a user’s guide to acceptance - australia post · exporting data ... sap performs a contract...

The eParcel System

A User’s Guide to Acceptance

© Australia Post

© Australia Post

This document is the property of Australia Post. It may not be copied, distributed or recorded on any electronic medium without the express written permission of Australia Post. It is for internal use only.

All material in this document not readily available in the public domain is regarded as confidential to Australia Post and may not be divulged to any third party without Australia Post’s express permission in writing.

Document Title eParcel – A User’s Guide to Acceptance

Document Change History Version Version Date Author Change Draft 26th February 2006 WCU (Ailza Woolls-Cobb)

Draft 28th March 2006 WCU (Ailza Woolls-Cobb)

Draft 10th May 2006 WCU (Ailza Woolls-Cobb)

Draft 17th May 2006 WCU (Ailza Woolls-Cobb) 1st round feedback.

Issue 1 30th July 2006 WCU (Ailza Woolls-Cobb) 2nd round feedback.

Issue 2 6th December 2006 WCU (Ailza Woolls-Cobb) Minor Additional Changes

Issue 2.1 14th July 2008 CDS (Rebecca Cooney) Update to reflect version 3.2C

Issue 2.2 15th September CDS (Rebecca Cooney) Changes as per David Hogg

Issue 2.3 17th November 2008 PCMS (Shelley Brown) Updated to reflect correct requirements from version 3.2C

Issue 2.4 9th April 2009 PCMS (Jimmy Chew) Updated to reflect correct requirements from version 3.3

4.0 30th August 2010 PCMS Project (Jimmy Chew) Updated to reflect eParcel Release 4.1, 4.2 & 4.3a functionality.

4.1 18th October 2010 PCMS Project (Jimmy Chew) Updated to reflect eParcel Release 4.3b functionality.

Document Review History Version Version Date Reviewed By Issue 2.1 14th July 2008 David Hogg

Issue 2.2 15th September David Hogg

Issue 2.3 17th November 2008 Shelley Brown

Issue 2.4 9th April 2009 eParcel State Controllers, eParcel Technical Support, Mark LeBusque

4.0 30th August 2010 eParcel State Controllers, David Hogg, Joi Goldman

4.1 18th October 2010 eParcel State Controllers, David Hogg, Joi Goldman

Related Information Name of Related Information

Australia Post 0BAbout the eParcel System

eParcel – A User’s Guide to Acceptance Version: 4.1 / Version Date: 18th October 2010

Table of Contents A User’s Guide to Acceptance ..................................................................................................................................................... 1 Document Title ........................................................................................................................................................................................... 2 Document Change History........................................................................................................................................................................ 2 Document Review History......................................................................................................................................................................... 2 Related Information ................................................................................................................................................................................... 2 Table of Contents....................................................................................................................................................................................... 3 About this Document.................................................................................................................................................................................... 6 About the eParcel System ............................................................................................................................................................................ 7

What is the eParcel System? ................................................................................................................................................................................... 7 eParcel – Acceptance.............................................................................................................................................................................................. 7 The eParcel Process................................................................................................................................................................................................. 8 Manifest Status ..................................................................................................................................................................................................... 10

Figure 1 - Manifest Status .......................................................................................................................................................................... 10 Functions Allowed for Each Status .......................................................................................................................................................................................11

The eParcel Application .............................................................................................................................................................................. 12 Accessing eParcel.................................................................................................................................................................................................. 12

Logging On ............................................................................................................................................................................................................................12 Navigating eParcel ................................................................................................................................................................................................. 14

The Menu Bar .......................................................................................................................................................................................................................14 Performing Actions ...............................................................................................................................................................................................................14 Selecting Items .....................................................................................................................................................................................................................14 Going Back ............................................................................................................................................................................................................................15 Selecting Dates.....................................................................................................................................................................................................................15 Hyperlinks .............................................................................................................................................................................................................................15 Paging ...................................................................................................................................................................................................................................15 Filters ....................................................................................................................................................................................................................................15 Exporting Data ......................................................................................................................................................................................................................15 Sorting Columns ...................................................................................................................................................................................................................16 Using Wildcards....................................................................................................................................................................................................................16 Log Out .................................................................................................................................................................................................................................17

Manifests, Consignments, and Articles ...................................................................................................................................................... 19 This section describes how to .................................................................................................................................................................... 19

View Unapproved Manifests .................................................................................................................................................................................. 19 What is an Unapproved Manifest?........................................................................................................................................................................................19 View Unapproved Manifests – Quick Reference ..................................................................................................................................................................20 View Unapproved Manifests – Steps ...................................................................................................................................................................................21

Search for a Manifest ............................................................................................................................................................................................ 23 Search – Quick Reference ....................................................................................................................................................................................................23 Search for a Manifest - Steps...............................................................................................................................................................................................24 Search Results......................................................................................................................................................................................................................25

Put a Manifest On Hold .......................................................................................................................................................................................... 26 View a Manifest’s Audit Trail (History)................................................................................................................................................................... 27

From a List of Manifests .......................................................................................................................................................................................................27 Transfer a Manifest ................................................................................................................................................................................................ 28 Approve a Manifest ............................................................................................................................................................................................... 29

Approve a Manifest – Quick Reference ................................................................................................................................................................................29 Approve an Individual Manifest – Steps ...............................................................................................................................................................................30

© Australia Post


Approve Bulk Manifests........................................................................................................................................................................................................32 Display a Customer’s Contract Details ................................................................................................................................................................... 32 Cancel a Manifest .................................................................................................................................................................................................. 33 View and Edit a Manifest ....................................................................................................................................................................................... 34

View and Edit a Manifest – Quick Reference.......................................................................................................................................................................34 View and Edit a Manifest - Steps .........................................................................................................................................................................................35 Hyperlinks and Buttons on the View/Edit Manifest Screen...................................................................................................................................................35

Save the Manifest.................................................................................................................................................................................................. 36 Resubmit an Edited Manifest ................................................................................................................................................................................. 37 Delete a Consignment............................................................................................................................................................................................ 37 Contract – View ..................................................................................................................................................................................................... 38

View Price Schedule Charging Structure ..............................................................................................................................................................................38 Print Options .......................................................................................................................................................................................................... 39

Print Manifest Preview..........................................................................................................................................................................................................39 Consignments – View and Edit .............................................................................................................................................................................. 39

View CTC Details ..................................................................................................................................................................................................................39 Print the Consignment ..........................................................................................................................................................................................................39

Articles – View and Edit......................................................................................................................................................................................... 40 Edit an Article .......................................................................................................................................................................................................................40 View an Article’s Details .......................................................................................................................................................................................................41

Un-manifested Articles .......................................................................................................................................................................................... 42 Search for a Manifest - Steps...............................................................................................................................................................................................42 Hyperlinks and Buttons on the Unmanifested Articles Search Results Screen.....................................................................................................................43

Returns Processing ..................................................................................................................................................................................... 45 Call for Returns – View or Edit ............................................................................................................................................................................... 45

Display the Call for Returns Screen.......................................................................................................................................................................................46 Printing Labels.......................................................................................................................................................................................................................46

Reports ....................................................................................................................................................................................................... 48 Report Profiles........................................................................................................................................................................................................ 48

Create a Report Profile – Quick Reference............................................................................................................................................................................48 Create a Report Profile..........................................................................................................................................................................................................49 View a Report Profile ............................................................................................................................................................................................................51 Edit a Report Profile ..............................................................................................................................................................................................................51 Delete a Report Profile ..........................................................................................................................................................................................................51

Generate Ad-Hoc Reports ...................................................................................................................................................................................... 52 Create Report Screen ...........................................................................................................................................................................................................52 View Revenue Collection Performance Report .....................................................................................................................................................................54 View Analysis of Merchant Lodgements ..............................................................................................................................................................................54 View Analysis of Lodgement Centres ...................................................................................................................................................................................55 View Lodgement Facility Performance of Accepting Manifests............................................................................................................................................55 View Merchant Location Manifest Lodgement and Revisions ..............................................................................................................................................55 View Missing Manifests .......................................................................................................................................................................................................56 View Manifest Status ...........................................................................................................................................................................................................56 View Manifest Reconciliation Exception ...............................................................................................................................................................................57 View System-Generated Manifests ......................................................................................................................................................................................57 View CTC Monies Uncollected..............................................................................................................................................................................................57 View CTC Overdue ................................................................................................................................................................................................................57 View Pickup Facility Compliance ...........................................................................................................................................................................................58 View Manifest/ Consignment/Article Audit ..........................................................................................................................................................................58

