User Guide User Guide
Contents
1. Dey aes Despaten setts e Co EI pe mm m e ES 2 m er mg I NE E pang Leen E mm E Bee e Se D pasase eg hen eain K feg aw fk oad Seng eae eraser eee am zm Lemmer This is the main despatch screen and is used to create labels for despatches or shipments using Royal Mall services lr the screen is not visible then select Despatch Create Despatch from the menu or press vie 31 Address Details The system is able to process despatches to both UK and International addresses with 3 methods of inputting the destination address Postcode lookup UK addresses only Address book lookup Manual entry of the address Despatch Express always attempts to find an address from the address book before searching PAF 3 1 1 Postcode Address File PAF Lookup This assumes that the address is not already held in the address book Foya Mall Despatch Express User Gide VI Page Bae The name of the addressee if there is one should be entered in the Addressee field Enter a postcode into Postcode the field and click on Search F3 or press the center gt key Note that it is nat necessary ta enter spaces in the postcode field Ifthe postcode entered is unique to a single address usually this wil apply to a large Business then the matching PAF entry wil automatically be entered into the despatch window If more than one address matches the postcode the house number o2. lt Archive Addresshook gt from the main menu The following screen wil be presented p Arce custornes details E archive customer details een Ter E eme E om sen The threshold date v ll be set to the current date If you leave this date unchanged you will archive all addresses except those used today Click the down arrow to present a calendar to assist date selection The concept is that all addresses that have not been accessed since the given date will be archived Note Care must be taken to ensure the date in this box is the required date Foy Mall Despatch Express User Guide VI EECH The location of the archive file can be changed if required by clicking the Browse button Dong Start runs the archive and Despatch Express confirms wih the folowing message al ee EEE Dee OK brings the next prompt t confirm whether the archived addresses should ow be deleted fram the active database e wren ena as Selecting Ves or No completes the address archive process The address archive file contains a single record for every address archived The file can be opened vith a spreadsheet or simlar but does nat contain column headings Should you wish to mterragate this fle the layout is identical to that used in Export Address see the separate document Despatch Express Interfacing with Your System It can subsequently be re imported using Address Book Import Address
3. 16 Printer Setup This section describes how to align the printer and to ensure that a thermal printer is allocated to each service It is described in the Despatch Express Getting Started that was supplied as part of the installation pack However there may be occasions when you need to make changes to the printer configuration Your printing is getting out af alignment with the physical label This may happen for example when a new label roll is put into the printer You have started to use a new Service You have changed printerts for some of your services Select Tools Printer Configuration fram the main menu to display the screen below printer settings zen E barwe ad Pinta igen Lett ate Pa zm BEE REISE Reorder Fx use natn Sirdar ben Baron Dee ont Syna If you have been using Despatch Express then there wil probably already be a printer in the right hand column for some or all af the services The example above shows entries far most of the label layouts in use you may only have some of these presented Faya Mall Despatch Express User Gide VIZ HE In the Label Type drop down box select ary label that wil include a barcode The labels with barcodes are Special Delivery Next Day Special Delivery by 9am Recorded Signed For Airsure International Signed For Branch Direct From the drop down list of printers select the Thermal printer that you wish
4. Royal Mail Customer Systems Despatch Express User Guide onia 160120 Royal Mal Despatch Express User Guide VI 2 EL Contents INTRODUCTION 14 EQUIPMENT REQUIREMENTS 12 mme ee 2 STARTING TO USE DESPATCH EXPRESS 24 sTaRTUP SE 22 Ven SE 24 See aere 3 CREATING A DESPATCH 2A ADDRESS em e 311 Postcode Address Ditt S 12 312 International S in S 15 323 Address Book Lookup SE S 15 3 14 Saving the Address in the Adress Book S 16 345 Safe Place Ge i 17 22 DESPATCH DETAILS AND PRINTING nnn g H 324 Multiple hems to the Same Address e 7 20 322 Multiple Senders References f r the Same Rem S EJ 4 CHANGING AND SAVING ADDRESSES IN DESPATCH kA AMENDING AN ADDRESS BEFORE DESPATCH a 2 42 SAVING DESPATCH ADDRESSES TO THE ADDRESS BOOK 2 5 DESPATCH mauer S4 LABEL REPRINTING enn S 28 52 CANCELUNG RE e 28 6 CUSTOMER ADDRESS BOOK 3 ADDING A NEW CUSTOMER ADDRESS RECORD R 2 611 Branch Direct Ee e a EI A AMENDING AN BUSTING CUSTOMER RECORD n 2 63 DELETING A CUSTOMER RECORD 3 Ed IMPORTING MULTIPLE ADDRESSES FROM A FILE 7 ze 7 MAILSHOTS OR MULTIPLE DESPATCHES TA SETTING UP AMALSHOT nnn ze 12 REPEATING LE 7 30 eno OF DAY PROCESS 8A COLLECTION meet S B2 INPUT DAILY RATE WEIGHTS onnon w 83 COLLECTION MANIFEST ann S 9 REPORTS nn 94 COLLECTION MANIFEST REPRINT e 8 32 POSTING LIST SE RS HA i 93 DEPARTMENT REPORT lt n ge 9h CU
5. an instruction ta the delivery postman to tell him what action to take if he is unable to deliver the item An example here might be Leave in the shed If you use any of these services then your despatch screen will present an extra field as shown below lt F een EH meer sree RE 3 weng E een ms DZ TES m we por a ennen enen ES d eer d ee Ee DEN lt lt S E 3 mai ee zem ES ra rem eren l pen en assez Once the address has been found the safe place text can be entered as below Toya Wal Despatch Express User Guide VIZ HEEN nn ERTS men H un EE m Be zem e IF the service selected offers the Safe Place concept then this text wil be printed on the label see example in Appendix A If the service selected does not offer the Safe Place concept then any text entered will be ignored 3 2 Despatch Details and Printing The default number of tems to be despatched is 1 Please refer to section 3 2 1 if multiple items are to be despatched to the same address Vie required Royal Mall Service is not shown in the Service box dick on the drop arrow see below to select the required Service A list of the services ta which you have access for this Country wil be shown as a drop down list Select the service you require by clicking eens e E e Ps 3 mm 3J Lon E e it eal The system will then select the first account for this service If you ha
6. voan PS 3 See GC S vn er BR eer Geen D Addresses to be added to the maishot are selected by entering key data into the one or more of the search boxes at the top and clicking Search F3 Here the Customer ID has been used to find Customer IDs beginning with UAT and one address has then been highlighted To highlight an entry ether dick on the required line or use the cup gt or cdown keys The addresses can be sorted by clicking the appropriate column heading Faya Nal Despatch Express User Guide VI EEN kablen saeer Clicking on ot to List F2 wil put the highlighted address into the mailshot itself This can be repeated may times and additional searches done Alternatively clicking on Add all to list FA wil put all the addresses found by the search into the mailshot Faya Nal Despatch Express User Guide VI HEEN With 3 addresses added from two searches the window will look something like this search customer information eg Eet emm ee we E CG IS EK E Sio g Aasens amanenn Remove annie Rema ai vom tatit oo st a ae E pond a w ma a a Zen D E Addresses may be removed from the mailshot by highlighting them in the Addresses for Maishot box and clicking Remove from list F10 To dear all selected addresses click Remove all from list F221 Removing addresses from the list wil add them to the Se
7. Should you wish to interrogate this fle the layout is identical to that used in Export Despatch see the separate document Despatch Express Interfacing with Your System Foy Nal Despatch Express User Guide VI Page 520169 11 System Options This section is also covered in the document Despatch Express Getting Started that was supplied with the Despatch Express installation but is covered again here for reference There are some options which can be set by the user to change how the system operates These are accessed from the main menu by selecting Tools Client Configuration This opens the following window update client detaits Bpen EEE mmes O o EC ver un es Sen EK remm Tone tre iee a Omar FE EH Een LR SCH oe Ion The Despatch Address appears on the collection manifest and is used to identify the Manifest to Royal Mall staff should include your Business Name and despatching address The Return Address will appear on the despatch labels and is used in the event that an dem needs to be returned Faya Nal Despatch Express User Gide VI EEN Other local parameters may also be set Backup location This is the default location offered when the backup process is run Backup Warning Days This is the number of days after which Despatch Express will warn the user that a backup should be Archive records older than This indicates the default age for the oldest records which wi
