Time Sensitive Consignment Screen (TSCS) User Guide

Time Sensitive Consignment Screen (TSCS) User Guide

The Time Sensitive Consignment Screen (TSCS) is used to display all consignments that have time sensitive delivery flag checked and should be used to manage the time sensitive bookings with DCs and customers.

This is a full user guide for the TSCS - if you have a particular question or issues, you can check the Frequently Asked Questions first to see if it's been answered in there.

Overview 

  1. All consignments are available
    1. The screen shows all consignments by default not just time sensitive consignments. It shows all consignments to enable you to find any consignments that need to be booked in and change their status to Unbooked, so you know they need to be worked on. 

  2. Booking Status
    The Booking Status will be shown to the customer through our customer portal, BEX Online.
    1. Booked: The consignment has been booked in with a time slot or delivery window, normally by a Book In team member. 
    2. Unbooked: The consignment has been either imported with time sensitive details, or item(s) on the consignment have been scanned as "Book-In Required", or they have manually been marked as Time Sensitive.
    3. On Hold: All time sensitive consignments that have had their booking placed on hold.
    4. Unknown: The initial status of all consignments - consignment has no active time sensitive settings.
  1. Common Receiver Name
    1. This column contains the name that identifies consignments for a common receiver. The Common Receiver Name makes it easy to find consignments for that receiver regardless of how they have been named in the receiver name field on the consignment e.g. The Common Receiver Name "Coles" groups all cons going to Coles, GHPL, Grocery Holdings, etc.) as it looks for going to the same address that is associated with the Common Receiver Name.

      IdeaRefer to the Common Receiver Name - Frequently Asked Questions page for more information on this topic. 
      Use the Common Receiver Name Update Form t      o report an issue (e.g. consignment not found when searching).
  1. Scanning Visibility
    1. Into Branch Scan: This field shows the count of items scanned into the receiving branch vs the count of items on the consignment (Note: Freight for delivery by agents or other branches will show zero as your branch/head port is not the receiving branch).
    2. Book-In Scan: This field shows the count of items scanned as "Book-In Required".
    3. Pre-Loaded Scan: This field shows the count of items scanned as "Pre-Loaded".

Overall Process


InfoThe Time Sensitive Consignment screen has been designed to act as a work list for Book In teams. Use the new screen to identify tasks for attention by the branch Book In team. Individual branches should design their own detailed processes to interact with the Time Sensitive Consignment screen.

Opening TSCS

To open TSCS, open a web browser and go to the following address: https://mapping.borderexpress.com.au. 

Click the TSCS icon (clock icon).  

Idea
To access TSCS easily, save the link to your web browser Favourites.

What's on the Screen

After you open TSCS, you will see the main screen. The screen provides you selectable and customisable views of key time sensitive consignment data. 



To get the most out of this screen, set the size to your preference:
Zoom - To see more rows and columns, try reducing the Zoom %. 75% is a good starting point. To set Zoom either:
  1. Mouse: Hold down Ctrl key and scroll the mouse scroll wheel to get the desired size.
  2. Menu: Click the 3 dot menu on your browser and click the  - or + buttons from the Zoom function to get the desired size.

Screen Mode - Try Full Screen mode to have the biggest possible view. To set Full Screen:
  1. Keyboard Shortcut: Tap the F11 key.
  2. Menu: Click the 3 dot menu on your browser and click the  button from the Zoom function.
  3. Exit: To exit Full Screen, move mouse to top of screen or press and hold Esc.

Filters

Filtering allows you to refine the consignments that you see on the screen and quickly find what you are looking for. You can filter on the following fields:

  • Preferred Receiving Branch 
  • Estimated Delivery Date
How to filter - Preferred Receiving Branch:
  1. Click on the drop down arrow.
  2. From the Preferred Receiving Branch filter you can select any BEX branch or agent. You can also select multiple options.
  3. Click Close.

How to filter - Estimated Delivery Date:
  1. Click on the calendar icon.
  2. From the Estimated Delivery Date filter you can select from a set list of date periods or select the Custom Range option to choose a From and To date range.
  3. If setting a Custom Range, click on the From date, then click on the To date and click Apply.

Refresh

The Refresh buttons allows you to refresh the view to show consignments that match the current filters. 
How to refresh:
  1. Click on the Refresh icon . 

