WQXS
 
 • News (Members)
   System news
 • Downloads
 • Minutes of OGAs
 • Courier & Express
   Directory
 • Useful Links
 • Gallery
 • List of Members
 • Interfaces
 • Request for Interfaces
 • Order supplies
 • Address book
 • My Profile
 • Forum
"Our communication costs have reduced by more than 50% as a result of the automated messaging of ORBITRAX.COM to our Customers and Agents" (Curt MEISEL, Director, TOWN TO TOWN, Vienna, AUSTRIA)

|  Disconnect | EN | ES | DE | FR | NL

 
State of the art Software designed and financed
WQXS
Home About us Products Membership Contact us Members Area Support
WQXS

You will find below System news issued by the Computer Team of WQXS NETWORK about the various ORBITRAX Modules.


ORBITRAX.WIN 26/09/2021 Daily/Weekly/Monthly Volume...
Did you know ... that Orbitrax can generate summary Daily/Weekly/Monthly Volume Report (DWM Volume Report) with an option of such a report being sent by email to selected email address(es)?

DWM Report is a comparison of 2 consecutive trading years in form of data and graphs. Graphs are pre-defined, however Users can use the data to create their own graphs.

(A) To generate DWM Volume Report follow these steps:

1) Go to Menu option 4.4.17. This will open a new small window Statistics Report

2) By default, current date is displayed as End of period for calculation. This date can be changed, if required

3) Click on icon xls on the top taskbar to start generating DWM Volume Report

NOTE 1: As generating DWM Volume Report is processing a lot of data, the process may take several minutes. The progress is shown in the progress bar.

4) Xls will be displayed automatically. Save file under required name and in any required location

(B) Content of DWM Volume Report

5) Xls file contains the following worksheets:
- DailyData
- WeeklyData
- WeeklyGraphs
- MonthlyData
- MonthlyGraphs

6) Data worksheets contain the following data:
- Date, Week or Month
- Period End Date
- Number of days
- Number of Shipments
- Total Weight in Kgs
- Revenue (in local currency)
- Number of shipping Customers (in given period)
- Margin (in local currency)
- Margin in %
- Weight per shipment (Kps)
- Revenue per shipment (Rps) in local currency
- Revenue per kilo (Rpk) in local currency

7) Graph worksheets (only Weekly and Monthly) contain year-to-year comparison and the following options are available:

Graph 1:
- Number of shipping Customers

Graph 2:
- Shipments
- Total Weight in Kgs

Graph 3:
- Revenue
- Margin (in local currency)

Graph 4:
- Shipments
- Revenue per Shipment (in local currency)

Graph 5:
- Weight per shipment (in Kgs)
- Revenue per Kg

Graph 6:
- Margin (in local currency)
- Margin in %

NOTE 2: Above procedure describes generating DWM Volume Report and its content. Setting up automatic sending DWM Volume Report by email is a separate procedure, which will be described in the next System News.
 
ORBITRAX.WIN 14/09/2021 Distance Expression for dis...
Did you know ... that there is an option in Orbitrax whereby an expression can be entered for distance related tariffs, giving more flexibility in calculating the rates?

Distance related tariffs (both Customer and Agent tariffs) are the following:

- Weight / Distance (with minimum charge)
- Distance / Weight
- Weight / Distance (without minimum charge)
- Distance / Pieces

Choosing one of the above tariff types inside in tariff entry screen automatically activates box Distance Expr, where distance expression can be entered as per below instruction.

To set Distance Expression follow these steps:

1) Go to Customer Tariff 3.9.2.2 or Agent Tariff 3.9.1.2

2) Open required tariff by double clicking it on the tariffs list

3) If opened tariff is one one of the above mentioned distance related types, box Distance Expr will be active

4) Variable to use in Distance Expr for distance is x.

EXAMPLE 1:

Tariff is Weight / Distance (without minimum charge) at 2,00 EUR per km. You want to charge for return drive + 20 km. Expression to enter in box Distance Expr would be (x*2)+20. As a result, rate on HAWB will be calculated for distance as per Distance Table 3.8.5 x 2 + 20 km, based on selected tariff type. For one way distance 100 km, total charge will be calculated for 220 km x 2 EUR = 440,00 EUR

EXAMPLE 2:

Tariff is Weight / Distance (without minimum charge) at 2,00 EUR per km. You want to charge for return drive + 15%. Expression to enter in box Distance Expr would be (x*2)*115/100. As a result, rate on HAWB will be calculated for distance as per Distance Table 3.8.5 x 2 + 15% based on selected tariff type. For one way distance 100 km, total charge will be calculated for 200 km x 2 EUR + 15% = 460,00 EUR
 
ORBITRAX.WIN 30/08/2021 Allocating scanned out HAWB...
Did you know ... that we have added an option of allocating HAWB(s) to bag number(s)?

Bags numbers are assigned automatically on scan out and can be printed in form of a barcode. To allocate scanned out shipment to a bag (number), follow these steps:

1) Go to 1.13.2.A Warehouse Outbound or 1.13.2.B Warehouse Outbound with reallocation

2) Click on + to start new scanning session

3) In case of 1.13.2.A, select Agent from a list. Selection of Agent is not required in case of using option 1.13.2.B Warehouse Outbound with reallocation

4) There is a new box "Bag Number" added to scan session window

5) Click on button NEXT to assign next available bag number

6) It will display a page with:

- Phone number of a Company (Member) from Depot File 3.7 Tab. 1 Trading information, box Phone

- Station of a Company (Member) from Depot File 3.7 Tab. 1 Trading information, box Station

- Bag number

- Barcode with bag number, which can be printed on e.g. label printer. Otherwise it can be closed by clicking on x at the top right

7) Start scanning HAWB(s) as usual and close session window + close session as usual

8) There is a new box - Bag Tag Nr added in HAWB 1.3 Alter / View HAWB(s), Tab. 2 Manifest. Bag number, User name and date of scan out are all shown in there.

NOTE 1: For the time being, for a start, full HAWB numbers are allocated to selected bag number. If there is requirement by the Members, we will develop an option "per piece".

NOTE 2: We are currently working on adding bag nr to the reports, such as manifest in xls.

NOTE 3: Option will be available in Orbitrax version 17.04 (17.4) onwards.
 
ORBITRAX.WIN 27/08/2021 Allocating Triangle Depot t...
Did you know ... that you can now link a Customer with triangle depot other than default one?

This System News is a continuation of a new multiple triangle depots feature, the first part of which was described in previous System News on 23/08/2021, subject "Multiple triangle depots (NEW)".

In the above mentioned System News, there was description of how to set multiple triangle depots in Depot File 3.7, Tab. 6 Overnight/Triangle/Return. However, for this to work properly, it is necessary to link one of those triangle depots with Customer File.

NOTE 1: Default triangle depot, as set in Depot File 3.7 applies to ALL Customers, unless another triangle depot has been set in Customer File, like described below:

1) Go to Customer File 3.3.2

2) Got to Tab. 8 Other

3) There is a new section at the bottom part of the window - Customer triangle depot

4) From combo box Triangle Base, select required triangle depot (previously entered in Depot File 3.7), for selected Customer

5) Save modified Customer File

6) As a result, distances of all express drives (for triangle A to B, B to C, C to A) for this Customer will be calculated with A being start / end point, as per Triangle Base selected.

EXAMPLE:

- Default triangle depot has been set up by a Company in Depot File 3.7 as DE 80000 Munich. By default all distances for triangle express drives are therefore calculated using DE 80000 Munich as start / end point

- The company has Customers (and available drivers) in e.g. Hamburg area. The company has to set another triangle depot as e.g. DE 20000 Hamburg, as non-default, then allocate in 3.3.2 this triangle depot to Customers in Hamburg area. The distances for their triangle express drives will therefore be calculated using DE 20000 Hamburg as start / end point and not as default triangle depot DE 80000 Munich.

NOTE 2: Both new triangle depot options (setting multiple triangle depots in Depot File 3.7 and linking it with the Customer in Customer File 3.3.2) will work only after new triangle option is switched on in your respective databases, for what you should contact us (CDT).

NOTE 3: Option will be available in Orbitrax version 17.04 (17.4) onwards.
 
ORBITRAX.WIN 23/08/2021 Multiple triangle depots (N...
Did you know ... that we have added selection of multiple triangle depots for calculation of "triangle" distances?

"Triangle" is an express drive such as pickup at location B and delivery to location C. Total distance, based on distances entered in Distance Table 3.8.5, is calculated as a combination of distances A to B, B to C and C to A, where A is always a triangle depot (start and end point of an express drive).

So far, there was an option of ONLY ONE base triangle depot available in Orbitrax Depot File 3.7 Tab.6. We have now added more what, in combination with setup in Customer File 3.3.2, will give you more flexibility in calculating distances of express drives.
There will be separate System News about setting up triangle depot, other then default, in Customer File 3.3.2

To set multiple triangle depots in Depot File, follow these steps:

1) Go to Depot File 3.7

2) Go to Tab. 6 Overnight/Triangle/Return

3) There is a new section Triangle Depot added at the bottom right part of the screen

4) Click on + to add the details (Country Code, Zip Code, Town) of a default (main) triangle depot and check little box Default, then Save

5) Click on + to add the details as above (Country Code, Zip Code, Town) of another, but non-default triangle depot, leaving box Default unchecked, then Save

NOTE 1: Newly added triangle depot is not visible immediately, only upon Refreshing or Saving Depot File

EXAMPLE:
- For country FR default (main) triangle depot could be FR 75000 Paris + box Default should be checked.
- Another triangle depot, for Customers located in e.g. FR Lille area, could be FR 59000 Lille and box Default should remain unchecked.

NOTE 2: Default triangle depot will apply to all Customers, unless set up otherwise in Customer File 3.3.2

NOTE 3: This new option will be available in Orbitrax version 17.04 (17.4), to be released this week (34).
 
ORBITRAX.WIN 15/08/2021 Allocating Agent HAWBs thro...
Did you know ... that Orbitrax has an option of allocating Agent HAWBs through shipment pack, based on HAWB(s) provided by the Agent and injected in 1.6.14?

Injection of HAWBs in 1.6.14 has been described in details in System News on 09/12/2019, subject "Agent HAWB allocation on Scan out and labels printing" (which is another way of allocating Agent HAWBs).

To allocate Agent HAWB(s) to selected HAWBs through shipments pack, follow these steps:

1) Create shipments pack the usual way (for reminder how to do it, check previous System News dated 12/08/2021, subject "List of barcodes printed from Pack (Barcode sheet)")

2) Go to Menu option 1.16.1 Pack of shipments

3) Find required Pack on a list - if necessary sort a list by clicking on one of the headers: Pack Name, Note, Status, Owner, Create at (date) or Shipments (number of)

4) When required pack has been found, click on icon "Show shipments in pack". This will display a list of all shipments added to selected pack

5) If any of HAWB has to be removed from pack (removed from pack, not deleted permanently), click on red sign X on the top taskbar

6) Click on icon Add Agent HAWB on the top taskbar (3rd from the right)

7) As a result of the above actions, Agent HAWBs as entered / injected in 1.6.14, will be allocated to all HAWBs in pack.
 
ORBITRAX.WIN 12/08/2021 List of barcodes printed fr...
Did you know ... that, on top of printing a barcode for single HAWB, Orbitrax has an option of printing a list of barcodes from Shipment Pack?

To print a list of all barcodes from shipments pack, follow these steps:

1) Create shipments pack the usual way. As a reminder:
1.3 > Advanced Search > set criteria for shipments display of shipments list.
When Shipments list is displayed, select shipments either by Shift + right mouse click for selection of block of shipments or Ctrl + right mouse click for selection of single shipments.
After shipments have been selected, click on icon "Add shipments to pack" on the top taskbar. Click on + to create a new pack (give it a name), then click on top left icon "Select", to add selected shipments to pack

2) Go to Menu option 1.16.1 Pack of shipments

3) Find required Pack on a list - if necessary sort a list by clicking on one of the headers: Pack Name, Note, Status, Owner, Create at (date) or Shipments (number of)

4) When required pack has been found, click on icon "Show shipments in pack"

5) In the newly open window "Shipments in pack", click on icon "Barcode sheet" on the top taskbar

6) Select printer

7) As a result of above actions, barcodes of all HAWBs numbers in selected pack will all be printed on one page (or more pages, if number of barcodes to print requires more space).
 
ORBITRAX.WIN 31/07/2021 Credit Entry in Agent pricing
Did you know ... that there is an option of adding Credit amount in Agent pricing?

Credit, as it is decreasing delivery charge, can be related to a single occurrence, such as one off discount given by the Agent on a particular job. Standard (full) charge + Credit can be specified as two separate pricing lines making pricing more transparent than Manual pricing of a total, including any possible decrease / discount offered by the Agent.

To add Credit entry on Agent pricing, follow these steps:

1) Go to 1.3 Alter / View HAWB(s)

2) Go to Tab. 3 Pricing

3) In the lower section "Agents Charges" - click on + to add a new pricing line

4) Change value in field Invoicing status by selecting option Credit Entry

5) Select Job type - either Pickup or Delivery, depending on type of job Credit Entry is required for

6) Enter Description e.g. Credit given due to delivery delay

7) In field Basic, enter the amount of Credit

8) Select Agent, if necessary. If Agent field is left blank, Credit Entry will apply to default Delivery Agent

9) Save Credit Entry

10) Save modified HAWB.

NOTE: Amount of Credit should be entered as a regular amount, without - (minus). It will automatically convert into - (minus) amount and will decrease total amount due to the Agent when Credit Entry is saved.
 
ORBITRAX.WIN 26/07/2021 Sending CRQ by email from P...
Did you know ... that on request of some Members we have added an option of sending CRQ (Credit Request) by email to the Agent, directly from Purchase Invoices List screen 4.1.1?

CRQ can be created based on overcharges registered on checked PTR in 4.1.1, but so far it could be sent only from Menu option 4.6.3 Credit Requests.

To send Credit Request to Agent directly from Purchase Invoice List screen by email, follow these steps:

1) Register overcharges (and undercharges, if needed) during checking of PTR invoice, as usual

2) While registering overcharge, put in reason (incorrect weight, incorrect service, lost shipment, etc.) in Note window or select it from the list by clicking on Tab. This reason for credit request will later appear on CRQ

3) Save checked PTR as usual

4) On top of icon CRQ on top taskbar, which is showing the details of already issued CRQ, we have added icon envelope, which allows sending this CRQ directly from Purchase Invoice List screen

5) Click on envelope icon. It will prompt email address CRQ will be sent to. By default, email address is one set in Agent File 3.1.2, Tab. 4 Communication, Function E-INVOICE CRQ, but it can be modified if needed

6) CRQ can be re-sent, to default or a new email address by clicking on the same icon envelope on the op taskbar

7) History of CRQ sending - email status, error message (if any), date and time of sending, email address of the recipient, email subject - can be checked in Menu option 4.6.3 Credit Requests upon clicking on icon HIST on selected CRQ.

NOTE: Option of sending CRQ directly from Purchase Checking List screen is available from Orbitrax version 17.3 (17.03)
 
ORBITRAX.WIN 21/07/2021 Removing HAWB from Pickup O...
Did you know ... that in case of a Pickup Order created from multiple HAWBs, there is an option of removing selected HAWB(s) from this Pickup?

As a reminder - Pickup Order for multiple HAWBs can be crated from shipments list (1.3) by selecting required HAWBs and clicking on icon Pick on the top taskbar. Name and address of the Shipper have to be the same on all selected HAWBs, otherwise creating Pickup Order will be rejected.

If one or more HAWB(s) have been added to Pickup Order, either by mistake or there is another reason why HAWB(s) should be removed from Pickup Order created, follow these steps:

1) Got to 1.3 Alter/View HAWB

2) Display required HAWB

3) Go to Tab. 2 Manifest

4) In section "Pickup Orders" there will be details of Pickup Order HAWB was allocated to displayed

5) Click on button "Remove shipment from pickup order"

6) Question "Do you want to remove shipment from Pickup order?" will appear. Answer Yes

7) Save modified HAWB

8) As a result, HAWB will be removed from selected Pickup Order and will be ready to be allocated to a new one.
 
ORBITRAX.WIN 30/06/2021 Changing invoicing status f...
Did you know ... that even if HAWB is excluded from invoicing due to missing POD / Final SSR, invoicing of this HAWB can still be possible?

As a reminder - some Customers are invoiced ONLY when POD or Final SSR has been entered (or imported) for HAWBs. Otherwise HAWBs without final status are not appearing on Invoice, until POD / Final SSR are entered - see System News dated 20/08/2018, subject "Invoicing only HAWBs with POD or final SSR".

However, in case selected HAWB(s) should be invoiced anyway, regardless of missing POD / Final SSR, there is a work around it and it is as follows:

1) Go to 1.3 Alter / View HAWB(s) and search for required HAWB

2) Go to Tab. 3 Pricing

3) Highlight required pricing line in the top section (Customer charges)

4) Click on icon Open on the top taskbar to edit pricing of selected line

5) Change value in field Invoicing status from "Invoice" to "Invoice force". This overrules a rule whereby HAWB only with POD / Final SSR should be invoiced, set in Customer File, Tab. 11 Invoice, like described in above quoted System News

6) Save edited pricing

7) Invoicing status in pricing line will change from "Invoice" to "Invoice force"

8) Save modified HAWB

9) As a result of the above, pricing lines changed to Invoicing status "Invoice force" will appear on invoice even if they do not have POD / Final SSR entered.

NOTE: As changing invoicing status from "Invoice" to "Invoice force" should be exceptional rather than regular, it is required that invoicing status is changed per each pricing line separately.
 
ORBITRAX.WIN 28/06/2021 XLS report with HS Codes
Did you know ... that you can now generate an xls report with shipments HS Codes and other elements shown in HAWB, Tab. 4 Other, bottom section "Content details"?

To generate such a report, follow these steps:

1) After manifest has been created in 1.6.1 and printed, go to 1.6.2 Re-Print Manifest

2) By default manifests generated on the current date are displayed

3) If you need a report for manifest(s) generated previously, extend range of dates and click on icon Refresh on the top taskbar or press F5

4) Locate required manifest(s) and highlight it / them blue

5) Depending on your needs - single manifest or one joint file based on multiple manifests - you can select one or more manifest from the list

6) Click on icon xls on the top taskbar "Generate XLS with HS Codes"

7) Save xls file in required location

NOTE: Option is available from Orbitrax version 17.1 (17.01) onwards.
 
ORBITRAX.WIN 25/06/2021 New SSRs Codes T1 and T2
Did you know ... that as a result of BREXIT, on request of a few Members, we have added two new SSR Codes in Orbitrax?

The new SSR Codes (both Critical) are:

T1 - Goods held at hub for pre-clearance

T2 - Clearance details agreed with consignee - Goods moving to destination

NOTE 1: Both SSR Codes are added in Orbitrax version 17.03, to be released next week (26th)

NOTE 2: Upon reception of version 17.03 Members are requested to go to 3.10.1 SSR Setup and set: frequency (time - immediately, every X minutes or at set time), Send on Days (1234567), Auto-reminder (Y/N), etc.

NOTE 3: SSRs have been translated in 3.10.3 SSR languages, from default EN to the following languages: FR, NL, DE, PL, ES, CZ, IT

NOTE 4: Both SSRs have been added to common track & trace in https://track.wqxs.com/
 
ORBITRAX.WIN 22/06/2021 Excluding selected pricing ...
Did you know ... that selected pricing lines on HAWB can be excluded from invoicing to Customer?

This is useful in case of certain pricing item disputed with Customer or shipment still being subject to additional manual pricing, not calculated prior to printing regular invoice for other, ok to invoice pricing items.

(A) In order to exclude selected pricing lines from invoicing, follow this steps:

1) Go to HAWB in 1.3

2) Go to Tab. 3 Pricing

3) Highlight required pricing line blue

4) Click on top left icon "Edit pricing item"

5) Change value in field Invoicing status from Invoice to Do not Invoice

6) The system will display a warning "This item will not be printed on invoice. Are you sure? Y/N"

7) Save pricing editor and Save modified HAWB.


(B) As a result of the above:

8) Pricing line marked as not to be invoiced will get status Do not Inv in column Inv.Status

9) Pricing line(s) marked as not to be invoiced will be excluded from invoicing, as long as their Invoicing status remain Do not Inv.


(C) To search for HAWBs with at least one pricing line marked "Do not Inv" in order to review or modify them (e.g. change Do not Invoice back to Invoice):

10) Go to 1.3 > Advanced Search (middle icon "binocular")

11) Select criteria such as dates, Customer, etc.

12) Go to Tab. 2 Financial / MAWB / Non-standard

13) In the top left section Customer check box "Do Not Invoice"

14) Save to display a list of shipments with at least one pricing line on pricing status "Do not Inv". List can be downloaded as xls (icon xls on the top taskbar).

NOTE: Due to variety of pricing types (Standard, Special, Extra, Manual), only selected pricing lines can have pricing status changed to "Do not Invoice". If entire pricing is to be put on hold, each pricing line should have its pricing status changed.
 
ORBITRAX.WIN 31/05/2021 HS Codes printed on HAWB an...
Did you know ... that HS Codes entered on HAWB (or imported) can be printed on HAWB and on manifest?

To see the details of manual entry or importing of HS Codes by interfaces in Orbitrax - check System News of 26/05/2021, Subject "HAWB content details including HS Code(s)".

HS Codes entered manually in or imported into section Content details (Tab. 4 Other of HAWB) can now be:

1) printed on standard WQXS HAWB - section 19 CUSTOMS STAT. NR. Due to limited space on printable HAWB, number of HS Codes is limited to two.

2) printed on manifest in pdf format. There is no limit as to number of HS Codes printed.

3) exported to the Agent in manifest in WQXS xml format. There is no limit as to number of HS Codes shown in xml file.

NOTE: Above options have been added to Orbitrax version 17.01 (17.1), which is now available to all Members.
 
ORBITRAX.WIN 26/05/2021 HAWB content details includ...
Did you know ... that we have added Shipment content details on HAWB, Tab. 4 Other?
The content is related to the items sent in a shipment.

1) The item details can be added by + and when fields are completed, entry should be Saved.

2) The following fields are available for details entry in the bottom section "Content details":

- Quantity

- Unit (selection from a drop down list: kg, pcs, m2, m3, l, pair, where pcs = pieces and l = litres)

- Value

- Description (mandatory)

- HS Code (mandatory)

- Taric

- Taric additional

- Origin (country - mandatory)

- License

- License Expire (expiration date)


NOTE 1: There is no option of adding currency, as currency of each item should correspond with currency on HAWB

3) Above listed data can be entered manually or imported to Orbitrax automatically if Customers are using WQXS web service or WQXS xml manifest interface

4) Above listed data can be exported to the Agent by WQXS xml manifest interface

NOTE 2: Option has been added to Orbitrax version 17.01 (17.1)
 
ORBITRAX.WIN 23/05/2021 Special Services tariff as ...
Did you now ... that tariffs for some Special Services can be entered as certain percentage of basic tariff? (Basic tariff = STS tariff = Standard Transport Service tariff).

This is particularly useful for re-deliveries or timed deliveries, if Customer is charged not a fixed rate, but as a percentage of a basic price.

To enter a Special Service tariff as a percentage of basic price, follow these steps:

1) Go to 3.9.5.4 Special Services Codes and make sure that selected SPS Code exists and it is active

2) If it is not active, check box "Enabled"

3) If it does not show in main screen in 3.9.5.4, add it from the hidden list of SPS by clicking on + (for more details, see System News of 19/05/2021, subject "Special Service Codes (SPS) - standardized")

4) Then got to 3.9.5.1 Special Services of Customer Tariff and enter a new Tariff for selected SPS by clicking on +

5) Set criteria for the tariff - Service (code) (if SPS tariff is to apply to all STS Codes, type ******), Customer, Country (leave them blank if tariff is to apply to ALL) and select Active from and Active to (Expired) dates

6) Save. This will open Tariff entry screen

7) Select Type "Percent", what will open box Percentage

8) Enter percentage of the basic tariff that SPS should be calculated as

9) Enter SPS tariff Description

10) Save

NOTE 1: Because SPS tariff is entered only as percentage of the basic tariff, there are no "typical" weight breaks, nor currency to enter / select.

EXAMPLE 1:
2nd delivery (Common Code DBDREDE2, your own code e.g. 2DEL) should be billed as 100% of the basic price. Enter SPS tariff for 2DEL as Type Percent with Percentage 100.
As a result of the above entry, when you enter SPS 2DEL on HAWB for which basic pricing is 6,00 EUR, Orbitrax will automatically add pricing line with the SPS Description, e.g. Re-Delivery (2nd Del) and with charge of 6,00 EUR (100%)

EXAMPLE 2:
Delivery between 18:00 and 22:00 (Common Code DBDB1822, your own code e.g. 1822) should be billed as 50% of the basic price. Enter SPS tariff for 1822 as Type Percent with Percentage 50.
As a result of the above entry, when you enter SPS 1822 on HAWB for which basic pricing is 15,00 EUR, Orbitrax will automatically add pricing line with the SPS Description, e.g. Del. between 18:00 Hrs and 22:00 Hrs and with charge of 7,50 EUR (being 50% of the basic pricing of 15,00 EUR)

NOTE 2: The same rules apply to Agent pricing, except that the tariff(s) for the Agent(s) has / have to be entered in 3.9.5.2 Special Services of Agent Tariff and not in 3.9.5.1 Special Services of Customer Tariff.
 
ORBITRAX.WIN 19/05/2021 Special Service Codes (SPS)...
Did you know ... that Special Service Codes (SPS) have been standardized, but still can be adapted according to the Company own needs?

Special Service codes had to be standardized in order to enable data exchange, what was not possible when every Company (Orbitrax Users) could create their own Special Service Codes.

For example:
Company A created SPS 1000 for Delivery before 10:00 and entered 1000 in Special Service field on HAWB screen. Manifest data was then transferred to Company B, also Orbitrax User, being a Delivery Agent.
Company B (Delivery Agent) also created SPS for Delivery before 10:00, but it was created as B410.
As a result of 2 different SPS, Company B would not receive info that shipment was requested by Company A (Customer) to be delivered before 10:00.

We have collected all SPS used by all Members and allocated "common" Service Codes to those of identical meaning (e.g. 1000, B410, etc.) but we also included individual Codes, used exclusively by one Member, so that other Members can make a use of it as well.

As a result of the above, Members are FREE to change those common codes into their own (1000 or B410), however for data exchange those common codes are used.

To change Special Service Code and its description, follow these steps:

1) Go to 3.9.5.4 Special Service Codes

2) Double click on Service Code to open

3) In top section "Service special parameters" change Service Code and Description

4) Save

5) This changed Service Code can be used locally, for Special Service Code entry on HAWB

6) Data exchange will be executed based on the details in bottom section "Basic parameters"

EXAMPLE:
Common Service Code is DBDB0800 and its default description is Delivery on Business Day before 08:00 hrs. By following steps 1-4 above, Company can change DBDB0800 to any code most conveniently used by the Users, e.g. 0800 and description to "Delivery Before 8 am".
As a result, regardless Special Service Code and its description used locally, when data is transferred to the Orbitrax of other Company, it will be transferred with Common Code DBDB0800.

NOTE 1: Orbitrax Users should be able to find required Special Service Code amongst all those available. However, if no matching code can be found and is required, it should be reported to us (CDT) and we will add it to the central database, as no manual adding a new Special Service Code in Orbitrax is allowed.

NOTE 2: Not all SPS are subject to data exchange - below is the list of currently available Common Special Service Codes and X next to it indicates that this Special Service code is exchangeable:

ADMHARCO Administration Hard Copy Surcharge
ADMHAWBP Administration Paper HAWB Surcharge
ADMPOSTE Administration Remail Poste Surcharge
BACKUPFL Back-up Flight X
BREXIT Brexit Surcharge
CUSTCLEA Customs Declaration (Clearing Fee)
CUSTDCST Customs Declaration (C Status) X
CUSTDECL Customs Declaration (General)
CUSTDIMP Customs Declaration (Import)
CUSTDNAD Customs Declaration (NES Additional Entry)
CUSTDNFD Customs Declaration (NES Full Declaration)
CUSTDTST Customs Declaration (T Status) X
CUSTDUTY Customs Declaration (Duty charge)
CUSTENTR Customs Declaration (Entry Fee)
DBDA1030 Delivery on Business Day after 10:30 hrs X
DBDA1600 Delivery on Business Day after 16:00 hrs X
DBDA1700 Delivery on Business Day after 17:00 hrs X
DBDA1800 Delivery on Business Day after 18:00 hrs X
DBDA2000 Delivery on Business Day after 20:00 hrs X
DBDASAPX Delivery with immediate POD to origin station X
DBDB0700 Delivery on Business Day before 07:00 hrs X
DBDB0800 Delivery on Business Day before 08:00 hrs X
DBDB0830 Delivery on Business Day before 08:30 hrs X
DBDB0845 Delivery on Business Day before 08:45 hrs X
DBDB0900 Delivery on Business Day before 09:00 hrs X
DBDB090A Delivery on Business Day before 09:00 (2nd Agent) X
DBDB0930 Delivery on Business Day before 09:30 hrs X
DBDB1000 Delivery on Business Day before 10:00 hrs X
DBDB1030 Delivery on Business Day before 10:30 hrs X
DBDB1100 Delivery on Business Day before 11:00 hrs X
DBDB1130 Delivery on Business Day before 11:30 hrs X
DBDB1200 Delivery on Business Day before 12:00 hrs X
DBDB120A Delivery on Business Day before 12:00 (2nd Agent) X
DBDB1230 Delivery on Business Day before 12:30 hrs X
DBDB1300 Delivery on Business Day before 13:00 hrs X
DBDB1400 Delivery on Business Day before 14:00 hrs X
DBDB1430 Delivery on Business Day before 14:30 hrs X
DBDB1500 Delivery on Business Day before 15:00 hrs X
DBDB1600 Delivery on Business Day before 16:00 hrs X
DBDB1700 Delivery on Business Day before 17:00 hrs X
DBDB1730 Delivery on Business Day before 17:30 hrs X
DBDB1800 Delivery on Business Day before 18:00 hrs X
DBDB1822 Delivery on Business Day between 18:00 hrs and 22:00 hrs X
DBDB2000 Delivery on Business Day before 20:00 hrs X
DBDB2300 Delivery on Business Day before 23:00 hrs X
DBDB2400 Delivery on Business Day before 24:00 hrs X
DBDDEPOT Drop on Business Day of Shipment to Depot X
DBDEXHIB Extra Charge for Delivery to Exhibition / Fair X
DBDFLIGH Delivery on Business Day from Flight X
DBDIMPOR Delivery on Business Day (of Import Shipment)
DBDRASXT Delivery on Business Day - Remote Area Surcharge
DBDREDE2 Delivery on Business Day (Re-Delivery - Second Del)
DBDREDE3 Delivery on Business Day (Re-Delivery - Third Del)
DBDREDIR Delivery on Business Day (Redirection to new Address)
DBDRENDE Delivery on Business Day on set time X
DBDRESTR Delivery on Business Day - Restricted Destination X
DBDRETUR Delivery on Business Day of a Return Shipment
DBDSMDAY Delivery on Business Day - Same Day upgrade X
DBDSPECI Delivery on Business Day - Special Delivery X
DBDTIMED Delivery on Business Day Timed X
DBDUNLOA Delivery on Business Day - Unloading Time
DBDWAITD Delivery on Business Day - Waiting Time
DEINHAND Delivery in hand (to individual contact personally) X
DGRHANBS Dangerous Goods (Biological Substances UN3373) X
DGRHANCG Dangerous Goods (Consumer Goods ID8000) X
DGRHANDL Dangerous Goods (FULL) Handling Surcharge X
DGRHANEQ Dangerous Goods In Excepted Quantities X
DGRHANLQ Dangerous Goods In Limited Quantities X
DIRFLIGH Direct Flight X
DMONITOR Delivery monitored X
DNDB0900 Delivery on Next Business Day before 09:00 hrs X
DNDB1000 Delivery on Next Business Day before 10:00 hrs X
DNDB1200 Delivery on Next Business Day before 12:00 hrs X
DNDUPGRA Delivery on Next Business Day - Upgrade X
DSAB0900 Delivery on Saturday before 09:00 hrs X
DSAB1000 Delivery on Saturday before 10:00 hrs X
DSAB1200 Delivery on Saturday before 12:00 hrs X
DSASTAND Delivery on Saturday (no specific time) X
DSUSTAND Delivery on Sunday (no specific time) X
FCASHADV Cash Advance
FCASHPMT Cash Payment received
FCODSURC COD Cash on Delivery Surcharge X
FFDOMSUR Free Domicile Surcharge X
GOLFBAGS Extra Charge for Delivery / Pick-up of Golf Bag
HANDLBA2 Lithium Batteries Section II (PI967, PI970) X
HANDLBA3 Lithium Batteries Section I, II (PI965) X
HANDLBAT Lithium Batteries Section II (PI966, PI969) X
HANDLDGR Dangerous Goods Shipment Surcharge X
HANDLDRY Dry Ice Shipment Handling Surcharge X
HANDSECF Security Check Fee
HBAGIMPO Import Bag Handling Surcharge
HBAGLODG Handling (Lodge)
IADDCORR Incidental charge (Address correction) X
IDATAENT Incidental charge (Data entry/Relabelling) X
IELERISK Incidental charge (Elevated risk) X
IEMERGEN Incidental Charge (Emergency Situation Surcharge)
IEXVALID Incidental charge (Exporter validation) X
INSURANC Insurance Fee
IPARKING Incidental recharge (Parking)
IPHOCALL Incidental charge (Phone call)
ITOLLFEE Incidental recharge (Peage - Toll Fee)
ITUNNFEE Incidental recharge (Tunnel Fee)
LINEHAUL Linehaul X
ManPrice Delivery on Business Day of a Return Shipment
OVERPALL Oversized Pallet Surcharge X
PBDINTER Pick-up on Business Day (International) X
PBDLOADT Pick-up on Business Day Loading Time
PBDREMOT Pick-up on Business Day (from Remote Area) X
PBDSAMDY Pick-up on Business Day (Same Day) X
PBDSPECI Pick-up on Business Day (Special Service) X
PBDSTTRU Pick-up on Business Day (Standard Service/Truck) X
PBDSTVAN Pick-up on Business Day (Standard Service/Van) X
PBDWAITT Pick-up on Business Day Extra Waiting Time
PICKPACK Pick & Pack
PSASTAND Pick-up on Saturday X
REPACKIN Extra Charge for re-packing
SBDSTAND Swap on Business Day (Standard) X
SHOPSHIP Shop & Ship
 
ORBITRAX.WIN 30/04/2021 Delay category added to mai...
Did you know ... that on request of some Members, we have added Delay (ON HOLD) category to the main Delayed shipments screen?

This is in order to be able to preview categories of all delayed shipments without having to select each category.

To see delayed category for all delayed shipments, follow these steps:

1) Go to 1.7.2 Release Delayed HAWB(s)

2) Click on Advanced search icon (binocular)

3) Set your search criteria

4) Save to display a list of delayed (on hold) shipments matching criteria set as above

5) Window Any (showing shipments put ON HOLD in any category) is displayed by default

6) Delayed (ON HOLD) Category is now shown in the last column on the right hand side

7) If you need to enlarge Delayed Shipments screen, place mouse on the right frame and drag it to the right.

NOTE: Option is available from Orbitrax version 17.02 (17.2) onwards
 
ORBITRAX.WIN 27/04/2021 Piece numbers added to xls ...
Did you know ... that we modified xls generated from shipments list to show piece numbers? The layout of xls generated from list of HAWBs is similar to the layout of manifest in xls.

However, while manifest in xls is generated ONLY for manifested HAWBs, xls generated from list of HAWBs (1.3 + Advanced Search) may contain all selected HAWBs, even those not received yet.

Adding piece numbers to xls generated from a list of HAWBs allows closer control of piece numbers (either entered manually or imported in fields Number in option Volumetric Weight of HAWB - Weight options).

To generate xls with piece numbers of selected HAWBs, follow these steps:

1) Go to 1.3 Alter / View HAWB(s)

2) Click on middle icon Advanced Search (binocular)

3) Select criteria - Dates, Customer, etc.

4) Save

5) A list of HAWBs matching criteria you selected will be displayed on screen

6) Click on icon XLS on the top taskbar

7) Save file in chosen location

8) A new column AM with header shipment_dimension_number has been added at the end of xls file

9) piece numbers (if any have been entered / imported) are shown in this column. In case of multi-piece shipments, piece numbers are separated by pipe sign |


NOTE: Option is available in Orbitrax version 17.01 (17.1) onwards
 
ORBITRAX.WIN 20/04/2021 Missing piece procedure (NE...
NOTE 1: This SYSTEM NEWS is a continuation of previous SYSTEM NEWS dated 14/04/2021 "Missing piece procedure (NEW) - part 1 - putting shipments ON HOLD"

Did you know ... that we have further modified "Missing Piece" procedure in Orbitrax by adding extra options?

In order to help to identify shipments with missing pieces which can be released, on top of category MISSING PIECE and a new column Missing Pieces in 1.7.2 Release Delayed HAWB(s), we have added a new Category "MISSING PIECE - MATCHED".

In there, HAWBs with all pieces scanned in (regardless when) are listed. They will appear more than once as per example below.

EXAMPLE:
HAWB 123456, according to imported file, should contain 3 pieces: 12345601, 12345602, 12345603.

On day 1 two pieces of HAWB 123456 were scanned in: 12345601 and 12345602.
As shipment is supposed to be of 3 pieces, on scan out, shipment was automatically put ON HOLD with Category MISSING PIECE (sound message: Not all pieces were scanned in. Put ON HOLD)

On day 2 one remaining piece 12345603 was scanned in and on scan out it was again put ON HOLD with Category MISSING PIECE (sound message: Not all pieces were scanned in. Put ON HOLD)

HAWB 123456 will appear in 1.7.2 Release Delayed HAWB(s) under Category MISSING PIECE - MATCHED twice:
- once as HAWB 123456 showing 1 in column Missing Piece (as 2 of 3 pieced were received on day 1) and again in the next line as HAWB 123456 showing 2 in column Missing Piece (as 1 of 3 pieces was received on day 2).

NOTE 2: There is no physical way of merging these two records, as both have different ID (hidden, invisible identification number), even if HAWB number is the same. For Orbitrax, different ID means different shipment.

The only way to work around this and scan shipment out is 1) to complete HAWB showing the lowest number of missing pieces by adding manually remaining piece number(s) by Copy+Paste in Volumetric Weight option in HAWB screen, what would allow scanning out 2) release from ON HOLD and 3) delete the other / duplicated HAWB.

NOTE 3: Category MISSING PIECE - MATCHED has been added in Orbitrax version 17.02 (17.2)
 
ORBITRAX.WIN 14/04/2021 Missing piece procedure (NE...
Did you know ... that on request of some Members we have added a "Missing piece" procedure to Orbitrax?

This is particularly useful for Companies who have an agreement with Customers to keep missing piece(s) shipments ON HOLD until remaining pieces are received or until notice that shipments should be released for delivery, even if some pieces are still missing.

Procedure works only for shipments with piece numbers imported or entered into "Volumetric weight" option in HAWB screen and is meant to warn a User scanning out that not all pieces for a scanned shipment have been scanned in / received, therefore piece(s) of this incomplete shipment should be put ON HOLD.

NOTE 1: In Orbitrax version 16.04 (16.4) Delay category MISSING PIECE has been automatically added to 1.7.4 - Delayed Category Files with Description "Shipment with not all pieces scanned in"

In order to activate the procedure, follow these steps:

1) Go to Depot File 3.7

2) Go to Tab. 9 Settings

3) In section Warehouse out (right hand side of the screen) check box "Missing Pieces"

4) Save modified Depot File

5) Scan in pieces in 1.13.9 as usual

6) Close session as usual

7) Continue OPS as usual, until you get to the point of scanning out in 1.13.2.A

8) When you attempt to scan out a piece of HAWB for which not all pieces have been scanned in, there will be a very distinctive sound message of break-in / broken glass and a message "Not all pieces have been scanned it. PUT ON HOLD" will appear on screen indicating that scanned piece should be physically placed ON HOLD area

9) There will be only one option to select in scan out session window, which is 5 Cancel.

10) At this stage HAWB with not all pieces scanned in will be automatically put ON HOLD (to be viewed in HAWB, Tab. 2 Manifest or in 1.7.2 Release Delayed HAWB(s) under category MISSING PIECE and number of still missing pieces (comparing to what was manifested by a Customer) will be shown in the last column "Missing Pieces"

11) After OPS have completed all scans out and put all pieces for missing pieces HAWBs "ON HOLD", go to 1.7.2 Release Delayed HAWB(s)

NOTE 2: It is advisable to send SSR 58 "Multiple package shipment - not all pieces arrived" by using M-SSR icon at the top taskbar

12) Select Category MISSING PIECE and check if there are any record there with column Missing Pieces showing 0. That would mean that all pieces for this HAWB have been scanned in / received, even if every piece has been scanned in / received on separate days. 0 indicates that all pieces have been scanned in / received and that shipment can be released from HOLD

NOTE 3: In case Customer advises to release for delivery only received pieces, go to HAWB, change number of pieces and remove missing piece number from Volumetric Weight window. Otherwise you will not be able to scan shipment out, as missing piece will still be reported.

NOTE 4: Missing piece procedure works on a Company level and not on particular Customer level

NOTE 5: Option is available from Orbitrax version 16.04 (16.4) with further modifications in later versions, which will be advised / described in separate SYSTEM NEWS.
 
ORBITRAX.WIN 31/03/2021 Creating a new User in Orbi...
Do you know ... how to create a new User in Orbitrax?

This information is particularly useful to new Users of Orbitrax, but even long term Orbitrax Users ask this question from time to time, as this is not a task performed on a daily basis.

To create a new User, follow these steps:

1) Go to 3.11.1 User Accounts

2) Click on + to add a new User

3) Enter details of a new User, bearing in mind that the following fields are mandatory:

- User Code
- Password (must be different than User Code)
- Confirm Password
- First Name
- Last Name

4) Save

5) After a new User has been created, double click on it on the list of Users, to open it

6) Click on option Member of Group

7) At the bottom part of the screen double click on option Standarduser, so it is moved to the top

8) Save

9) Save again

10) Quit Orbitrax and log in as a new User

NOTE 1: If User account has been created, but steps 5-10 have not been performed, new User will not be able to log in, as every User has to be a Member of at least one group.

NOTE 2: New User accounts can be created only by a Superuser, never by a Standarduser.
 
ORBITRAX.WIN 30/03/2021 Customers / Agents Bulletin...
Did you know ... that we have added variables to text of Customer / Agent Bulletin in 4.3.1?

This is in case Customer or Agent Code has to be included in text, e.g. advising how to enter Administrator part of the website (for Companies using Customer Restricted Area web interface / web booking system).

To add Customer or Agent Code in text of Bulleting, follow these steps:

1) Go to 4.3 Customer / Agent Bulletins and select option 4.3.1 Bulletins

2) Click on + to open a new window Bulletin Property

3) In field Subject, enter subject of the Bulletin

4) As per instruction at the bottom of screen, use variable %customer_code% or %agent_code% in the text of a Bulletin. As a result the Bulletin will show Customer or Agent Code on top of Customer or Agent name shown currently in the Bulletin header

EXAMPLE:

Subject: Accessing Administrator page on the website

Message:
To access Administrator page on our website, login as follows:
(website address)
%customer_code%
ADMINISTRATOR
%customer_code%

Result of a text / message of a Bulletin (for Customer ABCMIL0000 used as an example here):
To access Administrator page on our website, login as follows:
(website address)
ABCMIL0000
ADMINISTRATOR
ABCMIL0000

NOTE: Option will be abailable from Orbitrax version 17.2.0 (17.02.00)
 
ORBITRAX.WIN 10/03/2021 Disabling invoicing of zero...
Did you know ... that zero priced HAWBs entered for selected service codes can be excluded from invoicing?

This is particularly useful in case of e.g. pickup related service code(s), whereby pickup cost is included in the total price of a shipment (there is no tariff or "zero" tariff entered).

To exclude zero priced HAWBs of selected service codes from invoicing follow these steps:

1) Go to Depot File 3.7, Tab. 13 Invoice

2) In the bottom section "Disable zero priced customer charges" click on +

3) This will open a new window "Disable zero-priced charges"

4) There are two values to enter:

- Customer category

NOTE 1: Customer category must be selected. If there are more than one Customer category, setup has to be done for every Category separately

- Service code - select service code you wish zero priced HAWBs entered for, to be excluded from invoicing

5) Save

NOTE 2: As a result of the above setup:

- Pricing of HAWB(s) concerned (Tab 3 Pricing) will show Inv status "Disabled"

- Zero priced HAWB(s) entered for selected service code, for selected Customer category, will not appear on invoice.
 
ORBITRAX.WIN 09/03/2021 D (Delivery) jobs optional ...
Did you know ... that D (Delivery) jobs can now be excluded from Dispatcher Screen 6.4?

New Users of Orbitrax find mix of D (Delivery) and P (Pickup including express / sprinters) jobs confusing and were even trying to allocate another delivery Agent of D jobs through Dispatcher screen, the same way as Pickup Agents are allocated. This was causing all sorts of problems with re-manifesting and pricing.

We have now blocked option of allocating a new delivery agent through Dispatcher screen and on top of this, we made appearance of D jobs optional.

To exclude D (Delivery) jobs from Dispatcher screen 6.4 follow these steps:

1) Go to 3.12.2 Dispatch module configuration

2) On top of organizing Dispatcher screen by moving certain options from left to right screen, there is a new box at the bottom of the window called "Show Shipments"

3) Check this box if you do want D (Delivery) jobs to be shown in Dispatcher screen 6.4. Otherwise leave it unchecked.

NOTE 1: This is done on a company level, means if box is checked or unchecked, it works for all the Users and Dispatchers

NOTE 2: Option will be available from Orbitrax version 17.02.00 (17.2) onwards, to be released next week
 
ORBITRAX.WIN 28/02/2021 HAWB Layouts (printable)
Did you know ... that you can choose between a few HAWB layouts to be printed?

To set requires layout(s) of HAWB follow these steps:

1) Go to Depot File 3.7

2) Go to Tab. 3 Document numbers

3) Go to bottom right section HAWB printing & Numbering

4) Click on Tab HAWB Layout

5) Available options are:

- 5 copies on 1 page (works very well with specially perforated paper)

- WQXS HAWB

- WQXS WITHOUT WQXS Logo

(remaining 2 layouts with symbol PL are being currently used for tests / developing new ones, so do not use them)

6) To activate a specific layout - highlight required layout and click on button "Activate" on top. You can activate more than one layout. If more than one layout is activated, there will be a list of available layouts displayed when HAWB is printed, to choose from

7) To set one, selected layout as main one (default), highlight it and click on button "Main" on top. In case of more than one active layouts, "Main" layout will appear highlighted on a list of layouts to choose from, when HAWB is printed (ready to click Enter on, to be selected).
 
ORBITRAX.WIN 26/02/2021 New type of Special Service...
Did you know ... that we have recently added a new type of Special Service tariff which is percentage of shipment value?

This type of tariff is not linked to any particular Special Service, but can be very useful if there is some surcharge to be calculated based on shipment value, on top of Standard Transport charges.

This surcharge can be related to Service code, DOX/NDX/HV, Tariff Group, Country, Zone and can be even entered on a single Customer or Agent level (as this type of special service based on shipment value may apply to both: Customers and Agents)

To enter Special Service tariff based on shipment value:

1) Go to 3.9.5.1 (Customer) or 3.9.5.2 (Agent)

2) Click on + to enter new Special Service tariff header

3) Complete the details in Header Properties screen, as you do in case of any other Special Service tariff entry

4) When completed, click on Save

5) In tariff entry screen, select Currency and enter Description, as usual

6) Select option "Value Amount"

7) Click on + to enter tariff values

8) Enter values with maximum Value amount (or value amounts with breaks), Percentage and minimum amount to apply, if there is a minimum.

Example 1:

Tariff: Value Upto 99999,99, percentage is 10% without minimum. Currency is EUR.
=
Shipment with value 10,00 EUR entered with Special Service based on value amount % will calculate surcharge of 1,00 EUR (10% of 10,00 EUR - 1,00 EUR, no minimum)


Example 2:

Tariff: Value Upto 500,00 GBP percentage is 10% with minimum of 15,00 GBP. Value Upto 99999,99 GBP percentage is 5% with minimum of 30,00 GBP. Currency is GBP.
=
Shipment with value 100,00 GBP entered with Special Service based on value % will calculate surcharge of 15,00 GBP (10% of 100,00 GBP is 10,00 GBP, so minimum of 15,00 GBP applies)
=
Shipment with value 700,00 GBP entered with Special Service based on value % will calculate surcharge of 35,00 GBP (5% of 700,00 GBP = 35,00 GBP, so above the minimum of 30,00 GBP)


NOTE: If shipment value is different from Special Service currency entered, surcharge currency will be converted as per exchange rate in Currency Files 3.2

Example 3:

Tariff: Value Upto 99999,99, percentage is 10% without minimum, currency is GBP
=
Shipment with value 10,00 EUR entered with Special Service based on value % will calculate surcharge of 0,88 GBP (10% of 10,00 EUR = 1,00 EUR = 0,88 GBP as per EUR>GBP currency exchange in 3.2)
 
ORBITRAX.WIN 23/02/2021 Printing Invoice specificat...
Did you know ... that Orbitrax has an option of printing Invoice specifications in landscape page orientation?

This is particularly useful at the Member Companies whose billing goes into tens or hundreds of millions (typically - Member Companies whose billing currency is of lower denomination) as the complete pricing shown on invoice specification (with all its elements) would not fit into portrait page orientation.

To set Invoice specification to be printed in landscape page orientation, follow these steps:

1) Go to 3.7 Depot File

2) Go to Tab. 3 Document Numbers

3) In section Invoice Specification, change Layout Portrait (default) to Landscape

4) Save modified Depot File

As a result of the above, Invoice specifications will be printed in landscape page orientation.

NOTE 1: The above setup is valid on a Member Company basis and not per Customer

NOTE 2: The above setup may require adjusting printer settings
 
ORBITRAX.WIN 20/02/2021 GR (Greece) - change of zip...
Did you know ... that format of zip / postcodes to GR (Greece) has been changed from previous 12345 to 123 45?

We (CDT) can change format directly in your database and replace in Orbitrax zip / postcodes in old format with new one.

However, due to the fact that zips are directly linked to the zones and zones are defined per each Member individually depending on their needs, changing zip format has to be synchronized with changing zips / zips ranges within the zones and therefore this cannot be done automatically.

Since not all Members are sending to GR, so Members who are interested in changing GR zip format and adjusting zips in Town & Zipcodes list for GR are requested to contact Beata who will help to coordinate these changes.
 
ORBITRAX.WIN 31/01/2021 New financial document numb...
Did you know ... that financial document numbers have to be defined every new year?

Unfortunately, even Users who use Orbitrax for many years, report the same issue over and over again, hence this reminder.

If your company changes numbering of financial documents every year, follow these steps before issuing any financial documents for year 2021 (INV, CNS, CRQ, MNI, etc.):

1) Go to Deport File 3.7

2) Go to Tab. 3 Document Numbers

3) By clicking on + add document numbers (Next number) for every type of documents

4) Date From should be 01/01/2021, Date To should be 31/12/2021

5) Save newly added Document

6) Save modified Depot File

EXAMPLE:
Your Invoices (prefix INV) for year 2020 went from nr 200001 upto nr 200586. For adding Invoices for year 2021 you should:
- click on +
- select Document Code INVOICE
- Number prefix (if used): INV
- Next number: 2100001
- Date From: 01/01/2021
- Date To: 31/12/2021

NOTE 1: As a result of above setup, there will be no message: "Document number not defined for given period" when you attempt issuing any financial document dated 2021.

NOTE 2: This does not concern companies which keep continuous numbers throughout the years.
 
ORBITRAX.WIN 29/01/2021 Changes of VAT in Orbitrax ...
Did you know ... that as a result of BREXIT we have updated VAT codes in Orbitrax, in preparation for January 2021 invoicing?

You have probably noticed, that we were connecting to your respective databases earlier today in order to make changes in VAT, all in one go, so that you - the Members would not have to make them manually, one by one.

1) for GB based Members we have updated the following:

- in EU based Customer Files (3.3.2, Tab. 3 Financial) we have changed VAT codes from Non local but EU to Non Local non EU

- in EU Country Files (3.8.1.2) we have changed Vatable to Non Vatable

- in EU Countries Zone Files (3.8.3.2) we have changed Vatable to Non Vatable

- we have ran HAWB repricing for the period of 01/01/2021 - 29/01/2021, so that all HAWB(s) concerned could pick correct VAT rates

2) for EU based Members we have updated the following:

- we have changed VAT codes from Non Local but EU to Non Local Non EU in GB based Customers files

- we have changed Country GB from Vatable to Non Vatable

- we have changed zones of Country GB from Vatable to Non Vatable

- we have ran HAWB repricing for the period of 01/01/2021 - 29/01/2021, so that all HAWB(s) concerned could pick correct VAT rates

NOTE 1: As a result of above changes made and actions taken, Invoices for January 2021 can now be generated and printed.

NOTE 2: If the Members are to create new Customers and Zones in Orbitrax in the future, the above rules have to apply.

NOTE 3: The above changes do not concern our Non GB and Non EU Members, so no changes in your Orbitraxes were necessary.

NOTE 4: As a reminder, these are the EU countries (currently, as of 29/01/2021): AT, BE, BG, CY, CZ, DK, EE, ES, FI, FR, DE, GR, HR, HU, IE, IT, LV, LT, LU, MT, NL, PL, PT, RO, SK, SI, SE.
 
ORBITRAX.WIN 26/01/2021 Conversion of shipments val...
Did you know ... that in compliance with Brexit regulations we have added an extra option of converting original shipments value into EUR on the manifests sent to the selected Agents?

The setup described below applies to the manifests sent to the Agent in both formats: pdf and xls.

In order to have original shipments values converted into EUR, follow these steps:

1) Go to Agent File 3.1.2

2) Go to Tab. 13 Manifest (new Tab)

3) In the field Manifest Agent Currency select option GB - conversion to EUR

4) Save modified Agent file

As a result of the above setup, the values in original currencies will be converted on the manifests into EUR.

NOTE 1: In the manifests sent in xls, the value in EUR is shown in the column AJ

NOTE 2: Conversion of the values is done based on the exchange rates in Orbitrax menu option 3.2 - Currency Files

NOTE 3: Option is available in Orbitrax version 17.00.01 onwards
 
ORBITRAX.WIN 18/01/2021 Piece(s) numbers added to x...
Did you know ... that on request of some Members we have modified xls generated from shipments list by adding piece(s) number(s)?

To generate xls from shipments list follow these steps:

1) Go to Menu option 1.3 Alter / View HAWB(s)

2) Click on the middle icon (binoculars) on the top taskbar

3) Select dates and other criteria, such as Customer, Agent, Consignee country, etc.

4) Once all the criteria has been selected, click on Save. This will generate a list of HAWBs matching selected criteria

5) Click on icon xls on the top taskbar

6) Save xls file

7) The last (newly added) column AK will show piece number (not to be confused with number of pieces). If there are more than 1 (numbered) pieces per HAWB, pieces numbers will be separated by pipe sign |

NOTE: Option will be be available in Orbitrax version 17.00.00 onwards.
 
ORBITRAX.WIN 31/12/2020 BREXIT preparation - change...
Did you know ... that due to BREXIT, some changes in Orbitrax will be required?

The changes will affect specific setup of some Countries, Zones, Customers and Agents.

(A) As changing their status from EU to non EU, GB based companies will require the following changes in Orbitrax:

1) Change of EU countries from Vatable to non Vatable

2) Change of EU countries zones from Vatable to non Vatable


(B) EU based companies will require the following changes in Orbitrax:

3) Change of country GB from Vatable to non Vatable

4) Change of GB zones from Vatable to non Vatable

5) Change of VAT code of GB based Customers from Non Local but EU to Non Local Non EU

6) Change of VAT code of GB based Agents from Non Local but EU to Non Local Non EU


(C) Companies in other locations - no changes are required


NOTE 1: We (CDT) have prepared a routine which will change all the above automatically in your respective databases. However, as these changes have to be done ONLY after last December 2020 invoice run, Members are requested to contact Beata at Beata.Porzecka@wqxs.net in order to set date and time for this change. After the change, Member will be requested to run full re-pricing in Menu option 4.5A for the period starting 01/01/2021.


NOTE 2: Also after last December 2020 invoice run, Members are requested to review themselves the footers of financial documents (in Menu option 3.9.A.2, Group INV) in order to identify and remove / modify any footers which mention reverse charge e.g. *** EE0 - autoliquidation / reverse charges art. 44 directive 2006/112/EG ***


WE WOULD LIKE TO WISH YOU ALL A HAPPY, PROSPEROUS AND HEALTHY NEW YEAR 2021!
 
ORBITRAX.WIN 29/12/2020 Manifest export interfaces ...
Did you know ... that on some Members request we have modified the way delayed (on hold) shipments are handled?

The above concerns interfaces with DHL, TNT, FedEx and all other Agents with whom interfaces have been set up in Menu option 1.6.14 "Manifest export interfaces".

Until now, Agent HAWB number could be assigned, label for such shipments could be printed (and in some cases, data could be exported) at any stage of shipment processing in Orbitrax, before manifesting.

After the change, when the user attempts to assign Agent HAWB number, print the label and export the data for shipment on hold, the system displayes a warning "Shipment is on status ON HOLD. Please change status first".

If shipment has been physically released from on hold area, but its data has not (probably by an oversight), the user should first release HAWB data from On Hold in Menu option 1.7.2 "Release Delayed HAWB(s)" or by unchecking box "Put on Hold" in section On Hold options in HAWB, Tab. 2 Manifest.
At the companies using secure version of Orbitrax, only a user with sufficient access rights can perform this action.

NOTE: Option is available in Orbitrax version 16.03.04 (16.3.4) onwards.
 
ORBITRAX.WIN 21/12/2020 WQXS - Global Tracking link
Did you know ... that you can now provide your Customers with a global wqxs tracking link to a public Track & Trace without Customer having to go to Track & Trace on your website?

This link also allows direct linking of HAWB on Customer own website to Track & Trace.

NOTE 1: This is PUBLIC Track & Trace with only basic SSR description and does not contain any sensitive information.

NOTE 2: For security reasons SSRs: 83 (Accounting Info for Customer), 88 (Important communication to Shipper) and 98 (Miscellaneous for Customer) are excluded from this tracking method.

Below are the details to be provided to Customer:

1) link: http://track.wqxs.com/site/hawb/lang

where:

- site is 2 digits code of your company (to be provided to you by CDT)

- hawb is HAWB number, alphanumeric, max length is 15 characters (hawb does not have to be padded with zeros)

- lang is language and available languages are: en, nl, es, it, cz, de, pl, fr (fr is pending and should be operational shortly). If no language is selected, tracking is displayed in en (default)

2) example of response with tracking (last status shown at the top)
e.g. http://track.wqxs.com/67/10192295/en

Track & Trace
HAWB : 000000010192295
Station Date Time Status Description
GOA 2020-12-04 14:54 00 Delivered DANIELA CORTELLA
GOA 2020-12-04 09:46 23 Out for delivery
GOA 2020-12-04 07:27 17 Shipment received
MIL 2020-12-03 11:15 49 SHIPMENT ON HOLD - AT STATION
LHR 2020-12-01 19:18 18 In transit
LHR 2020-12-01 16:07 17 Shipment received

where:
Station - event reporting station IATA code
Date - event date
Time - event time
Status - WQXS (Orbitrax) status code
Description - status / event description

NOTE 3: The above is available in pdf format to be sent to Customers. Please contact Beata at Beata.Porzecka@wqxs.net if you would like to get a copy.
 
ORBITRAX.WIN 15/12/2020 BREXIT preparation - BREXIT...
Did you know ... that some integrators, such as DHL Express or UPS have announced a special BREXIT Surcharge on dutiable shipments between the UK and the EU (export and import) from 1st January 2021? Apparently this surcharge will apply, deal or no deal.

Since some of our Members use services of the integrators (although also other companies will surely follow), in preparation to that, we have added a new Special Service (SPS) Code BREXIT (Surcharge) to the central database of special services, which is now ready to use in your Orbitrax.

To apply BREXIT Surcharge, follow these steps (tariff entry guidelines as a reminder):


(A) Activating SPS BREXIT (Surcharge)

1) Go to 3.9.5.4 Special Services Codes

2) Click on + to activate SPS. This will open a new window - Select Basic Service Special Code

3) Scroll to the very bottom of this window

4) Double click on SPS BREXIT. It will open a small window "Special Service Properties"

5) Change SPS description, if required

6) By default SPS is subject to FSS (Fuel and Security Surcharge). Uncheck it if you do not want SPS BREXIT Surcharge to be subject to FSS

7) Leave box "Enable" checked

8) Save. At this stage SPS BREXIT (Surcharge) has been activated


(B) Agent BREXIT Surcharge tariff entry

9) Go to 3.9.5.2 Special Services of Agent Tariff

10) Click on + to add a new tariff. This will open a small window Agent Special Service Tariffs - Header Properties

11) In field "Special Service Code", enter (or select from a list) Special Service BREXIT

12) In field "Service" enter (or select from a list) service codes which would be subject to BREXIT Surcharge. For all services type ****** (* x 6)

13) In field "Account" enter (or select from a list) Agent Code

14) In field "Type", select NDX (as BREXIT Surcharge will only apply to NDX shipments)

15) Leave fields "Country" and "Zone" blank. Although BREXIT Surcharge will only apply to UK-EU, there will be a Special Service Rule, which will automatically apply this Surcharge to selected countries only - see NOTE below

16) Enter Active From date as 01/01/2021 and Expired date as 01/01/2100

17) Save. This will open a new window - Special Agent Tariff

18) Most likely BREXIT Surcharge will apply per kg (with or without minimum), so select Type Weight

19) Select Currency

20) Enter tariff Description, e.g. BREXIT Surcharge.

21) Save

22) Click on + to enter tariff values:

- if surcharge will be just per kg without minimum (e.g. 1,00 GBP per 1 kg), enter tariff like this: Upto 99999,99 * Basic 1,00 * First/kg 1,00 * Add 1,00 * Per/kg 1,00

- if surcharge will be per kg with minimum (e.g. 4,50 GBP or 0,25 GBP kg per kg, whichever is greater), enter tariff like this: Upto 99999,99 * Basic 4,50 * First/kg 18,00 * Add 0,25 * Per/kg 1,00 whereby 18,00 kg is a result of 4,50 GBP divided by 0,25 GBP, what gives maximum "coverage" by minimum of 4,50 GBP. As a result 18,00 kg NDX shipment will have BREXIT Surcharge calculated at the minimum of 4,50 GBP and every additional 1 kg will increase Surcharge by 0,25 GBP

23) Save


(C) Customer BREXIT Surcharge tariff entry

24) Enter Customer SPS BREXIT Surcharge tariff in Menu option 3.9.5.1 Special Customer Services Tariff, paying attention to items 25-27 below

25) Leave field "Account" blank (Any) for BREXIT Surcharge to apply to ALL Customers

26) There is an extra option available - (Customer) Category - for Companies using Categories

27) Note, that Tariff Description will appear on invoice to Customer


NOTE (following item 15 above): At the moment there is no automatic Special Service Rule, which would link BREXIT Surcharge only to UK and EU countries. We are currently working on this option and will advise in a separate System News when it is ready. However, this option will be hard-coded and will require new Orbitrax version, but no further action by the Members.
 
ORBITRAX.WIN 30/11/2020 Quality of imported shipmen...
Did you know ... that we have recently added options which helps verifying data accuracy of imported HAWBs?

HAWBs data coming from external source, such as interface or website, sometimes has to be verified and corrected prior to further processing (manifesting and sending to the Agents), in order to weed out any issues (such as missing zipcode or zipcode included in the address fields instead).

This is particularly important when a lot of shipments come in at the same time and there is no sufficient time for such verification HAWB by HAWB, although the data may be already in the system.

Orbitrax will not verify the data automatically, but we have added tools, which may help the User to control the verified / not yet verified imported data.

In order to verify the data, follow these steps:

1) Go to 1.3 Alter/View HAWB(s)

2) Verify accuracy of the data and correct it if necessary

3) Whether or not any corrections have been made, check newly added box "Data checked" at the bottom left section of HAWB screen

4) Save

NOTE 1: Original and corrected values as well as name of the User and date / time of correction(s) can be found in Audit Log in Tab. 4 Other of HAWB.

5) In order to generate a list of checked / not yet checked data, go to 1.3 Alter/View HAWB(s), click on middle icon Advanced Search, enter required criteria - dates, Customer, Agent, etc. then select one of the newly added options at the bottom of the screen in section Shipment: Any, Data checked, Data not checked

6) Save to display a list of HAWB(s) matching selected criteria

NOTE 2: Option will be available from Orbitrax version 16.03.04 (16.3.4) - ready to be deployed.
 
ORBITRAX.WIN 29/11/2020 Releasing Delayed HAWBs 1.7...
Did you know ... that we have added a procedure for allocating Delay Until (current) date from file?

This could be used for allocating Delay Until date for multiple shipments, e.g. in case of Customer asking for several undelivered shipments to be returned or released from On Hold for other reasons and processed further.

Instead of allocating Delay Until date on every HAWB concerned, one by one, xls or xlsx file with HAWBs listed can be uploaded.

In order to allocate Delay Until date from file, follow these steps:

1) Prepare a simple xls or xlsx file with just one column: HAWB numbers. No header is required.

2) Save it on your PC

3) Go to Menu option 1.7.2 Release Delayed HAWB(s)

4) In Advanced Search, select criteria, the usual way

5) On screen "Delayed Shipments", click on icon Import File on the top taskbar

6) Confirm that you want to upload a file

7) Select file from location you save it on your PC and click on Open to start uploading

8) The system will confirm how many records from file have current Delayed Until date allocated for

9) As a result of the above, uploaded HAWB will have current (today) Delayed Until date automatically allocated to them in the 1st column "Delayed Until" (no refresh is required)

10) Continue Release off hold process the usual way

NOTE: Option will be available from Orbitrax version 16.03.04 (16.3.4) - ready to be deployed.
 
ORBITRAX.WIN 23/11/2020 SSR entry on MAWB level - c...
Did you know ... that we have modified SSR entry via MAWB, on request of some Members?

1) As a reminder - SSR entry on MAWB level is a Multi SSR entry, whereby the same SSR is populated across all HAWBs manifested under selected MAWB. For the details, see System News dated 31/01/2014, subject "SSR Entry via MAWB (post-flights)".

