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Online Help Documentation |
This is your guide to installing and using ICS Courier’s shipping application “Click ‘n’ Ship™. Please use your browser’s search function to locate specific items. Below is a table of contents to take you to specific areas of the Help documentation. Your browser’s Back button will return you here:
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ICS Click 'n'
ShipTM Copyright Notice
ICS Courier offers a complete shipping software
package called Click ‘n’ Ship™.
The actual Copyright Notice
displayed for the first time Customer use of this software is as follows :
For more information on this
shipping software, please contact our Customer Service Department at 1-888-ICS-TRAX (427-8729),
or send us an email at
cservice@ics-canada.net .
·
IBM
PC or compatible with Intel Pentium 4 processor / AMD equivalent or above
(Intel based Macintosh or any other Apple Macintosh computers are not
supported, emulated or virtual Windows machines are not supported). Dual
Core or higher multi-core processors are recommended.
·
512
Megabytes of RAM or greater, 1 Gigabyte recommended
·
500
Megabytes of free hard disk space
·
SVGA
graphics display card or higher (16 bit high color or greater) XVGA recommended.
·
SVGA
Monitor with 1024 * 768 resolution or above, 17 inch display or larger
recommended.
·
HP
or PCL compatible Laser Printer and/or Thermal Printer
(Optional)
·
Electronic
Scale (Optional)
·
Mouse
and keyboard
·
Network
interface (Wireless not recommended) to an active full time Internet Connection
Operating System Requirements :
·
Microsoft
Windows XP (SP2) or above, (Macintosh running MS Windows under BootCamp not
supported, virtual Windows emulations
are not supported).
Please consult with the ICS Technology Help Desk if you are
uncertain about system requirements. 1-888-229-3003
Notes :
·
IBM
is the registered trademark for International Business Machines.
·
Microsoft
is the registered trademark of Microsoft Inc.
·
HP
is the registered trademark for Hewlett Packard
·
Apple
is the registered trademark of Apple Computer
·
AMD
is the registered trademark of Advanced Micro Devices
Installation :
·
Please
ensure you have met the minimum system requirements for this program prior to
installation.
·
You
must have Administrative rights on the target machine in order to
complete the installation. If you do
not, the installation will fail. You may
need to contact your IT Department in order to secure the rights to complete
the installation.
·
Once
you have accessed the Internet hyperlink for the package, and have downloaded
to your PC’s desktop, please double-click the Setup package on your
desktop. The following screen will
appear:
Next, the License Agreement Screen will appear, please
read. Click “I Agree” button to move
forward with the install:
Next, you will be asked which type of installation you want
– If this is your first Click ‘n’
Ship™ installation, please choose Full. For additional subsequent installations, you
would choose Client
Next you will be prompted as to where on the machine the
installer should place both the program files and also the data files. Generally, the default settings are
acceptable and you can proceed. Please
click “Next”.
The
installation process will then start automatically. A system check will be performed by the
package to see what is required during the installation. During the
installation process the system may need to be restarted, please do so when
prompted. If this is the first ICS Click
‘n’ ShipTM full installation and your machine does not already have
SQL Express installed, you will see this next screen. Upon clicking “Next”, the system will begin
to install components and configure each as required. This can take up to 30 minutes depending on
the speed of your PC. On a modern PC
this is usually about 10 minutes.
The installer will
check and report its progress, and presents a screen like this:
Once all of the components are
successfully installed, you will receive this screen:
After you click on “Finish”, you are ready to begin your
first time use of the software. If for
any reason you do not succeed, please call our IT Help Desk at 1-888-229-3003
First time Application Start Up.
You
will now have a shortcut ICS Icon on your desktop which looks like this:
Please
double click this icon to launch the program.
When started for the first time, the initial settings are not yet
configured, therefore a number of settings and choices must be made.
Multi-Workstation
Mode.
This allows the system to
be used in the local network by multiple users or individually by a single user
only:
Click 'Yes' if the
software is to be used by multiple users across multiple computers on the same
network. Click 'No' if the software is to be used as a stand-alone
application on just one computer. Click 'Exit' if you are unsure about
which choice to make, this will cancel the setup. You can return to this later.
The Login Screen
You will only see this screen the first time you set
up a full installation of ICS Click ‘n’ ShipTM. Please enter your ICS Account Number, and
contact the ICS IT Help Desk for the password if it has not been supplied to
you already.
Click OK.
A
synchronization process will begin; this is your ICS customer profile being
downloaded from the ICS Server.
Depending on your Internet connection’s speed, this could take up to 5
minutes.
Application
Settings
Once
the synchronization is complete, the main program window will open, and a
dialogue box will appear prompting for the Application Settings. Depending on your ICS Customer profile, some
or all of the features will be available to you.
1.
Use Manifest Reference: Check this box if you are to use
individual manifest numbers for each account item in the shipment process.
2.
Use Item References: Check this box if you are to use
individual reference numbers for each shipment item in the shipment process.
3.
4.
5.
Individual User Tracking: Check this box to enable tracking of individual users for
each shipment. Every time a new user clicks the Shipment menu item, a user
sign-in prompt is provided. This sign-in user ID applies to all shipments
processed until the shipment form is closed.
6.
Use User Tracking as: If individual user tracking was
selected to Yes, then this option is enabled. Select either from "User
Sign In" - allowing different users to sign- in before processing /
"User Switch" - providing a selection of the user ID from within the
shipment form.
7.
Label Printer: Select from the drop down list as
required to use the desired printer from the printers connected to your PC.
8.
Manifest Printer: Select from the drop down list as
required to use the desired printer from the printers connected to your PC.
9.
Default Action for search to Ship: The default action for shipping
process is set for "Search Consignee list" to get the shipping
data. If your system uses Integration,
this setting may change.
10.
Default Search for Shipping: Select the default criteria to
search consignee data within the software.
11.
