Set up service charge for clients

Note – To add a rule and save it the user should have “role package admin”.

             If there is proximity allocation enabled, then please leave the supplier field blank

Permanent link: Set up service charge for clients

Creating a Supplier and supplier user

To create a login for the supplier backend you should first create a supplier and then a supplier login.

Create a supplier

Step 1 – Goto Supplier/Hub page in Admin backend

Creating a Supplier and supplier user

Step 2 – Create a supplier by filling the mandatory fields

Creating a Supplier and supplier user

 

Creating a supplier login

Step 1 – Goto Supplier user/Hub user page in Admin backend

Creating a Supplier and supplier user

Step 2 – Search with the supplier login email added while creating the supplier and then open the ID to set a password for the login

Creating a Supplier and supplier user

 

Use the above-created login and password to login to the supplier backend and start creating other users and drivers for the supplier directly from the supplier backend. The users and drivers created under a supplier backend will have access only to that supplier. Example supplier backend URL – supplier.companyname.com

 

Permanent link: Creating a Supplier and supplier user

Reports

To extract any reports on order status, COD status, status update date etc

Step 1 – In the domestic orders page select the 3 dots in the corner & select “dynamic CSV”

Reports

Reports

Step 2 – Select the fields you will require in your report and download. You also have an option to “save as default” which will save your selections by default for the next time.

Reports

 

Permanent link: Reports

Single order creation – Customer back-end

When you need to create only a single order

Step 1 – Go to the main menu and select “create orders” or find the plus in the “domestic orders” page.

Single order creation - Customer back-end

 

Step 2 – Please fill in the details in the orders form (pickup address, drop off address, shipment size & weight). Alternatively, you can also choose the address from the address book.

Single order creation - Customer back-end

 

Step 3 – Once all the information is filled you can additionally add more optional information from “Customize” more option.

Single order creation - Customer back-end

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 4 – Once filled, place the order

https://youtu.be/VhkYSgVXff4

 

Permanent link: Single order creation – Customer back-end

Order details & tracking

To view the details and track the current status of the order

Step 1 – Select the order you want to view by clicking on the order number

Order details & tracking

Step 2 – The details page

Order details & tracking

 

Step 3 – Use the drop-down to move from details to activity page for the order status history

Order details & tracking

 

Step 4 – Use the drop-down to move from activity page to Maps to view the order on map

Order details & tracking

Permanent link: Order details & tracking

RTO process

To return a shipment back to the seller/sender/customer. This is done after the shipment delivery was unsuccessful or rejected

Step 1 – The shipment has to be the first batch updated as “in sorting warehouse”. This is to remove the shipment from the drivers’ name and to say it’s received in the warehouse.

RTO process

 

Step 2 – The shipment has to then be batch updated again with status as “To be returned” and keep it aside

RTO process

 

Step 3 – When returning the shipments batch update all the shipments to “Out for return” and assign it to a driver

RTO process

 

Step 4 – When the shipments are returned back to the seller the driver can update as delivered from the driver app or it can be batch updated as “Returned to origin” from the admin backend

RTO process

 

Note – A manifest can be used to take signatures upon return for bookkeeping. How to take a manifest? -> https://shipox.com/support/batch-orders-update

 

Permanent link: RTO process

Reference number as AWB (Order #)

By default, the order number is generated by the Shipox system. So the order number generated by the clients’ site or company will be the reference number in Shipox system. When you want the reference number of the client to be the Shipox order number as well then follow the below

Step 1 – Go to the customers’ page in the admin backend and select the customer

Reference number as AWB (Order #)

 

Step 2 – Select the “Has own AWB” option and save

 

Note – While creating a reverse order for the customer please don’t use the old order number as ref# as it will duplicate the old order. To create a return order please create a separate customer account with the above feature disabled.

Permanent link: Reference number as AWB (Order #)

Batch orders update

To update/change the status of an order. This way the team is aware of the current status of the order.

Step 1 – Choose the “batch orders update” option from the drop-down menu from the side.

Batch orders update

Batch orders update

 

Step 2 – In the popup window add/scan the orders, status to be changed to and submit

Batch orders update

 

Step 3 – In the success window select all the orders to get an option to download a Runsheet or Manifest

Batch orders update

Runsheet – For drivers who go for delivery or pickup

Manifest – Used during Transit or RTO

https://youtu.be/zEDJxAiEpBk

 

Batch update status and explanations –> https://shipox.com/support/order-status-and-explanation

Permanent link: Batch orders update

Finance Settlements

This is to pay to the client the collected COD and invoice them for the delivery charge if any
1. Creating a transfer request

Step 1 – Go to the Finance settlements page in the admin backend

Finance Settlements

 

Step 2 – Select the customer and the date range

Finance Settlements

Step 3 – Select the orders to which the COD is transferred and create a transfer request

Finance Settlements

 

Step 4 – Fill in all the details and submit. The statement can be downloaded for mailing to the client.