2) However, it was brought to our attention recently, that although selected SSRs are allowed to be entered on MAWB level, there is no validation of last SSR on HAWBs concerned and as a result, it sometimes happens that (e.g. by selecting incorrect MAWB by mistake) SSR entered on MAWB level (e.g. SSR 19 "Bags arrived at destination") overwrites PODs on HAWBs.

3) As a result, we have changed the method of allocating SSR entered on MAWB level, by verifying type of SSR on HAWBs.

4) As of now, if User is attempting to enter SSR on MAWB level and if one or more of HAWBs manifested on this MAWB has a Final SSR, the system is giving a message: "One or more shipments have Final SSR. Cannot add SSR to selected MAWB".

5) If above is the case, there is still another method available, better than entering SSR for each HAWB separately:

2.2 Multi SSR Entry
>
Advanced Search
>
Tab. 2 Financial / MAWB / Non-standard
>
enter MAWB number in the field MAWB (bottom left)
>
Save.

This will display a list of HAWBs manifested under given MAWB with last status of each HAWB shown. Then, the User can select HAWBs to enter required SSR for (standard multi-selection is available) and leave out those with Final SSRs already entered.

NOTE: Option is available from Orbitrax version 16.03.03 (16.3.3) onwards.
 
ORBITRAX.WIN 19/11/2020 New set of zips for RU (Rus...
Please be advised that new set of zips / post codes for RU (Russian Federation) are available for deployment.

Zips format has not been changed, but the number of zips / postcodes has been extended from current +/- 4000 to +/- 45000.

However, due to the fact that every company has its own zoning (simple zoning or zone set / zone matrix), CRB / ARB system and tariffs, deployment cannot be done automatically, as it may affect all those elements and consequently also pricing.

Members who are interested in having a new zip set for RU, are requested to contact Beata, who will help to identify whether or not new zips can be downloaded into Orbitrax without any consequences and, if necessary, will help in changing current set up to the new one, with new RU zips.
 
ORBITRAX.WIN 31/10/2020 ESS - Emergency Situation S...
Did you know ... that we have automated adding ESS (Emergency Situation Surcharge) to HAWB?

ESS as a Special Service code (SPS) has been added to Orbitrax already in April, as a reaction to the ESS surcharge applied by some of the integrators due to COVID-19.

Originally, ESS was supposed to be temporary and therefore has been added to Orbitrax as a regular SPS (Special Service) to be added to HAWB manually. However, due to ongoing situation we have been asked by the Members to automate it.

To set up ESS follow these steps:

(A) Basic setup of ESS

1) Make sure ESS is on your Special Service Codes list in 3.9.5.4

2) If it is not on a list, click on icon + on the top taskbar to add it from the "hidden" list of available Special Service Codes

3) Look for a code IEMERGEN with description "Incidental Charge (Emergency Situation Surcharge)" and double click to open it. You can change service code to your own e.g. to ESS. You can also change description

4) Make sure that box "Enabled" is checked.

5) If required, check boxes "Subject to FSS" and/or "Show on SSR screen" (as a reminder - this will show Special Service Code during SSR entry in 2.1)

6) Save and Special Service will be added to the main page of Special Service Codes


(B) Standard Service (STS) setup

7) In 3.9.6 find on a list Standard Service (STS) Code, which should be subject to ESS (some of the services may be excluded from ESS)

8) Double click to open it

9) Check box "Use ESS"

10) Save


(C) SPS rule

11) In 3.9.5.3 set up Special Service Rule by finding Rule SPSESS and matching it with SPS ESS. Make sure that the rule is marked "Active"

12) Save


(D) Setup in Customer File

13) In Customer File 3.3.2, go to Tab. 3 Financial

14) If selected Customer is to be charged ESS, check box ESS

15) Save modified Customer File


(E) ESS tariff entry

16) In 3.9.5.1 enter Customer tariff for SPS ESS in a way you would enter any other SPS tariff

NOTE 1: As a result of the above setup, when shipment is entered (or imported) for given Customer (as set up like in items 13-15 above) with given STS (as set up like in items 7- 10 above), the system will automatically allocate SPS ESS to HAWB (as per SPS rule set up as described in items 11-12 above)

NOTE 2: SPS ESS would automatically apply to both: Customer and Agent. If given Agent is charging ESS, Agent SPS tariff for ESS should also be entered in 3.9.5.2

NOTE 3: Option will be available in Orbitrax version 16.03 (16.3) onwards.
 
ORBITRAX.WIN 29/10/2020 Change in Generate Excel Re...
Did you know ... that on some Members request we have changed the layout /content of xls report generated in Menu option 4.4.9?

Part of the xls file is section with both Customer and Agent pricing. Until now there were maximum 5 columns showing each type of charge other than STS (Standard): SPS (Special Services), XPS (Extra services) and Manual, so maximum of 15 columns (+ additional 15 for currency) for all the charges.

Consequently, even though these are rare cases, if there were more than 5 SPS, XPS or Manual charges entered on HAWB, those values were not showing and summary on the xls report was not matching summary on other reports generated by Orbitrax, e.g. on GPAR (Gross Profit Analysis Report).

Therefore we have made this xls report dynamic in a way that all types of charges (SPS, XPS, Manual) are now shown in as many columns as number of charges entered on HAWB. This means that if there are e.g. 4 SPS charges entered on HAWB, there will be 4 columns with SPS charges shown in xls (+4 columns for currency). If there are 10 Manual charges entered on HAWB, there will be 10 columns shown in xls (+10 columns for currency).

This way, summary on xls report should always reflect complete pricing on HAWB and match summary on other reports generated in Orbitrax.

NOTE: Option is available in Orbitrax version 16.02 onwards.
 
ORBITRAX.WIN 26/10/2020 Change in copying HAWB proc...
Did you know ... that we have slightly changed the procedure of copying HAWB?

For the entire , original procedure, see System News of 29/03/2017, subject "Copying HAWB(s)".

In the nutshell, existing shipment could be copied from a shipment list (by clicking on icon Copy shipment on the top taskbar) with all its details, including Shipper and Consignee adresses, weight, pieces, but also Special or Extra Services, piece(s) reference numbers and Special / Extra / Manual pricing.

As this was causing confusion and required some manual changes to restore original details only, a question "Keep piece reference? Y/N" has been added to the process and neither Special / Extra services nor Special / Extra / Manual pricing is copied over from the original HAWB. New HAWB is copied with and priced solely based on the basic shipment data.

NOTE: Option is available from Orbitrax version 16.02.00 (16.2.0) onwards.
 
ORBITRAX.WIN 16/10/2020 Sending Reminder for unpaid...
Did you know ... that we have recently added a new option of sending reminder for unpaid Manual Invoice (MNI)?

So far Reminder option (sending Reminders by email) worked only for regular Invoices. See System News of 21/05/2020, subject "Reminder for unpaid invoice - sending emails with text of reminder in email body" and of 25/05/2020, subject "New communication in Customer file (invoice reminder)", but we have been requested by the Members to add similar option to MNI.

To generate and send email with Reminder for MNI follow these steps:

1) Go to 4.6.1.1 Manual customer invoices

2) Select period (Month and Year) original Manual Invoice has been generated in and refresh either by clicking on icon Refresh or by pressing F5

3) On the displayed list of MNIs, select (highlight blue) MNI you want to send a Reminder for

4) Click on icon Send (envelope) on the top taskbar. This will open a new window "Send invoice"

5) If communication for electronic sending of E-INV&SPEC (and consequently for MNI) has been set up in Customer File 3.3.1 Tab. 4 Communication, emails addresses of the recipients will be prompted. Click on + to add them to the list of recipients for MNI from the list of set up recipients. However, if required, it is also possible to enter any other email address manually

6) Check box "Reminder"

NOTE 1: If you do not check box "Reminder", originally sent MNI with standard text of email will be resent to a Customer.

7) Click on Save to place email with the Reminder in the Orbimail queue

NOTE 2: Text of email with the Reminder for MNI is identical to the text of Reminder for regular INV.

NOTE 3: Option will be available from Orbitrax version 16.03 (16.3)
 
ORBITRAX.WIN 24/09/2020 Delayed warehouse in - 1.7....
Did you know ... that we have added an option of scanning in shipments to be Delayed (put On HOLD) using specific locations?

This System News concerns scanning in and is a continuation of System News dated 04/09/2020, subject "Delayed (shipments) warehouse locations (NEW)".

The purpose of using this option is being able to scan shipmen(s) in and allocating them at the same time to a specific / selected location in Delayed (On HOLD) shipments warehouse.

To scan shipments to be delayed (put On HOLD) into a selected location, follow these steps:

1) Go to Menu option 1.7.6 Delayed warehouse in. A new window Warehouse Hold - Stored Shipments will open

2) The list displays all scanned shipments/pieces for selected dates. By default current date is displayed.

3) Click on + to start scanning in

NOTE 1: The following elements on screen are mandatory: Location, On HOLD category and HAWB. Delay up to is optional.

NOTE 2: If you attempt to scan in shipment / piece, which has been already scanned into another location, there is a warning message: "Shipment already in location XYZ" and there is an option of reallocating scanned HAWB to a desired location.

4) After scanning in has been finished, click on down arrow icon to close window

5) As a result of the above, scanned in shipments will get status 17 Shipment received, will be delayed (put On HOLD) with selected category and, in the next step, will be ready to be scanned out from selected location.

NOTE 3: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 16/09/2020 Injecting Delivery Agent HA...
Did you know ... that we have added a new Menu item 7.3 for injecting of Delivery Agent HAWBs numbers from xls or xlsx files?

Agent HAWBs are usually known before the manifest data is transferred to the Agent, then may be used for importing of tracking info.

Sometimes they are however known only when invoice is received from the Agent and if shipments are billed not by our, but by Agent HAWB numbers, injection of Agent HAWBs is necessary in order to perform automatic PTR invoice checking e.g. from a template. For this reason, there are 2 options in PTR template (4.1.5) available - hawb and agent_hawb.

In order to inject Agent HAWB Reference numbers follow these steps:

NOTE 1: There are only 2 columns required: (our) HAWB and Agent HAWB and as per info displayed, 1st column is our HAWB, 2nd column is Agent HAWB reference.

1) Go to Menu option 7.3 Import Agent HAWB References

2) In field Import type select either Import from XLS or Import from XLSX

3) In field Agent, enter Agent Code (or select from the drop down list)

4) In field File type 1, select xls / xlsx from where it was saved on your PC

5) Save to start importing the file

6) When injection is completed, there will be a message displayed with number of Agent HAWB References injected

7) To see / print Agent HAWBs References not injected and the reason why (usually - "Number already in the system"), click on one of the following icons on the top taskbar: either Preview or PDF to save a report as pdf or Print to print a report on a printer.

NOTE 2: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 11/09/2020 Shipment data source
Did you know ... that we have added detailed description of shipment data source in SSR log in 2.1?

So far internal log DR (Data recorded) was either "Manual Entry" or "Shipment Imported", but in case of "Shipment Imported" there was no indication of the source data was imported from.

As far as Orbitrax user is concerned, the most important thing is that shipment data has been imported, but in case of any irregularities in imported data, it is always helpful to know what was the exact source of it.

1) While "Manual Entry" remains the same, "Shipment Imported" has been extended to the following options:

- Orbitrax import - when shipment data has been imported from Orbitrax of another company / WQXS Member

- Interface import - when data has been imported by interface set up by us (CDT)

- Web entry - when data has been received as a result of HAWB entry by Customer on the website

- File import - when data has been injected from external file (from xls based on a template or any other pre-defined format in 7.4)

- Web service import - when shipment data has been imported by web service based on WQXS API (not to be confused with Web entry)

2) In addition, Manual Entry and File import also indicates the user who either entered shipment manually or injected the file.


NOTE: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 04/09/2020 Delayed (shipments) warehou...
Did you ... know that we have added warehouse location for Delayed shipments (ON HOLD) as well as scanning in and out of those Delayed (shipments) locations?

(A) Usually, HAWBs are stored in ON HOLD area by the last digit of HAWB and so far it seemed to be sufficient.
However, while working on a project for one of the Members, we realized that it would be useful to create locations in ON HOLD area, to allow even easier identifications of delayed (put ON HOLD) shipments and that in some cases scanning into and out of these locations would speed up operations.

(B) Creating / using location and scanning in and out in conjunction with those location is meant to help organizing shipment put ON HOLD, but it is NOT mandatory. Members who prefer using current way of moving HAWBs to Delay File 1.7.1 and Releasing from Delay File 1.7.2 can continue doing so.

(C ) Locations can be created e.g. per Customer (or Group of Customers), per Project or per Product.

(D) In our example, all shipments received from one Customer are sent to one, specific country, but require "green light" from the delivery Agent, before they can be sent out. Therefore they all have to be scanned into a specific, created location, stored and scanned out when they are good to go. Mixing them with all other delayed (ON HOLD) shipments would make no sense, therefore a specific location + scanning into this location + scanning out of this location seems to be a better option.

(E) Entire Delayed (ON HOLD) warehouse new process is composed of three steps:
- creating locations
- scanning in
- scanning out

(F) To create Delayed (shipments) locations follow these steps:

1) Go to 1.7.8 Delayed locations

2) Click on + to add a new location (9 characters are available)

3) Save

Shipments can be later scanned into and scanned out from selected location, what will be described in the next System News.

NOTE: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 31/08/2020 Additional filtering by Ser...
Did you know ... that we have added an extra filtering on Customer(s) and Agent(s) tariffs screen, by Standard Service Code (STS)?

This is for ease of reviewing and modifying the details of certain tariffs, without having to look for a specific tariff amongst hundreds or thousands of tariffs with other service codes.

One of primary filtering fields in 3.9.1.2 (Alter Agent Tariff) and 3.9.2.2. (Alter Customer Tariff) is also "Tariff Service", but this only displays tariffs with just one service code. Sometimes it is necessary to compare the details of tariffs entered for other service codes. This is why we have added additional filtering on screen.

To filter tariffs by service code, follow these steps:

1) Go to menu option 3.9.1.2 (Alter Agent Tariff) or 3.9.2.2. (Alter Customer Tariff)

2) Use any filter of your choice: by Account, Tariff Code or Tariff Reference

NOTE 1: If you use filter by Tariff Service, then extra filter on screen will be irrelevant, as tariffs with only one service code will be displayed.

3) Underneath the top taskbar you will see an extra filter "Service", where you can choose a service code by using drop down list of service codes and their descriptions. Select desired service code and the list of tariffs with only selected service code will be automatically displayed

NOTE 2: Due to the fact that, unlike in case of Customers, there is an option of entering Agent Tariff for all services, some Agents tariffs show service code "Any". Those tariffs will be displayed regardless service code selected in filter "Service".

NOTE 3: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 26/08/2020 Removing imported invoice f...
Did you know ... that we added an option of deleting imported file from PTR screen? (as a reminder: PTR = Purchase TRading invoice).

Since we added an option of electronic PTR checking from a template (see System News "Electronic PTR checking from xls template" dated 20/04/2020), we had numbers of requests to remove imported files. This has been mainly caused by incorrect formatting of xls injected by the Users.

Because until now imported files could only be removed directly from the database (what could be done only by us - CDT), we decided to add an option of deleting imported file, so that the Users can delete these imported files themselves.

To delete imported file:

1) Go to Menu option 4.1.1 Purchase Checking

2) Select accounting period "From month" and "To month", then check option "Not checked" to reduce number of displayed PTRs

3) Press F5 or icon Refresh on the top taskbar to refresh displayed list of PTRs

4) Find and highlight blue PTR you want to remove imported file from

5) Double click on highlighted PTR or click on icon Open on the top taskbar to open window with PTR booking details

6) There is a new icon "Delete" added on the top taskbar, between icons "Import invoice" and "Refresh" in form of a red cross

7) To remove imported file, click on this icon and answer Y to question "Do you want to delete imported invoice?"

8) After invoice file has been deleted, correct the file, import it again into Orbitrax in menu option 4.1.5 "Import invoice from file" and import it into a specific PTR in 4.1.1.

NOTE: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 21/08/2020 Multi SSR entry option adde...
Did you know ... that on request of the Members we have added an option of Multi SSR entry to the Release Delayed HAWB(s) screen in Menu option 1.7.2?

As a reminder - moving HAWBs to Delay File in Menu option 1.7.1 Delay HAWB(s) is temporarily excluding HAWBs from manifesting (for whatever reason - damaged, deliveries spread over several days, improperly packed, missing paperwork, stopped by the shipper, etc.) until such time shipments can be released, means either manifested to the final destination or returned to sender.

Option of Multi SSR entry added to Release Delayed HAWB(s) screen allows to quickly advise Customer / Shipper of updated status of shipments being previously "Delayed" (put on Hold) and now released, e.g. SSR 70 Shipment returned.

To use Multi SSR entry option in Release Delayed HAWB(s) screen follow these steps:

1) Go to 1.7.2 Release Delayed HAWB(s)

2) If necessary, filter displayed data by choosing (Delayed) Category at the top left corner of the screen, then sort by clicking on one of the headers: Delayed Until, HAWB, Customer Ref, Zip Code, Town, SSR Code, SSR Description, Agent, Data received, Delayed Date, Delayed By or Pickup Date

3) On the displayed list of delayed HAWBs, mark blue HAWBs you want to enter Multi SSR for, by usual selection methods: Shift (hold)+left mouse click to mark block of HAWBs or Ctrl (hold)+ left mouse click to mark single HAWBs on the list of shipments

4) When HAWBs have been marked blue, click on icon M-SSR on the top taskbar

5) Enter SSRs the usual way and SSR will be populated across all selected HAWBs.

NOTE: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 19/08/2020 Extended length of Agent HA...
Did you know ... that we have extended the length of the field of Agent HAWB in Excel template?

We have been informed by a few Members, that some of their Agents have their HAWB numbers longer than 15 characters, which are known at the moment of xls injection in Menu option 7.4 Import shipments from external files and we were therefore asked to extend the length of Agent HAWB field in Excel template.

Template generated by clicking on icon xls will now have field "shipment_agent_hawb" extended from 15 to 30 characters (column AD).

This column is formatted as text and is alphanumeric. Value from this field is then imported into field of Agent HAWB in HAWB screen.

NOTE: Option will be available in Orbitrax version 16.02 (16.2) onwards.
 
ORBITRAX.WIN 31/07/2020 New structure of Customer p...
Did you know ... that as a result of popular demand by the Members, we have changed the structure of Customer pricing breakdown shown in Shipment Pricing info?

Members have requested to have full pricing breakdown, including VAT, to be shown in Shipment Pricing info, to match what was always shown in Shipment Quick Quote 2.8.

To see full shipment breakdown on Shipment:

1) Go to 1.3 Alter / View HAWB(s)

2) Got to Tab. 3 Pricing

3) In the bottom section "Totals (local currency)", in part "Customer" you will now see complete pricing breakdown as follows:

- Total

- Discount

- FSS (Fuel & Security Surcharge) - amount

- FSS (Fuel & Security Surcharge) - %

- Total after discount

- VAT (not shown in Pricing info before)

- Total inc. VAT (not shown in Pricing info before)
 
ORBITRAX.WIN 30/07/2020 Linehaul Tariff entry 3.9.3.1
Did you know ... that you can enter linehaul tariff for linehaul Agent and have this cost split between all shipments manifested on selected flight / route?

Linehaul tariff can be entered for any type of linehaul: air or road, whenever linehaul cost is involved.

To enter linehaul tariff, follow these steps:

1) Go to 3.9.3.1 Enter Linehaul Tariff

2) Enter linehaul Agent Code

3) Route can stay blank, assuming the same rate applies to all flights /routes from the same origin to the same destination by the same linehaul Agent

4) Enter Origin Gateway and origin Country code

5) Enter Destination Gateway and destination Country code

6) Enter Tariff Active From and Expiry dates. If you do not know when will the tariff cease to apply, enter 01/01/2100

7) Save

8) Type of charge can be either Weight (per kg) or Bag (per bag), however if you enter tariff Weight per kg, you can still apply bag rate
on top of it

9) Select tariff currency

10) Enter tariff description, e.g. Sovereign BRU - AMS

11) Save

12) Enter Bag rate if applicable

13) At the bottom part of the screen, which is actual tariff entry section, click on +, what will open tariff entry screen

14) In box Weight enter 99999,99, what stands for up to "any weight"

15) In box Basic enter kilo rate

16) In Box First/kg enter 1, which is 1 (one) kilo

17) In Box Add enter additional rate per kilo

18) In box Per/Kg enter 1, which is 1 (one) kilo

19) The above 14) - 18) can be read as: up to any weight (like in item 14) we are paying rate per 1 kg like in item 15) for 1st kilo and additional rate per kg like in item 17) for each additional 1 kg

20) Save

NOTE 1: Obviously there may be weight breaks if different rates apply depending on weight, then instead of Weight 99999,99 you enter e.g. 100, next weight break e.g. 500, and different rate per kg. Last weight must always be 99999,99, like in case of any other tariff entry. Rates may also be with or without minimum. If this is the case, you put minimum amount in the box Basic and add rate per kg to it.

NOTE 2: As a result of above entry, if you enter MAWB in 1.10.1 for a given flight, linehaul cost will be calculated automatically and can be seen in MAWB 1.10.1, Tab. 2 MAWB Costs / Note.

NOTE 3: Linehaul (and Handling charges) are added up in MAWB and the total charge is divided between HAWBs manifested on this MAWB in proportion to their weight, means the heavier the shipment is, the bigger part of Linehaul charges it absorbs.
This Linehaul (+ Handling) cost is shown as one element "Linehaul" in HAWB pricing info (Tab. 3 Pricing) on HAWB screen and is of course reducing margin on HAWB.
 
ORBITRAX.WIN 26/07/2020 Option of not pricing and i...
Did you know ... that there is an option in Orbitrax of NOT pricing and invoicing Pickup Orders to Customers?

This option should be used ONLY if pickup price is included into a shipment price and should not be billed separately.

To activate this option (see VERY IMPORTANT NOTE below), follow these steps:

1) Go to Depot File 3.7

2) Got to Tab. 13 Invoice

3) In section Disable zero-priced Customer charges check box "Do not price and invoice Pickup Order"

4) Save

NOTE: If this box is checked and option activated (see VERY IMPORTANT NOTE below), Pickup Order pricing in Tab. 3 on Customer side will show Invoice status "Disabled" and it will not appear on Invoices to Customers. Therefore Pickup Orders, in this case, will be used only for Agents / Drivers pricing, for sending Pickup Orders to MOBs of the drivers and controlling them in Dispatcher Module 6.4 and on MAP.

VERY IMPORTANT NOTE: Checking box "Do not price and invoice Pickup Order" in Depot File 3.7 Tab. 13 Invoice is NOT enough to activate this option. We (CDT) have to activate it in the database, as per tooltip "Indicates if pickup orders are priced and printed on invoice. TO CHANGE PLEASE CALL CDT".
 
ORBITRAX.WIN 21/07/2020 Fix scanned HAWB number - 3...
Did you know ... that there is a way to set format of the barcodes to scan shipments in Menu option 1.13.9 Warehouse Customer Inbound?

Some Customers have specific barcodes and in order to scan them in option 1.13.9 Warehouse Customer inbound, a setup for scanning those barcodes can be done in Customer File.

To set up format of the barcodes, follow these steps:

1) Go to Customer File 3.3.2

2) Go to Tab. 8 Other

3) Go to section Fixed scanned HAWB number

4) Available options are:

(a) The simplest option Remove last digits from scanned HAWB, has been already described in details in the System News of 26/05/2019 - Subject: "Cutting off last digits of barcodes (Scan in)". Basically, in this option, you should select number of digits to be removed during scanning in - it is useful in case of piece number added to HAWB barcode.
For example: HAWB 12345601, where 01 is a piece number (possibly followed by 02,03,04 etc.) would scan only 123456

(b) Position of first digit from scanned HAWB number (select position) - if scan of a barcode should start at certain position. For example: If position has been set at 3, HAWB 123456 would be scanned from 3rd digit, so 3456

(c) Number of digits from scanned HAWB number (select number of digits to scan). For example: if it has been set as 5, HAWB 123456878 would be scanned as 12345 (first 5 digits).

NOTE: If shipments of a Customer have to be scanned in, but there was no specific barcodes scanning setup in Customer File Tab. 8 Other, there is still an option for selecting one of the above in the scanning session window in 1.13.9. However, setting it up on Customer level like in items 1-4 above, prevents the user from always selecting a proper option in scan session window of 1.13.9
 
ORBITRAX.WIN 30/06/2020 Pickup Note on HAWB transfe...
Did you know ... that Pickup information entered on pre-entered single HAWB from which Pickup Order is made, is automatically transferred to this Pickup Order and later sent to the MOB of a driver this Pickup Order is allocated to?

Here is how to do it:

1) Go to 1.2 Pre-Enter HAWB(s)

2) After completing HAWB details in Tab.1 Main, go to Tab. 2 Manifest

3) In the bottom field Pickup information, enter a note with pickup instruction / additional info for a driver

4) Save (or Apply to save, but keep HAWB screen open)

5) Click on icon Pick on the top taskbar to open Pickup Order Properties (editor screen). Select Pickup service, if you are asked to do it

6) Note entered in Pickup information field on HAWB is automatically transferred to the Note field on Shipper part of a Pickup

7) When a Pickup Order is allocated to a driver, Pickup information entered on HAWB and then transferred to Pickup Order as Note is transferred to MOB of a driver.

NOTE: Max length of text transferred to MOB of a driver is 560 characters.
 
ORBITRAX.WIN 29/06/2020 Text of email with manifest...
Did you know ... that (on request of a Member) we have added text of email for sending manifests?

So far the only text was "See attachment in PDF (or XLS) format". Now, the Company will be able to define its own text of email body.


To set it up, follow these steps:

1) Go to Menu option 3.9.A.2 Language translations. This will open a window "Language definition"

2) Select language (DEFAULT = English)

3) From drop down list "Group" select option MAIL

4) Highlight Var (variable) I_man_text

5) In bottom left section "Default text" you will find text suggested by a Member who requested adding this option:

"Please find attached our manifest.

We kindly request you confirm arrival of the material and inform us A.S.A.P. of any discrepancies (missing shipments or pieces).

Outside business hours, for urgent matters please contact (space for name + email address) or dial (space for telephone number) .

Kind regards"

6) You can modify this text as per your own needs, by adding it to the bottom right window "Text in selected language"

7) There are 350 characters available and a counter will show you number of characters left

8) Save modified "Language definition".

NOTE: Option will be available from Orbitrax version 16.2 onwards.
 
ORBITRAX.WIN 26/06/2020 Setting up default service ...
Did you know ... that you can set up default service code for registering Pickup Order by F12 or in Menu option 6.1?

This will help to speed up process of registering Pickup Order, instead of selecting a required service code from a long list of all available service codes.

In order to set up default service code for Pickup Order, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Go to Tab. 3 Financial

3) Click on button "Services of Customer"

4) Click on +. This will open a new window "Customer services"

5) In box Service, select service code, which you want to always automatically appear when Pickup order is created

6) Click on option "Default for pickup job"

7) Save

8) Save modified Customer File

As a result, service code set up this way will automatically appear in Pickup screen, when Pickup is created by F12 or in 6.1 or when Pickup is created from shipments list 1.3 > Advanced Search, by option PICK.

NOTE: If there are more than one service code set up in Customer File as described above, a list of all those service codes will be displayed, but service code which has been set up as default, will always be highlighted, ready to be selected by Enter.
 
ORBITRAX.WIN 24/06/2020 Creating Pickup Order from ...
Did you know ... that you can create a Pickup Order (to be later sent to a MOB of the driver) from a single or multiple shipments?

NOTE 1: Shipments to create Pickup Order for must be on status pre-entry, means they cannot be received (yet) / have SSR 17 Shipment Received


(A) Creating Pickup Order for a single HAWB

1) Go to 1.3 Alter / View HAWB(s)

2) Enter HAWB number

3) On the top taskbar, click on icon Pick (Save and make pickup order). This will open pickup editor screen, where number of pieces is 1 and weight equals dead weight of HAWB

NOTE 2: Icon Pick is blocked for HAWB, if Status flag of this HAWB is "Received"


(B) Creating Pickup Order from multiple HAWBs

4) Go to 1.3 Alter / View HAWB(s)

5) Click on the middle icon Advanced Search (binoculars)

6) Enter the criteria to display a shipments list (dates range, Customer etc.)

7) To narrow your criteria, make sure that option "Not received" in section Status flags is checked

8) Click on Save to display a list of shipments matching criteria you entered

9) On a display list, mark blue HAWBs you want to create Pickup Order for, by usual selection methods: Shift (hold)+left mouse click to mark block of HAWBs or Ctrl (hold)+ left mouse click to mark single HAWBs on the list of shipments

10) When all required HAWBs have been marked blue, click on icon Pick (Create pickup order for selected shipments). This will open pickup editor screen, where number of pieces equals total number and weight equals total (dead) weight of all marked shipments.


(C) The following warning / error messages may appear during the process:

11) "Cannot complete Shipper address/ name. Please check shipper address and name" - this may appear in case of different shippers on HAWBs marked

12) "Invalid selection: Different Customers" - in case marked HAWBs are from different Customers

13) "Invalid selection: Shipments linked with Pickup Order" - in case one or more HAWBs have been already linked with a Pickup Order

14) "Invalid selection: Shipment Status Received" - in case when status of one or more marked HAWBs is Received (SSR 17 Shipment Received) and NOT pre-entered (status Data Recorded).
 
ORBITRAX.WIN 30/05/2020 Validating SSRs before send...
Did you know ... that certain, selected SSR codes can be temporarily put on hold for verification by Customer Service, before they are sent to Customers?

This should be used in case of "sensitive" SSRs, such as 80 "Confirmed lost shipment" or financial SSRs, in particular of 83 "Accounting info for Customer", as conveyed message often contain sensitive financial info received from the Agent.

To mark certain SSR code as to be always verified, follow these steps:

1) Go to Menu option 3.10.1 SSR Setup. Make sure that displayed set of SSRs are in SSR Group as shown in Customer file 3.3.2 Tab. 4 Communication, field SSR Group. Otherwise change it in the field SSR Group at the top left corner

2) Scroll down and find SSR you want to change settings for

3) Double click on it to open a new screen SSR Code Properties

4) In section "Send option" check box next to option "Check"

5) Save

6) As a result of the above, if any such SSR is received from the Agent for Customer who is in selected SSR Group, it will be automatically placed in 2.4.1 Check Unapproved Logs with status "Check", to be verified.
In there, by clicking on the top left icon "Change status of selected logs" the user can change status to Send, Full Send (Subject + text), Lock or Error.

EXAMPLE:
Agent ABCBRU is sending to its Customer XYZLHR SSR log 83 "Accounting info for Customer" with text: "2nd delivery - 4,00 EUR". If SSR 83 was at XYZLHR on status Send, then the message to the Customer would be sent with original text "2nd delivery 4,00 - EUR".

But Customer of XYZLHR is billed in GBP, so if XYZLHR followed the above procedure, it would give itself a chance to Lock SSR 83 in 2.4.1, replace it by "2nd delivery - 3,50 GBP" and send it with changed text, so that Customer would receive a message with pricing in their billing currency.
 
ORBITRAX.WIN 28/05/2020 Copying communication in Cu...
Did you know ... that in case of multiple recipients of various communications in Customer or Agent file, there is an option of copying existing communication instead of entering a new one?

The option has been added in order to save time on selecting already existing options from the list of available communication functions.

In order to copy communication, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Go to Tab. 4 Communication

3) Assuming, this is first communication you enter, click on + to add it

4) From a drop-down list, select communication Function, e.g. SSR (it is located at the bottom of the list)

5) Select Output e.g. EMAIL

6) Enter email address of the recipient

7) Save and you will be moved to the list of all set up communications

8) To copy communication, click on icon "Copy record", right in the middle of the top taskbar

9) Change only the element that needs changing e.g. email address of the recipient

10) Save

NOTE: Identical rules apply to copying Agent / Driver communication in Menu option 3.1.2 Alter Agent
 
ORBITRAX.WIN 25/05/2020 New communication in Custom...
Did you know ... that we have recently added a new function E-INV&SPECS REMINDERS to Customer communication?

Procedure of generating unpaid invoice reminder has been described in the System News of 21/05/2020 (Subject: Reminder for unpaid invoice - sending emails with text of reminder in email body), however we have been asked to add extra communication if a reminder has to be sent to other recipient / email address than original invoices.

The option was partially available before, as invoice could be re-sent to any email address, but to save time on manual typing of email address, a dedicated communication has been added.

To set email address(es) specifically for invoice reminders, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Go to Tab. 4 Communication

3) Click on + to add new communication

4) From drop down list Function select E-INV&SPECS REMINDERS

5) Select output EMAIL

6) Enter EMAIL address of the recipient of reminders

7) Save

NOTE 1: If multiple email addresses should be entered, do not use"," (comma) or ";" (semicolon) to separate them. Instead enter a new communication. Alternatively, you can use option Copy from all communications list (icon "Copy record" on the top taskbar), to avoid full entry of a new communication and instead fill in only e.g. email address of a new recipient

8) As a result of the above setup, when resending invoice, email address(es) set up for reminders will be shown on top of a list of email addresses to select from.

NOTE 2: Setting up E-INV&SPECS REMINDERS is not mandatory. If E-INV&SPECS REMINDERS have not been set up, reminders can still be sent to default INV email addresses.

NOTE 3: Option will be available in Orbitrax version 16.01 (16.1) onwards
 
ORBITRAX.WIN 21/05/2020 Reminder for unpaid invoice...
Did you know ... that there is an option in Orbitrax of sending emails to Customers with text of reminder in email body (for selected, unpaid invoices)?

Previously, invoices could be resent by using simple Send (envelope icon on the top taskbar) option to the recipients defined in Customer File, Tab. 4 Communication, functions dedicated to sending invoices in pdf and various formats of specifications, but no reminder text was included in an email.

To resend INV & specs with text of reminder in email body, follow these steps:

(A) INV reminder text

1) Go to Menu option 3.9.A.2 Language translations

2) Select Language (DEFAULT=English)

3) Select Group MAIL

4) In column Var find I_mail_resent and in the window Text In Selected Language, enter text of the reminder (there is up to 2000 characters available)

EXAMPLE:

Dear Sir / Madam,

Until today, we still did not receive your payment for the enclosed invoice.

We kindly, however urgently, request you to arrange payment for this overdue invoice to our account.

If the invoice has been settled in the meantime, please accept our apologies and disregard this reminder.

Please respect our payment terms for all future invoices.

We remain, yours sincerely,

5) Save


(B) Sending INV with reminder text in email body

6) Go to 4.2.8 Re-print confirmed invoices

7) Search for INV you want to send reminder for by selecting option by Number

8) Click on icon Refresh or press F5

9) When invoice (or list of invoices) appear on screen, highlight INV you want to send a reminder for and click on icon Send (envelope) on the top taskbar

10) "Do You Want To Send All Invoices From The List?" - answer depends on how many invoices are displayed. If more than just the one you want to send e reminder for, answer No

11) "Do You Want To Send Invoice To The Default Email Address?" - default email addresses defined in Customer File, Tab. 4 Communication, for sending INV & specs. If you answer Yes, invoice will be immediately sent to those email addresses, but WITHOUT reminder text in an email. If you answer No - you will be moved to the next window

12) If your answer was No, you are moved to the new window "Send invoice", where you can either type a new email address or (still) select default emails addresses (one or more) from the list, by clicking on +

13) To send an email with reminder text as described in item 4) above, check box "Reminder", below email addresses section, then Save. Email with copy of INV and specs, as indicated in the files selection section, will be immediately sent to Orbimail queue and further to the Customer.


NOTE: We are in the process of adding a new Communication function specially for INV & specs reminders, where yet another email address can be added. This will be included in the next Orbitrax version 16.01 and there will be a separate System News about this new functionality.
 
ORBITRAX.WIN 30/04/2020 Report for Summary of selec...
Did you know ... that following additional request regarding System News dated 14/04/2020 (Subject: Summary of selected Manifests or Delivery Sheets), we have added a printable Report of selected Manifest / Delivery Sheets?

To print a report, follow these steps:

1) After you selected Manifests or Delivery Sheets either in 1.6.2 Re-Print Manifest or in 1.6.6 Re-Print Delivery Sheet and you clicked on icon SUM (next to dates selection), on top of displayed summary of shipments and dead weight, you will see a question "Do you want to print a report" Y/N

2) Upon response Y, the system will prompt a location to save a file in pdf format

3) Names of the files are also prompted: it is either manifest_summary.pdf or delivery_sheet_summary.pdf

4) If your pdf reader has been set up to automatically open the files upon saving, the file will open automatically. Otherwise you should open the file(s) from their location

5) Report contains the following info (one line per Manifest / Delivery Sheet): Date upto, Agent, MAWB (number), Flight, Weight (dead) and Shpt .The bottom line shows total weight and total number of shipments.

NOTE: Option will be available from Orbitrax version 16.01 (16.1) onwards, to be released next week (19th)
 
ORBITRAX.WIN 28/04/2020 Search in Distance Table - ...
Did you know ... that we have recently added a new Search option in the Distance Table?

This is in order to enable quick search for required origin and / or destination, as in some cases Members have tens of thousands of records in the Distance Table.


To search for a distance, follow these steps:

1) Go to Menu option 3.8.5 Distance Table

2) At the top part of the screen, under the taskbar, there are fill in fields: Zip From, Country From, Zip To, Country To

3) Filling in all those fields is not mandatory, however the more fields are filled in, the more accurate result(s) is/are displayed


Examples:

a) Search: Zip From blank, Country From BE, Zip To blank, Country To AT + icon Refresh (or F5) will display all distances from Belgium to Austria

b) Search: Zip From 1000, Country From blank, Zip To blank, Country To blank + icon Refresh (or F5) will display registered distances to ANY destinations from all origins with zip 1000, e.g. in 1000 BE, 1000 LU, 1000 AT etc.

c) Search: Zip From 1040, Country From BE, Zip To 75018, Country To FR + icon Refresh (or F5) will display either exact result or result within the range, if the distance has been entered for range of zips, e.g. for 1000 - 1210 BE and 75000 - 75999 FR

4) To start a new search, click on the button "Clear"


NOTE: Option is available from Orbitrax version 16.0 onwards
 
ORBITRAX.WIN 26/04/2020 Setting Customer tariffs or...
Did you know ... that in order to avoid creating huge tariffs for just one Customer, you can allocate multiple tariffs codes to the Customer File and use them as per set order?

EXAMPLE: Customer ABCXYZ0000 had a specific tariff entered for EU destinations (lets assume tariff was entered with a code ABC). All other destinations should be priced as per worldwide standard tariff (lets assume tariff code is WORLD).

In order to avoid copying tariff with a code WORLD into tariff ABC, except EU destinations, there is an option of adding both tariffs to a Customer File of ABCXYZ0000.

In order to make both tariffs apply, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab. 3 Financial

2) In the bottom section Tariffs, click on + to enter 1st tariff code (in our example it would be ABC) and Save

3) Click on + again to add the 2nd tariff code (in our example it would be WORLD) and Save

4) If you entered tariff code WORLD first and ABC next, use arrow icons Move Up or Move down, to set required order. In our example tariff code ABC should have Order 1 and tariff WORLD should have Order 2

5) As a result, despite the fact that EU destinations are included in both tariffs - shipments to EU will be priced as per tariff ABC, since it has a priority over tariff WORLD (Order 1 has a priority over Order 2). All other destinations will be priced as per tariff WORLD

NOTE 1: Option is perfect in case of Customers having specific rates / tariffs for domestic services, but common ones for international ones (or vice versa, depending on a profile of your Company).

NOTE 2: You can allocate 20+ different tariffs codes to a Customer File, but usually allocating 2-4 of them in a proper order is sufficient enough.
 
ORBITRAX.WIN 20/04/2020 Electronic PTR checking fro...
Did you know ... that we have added a template in xls for electronic checking of PTR, what enables costs control and ultimately issuing automatic CRQ (Credit ReQuest) to the Agent(s)?

As a reminder - PTR stands for Purchase Trading invoices (invoices from your Agents).

The aim is to be able to electronically check every PTR, without us (CDT) having to develop and add to Orbitrax a separate module for checking PTR from a specific Agent, what is always time consuming.

Electronic PTR checking is a comparison between Agent charges (based on Agent tariffs entered in Orbitrax) and Agent charges imported from the file. Charges which are matching, are automatically checked. Charges which are not matching (Undercharges or Overcharges) can be a result of incorrect Agent tariff(s) entered in Orbitrax. Overcharges can also be a result of incorrect billing by the Agent and as such should be a subject to CRQ (Credit ReQuest). CRQ can be automatically generated and electronically sent to the Agent (by email, directly from Orbitrax).

NOTE 1: This feature has been added as an integral part of PTR module and can be used ONLY if a Company is booking PTRs in menu option 4.1.1 Purchase Checking. The detailed procedure of booking PTRs has been prepared already in 2008 and can be downloaded as a file "Purchase Invoice (PTR) Checking Procedure (option 4.1) (BEP - 19/02/2008) (PDF)" from our website > Members Area > Downloads. Alternatively, please contact Beata who will provide you with this file.

To create a file based on the xls template and import it, follow these steps:

1) In 4.1.5 click on icon Xls template and save it. It is a very simple template with only 2 columns mandatory - HAWB (or Agent HAWB) and charge (total charge excl. VAT and FSS). Other columns are not mandatory, however you can complete them as well, if you prefer checking discrepancies based on the template and not original file. First line in the template is just to show how the columns should be formatted. It can be removed before import or it can stay there as it will not be imported

NOTE 2: Fill in either HAWB or Agent HAWB, never both

2) Copy values (HAWB and charges) from original file received from the Agent - xlsx, csv, txt, even pdf and paste it to the template, column by column

3) Once completed - save the file as Excel 97-2003. Bear in mind, that higher Excel versions have some difficulties in saving a file as Excel 97-2003, so it is always safer to use LibreOffice to do it. LibreOffice is a shareware (free) application (MS Office kind of equivalent), which can be downloaded from: https://www.libreoffice.org/download/download/

4) Some advice regarding creating and formatting of data in xls:

- remove any special characters in HAWB numbers (or Agent HAWB numbers)
- in column "charge" put total charges, excluding VAT and FSS
- format column HAWB (or Agent HAWB) as text
- do not include any totals (if any) from the bottom of original file

5) Go again to 4.1.5 and in 4.1.5 select Import type TEMPLATE - file type xls

6) Selecting TEMPLATE - file type xls activates box "Agent HAWB". Check this box ONLY if the file you are injecting contains Agent HAWB. If it contains your own HAWBs - do not check it

7) Import file from its location

8) Enter Invoice number, invoice date, Agent Code and invoice currency - exactly like it was booked in 4.1.1 Purchase Checking

9) Click on Save to start importing the file

10) If file has not been properly formatted or, if some records are missing - you can see some errors during file import. In order not to stop the transfer, we allow clicking on OK, so that the transfer can continue, despite some errors

11) At the end of the transfer there is an option of printing a report with a list of HAWB not imported (e.g. not found in Orbitrax)

12) Template can be corrected and imported many times, before its final version is imported into PTR itself in 4.1.1 Purchase Checking

13) In 4.1.1, find required PTR. Select FSS option "Without FSS"

14) Import the file into PTR by clicking on icon "Import invoice"

VERY IMPORTANT!!! Importing the file may change the amounts of originally (manually) booked PTR, so before you import it, make a screenshot, as after invoice has been imported, you will have to restore originally booked PTR amounts / VAT codes, etc.

NOTE 3: This option is very useful and, potentially, serious costs saving due to identifying incorrect billing by the Agents, but using it may require some more guidelines. If you need any assistance, please contact Beata, who will talk you through the entire procedure.

NOTE 4: Option is available from Orbitrax version 16.00.11 onwards.
 
ORBITRAX.WIN 14/04/2020 Summary of selected Manifes...
Did you know ... that we have added a feature whereby selected manifests summary can be displayed with just one click?

This may be useful for creating Multi MAWBs (Master / Child MAWB linked together) or in any other cases when the user needs to see a summary of selected Manifests or Delivery Sheets, as the same principle applies to both.

In order to view selected Manifests or Delivery Sheets summary, follow these steps:

1) Go to 1.6.2 Re-Print Manifest or 1.6.6 Re-Print Delivery Sheet

2) Select dates From and To and click on Refresh icon or press F5

3) When screen is refreshed and Manifests or Delivery Sheets displayed, use keys combinations Ctrl+left mouse click to mark single Manifests or Delivery Sheets on the list or Shift+left mouse click to mark block of Manifests or Delivery Sheets

4) When required Manifests or Delivery Sheets are marked, click on icon Sum (next to Dates selection) to see a summary of total dead weight and number of shipments for all marked Manifests or Delivery Sheets.

NOTE: Option is available from Orbitrax version 16.00.10 (16.0.10) onwards.
 
ORBITRAX.WIN 27/03/2020 New Special Service (SPS) C...
Did you know ... that in last few days some of the transport companies decided to apply Emergency Situation Surcharge (ESS) as a result of additional transport costs resulting from the coronavirus crisis?

In order to be able to book this cost in Orbitrax, as well as apply these charges to Customers (at cost or higher), we have added a new Special Service code to the central database, which is now available in your Orbitrax for activation and SPS tariffs entry.

In order to activate new SPS it and use it for the tariff entry, follow these steps:

1) Go to Menu option 3.9.5.4 Special Services Codes.

2) Click on + to add new SPS from central database. Common code of this SPS is IEMERGEN with description Incidental Charge (Emergency Situation Surcharge)

3) Find Common code IEMERGEN on the list and double click on to open it

4) You can change both: Service Code and Description (e.g. from IEMERGEN to shorter ESS) as well as decide whether or not it would be a subject to FSS. If so - check box "Subject to FSS"

5) Check box "Enabled" to make it active

6) Save

7) When SPS has been activated, use it for entering SPS Customer tariff in 3.9.5.1 and SPS Agent tariff in 3.9.5.2, the same way as you would enter any other SPS tariff

8) There is no automatic rule as to what shipments this SPS would apply to, so the best and the fastest way to allocate SPS surcharge / tariff to selected HAWBs is to create Pack in 1.3 Alter/View HAWB(s) and then to add this SPS in one go to Pack of shipments in Menu option 1.16.1

Do not hesitate to contact us, if you need assistance in any of the above.
 
ORBITRAX.WIN 26/03/2020 Tariffs correction / change...
Did you know ... that instead of changing Customers or Agents existing tariffs one by one, you can download them in xls, make changes and re-inject them into Orbitrax?

The option can be used for changing tariffs (values) as well as tariffs descriptions.

NOTE 1: Please note, that this operation is sensitive and IRREVERSIBLE. Once a new, corrected tariff has been re-injected, it cannot be reversed with one click to the previous one. Therefore it is recommended to make some tests, before proceeding with live data. Otherwise the only way to reverse to the previous tariff would be to use originally saved tariff file like in item 3) below or, in lack of it, recover full Orbitrax data from the latest backup.


To change tariffs in xls and re-inject them into Orbitrax, follow these steps:

1) Display tariff list in 3.9.1.2 (Agent) or in 3.9.2.2 (Customer) and select option "Tariff Code". You can display either single tariff (by entering a single tariff code) or all tariffs (by clicking on Save)

2) Once tariffs are displayed, mark them all blue and click on icon xls on the top taskbar

3) Save xls file in either prompted location or another location of our own choice. Default, prompted file name is "tariff", but you are free to change the file name

4) Make your changes and save a new file under another name than originally saved

NOTE 2: Do not change (tariff) reference in column A

NOTE 3: File to re-inject into Orbitrax should be created in Excel 97-2003. As some of the higher MS Office Excel versions have difficulties in saving in 97-2003 format, download and use Calc option of LibreOffice (freeware) to save a file

5) Once a new file has been saved as xls 97-2003, go to Menu option 3.9.9 Tariffs Import, select Target (either Customer or Agent tariff), in the field XLS file pick saved file, enter Active From and Active To dates and click on icon Save on the top taskbar to start re-injecting the corrected tariff

6) Providing you followed all the above steps, tariff will be uploaded. Otherwise it will show an error.

NOTE 4: After a file with corrected tariff has been re-injected, it is recommended to run full HAWBs repricing in Menu option 4.5A, so that HAWBs concerned could pick corrected rates.
 
ORBITRAX.WIN 22/03/2020 Coronavirus (COVID-19)
To WQXS Members / Orbitrax Users

As the global effect of the coronavirus pandemic (COVID-19) continues to impact every person, every nation and every business around the world, we think it is important to share some of the steps WQXS has taken to ensure continuous support to our Members as well as health and safety of our employees.

Work-From-Home Policy

Following official directives from the government, we have implemented a "work-from-home" policy as of Monday 16th March until further notice.
Our Team members, including Orbitrax support, technical support and development are fully setup to work remotely and to keep things running as usual.


Support

There are no changes to our support and communication channels. We will continue to operate as usual and all queries will be responded to in a timely manner. As a reminder, you can contact our Team via the following channels:

- by phone: 00 32 2 880 67 72

- by emails, individually to each Team member, depending on the nature of your request

We appreciate your support and understanding during this time and we do hope you remain safe and in good health.


Kind regards

WQXS IT Support Team
 
ORBITRAX.WIN 19/03/2020 Shipments summary on shipme...
Did you know ... that we have recently added a simple, but useful feature to Orbitrax, which is showing shipments summary, for selected shipments?

This could be used, e.g. after sorting screen content by a zipcode, for checking total number of shipments and their weight, before allocating them to a particular driver / agent or for checking shipments total weight before deciding (prior to manifesting) what kind of linehaul should be used to a particular destination.

To check summary for selected shipments, follow these steps:

1) Display shipments list by Advanced Search in Menu option 1.3 Alter/View HAWB(s)

2) Use typical keys combinations - Ctrl+left mouse click to mark single records on the list or Shift+left mouse click to mark block of records

3) When shipments are marked blue, click on icon Sum on the top taskbar

4) Total number of shipments and their (dead) weight will be displayed.


NOTE: Option will be available in the next Orbitrax version 16.00.10 (16.0.10)
 
ORBITRAX.WIN 13/03/2020 Adding text of email with C...
Did you know ... that you can your own text to emails with electronically sent CNS? (CNS = Credit Note on Sales)

Setup and execution of email with CNS is slightly different from how text of email / email is sent in case of "standard" invoice (INV) and specifications (see System News "Adding text of email with electronic invoices and specifications" dated 27/02/2020) and those differences are explained below.

To set text of email with electronically sent CNS, follow these steps:

1) Go to Menu option 3.9.A.2 Language Translations

2) Then, in a newly opened window "Language definition" in the drop box "Group" select an option "INV-MAIL"

3) In column "Var" look for l_ecns_text and highlight it

4) At the bottom right hand side section "Text is selected language" enter desired text of email, bearing in mind the maximum length of text is 1000 characters. Numbers of characters left will be displayed as you type

5) Once text of email has been entered, click on Save.

NOTE 1: If you want to refer in your email to specific details of CNS, such as CNS number, date and subject, use the following variables:

%inv_number% - for invoice number
%inv_date% - for invoice date
%subject% - for CNS subject / title

EXAMPLE:

(A) if you enter the following text:

Dear Sir/Madam,

Please find in attachment a file with our Credit Note number %inv_number% dated %inv_date% in PDF format - subject : %subject%.

(B) the outcome / text of email with CNS sent to Customer would be:

Dear Sir/Madam,

Please find in attachment a file with our Credit Note number CNS500018 dated 20/02/2020 in PDF format - subject : Correction on our invoice INV194480 dated 31/10/2019.

NOTE 2: All the above details are taken from CNS entry in Menu option 4.6.2 Credit Notes.
Unlike electronic invoices and specifications which are sent automatically as soon as Invoices have been confirmed, CNS are sent electronically only "on demand", by clicking on icon envelope on the top task bar in Menu option 4.6.2. As a reminder - prompted email address for CNS is one (or more) as set up in Customer File, Tab. 4 Communication for electronic invoices, however any email address can be entered in field -Emails".

NOTE 3: Various languages options for emails with CNS sent as pdf attachment are identical to those described in System News "Adding text of email with electronic invoices and specifications" dated 27/02/2020.
 
ORBITRAX.WIN 28/02/2020 Checking and correcting shi...
Did you know ... that there is an option in Orbitrax of identifying destination towns and zip codes which are not exactly matching data in Orbitrax?

This is happening when data is not entered manually, but received from outside source, e.g. by interface.

(A) There are 2 possible options:

1) Shipment data is received whereby only one of the 2 elements: town or zip code is not matching town or zip code as shown in 3.8.4.1 Town&Zipcode List

In this case HAWB is allocated to correct Zone (for pricing purpose), but this Zone code in HAWB screen is red, as an indication that there is no match, means that at least of of those elements is incorrect

or

2) Shipment data is received whereby neither town nor zip code is matching town and zip code in 3.8.4.1 Town&Zipcode List

In this case, since neither of those 2 elements is matching, shipment falls into zone AOD00 (e.g. BEAOD00, DEAOD00, etc.), which usually has the highest tariff assigned. This may result in incorrect billing followed by credit requests, credit notes, etc.

(B) Identifying incorrect / not matching destinations

There are 2 ways of identifying destination towns and zip codes which are not matching exact data in Orbitrax:

3) Go to 1.3 Alter/Vie HAWB, Advanced Search (middle icon), select dates, check in box "With check destination flag" on the right hand side of the screen, then Save to have a list of HAWBs. On this list every HAWB has either town or zip code (or both) not matching Town and / or zip in 3.8.4.1 Town&Zipcode List

or

4) Go to menu option 3.8.6 Shipments check destination, select dates, click on icon printer to print a report of HAWBs with towns and / or zips NOT matching the data in 3.8.4.1 Town&Zipcode List

(C) Example 1:

5) Destination details received from Customer by interface are: zip 55743 and town IDAR-OBERSTEIN. Shipment has been allocated to (correct) Zone DEAOD04, because zip 55743 is correct and is allocated to the Zone DEAOD04 in 3.8.4.1 Town&Zipcode List.
However, town in 3.8.4.1 is IDAR OBERSTEIN and this is why Zone DEAOD04 is red on HAWB.

(E) Solution:

6) Go to 3.8.4.1 Town&Zipcode List, find 55743 IDAR OBERSTEIN, double click to open it and in the field "Alternative" enter IDAR-OBERSTEIN, then Save.
As a result, next time 55743 IDAR-OBERSTEIN is received (from any Customer), it will not indicate by red Zone DEAOD04 that zip is not matching town as per 3.8.4.1 Town&Zipcode List.
There are 2 fields for alternative Town names: Alternative and Alternative 2.

NOTE 1: The same "Alternative" fields inside Town record can be used for town names in other languages. E.g. if main Town name is WARSAW, you can enter WARSCHAU in the field Alternative and VARSOVIE in the field Alternative 2, to have town name in German and in French.

(F) Example 2:

7) Destination details received from Customer by interface are: zip 5546 and town VARSOVIE. Neither of those are matching town and zip in 3.8.4.1 Town&Zipcode List, therefore HAWB will fall into Zone PLAOD00 (red) and will be priced accordingly, although being WARSAW (capital city) it should fall into zone PLWAW00 and possibly would be a subject to a lower tariff.

(G) Solution:

8) Go to 3.8.4.1 Town&Zipcode List, find WARSAW, double click to open it and in the field Alternative enter VARSOVIE as explained in NOTE 1 above, then Save.

9) However, zip code 5546 is entirely incorrect, because it should be in different format and within zips range for town WARSAW, which is 00-001 - 04-999. The only way is to correct zip on HAWB screen. If this solution is used, although the next time you may also receive incorrect zip 5546, at least shipment will be allocated to correct zone PLWAW00 and priced accordingly.

NOTE 2: Identifying zips / towns and putting in correct town in Alternative fields, would not change any historical records. It would only work from the moment of adding Alternative (or Alternative 2) town name.
 
ORBITRAX.WIN 27/02/2020 Adding text of email with e...
Did you know ... that you can add your own text to emails with electronic invoice and specification sent to Customers by email?

Standard text of email shown in email body is: See attachment in PDF format. However, there is an option of adding extra text in email body.

To set text of emails with electronic invoices and specifications:

1) Go to Menu option 3.9.A.2 Language Translations

2) Then, in a newly opened window "Language definition" in the drop box "Group" select an option "INV-MAIL"

3) In column "Var" look for l_einv_inv&spec_text and highlight it

4) At the bottom right hand side section "Text is selected language" enter desired text of email, bearing in mind the maximum length of text is 1000 characters. Numbers of characters left will be displayed as you type

5) Once text of email has been entered, click on Save.

NOTE 1: If you want to refer in your email to specific details of invoice, such as invoice number and its date, use the following variables:

%inv_number% - for invoice number
%inv_date% - for invoice date

EXAMPLE:

(A) if you enter the following text:

Dear Sir/Madam,

Please find in attachment a file with our Invoice number %inv_number% dated %inv_date% and its specifications (details of the Shipments) in PDF format.

(B) the outcome / text of email with specific invoice and specification sent to Customer would be:

Dear Sir/Madam,

Please find in attachment a file with our Invoice number 20201001 dated 31/01/2020 and its specifications (details of the Shipments) in PDF format.

NOTE 1: Personalization is not on a single Customer, but on (your) Company level, means all Customers would receive an email with the same text in message body

but

NOTE 2: Text of email can be defined in various languages. To set email text in various languages, in 3.9.A.2 select required language in top left drop down box "Language" and follow steps 4-5 above. If the same language has been set in Customer File, text of email with invoice and specification for this Customer will be sent in selected language.

NOTE 3: As a reminder - language DEFAULT is English.

Other options of adding own text to emails will be described in the next System News.
 
ORBITRAX.WIN 18/02/2020 New features added to docum...
Did you know ... that we have added new options to documents upload feature on HAWB?

This is continuation of System News dated 13/06/2017 with subject "Attaching various documents to HAWB".

On Members requests we have added 2 new features:

1) Flags and documents count per each type of documents uploaded on HAWB:

- (G) eneral files
- (H) AWB copies
- (C) ustoms documents
- (S) hipments statuses

They are located at the bottom left corner of main HAWB screen

2) There is now an option of deleting uploaded documents

NOTE: Option is available from Orbitrax ver. 16.00.06 (16.0.6) onwards.
 
ORBITRAX.WIN 31/01/2020 MAWB repricing
Did you know ... that in case of a new linehaul and / or handling tariffs entered or converted from the old tariff (as advised by the linehaul / handling Agents - Airlines) with past Active From date, it is advised to run MAWB repricing procedure?

The procedure is similar to HAWB repricing (described in the previous System News "HAWB repricing" dated 28/01/2020), however there are essential differences between the two.

While in case of HAWB, repricing may affect both: revenue on Customer side and cost of Pickup / Delivery Agent (depends on chosen "Reprice by" option), in case of MAWB it affects only costs of linehaul / handling Agents - Airlines.

Although MAWB repricing is not related to Customer invoicing, MAWB repricing is as important because it results in: 1) correct linehaul / handling cost per HAWB shown on HAWB screen in Tab. 3 Pricing as "MAWB" and 2) consequently - correct margin in both: local currency and in % shown in section "Margin" on the same screen and 3) correct linehaul / handling charges for PTR (Purchase Trading) invoices checking in Menu option 4.1.1

To reprice MAWB follow these steps:

1) Go to Menu option 4.5B Re-Price MAWB

2) Select one of the options you want to run repricing by: MAWB Number, Origin gateway, Destination gateway, Route (Routing), Linehaul Agent, Origin Agent, Destination Agent

3) After the above (one or selected or all) criteria have been selected, select dates From and To of MAWBs to reprice

4) Click on Save to start repricing procedure.
 
ORBITRAX.WIN 28/01/2020 HAWB repricing
Did you know ... that in case of a new tariff entered or converted from the old tariff with past Active From date, it is necessary to run HAWB repricing procedure?

Historical HAWBs do not automatically pick new tariff and only repricing procedure allocates it to HAWBs.

Typical example is when tariffs are increased with Active From date being 1st of January, while HAWBs entered to date still pick the old tariff.

Repricing should also be used if Volumetric conversion factor for historical shipments has been changed, e.g. from 6000 to 5000, as this would also have impact on pricing.


To run repricing follow these steps:

1) Go to Menu option 4.5A Re-Price HAWB(s)

2) Check box "Recalculate Volumetric Weight" at the top of the screen, so that volumetric weight would be recalculated as per new volumetric factor

3) If you want to see HAWB Reprice Error Report, check box "Create re-price report" at the top of the screen and then, after repricing has been finished (what will be announced by a message), click on icon Print or Preview on the top taskbar to have a report either printed or previewed

4) Select one of the options you want to run repricing by: By Customer, By Agent, By Country, By Zone, By Customer Pricing Group (Customer Tariff Code), By Agent Pricing Group (Agent Tariff Code), Service Code (STS)

NOTE 1: If there is need to select multiple records, click on little box with three dots to open multi selection window, then double click on the record on the left hand side list Source to move selected record to the right hand side list Selection, then Save to save your selection and return to the main HAWB reprice selection screen

5) Select dates From and To of HAWBs to reprice

NOTE 2: If you leave Shipment Date From blank, the system will reprice all HAWBs from the day of the 1st ever HAWB entry in Orbitrax

6) There is also an option of repricing HAWB from selected Shipment Pack

NOTE 3: If you leave all fields on HAWB reprice selection screen blank, the system will perform full repricing of HAWB for all Customers, Agents, Countries, etc.

NOTE 4: Repricing does not affect HAWBs manually priced, based on the assumption that manual pricing is a spot rate (and therefore not subject to a regular tariff).
 
ORBITRAX.WIN 21/01/2020 New zips for PT (Portugal)
Please be advised that new zips / post codes for PT (Portugal) are available for deployment. Zips format has also changed from the old one 1234 to 1234-123.

However, due to the fact that every company has its own zoning (simple zoning or zone set / zone matrix), CRB / ARB system and tariffs, deployment cannot be done automatically, as it may affect all those elements and consequently also pricing.

Members who are interested in having a new zip set for PT, are requested to contact Beata, who will help to identify whether or not new zips can be downloaded without any consequences and, if necessary, will help in changing current set up into the new one, with new PT zips.
 
ORBITRAX.WIN 15/01/2020 Orbitrax generated document...
Did you know ... that those of you who change their document numbers and dates range every year, should change them asap, otherwise issuing some of the documents, such as Invoices, will not be possible in 2020?

This does not concern Members who keep continuous numbering of the documents throughout the years.

To change the document numbers:

1) Go to Depot File 3.7

2) Go to Tab. 3 Document numbers

3) Click on + to add new record

4) In the field Document code, select document you want to change numbers / dates range for

5) If you use prefixes (e.g. INV for Invoice or MNI for Manual Invoice), enter it in the field Number prefix

6) Enter next document number in the field Next number

NOTE: If you previously used number starting with 20 for year 2000, 21 for year 2001, 22 for year 2002, etc., you should not use number starting with 20 for year 2020, 21 for year 2021, 22 for year 2022, etc. It is recommended to change the numbers of accounting documents to ones starting with e.g. 50, (next year 51, the following year 52 etc.) This way you will keep them unique and not duplicated in your accounting system.

7) Enter dates From and To, e.g. From 01/01/2020 To 31/12/2020

8) Save newly created Document

9) Save modified Depot File
 
ORBITRAX.WIN 31/12/2019 New xls format of INV speci...
Did you know ... that on request of Members we have added a new INV specification xls format to be sent electronically to Customers?

1) This new xls format (XLS4) is a variation of previously available xls formats and shows the following info in header and columns:

(a) Header:

- issuing company (name)
- invoice number
- invoice date
- Customer code
- Customer name

(b) Columns:

- Pickup date
- HAWB nr
- Consignee Town
- Consignee zip
- Service (description)
- Pieces
- Weight (dead)
- Volumetric weight
- Tariff (basic) charges (amount)
- Special / Extra charges (amount)
- Special / Extra charges (description)
- Subtotal incl. discount (amount)
- FSS (amount)
- Total Charge (amount)
- VAT rate (%)
- Vatable charge (amount)
- Non vatable charge (amount)
- Currency

2) If you wish to select this format of INV specification to be sent electronically to Customer, go to Customer File 3.3.2, Tab. 4 Communication, + and select Function E-INVOICE-XLS4 Electronic invoice specification (XLS) with VAT rate, then Save modified Customer file

3) Like in case of all other specifications, this specification will be sent by email to Customers as soon as Invoices have been confirmed

NOTE: Option is available from Orbitrax version 15.3.3 (15.03.03) onwards.
 
ORBITRAX.WIN 30/12/2019 Gateway File (3.5 and 3.8.2)
Did you know ... that Gateway File (3.5 and 3.8.2) is not just a list of gateways (IATA codes), but it has a practical meaning across various options in Orbitrax?

1) Gateways (IATA codes) can be used for:

- creating flight details in 3.4.1.1 (From / To)

- creating routing details in 3.4.2.1 (Origin Gateway / Destination Gateway)

- entering linehaul tariffs in 3.9.3.1 (Origin Gateway / Destination Gateway)

- entering handling tariffs in 3.9.4.1 (Gateway)

- allocating delivery location in Agent File (field "Gateway" in Tab. 1 Main), so that this Gateway is: (a) automatically prompted when POD / SSR is manually entered by the user (b) automatically allocated as Reporting Station when POD / SSR is imported (from MOB, WEB, etc.)

NOTE: Only active gateways can be used for all the above

2) If required gateway is not active (if it is not showing on screen of 3.5 or 3.8.2), click on + to access hidden IATA gateway file and search for this gateway either by the code or click on Save to display a full list of all IATA gateways codes (some 11.000 gateways codes should be in there). Then double click to import gateway from the hidden to the front Gateways file and use this gateway for setup(s) like in item 1) above.
 
ORBITRAX.WIN 23/12/2019 Warehouse outbound to a dif...
Did you know ... that when shipments are scanned to other then default Agent in 1.13.2.A (Warehouse outbound) these scans have to be validated in order to avoid misroutes?

1) When shipment is scanned to the Agent other than default one, there is a warning "Shipment For Different Agent" and options "Cancel" and "Save anyway"?

2) When option "Save anyway?" has been selected, shipment is saved with selected Agent, but it would still not appear on the Delivery Sheet of this Agent

3) Warehouse Manager (or whoever is supervising scan sessions) should go to Menu option 1.13.3 Warehouse reports, select Report option "Shipments allocation to Agents", select scan date(s) and pick one of the outputs: (a) Warnings only (like described in item 2) above) or (b) All Shipments

4) Displayed on the list are: HAWB, Zone, Town (Consignee Town), Weight, Pieces, Default Agent, Agent to whom shipment has been scanned, Result (in case of Warning), Date and Time of Scan

5) Based on the above info, Warehouse Manager may decide whether a shipment has been scanned to another Agent by mistake or on purpose

6) If shipment has been scanned to another Agent by mistake, scanning person has to be advised to correct it

7) If shipment has been scanned to another Agent on purpose, Warehouse Manager confirms this by clicking on Save

8) Selection of option Save is followed by a question "Reallocate agents?" and upon answer Y, this Agent is reallocated to a shipment. At this stage shipment appears on the Delivery Sheet for this Agent.


