Basic UK Mail Guide Log on to iconsign.ukmail.com via Internet Explorer or Firefox and sign in with your email address & password then click on the Log-In Box. You will be prompted to configure your printer (you may need to install Java or update your existing version).when you have done this choose the printer to print to then choose A4.International invoice printer needs to be set as the same as your label printer. 1. Book a Driver. Place the mouse over the Consignment option and a drop-down menu will appear. Click: Book Your Collection, then fill in the boxes and click book. NOTE: the deadline for booking on a same day collection is 2pm. 2. Add Consignments to Create Labels. Place the mouse over the Consignment option again and click: Add New Consignment, then fill in the boxes. Save and print to produce labels. NOTE: remember to hit TAB rather than ENTER after entering the postcode. If you hit ENTER it will not bring up the automated address search and you will have to fill in all the address boxes manually. 3. Produce Summary for Driver. At the end of the day or if you have finished your daily run of consignments, place your mouse back over the drop-down box and click: Print/View Manifest Summary For Driver, then click the Generate Report box. Two copies will print, one for you and one for the driver. NOTE: remember to get the driver to sign your copy and then keep this for your records as this will be your proof of dispatch.
ipostparcels - Box On Couriers - User Guide Go to https://iconsign.ukmail.com/iconsign/ Click on the ipostparcels PRO Logo, to login to the service. User name is your email address e.g. martin.matthews@boxoncouriers.com Password Password1 (please change)
Printer Settings Upon log in the label printer setup menu will appear There are two types of print destination available: Printer - Direct printing of 6x4 despatch labels to your chosen label printer PDF - Printing despatch labels via PDF (if you do not have Java installed or your browser does not support Java plugins) If Printer is selected as your print destination, select the printer you want to print your despatch labels to depending on the type of printer you have (A4 or 6x4 for thermal label printers). If you are going to print invoices for international consignments using ipostparcels PRO, select the A4 printer you wish to print them on using the International Invoice Printer drop down option. Click the Save button to save your printer configuration. (Not really applicable as international shipments will be booked by ops@boxoncouriers.com. If you select PDF as your print destination, the screen will change to coincide with your PDF selection with no further manual configuration required.
Booking a Driver to Collect Your Parcels Unless you have a regular collection set up, you will need to book a collection each day. If you wish to organise a regular collection, please contact your local UK Mail Depot. It is recommended that you do this at the start of each day; this will allow you to plan your day and provide a cut off for when submitting your consignments to the UK Mail network. To book a consignment: Select Consignment from the Menu Select Book Your collection from the Menu Enter the date of the collection required Enter the earliest time that the UK Mail driver can arrive Enter the latest time that the UK Mail driver can arrive Enter any special instruction (for example, if there is a place / location the driver should report at when arriving at your premises) When you press enter, you will be presented with a booking Unique Reference (please make a note of this) The Collection request will then be sent electronically to your local UK Mail depot
The Driver supervisor (from the UK Mail local depot) will then confirm the collection with you via email; this is a manual process Check the confirmed times in the Email to what you requested, if they are different then speak to your local UK Mail depot If you book later in the day, it may not be possible to collect your parcels on the day (you will see a warning message after the normal cut off time). The Driver supervisor at your local UK Mail depot will decide if a collection is possible Despatching Parcels (UK and Northern Ireland) With the PC environment setup, printers set up and the driver collection booked you are now ready to enter consignments for dispatch. From the Consignments menu select Add New Consignment, the following screen is then presented: (Fields marked with (*) are mandatory and must have a value entered) Product and Service Selection The Post Code has a fundamental influence on the Products and Service Levels that can be requested by you and these are business rules, embedded into the ipostparcels PRO application and cannot be changed. When the Post code is entered you can select the Product (All rates with Box On are for Parcel - Next Day Service only, if another service is selected your agreed rates may not apply, with the cost being higher than what was quoted).