Supplementary Screens.............................................................................................................................................................................. 59 State and National Controllers .................................................................................................................................................................... 64

State Controller Menu............................................................................................................................................................................................ 64 System On Hold Manifests .................................................................................................................................................................................... 65

View System On-Hold Manifests ..........................................................................................................................................................................................65 Edit a System On-Hold Manifest...........................................................................................................................................................................................66 Cancel a System On-Hold Manifest ......................................................................................................................................................................................66

Agency Principal Maintenance............................................................................................................................................................................... 67 Add an Agency .....................................................................................................................................................................................................................67

© Australia Post


Delete One or More Agencies ..............................................................................................................................................................................................68 Upload eParcel/Elads File ....................................................................................................................................................................................... 68 Viewing Filter ......................................................................................................................................................................................................... 69

Administration ............................................................................................................................................................................................ 70 Internal (Post) Users .............................................................................................................................................................................................. 71

Add an Internal (Post) User – Quick Reference ....................................................................................................................................................................71 Add an Internal (Post) User...................................................................................................................................................................................................72 Table of Roles .......................................................................................................................................................................................................................73 Search for an Internal (Post) User.........................................................................................................................................................................................74 Search for Internal (Post) User – Quick Reference ...............................................................................................................................................................75 Modify Internal (Post) User – Steps .....................................................................................................................................................................................76 Reset an Internal (Post) User’s Password.............................................................................................................................................................................76 Inactivate an Internal (Post) User .........................................................................................................................................................................................77 Re-Activate an Internal (Post) User ......................................................................................................................................................................................77

External Users ........................................................................................................................................................................................................ 78 Add a New External User .....................................................................................................................................................................................................78 Search for Customer Users...................................................................................................................................................................................................80

Contract Specific and System related System on Hold Messages ........................................................................................................................ 81 Appendix 1 – Field and Column Descriptions .............................................................................................................................................. 83 Appendix 2 – Glossary ................................................................................................................................................................................ 87



About this Document This Document is divided into seven primary sections:

•• About the eParcel System •• Manifests, Consignments, and Articles •• Returns Processing •• Reports •• Supplementary Screens •• State and National Controllers •• Administration.

Also included are the following Appendices: •• Field and Column Descriptions •• Glossary.



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What is the eParcel System?

The eParcel system is divided into four major components:

•• Acceptance. •• Merchant Interface. •• Contracts. •• Pricing and Reconciliation.

A computer application has been developed for each of these components.

This document describes how to use the Acceptance computer application.

eParcel – Acceptance

eParcel Acceptance covers:

• Acceptance of all consigned domestic and international manifests

• Notification to the Merchant of manifest modifications

• Provision of contract details to the acceptance staff

• Lodgement performance reporting.

©Australia Post 0BAbout the eParcel System


The eParcel Process

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1. The Lodgement facility receives articles along with a paper and/or electronic manifest. Then …

•• If there is a paper and an electronic manifest, staff to check that both manifests are the same. If they are different, the manifest is placed on manual hold and investigated.

•• If there is only an electronic manifest, staff prints it so that they have a paper copy.

•• If no manifest has been received, staff contacts the merchant and request one. They hold the articles until the manifest arrives.

2. Staff then check the physical goods against the paper manifest, which is used to record the:

•• Results of the visual check. •• Actual arrival date and time.

Note that the level of check is dependent on the risk profile of the customer.

3. What you do next depends on whether the physical goods match the manifest:

•• If the physical goods match the manifest, the Acceptance Officer Accepts the manifest.

•• If the physical goods don’t match the manifest, the Acceptance Officer: Amends the manifest and then Accepts it. Places the manifest On Hold and investigates

further. All manifests must be Accepted or put On Hold in eParcel by midday on the day following receipt of the physical goods.

4. eParcel automatically gives the manifest a status of In Progress.




5. SAP performs a Contract Details check.

If the Contract check fails, the manifest is given a status of System On Hold and is listed for resolution in the State Controller’s On Hold Manifests. The goods must be physically held until the manifest passes through the system check or a resolution is reached.

6. eParcel identifies and runs a check on each In Progress manifest.

•• If eParcel finds errors in a manifest, it sends the results to the Reporting function. The State eParcel Controller must Resolve these manifests.

7. Manifests that pass all system checks are given a status of Awaiting Approval.



Manifest Status

Manifest Status Flow

Awaiting_SAP_Approval

Accepted

Approved_&_Invoiced

FinalCancelled

Awaiting_Approval

System ChecksIn_Progress

eParcel system (Merchant Interface)Merchants' own systems

Initial

Cancelled

System_On_Hold

Merchant Interface

Manifests generated from:

Manual_On_Hold

Figure 1 - Manifest Status



Functions Allowed for Each Status

Refer to Figure 1 - Manifest Status on page 10.

Functions

Manifest Status Approve Cancel Manual On Hold

Transfer Validation Resubmit

Edit

In Progress (System Check) n n n n n n

Awaiting Approval Y Y Y Y n n

System On Hold n Y n Y Y Y

Manual On Hold n Y n Y Y Y

Accepted n n n n n n

Awaiting SAP Approval n n n n n n

Approved & Invoiced n n n n n n

Cancelled n n n n n n

Australia Post 1BThe eParcel Application


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Accessing eParcel Logging On


Display the Web Site 1. Open the Australia Post Intranet Site.

2. In the Address field type http://postapps/eParcel.

3. Press Enter or click on Go. The eParcel Login screen is displayed:

Save as a Favourite 4. If you’re using the eParcel Application for the first time, save the Web Site as a favourite:

A. Click on Favorites B. Click on Add to Favorites C. Click on OK.

©Australia Post 1BThe eParcel Application



Login Screen 5. Type your Username and Password. Click on Log in .

The ‘Home Page’ is displayed.

Click on a Menu tab to display the options relating to that tab (for example, click on the Manifests tab to display options relating to Manifests).

Menu options are displayed according to your role and your required level of access. These are linked to your log in.

Note:Read this note to findout additionalinformation on the topici t relates to. Notes aresimi lar to handy hints.

Note: Your password is set to expire periodically and at those times you will be required to record a new password.

Your logon account is also set to expire periodically and the system will notify you at that time. To extend your account, contact the Help Desk.

If you try unsuccessfully to log in more than three times, your account will be suspended.

If have difficulty logging in, contact the Australia Post Help Desk.

The Help Desk number is 13 21 31 (nationally).



Navigating eParcel

The Menu Bar The Menu bar is available on every screen in the eParcel application:

Manifests Tab

Displays the ManifestsMenu

Reports TabDisplays the Reporting

Menu

Click on this toLog Out

User Guide LinkClick to display this User

Guide in PDF format.

Automatic Log Off If you leave eParcel idle for more than 10 minutes while you’re logged on, the system automatically logs you off (this time limit can be re-configured).

! Beware! When you click on Log Off, the system will log you off even if you are in the middle of a process.

Always complete a process before you log off or leave your workstation.

Performing Actions Most screens in the eParcel Application have one or more action buttons (Edit, Print, Cancel, for example).

Click on a button to perform that action.

In some situations you may need to select an item (see Selecting Items, next) before performing the action.

Selecting Items All manifest, consignment, and article lists in the eParcel Application have a Select column.

To perform an action on one or more item lines in a list, select the item/s by clicking in the Select box for each item.



Going Back STOP

A Back button is displayed when you have the option of returning to a previous screen.

Never use the Windows application’s back button, as this may cause your PC to freeze.

Selecting Dates A (calendar) icon is displayed when you are permitted or required to change an item’s date information.

Click on the icon to display the calendar and select a day, month, and/or year.

Hyperlinks Many fields in eParcel are linked to another screen of information. These fields are called hyperlinks.

Clicking on a hyperlink field opens a new screen with information that directly relates to that field. For example, clicking on a Manifest Number hyperlink displays the View/Edit Manifest screen.

Hyperlinks are easy to identify:

•• Your cursor changes to a (hand) icon when you move over a hyperlink.

•• Hyperlinks are usually underlined. •• Hyperlinks are usually a different colour.

Paging Multiple records are displayed in lots of 10 per screen on certain screens.

Where there is more than one screen of records, click on the page number hyperlink to display that page.