NOTE 1: Reallocation is not possible, if shipment has been already manifested to another Agent

NOTE 2: To automatically (without validation) reallocate other than default Agent, option 1.13.2.B Warehouse outbound with reallocation should be used instead, bearing in mind that possible misroutes would not be identified.
 
ORBITRAX.WIN 16/12/2019 Removing HAWB from pickup o...
Did you know ... that there is an option in Orbitrax of removing HAWB from pickup order?

This may be the case, when HAWB has been mistakenly linked with a pickup order, usually with other HAWBs, and there is need for removing just one.

In order to remove HAWB from pickup order, follow these steps:

1) Go to 1.3 Alter HAWB(s)

2) Search for HAWB incorrectly linked with pickup order

3) In HAWB screen, go to Tab. 2 Manifest

4) In the bottom section "Pickup orders, highlight pickup order and click on button Remove shipment from pickup order"

5) Save modified HAWB

6) Pickup order number will disappear from main screen of HAWB and from HAWB(s) listing in Pickup Order, Tab. 2.Other
 
ORBITRAX.WIN 12/12/2019 Closing multiple lines of t...
Did you know ... that Orbitrax has an option of closing (adding tariff Active To) date to to the multiple tariff lines in one go?

This option helps to avoid closing / changing Active To date of the tariffs one by one. This action should be performed in case of tariffs for inactive / closed Customers (or Agents) accounts, in order to keep tariff files as clear and transparent as possible.

NOTE: Deleting old / not used any more tariffs is NOT recommended, instead they should be closed with the Active To date, which should match date when Customer (or Agent) account has been closed.

In order to close multiple tariffs with Active To date all in one go, follow these steps;

1) Go to Menu option 3.9.8. Tariff Converter and choose one of the options: 3.9.8.1 (Customer), 3.9.8.2 (Agent) or 3.9.8.5 (Customer Special Tariffs)

2) Enter Tariff code you would like to close with a new Active To date

3) You can narrow your criteria by e.g. selecting currency in case of multiple currencies within the same Tariff code

4) By default Newest tariffs to display are prompted (Newest does not mean Active). If you want to display only Active tariffs, select option Active At and press T (for Today) to display only tariffs currently active.

5) Click on button "Show" to display tariffs matching set criteria

6) If on displayed list you identify tariffs which you do not want to close, highlight them blue (one by one) and click on red cross X icon on the top taskbar. This will not delete the tariff, but only remove it from screen

7) Check box "Change only active period"

8) Enter tariffs Active From date and Active To date, Active To being closing date of the tariff. If amongst the displayed tariffs are tariffs with various Active From dates, the process has to be repeated for each date

9) Click on Save to start tariffs closing process and all displayed tariffs will automatically close with selected Active To date.
 
ORBITRAX.WIN 09/12/2019 Agent HAWB allocation on Sc...
Did you know ... that the new functionality of automatic allocation of Agent HAWB to HAWB has been added to Orbitrax?

The aim is:

- to avoid allocating Agent HAWB manually by writing it in Agent HAWB field on HAWB, if Agent can provide HAWB numbers range or list

- to have Agent HAWB number (with the barcode) automatically allocated to HAWB on Scan out

- to have the label with Agent HAWB and its barcode printed.


NOTE 1: List, to be imported into Orbitrax, should be either in xls or xlsx format and should have 2 columns: A) sequence numbers (e.g. 1 ...1455) B) Agent HAWB number (A)


To register Agent HAWB numbers, follow these steps:

1) Go to Menu option 1.6.14 Manifest export interfaces

2) Click on icon + to add new entry

3) In the 1st field "Interface", select option AGENT HAWB

4) In the field "Agent" enter (or select from list) Agent code

5) In the filed "File type" select type of document you would import Agent HAWB from: xls or xlsx. If Agent HAWB numbers are to be range of numbers and not numbers imported from file, do not select file type

6) In case of import from file, after you selected file type, click on button "Import" to import Agent HAWB numbers from file. Otherwise, click on icon + and enter range of Agent HAWB numbers in littler window "Interface HAWB Range", by entering first number available in field "Range From" and last number available in field "Range To". Save

7) Check box "Active"

8) Save (B) To have Agent HAWB and its barcode printed on the label:

9) Go to Menu option 1.13.2.A Warehouse outbound or 1.13.2.B Warehouse outbound with reallocation

10) Click on + to start new scanning session 11) Before scanning, click on box "Print barcode" and label with Agent Name, Agent HAWB number and its barcode will be automatically printed.


NOTE 2: Option will be available from Orbitrax version 15.2.13 (15.02.13) onwards.
 
ORBITRAX.WIN 30/11/2019 Delivery Sheet - new layout
Did you know ... that the layout of Delivery Sheet has been (slightly) changed?

Some elements have been moved around, so that the new layout Delivery Sheet always fits exactly 5 HAWBs details on one page.

The main changes are:

1) Leading zeros of HAWB numbers have been scrapped

2) Consignee name and address have been merged into continuous text, but are separated by pipe sign |

3) Town, Zip code and Country have been changed to bold

4) Customer code has been moved from the top of HAWB details section to bottom of a barcode (signature) section

5) Special Services (such as timed deliveries) are now in white font on the black background, for better visibility

6) Volumetric weight is now shown next to dead weight (instead of underneath), what saved some space, maintaining all info at the same time

7) COD - text "PLEASE COLLECT AMOUNT OF ..." in HAWB details section has been replaced by a clear and bold COD and amount + currency in the barcode (signature) section, what also saved some space without losing visibility at the same time


NOTE: The new layout of Delivery Sheet has been added to Orbitrax version 15.3.0 (15.03.00)
 
ORBITRAX.WIN 29/11/2019 Shipment dimensions log
Did you know ... that Orbitrax keeps log with pieces dimensions and dead weight registered through Scan In options? (1.13.9 Warehouse customer inbound and 1.13.10 Warehouse inbound without customer validation)

Piece dimensions and dead weight can be entered either manually or registered using measurements device.

To see dimensions and dead weight registered through option Dims on Scan in (1.13.9 or 1.13.10):

1) Go to Menu option 1.3 Alter / View HAWB(s)

2) Click on box "Weight options" next to shipment weight

3) Select option Shipment dimensions log to see dimensions and dead weight details


NOTE 1: Dimensions and dead weight of scanned pieces are automatically updated in Volumetric Weight option in HAWB

NOTE 2: Shipment dimensions log shows dimensions and dead weight for each piece separately (with piece number if it exists), but only for pieces for which dimensions and dead weight have been entered via Dims option in Scan In 1.13.9 and 1.13.10

NOTE 3: Shipment dimensions log does not show dimensions and / or dead weight of pieces updated manually through Volumetric Weight option on HAWB.
 
ORBITRAX.WIN 26/11/2019 New Customer entered - emai...
Did you know ... that the option of email notification of registering a new Customer has been added to Orbitrax?

Such notification can be sent to selected email address(es).

To add email notification follow these steps:

1) Go to Depot file - Menu option 3.7

2) Go to Tab. 10. Contacts

3) In the bottom section Email Notifications, in box Customer Entered, enter email addresses of Users who should be notified by email about creation of a new Customer (File)

4) Multiple email addresses should be separated by , (comma)

5) Users whose email address(es) have been entered in box "Customer Entered" will receive a short email with subject "Customer has been created (Customer code)" and the following text: "Dear User, Please note, that the following Customer has been created: (Customer account code) Customer Name: Country: Town: Zip: Address: Status: Created by:"

NOTE: Option is available from Orbitrax version 15.1 (15.01) onwards
 
ORBITRAX.WIN 22/11/2019 Shipments without distance ...
Did you know ... that a new "Shipments without distance report has been added to Orbitrax?


1) This report is meant to list HAWBs, which are priced based on one of the distance related tariffs, yet distance on HAWBs shows "0"

NOTE 1: Distance related tariffs are:

- Weight / Distance (with minimum charge)
- Distance / Weight
- Weight / Distance (without minimum charge)
- Distance / Pieces

2) This report has been added, because if HAWB is priced based on distance related tariff, yet distance on HAWB is "0", then this HAWB may be incorrectly priced (undercharged) and would not appear on Zero Priced Report either. Report helps identifying and correcting distance on such HAWBs.

3) Report can be run in Menu option 4.4.25 and distance on HAWB can be corrected either manually or by using Google Maps button, directly from the shipments list (via icon Open on the top taskbar).

After distance correction and Refresh (icon on the top taskbar or F5), HAWB should disappear from the list.

NOTE 2: Report is available from Orbitrax version 15.3 (15.03) onwards, to be released in week 48.
 
ORBITRAX.WIN 21/11/2019 Test
Test
 
ORBITRAX.WIN 21/11/2019 TEST
Test
 
ORBITRAX.WIN 15/11/2019 Invoice styles
Did you know ... that you can choose from various invoice styles, to meet Customers requirements?


There are several invoice styles available and they are all listed in Customer File, Tab. 3 Financial, option "Invoice style":

1) By Country - HAWBs are listed on one invoice with Subtotals by Country, in alphabetical order

2) By Date - HAWBs are listed on one invoice with Subtotals by Date, in chronological order

3) Standard - HAWBs are listed on one invoice from the lowest to the highest HAWB number

4) POD - invoice style By Date + POD details - date, time and name of the recipient

5) S0 - do not use (temporarily disabled)

6) S1 - one HAWB per invoice, what means that there would be as many invoices issued as many there are HAWBs to be billed

7) S2, S3 - do not use (temporarily disabled)

8) By Reference - HAWBs are listed on one invoice, alphabetically by Reference (Customer Reference)

9) By Reference (1) ... By Reference (10) - HAWBs are listed on one invoice with Subtotals by Reference grouped by 1 to 10 digits / characters

10) By Reference with Separate Invoice - HAWBs are printed on separate Invoices, one invoice per Reference

11) By Reference (1) with Separate Invoice ... By Reference (10) with Separate Invoice - Orbitrax will print as many invoices as many there are Customer References grouped by 1 to 10 digits / characters.


NOTE: Detailed procedure of printing separate invoices by Customer Refernces has been described in System News dated 25/09/2015, Subject: "Printing separate Invoices by Customer Reference".
 
ORBITRAX.WIN 31/10/2019 Adding Special Services (ST...
Did you know ... that an option of automatically adding Special Services to HAWB from DHL invoice file has been added to Orbitrax?

This is in order to make sure that all Special Services billed by DHL (sometimes known only from invoice received) are always re-billed to Customers.

To make a setup and import file with DHL Special Services:

SETUP:

1) Go to menu option 9.6.3.4 DHL Special services

2) Special service codes used by DHL are hard-coded and shown in column "Rule Code"

3) Open them one by one and match them by selecting your own Special Service code in field "Special Service Code"

4) Check box "Active" to activate the rule

5) Save


IMPORTING FILE:

6) Click on icon Import Special services from file on the top taskbar

7) Select csv file to import. Depending on the file size, it may take several minutes

8) As soon as file has been imported, simple txt file will automatically pop out showing DHL HAWBs and Special Services which have been imported or not. This file should be saved for future references.


NOTE 1: if some SPS were not imported, the reason can be that SPS has been already entered manually and therefore omitted during csv file import, to avoid duplicated SPS.


9) Once SPS have been imported, they are added to HAWB. As a result, not only agent DHL shows correct charges, but also SPS is added to Customer and automatically priced, providing SPS tariff exists.


NOTE 2: The option has been made for invoice file type uk_csv. If other companies cannot download file type uk_csv from DHL website, the same procedure can be made on request, for other types of files.

NOTE 3: Option is available from Orbitrax version 15.2.23 (15.02.23) onwards.
 
ORBITRAX.WIN 29/10/2019 Adding / changing Company l...
Did you know ... that you can change company logo in Orbitrax?

Logo uploaded in Depot File appeard on all kind of printable reports: manifests, invoices, HAWBs, labels, etc, as well as on communication sent out, such as SSR Reports sent to Customers

In case of a new installation of Orbitrax, we add Company logo, but the users can change logo themselves later.

In order to uplaod a new logo:

1) Go to Depot File 3.7, Tab.1 Trading Information

2) In bottom right section Company logo, click on button "Change logo"

3) Select file with logo from location on your PC

4) Save modified Depot File

NOTE: The best formats of logo file to uplad are: .bmp, .jpeg or .png (not .doc or .pdf)
 
ORBITRAX.WIN 28/10/2019 Closing unused Customer / A...
What to do to ...clean" Orbitrax from unused Agents or Customers, when Orbitrax does not allow deleting their records?

1) Users sometimes complain that there are too many Customers / Agents to chose from, although many of them are not active any more. They try to delete some of the Customers / Agents to shorten the list, but the system does not always allow it.

2) Please note that Customers / Agents can only be deleted from Orbitrax, not only if they have no shipping history, but also if they have not been assigned to:

Customers - HAWB, Pickup Order, Tariff, Pack, etc.

Agents - HAWB, Pickup Order, Manifest, Tariff, Zone, Country, Pack, etc.

3) To shorten the list of Customers / Agents to choose from, the best option is to change their status from Active to Closed. This way shipping history is maintained, yet they would not appear on any selection list.

4) Status of Customer / Agent can be changed one by one either in Customer File 3.3.2 or Agent File 3.1.2.
However, if there are a lot of them to change status for, the best option is to go to Customer or Agent list, marking those whose status should be changed and changing status in one go

5) Use Ctrl+left mouse click to mark selected records on the list or Shift+left mouse click to mark block of records

6) Once records have been marked, click on icon Status on the top taskbar and select status Closed

NOTE: sorting the list of Customers / Agents by the date of last shipment may be helpful.
 
ORBITRAX.WIN 21/10/2019 Manual Customer Invoice Tem...
Did you know ... that in Orbitrax you can pre-set Manual Invoices (MNI) to be raised on a regular basis?

As a reminder - Manual Invoice (4.6.1.1) can be either HAWB(s) related or not.

If MNI is issued for selected HAWB(s), then the value of MNI will be added to Customer pricing info screen on those HAWB(s).

If MNI is issued for any other purpose (e.g. Storage or Handling of stock), then it will not affect pricing of any HAWB(s).

If MNI is usually issued for such a "general" purpose and with the same fee - then option Manual Customer Invoice Template (4.6.1.2) can be used, to speed up process of generating repetitive MNIs.


(A) To set MNI Template, follow these steps:

1) Go to Menu option 4.6.1.2 Manual Customer Invoice Templates

2) Click on + to add a new MNI Template

3) Enter Customer Code in field "Customer"

4) Enter MNI currency in field "Currency" (Customer default currency as entered in Customer File will be prompted)

5) Enter MNI Description (MNI Template title), e.g. Monthly storage fee as per agreement of 10/11/2018

6) Enter Template description (for own use)

When the above details have been entered, a new window "Manual Invoice Template Detail" will open, where you should complete MNI template details, line by line:

7) select VAT code

8) enter charge, e.g. 200 (no currency, which has been selected at the earlier stage)

9) add Description for the 1st line of MNI (which can be the same as general Description of MNI Template, like in item 5) above

10) Save

11) if necessary, add more lines to MNI Template by clicking on + and following steps 7-10 as above

12) when the above has been completed, click on Save to save new MNI Template



(B) To convert MNI Template into MNI proper:


13) go to 4.6.1.2 Manual Customer Invoice Templates

14) locate required MNI Template on a list

15) click on icon "Create MNI Invoices" on the top taskbar (3rd from the right). This will open a new window "Create Manual Invoice(s)"

16) Enter Date of invoice and separately, VAT date

17) Save. This will create a MNI proper in Menu option 4.6.1.1 Manual Customer Invoices, from where you can print MNI based on Template created.
 
ORBITRAX.WIN 17/10/2019 Test System News
Test
 
ORBITRAX.WIN 29/09/2019 Consolidated shipments - in...
Did you know ... that we have added to the shipments list an indication whether or not shipments has been already consolidated?

As a reminder - procedure of shipments consolidation from shipments list has been described in System New dated 25/04/2019 Subject: "Consol from shipments list - making one shipment out of many to the same consignee".

1) Go to shipments list in Menu option 1.3 Alter/View HAWB(s) + Advanced Search and select your criteria

2) If you mark shipment and attempt creating a Consol from shipment already consolidated, the system will display a message "Some of the selected shipments have been already consolidated or have been registered as consol".

3) However, to prevent multiselecting shipments, which have been already consolidated, there is an indication "Yes" in the 2nd column from the right - "Consolidated". Shipments which can still be consolidated do not have any indication shown in this column.

NOTE: Option is available from Orbitrax version 15.02.14 (15.2.14) onwards.
 
ORBITRAX.WIN 27/09/2019 Creating a new, standard Us...
Did you know ... that creating a new User in Orbitrax is a quick, yet 2 steps process?

In order to create a new User follow these steps:

(A) Step 1 - setting up new User account

1) Go to Menu option 3.11. Users Accounts

2) Click on + to add a new User details

3) Mandatory fields (minimum requirements) are:
- User code - required at logging into Orbitrax
- Password - also required at logging into Orbitrax (+ Confirm Password)
- First Name
- Last Name

4) After the above elements have been entered, click on Save to save new User account

NOTE 1: First Name and Last Name combined appear in various places in Orbitrax such as HAWB Audit log, Users statistics, SSR Log, etc.

(B) Step 2 - activating new User Accounts

5) When steps 1-4 as above have been completed, double click on newly created User account to open it

6) Click on button "Member of Group"

7) This will open a new window "User is Member of Groups"

8) At the lower section of the screen "Not Member of Groups", double click on "Standarduser", so that it is moved to the upper section of the screen "Member of Groups"

9) Save

10) Save again to register modified User account.

NOTE 2: If Step 1 has not been followed by Step 2, newly created User will not be able to log into Orbitrax.

NOTE 3: The above procedure can only be performed by a User who is member of a group Superuser
 
ORBITRAX.WIN 26/09/2019 Shipper country on shipment...
Do you know ... that Shipper country column has been added to shipments list in Menu option 1.3 Alter/View HAWB(s) + Advanced Search?

This is particularly useful for companies whose pricing is solely based on Zone Sets / Zone Matrix, what is a combination of origin - destination and not only on destination, whereby at least shipper country (not necessarily full address) is required, otherwise pricing is incorrect.

Generating shipments list allows user to quickly identify HAWBs without Shipper country and then completing it manually by opening HAWB from shipments list, without having to generate a separate report.

Shipper country is shown in the column on the far right.

NOTE: Option is available from Orbitrax version 15.02.14 (15.2.14) onwards.
 
ORBITRAX.WIN 24/09/2019 HAWB totals in tariff curre...
Did you know ... that Customers totals in HAWB Tab. 3 Pricing can now be shown also in tariff currency on top of local currency?

This option has been added on request, in order to be able to give to Customer totals (Total, Discount, FSS, Total after discount, VAT) in tariff (invoice) currency rather than in local currency.

In order to see Customer totals:

1) Go to 1.3 Alter / View HAWB

2) Go to Tab. 3. Pricing

3) If HAWB pricing is in currency other than local, button "Click to show Totals in tariff currency" appears in bottom section of Pricing screen

4) This will show all elements of Customer pricing in tariff currency and the text of the button will change to "Click to show Totals in local currency".


NOTE: Option is available from Orbitrax version 15.2.14 onwards
 
ORBITRAX.WIN 30/08/2019 Printing Manifest or Delive...
Did you know ... that Orbitrax has an option of printed Delivery Sheet or Manifest from Shipments Pack?

As a reminder - Shipments Pack is a group of any shipments selected from shipments list.

To create Pack of Shipments and print Manifest or Delivery Sheet from this Pack, follow these steps:

1) Go to in Menu option 1.3 Alter/View HAWB(s) and click on Advanced Search icon (binocular icon on the top taskbar)

2) In Advanced Search screen, select required criteria

3) Save to have a list of shipments displayed

4) Select HAWBs to manifest or to have Delivery Sheet printed for by using combination of keys: Ctrl+left mouse click to select single HAWB(s) from list or Shift+left mouse click to select block of HAWBs

5) When all shipments are selected, click on icon "Update shipments" on the top taskbar (7th from the right)

6) In the "Update shipments in pack" screen, in box "Delivery", enter Delivery Agent code for whom you intend to print either Manifest or Delivery Sheet

7) Click on Save to allocate selected Delivery Agent to all selected HAWB(s). This will overwrite Delivery Agents on all selected HAWBs

8) At the en of the process, the system will ask "Do you want to save Pack?" Answer Yes and when prompted, enter Pack name, e.g. ABCBRU0000 Delivery Sheet 30-08-2019

9) Go to either 1.6.1 Print Manifest or 1.6.5 Print Delivery Sheet

10) Fill in Manifest or Delivery Sheet as usual, and in box "Pack" select pack created like above, in our example Pack named "ABCBRU0000 Delivery Sheet 30-08-2019"

11) Manifest or Delivery Sheet will be printed ONLY for shipments grouped in selected Shipments Pack
 
ORBITRAX.WIN 29/08/2019 Closing multiple lines of t...
Did you know ... that Orbitrax has an option of closing (adding tariff Active To) date to to the multiple tariff lines in one go?

This option helps to avoid closing / changing Active To date of the tariffs one by one.

This action should be performed in case of tariffs for inactive / closed Customers (or Agents) accounts, in order to keep tariff files as clear and transparent as possible.

NOTE 1: Deleting old / not used any more tariffs is NOT recommended, instead they should be closed with the Active To date, which should match date when Customer (or Agent) account has been closed.

In order to close multiple tariffs with Active To date all in one go, follow these steps;

1) Go to Menu option 3.9.8. Tariff Converter and choose one of the options: 3.9.8.1 (Customer), 3.9.8.2 (Agent) or 3.9.8.5 (Customer Special Tariffs)

2) Enter Tariff code you would like to close with a new Active To date

3) You can narrow your criteria by e.g. selecting currency in case of multiple currencies within the same Tariff code

4) By default Newest tariffs to display are prompted (Newest does not mean Active). If you want to display only Active tariffs, select option Active At and press T (for Today) to display only tariffs currently active.

5) Click on button "Show" to display tariffs matching set criteria

6) If on displayed list you identify tariffs which you do not want to close, highlight them blue (one by one) and click on red cross X icon on the top taskbar. This will not delete the tariff, but only remove it from screen

7) Check box "Change only active period"

8) Enter tariffs Active From date and Active To date, Active To being closing date of the tariff. If amongst the displayed tariffs are tariffs with various Active From dates, the process has to be repeated for each date

9) Click on Save to start tariffs closing process and all displayed tariffs will automatically close with selected Active To date.
 
ORBITRAX.WIN 26/08/2019 Agent HAWB allocation on Sc...
Did you know ... that the new functionality of automatic allocation of Agent HAWB to HAWB has been added to Orbitrax?

The aim is to avoid allocating Agent HAWB manually by writing it down in Agent HAWB field on HAWB, if Agent can provide HAWB numbers range or list, and have Agent HAWB number (with the barcode) automatically allocated to HAWB on Scan out and the label with Agent HAWB and its barcode printed.

NOTE 1: List, to be imported into Orbitrax, should be either in xls or xlsx format and should have 2 columns: A) sequence numbers (e.g. 1 ...1455) B) Agent HAWB number


(A) To register Agent HAWB numbers, follow these steps:

1) Go to Menu option 1.6.14 Manifest export interfaces

2) Click on icon + to add new entry

3) In the 1st field "Interface", select option AGENT HAWB

4) In the field "Agent" enter (or select from list) Agent code

5) In the filed "File type" select type of document you would import Agent HAWB from: xls or xlsx. If Agent HAWB numbers are to be range of numbers and not numbers imported from file, do not select file type

6) In case of import from file, after you selected file type, click on button "Import" to import Agent HAWB numbers from file. Otherwise, click on icon + and enter range of Agent HAWB numbers in littler window "Interface HAWB Range", by entering first number available in field "Range From" and last number available in field "Range To". Save

7) Check box "Active"

8) Save


(B) To have Agent HAWB and its barcode printed on the label:

9) Go to Menu option 1.13.2.A Warehouse outbound or 1.13.2.B Warehouse outbound with reallocation

10) Click on + to start new scanning session

11) Before scanning, click on box "Print barcode" and label with Agent Name, Agent HAWB number and its barcode will be automatically printed.

NOTE 2: Option will be available from Orbitrax version 15.2.13 (15.02.13) onwards.
 
ORBITRAX.WIN 21/08/2019 New Customer entered - emai...
Did you know ... that the option of email notification of registering a new Customer has been added to Orbitrax?

Such notification can be sent to selected email address(es).

To add email notification follow these steps:

1) Go to Depot file - Menu option 3.7

2) Go to Tab. 10. Contacts

3) In the bottom section Email Notifications, in box Customer Entered, enter email addresses of Users who should be notified by email about creation of a new Customer (File)

4) Multiple email addresses should be separated by , (comma)

5) Users whose email address(es) have been entered in box "Customer Entered" will receive a short email with subject "Customer has been created (Customer code)" and the following text:

"Dear User,

Please note, that the following Customer has been created: (Customer account code)
Customer Name:
Country:
Town:
Zip:
Address:
Status:
Created by:"

NOTE: Option is available from Orbitrax version 15.1 (15.01) onwards
 
ORBITRAX.WIN 31/07/2019 SSR History screen has been...
Did you know... that, for the ease of reading SSR Logs, SSR History screen has been enlarged?

Before, it was necessary to adjust the width of the column to see full SSR Subject.

The change has been made in order to make entire SSR Subject readable without having to adjust the width of the columns (in case of a very long SSR Subject).

Space for SSR Subject has now been extended to 100 characters and width of the column Subject is automatically adjusted to the length of the text.

At the same time entire SSR screen has been made expandable and it can be enlarged or reduced to the desired size.

NOTE: Option is available from Orbitrax version 15.00 (15.0) onwards
 
ORBITRAX.WIN 29/07/2019 VAT added to shipment prici...
Did you know ... that on some Members Admin Departments request, VAT amount has now been added to the shipment pricing screen the same way it was added before in Shipment Quick Quote in Menu option 2.8?

To see VAT on single shipment:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Got to Tab. 3 Pricing

3) In the bottom part of the screen "Totals", in section "Customer" VAT amount and Total incl. VAT are now showing

NOTE 1: Sum of VAT amount shown in Shipment Pricing info may not perfectly match the VAT sum on Invoice, due to fact that VAT in Pricing Info is calculated on single shipment Total level, while VAT on Invoice is calculated on all shipments Total and therefore VAT amount on Invoice is either rounded up or down

NOTE 2: Option is available from Orbitrax version 15.02.04 (15.2.4) onwards.
 
ORBITRAX.WIN 22/07/2019 Small labels printing in Wa...
Did you know ... that while scanning shipments in, Orbitrax can automatically generate and print small labels with the barcodes?

Option is working in both 1.13.9 Warehouse customer inbound and 1.13.10 Warehouse inbound without customer validation.

To print the labels on shipment scan follow these steps:

1) Go to either 1.13.9 Warehouse customer inbound or 1.13.10 Warehouse inbound without customer validation

2) Click on + to open new scanning session window

3) Before scanning, check little box "Print HAWB Barcode"

4) When shipment is scanned, the label will automatically print.

NOTE: Until Orbitrax version 15.1 there was only one label layout available, which was 2x5 with only barcode, HAWB nr and Member Company name (as in Depot File).
In Orbitrax version 15.2 we have added a new layout 3x6zone, which is all the above and in addition Zone code, e.g. DEAOD16, which was requested by one of the Members to facilitate warehouse physical shipments sorting.
To choose one or another, go to 3.7 Depot File, Tab. 9 Settings and select labels format in section "Warehouse in". Selection of the labels layout in Depot File is therefore available in Orbitrax version 15.2 onwards.
 
ORBITRAX.WIN 17/07/2019 Printing piece numbers on i...
Did you know ... that option of printing shipment pieces numbers (not to be confused with number of pieces) has been recently added to be printed on invoice specification in pdf?

In order to set it up, follow these steps:

1) Go to Depot File - Menu option 3.7

2) Got to tab. 3. Document numbers

3) Check box "Print piece numbers" In the bottom middle section "Invoice Specification"

4) Save modified Depot File


EXAMPLE:

- HAWB 201907171 contains 4 pieces having the following numbers: 123456789, 987654321, 234567891, 876543219

- Invoice will show the following:

(Date) - 201907171 - STS - (nr of pieces) - (weight) - etc.
Pcs Numbers: 123456789, 987654321, 234567891, 876543219

NOTE 1: When "Print piece numbers" box has been checked in Depot File, at last 1 additional line will always be added on invoice specification, to every HAWB containing at least 1 piece with a number

NOTE 2: option is available in Orbitrax version 15.02.00 (15.2.0) onwards.
 
ORBITRAX.WIN 30/06/2019 Printing HAWB / Labels in b...
Did you know ... that you can print paper HAWBs / labels in bulk for shipments selected in shipments list?

In order to do so follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Select option Advanced Search by clicking on the middle icon "binocular" on the top taskbar

3) On Advanced Search screen, select required options (Dates, Customer, Agent, etc.)

4) Click on Save to display a list of shipments to print paper HAWBs / labels for

5) If there are more shipments on the list than needed for paper HAWB / labels printing, you can remove them from the list by clicking on icon Remove shipment from list on the top taskbar (4th from the left). NOTE: this will remove shipment only from displayed list and NOT from the database.

6) HAWBs / labels are printed in sequence as displayed on screen, so if you require HAWBs / labels to be printed in certain sequence, sort HAWBs on screen by clicking on the header of a column. E.g. if you want to print HAWBs / labels by HAWB nr, click on the header HAWB, if you want HAWBs / labels to be printed by the Zip code, click on the header ZipCode. Double click to change sorting from ascending to descending

7) Once the list of shipments is ready, click on the icon Print HAWB / labels on the top taskbar (8th from the right - barcode)

8) To print HAWBs select option Yes, to print labels elect option No

9) The following question(s) will follow:
- Print Customer details as Shipper details on HAWB? (for both: HAWBs and labels)
- Print one label per each piece of shipment? (for labels only, to print as many labels as there are pieces e.g. 1/3, 2/3, 3/3 for 3 pieces shipment)

10) As a result of the above, HAWBs / labels will be printed in the sequence as on screen.

NOTE: If there are more shipments on displayed list than needed for HAWB / label printing, as an alternative to the item 5) above, you can select single shipments or block of shipments by using Ctrl+left mouse click or Shift+left mouse click, respectively.
 
ORBITRAX.WIN 26/06/2019 Manifest generating and pri...
Did you know ... that an option of Manifest creating and printing has been added to 1.13.2.A Warehouse outbound and to 1.13.2.B Warehouse outbound with reallocation, on top of existing option of creating and printing Delivery Sheet?

Option has been added in order to speed up manifesting process as until now, after closing Warehouse outbound session, if was necessary to go to option 1.6.1 Print Manifest.

In order to generate and print Manifest directly from scan out sessions list, follow these steps:

1) Go to Menu option 1.13.2.A Warehouse outbound or to 1.13.2.B Warehouse outbound with reallocation, depending on your requirements.

As a reminder:

- in 1.13.2.A shipments are scanned by default Agents (or Agents allocated to HAWB prior to scanning).
- in 1.13.2.B there is an option of allocating an Agent, regardless which Agent has been allocated to HAWB before.

2) Scan shipments out, as usual.

3) When scanning is finished, close session by clicking on icon Close Session (4th from the right on the top taskbar)

4) From the list of closed sessions, select session you would like to print Manifest for

5) Click on icon Print Manifest (5th from the right on the top taskbar). This will open a new window "Manifest" and the Agent code will be automatically completed

6) Complete MAWB (nr) and Flight (nr), if necessary. MAWB (nr) is mandatory, Flight (nr) is not.

7) Enter date of manifest (click on T for current date)

8) Save

9) This will move you to Manifests list and just created Manifest will be highlighted

10) Proceed with manifest printing and then closing in 1.11 as usual


NOTE 1: Manifest from Scan sessions list is created for all not yet manifested shipments for given Agent, not only for shipments scanned during that session

NOTE 2: Option is available from Orbitrax ver. 15.01.12 onwards.
 
ORBITRAX.WIN 19/06/2019 New columns added to Custom...
Did you know... that on popular requests some new elelements have been added to the Customers list?

Newly added columns would help to identify missing or incorrect Customer details and changing them straightaway by accessing Customer File directly from the list.


1) Go to 3.3.2 and display a list of all Customers by clicking on the top left icon Save (diskette)

2) The newly added columns are:

- Group

- SSR.G (SSR Group)

- Lang (Language)


If needed, content of the columns can be sorted by clicking on the columns headers at the top of the list.

NOTE: Option is available from Orbitrax version 15.1.9 (15.01.09) onwards.
 
ORBITRAX.WIN 10/06/2019 Low value limit (maximum lo...
Did you know ... that Orbitrax has an option of setting maximum low value (per country), so that NDX (non-documents) shipments entered with a value exceeding this amount would automatically change their type from NDX (non-documents) to HV (high value)?

Different low value limit should be set per country, unless an intermediate Agent advises otherwise e.g. setting the same value for all countries.

To set low value limit per country, follow these steps:

1) Go to 3.8.1.2 Alter Country

2) In the 1st screen Main.1, in box "Low value limit" enter the amount and select currency from combo box

3) Save modified Country file.

4) As a result, if value on HAWB exceeds value entered as above, shipment will automatically change its type from NDX to HV.

NOTE 1: High value shipments would appear on a separate HV manifest, if an option "Separate" has been selected in Agent File 3.1.2 Tab. 4 Communication, left bottom section "Manifests", combo box Manifest DOX/NDX.

NOTE 2: If value on HAWB is in currency other than set in Country file as Low value limit currency, exchange rate as in Menu option 3.2 Currency Files would apply

NOTE 3: The above is not required for Intra - EU exporting
 
ORBITRAX.WIN 31/05/2019 Return shipment(s) function...
Did you know ... that "Return" functionality has been modified?

As a reminder - Return functionality allows creating a new record out of one or multiple shipments, swapping Consignee details with either Shipper or Customer details, adding up number of shipments and their weight. This record can be used for returning undelivered shipments to either Customer or Shipper.

"Return" functionality has been described in details in the System News titled "Returning shipment(s) - new functionality" of 12/12/2016.

Part of a procedure was setting up one, standard STS (service code) in Depot File 3.7, Tab.6 Overnight / Triangle / Return, section "Return service", which could be used for all created "return" records.

However, due to the fact that using one STS was not flexible enough (as they often had to be changed manually), we have added an option of setting up return STS (service code) on the individual Customer level.

To set up return service on Customer level, follow these steps:

1) Go to 3.3.2 Alter Customer

2) Go to Tab. 3 Financial

3) In box "Service return" (on the right hand side), enter required service code, to be used for "return" HAWB

4) Save modified Customer file.

As a result of the above setup, when return record is created for a Customer with individually set return service code, this service code will automatically apply when option "Return" is selected, on the top taskbar either on a single HAWB or on the list of shipments.
 
ORBITRAX.WIN 28/05/2019 "Orbitran is not worki...
Orbitran is a vital tool, which allows data exchange between two Orbitraxes, between Orbitrax and interfaces and transfers data to / from Web and Mob.

This is why it should be running 24/7 as otherwise there is an interruption in receiving / sending the data (PODs / SSRs import / export by interfaces and they transfer to Track & Trace, manifests import / export by interfaces, Pickup Orders / Delivery Sheets to Mob, PODs / SSRs from Mob, etc ...)

Did you know ... that we have created a new functionality which, in case of stopped Orbitran, for whatever reason, can send a warning email to any given email address?

The purpose is to inform local staff that Orbitran stopped working, allowing them to connect to the PC Orbitran is normally running on, restarting it and restoring the data exchange ASAP.

As this setup can be done only on the central server, Members are requested to contact Beata PORZECKA (by email: Beata.Porzecka@wqxs.net) and provide email address(es) such warning should be sent to.

NOTE 1: There is no limit as to the number of email addresses a warning can be sent to

NOTE 2: Warning email is sent just once, 15 minutes after Orbitran stopped working.
 
ORBITRAX.WIN 26/05/2019 Cutting off last digits of ...
Did you know ... that in case of piece count barcodes provided on the labels by a Customer, whereby each barcode ends either with piece number, e.g. 01 (for one piece) or 0103 (piece 1 of 3), it is possible to set it up in Orbitrax, so that last x digits would be cut off during shipments / piece scan (in)?

To set it up, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Go to Tab. 8 Other

3) In section "Fix scanned HAWB number", in option "Remove last digits from scanned HAWB number", enter number of digits to be cut off scanned barcode nr

4) Save modified Customer File

5) As a result of the above settings, selected number of digits will be cut off scanned barcode during scanning in Menu option 1.13.9 Warehouse customer inbound

EXAMPLE:

a) The barcodes on the labels of a pieces of shipments from customer ABCBRU0000 contain piece count. E.g. barcode nr is 1234567890103, whereby last 4 digits 0103 stands for piece 1 of 3 of HAWB 123456789

b) In the Customer File of ABCBRU0000, in Tab. 8. Other, option "Remove last digits from scanned HAWB number", we select 4 digits to be cut off a barcode nr

c) While scanning in barcode nr 1234567890103 in Menu option 1.13.9 Warehouse customer inbound for Customer ABCBRU0000, the system will scan HAWB 123456789, cutting off last 4 digits of a barcode - 0103

d) While scanning in barcode nr 1234567890203, the system will scan the second piece of HAWB 123456789 and while scanning in barcode nr 1234567890303, the system will scan the third piece of HAWB 123456789

e) It means that HAWB 123456789 will be scanned 3 times, once for each piece, without taking every piece barcode nr into consideration.
 
ORBITRAX.WIN 30/04/2019 Consignee email address add...
Did you know ... that Consignee email address has been added to Excel report ? Menu option 4.4.9 Generate EXCEL report?

As a reminder, to generate EXCEL report:

1) Go to Menu option 4.4.9

2) Set your criteria in Advanced Search screen

3) Save to move to the second selection screen

4) Select data / columns you would like to appear in xls report, either checking single boxes or using options Select All / Unselect All

5) Consignee e-mail selection box is on the left hand side of the window

6) Select location and file name in the bottom section of the screen

7) Save to generate report

8) Consignee e-mail is placed in xls in column AK, between Consignee Tel and Description.
 
ORBITRAX.WIN 29/04/2019 Warehouse Inbound - continu...
Did you know ... that Orbitrax allows continuous scanning in Warehouse customer inbound (Menu option 1.13.9) and Warehouse customer inbound without Customer validation (Menu option 1.13.10)?

This is in order to allow many people scanning in shipment at the same, what is particularly useful during peak time.

If there is a session open by one user in either Warehouse customer inbound (Menu option 1.13.9) or Warehouse customer inbound without Customer validation (Menu option 1.13.10), when another user(s) clicks on + to start a new session, Orbitrax will not open a new session, but instead will open session already in progress by another user, allowing other user continuous scanning.

This is particularly important while scanning single pieces of multipiece shipment, when one user scans one piece and another users scans other pieces of the same shipment, for all the scanned pieces consolidation within the same open session.

Closing session by one user will close this session for all other users, so it is recommended to close it only when all pieces of all shipments from a Customer have been scanned in. Otherwise a new scanning in session will have to be open.
 
ORBITRAX.WIN 25/04/2019 Consol from shipments list ...
Did you know ... that Orbitrax now has an option of consolidating several shipment to the same consignee into one Consol HAWB?

(A) Initial setup

1) Because Customers will be billed on original HAWBs, a new Consol Customer has to be created and entered in Depot File 3.7 Tab 9. Settings, Customer of Consol. It can be Company own Account or a new Account created exclusively for Consol

2) This Customer has to have "0" tariffs entered for Service Code as specified in item 3) below

3) New Service code will have to be used specifically for Consol HAWB, e.g. CXDD00

4) Agent tariffs have to be all copied from standard service codes used to a new service code created for Consol, to e.g. CXDD00


(B) Procedure

5) Scan in all shipments in Warehouse Inbound with or without Customer validation, as you usually do

6) Display shipments list in 1.3 Alter / View HAWB - Advanced Search

7) Sort displayed HAWBs by Consignee name or address, like you usually do when you want to identify shipments going to the same consignee

8) Mark them blue and click on top icon Consol

9) A new window will pop up

10) Click on + to import Consol HAWB from Depot File (automatic numbering) or enter manually another HAWB for a Consol

11) Enter Consol Agent Code Consol is going to be manifested to

12) Enter service code CXDD00 or any other service code created exclusively for Consol

13) Save

14) It will open a new Consol HAWB with number imported from Depot File, Customer as in set like in item A (1) above (and its details as a Shipper), Consignee, number of pieces and weight being a sum of piece and weight of all consolidated HAWBs

15) Save

16) At this stage all consolidated HAWBs receive flag Manifested, so that they are excluded from manifesting to the Delivery Agent

17) Manifest all remaining shipments (including Consol/s) to the Delivery Agent as usual

NOTE 1: POD (or any other status) received from the Delivery Agent for Consol HAWB will be populated across ALL consolidated HAWBs.

NOTE 2: As a result, Agent ill be paid for Consol (of consolidated HAWBs), while Customer charged for original HAWBs

NOTE 3: Since the total revenue for Consol newly created Customer is going to be "0" (as a result of "0" tariff entered), Invoice for this Customer will not be printed

NOTE 4: Option is available from Orbitrax ver. 15.0.1 (15.00.01) onwards.
 
ORBITRAX.WIN 29/03/2019 Re-exporting confirmed invo...
Did you know ... that you can re-export confirmed invoice to Customers - other Orbitrax users in case it was not received by them for electronic PTR checking?

Once invoice for another Orbitrax user is confirmed, the file with invoice / shipments data is automatically sent to Orbitrax of this user, allowing importing the file during PTR booking and automatic checking in Menu option 4.1.1 Purchase Checking.

However, in some instances (internet or Orbitran down), file with invoice / shipments data does not arrive and it has to be re-exported.

In order to re-export confirmed invoice to other Orbitrax user, follow these steps:

1) Go to Menu option 4.2.8 Re-Print Confirmed Invoices

2) Search for required invoice either by Date or by Number (in option Search by)

3) If required, you can narrow your search by using Customer category, Customer group or Customer code

4) Once you made you selection, press F5 or click on Refresh icon on the top taskbar

5) Once required invoice appear on the list of invoices, click on icon "Re-Export Confirmed Invoices" on the top taskbar (6th from the right) and the file with selected invoice / shipments data will be generated again and file with invoice data re-sent to your Customer

6) You can re-send more than one invoice at the same time. To do this, mark blue required invoices on the list of invoices, then click on icon "Re-Export Confirmed Invoices" on the top taskbar.
 
ORBITRAX.WIN 22/03/2019 Shipment Audit dodany do SS...
Did you know ... that Audit Log from HAWB screen, Tab. 4 Other, has now been added to SSR Log?

This is in order to have a complete preview of changes made on HAWB, without having to switch between HAWB screen and SSR Log screen.

Audit Logs typically contain changes made on HAWB such as:

- change of consignee name or address / phone details

- change of Agent (manual or through scan out)

- change of export (manifest) date

- change of original weight (weight discrepancy or volumetric weight)

- change of value or shipment description

- adding or change of consignee office opening times


In order to see Audit Log in SSR screen, follow these steps:

1) Go to Menu option 2.1 Enter / View SSR(s)

2) Enter HAWB nr

3) Go to Tab. 2 History

4) By default Audit Logs are hidden. Click on the button "Shipment Audit" on the bar above SSR logs to make them visible on screen

5) All Audit Logs are stored under Code AL and they are in mode Preview - the content of Audit Log is displayed in the field Message at the bottom of the screen

6) To hide them, click again on the button "Shipment Audit" on the bar above SSR logs

NOTE: Option is available from Orbitrax ver. 15.0.3 (15.00.03) onwards.
 
ORBITRAX.WIN 18/03/2019 Adding FSS to Driver Billin...
Did you know ... that in case of driver charging FSS (Fuel & Security Surcharge), this can be added to PRO-PTR? (refer to previous System News dated 14/03/2019, Subject: Driver Billing Sheet)

To have FSS printed on Driver Billing Sheet (PRO-PTR) follow these steps:

1) In Agent File 3.1.2, Tab. 5 Financial:

- check box "Fuel & Security Surcharge"

- enter FSS Tariff code in field "Tariff FSS"

- from combo box PTR FSS select option FSS - on shipment level

2) Save modified Agent File

3) For FSS to apply, FSS tariff code has to be entered in 3.9.1.4 by clicking on icon +.

Different FSS tariff (for the same Tariff Code) can apply per Country, Zone or Service.

FSS tariff can be entered per Weight, Pieces, Weight / Distance, Distance / Weight or as Percentage.

4) As a result, FSS will be added to Driver Billing Sheet (PRO-PTR) in a way that: FSS will be added to total charge on every HAWB. Totals (botom line) will specify: Total Charge (FSS excl.), Total FSS and Total Charge FSS incl.
 
ORBITRAX.WIN 14/03/2019 Driver Billing Sheet
Did you know ... that for the drivers Run Sheets are printed for in option 6.2 Driver Run Sheet, also Billing Sheets can be printed, prompting the drivers the amount of their invoices as per rates entered in Orbitrax?

Such Driver Billing Sheet is called PRO-PTR, as pre-Purchase Trading invoice to be issued by the driver. The main benefit is that Invoice issued by the driver based on PRO-PTR does not have to be checked by the Admin.

To generate Driver Billing Sheet (PRO-PTR) follow these steps:

1) PRO-PTRs are always created in active Accounting Period, so make sure that correct Accounting period has been entered in Depot File 3.7 Tab. 9. Settings, section "Accounting period", otherwise PRO-PTRs will be created in a wrong period

2) Go to Menu option 4.1.4 PRO-PTR

3) Click on icon Create PRO-PTR invoices on the top taskbar (3rd icon from the left)

4) Select dates Drivers Billing Sheets (PRO-PTRs) should be generated for

5) Select Agent type: Driver

6) Save

7) Confirm that you would like to create Pro-PTRs for selected period

8) System will confirm how many PRO-PTR have been created. Click on OK

9) If, after reviewing, pricing of some HAWBs has to be changed and the total amount of PRO-PTR corrected, this can be done by opening shipments list which can be opened by clicking on icon "Show shipments" icon on the top taskbar. Then pricing should be corrected, modified shipment record saved and screen with a list of PRO-PTRs refreshed in order to pick modified totals.

NOTE: PRO-PTR can be previewed, saved as pdf or printed on printer. Soon the functionality of sending PRO-PTR by email will be added.
 
ORBITRAX.WIN 28/02/2019 SECF - Security (Check) Fee...
Did you know ... that Orbitrax can automatically apply Security Fee (Security Check Fee) to selected Agents based on selected service code (STS) and, if required, also add Security Fee to the Customer pricing?

In order to set up and apply Security Check Fee on HAWB, follow these steps:

1) Go to Service Codes 3.9.6 and open required Service Code (STS), you want Security Check Fee to apply to

2) Check box "Use security fee"

3) Save modified Service Code (STS)

4) Go to Agent File (one who applies Security Check Fee) in Menu option 3.1.2, Tab 5 Financial and check box "Use security fee"

5) Save modified Agent File

6) Go to 3.9.5.4 Special Services Codes and make sure Special Service Code SECF is on the list. If it is not, click on + to add it from the list of available Special Service Codes

7) Make sure that box "Enabled" is checked

8) Check box "Subject to FSS", if you want FSS to apply to Security Check Fee

9) If necessary, change Description

10) Save to add Special Service SECF to the list of activated Special Services

11) In order to activate automatic rule, go to Menu option 3.9.5.3 Special Services Rules, open rule called SPSSECF and enter Special Service Code SECF in the field Special Service Code.

12) Make sure that box "Active" is checked

13) Save

14) Tariff entry for SPS SECF is exactly the same like for any other SPS - for Agent in Menu option 3.9.5.2 and for Customer(s) in 3.9.5.1

NOTE: If above has been properly set up, then when HAWB is entered / imported (e.g. from web), with the service code like in item 3) and for Agent like in item 4), then SPS SECF will automatically apply to this HAWB. If SPS SECF tariff(s) have been entered like in item 14), then HAWB will be automatically priced on both Agent and Customer side.
 
ORBITRAX.WIN 25/02/2019 Copying tariffs - modificat...
Did you know ... that for the ease of copying tariffs, we changed the way "Active from" date is displayed?

Usually, when date is unknown in Orbitrax, it is either left blank or it is showing as 01/01/2100.

However, when copying a lot of tariffs, changing 01/01/2100 to a current or any close to current date was difficult (especially when using date picker) and was slowing down the process.

We have changed the "Active from" date from 01/01/2100 to current date in the following copying options:

- Customer Tariff copy through 3.9.2.2 Alter Customer Tariff / "Copy Tariff" icon on the top taskbar

- Agent Tariff copy through 3.9.1.2 Alter Agent Tariff / "Copy Tariff" icon on the top taskbar

- Linehaul Tariff copy through 3.9.3.2 Alter Linehaul Tariff / "Copy Tariff" icon on the top taskbar

- Handling Tariff copy through 3.9.4.2 Alter Handling Tariff / "Copy Tariff" icon on the top taskbar

- Special Services copy through 3.9.5.1 Special Services Of Customer Tariff and 3.9.5.2 Special Services Of Agent Tariff / "Copy Tariff" icon on the top taskbar

Modifications have been made in Orbitrax version 15.00.00 (15.0.0) - to be released in week 9 /10
 
ORBITRAX.WIN 18/02/2019 Last shipment date on servi...
Did you know ... that a new "Last shipment" column has been added to the list of all service codes (STS) in Menu option 3.9.6 Service Codes?

It was added on request, in order to help the user to identify STS never used or used a long time ago, so that the user can disable unused service codes. It was done in similar way to "Last shipment" in Customers List, which enables the user to change some Customers status from "Active" to "Closed".

Disabling certain service codes narrows their selection in:

- Customer File (Tab. 3 Financial, buttons "Services of Customer" and "Service return"),
- HAWB entry / pre-entry
- Call register (F12)
- Reports, which include service codes STS

In order to sort and disable unused STS, follow these steps:

1) Go to Menu option 3.9.6 Service codes

2) Click on the header of column "Last shipment" to sort them by date. Click twice to change sorting by ascending / descending order

3) If you decide to change their status, open them one by one, then uncheck box "Service enabled"

4) Save

NOTE: Option is available from Orbitrax version 15.00.00 (15.0.0) onwards.
 
ORBITRAX.WIN 13/02/2019 Email Log - new option in 9.2
Did you know ... that we replaced Menu option 9.2 Resend fax with new option Email Log?

This option will allow the user to view status of emails sent from Orbitrax to Orbimail queue and, if necessary, resend them directly from Orbitrax (send them to Orbimail queue).

To view and / or resend emails follow these steps:

1) Go to Menu option Email Log

2) Select one of the emails status options: Sent, Pending or All.

NOTE 1: By default, Error email are displayed

3) Select emails sent dates From and To

4) Select emails sent times Fro and To or leave blank for any time within selected dates

5) Click on icon Refresh on the top taskbar or press F5 to Refresh screen view

NOTE 2: If needed, list of emails can be sorted by clicking on one of the columns headers: Sent, Subject, Mail to, Account, Status, Error or Created (date & time)

6) Click on icon "envelope" on the top taskbar to open email header. If necessary, correct email address in the field "Email Address"

7) To resend email, click again on icon "envelope" on the top taskbar.

NOTE 3: Option is available from Orbitrax version 15.0.0. (15.00.00) onwards
 
ORBITRAX.WIN 31/01/2019 GPAR - Gross Profit Analysi...
Did you know ... that Customer Group selection has been added to Gross Profit Analysis report in Menu option 4.4.4.1?

This is in order to check profitability of a Group of Customers rather than either all or single Customers, one by one, then adding them up, manually.

Creating a group of Customers and allocating Customers to a group has been described in the System News "Customers Group" on 31/07/2015.

In order to generate GPAR by Customer Group, follow these steps:

1) go to Menu option 4.4.4.1 Gross Profit Analysis

2) in the first (prompted) filter select Shipment Pudate (Pickup date) using option BETWEEN

3) in the second Filter, select option Customer group, then use option =

4) select Customer group from combo box

5) set other criteria, such as Sub Totals By, Order, type of report (Full, Detail, Summary) and add / remove financial elements (Add FSS, Add Discount, Add MNI Invoices, Add CNS Invoices) and once all criteria has been set, click on report output on the top taskbar - Printer, Preview or pdf.

NOTE: Option is available from Orbitrax version 14.3.6 onwards
 
ORBITRAX.WIN 28/01/2019 New status "Review&quo...
Did you know ... that in order not to delay sending SSRs to Customers and controlling them at the same time, we have changed the status of SSRs received from "Trusted source" from "Check" to "Review"?

Originally, all SSRs received from outside sources such as WEB or MOB, were automatically transferred to 2.4.1 Check Unapproved Logs and required approval by the customer service staff before they could be sent to Customers (or other action such as Lock or Error).
However, this was delaying sending certain statuses to Customers and as a result we have introduced option "Trusted SSR source" in Tab. 7. Web SSR in Agent File.

Marking Agent as "Trusted SSR source" resulted in statuses received from this Agent bypassing of the "Check Unapproved Logs" and being automatically sent to the Customers.
However, statuses automatically sent could not be reviewed and / or marked by customer service staff as "Put on Hold" (message for the driver scanning shipment in on his return after non-delivery), therefore there was a need for introduction another status.

As a result, currently SSRs received from "Trusted SSR source" are automatically transferred to 2.4.1 Check Unapproved Logs with status "Review", but also are automatically sent to Customers. This way, customer service staff can review them, without delaying communication to Customers.

Unlike HAWBs with other statuses, HAWBs with status "Review" can be removed from screen, by clicking on icon "Remove from list" on the top taskbar (red cross).

NOTE 1: "Trusted SSR source" has been described in the System News "Trusted SSR source (Agents)" on 23/10/2015

NOTE 2: Option is available from Orbitrax version 14.4.1 (14.04.01) onwards.
 
ORBITRAX.WIN 15/01/2019 Scans in and out added to P...
Did you know ... that details of scans in and scans out have been added to POD availability report in Menu option 4.4.22.6?

POD Availability Report is meant to show when PODs are transferred to web, which is also when they are sent to Customers by interface. However, in order to show full history, it was requested, that scans in and scans out are also included in the Report, in case of shipments being returned after failed delivery, as a justification of PODs being sent to web (or by interfaces) "late".

In order to display scans in and out, follow these steps:

1) Go to Menu option 4.4.22.6 PODs availability report

2) Select shipment pickup dates From and To - either single date (then the same date should be entered in both fields) or dates range

3) By default, data for current date is displayed

4) By default, selections options "Group", "Category" and "Agent" are blank, what means that data displayed is for ALL. If you want to narrow your selection, select any or all of them

5) Refresh either by F5 or by clicking on Refresh icon on the top taskbar

6) Standard data displayed includes: HAWB, Pickup date, Customer, Service, Agent, POD date and time, POD received date and time, (POD) Sent to web date and time, (POD) Delivered to web date and time

7) To add scan logs (scans in and scans out) check box "Include Scan Logs" at the top of the screen

8) This will enlarge the screen by adding extra columns Scan In (date and time) and Scan Out (date and time)

9) select output to xls by clicking on icon xls on the top taskbar

NOTE 1: Unlike screen with only standard data like specified in item 6) above, where there is only one line per HAWB shown, report with Scan Logs will show at least 2 lines per record: one with scan in, one with scan out and in case of more scans, there will be as many lines per HAWB shown, as many scans were performed.

EXAMPLE: HAWB 592011053 pickup date 14/01/2019, delivered date 15/01/2019

line 1: POD 15/01/2019 11:54, POD received 15/01/2019 11:54, POD sent to web 15/01/2019 11:55, POD delivered to web 15/01/2019 11:55, scan in 14/01/2019 03:35

line 2: scan out 14/01/2019 09:00

line 3: scan in 14/01/2019 20:12

line 4: scan out 15/01/2019 09:15 (redelivery)

Line 3 shows scan in after scan out in line 2 = return to the warehouse after failed delivery. Scans in and out explains why POD has been received and transferred only on 15/01/2019, despite shipment being received (and out for 1st delivery) already on 14/01/2019.

NOTE 2: Option is available from Orbitrax version 14.03.01 (14.3.1) onwards, with some minor corrections made in version 14.03.02 (14.3.2)
 
ORBITRAX.WIN 11/01/2019 Summary Pickup Sheet
Did you know ... that Summary Pickup Sheet has been added to Orbitrax, on request of those users, who prefer controlling on paper rather than on screen, that all daily Pickups have been brought back to the warehouse?

To generate and /or print Summary Pickup Sheet, follow these steps:

1) Go to Menu option 6.11 Summary Pickup Sheet

2) Current date is always prompted, however it can be changed as required

3) Select Customer category (if available) or leave prompted All for all categories

4) On the top taskbar, select one of the available Report outputs: printer, preview, pdf or xls, which is giving an option of sorting Report by any of the below listed criteria

5) Report contains the following details:
- sequence number
- Customer
- Shipper Name
- Shipper zip
- Shipper Town
- Notes (Shipper)
- Notes (Consignee)
- Pickup Time From
- Pickup Time To
- PO# (Pickup Order nr)
- Driver Name
- COD (amount and currency)
- indication if Pickup is regular (Fix X = yes / FIX blank = no) as per scheduled Pickups set in Menu option 3.12.3 Pickup definition
- Other Remarks
- CAT (Category)

NOTE 1: Report is showing all allocated Pickup Orders at the time of generating Report

NOTE 2: Report is showing only Pickup Orders with already allocated drivers. Unallocated Pickup Orders have to still be checked in Dispatcher Module - Menu option 6.4.

NOTE 3: Option is available from Orbitrax version 14.03.01 (14.3.1) onwards.
 
ORBITRAX.WIN 31/12/2018 Customers and Agents Accoun...
Did you know ... that we recently added Customer and Agent Accounting Code to xls report in 4.4.9 Generate EXCEL Report?

This is in order to be able to calculate provisions for both: uninvoiced revenue and not received purchase invoices for a given period, and enter them into your Accounting application.

To generate EXCEL report with Accounting Codes, follow these steps:

1) Make sure that Accounting Codes (as in your Accounting application) are entered:

- for Customer - in box "Accounting Code" in Customer File 3.3.2, Tab. 1. Trading, just below box "VAT No", left hand side, at the bottom of the screen,

- for Agent - in box "Accounting Code", in Agent File 3.1.2, Tab. 1 Main, below box "Vehicle", right hand side, at the bottom of the screen

2) Go to Menu option 4.4.9 Generate EXCEL Report

3) On screen "Advanced Search", enter primary criteria for the report, dates range being minimum criteria for the report

4) Save

5) On screen "Generate XLS file with shipment details" check boxes with required HAWBs details

6) If report is to show revenue / cost to be entered as provisions in your Accounting application, make sure that at least the following boxes are checked:

- for Customer (uninvoiced revenue): Customer, Customer Acc. Code, STS Charge, SPS Charge, XPS Charge, Manual Charge

- for Agent (not received purchase cost / PTR): Agent, Agent Acc. Code, STS Cost, SPS Cost, XPS Cost, Manual Cost

7) Save to generate xls report

8) Sum of the above mentioned Charges (revenue) and Costs can be then booked as provisions in your Accounting application as per Accounting Codes specified.

NOTE: Option is available from Orbitrax version 14.3.6 (14.03.06) onwards.
 
ORBITRAX.WIN 24/12/2018 Multi SSR entry through Inb...
Did you know ... that we have recently added Multi SSR Entry option to Inbound Discrepancy Report? This is in order to preview HAWBs not inbound confirmed (or not scanned in) and enter SSR 52 "Manifested but not arrived (missing) at import station" or any other required SSR(s), all in one go.

In order to enter Multi SSR through Inbound Discrepancy Report, follow these steps:

1) Go to Menu option 1.9.2 Inbound Discrepancy Report

2) Select HAWB search criteria: MAWB, Customer(s), Agent(s), Pickup Agent(s) or leave blank to display data for all. Enter data received date From and To

3) Save

4) This will display a list of not received HAWBs for selected period, with their details such as Pickup Date, Customer, Consignee Country code, Consignee Town, MAWB & Flight (if available), Agent, Pickup Agent, Pick up Zip, Pickup Town and last SSR

5) Sort HAWBs on screen by clicking on one of the headers, then mark blue HAWBs for which you want to enter SSR. Use Ctrl+left mouse click to mark single HAWB(s) on the list or Ctrl+left mouse click to mark block of HAWBs

6) Once HAWBs are marked, click on M-SSR icon on top taskbar

7) Enter SSR as required

8) Save and this SSR will be populated across all marked HAWBs.

NOTE: Option is available from Orbitrax version 14.3.6 (14.03.06) onwards.
 
ORBITRAX.WIN 19/12/2018 Copying dimensions on piece...
Did you know ... that in case of identical dimensions of all pieces of HAWB, you can copy them instead of entering them one by one?

In order to register identical dimension of each piece, follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Click on box Weight options next to Weight of a shipment

3) Select option Volumetric Weight. This will open a new window "Shipment dimension"

4) In the 1st line, enter dimensions in cm (in fields X Y Z) for the first piece

5) After dimensions for the 1st piece have been entered, click on icon "Copy record" on the top taskbar and all previously entered dimensions will be copied over to all remaining pieces

6) Save

7) Based on their individual settings, system will automatically calculate volumetric weight for Customer and for Agent, and will show them in fields Vol.(C) and Vol.(A) on HAWB screen.
 
ORBITRAX.WIN 11/12/2018 Open Status Report (Outstan...
Did you know ... that you can generate an Open Status Report (outstanding PODs), by Customer, in xls format?

To generate Open Status Report in xls, follow these steps:

1) Go to 2.4.2 Open Status Report

2) Set criteria for the report:
- (SSR) Code type - options are: Critical, All (but final) or SSR codes selection
- Customer - select from the list and confirm by Save
- additional options are: selection of Agent and / or Country and / or Zone

3) Select period from and to

4) Select type: All, Shipments or Pickup Orders

5) Select additional conditions such as:
- including shipments with no SSR Logs
- including shipments with POD, which is not current status
- including shipments with final SSR, which is not current status

6) Save. It will open a new window - "SSR Open Status Report"

7) Report is showing basic data: HAWB number, Consignee, shipment Pickup date, Customer, Agent, shipment Export date, last SSR Code, Event (SSR) date and time, Consignee Town, Consignee Zone and Country. Data can be sorted on screen by clicking on any of the header. Sorting is important, as in the next step, report can be generated in order like displayed on screen

8) To generate report in xls format, click on xls icon on the top taskbar

9) Question "Print selected logs only?" Y/N would appear. Answer Yes if you want to generate xls report only for marked / highlighted blue HAWB(s). Answer No if you want to generate report for all HAWBs shown on screen

10) Next question to appear is "Print full trace (All SSR history) of selected shipments?" Y/N. Answer Yes if you want to generate xls report with complete SSR Log. Answer No if you want report with only last SSR (as displayed on screen) to be generated.

11) After the above questions have been answered, a new window "Report Order Selection" will appear. The options are: by Customer, by Agent or in order like displayed on screen

12) Save to generate xls report.
 
ORBITRAX.WIN 29/11/2018 Including / excluding HAWBs...
Did you know ... that SSR codes can be included / excluded from Outstanding SSR report for (delivery) Agents?

This is in order to narrow requests for SSR update only to shipments with certain last status(es).

EXAMPLE:

If last active status on HAWB is 24 "Onfwd to subcontractor - POD will not be Available" - this is not kind of SSR that we would like to ask delivery Agent for an update, therefore it would be one of the SSRs to exclude from Outstanding SSR report.

But if last active status on HAWB is 07 Delivery not completed, this is kind of SSR we would like delivery Agent to give as an update for.

To include / exclude certain SSR Codes from Outstanding SSR report for Agent, follow these steps:

1) Go to Menu option 3.10.1 SSR Setup

2) Select SSR group Agent is allocated to, otherwise select Group "Default"

3) Check column "SSR Request" to see what is current SSR status for update request. "No" means SSR is not included into Outstanding SSR for Agent, "Yes" means it is.

4) To change it, open SSR and check either box "Include" or "Dont include" in section "SSR update request". If box "Default" is checked, it means that regardless SSR group, status of SSR code is always identical to the status set in SSR Group "Default".

5) Save modified SSR Code settings

6) Depending on the setup, HAWBs with selected SSR being last active status, will either appear or will not on Outstanding SSR report for Agent.

NOTE: Options of Outstanding SSR report for Agent have been described in System News dated 20/12/2016
 
ORBITRAX.WIN 23/11/2018 Notification "Close pr...
Did you know ... that after being generated in Menu option 4.2.2 Print All Customers Invoices, new invoice (INV) cannot be previewed, if previous INV is still open in a browser?

Previously opened INV was simply preventing new INV from opening (previewing), causing a User to wonder what is wrong with the invoicing process and calling CDT for assistance.

We have now added a notification "Close previous invoice", so when a User attempts to open (preview) new invoice while previous one is still open, he is clearly informed what is causing the problem and how to proceed.

Option is available from Orbitrax version 14.03.05 (14.3.5) onwards.
 
ORBITRAX.WIN 19/11/2018 Chargeable weight added to ...
Did you know ... that, on a few requests, we have added chargeable weight to Menu option 4.4.9 Generate EXCEL Report, on top of already existing dead weight and volumetric weight?

This is in order to display chargeable weight in a separate column, instead of comparing two columns: one with dead and one with volumetric weight and extracting the higher one, for the statistics purpose.

In order to include chargeable weight in the EXCEL report, follow these steps:

1) Go to Menu option 4.4.9 Generate EXCEL Report

2) Set primary selection criteria in the Advanced Search screen

3) In second screen - "Generate XLS file with shipment details", check box "Chargeable Weight" (2nd column from the right)

4) Name the file usual way

5) Save

NOTE: Option is available from Orbitrax version 14.3.4
 
ORBITRAX.WIN 09/11/2018 Collections notifications -...
Did you know ... that Orbitrax has a new option, which allows tracking and controlling collections requests?

This is useful to Companies, which do not use Pickup Orders (F12) and it works for both: collections manual pre-entry as well as collections requests received from Customers by interfaces.

Collections notification, by notifying a user of a new record received, helps handling collection request by contacting pickup Agent as soon as possible.