8. un TTR Ta ore am FK E zem sanesna ament ment me ur ee The printed label wil show no address but could show the sender reference if this option was selected in the System Options section 11 Faya Nal Despatch Express User Gide Vi Page 57 or 69 13 Hints and tips 183 Customer Numbering to Simplify Mallshot Facility Some Clients do not have a numbering system for their own Customers but the Mailshot facility depends address book entries having a unique CustomerID In such a circumstance the following may be useful and is demonstrated by an example Example A Client s main Customers are retail outlets The retail outlets can be dlassified as small medium and large Periodically the Client wishes to send a mallshot to each retail outlet but wishes to send a different package to the different category of outlet small medium and large In this example the Client could allocate a 6 digit number to each outlet with the small outlets commencing 01 the medium commencing 02 and the large commencing 03 When he wishes to create a mailshot to the small outlets for example he could select to mallshot Customer IDs 010000 to 019999 He could then create separate mailshots for medium and large outlets Note that the Customer ID can consist of any combination of letters and numbers An alternative to the above could be to number the outlets S0001 to 9999 small MODO1 to M9999 Medium and L0001 to L9999 large 13 2 Use of
9. Book menu 6 1 Adding a New Customer Address Record To add a single new customer address to the address book use the Address Book Create Address Book Entry menu option or press F5 gt at any point This brings up the Add New Address window as below add new address zeen M smana EZ eme E enen FO Amen AH eme E sn zem FF GE minen SG DS m Maw P Sar erg Here the details of the address can be entered Foy Wal Despatch Express User Guide VI EECH The PAF lookup button can be used in the same way as on the despatch screen to find an address from a full UK postcode entered in the Postcode field An example is shown below add new address commero emm SP NR T coment Te ms PZ ere a wwen PZ ee EAE mm ren ER am com Par eene D nen p E es P Savin pa Notes The customer ID field is mandatory when entering new addresses in this way and may subsequently be used to find the address for despatches Either Business name or Addressee or both is mandatory If the returned address is incorrect in any way e g incorrect Business name then use the Enable F4 button to enable the address fields that have been returned from PAF At least the first address line is required Postcodes are mandatory where the country is UK but net required for International addresses The email address and telephone number are optional and are not used elsewhere in
10. Browse sen canca Backups may be made to the same location each time for example to a removable media or to a server on the network The default location can be set in the System Options section 11 The filename is created automatically by Despatch Express and is made up from the date and time of the backup Click Stat to run the backup and Despatch Express wil confirm completion af the process Er a DE pear Foya Mall Despatch Express User Guide VI 2 EEN 10 2 Archiving Data To reduce the sie of the working database and to speed up operation it is recommended that the archive process be run on a regular e g monthly basis Archiving stores old data away from the live system It may still be viewed by the use of a spreadsheet or similar but the ive database size vall be reduced IF archiving is not performed the database may become so large that performance problems are experienced It ie recommended that archiving should be dane every month with three manths worth of data being retained on the system Two archive processes can be used to archive unused customer addresses from the address database and to archive historic despatch Information 10 21 Customer Address Data Archive You may elect to never remove any addresses from your address book just in case you despatch to the same address again However if you do wish to archive entries from your address book the process is described here Select Fie
11. FRE mm zm Femme zouen com P ar ennen SS among wn E em emm Each Branch Direct location requires that a hub code is recorded against it the required Hub Code v ll be notified ta you from either your head office or from the Branch Direct team The Hub Cade is a single letter which will appear on the label and is used for sorting purposes and is a mandatory entry On the despatch screen a Branch Direct address can be found from the address book by any combination of Customer D Foy Wal Despatch Express User Guide VI HEH Business Name Addressee Postcode 62 Amending an Existing Customer Record To amend an existing customer record select the Address Book Edit Address Book Entry menu option This brings up a search window as below here with addresses found by entering part ofthe Business Name search address el SH RES ES Ze e i Faya Nal Despatch Express Usar Guide VI EEN Select the required address by clicking on it once and the details wil then be displayed as below edit address omo p nen FSR nm ST nen Pre ener emer en E Lo REE mmm nm Fe beten un BS enen E DS e P om ze Make the required changes to the address details and click on Save F12 to complete A3 Deleting a Customer Record To delete a customer from the database select the Address Book Delete Address Book Entry menu option Complete t
12. Vi 2 EEN 133 Training Mode Use of the Training Mode is described in the manual Despatch Express Getting Started that was supplied as part of the Despatch Express installation pack along with the installation CD and is repeated here There are situations where you may wish to use the system but do not want the labels to be actually used and da not want the information to be passed for Biling These situations might be You have new Staff member s and wish ta train ther on use of the system You may wish to practice using the system You may be developing an interface and wish to test its operation see the document Despatch Express Interfacing with Your System To access Training Mode start the system and enter the User ID and Password as below User D training Password training The main screen wil appear as below There should be no doubt that you are in Training mode Pad Wal Despatch Express User Guide VIZ EECH While using Training mode the system wil operate as normal except Any labels produced wil show a clear indication that they are for Training purposes only Each despatch willbe automatically marked as Cancelled once the label has been printed A Collection Manifest cannot be produced as there wil be no items despatched Address labels produced while in Training mode must not be used on items despatched under any circumstances bad Mall Despatch Express User Gide VIZ EEN
13. are not required The mailshot facilty is accessed through the Despatch Mailshot menu options Select the required mailshot by clicking on one that is displayed or use the lt up or lt dawn gt keys and then click the Continue to Process Mailshot F4 button Despatch Express then displays the main Mailshot execution box as in section 7 1 above The details can be changed if required before selecting the Process maishot F9 button to produce the required labels bad Mall Despatch Express User Guide Vi Pag 30 or 69 8 End Of Day Process Although this section refers to the End of Day process it should be followed far each Collection Some Clients have multiple collections each day When a collection is made the Royal Mail driver wil expect to receive 1 The iteme to be despatched 2 A printed manifest summarising the items that have been labelled by Despatch Express 3 Confirmation documentation that the information has been recorded on the Royal Mail Biling systems Despatch Express includes a function to print the manifest item 2 above As well as printing the manifest this function wil automatically connect via the Internet to Royal Mail central systems in order to Pass information into the Biling Systems Retrieve any changes to the accounts and services used Retrieve any updates to the Postal Address File PAF Retrieve any Despatch Express software upgrades Items despatched via the Branch Direct serv