Filters Multiple records are displayed in a vertically scrollable list on certain screens. Filtering options are available at the top of the screen. By clicking Filter, the results in the scrollable list will be filtered according to the options. Clicking Clear Filter will display all results in the scrollable list.

Exporting Data Screens that display an Export To CSV button allow you to export the information on that screen to a CSV file.



Sorting Columns Most information in eParcel is presented in table format. Click on a table heading to sort the table by that heading in ascending order.

Click again to re-sort in descending order.

Using Wildcards A wildcard * (asterisk) lets you search for partial values.

How Do Wildcards Work?

If you don’t know the full value for a field, use the wildcard (*) to search for partial values. This allows you to use a broad range of fields for your search, even if you don’t know the full value for a field.

For example, you know that an ID starts with the letters ABC, but you don’t know the rest of the ID. Typing ABC* in the ID search field will return all IDs starting with ABC.

Wildcard Examples Here are some other examples of how to use the wildcard to search:

Wildcard Description

ABC* Search results = all records that begin with ABC.

*123456 Search results = all records that end in 123456.

ABC*456 Search results = all records that begin with ABC, and end in 456.

Note:Read this note to findout additionalinformation on the topicit relates to. Notes aresimilar to handy hints.

Note: Be careful when using the wildcard – if you make the search too broad, results could take a long time and you may get too many results to be useful.



Log Out Log out by clicking on the Logout link in the top right corner of the screen.

Click on logout

Australia Post 2BManifests, Consignments, and Articles


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This section describes how to

•• View Unapproved Manifests •• Search for a Manifest •• Put a Manifest On Hold •• View a Manifest’s Audit Trail •• Transfer a Manifest •• Approve a Manifest •• Cancel a Manifest •• View and Edit a Manifest’s Components:

Contract Details Consignments Articles

•• Save and Resubmit an Edited Manifest •• Print a Manifest •• Search for Un-manifested Articles •• Manifest, Delete and Export Un-manifested Articles

View Unapproved Manifests What is an Unapproved Manifest?

A manifest is classified as Unapproved when it is both: •• Awaiting Approval, and •• On Hold.

If you are responsible for approving eParcel manifests, the Unapproved Manifests screen is your main working screen.

©Australia Post 2BManifests, Consignments, and Articles


View Unapproved Manifests – Quick Reference

View Unapproved Manifests

View Contract

Unapproved Manifests Screen

To view the Merchant's Contract details,click on the Loc'n Id hyperlink.

The View Contract screen is displayed.

To put aManifest on

hold, select itfirst, then clickon On Hold

From the Manifests menu selectUnapproved Manifests.

The Unapproved Manifests screen isdisplayed.

1.

To view a Manifest's details, click on aManifest No hyperlink.

The View/Edit Manifest screen isdisplayed.

View/Edit Manifest Screen

To approve aManifest,

select it first,then click on

Approve

To perform an action ona Manifest (eg. Approve or Cancel),

select it first, then click on theaction button.



View Unapproved Manifests – Steps

Click on Unapproved Manifests from the Manifests tab.

The Unapproved Manifests screen is displayed.

If you are responsible for approving eParcel manifests, this is your main working screen:

The Unapproved Manifests screen displays a list of unapproved manifests assigned to your Lodgement facility.

The list is sorted by creation date, with the newest displayed first.

To view manifests assigned to other lodgement facilities, use the Search function (click on the Search Manifests tab). Refer to page 23 for more information on Searching.

Need Help with Fields? ??

Turn to page 83 for a description of fields that aren’t self-explanatory.



From the Unapproved Manifests screen you can: •• Display a specific manifest

(View/Edit Manifest screen described on page 34). •• Display a merchant’s contract details

(View Contract screen described on page 38). •• Approve a manifest

(Manifest Approval screen described on page 29). •• Put a manifest On Hold

(Manifest On-Hold screen described on page 25). •• Cancel a manifest

(Manifest Cancel screen described on page 33). •• Preview and Print a manifest

(Print Manifest Preview screen described on page 39).



Search for a Manifest Search – Quick Reference

From the Manifests menu selectSearch Manifests.

The Search for a Manifest screenis displayed.

Click on Search Manifests.

Type your search criteria in asmany fields as possible.

Use the wildcard (*)to help narrow your search.

Number ofrecords found ...

Manifest Search Results Screen2 or morerecords

If a list ofmanifests is

displayed, clickon a

Manifest Noto display that

manifest's details.

Search for a Manifest


1 record

Search for a Manifest Screen

1.

2.

3.



Search for a Manifest - Steps

You can search for any manifest in eParcel (providing it has been received).

Click on Search Manifests from the Manifests tab. The Search screen is displayed:


1. Complete as many fields as you can to narrow the search.

Use the wildcard (*) if you only know partial values (wildcards are described on page 16).

You will only be able to search on the last 15 months of data and restricted to a period of 3 months for each search.

2. Click on Search .

The results are displayed on one of two screens, depending on the number of manifests found:

•• The View/Edit Manifest screen is displayed if the search finds only one manifest (View/Edit screen is described on page 34).

•• The Manifest Search Results screen is displayed if the search finds more than one manifest (Search Results screen is described below).

If there are no results, the Manifest Search Results screen displays a “No records found” message.



Search Results When your search criteria returns more than one manifest, the list is displayed on the Manifest Search Results screen:

•• Up to ten results are displayed per screen. Click on a screen number to display additional screens of results:

•• Click on Search Again to clear all fields and search using different criteria.

•• Depending on your level of access, you can perform several actions on the manifests displayed here.





Put a Manifest On Hold

If you identify a problem with a manifest, you must: •• give it a status of On Hold; and •• record the Reason why you put it on hold.


1. Select the manifest you want to put on hold (tick in the Select column of the View/Edit Manifest screen).

Manifest On-Hold Screen

2. Click on On Hold . The Manifest On Hold screen is displayed:

3. Complete the following fields:

•• Reason Select your reason for putting this manifest On Hold. If you select Other, you must record a comment.

•• Comment (optional unless you select Other) Use this free text box to record any information that may be helpful to someone else viewing this manifest.

4. Click on On Hold . The status is changed to On Hold and the event is logged to the Audit Trail.

Click on Back to redisplay the previous screen without saving the changes.



After you’ve edited or resolved an On Hold manifest, you must revalidate it (refer to page 37).

After it has been revalidated, eParcel gives the manifest a status of In Progress.

View a Manifest’s Audit Trail (History) From a List of Manifests


1. Select the manifest by clicking:

•• in the Select column for that Manifest. •• on a Manifest number (Manifest No column).

This displays the manifest on the View/Edit Manifest screen.

View Audit Screen 2. Click on View Audit . The View Audit screen is displayed:

3. Click on Back to return to the previous screen.





Transfer a Manifest Use this function to transfer a manifest into your own

Lodgement Facility from another Facility.

However ….


Note 1. Manifests belonging to another Facility are not displayed in your Unapproved Manifests list. You will need to search for the manifest before transferring it into your Facility.


Note 2. You are not permitted to transfer manifests out to another facility. You must contact the other facility and ask them to search for and then transfer the manifest into their facility.


Note 3. Manifests that have a status of Approved & Invoiced can’t be transferred.


1. If necessary, search for the manifest (see page 23).

Select the manifest you want to transfer into your facility (click in the Select column).

2. Click on Transfer .

A message asks you to confirm the transfer.





Approve a Manifest Approve a Manifest – Quick Reference

Doyou want tocontinue?

Select the Manifest to beApproved.

Check theAssess for Cubing? status.

Record the Consignment'sReceived Date and Time.

This is the date and time that thelast of the consignments on themanifest physicaly arrived at the

Lodgement facility.

Change the Lodgement Date tothe next working day.

1.

2.

3.

4.

At the Approval screenselect the

Type of Acceptance.Approve

Click on 00000to exit without saving.

BackNo

Yes

Click on 00000to Approve the manifest.

Approve

Approve a Manifest

About Assess for Cubing

Yes = Merchant lodgement is cubable (ie. the cubicweight should be checked if required).

Profile Only = merchant has cubic pricing alreadybuilt into their contract, either at a per kg rate or aper parcel rate. Check the lodgement in accordancewith the site checking procedures.

No = cubic pricing does not apply(ie. non-cubable charge codes, under 1kg, etc).

5.

The manifest status is set toApproved.