Default Weight: Here you can set a minimum or
average weight for what you normally ship. Each shipment will default to this
weight, you will need to modify the displayed weight on the shipping form to
reflect the actual weight of the item.
12.
Number of Manifest Copies: Select from either 1 or 2 to print
the number of copies of the Manifest when you close it each day.
13.
Default ICS Account: Select this to set your most
frequently used ICS Account.
14.
Default Product: Select from the available list of
Product Types to set as default. Each time you open the shipping form; this
product’s screen will be displayed. For
example, if you use mostly ICS Next DayTM, set it to this product.
15. Ship Air Parcel Using:
Select this to change ICS Next DayTM shipments which would normally
travel by air, to be sent as ICS GroundTM service shipments (where
available).
16.
Out of Area of Service Indicator: A message alert that will indicate
if the shipment is out of ICS’ area of service.
17.
Auto Manifest Export: Select the format name if the
manifest has to be exported automatically after closing it. (see Export Data section of this help file for
more information).
18.
Indicate weight in LB in the
message: Check the
box to show the last shipment weight in imperial Pounds. The software must operate in Metric weights;
this display function is for your convenience if required.
19.
Search Option for Shipping: Search option partial or exact.
This only pertains to shippers using barcode scanners.
20.
Export File Location: Select the destination of the file to
export the Manifest to. (see Export Data
section of this help file for more information).
21.
BoxName-Cubing: Use this option to enable you to
apply names for your preset box sizes.
22.
Keep Box after Shipping: Allows you to save your preset box
size to use again.
23.
Language:
Allows you to switch between English or French (currently English only
in this version).
24.
Duplicate Reference Prompt: This allows you to turn off
warnings about using duplicate references.
25.
Auto Synctime: Specifies what time the program
will automatically synchronize if left open overnight.
26.
27.
Sync from this machine: In multi-workstation environment,
this can be used to turn off local synchronization to the Internet, as the
central server will do the synchronization.
The System Configuration
Menu provides you access to program settings in order to streamline the
interface for your Company’s various shipping processes.
Accessible from the main
menu bar at all times, you will find the System configuration menu. (Some features may not be available for all
customers, dependent on your service arrangements with ICS).
Application Settings: (please see the previous Installation
section)
Integration Settings: Please contact the ICS IT Help Desk at 1-888-229-3003
Sequence Mapping:
This
feature allows the shipper to pre-set the sequence of “Enter” keystrokes, in order move the “focus” of the prompts through
the selected fields in the trackable shipment forms. Each time the shipper
presses the Enter key on their keyboard, the cursor will advance to the next
field as specified according to this mapping. The final focus is always on the
“Process” button, pressing Enter at this point will process your shipment.
1. Make the necessary selections from
the available fields in the “Select Field” column on the left.
2. Use the Add / Remove /
Move Up / Move Down buttons to select and order fields in the
list on the right as desired.
3. The selected items in the “Key
Sequence” column on the right indicate your chosen fields and the order in
which the cursor will travel through them (from top to bottom).
4. Click Save to save all
sequence mapping settings as selected in this form.
5. Or, click Cancel to exit and
close the form without saving any changes.
Order File Processing Settings: Please contact the ICS IT Help
Desk 1-888-229-3003
ICS Server Access Settings: Choosing this option will prompt you for a
password.
Following the successful
entry of the password, the following screen will appear:
The Proxy Settings window
is used for customers who wish to restrict their users’ access to the internet
while still allowing the ICS Software to communicate as the program requires
throughout the shipping day, this communication is mandatory. In some environments this Proxy configuration
may not be the correct solution, or you may not have the password to access
this screen. Please have a management representative of your company contact
the ICS IT Help Desk at 1-888-229-3003 for assistance with this item.
Shipment
A Shipment
refers to a shipping transaction between you, ICS Courier, and your consignee.
For each shipment transaction, charges are based on the shipment service type,
weight, origination and destination, and other relevant criteria.
Manifest
Manifests
are records of the shipment transactions made by your Company during the
current day or session. Think of them as a daily summary. Most shippers typically only have one ICS
account, but some companies may have multiple ICS accounts, so there will be a
manifest for each ICS Account under which shipments have been processed each
day or session. All manifests for each
of your ICS Accounts are stored in a database in special individual tables.
Each manifest, with its automatically generated and unique number, is kept in a
table only during the active user session. During the active session, the
shipper is able to print out and close a manifest for each or all of their ICS
Accounts. When a session ends (after you’ve printed the manifest or manifests)
the manifest data is deleted from the table(s). For the next session, a new
manifest is created automatically. You cannot re-open a closed manifest to make
changes. If you encountered an error
after the fact and have closed your manifest, you need to contact the ICS
Billing Department, and advise them of the Manifest number, and details of the
error. They will adjust your statement
accordingly. It is important not to confuse manifests with labels; labels are
applied to some types of shipments, whereas a manifest is a summary of some or
all of those shipments. If you have
already closed the manifest for the day, and subsequently need to ship another
item, you will need to close an additional manifest before tendering your shipments
to your ICS Driver. Do not wait for the next business day in this
situation. Your ICS Courier driver must
have a manifest to accompany the goods you are shipping. This is mandatory.
Shipping Record
A
shipping record is a record of the shipment transactions, which are sorted by
specific criteria: Date, Weight, Origin, Destination, Number of Shipments and
other related items.
Reports
Reports
are features that allow you to request specific data from the local ICS Click ‘n’ ShipTM
database. Financial information in these reports does not contain fuel
surcharge or tax information.
Labels
Labels
contain the shipment transaction information. This information is required on
the package for all trackable services. The information includes date of
shipment, your Consignee’s address, your Company’s return address, manifest
number, package number, weight of package, type of service, ICS Branch Code, up
to five item references, and the barcode for this shipment transaction. There is also a comment line which can
contain a brief text statement.
User
User is
the person or shipper who uses this application at your Company.