14. continue Faya Nal Despatch Express User Guide VIZ EECH 12 Special Conditions This section describes some special situations that may arise 124 BFPO Despatches Despatches to HM Fortes address are usually defined as BFPO British Forces Post Office services with an associated number e g BFPO 123 These are curently treated as domestic addresses far most purposes and use the domestic services such as Special Delivery BFPO addresses are defined as part of the UK so Country UK should be selected However BFPO addresses do not have a postcode which is usually a mandatory field for UK addresses The following approach is recommended Enter the recipient in the addressee field there is no address Information to enter other than the BFPO number enter HM Forces ar similar in Address iine 1 mandatory field Enter the BFPO number in the Town City field An example is shown below oam _ EI sol TT FR O e ma ooo eem besii mn PS a poni en ES A nen PS le eg E Sa be H zunn ES Aen ne FR zm veer vener em ES Foy Wal Despatch Express User Guide VI EEN When you click Print confirm despatch F12 the following message wil be presented gt XX x EE ae Clicking Yes wil accept the address and print the required label BFPO addresses cannot be added ta the address book section 6 as postcode is a mandatory field for UK addresses 12 2 Lab
15. no postcode can be found then click Yes or press s to print the label or e press lt N to enter a postende Note that if the appropriate option is set see section 11 then every address used for a despatch will be automatically added tothe address book for future use except for those UK addresses not showing a postcode These will not be added but wil present the following message Click OK to proceed 3 2 4 Multiple Items to the Same Address If you have multiple items to the same address then click on the No of Items field to change it fram the default of 1 then press the lt Tab gt key or cick on another field eg Service to enable the Add Item F7 button Weight Size must be entered far each item in the despatch Similarly Senders Reference information can be recorded against each item Foya Wall Despatch Exprese User Gude Vi 2 EL Having selected the Weight Size and entered Senders Reference information far the fst item click the Add kem F7 button This fils in the tem Details box for that tem see below Now enter the details for the second item and press Add Item again Repeat for each item required Errors may be corrected by selecting the tem in the item Detall table and then ether re entering the required detaile or by clicking Cancel Despatch Item F8 te start again zeen CET See a nest dps tem FE 3 2 2 Multiple Senders References for the Same Item If you would ke to r
16. Addressee Postcode Note that the first few characters of these fields can be provided The system will match what i entered against entries in your address book and will then display a table of all the matching entries If only one entry matches then this vill automatically be entered into the despatch sereen as below Foy Mall Despatch Express User Guide VIZ KEEN seg ES coor mmer n REH _ a ere seng Leem eneen Shortened Customer ID and Posteode entered EE If multiple matches are found a selection list wil be displayed as below leon a nartkolar rdf eleen Adleen ce Bore a ee de enz 20 f re e weii EES CG oeren ent Ze p Ej esu zeen een Clicking on the required entry wil populate the address fields in the despatch screen IF none of the entries shown contain the required address cick the PAF button ta search PAF Note that the PAF F3 button wil only be enabled if you entered a full postcode 3 4 4 Saving the Address in the Address Book lf the Auta ad ress book entry option is not set see section 11 then the Update to address book F10 button wil be available IF you wish to add this address to the address book far further reference then cick the button before proceeding to entering the despatch details Foya Wal Despatch Express User Guide VI KEEN 3 5 Safe Place Some Royal Mall services e g Royal Mal Tracked offer the concept of Safe Place this is
17. Express User Gide VIZ EEN If you are using E Pre you should allow 5 minutes for the information to reach the system then print a Statement of Maing report to hand to the driver this will include your Despatch Express biling information and is evidence that the information has been passed to Royal Mail 9 Reports Despatch Express produces a number of reports for your own use and these are described below 92 Collection Manifest Reprint Production af the Collection Manifest is covered in Section 8 End af Day Process However there may be occasions when you wish to reprint a manifest This is covered here From the menu select Reports Collection Manifest Reprint Manifest The following screen wil be presented showing manifests that have been printed previously Note that where more than 1 manifest is produced in a single day then the Series number increments for each manifest produced Select the required manifest by licking or by use of the cup or town keys and click the Proceed button The Manifest printed will be identical to that produced originaly 92 Posting List The Posting List Report provides a detailed isting af what has been despatched including the full delivery address and includes the barcode numbers allocated to each despatch item If you despatch many items then please be aware that this may be a large report It is effectively a detailed breakdown of a Collection Manifest which is a summary r
18. Keyboard Wedge Scanner to improve speed This approach has been adopted by a number of Clients to speed up the process and improve the accuracy of using the Despatch Express system Brample A Cent takes orders for goods to be despatched Her own system produces a picking note which is used by warehouse staf to full each order The Cient system prints the Customer Account number as a barcode on each picking note The Client has ensured that her Despatch Express address databace uses the account number in the Customer ID field When the order has been packed the packer wil go ta the Despatch Express system and enter the account number in the Customer ID field to retrieve the delivery address This account number field is 11 digits long and the Client wants to minimise the need for keying and to reduce errors Al the Client needs to do is to connect a keyboard wedge scanner in the cable between the keyboard and the Despatch Express PC There are no changes necessary to the Despatch Express system When the packer is ready to produce a label she will scan the account number from the picking note into the Customer ID field this wil appear to Despatch Express as though he had keyed it and the delivery address wil be presented Royal Mail does not provide keyboard wedge scanners or any other hardware for use with Despatch Express but these devices are readily available from a number of suppliers Royal Mall Despatch Express User Gide
19. STOMER REPORT S 95 See S 96 COUNTRY REPORT S Bond Mal Despatch Express User Guide VI 2 EEN 10 BACKUPS AND ARCHIVES 03 DATABASE ene 4 102 ARCHMING Sen S 50 102 Customer Address Data Aan S so 1022 Despatch Data Arehive S S a 31 SYSTEM OPTIONS 22 SPECIAL CONDITIONS 2 4 BFPO DESPATCHES enn s 122 LABEL S WITH NO ADDRESS SSC S 88 23 HINTS AND TIPS 23 CUSTOMER NUMBERING TO SIMPLIFY MAILSHOT FACILITY a sa 422 USE OF KEYBOARD WEDGE SCANNER TO IMPROVE SPEED sa de PRINTER SETUP 1 BB m EI 354 CUSTOMER SYSTEMS HELPDESK ni R ze 4352 FREQUENTLY ASKED QUESTIONS e e 68 APPENDIXA SAMPLE LABELS APPENDIX 8 FEATURES NOT COVERED IN THIS GUIDE Foy Mal Despatch Express User Guide VI 2 EE 3 Introduction This Guide covers all the main functions of Despatch Express There are two other guides available Despatch Express Getting Started This was supplied as part of the Despatch Express installation pack along with the installation CD Despatch Express Interfacing with Your System Despatch Express is primarily designed to produce address labels for the Royal Mail services that require a barcode However it can be used to produce address labels without barcodes for some services The system contains a copy of the Postal Address File PAF in order to assist the completion of the delivery address from the Postcode along with a mechanism to ensure that it is