Finance Settlements

2. Updating the transfer request

Step 1 – After the transfer request is created, Go to the Customer COD transfers page in the admin backend

Finance Settlements

 

Step 2 – A unique transfer request ID is created and will appear under “Pending”

Finance Settlements

 

Step 3 – Select the ID and choose the edit option to change the status of the request

Finance Settlements

 

Step 4 – The status can be used based on the accounts process followed.

Finance Settlements

  • Pending – When the transfer request is created
  • Approved – When the accounts team cross verify and approve the created request
  • Payment confirmation – When the payment is initiated to the client by the accounts team
  • Completed – When the client confirms they have received the transferred payment

Note – The User must have the roles “Role finance user, Role finance admin, Role finance payable, Role admin” to make the above changes

https://youtu.be/PExv7dn-Jcg

Permanent link: Finance Settlements

Order status and explanation

There are various statuses used to update orders. The most commonly used statuses during the operations are listed down below along with explanations

1. Unassigned – An order when first reaches the Shipox system will have this status.

2. Assigned to Courier – When there is “assign to supplier” rule the order gets updated with this status by default

3. Assigned to Driver – When assigned to a specific driver.

4. Out For Pickup – Driver is on his way to pick up the item

5. Arrived – Driver has arrived to the pickup location

6. First Pickup Attempt – Temporary status. Added when the first attempt is done, and then followed by the actual attempt status

7. Picked Up (A) – When the status is In Sorting Warehouse Picked Up (A) is added

8. Picked Up – Driver or API Courier Company has Picked the parcel Up

9. Bad Sender Address – Pick Up Exception, when the Driver cannot find the Sender’s location

10. Sender Not Available – When the Driver cannot reach the Sender

11. Parcel Not Ready – When the parcel is not ready for Pick Up

12. Sender Mobile Switched Off – When the Driver tried to call the Sender but his/her phone was switched off

13. Sender Mobile Wrong or Incomplete – When the Driver tried to call the Sender but his/her number was incomplete or wrong

14. Sender Mobile No Response – When the Driver tried to reach Sender but he/she is not responding to Driver’s call

15. Pick Up Address is Out of Service Area – When the address of the Sender is not covered by the Courier Company

16. Future Pickup Requested – When Sender was not available at the location and asked to for pickup for another date

17. Sender Address Change Requested – When the Sender asked to change his/her pickup location

18. Unable to Access Sender Premises or Closed – When Driver cannot get the Sender’s permission 

19. Prohibited Items – The list of the items are not allowed to deliver

20. Incorrect Packaging – When the parcel packed incorrectly for delivery

21. No AWB Printed – When the Sender didn’t print the AWB and parcel is not picked up due to this issue

22. Pick Up is Delayed due to Late Booking – When the Sender placed an order after pickup time

23. Bad Weather during Pick Up – Because of the bad Weather the pickup is delayed

24. Sender Name is Missing – When the creator of the order didn’t mention the name of the Sender

25. No Capacity or Time – When the Driver does not have  place in the car or time for Pick up

26. Pick Up Rejected – When Driver does not have enough space or time to pick up the item

27. Pick Up On Hold – Pick Up is on Hold

28. Pick Up is Scheduled – When Pick Up Address / Date / Time is clarified and scheduled

29. Pick Up Failed – All attempts done or after rejection

30. In Sorting Facility – In Sorting Facility

31. Item is Lost or Damaged – Item is Lost or Damaged

32. In Transit – In Transit From one Hub To Another

33. Dispatched – The parcel is Dispatched

34. Out For Delivery (Driver App only status) – Out For Delivery

35. Arrived at Delivery Address – Driver reached the delivery address

36. Delivery on Hold – Delivery is on Hold

37. First Delivery Attempt – Temporary status. Added when the first attempt is done, and then followed by the actual attempt status