Consignment Information Please take note of the below when applicable all sections will not be applicable per customer
Field Description Comment Number of Items Weight Long Length Special Instructions Secure Location / Neighbour Extended Cover Book In Exchange on Delivery Confirmation of Delivery Confirmation Email Confirmation Telephone Enter total number of items in the consignment Enter weight of the consignment in whole Kilograms (kg s) If item is >= 1.8 Mtr then please tick this box These will be presented to the driver ie end of country lane, through the white gate, on the left If you have selected Sign for or leave Save Allows you to purchase extended cover for your consignment. The numeric entry relates to 1000 s of additional cover (1 1000, 2-2000) Select this, where the drop off must be booked in advance with the recipient (ie department stores) Select this if a pick is being requested at the same time as the drop off. Select if you wish to receive either SMS / Email when the consignment is delivered If Confirmation of delivery requested then confirmation will go to this email address If Confirmation of delivery requested then confirmation will go to this mobile number as Enter total number of items in the consignment Ensure that the recipient telephone number is included in Telephone field Ensure that the recipient telephone number and name are included in the Telephone field
an SMS Cheque on Delivery Amount Pre-Delivery Notification Save & Print If you require the UK Mail Delivery driver to collect a cheque when the consignment is delivered If you require the recipient to receive a notification that a delivery is to be made, then select either SMS / Email Once you are comfortable that your consignment details are correct, submit your consignment to UK Mail by pressing Save & Print Will prompt for Confirmation Email / Telephone if not entered already If you have setup a collection, you will be prompted to do this at this stage. IMPORTANT! - Do not browse away to another web page whilst the printing message is on the form or all of your labels will not print off. Printing Direct to PDF PDF- You will be prompted by your web browser to open or save a PDF version of the consignment label(s). If you open the PDF you can select a printer and print off your consignment label. If you choose to save the PDF you can open the PDF from where it was saved to print the consignment label either immediately or at a later time. With saving the PDF you can forward it via email to either another computer workstation or a third party printing location if necessary. As a general rule your labels will be saved in the downloads folder. A consignment label as shown below will be printed from the designated printer. If printing on A4 paper then please abide by the following: Fold the paper before placing it into a document wallet and sticking the document wallet to the parcel. Please make sure the label is attached to a single flat surface on the parcel, ensure the whole label can be seen through the clear plastic of the document wallet, particularly the barcode. Please take care not to wrinkle the clear plastic cover of the document wallet as you stick it to the parcel (particularly over the barcode) as this may cause limited tracking as it moves through the UK Mail network.
Reprinting Labels and Cancelling Consignments If a label is damaged or there is a problem during printing then you may want to reprint the label(s). To do this, from the menu go to Consignments then Find Consignments. You can search for your consignment using a number of criteria including the Customer Reference (normally your sales order number). Once you have found your consignment, click the Reprint link to reprint the label(s). The following message will be shown.
When you reprint a consignment, the original consignment number is cancelled and a new consignment number is generated with a new set of labels. IMPORTANT When using reprinted labels, you must re-label ALL of the parcels in the consignment. If you only relabel some of the parcels then the cancelled consignment number will be reactivated when the parcel is scanned in the UK Mail network and you will be invoiced for two consignments rather than one. You will be unable to reprint labels after the consignment collection date has passed. You can also cancel consignments using the Find Consignments screen, search for your consignment and then click the Cancel link. Please note that the data for the consignment will be reactivated if the physical parcel for the consignment is scanned within the UK Mail network and you will then be invoiced for the consignment as normal. It is not possible to amend a consignment in ipostparcels PRO, if you wish to amend then you will need to cancel the original consignment and input a new consignment using the Add New Consignment form.
End of Day & Order Tracking End of Day Manifest At the end of each day and prior to the UK Mail driver arriving you should complete the End of Day manifest the manifest states which consignments you have submitted to UK Mail for collection and delivery From the ipostparcels PRO menu Select Consignment / Print/View Manifest Summary for Driver Confirm the Job Date (normally would be the current day) Select the Generate Report button The report lists the consignments you are despatching today which include a copy for the driver and a copy for you. The driver will sign the customer copy of the report and hand it back to you for your records. A PDF document (as shown below) will be generated and displayed on screen ready to be printed Once the manifest has been presented on the screen, please print off the report to your A4 printer.