20. arch results above so that they can be re selected if need be Note The sequence in which labels are to be printed may be defined by changing the sequence in which the addresses are shown an the screen This is dane by clicking on one of the column headings in the Addresses far Mailshot window For example liking on the Postcode header wil sort the addresses mto ascending postcode order The details of the Mailshot including addresses sequence of printing and service account selections can be saved without actually running the Mailshot Just click Save F12 This allows for setting up a Mallshot in advance Foya Wal Despatch Express User Guide VI 2 E By selecting the service account and other details in the bottom box and dicking Process Mail Shot F9 a label far each address will be printed Note that the Format and Class fields wil only be presented if required for the selected These settings and the selected addresses v ll now be saved on the system for the mallshot to be run again However all these entries can be changed next time if required The system will maintain any number of diferent mailshots 7 2 Repeating a Mailshot Once a mallshot has been set up it can be run many times For each run each item will receive a label for the same service and care should be taken to ensure that all the addresses in the mailshot are intended to be included This is to avoid having to subsequently delete despatches which
21. d to the UK Although the repart wil appear in Country sequence you can choose to sort the report by Department Sender Reference or Customer ID as a secondary sequence within Country Faya Nal Despatch Express User Guide VI EEN 38 Backups and Archives It is important to maintain regular backups of the information held by Despatch Express in tase it is needed to restore the system Despatch Express also provides an archive process to save old information away from the ve database to contral the fle sizes and maintain the overall performance of the system It is strongly recommended that both these processes be carried out on a regular basis 20 1 Database Backup Taking a backup of the database should be established as a regular part of the dally routine In the unlikely event that the Despatch Express system falls or hardware problems occur the database can be restored to get the system working again Should you ever have need to restore from a Database Backup you wil need to contact the Royal Mall Customer Systems Helpdesk for advice If you forget to backup the database then you will receive a reminder This reminder wil be presented when a number of days have elapsed since the last backup was taken This number of days is shown in the System Options see section 11 To access the backup process select File lt Backup Database fram the main menu The following window appears backup database neige E0 ea
22. ecord multiple sender s references against a single item for example multiple orders being packed into the same box then enter the first senders reference in the field provided and cick the More F9 button This will present To add a senders reference please enter the required details and click Add F7 To remove a senders reference that has already been added select the entry to be removed and dick Delete F11 To return to the main despatch screen click Back F2 Foy Wal Despatch Express User Guide VIZ DEE It is even possible to have multiple sender references with multiple tems in a despatch These appear in the tem Details box as shown below ay asa S A msn zo Ee aer emma mmer Please note however that only the first Sender Reference can be printed on the lahel Faya Nal Despatch Express User Guide VI Page ae 4 Changing and Saving Addresses in Despatch A3 Amending an address before Despatch When an address has been automatically filed in on the despatch screen either by a postcode lookup or by selecting the address from the address book the details may be changed before the label is printed To do this simply click the Enable F4 button and the address fields vall be re enabled If the address was selected fram the address book then any changes made v ll nat change the address book entry To make permanent changes to entries in the address ook see Section 6 Note that if t
23. els with no address Note that the following is only possible for UK despatches Some Clients have a requirement to produce barcoded labels with no address At first sight this appears to be a meaningless requirement However such Clients produce their own address label on the item and require a harcode label for tracking and proof d delivery purposes This section describes how this special situation is covered Praper use of these labels requires a link between the barcoded label produced by Despatch Express and the address label produced by other means The Sender Reference field should be used for this purpose ts expected that an order number or some other Identifying Information wil be entered Into this field It is not normally possible to enter an address with no information there are several mandatory fields However there is an invisible entry in the address book to cover this situation The Customer ID for this entry is XXX ar as many X characters as are necessary to find the unique entry you may already have Customer IDs commencing with X characters Entering this in the Customer ID field and clicking Search F3 presents the address as shown below A sender reference has been entered to show how this might be used Faya Nal Despatch Express User Gide Vi EEN PE Despen ots un TE GE eae Ft nn Peer me fm un Femme zm ms F nr SE emt mn Pm d Pm end fa nn Pm e 4 ten TTS an ats
24. eport Faya Wal Despatch Express User Guide VI EEN From the menu select Reports Posting List Report and the following screen will be presented Note that this screen is virtually identical t the one shown in the Collection Manifest Reprint in the previous section Select the required manifest by clicking or by use of the up or down keys and click the Proceed button 9 3 Department Report If you wish to report an items by Department it is important that you record the Department each time you make a despatch see section 3 2 A report of tems by Department can be produced by selecting Reports Department Report from the main menu The following selection screen wil be presented we a You can choose to limit the report by a range of Customer IDs and for a specified date range Clicking the downward arrow against each date presents a calendar to assist in selecting the required dates Although the report wil be presented in Department sequence you can additionally choose to sort on either Sender Reference or Customer ID as a secondary sequence within Department Faya Nal Despatch Express Usar Guide VI EEN 94 Customer Report If you wish to report an items by Customer it is important to remember that the Customers should be recorded in the address book so that they have a Customer ID A report of items by Customer ID can be produced by selecting Reports Customer Report fram the main menu The fo
25. er an entry Click OK to confirm the cancellation deletion Should you net wish to proceed with canceling the despatch dick the Cancel button Vie despatch was cancelled the confirmation screen will appear as above Click OK to proceed Note Any barcode labels previously printed for this despatch must naw be destroyed to prevent accidental use Foya Wal Despatch Express User Gide Vi EEN A subsequent despatch enquiry on a cancelled despatch will show Despatch Cancelled in red on right hand side of the Despatch screen Dot es Soy mmm mg EE Se a BE gt Pm mg Sie es H nen ST en EE unten PZ Lt zeng near Seen en EE E To view the reason for the despatch cancellation click the Deletion Reason text or press the Enter key The reason for cancellation and any nate that was entered will be shown as below Click the OK button ta continue Foy Wal Despatch Express User Guide VI EEN 6 Customer Address Book Customer addresses may be stored in the Despatch Express Address Book so thatthe Create Despatch process section 3 can be improved by minimising keystrokes All entries in the Address Book other than those created during Create Despatch must have a unique identifier by which the address can be referenced known as Customer ID and all UK addresses must have a postcode To add delete or amend a customer address entry use the Address