View Chooser

The View Chooser allows you to select the different views available. Initially the "Standard View" is available, however you can easily create your own custom views. See the Custom Views section later in this guide for more details.

How to choose a View:
  1. Click on the View Chooser icon  in the Selected View option. 
  2. Click the required view.

Idea
To set your default view, click the Default View icon (shown in red)

Column Chooser

The Column Chooser allows you to select the different columns available. 

How to choose columns:
  1. Click on Column Chooser icon . 
  2. Click the required checkbox alongside the columns you wish to see.


Idea
The columns you choose can be saved to a Custom View so they are always showing when you open the View. See the Custom Views section later in this guide for more details.

Consignment Chooser

The Consignment Chooser allows you to select a single consignment, specific consignments or all consignments on the screen that you wish to action.   

How to select a single consignment or specific consignments:
  1. Select the required con note by using the Checkbox adjacent to the Con Number.
  2. If additional consignments need to be selected, click the Checkbox adjacent to the Con Number of the additional consignments.
  3. Once you have selected the required consignments, the Action button will be active and enable you to activate the required action (see Action Chooser section for details).
How to select all consignments on screen:
  1. Select the Select All Checkbox at the top of the Consignment Chooser column.
  2. Once you have the consignments selected, the Action button will be active and enable you to activate the required action (see Action Chooser section for details).


Action Chooser

The Actions Chooser allows you to select actions that can be applied to the selected consignment(s).   

How to choose Actions:
  1. Select the required consignment(s)
  2. Click on Action Chooser button .
  3. Click the required action.

Summary Panel

The Summary Panel provides an overview of the count of consignments that match the current filters. The counts can be clicked on to filter the consignments to just show consignments that match the count.
How to apply a count filter:
  1. Click the required count (e.g. Bookings > Unbooked)
  2. To clear the count filter, click the Clear Filter icon 

Page Navigator

The Page Navigator enables you to quickly move through the pages of consignments. 


How to use the Page Navigator:
                         Go to First Page
                         Go to Previous Page
          Go to Page Number
                         Go to Next Group
                         Go to Next Page
                         Go to Last Page
                 Show Items Per Page

Page / Consignment Count

The Page / Consignment Count panel displays the page number in view, the total page count and the total item/consignment count matching the applied filters. 

Item/Weight Totals

The Item/Weight Totals displays the sum of the items and the sum of the weight (in Kg) for the selected consignments. 

Column Filters

Filtering by column allows you a further way to refine the consignments that you see on the screen and quickly find what you are looking for. All columns can be filtered with the filter options depending on the column type (e.g. text, number, status, etc.)
How to filter:
  1. Click the Filter icon for the required column 
  2. Select the required operator (e.g. Start With, Contains, Equal, Greater Than, etc.)
  3. Enter the required value.
  4. Click Filter

   
You can filter on multiple columns to refine the cons visible on screen. The Column Filter icon will show as red when applied.  

Column Sorting

Sorting by column allows you a further way to refine the consignments that you see on the screen and quickly find what you are looking for. All columns can be sorted with the sort options depending on the column type (e.g. text, number, status, etc.).

How to sort:
  1. Click the heading of the required column
  2. The column will sort in Alpha or numeric order and show an arrow adjacent to the heading.
  3. Click the heading again the reverse the sort order.

Column Width

All columns are width adjustable to view or hide just the information you require to see. 

How to adjust column width:
  1. Hover over vertical line on the end of the column heading that you wish to adjust. The cursor will turn into a double sided arrow.
  2. Click the Left mouse button and drag the border to resize the column to your desired width.
  3. Release the mouse button.



Managing Time Sensitive Deliveries

Summary of Actions

Book in with Receiver
When to Use:
Confirming the delivery time by booking directly with the receiver.

Flow on Impact:
  1. Will change the Booking Status to Booked.
  2. Customer will be able to see consignment is Booked from BEX Online/Quick Track.
  3. Customer will receive email notification of booking, if these notifications are setup.

Create / Modify Booking (Not Confirmed)
When to Use: 
Saving this booking without confirming the delivery time yet.

Flow on Impact:

  1. Will keep the Booking Status as Unbooked.
  2. Customer will be able to see consignment is Unbooked from BEX Online/Quick Track.
  3. Customer can see updated time slot / delivery window, even before it is confirmed.
  4. Customer will not receive email notification of booking until it is confirmed (refer to above section "Book in with Receiver").