(A) Service code (STS) setup

1) Go to Manu option 3.9.6 Service Codes

2) Find STS, which is used for collections. Open it by double click (or by Enter)

3) Enter a short code in the field "Service Group", e.g. COLLECTION. Note, that more than one STS can be allocated to one Service Group

4) Save

NOTE 1: Pre-entered or imported HAWBs with service code set as above, will appear on the screen in Menu option 1.9.6 Collections Notifications

(B) Collections notifications screen

5) Got to Menu option 1.9.6 Collections notifications

6) By default, HAWBs with Status "New" with pickup date for the next 2 months will be displayed

NOTE 2: Status of collections are as follows:

* New - concerns HAWB(s) with data registered only, no other SSR logs

* Pending - concerns HAWB(s) previously on status "New", to which any SSR has been entered (this means that collection request has been acknowledged and it is being dealt with)

* Done - concerns collection received locally and ready for export / pickup by the Customer / Consignee. Ultimately, shipments with status "Done" should be closed with a final SSR.

NOTE 3: Option is available from Orbitrax version 14.3.4 onwards
 
ORBITRAX.WIN 29/10/2018 SSR import Logs (review) - ...
Did you know ... that there is an option in Orbitrax allowing you to review imported PODs / SSRs, for selected period, from any Agent / Driver?

In order to review SSRs imported from the Agent(s), follow these steps:

1) Go to Menu option 2.5 View SSR import Logs

2) By default, displayed list is a list of of SSRs with current date, both types (All = Linked and Not Linked) and from all Agents / Drivers

3) To narrow selection, in the field "From", browse for the Agent whose SSRs you want to review

NOTE 1: Linked = SSRs with matching HAWB, which were imported into SSR Log, or can be imported upon matching HAWBs in Menu option 2.6.1 - Link Unmatched HAWBs. They have status either Full Send or Full Sent, Lock, Send or Check.

NOTE 2: Not Linked = SSRs imported, but without HAWB match found. They have status Inbound and have to be investigated, as they may be PODs / SSRs imported for shipments which left unmanifested.
 
ORBITRAX.WIN 26/10/2018 Advanced Search - templates...
Did you know ... that Orbitrax can now save your selection(s) for reports generated in Advanced Search?

This is in order to facilitate generating repetitive reports, especially reports with a lot of different criteria set for.

(A) To create the template for future reports, follow these steps:

1) Go to 1.3 Alter/View HAWB(s)

2) Go to Advanced Search option by clicking on the middle, "binoculars" icon on the top taskbar

3) Select dates and other criteria for the report. Example: dates selection + Shipper Country BE + Consignee Country PL + Weight From 100,00 (kg) To 300,00 (kg)

4) Once criteria have been set, click on the (new) red icon "Save Template" on the top taskbar. This will open a new window "Template Shipment Search"

5) Click on +

6) Give a name / code to the template, e.g. BEPLHW (BE to PL Heavy Weight). Check box "Public Template" if you want other users to use this template for generating reports. If box is left blank - template is visible only to the user who created it (rules similar to creating Shipments Pack)

7) Save

8) If you want to generate the report straightaway - click on icon Select (top left) on the top taskbar and Save. Orbitrax will display all HAWBs from BE to PL with weights between 100 and 300 kg, for selected period

(B) To print report based on previously saved template:

9) Go to 1.3 Alter/View HAWB(s)

10) Go to Advanced Search option by clicking on the middle, "binoculars" icon on the top taskbar

11) Select dates

12) Click on the (new) yellow icon "Select Template"

13) Select template from the list and click on Save. Orbitrax will display all records matching criteria saved on the selected template.

NOTE 1: You can set any criteria for the Template on both Tabs of the Advanced Search screen - 1. Main and 2. Financial / MAWB / Non-standard

NOTE 2: Templates can be saved in all Advanced Search screens in Orbitrax: 1.3, 2.2, 4.4.9, etc.

NOTE 3: Option is available from Orbitrax version 14.03.01 (14.3.1) onwards.
 
ORBITRAX.WIN 23/10/2018 Printing dimensions on INV ...
Did you know ... that, on top of the total volumetric weight, shipment (pieces) dimensions can now be printed on INV specification?

This is optional and can be set as follows:

1) go to Depot File 3.7

2) go to Tab. 3 Document numbers

3) in section "Invoice Specification" (at the bottom of the screen), check box "Print dimensions"

4) as a result, pieces dimensions will be printed on INV specification in the following format:

Dims: 80x70x60 *40x30x50 *16x58x74 *25x35x15 *32x12x10 *21x74x10 *22x33x44 *22x33x44 *

NOTE 1: Printing dimensions can only be set on a company and not on a Customer level. That means that if box "Print dimensions" is checked in Depot File, it will apply to INV specifications to ALL Customers.

NOTE 2: Option is available from Orbitrax ver. 14.03.04 (14.3.4) onwards
 
ORBITRAX.WIN 12/10/2018 Paper HAWB Surcharge (Manua...
Did you know ... that Orbitrax can automatically apply a surcharge on HAWB entered manually?

This is in order to encourage Customers to provide us with shipments data (either by interface or by web entry) and giving us shipments with already printed HAWB or label, rather than us entering HAWBs manually and printing HAWB or label locally.

Surcharge tariff can apply per Customer (or Customers) and can be set in various rates and currencies.

In order to set this surcharge, follow these steps:

A) Tariff entry

1) Go to Menu option 3.9.2.6 Paper HAWB Tariffs

2) Open tariff entry screen by clicking on icon + on the top taskbar

3) Enter tariff code, Description (this description will appear on Invoice to the Customer), enter amount of surcharge in field "Rate", enter currency (or select it from combo), enter Active dates from and to. If "to" date is unknown, enter 01/01/2100

4) Save


B) Customer setup (Customers to whom surcharge is to apply)

5) Go to Customer File in Menu option 3.3.2 Alter Customer, Tab. 3 Financial

6) In the bottom right section "Paper HAWB Tariff", check box "Apply" and enter tariff code (or select from combo) as created like in items 1) to 4) above

7) Save modified Customer File.

NOTE 1: As a result, surcharge will apply to manually entered HAWBs, but will not apply to imported HAWBs.

NOTE 2: Surcharge is not immediately visible in HAWB pricing at the time of HAWB entry, but only when HAWB is edited.

NOTE 3: Surcharge is automatically added to HAWB in form of Manual Charge
 
ORBITRAX.WIN 28/09/2018 HAWB Prealert translation
Did you know ...that HAWB Prealerts (for timed deliveries or swaps) can now be translated, to be sent to the Agents in their own languages?

To translate HAWB Prelert, follow these steps:

1) Go to 3.9.A.2 Language Translation

2) In the field "Language", (top left), select required language code, to which you are translating

3) In the field "Group" (top right), select group PREALERT. This will display lines with text to be translated

4) Default text (in English) to be translated is shown at the bottom left section of the screen "Default Text"

5) Enter translated text in the bottom right section of the screen "Text In Selected Language". Translated text is limited to certain number of characters, different for every text. As you type, number of available characters left is displayed.

6) Save

NOTE 1: Prealerts are sent in language set in Agent File, Tab. 1 Main, box "Language"

NOTE 2: Option is available from Orbitrax ver. 14.3 onwards
 
ORBITRAX.WIN 26/09/2018 MAWB Pre-alerts
Did you know ... that Orbitrax can send email with MAWB (linehaul) Pre-Alert to the Agent at the Destination?

In order to send MAWB Pre-alert, follow these steps:

(A) Agent Setup

1) Go to Agent (at Destination) File in option 3.1.2 Alter Agent

2) Go to Tab. 4 Communication

3) Click on icon + to add new communication

4) In Function, select option MAWB PREALERT

5) Select Output EMAIL

6) Enter email address for sending Pre-Alert

7) Make sure that box "Active" is checked

8) Save newly added Communication

9) Save modified Agent File


(B) MAWB Pre-Alert

10) In Menu option Alter MAWB 1.10.2. on the list of MAWBs, check box "MAWB Pre-Alerts". This will show a list only of MAWBs whose Agents at Destination have active Communication like described in items (A) 1-7 above. MAWBs with Destination Agents without Communication set up will be hidden

NOTE 1: Make sure that Manifest weight and (MAWB) Weight are reconciled

11) Mark blue those MAWBs to which Pre-Alerts can be sent, by using combination of Ctrl+ left mouse click for selected MAWBs or Shift+left mouse click for marking a block of MAWBs

12) Click on icon "Envelope" on the top taskbar. Pre-Alerts to all marked MAWBs will be sent to Orbimail queue and further to the Agents

NOTE 2: Date and time of sending Pre-Alerts are shown in column "Sent At". MAWBs which are not showing "Sent At" date and time are those without Communication MAWB PREALERT set up in Agent File (either on purpose or by omission).
 
ORBITRAX.WIN 14/09/2018 Searching for uninvoiced HA...
Did you know ... that Orbitrax has an option of searching for uninvoiced HAWBs?

On top of a typical reason, when HAWB(s) have been entered late (after Invoice run), usually HAWBs are not invoiced, if they are ON HOLD or are unmanifested.

As a reminder, if ON HOLD or unmanifested HAWBs are to be invoiced, boxes "Allow invoice unmanifested shipments" and "Allow invoice of delayed shipments" have to be checked in Depot File 3.7, Tab. 3. Document Numbers.


To identify uninvoiced HAWBs follow these steps:

1) Go to 1.3 Alter/View HAWB(s)

2) Click on middle icon Advanced Search on the top taskbar. This will open a window "Advanced Search"

3) Optionally - select dates and any other criteria (Customer, Destination, Consignee name, etc) to narrow your criteria.

4) Go to Tab. 2 Financial / MAWB / Non-standard

5) In top section "Customer", select option "Not Invoiced"

6) Save to display a list of uninvoiced HAWBs matching selected criteria

NOTE: The above procedure can be used for displaying a list of any other Invoicing option shown in section "Customer".
 
ORBITRAX.WIN 11/09/2018 Zero Priced Report (previou...
Did you know ... that Orbitrax can generate a report listing zero priced Basic charges, Special or Extra Services and Manual charges on HAWB?

Zero Priced Report can be generated at any time, but should be definitely used as part of pre-billing procedure, in order to spot zero priced pricing lines and eliminate pricing errors such as no tariff, before invoice run.

In order to generate Zero Priced Report, follow these steps:

1) Go to Menu option 4.4.3

2) By default options All records and Full (report) are marked

3) In section "Filter", set required filter by choosing one of the following options:
- Shipment PuDate
- Customer Code
- Customer Category
- Agent Code
- Agent Tariff
- Service Code
- CRB (Customer Rate Band)
- Country Code
- Zone Code
- Pricing method (Auto or Manual)
- Charge type (Extra Service, Manual Entry, Special Service, Basic)
- Tariff located (yes / no)

4) In section "Order", set the order for Zero Priced Report, by choosing one of the options like listed above with additional option - HAWB

5) Select method of displaying the data - Ascending or Descending

6) Zero Priced Report can be previewed, printed on printer, saved as pdf or generated in excel, by choosing one of the options on the top taskbar.

NOTE: If the same HAWB has more than one element zero priced (e.g. Basic and Special Service or Special Service and Extra Service), such HAWB will show on the report in separate lines.
 
ORBITRAX.WIN 29/08/2018 Weekly Turnover Report
Did you know ... that Orbitrax can produce Weekly Turnover Report?

This report shows week after week trend in total turnover, number of shipments and total (dead) weight per Customer per week, rather than the details, which can be printed in other reports.

To generate Weekly Turnover Report, follow these steps:

1) Go to menu option 4.4.5 Weekly Turnover Report. This will open a new window "Weekly Turnover"

2) Enter End of period date, means date of Sunday of the week ending the report

3) Enter number of weeks (maximum 99) for which report has to be generated. Dates From and To will be displayed automatically

4) Select one of the output options: excel, printer, preview

NOTE 1: Report displays Customer code, Period (year and week nr), number of shipments in given week, weight and income. Any income in other currencies is converted into local currency.

NOTE 2: As per message displayed, FSS and Discounts are included.
 
ORBITRAX.WIN 27/08/2018 Displaying Customers / Agen...
Did you know ... that you can check which SSR Group has been allocated to which Customer or Agent? This is in order to review and, if necessary, modify them (move to another SSR Group) or remove entire SSR Group, if no Customers / Agents are allocated to them at all.

In order to check which Customers / Agents belong to the particular SSR Group, follow these steps:

1) Go to menu option 3.10.1 SSR Setup

2) In the top left field "SSR Group" select SSR Group

3) On the top taskbar, click on 3rd top right icon "Show Agents and Customers in this SSR Group". This will display a new window "Agents and Customers in SSR Group [XYZ]" and Customers or Agents codes, names, countries and statuses (Active, Prospect, Closed, On-Stop) will be listed

4) From this screen, by highlighting Customer / Agent and clicking on icon "Open" in the tops taskbar (first top left) you can open Customer / Agent file and modify SSR Group in Tab. 4 Communication

5) You can also modify all other required details in selected Customer / Agent file, such as Status.
 
ORBITRAX.WIN 20/08/2018 Invoicing only HAWBs with P...
Did you know ... that Orbitrax has an option of invoicing only HAWBs which have POD or other final SSR?

This is useful if an agreement with a Customer is that HAWBs would not be invoiced unless they have POD (or final SSR).

In order to set it up, follow these steps:

1) Go to Customer File in Menu option 3.3.2 Alter Customer

2) Go to Tab. 11 Invoice

3) In the bottom section of the screen, check box "Invoice Only when final SSR"

4) Save modified Customer File


NOTE 1: As a result, only HAWBs with POD or any other final SSR will appear on current Invoice


5) To control which HAWBs with POD or final SSR have not been invoiced yet:

- go to 1.3 Alter/View HAWB(s),

- click on Advanced Search (middle icon on the top taskbar),

- select dates,

- on main screen (Tab. 1 Main) check box "Del. Or Fin." (Delivered or Final)

- on the Tab. 2 Financial / MAWB / Non-standard, in section "Customer", check box "Not Invoiced"

- Save to generate a list of HAWBs with POD / final SSR, but not yet invoiced

NOTE 2: If POD / final SSR has been entered for HAWB after Invoice run, this HAWB would appear on next Invoice

NOTE 3: To check a list of Final SSRs, go to Menu option 3.10.1 SSR Setup, select Customer SSR group and click on header "Type" to sort list by SSR Code type. POD and other Final SSRs are type "Final".
 
ORBITRAX.WIN 10/08/2018 Displaying SWAP shipments
Did you know ... that there is an option in Orbitrax that allows you to display SWAP shipments?

SWAP is an exchange of goods, it enables clients to receive replacement components at the same time as returning old equipment for repairs or maintenance.

It is also sometimes used for "sign & return" service, e.g. signing bank contract by the consignee and returning it to the bank (bank being a Customer).


SWAP shipment procedure has been described in details in System News dated 21/11/2018, subject "SWAP shipments".

To display SWAP shipments, follow these steps:

1) Go to 1.3 Alter / View HAWB(s)

2) Go to Advanced Search (middle, binocular icon on the top taskbar)

3) Select criteria for SWAP shipments selection: dates, Customer, Agent, etc. Leave blank (preferably with date selection only) if you want to display all SWAP shipments

4) Check box "Swap shipment" on the left hand side of the screen

5) Save

6) Orbitrax will then display all shipments with S prefix, which were created by using option "Save & swap shipment" on HAWB

7) If required, a list of displayed SWAP shipments can be printed on printer or saved as xls file, by choosing an appropriate option on the top taskbar

8) To see original HAWB, open Swap HAWB and click on yellow icon "Show swap shipment" next to HAWB number.
 
ORBITRAX.WIN 27/07/2018 Mandatory fields on HAWB (p...
Did you know ... that Orbitrax can force mandatory entry of certain fields on HAWB, depending on Agent requirements?

Some of the Agents require certain data to be included in the manifest file transfer (pdf or other formats sent by interface) and this option is meant to remind the user of those mandatory fields, before manually entered (or pre-entered) HAWB is saved.

To set mandatory fields on HAWB, follow these steps:

1) Go to Menu option 3.1.2 Alter Agent

2) Go to Tab.10 Ship.Fld.

3) There are several HAWB fields listed: Agent HAWB, Consignee contact, Consignee email address, Consignee phone number, Shipment value, Shipper contact, Shipper email address, Shipper mobile number, Shipper name and address

4) To mark a field mandatory, highlight it blue and click on the icon +

5) To unmark, highlight it blue and click on the icon red X

6) Save modified Agent file

7) As a result, if saving HAWB without mandatory fields filled in is attempted, the following message is displayed: "Fields required by the Agent" and mandatory fields which have not been filled in are listed, giving the user an opportunity to fill them in, before HAWB is saved.

NOTE: HAWB without mandatory fields can still be saved, however the user should bear in mind that incomplete data may result in manifest file being rejected by the Agent, what may cause delivery delays.
 
ORBITRAX.WIN 23/07/2018 Amendment - Customer charge...
Did you know ... that the charges to Customer (Net, VAT, Total To Pay) are now printed on HAWBs payable by cash?

In order to have Customer charges printed on HAWB:

1) when entering HAWB, check box "Cash payment". It will get yellow flag, to make it more visible when HAWB details are viewed later

2) make sure that pricing is completed in Tab. 3 Pricing of HAWB, if pricing is other than "Auto" (based on the tariff entered)

3) As a result, on printed copy of HAWB the following elements will be specified:

- TOT.EX.V (Total excluding VAT) - item 54

- VAT (VAT calculated as per setup in Depot File 3.7 and Customer File 3.3.1 & 3.3.2) - item 55

- TOTAL TO PAY - being a sum of above two amounts - item 56

NOTE 1: Printing of charges on cash payment HAWB is NOT mandatory. Option can be activated in Depot File 3.7, Tab. 3 Document numbers, by checking box "Print Price on HAWB". If box remains unchecked, no charges will be printed on HAWB

NOTE 2: Option is available from Orbitrax ver. 14.3 onwards
 
ORBITRAX.WIN 23/07/2018 Customer charges printing o...
Did you know ... that the charges to Customer (Net, VAT, Total To Pay) are now printed on HAWBs payable by cash?

In order to have Customer charges printed on HAWB:

1) when entering HAWB, check box "Cash payment". It will get yellow flag, to make it more visible when HAWB details are viewed later

2) make sure that pricing is completed in Tab. 3 Pricing of HAWB, if pricing is other than "Auto" (based on the tariff entered)

3) As a result, on printed copy of HAWB the following elements will be specified:

- TOT.EX.V (Total excluding VAT) - item 54

- VAT (VAT calculated as per setup in Depot File 3.7 and Customer File 3.3.1 & 3.3.2) - item 55

- TOTAL TO PAY - being a sum of above two amounts - item 56

NOTE: Option is available from Orbitrax ver. 14.3 onwards
 
ORBITRAX.WIN 11/07/2018 Shipment Quick Quote
Did you know ... that Orbitrax has an option of quick checking shipment pricing for both Customer and Agent, called Shipment Quick quote?

Obviously, in order to provide accurate Quote, it is required that Customer / Agents tariffs are in the system.

NOTE 1: It is advised that for quotes request by ad-hoc, unknown Customers, an Account e.g. QUICKQUOTE is created with standard tariffs allocated to it.

In order to calculate Shipment Quick Quote, follow these steps:

1) Go to Shipment Quick Quote - Menu option 2.8

2) Enter Customer Code, who is requesting quote (or QUICKQUOTE Customer code, as advised in the NOTE 1 above)

3) Complete other details:

- Service Code
- Destination
- Origin (if available)
- Shipment details: pieces, weight (dimensions for volumetric weight if available), Type
- COD (if available)
- Special Service or Extra Service in section "Additional services"

4) Once it is completed, go to Tab.2 Pricing to provide Customer with requested quote

5) Quote is detailed as is including all the elements: Total, Discount, FSS, Total after discount, VAT and Total incl. VAT

6) Transit time and first possible delivery time, if also requested by a Customer, are shown in Tab. 1 Main in section "Destination" (providing they have been entered in the Zone File)

7) If Linehaul cost has been entered in Routing File 3.4.2, upon entry of selected Route code, the Linehaul cost will appear in section "Linehaul". Linehaul is not part of a Quote, but helps the User to estimate total cost and margin

NOTE 2: the above can be used for quoting Agent as well. While quoting Agent, make sure that the Agent code is entered in field "Agent" and when quoting Pickup Agent, make sure that Agent code is entered in field "Pickup Agent". When quoting Pickup agent, completing section "Origin" is required.

NOTE 3: the above Shipment Quick Quote is based on existing tariffs, it is for information purpose only and cannot be saved. If a User wants to give an individual quote and save it for future references, it is advised to use Quotation - Menu item 2.9
 
ORBITRAX.WIN 05/07/2018 Dispatch module configurati...
Did you know ... that Orbitrax has an option of setting font, columns and rows size on Dispatcher screen (Menu option 6.4)?

This is in order to make all the elements on Dispatcher screen more visible and clear for the User.

(A) In order to set columns width, follow these steps:

1) Go to Dispatcher Module - Menu option 6.4

2) Using left mouse click and moving columns left or right on the header bar, set columns width as per your preferences

3) Once done, click on icon "diskette" on the top right to save set column width


(B) In order to set rows height, so that bigger font size (see below) is fitting in the cells, follow these steps:

4) While on the Dispatcher screen, use left mouse click and set rows height by moving it up and down

5) Once set, to save it, click on icon "diskette"


(C) In order to change font size, follow these steps:

6) Go to Menu option 6.4 Dispatcher Module

7) Select font size in the box next to icon "diskette" as per your preferences

8) Once done, click on icon "diskette" on the top right to save set font size


NOTE: The above can be set per PC, NOT per User.
 
ORBITRAX.WIN 28/06/2018 Printing reports by Sales c...
Did you know ... that Orbitrax can generate reports by the Sales code?

This is particularly useful for calculating commission on sales.

(A) To set up report by Sales code, follow these steps:

1) Go to Customer File 3.3.2 Alter Customer, Tab. 3. Financial

2) In the box "Sales code" enter the code, which you will later use for generating report. This means that a specific Customer is associated with a specific sales person, identified by Sales code.

3) Save modified Customer File

(B) Reports that can be generated by the Sales code(s) are:

4) Generate EXCEL Report 4.4.9, whereby Sales code should be entered on primary selection screen (for a report by a single sales code) or, alternatively (for a report by multiple Sales codes), box "Sales code" on primary selection screen can be left blank, but box "Sales Code" on secondary selection screen should be checked

5) Gross Profit Analysis 4.4.4.1, with Sub Totals by Sales Code and Filter by sales Code, which is showing number of shipments, pieces, weight, income generated by the sales person, as well as margin in currency and %

6) Report generated from any Advanced Search screen in 1.3 Alter/View HAWB(s), 2.1 Enter / View SSR(s)
 
ORBITRAX.WIN 19/06/2018 Disabling / enabling servic...
Did you know ... that in order to keep service codes (STS = Standard Transport Service) list as short as necessary, STS can be enabled / disabled?

Shortening a list is useful whenever selection of STS is required: for HAWB entry / pre-entry, Tariff entry, Advanced Search, various reports, etc.

For example - a Company which is not using E-commerce services can disable all E***** STS and a Company which is not using Sea services can disable all S***** STS.

When disabled, neither E***** nor S***** STS will appear in any window in Orbitrax, where selection of STS is required.

To disable STS, follow these steps:

1) Go to Menu option 3.9.6 Service Codes

2) Scroll to STS you want to disable, highlight it and double click to open

3) Make sure that box "Service enabled" is NOT checked

4) Save
 
ORBITRAX.WIN 15/06/2018 Dispatch module configurati...
Did you know ... that the Orbitrax has an option of configuring Dispatch Module (Dispatcher screen)?

This is in order to display only important elements on the Dispatcher screen and in the most transparent sequence.

In order to configure Dispatcher screen, follow these steps:

1) Go to Menu option 3.12.2 Dispatch module configuration

2) On the right hand side of the screen the elements currently visible on Dispatcher screen are displayed

3) On the left hand side there are elements which can be added to Dispatcher screen are displayed

4) To move elements from one side to another use right / left arrows

5) To set sequence of elements / columns on Dispatcher screen, highlight required element on the right hand side of the screen and drag it up or down, while holding left click of the mouse

6) The title of the column can be changed (or translated) in the field "Title" at the bottom of the screen

7) Once all elements have been selected, their titles changed (or translated) and sequence set - click on Save

8) Then go to Menu option 6.4 Dispatcher Module, check how the changes made affected Dispatcher screen and if necessary, go back to 3.12.2 to correct the settings

NOTE: Above described configuration of Dispatcher screen is set on a PC basis, what practically means that, providing there is one PC per one user, each logged in user can set his own Dispatch Module configuration.
 
ORBITRAX.WIN 01/06/2018 Digital signature and pictu...
Did you know ... that the drivers using MOB can now collect digital signature / pictures?

Currently, this is available for POD options - POD entry, (Delivery to) Neighbour, (Company) Stamp and Mailbox.

1) POD entry - on top of the name of the recipient entered by a driver, POD can be in form of digital signature (signed by the consignee with his finger on the screen of the MOB)

2) NEIGHBOUR - on top of the name, house / apartment number entered by a driver, can be in form of picture of those numbers (rather than a person)

3) COMPANY STAMP - can be in form of a picture of this stamp (collected on Delivery Sheet)

4) MAILBOX - can be in form of a picture of a mailbox.

NOTE 1: the above pictures or digital signatures are displayed in SSR Log upon clicking on buton "Show signature", as well as on web Track & Trace (new style) upon clicking on "Digital Signature Available"

NOTE 2: Option is available from Orbitrax.MOB version 2.14.9 onwards

NOTE 3: Options of collecting digital signatures and pictures have to be activated by CDT, therefore Members who are interested in having these options available are kindly requested to contact either Beata at Beata.PORZECKA@wqxs.net or Marco at Marc.MERLIN@wqxs.net
 
ORBITRAX.WIN 31/05/2018 Identifying imported HAWBs ...
Did you know ... that Orbitrax can help you to identify imported HAWBs without any status?

Customers drop shipments details into Orbitrax via interfaces or via web, but not all shipments do actually arrive at the warehouse. Shipment may arrive later or this could also be due to error entry by a Customer. Open status report helps to identify those HAWBs.

To generate report with such HAWBs, follow these steps:

1) Go to 2.4.2 Open Status Report

2) Select dates From and To. If field From is left blank, report will be generated from the very beginning of Orbitrax

3) Select type Shipments

4) In section "Additional Conditions" select option "Include shipments with no SSR logs"

5) Click on Save

6) Orbitrax will display a list of HAWBs matching above criteria

7) Additional options shown as icons on the top taskbar are: Print (on printer), Preview, save as pdf and Multi-SSR entry (M-SSR)

8) After reviewing the report, the user may decide whether HAWB(s) details have been received in error and HAWB(s) can be deleted or whether Customer should be informed by SSR 52 (use M-SSR), that shipment(s) have not been received.
 
ORBITRAX.WIN 28/05/2018 WEB / MOB SSRs entry allowe...
Did you know ... that you can allow either all or only certain SSRs to be entered by MOB users or Agents who enter PODs / SSRs via website?

This is in order to give the Driver / Agent visibility of all SSRs they can choose from on MOB or website, bearing in mind that for each Company different SSRs may be important.

In order to set it up, follow these steps:

1) Go to Alter Agent, Menu option 3.1.2

2) Go to Tab. 7. Web SSR

3) In the List of allowed SSR on web SSR entry, select SSRs that the Driver / Agent would be allowed to use. By default all SSRs are disallowed

4) To allow SSR, highlight it blue and click on +

5) To disallow SSR, highlight it blue and click on x (red cross)

6) Save modified Agent File.

NOTE:
As a reminder - if box "Trusted SSR source" is not checked - all SSRs entered via MOB or WEB by a Driver / Agent are placed in 2.4.1 Check Unapproved Logs and require confirmation, before being sent to Customers.

If box "Trusted SSR source" is checked - all SSRs entered by a Driver / Agent via MOB or WEB, are directly sent to Customers as per their SSR Setup in 3.10.1.
 
ORBITRAX.WIN 22/05/2018 Advanced Search by MAWB (nr)
Did you know ... that you can search for the details of HAWBs manifested on one MAWB?

Depending on what you want to achieve, you can use one of the following reports:

(A) To generate a report with HAWB details manifested on one MAWB, follow these steps:

1) Go to Alter / View HAWB(s), Menu option 1.3

2) Click on "Advanced Search" (binoculars like icon on the top taskbar)

3) Make sure that the selected dates contain the date of MAWB you want to search by

4) Go to Tab. 2 Financial / MAWB / Non-standard

5) In section "MAWB", enter MAWB number in box "MAWB"

6) Save

7) A list of HAWBs manifested under selected MAWB will be displayed and from there you can preview, print, create a pack or download HAWB details in xls


(B) To generate xls report with details AND PRICING INFO (incl. linehaul cost) of HAWBs manifested on one MAWB, follow these steps:

8) Go to Generate EXCEL Report, Menu option 4.4.9

9) Click on "Advanced Search" (binoculars like icon on the top taskbar)

10) Make sure that the selected dates contain the date of MAWB you want to search by

11) Go to Tab. 2 Financial / MAWB / Non-standard

12) In section "MAWB", enter MAWB number in box "MAWB"

13) Save

14) A second selection window "Generate XLS file with shipment details" will be displayed

15) Mark all options required, one by one or use "Select All" or "Unselect All" buttons

16) Then click on a little square box ... to choose location for saving xls file, click on Save to save the file

17) Click on Save again to start downloading xls file

18) As a result, xls with all selected elements will be saved in given location, including HAWB pricing, if pricing options (Customer, Agent, Linehaul) were selected.
 
ORBITRAX.WIN 30/04/2018 Force use of warehouse scan...
Did you know ... that Orbitrax has an option of printing Delivery Sheets for the drivers ONLY after shipments have been scanned out?

This option should be used to avoid situation when shipments have been marked as received (Inbound confirmed by scan in or any other method), Delivery Sheet has been printed for a specific (default) driver, but shipments were loaded on another driver van.

1) To select this option, go to Depot File, Menu option 3.7, Tab. 9. Settings and check box "Force use of warehouse scan session" in section "Delivery Sheets Printing" (bottom left of the screen)

2) When this option is activated (box is checked), then it would not be possible to print Delivery Sheet, unless shipments have been scanned out and Pack of the scanned shipments automatically created

3) When user attempts to print Delivery Sheet in Menu option 1.6.5, the system displays a message "Warehouse scan out session must be selected"

4) Then, the user should click on little box next to the field "Warehouse" to select a Warehouse out session for selected driver

5) Delivery Sheet cannot be printed for Warehouse out scanning session, if session is still open (has not been closed). If Warehouse out scanning session is still open, the system will display a message "Session still open for scanning. Please close session first"

NOTE 1: Optionally, Delivery Sheet can be also printed directly from Scanning sessions list in option 1.13.2.A Warehouse outbound or from 1.13.2.B Warehouse outbound with reallocation, by clicking on icon "Create delivery sheet from selected warehouse session"

NOTE 2: Once option "Force use of warehouse scan session" has been activated, it applies to ALL drivers.
 
ORBITRAX.WIN 24/04/2018 Printing label with Agent H...
Did you know ... that Orbitrax can now print the labels with Agent HAWB nr and a barcode?

So far, Orbitrax could print the label with Agent HAWB nr only as a result of using (Soap or other) interface with the Agent.

Now, if there is Agent HAWB entered in HAWB screen (even manually), it will appear at the bottom of printed label as AGENT REFERENCE, together with Agent name (as it appears in Agent File) and a barcode, making it easier for the Agent to scan.

The top part of the label contains, like before, Company name, logo, phone number, own HAWB number, barcode, Consignee details, special instructions, shipment description, number of pieces, weight, value, and the details of the Shipper.

NOTE 1: Printing Agent HAWB nr, barcode and Agent Name requires using label size 10x20 (set in Depot File Menu option 3.7 Depot File, Tab 9. Settings, section "HAWB label")

If smaller size is selected, such as 10x10 or 10x14, Agent HAWB details will not be printed.

NOTE 2: Option is available from Orbitrax version 14.1 onwards.
 
ORBITRAX.WIN 12/04/2018 Additional user login / Orb...
Did you know ... that there are additional user login / access options available in Orbitrax, apart from "standard" login and password? They can be used in order to tighten Orbitrax security.

In order to set them up, follow these steps:

1) Go to Menu option 3.7 Depot File

2) Go to Tab. 9 Settings, then to section "User access and password" (at the bottom left side of the screen)

3) There, you can set Minimum password length (in characters)

4) You can decide after how many failed attempts, user access should be locked ("Lock user after X login attempts"). When user is locked, Superuser should change user password in Menu option 3.11.1

5) You can decide after how many minutes of inactivity, user should be locked ("Lock user after X minutes of inactivity"). User can unlock himself, by logging in again

6) Additional option is "Force complex password". If this box checked - user password must contain at least one capital letter, one small letter, one digit and one special character

NOTE: Access setup in Depot File applies to all users. However, station can be locked after X minutes of inactivity (see item 5 above), on a single user level, in Menu option 3.11.1 User Accounts, then in a specific User Account - in field "Lock station after". Only a Superuser is allowed to make this change.
 
ORBITRAX.WIN 06/04/2018 Dimensions and dead weight ...
Did you know ... that you can now manually enter dimensions and / or dead weight during Warehouse Inbound scan session, instead of doing it via Alter/View HAWB?

To enter dimensions and / or dead weight during Warehouse Inbound scan session, follow these steps:

1) go to Menu option 1.13.1 Warehouse Inbound

2) click on + to start new scanning session

3) enter Agent in field Agent

4) scan shipment in field HAWB

5) while scanned shipment is highlighted, click on icon "Dims" in the top task bar. This will open a new window "Warehouse shipment dimensions"

6) enter dimensions in fields Width, Length and Height and checked dead weight in the field Weight

7) Save

8) continue scanning other shipments, repeating steps 4 - 7, then close scanning session window and close session by clicking on icon "Close session" on the top taskbar of the screen "Warehouse inbound - opened session"

NOTE 1: If you scan multipiece shipment, option "Dims" has to be activated as many times as pieces you want to enter dimensions / checked dead weight for

NOTE 2: Obviously, dimensions and checked dead weight can be entered ONLY for HAWBs
which have been already registered in Orbitrax (pre-entered or entered)

NOTE 3: By default dimensions or weight are registered / saved, only when they are higher than existing ones. If dimensions or dead weight entered are lower than declared by a Customer (either entered manually before or received by interface or from web or in any other way), then dimensions and dead weight are ignored

NOTE 4: Both corrections are automatically sent to the Customer as SSR Log 83 Accounting Info for Customer either as Volumetric Weight or as Weight Discrepancy notification, as per SSR Communication set up in Customer File (Menu option 3.3.2, Tab.4 Communication)
 
ORBITRAX.WIN 27/03/2018 Warehouse in - PO# (Pickup ...
Did you know ... that there is an option in Orbitrax, which forces the drivers to scan in shipments under selected Pickup Order?

This is in order to maintain the link between shipments scanned in under specific Pickup Order and give Pickup Order status "Delivered to Sort Facility" when shipments under specific Pickup Order are scanned in.

To set this up, follow these steps:

1) Go to Menu option 3.7 - Depot File, Tab. 9 Settings

2) In section Warehouse in, check box "PO# Required"

3) Save

4) As a result, when the driver attempts to scan shipment in Menu option 1.13.1 Warehouse inbound without Pickup Order selected first, the system displays a message "Unknown PO#. Select Pickup Order" and the driver is forced to select specific Pickup Order from the bottom section of Warehouse inbound scan session window.

NOTE: if box "PO# Required" as in item 2) above is not checked, the drivers can scan shipments without picking Pickup Order and the system will still attempt to match shipments with Pickup Order based on details available: Pickup Agent (driver), Pickup date, Customer and zipcode and give Pickup Order status "Delivered to Sort Facility". Obviously, such an automatic "post-linking" would not be possible, if there were more than one Pickup Orders matching the same criteria.
 
ORBITRAX.WIN 26/03/2018 Transit times in Zone Matrix
Did you know ... that Transit times can now be entered on Zone Matrix level? This is useful for Companies who have changed from the old Zoning / CRB / ARB to the new Zone Matrix and for which transit times entered in the "old" Zones were not showing on HAWB / Shipment Quick Quote any more.

To enter transit time on Zone Matrix, follow these steps:

1) Go to Menu option 3.8.3.3 Zone-Set Matrix File

2) By default, all set Zone Matrixes are displayed

3) Double click to open selected Zone Matrix

4) In the bottom section of the window, enter Est(imated)Transit Day, separately for DOX, NDX and HV and First Delivery Time, also separately for each type

5) Save

NOTE 1: If Transit times are different for each service (STS) and if Zone Matrix has been entered for all services (Service is ******), then it would be necessary to create Zone Matrix, separately for each service. To speed up "split" services transit times entry, use option "Copy" by clicking on icon "Copy" on the top taskbar, to copy the content of one Zone Matrix to another, changing only service code (STS).

NOTE 2: Option is available from Orbitrax version 14.0 onwards
 
ORBITRAX.WIN 23/03/2018 Driver Run Sheet output in ...
Did you know ... that there is an option of downloading Drivers Run Sheet in xls, for checking / verifying / controlling / updating purpose?

Drivers Run Sheets can be:

- Summary (All Drivers, for All or selected Dispatchers and for selected period of time)

- Detailed (for selected Driver and for selected period of time)


In order to generate Drivers Run Sheet in xls, follow these steps:

1) Go to Menu option 6.2 Driver Run Sheet. This will open a window "Driver run sheet summary"

2) Select dates From and To. By default current date is displayed

3) Select Dispatcher or leave default "All" for displaying Drivers managed by all Dispatchers

4) Click on icon "Refresh" on the top taskbar (or press F5)

5) The list of all Drivers matching selected criteria will appear on screen, showing total number of jobs assigned to each Driver (in column "Jobs"), number of finished jobs (in column "Finished") and number of pending jobs (in column "Pending")

6) To download Summary Run Sheet with above info in xls, click on xls icon on the top taskbar and save xls file on the disk

7) To download detailed Run Sheet, double click on Agent on the list of Drivers. This will open a new window "Driver run sheet details", then click on xls icon and save xls file on the disk

8) Additional options in "Driver run sheet details" screen are:
- printing Run Sheet
- previewing Run Sheet
- saving Run Sheet as pdf
- updating details of selected or all shipments (Shipment Pack kind of update, allowing making necessary changes without having to go to other Menu options)
- dates selection
- (another) Agent selection
- Customer selection (by default option All Customers is active)
- Type of shipment (Shipments, Pickup Orders, Pickups, Sprinters), whereby by default option All is active

NOTE: Option is available from Orbitrax version 14.0.0 onwards
 
ORBITRAX.WIN 06/03/2018 OVERSIZE / OVERWEIGHT Speci...
Did you know ... that the rule van be set in Orbitrax whereby Oversized and Overweight shipments would trigger a special service and would automatically add charge (surcharge?)

To set "Oversized" and / or "Overweight" rule, follow these steps:

1) Go to Menu option 3.9.5.4 Special Services Codes

2) Scroll down to Code OVERSIZE. Double click to open it

3) Make sure Service Code OVERSIZE is enabled ("Enabled" box should be checked)

4) Save

5) Go to Menu option 3.9.5.3 Special Services Rules

6) Find "OVERSIZE" on the list, double click to open it

7) Make sure that box "Active" is checked

8) In box "Max length" enter dimension (in cm).

9) Options available are: once - for one surcharge to apply to entire HAWB or "Each piece", if surcharge is to be added for each piece meeting set length criteria

10) Save

11) If any of the dimensions (imported or entered manually) is higher than the one entered, Special Service will be automatically added to HAWB, as per setup in (9)

12) Special Service Surcharge / Tariff will automatically apply, if it was entered in 3.9.5.1 Special Services of Customer Tariff and / or in 3.9.5.2 Special Services of Agent Tariff. Otherwise, Special Service "OVERSIZE" will show on HAWB, but without any Surcharge.

NOTE 1: Once Special Service has been automatically added to HAWB, as per above rule, it will not be removed if HAWB dimensions are downsized. Then, Special Service can be removed only manually.

NOTE 2: The same rules apply to Special Service OVERWEIGHT, except that instead of length in cm, user has to enter weight in kg

NOTE 3: Option is available from Orbitrax ver. 14.0 onwards
 
ORBITRAX.WIN 28/02/2018 New SSR codes (Airfreight)
Did you know ... that we have recently added new SSR codes related to the airfreight part of the business of the Members?

The new SSR codes are:

A1 - Tendered to the airline handling agent

A2 - Tendered to airline

A3 - Accepted by airline (ready to go)

A4 - Manifested on flight

A5 - Departed on scheduled flight

A6 - Off-loaded by airline

1) By default, they are sent to Customers ASAP, they are Standard (not Critical, not Final), thy are not subject to Auto-Reminder, they are not included in SSR Request to the Agent, they are set not to be sent on particular days and they are not Full Sent (extra message is not included, by default)

2) THE ABOVE SETTINGS SHOULD BE CHANGED IN MENU OPTION 3.10.1 SSR Setup.

3) For the time being, these new SSRs are in English (default) and are translated to FR. Should you want to add your own translation, this can be done in Menu option 3.10.3 SSR Languages. Otherwise SSRs will be sent in English (default)

NOTE: New SSRs are added to Orbitrax version 14.0.0, available for release on 01/03/2018
 
ORBITRAX.WIN 27/02/2018 Inboun Scan message
Did you know ... that a pop out message can be added to a shipment not scanned in yet?

The purpose is to give a special instruction / extra message to whoever scans this shipment, e.g. "Check destination on HAWB" or "After scan in, put in On Hold area" or "Do not send out for delivery before contacting consignee first".

This can be used either as a sole message or as an additional message to Special instruction on HAWB, SSR Log, On Hold category, etc.

To add the message to HAWB, follow these steps:

1) Go to 1.3 Alter / View HAWB(s)

2) Go to Tab. 4 Other

3) In section "Inbound note" enter a message for a scanning person, e.g. "Check destination on HAWB and change in Orbitrax"

4) Save HAWB

5) Then, when this shipment is scanned in one of the options: 1.13.1 Warehouse inbound, 1.13.9 Warehouse customer inbound or 1.13.10 Warehouse inbound without customer validation, the message entered as Inbound note, e.g. "Check destination on HAWB and change in Orbitrax" will pop out, accompanied with a sound message "woohoo!", giving a scanning person an opportunity to stop and follow the instruction.
 
ORBITRAX.WIN 26/02/2018 Multiple service codes (STS...
Did you know ... that instead of copying identical tariff(s) with one service code (STS) to another with different service code, a selection of STS can be now added to the tariff? This is applicable to both Customers and Agents tariffs.

To add multiple service codes to a tariff, follow these steps:

1) Go to Menu option 3.9.1.1 Enter Agent Tariff or 3.9.2.1 Enter Customer Tariff

2) Complete all necessary elements - Type, Rate band, Tariff Code, Active from, Active to (Expired)

3) In the right bottom section "Services", click on + to add service (STS) applying to tariff you are entering

4) Keep adding services STS by +, as required. Adding STS in section "Services" is replacing previous copying identical tariffs with different STS, reducing number of tariffs to maintain / alter

5) Save and continue entering tariff details: currency, type, description and values

6) Save

NOTE: The above procedure applies to the new tariffs to enter. To alter tariffs already entered, go to Menu option 3.9.1.2 Alter Agent Tariff or 3.9.2.2 Alter Customer Tariff and perform step 3) as above.
 
ORBITRAX.WIN 25/02/2018 Maximum weight per piece
Did you know ... that in Orbitrax you can set up maximum weight per piece, separate for each service, and get the warning whenever HAWB with weight higher that the set weight limit per piece is entered?

To set maximum weight per piece, follow these steps:

1) Go to Menu option 3.9.6 Service Codes

2) Highlight service code for which you want to set maximum weight per piece, then double click to open it

3) In the field "Kgs/pieces" enter maximum weight per piece for selected service

4) If the above is to take effect, make sure that the service is enabled (box "Service enabled" is checked)

5) Save

6) When HAWB for this service is entered and the single piece exceeds (or at least one of the entered pieces may exceed) maximum weight per piece set like above, and when the user attempts to save such HAWB, the system displays a warning "Weight Per Piece Exceeded Maximum Weight For Service. Maximum is (...) kg Per Piece. Do You Want to Continue? Y/N"

7) Answer should be Y, if user decides to save HAWB, despite weight per piece exceeding limit as set above.
 
ORBITRAX.WIN 31/01/2018 COD acceptance limits
Did you know ... that in Orbitrax you can set COD (Cash On Delivery) acceptance limits for both Customers and Agents?

In order to set COD limits, follow these steps:

1) Go to Depot File, Manu option 3.7, Tab. 12 COD, bottom section of the screen (top section is dedicated to COD documents control module, which will be described in another System News).

2) Click on + to add COD limit. It will open a new window "COD Setup Properties"

3) Select option either Customer or Agent, depending who you want to set COD limits for

DENY

4) Check box "Deny" if you do not want to accept any CODs for selected Agent or Customer

5) Select either Agent or Customer for whom you do not want to accept any CODs. Leave blank for All

6) Select Country you do not want to accept any CODs for. Leave blank for All.

7) Select Zone (within selected country) you do not want to accept any CODs for. Leave blank for All zones within selected country

8) Enter Description

9) Save

ACCEPT

10) steps 2 and 3 as above

11) check box "Accept" to accept CODs

12) Select either Agent or Customer for whom you want to accept COD. Leave blank for All

13) Select Country you want to accept COD for. Leave blank for All

14) Select Zone (within selected country) you want to accept CODs for. Leave blank for All zones within selected country

15) Enter Description

16) In field "Limit" enter COD limit and in field "Currency" enter currency of COD limit. Leave blank for allowing unlimited COD.

17) Save

18) When HAWB is attempted to be saved for Customer or Agent matching criteria of COD with status "Deny", there is a message "COD not allowed. Customer Rule. Save anyway with ON HOLD status?" (for Customer) or "COD not allowed. Agent Rule. Save anyway with ON HOLD status?" (for Agent), then before saving, User is asked to select On Hold category. System then puts HAWB On Hold with no SSR Code and no "Delayed Until" date, unless it has been entered together with ON Hold category.

19) When HAWB is attempted to be saved for Customer or Agent matching criteria of COD with status "Accept", and when COD entered exceeds set limit, there is a message "Customer limit of COD is XXX,XX EUR. Save anyway with ON HOLD status?" (for Customer) or "Agent limit of COD is XXX,XX EUR. Save anyway with ON HOLD status?" (for Agent), then before saving, User is asked to select On Hold category. System then puts HAWB On Hold with no SSR Code and no "Delayed Until" date, unless it has been entered together with ON Hold category.

NOTE 1: COD limits entered in Depot File are also visible: for Customers - in Menu option 3.3.2 Alter Customer, Tab. 9. COD, for Agents: in Menu option 3.1.2 Alter Agent Tab. 8 COD, from where they can also be modified.

NOTE 2: For security reasons, HAWBs with COD entered cannot be deleted from Orbitrax by the User.
 
ORBITRAX.WIN 29/01/2018 ORBITRAX.MOB & ORBITRAX...
Did you know ... that we have developed two modules allowing dispatchers to communicate with the drivers (ORBITRAX.MOB) and track their movements (ORBITRAX.MAP)?

(A) ORBITRAX.MOB is an application designed for Android OS and has the following functionalities:

1) Downloading Delivery Sheet to a MOB of a driver

2) Sending POD / Status by a driver from MOB to Orbitrax in real time of delivery / event, including taking and sending pictures of: Signatures, Stamp, Mailbox, location, etc

3) Sending Pickup Requests / Orders to a driver

4) Collecting (direct transfer to Orbitrax) of Status of the Pickup: Confirmed (refused), Picked up, Pickup executed (delivered to Sort Facility / Warehouse)

5) Sending SMS messages (free text or templates) from Orbitrax to a MOB of driver and by a driver from his MOB to Orbitrax

NOTE: Sending pictures as mentioned in item 2) above is available from ORBITRAX.MOB version 2.4.12 onwards

(B) ORBITRAX.MAP is a web application enabling dispatchers / customer service tracking position of the drivers on Google map. The obvious advantage is, seeing all drivers current positions, being able to allocate Pickup Request / Order to a driver being the closest to the Pickup location.

(C) The advantage of the above solutions:

6) improved communication with Customers, based on immediate information exchange Orbitrax>MOB>Orbitrax - providing Customers with real time POD / Status

7) saving Customer Service time on manual POD / SSR entry

8) low cost involved in terms of necessary equipment (standard mobile phones)

(D) Should you be interested in using the above applications, please contact CDT for assistance in installing and setting them up.
 
ORBITRAX.WIN 22/01/2018 Agent / Driver SSR Group
Did you know ... that similar to SSR Group for Customers, Orbitrax has an option of SSR Group Setup for Agents (individual or group of Agents)?

Creating SSR Group for Agents is meant for setting up type of communication sent to the Agent and its frequency.

NOTE 1: By default, every newly created Agent is allocated to SSR Group "Default". However, if there is a need for individual setup of each SSR (frequency), then the separate SSR Group can be created.

In order to create a separate SSR Group for an Agent / group of Agents, follow these steps:

1) Go to Menu option 3.10.1 SSR Setup.

2) Click on + on the top taskbar. This will open a new window "Create New SSR Group".

3) Default SSR group is prompted as a base for new SSR Group

4) Enter new SSR Group Code and its description

5) Click on Save

6) Setup for Agent is related ONLY to SSR codes for Agents: 82, 84, 85, 86, 90, 91, 92, 93, 94, 95 and 97.

7) Open each of them and modify required options: "Send option", "Send every" (for SSRs to be sent every X minutes), "Send at" (for SSR to be sent once a day at set time), "Send on Day", "Auto reminder", "SSR update request", "SSR full send" and "SSR send to web". If there is no specific setup required for certain options, choose option "Default"

8) Click on Save

9) Then go to Menu option 3.1.2 Alter Agent, Tab. 4. Communication and in box "SSR Group" enter (or select from a list) newly created Agent SSR Group code.

NOTE 2: In order for SSRs to be sent to the Agents / Drivers, make sure that there is Function "SSR" (SSR output) set up in Agent File 3.1.2, Tab. 4 Communication
 
ORBITRAX.WIN 15/01/2018 Proforma Invoice (blank form)
Did you know ... that apart from option of printing Proforma Invoice from HAWB screen (including this HAWB details), there is also an option in Orbitrax of printing Proforma Invoice on a blank form, without any details prompted?

To generate and print Proforma invoice, follow these steps:

1) Go to Menu option 1.6.13 Print Proforma Invoice

2) This will open a new window "Proforma / Commercial Invoice Print"

3) In box "Invoice type", select either Proforma Invoice or Commercial Invoice

4) If Sender is Customer - in section "Senders Details", enter Customer Code or select it from list

5) Click on little edit box "Load from customer file". The system will ask: "Load Senders data from customer file?" Answer Yes to automatically complete Customer (Sender) details from Customer file: Company Name, Address, Postal Code / City, Country, Phone number and VAT number

NOTE 1: If Sender is a 3rd party, all details mentioned in item 5 above can be entered manually, independently from Customer file

6) Complete remaining fields of Proforma invoice:

Page 1 - section "General Details":
- HAWB Number
- Reason for export
- Payment terms
- Freight / Transport charges (currency can be selected from combo box)
- Check box "No commercial value" (optional)
- City of (Proforma invoice) issue
- Date (current date is always prompted)
- Country of origin
- Name of signatory
- Remarks

Page 1 - section "Importers Details":
- (Company) Name
- Contact Name / department
- Address
- Postal Code / City
- Country (can be selected from combo box)
- Phone number
- VAT number

Page 2 - section "Detailed invoice information":
- Product Description
- Customs Commodity Code
- Country of Origin
- Quantity
- Unit Value
- Total number of pieces
- Total weight (kg / lbs can be selected from combo box)
- Total value is based on unit values. (currency can be selected from combo box)

NOTE 2: Mandatory fields are marked with a red star

7) Proforma invoice can be previewed, saved as pdf or printed, by selecting one of the icons on the top taskbar

8) By default, Carrier details printed on Proforma invoice are the details of issuing Company (Member)

9) By default, the following text appears on printed copy of Proforma invoice: "The exporter of the products covered by this document declares that, except where otherwise clearly indicated, these products are of preferential origin and that the country of origin is XXX.

I declare that the above information is true and correct to the best of my knowledge."

10) Printed Proforma invoice should be signed by the signatory.
 
ORBITRAX.WIN 05/01/2018 PODs availability report (M...
Did you know ... that Orbitrax can generate PODs availability report in case of Customers complaining about PODs sent by interface received late?

Interfaces for sending PODs are using web database, therefore it is assumed that once POD is available on the website Tracking, POD was also sent to the Customer, by interface.

In order to generate PODs availability report, follow these steps:

1) Go to Menu option 4.4.22.6

2) Select shipment pickup dates From and To - either single date (then the same date should be entered in both fields) or dates range

3) By default, data for current date is displayed

4) By default, selections options "Group", "Category" and "Agent" are blank, what means that data displayed is for ALL. If you want to narrow your selection, select any of them or all

5) Refresh either by F5 or by clicking on Refresh icon on the top taskbar

6) Following details are displayed on screen:

- HAWB
- Pickup date (as per dates selection like in item 2) above
- Customer
- Service
- Agent
- POD date (event date)
- POD time (event time)
- POD received date (as received in Orbitrax)
- POD received time (as received in Orbitrax)
- Sent to web date (as sent to web Tracking)
- Sent to web time (as sent to web Tracking)
- Delivered to web date (as delivered to web Tracking)
- Delivered to web time (as delivered to web Tracking)

NOTE 1: if POD date and time (events) are displayed, but no date and time of "send to web" are showing, this may be caused by:

- Orbitran not working
- POD in SSR Log being Locked (this usually occurs in case of duplicate POD received from the Agent / Driver, then locked locally by Orbitrax user)

7) Displayed data can be saved in xls by clicking on xls icon on the top taskbar, allowing user filtering and sorting the data.

NOTE 2: Option is available from Orbitrax version 12.8 onwards.
 
ORBITRAX.WIN 03/01/2018 Office open hours on HAWB s...
Did you know ... that Office open hours entered on HAWB screen may help the drivers to organize their pickups and deliveries, as they appear on Delivery Sheet / Pickup Sheet / Pickup Request?

1) Office open hours can either be received via interface or entered manually in HAWB screen in either Menu option 1.1, 1.2 or 1.3, in little boxes in sections "Office open from"

2) Office open hours on Shipper side of HAWB relate to Shipper open hours and are relevant to the Pickup Agent

3) Office open hours on Consignee side of HAWB relate to Consignee open hours and are relevant to the Delivery Agent

4) There are two sets of open hours on each side: "from" and "to", with assumption that the gap between the two is a lunch break

5) Office open hours entered on Shipper side of HAWB, will appear on Pickup Sheet (Menu option 1.6.11 / 1.6.12) of the Pickup Agent

6) In case of Pre-Entry of Pickup in Menu option 1.2 and if Pickup Request is sent to the Pickup Agent, Office open hours will appear in section "Collection address" on the page 2 of the Pickup Request

7) Office open hours entered on Consignee side of HAWB, will appear on Delivery Sheet at the bottom of the HAWB delivery details section

8) Office open hours entered on Consignee side of HAWB are also transferred to the MOB of the Driver.
 
ORBITRAX.WIN 18/12/2017 Documents numbers for 2018 ...
Please be reminded, that if your Company is using separate numbering for various types of documents for each year, you have to activate documents for year 2018 prior to generating / printing any of these documents in 2018.

To to so, follow these steps:

1) Go to Depot File - Menu option 3.7

2) Go to Tab.3 Document numbers

3) Highlight blue the document type you want to activate

4) Click on icon + on the top taskbar, to open a new window "Document Number Properties"

5) Select document code from the drop down list e.g. HAWB, INVOICE, MANIFEST

6) In field "Number prefix" enter document prefix e.g. PTR, INV, MNI, IATA Gateway as MANIFEST number prefix

7) Enter next document number (which would be the first for 2018), e.g. 20180001

8) Enter Date From (01/01/2018) and Date To (31/12/2018)

9 Save

10) Repeat steps above for activating other types of documents

11) Once finished, click on Save to save modified Depot File.

NOTE 1: If you do not activate document numbers for 2018, you will not be able to generate or print any of them: Manifests, Invoices, CNS (Credit Notes on Sales), etc.

NOTE 2: Companies, which are using continuous numbering throughout the years, do not have to modify Document Numbers.
 
ORBITRAX.WIN 07/12/2017 MOB messages templates (men...
Did you know ... that on top of automatic messages, there is an option in Orbitrax for pre-setting messages (SMS) templates to be manually sent to the MOBs (mobile devices) of the drivers from the Dispatcher screen? These messages can be general or job related.

In order to pre-set SMS, follow these steps:

1) Go to Menu option 3.12.5 MOB message templates. This will open a window "MOB message template"

2) Click on icon + to create a template of the message. This will open a new window "Message template"

3) In field "Title", enter the title of the message template, e.g. CALL DISPATCH

4) In field "Text", enter text of SMS to be sent to the driver, e.g. Call Dispatch ASAP

5) Save

6) In the Dispatcher Screen (Menu option 6.4 Dispatcher Module) click on icon Msg on the top taskbar. This will open a window "Send message to: ?"

7) Click on icon + to display a list of all drivers. On the left side of the screen "Source", select code(s) of the driver(s) you want to send SMS to. Click on right arrow to move selected codes of the drivers to the right side of the screen "Selection"

8) Save

9) Select required template of SMS from the combo box "Add"

10) Text of the message will appear on screen, where it can be modified, if necessary

11) Save to send SMS

NOTE 1: If SMS is to be sent to a single driver and if it is specific job related, highlight this job on the Dispatcher List, click on icon Msg on the top taskbar and check box "Job related message"

NOTE 2: The history of all sent messages (both automatic and manual) can be viewed in Mob Message Box (by clicking on icon MsgBox in the top taskbar). Messages can be displayed for selected dates and for all or selected driver. It contains date and time of SMS sending, Job number, Type of SMS, User (who sent or generated SMS), Code of the driver, date and time of when SMS has been delivered to a MOB, date and time of when SMS has been read by the driver, indication that SMS has not been yet read by the driver. Text of the selected message appears in the bottom section of the screen. There is also an option of sending SMS directly from Mob Message Box.
 
ORBITRAX.WIN 27/11/2017 Customer / Agent Bulletins
Did you know ... that Orbitrax has an option of sending Bulletins to Customers and Agents?

Bulletins are sent in order to communicate various events such as National holidays schedule, sudden phones or internet cut-off, strikes / delays that may affect deliveries, change of services to specific destinations, etc.

Depending on selected criteria, Bulletins may or may not be HAWB(s) / MAWB related.

To create and send Bulleting, follow these steps:

1) Go to Menu option 4.3.1 Bulletins. This will open a new window "Customer & Agent Bulletins"

2) Click on + to create a new Bulletin

3) Enter Bulletin subject in the field "Subject" and Bulletin text in the field "Message"

4) Save

5) To select recipients and send Bulletin, click on icon "Send Bulletin" (envelope) in the top taskbar. This will open a new window "Sending Bulletin"

6) Select recipient(s) by choosing option either Customers or Agents and set additional criteria as shown on screen. By default, available options are "Active", and then Customers (or Agents) - selection from a list and Customers (or Agents) Tariff Group.

7) Other, HAWB(s) / MAWB related options, such as Destination Country, Town, Destination Zone or MAWB number are activated by clicking either on box "Pickup Date" or "Export Date" at the bottom of the screen. If you want to add a list of respective HAWBs, check box "Include shipment list" at the top left of the screen

8) Save

9) Answer question "Are you sure to send this bulletin?" If answer is "Yes", bulletin will be sent to the queue of Orbimail and then sent to Customers / Agents.

NOTE 1: Bulletins are sent ONLY to those Customers or Agents who have Communication "BULLETINS" set in their Customer / Agent File. Customers or Agents who do not have this Communication set, will not receive the Bulletin

NOTE 2: If some Bulletins are repetitive, use option Copy by clicking on icon "Copy RECORD" on the top taskbar. Opened Bulletin can then be modified

NOTE 3: To check when and to whom a Bulletin has been sent, click on icon "History" on the top taskbar

NOTE 4: Bulletin is sent by email as pdf attachment with Company details (Name, Address, Phone, Fax, email, etc) as set in Depot File, Tab. 1. Trading information

NOTE 5: Text of email with Bulletin as an attachment, can be set up in Menu option 3.9.A.2 Language Translations, Group "BULLETIN".
 
ORBITRAX.WIN 21/11/2017 Positive scanning - Warehou...
Did you know ... that shipments, which are not registered in Orbitrax (and therefore do not have status Received) can be prevented from being scanned in option Warehouse out?

This is in order to avoid the situation, when shipments are scanned in, then scanned out and delivered without being entered in Orbitrax and consequently billed.

In order to set this up, follow these steps:

1) Go to Depot File, Menu option 3.7, Tab.9 Settings

2) In section "Warehouse out" (top left part of the screen) there is a box "Positive Scanning"

3) Leave this box unchecked, if you want to allow shipments not registered in Orbitrax being scanned out (Menu option 1.13.2.A Warehouse out). In this case, shipments will be scanned with remark "No" in column "In System" on the scanning session screen and on the scanning report

4) Check this box, if you do not want to allow unregistered shipments being scanned out (Menu option 1.13.2.A Warehouse out). In this case, while scanning unregistered shipment, warning "Shipment Not Found" will be displayed. To close this warning, select option 5 Cancel. It will not be possible to scan this shipment out, unless it is entered in Orbitrax (gets status "Shipment received")
 
ORBITRAX.WIN 16/11/2017 Records selection in Advanc...
Did you know ... that Orbitrax allows advanced searching for various types of shipments records?

Depending on the needs, the user can narrow selection of HAWBs to be displayed on screen and then processed.

When in Menu option 1.3 Alter/View HAWB(s) Advanced Search is selected on the top taskbar, the following options are available in section Type (middle bottom section of the screen):

1) Any - when selected, the system will display any type of HAWBs: Shipments (regardless number of delivery jobs), Pickup Orders and Sprinters.

2) Shipment - when checked, one line per delivery job (if there are more than one per HAWB) will be displayed (do not confuse with duplicate HAWBs!) The following additional options are available: Any, In P-up order (exclusively Shipments linked to Pickup Orders) or Not in P-up order (exclusively Shipments not linked to Pickup Orders)

3) Shipment (Unique) - when checked, one line per HAWB will be displayed, regardless number of delivery jobs on HAWB

NOTE: The same option (box Show unique shipments) is available after Menu option 1.3 Alter/View HAWB(s) is selected. This allows searching for single line HAWB(s), regardless number of delivery jobs, in simple and not advanced search in Alter/View HAWB(s) screen

4) P-up order - when checked, the system will display only Pickup Orders. Column P.Sch on the shipments list, indicates how many shipments are linked to the Pickup Order

5) Delivery job >1 - when checked, the system will display one line per HAWB, but only for HAWBs with more than one delivery jobs.
 
ORBITRAX.WIN 10/11/2017 Issuing Credit Note (CNS - ...
Did you now ... that Orbitrax has an option of issuing Credit Note for the full or part of the amount it has been previously billed for?

CNS is issued in case of Customer requesting a credit for failed delivery, lost shipment or any other reason. CNS is usually HAWB related, howeve, by leaving HAWB field blank, CNS can be issued for any non-single HAWB related reason, such as Credit given on full invoice.

To issue CNS, follow these steps:

1) Make sure that document type CNS is active, has a proper numbering and active date in Menu option 3.7 Depot File, Tab.3 Document numbers.

2) If necessary, translate CNS labels (headers, footers) in Menu option 3.9.A.2 Language Translations, Group INV, for selected Language.

3) Go to Menu option 4.6.2 Credit Notes

4) By default current month is prompted, but this can be changed, if necessary

5) Click on +

6) Enter Credit Note date in box "Date of invoice"

7) Select Customer

8) Select Currency (if different from one in Customer File)

9) Enter Description of Credit Note, e.g. Correction on our Invoice INV160194 dated 31/01/2017

10) Save

11) A new window CNS Invoice detail will open

12) Select VAT code - either 0R 0% for import shipments or export shipments outside EU or ST XX% for domestic shipments or export within EU

13) Enter HAWB number you want to credit. If Customer on selected HAWB is different than Customer selected for CNS, the system will display a warning

14) Skip job number (leave blank)

15) Enter the amount originally billed to the Customer

16) Enter the amount as it should be billed

17) Discrepancy (NET amount of credit) will be calculated automatically

18) Enter specific reason for crediting this HAWB - lost, delayed, overcharged, service failure, etc.

19) Save

20) By clicking on + you can continue adding more HAWBs to credit (on the same CNS)

21) When finished, click on Save

22) There are several options on the top taskbar you can use. If you want to send CNS by email, click on envelope icon. By default email address defined in Customer file for sending INV is prompted, but it can be changed, if required.

NOTE 1: Make sure that all elements of CNS and email are set up properly in 3.9.A.2 as above, otherwise issued CNS will be incomplete.

NOTE 2: If CNS is issued for the first time, it may be an idea to send it first to your own email address, to make sure CNS is complete. You can later go back to CNS and send it again to intended recipient.

23) History of sending is shown under the button HIST on the top taskbar.

24) The amount credited on CNS will be added to Customer pricing info on credited HAWBs, reducing income. The credited amount will also be deducted from Gross Profit Analysis Report (GPAR) in Menu option 4.4.4.1, when option "Add CNS Invoice" is selected.
 
ORBITRAX.WIN 03/11/2017 Manual injection of PODs / ...
Did you know ... that there is an option in Orbitrax of manually injecting PODs / Shipment status?

This is particularly useful, when Agent provides PODs / status only in xls, which we cannot automatically inject by interface (we do not build interfaces based on xls, as this is unstable type of file).

In order to manually inject PODs / SSRs into Orbitrax follow these steps:

1) Go to Menu option 7.1 Import SSRs From External

2) Click on xls icon on the top taskbar and save prompted template pods.csv on your PC

3) Open this file (preferably in LibreOffice. LibreOffice can be downloaded for free from https://www.libreoffice.org/download/download/)

4) Open xls provided by the Agent

5) Copy from xls and paste into csv:

- HAWB number to column HAWB

- Event date to column Date in format dd.mm.yyyy

- Event time to column Time in format hh:mm

- POD (name of recipient) to column Subject (or extra text in case of SSR other that 00)

- enter corresponding SSR code to column Code

6) Save this file as csv

7) Go back to Orbitrax Menu option 7.1 Import SSRs From External

8) Select option Import SSRs from csv file

9) In section "CSV file", click a little box, find csv file you saved as in item 6) above

10) Click on "Open"

11) Click on Save icon on top taskbar to start importing the file

NOTE 1: if there is any problem during file import, e.g. HAWB for which you import POD / SSR does not exist, incorrect file format, etc - the system will prompt the type of an error

NOTE 2: SSRs / PODs are not injected directly to Orbitrax, but are first sent to Orbicom for processing. Therefore you should allow 1-3-5 minutes (depends on set Orbicom sessions intervals) until PODs / SSRs are imported into Orbitrax.
 