26. es i necessary 10 2 1 Despatch Data Archive Most Clients find that retaining 3 months worth af despatches in the databace is adequate but you may elect to retain mare or even less than this Select Fie lt Archive Despatch from the main menu The follwing screen will be presented archive despatch data memes a E oe The threshold date v ll be set to the current date If you leave this date unchanged you wil archive all despatches except those created today Click the down arrow to present a Pad Nal Despatch Express User Guide VIZ DEE talendar to assist date selection The concept is that all despatches created before the given date wil be archived For example 01 01 2006 would archive all despatches that were created prior to 01 01 2006 Note Care must be taken to ensure the date in this box is the required date The location of the archive file can be changed if required by clicking the Browse button Dem Start runs the archive and Despatch Express confirms with the following message Clicking OC brings the next prompt to confirm whether the archived despatches should now be deleted from the active database Selecting Yes or W completes the despatch archive process The archive fle contains a single record far every item despatched NB a despatch may consist of multiple items The file can be opened with a spreadsheet or similar but does not contain column headings
27. espatch window i it is not already open by using the Despatch menu at the top of the sereen and selecting Create Despatch Key the name of the addressee if there is one Into the addressee field Now enter the postcode into the field marked Postcode Press lt enter gt or F3 lr requested enter the house number name Sa lang as the posteode is valid this will now fil in the address detalis for you Ifthe address needs to be changed or a business name needs tobe added then click on the Enable F button or press ir This will allow you to edit these entries Faya Wal Despatch Express User Guide Vi If the required service is not showing on the right hand side of the screen then select the service from the drop down box labelled Serce and select the weight in the same way Now click the Print Confirm Despatch button at the bottom of the screen and Despatch Express wil produce a barcode label See more details in section 3 2 5 Quick Manifest When the day s despatches are complete you will need to print a collection manifest for the driver to take with him Note that this process wil automatically update the Royal Mail biling system To do this select the lt Reports gt menu and then lt Collection Manifest and then lt Print Manifesb Click on Proceed and Despatch Express will produce the manifest report on the Note There may be a delay before the manifest is produced for the first time To
28. for an overseas Dam Wil run out of tracking numbers I have problems with my thermal printer My labels are not aligned properly Answer You should have received an initial supply of labels with your installation pack along with instructions on how to order further labels IF you have lost these instructions please contact the Royal Mall Customer Systems Helpdesk section 15 1 and ask for advice The label reference number is printed on the reverse of each label and wal be required by our supplies department Check usemame and passwords are correct They do not need to be case sensitive You may not have the required services set up for the destination or Country selected IF you believe that these have been agreed with your Royal Mall Account Handler then you should contact the Royal Mail Customer Systems Helpdesk and ask for advice I you want to add another service to your Despatch Express system please contact your Royal Mall Account Handler When new Services are set up on our finance systems they Wwil automatically be enabled an your system 2 working days later Please be aware that Despatch Express does not support every Royal Mall Service Iis possible that you are trying to use a service toa Country where that service is not available Check the Royal Mall website at wv royalmail com These are the barcode numbers which go onto your items and uniquely identify each despatch They are automatically allocated b
29. hat you change this see section 11 The report should now be printed by clicking on the printer icon at the top left of the page This opens the normal Windows print selection window bad Mall Despatch Express User Guide Vi EEN When the report has been printed then it must then be closed using the crass in the top right corner This nats the Internet communication with the Royal Mail central systems Ifthe system was unable to connect to Royal Mail then the following message will be presented The most ikely reason for this is that your connection ta the Internet has failed in some way I is important that the situation is resolved I you are able to remedy the problem select Tools Send Data to Royal Mall to retry If you are unable to resolve the prablem then contact the Royal Mall Customer Systems Helpdesk for advice If the problem cannot be resolved before the collection driver arrives then you wil need to explain to him that you have been unable ta send your Biling data due ta an Internet problem Every attempt must be made to send the data later the data can be sent when the problem is resolved Your system wil cease to operate if there is unsent Biling data outstanding for more than 5 days Despatch Express wil send the biling information ta EPro unless you have been migrated to Online Business Account OBA Instruction om how to use these systems is nat covered in this document Foy Mall Despatch
30. he appropriate option is set see section 11 then the revised address wil be automatically added to the address book as a new entry unless the address book entry had been originally set up with a Customer ID see section 6 4 2 Saving Despatch addresses to the address book An address used in a despatch can be saved to the address book for future use if required Before clicking on Print confirm despatch EZ use the Update to address book F10 button This saves the address on sereen to the address book Please note that a customer ID is not mandatory here but may be entered to enable the address to be found in future by for example an account number It is also possible to set an option in the client configuration section 11 to force the system to save everyaddress automatically when the print confirm despatch button is used I this option is set then the Update to address book F10 button is greyed out bad Mall Despatch Express User Gide VIZ EEN 5 Despatch Enquiry To search for or re print despatch labels please use the following procedure Use the Despatch Search Despatch menu option to open the search window as below despatch enquiry brne lt SS teen EZ ren D een E zt FE nt ens pes sn Any of the criteria shown may be used for searching singly or in combinations Also each entry may be a partial entry For example entering LE in the postcode field would find all despatches t
31. he search process as in 6 2 above and then use the Delete F12 button Faya Nal Despatch Express User Guide VI EECH delete address en E nee TT RR Fame nun Fee vn Femme nn Fe mae en Per em E ee en P Zeite D Di zeen lr the address has been used for despatches you will be asked to confirm the deletion EE CZE Click Yes or press Y to confirm or cick No or press lt N gt to cancel Note Deleting an address from the address book has no impact on despatches previously completed The address wil continue to be visible on Despatch Enquiry The warning is to make you aware that this address was relatively recently used and that you may wish to retain it 6 4 Importing Multiple Addresses from a File Despatch Express provides the faciity to Import fles of addresses for example from an order system into the address book in a single operation This feature is described ina separate document called Despatch Express Interfacing with your System For Cliente who are migrating fram the earlier Worldwide Distribution Manager WOM system there is a faciity to import addresses fram WDM This is described in the separate document Despatch Express Getting Started which was provided with the Despatch Express installation CD Foy Wal Despatch Express User Guide VIZ BEEN 7 Mallshots or Multiple Despatches Despatch Express provides a function to organise addresses from the address b
32. he use of a mouse is minimised although a mouse wil be needed for some other functions Despatches can usually be created by the use of the keyboard only Kt is a requirement of Despatch Express that you are an account Customer and that you are using either E Pro or Online Business Account OBA for Biling purposes bad Mall Despatch Express User Guide Vi 2 Pag 6 or60 A3 Equipment Requirements To enable optimum performance the PC running Despatch Express needs to meet the following criteria Additional processor memory and hard disk capacity may improve the speed of operation IBM Compatible PC 300 MHz processor 128Mb RAM Windows 2000 Service Pack 2 or greater or Windows XP 5 Gb Free hard disk space during installation 3 5 GB hard disk space ongoing operation CD ROM Drive Installation set is on CD 1024 X 768 VGA Monitor or better Printer for reports Laser is recommended either local or networked Thermal Printer for bar caded address labels e g Zebra LP2844 A minimum of 200 dpi dots per inch will be needed Royal Mall will verify that your barcodes are acceptable by requesting sample labels to be submitted Suitable device for backing up databases e g recordable CD or networked drive Internet connectivity although a web browser is not required 12 Setup Before starting to use the system the guide Despatch Express Getting Started should be followed This v ll ensure that the printerls are