Customer
In this
software, your Customer is always
referred to as your Consignee
Consignee
Consignee
is the individual or company to whom you ship the documents/packages, and they
should be the final destination of your goods.
Item References
These
are identification numbers for individual pieces in the shipment. You can
include your own invoice number or inventory code, this is optional and
entirely up to you the shipper. This can
be useful for cross referencing your own customer service inquiries to our
Parcel Identification Numbers as found in our trackable shipment products.
Sequence Mapping
This
feature allows the shipper to pre-set the sequence of “Enter” keystrokes, in order to move the “focus” of the prompts
through the selected fields in the trackable shipment form. Each time the
shipper presses the Enter key on their keyboard, the cursor will advance to the
next field as specified according to this mapping. The final focus is always on
the “Process” button, pressing Enter at this point will process your shipment.
Consignee Address Book
This is
a database for records of your Consignees’ address details.
Import Format
This is
a particular definition and sequence of data fields contained in a text file
that is to be imported. The exact definition and sequence should be followed to
create the import format in the shipping system. Only when the two formats (in
the text file to be imported and the format definition in the Import Module)
are matched, can the data be successfully imported. Otherwise, an error file is
generated and the contents of this file can be studied to confirm where the
formats were not matched.
WebUpdate
This
is a process that allows the local program data to be synchronized manually
with the remote ICS server data. This is
accessible from the main menu bar of the application.
Upgrade
Our
upgrade process is mostly automatic, however from time to time it may be
necessary to initiate this manually, hence this menu item can be found in the
“Maintenance” menu.
Void
Shipment
Voiding
is the same thing as cancelling a shipment.
It does not immediately remove the item from the current manifest, but
will be removed when you close the manifest at the end of the day.
This section gives a general description of the
different functions involved in your day-to-day Shipment process. This may vary
in some environments. Please contact the
Information Technology Help Desk at 1-888-229-3003 if you do not find the
answers you are looking for.
Shipment Form (Main Screen)
When you open ICS Click ‘n’ Ship™, the software will
run an automatic synchronization with the ICS Server then the following screen
will appear.
At the top is listed your (Shipper) information, as well as
the product that you are shipping with.
To ship a piece(s) it is necessary to complete all fields that have an
(*) in the Consignee Information Section as well as “Total # of Pieces” and
“Weight(Kg)*” in the Shipment Information section. (Note: At the bottom of the screen in the PIN
Manifest Detail section, you can view all shipments that have already been
added to the manifest.) This is the screen
in which you will spend most of your shipping day.
Manifest Menu
Clicking
the View/Close Manifest option prepares the manifest data for
viewing. The Manifest can also be viewed
and/or closed directly from the Shipment Form.
Note the following details
on the Manifest screen (as numbered 1-6 above)
1.
List
of ICS Accounts activated in the system. The main feature of this option
is to be able to select from your multiple ICS accounts if available in the
list. If you have more than one ICS
account, you will also note an *, which if selected will action all ICS
accounts for manifesting. You can close
one ICS account manifest and leave the others open, or close them all at once.
2.
List
of Manifests opened for the ICS accounts. There can be different manifests for
each ICS account as displayed in the drop down list on top. This item will only be active if you have
selected “Use Manifest Reference” in the Application Settings menu under System
Configuration.
3.
Click
Preview to view the manifest before
printing. (Use the bar on the side to go
up and down to view the whole manifest.
4.
Clicking
Print/Close will print and close
your manifest at the same time. (Note: Once you click Print/Close you cannot add any additional
shipments to this manifest)
5.
Click
Export to File to transfer all selected entries to a local file (see
below details)
6.
Click
Exit to close the form.
Export to File
1. This feature allows the selected
information to be exported into an HTML or PDF file for saving locally.
2. Select the desired folder and type a
name to save the exported file into.
3. Then Click “Save” and the following pop up
screen should appear indicating that the file has been exported to the desired folder under the desired name.
WebUpdate
The
WebUpdate function allows the local shipping data to be synchronized with the
remote server. For complete details see the WebUpdate
section.
Upgrade
If
there is a newer version of the software on the server, you will receive the
following prompt. Select “Yes” to
upgrade.
If
you select “No” you will receive the following message. (You will not be able to ship until this
upgrade has been made).
Reports
The
Shipping Report function can generate reports of all shipment records from the
closed manifests.
Select
Reports from the main menu bar,
and note the options available for different Report types.
These
include;
·
Shipments processed : Generates the Shipment Report in
either a file format or printable document format, based on selected criteria
from the Date-Range,
·
Shipments voided : Generates voided shipment records.
Synchronization Process
As an ICS Customer using ICS Click ‘n’ ShipTM, it is
your responsibility to ensure a full time internet connection is available to
the software. In the event that your
Internet connection becomes unavailable, you will be able to continue using the
software for a short time, however, you should make every effort to resolve the
failure or our software will cease to function, as per the following details:
If
current date and synchronization date differ by more than 4 days you will
receive the following message when opening Click ‘n’ Ship™. (You will not be able to ship until you
synchronize).
If
you require assistance with this, please contact the ICS Technology Help Desk
at 1-888-229-3003
·
The Main Menu Bar of the Application
·
Details of Individual Menu Options
(1)
File
:
File
/ Exit : Click to
close the application. If any manifest(s) are still open there will be a prompt
to first save the manifest(s) before closing the application.
(2) Manifest : to View / Close Manifest of shipment
transactions.
(3)
System Configuration : Options for selecting system & application
settings for Shipment process.
For
further details of each of these refer to Installation Process / Settings and
Configurations
section.
(4) Maintenance :
Application module
that provides maintenance options for :
new
account / user information / cost center info etc.
For
further details on each of these refer to the Application
Maintenance
section
(5)
Reports :
Application module that provides various reports.
For
further details on each of these refer to the Reports section.
(6)
WebUpdate :
Application module that provides local
data
synchronization through the browser.