Did all of theconsignments on the

manifest arrive before thehandover time for your

facility?

No

Don't change the defaultLodgement Date.

Yes

It is very important that you accuratelyrecord the Consignments ReceivedDate and Time and the LodgementDate because:

they appear on the Australia PostTracking Website which is visible tomerchants.

the Lodgement Date is the 'start theclock' event used for eParcelperformance reporting.

!



Approve an Individual Manifest – Steps

Note that you can only approve manifests with a status of Awaiting Approval.

Before you can approve a manifest with a status of On Hold, you must resubmit it for validation. After validation the manifest status is changed to Awaiting Approval.

Several screens in eParcel have an Approve button: •• Unapproved Manifests screen •• View/Edit Manifest screen •• Manifest Search Results screen.


1. Select the manifest to be approved (click in the Select box).

2. Check the manifest’s Assess for Cubing? status.

This indicates whether any consignments have cubic pricing built into the contract agreement.

Assess for Cubing will be one of the following: •• Yes – check the cubic weight for this lodgement. •• Profile Only – cubic pricing is built into the

contract; either per kg or per parcel. Check the lodgement according to the site checking procedures.

•• No – cubic pricing does not apply (for example, charge codes, under 1kg).

3. Complete the Consignments Received Date/Time field. This is the date and time when the last of the consignments on the manifest physically arrived at the Lodgement facility.

Click on to display the calendar; then select a date. This date must not be more than 48 hours in the past from today’s date and time; otherwise the system won’t let you approve the manifest.

After you’ve picked the date, type the hour and minute (12 hour clock format), and select AM or PM.




4. Check the Lodgement Date of Articles field. This is the date when the consignments were physically accepted into the Australia Post network, allowing for any consignments lodged after the handover time for your facility.

This date is automatically pre-populated. However, if the date is not the same date or after the Consignment Received Date/Time field, you must change it.

If these dates don’t pass validation, eParcel won’t let you approve the manifest.

5. Click on OK to acknowledge the message.

If an error message is displayed, check that: •• you’ve completed both parts of the

Consignments Received Date/Time field, and •• the Lodgement Date is the same as or after the

Consignments Received date.

6. Click on Approve . The Manifest Approval screen is displayed:

7. •• Type of Acceptance Select a different acceptance type if applicable (defaults to Visual Check).

•• Comments Use this text box to record any helpful information.

8. Click on Approve to continue (or Back to exit this screen without saving the changes).




After you’ve approved an individual manifest, the eParcel system:

1. updates the manifest’s status to Approved and logs this action for the Audit Trail.

2. moves the manifest out of the Unapproved Manifest list. You can locate it using the Search function.

Approve Bulk Manifests

You can approve more than one manifest at a time from the following screens: •• Unapproved Manifests screen •• Manifest Search Results screen.


1. Select each manifest you want to approve (click in the Select box each manifest).

2. For each manifest to be approved:

•• Check the manifest’s Assess for Cubing? status. •• Complete the Consignments Received Date/Time

field. •• Check the Lodgement Date of Articles field.

3. Click on Approve .

4. These manifests are assigned a Bulk Approval acceptance type.

Display a Customer’s Contract Details


1. Click on a Location ID link to view the customer’s contract details.

The View Contract screen is displayed (described on page 38).





Cancel a Manifest

You can cancel a Manifest from the Unapproved Manifests screen.


1. Select the manifest you want to cancel (tick in the Select column).

2. Click on Cancel .

3. Check that you’ve selected the correct manifest, and then click on OK to confirm.



View and Edit a Manifest View and Edit a Manifest – Quick Reference

View and Edit a Manifest

Click on the Manifest No hyperlink.The View/Edit Manifest screen displays

that Manifest's details.

1.


To Edit the Consignment, click on theConsignment No hyperlink.

The View/Edit Consignment screendisplays that Consignment's details.

2.

To Edit an Article in a Consignment,click in the Select box for that Article,

then change the line details.When you've finished, click on Save

Consignment.

3.View/Edit Consignment Screen

View Article Screen

To view an Article's details on the ViewArticle screen, click on the

Article No hyperlink.This is a view only screen - you can't

make any changes here.

After you've made the changes,click on Save Manifest.

4.

You can view a manifest from any screen that has a Manifest No column.



View and Edit a Manifest - Steps

You can view and edit (depending on your level of access) any manifest in the system.

To access the View/Edit Manifest screen click on the Manifest ID link from the Search Results screen.

STOP

Before editing a manifest you must put that manifest On Hold. After you’ve changed it, save the manifest and then click on the Re-submit Validation button.

This ensures that the changes you make will pass the validation tests.

Need Help with Fields? ?? Turn to page 83 if you need help with any fields or column headings on this screen.

Hyperlinks and Buttons on the View/Edit Manifest Screen

You can access further details and perform certain actions from the View/Edit Manifest screen:

Hyperlinks •• View Consignment details

(click on the Consignment No link to display the View/Edit Consignment screen described on page 39).



Buttons To do any of the following actions, select the manifest first (tick in the select column), and then click on an action button.

•• Approve the manifest (Manifest Approval described on page 29).

•• Cancel the manifest (Manifest Cancel described on page 61).

•• Delete a consignment (described on page 37). •• Preview and print the manifest

(Print Manifest Preview described on page 39). •• Put the manifest On Hold

(Manifest On-Hold described on page 25). •• Resubmit a manifest for Validation (see below). •• Save the manifest (see below). •• View the acceptance scan

(Acceptance Scan screen described on page 59). •• View the manifest’s Audit Trail

(View Audit Trail screen described on page 27).

Save the Manifest

After you change a manifest, click on Save Manifest to save the changes.

After you’ve saved the changes, you must resubmit the manifest for validation (see below).



Resubmit an Edited Manifest

Edited manifests have a status of either On Hold or System On Hold (State Controllers only).

After you’ve edited a manifest you must resubmit it so that eParcel can make sure your changes are valid.

To resubmit an edited manifest:


1. Select the manifest (tick in the Select column).

2. Click on Resubmit Validation .

3. Check that you’ve selected the correct manifest, and then click on OK to confirm.

eParcel checks the details, then redisplays the updated manifest. The changes are logged for the Audit Trail (you can view them immediately).

Delete a Consignment

To delete a Consignment within a manifest, do the following:


1. Put the Manifest On Hold (see page 25).

2. Select the consignment (tick in the Select column).

3. Click on Delete Consignment

4. Make sure you’ve selected the right consignment, then click on OK to acknowledge.





Contract – View


Note that Contract details are brought directly into eParcel from SAP.

To view a customer’s (merchant’s) contract, click on the Loc’n ID link from the View/Edit Manifest screen, or the Unapproved Manifests screen.

The View Contract screen is displayed:

Although some customers have more than one contract, only the active contract is displayed when you access the details this way.

View Price Schedule Charging Structure

Click on a Price Schedule link in the Price Schedule column. The Price Schedule Charging Structure screen is displayed.



Print Options

Print Manifest Preview

You can print any manifest in the system from any screen that displays the Print Manifest Preview button.

When you click on Print Manifest Preview , the manifest is displayed on a preview screen.

The Print Manifest Preview screen is divided into three sections:

•• The top displays basic header information. •• The middle displays consignment and article details. •• The bottom section displays a summary, as well as

Charging Zone details.

If an article’s Cubic and Actual weights are not the same, the field with the larger weight is displayed in bold.

Click on Print to print the manifest. This displays your normal print menu.

Consignments – View and Edit

To view a consignment’s details, click on the Consignment No link from the View/Edit Manifest screen. You can edit (depending on your level of access) any consignment’s address details. After you’ve changed it, save the consignment.

The View/Edit Consignment screen is displayed:

View CTC Details Click on CTC Details to display the View CTC Transaction Details screen (described on page 60).


CTC (Cash to Collect) details are only displayed if CTC is built into the customer’s contract.

Print the Consignment Click on Print Consignment to print this consignment’s details.



Articles – View and Edit

Edit an Article You can edit any element of any article in a consignment.


1. Select the article (tick in the Select column).

Change Dimensions or Weight (Not Both)

2. Edit the dimensions (Length, Width, Height) or weight (Cubic, Actual) fields.

Although these fields are self-explanatory, the relationships between them need some explanation:

•• Length, Width, Height If you edit any of the dimension fields, the Cubic Weight field becomes inactive (uneditable). After you’ve edited one or more dimensions, the system automatically re-calculates the new Cubic Weight.