33. his process must not be used to produce a label for a second despatch tothe same address as the barcade numbers produced on reprint wil be the same as the original 5 2 Cancelling a Despatch Note A despatch can only be cancelled if the daly collection manifest has not yet been produced The cancel despatch option is separate from the Despatch Enquiry function as the searching is restricted to despatches that have not been included on a manifest Use the Despatch Cancel Despatch menu option to bring up a despatch search window as above Find the required despatch using the consignment searching process above and display it on the screen c en BR ns fl en Erasme lt Rer nenn Ss mn B Es mm E a wenn M reen EE 3 on EE in EE ve BESSE ie P J sonores EN te oo Seen AMT Ce ET The despatch can now be cancelled by clicking an the Cancel despatch F2 button Despatch Express wil ask for confirmation before canceling deleting the despatch Faya Wal Despatch Express User Guide VI EEN Click Yes to delete the despatch or dick No to cancel your request A reason for the cancellation deletion v ll then be requested o 1 et A deletion reason should be selected from the drop down box and further explanation can be entered in the Note section if required I the reason required isnot in the pre supplid list then a new reason can be added by typing ov
34. ice do not require either the printed manifest or confirmation that information has been passed to Biling However it is important that the process is followed so that any changes can be retrieved even if no other services are used bad Mall Despatch Express Usar Gude VIZ EEN 82 Collection Manifest Before the collection driver arrives fallow the instructions below to produce a Collection Manifest From the menu select Reports Collection Manifest Print Manifest if no Daily Rate services have been used such as Packetpost Dally Rate 1st Class the window shown in section 83 wil appear The eur window wil only be shown when Dally Rate services have been despatched A7 Input Daily Rate Weights e Dally Rate services are priced on the basis of an average weight for the day This screen allows yu to input either a total weight or an average weight but not bath for each combination of service and format used Please enter ether a total weight or average weight in grams against each line An example is shown below ESES Click on the Proceed button and Despatch Express will calculate the total weight or average weight as shown below Faya Nal Despatch Express User Gide VI 2 Page 1 area se If you realise at this stage that you have made an incorrect entry click the Back button Note that in this situation you will ned ta remove either the total or average weights as you cor
35. inter column Foy Mall Despatch Express User Guide VIZ Page 63 or 69 printer settings Prior dammen Jet FT nn FZ tn eter Late Dreamer Teena 3 test SOND Speci Deep Nen Der EE Ieren NTS natn siysa ben Brno Daear wat Sarata Deal Ete Te Pre Der es Thema Pine EECH Deva Ese Them Pn Detach Exp Thema Proar EECH San Detach Exp Thema Pe The screen can now be dosed in readiness for despatching Faya Nal Despatch Express User Guide VI Page 64 or 69 15 Help 13 Customer Systems Helpdes The Royal Mall Customer Systems Helpdesk can be contacted on the following number 08705 333999 When you ring this number you will need to explain that you are using Despatch Express and will be asked for your company name In the initial welcome message you may hear references to WOM or WDM Online The latter refers to the system used by Parcelforce Worldwide and the helpdesk for this is now handled by a different team The former refers to the system that preceded Despatch Express Both Despatch Express and WOM Worldwide Distribution Manager are supported by the same helpdesk bad Mall Despatch Express User Gide Vi EEN 15 2 Frequently Asked Questions Question am running out of labels How can I get Iam unable to tag on to Despatch Express I have no Services or Accounts available I want to use a Service which is not showing cannot select the required Service
36. l not be archive Percentage Barcade User Before When the system exhausts this percentage of its Reorder allocated numbers it wil automatically request a new range This request is automatic and is invisible to the Customer I is not recommended that the setting is changed other than on advice from the Helpdesk Default No of items This number is shown on the despatch window by default as the number d items to despatch It should normaly be set to 1 Maximum Na of Despatch items In a despatch ifthe user selects more than this number then Despatch Express will warn the user that they have done so This may be used to reduce errors in keying numbers of tems If yau never or very rarely despatch multiple teme to the same recipient then set this to 1 Default Department When a despatch is made this wil show as the default department Auto Address Back Entry If Ves Is selected then every address used on the despatch screen wil be automatically added tothe address book for future use Include on Label Each of these two options may be selected and Despatch Express will then print the selected information on each label See the example in Appendix A Make the desired changes If you have made errors but have not updated you can reset the setting to those previously stored by clicking lear When you are satisfied with your changes dick Update to store the changes made A confirmation message wil be presented ECH Geh Cer OK to
37. llowing selection screen willbe presented we mma AM ls You can choose to limit the report by a range of Customer IDs and for a specified date range Clicking the downward arrow against each date presents a calendar to assist in selecting the required dates Although the report wil be presented in Customer ID sequence you can addiionally choose to sort on either Department or Sender Reference as a secondary sequence within Customer ID 9 5 Despatch Report A report of tems Despatched can be produced by selecting Reports Despatch Report from the main menu The following selection screen will be presented we ma Faya Mall Despatch Express User Guide Vi HEEN You can choose to limit the report by a range of Customer IDs and for a specified date range Clicking the downward arrow against each date presents a calendar to assist in selecting the required dates You can choose to sort the report by Department Sender Reference or Customer ID 9 6 Country Report A report of tems Despatched overseas can be produced by selecting Reports Country Report from the main menu The following selection screen will be presented Zon Sr mmm gt mmm Le AA Yau can choose to limit the report by a range of Customer IDs and for a specified date range Clicking the downward arrow against each date presents a calendar to assist in selecting the required dates The report will exclude domestic items despatche
38. o Leicester postcodes Click Search F3 to bring up a list the matching despatch es The following was the result of entering s20 in the postcode despatch enquiry ennen c teen E ia een E mdr es pases SS sen Pers cnet e ne e E IO rs ier A Royal Wal Despatch Express User Guide VIZ EEN To select the required despatch from the list simply click an it The selected despatch v ll be displayed in a new Despatch Item window as below Ss Se Dn mr z Seel P votre a a IOT a woe ES D n EH Legd You can cick the barcode in the ltem details window t link directly to the Royal Mad website to view the status of the Item Clicking Back to Search Results retums to the previous search results in order to enable a further despatch to be interrogated The Search Despatch window should be closed before proceeding with further despatches 541 Label reprinting The label reprint facility is designed to cover the situation where the original label were not printed correctly or have been damaged in some way Find the despatch using the process above then click the Reprint F11 button ta produce another copy of the label Note this button wil only be avallable if the item has not been included on a daily collection manifest The system vall provide a warning that the original labels must be destrayed Foy Wal Despatch Express User Gide VIZ EEN Note that t