ORBITRAX.WIN 31/10/2017 Charges Log
Did you know ... that each HAWB stores log with history of its pricing? This is particularly useful when it is necessary to find out which user priced shipment manually, modified or removed pricing.

To check pricing log, follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Search for HAWB or, by Advanced Search, selection of HAWBs

3) In HAWB screen, go to Tab. 3. Pricing

4) When you are within pricing, either for Customer (top section) or for Agent (bottom section), click on option "Charges log". This will open a new window Charges log history with the details of pricing of each element of HAWB

5) The details shown include:
- charge (or tariff or action) description
- type of charge (Standard / Special)
- old (original) value
- old (original) currency
- new (modified) value
- new (modified) currency
- type of charge (Auto / Manual)
- status of old INV (Invoice, Do not Invoice for Customer, Pay, Do not Pay for Agent)
- status of new INV (Invoice, Do not Invoice for Customer, Pay, Do not Pay for Agent)
- indication if pricing line has been deleted
- date and time of creating / modification of pricing
- user who created / modified pricing

NOTE: Charges Log is for lookup only, no entries or modifications in Charges log history screen are allowed.
 
ORBITRAX.WIN 16/10/2017 SMS Scheduler
Did you know ... that SMS messages can be sent from Orbitrax as per pre-defined schedule?
This is to avoid SMS messages being sent 24/7, especially late at night and in weekends.

To set a schedule for sending SMS messages follow these steps:

1) Go to Menu option 3.7 Depot File, Tab. 9 Settings

2) Go to section "SMS Scheduler"

3) Enter hours Time and From in boxes "Between". SMS will be sent only within entered time frame

4) Check days boxes (Mon-Sun) when SMS should be sent. Leave blank those days boxes when SMS should not be sent

5) Once all the above has been set up, click on Save to save modified Depot File

Example: entering times 08:00 20:00 with Mon Tue Wed Thu and Fri boxes checked would mean that SMS message will be sent between 8 am and 8 pm from Monday to Friday.

NOTE 1: SMS messages generated / created outside time 08:00 and 20:00 and on Sat or Sun. will be placed in a queue and sent on Monday at 08:00

NOTE 2: SMS Schedule is entered on general Depot File and not on Customer or Agent level. That means that schedule entered in Depot File applies to all SMS messages, no exceptions.
 
ORBITRAX.WIN 13/10/2017 Date and time hot keys
Did you know ... that you can use hot keys for quick date and time entry in Orbitrax?

1) using the following hot keys will automatically fill in dates fields:

T - short for Today

O - short for tOmorrow

Y - short for Yesterday

B - short for Before yesterday

2) When the above hot keys are being pressed, the cursor will automatically move to the next field

3) When the above hot keys are used with key Shift, the cursor will stay in the field and date will be ready to be modified, if necessary

4) Using hot key N (short for Now) in time field, will fill in this field with current date.
 
ORBITRAX.WIN 10/10/2017 Sending PODs in xls
Did you know ... that there is an option of sending PODs in xls format?

The file includes the following data:

- HAWB nr

- POD date in format dd/mm/yyyy

- POD time in format hh:mm:ss

- Name of the recipient

Example (to be sent as email attachment):

440504381089 29/09/2017 13:38:00 COMPANY STAMP
440504346243 29/09/2017 13:48:00 S. SMITH
440504348284 29/09/2017 13:48:00 S. COWELL
440504348287 29/09/2017 13:48:00 M. LEFEVRE

Option cannot be set up directly in Orbitrax, but has to be set up as interface. If you are interested, please provide CDT, by email to Beata.PORZECKA@wqxs.net, with the following info:

- Customer Code (as in Orbitrax)

- Email address PODs should be sent to (emails can be sent to multiple recipients)

- Frequency of sending (every X minutes, fixed time of the day, twice a day, etc)

and we will set up interface immediately.
 
ORBITRAX.WIN 27/09/2017 Quick lookup at the Custome...
Did you know ... that there is an option in Orbitrax of a quick lookup at the Customer and Agent Files? Using this option does not require opening Customer or Agent File via Menu options 3.1.2 Alter Agent or 3.3.2 Alter Customer.

For a quick lookup, at any place in Orbitrax:

1) Press Ctrl+U - for Customer File (U being a second letter of cUstomer)

2 Press Ctrl+G - for Agent File (G being a second letter of aGent)

3) In field Code, enter first letter(s) of a Customer or Agent Code to display a list or required Customer or Agent details

NOTE 1: Using quick lookups Ctrl+U and Ctrl+G gives access only to basic info in Tabs Main and Contacts, such as address, opening times, General phone / fax numbers, General email address, website, Note and (via Tab.2 Contacts) - the same details for each individual contact.

NOTE 2: Providing that the User has sufficient rights, clicking on icon "Open" in the top taskbar of displayed Customer or Agent quick lookup file, would give access to full Customer or Agent File.
 
ORBITRAX.WIN 22/09/2017 Phone Book / Contacts List
Did you know ... that Orbitrax has an option of creating and displaying a Phone book / Contacts List?

Phone book can be used for quick access to the details of Agents, some Customers and 3rd parties, e.g. mobile numbers of all the drivers (gathered in one place), phone number or email address to the IT department, emergency phone numbers to some Customers.

To create a Phone book, follow these steps:

1) Anywhere in Orbitrax, press Ctrl+B. This will open a new window "Phone Book List"

2) To add a new entry, click on icon + on the top taskbar. This will open a new window "Phone Book Entry"

3) Complete the fields: Title, First name, Last name, Description, Phone, Fax, Mobile, Email and add a Note. Some of the fields are mandatory. If you skip mandatory field, you will be warned by the message that you are not allowed to save new entry

4) By default, the owner of the entry is a User currently logged in. In field "Type", the owner can either keep new entry as Private (visible only to him) or Public with various rights: Read Only (no modifications allowed), Read and Write (modifications allowed), Full access (modifications and deleting allowed).

5) Once new entry has been completed, Save

6) To modify entry (providing user has sufficient rights to modify - see item 4) above), press Ctrl+B, select (highlight blue) entry you would like to modify, click on icon "Open" (top left) on the task bar

7) Modify and Save.
 
ORBITRAX.WIN 18/09/2017 Printing Invoices in pdf (a...
Did you know ... that despite of no option of output to pdf, copies of confirmed invoices can be saved as pdf file in order to store them on an external storage device (external hard drive, CD, pen drive, cloud, etc)?

NOTE: In order to save a document as pdf file, it is required that pdf printer is installed on your PC. We recommend "Bullzip pdf printer", but any other pdf printer would do (CutePDF, FreePDF, PrimoPDF, etc). Follow steps on the website and download selected pdf printer file, then follow instructions and install it on your PC. Pdf printer will be installed as one of the "standard" printers.

In order to print invoices as pdf, follow these steps:

1) Go to Menu option 4.2.8 Re-Print Confirmed Invoices

2) Select criteria for reprinting - by date (or range of dates) or by number (or range of numbers) and (optional) by Customer category, Customer group or Customer Code

3) Click on icon "Refresh on the top taskbar (or press F5)

4) Once invoices matching selected criteria are displayed on screen, select them all (mark them blue)

5) Click on icon "Preview" on the top taskbar

6) Once prompted, select one of the options: Invoices, Specification, Summary, Invoices & Specification (or Cancel)

7) Answer question "Print original and copy now?": Yes, Original Only, Copy Only

8) After a while (depends on number of invoices processed), selected documents will open in default browser

9) Right click mouse

10) Select option "Print"

11) Select pdf printer

12) Click on option "Print"

13) When printing properties (Bullzip PDF Printer - Create File) window opens, select file name and location on your PC where you want to save pdf, then click on Save

14) Copy pdf file from selected location to your external storage device.
 
ORBITRAX.WIN 08/09/2017 Automatic allocation of Pic...
Did you know ... that Orbitrax has an option of automatic allocation of Pickup Agent to pre-set HAWBs?

This option is particularly useful when Pickup Agent is given a stock of HAWBs on which he is then supposed to collect and send pick-ups. Once entered (or pre-entered) in Orbitrax, HAWB will allocate this Pickup Agent automatically.

To set this up, follow these steps:

1) Go to Menu option 3.1.4 HAWB Number Allocation

2) Click on + to add range of HAWBs

3) Enter (or select) Agent code in field "Agent"

4) Enter range of HAWB numbers (From and To)

5) Save

NOTE 1: As a result, when HAWB from set range is entered (or pre-entered), set Pickup Agent is automatically allocated.

NOTE 2: Only unique HAWB numbers / ranges can be allocated to the Agents. If already allocated HAWB (or range) is allocated to another Agent, the system displays error message "HAWB range already in use"

NOTE 3: Option is available from Orbitrax version 12.6.6 onwards
 
ORBITRAX.WIN 25/08/2017 Printing Delivery Sheet dir...
Did you know ... that Delivery Sheet can be printed directly from outbound scanning sessions?

Unlike Delivery Sheet printed in Menu option 1.6.5, which prints ALL HAWBs unmanifested to date for selected Agent, Delivery Sheet printed from scanning session contains only HAWBs scanned during particular scanning session.

To Print Delivery Sheet from scanning session follow these steps:

1) Go to Menu option 1.13.2.A Warehouse outbound or Menu option 1.13.2.B Warehouse outbound (each option has been described in details in the System News dated 09/12/2015)

2) After shipments have been scanned, close session by clicking on icon "Close session" on the top taskbar

NOTE: If "Close session" has not been selected, the system will prompt closing it anyway, however by default, closing session is not mandatory. If you want to force users to close scanning sessions before they can print Delivery Sheet, in order to start a next session afresh, check box "Del. Sheet option" in Depot File 3.7, Tab. 9 Settings, section "Warehouse out" (with tool tip "Delivery Sheet ONLY after Warehouse outbound session has been closed"). When this box is checked, the user is unable to proceed with printing Delivery Sheet from scanning session, before this session is closed. At the attempt, the system displays a message "You must close warehouse session first".

3) If session has been closed, select session Status "Closed", locate it on the list, then click on icon "Create delivery sheet from selected warehouse session" on the top taskbar

4) Then, the system asks if a warehouse order (order of scanning) should be used for printing HAWB on Delivery Sheet Y/N. If answer is N, then HAWBs on Delivery Sheet will be printed in the "standard" Delivery Sheet order: by zipcode, then by HAWB.

5) Proceed with printing Delivery Sheet as usual.
 
ORBITRAX.WIN 23/08/2017 Warehouse statistics (Menu ...
Did you know ... that Orbitrax can generate / print a report of number of shipments scanned in set intervals by a User, from Customer or for Agent? This option is meant for monitoring Users performance.

In order to generate / print statistics, follow these steps:

1) Go to Menu option 4.4.21 Warehouse statistics

2) By default, scans from current date and times from 00:01 to 23:59 are displayed, however they can be changed, if required

3) Also by default, scans by Users are being displayed, however if required, a Group can be changed to Agent (to show scans for Agents) or to Customer (to show scans from Customers)

4) By default, scans are shown with interval of 15 minutes, what can also be changed, if required. Interval of 15 minutes shows how many scans have been performed within 15 minutes long sessions

5) The list of scans (within intervals) is shown in chronological order and details displayed are: User (if Group User has been selected), Agent (if Group Agent has been selected), Customer (if Group Customer has been selected), date and time of start of a scanning session in set intervals, number of shipments / pieces scanned (all scans: IN and OUT) within each session

NOTE: The list displays total number of scanned shipments / pieces and not details of scanned shipments / pieces

6) If necessary, list can be sorted either by a column "Group by" or by "Datetime" or by "Shipments", by clicking on the header of each column. Double click will switch between descending / ascending orders

7) Reports (consisting the same data as displayed on screen) can be printed either in pdf format on printer (by clicking printer icon on the top taskbar) or downloaded in xls (by clicking xls icon on the top taskbar).
 
ORBITRAX.WIN 16/08/2017 Customers On-Stop Report
Did you know ... that Orbitrax can automatically generate and send to selected users a Report with a list of Customers put On-Stop?

1) REMINDER: Customer status can be changed to On-Stop in Menu option 3.3.2 Alter Customer, Tab. 1. Trading, box "Status"

2) Instructions to OPS how to proceed in case of On-STOP Customer can be entered in field "Optional message for OPS when account ON-STOP"

3) Instructions to Customer Service how to proceed in case of On-STOP Customer can be entered in field "Optional message for CSV when account ON-STOP"

4) Report can be opened in a browser (and then printed), by selecting option 3.3.4 "Customer On-Stop report".

5) Report shows the following info:

- Date and time of Report

- Customer Code and Name

- Message to OPS (as mentioned in item 2) above)

- Message to CSV (as mentioned in item 3) above)

6) Customer On-Stop Report can be automatically sent by email on set days, times and to selected users. To schedule sending Customers On-Stop Report by email, set frequency and email addresses the Report should be sent to, follow these steps:

- go to Menu option 9.1 Task Manager,

- click on + to add new task,

- in field "Task type" select "Customers ON STOP",

- set schedule (day, time and frequency) in section "Schedules",

- add Users (recipients of email) in section "Users",

- save modified Task schedule.
 
ORBITRAX.WIN 11/08/2017 Displaying a list of Agents...
Did you know ... that there is a new way of displaying Customers and Agents on the list?

In previous versions, ALL Customers and Agents, regardless their status, have been displayed on one list (in Menu option 3.1.2 Alter Agent and in 3.3.2 Alter Customer).

Currently, by default only Trading (Active & On-Stop) Customers and Agents are displayed. To display a list of Agents / Customers with other status, follow these steps:

1) Go to Menu option 3.1.2 Alter Agent and in 3.3.2 Alter Customer

2) Display Agents or Customers list. By default Status (top left corner of the screen) shows "Trading (Active & On Stop)"

3) In box "Status" select one of the options: All, Active, On-Stop, Closed or Prospect to have only Agents / Customers with selected status displayed

4) Changing Agent / Customer status can be done "en block" by marking records, then clicking on icon "Status" on the top taskbar, then selecting new status. As changing the Agent / Customer status is irreversible (cannot be "undone"), before changing it, the system asks for the final confirmation: "Are you sure to save new status: (Active, Closed, Prospect, etc). Continue? Confirm operation. Y/N"
 
ORBITRAX.WIN 31/07/2017 Installing Orbitrax on a ne...
Did you know ... that in case you want to install Orbitrax on a new PC, you can do it without our assistance?

In order to have Orbitrax installed on a new PC, follow these steps:

1) Make sure the new PC is connected to the server

2) Copy anywhere on the new PC Orbitrax setup file (either setup.exe or Orbitrax.WIN XX.XX.XX), the one you would normally use to install a new Orbitrax version

3) Run it

4) It will create a directory C:/Program Files/orbitrax.win on the new PC

5) Copy file database.ini from the directory C:/Program Files/orbitrax.win from any PC on which Orbitrax is installed and paste it to C:/Program Files/orbitrax.win on the new PC. Overwrite the old database.ini file.

6) Run Orbitrax as usual.
 
ORBITRAX.WIN 28/07/2017 Internal alerts / notificat...
Did you know ... that setting of internal communication (internal alerts / notifications) located previously in various places in Orbitrax, have now been moved to one place - Menu option 3.7 Depot File, Tab. 10 Contacts (bottom section)?

It concerns the following alerts / notifications:

1) Accounts on Stop - sending notifications to selected email addresses (Users) about Customer Accounts that have been put On Stop.

Email notification is generated when Customer Status is changed to On-Stop (Menu option 3.3.2 Alter Customer, Tab. 1 Main)

2) Agent Entered or On Stop - sending notifications to selected email addresses (Users) about new Agent File created or Agent put On Stop.

Email notification about Agent Entered when a new Agent is entered in Menu option 3.1.1. Enter Agent.

Email notification about Agent put On Stop is generated when Agent Status is changed to On-Stop (Menu option 3.1.2 Alter Agent, Tab. 1 Main).

3) Customer Credit Limit Alert - sending alerts to selected email addresses (Users), when 80% of credit given to Customer has been exceeded and another one when 100% of credit given has been exceeded.

Customer Credit is set in Customer File, Menu option 3.3.2 Alter Customer, Tab. 3 Financial, box "Credit Given". Used credit is displayed in box "Credit used".

4) Shipments Data Received Late - sending notification to selected email addresses (Users), with Customer code(s) and list of HAWBs for which data has been received late (after those HAWBs have been manually entered in Orbitrax).

NOTE: In all 4 options, multiple email addresses (to multiple Users) should be separated by comma.
 
ORBITRAX.WIN 24/07/2017 Removing HAWB(s) from the s...
Did you know ... that there are two ways of removing shipments from a shipments list? One (A) is removing HAWBs ONLY from the list, the other one (B) is removing HAWBs permanently (deleting them from the database).

A. Removing shipment(s) from a list of shipments can be useful, when remaining shipments are to form Xls or Pdf reports, Pick(up Order) or Shipments Pack. In order to remove shipments from a list:

1) Go to Menu option 1.3 Alter / View HAWB(s)

2) Click on icon "Advanced Search" on the top taskbar

3) Select criteria for HAWBs to be displayed

4) When HAWBs are displayed, highlight (mark blue) HAWB(s) to be removed and click on icon "Remove shipment from list" (4th icon from the left)

NOTE 1: Selected shipment will be removed ONLY from the displayed list, but will remain in the database

B. Removing shipment from the list and the database (deleting):

5) Go to Menu option 1.3 Alter / View HAWB(s)

6) Click on icon "Advanced Search" on the top taskbar

7) Select criteria for HAWBs to be displayed

8) When HAWBs are displayed, highlight (mark blue) HAWB(s) to be removed and click on icon "Delete" (3rd icon from the left)

9) For security reasons (unlike in case of removing), deleting shipments triggers the following warnings

9.1) "Delete shipment 123456789012345. Continue? Y/N"
9.2) "Are you sure to delete shipment 123456789012345. Continue?"
9.3) Box "Confirm operation (Y/N)"

NOTE 2: Answer Y will result in permanent deleting HAWB from the database. This operation is irreversible and no deleted HAWB(s) can be restored.
 
ORBITRAX.WIN 30/06/2017 Resending Confirmed Invoice...
Did you know ... that Orbitrax can now resend to Customers their Invoices and Specifications from the archive, in their original form?

The option of resending Invoices and Specifications existed before, however if any Customer details (address, VAT number, etc) have been changed between sending original Invoice and re-sending it, those changed details were included into resent Invoice.

To resend confirmed Invoices, follow these steps:

1) Go to Manu option 4.2.8 Re-Print Confirmed Invoices

2) Select criteria for displaying list of Invoices: either date range or Invoice number. If you are looking for one, specific Invoice number, enter this number in both fields: From and To

3) Additional criteria, to narrow your selection, are: Customer category, Customer group and (single) Customer Code

4) Press F5 or click on icon Refresh on the top taskbar. This will result in a display of all Invoices matching selected criteria

5) Click on icon Send (envelope) on the top taskbar

6) The system will ask "Do You Want To Send All Invoices From The List? Y/N"

WARNING: Answer Y(es) will result in all Invoices being resent IMMEDIATELY in set formats and to default recipient(s), as per Invoice related Communication in Customer Files (Tab.4)

7) If answer is N(o), the system will ask another question: "Do You Want To Send Invoice To The Default Email Address? Y/N"

WARNING: Answer Y(es) will result in selected Invoice being sent IMMEDIATELY in set formats and to default recipient(s) as per Invoice related Communication in this particular Customer File (Tab.4)

8) Answer N(o) will open a new window - "Send invoice". If there are any Invoice related email addresses entered in Communication (Tab.4) in Customer File - they will be available for selection in field "Email address", however any other email address can be manually entered in this field.

NOTE 1: Only Invoice Types set in Communication (Tab.4) in Customer File are available for selection (for resending) in section "Invoice Type". If a Customer requires a new format e.g. xls, this has to be set in Communication (Tab.4) in Customer file, but this type of file will be available for resending ONLY from the next invoice run. New system does not re-generate new types of files for resending on request, but resend only files which were already created and are available in the archive.

NOTE 2: This option requires a specific configuration of the web server (serving as an archive)

NOTE 3: This option is available from Orbitrax version 12.5.1 onwards. Earlier versions resend Invoice and Specification the "old" way.
 
ORBITRAX.WIN 26/06/2017 Handling of HAWB copies - M...
Did you know ... that Orbitrax has an option of archiving HAWBs?

Option is meant to help to easily locate them in case of Customer request for hard copy signature or internal needs such as resolving disputes with the Agents and Customers (Credit Requests / Credit Notes).

Below description of the procedure is based on example of VXLWAW and it is an indication of how the option can be used.

(A) Insert HAWB copies - Menu option 1.15.1

This submenu is meant for scanning HAWBs and allocating them to the envelopes with given numbers. Numbers are NOT pre-defined and have to be entered manually. VXLWAW is using continuous envelope numbers, and at the moment it is approaching 48000 (envelopes). This option is also offering a few additional features. Scanning is possible for originals and for copies, therefore it is advised to do the sorting prior to scanning. Otherwise every time HAWB is scanned, user will be required to change Document from Original to Copy and back.

1) Select Menu option 1.15.1 "Insert HAWB copies". This will open a new screen "Handling HAWB copies list" with a list of scan sessions for selected date (dates can be modified). It shows Agent, number of scanned shipments and number of linked shipments (linked means - in the system). Check box "Unlinked" and refresh (F5) to display list of sessions with unlinked shipments (not in the system) - these will have to be entered at the later stage. If this is the case, the "post-linking" has to be done by clicking on icon "Link shipments" on the top Taskbar. Ultimately, at the moment of invoicing, there should be no difference between total number of scanned shipments and linked shipments. Full list of all unlinked HAWBs can be displayed in Menu option 1.15.3 Reports - Unlinked HAWB copies. Menu option 1.15.3.2 is not working at the moment.
There is also an option of printing report from scanned session on the top Taskbar.

2) Click on + to start scanning HAWBs into new envelopes

3) Enter OK Envelope Number. OK Envelope is for HAWBs, which are in the system (indicated by YES in column "Linked").

4) Enter Check Envelope Number. Check Envelope is for HAWBs, which are NOT in the system (column "Linked" is blank).

NOTE 1: Numbers in bold displayed on the right side of both boxes indicate how many HAWBs have been scanned so far. VXLWAW scans about 90 HAWBs per envelope.

5) Enter Agent code, from whom we received HAWBs

6) Select type of Document: Original or Copy

7) Using the barcode reader, start scanning HAWBs, one by one

NOTE 2: Providing scanned HAWB is in the system, it can be open from "Insert HAWB copies" screen. Otherwise the system will show a warning "Item Not Found"

NOTE 3: If scanned HAWB is in the system, but does not have POD, the system will automatically display SSR Entry screen for POD Entry. Close SSR Entry screen, if you do not want to enter POD / Status. If shipment has not been manifested (and therefore POD cannot be entered), click on Open Shipment icon on the top Taskbar. This will open HAWB screen. Click F6, check box "Save as Manifested" and enter POD. Save, then close open windows, until you are back on "Insert HAWB copies" screen

NOTE 4: If HAWB has been scanned twice, once as an Original and once as a Copy, both in different envelopes and / or different box - search will find and display both: envelope number and box number where Original and envelope number and box number where Copy are located

NOTE 5: The same HAWB can be scanned only once as original and only once as copy, means no second copy can be scanned. This also means that no duplicate HAWB (from different Customers) can be scanned and archived at the moment. However, should this be required, CDT can add extra setting in Depot File (Menu option 3.7 Tab. 9 Settings) "Allow scanning duplicate HAWBs Y/N?" Please request it if you are interested

(B) Envelopes Scans - Menu option 1.15.4

Once HAWBs are scanned into envelopes, envelopes can be scanned into boxes with given numbers. Numbers are NOT pre-defined and have to be entered manually. VXLWAW is using continuous box numbers, at the moment it is approaching 560

8) Select Menu option 1.15.4 Envelopes Scans. This will open a new screen "HAWB copies envelopes scans"

9) Enter Envelope number in box "Envelope #" and corresponding Box number in box "Box #". This will automatically allocate File Name of HAWBs scanned in an envelope, in pdf format - described below

10) Keep adding envelope numbers and allocating them to corresponding box. Every time you enter new envelope number - File Name will change. When allocating of the envelopes to the boxes is finished - click on Save

11) VXLWAW is creating "virtual" archive (very useful), by scanning all HAWBs within an envelope in pdf format. In practical terms it means that the person in charge of archiving, takes all HAWBs out of the envelope and scans them all, in random order, in one go. Pdf file is automatically saved on the PC with random file name, e.g. KMBT35020160.pdf
VXLWAW then rename this file to match File Name created automatically in "HAWB copies envelopes scans" screen, e.g. to ENVELOPE________100 (for envelope nr 100) and copy them on the server in location that can be accessed by all. By scanning HAWBs in pdf, HAWBs not only can be find in the allocated box nr, but also in pdf file. This means that at any time everyone can have access to HAWB (pdf), without physically looking for a box, then inside the box, for the envelope, then inside the envelope, for required HAWB. This also prevents HAWB from "disappearing for good", if someone in the process of searching for HAWB, has misplaced the envelope by putting it back in the wrong box.

12) Additional options on "HAWB copies envelopes scans" screen are: displaying last 100 envelopes by Date (of scan), displaying last 100 envelopes by number and searching by Envelope nr.

(C) Search HAWB copies - Menu option 1.15.2

13) Enter HAWB number you are looking for. This will open a new screen "Scanned HAWB copy search" with HAWB archive information: HAWB, Agent, Date, Envelope nr, Box # and pdf scan File Name.

14) Depending on the system you use, with HAWBs scanned in pdf or without, you either go to pdf files location (see item 11 above) and look for copy of HAWB or you physically go and look for a box number, then envelope number and then for HAWB inside the envelope.

(D) Import Box Reference From XLS - Menu option 1.15.15

Apparently this was used by VXLWAW just once, for importing xls with matching numbers of envelopes and boxes, when there was an action of archiving huge (thousands) numbers of HAWBs in one go and it has not been used since. HAWBs still have to be scanned into envelopes and this option only allocates box numbers to the envelopes.
 
ORBITRAX.WIN 19/06/2017 Attaching the documents to ...
Did you know ... that Orbitrax has an option of uploading various types of documents (tariff files, important correspondence, Service Agreement, Credit Application form, Agreement on using GSM by the driver, Copy of the identity card / driver license of the driver, etc) and attaching them to Customer / Agent file?

To upload the document, follow these steps:

1) Go to Menu option 3.1.2 Alter Agent or 3.3.2 Alter Customer

2) Go to Tab. 2 Note

3) Click on button Documents

4) Click on +. This will open a new window "Add document"

5) Select Document type (for the time being the only type available is Agent (general) or Customer (general)

6) In the field "File" upload the file from its location on the PC, by clicking on the little box next to it

7) Enter file description

8) Save

NOTE 1: Files of all types: pdf, xls, doc, etc can be uploaded

NOTE 2: This option requires a specific configuration of the web server

NOTE 3: Option is available from Orbitrax version 12.5.0 onwards
 
ORBITRAX.WIN 13/06/2017 Attaching the documents to ...
Did you know ... that Orbitrax has an option of uploading various types of documents (pro-forma invoice, customs documents, image of the label, correspondence, etc) and attaching them to HAWB?

To upload the document and attach it to HAWB, follow these steps:

1) Go to Menu option 1.3 Alter / View HAWB(s)

2) On HAWB screen, go to Tab. 4 Other

3) Click on button Documents

4) Click on +. This will open a new window "Add document"

5) Select Document type you want to upload. The choice is between blank (no type), Shipment label (in the future it will be used for the uploading of an image of the label, HAWB), Shipment (general) and Shipment customs (e.g. pro-forma invoice)

6) In the field "File" upload the file from its location, by clicking on little box next to it

7) Enter Description

8) Save

NOTE 1: This option requires a specific configuration of the web server

NOTE 2: Option is available from Orbitrax version 12.5.0 onwards
 
ORBITRAX.WIN 31/05/2017 Turnover Report in xls
Did you know ... that Orbitrax can generate a Turnover Report in xls for all Customers and for selected time?

To generate Turnover Report, follow these steps:

1) Go to Menu option 4.4.22.5 Turnover Report

2) Select dates you want to generate Turnover Report for

3) Refresh (F5)

NOTE 1: Dated selected for generating Turnover Report are shipments Pickup dates.

NOTE 2: Details available on screen as well as in xls are:

- Customer (Code)
- Total (turnover)
- Status (A-Active, C-Closed, P-Prospect, S-On Stop). Status of Customers with turnover higher than 0 and status Prospect should be changed to Active
- Category
- Customer Name
- Country (Code)
- Zip
- Town
- Address
- Contact (being Main contact as in Customer File, Tab. 6. Contacts)
- Email (being an email of Main contact as in Customer File, Tab. 6. Contacts)

NOTE 3: Turnover Report is exported to xls by clicking on xls icon on the top taskbar. Having Turnover Report in xls enables sorting the data by all above listed elements.

NOTE 4: Option is available from Orbitrax version 14.4.2 onwards
 
ORBITRAX.WIN 26/05/2017 New SSRs
Did you know ... that the new, communication SSRs have been added to Orbitrax?

1) New SSRs are all Standard (not Final, not Critical) and they are:

C1 - Customer Service has spoken to Consignee
C2 - Contact Consignee not successful
C3 - Left a Tel/Mobile voice message to Consignee
C4 - Email sent to Consignee
C5 - SMS sent to Consignee

2) By default, new SSRs are set for action "Send ASAP", they are not set to be sent on any particular days, they are set not to generate Auto-reminders and they are set to be sent and not fully sent (fully sent SSRs include manually added message)

3) Should you require to change the above setups, go to Menu option 3.10.1 SSR Setup, scroll down to find SSR, open it, make all necessary changes, then Save.

NOTE 1: Above SSRs are sent to the Customers usual way and they appear on the website, as any other SSR.

NOTE 2: Option is available from Orbitrax version 12.4.0 onwards.
 
ORBITRAX.WIN 25/05/2017 New Service Codes (E-Commer...
Did you know ... that on request of a few Members, on top of standard courier (C), Airfreight (A), Road (R) and Seafrieght (S), new Standard Service Codes (STS E) for E-Commerce have been added to Orbitrax?

1) Those newly created STS can be found in Menu option 3.9.6 Service Codes and they are:

EEAA00 = E-Commerce Export Airport to Airport
EEAD00 = E-Commerce Export Airport to Door
EEDA00 = E-Commerce Export Door to Airport
EEDD00 = E-Commerce Export Door to Door
EIAA00 = E-Commerce Import Airport to Airport
EIAD00 = E-Commerce Import Airport to Door
EIDA00 = E-Commerce Import Door to Airport
EIDD00 = E-Commerce Import Door to Door
EDAD00 = E-Commerce Domestic Airport to Door
EDDD00 = E-Commerce Domestic Door to Door

2) By default, all those STS are enabled. To disable them (and therefore limit a list of STS available during HAWB entry), open STS and uncheck box "Service enabled"

3) To create more STS: 01,02,03 etc, click + on the top taskbar. This will open a new window "Select service".

4) Scroll down and find basic (00) STS.

5) Click on top left option "Select" on the top taskbar. It will open a new window "Service Standard Properties".

6) Complete new STS details, then Save.

NOTE: Option is available from Orbitrax version 12.4.0
 
ORBITRAX.WIN 02/05/2017 Interfaces Orbitrax > &l...
Dear Members,

WQXS have developed and fully tested two interfaces with DHL:

1) Sending shipments (manifest) data from Orbitrax to DHL, without having to use external DHL desktop or web application

2) Automatic importing of PODs / SSRs from DHL, without having to copy them from DHL web Track & Trace and paste them into Orbitrax

Interested Members are requested to contact Beata (email: Beata.Porzecka@wqxs.net), who will provide you with further info, as there will be some details you would be required to obtain from your local DHL.
 
ORBITRAX.WIN 28/04/2017 MAWB Summary Report
Did you know ... that Orbitrax can generate a summary report with the details of selected MAWBs?
This report could either serve as linehaul and handling charges analysis material or, when used as an attachment, can be used for re-billing of handling charges to the Customer.

In order to generate MAWB Summary report, follow these steps:

1) Go to Menu option 1.10.3 MAWB Summary. It will open a new window "MAWB Summary Report"

2) If you want to generate report for specific Lineahul Agent, select it from the list. If you want to generate report for all Lineahul Agent, leave box "Linehaul Agent" blank

3) If you want to generate report for specific Origin Gateway, select it from the list. If you want to generate report for all Origin Gateways, leave box "Origin Gateway" blank

4) If you want to generate report for specific Destination Gateway, select it from the list. If you want to generate report for all Destination Gateways, leave box "Destination Gateway" blank

5) Select dates From and To

6) Select report order either by Date or by MAWB Number

7) The following output of the report are available by clicking on corresponding icons on the top taskbar:
- xls
- print (on printer in pdf format)
- preview (on screen)

8) The following elements are included in the report:
- Sequence number
- MAWB Number
- Date
- Route
- Flight
- Weight
- number of Bags
- Linehaul Agent
- Linehaul Charge and currency
- Handling Agent at Origin (if there are more than one Agent, they will appear in two separate lines)
- Handling at Origin charge and currency
- Handling Agent at Destination (if there are more than one Agent, they will appear in two separate lines)
- Handling at Destination charge and currency
- Total charge in local currency
 
ORBITRAX.WIN 27/04/2017 MOB(ile device) Communicati...
Did you know ... that Orbitrax can generate a report for analysis of PODs / SSRs entered by the driver on his MOB (mobile phone device)? This is in order to control date and time of PODs / SSRs entry by the driver, in comparison to actual POD / SSR date and time.

In order to generate this report, follow these steps:

1) Go to Menu option 7.14 MOB Communication statistics

2) Select dates in fields From and To

3) Enter the speed of returning PODs / SSRs in boxes Fast (within X minutes from actual delivery or other event) and Slow (within X minutes from actual delivery or other event)

4) Time adjusted (All / Yes / No) refers to setup on MOB, whereby the driver either is or is not allowed to adjust time of POD / SSR. If he is not allowed - current date and time are prompted and only this date and time can be used as actual time of the event (POD or SSR). If he is allowed to adjust time - current date and time are prompted, but can be changed. This is used by the drivers who enter PODs / SSRs after the event, however should not be abused, as the main purpose for using MOB and advantage of this system is receiving PODs / SSRs from the driver and sending thm to customers in real time.

5) Refresh (F5 or refresh icon on the top taskbar)

6) The system will calculate and display a list of drivers matching the above criteria, total number of PODs / SSRs, number of PODs / SSRs returned fast, normal and slow, as per minutes entered like in item 3) above

7) To generate xls list of HAWBs concerned with the details of POD / SSR entry, click on icon xls on the top taskbar. You will have to name the file and choose its location on your PC. The option of export is either for All Agents on the list or only selected Agent.

8) Information shown in xls include:
- HAWB number
- Driver Code
- SSR Code entered
- SSR Description or, in case of POD - name of the recipient
- POD / SSR event date and time
- POD / SSR entry date and time
- Time offset (in hours and minutes), being the difference between POD / SSR entry date and time and POD / SSR event date and time
- Entry adjustment - indicates whether or not the driver adjusted date and time of POD / SSR. 0 - No, 1 - Yes.
- Date and time of POD / SSR received by the server (for further processing via Orbitran to Orbitrax and then to customer)
 
ORBITRAX.WIN 26/04/2017 Agent(s) Billing account
Did you know ... that Orbitrax has an option of checking purchase invoices using one, joined Agent(s) billing account?

Multiple Agents accounts are often created in Orbitrax, if the Agent offers several different services, but for separate manifesting purpose, it is not possible to use just one Agent Code. However, purchase invoice is coming from one source, regardless the Agent shipments have been manifested to.
Example: A company has two accounts opened with DHL: one for express, one for airfrreight. There are two DHL Agents in Orbitrax. DHL is issuing one invoice for both accounts (both Agents).

Billing Agent option can also be used in case of several Agents on whose behalf a main office / HQ is issuing one, joined invoice.
Example: Agent ABC in Belgium is issuing one joined invoice, for shipments manifested to ABC in Belgium, ABC in Netherlands and ABC in Luxembourg.

NOTE: AS a result of the setup explained below, when purchase invoice is registered under Billing Account in Menu option 4.1.1 Purchase Checking and when top left option "Purchase Checking" (HAWB, Linehaul, Handling of Origin, Handling of Destination) is selected, the system will display all HAWBs of all Agents, whose billing account is one under which purchase invoice has been registered.

In order to set Billing account:

1) Billing account can be, but does not have to be a "trading" Agent . Make sure that all Agent Accounts exist in Orbitrax. If billing account does not exist - create it.

2) Go to (trading) Agent File in Menu option 3.1.2 Alter Agent, Tab. 1 Main

3) Enter Billing account code in box "Billing Account"

4) Save modified record.
 
ORBITRAX.WIN 24/04/2017 Imported / Manually entered...
Did you know ... that Orbitrax can show statistics of imported / manually entered HAWBs from Customers whose manifest data is supposed to be imported?

This option helps to quickly identify not received data and contact Customer in order to resolve the problem.

In order to set it up, follow these steps:

1) Go to Customer file, Menu option 3.3.2 Alter Customer

2) Go to Tab. 4 Communication

3) In the bottom section of the screen, check box "Subject to report Imported HAWBs statistics"

4) Save modified Customer File

5) Customers with checked box "Subject to report Imported HAWBs statistics" will appear in this Report in Menu option 4.4.24

6) By default statistics of yesterday and today will appear on screen

7) Dates can be changed, if requited

8) The following elements are shown on screen:
- Group
- Customer Code
- Category
- Total (total number of HAWBs)
- Imported (number of imported HAWBs)
- Entry (number of manually entered HAWBs)

9) Report can be saved as Excel, by clicking on xls icon on the top taskbar, what allows more detailed analysis of imported / manually entered HAWBs.

NOTE 1: HAWBs considered imported are: HAWBs received by interface, received from web, injected from xls

NOTE 2: Option is available from Orbitrax version 12.2.0 onwards
 
ORBITRAX.WIN 21/04/2017 POD by SMS to the Shipper
Did you know ... that Orbitrax has an option of sending POD by SMS to the Shipper?

1) In order to send SMS with POD to the Shipper, make sure that in HAWB screen the mobile number of the Shipper is entered in the field "Mobile" and that box "Send SSR" next to it is checked.

2) SMS contains the following info:

- HAWB number
- Consignee Town
- Text "Delivered at"
- Date of delivery
- Time of delivery
- Name of the signatory

3) As soon as POD has been entered in Orbitrax or received by interface, from MOB, from Web etc, it is placed in SMS queue and processed for sending

4) Status of SMS is shown in SSR Log Tab.2 History, section "Export History"

NOTE 1: in order to activate SMS Module (if it has not been activated yet), please contact CDT

NOTE 2: Option is available from Orbitrax version 10.2 onwards
 
ORBITRAX.WIN 11/04/2017 Weight reconciliation betwe...
Weight reconciliation between Manifest(s) and MAWB

Pretty often MAWBs are entered (or injected) in advance as 1 bag and 1 kg. And often, by an oversight, MAWB Pre-Alert is sent to the Agent without correct weight and number of bags. Also, if total weight on MAWB is not changed to actual weight, it results in incorrect MAWB pricing (and consequently errors during Purchase Checking of lihehaul / handling charges) and also, incorrect cost / margins are shown on HAWBs.

Although not full and automatic reconciliation between Manifest(s) / MAWB, we worked out the system which helps spotting incorrect weight on MAWB.

There is no special setup required. In Menu option 1.10.2 Alter MAWB, we added the columns "Manifest shpts" and "Manifest weight", which are showing 1) total number of shipment manifested on Manifests associated with selected MAWB 2) total dead weight of all Manifests associated with selected MAWB.
Both indicate that pre-entered (or pre-injected) weight and possibly the total number of bags on MAWB may have not been changed.

NOTE 1: As long as manifest is not printed for selected MAWB, both values Manifest shpts and Manifest weight shows "0".

NOTE 2: Option is available from Orbitrax version 12.2.0 onwards
 
ORBITRAX.WIN 10/04/2017 Forcing Agent per country (...
Did you know ... that Orbitrax allows forcing selection of Agents to certain countries on Customer level?

This option is useful, when you have Customers who require their shipments to be sent through different (than your default Agent) to various destinations. E.g. You default Agent to Hong Kong is TNT. However, Customer ABCLHR0000 requires their shipments to Hong Kong to be always sent via DHL.

To set it up, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Go to Tab.14 Agents

3) Click on + to add new Agent and allocate country(countries) to this Agent. This will open a new window "Default agents for customer XXXXXXXXXX".

4) Enter (or select from a list) Agent code in box "Agent"

5) Click on box "Modify country list". This will open countries selection window

6) On this list, check box next to the country and click on right green arrow, to move it to the "Selection" part of the screen. You can check more than one box.

7) Once countries have been selected, click on Save.

8) Save modified Customer File.

9) When HAWB is entered for this Customer and for one of those selected countries, the system will force selected Agent.

NOTE: Option is available from Orbitrax version 12.2.0 onwards
 
ORBITRAX.WIN 29/03/2017 Copying HAWB(s)
Did you know … that Orbitrax has an option of copying HAWB(s)?

This is particularly useful when historical HAWB entry has to be replicated, without having to enter all the details again.

To copy HAWB, follow these steps:

1) Go to Menu option 1.3 Alter / View HAWB(s)

2) Select option “Advanced Search” (middle icon on the top taskbar)

3) Select criteria for the search for original (source) HAWB

4) Locate HAWB on the list of shipments

5) Click on icon “Copy Shipment” (3rd from the right on the top taskbar). It will open a window “Input Value”

6) Enter number of copies of a new HAWB, then click on Save. If number of copies entered is higher than 1, the system will display a warning: “You are about to create selected number of identical records. Are you sure you want to continue? Y/N”

NOTE 1: Copied / newly created HAWB(s) are given numbers as per automatic numbering in 3.7 Depot File, Tab. 3 Document Numbers, section “HAWB printing & Numbering”, field “Next number”

7) Copied HAWB(s) have all the details identical to those on original (source) HAWB so, if necessary, they should be modified.
 
ORBITRAX.WIN 24/02/2017 Registering Pickup and Deli...
Did you know ... that Orbitrax has a new option of quick registering and pricing Pickup and Delivery on one, the same HAWB, without having to create Pickup Order?

To achieve this, follow these steps:

1) Go to Menu option 3.7 Depot File, Tab. 9 Settings

2) Check box "Using matrix" in section "Pickup job" on the right hand side of the screen.

3) Save modified Depot File

4) Pre-enter HAWB in Menu option 1.2 Pre-Enter HAWB(s)

5) Enter Pickup Agent in filed Pickup. If required, you can also enter Pickup Agent HAWB nr in field "HAWB"

6) Providing the Pickup Agent has set up sending Pickup Request in Agent File, Tab. 4 Communication (function PICKUP REQUEST), you can also generate Pickup Request by clicking on icon "Send Pickup Request" on the top taskbar.

7) HAWB will be correctly priced, on Customer, Pickup and Delivery Agent, providing Zone Set and Zone Matrix have been set up prior in Menu options 3.8.3.5 and 3.8.3.3 respectively.

NOTE 1: Instruction of how to set up Zone Set and Zone Matrix have been sent in System News on 11/09/2015, subject "ZONE MATRIX - simplified zoning and tariffs entry". This instruction can also be downloaded from www.wqxs.net / Members Area / Downloads. Alternatively, contact CD Team for assistance

NOTE 2: To complete Pickup / Delivery HAWB pricing, you can also use new functionality of import MAWB cost allocation, as per System News on 20/02/2017, subject "Adding import MAWB charges to HAWB(s)".

NOTE 3: Correct pricing of Pickup Agent on HAWB may take a few seconds, as it has to be locally processed by Orbitran.

NOTE 4: Option is available from Orbitrax version 12.1 onwards
 
ORBITRAX.WIN 20/02/2017 Adding import MAWB charges ...
Did you know ... that a new option of adding Import MAWB to HAWB(s) has been added to Orbitrax, in order to show full lineheaul (both - import and export) charges on HAWB?

This option can be used either separately or as a part of a new procedure of registering pickup and delivery on one HAWB, without having to create Pickup Order (this new procedure will be described in the next System News).

To link import MAWB and its charges with HAWB(s) follow these steps:

1) Enter import MAWB in Menu option 1.10.1 (exactly the same way export MAWBs are entered)

2) Go to Menu option 1.6.15 Import MAWB allocation

3) Click on + to add import MAWB number. This will enter a new window "Import MAWB allocation"

4) Enter import MAWB number and date

5) Click on + to add HAWB(s)

6) Once HAWB(s) have been added, click on Save

7) Click on icon "Select" (top left icon on the top taskbar) to confirm allocated MAWB and change its status to "Confirmed"

NOTE 1: Upon confirmation of import MAWB and providing it was priced (either automatically or manually), its total cost is allocated to HAWB(s) linked to this MAWB (like in item 5 above), in proportion to their weight. The higher the weight of HAWB, the bigger part of MAWB cost is allocated.

NOTE 2: Number of HAWB(s) linked to import MAWB is shown on the screen in column "Shipments" and their details can be viewed by clicking on icon 'Shipments list" on the top taskbar

NOTE 3: Opened and Confirmed import MAWBs, for selected period, can be viewed by selecting one of the statuses in box "Status"

NOTE 4: Option is available in Orbitrax version 12.1.0 onwards.
 
ORBITRAX.WIN 31/01/2017 Light Pack on shipments lis...
Did you know ... that on top of a standard Pack, a Light Pack has been added to shipments list?

Standard Shipments Pack allows making the same change on group (Pack) of HAWBs, but requires creating Pack and giving it a name. Light version of Pack, does not force the user to name the Pack and allows changes directly from shipments list, withought having to go to Menu option 1.16.Shipments Pack

To use Light Pack on shipments list, follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Click on icon "Advanced Search" from the top taskbar. If will open a new window "Advanced Search"

3) Enter criteria for your search and Save

4) Mark (highlight blue) shipments which you wish to update

5) Click on icon "Update shipments" on the top taskbar. This will open a new window "Update shipments in pack"

6) Enter required changes

7) Save

8) After "Update success" message is shown, the system will ask "Do you want to save Pack?" Answer "N" will not save Pack and move you back to shipments list. Answer "Y" will open a new window "Pack properties", where Pack can be named and saved as either Private (it is Private by default) or Public Pack (by unchecking box "Private pack")

NOTE: Option is available from Orbitrax version 11.5.5 onwards
 
ORBITRAX.WIN 26/01/2017 Customer Summary Status Rep...
Did you know ... that Orbitrax can generate Customer Summary Status Report, being a summary of statuses of shipments registered in Orbitrax in certain period of time?

This has been developed on request of several Customers, who want to know in the morning the summary status of their shipments sent on the previous day / night.

NOTE 1: Report works only for Customers sending data either by interface or via website.

The elements of the Report are:

1) Shipments received too late - shows total number of shipments and a list of HAWBs which received SSR 17 "Shipment received", followed by SSR 68 "Delayed - Shipment received after cut-off time"

2) Shipments received, but put ON-HOLD - shows total number of shipments and a list of HAWBs which received SSR 17 "Shipment received" and have been then put On Hold. Exceptions are HAWBs which have been put On Hold due to SSR 68 "Delayed - Shipment received after cut-off time", which fall into category "Shipments received too late" as in item 1) above

3) Shipments manifested, but not received - shows total number of shipments and a list of HAWBs which received SSR 52 "Manifested but not arrived (missing) at import station"

4) Shipments received and manifested/out for delivery - shows total number of shipments and a list of HAWBs which received SSR 17 "Shipment received", followed either by SSR 18 "Shipment manifested" or by SSR 23 "Out for delivery"

5) Shipments received unmanifested - shows total number of shipments and a list of HAWBs which were not received by interface / via web and were entered in Orbitrax manually.

NOTE 2: Report can be previewed, printed or saved as pdf. Due to the fact that customer also require copy of HAWBs of shipment(s) received unmanifested (item 5 above), report is not sent automatically, but requires saving as pdf, which can be then sent as email attachment, together with scanned copies of HAWBs of unmanifested shipments.

NOTE 3: Upto Orbitrax version 11.5 Report can be found in Menu option 9.6.1.4. From version Orbitrax 11.6. onwards, Report will be available in Menu option 2.4.8. Customer Summary Status Report.
 
ORBITRAX.WIN 24/01/2017 Warehouse labels
Did you know ... that Orbitrax has an option of printing Warehouse labels with the barcodes?

Scanning these barcodes replaces using the keyboard in order to enter (scan) Agent name, Gateway IATA code and perform certain operations. This is particularly useful when shipments are scanned far from the PC (keyboard). The labels should be printed and stuck on the wall nearby scanning place.

Labels can be printed per Agent (including drivers) and / or Gateway.

In order to print the labels follow these steps:

1) Go to Menu option 1.13.8 Print Warehouse Labels. This will open a window "Warehouse Labels Print"

2) Select (check) either option "by Agent" or "By Gateway"

3) Select from combo box either Agent or Gateway for which you want to print the label

4) Click on icon Preview on the top taskbar to preview label to be printed or click on icon Print to print the label

5) The label consists of the following details:

- (a) barcode with Agent code or IATA Gateway code
- (b) Agent name or Gateway description
- (c) Agent or Gateway location (town and country)
- 1 - barcode to "Add piece"
- 2 - barcode to "Reallocate Agent"
- 3 - barcode to "Save Anyway"
- 4 - barcode to "Delete"
- 5 - barcode to "Exit"

NOTE: Scanning barcodes (a) replaces manual entry of Agent Code or Gateway code on keyboard. Scanning barcodes 1-5 replaces using keys 1-5 on keyboard.
 
ORBITRAX.WIN 16/01/2017 Printing labels for shipmen...
Did you know ... that you can print the labels for shipments to be released from On Hold?

This is particularly useful in case of shipments that have to be taken off Hold and redelivered to the new address, which has been changed in HAWB screen.

To print the labels for On Hold shipments follow these steps:

1) Go to Menu option 1.7.2 Released Delayed HAWB(s)

2) Select criteria in Advanced Search

3) On screen "Delayed Shipments", select (mark blue) shipments to be released from On Hold

NOTE 1: If Delayed Until date are used, sort data by Delayed Until column and select shipments to be released on given date, by marking them by using combination of Shift+left mouse click

4) Once HAWBs to be released from On Hold have been selected, click on icon Print label (barcode) on the top taskbar

5) Labels will be printed:

- by the LAST digit of HAWB number, then
- by Customer Code, then
- by the zipcode

NOTE 2: Option is available from Orbitrax version 11.4.1 onwards
 
ORBITRAX.WIN 30/12/2016 Modifications of some reports
Did you know ... that there were modifications made recently on some of the Orbitrax reports?

Modifications have been made on the following reports:

- Special Pre-Alert (from HAWB screen)

- Pickup Request (from HAWB screen - Pre-Entry)

- On-Hold shipments Report (Menu option 1.7.2)

A. Special Pre-Alert

Pre-Alert for Special Services is sent to the Agent (as per communication set in Agent File 3.1.2 Alter Agent, Tab. 4. Communication) in order to communicate Special Service required. To send Special Pre-Alert, click on icon "Alert" on HAWB top taskbar.

1) Modification: barcode has been added to the Special Pre-Alert

B. Pickup Request

Pickup Request is sent to the Agent as per communication set in Agent File 3.1.2 Alter Agent, Tab. 4. Communication, based on HAWB Pre-Entry. To send Pickup Request, click on icon "Send Pickup Request" (envelope) on HAWB top taskbar.

2) Modification: "Send & Print" option has been added to Pickup Request (before only "Send" option was available)

C. On-Hold Shipments Report

On-Hold Shipments Report can be generated in Menu option 1.7.2 Release Delayed HAWB(s), through Advanced Search. To print On-Hold Shipments Report, click on icon "Print" (printer) on the top taskbar of the Delayed Shipments list, then select criteria in window "Delayed shipment report".

3) Modification 1: barcodes have been added to the report

4) Modification 2: dimensions have been added to the report

5) Modification 3: report is printed by the last digit of HAWB - from the lowest to the highest

NOTE: Modifications are available from Orbitrax version 11.4.1 onwards.
 
ORBITRAX.WIN 27/12/2016 Light Pack on Driver Run Sh...
Did you know ... that light version of Shipments Pack (Light Pack) has been added to Driver Run Sheet in Menu option 6.2?

Standard Shipments Pack, which allows making the same change on group (Pack) of HAWBs, requires creating Pack name and making those changes is only available in Menu option 1.16.1 Pack of shipments.

Light version of Pack, for the time being added only to Driver Run Sheet, does not force the user to name the Pack and allows changes directly from Driver Run Sheet displayed on screen.

To use Light Pack on Driver Run Sheet, follow these steps:

1) Go to Menu option 6.2 Driver Run Sheet

2 By default, current date is displayed. If required, dates can be changed. Other elements displayed are: Drivers with shipments allocated to them on selected date(s), total number of jobs, number of jobs finished (Delivered, Picked up) and number of jobs pending.

3) Highlight (mark blue) and double click a line with the Driver for whom you want to generate Run Sheet. This will open a Run Sheet for selected driver

4) Click on icon "Update shipments" on the top taskbar

5) The system will ask "Do you want to update all shipments from the list" Y/N

6) In newly opened window "Update shipments in pack", enter required changes

7) Click on icon "Save" to start update process

8) When information "Update success" is displayed, click on OK. This will result in a popup of a next question "Do you want to save Pack?" Y/N

9) Answer N will not save Pack and will move you back to Driver Run Sheet, answer Y will open a window "Pack properties" where Pack can be named. Also, by checking or unchecking box "Private pack", Pack can be marked as either private or public. Then click on icon Save.

NOTE 1: As in standard Pack, changes of pricing in Light Pack have to be made with caution, as this operation is irreversible.

NOTE 2: Light Pack, being easier and quicker created than standard Pack, will be gradually added to other Orbitrax menus.

NOTE 3: Option is available from Orbitrax version 11.4.1 onwards.
 
ORBITRAX.WIN 20/12/2016 Outstanding SSR Report for ...
Did you know ... that Outstanding SSR Report for Agent (Menu option 2.4.6) has been modified to make it more selective and transparent?

1) Outstanding SSR Report for Agent previously contained the following elements:

- Daily, Weekly, Monthly Requests (as per setup in Agent File - Menu option 3.1.2 Alter Agent, Tab. 4 Communication)
- All Agents
- Selective Agents (to be selected by checking box "Selected")
- Export Date
- Pickup Date
- Period From
- Period To
- box "Ignore standard rules" (when this box is check, SSR Report ignores transit time, SSR setup and date of last status)
- Order of output (default or screen order)

2) The newly added elements are:

- Agent type (Any, Partner, Driver, Other - to match type in Agent File). This allows generating report only for one type of Agent, e.g. only drivers

- box "Ignore ON-HOLD shipments". When this box is checked, SSR Report excludes shipments allocated to selected (or all) Agent(s), which are currently On Hold

- Service. When left blank - SSR will include shipments with all Services. When Service is selected, SSR Report includes only shipments with selected Service.

- box "Selective". Checking this box will generate a Report with reverse Agents selection. It means that Report will include shipments for ALL but selected Agents (all except selected Agents).

NOTE: New options are available from Orbitrax version 11.4.1 onwards
 
ORBITRAX.WIN 19/12/2016 Scheduled / regular pickups
Did you know ... that regular pickups can be scheduled in Orbitrax and transferred every day to Dispatcher screen?

1) Regular pickups can be set in Menu option 3.12.3. Pickup definition. The elements of a regular pickup are:

- Caller
- Customer
- Shipper details
- Consignee details
- Dispatcher
- Service code
- Type of job
- Agent
- Vehicle type
- Weight
- Type of payment
- Active days
- Period from
- Period to (enter 01/01/2100 if ending date is unknown)

2) To transfer scheduled pickups to Dispatcher screen, highlight (mark blue) ALL scheduled pickups and click on icon "Export pickup definition" on the top taskbar. All pickups scheduled for current date will be transferred.

NOTE: If amongst transferred pickups there is one of a Customer who is On Stop, the system displays a warning: "Customer XYZ0000000 has status ON STOP. Do you want to continue? Y/N".

If you continue, all pickups matching current date, including those of Customers On Stop, will be transferred.

If you want to exclude transfer of scheduled pickups from Customer On Stop, select answer N(o), sort screen by Customer code and leave pickups of Customer On Stop unmarked, when doing the transfer to Dispatcher screen.
 
ORBITRAX.WIN 14/12/2016 Zero Income Report
Did you know ... that Orbitrax can generate Zero Income Report?

This is useful when a company uses Customer accounts, which should always show zero income, such as company own accounts, test accounts, etc.

Report is called "Zero Income Report", however it is a lists of HAWBs, which are not priced at zero (as they should be) and therefore require manual pricing.

To generate this report, follow these steps:

1) Go to Menu option 4.4.22.4 Zero Income Report

2) Click on little box next to field "Customers". This will display a list of all Customers

3) On the left hand side of the screen, highlight (mark blue) Customers whose HAWBs should always show zero income

4) Click on right arrow to move selected Customers the right hand side of the screen

5) Save

6) Number of selected Customers will be shown in field "Customers"

7) Displayed on screen will be all not invoiced HAWBs, with pricing other than zero, for selected Customers.

8) To change HAWB pricing to zero, open HAWB by clicking on top left icon "Open" on the top taskbar. When you save this modified HAWB and refresh "Zero income report screen", this HAWB will disappear from the shipments list. Ultimately, at the end of the process, there should be no HAWBs displayed on screen

NOTE: Option is available from Orbitrax version 11.4.4 onwards.
 
ORBITRAX.WIN 12/12/2016 Returning shipment(s) - new...
Did you know ... that Orbitrax has now a new option dedicated to handle return shipments?

The procedure applies to handling shipments return to the Customer, Shipper or third party, due to failed delivery (refused, incorrect address), misroutes, damaged and any other occurrences which result in request of shipment being returned.

Returned HAWB(s) = original shipment(s) we are returning
Return HAWB = HAWB we are returning original shipments on

Return HAWB can be created either for single HAWB (from HAWB screen by clicking on icon "Ret" on top taskbar) or for multiple HAWBs from shipments list (by clicking on icon "Return" on top taskbar)

How to use return shipment procedure, step by step:

1) In Menu option 3.7 Depot File, Tab. 6. Overnight/Triangle/Return, in section "Return service", add default STS (Standard Service Code) for return shipments. This STS can be changed during creation of return HAWB

2) Save modified Depot File

3) To create return HAWB for a SINGLE HAWB, go to Menu option 1.3 Alter/View HAWB(s)

4) Click on icon "Ret" on the top taskbar. This will open a new window, where both Pickup and Export dates of return HAWB should be entered

5) Once dates have been entered, a new window with return HAWB will appear

6) By default original Consignee is a new Shipper and Customer is a new Consignee on return HAWB, however clicking on little box next to Shipper and Consignee Name expands possible Shipper and Consignee selection.

Available options for Shipper are:
- Customer
- Customer & Consignee list
- Depot
- Clear All, should Shipper details be different than all the above

Available options for Consignee are:
- Customer
- Consignee list
- Depot
- Shipper original
- Clear all, should Consignee details be different than all the above

7) By default, text "Return of HAWB XXX" is added to Special Instruction field, whereby XXX is returned HAWB number

8) Number of returned HAWB can either be entered manually (e.g. as advised by Customer requesting return) or can be allocated automatically, as per setup in Menu option 3.7 Depot File, Tab. 3. Document numbers, section "HAWB printing & Numbering"

9) Save newly created, return HAWB

NOTE 1: Shipment description, value, number of pieces and weight are all copied from returned HAWB to return HAWB.

NOTE 2: Clicking on button "Return" (next to HAWB number) on returned HAWB will display return HAWB. Clicking on button "Returned" (next to HAWB number) will display returned HAWB.

NOTE 3: Once return HAWB has been created and saved, final SSR 70 Shipment returned is automatically added to SSR Log of returned HAWB, indicating return HAWB number in SSR Subject, e.g. "70 Shipment returned under HAWB: 12345678912345"

10) To create return HAWB for MULTIPLE HAWBs, go to Menu option 1.3 Alter/View HAWB(s), Advanced Search

11) Select criteria to display shipments list

12) Select HAWBs to be returned then click on icon "Return" on the top taskbar. This will open a new window, where both Pickup and Export dates of return HAWB should be entered

13) Follow steps 5-9 as above.

NOTE 4: Due to lack of space, HAWB number of returned HAWBs are not listed in Special Instruction field (item 7 above)

NOTE 5: In case of multiple HAWBs, pieces and weight of return HAWB equal number of all returned shipments and their total (dead) weight.

NOTE 6: Selection of HAWBs from list can be done by: left mouse click + Shift to select block of HAWBs or left mouse click + Ctrl to select various HAWBs

NOTE 7: In case of selection of HAWBs from various Customers, a warning "Multiple customers selected. Do you want to continue?" will appear. Selection of HAWBs from various customers is not always a mistake. Sometimes it can be the case of HAWBs from various departments or depots of the same Customer to be returned in bulk, to the same Consignee. If this is the case, after Pickup and Export dates of return HAWB have been entered, a list of all selected Customers will appear and a single Customer has to be selected. Press Esc to quit the list and select Customer of return HAWB manually.

NOTE 8: Clicking on button "Return" (next to HAWB number) on returned HAWBs will display return HAWB. Clicking on button "Returned" (next to HAWB number) will display a list of returned HAWBs.

NOTE 9: Once return HAWB has been created and saved, final SSR 70 Shipment returned is automatically added to SSR Log of all returned HAWBs, indicating return HAWB number in SSR Subject, e.g. "70 Shipment returned under HAWB: 12345678912345"

NOTE 10: Option is available from Orbitrax version 11.4.10 onwards
 
ORBITRAX.WIN 08/12/2016 Copying Customer File
Did you know ... that existing Customer file can be used as a template for creating other Customer account(s)?

This is particularly useful when opening separate accounts for Customer's Departments whereby, perhaps except Name, all other details and settings may be identical.

To copy existing Customer file into a new Customer file follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Enter first letter(s) of a Customer Code to display a list of Customers

3) Highlight Customer details you want to copy into a new Account

4) Click on icon "Copy customer" on the top taskbar. This will open a new window

5) Enter new Customer Code, click on Save

6) This will open a new Customer file, whereby ALL details are copied over the original Customer

NOTE 1: Regardless the Status of Customer you copy from, newly created Customer is, by default, on Status Prospect. This can be modified before saving this newly created Customer file.

7) Modify any details that may require modification

8) Save

NOTE 2: Option is available from Orbitrax version 11.4.3 onwards
 
ORBITRAX.WIN 06/12/2016 Automatically putting HAWBs...
Did you know ... that HAWBs matching some pre-set criteria can automatically get flag On Hold?

There are cases when shipments must be put On Hold and Customer / Consignee / Customs contacted in order to arrange delivery, customs clearance, mean of transport, etc.

In order to set the rules for HAWBs to be automatically put On Hold follow these steps:

1) Go to Menu option 1.7.5 Delayed rules files. This will open a new window "Delayed rules list"

2) Click on icon + on the top taskbar. This will open a new window "Delayed rule properties"

3) In field "Rule type" select one of the options:

- T-Status shipments
- Outsized shipments
- Heavy weight shipments

4) In field Set On Hold Category, choose On Hold Category shipments automatically put On Hold should fall into (Categories are set in Menu option 1.7.4 Delayed Category files)

5) Enter rule description in field Description

6) Select Customer in field Customer or leave blank for all Customers

7) Then, depends on rule type enter:

- for T-status shipments - amount in field Value Limit and currency in field Currency
- for Outsized shipments - highest, single piece dimension in field Size limit (cm)
- for Heavy weight shipment - weight (in full kg, no decimals) in field Weight limit per piece

8) check box Active to activate or leave it unchecked, to disable the rule

9) Save

NOTE 1: Rules set as above will result in new HAWBs matching criteria being moved automatically to On Hold (Menu option 1.7.2)

NOTE 2: The above applies to HAWBs pre-entered, entered, imported by interface, imported from web, injected from xls. When shipments matching the pre-set criteria are scanned in, the system displays warming PUT ON HOLD and gives PUT ON HOLD sound message, to make sure that the scanning person physically moves shipment to On Hold area

NOTE 3: Option is available from Orbitrax version 11.4.3 onwards
 
ORBITRAX.WIN 30/11/2016 Ignoring Customer Billing a...
Did you know ... that although HAWBs of a Customer can be billed on a Billing (different) account, special services (SPS) of relevant HAWBs can still be billed on original account?

Example:

HAWB has been entered under Customer ABCBRU0000. Billing account for Customer ABCBRU0000 is XYZBRU0000. That means that HAWBs entered under account ABCBRU0000 will be entirely billed on account XYZBRU0000.
However, if there is a requirement that special services (STS, such as timed deliveries, returns, redeliveries, etc) are billed on original ABCBRU0000 account, here is how to do it:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Go to Tab.3 Pricing

3) Mark (highline blue) Customer SPS pricing line

4) Open it by clicking on top left icon on the top taskbar (Edit pricing item). This will open a new window "Customer charge"

5) Check box "Ignore customer billing account"

6) Click on Save

7) Save modified HAWB

This will result in SPS being billed directly on original Customer Code instead of Billing Account (in our example SPS will be billed on ABCBRU0000 account instead of XYZBRU0000.

NOTE 1: The same method can be used for billing entire HAWB on original account instead of on Billing account, however if this is the case, box "Ignore customer billing account" has to be checked on each pricing line separately

NOTE 2: Option is available from Orbitrax version 11.4.1 onwards
 
ORBITRAX.WIN 29/11/2016 On Hold categories
Did you know ... that shipments put On Hold can now be categorized?

As a reminder - HAWBs / shipments can be put On Hold for multiple reasons: failed delivery, customs processing, damaged, improperly packed while re-packing, held for pick-up, future delivery requested by the consignee, misrouted, received after cut-off time, basically all HAWBs / shipments that should be temporarily excluded from Manifests / Delivery Sheets.

Previously, all shipments were appearing on one, joined list (1.7.2 Release Delayed HAWB(s)) and the user could identify a reason of On Hold only by SSR (if SSR was entered during putting shipment On Hold, what was not mandatory).

Assigning a category while putting HAWB On Hold allows easier preview of all On Hold shipments and makes it more transparent.

