Unifaun manual 10272020 UNIFAUN 1 Content Before you
Unifaun manual 10/27/2020 © UNIFAUN 1
Content • Before you start • Templates • Go there • Shipments • Creating a template • Register a new shipment • Accounts • Book transport • Adding accounts • Go there • Go there • Follow up • Go there www. unifaun. com 2
Before you start Choose what package type that should be shown/hidden when registering a shipment 1. Click on the menu Settings and then on Package Type 2. Choose what package type that should be shown or hidden 3. Press Save Printer and labels In order to print documents, you need a laser or a thermo-printer. If you need labels to print on, you can order this through e. g. Fraktetiketter If you are using a label printer, tick the checkbox I am using a label printer below Settings. Adobe Reader Freight documents are created in pdf-format. In order to see and print the freight documents you need the program Adobe Reader. You can download the program for free at Adobe’s webpage www. unifaun. com 3
Shipments You register and book your shipments under the menu My shipments. For each segment there is a help box that you can access by clicking on [? ] at the top right corner of each segment. When registering a new shipment you have the possibility to use predefined templates. If you have information that is reoccurring on several of your shipments, a template will simplify as this information can be predefined. Learn more under Templates Register shipments In order to register a new shipment, choose Register shipment under the menu My shipments. Mandatory information is highlighted in bold writing. If any of this information is missing, the shipment may be saved as incomplete. The following information must be given in order for a shipment to be complete: – Consignee address – Consignor address – Goods information (number, package type and weight) – Product – Freight payer www. unifaun. com 4
Register a new shipment 1. Select template Your preselected template (if you have registered one) will automatically be shown on the Register shipment page. You can change to another template in the drop-down list at the top of the page. When you have chosen a template the page will update and show your the predefined settings and values of the selected template. 2. References If your shipments should include shippers reference or consignee reference, this is where these are given www. unifaun. com 5
3. Choose consignor and consignee address If you have chosen a template with predefined address information, this will be shown automatically. If you want to use an address from your address book you can easily search for these by writing a minimum of two characters in the address field. If you want to use an address that is not in your address book you choose New/other address. Fill in the information and if you want to save the address in your address book you tick the checkbox Save address in Address book. You can give a separate pickup or delivery address if any or both of these differs from the consignor and/or consignee address. You can also set a notify address. www. unifaun. com 6
4. Goods rows This is where you give information about the goods in your shipment. Number, Package type and weight are mandatory. In order to add goods rows you click on Add goods. Fore some carriers Goods description is mandatory, this will then be highlighted in bold writing. www. unifaun. com 7
5. Choose product Product is the transport service which you choose to send your shipment with. If you are using a template with a preselected product, this will be shown here. If you have only one product this is automatically preselected. If no product is selected you choose this by clicking on the radio buttons (will be shown if you have less than five products) or by choosing a product in the drop down list (will be shown if you have less than five products). Click on Show product to see additional services for the chosen product. Radio buttons Drop down list www. unifaun. com 8
6. Freight payer You can choose different freight payers depending on what consignor and consignee addresses you have given and what product you have chosen. If you are using a template where product and addresses are preselected then your available freight payers will be automatically shown. By using the radio buttons you choose if the freight payer is the consignor, the consignee or third party. Then choose an account in the drop-down list. www. unifaun. com 9
Other information In this segment you can give additional information from the consignor as well as delivery instructions. This segment can include different things depending on the template you are using. Delivery instructions This is where you write information regarding unloading at the consignee such as the maximum height of the ceiling, lunch hours etc. Pickup instruction, Pickup date This is where you give information regarding pickup day and pickup time. In the text fields below Pickup instructions you can give information regarding pickup, such as loading dock etc. www. unifaun. com 10