For
further details on each of these refer to the WebUpdate section
(7)
Terms and Conditions : link that
displays the legal terms and conditions for usage of ICS Click 'n' Ship™
software.
Note : these pages are the same that are displayed on
the ICS website.
Sample
view of the Terms and Conditions pages ...
(8)
About :
Menu Option that displays information about the user, software and privacy
policy and the Help File:
Selecting
About > Help will display this
Help File.
Maintenance Menu provides maintenance functions for the program.
1. My ICS Accounts (Open Account/Deactivate account) -
allows a new ICS account to be opened for using the application, or
existing ICS account(s) to be activated or deactivated.
2. Users (Add / Edit / Delete) -
allows the maintenance of your User information.
3. Box Size –
(Add/Edit/Delete) –allows for the maintenance of Box Sizes. This function
allows you to specify and save dimensions of packages you ship regularly, as
ICS Courier will charge you according to cubic size.
4.
5. Consignee Address Book Editor (Add / Edit / Delete) - allows the
maintenance of your Consignee information.
6. Void Shipping Record - Void or Cancel shipping
transactions from Open Manifest.
7. Reprint Manifest – allows user to reprint selected
Shipment Manifest from the Closed Manifest table.
8. Reprint Manifest with Reference - to print out selected Shipment
Manifest with Reference details from the Closed Manifest table.
9. Reprint Label - to print out selected Shipment
Labels from the available Open Manifest table.
10. Import Data (Consignee / Shipment /
Both) - This allows
your consignee or Shipment data available in either .txt, .csv, or .dbf format
to be imported from existing files into the local shipping system.
11. Export Data (Consignee /Manifest /
History /Cost Center / User) - This allows you to export the Consignee, Manifest, History,
Cost Center and User information to text format files. This feature is helpful for you to view the
contents of your shipping database in a selected text format (soft copy), since
the local database files cannot be accessed to view contents.
12. View Area of Service - This allows you to view the contents
of the ICS Area of Service file in the display window, as well as to search the
area of service by criteria of Postal Code, City or Province.
13. Shipment Data Clean Up - This allows you to clean older dated
data in the local database and have only a selected set of data based on the
date range provided. These Clean Ups are
done to avoid a collection of huge amounts of data and restore storage space.
14. Search Package / Reference - for any Shipment details that need to
be queried.
15. Order File – allows you
to edit/delete records in the Order File.
16. Upgrade – This option will enable you to upgrade
to the latest version.
17. Database Maintenance – (Backup Database/View Database
Location/Get Database Server\View Database Version)-Allows the user to save a
backup of their database, view their database location, view their server name
and view their Database Version.
Note
for details of each see individual sections.
Select
Maintenance > My ICS Accounts from the main menu bar.
There
are 2 functions for this purpose.
1)
Open ICS Account - for a new account to be added.
2)
Deactivate ICS Account - disable an ICS account for use from the list of
existing accounts.
Setting Up a New ICS Account
This
option creates a new ICS account for you to use with the application. You must contact ICS first to obtain a
password before entering the new ICS account.
You must have a valid ICS account to log on the application or to add
the new one.
·
Select
Open ICS Account. The following form appears:
·
Enter
ICS Account Number &
Password & Click “OK”
Deactivate ICS Account
This
option allows you to disable an existing ICS account for use in the
application.
Once
any existing ICS account(s) is/are deactivated, these cannot be used in the
shipping process.
*
If any ICS account is being used in the shipping system (open in the shipment
form) it cannot be deactivated. In order to deactivate the ICS account, switch
to another ICS account in the shipment form first.
·
Select
an ICS account from the available drop down list.
·
Click
“OK”
·
Click
Exit to close the form.
Select
Maintenance > Users from the main menu bar.
The
basic functions of User maintenance
are to Add /Delete the names of
the users who will operate the software at your location.
ADD
To
Add a User, type in User ID and User Name and Click the “Add” button.
DELETE
To
Delete a User, select the desired User (highlighted in blue) and click on
“Delete” button.
When
you are finished with User Maintenance, click on the Exit button.
Select
Maintenance > Box Size from the
main menu bar.
The
following Box Maintenance screen
appears:
To
add Boxes, enter in Name and Dimensions (L W H) in cm, and click Add.
To
Delete a Box, highlight the desired Box you would like to delete and click the
“Delete” button.
When
you are finished with Box Maintenance, click the “Exit” button.
In
order to ship boxes that have these pre-specified dimensions (such as Box 1)
ensure that the application setting for BoxName –Cubing is checked.
This will enable the Box field on the shipping form located under “Total
Pieces”, and allow you to select
If you have many boxes of the same size that you would like to
ship. Ensure that the “Keep Box after
Shipping” checkbox is selected. This
way, after each shipment is processed the Box Size will remain defaulted to the
same size.
Select
Maintenance > Cost Center from the main menu bar.
The
process of
·
ADD
·
Enter
Cost Center Code and Cost Center Name in the blank input boxes.
·
Click
Add to save information or Exit to close the form without saving
any information.
You
will get the screenshot below confirming the
EDIT
·
·
Edit
the Cost Center Name for this selection (Name was changed from TestCode1 to
TestCode2).
·
Click
Edit to save changes or Exit to close the form without saving any
information. (You will receive screenshot
below as confirmation of the edit).
DELETE
·
·
Click
Delete to delete the record or click Exit to close the form
without deleting.
The
following screenshot will appear confirming this deletion.
Select Maintenance > Consignee Address
Book Editor from the list of options available.
The
following screen appears:
ADD
·
Click
on the Clear Button to set all input fields to blank for new consignee
information to be added.
·
Note
that the Edit / Delete buttons are now disabled.
·
Enter
all required information in the input boxes provided to add a new consignee.
·
All
items indicated by an * are mandatory fields.
·
Click
Add to save information or Exit to close the form without saving
information.
·
After
any record is selected and viewed, user can navigate back to the main form by
clicking the Previous button.
EDIT / Delete
·
Select
the search criteria by using the options in the “Search by” drop down list.