39. ook into groups or mailshots Once organised the system can produce a despatch label for every address in the Mailshot forthe same service weight ete A defined Mailshot can be used repeatedly as required A single addresses can be a member af many mallshots An example of usage might be to despatch point of sale material to every large branch in a Fetal network These large branches could be grouped into a mallshot and then having packed the required number of identical contents Despatch Express could be used to produce a label for every branch in a single process 7A Setting up a Mailshot The mailshat faciity is accessed from the main menu Dette Mailshot and the following screen is shown r Jeer communes sen The list shows any mallshots that have already been set up To set up a new mallshot click on New Mater F2 This displays an entry box below the maishat window where the new mailshat name should be entered ben E ee bad Mal Despatch Express User Guide VIZ EEN Key in a mallshot description to enable you ta identify the mailshot again and confirm for which country the maishot is required If you are using the Royal Mal Branch Direct service UK only then click the Only Branch Direct addresses otherwise ignore the selection box Click Save to continue The Process Mailshot window is now shown EE anes emm gg meng mennar earme sa a EE EE
40. print the manifest cick the small printer icon at the top of the report Closing the screen wil send the information to Royal Mal See more details in section amp bad Mall Despatch Express User Guide VIZ Page 10 or69 3 Creating a Despatch The folowing describes the Create Despatch screen in detail It assumes that a mouse is to be used It possible to use this screen without a mouse I you wish to do so you need to be aware of which keys are used to navigate between fields Press the lt Tab gt key to move to the field where you want to next enter data Within a field use the cursor keys to move between characters Left arrows and lt Up arrow move the cursor left Right arrow and lt Down arrows move the cursor right Within a drop down box use the arrow keys to move between entries Within the No of items field the Uparrow increments the number of items the Doun atrow decrements the number Individual hem details may be selected using either the lt Tab gt key or the lt Up arrow or een arrow keys The main function buttons can be either clicked with the mouse or can be selected by pressing the function key shown on the button Where a confirmation is required e g a button showing OK then pressing the lt enter gt key is the keyboard alternative Where a Yes or No response is required then pressing the lt Y gt or lt N keys is the alternative bad Mall Despatch Express User Guide Vi Page Ti oe
41. properly configured and that initial system options are set up It also provides guidance if you have previously used Worldwide Distribution Manager WDM or Royal Mail Despatch Manager RMDM The guide was supplied as part of your installation pack Royal al Despatch Express User Gide Vi Fage Tores 2 Starting to use Despatch Express This section provides a fast track to printing single tem labels and a collection manifest Mare detail and a number of additional facilties are covered in the remainder of this guide 21 Startup To open the Despatch Express application double click the Despatch Express icon on the screen desktop The following Welcome screen appears Clicking off the check bax wil prevent this sereen appearing in future Click on continue to proceed enwan OO a Despatch Express prints address labs tar wacked products This system replaces previous despatch systems thathove been eg Den EE 22 Login The login screen will now appear For normal use enter the User ID and Password as follows User D super Password agates Foy Mall Despatch Express User Gide VI User IDs and passwords are not case sensitive Press center or dick Login The main Despatch Express window and despatch scree wil then appear as below The despatch sereen is described in more detail in section 3 24 Quick Despatch To do a quick single item despatch to a UK address first open the d
42. r name will be prompted for as below The house number or house name may be entered and if a match is found against the postcode then the address wil be inserted into the despatch window Ifthe house number name Is not known then click OK ar press the center key to present the selection box shown below this example is for the postende LES 6GA Simply deg on one of the addresses anywhere across the window wil automatically fil in the relevant address details in the despatch screen NB use af the mouse is required here lf the required address is not shawn then this bok can be closed using the crass in the top right corner Foy Wal Despatch Express User Gide VI EEN When the address has been found it is inserted into the despatch screen as below zeiten Peer en a ener M enen Per apen ES nn DE zept zem T e PS El Ee m FE Sa E a mmm te tn nr Es zen araon pate Note The addressee and or the business name fields must contain an entry so ifthe postende lookup has not found a business name then one ofthese must be entered Note I any of the rey address fields found by the postcode lockup need to be amended for example where the business name has changed or a new house name is required then these fields can be edited Click on Enable F4 to enable these fields for editing 3444 Postcode Not Found le the postcode is not found the following error box appear
43. rect the entries When you are happy that you have entered the correct weights for the day click Confirm and the folowing screen wil be presented 8 3 Collection Manifest Summary Be San hes Sec The window will show a summary of what wil appear on the manifest this will be Confirmation of the services used since the last manifest Click on the Proceed button to produce the Collection Manifest Note There may be a delay before the manifest is produced if no other reports have been produced during the day The manifest is a single report that appears in two sections Faya Wal Despatch Express User Gide Vi EEN 3 Tracked hems This is produced in two sub sections one shows summary totals by service and weight and the other shows ranges of barcodes for Royal Mail scanning purposes 2 Non Tracked Items This includes any despatches that did not have barcodes on the labels plus any Recorded Signed For despatches these are not tracked through the Royal Mail network Both sections v ll appear even if there are no items to be included in the relevant section Branch Direct items do nat appear on the manifest and if only Branch Direct items have been despatched there wil be no manifest produced Your company name and collection address will be shown at the top of each page and is used by Royal Mail to identify where the manifest originated Should you change name or move to a different address it is important t
44. s Suny ti bean hatret een ard ox Faya Wal Despatch Express User Gide VIZ REG Click OK to return ta the despatch screen Check the posteode entered and if itis incorrect then correct it and press lt F3 gt again 3412 Postcode not known or not found on PAF VF the postcode is not known for a UK address then every attempt should be made to find it before proceeding The Royal Mall website wiaw royalmaiLcom should be useful here IF the postcode cannot be found or the system is unable to find the postcode provided then the address should be entered manually before continuing with the despatch However tare should be taken that the address is entered accurately In such a situation you wil be given a warning when you attempt to print the label and you must confirm your acceptance if you wish to proceed 3 1 2 International Addresses Despatch Express has no equivalent of the PAF lookup for International addresses Unless the address is recorded in the address book see next section then the address must be entered in full It is important that the Country is selected from the drop down list of countries at the bottom af the address section The Pestcade is not mandatory on International addresses 3 1 3 Address Book Lookup If there are addresses already saved in your address book then these can be accessed directly from the despatch sereen On the despatch screen enter any combination of Customer ID Business name