To create On Hold categories follow these steps:

1) Go to Menu option 1.7.4 Delayed category files. This will open a new window "Delayed category list"

2) Click on + to create a new category. This will open a new window "Delayed category properties"

3) Enter Category name in the field "Category"

4) Enter Category description in the field "Description"

NOTE 1: HAWBs assigned to a certain On Hold category can appear in Call Log in Menu option 9.6. It basically allows the user to contact consignee and keep record of those contacts, before shipment can be put Off Hold and sent out for either delivery or return. Functionality of a Call Log will be described in the next System News.

5) If HAWBs assigned to a category should appear in Call Log, check box "Subject to Call Log"

6) Save

NOTE 2: If On Hold categories have been set up, it is mandatory to select a category during putting shipment On Hold:

- either for a single HAWB in Menu option 1.3 Alter/View HAWB(s), Tab 2. Manifest, section On Hold options, field Category
or
- for multiple HAWB(s) via Menu option 1.7.1 Delay HAWB(s), Advanced Search, shipments list, top taskbar icon Delay HAWB

NOTE 3: If HAWB has been put On Hold under certain category and release Off Hold date is not known yet, this category appears on HAWB screen, under red flag On-HOLD

NOTE 4: If HAWB has been put On Hold under certain category and release Off Hold date has been already entered, instead of category,
release date appears on this HAWB screen, under red flag On-HOLD

NOTE 5: When displaying a list of On Hold HAWBs in Menu option 1.7.2 Release Delayed HAWB(s), HAWBs of all Categories are listed by default (top left box Category: Any). However, by selecting a specific category from combo box Category, only HAWBs allocated to this category will be listed.

NOTE 6: Typical examples of On Hold categories:

- 1st DELIVERY TO BE ARRANGED (typically subject to Call Log)

- CUSTOMS / T-Status

- DAMAGED

- DELAYED OUTBOUND (received after cut off time)

- FAILED DELIVERY

- HEAVY WIGHT / OVERSIZED

- HELD FOR PICK-UP

- MISROUTED SHIPMENT

NOTE 7: Option is available from Orbitrax version 11.4.3 onwards
 
ORBITRAX.WIN 25/11/2016 Flag "Final" on H...
Did you know ... that on HAWB screen flag "Delivered" can be dynamically replaced by a flag "Final"?

This is useful when identifying shipments without flag "Delivered" being checked, yet closed with final status other than POD, without having to go to SSR Log.

Flag "Final" (instead of flag "Delivered") will appear on HAWB screen (Menu option 1.3) when one of the following SSRs have been entered in SSR Log:

22 - Onforwarded by post - delivery in outer location
24 - Onfwd to subcontractor - POD will not be Available
26 - Handed over to (Agent of) Customer of Shipment Picked-up
27 - Pickup attempted
28 - Pickup not attempted
43 - Given to Consignees Customs Broker (POD equivalent)
70 - Shipment returned to Sender as agreed with export Station
71 - Shipment destroyed upon request of Shipper
79 - Shipment confiscated by Customs
80 - Confirmed lost shipment
95 - Claim closed

NOTE: Option is available from Orbitrax version 11.4 onwards
 
ORBITRAX.WIN 07/10/2016 Multiple STS on Customer or...
Did you know ... that in order to avoid copying Customer or Agent tariffs, you can select multiple STS (Standard Transport Service code) in Customer / Agent tariff entry screen? This is particularly useful, when the Customer / Agent has the same tariff for many services to enter.

To add STS to Customer / Agent tariff entry screen, follow these steps:

1) Go to Menu option 3.9.2.1 Enter Customer Tariff or 3.9.1.1 Enter Agent Tariff. This will open a window "Tariff Properties"

2) Enter (the usual way) Type of the tariff, CRB / ARB, Tariff Code, Active from and Expired dates

3) In the bottom right section of the screen "Services" click on icon +. This will open a new window "Select Service" with a list of all active STS

4) Select STS to which the tariff applies. If you need to select more than one STS, select them one by one (option multi-select doesn't work here)

5) Click on icon Save at the top taskbar. This will open a tariff details entry window

6) Continue with the tariff details entry, as usual.

NOTE: The option of multiple STS selection on Customer tariff existed before, the option of multiple STS selection on Agent tariff is available from Orbitrax version 11.4.0 onwards.
 
ORBITRAX.WIN 03/10/2016 Customer FSS Tariff
Did you know ... that full Customer FSS tariff has been recently added to Orbitrax, expanding FSS options beyond existing FSS in %?

To enter Customer FSS tariff, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer (for existing Customers, otherwise 3.3.1 Enter Customer)

2) Go to Tab. 3. Financial

3) In the newly added, bottom section "Customer FSS parameters", enter FSS tariff code in box "Tariff FSS"

4) Click on yellow icon next to box "Tariff FSS" to open Customer FSS Tariff entry window. If FSS for entered code already exists, it will be displayed.

5) Click on + on the top taskbar

6) This will open a new window "Customer Tariff Header Properties"

7) Enter values in boxes:

- Country
- Zone Code
- Service
- Tariff Code
- Category
- Active from (date)
- Expired (date)

NOTE 1: If you leave the above values blank, it would mean selection of ALL.

8) Save. This will open a tariff proper entry window "Customer FSS tariff code"

9) Select one of the types of FSS tariff:

- Weight (per kg)
- Pieces
- Weight / Distance (Weight Up/To, Minimum, Basic, Per/km)
- Distance / Weight (Kilometers Up/To, Basic, First/kg, Additionals, Per/Kg)
- Percent (the old option)

10) Enter FSS tariff currency and Description

11) Continue entering tariff like any other tariff

12) Save

NOTE 2: Customers FSS tariffs can also be entered / previewed / modified in Menu option 3.9.2.4 Customer FSS Tariff

NOTE 3: Option is available from Orbitrax version 11.3 onwards
 
ORBITRAX.WIN 28/09/2016 Displaying Number of HAWBs ...
Did you know ... that Orbitrax has an option of displaying number of HAWBs vs Pickup Order (PO)?

To the companies who do not bill Customers on Pickup Orders created by F12, but only on corresponding HAWB(s), it is essential to control that every Pickup Order has HAWB(s) entered and linked to this Pickup Order.

Until recently, when a list of Pickup Orders was displayed (in Menu option 1.3, Advanced Search, Type P-up Order), and column HAWB next to column PO# was blank, it could mean one of the two things:

- either that there was no HAWB linked to the Pickup Order at all
or
- that there were multiple HAWBs linked to the Pickup Order.

Consequently, the user had to open all such Pickup Orders, one by one, to check what was the case.

Now, for the controlling purpose, when a list of Pickup Orders is displayed (in Menu option 1.3, Advanced Search,Type P-up Order), it contains an additional column P.Sh (short for Pickup/Shipment), showing number of HAWB(s) allocated to selected (highlighted) Pickup Order.

The option allows the user reviewing Pickup Orders without HAWBs entered / linked to them and complete HAWBs entries before invoice run.

NOTE 1: If column P.Sh is blank and no HAWB number is shown in column HAWB, it means that no HAWB has been entered / linked with his Pickup Order.

NOTE 2: If column P.Sh is blank, but HAWB number is shown in column HAWB, it means that although HAWB has been entered in field HAWB of Pickup Order, no HAWB has been entered / linked with this Pickup Order.
 
ORBITRAX.WIN 22/09/2016 Volumetric Weight Internal ...
Did you know ... that Orbitrax can generate Internal Manifest (Report) showing volumetric weight, even if Agent is not advised about volumetric on Manifest "proper"?

This allows locating any possible error entries of dimensions / volumetric weight at the early stage of HAWB processing and prevents incorrect pricing / billing.

In order to print Internal Manifest Repot, follow these steps:

1) Go to Menu option 1.6.1 Print Manifest

2) Enter Manifest details, the usual way

3) Instead of selecting option Print, click on icon P.Int (Print Internally) on the top taskbar

4) This will generate a Report in form of INTERNAL Manifest, with specified dimensions and volumetric weight, where available

5) However, when Manifest "proper" is generated, its layout will depend on Agent's setup in Agent File - Menu option 3.1.2, Tab. 4 Communication, box "Print Volumetric weight". Dimensions and Volumetric weight will be printed on Manifest only for the Agents whose box "Print Volumetric weight" is checked. Otherwise only dead weight will be printed.

NOTE 1: The same Report can be printed from Menu option 1.6.2 Re-Print Manifest

NOTE 2: Option is available from Orbitrax version 11.3 onwards
 
ORBITRAX.WIN 19/09/2016 Volumetric Weight Error Rep...
Did you know ... that Orbitrax can assist you in locating incorrectly entered shipment piece(s) dimensions / volumetric weight?

This option will not eliminate all dimensions / volumetric entry errors, but can help in finding HAWBs with volumetric weight likely to be incorrect, based on comparison with the dead weight.

In order to run Volumetric Weight Error Report, follow these steps:

1) Go to Menu option 4.4.22.2 Volumetric Weight Error Report

2) Select dates From and To as a period for which you wish to generate a Report

NOTE 1: Based on CDT tests, the prompted formula for locating HAWBs with "suspicious" volumetric weight is: "suspicious volumetric weight" => dead weight x 5 + 10 kg, however both values 5 and 10 can be changed in boxes A. and B. respectively, depending on company's own calculations of "suspicious" volumetric weight formula

3) Once bove criteria have been entered, click on icon Refresh on the top taskbar

4) This will display a list of HAWBs matching selected criteria. If no HAWBs are listed, it means that there are no HAWBs matching those criteria

5) List contains the following elements:
- HAWB (number)
- Pickup date
- Customer (Code)
- Pieces
- Dead weight
- Volumetric weight
- Dimensions (list of dimensions entered for each piece of HAWB)

EXAMPLE: There are two HAWBs displayed on a list:
(A) HAWB 201506262, 3 pieces, Dead weight 12,00 kg, Volumetric Weight 343,00 kg, Dimensions [100x120x140][20x20x20][30x30x30]
(B) Calculation: 12,00 kg x 5 + 10 kg = 70 kg, therefore Volumetric weight of 343,00 kg is considered "suspicious"

(A) HAWB 201506261, 2 pieces, Dead weight 2,00 kg, Volumetric weight 68,20 kg, Dimensions [60x60x60][50x50x50]
(B) Calculation: 2,00 kg x 5 +10 kg = 20 kg, therefore Volumetric weight of 68,20 kg is considered "suspicious"

6) The details as displayed on screen can be either previewed or printed on a printer by selecting one of these options from the top taskbar

NOTE 2: Option is available from Orbitrax version 11.3 onwards
 
ORBITRAX.WIN 31/08/2016 Inbound Manifest Print
Did you know ... that Orbitrax has an option of printing a list (Manifest from Customers) of all shipments imported into Orbitrax?

This concerns HAWBs imported from external sources, such as HAWBs entered by Customers on the web, HAWBs transferred between two Orbitraxes or received via interfaces.

List of imported HAWBs is often used in case of lack of "paper" Manifest, for comparing the details of shipment with the details of HAWBs imported into Orbitrax.

In order to print a list of imported HAWBs, follow these steps:

1) Go to Menu option 1.9.4 Inbound Manifest Print. This will open a new window "Inbound Manifest Print"

2) By default, records of last 7 days are displayed, but if needed you change dates From and To. If you want to print Manifest from one day, both dates should be identical

3) Click on Refresh icon on the top taskbar

4) The following details are displayed on a list of Manifests:

- Date Upto (Manifest Date)

- Imported - date and time of import of the Manifest file

- Customer (Code)

- MAWB (number) if available, otherwise column Mawb is blank

- Flight (if available), otherwise column Flight is blank

- Dox - Dox Manifest number or blank indicates this is Dox Manifest, otherwise column Dox shows NULL

- Ndx - Ndx Manifest number or blank indicates this is Ndx Manifest, otherwise column Ndx shows NULL

- Hv - Hv (High Value) Manifest number or blank indicates this is Hv Manifest, otherwise column Hv shows NULL

5) Available output options indicated by the icons on the top taskbar are:

- Print (on printer)

- Preview (on screen)

- Pdf (saves file in pdf format)

- List of shipments on selected Manifest. From this list, selected HAWB screen can be displayed.
 
ORBITRAX.WIN 26/08/2016 Invoice export history
Did you know ... that Orbitrax stores THE details of how and where electronic invoices (INV) have been sent?

Orbitrax offers an option of sending invoices electronically, in various formats and to multiple recipients. This can be set up in Menu option 3.3.2 Alter Customer, Tab. 4 Communication (see System News of 15/04/2016 - "Invoice Specifications in various formats").

To check what INV formats were sent to which recipients follow these steps:

1) Go to Menu option 4.2.8 Re-Print Confirmed Invoices

2) In box "Search by" select either option (by) Date Range or (by) Number

3) If option Date Range has been selected, enter dates From and To. These are dates of Invoices. If you are searching for particular date, dates From and To should be identical

4) If option Number has been selected, enter INV number From and To. If you are searching for one particular INV number, numbers From and To should be identical

5) Once either dates or number have been entered, press F5 or select icon Refresh on the top taskbar to display a list of INV matching selected criteria

6) Select (highlight blue) required INV and click on icon HIST on the top taskbar

7) Hitting icon HIST will open a new window "Invoice export history", where the following elements are displayed:

- Export type (type and format)

- Output (EMAIL)

- Status (Sent, Error, Waiting)

- Error message (if any)

- Sent at (date and time when INV has been sent)

- Sent to (email addresses of all recipients as setup in Menu option 3.3.2 Alter Customer, Tab. 4 Communication)

- Subject of all emails by which INV has been sent

NOTE 1: Depending on setup in Menu option 3.3.2 Alter Customer, Tab. 4 Communication, recipients of each email and subjects of all emails may be different.

NOTE 2: If, for whatever reason, INV has to be re-sent (by clicking on "envelope" icon on the top taskbar) the new details of sending will also be shown in "Invoice export history" window.
 
ORBITRAX.WIN 16/08/2016 HAWB number and Customer re...
Did you know ... that HAWB number and Customer reference can be transferred to Pickup Order? This should be used when there is one HAWB linked to one Pickup Order, created either by option PICK on HAWB screen or option PICK from the Shipments list.

Transfer of HAWB number to Pickup Order is NOT automatic. In order to set it up, follow these steps:

1) Go to Menu option 3.7 Depot File

2) Go to Tab. 9. Settings

3) In the bottom right section "Pickup Order", check box "HAWB transfer to Pickup Order"

NOTE 1: HAWB number will appear on Dispatcher screen, together with Pickup Order number, if HAWB has been added to the visible elements in Menu option 3.12.2 Dispatch module configuration

NOTE 2: HAWB number will be sent to MOB of the Pickup Agent as one of the details of Pickup Order (Pickup or Sprinter), so that the Driver can give it to the Shipper as Pickup reference.
 
ORBITRAX.WIN 08/08/2016 Customer HAWB number valida...
Did you know ... that Orbitrax has an option of validating Customer HAWB number?

Validating Customer HAWB number helps preventing data entry staff from entering incorrect HAWBs, which as a result, may be questioned by the Customer when settling the invoice.

To set Customer HAWB number validation, follow these steps:

1) If HAWB number validation was not set at the moment of registering a new Customer, go to Menu option 3.3.2 Alter Customer

2) Go to Tab. 8 Other

3) In section "HAWB validation mask" click on box "Open validation mask constructor". This will open a new window "Input HAWB mask"

NOTE 1: The fields 15 to 1 reflect each digit / character of HAWB number

4) Available options in every field are:

- Alphanumeric (can be either digit or character)
- Numeric (can be either of the digits 0-9)
- Character (can be either of the characters A-Z)
- Empty (emptying text previously entered)

5) Start entering HAWB mask from number 15 to 1 (left to right)

NOTE 2: Number of defined fields determines the length of the HAWB. Remaining (not defined) fields will automatically take value "0" (HAWB "padded" with 0). For example, if only 6 fields have been set up (in fields 15-10), allowed length of entered HAWB is 6 digits / characters, remaining ones will become "0".

Example: HAWB structure is 2016AXXXX whereby XXXX are any digits. HAWB number mask to enter:

- field 15: 2
- field 14: 0
- field 13: 1
- field 12: 5
- field 11: A
- field 10: Numeric
- field 9: Numeric
- field 8: Numeric
- field 7: Numeric
- field 6: leave blank (will become 0)
- field 5: leave blank (will become 0)
- field 4: leave blank (will become 0)
- field 3: leave blank (will become 0)
- field 2: leave blank (will become 0)
- field 1: leave blank (will become 0)

NOTE 3: After HAWB number mask has been saved, all entered values will move to the right and remaining fields will be blank (will become 0 in HAWB number)

6) Save HAWB validation mask

7) Save modified Customer file.

NOTE 4: The length and the structure (mask) of HAWB are validated during HAWB entry (or pre-entry). If entered HAWB number is not matching the mask, the system will display a warning "Invalid HAWB Number. The correct format is (....) Save anyway?" giving an option of still saving HAWB not matching the pre set mask.

NOTE 5: Customer HAWB number validation works only for HAWB manual entered or pre-entered. It does not validate HAWB numbers received from external sources, such as interfaces.

NOTE 6: Option is available from Orbitrax version 11.2.1 onwards.
 
ORBITRAX.WIN 29/07/2016 New STS for pallets handlin...
Did you know ... that Orbitrax now includes STS (Standard Transport Service) codes for the pallets?

To view existing (default) pallets STS codes and add new ones, if necessary, follow these steps:

1) Go to Menu option 3.9.6 Service Codes

2) Scroll down until you see the default STS codes for pallets listed: PEAD00, PIAA00 and PIDA00

3) Highlight required STS and double click to open a new window "Service Standard Properties"

4) Complete all the elements in top section of the window: Description, Short Description, Kgs/pieces, Weight option, Type of job (Pickup & delivery jobs or Pickup job only), check or leave unchecked boxes "Service enabled" and "Use security fee" and set colour (to be displayed in the Pickup Order F12). Bottom section of the window "Definition for WEB" will be described in the separate System News

5) Save the record

6) If you require additional service within pallet STS, click on the icon + on the top taskbar, select required STS and double click to open its properties, then complete the details like in item 4) above. Newly created pallet STS will get a sequence number: 01, 02, 03, etc

7) To enter pallets STS tariff, go to Menu option 3.9.2.1 Enter Customer Tariff or 3.9.1.1 Enter Agent Tariff and proceed with pallet STS tariff entry like with any other Customer / Agent tariff entry, using "P" STS codes. Although the most common is using a simple Pallet tariff (per) Pieces, it may also be useful to use Distance / Pieces tariff, whereby price depends on the distance in kilometers.
 
ORBITRAX.WIN 22/07/2016 Adding tariff code to selec...
Did you know ... that instead of adding Customer tariff codes in Customer File(s) it is now possible to add them from the Customers list?

To add tariff code from the Customer list follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Using options in fields "Field" and "Value", select criteria for displaying Customers list

3) Highlight (mark blue) a Customer for whom you want to enter tariff code

4) Click on icon + Tariff on the top taskbar. This will open a new window "Add Customer Tariff"

5) Enter Customer tariff code in box "Tariff code" and tariff description (if any) in box "Description"

6) Set the order of Customer tariff by checking either "First position" or "Last position". This is the order of the tariff as shown in Customer File, Menu option 3.3.2, Tab 3. Financial, Section "Tariffs".

7) Save.

8) To add tariff code to other Customers from the list, repeat steps 3-7 above.

NOTE 1: Tariff code entered from Customer list can be either existing or a new one.

NOTE 2: Any changes made in Customer File by entering a tariff code from Customer list (such as tariff entry or setting up the order of newly allocated or changing the order of already existing tariff codes), will be recorded in Customer File, Tab. 12 Audit.
 
ORBITRAX.WIN 13/07/2016 Customer / Agent Note(s)
Did you know ... that Orbitrax allows keeping Notes about Customers and Agents? Notes can be of various nature: date when the account has been opened, closed, change of VAT number, ID card number (Drivers), SIM card number (Drivers) and any other essential information not entered in any of the Tabs of the Customer / Agent Files.

To enter a new Note, follow these steps:

1) Go to Menu option 3.1.2 (Alter Agent) or 3.3.2. (Alter Customer)

2) Go to Tab.2 Note

3) To add a new Note, click on icon +

4) Enter a subject of the Note in field "Subject"

5) Enter the text of the Note in field "Note"

6) The system automatically saves the date of the Note and User who entered it.


To read / delete the Note, follow these steps:

7) Go to Menu option 3.1.2 (Alter Agent) or 3.3.2. (Alter Customer)

8) Go to Tab.2 Note

9) Highlight (mark blue) the Note and its text will appear in the bottom section of the screen

10) To delete the Note, providing you have sufficient access rights as a User, highlight it (mark blue) and click on red icon x (Delete) on the top taskbar.

NOTE: Sign * (star) next to Tab. 2 Note indicates that there has been at least one Note entered for selected Customer /Agent.
 
ORBITRAX.WIN 05/07/2016 Credit Control
Did you know ... that Orbitrax has a tool supporting Credit Control?

As much as Orbitrax is not a financial program, and as such does not keep record or balances of all financial transactions (Invoices, CNS, payments, etc), it has a little tool to help chasing payments for outstanding invoices.

To keep records of taken credit control actions, follow these steps:

1) Go to Customers File, Menu option 3.3.2 Alter Customer

2) Go to Tab. 13 Credit Control

3) Click on icon + to open new entry screen - Customer credit control properties

4) In the top section "Current action", enter (confirm) date and time of current entry

5) Enter subject of current entry, e.g. Unpaid INV 140333

6) Enter description of current action, e.g. "I spoke with Mr. Smith who promised that the payment will be executed tomorrow, 05/07/2016"

7) In the bottom section "Future action" enter date and time, subject and description, e.g. 06/07/2016, 12:00, Unpaid INV 140333, "If payment not received on 05/07/2016, call Mrs. Smith again"

8) Save the record

The text / reminder as specified in item 7) above can be sent to a Credit Controller by email, on the date shown in section Future action.

To set this up, follow these steps:

9) Go to Depot File, Menu option 3.7

10) Go to Tab. 10 Contacts

11) Click on icon + to add a new contact. This will open a new window - "Depot Contact Properties"

12) Select context Credit Control

13) Complete the details specified - Person (Name + Surname), Description (e.g. Department), Phone, Fax, Mobile, Email, www (website)

NOTE 1: The details entered as in item 13) above will not only be used for sending Credit Control emails / reminders by email, but they will also appear at the bottom of email with INVOICE file sent as an attachment.

To set up email scheduler (time and frequency), follow these steps:

14) Go to Task Manager, Menu option 9.1

15) Click on icon + to add new task to the scheduler

16) In section "Task", select task type Credit Control, in the box "Task name" enter task the name, e.g. "Credit Control reminder", if required, in the box "Task description" enter the detailed description of the task

17) In section "Schedules", click on box "New schedule". Enter the criteria for the frequency of email with credit control actions reminder. When finished, click on Save

18) When all the above has been completed, click on Save to save new task schedule

19) Email with credit control actions reminder will be sent as per set schedule to Credit Controller (see items 9-13 above). It is a simple list containing: Customer Code, Date (of action), Time, Subject and Message entered in Orbitrax (see item 7 above)

NOTE 2: Task remains open in Customer File (items 1-8 above) as long as it has not been manually closed. Once the task is completed, go to Customer File in Menu option 3.3.2 Alter Customer, Tab. 13 Credit Control, highlight and open completed task and check box "Task closed" at the top right section of the screen. Closing completed tasks leaves only open tasks displayed on screen. Closed or All (Closed and Open) tasks can be displayed by selecting one of the options: Closed or All.

NOTE 3: All tasks entered in Customer Files can be found as a summary in Menu option 4.4.20 Customer Credit Control. By default, all opened tasks are displayed, to date. Date can be modified in box "To" and type of the tasks to display can be selected in box "Status" - either Open, Closed or All. Tasks can be selected (multi-selection by Ctrl+left mouse click) and sent in form of above described email, by clicking on icon "Send" (envelope) at the top taskbar.
 
ORBITRAX.WIN 30/06/2016 Shipments consolidation
Did you know ... that it is now possible to consolidate multiple HAWBs under one, consol HAWB?

This may be considered useful, when there are a lot of shipments (from one or multiple sources) to be delivered to the same consignee, as consolidating them into a bigger / heavier consol (or pallet) would be more cost effective than the delivery of each shipment separately.

Additional advantage to such solution is, that POD entered for one of the consolidated HAWBs, is populated across all HAWBs within the same, consol HAWB.

To consolidate HAWBs, follow these steps:

1) Enter Consol HAWB, the usual way

2) Go to Menu option 1.13.11 Shipment Consolidation

3) To open a scanning session, click on icon + on the top taskbar

4) Enter consol HAWB (see item 1) above) in the box "Consol HAWB"

5) Start scanning consolidated HAWBs, one by one, in the box "Consolidated HAWB"

NOTE 1: Consolidated HAWBs should not have Pickup Date older than 3 weeks

6) If it is required, there are extra options of allocating a certain Agent (in the box "Reallocate consolidated HAWB to") and / or STS (in the box "Service")

7) Once all consolidated HAWBs have been scanned, choose one of the output options for Report of Consolidated Shipments: print (on printer), preview or save as pdf file. At its bottom, Report has space for the names and the signatures of the driver and the consignee

8) Once the Report has been printed, close the window by clicking on down arrow icon on the top taskbar. This will move you back to the main window - "Shipment consolidation file"

9) Click on the third right icon on the top taskbar "Close session", to change status of scanning session from "Open" to "Closed"

NOTE 2: All consolidated HAWBs will be automatically given a flag "Manifested", so that they do not appear on the Driver's Delivery / Run Sheet

NOTE 3: When consol / consolidated HAWBs are viewed in Menu option 1.3 Alter/View HAWB(s), the title of the HAWB screen shows either "Consol" or "Consolidated"

NOTE 4: In addition, option "Shipment Consol" in Tab. 4. Other of HAWB, shows the details of consolidation: consol HAWB, all consolidated HAWBs, Pickup / Export Date, Customer, Service (STS), Zone, Zipcode, Town, Delivery Agent, weight, pieces and consignee.

NOTE 5: For simplifying the search for consol and consolidated HAWBs, section "Consolidation" with options "Any", "Consol" and "Consolidated" has been added to Advanced Search in Menu option 1.3 Alter/View HAWB(s). It is located on the right hand side, in the middle of the Advanced Search screen.
 
ORBITRAX.WIN 28/06/2016 Warehouse inventory
Did you know ... that Orbitrax has an option of scanning and generating a report of all shipments (pieces) held in the warehouse?

To generate an inventory Report, follow these steps:

1) Go to Menu option 1.13.12 Warehouse inventory

2) To start new scanning session, click on icon + on the top taskbar. This will open a new window "Warehouse inventory"

3) Select one of the Scan options - either by Customer (single Customer) or by a group of Customers (Customer Group)

4) Depending on above selection two options will be available - Customer or Group. Enter either Customer Code or Group Code

5) Upon above selection, the bottom section of the screen will show all shipments in the Warehouse (scanned IN previously) either for selected Customer or group of Customers. The details displayed are: HAWB, Pickup date, Customer (Code), ZipCpde, Town and number of pieces to scan

6) Start scanning HAWBs (pieces) in the field "HAWB"

7) The details of scanned HAWBs are: HAWB, Piece number, number of pieces scanned, date and time of scan and indication whether or not HAWB (piece) has been previously scanned IN (Yes/No)

8) Once scanning has been finished, choose one of the Report printing outputs from the top taskbar: Print, Preview or Save as pdf.

9) Details printed on Report are: HAWB number, Piece reference and the following indications whether or not a scanned piece:

- is in the system (In system Y/N)
- has been previously scanned (Scan in Y/N)
- has been consolidated (Consolidated Y/N)
- has been scanned OUT (Scan out Y/N)
- has been manifested (Manifested Y/N)

10) Once scanning has been finished and Inventory report printed, close scanning session by clicking on down arrow icon on the top taskbar. This will move you back to the main screen "Warehouse inventory". Click on third top right icon "Close Inventory" on the top taskbar to change status of scanning session from "Open" to "Closed".

NOTE 1: Warehouse inventory is only meant to produce an Inventory Report. It does not add any scan record to HAWB SSR Log.

NOTE 2: Option is available from Orbitrax version 11.1.2 onwards.
 
ORBITRAX.WIN 14/06/2016 PODs / SSRs entry by Delive...
Did you know ... that PODs / SSRs for HAWBs, which were printed on Delivery Sheet, can be entered all in one place, instead of on each HAWB individually?

This is particularly useful, when the drivers collect PODs / SSRs on paper Delivery Sheet, which then have to be manually entered in Orbitrax.

In order to do enter PODs / SSRs by Delivery Sheet, follow these steps:

1) Go to Menu option 2.3 SSR Entry by Delivery Sheet.

2) Enter Delivery Sheet Number where prompted and click on OK

3) This will open a new window "Shipments On Delivery Sheet", whereby HAWBs appear in the Delivery Sheet sequence

4) Double click on HAWB or click on top left icon "Add SSR Log" to open HAWB POD / SSR Entry screen

5) Proceed with POD / SSR Entry as usual, when entered click on icon Save

6) You will then be moved back to "Shipments On Delivery Sheet" screen and next on list HAWB will be highlighted, ready for POD / SSR Entry

7) Continue entering PODs / SSRs till the end of the list

8) When all PODs / SSRs have been entered, close the list by clicking on top right icon "Close"
 
ORBITRAX.WIN 07/06/2016 Searching for over sized an...
Did you know ... that you can now search by dimensions and / or weight of a single piece?

The purpose for this search is identifying HAWBs matching selected criteria, creating shipment pack and adding Over seized or Overweight SPS to selected HAWBs in order to have them correctly priced.

To search for over sized and / or overweight pieces, follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) On the top taskbar, click on Advanced Search icon (binoculars). This will open a new window - Advanced Search

3) System always prompts last week. On the first screen Tab Main 1. you may want (this is not mandatory) to select basic criteria - different than prompted dates, Customer, Shipper, Consignee, HAWB Status, Type - DOX, NDX, etc

4) Once criteria have been selected on the Tab Main 1, click on Financial / MAWB / Non-standard 2. Tab

5) Bottom right section of the screen "Non-standard shipments" shows the following options:

- Longest dimension higher than (value in cm)
- Medial dimension higher than (value in cm)
- Shortest dimension higher than (value in cm)
- Sum of all dimensions higher than (value in cm)
- Weight of any pieces higher than (value in kg with 2 decimals)

NOTE 1: To activate search, click on box "Search non-standard shipments"

NOTE 2: Above options are related to dimension and weight of a SINGLE PIECE of a shipment and not entire shipment

6) Once you entered values in required boxes, click on icon Save on the top taskbar, to display results of your search. It will be in form of HAWB list, unless only one HAWB has been found - then this HAWB screen will be displayed.

7) If a result is displayed in form of a list, create shipments Pack in usual way and complete the process by adding SPS in Menu option 1.16.1 - Pack of shipments.

8) If a result is displayed in form of a single HAWB, enter SPS in box Special. If it is necessary to price SPS manually, go to Tab. 3.

NOTE 3: Option is available from Orbitrax version 11.1.1 onwards, either already installed at the Members' sides or to be installed in the next few days.
 
ORBITRAX.WIN 31/05/2016 Advanced Search by Extra Se...
Did you know ... that a new option of searching by Extra Service (code) on HAWB has been added to Advanced Search screen?

To search for HAWB(s) by Extra Service (code) follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) On the top taskbar, click on Advanced Search icon (binoculars). This will open a new window - Advanced Search

3) System always prompts last week. On the first screen Tab Main 1. you may want (this is not mandatory) to select basic criteria - different than prompted dates, Customer, Shipper, Consignee, HAWB Status, Type - DOX, NDX, etc

4) Once criteria have been selected on the Tab Main 1, click on Financial / MAWB / Non-standard 2. Tab

5) At the bottom of the window there is a box Extra Service Code

6) Click on the little square next to the box to open a list of all Extra Services

7) Select required Extra Service Code

8) Click on icon Save on the top taskbar, to display results of your search. It will be in form of HAWB list, unless only one HAWB has been found - then this HAWB screen will be displayed. From the list of HAWBs other actions can be performed, such as creating xls file or adding shipments to pack.

NOTE 1: Option of searching by Extra Service (code) has been added to Menu options 1.3 Alter/View HAWB(s), 2.1 Enter/View SSR(s), 2.2 Multi SSR Entry and 4.4.9 Generate EXCEL Report.

NOTE 2: Option is available from Orbitrax version 11.1 onwards.
 
ORBITRAX.WIN 25/05/2016 Force close of open session...
Did you know ... that it is now impossible to start a new scanning in session, without closing the previous, open one?

This feature has been added on requests of Members using option Warehouse Inbound. Due to the fact that there was no tool to force the drivers to close scanning sessions at least once a day, they often continued scanning on the following day in the same, old, still open session. This was making later search for HAWB by date very difficult.

To scan in shipments, the driver should follow these steps:

1) Go to Menu option 1.13.1 Warehouse inbound

2) Click on icon + on the top task bar, to open a new session. This will open a green scanning session window

3) The driver should then enter his code in the field "Agent"

4) If all old sessions of selected driver have been closed, he will be allowed to start the scanning.

5) If there is still open session under the name of selected driver, an error message "First you must close expired scan-in-session [dd/mm/yyyy]" will appear. Then the driver should click on OK, find his open session by selecting range of dates "Create from and "To" for Status "Opened", close this session and repeat steps 2-4

NOTE: The session is considered "old" (expired) when it remains open for at least 12 hours, after it has been originally added / created.
 
ORBITRAX.WIN 19/05/2016 Exporting / cleaning / impo...
Did you know ... that Orbitrax has a feature of exporting / importing consignees database?

Consignee database builds up with every HAWB entry (or import) and is kept in Orbitrax for number of days set in Depot File Menu option 3.7, Tab.9 Setting, section "Keep Consignee Database".
However, as the database builds up, it may be necessary to clean it, so that the data entry staff is not faced with tens of records of the same consignee to choose from. Records, which are not identical, are considered new.

Also, in some cases, it may be useful to import consignees database with new records, particularly for Customers sending regular shipments to the same, repetitive consignees.

1) To upload (export) Consignee database in xls format go to Menu option 7.12.1 Consignee Database Export

2) Click on the little box. This will open a new window

3) Save file under a given name in prompted location or choose another location, then save the file

4) Open xls and clean it or add new records, as required, then save xls in Microsoft Excel 97-2003

NOTE1: Xls saved in higher version of Excel will result of file being rejected during import into Orbitrax. This is caused by limitation of FoxPro (in which Orbitrax is written).

NOTE 2: Fields: country, zipcode, town, consignee1 and address1 are mandatory. If one of them is blank, the file will be rejected during import into Orbitrax and the reason of rejection as well as the xls line concerned will be prompted.

5) To upload (import) file prepared as described in items 1-4 above, go to Menu option 7.12.2 Consignee Database Import

6) Click on the little box. This will open a new window

7) Find location where modified xls file has been saved and click on Open

NOTE 3: Before importing modified xls file into Orbitrax, you have an option of cleaning (removing) original Consignee database. If you want to remove it before importing the file, check box "Clean consignee database", otherwise duplicates may be created.

NOTE 4: Box "Clean consignee database" may remain unchecked if you import xls file with only new records. Such xls file can be prepared based on the template created by selecting xls icon in option 7.12.2 Consignee Database Import.

8) Once the file has been selected and the user decided whether it should replace existing database (box "Clean consignee database" checked) or should be added to the existing one (box "Clean consignee database" unchecked) - click on Save

9) This will start xls import process and progress bar will be shown. When importing is finished, the message "Operation complete" will appear.
 
ORBITRAX.WIN 11/05/2016 Automatic allocation of Del...
Did you know ... that volumetric weight has been added to the option of automatic allocation of Delivery Agent based on weight of the shipment? This is in order to choose the Agent whose rates are most cost effective.

Typical example is when Agent A has the best rates for deliveries up to 5 kg, Agent B has the best rates for shipments from 5 kg to 30 kg and Agent C for shipments above 30 kg. This can be set up on zone level and per service (STS).

In order to set it up, follow these steps:

1) Go to Menu option 3.8.3.2 Alter Zone, Tab. 4 Weight

2) Click on +

3) Enter Agent code, select relevant Service Code, Weight From and Weight To. If Service Code field is left blank, the setup applies to all services

4) Click on Save

5) Repeat steps 2-4 if there are more Agents and weight ranges to enter

6) Once finished, click on Save to save modified Zone record.

NOTE 1: Above setup overwrites default settings (Default Delivery Agent)

NOTE 2: Above setup applies to both: dead and volumetric weight (newly added option), whichever is the higher

NOTE 3: Above setup applies to HAWBs entered manually, as well as HAWBs imported from web, interface, excel or another Orbitrax.
 
ORBITRAX.WIN 29/04/2016 Customer tariff decrease / ...
Did you know ... that Orbitrax has a feature of decreasing / increasing Customer tariff without creating a new one?

This is very useful when the company operates on one, base tariff and many "discounted" tariffs, however doesn't want to show discount on invoice. Another advantage is that the same base tariff is allocated to the Customer and only charges on HAWBs are adjusted as per tariff factor used.

The same result can be achieved by Customer Tariff Converter in Menu option 3.9.8.1, however the downside of this option is that in case of further decrease / increase, the user still have to refer to the original, base tariff for conversion.

EXAMPLE:

Base tariff is 5,00 EUR up to 1 kg and 1,00 EUR for each additional 1 kg.

Tariff decreased by factor 0,9 would result in charges calculated like: 4,50 EUR up to 1 kg and 0,90 EUR for each additional 1 kg, while base tariff remains unchanged.

In order to set up Customer tariff decrease / increase factor, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab. 3 Financial

2) In section Tariffs, click on +. This will open a new window "Customer Tariff Properties"

3) Enter base tariff code and tariff description

4) Save

5) When the base tariff code has been entered, click on Open. This will again open a window "Customer Tariff Properties"

6) Click on +

7) Enter Date From and Date To. If Date To cannot be determined, enter 01/01/2100

8) Enter Factor description

9) In section Value, enter Factor. To decrease charges on base tariff by 10% enter 0,90, to increase charges on base tariff by 10% enter 1,10.

10) Save

NOTE: Charges in Customer pricing on HAWB are calculated accordingly. When you click on the button "Show tariff", the base tariff is displayed, however at the top left corner value of the Factor is being shown in red.
 
ORBITRAX.WIN 25/04/2016 Redelivery SPS automaticall...
Did you know ... that SPS (Special Service Code) for Redelivery (common SPS code DBDREDE2) can be automatically added to HAWB on the second Warehouse outbound scan?
Such an allocation of Redelivery SPS to HAWB can also automatically price SPS (if Redelivery SPS is linked with the tariff) or, in case of no tariff, give an indication that HAWB requires manual pricing of Redelivery SPS.

Typical flow where this option can be useful is:

1) Agent A scans shipment OUT

2) Delivery Sheet is printed for Agent A

3) Shipment cannot be delivered (consignee was closed on delivery, delivery address is incorrect, etc) and returns to the Warehouse

4) Upon return to the warehouse, Agent A scans shipment IN

5) Later on that day or on the following day(s) Agent B scans shipment OUT for redelivery

6) As soon as shipment has been scanned OUT by the Agent B, the system automatically adds SPS DBDREDE2 (or other, locally used equivalent of REDELIVERY as per setup in Menu option 3.9.5.3) to HAWB

NOTE 1: Although Redelivery SPS is added to HAWB, either repricing or Orbitran run are required in order to have this SPS priced.

The following conditions must be met in order for this automatic rule to work:

7) In Customer file Menu option 3.3.2 Alter Customer, Tab 3. Financial, box "Subject to Re-Delivery Charges" must be checked

8) Rule for redelivery (REDEL) SPS in Menu option 3.9.5.3 Special Services Rules must be active

NOTE 2: SPS REDELIVERY is NOT automatically added to HAWB in instances suggesting an error or sorting change by the Agents, before scanned shipment leaves the Warehouse. Typical example is when shipment has been scanned OUT twice, one scan after another, by two different Agents and if no Delivery Sheet has been printed after the first scan.
 
ORBITRAX.WIN 15/04/2016 Invoice Specifications in v...
Did you know ... that apart from sending Invoice and Invoice Specifications in pdf format, Orbitrax can send Specifications in other formats, allowing Customers to perform electronic purchase invoice checking (and consequently pass invoice for payment quicker)?

The other formats of Invoice Specifications are: XLS1, XLS2, CSV1, CSV2 and XML.

NOTE 1: Function "E-INVOICE-XLS3 Electronic invoice specification (XLS) without address" is still under development and does not have any functionality linked to it yet.

To set up sending Invoice Specification in additional formats, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab 4. Communication

2) Click on + to add new communication

3) Select required E-INVOICE (specification) option in box "Function"

4) Select output EMAIL in box "Output"

5) Enter email address of Invoice specification recipient in box "Number / address"

6) Save

NOTE 2: To add more email addresses for selected E-INVOICE (specification), use option "Copy" on Tab.4 Communication, changing existing email address to a new one.

7) Save modified Customer File.

The details of HAWBs listed inside each type of file are (exactly in specified sequence):

8) XLS1: HAWB Number, Pickup Date, Customer Reference, Consignee Name, Consignee Address, Consignee Town, Consignee Zip, Consignee Country (ISO code), Weight, Type (D=DOX / N=NDX / H=HIGH VALUE), Invoice Number, Basic (amount), Additional (amount), FSS (amount), Total (amount), Special (Service / Instruction), Shipper Name, Shipper Country (ISO code), Shipper Zip, Shipper Town, Distance (in km), POD Date and Time, POD (Signature)

9) XLS2: Pickup Date, Pickup Time (if available), HAWB Number, Customer Reference, Service Code, Weight (dead), Weight (volumetric), Type (DOX / NDX / HV), Distance (in km), Consignee Name, Consignee Address, Consignee Town, Consignee Zip, Consignee Country (ISO Code), Special Instruction, Shipper Name, Shipper Zip, Shipper Country (ISO code), Shipment (last) status, Status Date, Status Time, Status Description or, in case of POD, Signature, Charge Type (Standard, FSS, Manual, Special), Charge Description, Charge basic (amount), Additional (amount), NDX Surcharge (amount), Onforwarding Surcharge (amount), Extra (amount), Discount (percentage), Discount (amount), Charge Total (amount), Currency, VAT Code, Invoice Number, Invoice Date

10) CSV1: HAWB Number, Pickup Date, Customer Reference, Consignee Name, Consignee Address, Consignee Town, Consignee Zip, Consignee Country (ISO code), Weight, Type (D=DOX / N=NDX / H=HIGH VALUE), Invoice Number, Basic (amount), Additional (amount), FSS (amount), Total (amount), Special (Service / Instruction), Shipper Name, Shipper Country (ISO code), Shipper Zip, Shipper Town, Distance (in km), POD Date, POD Time, POD (Signature)

11) CSV2: details are identical like in item 9) above (XLS2), except that they are in value separated format (CSV)

12) XML: Headers, Code of the Company issuing invoice, Name of Company issuing invoice, Customer Code, Name of customer, Invoice Number, Invoice Date, HAWB Number, Pickup Date, Pickup Time, Customer Reference, Service Code, Weight (dead), Weight (volumetric), Type (DOX / NDX / HV), Distance (in km), Consignee name, Consignee address, Consignee Town, Consignee Zip, Consignee Country (ISO code), Special Instruction, Shipper Name, Shipper Zip, Shipper Country (ISO code), Current Shipment Status, Current Status Date, Current Status Time, Current Status Description, Charge Type (Standard, FSS, Manual, Special), Charge Description, Basic Charge (amount), Additional Charges (amount), NDX Surcharge (amount), Onforwarding Surcharge (amount), Extra Charge (amount), Discount (percentage), Discount (mount), Total Charge after Discount (amount), VAT Code, Total Shipment Charge (amount).

NOTE 3: If above specified details are not enough for a Customer to set their invoice checking system, please contact CDT for file samples and more detailed files specifications

NOTE 4: These various types of Invoice specification can be used ONLY if a Customer is set to receive electronic invoice specifications. This means that the box "Paper specification" in Customer File Tab.11 Invoice has to be unchecked.
 
ORBITRAX.WIN 08/04/2016 Warehouse scans details sea...
Did you know ... that there is an option in Orbitrax of checking scans details of HAWB (and all pieces) via SSR Log, without having to go to Warehouse module in Menu option 1.13?

In order to check scans details via SSR Log, follow these steps:

1) Go to Menu option 2.1 Enter / View SSR(s)

2) Go to Tab 2. History

3) Click on one of the buttons located at the bottom of the screen - "Warehouse search" (the other two are "Location in Google Maps" and "Show signature")

4) This will open a new screen "Warehouse Search" with a list of all scans in and scans out

NOTE 1: The details shown on the list are: Report (nr), Type of Scan (Inbound / Outbound), Date of scan, HAWB, Zone, Town, Weight, Pieces (number of), Account, Date and Time of scan and name of the user who scanned HAWB.

NOTE 2: Scans in for shipment which were not in the system at the moment of scan (so called "blind scans") will show columns Zone, Town, Weight and (number of) Pieces blank, as those cannot be verified at the moment of scanning.

5) To see further details separately for each scanned piece, click on the icon "Show details of scanning" located at the top taskbar.

6) This will open a new window "Warehouse audit list" with HAWB, piece, action (either "Scanned" or "Add piece"), name of the user who scanned each piece and date and time of scan.
 
ORBITRAX.WIN 18/03/2016 Multi SSR Entry via Open St...
Did you know ... that, apart from option Multi SSR Entry, you can enter SSR for multiple HAWBs (or Pickup Orders) using Menu options 2.4.2 Open Status Report?

While HAWB selection in Multi SSR Entry in Menu option 2.2 is accessed via Advanced Search, Open Status Report (2.4.2) requires SSR type of HAWBs selection.

To enter SSRs for multiple HAWBs via SSR Open Status Report, follow these steps:

1) Go to Menu option 2.4.2 Open Status Report

2) Choose one of the SSR codes types in section "Code Type". They can be either Critical, All (but final) or Selection (of specific SSR Codes)

3) If option "Selection" has been chosen, select specific SSR Code(s) by clicking on box "Select from list". This will open a new window "Select SSR Codes". Mark required SSR Codes and move them to the right hand side of the screen by clicking on a right arrow. Once all require SSR codes are selected, click on Save

4) If either option "Critical" or "All (but final)" was selected, proceed to selecting Customer, Agent, Country and Zone, the same way as explained in item 3) above. This selection is not mandatory. If no selection is made, the system will display all HAWBs (or Pickup Orders) matching remaining criteria

5) In section "Period" enter starting (From) and ending (To) date of either Pickup or Export (manifesting). If dates are left blank, the system will scan and display all records

6) Select type of record you want to be displayed for multi SSR entry: either All, Shipments or Pickup Orders

7) You may want to select additional conditions. By default "None" additional Conditions are selected. Other options are: "Include shipments with no SSR logs", "Include shipments with POD (as not current status)" and "Include shipments with final SSR (as not current status)"

8) Once selection has been made, click on Save

9) This will open a new window "SSR Open Status Report" with selected records and the following details: HAWB (or Pickup Order) number, Consignee, Pickup Date, Customer, Agent, Export date, current SSR, event Date and Time, Town, Zone and Country

10) Sorting on screen is possible by clicking on the header of each column

11) Select required records. You can select a block of records by Shift+left mouse click or single records by Ctrl+left mouse click

12) Once selection of records have been made, click on icon M-SSR on the top Task bar and proceed to SSR Entry. Entered SSR will be then populated across all selected records

13) Other options available are: selected SSR Log opening, printing, previewing and saving as pdf.

NOTE: Multi SSR Entry is also available via Menu option 2.4.3 Any SSR Report
 
ORBITRAX.WIN 15/03/2016 HAWBs with multiple deliver...
Did you know ... that Orbitrax can display a list of all HAWBs having more than one delivery job allocated to them?

A) The second (and every next) delivery job on HAWB is created when an Agent / Driver, after unsuccessful delivery attempt, scans HAWB in (in Warehouse Inbound - Menu option 1.13.1) and then the same HAWB is scanned out, for the second (or each next) delivery attempt (in Warehouse outbound Menu option 1.13.2A or Warehouse outbound with reallocation Menu option 1.13.2B).

B) Creation of every delivery job (first, second and next) is adding a pricing line for a new Agent / Driver. Consequently, when it occurs that the HAWB has been mistakenly scanned out for the first time by an Agent / Driver, then scanned in (without delivery attempt) and then scanned out again by another Agent / Driver, it may be necessary to review a list of HAWBs with multiple delivery jobs, in order to correct pricing of the incorrect Agent.

C) In order to display a list of HAWBs with multiple delivery jobs allocated to them, follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Click on middle icon "Advanced Search" in the top Task bar

3) Select criteria for search, such as dates, Customer, etc.

4) In the bottom middle section "Type" check box "Delivery job >1"

5) Save

6) After selection has been saved, a list of HAWBs with more than one delivery job allocated is displayed, for further reviewing / processing.
 
ORBITRAX.WIN 11/03/2016 POD / SSR entry location in...
Did you know ... that you can check in the Google Maps the exact location of POD / SSR entry by a driver equipped with MOB (mobile phone device)?

In order to do so:

1) go to Menu option 2.1 Enter / View SSR(s)

2) enter HAWB number

3) SSR Log Tab. 1 Entry will open

4) select Tab.2 History

5) click on a button "Location in Google Maps", located at the bottom of the screen

6) this will open Google Maps (in Internet Explorer browser) with pinned location where POD / SSR has been entered in MOB by a driver.

NOTE: location shown on a map depends on GPS accuracy and usually ranges from 0 to 30 meters.
 
ORBITRAX.WIN 04/03/2016 New delivery Agent realloca...
Did you know ... that there is an option in Orbitrax that allows quick re-allocation of a new delivery Agent to already manifested HAWB?

This option can be used in case of shipment being out for delivery and then handed over by one Agent to another, without passing the Depot.

In order to reallocate a new delivery Agent to already manifested HAWB, follow these steps:

1) Go to Menu option 6.8 Delivery agent reallocate

2) In box "HAWB Number" enter or scan HAWB number which you want to reallocate a new delivery Agent to

NOTE 1: If duplicate HAWBs exist in the system (with status Manifested, but not Delivered), the system will display a list of HAWBs to choose from

NOTE 2: Once HAWB has been entered / scanned / selected, Export date and current delivery Agent are displayed automatically

3) In box "Reallocate to" enter (or select from a list) a new delivery Agent

4) Save

5) Once Save has been selected, the system displays a confirmation message "Agent reallocated"

NOTE 3: The routine of reallocation a new delivery Agent to already manifested HAWB will:

- replace Delivery Agent in main screen of HAWB (Tab.1)

- create a new delivery job (Tab.2 Manifest, top section "Jobs")

- send a newly created delivery job to the MOB of a new Agent

- add new delivery Agent pricing line in Tab.3 Pricing
 
ORBITRAX.WIN 26/02/2016 HAWB Special Instruction
Did you know ... that repetitive Special Instructions can be set in Orbitrax in order for the User to automatically allocate them to HAWB during HAWB entry?

Special Instructions (Notes) are separated from SPS (Special Services) and do not have an impact on pricing, but they appear on Manifest / Delivery Sheet and on Invoice.

Some examples of Special Instructions:

- MONITORED DELIVERY
- FRAGILE
- CALL CONSIGNE 30 MIN BEFORE DELIVERY
- IF NOBODY HOME LEAVE IN LETTERBOX
- IF NOBODY HOME LEAVE WITH A NEIGHBOUR
- DELIVER ASAP

To set Special Instructions, follow these steps:

1) Go to Menu option 3.11.5 Description Files

2) In the box "Content" select option "HAWB service special"

3) Click on + to add new text, then save the record.

To select Special Instruction during HAWB entry follow these steps:

4) In the box "Special" press F3. This will open a list of pre-defined Special Instructions (as explained in items 1-3 above)

5) Select required Special Instruction from the list.

NOTE 1: Special Instructions, if they were not pre-defined as explained above, can be of course entered "ad hoc" in the field "Special" (Instructions).

NOTE 2: Pressing F2 in the same "Special" box will open a list of all SPS (Special Services)
 
ORBITRAX.WIN 23/02/2016 Pickup and Delivery Informa...
Did you know ... that main HAWB screen indicates whether or not there are Pickup and / or Delivery Information attached to this HAWB?

Pickup and Delivery Information are additional information that do not fit in the main screen (Tab 1. Main) of HAWB. They can be either entered manually by the User or, in some cases, are automatically transferred to Orbitrax by interface. Pickup Information is also transferred from the Note entered in Pickup Order (F12). They are printed on Pickup Sheet (Pickup Information) or Delivery Sheet (Delivery Information).

Since both are "hidden" (located in Tab 2. Manifest of HAWB screen), there is an indication on the main screen of HAWB (Tab.1 Main) that they are attached. Indication is in form of a little yellow icon next to Shipper's Town (for Pickup Information) and / or next to Consignee's Town (for Delivery Information). Placing the mouse on the icons will display the text of the Pickup or Delivery Information, clicking on them will open Tab. 2 Manifest, so that the text of both is visible and can be changed, if necessary.
 
ORBITRAX.WIN 12/02/2016 Email notification "Ag...
Did you know ... that certain users can be notified by email after the new Agent has been created in Orbitrax?

This is particularly useful in case of self-employed drivers, as usually there is follow up by Administration who is required to:

- check Business / Company registration
- check VAT number
- check driving license, ID card, Vehicle documentation
- collect bank account details
- create draft contractual agreement
- create draft addendum re GSM
- etc ...

In order to set email notification about the new Agent created, follow these steps:

1) Go to Depot File, Menu option 3.7, Tab 9. Settings

2) In section "Agent Entered or On Stop" enter email address(es) of people who should be notified about the new Agent entered

3) Multiple email addresses should be separated by , (comma)

4) Save modified Depot File

5) When a new Agent is created, Orbitrax will send an automatic email to the users set in Depot File:

Email subject: Agent has been created: XXXXXXXXXX

"Dear User

Please note that the following Agent has been created:
Agent account code: XXXXXXXXXX
Agent name: XXXXXXX XXXXX XXXXX
Country: XXXXXXXXX
Town: XXXXXXXXXXXX
Zip code: XXXXX
Address: XXXXXXXXX

Status: Active
Contact: Mr XXXXXX
Created by: (User)"

6) The same users will receive an email when the Agent has been put On Stop, as once again the Administration is usually required to do the following:

- deduct any advances paid
- deduct our own invoices re Fuel, GSM, Insurance
- check seizures, if any
- cancel GSM SIM Card
- request the return of GSM
- deduct deposit re GSM
- etc ...

7) When the Agent has been put On Stop, Orbitrax will send an automatic email to the users set in Depot File:

Email subject: Agent has been put <On stop>: XXXXXXXXXX

"Dear User

Please note that the following Agent has been put "On stop":
Agent account code: XXXXXXXXXX
Agent name: XXXXXXX * Accounting Code = XXXXXXXX*
Country: XXXXX
Town: XXXXXX
Zip code: XXXXX
Address: XXXXXXXXX

Status: On-Stop
Contact: Mr XXXXXXX
Modified by: (User)"

8) full functionality of "Agent status On-Stop" has been described in the System News dated 14/08/2014
 
ORBITRAX.WIN 05/02/2016 Printing reports / document...
Did you know ... that you can print all reports from Orbitrax in pdf format even if option "Export as pdf document" is not available on the Taskbar?

For example:

- ACL (Agent Charge List) in Menu option 1.6.2 Re-Print Manifest and in Menu option 1.6.6 Re-Print Delivery Sheet has only option "Print" (on printer) available,

- Warehouse reports in Menu option 1.13.3 also has "Print" (on printer) as the only option available.

In order to print any report / document in pdf format, follow these steps:

1) look on the internet for "free pdf printer". We recommend "Bullzip pdf printer" as it has been tested, it is safe and is working very well, but any other pdf printer would do (CutePDF, FreePDF, PrimoPDF, etc)

2) follow steps on the website and download selected pdf printer file, then follow instructions and install it on your PC

3) pdf printer will be installed as one of the "standard" printers

4) when you wish to print a report in pdf format without option "Export as pdf document" available, select option "Print" (on printer) and when you see the usual screen with printers selection, look for PDF printer on a list and select it

5) it will give you an option of printing / saving report in pdf format, as it would usually do when option "Export as pdf document" was selected.

NOTE: Option of printing reports / documents on installed PDF printer is not limited to Orbitrax alone. This option can be used for printing any reports / documents from MS Office, websites, etc, basically from any place where option Print (on printer) is available.
 
ORBITRAX.WIN 27/01/2016 Agent Charge List (ACL) - o...
Did you know ... that Orbitrax can automatically generate, print and / or send Agent Charge List? The purpose of generating ACL is reviewing it by the Agent who can then revert with any possible corrections and ultimately, attach daily ACLs to his invoice, as supporting documentation, to facilitate our purchase invoice checking.

There are two types of ACL. This System New is about ACL, which is not allocating ACL number to Agent charge(s) and is allowing corrections of charges, which appeared on ACL already provided / sent to the Agent.

ACL can be printed at the end of Delivery Sheet / Manifest or sent by email as a separate document in pdf format. Apart from the Agent's name, date and number, ACL shows the following details:

- Service code (STS)
- Our HAWB
- Agent's HAWB (when available)
- Country code
- Zip code
- Town
- Customer code
- Number of pieces
- Dead weight
- Volumetric weight (when available)
- Type (D=DOX, N=NDX, H=HV)
- Distance in km (when available)
- OW=One Way, RT=Return
- Charges (Standard, Special, Manual)
- COD
- Space for possible corrections

Default disclaimer, which is printed at the end of ACL and in email body, if ACL is sent by email (with option to change - see item 5 below) states the following:

"Note 1: The present Agent Charges List is providing to you the details of the charges to be invoiced to our Company (excluding VAT).
Note 2: If you disagree with a charge for one Shipment, please enter on the same line the Currency and the Amount of the correct charge according to you in the Column "Correction(s)" and fax this Sheet back to us within 24 hours of service (any correction received by us after 24 hours of service may be disputed by us).
Note 3: You must attach the present Agent Charges List to your Invoice to us in order for us to approve your invoice promptly.
Note 4: if you have provided on this day services for additional Shipments not listed above, please add the details of such additional Shipments in the last "extra lines".

To set up ACL, follow these steps:

1) If ACL has to be printed at the end of Delivery Sheet / Manifest, go to Menu option 3.1.2. Alter Agent, Go to Tab. 4 Communication and check box "Print charge list" in the bottom left section of the window

2) If ACL has to be sent by email, go to the same Menu option 3.1.2. Alter Agent, Tab. 4 Communication, click on + to add a new communication for function "CHARGE LIST" (note: NOT for function "Charge list new")

3) Save modified Agent file.

4 If the details (Name, Description / Position, Phone, Fax, Mobile phone, Email address,) of a specific person (User) have to be included in email with ACL, they can be entered in Depot File, Menu option 3.7, Tab.10 Contacts, Context "Agent Charge List"

5) Text of email in English can be modified or translated to other language in Menu option 3.9.A.2 Language Translations in Group AGENT-CHARGE-LIST.

NOTE 1: ACL is automatically sent by email at the Close Manifest (Menu option 1.11)

6) If Agent reverts with correction of charges, and after they have been modified in Pricing Info of relevant HAWB, ACL can be regenerated in Menu option 1.6.2 Re-Print Manifest or in Menu option 1.6.6 Re-Print Delivery Sheet (depending on Type of the Agent). In order to do so, identify required Manifest or Delivery Sheet on the list (you may be required to extend dates range) and click on icon ACL on the top Taskbar.

NOTE 2: There is no option of automatic sending regenerated ACL, therefore the User is required to:
- either print ACL on a standard printer
or
- on pdf printer (if installed), then send ACL by email as an attachment.

CDT remains at your disposal should you need any further assistance in setting up Agent Charge List - ACL.
 
ORBITRAX.WIN 15/01/2016 Sending SMS to the consigne...
Did you know ... that there is an option of sending SMS to the consignees from the shipments list screen?

This option has been added on top of already existing option of sending SMS from SSR screen, as described in items B and C of the System News "SMS Module" dated 31/08/2015 - see below.

The major difference between the two options is that SMS from shipments list screen can be sent either for a single HAWB or for selection of HAWBs.

To send SMS to the consignee(s) from the shipments lists screen, follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Click on "Advanced Search" icon on the top taskbar

3) Select criteria for displaying HAWBs

4) Select one or more HAWBs on the list. To mark block of HAWBs, use combination Shift+left mouse click. To select multiple HAWBs, use combination Ctrl+left mouse click.

5) Click on icon "SMS" on the top taskbar. This will open a new window "Send SMS"

NOTE 1: When SMS is going to be sent for a single HAWB from the list and mobile number of a consignee is missing, it should be entered manually in "Send SMS" window.

NOTE 2: When SMS is going to be sent for selection of HAWBs and mobile number of one or more consignees from the selection of HAWBs is/are missing, system displays a message "Invalid consignee phone number for HAWB(s): XXXXXXXXXXXXXXX". Since in HAWBs multi-selection mobile numbers cannot be entered manually in "Send SMS" window, it is required that the user completes them in Menu option 1.3 Alter/View HAWB(s), one by one, then repeats steps 1) to 5) above.

NOTE 3: To facilitate the process, a new column to shipments list screen - "Cnee phone" has been added. No phone number there indicates that it should be added prior to sending SMS.

NOTE 4: Option is available from Orbitrax version 10.9.5 onwards.

NOTE 5: The procedures of setting up SMS text template, sending SMS and additional settings have been described in System News "SMS Module", in items B, C and D respectively:

SYSTEM NEWS - 31/08/2015 - SMS Module

Did you know ... that Orbitrax has facility of sending SMS to the Customer, Agents, Shippers or Consignees?

This is particularly useful in case of e.g. notifying delivery to the Consignee, notifying delivery with COD to the Consignee, sending SSRs (including PODs) to Customer and / or Bulletins to Customers or Agents.

Using this option is obviously possible only when mobile phone numbers are available:

(...)

- for Consignee - in HAWB screen, field Phone in section "Consignee"

(...)

B. To create SMS template (pre-defined) messages, follow these steps:

15) Go to Menu option 3.11.5 Description Files and select Content SMS from SSR Screen

16) Click on icon + to add a template. This will open a new screen - Description Properties

17) Enter text of a message in text editor window, using Variables shown in the bottom section "Variables": %H% - HAWB number, %HA% - Agent HAWB Number, %CR% - customer reference, %PD% - Pickup Date, %ED% - Export Date, %CP% - company phone (CSV if empty trading phone number), %AP% - agent phone, %COD% - COD

Example: We plan to deliver to you today %H%, cash on delivery %COD%. Contact Viva Xpress %CP% to agree on delivery time.

18) Box "Default", if checked, indicates that this template message will be most used. Default template message will always appear on top of other templates in SMS entry screen.

C. To send template or free SMS message from SSR Screen, follow these steps:

19) Go to Manu option 2.1 Enter / View SSR(s)

20) Click on SMS icon in the top task bar

21) This will open a new screen "Send SMS"

22) Default template message (see item 18 above) automatically appears in box "Template". Skip it if you want to use it, or select another template message to be sent as SMS

23) If you want to send SMS to existing numbers of Agent, Consignee, Shipper or Customer (see above) - select one of them in box "Send To"

24) Select mobile phone number from the list of all available phone numbers, by clicking on + in the box "Phone Selection". You can select more than one mobile phone number

25) Selected numbers will appear in box "Phone Numbers". You can add any additional mobile phone number after "," (comma)

26) Selected template message will appear in box "Message". You can modify it or even delete entire message and enter your own

27) Standard SMS message has length of 160 characters, as indicated in box "Max. Length". Another box indicates numbers of characters left.

28) Once SMS messages is ready to be sent, click on Save.

NOTE 2: Please note, that variables will convert into text. E.g. variable %H% may convert into HAWB of 15 characters. It is therefore advisable to keep SMS messages as brief as possible.

NOTE 3: SMS message longer than 160 characters will be sent as 2 SMS messages, what will result in higher cost.

D. Additional settings

29) While SSRs / Bulletins in most cases can be sent by email 24/7, time frames of sending SMS messages should be limited. To restrict days / times of sending SMS, go to Menu option 3.7 Depot File, Tab 9. Settings

30) In the right hand side, middle section SMS Scheduler, set times and days for SMS sending activity. SMS messages created outside these times and days will be placed in a queue and sent automatically when the schedule becomes active.

NOTE 4: Sent SMS message is registered in HAWB SSR Log under code SM. It also shows name of the user who sent it, date and time of sending as well as status which can be either Scheduled, Sent, Delivered, Error or Cancelled.

NOTE 5: Summary SMS Activity Log can be viewed in Menu option 9.3 SMS Log

NOTE 6: After considering quality of service as well as the lowest possible prices for all the Members (locations), WQXS selected one SMS supplier - Infobip. WQXS has developed interface between Orbitrax and SMS Gateway, but Members interested in activating option of sending SMS will be required to open their own account with Infobip, negotiate own rates and buy a credit (Infobip provides free credit of about 2 EUR in order to perform initial tests). Please contact WQXS and we will direct you to your Infobip Country Manager.
 
ORBITRAX.WIN 08/01/2016 Alternative Town Names
Did you know ... that Orbitrax has an option of setting up Alternative Town names, which allows to enter up to 3 versions of the same town name, either in different languages (example 1 below) or of a different spelling (example 2 below)?

This means that any of the three options are equal, when received (imported) from external source or entered manually in Orbitrax.

Example 1:
WARSAW, VARSOVIE, WARSCHAU
or
BRUSSELS, BRUXELLES, BRUSSEL
or
GENT, GAND, GHENT.

Example 2:
COURT SAINT ETIENNE, COURT-SAINT-ETIENNE, COURT-ST-ETIENNE
or
SINT LAMBRECHTS WOLUWE, SINT-LAMBRECHTS-WOLUWE, ST-LAMBRECHTS-WOLUWE.

To set up Alternative Town names, follow these steps:

1) Go to Menu option 3.8.4.1 Town & Zipcode List,

2) In the field "Country Code" enter 2 letter ISO Code of the country, you want to enter Alternative Town names for,

3) Find and highlight Town Name you want to add Alternative names for,

4) Open record,

5) Enter alternative names in the fields "Alternative" and "Alternative 2",

6) Save the record.

NOTE: If alternative name(s) have been set up for a town linked with a zipcode, then when user enters this zipcode on HAWB entry screen, selection window with available options will appear, for user to choose from.
 
ORBITRAX.WIN 05/01/2016 New year - changing Documen...
Do you remember ... that Documents numbers and their dates ranges should be updated in Orbitrax in the new year? This concerns Document Numbers which are changing every year and not Documents to which continuous numbering system applies over the years.