·
Enter
the search criteria value in the ”Enter Criteria” box and press the Enter key on your keyboard.
·
All
records that can be edited are made available in the lower section of the form.
·
Edit
all required information in the input boxes provided to change the record of
existing consignee.
·
Click
Save to update information or Delete to delete information or Exit
to close the form without saving information.
·
A
prompt confirms changes.
Void
Shipping Record is
the function which enables you to void/delete the shipping record(s).
These
shipping record(s) can be selected from the available shipments within the Open
Manifest.
Select
Maintenance > Void Shipment.
The
following Shipment Information appears from Open Manifest.
(1)
Select the row containing the shipment information to be voided.
(2)
Click on Void to void the shipment or Exit to close the form without saving any changes.
(3)
Note the rows that are voided are marked by 'Yes' in the Void column.
(4)
The available shipments can be sorted by all columns shown (“Void”, “Account
No”, “ID”, “Company”, ”Address1”, ”Address2”, ”City”, “Province”)
(5)
A specific list of shipments can be retrieved from the current manifest by
using the option to “Search By”
as shown in the lower part of the form. Select the option, type the criteria
and press the Enter key to get the selected list. For example, you could use
the ID of one specific consignee to display all the shipments for them, to make
selecting those which require voiding easier for you.
Click
Enter, and the following screen appears showing the record(s) for Consignee
222222.
Reprint
Manifest enables
you to print manifests from your shipping history.
Select
Maintenance > Reprint Manifest
Select
the desired criteria (“ICS Account Number”, “Start Date” and “End Date”) and
click Get Manifests to view all
manifests in this date range.
Select
the manifest which you wish to be re-printed from the available list. There are
two options available : Export to File and Print
(a)
Export to File:
·
Select
the required manifest for reprinting, and click on the “Preview” button.
·
Click
on the “Export to File” button.
·
You
can either save the file in the HTML (Web) or PDF (Adobe Acrobat format). Select your destination folder; give your
file a name, and then press “Save”.
(b)
Print:
·
Click
the Print button to send the page to your default Windows printer.
·
Click
Exit to close page without printing.
See
Page 1 - Sample Manifest Layout below
Reprint
Manifest with Reference enables you to print manifests which include reference information from
your shipping history. This reprint option is for your own use only; it is not
to be provided to your courier driver.
Select
Maintenance > Reprint Manifest with Reference.
Select
the desired criteria (ICS Account Number,
Start Date and End Date) and click Get
Manifests to view all manifests in this date range.
(a) Export to File:
·
Select
the required manifest for reprinting, and click on the “Preview” button.
·
Next
Click on the “Export to File” button.
·
You
can either save the file in the HTML (Web) or PDF (Adobe Acrobat format). Select your destination folder; give your
file a name, and then press “Save”.
(b)
Print:
·
Click
the Print button to send the page for printing.
·
Click
Exit to close page without printing.
See
Sample Manifest Layout below
Reprint
Label enables you
to reprint a shipment label from your current open manifest. This may be necessary due to torn or damaged
labels in the event of printer malfunction.
This should not be used to label additional boxes, please use the
shipment form to process those additional shipments.
Select
Maintenance > Reprint Label
·
Select
the “ICS Account Number” and “Manifest Number” from the available drop
down list on top. If you only have one
ICS Account this selection is not required, all your shipments will be
displayed.
·
Clicking
on any column heading will sort the shipment details accordingly.
·
To
use the "Search By"
criteria, select the search criteria from the drop down list available. Then
enter the selection criteria value and press the "Enter " key
on your keyboard.
·
Only
the record(s) that were searched for now appear
·
Click
the Print button to print label.
·
Click
Exit to close without printing.
See
Sample Label Layout below ..
ICS
Click 'n' ShipTM
enables you to use your own consignee and
shipping data in various text or dbf formats to be used within the program.
Select
Maintenance > Import Data
There
are three options:
1. Address Book : Import Consignee addresses (using
either .dbf or text formats)
2. Batch Shipment to Consignees in
Address Book :
enables you to perform a batch shipment using consignees that already exist in
your address book.
3. Batch Shipment to other Consignees : enables you to perform a batch shipment using consignees that do not
exist in your address book.
(1) Import Data >
Customer
(a)
If you have your own .dbf file containing the Consignee addresses, you can
import this data to the Consignee Address Book for use within the shipping
process. For successful import this file must be saved under the name “wt_Cust.dbf” and contain the field
headers:
The
basic steps for this process are as follows:
·
Select
Import Data > Address Book > DBF File
·
Navigate
to the folder and choose the name of the file to import.
·
Click
Open to import the file. You will
be asked if you wish to delete the existing customer list before
importing. Select “Yes” or “No”
depending on which you prefer. This cannot be undone, so be sure you select
this correctly. For example, if you wish to completely change the customer
list, choose yes, if you are adding new customers, then choose no.
·
If
there are errors in your data (i.e. invalid Postal Code) you will be prompted
if you would like to save this error information in a Text File (txt). In order to find out what these errors are,
you should select “Yes”
·
After
selecting “Yes” you will be asked where you would like to save this file. Select the desired folder as well as the
name, and click “Save”.
·
After
clicking “Save” the text file will automatically pop open showing the record(s)
with the error(s). In the following
example, the postal code is invalid.
·
When
you close this file, you will be prompted to Continue Processing the import.
Clicking “Yes” will allow the rest of the correct data to be imported. The data with errors will be omitted. If you choose “No”, no data will be imported
whatsoever, and you will have the opportunity to edit/correct your source file
and then repeat the import process when ready.
·
The
system will let you know how many records were processed. In this case 8 out of 9 were.
(b)
Using Txt File Format
Select
Import Data > Customer > Text File
Next,
you will be prompted to select a “Specification Name” for the Consignee
Import. To add one, click the “View/Add”
button.