•• Cubic Weight, Actual Weight A Cubic Weight value is only present where Cubic Pricing is not built into the Customer’s Contract. If you edit the Cubic Weight field, all dimension fields (Length, Width, Height) become inactive (uneditable). If the Cubic and Actual weights are not the same, the field with the larger weight is displayed in bold.

Save the Changes 3. Click on Save Consignment to save the changes.

eParcel checks what you’ve recorded and the View/Edit Consignment screen displays the updated consignment.

If the system can’t validate the details, an error message is displayed.

Made a Mistake? At the end of each row is a Cancel Edit button.

Click on this button if you don’t want to save the changes. This resets the all of the article’s fields to their original values.



View an Article’s Details

To display the details of any article in a consignment, click on the Article No link. The Article View screen is displayed (described on page 62).

This is a ‘view only’ screen – you can’t change any details.



Un-manifested Articles Search for a Manifest - Steps

Click on Un-manifested Articles from the Manifests tab. The Search for Un-manifested Articles screen is displayed:


1. Complete as many fields as you can to narrow the search.

2. Click on .

The results are displayed on the Unmanifested Articles Search Results screen:

If there are no results, the screen displays a “No records found” message.



Hyperlinks and Buttons on the Unmanifested Articles Search Results Screen

You can access further details and perform certain actions from the Unmanifested Articles Search Results screen:

Filters •• Filter the results by selecting from one or more options.

Click Clear Filter to display all results.

Hyperlinks •• View Merchant’s contract

(click on the Merchant Location ID link to display the View Contract screen described on page 36).

Buttons •• Go Back to the Search for Un-manifested Articles screen. •• Manifest the selected unmanifested article(s):

You will be prompted to confirm to Manifest or Cancel.

•• Delete the selected unmanifested article(s):

You will be prompted to confirm to Delete or Cancel. If you choose to Delete, an appropriate Delete Reason should be selected from the drop-down list.

•• Export the selected unmanifested article(s).



Australia Post 3BReturns Processing


RReettuurrnnss PPrroocceessssiinngg

Call for Returns – View or Edit The View Call for Returns screen allows you to:

•• View pending Call for Return requests. Only requests relevant to your Facility will be displayed.

•• Search for a specific Call for Return request by: Manifest (Return) Number Manifest (Return) Created Date.

If you are a member of a Support Team, the screen also displays all pending Call for Returns for Facilities that can’t print their own labels.

From this screen you can print:

•• Collection Run Sheets – for drivers who don’t have a working scanner. The sheet lists the labels/barcodes of all articles to be picked up, and these barcodes are scanned when the driver returns to their ‘home’ facility.

•• Return Facility Labels – to be used on envelopes to send labels to facilities without a printer.

•• Return Labels – labels for drivers to adhere to parcels to be returned.

©Australia Post 3BReturns Processing


Display the Call for Returns Screen

Click on View Call for Returns from the Manifests menu. The View Call for Returns screen is displayed:

This screen initially displays all pending return requests assigned to your Pickup Facility.

The list is sorted by status in the following order, and always by the newest in each status:

1. No status (oldest first). ’No’ status Call for Return Requests are those that have had no return label printed. ‘No’ status manifests are automatically selected. Click in the Select box to de-select.

2. Yes status – No Article Scanned.

3. Yes status –Article Scanned (newest first). ‘Yes’ status articles are displayed for 30 days. After that time, you can view them using the Search Manifest function.

Printing Labels Select a line, then print the labels in the following order:

STOP

You must print the labels in the correct order.


1. Print the Collection Run Sheet (if required). Click on Print Collection Run Sheet to display the Print Label screen.

2. Print Return Facility labels. Click on Print Return Facility Label to display the Print Label screen.

©Australia Post 3BReturns Processing


3. Print Return labels. Click on Print Return Label to display the Print Label screen.



If you have a problem, contact your State eParcel Acceptance Champion, or the Australia Post National Help Desk on 13 21 31.

Australia Post 4BReports


RReeppoorrttss

eParcel allows you to create report profiles for generating recurring reports, as well as to generate, view, print, and export reports.

Report Profiles Report Profiles are used to automatically generate recurring reports – daily, weekly, fortnightly, monthly.

Create a Report Profile – Quick Reference

Create a Report Profile

Click on Create Report Profile fromthe Reports tab to display the Create

Report Profile screen.

Select a Report Type first.As soon as you select a reporttype, the screen refreshes withfields relevant to that report type.

Then type the recipient's eMailaddress in the eMail Address ofRecipient field. This is amandatory field.

Complete any other fields that willhelp to generate a report that youwill find useful.

Try not to be too specific, as thereport may contain no matchingdata.

Set up the report profile:Create Report Profile Screen

When you've set up the parameters,click on Save Profile.

The name of the profile you save is thesame as the Report Type you selected.

Step 1.

Step 2.

Step 3.

©Australia Post 4BReports


Create a Report Profile


1. Click on the Create Report Profile from the Reports tab. This displays the Create Report Profile screen:

2. Set up the profile for your report by completing the following report criteria (some fields are mandatory). Try not to be too specific, as the report may end up empty!

•• Report Type Select the report type first, as this refreshes the screen with fields relevant to that report.

•• Report Frequency Specify how often you want the report to run.

•• Reporting Date Range

From is mandatory, and To is optional. Use the From date to specify when you want the system to start generating the reports. This defaults to today’s date.

You can type the date manually (dd/mm/yyyy format), or select from the calendar.

If you leave the To part blank, the report will be generated indefinitely.




•• Email Address of the Recipient Mandatory. Type the eMail address of the person to whom the report will be sent.

•• Lodgement Facility This field defaults to your current Lodgement Facility (defined by your login name). Clear the entry to include all lodgement facilities.

•• State Code This defaults to the State of your Lodgement Facility. You can select a different State, or All for the entire country.

•• Merchant Location A specific merchant location.

•• Manifest No Range Nominate a manifest number range in the From and To fields.

•• Date Range Date From defaults to 7 days ago, and Date To defaults to today’s date. Change the date range by typing the date manually (dd/mm/yyyy format), or select from the calendar.

•• Manifest Status Select a particular status if required.

3. Click on Save Profile to save it. The name of the Profile is the report type you nominated.





View a Report Profile To view or edit an existing report profile, click on View Report Profile from the Reports menu. The View Report Profile screen is displayed:

From this screen you can Edit or Delete a profile.

Edit a Report Profile You are only permitted to edit your own Report Profile – not someone else’s.

From the View Report Profile screen, click on Edit . The Create Report Profile Screen is displayed (described on page 49).

After you’ve made the changes, click on Save Profile .

Delete a Report Profile From the View Report Profile screen, select the profile you want to delete (click in the Select box).

Click on Delete .

Make sure you’ve selected the correct profile, then click on Yes to confirm.



Generate Ad-Hoc Reports

Create Report Screen To generate an ad-hoc report, click on Create Report from the Reports menu. The Create Report screen is displayed (this is very similar to the Create Report Profile screen):

The type of report you select determines which fields are displayed on this screen. The reports available are: •• Analysis of Merchant Lodgements •• Analysis of Lodgement Centres •• CTC Consignments – Monies Uncollected Report •• CTC Overdue Report •• Lodgement Facility Performance of Accepting Manifests •• Manifest/Consignment/Article Audit Report •• Manifest Status Report •• Merchant Location Manifest Lodgement and Revisions •• Missing Manifests •• Manifest Reconciliation Exception Report •• Pick-Up Facility Compliance •• Print Consignment •• Print Manifest •• Revenue Collection Performance •• System-Generated Manifests.

You can also select the way the reports are displayed:

•• On-screen only •• Printable •• Exported to CSV format file.




1. Select the criteria for your report.

Try not to be too specific, as the report may end up empty! •• Report Type

Select the report type first, as this refreshes the screen with fields relevant to that report.

•• State This defaults to the State of your Lodgement Facility. You can select a different State, or All for the entire country.

•• Lodgement Facility This field defaults to your current Lodgement Facility (defined by your login name). Clear the entry to include all lodgement facilities.

•• Manifest Number You can nominate a number range for one or all of these.

•• Merchant ID A specific merchant ID.

•• Location Location A specific Merchant location.

•• Date Range From defaults to 7 days ago, and To defaults to today’s date. Change the date range by typing the date manually (dd/mm/yyyy format), or select from the calendar.