Create / Modify Time Sensitive Delivery (No Booking Required)

When to Use: 

Delivering within agreed timeframes without booking in advance – for consignments that are time sensitive but not bookings.

Flow on Impact:
  1. Will keep the Booking Status as Unbooked.
  2. Customer will be able to see consignment is Unbooked from BEX Online/Quick Track.
  3. Customer can see updated time slot / delivery window.
  4. Customer will not receive email notification of booking as they will never be "booked in", like with other time sensitive consignments.

Cancel Booking
When to Use: 
Cancelling a booking due to it not being successfully completed. You must cancel an previous booking to add a new booking (re-booking for delivery)

Flow on Impact:
  1. Will change the Booking Status to Unbooked.
  2. Customer will be able to see consignment is Unbooked from BEX Online/Quick Track.
  3. Customer will be able to see last time slot / delivery window.
  4. Customer will receive email notification of cancellation and why, if these notifications are setup.

Place Booking On Hold
When to Use: 
Placing a booking on hold due to not being able to book it in – due to missing information or other issues.

Flow on Impact:
  1. Will change the Booking Status to On Hold.
  2. Customer will be able to see consignment is On Hold from BEX Online/Quick Track.
  3. Customer will receive email notification of delay and why, if these notifications are setup.

Remove Time Sensitive Details
When to Use: 
When you want to completely remove the time sensitive information and flag from the consignment.

Flow on Impact:
  1. Will change the Booking Status back to Unknown.
  2. All time slot / delivery window details will be removed.
  3. Customer will no longer see Booking Status from BEX Online/Quick Track.
  4. No email notifications will be sent to customers.

Mark as Time Sensitive 
When to Use: 
When you want to mark a consignment as time sensitive but not yet manage the time sensitive delivery details.

Flow on Impact:
  1. Will change the Booking Status to Unbooked.
  2. Customer will be able to see consignment is Unbooked from BEX Online/Quick Track.
  3. No email notifications will be sent to customers, until a booking is confirmed.


Book In with Receiver

To book in with the receiver:
1. Find the consignment and click on the Manage Booking Details icon under the Actions column.
2. Click on Book in with Receiver from the list of options.
3. Click on Time Slot or Delivery Window option.
4. Enter the relevant details. Enter a Reference if required (optional field).
5. If this is a re-book (previously booked but there was an issue with the delivery) or if you are booking it for a date that is not the customer supplied date, you will be required to enter additional information about why it has changed.


6. Click Book In to confirm booking.
Warning
IMPORTANT NOTE: the reason for change and any additional customer advice added will be sent to the customer, if they have alerts set up to receive booking confirmations.

Create/Modify Booking (Not Confirmed)
To create/modify a booking but not confirm it:
1. Find the consignment and click on the Manage Booking Details icon under the Actions column.
2. Click on Create/Modify Booking (Not Confirmed) from the list of options.
3. Click on Time Slot or Delivery Window option.
4. Enter the relevant details. Enter a Reference if required (optional field).
5. Click the Create/Modify Booking button.

Warning
IMPORTANT NOTE: Consignment will still show as Unbooked and no notification will be sent until you book it in (confirm the booking).

Create/Modify Time Sensitive Delivery (No Booking Required)
To create/modify a time sensitive delivery that isn't a "booking":
1. Find the consignment and click on the Manage Booking Details icon under the Actions column.
2. Click on Create/Modify Time Sensitive Delivery (No Booking Required) from the list of options.
3. Click on Time Slot or Delivery Window option.
4. Enter the relevant details. Enter a Reference if required (optional field).
5. Click the Create/Modify Time Sensitive Delivery button.

Cancel a Booking

To cancel a booking:

1. Find the booked consignment and click on the Three Dots (…) icon under the Actions column. 

2. Click on Cancel Booking from the list of options.

3. You will be required to enter additional information about why it has changed, including who was responsible, reason for the change and additional customer advice (up to 500 characters).
4. Click on the Cancel Booking button.

Warning
IMPORTANT NOTE: the reason for change and any additional customer advice added will be sent to the customer, if they have alerts set up to receive cancellation notification.

Place a Booking On Hold

To place a booking on hold:

1. Find the consignment and click on the Three Dots (…) icon under the Actions column. 
2. Click on Hold Booking from the list of options.
3. You will be required to enter additional information about why it has changed, including who was responsible, reason for the change and additional customer advice (up to 500 characters).