To change Documents numbers and dates range follow these steps:

1) Go to Menu option 3.7 Depot File, Tab. 3. Document numbers

2) Click on +. This will open a new window "Document Numbers Properties"

3) Select Document code, Number prefix (it is prompted based on prefix used previous year, but it can be changed if necessary) and enter Next number. Usually next number starts with prefix indicating current year, e.g. 2016 or 16, so that the next Document number for 2016 would be 20160001 or 1600001. Maximum length of number is 9 (digits).

4) Enter Date To. By default this is the last day of current year (31/12/2016), but it can be changed, if necessary

NOTE 1: If Document numbers for the previous year have ending date 31/12/2015, the Date From field is automatically filled in with the first day of current year - 01/01/2016.

5) Save the record

6) To change dates range and numbers of other types of Documents, repeat steps 2) to 4) above, selecting other Document codes, one by one.

7) If HAWBs for automatic numbering also have to be changed, go to section "HAWB printing & Numbering" of the same Depot File 3.7, Tab. 3 Document numbers and enter 2016XXXXXX HAWB (or 16XXXXXXXX HAWB) number in the field "Next number". Maximum length of HAWB number is 15 (alphanumerical)

8) Save modified Depot File.

NOTE 2: If you attempt to issue any document for which neither dates range nor number have been defined in Depot File, Orbitrax will display a message "ERROR: Invoice document number not defined for given period" and you won't be able to generate / print this document.
 
ORBITRAX.WIN 29/12/2015 Creating Credit Request (CR...
Did you know ... that after PTR (Purchase TRading) invoice from the Agent has been checked in Orbitrax, you can directly create Credit Request (CRQ), based on overcharges keyed in during invoice checking process?

NOTE: Purchase Invoice Checking procedure can be found on our website: http://www.wqxs.net/downloads/Purchase_Invoice_Checking_Procedure.pdf

To create CRQ directly from checked invoice, follow these steps:

1) Go to Menu option 4.1.1. Purchase Checking

2) Select Accounting period From and To, then click F5 to refresh the list of PTR invoices

3) Find and highlight PTR (Purchase Trading invoice) you want to create CRQ (Credit Request) for

4) Click on the "Calculator" icon on the top task bar (second from the left)

5) Select element of checked PTR invoice - Hawb, Linehaul, Handling of Origin or Handling of Destination. This will display a list of all discrepancies on invoice - under and overcharges

6) Click on the "Diskette" icon on the top task bar (first from the left). This will open CRQ header, which you can modify by changing CRQ date, currency and CRQ description

7) Click on "Save" icon. This will open a new window with details of CRQ - a list of all overcharged HAWBs with Description (reason for credit request) exactly as description of discrepancy keyed in during invoice checking

8) Details of each HAWB (CRQ line) such as VAT code, Job nr, Agent Reference and overcharge description, can be modified by opening record by clicking on icon "Open" on the top task bar (second from the left). Save the record after modification.

9) To print CRQ, go to Menu option 4.6.3. Credit Requests and select icon "Printer"

10) To send CRQ by email, go to Menu option 4.6.3. Credit Requests and select icon "Envelope". This will open a new window with email address(es) as set up in Agent File in Menu option 3.1.1. Enter Agent (or 3.1.2 Alter Agent), Tab. 4 Communication, Function E-INVOICE CRQ. If communication for Function E-INVOICE CRQ has not been set up in Agent File, window shows no email address(es), which however can be entered manually. Multiple email addresses should be separated by comma (,)

11) CRQ number, if created directly from PTR, is shown in PTR line on PTR list screen in Menu option 4.1.1. Purchase Checking. CRQ details (HAWB, amount and reason for discrepancy) can be accessed from PTR list screen, by clicking on icon "CRQ" in the top task bar.
 
ORBITRAX.WIN 28/12/2015 Various new options
Did you know ... that several new options have been added to the latest versions of Orbitrax, too small for dedicated System News, nevertheless useful ones? These new options are:

1) Option of adding a VCF (Volumetric Conversion Factor) per Customer Category has been added to Depot File - Menu option 3.7, Tab. 8 Volumetric Weight Rules

2) It is now possible to open the Zone directly from Menu option 3.8.4.1 Town & Zipcode List, by clicking on icon "Zone" on the Zip Code list

3) Description of STS (Standard Transport Service) has been added to the Delivery Sheet - Menu option 1.6.5 Print Delivery Sheet

4) Box "Show unique shipments" has been added to Alter / View HAWB screen, to display only one record in case of multi-manifested HAWBs (manifested for more than one delivery Agent). If this box is not checked, HAWB will be displayed as many times as it was manifested - Menu option 1.3 Alter/View HAWB(s)

5) Option of generating a report with ANY special service or ANY text in Special instructions has been added to Advanced Search screen in form of box "Any special", located in the bottom right corner of the screen - Menu option 1.3 Alter/View HAWB(s) - Advanced Search.
 
ORBITRAX.WIN 14/12/2015 Delivery Sheet and Manifest...
Did you know ... that HAWBs on Delivery Sheets / Manifests can be printed in the order they have been scanned in options Warehouse Outbound (1.13.2.A) or Warehouse outbound with (Agent) reallocation (1.13.2.B)?

The benefit of printing Delivery Sheet / Manifest is scanning order is that, after the sorting shipments by the route and scanning them in this order, the driver has them shown on Delivery Sheet (or Agent on Manifest) in exactly the same order of the route, rather than in default order by zipcode and then by HAWB number.

Delivery Sheets and Manifests can be printed in scanning order from:

- Warehouse Outbound (1.13.2.A) - Delivery Sheet

- Warehouse outbound with reallocation (1.13.2.B) - Delivery Sheet

- Print Delivery Sheet 1.6.5 - Delivery Sheet

- Print Manifest 1.6.1 - Manifest

(A) To print Delivery Sheet directly from Warehouse Outbound (1.13.2.A) or Warehouse outbound with reallocation (1.13.2.B) follow these steps, considering that Delivery Sheet can be printed only from opened sessions:

1) Select (highlight) session in scanned sessions list

2) Click on the 5th top right icon Delivery Sheet (Create Delivery Sheet from selected warehouse session)

3) When asked "Close selected item?" answer "Yes", to automatically change status of the session from Opened to Closed

4) Answer "Yes" to the next question "Use warehouse order?", if you want HAWBs appear on Delivery Sheet in the order of scanning.

NOTE 1: Only sessions with scan by Agent and NOT by Gateway are subject to Delivery Sheet printing in the order of scanning.

(B) To print Delivery Sheet in warehouse HAWBs scanning order from Menu option 1.6.5 Print Delivery Sheet (in case Delivery Sheet was not printed in options (A) above):

5) Before printing, when entering the details of Delivery Sheet in window "Delivery Sheet", check box "Warehouse order"

(C) To print Manifest in warehouse HAWBs scanning order from Menu option 1.6.1 Print Manifest:

6) Before printing, when entering the details of Manifest in window "Manifest", check box "Warehouse order"
 
ORBITRAX.WIN 09/12/2015 Warehouse HAWBs outbound sc...
Did you know ... that you can now scan shipments leaving the warehouse (Warehouse Outbound), by using a scanner / barcode reader?

(A) There are two options of scanning OUT:
- 1.13.2.A Warehouse outbound
- 1.13.2.B Warehouse outbound with (Agent) reallocation

(B) Scanning OUT can be either Positive or Negative. Positive scanning is when scanned HAWB exists in Orbitrax and has status Received. Negative scanning is when scanned HAWB does not exist in Orbitrax at the moment of scanning. By default, the system is set for Positive scanning. It can be changed in Depot File, Menu option 3.7 by unchecking box "Warehouse out" in Tab. 9. Settings. This means that if box "Positive Scanning" is checked - all shipments scanned OUT, must be entered and have status "Received" prior to scan IN. When box "Warehouse out" is unchecked, any shipment can be scanned, even if it doesn't exist in Orbitrax.

(C) Benefits of scanning OUT:

- Inbound Confirmation - scanned shipment which has been entered in Orbitrax receives status (SSR) 17- Shipment Received (only for option negative scan - see item 2 above)

- Record (in SSR Log) of when the shipment left the warehouse and what Agent it has been scanned for

- Avoiding misroutes (by indication when Agent shipment is scanned for is different from default Agent on HAWB)

- Quick reallocation of the Agent different than Default one (option 1.13.2.B - Warehouse outbound with reallocation)

In order to scan HAWB by Agent or Gateway, the user should:

1) go to Menu option 1.13.2.A or 1.13.2.B. This will open a new window "Warehouse outbound - opened session"

2) click on icon + to open new window - "Warehouse outbound" or "Warehouse Outbound with Agent Reallocation" respectively

3) In 1.13.2.A - depending on requirement, select scan option "by Agent" or "by Gateway" and enter Agent code or IATA Gateway code respectively. In 1.13.2.B "Warehouse outbound with reallocation" the only available option is "By Agent"

4) using scanner / barcode reader, scan the barcode from HAWB in the field "HAWB"

5) Correct scan will be confirmed by sound message "OK" and the following details of HAWB will be displayed:

- HAWB number
- number of scanned pieces (multipiece shipment should be scanned as many times as there are pieces)
- export date
- date and time of scanning
- number of missing pieces. If number of scanned pieces is lower than total number of pieces entered in Orbitrax, this record will be highlighted red and a message "MISSING PIECES" will be blinking in the top right corner of the window
- indication whether or not scanned shipment is in the system. If scanned HAWB has not been entered in Orbitrax, there will be a sound message "NO"

6) Top section of the screen shows: details of automatically created Pack (for shipments scanned by Agent), export date, expected and scanned number of Shipments and Pieces.

7) Task bar located at the top of the window shows the following options / icons:

- Open - to open highlighted HAWB
- X (red cross) - to delete HAWB from scanning session window (only for open sessions)
- Refresh - to refresh scanning session window
- Search - to OPEN warehouse Search (new) window
- Print - to print scanning session report
- Preview - to preview scanning session report
- PDF - to save report of scanning session in pdf format
- Show shipments - showing screen with details of HAWBs scanned, not scanned and all, with an option of editing HAWB
- ? (question mark) - option disabled
- Close (down arrow) - to close scanning session window

8) Once scanning session has been closed, user goes back to the list of scanning sessions. Task bar located at the top of the window shows the following options / icons:

- Open - to open highlighted scanning session
- + (plus sign) - to open a new scanning session
- X (red cross) - to delete scanning session (upon question: "Delete selected warehouse session?"
- Search - search session with given text, whereby text should be put between * signs (e.g. *COSATH0100* while searching for Agent code COSATH0100)
- Refresh - to refresh scanning sessions list window
- Print - to print report of selected (highlighted) scanning session
- Preview - to preview a report of selected (highlighted) scanning session
- PDF - to save a report of selected (highlighted) scanning session in pdf format
- Delivery Sheet - to create Delivery Sheet from selected (highlighted) scanning session
- Close session - to close selected (highlighted) scanning session. Option should be performed at least once day (at the end of working day)
- Show shipments - to show shipments within selected (highlighted) scanning session
- ? (question mark) - option disabled
- Close (down arrow) - to close scanning sessions list window

9) Delivery Sheets can be printed directly from selected scanning sessions list window by clicking on icon Delivery Sheet. The procedure of printing Delivery Sheet is very similar to the Delivery Sheet printing in option 1.6.5 Print Delivery Sheet, except that there is no requirement for Agent and date selection and with consideration of NOTE 1 and NOTE 2 below.

NOTE 1: If selected scanning session is still open, system will ask if session should be closed at the same time. This is to avoid omitting closing scanning session and leaving it open for the next day.

NOTE 2: If selected scanning session has been already closed, system will ask if Warehouse scan order should be used for Delivery Sheet printing. This option will be described in details in the next System News.

10) As soon as HAWB has been scanned OUT, HAWB receives internal log "SO" - Outbound Scan, in SSR Log with Agent (or Gateway) Code, time and date of scanning and user who scanned HAWB.
 
ORBITRAX.WIN 25/11/2015 Sending only 2nd page of Pi...
Did you know ... that on request of some Member companies we have added to Orbitrax an option of sending either full or short version of Pickup Request to the Pickup Agent?

1) Full version of Pickup Request is composed of two pages:

- (a) cover page with these elements: logo, the details of sending company, name of recipient (Pickup Agent), name of the person who is sending Pickup Request (logged on Orbitrax user), date, price (optional)

- (b) pickup details page with these elements: HAWB (to be used by the Pickup Agent) including weight, pieces, Pickup Order number, shipper details, consignee details, special instruction, collection date and time, customer reference and any additional pickup information.

In order to send only second page of Pickup Request (b):

2) Go to Menu option 3.7 Depot File

3) Go to Tab.3 Document numbers

4) In the bottom left section "Pickup request" uncheck box "Print page 1 of pickup request"

5) Save modified Depot File.

NOTE 1: At the same time we have added a new context "Collection" to Depot File Menu option 3.7, Tab.10. Contacts (to add click on +). This is in order to show specific email address on the 1st page of the full Pickup Request, e.g. collections@vxlnet.co.uk

NOTE 2: Above options are available from Orbitrax version 10.7 onwards.
 
ORBITRAX.WIN 20/11/2015 Re-exporting manifest file ...
Did you know ... that you can re-export a manifest file directly from Orbitrax?

This is particularily useful if the Agent, who we sent the manifest file to by interface, complains that the files were not received (whatever the reason might be).

In order to re-export manifest data:

1) Go to Menu option 1.6.3 - Generate agent INBOUND manifest. This will open a window "Manifest Export"

2) Select the date(s)

3) Sort the Agents alphabetically by clicking on the header of the column "Agent". Click again to change the sorting to ascending / descending. Use the same method to sort any other column

4) Find the manifest you want to re-export and highlight it (blue)

5) On the top taskbar, click on the icon of two linked computers

6) The system will display a notification with number of re-exported shipments

7) The file will be immediately sent to Orbitran for further transfer to the Agent

NOTE 1: Depending on duration of intervals between Orbitran sessions, it usually takes no more than 5-10 minutes before the file is available to the Agent.

NOTE 2: The operation can be repeated as many times as necessary.

NOTE 3: The above procedure sends only a file with manifest data by interface and not by email in pdf format.
 
ORBITRAX.WIN 10/11/2015 Notifications by email and ...
Did you know ... that Orbitrax has an option of sending notifications by email and / or by SMS to the consignees?

These SMS and / or emails notifications are meant to inform the consignee about the events of shipments being received and shipment being out for delivery.

There are several conditions to meet, to make this functionality operational:

- mobile telephone number, in case of notification sent by SMS, must exist in field "Phone" on HAWB screen, section "Consignee". Bear in mind that the mobile phone number must start with the local country code (e.g. 0032 for Belgium, 0048 for Poland)

- email address, in case of notification sent by email, must exist in field "Email", on HAWB screen, section "Consignee"

- type of notification - SMS and / or email - must be defined either on general level (Depot) or on level of individual Customer

- texts of SMS and / or email must be defined (see instruction below)

- SMS communication must be configured (in the database, by CDT) and switched on (Orbitran SMS must be running)

To set up sending notifications by SMS and / or emails, follow these steps:

1) Go to Menu option 3.11.5 Description Files to set default text of SMS and default subject / text of email

2) From the box "Content", select the option you intend to enter text for. The available options are:

- Out for delivery notification email body

- Out for delivery notification email subject

- Out for delivery notification SMS

- Shipment received notification email body

- Shipment received notification email subject

- Shipment received notification SMS

3) Compose text of subject / body for the above options (all or selected)

4) Save the modified record

NOTE 1: The following variables can be used while creating text of the notifications:

- %H% - for HAWB number

- %CP% - for a company phone (if there is no phone in Depot File 3.7 Tab. 1 Trading, a phone number from Tab. 10 Contacts is used. If context CSV does not exist - it has to be created)

- %AP% - for Agent's (Driver's) phone

- %WD% - for date of delivery. This takes into consideration weekends and public holidays (once centrally defined - check with CDT).

5) To set up sending notification on a global level (by default), go to Depot File 3.7, Tab.14 Notifications

6) Click on icon +

7) Leave field "Customer" blank and set type of notification(s) to be sent to the consignees of ALL Customers for the event "Shipment received" and "Out for delivery"

NOTE 2: Unless other types of notifications are set on individual Customer level, notifications set in Depot File, Tab. 14 Notifications will apply to the consignees of all customers.

8) Save modified record

NOTE 3: Notifications set up on individual customers level are visible in Depot File 3.7 Tab.14 Notifications and can be added and / or modified from there.

9) Notifications can also be entered on individual Customer level - Menu option Alter Customer, Tab. 4 Communication, section "Notification". The options are "Default" (as set up globally in Depot File Menu option 3.7) or "Individual".

NOTE 4: Notifications are sent:

- "Shipment Received" - at the moment of Scan IN

- "Out for Delivery" - when HAWB is appearing on Delivery Sheet

NOTE 5: Option is available from Orbitrax version 10.8.0 (bis) onwards.
 
ORBITRAX.WIN 05/11/2015 Reverse selection / negativ...
Did you know ... that Orbitrax has now an option of reverse selection / negative filter rules added to several reports? Using this option will result in displaying "is not" (= all but) selection.

Reverse selection / negative filter rules are activated by checking boxes (accompanied by a sign of question mark) and have been added to:

1) Open Status Report (Menu option 2.4.2) to the following elements: SSR Code, Customer, Agent, Country, Zone

2) Any SSR Report, Menu option 2.4.3 to the following elements: SSR Code, Customer, Agent, Country, Zone

3) Customer SSR Report, Menu option 2.4.4 to the element Selective (Customers)

4) Agent SSR Report, Menu option 2.4.5 to the element Selective (Agents)

5) Outstanding SSR for Agent, Menu option 2.4.6 to the element Selective (Agent)

6) Customer / Agent Bulletin, Menu option 4.3 to the following elements (Sending Bulletin):

- for selection "Customers" - Customers, Customer Tariff Group

- for selection "Agents" - Agents, Agents Tariff Group

- for Pickup or Export Date selection - all the above plus Destination Country, Town, Destination Zone, MAWB Number.

7) Inbound Discrepancy Report, Menu option 1.9.2 to the following elements: MAWB, Customer, Agent, Pickup Agent

8) Print All Customer Invoices, Menu option 4.2.2 to the element Customer

9) Re-Price MAWB, Menu option 4.5B to the following elements: MAWB number, Origin gateway, Destination gateway, Route, Linehaul agent, Origin agent, Destination agent

10) Shipment cash payment report, Menu option 4.4.23 to the following elements: Customer, Agent, Station Agent, Service

Example: If in Open Status Report we select SSR Code 05, for Customer VXLABC0000, for Agent DHLABC0000 for country BE, for zone BEBRU00 and we check all related boxes, Orbitrax will generate a report (for selected dates) with all the results BUT those matching the above. It means that the report will NOT include HAWBs with SSR Code 05, for Customer VXLABC0000, for Agent DHLABC0000, for shipments to BE and to zone BEBRU00.

NOTE: This option is available from Orbitrax version 10.7 onwards.
 
ORBITRAX.WIN 30/10/2015 Consolidated Delivery List
Did you know ... that Orbitrax has an option of creating and printing Consolidated Delivery List?

This is particularly useful when a company receives a bunch of shipments (from one or more customers) to be delivered to the same consignee, typically - banks.

Consolidated Delivery List is a list of HAWB numbers (without details) and, at the bottom of the list, has space for Delivery Date, Time and signature of the recipient. The aim of creating Consolidated Delivery List is to avoid collecting tens or hundreds of consignee's signatures on standard Delivery Sheet and instead collecting just one POD, which when entered in Orbitrax, is populated across all HAWBs listed on Consolidated Delivery List.

In order to create and print Consolidated Delivery Sheet and enter POD, follow these steps:

1) Go to Menu option 1.13.4 Delivery list. This will open a window 'Delivery list - opened session"

2) Click on icon + to start a new scanning session

3) In the field "Note", enter description of Consolidated Delivery List, e.g. "BNP Paribas 29-10-2015"

4) If necessary, change the date in box "Date"

5) Start scanning shipments going to the same recipient, e.g. BNP Paribas

6) If HAWB has been entered in Orbitrax prior to scanning, scanning will show status Linked Yes, otherwise - status Linked No

7) After all shipments have been scanned, click on icon Print, to print Consolidated Delivery List

8) Close the window

9) Print Delivery Sheet the usual way. After printing, when asked "Confirm printed delivery list?" answer Yes.

10) When the driver is back with POD collected on Consolidated Delivery List, go back to Menu option 1.13.4 Delivery Lists and locate the list you want to enter POD for.

11) Click on icon "Delivery properties". This will open a new window "Delivered list import". Enter POD as shown on Consolidated Delivery List, then Save.

12) Click on icon "Import PODs". This will populate entered POD across all HAWBs listed on this Consolidated Delivery List.

NOTE 1: If HAWB is scanned on Consolidated Delivery List before being entered in Orbitrax, it shows status Linked No. Status Linked No is automatically changed status to Linked Yes, when HAWB is entered in Orbitrax.

NOTE 2: Unlike other scanning sessions which have to be closed manually, Consolidated Delivery List closes automatically when the following conditions are met:

- all scanned HAWBs are linked

- all scanned HAWBs have been manifested

- Consolidated Delivery List has been printed (Status: Printed)

- POD for Consolidated Delivery List has been entered (POD is shown in column Subject in "Delivery list - closed session" window)

When the above conditions have been met and session closed, the Consolidated Delivery List can be viewed only by selecting Status "Closed" in Delivery list window.

NOTE 3: Every HAWB scanned on Consolidated Delivery List receives Log "SD" in SSR Log, with Consolidated Delivery List date, time, description and name of user who created it.
 
ORBITRAX.WIN 23/10/2015 Trusted SSR source (Agents)
Did you know ... that although SSRs received from the Agents either via WEB or via MOB are all subject to manual approval (in Menu option 2.4.1 Check Unapproved Logs), you can change the status of selected Agents to "Trusted" and automatically approve SSRs received from those Agents?

In order to set this up, follow these steps:

1) Go to Menu option 3.1.2 Alter Agent, Tab 7. Web SSR

2) Check box "Trusted SSR source"

3) Save modified Agent File

NOTE 1: This will not automatically send SSRs to the Customers, but bypass Unapproved Logs List (2.4.1) and will subject all received SSR to standard SSR sending options (Check, Send ASAP, Send every XX minutes, etc), as per Menu option 3.10.1 SSR Setup.

NOTE 2: Option is available from Orbitrax ver. 10.8 onwards.
 
ORBITRAX.WIN 21/10/2015 Different Invoice address(e...
Did you know ... that Orbitrax has an option of setting Invoicing address by Customer Reference?

In order to set this up, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab 5. Addresses

2) In section "Invoicing address", select option "by Customer Reference". This will bring Trading address as Invoicing address

3) To set exception to the address like in item 2) above, go to section "Invoicing addresses by customer reference"

4) Click on +. This will open a new window "Customer address properties"

5) Enter Reference to which specific invoicing address should apply, Customer name and full address.

6) Save the record

7) Continue adding records (addresses) for other customer references by clicking on + or save modified Customer file

8) This way, invoices with specific customer references can be sent to specific addresses, other than specified in section "Invoicing address" of the Customer file.

NOTE: Option is available from Orbitrax ver. 10.8 onwards.
 
ORBITRAX.WIN 01/10/2015 Depot based distance Servic...
Did you know ... that some STS (Standard Transport Services) can be set in Orbitrax as Depot based distance Services?

This is useful when:

- Shipment has to be delivered as express ex Depot
and
- Agent (Driver) STS has to be manually changed to be different from Customer STS
and
- Tariff is based on distance (origin to destination)
and
- Shipper's address is different than Depot address

In order to set this up, follow these steps:

1) Go to Menu option 3.7 Depot File, Tab 6. Overnight/Triangle

2) In the bottom right section of the screen "Depot based distance Services" click on +. This will open a new window.

3) Mind description of the condition: "Depot based distance Service on HAWB applies when the Service code of the Agent has been changed manually and is different from the Service code of the Customer"

4) Enter Agent STS, which is going to be subject to the above.

5) Save modified record.

Example:

- Depot is BE-1931 BRUCARGO, which is where shipment has been received

- Customer's default STS is CEAD02 - Domestic Delivery

- Shipper's address is DE-36285 NEUENSTEIN

- Consignee's address is BE-1410 WATERLOO

- Shipment has to be delivered as Express, therefore Agent's / Driver's STS is
manually Changed from CEAD02 to CEAD00 - Express Delivery (distance based)

- If CEAD00 was not set as Depot based, distance would be incorrectly calculated from DE-36285 NEUENSTEIN to BE-1410 WATERLOO (548 km)

- after CEAD00 has been set in Depot File as Depot based distance Service - distance is correctly calculated from B-1931 BRUCARGO (Depot) to BE-1410 WATERLOO (28 km)
 
ORBITRAX.WIN 25/09/2015 Printing separate Invoices ...
Did you know ... that Orbitrax now has a facility of printing separate invoices by Customer Reference?

Previously, the only option was grouping HAWBs with the same Customer Reference and printing them on one invoice, with Sub-Total per Reference.

To set up this INV printing option, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab 3. Financial

2) In box "Invoice Style" select one of the options "By reference with Separate Invoice": By Reference (1) with Separate Invoice, By Reference (2) with Separate Invoice, By reference (3) with Separate Invoice, By reference (4) with Separate Invoice, (...), By Reference (10) with Separate Invoice

3) Save modified Customer record

4) Proceed to printing INV in Menu option 4.2, the usual way

5) Orbitrax will print as many separate INV for one Customer, as many are Customer References matching the criteria specified in item 2) above.

NOTE 1: (1), (2), (3), (4), (5) ... (10) are number of characters of Customer Reference, by which they are grouped and then printed on separate invoices

EXAMPLE: HAWBs of Customer CABLET0795 have the following Customer references: ADM1, ADM2, LEGAL, OPERATION, MANAGEMENT and some have been entered without Customer References at all. Customer CABLET0795 Invoice Style has been set as "By reference (4) with Separate Invoice".

When printing INV for Customer CABLET0795, instead of one, the following invoices will be printed: INV nr 1 for all HAWBs without any reference, INV nr 2 for HAWBs with Ref ADM1, INV nr 3 for HAWBs with Ref ADM2, INV nr 4 for HAWBs with Ref LEGA (4 characters of Customer reference), INV nr 5 for HAWBs with Ref OPER, INV nr 6 for HAWBs with Ref MANA.

NOTE 2: If References shown on INV are too short (LEGA instead of LEGAL, MANA instead of MANAGEMENT), change Invoice Style in Customer File to "By Reference (10) with Separate Invoice".
 
ORBITRAX.WIN 21/09/2015 Customer HAWB numbering
Did you know ... that on top of automatic HAWB numbering set in Depot File / Document Numbers, Orbitrax can assign a specific HAWB number to a Customer or group of Customers during HAWB entry?

In order to set this up, follow these steps:

1) Go to Menu option 3.3.6 Customer HAWB numbering

2) Click on icon + to add a new entry

3) Select either Customer group (as set up in Menu option 3.3.5 Customer Group File) or single Customer code

4) Enter HAWB Prefix in box Prefix, enter length of HAWB number sequence in box SEQ length, value of HAWB sequence in box SEQ value and CRC type in box CRC type (Cyclical Redundancy Checking type has to be provided by Customer). If CRC does not apply, type NONE should be selected

5) Field "Sample HAWB" will show sample of HAWB based on entered specification

EXAMPLE 1: Customer BANGBAN300 has HAWB Prefix 1, SEQ length 5, SEQ value 2, CRC type NONE. Sample of HAWB (and next HAWB number picked during data entry) will be: 1000002. Next entered HAWB number will be 1000003, next one 1000004, etc.

EXAMPLE 2: Customer BYSY0000000 has HAWB Prefix BYSY, SEQ length 6, SEQ value 669, CRC type NONE. Sample of HAWB (and next HAWB number picked during data entry) will be: BYSY000669. Next entered HAWB number will be BYSY000670, next one BYSY000671, etc.

NOTE: Prefix can be alphanumeric.

6) After details of HAWB (without number) have been entered for a Customer with own numbering, click on little arrow icon next to HAWB number ("Generates HAWB number from Depot or Customer HAWB numbering")

7) If Customer has own numbering set up - next available HAWB number will be picked

8) Otherwise, next available HAWB as per setup in 3.7 Depot File Tab 3. Document numbers / Automatic Numbering will be picked (even if Automatic Numbering option is disabled).
 
ORBITRAX.WIN 14/09/2015 Incorrect town names (trans...
Did you know ... that Orbitrax can handle / transpose incorrect town names received from the outside sources, such as interfces?

This is particularly useful, when shipments data is received by interfaces and when imported destination towns are not matching town names in Orbitrax database, what is causing records falling into AOD00 zones and consequently - incorrect pricing.

Example: In Orbitrax database destination town is 9120 BEVEREN WAAS (Zone BEAOD04, price 6,00 EUR), destination town as received by interface is 9120 BEVEREN-WAAS (falling into Zone BEAOD00, price 13,00 EUR)

In order to set transposition of incorrect town names, follow these steps:

1) Go to Menu option 7.13 Incorrect town names. This will open a new window incorrect town names list

2) On this list, there are records received with town names and zips, which are not matching exact town name in Orbitrax but, in most cases, they have the same zipcode

3) Highlight record on the list and click on icon "Add new transposition". This will open a new window with a town (or towns) as possible match

4) Select correct town by checking box next to it, then click on Save. Record with incorrect town name will disappear from the list and next time incorrect town name is received by interface - correct town name will be used instead

5) After destination town names have been matched, click on top left icon "Update & Reprice Shipment" to apply newly transposed towns on HAWBs and run re-pricing based on those transposed towns.

NOTE 1: Clicking on icon "Open" gives possibility of opening record and correcting town name directly on HAWB screen.

NOTE 2: In some cases, it may be necessary to go to Town & Zipcode List in Menu option 3.8.4.1, to correct town name in the database.
 
ORBITRAX.WIN 11/09/2015 ZONE MATRIX - simplified zo...
Did you know ... that Orbitrax now offers a simplified way of zoning and entering Customers and Agents tariffs?

It has been achieved by separating Customers zoning from Agents zoning, possibility of assigning individual zoning for Customer and for Agent, quick allocation of country, zone or zips range and simplified way of assigning CRB / ARB to the zones.

The new method called Zone Matrix is meant to create an individual setup per Customer or Agent (or per group of Customers or Agents) to reflect tariff exactly like given to Customer or tariff exactly like received from the Agent (What You See Is What You Get).

Separating zoning per Agent prevents overlapping geographical zones, since every Agent may have in his profile a specific, unique zoning reflected in provided offer / tariff.

Zone Matrix can work for any type of service - deliveries, pickups or sprinters and (important!) different zoning may apply to different type of service. For the purpose of exercise we will use Export Deliveries (CEDD00).

While we still keep CRB / ARB on Zone level (3.8.3 Zone File), the aim is to gradually remove them from there and replace them all with simplified CRB / ARB system entered in Zone Matrix.

EXAMPLE 1 (Customer):

1. Tariffs

We gave all Customers a worldwide tariff for service CEDD00 (Courier Export Door to Door), whereby all destination countries are grouped into 10 zones and to each zone a separate tariff applies.

2. Zone Set group

Since the same zoning and tariffs apply to ALL Customers, we can put them all in the same group. We create group in Menu option 3.8.3.6 "Zone Set group". Click on + to open a new window "Zone Set group properties", enter Group Code (e.g. ALL) and give it Description (e.g. ALL CUSTOMERS). This code has to be also entered in 3.3.2 Alter Customer, Tab 1. Trading, box Zone-Set group. If this would involve a lot of manual work, on your request CDT can allocate a group to all Customers directly in your database.

3. Zone Set

We use option Zone Set (3.8.3.5), by clicking on + to create 10 separate zones for group ALL and service CEDD00, by adding destinations countries to each zone, exactly as given to Customers.

4. Zone Matrix

We use option 3.8.3.3 Zone Set Matrix File to set combinations of Zones From (Origin) and Zones to (Destination) and assign CRB / ARB.

By clicking on + we open a new window "Zone Set Matrix (New)", where we select:

- Matrix for: Customers

- Check box Shp/Spr (Shipment/Sprinter)

- Zone From: we leave blank, if Shippers' origin can be any

- Zone To: we pick destination Zone as set up in Zone Set (item 2 above)

- Service: CEDD00

- CRB: 1

- Save the record

- We repeat the process for remaining 9 zones, assigning CRB 2-10

5. Tariffs entry

Tariffs should be entered the usual way: for Customers: CEDD00, CRB 1-10

6. Pricing

Clicking on button "Matrix Info" in Pricing Info (Tab 3. of HAWB screen) opens window "Matrix information", where the details of used Zone Sets and Matrix are shown.

EXAMPLE 2 (Agent):

7. Tariffs

We received a worldwide tariff from Agent DHLWAW0000 for service CEDD00 (Courier Export Door to Door), whereby all destinations countries are grouped into 7 zones with 7 different tariffs.

8. Zone Set group

Setting up Zone Set group does not apply to this (single Agent DHLWAW0000) example, but the same zoning and tariffs may apply to some Agents (e.g. drivers). If this is the case, we can put them all in the same group. We create group in Menu option 3.8.3.6 "Zone Set group". Click on + to open a new window "Zone Set group properties", enter Group Code (e.g. DRIVERS) and give it Description (e.g. DRIVERS). This code has to be also entered in 3.3.2 Alter agent, Tab 1. Trading, box Zone-Set group. If this would involve a lot of manual work, on your request CDT can allocate a group to selected Agents directly in your database.

9. Zone Set

We use the option Zone Set (3.8.3.5), by clicking on + to create 7 separate zones for Agent DHLWAW0000 and service CEDD00, by adding destinations countries to each zone, exactly as provided by DHLWAW0000.

10. Zone Matrix

We use option 3.8.3.3 Zone Set Matrix File to set combinations of Zones From (Origin) and Zones to (Destination) and assign CRB / ARB.

- Matrix for: Agents

- Check box Shp/Spr (Shipment/Sprinter)

- Zone From: we leave blank, if Shippers' origin can be any

- Zone To: we pick destination Zone as set up in Zone Set (item 9 above)

- Service: CEDD00

- ARB: 1

- Save the record

- We repeat the process for remaining 6 zones, assigning ARB 2-7

11. Tariffs entry

Tariffs should be entered the usual way: for Agent CEDD00 for DHLWAW0000, ARB 1-7, CEDD00

12. Pricing

Clicking on button "Matrix Info" in Pricing Info (Tab 3. of HAWB screen) opens window "Matrix information", where the details of used Zone Sets and Matrix are shown.

NOTE: This short Manual of setting up Zone Matrix can be downloaded from www.wqxs.net / Members Area / Downloads
 
ORBITRAX.WIN 31/08/2015 SMS Module
Did you know ... that Orbitrax has facility of sending SMS to the Customer, Agents, Shippers or Consignees?

This is particularly useful in case of e.g. notifying delivery to the Consignee, notifying delivery with COD to the Consignee, sending SSRs (including PODs) to Customer and / or Bulletins to Customers or Agents.

Using this option is obviously possible only when mobile phone numbers are available:

- for Agents - in Agent File, Menu option 3.1.2 Tab 3. Contacts,

- for Customers - in Customer File, Menu option 3.3.2 Tab 6. Contacts,

- for Shippers - in HAWB screen, field Mobile in section "Shipper",

- for Consignee - in HAWB screen, field Phone in section "Consignee"

- other mobile phone numbers to be manually entered in Send SMS screen.

SMS can be used for sending either A) SSRs (PODs), B) as template (pre-defined message) C) free text message or D) Bulletin.

To set up SMS follow these steps:

A. SSRs and / or Bulletins to be sent by SMS:

1) Go to Menu option 3.3.2 Alter Customer, Tab 4. Communication.

2) Click on + to add new communication

3) Select Function SSR and / or BULLETIN-SMS

4) Select Output SMS

5) Enter mobile phone of Customer, bearing in mind that it should always start with 00 + country dialing code (0032 for Belgium, 0044 for UK, 0048 for Poland, 0034 for Spain, etc)

6) Select SSRs codes to be sent by SMS

7) Save new communication.

8) To set up SSRs and / or Bulletins to be sent by SMS to the Agent, go to Menu option 3.1.2 Alter Agent, Tab 4. Communication.

9) Click on + to add new communication

10) Select Function SSR and / or BULLETIN-SMS

11) Select Output SMS

12) Enter mobile phone of the Agent, bearing in mind that it should always start with 00 + country dialing code (0032 for Belgium, 0044 for UK, 0048 for Poland, 0034 for Spain, etc)

13) Selection SSRs codes to be sent by SMS

14) Save new communication.

NOTE 1: Both SSRs and Bulletins will be sent to Customer / Agent as per setting and schedule of sending SSRs and Bulletins by email in pdf format.

B. To create SMS template (pre-defined) messages, follow these steps:

15) Go to Menu option 3.11.5 Description Files and select Content SMS from SSR Screen

16) Click on icon + to add a template. This will open a new screen - Description Properties

17) Enter text of a message in text editor window, using Variables shown in the bottom section "Variables": %H% - HAWB number, %HA% - Agent HAWB Number, %CR% - customer reference, %PD% - Pickup Date, %ED% - Export Date, %CP% - company phone (CSV if empty trading phone number), %AP% - agent phone, %COD% - COD

Example: We plan to deliver to you today %H%, cash on delivery %COD%. Contact Viva Xpress %CP% to agree on delivery time.

18) Box "Default", if checked, indicates that this template message will be most used. Default template message will always appear on top of other templates in SMS entry screen.

C. To send template or free SMS message from SSR Screen, follow these steps:

19) Go to Manu option 2.1 Enter / View SSR(s)

20) Click on SMS icon in the top task bar

21) This will open a new screen "Send SMS"

22) Default template message (see item 18 above) automatically appears in box "Template". Skip it if you want to use it, or select another template message to be sent as SMS

23) If you want to send SMS to existing numbers of Agent, Consignee, Shipper or Customer (see above) - select one of them in box "Send To"

24) Select mobile phone number from the list of all available phone numbers, by clicking on + in the box "Phone Selection". You can select more than one mobile phone number

25) Selected numbers will appear in box "Phone Numbers". You can add any additional mobile phone number after "," (comma)

26) Selected template message will appear in box "Message". You can modify it or even delete entire message and enter your own

27) Standard SMS message has length of 160 characters, as indicated in box "Max. Length". Another box indicates numbers of characters left.

28) Once SMS messages is ready to be sent, click on Save.

NOTE 2: Please note, that variables will convert into text. E.g. variable %H% may convert into HAWB of 15 characters. It is therefore advisable to keep SMS messages as brief as possible.

NOTE 3: SMS message longer than 160 characters will be sent as 2 SMS messages, what will result in higher cost.

D. Additional settings

29) While SSRs / Bulletins in most cases can be sent by email 24/7, time frames of sending SMS messages should be limited. To restrict days / times of sending SMS, go to Menu option 3.7 Depot File, Tab 9. Settings

30) In the right hand side, middle section SMS Scheduler, set times and days for SMS sending activity. SMS messages created outside these times and days will be placed in a queue and sent automatically when the schedule becomes active.

NOTE 4: Sent SMS message is registered in HAWB SSR Log under code SM. It also shows name of the user who sent it, date and time of sending as well as status which can be either Scheduled, Sent, Delivered, Error or Cancelled.

NOTE 5: Summary SMS Activity Log can be viewed in Menu option 9.3 SMS Log

NOTE 6: After considering quality of service as well as the lowest possible prices for all the Members (locations), WQXS selected one SMS supplier - Infobip. WQXS has developed interface between Orbitrax and SMS Gateway, but Members interested in activating option of sending SMS will be required to open their own account with Infobip, negotiate own rates and buy a credit (Infobip provides free credit of about 2 EUR in order to perform initial tests). Please contact WQXS and we will direct you to your Infobip Country Manager.
 
ORBITRAX.WIN 24/08/2015 Customer INV / MNI / CNS in...
Did you know ... that on top of setting up standard headers and footers of financial documents in Menu option 3.9.A.2, you can also set up individual footer for a Customer?

This is useful, if you wish to communicate certain, invoice related message to a particular Customer, such as specific VAT regulations, special instruction for issuing cheques, etc.

To set up individual footer for a Customer follow these steps:

1) Go to Menu option 3.3.2 Alter Customer

2) Go to Tab. 11 Invoice

3) In the bottom section of the screen, in the field "Invoice footer text", enter required text of the footer

4) Save modified Customer File.

NOTE 1: Maximum length of this footer text is 200 characters

NOTE 2: This footer applies to Invoices (INV), Manual Invoices (MNI) and Credit Notes on Sales (CNS).

NOTE 3: This footer is Customer and NOT selected document related, what means that once set up, it applies to ALL Invoices (INV), Manual Invoices (MNI) or Credit Notes on Sale (CNS) issued for a particular Customer.
 
ORBITRAX.WIN 21/08/2015 Zero-priced customer charge...
Did you know ... that some zero priced HAWBs can be excluded from invoicing? This can be the case if e.g. own pre-printed HAWBs or shipments packing supplies are delivered to the Customer, whereby "0" Customer tariff (FOC) applies and you do not wish to show this item on invoice.

In order to set up this rule, follow these steps:

1) Go to Menu option 3.7 Depot File, Tab 13. Invoice

2) Go to bottom section "Disable zero-priced customer charges"

3) Click on + to add new entry. This will open a new window "Disable zero-priced charges"

4) Select Customer Category in the field "Customer category" - optional

5) Select Service Code - mandatory

6) Save record

7) Save modified Depot File.

NOTE 1: The above setup will result in HAWBs matching criteria (Service and Category, if selected) being excluded from invoicing.

NOTE 2: HAWBs concerned receive a special invoicing flag, therefore even if the above rule is cancelled, they will not appear on newly printed invoices.
 
ORBITRAX.WIN 11/08/2015 InvoiceS Summary and Invoic...
Did you know ... that you can generate xls file with Invoices Summary and selected Invoices details?

Generating Invoices Summary in xls is useful for e.g. injecting Invoices data into an accounting application.

Generating a single Invoice or selection of Invoices in xls is useful, when the User wants to check the details of already generated (and even confirmed) invoice(s) and finds it easier to check it in xls rather than pdf.

In order to generate xls files follow these steps:

1) Depending whether you want to generate xls from not yet printed Invoice for all Customers, one Customer, or generate xls from Invoice already confirmed, go to one of these Menu options:

- 4.2.2. Print All Customers Invoices

- 4.2.3 Print Invoices For One Customer

- 4.2.4 Re-Print Customer Invoices (not confirmed)

- 4.2.8 Re-Print Confirmed Invoices

2) Select criteria - Tariff group, Category, Group, Shipment Pack, Shipment HAWB (if Invoice is to be printed for a specific HAWB) in window "Print invoice". Entering these criteria is not mandatory.

3) Enter Shipment pickup date upto and Date of invoice run in the same window "Print invoice". Entering these dates is mandatory.

4) Click on icon Save

5) This will open a new window "Print invoices" with a list of invoices

6) To generate invoices Summary click on icon Excel SR

7) Select location of the xls file by clicking on a little square. Find location, enter the file name and click on Save

8) This will generate an xls file a summary of: Invoices number, Invoices Date, Customer Codes, Invoices Currency, Invoices Total and Invoices Discount.

9) To generate xls file with the details of a particular Invoice, repeat steps 1-5, highlight required invoice then click on icon Exel

10) Select location of the xls file by clicking on a little square. Find location, enter the file name and click on Save.

11) Xls can contain either the details of a single (selected) Invoice or All Invoices from the list. Make your choice in the screen "Invoice Export"

12) This will generate an xls file with the details of selected Invoice: Customer Code, HAWB, Pickup Date, Customer's Reference, Consignee, Consignee's Address, Consignee's Town, Consignee's zipcode, Consignee's Country, Weight, Type (D=DOX, N=NDX, H=HV), Invoice Number, Basic Charge, Additional Charges, FSS, Invoice Total, Special Service, Shipper's Name, Shipper's Country, Shipper's zipcode, Shipper's Town, Distance, POD Date and POD.
 
ORBITRAX.WIN 31/07/2015 Customers Groups
Did you know ... that you can preview on screen, create certain reports, print Invoices and simplify scanning process for a group of Customers?

This is particularly useful, when there are several Customer Accounts created for a specific purpose (such as different departments within one company, several depots within one company), but in terms on displaying the data, reporting and scanning, they can be treated as one, without selecting particular Customer accounts one by one.

NOTE 1: meaning of Customer Group is different from Customers Tariff Groups and Customers SSR Group.

In order to set up and allocate Customer Groups, follow these steps:

1) Go to Menu option 3.3.5 Customer Group File

2) To add a new Group, click on +

3) Enter a Group code in box "Code"

4) You can also add Group description or note in box "Note"

5) Save record

6) Once a Group has been created, go to Menu option 3.3.2 Alter Customer and select Customer Group from the box "Group"

7) Save modified Customer File.

NOTE 2: Customer Group has been added to Advanced Search screens in Menu options: 1.3 Alter / View HAWB(s), 2.2 Multi SSR Entry and 4.4.9 Generate EXCEL Report.

NOTE 3: Customer Group has been also added as one of the options to 4.2.2 Print All Customer Invoices and as one of the filters on 4.4.4 Gross Profit Analysis (report).

NOTE 4: Shipments from various Customers in the same Group are treated as scanned from the same Customer in Menu option 1.13.9 Warehouse customer inbound. It means that if scan is performed for one, selected Customer from a group, shipments from other Customers from the same group are recognized and scanned in. In case of scan of HAWB pre-entered for one Customer and scanned for a Customer not from the same group, HAWB is scanned in, but is not recognized as existing in the system (it will not receive Scan IN log in SSR Log).
 
ORBITRAX.WIN 27/07/2015 MAWBs import from file
Did you know ... that you can import MAWBs details in advance, from a file?

This is particularly useful, when you have stock of MAWBs, so you know MAWB details (number, date, routing, Agent) in advance. Instead of entering those details manually, you can put them in file, which you can then import directly into MAWB File in Orbitrax.

In order to import the file, follow these steps:

1) Go to 1.10.2 Alter MAWB, enter any date in box Value. This will open a list of MAWBs,

2) Clik on icon "Template" (top task bar). This will open a windown "File selection",

3) Click on little square, find location and save the template and click on icon "Save" in File selection window,

4) Go to location where you saved the template and following examples, fill the file with MAWB details (leaving last column "Note" blank),

5) Save the file as csv (semicolon ; as a separator).

6) Go back to 1.10.2 Alter MAWB, enter any date in box Value. This will open a list of MAWBs,

7) Click on icon "Import MAWB from File" (top task bar), go to created file location and click on Open. The file will be imported into MAWB list screen and Orbitrax will show the total number of imported MAWBs.
 
ORBITRAX.WIN 20/07/2015 Change of displaying Agents...
Did you know ... that the way of displaying Customer and Agent tariffs has been recently changed?

On request of some Members, CDT have changed displaying tariffs in a way, that only the tariff exactly matching entered code in Menu option 3.9.1.2 Alter Agent Tariff and 3.9.2.2 Alter Customer Tariff (option "Tariff Code") is displayed. This is making sorting on screen (by service code STS, CRB, ARB, description, etc) more transparent and tariff maintenance easier.

If the user wants to display a list of tariffs, it is now required to use mask *

Example:

Before, when tariff code W has been entered in 3.9.1.2 or 3.9.2.2 (option "Tariff Code"), the list of displayed tariffs also included all the tariffs starting with W:
W, WWT, WITGEL, WALTDISNEY, etc.

Now, when tariff code W is entered in 3.9.1.2 or 3.9.2.2 (option "Tariff Code"), only tariff W is displayed. To display other tariffs starting with W, either mask W* or exact tariff code of required tariff has to be entered.
 
ORBITRAX.WIN 13/07/2015 Alphanumeric MAWB and Manif...
Did you know ... that it is now possible to create alphanumeric MAWB? This is particularly useful for creating non-airlines MAWB for the linehauls, whereby MAWB numbers were not provided by the linehaul agent and therefore Origin and Destination IATA Gateway codes can be used as a part (prefix or suffix or both) of MAWB number.

To activate this option, go to Menu 3.7 Depot File, Tab 9. Settings and check option "Alphanumeric" in section MAWB number mask at the bottom of the screen.

The option can be used not only for MAWB entry in the Menu 1.10.1 Enter MAWB, but also in Menu 1.6.9 Manifest Creator, which allows creating fixed mask MAWB, to be used daily without having to create them every day.

1) To create Manifest with fixed mask MAWB, click on +. This will open a new window "Manifest creator"

2) Enter prefix and suffix (checking box "Digit" will allow numerical values only)

3) Select sequence type - either combination of dates or simple sequence. In case of selection "Sequence", next sequence number has to be entered in the box "Next sequence".

4) You can disable or enable Manifest creation, what is useful if temporarily Manifest don't have to be automatically created.

5) Save the record.

NOTE: Creating the Manifest(s) alone does not transfer Manifest(s) details to Manifest Print in Menu 1.6.1. In order to transfer the Manifest(s) to Manifest Print screen, select the Manifest(s) and click on top left icon "Generate Manifests".

EXAMPLE: manifest created with MAWB LOS130715ABV (whereby LOS is a prefix, 130715 is a selected sequence date in format ddmmyy and ABV is a suffix) would mean linehaul from Lagos to Abuja on 13/07/2015.
 
ORBITRAX.WIN 22/06/2015 Range of HAWB numbers alloc...
Did you know ... that Orbitrax has an option of allocating HAWB numbers to Customers, what is resulting in Customer Code being picked automatically, when allocated HAWB is entered? This is particularly useful for entering HAWBs from Customers with pre-printed HAWBs, as it speeds up data entry.

1) To allocate range of HAWB numbers, go to Menu option 3.3.7 HAWB number allocation

2) Click on + to allocate HAWB range to a Customer. This will open a new window "HAWB numbers allocation to customer"

3) Enter (or select from a list) Customer Code

4) Enter HAWB range From

5) Enter HAWB range To

6) Save record

7) When HAWB number within allocated range is entered (or pre-entered) in Menu option 1.1 (Enter HAWB(s) or 1.2 (Pre-Enter HAWB(s), Customer Code will be picked and displayed automatically.

EXAMPLE: Customer ABCLHR0000 has HAWB range from 20150001 to 20150100 allocated in Menu option 3.3.7 HAWB number allocation.
When users enters or pre-enters HAWB 20150056 - Orbitrax will automatically pick Customer Code ABCLHR0000.
 
ORBITRAX.WIN 15/06/2015 Advanced Search by User
Did you know ... that there is a new option available in Orbitrax, which is listing of shipments registered (entered or pre-entered) by Orbitrax user?

In order to display the list, follow these steps:

1) Go to Menu item 1.3. Alter/View HAWB(s)

2) Select option "Advanced Search" (middle icon). It will open a new window - Advanced Search

3) Enter the dates and search criteria in usual way, then in the box "Created by", select the name of the User

4) Click on Save to confirm selection.

5) A new window "Shipments" will open, with a list of HAWBs matching selected criteria, entered or pre-entered by selected User.

NOTE: Option is available from Orbitrax version 10.5 onwards.
 
ORBITRAX.WIN 12/06/2015 Setting up services of cust...
Did you know ... that you can allocate specific service code(s) (STS) to the Customer File? This is in order to make manual entries as correct as possible in terms of using service codes (STS), without slowing down the data entry process.

In previous versions of Orbitrax, only one default Service Code (STS) has been allocated to a Customer and in case of using STS different that default during the data entry, user had to select another STS from a long list of all active STS.

In the newest version of Orbitrax, there is an option of limiting this list to only STS used by a Customer. Selecting other STS than pre-defined is optional.

To define STS used by a Customer, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab.3 Financial.

2) Click on box "Services of Customer". This will open a new window "Customer services"

3) Click on + to add new service of Customer

4) Click on box "Service". This will open a window with selection of all active STS

5) Select required STS from the list

6) Leave box "Destination Country" blank, unless certain STS has to apply to a certain destination.

EXAMPLE: default STS for Customer ABCDEF0000 is CEAD06 (INT'L DELIVERY), but you want Orbitrax to force STS CEAD02 (DOMESTIC DELIVERY) for shipments to Belgium. In this case, you have to select BE - BELGIUM in box "Destination Country".

NOTE 1: Above (Destination Country) option applies only to imported and not manually entered HAWBs.

7) Select one of the types: NOT default (for additional STS), Default for pickup job (applies to HAWBs and Pickup Orders) or Default for delivery job (applies to HAWBs).

8) Save record

9) If required, add more STS.

NOTE 2: If there are more than one STS set in Customer File, while HAWB or Pickup Order for this Customer are being entered, the list of available STS (set in Customer File as above) will open automatically. Default STS will be highlighted for quick selection; in case of HAWB - default delivery job STS, in case of Pickup Order - default pickup job STS. User can either select another pre-defined STS or, by clicking on box "Status" and then selecting "All", user can open a list of all active STS, even those which were not pre-defined in Customer File.
 
ORBITRAX.WIN 29/05/2015 Automatic replacing Default...
Did you know ... that Orbitrax has an option of automatic replacing Default (Delivery) Agent in the Zones?

This option is particularly useful when the Default (Delivery) Agent allocated to certain zones is changing and this requires replacing by another Agent, in all Orbitrax zones concerned.

In order to change the Default (Delivery) Agent in one go, follow these steps:

1) Go to Menu option 3.8.3.6 "Replace default agents of zones"

2) In the box "OLD Agent", enter or select from the list the old Agent code. This will display a list of all zones where selected Agent is Default agent

3) In the box "NEW Agent", enter or select from the list the new Agent code.

NOTE 1: The process will change the Default Agent in ALL listed zones. If you don't want to change the Agent in certain zones, remove them from the list by clicking on the red icon X.

NOTE 2: The list will show Default (Delivery) Delivery Agents entered in Tab.1 Main of the Zone, as well as Default Agents entered in Tab.3 Services of the Zone.

4) Once the above steps are completed, click on top left icon ("REPLACE agents").

5) Replacing the Agent is an irreversible operation, therefore Orbitrax will display a "Are you sure ...?" warning, asking the user for confirmation, before proceeding with the replacement.

6) As soon as the operation of Agent replacing has been completed, the zones for which the Agent has been replaced will disappear from the list and those for which the Agent has NOT been changed will be displayed.
 
ORBITRAX.WIN 22/05/2015 Pickup Order weight/pieces/...
Did you know ... that Orbitrax can automatically reconcile number of scanned shipments and their weight with original weight and number of pieces entered in Pickup Order (Call Register / F12)?

Often, when Pickup is ordered and registered in Orbitrax, number of shipments (pieces) and exact weight are not yet known. Therefore Pickup Order is registered as e.g 1 piece, 1 kg and has to be manually updated later, in order to bill Customer / pay the Agent for correct number of pieces / weight.

Pickup weight / pieces/ shipments automatic reconciliation procedure calculates number of shipments (and their dead weight) scanned against Pickup Order and updates number of pieces and (dead) weight of original Pickup Order. This way there is no need for manual updating of Pickup Orders with real weight / shipments (updated as pieces).

In order to start the procedure:

1) Go to Menu option 6.7 Pickup weight/pieces/shipments reconciliation

2) Select the period for which you want to perform automatic reconciliation

3) Click on Save to start the procedure

4) When the procedure is finished, Orbitrax will display number of updated Pickup Orders.

NOTE 1: Reconciliation procedure updates Pickup Order pieces with total number of shipments scanned against this Pickup Order, and NOT total number of shipment(s) pieces.

Example:

- Pickup Order 108136 has been entered as 1 piece 1,00 kg

- Three HAWBs have been scanned against Pickup Order 108136: HAWB - 284745 1 piece, 1,00 kg, HAWB 284748 - 1 piece 5,00 kg, HAWB 284747 - 2 pieces 8,50 kg.

- Reconciliation procedure will update Pickup Order 108136 to 3 pieces, 14,50 kg.

NOTE 2: Reconciliation procedure will update weight (to higher or lower than originally entered in Pickup Order), but will NOT downgrade the type of vehicle.

NOTE 3: Reconciliation procedure will upgrade the vehicle type, if reconciled weight is higher than originally entered in Pickup Order and is falling into higher vehicle weight category.

NOTE 4: Option of Pickup Order weight/pieces/shipments reconciliation is available from Orbitrax ver. 10.4 onwards.
 
ORBITRAX.WIN 15/05/2015 Printing Manifest by Gateway
Did you know ... that Orbitrax allows printing manifests by Gateway (on top of standard option of printing manifest by Agent)?

This option is particularly useful, when the shipments are handled by one Agent (e.g. LHR), but sent for further distribution to the multiple Agents, e.g. HKG, DXB, SIN, DEL, BKK, DAC, MNL, etc) whereby printing separate manifest per Agent is not required, but separate communication (such as Outstanding PODs Report) is.

NOTE: In order for manifest to be printed by Gateway, zones of HAWBs (Consignee's zone) must have this Gateway allocated to them. For example:

A) Consignee of the shipment 1 handled by agent LHR (and then by delivery agent BKK) is in zone THBKK00. Gateway allocated to this zone should be LHR and not BKK.

B) Consignee of the shipment 2 handled by agent LHR (and then by delivery agent DXB) is in zone AEDXB00. Gateway allocated to this zone should be LHR and not DXB.

C) If required, manifest per Gateway LHR can be printed for above HAWBs, instead of two separate manifests for Agents BKK and DXB.

Providing the Gateways have been properly allocated to the zones as explained above, in order to print a manifest per Gateway, the user should:

1) go to Menu option 1.6.1 Print Manifest

2) from the top task menu - select option +GW (Gateway), what will open a new window

3) in box Gateway - enter or select from the drop down list a gateway

4) enter MAWB number in the field MAWB

5) confirm date (current date is always prompted) or enter another date

6) select (check) type of manifest to print - Print for All (always prompted), Dox, Ndx or Hv

7) click on Save

8) print manifest.
 
ORBITRAX.WIN 08/05/2015 SSR Log Reminder
Did you know ... that you can set up SSR Log reminder in order to follow up certain events?

In order to set this up, follow these steps:

A. For new SSR:

1) Go to Menu option 2.1 Enter / View SSR(s)

2) In Tab 1, Entry - enter SSR

3) Click on icon Apply (red diskette) in the top menu bar

4) Go to Tab 2. History. Newly entered SSR will be highlighted blue

5) Select option "Add Reminder" in the SSR Menu bar

6) In the field "Future date" select the date under which the reminder should appear on the reminders list

7) In the field Note, enter note / comment

8) Click on icon diskette to Save SSR log reminder

B. For previously entered SSR:

9) Go to Menu option 2.1 Enter / View SSR(s)

10) Go to Tab 2. History

11) Select (highlight blue) SSR you would like to set the reminder for

12) Select option "Add Reminder" in the SSR Menu bar

13) Repeat steps 6-8 above

C. Reports

14) SSRs reminders can be previewed in Menu option 2.4.7 SSR logs reminder. By default all Open SSR reminders up today are shown on the list. To display earlier reminders, change "To" date.

15) Reminder can be closed by clicking on icon "Check as closed" in the top Menu bar

16) Internal Note can be added to SSR Log by clicking on icon +. The procedure is the same as entering Internal Log directly via SSR Log (in Tab 2. History), whereby added Note is saved at the top of the logs, unless option "Add to selected log" is selected and Note is added underneath of selected (highlighted blue) SSR

17) To preview closed SSR reminders, change Status from "Open" to "Close". By default closed reminders of last 14 days are displayed, however both dates "From" and "To" can be changed in order to narrow or expand the period of previewed SSR reminders.

SSR Log Reminder option is available from Orbitrax version 10.3 onwards.
 
ORBITRAX.WIN 29/04/2015 Special Service Code (SPS) ...
Did you know ... that Orbitrax can display selected SPS (Special Services) during SSR entry, in order to help the user to monitor e.g. delivery delays in case of timed deliveries?

In order to activate this option, follow these steps:

1) go to Menu option 3.9.5.4. Special Service Codes

2) from the list of Special Services, select (open) Special Service, which you would like to be displayed during SSR entry. This will open a new window "Special Service Properties"

3) check box "Show on SSR screen"

4) save modification

5) during SSR entry in Menu option 2.1 Enter / View SSR(s) for HAWB with SPS (Special Service) marked "Show on SSR screen", this service will be displayed on the red background, in Tab 1 Entry.

NOTE: this option works for a single or multiple SPS, what means that in case of more than one SPS entered for HAWB, all of them will be displayed in Tab 1. Entry of SSR Entry screen.
 
ORBITRAX.WIN 24/04/2015 COD Rule - automatic adding...
Did you know ... that as the opposite to the manual entry, Orbitrax can automatically add Special Service Code COD - Cash On Delivery (SPS COD) and subsequently pricing (surcharge) to HAWB, when COD amount and currency are entered?

Request for COD is usually linked with a COD handling surcharge billed to a Customer and COD handling surcharge charged by the Agent. Providing the relevant STS COD tariffs have been entered in Menu option 3.9.5.1 (Customer) and 3.9.5.2 (Agent), once COD amount and currency have been entered, both surcharge to a Customer and surcharge from the Agent will appear in HAWB Pricing Info.

In order to activate the COD rule, follow these steps:

1) Go to Menu option 3.9.5.4 Special Service Codes and make sure that Special Service (SPS) COD is enabled (box "Enabled" should be checked)

2) Go to Menu option 3.9.5.3 Special Services Rules

3) Locate Special Service COD, open record and make sure that option "Add special service" is selected and box "Active" is checked.

Note: Activating COD rule will result in Special Service COD being automatically added to HAWB as soon as COD amount and currency are entered in section "COD" in HAWB screen.
 
ORBITRAX.WIN 17/04/2015 Cash payment HAWB
Did you know ... that you can now register HAWBs paid by cash?

In order to do so, follow these steps:

1) Go to Menu option 1.1 or 1.2 to enter or pre-enter HAWB details.

2) In the bottom middle section, check the box "Cash payment". It will change colour to yellow, to give a clear indication that this is Cash shipment.

NOTE: Shipment paid by Cash requires printing invoice at once, otherwise it will be included in (fortnightly, monthly) credit invoice.

In order to print invoice for single Cash HAWB follow these steps:

3) Once HAWB details have been entered and box "Cash payment" checked, click on second left top icon Apply

4) If asked - confirm HAWB number

5) Click on Tab 3. Pricing

6) Click on option (button) "Invoice". This will display a message "Create New Invoice. Continue?" Answer "Yes"

7) Print and confirm invoice in usual way

8) Printed INV number will be allocated to HAWB concerned.

To generate a report of Cash shipments follow these steps:

9) Go to Menu option 4.4.23 Shipments cash payment report

10) Select your report criteria:

- Report for: Customer (All) or Agent (All) or Station (All) or Service (All) or for selected Customers or Agents or Station or Service

- Select Customer category or leave blank for All

- Select either shipment Pickup or Export Date

11) Click on Save. This will open a new window "Shipments cash payment list".

12) From this list you can:

- open selected HAWB

- print report

- preview report on screen

- generate excel report
 
ORBITRAX.WIN 03/04/2015 Communication applications ...
Did you know ... that you can monitor performance of communication applications (Orbitran, Orbimail, etc) in Orbitrax?

In order to set this up, follow these steps:

1) Go to Menu option 3.7 Depot File Tab 9. Settings

2) Make sure that only active applications are checked in the bottom right section of the screen "Communication Application in use" (e.g. - if you don't use Orbifax, box "Fax" should be unchecked)

3) In Menu option 7.10 Application Notification you can then see the performance of each communication application whereby:

- modules unchecked in Depot File (as explained in the item 2 above) show status "Module disabled"

- "Action" shows currently performed task

- "Start at" and "End at" show starting and ending time of last performed task

- "Delay" shows time (in minutes) from the last performed task. Green means it is within scheduled interval, red means it extended scheduled interval and has to be checked.

- "Last status" shows if task is currently working or if it's currently idle

4) In the bottom section of the screen "Alert when failed", you can check boxes of applications, which you want to closely monitor

5) When you click on box "Hide window", the window "Application notification" will close, but delay in action / failure of one (or more) of checked applications will result in window "Application notification" pop up on screen.
 
ORBITRAX.WIN 31/03/2015 Registering multi-piece shi...
Did you know ... that you can now register multi-piece, multi-numbered shipments in Orbitrax?

In order to do so, follow these steps:

1) Go to Menu option 1.3 Alter/View HAWB(s)

2) Click on box Weight options next to Weight of a shipment

3) Select option Volumetric Weight. This will open a new window "Shipment dimension"

4) Enter multi-piece number in the field "Number" and / or volumetric weight of each piece.

5) Save the record.

NOTE 1: Searching for any piece number in Menu option 1.3 Alter/View HAWB(s) or 2.1 Enter / View SSR(s) will result in the "Main" HAWB being displayed.

NOTE 2: For the time being there is no system of sending separate SSR per piece. That means that any SSR enterd for the "Main HAWB" applies to all the pieces.
 
ORBITRAX.WIN 20/03/2015 SPS (Special Service) fixed...
Did you know ... that the pricing of SPS (Special Service) on Customer can be now updated in Shipments Pack?

This may be particularly useful, when one fixed charge for the Special Service (SPS) has been agreed with a customer and has to be added to the pricing of several HAWBs.

In order to add one SPS price to HAWB in Shipments Pack, follow these steps:

1) Create Shipments Pack (functionality and the method of creating Shipments Pack has been described in the System News dated 27/06/2011 - please check our website for details)

2) Go to Menu option 1.16.1 "Pack of shipments" and select (highlight blue) the Pack you want to modify

3) Click on "Update shipments" icon on the top task bar (diskette). This will open "Update shipments in pack" window

4) Select SPS code in the field "Special"

5) You can add selected SPS on top of SPS already existing on HAWB (the same SPS) by checking option "Add special service even if already exists on HAWB". If you don't select this option and the same SPS already exists on HAWB - the procedure will not add a new SPS, but will update existing one

6) Check box "Add/Update as manual charge"

7) Enter the amount and currency in boxes "Total"

8) Click on Save. The progress bar will indicate update process and once finished, a message "Update success" will be displayed.


NOTE 1: Please remember, that the updates made by Shipments Pack cannot be automatically reversed, so always make sure that you have done the right selection of HAWBs and selected correct update procedure.

NOTE 2: This option is available from Orbitrax ver. 10.1 onwards.
 
ORBITRAX.WIN 17/03/2015 Changing status of multiple...
Did you know ... that you can change Status of multiple Customers / Agents in one go?

The status of Customer and Agent can be on either Active, On-stop, Closed or Prospect.