Book or Save shipment When all information is set and you wish to save or book your shipment, click on Refresh to see that all information is given correctly. The refresh button is located at the lower right corner of the screen as well as at the bottom of the page. If any information is given incorrectly there will be an error message at the top of the page and the faulty section will be marked with a red exclamation mark. A common error is that mandatory information is missing. Depending on your settings you may have different options when you want to save or book your shipment. This is controlled by your template and overall domains settings. Contact our support for further information. If you choose to save you shipment, it will be moved to the menu Book transport. You can choose to save/book your shipment and print your freight documents later or save/book and print freight documents immediately. If you book many shipments on the same day it is a good idea to choose the alternative to print later. That way you can print all of your freight documents at the same time. If you choose to print immediately your freight documents will open automatically in Adobe Reader. www. unifaun. com 11
Boka transport You find your saved and non-booked shipments under Book transport. This menu is only shown for users with the possibility to save shipments without simultaneously booking them. You can see if you have this option be checking if there is a Save button on the register shipment page. 1. Mark the shipments you wish to book 2. 3. 4. Check pick up date and fill in pick up instructions if this is needed Click on Book selected or Book and Print If you choose to print the freight documents theses will be opened automatically in Adobe Reader. www. unifaun. com 12
Follow up When your shipment has been booked it is automatically moved to Shipment status under the menu Follow up. This is where you find all of your booked shipments and where you can their current status. If you need to print your freight documents again, this is where you go. Mark the shipments you wish to print and click on Freight document. This will open the label and waybill. You print the documents by clicking on the print-icon in the opened window. www. unifaun. com 13
Templates By creating a template where you set information that is often reoccurring in your shipments you can simplify the registration of new shipments. Some examples of information that can simplify is your consignor address, your product or what freight payer you are using. You can create several different templates for different types of shipments and also select what template that is preselected on the register shipment page. You can tailor your template by hiding the sections that you don’t use. In that way you control what the register shipment page looks like and thus what information you need to give when registering a new shipment. The register shipment page is divided into a number of information sections, such as addresses and product. By clicking on the subtraction sign ( ) located at the top of each information section the will minimize and only show a brief summary of the section. By pressing the plus sign ( ) the section will expand again and show all information. The setting of the sections in the template control how they are displayed on the register shipment page. A section that is minimized in the template is minimized on the register shipment page. www. unifaun. com 14
Creating a template You create a template by following the steps below. The settings you make and the preselected values you set in your template will be shown on the register shipment page. The information can still be changed on the register shipment page. Note that the changes made on the register shipment page will only affect the shipment itself and not the template as such. 1. Creating a new template Go to the menu Templates below Settings. Click on New template. You will now see a page that is structured like the register shipment page. This is where you choose what section that should be shown and set the values that should be predefined. www. unifaun. com 15
2. General information Write the name of the template. You also have the possibility to give a description of the template. If you prefer that the template is fixed and that there is no possibility to change the preset values on the register shipment page, tick the checkbox It should not be possible to change template. www. unifaun. com 16
3. References Choose if there should be a possibility to set consignor and/or consignee references by ticking the checkboxes by each option. By writing a text in the textbox the text will automatically show on the register shipment page. It is still possible to change the reference on the register shipment page. Example: I want to show consignor reference as well as consignee reference. The consignor reference should be preset as AB 123. I want to be able to change both of the references on the register shipment page. www. unifaun. com 17
4. Addresses Choose if you want to set consignor and consignee address from the address book or by writing them manually. If you set a specific address this will be preselected on the register shipment page. You can choose to filter the address book by searching for Id, Name, City or Country. A filtration means that you reduce the number of addresses that will be shown then registering a new shipment. By ticking the checkbox Locked you lock the address so that it cannot be changed on the register shipment page. The checkboxes Show pickup address and Show delivery address regulates if it should be possible to set a separate pickup and/or delivery address. You can also choose to show a notify address. These addresses can be shown as complete consignor and consignee addresses, as an expandable link on the register shipment page or not be shown at all. www. unifaun. com 18