38. Delivered – When the parcel is Delivered

39. Bad Recipient Address – When the Driver cannot reach the location of the Recipient 

40. Recipient Not Available – When the Recipient is not reachable 

41. Recipient Mobile Switched Off – Recipient mobile is switched off 

42. Recipient Number is Wrong or Incomplete – When the phone number wrong or incomplete

43. Recipient Mobile No Response – No Response from the receiver side

44. Delivery Address Change Requested – When the receiver asked to change his/her address for delivery

45. COD Not Ready – When the Cash On Delivery is not ready

46. Future Delivery Requested – When the receiver asked for delivery for another date

47. Delivery Address is Out of Service Area – When the Courier Company does not cover delivery address

48. Unable to Access Recipient Premises or Closed – When Driver cannot get the Recipient’s permission

49. No Capacity for Delivery –  When the Driver does not have  place in the car or time for Delivery

50. ID or Document Required is Missing – when the receiver do  not have with him/her required ID or Document

51. Bad Weather during Delivery – Because of the bad Weather the delivery is delayed

52. Recipient Name is Missing – When the creator of the order didn’t mention the name of the Recipient

53. Self-Collection is Arranged or Requested – When the Recipient asked for Self-Collection

54. Wrong Shipment – When the Recipient got wrong item

55. Incomplete Parcel – When the some parts of the item missing

56. Delivery Delay due to Late Booking – When the  Delivery Delayed due to Late Booking

57. Insufficient Time for Delivery – When the recipient is not available

58. Delivery Rejected – When the receiver rejected the delivery

59. Delivery Scheduled – When Delivery Address / Date / Time is clarified and scheduled

60. Delivery Failed – All attempts done or after rejection

61. To Be Returned To Shipox – When the parcel will be returned back to the warehouse after delivery attempt is failed

62. Returning To Shipox – When the parcel is on the way back to the warehouse after delivery attempt is failed

63. Returned To Shipox – When the parcel reached the warehouse after failed delivery attempt

64. To Be Returned – When the parcel will be returned back to the Sender

65. Out For Return – When the parcel is on the way to Sender

66. Returned to Origin – When the parcel is returned to Sender

67. Cancelled By Driver – When the parcel is canceled by Driver

68. Cancelled – When the Order is Cancelled

69. Cancelled/Rejected Due to No Service Area – When the Courier Company is not covering the delivery area

70. Rejected – When the delivery rejected by Sender/Recipient/Driver due to issues mentioned above

71. In transit to supplier – When the parcel is in transit to Courier Company

72. Transited to supplier – When the Courier Company got the parcel

73. Prepared for transit – When the parcel is ready for transit

74. Recipient want inspect item – When the receiver wants to open the shipment before accepting it

75. Lost – When the item is Lost

76. Damaged – When the Item is Damaged

77. Office closed – When the receiver asked for delivery to his office location but at the time of the delivery, office was already closed

78. Destroyed on Customers Request – When the customer is no longer interested in the product which is already paid for and ask you the destroy the product

How to do a batch orders update? –> https://shipox.com/support/batch-orders-update

Permanent link: Order status and explanation

End of day Runsheet

A runsheet which is dynamic and be used as an end of day report

Step 1 – Do a batch orders update and “Dispatch” orders to the driver. Make sure the previous days runsheet is closed

End of day Runsheet

 

Step 2 – Go to “Drivers” page in the main menu

End of day Runsheet

 

Step 3 – Search for the driver and click on the download arrow

End of day Runsheet

 

Step 4 – Select the current date and download report

End of day Runsheet

End of day Runsheet

 

Step 5 – Close the runsheet at the end of the day before debrief

End of day Runsheet

 

Note – If there are multiple batch updates done for a single driver in a day the runsheet will have multiple batch labels as well. If the runsheet is not closed by EOD the batch update of the next date will get added to the previous days runsheet.

 

 

Permanent link: End of day Runsheet

Creating users

To create users for access to the supplier backend.

Step 1 – Go to Users page from the main menu in the supplier backend

Creating users

 

Step 2 – Click on the add user “+” option from the corner

Creating users

 

Step 3 – Fill in the details and submit

Creating users

 

Note – To restrict the visibility of the user add the roles from the admin backend

  • Admin – Role supplier admin (Full access)
  • Dispatcher – Role supplier admin & supplier basic (Restricted access)

Creating users

 

How to add roles from Admin backend? -> https://shipox.com/support/adding-a-user

 

Permanent link: Creating users

User roles & Restrictions

Restricting users visibility based on their roles

While creating the users add the roles based on the users’ functionality in the operations. All the users should have “ROLE ADMIN” as a mandatory role to get access to the admin backend. The rest of the roles are based on the visibility they should have. Below are the roles for each function