The
Configure Format screen then appears. The
text file in our example is “TAB” delimited and has the first row within the
data as a column headings (as indicated below):
Click on the “Get Sample Data from File” button:
Select
the file you will be importing, and click “Open”.
Notice
how the records from this file now appear, and the field names are listed under
“Your File’s Fields” heading.
The
“Program Fields” column represents all the available data fields within the
Click ’n’ ShipTM program into which you can import data. The “Your File’s Fields” column represents
all the fields available to import from within your data file. Highlight a field from “Program Fields” and
highlight the corresponding field from “Your File’s Fields” and click on the
“Map” button to link these fields.
The
“Mapped Fields” section shows which field names are linked together.
After
you have selected which fields you would like linked together, you can use the
keys at the bottom right to change the order of the Selected Fields or remove
fields.
1. Map - This
feature allows you to match/link similar fields for import.
2. Move Up – If
you highlight a field in the “Selected Fields” portion, and click “Move up”,
this field will move up in the sequence/order.
3. Move Down –
If you highlight a field in the “Selected Fields portion and click“Move down”,
this field will move down in the sequence/order.
4. Remove –
This feature allows you to remove a highlighted field from the “Selected
Fields” portion.
5. Save –
Allows you to save the current Specification Name.
6. Save As -
Allows you to save the current Specification under a new name.
7. Delete –
Allows you to delete the entire Specification.
8. Exit -
Allows you to exit from the Configure Format screen.
Once you have made all your
choices, please click Save As, you
will be prompted for a “Specification Name”.
Enter one which is meaningful to you and then click OK.
You will get the following
message.
Now,
when you select Import Data > Customer > Text File the specification name will appear. Click “OK”.
You
will be prompted to select your import file.
Choose the file and click Open
·
Click
Open to import the file. You will
be asked if you wish to delete the existing customer list before
importing. Select “Yes” or “No”
depending on which you prefer. This cannot be undone, so be sure you select
this correctly. For example, if you wish to completely change the customer
list, choose yes, if you are adding new customers, then choose no.
·
If
there are errors in your data (i.e. invalid Postal Code) you will be prompted
if you would like to save this error information in a Text File (txt). In order to find out what these errors are,
you should select “Yes”
·
After
selecting “Yes” you will be asked where you would like to save this file. Select the desired folder as well as the
name, and click “Save”.
·
After
clicking “Save” the text file will automatically pop open showing the record(s)
with the error(s). In the following
example, the postal code is invalid
·
When
you close this file, you will be prompted to Continue Processing the import.
Clicking “Yes” will allow the rest of the correct data to be imported. The data with errors will be omitted. If you choose “No”, no data will be imported
whatsoever, and you will have the opportunity to edit/correct your source file
and then repeat the import process when ready.
·
The
system will let you know how many records were processed. In this case 8 out of 9 were.
(2) Import
Data > Batch Shipment to Consignees in Address Book
This
enables you to perform special shipping processes, for example, Batch
Shipping. By supplying the program with
a text file which may contain only the User ID of your consignees already
present in your Consignee Address Book, you can have the program ship to a
select group of consignees sequentially without user intervention. Perhaps you are sending out marketing
materials which are in packages of the exact same weight, all being sent via
ICS NextDay, then Batch Shipping will save you time. You may wish to contact our Technology Help
Desk for more information regarding such processes.
·
Select
Import Data > Batch Shipment to Consignees in Address Book
Similar
to Consignee Import, the Specification Menu now appears. If the Specifications you desire do not
already exist, click the “View/Add” button to add one.
The
following “Configure Format” screen now appears. This screen is very similar to the Consignee
Import Configure screen. The only
difference is there are more fields displayed in “Program Fields” . Select Get
sample data from file, and choose file you would like to use for batch
shipping.
In
this example, the “BatchShip.txt” file only has Consignee ID numbers (as seen
in the “Your File’s Fields” section).
Select
the field from “Program Fields” you would like to map with the field from “Your
File’s Fields” and click on Map button,
and then Save As.
Enter
Specification Name and click OK
Specification
has been saved
The
new Specification Name now appears.
Click OK to use this
specification.
Select
file and click Open
You
will receive information displaying how many records have been imported. Click
OK
Batch
shipments now automatically appear in PIN Manifest Detail section. Note: In this example, a default weight of 1 Kg was
used as well as the ICS Next Day™ product.
(2) Import Data > Batch
Shipment to other Consignees
With
this function you can create a batch shipment for consignees who are NOT in
your consignee address book already.
This is useful, for example, if you wish to send marketing material to
prospective customers without first adding them to your Consignee Address
Book. You can either specify weights in
the file or set your default weight to the required value (assuming your
shipments are exactly the same weight).
When you run the batch, all the labels will be produced, but none of
these consignees will be saved in your address book.
The
Specification field now appears. Click
“View/Add’ button to add new specifications.
The
following “Configure Format” screen now appears. Click on Get
sample data from file button, and select file you would like to use to set
the specification.
In
this example, “BatchOther.txt” is chosen.
Click Open.
The
field names that exist in this file now appear in the “Your File’s Fields”
section. Choose which fields you would
like to link from “Program Fields” with your “Your File’s Fields” and click Map button
.
When
you are finished choosing these fields, click Save As to save your specification under a name of your
choice. (In this case “Batch for Outside
Consignees” is used).
The
specification name now appears. Click
“OK” and choose the file you would like to use for batch shipping under this
specification.
You
will now receive an information message indicating how many records you have
imported. Click OK
This
batch shipment now appears in the Pin Manifest Detail section. Note: In this example, a default weight of 1Kg was
used as well as the ICS Next Day™ product.
The
ICS Shipping System provides the function to export the Consignee, Manifest, History,
This
feature is helpful for you to view the contents of your shipping database in a
selected text format (soft copy, since the local database files cannot be accessed
to view contents).
Select
Maintenance > Export Data
·
A
pop up menu with options for exporting information related to Consignee,
Manifest, History,
Export Consignee
Choose
the “Consignee” option, and the following Specification screen appears.