•• Charge Code This is a drop-down list of all valid charge codes.




2. After you’ve nominated the report criteria, select the format of the report:

•• Click on View Report to run the report and then display it on screen.

•• Click on Print Report to run the report and then print it.

•• Click on Export to CSV to run the report and save it in a CSV type format. You will be prompted to nominate a save directory.

Note that you will only be able to generate reports up to 15 months old data.

View Revenue Collection Performance Report

This report displays details of manifests as they were originally accepted, and after their value has been amended.

You create the report by:

•• Lodgement Facility •• State •• Date Range •• Merchant ID / Location ID.

The Original Manifest Value is the $ value of the manifest when it was originally created.

The Amended Manifest Value is the $ value of the manifest after it has been amended. If the manifest hasn’t been amended, this field displays N/A.

Click on New Report to redisplay the Create Report screen with your previous selections cleared.

View Analysis of Merchant Lodgements

This report displays merchant lodgement details:

You can create the report by:

•• Lodgement Facility •• State •• Date Range •• Merchant ID / Location ID. •• Charge Code




View Analysis of Lodgement Centres

This report displays lodgements processed through a specific Lodgement Facility:


•• State •• Date Range •• Merchant ID / Location ID.


Need Help with Fields? ?? Turn to page 83 for a description of fields that aren’t self-explanatory.

View Lodgement Facility Performance of Accepting Manifests

This report displays how often a specific Lodgement Facility accepts/processes a manifest on time over a specific period.


•• Lodgement Facility •• State •• Date Range


View Merchant Location Manifest Lodgement and Revisions

This report displays how often a specific Merchant Location processes and revises a manifest on time over a specific period.


•• Merchant ID/Location ID •• Date Range




View Missing Manifests

This report lists (by State) the Merchants who have missing manifests. A missing manifest is defined as one that is received out of sequence.


•• Lodgement Facility •• State •• Merchant ID/Location ID •• Manifest Number

This is the upper range manifest number. For example, if you type 1000, the system will report on all missing manifests with a manifest number of less than 1000.

•• Date Range


View Manifest Status This report lists the current status of manifests for a specific Merchant for a specific period.


•• Lodgement Facility •• Lodgement State •• Merchant Location ID •• Merchant ID •• Manifest Range •• Date Range •• Manifest Status




View Manifest Reconciliation Exception

This report lists manifests with a current status of ‘on hold’. This report lets you determine what might be required to advance the status of a manifest.


•• Lodgement Facility •• State •• Merchant ID/Location ID •• Manifest Range •• Date Range •• Manifest Status


View System-Generated Manifests

This report lists system-generated manifests.


•• Merchant ID/Location ID •• Date Range


View CTC Monies Uncollected

This report displays CTC consignments for which the CTC amount has not been received.


•• Merchant ID/Location ID •• State •• Date Range


View CTC Overdue This report displays overdue CTC consignments.


•• Merchant ID/Location ID •• State




View Pickup Facility Compliance

This report displays the details of Returns Inquiries and Returns Labels printed by Primary Pickup Facilities.


•• Lodgement Facility •• State •• Date Range


View Manifest/ Consignment/Article Audit

This report lists details of Manifests, Consignments and Articles that have been modified or deleted.


•• Merchant ID/Location ID •• State •• Date Range •• Manifest Range •• Consignment Range •• Article Range




If you have a problem, contact your State eParcel Acceptance Champion, or the Australia Post National Help Desk on 13 21 31.

Australia Post


SSuupppplleemmeennttaarryy SSccrreeeennss

This section lists screens (in alphabetical order of screen name) that are accessed via secondary screens, or that can be accessed via more than one screen.

SSccrreeeenn NNaammee DDeessccrriippttiioonn

AAcccceeppttaannccee SSccaann How Do I Get Here? Click on Acceptance Scan Check from the View/Edit Manifest screen.

This screen allows you to view articles in the manifest according to their acceptance scan.

Use the Filter By drop-down list to view: •• only unscanned articles in the manifest. •• only scanned articles in the manifest •• all articles (both scanned and unscanned).

This is the default.

Export the Details to CSV Format Click on Export to CSV to save the information as a CSV file.

Print Click on Print to print this screen.

Return to the Previous Screen Click on Back to redisplay the View/Edit Manifest screen.

©Australia Post



CCTTCC TTrraannssaaccttiioonn DDeettaaiillss

How Do I Get Here? Click on CTC Details from the View/Edit Consignments screen (described on page 39).


Note that the CTC Details button is only displayed if you’re viewing a CTC Consignment.

This screen displays all CTC transaction details received from EPOS.

The State Controller is permitted to edit the CTC Amount to match the CTC Amount Received from EPOS if the variance is more than 5cents. Note that changing the amount does not alter the status of the manifest.Other users are only permitted to edit the CTC Amount after a manifest has been approved and invoiced.Click on Back to return to the previous screen.



©Australia Post



MMaanniiffeesstt AApppprroovvaall How Do I Get Here? Click on Approve from the View/Edit Manifest screen (described on page 34).

MMaanniiffeesstt CCaanncceell How Do I Get Here? Click on Cancel from the View/Edit Manifest screen (described on page 34).

1. Click in the Cancel Reason drop-down box and select the

reason why you’re cancelling this manifest. 2. Use the optional Comment box to add information if you

think it will be helpful.

Click on Back to redisplay the previous screen without saving the changes.

©Australia Post



PPrriiccee SScchheedduullee CChhaarrggiinngg SSttrruuccttuurree

How Do I Get Here? Click on a Price Schedule link in the Price Schedule column of the View Contract screen.

This screen displays the weight ranges against the charging zones and is sorted by Charging Zone.

VViieeww AArrttiiccllee How Do I Get Here? Click on the Article No from the View/Edit Consignment screen (described on page 39).

This is a display screen only – you cannot alter any details.

Click on Back redisplay the previous screen.

©Australia Post



VViieeww AAuuddiitt TTrraaiill How Do I Get Here? Click on the View Audit button the View/Edit Manifest screen (described on page 34) or the Unapproved Manifests screen (described on page 39).

Click on Back redisplay the previous screen.



©Australia Post


SSttaattee aanndd NNaattiioonnaall CCoonnttrroolllleerrss

When you log on as State Controller, all manifests put on hold by the system in your State are displayed. Each manifest listed displays the ‘on hold’ reason.

The National Controller is permitted to view all System On-Hold manifests.

In your role as State Controller you can modify any editable field in a manifest record.

After you have amended a manifest, you must resubmit the manifest for validation, which automatically changes that manifest’s status to Awaiting Approval.

If you decide not to save the changes to a manifest, it will retain its On-Hold status.

Also, as a State Controller, manifests viewable can be filtered to one or more states.

State Controller Menu

Access the State Controller menu by clicking on the State Controller Menu tab.

©Australia Post


System On Hold Manifests View System On-Hold Manifests

State Controllers are permitted to display and edit On-Hold manifests applicable to your state.

To display a list of System On-Hold manifests, click on the On-Hold link from the State Controller’s Menu.

The On Hold Manifests screen is displayed:

The list is sorted by manifest creation date, with the oldest displayed first.

The Problem Description column explains why the manifest is on hold. All problems are listed here.

•• On Hold Reason – Number of Manifests Exceed Limit If a Manifest exceeds the 99 - article limit, the entire manifest is automatically given a status of System On-Hold. You can fix this in either of two ways: Delete the consignment that has more than 99 articles

and ask the merchant to resubmit the consignment; OR

Cancel the entire manifest and ask the merchant to resubmit all the consignments on the manifest.

Click on Back to redisplay the previous screen.

©Australia Post


Edit a System On-Hold Manifest


1. From the On-Hold Manifests screen select the manifest you want to edit (tick in the Select box).

2. Click on Edit Manifest . The View/Edit Manifest screen is displayed (described on page 33).

3. After you’ve edited a System On-Hold manifest you must resubmit it for validation (see page 37).

Cancel a System On-Hold Manifest


1. From the On-Hold Manifests screen select the manifest you want to cancel (tick in the Select box).

2. Click on Cancel .

3. Check your selection, then answer Yes to confirm.



©Australia Post


Agency Principal Maintenance

Agencies must be set up before the system can accept their Cash-to-Collect transactions from EPOS.

As State Controller, use the Agency Principal Maintenance menu to view and maintain agencies.