Booking a Return Shipment to your address You can arrange for the return of an item or to be sent to a third party address via the Add New Return To Sender / Send To Third Party screen found on the Consignments menu. No label is printed from this form; instead a label is printed in the UK Mail network and attached to the parcels when they are collected. There are two different scenario s available: Return To Sender UK Mail collect parcels from an address and return them to the address of your account. Send Parcel to a 3rd Party UK Mail collect parcels from an address and then deliver them to a different address To complete the Add New Return To Sender / Send To Third Party form: 1. Choose the type of return at the top right of the screen by selecting either Return To Sender or Send Parcels to a 3rd Party. The default is Return To Sender. 2. Once you have selected your type of collection, you can select options in the following order: Collection Date is the date you have arranged with your customer for UK Mail to collect your parcels. The collection date defaults to the next working day although you can change the date to either today s date (same day collection) or up to 7 days in advance. Collection address from which you can either enter a one off address using the full postcode or you can use an address stored in your address book. To recall an address from your address book either enter the customer number and press <tab> or search for an address using the search button to the right of the Customer Number. The contact name and telephone numbers are mandatory fields. Customer Reference is your reference for the return. Typically the customer reference number is used for your sales order number. When the parcels are returned to you they will have the customer
reference clearly shown on the label so that you can reconcile the parcels with the requests in your returns processing system. Time Ready, Last Pickup and Open Lunchtime instruct UK Mail when the parcels will be ready for collection on the collection day. If the Open Lunchtime option is selected then UK Mail will attempt collection around lunchtime. Collection Special Instructions are instructions to help the driver make a successful collection e.g. Flat above the newsagents etc. Description Of Goods holds important information so that UK Mail know what we are expecting to collect and send the right type of vehicle, For example, 2 Small boxes, approx 2 kilos. would differ from a Piano, approx 75 kilos. 3. The Deliver To section will automatically be filled with the return address of the account selected if you selected the Return To Sender option. If you are requesting a Send Parcels to a 3rd Party then again you can either input a one off address using the postcode or look up an address from your address book. 4. The Service section is used to specify when the parcels should be returned back to you or taken to the third party. Among the options are Next Day, By 9am, By 10:30, By Noon etc. If the parcels cannot just be dropped off for delivery and require a prearranged book in time for delivery then tick the Book In field. 5. You can specify any Delivery Special Instructions for the delivery driver. 6. Once the Add New Return To Sender / Send To Third Party form has been completed, click on the Save button. Please Note: It is important that you have arranged the collection with your customer in advance and the parcels will be ready and available for collection on the collection date. If UK Mail attempt a collection and the parcels are not available then you may be surcharged for the failed collection attempt. If you require a same day collection then you will need to book collection as early as possible because UK Mail will have cut off times based on the postcode to be collected from.
Tracking and Cancelling Return To Sender/Send To 3rd Party Collections To track or cancel a collection, go to the Consignments menu, and then Find Return To Sender / Send To 3rd Party. You can search for a collection and filter down the search results, the most common method is to search by the Customer Reference. You can also search by consignment number, collection date, business name, contact name, postcode and UK Mail account number. Once you have found the collection you were searching for you can track and cancel the return using the Track and Cancel links. Administration Address Book Setup If you have regular addresses you deliver to or collect from, you can save time by adding these addresses into your address book. Address books are initially private to just you as an individual ipostparcels PRO user, but you can also share your address book with other ipostparcels PRO users at your company. You can add addresses to your address book in 3 ways: Upload / import a CSV file to import many addresses at once. Add addresses one at a time using the Add New Address function. Add addresses one at a time using the Add New Consignment Form. Import a CSV file Select Address Book / Import Addresses from the ipostparcels PRO menu
Select here to download a CSV template that you can utilise. This can be manipulated within Microsoft Excel and then saved as a CSV type file The following are the field definitions and values that can / should be used for populating the CSV file. Fields marked with a red asterisk (*) are mandatory and must be populated: Field : Title of column in the CSV template Definition : What type of values can be entered (Numeric = 1,2,3 etc, Alphanumeric = A,B,1,2,) Value : If a specific value is stated, you must select one of these and not use anything else Default Value : If not sure what to enter, then enter Default value
Always set Ignore first row if using UKMail template or if you have titles in the first row If there are errors in validation, you will see : The validation will highlight which row is in error and for some columns will highlight this as well. Where you have validation issues, please refer back to the Field definitions to re-work After the import has completed successfully you can see your addresses in Address Book / Maintain Address
Changing Your Password You can change your password at any time by selecting Configuration menu then Change Password. Input your existing password and then your new password (with confirmation) and click the Change Password button. Your password will be updated with immediate effect. For any further questions or required information please send your questions to ops@boxoncouriers.com