Select
an existing specification from the drop down list or add a new one by clicking
the "View/Add" button.
1. Add –allows
you to choose which fields (from “Program Fields”) that you would like to move
to Mapped Fields. These fields will be
displayed in your export.
2.
Move Up –allows you to change the order of
your export by moving up a highlighted field.
3.
Move Down –allows you to change the order of
your export by moving a highlighted field down.
4.
Remove –allows you to remove a field from
your “Mapped Fields”.
5.
Save –allows you to save your
specification under the current name.
6.
Save As –allows you to save your
specification under a new name.
7.
Delete – allows you to delete your current
specification.
8.
Exit – allows you to exit the Configure
Format screen.
Once the desired fields are
selected (from “Program Fields”) and arranged in the desired order in “Mapped
Fields”, click the Save As button to
name your new Specification.
Enter appropriate
Specification Name and click “OK”.
You will now see the
following screen, confirming that your Specification has been saved.
Now,
when you select Maintenance > Export Data > Consignee you will get the screen below. Click ‘OK”
You will be prompted to
give your file a name and save it in the desired location (Note: You have the option of saving the file as a txt or csv file.
You will be informed as to
how many records have been exported.
Here is a sample of how
this txt file looks opened in Notepad.
Export
Manifest
Choose the “Manifest”
option, and the following Specification screen appears.
Select an existing
specification from the drop down list or Add a new one by clicking the
"View/Add" button
Similar to Export
Consignee, a Configure Format screen appears.
The only thing that is different is the fields that you are able to
select. Use the keys in the lower right
hand portion of the screen to choose the desired fields for export (in the
desired order). The rest of the steps
are the same as Export Consignee.
Export
History
Choose the “History”
option, and the following Specification screen appears.
Select an existing
specification from the drop down list or add a new one by clicking the
"View/Add" button. (Note how
the History screen has a “From Date” and a “To Date”. These fields default to the current day’s
date).
After clicking the
“View/Add” button, the Configure Format screen appears below.
Select the desired fields
from “Program Fields” and arrange them in the desired manner under “Mapped
Fields”. When you are finished, click Save As to name this specification.
Select desired date range
as well as Specification Name and click “OK”.
You can click on the downward facing arrow beside the actual date to
produce a convenient calendar to select your desired dates.
You
will be prompted to give the file a name and save it to a desired
location. Click Save.
You
will be informed as to how many records have been exported.
Below
is a sample of how the exported information appears in text format.
Choose the “
Select an existing
specification from the drop down list or add a new one by clicking the
"View/Add" button.
Select the desired fields
and export the Cost Center Information following same steps as described in
“Export Consignee”.
Export User
Choose the “User” option,
and the following Specification screen appears.
Select an existing
specification from the drop down list or add a new one by clicking the
"View/Add" button.
Select User ID to export
and follow steps outlined in Export Customer section to receive a list of User
IDs.
View
Area of Service is
an option which displays the ICS Area of Service File. This gives you the
capability of searching the Area of Service by Postal Code, City or Province.
Select Maintenance > View Area of
Service.
The
following “Search Area of Service” screen appears. You have the option to Search either by
“Postal Code”, “City” or “Province”.
Make your selection and click on the “Search” button.
The
entire Area of Service appears sorted by Postal Code.
You
can sort by City or Province, by clicking on the column name. In this example, the “City” field was
selected and the information is now sorted by City Name.
If
you want to get more specific with your search results, you can enter in a
piece of information into the “Enter Criteria” field. In this example, Province was chosen in the
“Search By” field, and “AB” (
In
the example below, a search by the city name
In
this example below, the city name of
As
you process shipments each day with ICS Click ’n’ ShipTM , the data associated
with those shipments is added to your database. As your database grows, it will
begin to slow down. To such performance
degradation and to restore storage space, the Shipment Data Cleanup
function should be applied, this allows you to clean out your older data. Note
: (No data under 61 days old can be deleted).
Select
Maintenance > Shipment Data Cleanup
Click
on Shipment Data Cleanup to view the screen below. Select the number of days you require and
click “Cleanup”.
The following confirmation screen will appear. Click “Yes” to continue.
Another Confirmation screen appears asking if you
would like to archive the records before deleting them. Choose as you wish.
If you select Yes you will be directed to the
“History Export” menu. See “History
Export” section (above) for further instructions.
When the cleanup is completed you will get a message
stating how many records have been deleted.
In this case, no records met the criteria selected,
and therefore 0 records were deleted.
If your shipment history becomes too large (over
100,000 records) the following message will appear and you will not be able to
ship.
For
any Shipment details that need to be queried, a search can be done using the Search
Package / Reference option from the Maintenance item of Main Menu.
Select
Maintenance > Search Reference/Package
Click
on Search Package / Reference and
the following form becomes displayed.
Data from both Open and Closed Manifests (from History) can be
queried by :
(1) Selecting “Start Date / End Date” from drop down boxes. A
calendar pops up to facilitate entering the dates.
(2) Select the “Search By” criteria from the available drop down
list options.
(3) Enter the search criteria value in the “Enter Criteria” box.
(4) Click the Search button and view the results available.
(5) Click Exit to close query form.
(6) Click Print to send the results to the default printer.
In this example below, a Start Date of February 1st and
an End Date of February 24th were chosen, as well as a search by
ID. Records in the Open Manifest appear
in the middle portion whereas records from closed manifest (history) appear at
the bottom.
If
you double click on a PIN in the “From History” section you will receive more
trace information specific to that PIN.
When
Importing Data (See Import Functions
Section above) there is an option to
save this import in an Order File to allow for quicker shipping practices. The Order file in this example is saved under
the name “Batch for Outside Consignees”.
Once
the Order File is saved, Select Maintenance > Order File
You have the option to
search for a specific record by any of the field names seen in the drop down
window of the “Search By” Field, or in order to see all the
records, just place your cursor in the “Enter
Criteria” field and hit <Enter>.