Click on Agency Principal Maintenance from the State Controller Menu.

The Agency Principal Maintenance screen displays a list of all agencies.

Add an Agency


1. From the Agency Principal Maintenance screen, click on Add .

This creates a new blank row for you to record the Agency’s details.

2. Type the Agency Number, and select a State Code.

The First Seq Nbr is automatically set to 1.

3. After you’ve added a new Agency, check the details, and then click on Save .


Note that after an Agency has been saved, only the Agency Name can be changed.

4. Click on Back to redisplay the State Controller Menu.

©Australia Post



Delete One or More Agencies


1. Select each Agency to be deleted (tick in the Select box).

2. Click on Delete . The Agencies you selected are removed.

3. Click on Save to save the change.

4. Click on Back to redisplay the State Controller Menu.

Upload eParcel/Elads File

Use this function to upload a properly formatted eParcel and Elads files into the Acceptance system for processing.

Click on Parcel File Upload.


1. Click on Parcel File Upload from the State Controller Menu.

Click on Browse to find the directory and file.

2. Click on Upload to import the file.

©Australia Post


Viewing Filter

Use this function to filter for manifests for one or more states.

Click on Viewing Filter.


1. Click on Viewing Filter from the State Controller Menu.

Select one or more states.

2. Click on Save.



©Australia Post


AAddmmiinniissttrraattiioonn

This section describes how to:

•• Add a new Australia Post User •• Search for a User (Post and Customer) •• Modify an Australia Post User •• Add a new Customer User •• Modify a Customer User.

Note: It is important to note that an Internal (Post) user can only be allocated to one Facility at a time.

If a user is temporarily working at a different Lodgement Facility, they must be re-allocated to that Facility. Otherwise they won’t be able to view manifests assigned to that Facility.

©Australia Post


Internal (Post) Users Add an Internal (Post) User – Quick Reference

Add an Internal (Post) User

Role Select

Acceptance Officer jd_facility

Call Centre users jd_call_centre

Call for Returns State Co-ordinator jd_cfr_coordinator

Facility Manager jd_facility

Head Office users jd_hq_analysts

Pickup Facility Manager jd_pu_facility

State Controller jd_controller

State Retail Managers jd_state_rm

Record the new user's details.Refer to the Role table below, for the

correct role.

From the Administration menu selectAdd Post User.

The Add Post User screen is displayed.

Add Post User

1.

Search Results Screen

If the new user is a Facility Manager orAcceptance Officer, you must also record

their appropriate Lodgement Facility.

Click on Save.

2.

3.

4.

Make the user's login temporarilyinactivate by clicking in the

Inactive tickbox.

Remember!A user can only be allocated toone Facility at a time.

©Australia Post


Add an Internal (Post) User

Requests to add a new Post user are via the existing Remedy process.

Use the Add Post User menu option to add a new Australia Post user to the Acceptance system.


1. User Details Section

Complete the user-related fields (self-explanatory).

2. Authorisation Details Section

Complete the following fields:

Role Select the Role of the new user (see Table of Roles on page 73).

Lodgement Facility

If you are adding a new Facility Manager or Acceptance Officer, you must also assign the user to the appropriate Lodgement Facility.

STOP

Note that a user can only be allocated to one Facility at a time.

Password Type the Post generic password.

Confirm Password

Type the Post generic password again.

Start Date Type or select the date the user will need to access eParcel.

©Australia Post


End Date Type the date on which the user’s access will cease (usually 12 months).

Inactive To make the user’s account inactive, tick this box.

Note that when reactivating the account, you must record a new Post generic password.

3. When you’ve finished, click on Save.

Table of Roles

Role Select

Acceptance Officer Grp_facility

Call Centre users Grp_call_centre

Call for Returns State Co-ordinator Grp_cfr_coordinator

Facility Manager Grp_facility

Head Office users Grp_hq_analysts

Pickup Facility Manager Grp_pu_facility

State Controller Grp_controller

State Retail Managers Grp_state_rm

IT Support Grp_support



©Australia Post


Search for an Internal (Post) User


1. From the Administration menu click on Modify Post User. The Search for User screen is displayed:

2. Record information into one or more fields, then click on Search.

The Search Results screen is displayed:

3. Click on a Username to display that user’s details on the Modify Post User screen:

4. Modify the user’s details (see below).

©Australia Post


Search for Internal (Post) User – Quick Reference

Users - Search For and Modify

Type your search criteria, then click onSearch.

The Search Results screen is displayed.

From the Administration menu selectModify Post User or Modify Customer.The Search for User screen is displayed.

Search for User Screen

1.

Search Results Screen

Click on the Username hyperlink of theuser you want to modify.

The Modify User screen is displayed.

Change the user's details, then click onSave.

2.

3.

4.

Modify User (Post or Customer) Screen

Inactivate or Re-Activate a user byselecting or deselecting the

Inactive tickbox.

Remember!A user can only be allocated toone Facility at a time.

©Australia Post


Modify Internal (Post) User – Steps

Requests to modify a Post user are via the existing Remedy process.

STOP

Note that a user can only be allocated to one Facility at a time.

This means that users who are relieving at a different Lodgement Facility must be re-allocated to the new Facility, otherwise they won’t be able to view manifests assigned to that Facility.


1. Search for and display the user’s details (see Search for an Internal User on page 74).

2. Make the changes. Remember – a user can only be allocated to one Lodgement Facility at a time.

3. Click on Save.

Reset an Internal (Post) User’s Password

Do the following when you receive a Remedy requesting a Password Reset.


1. Search for and display the user’s details. (see Search for an Internal User on page 74).

2. Reset the user’s password to the Post standard password reset naming convention.

3. Click on Save.

When the user logs on they must change their password from the Administration menu.

©Australia Post


Inactivate an Internal (Post) User

Do the following when you need to make a user’s account temporarily inactive.



2. Click in the Inactive box (make sure it’s ticked).

3. Click on Save.

Re-Activate an Internal (Post) User

Do the following when you receive a Remedy to re-activate a user.



2. Click in the Inactive box (make sure it’s unticked).

3. Reset the password to the Post standard password reset naming convention.

4. Click on Save.

©Australia Post


External Users Add a New External User

Before a Customer can start using the Merchant Interface, you must set them up as an ‘Administration User’. The Administration User can then create users within their location.

Use this function to:

• add a new Customer who has signed up with Australia Post

• create/ add a new administration user.


1. User Details

Complete the user-related fields (self-explanatory).

2. Select ‘Ongoing Access to all present and future Merchant Locations’. If the user requires ongoing access to all locations. This will appear when the Merchant ID or Merchant Name has been entered and there is more than 1 location in the Merchant’s contract.

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Enter Merchant Location Details – Access.

Select the following as required:

FFiieelldd DDeessccrriippttiioonn User Access Select if user is required to create

lodgement on behalf of selected location.

Charge To Select if user is required to create charge back to selected location

The Merchant Location Details – Access section will only be visible when the role selected is:

• Grp_Merchant_Admin – created as the Admin User for the Customer. Once this User has been created they are able to maintain and create new users (Grp_Merchant) within the Merchant Interface system.

• Grp_Merchant – only used if the Customer requested an extra user to be added upon the initial creation. These users are normally maintained by the Customers within Merchant Interface. These Users can be assigned to 1 or more locations if applicable to the contract.

• Grp_Merchant_3rdParty – this role is similar to Grp_Merchant but with all pricing details hidden or made unavailable.

Note: Select ‘Ongoing Access to all present and future Merchant Locations’. If the user requires ongoing access to all locations.

3. Authorisation Details

Complete the following fields:

Role The Role of the new user is Grp_Merchant_Admin.

Password Type the generic password for the user.

Confirm Password Type the generic password again.

Inactive Tick this box if you want the user’s account to be inactive at this stage.

When you’ve finished, click on Save.

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Search for Customer Users

Use the Search function to search for Customer Users.


1. From the Administration menu click on Modify Customer. The Search for User screen is displayed:

2. Record information into one or more fields, then click Search.

The Search Results screen is displayed:

3. Click on a Username to display that user’s details on the Modify Customer screen.

Modifying Customers is the same as for modifying Internal Users (see page 76).

