Customer Portal User Guide. 11/06/2015

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Shonda Osborne
6 years ago
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1 Customer Portal User Guide 11/06/2015

2 Table of Contents 1. Introduction 3 2. Getting Started 3 3. Search & Overview 3 4. Downloading Documentation 5 5. Create Booking 6 6. Duplicate Booking Edit Booking Settings Change Password 12 Page 2

3 1. Introduction This user guide contains all essential information for the user to make full use of the DFDS Logistics Customer Portal. This guide includes a description of the available functions and capabilities and step-by-step procedures for system access and use. 1.1 Supported browsers The DFDS Logistics Customer Portal is compatible with the following web browsers: Internet Explorer 9 and above Google Chrome Mozilla Firefox 1.2 Access levels Please note that there are two levels of access: - Read only: booking search and documentation download (PODs & Invoices) are available. - Full access: as read only but in addition booking creation, edit and duplication functionality is available. 2. Getting Started The portal uses your address as your username along with a password defined by you. 2.1 Logging in for the first time Once your account has been created you will receive an with a temporary password. You should then enter the URL into your browser and login using your address and the temporary password. You will then be asked to change your password to something more memorable to be used when logging in the future. 2.2 Password requirements All passwords must contain a minimum of 8 characters and include at least one uppercase letter, at least one lowercase letter and at least one numerical character. 2.3 Reset password In the case of forgotten passwords a new temporary password can be sent to your by entering your address on the login screen and clicking Forgot password?. 3. Search & Overview After a successful login you will be taken to the Search & Overview page for your company. This page allows you to search for and view existing bookings belonging to your company. 3

3.1 Search parameters The search parameters can be used to search for a specific or a group of bookings. Any combination of parameters can be used. Partial matches will return results also.

4 3.1 Search parameters The search parameters can be used to search for a specific or a group of bookings. Any combination of parameters can be used. Partial matches will return results also. The parameters available are: Your Ref (Your own customer reference) Booking Ref (The DFDS Logistics booking reference) Collection Ref (The loading reference) Delivery Ref (The unloading reference) Collection Addr (The loading point) Delivery Addr (The unloading point) State (The current operational state of the booking) URN (Unique Reference Number of the POD, if available) Date (A date range based on the booking creation, collection or delivery date can be selected) 3.2 Search results The results of any search including basic booking details are displayed in the center pane of the page. By default the page will show the most recently modified bookings, up to a maximum of 50. The order of the results can be changed by using the Order by menu. Clicking on a result will display the full details of the booking in the booking details pane on the right-hand side. 4

3.3 Booking Details On the right-hand side the full details of the selected booking are visible including collection & delivery addresses, goods and any available documentation. 4.

5 3.3 Booking Details On the right-hand side the full details of the selected booking are visible including collection & delivery addresses, goods and any available documentation. 4. Downloading Documentation Once available, it is possible to download both POD documentation and invoices. 4.1 PODs If a POD document has been returned for a delivery on a booking it will be available for download within the booking details, here: If a POD is not yet available you will simply see n/a. 4.2 Invoices If an invoice for a booking has been generated it will be available for download here: 5

Booking button located on the Search & Overview page here: 5.

6 If an invoice has not been generated as yet the icon will simply be greyed out. 5. Create Booking It is possible to create a new booking via the booking creation page, this can be accessed by clicking on the New Booking button located on the Search & Overview page here: 5.1 Create Booking Page The create booking page contains a number of fields in which bookings details can be defined prior to submission to DFDS Logistics. All fields which are yellow are mandatory and must be completed before submission will be permitted. 6

7 Your ref: your own reference. This will appear on your invoice. Your remarks: any additional remarks which you would like to send to DFDS Logistics. Type: load type. Full load or part load. Customs Code: select if a community transit code is necessary for the goods (T1, T2, etc.). Transport Terms: incoterms (DDU, DDP, etc.). 7

Add Collection/Delivery: click here to open an additional collection/delivery tab, in a scenario where you have multiple collection addresses or delivery addresses for a booking.

Time From/To: request a timespan for the corresponding collection/delivery. Reference: any loading/unloading reference that should be quoted when the corresponding collection/delivery takes place.