4. Click on the Cancel Booking button.

Warning
IMPORTANT NOTE: the reason for the change and any additional customer advice added will be sent to the customer, if they have alerts set up to receive on hold notifications.

Remove Time Sensitive Details

To remove the time sensitive details:

1. Find the consignment and click on the Three Dots (…) icon under the Actions column. 
2. Click on Remove Time Sensitive Details from the list of options.
3. You will be required to enter additional information about why it has changed, including who was responsible and reason for the change.


Warning
IMPORTANT NOTE: this will remove the Time Sensitive checkbox and clear out any time slot or delivery window details.

Mark as Time Sensitive

To mark a consignment that has an Unknown Booking Status as time sensitive:
1. Find the consignment and click on the Three Dots (…) icon under the Actions column. 
2. Click on Mark as Time Sensitive from the list of options.
3. From the pop up, click the Mark as Time Sensitive button to confirm.


Custom Views

Custom Views enable you to allows you to create different views that suit the way you need to view the consignment data. Key features of Custom Views:
  1. You can create multiple Custom Views.
  2. Your Custom Views are only available to you.
  3. Your Custom Views can store filter settings.
  4. You can edit your Custom Views any time you like.
  5. You can delete a Custom View if you are finished with it.
  6. You can set one of your Custom Views as your default view, so that it it what you see when you open TSCS.
How to create a Custom View:
  1. Select all of the required filters that you wish to apply to the Custom View.
  2. Click on the View Chooser icon  in the Selected View option. 
  3. Click the Create button . The following screen will open:

  4. Enter the View Name
  5. Set the default view option to Yes, if you wish this Custom View to be your default, otherwise leave as No.
  6. Click Create.
How to edit a Custom View:
  1. Click on the View Chooser icon  in the Selected View option. 
  2. Click the Edit icon (shown in red)

  3. Edit View Name (if required).
  4. Set as Default View (if required).
  5. Select Override Settings (if required). This will replace the view's filter, sort by and column settings with the current applied settings.


How to delete a Custom View:
  1. Click on the View Chooser icon  in the Selected View option. 
  2. Click the Delete icon (shown in red)
  3. Click the Delete button.



Other Actions

Copy Consignment Number

    The Copy Consignment Number function enables you to quickly copy a consignment number that you can then paste into a another application, including Transport Suite. 

    How to copy a consignment number :
    1. Mouse over the Consignment Number field for the required consignment.
    2. Click the clipboard icon adjacent to the consignment number.
    3. Paste the number wherever required.


Print Consignment Paperwork enables the printing of single or multiple consignment notes and any associated Dangerous Goods Documents.

How to Print Consignment Paperwork - single consignment:
  1. Click on the 3 dot option in the Actions column alongside the required consignment
  2. Click the Print Consignment Paperwork action and the screen below will appear:

  3. Click the checkboxes of the required documents.
  4. Click Print 
  5. A PDF file will be created
  6. Click the Print icon on your PDF viewer and print to the required printer.
  Tip
      Ctrl + P  is a quick way to open the Print function.

How to Print Consignment Paperwork - multiple consignments:
  1. Select the required Con Notes by using the Checkbox adjacent to the Con Number or the checkbox at the top of the column to select all cons on the page.
  2. Click on Action Chooser button .
  3. Click the Print Consignment Paperwork action.
  4. Click Print
  5. A PDF file will be created
  6. Click the Print icon on your PDF viewer and print to the required printer.

Send Email

Send Email enables you to send an email for selected consignments. This action creates a new email with the heading and body partially filled including the numbers of the selected consignments
How to Send Email:
  1. Click the Send Email action.
  2. Add any additional information  to the email.
  3. Click Send.



Exporting Consignments

The Export List function enables you to export the currently filtered consignments to a CSV file, that you can then do further work on. 

How to create an Export List:
  1. Select the required view and filters to list the consignments that you require.
  2. Click the Export List Icon 
  3. Confirm you have the required filters selected, if so click Next. If not click Cancel and change your filters.

  4. Choose the columns to include in your export by checking or un-checking as required.

  5. Choose the page options you require. 

  6. Click Export and you will receive a confirmation message.

  7. The export file will be available in your Downloads folder and the Exports screen by clicking the Exports icon on the menu bar.