45. spatch Express Interfacing with Your System The first of these was supplied with your installation pack If you require a further copy please contact the Royal Mal Customer Systems Helpdesk see section 15 The second can be downloaded from the same website location as this User Guide Feature Where Described System Installation and Set Up Despatch Express Getting Star Migration from WDM Despatch Express Gelling Star Import Address WOM Database Despatch Express Getting St Batch Import Despatch Express Interfacng with Your System Import Addresses Despatch Express Interfacng with Your System Direct Feed Despatch Express interfacing with Your System Export Data Despatch Despatch Express Interfacing with Your System apart Data AdaressbookT Despatch Express Interfacna with Your System e EndofDocument s bad Wal Despatch Express User Guide Vi 2 Page 69 or69
46. the field provided Where multiple references are required e g twa orders have been put into a single package please see section 3 2 2 Finally if applicable a Service Enhancement may be selected fram the drop down list provided For Special Delivery this wil present the various values of Consequential Loss For domestic non barcoded services e g Standard Tariff Letters 1 amp 2 Class the option Recorded wil be presented this wil result in a barcode being printed on the label For International non barcoded services e g Overseas Letters Airmail the options for Arsure and International Signed For harcoded services wil be presented Clicking the Print confirm despatch F12 button wil save the despatch details and cause the appropriate labels to be printed A label example can be seen in Appendix A Faya Nal Despatch Express User Guide Vi KEEN Where a UK address has been keyed manually this may be necessary for a very new postcode and the postcode cannot be found on the Postal Address File PAF then the following box wil appear Check the postcode again and then click Yes or press ole print the label ar No or press db to change the address IF no postcode has been supplied for a UK address then the following box wil be shown 9 mae It is not recommended that UK items are despatched without showing a postcode However it is recognised that occasionally this is necessary e g new building If
47. the system They are here only as memo items for the user but may form part of a future enhancement Some services offer the concept of Safe Place see section 3 1 5 Safe Place instructions can be held in the address book for later use if required To save the details dh on the Save F12 button If you wish to clear the details and start again dick the Clear F11 button Foy Mall Despatch Express User Gide VIZ Page soares 6 11 Branch Direct If you are a Customer who uses the Royal Mail Branch Direct service then the addresses to which you can despatch are effectively a dosed network The Branch Direct service s require that the addresses are held in the address book you cannot create a Branch Direct despatch by entering the address on the Create Despatch screen The Branch Direct Helpdesk will supply addresses for your use these can be loaded into Despatch Express using the Bulk Address Import bet see sectian 6 4 There may be an occasional requirement to add a new Branch Direct location e g a new branch has opened or to amend a Branch Direct address Click the Branch Direct address box or tab to it and press the lt space gt bar A message wil be presented in red as shown below This serves as a reminder that despatches to this address will not be delivered unless scheduled vist has been arranged with the Branch Direct service add new address men PS Ted Leen FRR een FAROR wem E me feet
48. to use then lick Print Test to print a test label A sample test label is shown below ROYAL MAIL Royal Mail specialdelivery next day enn Mae seta peta r DN ee ot i Male sure hat the bonom Note that the horizontal ines of the address box should be continuous If there is a break in the lines it wil be in the same place on each ine then your printer is faulty and requires Check whether the peel off dots align with the cut out portions on the physical label If not change the vertical and or horizontal adjustment and retry Continue until the alignment is correct The bottom of the address box should also be complete adjust Vertically if necessary When you are happy with the alignment click Save You wil receive a message to confirm bad Mall Despatch Express User Guide VIZ Pag eae printer settings Coe Primo dammen Jet PZ Zeg Loire E EE EE EE PELSE et use Venten ROI non Daear sw Sarata Now select the next label type fram the drop down box If you have mare than one Al the settings will remain from the previous label type Click Save and then repeat for each label type Note it is important that the horizontal and vertical settings are the same for each label type on a given printer they may be different if you are using multiple printers When complete the screen should ook like the one below with no blank entries in the pr
49. up to date Despatch Express is a replacement system forthe earlier Worldwide Distribution Manager WOM and Royal Mail Despatch Manager RMDM systems The system should only be used in conjunction with the label stock provided by Royal Mail These labels are plain white with the Royal Mail cruciform and have precisely located tear off strips They are to be used for all services Despatch Express will print a Printed Postage Impression PPI and return address on each label Some services require a coloured service last in addition to the address label These are Recorded Intemational Arsure International Signed For You must supply a PC compatible computer a thermal label printer and a connection to the Internet The quality of the printer is important as the printed barcodes must meet Royal Mails stringent requirements Existing WOM users already in possession of a Zebra LP284 printer may use this printer with Despatch Express In order to operate correctly Despatch Express must connect with Royal Mail back office systems once a day During this time it wili Send details to Royal Mall for Biling purposes Retrieve any updates to your Accounts and Services Retrieve any software updates Retrieve any Postal Address File PAF updates This connection is via the Internet but does not require you to use a web browser bad Mall Despatch Express User Guide Vi Page 60 The main despatch screen has heen designed so that t
50. ve multiple accounts for the service this can be changed by clicking the drop arrow on the Account Number box If you select a service where the format is required Letter Large Letter or Packet or the class 17 or 2 is not inferred by the service then these wil be requested as below Faya Mall Despatch Express User Guide VIZ KEEN toen toen nes r wes r dme re ze Fmmsesec 2 on Fe 2 Le Fe 2 Select the required Format and Class if these are requested by clicking the appropriate button Next click on the Despatch Weight drop arrow and select the required welght size range from the list provided IF you have an average weight agreement with Royal Mal forthe Selected service then the weight selection here is of no consequence A Department Name can be entered enabling you to use the Department report and to search for items by department Clicking the drop arrow by the Department Name field to show Departments that have already been set up on the system If you wish to add a new Department then type it into the Department Name field it will subsequently appear in the drop down list You can record one or more Senders References against the despatch This typically equates to an order number or account number and can be useful for subsequently finding the despatch You can also arrange for this to be printed an the label see section 11 Where a single reference is required then enter this into
51. y the Despatch Express system When your system is running low it wil automatically retrieve new numbers from the Royal Mail central systems Contact the Royal Mail Customer Systems Helpdesk and ask for advice Refer to section 14 Printer Setup Faya Nal Despatch Express User Guide Vi Pas 66 or 69 Appendix A Sample Labels The label shown below is for a Spe al labels but for the service at the t ial Delivery Next Day service The layout is similar for op left Royal Mail specialdelivery guaranteed by Ip 0 Centenary Industrial Park Little London Road AB 1123 9178968 8D tom next day enen I ROYAL MAIL em Barcode with number J Customer 10 Sender Reference Retum Adress bad Mall Despatch Express User Gide VIZ HEEN The label shown below is for a Royal Mail Tracked item and shows how Safe Place information appears onthe abel Royal Mail ROYAL MAIL Tracked SS no signature required inthe shed OO Donna Peters 12 LANDSCAPE DRIVE LEICESTER LES GA bad Mall Despatch Express User Guide Vi EEN Appendix Features not Covered in this Guide You may come across features of Despatch Express that are not covered in this document for example in the menus The following features are covered elsewhere References wil be made to two other documents Despatch Express Getting Started De
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