8 Add Collection/Delivery: click here to open an additional collection/delivery tab, in a scenario where you have multiple collection addresses or delivery addresses for a booking. Address: select a collection/delivery address from those available. Date: request a date for the corresponding collection/delivery. Time From/To: request a timespan for the corresponding collection/delivery. Reference: any loading/unloading reference that should be quoted when the corresponding collection/delivery takes place. Description: a description of the goods to be transported. Quantity / Package Type: the number and type of package to be transported. Temperature: for temperature sensitive goods the appropriate temperature should be entered here. Gross Weight / Net Weight: the weights of the goods described. Loading Meters / Cubic Meters: can be entered here if appropriate. Hazardous: this should be flagged if the goods described are hazardous. The UN number and class can also be entered. Add Goods: click here to open an additional goods line should different goods are to be transported between this collection and delivery address. 8

5.2 Linked addresses In the case where a booking has multiple collection addresses or multiple delivery addresses it is of course possible to add additional tabs by clicking Add Collection/Delivery.

9 5.2 Linked addresses In the case where a booking has multiple collection addresses or multiple delivery addresses it is of course possible to add additional tabs by clicking Add Collection/Delivery. If two tabs share a common collection or delivery address (e.g. a booking that has two collection points but just one delivery point) then the addresses can be linked across the two tabs using the link button: This means that these linked addresses will share their dates, references, etc. so that they need not be updated multiple times. 5.3 Save Draft Once all booking details have been entered it is possible to save the booking as a draft by clicking on the Save Draft button: In doing this the details are simply saved in the portal and ARE NOT submitted to DFDS Logistics. This function allows the user to return a draft later and submit, edit or delete without the details ever being submitted to DFDS Logistics. Existing draft bookings can be retrieved via the Search & Overview page using the State parameter and selecting Draft. It is possible to delete draft bookings. 5.4 Submit for Approval Once all details have been entered it is possible to submit the booking to DFDS by clicking on the Submit for Approval button: 9

Once pressed the booking will move into the state Awaiting Approval and the details are sent to DFDS Logistics who will in time either: - Approve the booking, in which case the booking will be

10 Once pressed the booking will move into the state Awaiting Approval and the details are sent to DFDS Logistics who will in time either: - Approve the booking, in which case the booking will be actioned by DFDS Logistics in the normal way. The state of the booking (as visible in the portal) will move to Approved. Or - Reject the booking, the booking will move into the state Rejected and the booking will not be actioned by DFDS Logistics. The state of the booking as visible in the portal will become Rejected along with explanatory text. It is then possible to amend a rejected booking and resubmit. 6. Duplicate Booking It is possible to duplicate an existing booking for the purpose of creating a new booking with a copy of the details taken from the original in order to save time by not having to enter all details from scratch. Once a booking that should be duplicated has been found the duplicate button can be clicked: This will open the New Booking page but with details which match the original booking. Amendments can then be made if desired before saving as a draft or submitting for approval in the normal way. 7. Edit Booking It is possible to edit bookings in certain states. It is not possible to edit a booking that has already been approved. 10

7.1 Edit Draft Bookings which have been saved as a draft can be edited by clicking on the edit button: Once edited they

2 Withdraw Should a booking be in either an Awaiting Approval or Rejected state and you wish to make an amendment then

To do this click here: You are then able to either just withdraw (which will just put the booking back into the draft

11 7.1 Edit Draft Bookings which have been saved as a draft can be edited by clicking on the edit button: Once edited they can then be saved again or submitted for approval in the usual way. 7.2 Withdraw Should a booking be in either an Awaiting Approval or Rejected state and you wish to make an amendment then that booking must be Withdrawn which will put the booking back into the Draft state. To do this click here: You are then able to either just withdraw (which will just put the booking back into the draft state) or withdraw and edit (which will put the booking ino the draft state and open the edit screen from where amendments can be made). Once a withdrawn booking has been amended it can then be resubmitted for approval. 11

12 8. Settings Settings can be accessed by clicking on your name: From here Company Details are visible along with your available addresses and package types: 9. Change Password It is possible to change your password by clicking on your name and then Change Password: 12

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