 

Dispatcher – Role Admin / Role dispatch

User roles & Restrictions

 

Customer Support ROLE ADMIN / Role customer support

User roles & Restrictions

 

Sales or Account manager ROLE ADMIN / SALES_REPRESENTATIVE / CONTRACT_OWNER / COMPANY_ADMIN /

User roles & Restrictions

 

Operations Management team – ROLE ADMIN

User roles & Restrictions

 

Station cashierROLE ADMIN / FINANCE_ADMIN / FINANCE_USER / FINANCE_RECEIVABLE

User roles & Restrictions

 

Accounts Team – ROLE ADMIN / FINANCE_ADMIN / FINANCE_USER / FINANCE_RECEIVABLE

User roles & Restrictions

Roles & definitions

ADMIN – This role should be assigned to the user to access the admin backend. *Mandatory

RULE_ADMIN – This role should be assigned to the user to create and change the rules in the admin backend. Eg: Allocation rule, proximity rule etc.

PACKAGE_ADMIN – This role should be assigned to the user to set the delivery charges for the customer.

AREA_ADMIN – This role should be assigned to the user to create and edit areas.

ADMIN_VIEWER – This role should be assigned to the user who will have the  option to view the admin backend but will not be able to create or edit any changes

SUPPLIER_ADMIN – This role should be assigned to the user who will be the admin for your 3PL.

COMPANY_ADMIN – This role is assigned to the company admin of the merchant/customer account.

DISPATCH_ADMIN – This role should be assigned to the user who will be setting the dispatch rules for your organization. Eg: Auto dispatch for certain customers.

USER – This role is required to access the customer backend.

CUSTOMER – This role is required to access the customer backend.

DRIVER – This role is assigned to the drivers of the organization.

MERCHANT – This role should be assigned to the merchants under your organization.

SUPPLIER_BASIC – This role should be assigned to the 3PL providing  delivery service on your behalf

CONTRACT_OWNER – This role should be assigned to the user to access the customer details and update the company and contact information.

ROLE_CUSTOMER_SUPPORT – This role should be assigned to your customer support team.

Role_DISPATCH – This role should be assigned to the dispatchers of your organization.

SALES_REPRESENTATIVE – This role should be assigned to the sales representative of your organization.

MARKETPLACE_ADMIN – This role is assigned to the super admin of the account.

RADAR_VIEWER – This role should be assigned to the user to view the drivers realtime on the driver tracking tab.

FINANCE_ADMIN – This role should be assigned to the user who will have the option to admin the finance backend but will not be able to create or make any changes.

FINANCE_USER – This role should be assigned to the users who will have finance access to the system.

FINANCE_RECEIVABLE – This role should be assigned to the users who will be handling the receivable part of the COD.

FINANCE_PAYABLE – This role should be assigned to the users who will have be handling the payable part of the COD.

How to create a user? -> https://shipox.com/support/adding-a-user
Permanent link: User roles & Restrictions

Adding driver in Supplier back-end

To add a driver for the supplier under the supplier backend

Step 1 – Go to the drivers page in the supplier backend

Adding driver in Supplier back-end

 

Step 2 – Select the “+” from the page and fill in all the required details and submit

Adding driver in Supplier back-end

 

Note – The drivers added here are visible for that supplier only.

 

Permanent link: Adding driver in Supplier back-end

Transit orders to another supplier

To transit the orders to another supplier or to the Admin.

Step 1 – Select the side menu and select “Batch orders update”

Transit orders to another supplier

 

Step 2 – Scan all the orders to be transited and fill in the required fields

Transit orders to another supplier

 

Step 3 – In the success window, there is an option to download a Batch label and Manifest

Transit orders to another supplier

 

Images of the Batch label and Manifest

Transit orders to another supplier

Transit orders to another supplier

 

Permanent link: Transit orders to another supplier

COD reconciliation

To collect the COD from the drivers in the supplier backend

Step 1 – Go to the Orders page under finance in the supplier backend

COD reconciliation

 

Step 2 – You can see all the finance information

  • To be collected – Orders yet to be delivered
  • With Driver – Orders delivered and cash with driver
  • COD Pending – The cash collected from the driver and with the suppliers’ cashier
  • Sent to Company – Cash for which a transfer request is created
  • Paid to Company – Cash which is received by the admin and has “Completed” the transfer request

COD reconciliation

 

Step 3 – To check the cash pending from a specific driver, go to “With Driver” tab and filter the page with that specific driver’s name.