Australia Post 7BAdministration


Contract Specific and System related System on Hold Messages SAP/ System related Error Message Reason Action

XXX is not a valid Merchant Location Either the Merchant Location does not exist or it is PCMS specific

Contact your Contract Management State Representative, advise of the error including the contract details

XXX is not a valid Merchant Location Merchant Location number passed is not Valid

XXX is not a valid Price Schedule Price schedule details passed is not valid for the date

XXX is not a valid Profit Centre Profit centre has not been maintained in the Profit Centre Hierarchy in SAP

Contact your Contract Management State Representative, advise of the error including manifest details

XXX is not a valid Returns Charge Code For returns, a returns Charge Code must be used

XXX is not a Pickup Location Contract Contract Validation

Cannot find a Valid Contract for Customer XXX Cannot find a Valid Contract for the Merchant Location Contact your Contract Management State Representative, advise of the error including manifest details

CTC Service Fee has been applied on the Original Consignment XXX

For Second Delivery Check if CTC was applied in the Original Manifest

Refer to reason

Invalid Charge Code. Must be XXX For Unmanifested, Charge Code used must be the frequently used charge code specified in the contract

Contact your Contract Management State Representative, advise of the error including contract and manifest details

Invalid weight. Must be equal to contract average charge weight

For Unmanifested, the actual weight passed must be the same as the Average Charge Weight specified in the contract.


More than one Lodgement Point determined. The work centre code passed has been assigned multiple PCMS relevant lodgement points


No Lodgement Point determined. No Lodgement Point determined because the work centre passed has not been assigned to a PCMS relevant lodgement point


Original Article XXX not found for Consignment XXX

For Return to Sender, the Consignment and Article numbers should exist in the original manifest

Confirm that the original manifest exists and that the details are correct

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SAP/ System related Error Message Reason Action

Original Manifest XXX for Sold To XXX not found For Call For Returns Second delivery and Return to Sender events, the Original Manifest must exist

Confirm that the Original Manifest exists and that the details are correct

Profit Centre XXX different from original XXX For Second Delivery check Profit Centre – must be the same as the one specified in the original manifest consignment

Refer to Reason

RTS has occurred for Article XXX in Manifest XXX Check if Return To Sender event has occurred for the article Refer to Reason

Second Delivery does not apply for Consignment XXX

Check if second delivery is applicable Refer to Reason

Second Delivery has occurred for Consignment XXX

Check is second delivery has occurred Refer to Reason

Sold-to XXX has not been assigned to Distribution Channel XXX

Distribution Channel determined from the first digit of the Profit Centre. In this case the Merchant Location sent has not been assigned to the derived Distribution Channel


There were errors in consignments during invoicing. Please drill down to consignment level to see error messages; There were errors in articles during invoices. Please drill down to article level to see error messages

Consignment identified as a Duplicate

Article identified as a Duplicate

Confirm that the consignment/ article are genuine duplicates, if so then use the Make Genuine button which will allow the system to accept the manifest. You will then need to re-validate the manifest and approve.

If the songnment/ article are not genuine, raise a Remedy case for error, include all relevant details regarding the manifest

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This table alphabetically lists fields that aren’t self-explanatory.

If you’re not sure what to record in a particular field, find the field name in the first column, then check the Screen Name/Pop-Up column to make sure that you’re looking at the field description for the right screen.

Field/Column Name Screen Name / Pop-Up Field Description

Actual weight (kg) View/Edit Consignment The actual weight of the article. For “assess for cube” customers, the chargeable weight is the greater of the actual weight and cubable weight and is displayed in bold.

Address Acceptance Scan The delivery address of the consignment.

Article Exceeds Dead Weight Max

Unapproved Manifests Indicates whether the manifest contains an article whose weight exceeds 32kg, which is the maximum allowable by Australia Post. This is only applicable to customers who use their own software.

Article Number General The article’s barcode number.

Article Scanned Call for Returns Indicates whether the articles in the Call for Return request have been scanned.

Assess for Cubing? Unapproved Manifests Search Results

This indicates whether any consignments in the manifest have cubic pricing built into the contract agreement. (The cubic weight is calculated by length x width x height x cubing weight conversion factor.)

Assess for Cubing will be one of the following: •• Yes – check the cubic weight for this lodgement. •• Profile Only – cubic pricing is built into the contract;

either per kg or per parcel. Profile the lodgement according to the site checking procedures.

•• No – cubic pricing does not apply (for example, non-cubable charge codes under 1kg).

Charge Code Search for a Manifest This drop-down box imports its contents directly from SAP. The list displays the full SAP description as well as the prefix.

Consignment No View/Edit Manifest The consignment number.

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Consignments Received Date/Time

Unapproved Manifests View/Edit Manifest

This the date and time when the last of the consignments on the manifest physically arrived at the Lodgement facility.

The date will never be later than the date in the Lodgement Date field.

You can type the date or select it from the Calendar. For the time component, type the hour and minute, and select AM or PM.

Country View/Edit Manifest The destination country.

Cubic Weight (kg) View/Edit Consignment The cubic weight of the article. A cubic weight will not be present if the cube is already built into the merchant’s pricing. Where cube has not been built into the merchant’s pricing, the chargeable weight is the greater of the actual weight and the cubic weight and is displayed in bold.

Date/Time Created Unapproved Manifests The date and time that the manifest was submitted from eParcel Merchant Interface or the merchant’s own system.

Filter By Acceptance Scan The Filter By drop-down list allows you to view: •• only unscanned articles in the manifest ?CORRECT? •• only scanned articles in the manifest •• all articles (both scanned and unscanned).

Height General One of the dimension fields used to calculate Cubic Weight.

International General No = Destination within Australia Yes = Destination overseas.

Location ID General The unique code that identifies a specific merchant location or department.

Lodgement Date of Articles

Unapproved Manifests The date when the consignments were physically accepted into the Australia Post network, allowing for any consignments lodged after the handover time for the lodgement facility.

This date is automatically pre-populated, but if the date is not the same date or after the Consignments Received Date/Time field, you must change it.

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Lodgement Facility Search for a Manifest The Facility where the manifest was lodged. Defaults to your own Lodgement Facility.

Select a different facility, or search for All.

Manifest Created Date Search for a Manifest The date the manifest was created.

Manifest No General The manifest’s identification number. This should be unique for each Location ID.

Manifest Version No Manifest Search Results The number of times the manifest has been amended.

Max Number of Articles Exceeded

Unapproved Manifests Indicates whether the consignment contains more than the maximum allowable number (20) of articles. This is only applicable to customers who use their own software.

Merchant ID General The merchant identification code.

On Hold Reason Manifest On Hold The reason that the manifest was put on hold.

Problem Description Manifest On Hold The reason that the manifest was put on hold. The problem description lists all errors detected in the manifest.

Recipient Name Acceptance Scan The name of the addressee.

Select General Use this column to select one or more items in a list. Click to select.

Status Call for Returns No means that labels have not been printed. Yes means that labels have been printed.

Status Search for a Manifest Search Results

The status of the manifest: •• Accepted •• Awaiting Approval •• Awaiting SAP Approval •• Cancelled •• Created •• Dispatched •• In Progress •• Invoiced – Approved and Invoiced •• Manual On Hold •• System On Hold.

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Status View CTC Transaction Details

The status of the CTC (Cash to Collect) transaction. This could be:

•• 0 – Processed and OK •• 1 – Wrong Sender Number •• 2 – No Consignment Record •• 3 – Not Processed.

Total Actual Weight (kg)

View/Edit Manifest The overall weight of all articles belonging in the same service type.

Total Cubic Weight (kg) View/Edit Manifest The overall cubic weight of all articles belonging in the same service type.

Trading Name General The name of the business or company.

Transit Cover View Article This is the insurance amount for domestic articles, or customs-declared value on international articles.

Width General The dimension field used to calculate Cubic Weight.

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Word / Acronym Meaning

Article ID The visible number beneath the barcode.

BC Business Centre.

Call for Returns A commercial arrangement with a company that sells to customers over the phone or internet where the customer can return products that they have bought.

Cash to Collect The recipient must pay a $ value before they can collect the article.

CTC Cash to Collect.

ECI Express Courier International.

EP Express Post

eParcel An almost paperless electronic parcel delivery service that allows the status of the delivery to be viewed on Australia Post’s Internet site.

Event An event is an action recorded against one or more Items.

LPO Licensed Post Office.

WCC Work Centre Code – the reference number given to each Australia Post facility.

a user’s guide to acceptance - australia post · exporting data ... sap performs a contract...

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