5. Goods rows Choose what information regarding the goods that you want on your shipment by ticking the checkboxes. If you want any values preset on the register shipment page, you enter the value in the textbox. You can still change the values when you register a shipment. If you want more goods rows, click on the button Add goods row. If you want the possibility to fill in more information, such as dangerous goods etc. , on the goods row, tick the checkbox Show more fields for goods rows. Example: I want the possibility to fill in volume, shipping mark and goods description for my goods. I only send coffee on pallets so I want the package type and goods description to be preset to this. www. unifaun. com 19
6. Transport product If you only have one product this will automatically be set. If no product is chosen, you choose the product you want to have preselected in the template. You do this either by marking the radio button (shown if you have less than five products) or by choosing product in the drop down list (shown if you have more than five products). Click on the button Show product to see additional services for the product. As is said on the page, when this section is hidden in the template, the user with this template will not be able to change transport product on the register shipment page. www. unifaun. com 20
7. Freight payer You can choose different freight payer depending on what consignor and consignee addresses you have chosen and on what product you have set. If you have set these in your template, click on Update freight payer in order to see what options of freight payer that are available with your settings. Choose what freight payer that should be preset on the register shipment page by marking the radio buttons. You can choose a specific account in the drop-down list. If you don’t want to preset a specific account you choose No preset agreement in the drop-down list. If you want the possibility to set a temporary account as freight payer when registering a shipment, tick the checkbox by Show temporary customer number. To lock freight payer so that it cannot be changed on the register shipment page, tick the checkbox Freight payer is not changeable. www. unifaun. com 21
Example: I want the consignor to be freight payer but I want the possibility to set a temporary consignee or third party account as freight payer on the register shipment page. www. unifaun. com 22
8. Other settings You can choose to show the possibility to give a reference date and delivery instructions on the register shipment page. This is done under Other settings. You can also choose if you want to give the possibility to book the shipment from the register shipment page. Press Save at the bottom right of the page. Under the menu Templates you can set your template as default. This will then show automatically on the register shipment page. www. unifaun. com 23
Accounts The accounts, also known as customer numbers, are what determines the freight payer in. There are three kinds of accounts; Consignor, Consignee and Third party accounts. To see what accounts that are available or to set up a new account, follow the steps below. 1. Go to Settings. 2. Then press the menu Accounts. www. unifaun. com 24
• To see available accounts, press Search. • To edit an account, click on the name of the account. www. unifaun. com 25
Now will follow an instruction of the different setting that can be done on an account. 1. Name of your account 2. Account number 3. Description of the account 4. This is where you choose how the account is to be used. If you choose Consignor, the account will only be available on shipments where the freight payer is the consignor. The same functionality applies to Consignee and Third Party. 1 2 3 4 www. unifaun. com 26
Adding an account To add a new account, follow the instructions below: 1. Go to Settings. 2. Go to the menu Accounts. 3. Click on New agreement www. unifaun. com 27
4. Fill in information about the account. 1. Name of the account 2. Account number 3. Description of the account (non mandatory) 4. What product should the account apply to 5. If you want to connect the account to a specific address, choose one in the drop down list. In order for the address to show it must be set as freight payer in the address book. 5. Press Next www. unifaun. com 28
6. This is where you choose how your new account is to be used. If the account should be used when the consignor is freight payer then mark the radio button by Consignor, if the account should be used when the consignee is freight payer then mark the radio button by Consignee and if the account is for third party freight payer then mark A third party. Note that the account must be connected to an address if it is to be used as third party freight payer. In order to connect an account to an address the address must be marked as freight payer in the address book. 7. If you have chosen Consignee or A third party press Save. If not, go to step 8. 8. Press next, then save. 1 2 3 4 www. unifaun. com 29
Support If you have any further questions regarding how you use and work in Online Transport Booking please contact our support. We are open 8 am – 5 pm CET and ready to answer any of your questions. Call us on +46 8 729 88 50. www. unifaun. com 30
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