COD reconciliation

 

Step 4 – Once the pending cash is received from the driver, select all the orders and  “COD collection status” to update as received

COD reconciliation

COD reconciliation

 

Note 

  • If there are any public service charge collected by cash from the recipient or sender the amount DOESN’T show up as pending with driver. Please calculate manually

Permanent link: COD reconciliation

COD Transfers

To send the COD collected by the supplier to the admin user

Step 1 – Go to the Orders page under finance in the supplier backend

COD Transfers

 

Step 2 – You can see all the finance information

  • To be collected – Orders yet to be delivered
  • With Driver – Orders delivered and cash with driver
  • COD Pending – The cash collected from the driver and with the suppliers’ cashier
  • Sent to Company – Cash for which a transfer request is created
  • Paid to Company – Cash which is received by the admin and has “Completed” the transfer request

COD Transfers

 

Step 3 – To create a transfer request go to “COD Pending” tab

COD Transfers

 

Step 4 – Select all the orders and  “Create COD Transfer Request” to create a transfer

COD Transfers

COD Transfers

 

Step 5 – Once the request is created the status can be viewed in COD transfers page

COD Transfers

Step 6 – The request status will be updated by the admin team based on the payments received

COD Transfers

  • Pending Review – The request once created lands here
  • Approved for Transfer – The request that has been approved by the admin team
  • Payment confirmation – To confirm payment is received
  • Order Completed – Updated as the request is complete
Permanent link: COD Transfers

Creating a single order

To create a single order from the admin backend.

Step 1 – Select the “+” in the orders page

Creating a single order

 

Step 2 – The order form opens up. Fill up all the mandatory fields and submit

Creating a single order

Creating a single order

 

Step 3 – Once all the above shown mandatory fields are filled, submit the order. The order will not be possible to submit if you miss out any mandatory fields.

Note – It’s much preferred to create single orders through the customer backend as it has a much simpler order form.

Creating a single order in customer backend – https://shipox.com/support/single-order-creation/

Permanent link: Creating a single order

Add/Remove custom tabs

To customize and add additional filter tabs to the orders page.

 

Step 1 – Click on the “settings” icon in the orders page

Add/Remove custom tabs

 

Step 2 – Add/Remove/Edit the required filters. Click on each filter to add the filtering parameters.

Add/Remove custom tabs

 

Step 3 – Select/Add a filter to fill in the parameters and to name it.

Add/Remove custom tabs

 

 

Note – When the “Fast search” mode is disabled the custom filters will not work.

Permanent link: Add/Remove custom tabs

Allocation Rules

To assign orders to a driver or supplier without any manual intervention. There are 2 types of auto allocation

1. Allocation by Proximity
2. Allocation to dedicated drivers
1. Allocation by Proximity

This allocation is to assign an order to the nearest available driver.

 

Step 1 – Open Settings dashboard page from the admin backend

Allocation Rules

 

Step 2 – Select allocation rules

Allocation Rules

 

Step 3 – Click on the plus symbol to create a new rule

Allocation Rules

 

Step 4 – Choose the appropriate options

Allocation Rules

 

Step 5 – Add the rules for the allocation and save

Allocation Rules

 

2. Allocation to dedicated drivers

This allocation is to assign an order to a specifically dedicated driver. So whenever an order is created based on the rule the order will immediately get assigned to the said driver.

 

Step 1 – Open Settings dashboard page from the admin backend

Allocation Rules

 

Step 2 – Select allocation rules

Allocation Rules

 

Step 3 – Click on the plus symbol to create a new rule

Allocation Rules

 

Step 4 – Choose the appropriate options

Allocation Rules

 

Step 5 – Add the rules for the allocation and save

Allocation Rules

 

 

Permanent link: Allocation Rules

Bad Addresses

When an address given while creating the order is not correct or incomplete the order lands in the “Bad Addresses” page. To update the right address or to mark it as “Good address” there are 2 ways
1. Customer care 
2. Communication setting
1. Customer care

The customer care team can call the customer to update the address or mark it as “good address”

Bad Addresses

Bad Addresses

 

2. Communication setting

An SMS or Email can be triggered by communication settings for the customer to update the address through a link. This can be set by adding the trigger type as “bad recipient address or bad sender address”

Bad Addresses

Bad Addresses

 

How to set up communication settings? -> https://shipox.com/support/communication-settings/

Permanent link: Bad Addresses

No results
Leave your contact details,
We will get back to you soon!

By clicking Send, you agree with our Privacy Policy