All the records from the
Order File “Batch for Outside Consignees” are now displayed below. You have the option to Delete certain records from this file, Delete All or Export
this file into a txt or csv format. When
finished performing necessary maintenance on your Order File, press Exit.
For
delivery of future enhancements or updates in the software, you may be prompted
to upgrade to a higher version by clicking this feature item. This is usually a mandatory process.
Select
Maintenance > Upgrade
If
the software is already upgraded to the most recent version, you will receive
this message.
It
is a best practice to do a backup of your valuable information from time to
time, in case of some technical problem that may corrupt the information or
from accidental deletion.
Back
up Database is a
function which allows you to transfer Consignee / Shipment data from the local
database to a default location on your machine.
This can then be copied to another machine, to your network, or
removable media.
Select
Maintenance > Database Maintenance
The
following Database Maintenance Menu appears:
If
you select Backup Database the
system will make a copy of your data, and this message appears indicating where
the database has been backed up. This
can then be copied to another machine, to your network, or removable media.
If
you select View Database Location
the following screen appears identifying where your “live” database is located.
If
you select Get Database Server Name, the following screen appears
displaying the server name.
If
you select View Database Version,
the following screen appears displaying which version of the Database you have.
Select
“Exit” to close the Database
Maintenance Screen.
Requirements
Before
beginning with the actual Shipment process confirm the following requirements
for your system :
·
All
hardware (PC, Printer, Scale (if available), Monitor, etc) are appropriately
connected.
·
Confirm
all default settings are correct in System Configuration >
Application Settings.
ICS Courier offers a
variety of products on which to ship.
The screenshot below is for ICS Next Day™. Enter in Consignee Information (all fields
with an * must be completed) as well as pieces and weight and click the process
button.
If Consignees already
exist in your database, you can use the “Search by” field to select which
criteria you would like to use, then type the data into the “Enter” field right
next to it; subsequently pressing Enter on your keyboard will start the search.
In the case below, we
are searching by “ID”, and 111 was entered in the “Enter ID” field. A list of all consignees that begin with 111
appears. Select the appropriate one, by
double clicking on it. Press the tab key on your keyboard to allow your up-down
arrows on the keyboard to navigate to the correct selection, followed by the
enter key, if you prefer to use the keyboard.
In this case, ID
111111 was selected, and the other fields are automatically populated. For this consignee, we have 1 piece (Total #
of Pieces field) at a weight of 1 KG.
You can view the charges below before selecting “Process” to manifest
this order.
After selecting
“Process”, this transaction appears in the PIN Manifest Detail section at the
bottom of the screen. Furthermore, the
Consignee Information becomes blank again, awaiting the next shipment.
Below is a screenshot
for the ICS Everyday Economics™ Product.
In this example, the shipper resides within
The previous
transaction now appears to the right.
The next piece although the same weight is traveling Outside Region (
By clicking the “View
Waybill” button, you can see all your Everyday Economics™ transactions.
Notice how both
Everyday Economics™ pieces and the Next Day™ piece appear on the same manifest
below.
Shipping Reports
The Shipping Report
function generates reports of all shipment records from the closed manifests.
Select Reports from
the main menu bar to display the available options.
There are two
reports that can be generated.
Shipments Processed : This generates a shipment report in either
an exportable file or printable document format, based on selected criteria
from the Date-Range,
Shipments Voided : Generates voided shipment records
with the same options as available with “Shipments Processed”.
Select Reports > Shipments Processed / Shipments
Processed
The following screen appears. If you have already created a report (s) and
subsequently saved it, you can use the drop down menu to select your desired
report format. If not, enter in the
appropriate Start and End Dates, and check which fields you would like to
appear on the report and Click “Save As”.
You will be prompted to enter a name for your
report. Enter an appropriate name, and
click “OK”.
The Report Name “Shipment Report 1” now defaults as
the report title. If you hit “Generate”
you will see the information displayed on the right. If you wish to print this information, click
the “Print” button.
If you wish to export this report, click on the Export
to file button (after you Generate it).. The following screen will appear prompting
you to save the report under your desired name and location. You have the option of exporting this report
as an HTML or a PDF.
Once you save this file, the following screen will
appear.
Here is an example of how the exported report looks
as an HTML.
Select
Reports > Shipments
Processed / Shipments Voided
The following screen appears. Enter Start Date and End Date, and click “Generate”.
The desired information is now displayed on the
right. If you would like to print this
report, select the “Print” button.
If you would like to export this report, select “Export to File”
button similar to Shipment Report (above).
Here is a sample of how the report looks exported
into HTML format.
Your
system performs automatic synchronizations when you open the program and again
when you close your Manifest. Sometimes,
it may be necessary to manually initiate a web update. In order to do this, please click WebUpdate from the menu bar.
Your
system will synchronize with the ICS central servers and a progress indicator
will be displayed.
Telephone Support
·
For
matters pertaining to pricing and/or billing, please contact our Customer Service Department:
1-888-ICS-TRAX (1-888-427-8729) between 7:00 AM and 8:00 PM Eastern Standard
Time, or email : cservice@ics-canada.net
·
For
technical support issues, please contact the ICS Information Technology Help Desk at 1-888-229-3003.
ICS Web Site
·
http://
www.ics-canada.net
All menu items and functional process buttons are assigned
to shortcut keys on the keyboard (indicated by the specific character
underlined). Press ALT + the underlined key to activate the function
quickly without using the mouse.
Keeping
your PC up-to-date
Keeping your computer healthy will prevent failures
with your shipping process. Keeping your
Anti-Virus and Anti-Spyware software current will help you to avoid system
failures. Limiting
internet usage to business related sites reduces your risk of the PC becoming
infected with malware. The ICS Technology
Help Desk is happy to answer any questions you may have about general computer
health and best practices. 1-888-229-3003