In order to change Status for multiple Customers or Agents, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer or 3.1.2 Alter Agent,

2) Click on a little diskette top left icon to display a list of all Customers / Agents. You can also select and display Customers or Agents by any other selection available in "Field", e.g. in case of Customers - Group or Category,

NOTE 1: Remember that by default only Trading (Active & On-Stop) Customers / Agents are displayed. To display all Customers / Agents, click on combo box "Status" in the top left section of the screen and select "All"

3) In addition, when the list of required Customers / Agents is displayed, you can sort the data by clicking on one of the columns: Code, Name, Town, Country, Status, Last Shipment, Modified and (Modified) By (In case of Customers - also Cat(egory), Cash, Dormant),

4) Select Customers / Agents for which you wish to change Status (from any current Status to one, common Status)

NOTE 2: A block of Customers / Agents can be selected by highlighting the first record, then clicking on the last required record by using the combination of keys Shift+left mouse click.

NOTE 3: Customers / Agents not in block can be selected by combination of keys Ctrl+left mouse click.

5) Once selection of Customers / Agents has been made, click on top menu option "Status" and select one of the available options: Active, On-stop, Closed or Prospect.

6) Upon confirmation of the operation (question: Are you sure to save new Status: XXXX Continue?" - all selected Customers / Agents will have their Status changed to selected one.
 
ORBITRAX.WIN 09/03/2015 Duplex printing of Invoice(s)
Did you know ... that Orbitrax now offers a possibility of printing Invoices on a printer with function "duplex"?

Duplex printing is a feature of printers that allows the automatic printing of the text on both sides of a sheet of paper.

In practical terms it means, that in case of invoice, terms & conditions and 2 pages of specifications, instead of fitting on 4 pages, duplex printing will reduce it to just 2 pages.

In order to duplex print Invoice(s):

1) Go to either Menu option 4.2.2 "Print All Customers Invoices" or 4.2.3 "Print Invoices for One Customer" and proceed with generating invoices as usual,

2) Once invoice list has been displayed, check option "Print DUPLEX" in the top section of the screen.

NOTE 1: In order to duplex print invoices, the user should also select option "duplex" in the printer properties, in window "Printing" (selection of printers),

NOTE 2: Duplex printing is also available in Menu option 4.2.4 "Re-Print Customer Invoices" and 4.2.8 "Re-Print Confirmed Invoices".

NOTE 3: Even if original invoice(s) have been printed in traditional way, they can be duplex re-printed.

NOTE 4: Option of duplex printing is available from Orbitrax version 10.1.0 onwards.
 
ORBITRAX.WIN 27/02/2015 Customer discount on select...
Did you know ... that Orbitrax can quickly calculate customer discount on selected pricing line?

In order to calculate the discount on pricing line:

1) Go to HAWB screen, Tab 3, "Pricing".

2) Highlight blue the pricing line you would like to calculate the discount on.

3) Click on icon "Open". This will open a new window "Customer charge".

4) Click on top bar icon "Calculator" (Use discount).

5) In the field "Discount %", enter percentage of the discount you want to apply to this specific pricing line.

6) Click on icon "Save".

NOTE 1: Discount will be calculated on ALL elements of selected pricing line.

NOTE 2: The calculated discount is not shown as a value in the separate field, but is decreasing the original value of EACH element of selected pricing.

NOTE 3: The discount can be calculated on all types of pricing entry: Standard (Auto), Special and Manual.

NOTE 4: The percentage of the discount is shown in the charge description and will appear on invoice.
 
ORBITRAX.WIN 25/02/2015 Warehouse Customer Inbound
Did you know ... that you can now scan shipments on arrival at the warehouse, by using a scanner / barcode reader?

Benefits of scanning:

- Inbound Confirmation - scanned shipment which has been entered in Orbitrax receives status (SSR) 17-Shipment Received,

- Record that shipment has entered the warehouse, even if it HAWB has not been entered in Orbitrax yet.

There are three options of scanning shipments on inbound: by Pickup Agent - in Menu option 1.13.1 "Warehouse inbound" (see System News dated 24/10/2014), free scanning in "Warehouse inbound without customer validation)" - in Menu 1.13.10 and by Customer in "Warehouse customer inbound" - in Menu option 1.13.9.

This System News is about scanning HAWBs by the Customer. This option is particularly useful for companies receiving a lot of inbound (import) shipments.

Shipments (HAWB numbers) can be scanned regardless whether or not they have been entered (imported) into Orbitrax prior to scanning.

In order to scan HAWB by Customer, the user should:

1) go to Menu option 1.13.9 to open window "Warehouse customer inbound",

2) click on icon + to open new window - "Warehouse customer inbound",

3) enter the Customer code in the field "Customer". If Customer code has been entered correctly, the system will confirm it by sound message "OK",

4) using scanner / barcode reader, scan the barcode from HAWB in the field "HAWB".

5) if scanned HAWB has been entered (imported) into Orbitrax prior to scanning, there will be a sound message "OK" and the screen will show the following columns:

- HAWB number
- number of scanned pieces
- number of missing pieces (if number of scanned pieces is lower than total number of pieces entered in Orbitrax, this record will be highlighted red)
- indication whether or not shipment is weighed (if there is a scale device attached)
- Country (code)
- Zip
- Cne (star in this column indicates that Consignee Name is missing)
- SP (star indicates whether or not there is Special Service for scanned HAWB, with a sound alert if there is one)
- Agent
- Date and time of scan
- Weight (in top right corner of the screen)

6) if scanned HAWB has not been entered in Orbitrax, there will be a sound message "NO" and the screen will show only HAWB number and number of scanned pieces.

7) Some customers add control digit(s) at the end of HAWB number printed as a barcode. These can be removed from the scanning by selecting number of the digits in the box "Remove last digit from scanned HAWB number", in the yellow section of the screen.

8) Some customers add control digit(s) at the beginning of HAWB number printed as a barcode. If this is the case, in the box "Start reading" (in the yellow section of the screen) you can determine from which digit the barcode should be scanned / read.

9) Some customers add control digits (different number of them) at the end of HAWB number printed as a barcode. If this is the case, in the box "Read digits" (in the yellow section of the screen) you can determine what number of first digits should be scanned / read.

10) There is also an option of printing small label with the barcode of scanned shipments. In order to activate this, check box "Print HAWB Barcode" (in the yellow section of the screen).

11) other options available on the top Toolbar of the screen are: Delete (red cross) - removes scanned HAWB from screen, Refresh, Search, Print (Report of Scanning), Preview (report of Scanning) and Pdf (saves Report of Scanning as pdf type of file).

12) Report "Shipment received at Warehouse" shows HAWB Number, number of pieces, Date and time of the scan and indication whether or not HAWB is in the system.

13) after HAWBs have been scanned, close the window "Warehouse customer inbound". This will take you back to the main screen "Warehouse customer inbound - opened session". If scanning session has been finished (no more HAWBs to scan), click on icon "Close Session" on the top Toolbar. This will close scanning session and move it from the list "Open" to list "Closed - option available in the box "Status". Otherwise don't close the session, re-open it and continue when next HAWBs are available for scanning,

14) the following actions can be performed by selecting one of the icons from the top Toolbar: Open (existing session - for session details review or continuing scanning), Add (new session), Delete (existing session), Search, Refresh, Print (Report of Scanning), Preview (report of Scanning) and Pdf (saves Report of Scanning as pdf type of file).

NOTE: As soon as shipment has been scanned IN, HAWB receives internal log "SI" - Inbound Scan (with the Customer Code), in SSR Log. Simultaneously, HAWB receives SSR 17 "Shipment Received".
 
ORBITRAX.WIN 16/02/2015 Company motto
Did you know ... that you can add your Company motto to all accounting documents printed in Orbitrax?

Examples of the motto:

- Every time, anytime, on time at your SERVICES

- Your Reliable Courier Service

- The Personal Service

- Your Personalized Courier To The World

- Nobody Xpresses It Better!

- The wholesale to the Middle East, Mediterranean and Indian Subcontinent


To add the motto follow these steps:

1. Go to Depot File menu option 3.7

2. Go to Tab 3. "Document numbers"

3. In the bottom left section of the screen "Invoicing", enter the text of the motto in the field "Motto"

4. Save modified Depot File.

Motto will appear on the following documents:

- Invoices (INV)
- Manual Invoices (MNI)
- Credit Notes on Sales (CNS)
- Credit Requests (CRQ)
- Credit Notes for Agent (CNA)

NOTE: The maximum length of the motto is 82 characters.
 
ORBITRAX.WIN 06/02/2015 Printing HAWB with logo and...
Did you know ... that you can now print HAWB with the logo and the details of a Customer?

In order to do so, follow these steps:

1) Go to Alter Customer - menu option 3.3.2 and stay in Tab 1. "Trading"

2) In the bottom right section of the screen "Customer logo for HAWB", select option "Change logo" to upload a logo.

NOTE 1: uploaded logo file should be either in bmp (Bitmap) or jpeg format.

3) To make uploaded logo (and Customer details) printable on HAWB - check box "Enabled".

4) Save modified Customer file.

5) Printed HAWB of Customers who have their logo uploaded (and enabled), will show the following details of a Customer in HAWB header:

- Logo
- Name
- Address
- Tel
- Fax
- Email

NOTE 2: Option of Customer logo printable on HAWB works for all available layouts of HAWBs: with WQXS Logo, without WQXS Logo and 5 copies on 1 page.

NOTE 3: This option is available from Orbitrax version 10.0.0 onwards.
 
ORBITRAX.WIN 30/01/2015 F6 shortcut on HAWB screen
Did you know ... that you can mark HAWB (give it a flag) "Received" and mark HAWB (give it a flag) "Manifested" (or "Pickup Executed" - for Pickup Orders) by using shortcut F6 on HAWB screen?

This option is particularly useful for HAWBs which are entered and fully processed late, e.g. late HAWBs entry of the Depots (Outstations) by a Main Station, or late entry of HAWB(s) which left unmanifested.

In order to use shortcut F6, follow these steps:

1) Go to Alter/View HAWBs - Menu option 1.3,

2) Press F6 to open a new window "Shipment Complete" with the following options ready to be completed:

- HAWB number entry (Pickup Order and Sprinter only, if not completed before at the time of Pickup / Sprinter registration in Pickup Module (F12)

- Customer Reference entry - shortcut Alt+F

- Adding flag "Save as Received" (HAWB only) - shortcut Alt+R

- Adding flag "Save as Manifested" (HAWB only) - shortcut Alt+M

- Adding flag "Save as Pickup Executed" (Pickup Orders only) - shortcut Alt+E

- POD entry - shortcut Alt+P

- entry of vehicle type or weight (Pickup Orders and Sprinters only) - shortcut Alt+V

- entry of the units of waiting time and/or loading time at Pickup (HAWB and Pickup Order only)

- entry of the units of waiting time and/or unloading time at Delivery (HAWB and Sprinter only)

NOTE 1: Adding flag "Save as Received", "Save as Pickup Executed" and "Save as Manifested" is not available for Sprinters (SP). Sprinter (SP) automatically received flag "Received", as soon as POD has been entered.

NOTE 2: Flag "Save as Manifested" cannot be added before flag "Save as Received" is added, otherwise a warning "Shipment Not Checked As Received" is displayed.

NOTE 3: Adding flag "Save as Received" is automatically adding SSR Code 17 "Shipment received" with current time and the same date as Pickup Date on HAWB screen. If there is need for changing this date, and subsequently changing the date of SSR Log 17 "Shipment Received", Pickup Date on the top left corner of HAWB screen it should be changed prior to adding flag "Save as Received".

NOTE 4: Adding flag "Save as Manifested" is not adding SSR Log 18 "Shipment Manifested", but neutral Internal Note 99 with description "Manifest flag checked" and current date / time.
 
ORBITRAX.WIN 23/01/2015 Shipment Audit (Shipment Ch...
Did you know ... that all changes made in HAWB screen, Tab 1 Main, are now registered in Shipment Audit (Shipment changes log)?

In order to open Shipment changes log (after original HAWB has been saved first):

1) go to Menu option 1.3 Alter/View HAWB(s),

2) go to Tab 4. Other,

3) click on button "Audit log" in the left section of the screen. this will open a new window "Shipment changes log",

4) "Shipment changes log" is listing: File (type of element), Field, Old value, New value, Date and time of change and name of the User who made the change.

NOTE 1: The changes of the following elements of HAWB are registered in Shipment changes log:

- Pickup date
- Export Date
- HAWB Number
- Customer Code
- Service Code
- Customer Reference
- All details of the Shipper (Name, Zip code, Town, Address, Contact, Email, Mobile)
- All details of the Consignee (Name, Zip code, Town, Address, Phone, Contact, Email)
- Pieces
- Weight (including Weight Discrepancy and Volumetric weight)
- Shipment type (DOX / NDX / HV)
- Shipment Value and currency
- Shipment Description
- Special Service Instruction
- Shipment return flag
- Distance
- Agent (Delivery)
- Agent (Delivery) HAWB
- Agent (Pickup)
- Agent (Pickup) HAWB
- COD
- Cash payment flag
- Shipper office open hours
- Consignee office open hours
- PO BOX

NOTE 2: Changes in both: Special Services and Extra Services are logged under options "Charges log" in Tab 3. Pricing, separately for Customer and Agent.

NOTE 3: Removed data is showing in "Shipment changes log" with New value "blank".

NOTE 4: Shipment changes log registers changes made on shipments (HAWBs), Pickup Orders (POs) and Sprinters (SPs).
 
ORBITRAX.WIN 19/01/2015 Paper Invoice Surcharge
Did you know ... that after setting up electronic invoicing (see System News of 23/12/2014), you can apply Paper Invoice Surcharge to invoices of Customers, who request paper invoices still to be sent / post to them? The purpose is to cover admin cost related to printing, folding, enveloping, franking and posting paper invoices, as the opposite of electronic invoices sent by email.

Paper Invoice Surcharge can be set either on a single Customer level or in Depot File, for all Customers.


In order to set Paper Invoice Surcharge for a single Customer, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab 11. Invoice, bottom section on the screen "Paper Invoice Surcharge",

2) Click on icon +. This will open a new window "Paper invoice charge" - Properties",

3) Enter period ("Date From" and "Date To") for which the Paper Invoice Surcharge will apply. If there is no "Date To" to specify, enter 01/01/2100,

4) Enter the amount of Paper Invoice Surcharge in the field "Amount",

5) Enter (or select from the list) the currency of Paper Invoice Surcharge in the field "Currency"

6) Click on icon Save.

NOTE 1: there are three Paper Invoice Surcharge options: "Not used", "Default" and "Individual". By default all those options are NOT checked.

NOTE 2: Entering Paper Invoice Surcharge, as described in items 1-6 below, automatically checks option "Individual".

NOTE 3: Options "Not used" and "Default" have to be checked manually. Option "Not used" should be checked if Paper Invoice Surcharge does not apply to this particular Customer.

NOTE 4: Option "Default" should be checked if Paper Invoice Surcharge for this particular Customer equals Paper Invoice Surcharge entered in Depot File (as described below).


To set Paper Invoice Surcharge for ALL Customers (except those for whom individual Paper Invoice Surcharge has been set up individually, as described above in items 1-6), follow these steps:

7) Go to Menu option 3.7 Depot File, Tab 13. Invoice, bottom section on the screen " Paper Invoice Surcharge ",

8) Click on icon +. This will open a new window "Paper Invoice Surcharge" - Properties,

9) Here too you can enter Paper Invoice Surcharge for a single Customer by entering (or selecting from the list) his Code in the field "Customer". Otherwise, if you want to enter Paper Invoice Surcharge for ALL Customers, leave the field "Customer" blank,

10) Enter period ("Date From" and "Date To") for which the Paper Invoice Surcharge will apply. If there is no "Date To" to specify, enter 01/01/2100,

11) Enter the Paper Invoice Surcharge amount in the field "Amount",

12) Enter (or select from the list) the currency of the Paper Invoice Surcharge, in the field "Currency",

13) Click on icon Save.

NOTE 5: There are three option of filtering / displaying Paper Invoice Surcharge on screen: "For customer", "Defaults" and "All". Clicking on option "For customer" will display all Customers with individual Paper Invoice Surcharge details. Clicking on option "Defaults" will display Default Paper Invoice Surcharge details. They can be numerous, if Paper Invoice Surcharge has been entered for different dates, amounts or currencies. Clicking on option "All" will display all Customers with individual Paper Invoice Surcharge details.

NOTE 6: Paper Invoice Surcharge is part of invoice NET amount, is subject to local VAT, but NOT to FSS.
 
ORBITRAX.WIN 16/01/2015 Customers - Credit limit an...
Did you know ... that Orbitrax can automatically send an email / warning when Credit given to a Customer exceeds certain percentage? This is to avoid situation, when Customer continues sending shipments over the given credit limit. Another email is sent when credit limit has been already exceeded.

In order to set Customer credit, follow these steps:

1) Go to Alter Customer - Menu option 3.3.2, Tab 3 'Financial",

2) Enter amount of Credit in the box "Credit given" (middle section of the screen).

NOTE 1: Given credit should include total amount due, including FSS and VAT.

3) From this point, as HAWBs are being entered, the cumulative amount (including FSS and VAT) will show in the box "Credit used".

4) If there were any changes made in the meantime, e.g. new HAWBs have been entered while Alter Customer screen has been opened, clicking on icon "Recalculate credit Used", will bring credit used to the current amount.

To set the percentage of given credit, a limit over which Orbitrax would generate a warning email, follow these steps:

5) Go to Depot File - Menu option 3.7, Tab 9 "Settings",

6) In section "Customer Credit Limit Alert", enter email address of the person who should receive credit usage warning. You can enter more than one email address(es), separating them by comma (,)

7) In section "Customer credit utilization", enter percentage of credit. As soon as this percentage of credit given is exceeded. Orbitrax would generate a warning email

NOTE 2: After the cumulative amount of all HAWBs reached the percentage of given credit, the warning email is sent to the recipients set up as shown in item 6 above. Example of email: "Customer BYXBRU0100 has used more then 80% of his credit limit (100 EUR). Credit used: 84.70 EUR."

8) To monitor credit utilization, go to Customer Credit Utilization (Report) - Menu option 4.4.8. This will open a list of all Customers who have been given a credit limit and will show: amount of credit given, amount of credit used, currency of credit given, (credit) utilization in % and information about messages sent: either "Warning" - email sent in case of reaching % of credit, or "Alert" - email sent in case of already exceeded credit limit. This report can be printed in Excel.

9) If above Report was open during Invoices printing, or if in the meantime credit or percentage of credit warning have been changed, clicking on icon Recalculate Credit Utilization will bring all the values to the current status.

NOTE 3: Another email is sent when credit limit has been already exceeded. Example: Customer ADOMING300 has exceeded the credit limit (50 EUR). Credit used: 68.06 EUR.

NOTE 4: If HAWB for Customer who exceeded credit limit is being entered, a red blinking warning message "Credit Limit" appears on HAWB Entry screen.

NOTE 5: Credit Utilization amount is reset to "0" (new credit usage count starts from "0") when new invoice for given Customer has been generated and confirmed. At this point Credit Utilization is not calculated against any payment(s) received.
 
ORBITRAX.WIN 31/12/2014 Customers on status "D...
Did you know ... that Orbitrax can automatically notify you (a User) by email about the Customers who stopped sending shipments for a certain, pre-defined period of time? It is called a Customer "Dormant Status".

The setup has to be done on:

A) Depot File level

B) It can be overruled by a setup on a single Customer or multiple Customers level

C) Task Scheduler level

To set up status "Dormant" in Depot File, follow these steps:

A1) Go to Menu option 3.7 Depot File, Tab 9 "Settings",

A2) In section "Customer Dormant Status Setup" (left center), set number of days after which Customer Status will become "Dormant". It means, that if you set up number of days as 30, status of Customers who didn't send any shipments for 30 days, will become "Dormant". Weekends are excluded.

A3) Go to Tab 10 Contacts,

A4) Add Contact (to whom report with status Dormant will be sent), by clicking on icon +,

A5) Select Context "Dormant-Manager" and complete the details of person in charge,

A6) Save new Contact,

A7) Save modified Depot File.

NOTE 1: Customers on status "Dormant" are still Active Customers.

NOTE 2: Setup in Depot File will apply to ALL Customers, unless a separate setup is done on a single Customer (or multiple Customers) level, as explained below.

To set up status "Dormant" on a Customer level (which would overrule setup in Depot File), follow these steps:

B1) Go to Menu option 3.3.2 Alter Customer, Tab 8 Other,

B2) By default, the setting in the (top right) section of the screen "Customer Dormant Setup" is "Use Depot default". However, if you wish to change number of days after which selected Customer status will become "Dormant", uncheck box "Use Depot default" and enter number of days in the field "Change status to Dormant when no shipments during". This section also shows the date of last shipment and information whether or not the Customer is currently on status "Dormant". The same information ("Dormant") appears in Customer File Tab 1 Trading.

B3) Save modified Customer File.

NOTE 3: Column "Dormant" (Yes / blank = No) has been added to the Customers List in Menu option 3.3.2 Alter Customer (all Customers or Customers selection).

To set up generating and sending (by email) reports of Customers on status Dormant, follow these steps:

C1) Go to Menu option 9.1 Task Manager,

C2) Add new task by clicking on icon +. This will open a new window "Task Schedule Properties",

C3) Select task type CUSTOMER_DORMANT - Customer Dormant Status check,

C4) Enter Task Name and Task Description (free entry fields). E.g. Task Name: "Customers Dormant sending settings", Task Description: "Customer Dormant Report sent daily",

C5) Click the button "New schedule" (to set up frequency of emails) and select one of the options: Daily, Weekly, Monthly,

C6) Set up additional timing: if Daily - intervals for sending a report in days and how many times per day, if Weekly - intervals for sending a report in weeks and which day(s) of the week, if Monthly - intervals for sending a report in months and on which day of the month,

C7) Then enter daily frequency: either once a day at set time ("occurs once at") or every X hours ("occurs every"). You can also set time range for generating and sending email with Dormant status report - "Starting at" (e.g. 00:00) and "Ending at" (e.g. 23:59),

C8) In the section "Duration" you can set up report generating and sending "Start date" and "End date". In case there is no specific end date for generating and sending report - check box "No end date",

C9) Save newly created task.

NOTE 4: The Customer is taken off status Dormant the moment a new shipment is sent.

NOTE 5: Emails are sent to the "Dormant-Manager" separately with notifications about Customers put ON status Dormant (email subject e.g. VXLWAW - Dormant - TATBRU0200 - on) and about Customers taken OFF status Dormant (email subject e.g. VXLINT - Status Dormant removed from customer ACTEBR0000).

NOTE 6: Example of email with notification about a Customer put on status Dormant:

Subject: VXLWAW - Dormant - TATBRU0200 - on
Internal Note to the Manager in charge of dealing with Dormant Customers:
The Customer below has not used our services for 30 days (the last shipment from this Customer was received on 30-11-2014).
You will find below:
- Details of the Customer
- Draft of an e-mail which you could send to this Customer

Details of the Customer:
Account: TATBRU0200
TATRA BUILDING sp. z o.o.
Ul. Aleja Krakowska 16
PL 02-891 Warsaw
General Tel: 22233521
General Fax: 22233527
Contacts:
Pani Krystyna Lambert
Tel: 22233521
Fax: 22233527
Mobile: 123456789
Email: xxx@onet.pl

Draft of an e-mail which you could send to this Customer:
Dear Pani Krystyna Lambert,
We have noted that you have used our express transport services for the last time on 30-11-2014.
If this is the result of a decision based on our services and / our our rates, would you please be so kind to contact us so that we can review your needs with you in order to offer you alternative services options?
If this is only the result of a temporary absence of need for our express transport services, we apologize for any inconvenience caused by the present e-mail.

We remain,

Yours sincerely,
Contact Name
E-mail: beata.porzecka@vxlnet.bg
Tel: 1111111
Fax: 111111
VIVA XPRESS LOGISTICS (POLAND) sp z o.o.
02-293 WARSAW, POLAND
Visit our web site at http://www.vxlnet.pl

NOTE 7: Example of email with notification about a Customer taken off status Dormant:

Subject: VXLINT - Status Dormant removed from customer ACTEBR0000
New HAWB 000877332596656 has been registered for customer with Dormant status

NOTE 7: Text of emails in various languages can be set up in Menu option 3.9.A.2 Language Translation under Group DORMANT.
 
ORBITRAX.WIN 30/12/2014 Copying lists data to clipb...
Did you know ... that you can copy the data from most of Orbitrax lists to clipboard and paste it in Excel, World or any other spreadsheet or word processor (e.g. LibreOffice)?

In order to do so, follow these steps:

1) Go to any of Alter/View Menu items (e.g. 1.3 Alter / View HAWB(s), 3.3.2 Alter Customer, 3.9.6 Service Codes, 3.8.4.1 Town & Zipcode List),

2) Display required data in the usual way - either all records or selection of records,

3) Make sure that you highlight blue the first record on the list (this is very important, as otherwise not all data will be copied),

4) Right click mouse and select option "Copy data to clipboard",

5) Open Excel, World or any other spreadsheet or word processor,

6) Place cursor at the beginning of the newly opened file,

7) Hold down Ctrl and press V or right click mouse and select option "Paste",

8) Data from the selected list will be copied.

NOTE 1: If you copy to Excel or any other spreadsheet, although all the data from the list will be copied, the sequence of the columns may be different from the sequence on the list displayed in Orbitrax.

NOTE 2: Option of copying lists data to clipboard is available from Orbitrax ver. 9.9
 
ORBITRAX.WIN 23/12/2014 Electronic / Paper Invoices...
Did you know ... that you can set up invoices to be send to the Customers electronically (by email)? The advantage of this solution is saving time, paper and money on printing, folding, enveloping, stamping and posting.

Setting up electronic invoices (E-INV) and triggering the process of sending them has to be done in these three steps:

A - setting up communication

B - setting up paper / electronic invoicing on Customer File

C - sending E-INV

In order to set up communication for electronic invoices, follow these steps:

A1. Collect from a Customer email addresses E-INV (electronic invoice) and/or E-SPEC (electronic invoice specification) should be sent to.

A2. Go to Menu option 3.3.2 Alter Customer, Tab 4. Communication and click on icon + in order to add new communication. This will open a new window "Communication Customer Properties".

A3. From the box "Function" select either E-INVOICE Invoice Header (PDF) - if only Invoice cover page is to be sent to a specific email address, or E-INV&SPEC Electronic Invoice Header and & Specification (PDF) - if both Invoice cover page and specification are to be sent to a specific email address, or E-INVOICE-PDF Invoice Specification Output (PDF) - if only specification is to be sent.

A4. Select Output EMAIL.

A5. In the field Number / address enter email address for sending either E-INVOICE Invoice Header (PDF) or E-INV&SPEC Electronic Invoice Header and & Specification (PDF) or E-INVOICE-PDF Invoice Specification Output (PDF) - depends on option selected in "Function".

NOTE 1: Functions specified in item A3 above can be set up separately for E-INVOICE Invoice Header (PDF) and E-INV&SPEC Electronic Invoice Header and & Specification (PDF) and E-INVOICE-PDF Invoice Specification Output (PDF) and for multiple email addresses (only one email address per communication / function).

A6. Save Communication and if E-INVOICE Invoice Header (PDF) or E-INV&SPEC Electronic Invoice Header and & Specification (PDF) or E-INVOICE-PDF Invoice Specification Output (PDF) have to be sent to another email address, repeat steps A2 - A5, entering another email address. You can also use option "Copy record", what will keep current function and you will only have to enter email address, or you will keep email address and select another function.

A7. Once communication has been set up - save modified Customer File.

In order to set up paper / electronic invoicing on Customer File, follow these steps:

B1. Go to Menu option 3.3.2 Alter Customer, Tab 3. Financial. Check the box "Paper invoice" and/or "Paper invoice specification", in the middle section of the Customer File screen. By default, they are NOT checked.

NOTE 2: If box "Paper invoice" is NOT checked - invoice will NOT be sent electronically. If box "Paper invoice specification" is NOT checked - invoice specification will NOT be sent electronically. Both can be set up separately.

B2. Save modified Customer File.

In order to send electronic invoices as per setup like described in item B1 above, follow these steps:

C1. Go to Menu option 4.2 Customer Invoices and select either 4.2.3 "Print Invoices For One Customer" or 4.2.2 "Print All Customer Invoices". Below is the instruction based on option 4.2.2 "Print All Customer Invoices".

C2. In window "Print invoice" select Invoice criteria as usual.

C3. Review invoices list as usual, print them (one copy only) and providing everything is correct - confirm them.

NOTE 3: Confirming invoices triggers generating emails with E-INVOICE Invoice Header (PDF) and/or E-INV&SPEC Electronic Invoice Header and & Specification (PDF) and/or E-INVOICE-PDF Invoice Specification Output (PDF) - depends on a setup in Customer File.

C4. Go to Menu option 4.2.8 "Re-Print Confirmed Invoices". You will see a list of ALL invoices - paper and electronic ones. Check boxes "Paper invoices only" and / or "Paper specifications only" at the top of the "Re-Print Confirmed Invoices" screen and the list of invoices (with invoices specifications) will reduce to only those, which should be printed on paper and sent by post.

NOTE 4: Since invoices are electronically sent at the moment of Confirmation, there is no need of clicking on envelope icon on "Re-Print confirmed invoices" screen in order to send them. This icon should only be used for re-sending invoice, if a Customer claims that no invoice has been received.
 
ORBITRAX.WIN 12/12/2014 HAWB(s) to be manifested on...
Did you know ... that Orbitrax allows you processing single HAWB or selection of HAWBs to be excluded from the regular manifesting to the Agent and manifest it (them) on a separate MAWB? This may be the case for the High Value or Dangerous Goods HAWB(s), which are required to be sent to the regular Agent but on a separate MAWB.

In order to do so, follow these steps:

1) Go to Alter/View HAWB(s) - Menu option 1.3, Tab 2 Manifest,

2) In the middle section of the screen "Manifest option" click box "Manifest on separate MAWB" and enter MAWB number in the next field,

3) Save modified HAWB,

NOTE: You can set as many HAWBs as required to be manifested on a separate MAWB(s),

4) Go to Print Manifest - Menu option 1.6.1. It will display a Warning "1 Shipment(s) Found Marked to Fly on Specified MAWB. Would You Like To Add Them To Manifest Now?" Answer "Yes",

5) This will open a new window "Shipments For separate MAWB",

6) If you do not want to print manifest for HAWB on a separate MAWB at this point, answer "No",

7) To set HAWB to be manifested on a separate MAWB, click "Space". This will change "No" to "Yes" in the column "Selected". Click on icon +. This will open a window "Manifest Print" proper and HAWB marked to be manifested for a separate MAWB will be displayed in the column "HAWB",

8) Preview, print or save manifest on pdf file as usual. Once manifest has been printed, it will disappear from the screen and, as it is the case with any other manifest, will be available for the re-print only from the Menu option 1.6.2 Re-Print Manifest.
 
ORBITRAX.WIN 27/11/2014 Adding town(s) to the datab...
Did you know ... that you can add the town(s) to the Town&Zipcode File? Although Orbitrax provides the Town and Zipcodes, there may be a need for the user to add the new Town/Zipcode to the database.

In order to do so, follow these steps:

1) Go to Menu option 3.8.4.1 Town & Zipcode List. A window "Zip Codes Filter Properties" will open,

2) Enter or select from a list a country ISO code in the field "Country Code" and click on "Save". This will open a new window "Zip Code",

3) Click on icon +. This will open a new window "Zip Code Range Properties",

4) Enter or select from a list "Zone Code" a Zone to which added Town will be allocated,

5) Enter Town name in the field "Town",

6) Enter an alternative town name(s) in the fields "Alternative" and "Alternative 2". Example: Town: Brussels, Alternative: Bruxelles, Alternative 2: Brussel. Entering alternative town name(s) is NOT mandatory.

Note 1: Alternative town name means, that HAWB entry for any of those towns will be identified and it will pick correct settings for the pricing, e.g. the same Zone and not a global zone AOD00. Alternative town name(s) are a replacement for the multiple town entries in the Town & Zipcode File.

7) Enter the Zipcodes range of the new town in the fields "Zip Code From" and "Zip Code To".

Note 2: If a country you are adding the town to is a non-zip country (without zipcodes in the database), the fields "Zip Code From" and "Zip Code To" cannot be accessed,

Note 3: If there is no zipcodes range and only one zipcode to enter, enter the same zipcode in both fields: "Zip Code From" and "Zip Code To".

7) In the field "Default Agent" - enter or select from a list the Delivery Agent code,

8) In the field "Pickup Agent" - enter or select from a list the Pickup Agent code,

9) In the field "Delivery Agent" - enter or select from a list the code of the Subcontractor of the Delivery Agent (if required),

10) Save modified record.

Note 4: Filling in the fields like specified above in the items 7-10 is NOT mandatory. If these fields are left blank, the settings of the Zone, which newly added Town has been allocated to, will apply.
 
ORBITRAX.WIN 24/11/2014 SSR group for individual Cu...
Did you know ... that you can set the SSRs to be sent to a specific Customer(s) in a different way than SSRs to the Customers in the Default SSR Group?

Example: a Customer ABCLHR0000 requires PODs to be sent to him once a day, at the specific time of 22:00. This is different from PODs sent to the Customers in SSR Group "Default", whereby PODs are sent, for example, every 30 minutes.

In order to set it up, follow those steps:

1) Go to Menu item 3.10.1 "SSR Setup",

2) Click on icon +,

3) Select SSR Group you want to use as a base for a new group, in our example "Default" SSR Group should be selected in the field "Create Base on",

4) Enter a new SSR Group Code, for example: ABCLHR,

5) Enter new SSR Group Code description,

6) This will open a new window "SSR Codes" window for SSR Group ABCLHR, whereby all SSR Codes are at the moment set up like SSR Codes in the Group "Default" (Base),

7) To change SSR sending settings, highlight required SSR (in our example - SSR 00 Delivered) and click on top left icon "Open",

8) Change the sending settings by deselecting option "Default" and selecting one of the "Send options": "Log lock", "Check" or "Send",

9) If option "Check" has been selected, it has to be followed by one of the options "Send",

10) If "Send" has been selected, the available options are: "Send Immediately", "Send every (minutes)" and "Send at (given time)",

11) If you selected option "Send every (minutes)", you also have to enter frequency (number of minutes) in the box "Minutes", in the section "Send every",

12) If you selected option "Send at (given time)", you also have to enter a specific time, in 24 hours format hh:mm. In our example, we would enter 22:00, what would result in PODs being sent once a day at 22:00.

Note 1: Other elements of SSR, which can be changed in the new SSR Group (in our example SSR Group ABCLHR) are:

- Auto Reminder - Generate or Don't generate,
- SSR update request - Include or Don't include (on Outstanding SSR For Agent Report),
- SSR full send - Whole message or Subject only,
- SSR send to web - Send or Don't send,
- Send on day - setting up the days of SSRs sending, other than in the SSR Group "Default",

Note 2: Settings of the above options are copied from SSR Group "Default" (being a "Base"). To change them, you have to uncheck option "Default" first.

13) Once above steps 1-12 have been completed, go to Menu option 3.3.2 Alter Customer, Tab 4. Communication and replace existing SSR group (left bottom right section of the screen) with the newly created SSR group, then save the modified Customer File,

14) If you want to set up the same way of SSRs sending to more than one Customer (in our example: ABCLHR0000), allocate newly created SSR Group to those Customers, as described in item 13) above.
 
ORBITRAX.WIN 17/11/2014 Minimum Amount of Invoice (...
Did you know ... that you can set Minimum Amount of Invoice, so that when the due amount is lower, invoice is automatically adding the difference?

This is used when there are very few, sometimes even one, shipments sent in a billing period, for a very small amount. Surcharge based on Minimum Amount of Invoice is for administrative work involved in preparing, printing and sending invoice for a very small amount.

Minimum Amount of Invoice can be set either on single Customer level or in Depot File.

To set Minimum Amount of Invoice for a single Customer, follow these steps:

1) Go to Menu option 3.3.2 Alter Customer, Tab 11. Invoice, top section on the screen "Minimum Amount of Invoice",

2) Click on icon +. This will open a new window "Minimum Amount of Invoice - Properties",

3) Enter period ("Date From" and "Date To") in which the Minimum Amount of Invoice will apply. If there is no "Date To" to specify, enter 01/01/2100,

4) Enter the Minimum Amount of Invoice in the field "Amount",

5) Enter the currency of Minimum Amount of Invoice,

6) Click on icon Save.

Note 1: there are three Minimum Amount of Invoice options: "Not used", "Default" and "Individual". By default all those options are NOT checked.

Note 2: Entering Minimum Amount of Invoice as described in items 1-6 below automatically checks option "Individual".

Note 3: Options "Not used" and "Default" have to be checked manually. Option "Not used" should be checked if Minimum Amount of Invoice does not apply.

Note 4: Option "Default" should be checked if Minimum Amount of Invoice for this particular Customer equals Minimum Amount of Invoice entered in Depot File (described below).

To set Minimum Amount of Invoice for ALL Customers (except those for whom individual Minimum Amount of Invoice has been set up individually, as described above in items 1-6), follow these steps:

7) Go to Menu option 3.7 Depot File, Tab 13. Invoice, top section on the screen "Minimum Amount of Invoice",

8) Click on icon +. This will open a new window "Minimum Amount of Invoice - Properties",

9) Here too you can enter Minimum Amount of Invoice for a single Customer by entering (or selecting from the list) his Code in the field "Customer". Otherwise, if you want to enter Minimum Amount of Invoice for ALL Customer, leave the field "Customer" blank,

10) Enter period ("Date From" and "Date To") in which the Minimum Amount of Invoice will apply. If there is no "Date To" to specify, enter 01/01/2100,

11) Enter the Minimum Amount of Invoice in the field "Amount",

12) Enter the currency of the Minimum Amount of Invoice,

13) Click on icon Save.

Note 5: There are three option of filtering / displaying Minimum Amount of Invoice on screen: "For customer", "Defaults" and "All". Clicking on option "For customer" will display all Customers with individual Minimum Amount of Invoice details. Clicking on option "Defaults" will display Default Minimum Amounts of Invoice details. They can be numerous if Default Minimum Amount of Invoice has been entered for different dates, amounts or currencies. Clicking on option "All" will display all Customers with individual Minimum Amount of Invoice details as well as Default Minimum Amount of Invoice.

EXAMPLE of Minimum Amount of Invoice:

a) Minimum Amount of Invoice has been set as 15,00 GBP

b) NET amount for services rendered is 11,82 GBP.

c) FSS is 17% = 2,01 GBP.

d) To "top up" invoice to 15,00 GBP, the Minimum Amount of Invoice Surcharge will be automatically calculated as 1,17 GBP.

e) b+c+d = 15,00 GBP (Minimum Amount of Invoice)

Note 5: Minimum Amount of Invoice is part of invoice NET amount, therefore automatically calculated Minimum Amount of Invoice surcharge is subject to VAT.
 
ORBITRAX.WIN 07/11/2014 Weight discrepancy toleranc...
Did you know ... that you can set weight discrepancy tolerance limit, either globally - in Depot File (applicable to all Customers) or on single Customer level?

Setting weight discrepancy tolerance limit results in a higher weight (either being a weight discrepancy checked on declared weight or volumetric weight) not being billed to a Customer, within set limit.

Setting weight discrepancy tolerance limit in Depot File will apply to all Customers. If you want weight discrepancy limit to be different for selected Customer(s), you should set up the same in Customer File, individually for each Customer.

To set weight tolerance limit for ALL Customers, follow these steps:

1) Go to Depot File, Menu option 3.7

2) In the box "Weight discrepancy tolerance limit", enter weight which, if declared weight is corrected either by discrepancy or by volumetric weight, will not be taken into consideration for billing the Customers

3) Example 1: you entered weight discrepancy tolerance limit of 0,50 (kg). Declared weight of a shipment is 2,00 kg. Checked weight is 2,40 kg. Despite the discrepancy, regardless who the Customer is, all customers will be billed only for 2,00 kg, as the discrepancy of 0,40 kg is within set weight discrepancy tolerance limit of 0,50 kg

4) Example 2: you entered weight discrepancy tolerance limit of 0,40 (kg). Declared weight of a shipment is 1,00 kg. Checked dimensions are 20 cm x 20 cm x 20 cm. VCF (Volumetric Conversion Factor) is 6000. Volumetric Weight is then 20 x 20 x 20 / 6000 = 1,33 kg. Despite the volumetric weight of 1,33 kg being higher than the declared weight of 1,00 kg, regardless who the Customer is, all customers will be billed only for 1,00 kg, as the higher volumetric weight of 0,33 kg is within set weight discrepancy tolerance limit of 0,40 kg

5) If weight tolerance limit in Depot File is set as "0" and unless there are no exceptions entered in Customer File, the Customers will be billed for any checked weight: either dead weight corrected by adding the weight discrepancy or volumetric weight (if higher than dead weight)

To set weight tolerance limit for selected Customers, follow these steps:

6) Go to Menu option 3.3.2 Alter Customer

7) In the middle section of Main screen (Tab 1.Trading) there are two boxes: "Weight discrepancy tolerance limit" and "Use depot weight tolerance limit". By default, "Use depot weight tolerance limit" box is checked

8) If you want a specific weight discrepancy tolerance limit to apply to this particular customer, uncheck box "Use depot weight tolerance limit". This will open box "Weight discrepancy tolerance limit", where you can enter weight tolerance limit specific to this Customer.

9) If weight discrepancy tolerance limit has been set in Depot File as described in items 1-5 above, and if a particular customer should not be a subject to any weight tolerance limit, enter "0" in the box "Weight discrepancy tolerance limit".

10) Example: Weight tolerance limit has been set in Depot File (as described in items 1-5 above) as 0,30 (kg). Weight tolerance limit on a Customer ABCXXX0000 has been set as 0,50 (kg). Declared weight of a shipment is 1,00 kg Checked weight is 1,40 kg, so the weight discrepancy is 0,40 kg. Customer ABXXXX0000 will be billed for 1,00 kg as the discrepancy of 0,40 kg is within weight discrepancy limit of 0,50 kg set for this Customer. Any other Customers, who are subject to depot weight tolerance limit will be billed for 1,40 kg, as the discrepancy of 0,40 kg is outside the Depot weight tolerance limit of 0,30 kg
 
ORBITRAX.WIN 24/10/2014 Warehouse inbound (scan)
Did you know ... that you can now scan shipments on arrival at the warehouse, by using a scanner / barcode reader?

Benefits of scanning:

- Inbound Confirmation - scanned shipment which has been entered in Orbitrax receives status (SSR) 17-Shipment Received,

- Record that shipment has entered the warehouse, even if it HAWB has not been entered in Orbitrax yet.

There are two options of scanning shipments on inbound: by Pickup Agent - in Menu option 1.13.1 "Warehouse inbound" and by Customer - in Menu option 1.13.9 - "Warehouse customer inbound". This System News is about scanning HAWBs by the Pickup Agent.

Shipments (HAWB numbers) can be scanned IN, regardless whether or not they are associated with Pickup Order and whether or not they have been entered in Orbitrax. Prior to scanning.

In order to scan HAWB, the user (Agent / Driver) should:

1) go to Menu option 1.13.1 to open window "Warehouse inbound - opened session",

2) click on icon + to open new window - "Warehouse inbound",

3) enter the Agent code in the field "Agent". If Agent code has been entered correctly, the system will confirm it by voice message "OK",

4) using scanner / barcode reader, scan the barcode from HAWB in the field "HAWB". The system will confirm it by voice message "OK",

5) if scanned HAWB has been entered in Orbitrax before, the scan will show: HAWB number, Pieces, PO# (Pickup Order number, if PO# exists and HAWB has been linked with Pickup Order), date and time of scan, indication "In System" whether or not HAWB exists in the system (Yes) and, in top right corner, Basic (dead) Weight,

6) if scanned HAWB has not been entered in Orbitrax, the system will not show PO#, Basic Weight and indication "In System" will be (No).

Scanning shipments against Pickup Order:

7) if shipment has to be scanned against Pickup Order, select Pickup Order from the bottom section of the screen, so that it appears in the grey field "Pickup order", then proceed to scanning HAWBs. The displayed Pickup Order details are: PO# (Pickup Order nr), Pu-date (Pickup Date), Customer, Shipper and ZipCode (Shipper's zipcode). These details help the driver to identify HAWBs to be scanned against particular Pickup Order,

8) if shipment is scanned against Pickup Order and Pickup Order is not displayed in bottom section of the screen - check the date and modify date in the field "Pickup date from",

9) in the bottom section of the screen there is also selection of Pickup Order list - either Open or All. By default Open Pickup Orders list is displayed,

10) other options available on the top Toolbar of the screen are: Delete (red cross) - removes scanned HAWB from screen, Refresh, Search, Print (Report of Scanning), Preview (report of Scanning) and Pdf (saves Report of Scanning as pdf type of file).

11) Report "Shipment received at Warehouse" shows the same details as displayed on screen.

12) after HAWBs have been scanned, close the window "Warehouse inbound". This will take you back to the main screen "Warehouse inbound - opened session". If scanning session has been finished (no more HAWBs to scan), click on icon "Close Session" from the top Toolbar. This will close scanning session and move it from the list "Open" to list "Closed - option available in the box "Status". Otherwise don't close session, re-open it and continue when next HAWBs are available for scanning,

13) the following actions can be performed be selecting one of the icons from the top Toolbar: Open (existing session - for session details review or continuing scanning), Add (new session), Delete (existing session), Search, Refresh, Print (Report of Scanning), Preview (report of Scanning) and Pdf (saves Report of Scanning as pdf type of file).

NOTE: As soon as shipment has been scanned IN, HAWB receives internal log "SI" - Inbound Scan in SSR Log.
 
ORBITRAX.WIN 23/10/2014 Warehouse Module (barcodes ...
Do you know ... that you can control flow of shipments by scanning them on warehouse Inbound and Outbound?

Warehouse module - Menu option 1.13 allows:

1) scanning shipments on arrival in the warehouse (also with option by Customer) and keeps record of HAWB scan in SSR Log (SO - Outbound scan) - Menu option 1.13.1 - Warehouse Inbound and 1.13.9 - Warehouse customer inbound,

2) scanning shipments on departure (by Agent, Gateway and also with option Agent reallocation) and keeps record of HAWB scan in SSR Log (SI - Inbound scan) - Menu options 1.13.2A - Warehouse outbound and 1.13.2B - Warehouse outbound with reallocation,

3) generating and printing Warehouse report, also with indication which scanned HAWBs have been already entered in Orbitrax an which have not - Menu option 1.13.3 - Warehouse reports,

4) scanning HAWBs on consolidated Delivery Sheet, which is particularly useful in case of multiple shipments to be delivered to just one consignee - Menu option 1.13.4 - Delivery lists,

5) generating and printing Delivery lists reports by type of shipments (Shipments imported but not scanned or Shipments scanned but not imported) - Menu option 1.13.5 - Delivery lists reports,

6) warehouse searching by HAWB number, to check shipments movements in and out of Warehouse - Menu option 1.13.6 - Warehouse search,

7) printing Warehouse Labels, either by Agent or by Gateway with barcodes for various scan actions such as "Add piece", "Reallocate Agent, "Save Anyway", "Delete", "Exit". Such labels can be printed and stuck at the Warehouse bays, for simplifying and speeding up the scanning process - Menu option 1.13.8 - Print Warehouse Labels.

The details of specific Warehouse functionalities will follow in the next System News.

Note: we recommend scanners Motorola LS2208 (wired have proven more efficient than wireless), since they have been successfully tested in working environment and, comparing to other types, are relatively inexpensive. However, other types of scanners / barcode readers can be used as well.
 
ORBITRAX.WIN 17/10/2014 Import PODs / SSRs from csv...
Did you know ... that you can inject a csv file with PODs / SSRs directly into Orbitrax? This option is very useful in case of a file with PODs / SSRs received from the Agent, if there is no external interface (which would import PODs / SSRs into Orbitrax) and no possibility for the Agent to enter PODs / SSRs via website.

The file in csv (txt) format should look like follows:

1012354;15.10.2014;10:19;FISCHER;00;
10125332;15.10.2014;10:55;PUCILLO;00;
10125338;15.10.2014;16:50;;09;
10125340;15.10.2014;11:30;CASAL;00;
201333409;15.10.2014;12:02;REIFF,;00;
201333547;15.10.2014;14:04;LENTINI;00;
7845811;15.10.2014;15:27;;04;
9776735;15.10.2014;11:16;AZIA;00;

whereby the fields are as follows:

1) HAWB (alpha-numerical) of max.15 characters
2) Status (POD or SSR) date in format dd.mm.yyyy
3) Status (POD or SSR) time in format hh:mm
4) Name of the recipient (in case of POD) or blank field (in case of SSR)
5) POD (00) or other SSR Code (01 - 98)

Note: the fields should be separated by ; (semicolon).

6) Once the file has been formatted in this way, go to Menu option 7.1 - Import SSRs from External and select Import type 'Import SSRs from csv'.
7) Then, in the section "CSV file", select the csv file from its location
8) Click on Save
9) At the end of the process, Orbitrax will display a message with the number of imported SSRs.

Note: If Orbitrax displays a message "Imported 0 SSRs", it may mean that the file has been incorrectly formatted, e.g. date of POD / SSR has incorrect format dd-mm-yyyy. If this is the case, open the file, modify it using correct formats, save it and repeat the procedure like explained in items 6-9 above.
 
ORBITRAX.WIN 03/10/2014 Setting up Bank account(s) ...
Did you know ... that you can set up multiple Bank accounts in Orbitrax and make different Bank accounts appear on different Customer invoices? This is particularly useful if a Member company has foreign customers and Bank accounts in various currencies (EUR, GBP, NGN, PLZ, etc)

In order to set up bank account(s) the user should:

1) Go to Depot File Menu option 3.7

2) Go to Tab 7. Bank

3) Click on icon + to add Bank details. This will open a new window "Bank account properties"

4) Fill in Bank details:
- Account code (internal information)
- Bank Name (printed on invoice)
- Bank address (printed on invoice)
- Currency (internal information)
- Account (printed on invoice)
- IBAN code (printed in invoice)
- SWIFT code (printed on invoice)
- Branch sort (printed on invoice)

5) If this is the only Bank account of a Member company, or most frequently used Bank account, the user should click on "Default bank account".

NOTE 1: Default bank details are by default printed on all Customers invoices, unless specified otherwise (as explained below).

NOTE 2: If there are more Bank accounts to enter, the user should repeat steps 1-4 above.

If Bank account, which is not Default, should appear on invoice for certain Customer(s), the user should:

6) Go to Alter Customer Menu option 3.3.2

7) Go to Tab 3. Financial

8) Select desired Bank account from the list in box "Bank" (for those Bank details to appear on invoice for this particular Customer)

9) Save modified Customer File.
 
ORBITRAX.WIN 25/09/2014 Automated Prealert of COD t...
Did you know ... that ORBITRAX can generate an automatic pre-alert for COD (Cash on Delivery) to the Agent?

In order to set it up, the user should:

1) Go to the Agent File - Menu option 3.1.2 "Alter Agent",
2) In the Tab 4. Communication, open Communication Agent Properties window by clicking on icon "+",
3) Select "COD Prealert" in the field "Function",
4) Select "EMAIL" in the field "Output",
5) Enter email address of the Agent in the field "Number / address",
6) Save Communication Agent Properties window and modified Agent File.

After the user:

7) Entered the amount of the COD in the HAWB Screen via Menu Option 1.1 - "Enter HAWB(s)" in section COD,
8) Printed the Manifests for the Agent via Menu option 1.6.1 (or the Delivery Sheet for the Driver via Menu option 1.6.5.)
9) Confirmed the Manifest (or the Delivery Sheet) via Menu option 1.11 "Close Manifest"

the COD automatic Prealert will be automatically sent by email to the Agent, as per setup in items 1-6 above.

The COD Prealert consists of the following information:
- Details of email sending company (a Member)
- Agent's Code and Name
- Date and Time of COD Prealert sending
- Amount to be collected (including COD currency)
- HAWB number
- MAWB Number (if exists, otherwise 0000000000000)
- Export date of HAWB
- Shipper (if any)
- Consignee Name
- Consignee address
- Consignee Contact Name
- Consignee Tel Nr
- Description of shipment
- Number of pieces
- Weight
- Value of the shipment
- Special Instruction
- Delivery Note
 
ORBITRAX.WIN 24/09/2014 Agents / Customers Files (d...
Did you know ... that Customers' and Agents' files can be downloaded in xls (excel)? This is particularly useful either for reviewing various Agent(s) / Customer(s) details or creating a list for a mail merge.

In order to generate this report, the user should:

1) Go to Menu option 3.1.3 (Agents) or 3.3.3 (Customers),

2) Enter single Agent / Customer Code or Agents' / Customers' Codes From / To,

3) Enter single Country Code or Country Codes From / To,

4) Enter Account Created From / To dates (option exists for Customers only),

5) Enter Account Trading period From / To,

6) In addition, the user can generate Report for Active, Prospect, Close or On-Stop Agents / Customers by selecting (clicking on) one of the options in section "Status".

NOTE: If any / all of above fields are left blank, the Report will show the details of ALL Agents / Customers, from ALL Countries, created at ANY time and trading (sending shipments) within ANY period of time.

7) Report can be generated for All Agent's / Customer's Contacts, Main Agent's / Main Customer's Contacts or Mail Agent's / Mail Customer Contacts as defined in Agent File option 3.1.1 (Tab 3 Contacts) and Customer File 3.3.1 (Tab 6 Contacts), by clicking on one of the options in section "Contacts",

8) In addition, there is an option of displaying Turnover for selected Customer(s), by filling in the section "Turnover" with dates From / To and clicking option "Turnover" (option exists for Customers only),

9) The Report can be generated by selecting one of the Tabs: Main, Finance, Communication, Contact, VCF, COD - for the Agent(s) and Main, Finance, Discount, Communication, Contacts, SSR, VCF - for the Customer(s), then by clicking on required box(s) with required data. Once selection has been done, click on XLS icon (top left) to generate the report.

10) After the progress bar reached 100% - the xls report with all required details will open automatically.
 
ORBITRAX.WIN 12/09/2014 Percentage discount on the ...
Did you know ... that you can give a percentage discount on the Customer Tariff(s)?

In order to do so, the user should:

1. Go to the Customer file Menu option 3.3.2 Alter Customer, Tab 3. Financial,

2. Click on the button "Discount maintenance" located at the right side of the screen. This will open a new window "Customer discounts",

3. Click on +. This will open a new window "Customer discount properties",

4. Enter discount in % in the field "Discount",

5. If discount is to apply to a Country, a Zone or specific Service (STS), the user should enter (or select from the list) a Country Code, Zone Code or Service Code (STS). If all or some of those elements are left blank, the discount will apply to ALL Countries, ALL Zones or ALL Services,

6. Enter the duration of the discount in the fields "Active from" and "Expired". If there is no specific expiration date of the discount, the user should enter date 01/01/2100 in the field "Expired",

7. Additional information about the discount can be entered in the field "Note". Entering Note is not mandatory,

8. Click on Save icon to return to the window "Customer discounts",

9. If there are more discount(s) to enter, the user can do so by clicking on + and continuing the steps like described above in the items 4-8,

10. Once all discounts have been entered, the user should click on Save to save modified Customer record.

11. To review the discounts, the user should go to Menu option 3.3.3 Customer Files, click on Tab "Discount" and mark some or all options of those options: Customer Code, Discount, From (Active From), to (Expired), CO (Country Code), Location (Zone), Service (STS) and click on icon "xls",

12. This will generate xls report showing all the selected criteria, to enable the user to review the discounts.
 
ORBITRAX.WIN 05/09/2014 Special Services Tariffs by...
Did you know ... that Special Services Tariffs (such as timed delivery tariff), for both Customers and Agents, can now be entered by a postode (or range of postcodes), on top of previously available options by Country and / or by Zone?

In order to do so, the user should:

1) Go to Menu option 3.9.5.1 Special Services of Customer Tariff or 3.9.5.2 Special Services of Agent Tariff,

2) Click on icon "+" to add new Special Service Tariff. This will open a new window "Customer Special Service Tariffs - Header Properties" (or in case of Agent - "Agent Special Service Tariffs - Header Properties"),

3) Enter SPS (Special Service Code) in the window "Special Service Code", or select it from the list of available SPS,

4) Enter STS (Standard Transport Service code) in the window "Service", or select it from the list of available (active) STS,

5) Enter Account (Customer or Agent Code) in the box "Account", or select it from the list of Accounts,
or
6) Enter Tariff Group (of Customers or Agents) in the box "Tariff", or select it from the list of tariff groups,
or
7) Enter Customer Category (option exists for Customers only) in the window "Category" or select it from the list of categories,

8) Enter type of Shipment in the window "Type" (Any, DOX, NDX, HV), or select it from the list of shipment types,

9) Enter Country code in the window "Country", or select it from the list of countries,

10) Enter Zone code in the window "Zone" or select it from the lost of the zones (entering Zone code is NOT mandatory),

11) Enter Special Service Tariff starting date in the window "Active from" and Special Service Tariff ending date in the window "Expired",

12) Then, in the bottom section of the "Customer Special Service Tariffs - Header Properties", or in case of Agent - "Agent Special Service Tariffs - Header Properties" window, the user should click on icon "+". This will open a new, small window where single post code or postcodes range can be entered. In case of a single postcode - the same postcode should be entered in both fields: "From" and "To",

13) Save the Tariff.
 
ORBITRAX.WIN 28/08/2014 Check Unapproved Logs (2.4....
Did you know ... that Orbitrax allows now multi-selection of HAWBs with unchecked SSRs, in order to change their status in one go instead of changing them one by one?

This is particularly useful in case of multiple SSRs received from validation required source, such as PODs entered by the Agent via website.

1) In order to set this up, go to Depot File Menu option 3.7, Tab 9 Settings and make sure that the option in the right hand side section of the screen "Check unapproved logs - allow multiselect" is checked.

2) Open Menu option 2.4.1 - Check Unapproved Logs. SSRs of HAWB on this screen have status either "Check" or "On-Hold".

2.1) Status "Check" is allocated to SSRs, which have been set to be always on status "Check" in Menu option 3.10.1 "SSR Setup".

2.2) Status "On-Hold" is allocated to SSRs, which were received after Final status / SSR of HAWB has been already entered / received. Typical example is POD entered manually by Orbitrax user, then received from the website or by interface. POD received from outside source will be placed in 2.4.1 Check Unapproved Logs screen with status "On-Hold".

3) Mark HAWBs which status you would like to change and click on top left icon "Change status of selected logs". The system will then open a little window with the following options to choose from: Send, Full Send, Lock and Error. All selected SSRs / HAWB will all receive selected status.
 
ORBITRAX.WIN 14/08/2014 Agent status On-Stop
Did you know ... that there is new Agent status available in Orbitrax - "On-Stop"? This new status has been added on top of existing ones - "Active", "Closed" and "Prospect". Using Agent's status "On-Stop is particularly useful in case of his temporary absence, e.g. when the Agent (Driver) is on holidays.

1) To put Agent On-Stop, user should go to Menu option 3.1.2 Alter Agent, Tab 1 Main, and change status in box "Status" to On-Stop.

Once Agent has been put On Stop, HAWB with this Agent, being either Delivery or Pickup Agent, cannot be saved.

Control of Agents with Status On-Stop can be performed by:

2) Displaying all agents list in Menu option 3.1.2 "Alter Agent", then sorting by mouse clicking on Column "Status"

or

3) Generating xls in Menu option 3.1.3 "Agent Files", by selecting "On-Stop" in the top right section "Status".

Changing Agent's status back to Active can be done in two ways:

4) For single Agent - through Menu option 3.1.2 Alter Agent, Tab 1 Main, by changing status in box "Status" from On-Stop back to Active

or

5) By displaying Agents list as in item 2) above (displaying all agents list in Menu option 3.1.2 "Alter Agent"), then highlighting On-Stop Agent and changing status by clicking on top icon "Status". The user can mark more than one Agent, to change their status in one go.

In addition, in Depot File Menu option 3.7, Tab 9 Settings, the new section "Agent Entered or On-Stop" has been added. Users whose email address(es) are entered there, will be notified by email about Agent's status changed to On-Stop.
 
ORBITRAX.WIN 12/08/2014 Orbitrax version 9.7
Please be advised that ORBITRAX version 9.7 underwent tests successfully and is ready for deployment. We will contact your system Administrator shortly in order to update your system. You will find below description of all new developments, separately for each department concerned. The printable pdf version of detailed Release Notes will be automatically copied on your desktop after you run Orbitrax upgrade procedure.

Customer Service:

1) On customer service selection added option to select default service with country of destination (this works with imported shipments) - 3.3.2

2) Customer service STS and Agent service STS can be independent. On F12 screen Agent service STS has been added. It means that the Agent STS can be different from Customer STS. This works on selected job - 6.1

3) Button "GPS" has been added to SSR screen - 2.1

4) Discount option has been added to shipment pricing to allow easy calculation of discount on given charge (calculator icon) - 1.3

5) Box Cash payment has been added to HAWB screen to indicate cash payment of HAWB - 1.3

6) Customer Category has been added to Customer Selection window in Alter / View Customer - 3.3.2

7) Pickup Agent is not copied from original record while re-delivery is being made - 1.3

8) HAWBs with SSR 27 are now included in Driver Billing Sheet - 4.1.4

Operations:

9) New option "Warehouse customer inbound" has been added option to Warehouse menu - option 1.13.9. This can scan HAWBs per customer, print a small label with HAWB barcode and determine number of digits to be cut off HAWB (this is the case when Customer uses last digits to indicate number of pieces). Additionally predefined number of last digits to cut off is defined on Customer File Tab 8. Other, option "Remove last digits from scanned HAWB number" in section "Fix scanned HAWB number".

10) Option of HAWB scan OUT by gateway, instead of agent code has been added to option 1.13.2.A. This option is not possible in Warehouse outbound scan with reallocation (1.13.2.B)

11) Option of "by Gateway", on top of "by Agent" has been added to "Warehouse Labels Print" - 1.13.8

12) Option of multi-select (for deleting unnecessary manifests) has been added to Print Manifest - 1.6.1

13) Change of pieces / dead weight / volumetric weight on HAWB is forcing change of the same on Pickup Order and modifies the details on the reports (Run Sheet, Delivery Sheet, Manifest)

14) Change of pieces / dead weight / volumetric weight on Pickup Order is forcing change of the same on HAWB and modifies the details on the reports (Run Sheet, Delivery Sheet, Manifest)

15) If vehicle weight is equal or higher than changed dead weigh, vehicle weight on Pickup Order does not change.

Administration:

16) New options "Use vehicle weight" and "Use dead weight" have been added to Customer File 3.3.2 Tab 7 Weight option. This indicates if Pickup Orders of this Customer should be priced/ invoiced as per vehicle or dead weight. This would only work in conjunction with STS, which also can be set as Pickup vehicle weight or Pickup dead weight.

17) Option "Do not price and invoice Pickup Order" has been added do Depot File 3.7, Tab 13. Invoice. This controls if pickup job of HAWB scanned against Pickup Order is priced or not. The pricing line of such not priced and not invoiced Pickup Order has Invoice status "Disabled".

18) Security status of Agent has been added to Agent File 3.1. Also - xls report in Agent Files 3.1.3 has been modified in order to INCLUDE security status of the Agent - Tab "Main".

19) Filters by Customer category, Agent Tariff and Agent Code have been added to Zero Priced / Held AWB(s) Report - 4.4.3

20) Option 4.4.22 "Reoccurring reports" with sub-option 4.4.22.1 "Validate pickup against export date" has been added, in order to check for HAWBs with the pickup date higher than the export date.

21) Option 4.4.23 "Shipment cash payment report" in pdf and xls has been added.

22) PTR reset procedure has been modified - 4.1.1

23) Driver Run Sheet has been corrected in a way that it displays jobs from the lowest to the highest Pick up Times - 6.2

24) Customer Category has been added to Special Services Tariffs 3.9.5.1

25) Customer tariffs entered by STS selection is now showing only active STS (before all were shown) - 3.9.2.1

26) Description of Extra Services has been modified - 3.9.7

Management Reports:

27) Shipment Count Report 4.4.6 - selection by Station has been added

28) Shipment Count Report 4.4.6 - selection by Customer Category has been added

29) GPAR 4.4.4.1 has been corrected to show Sub Totals by Station

30) Matrix Report 4.4.15 - selection per Station has been added

31) Matrix Report 4.4.15 - selection per Customer Category has been added

General:

32) Task scheduler has been corrected to synchronize sending tasks with inaccurate time of the PC - 9.1

33) Distance Table problem with 2 different countries as origin and destination has been fixed - 3.8.5

34) The problem of sending Customer Bulleting to selected Customer category instead of all Customers has been fixed - 4.3.1
 
ORBITRAX.WIN 01/08/2014 Duplicate HAWB Number Handl...
Did you know ... that you can control the way duplicate HAWBs are being handled in Orbitrax?

There are three ways of handling duplicate HAWBs:

1) STANDARD - whereby the user cannot enter HAWB when shipment with the same HAWB number, the same date and the same customer already exists in Orbitrax. Once the user attempts to enter shipment with the same details, Orbitrax displays a message "Shipment with the same HAWB number, pickup date and account code already exists" and the user won't be able to save the HAWB record.

2) STRICT - BLOCK - whereby the user cannot enter shipment with the HAWB number, which already exists in Orbitrax. Once the user enters duplicate HAWB number, the following message is displayed: "Shipment with the same HAWB number already exists" and the user won't be able to save the HAWB record.

3) STRICT - WARNING - whereby the user is notified when another shipment with the same HAWB number already exists in Orbitrax. Once the user enters HAWB, which already exists in Orbitrax, the following message is displayed: "Shipment with the same HAWB number already exists", however the user will still be able to save the HAWB record.

In order to set this up, go to Depot File - Menu option 3.7, Tab 9. Settings. In the bottom left section "Duplicate HAWB Number Handling", select one of the options: STANDARD, STRICT - BLOCK or STRICT - WARNING, then save modified Depot File.
 
ORBITRAX.WIN 25/07/2014 Invoicing unmanifested HAWBs
Did you know ... that HAWB(s) don't have to be manifested to be invoiced?

In principle, HAWB should be manifested in order to be invoiced. However, there may be instances, when HAWB(s) have not been manifested yet, or will not be manifested, but should be invoiced.

In order to set it up, go to Depot File - Menu option 3.7, Tab 3 Document Numbers. In the bottom left section "Invoicing", make sure that the box "Allow invoice unmanifested shipments" is checked.

Note 1: HAWBs concerned should have status "Received". There is no option of invoicing HAWBs without status "Received".

Note 2: In order to enter POD or any other SSR, HAWB STILL has to be manifested, or at least has to have a flag "manifested" (see previous System News - "Quick HAWB completing by F6").

Note 3: There is no additional selection or condition. Once the setup is changed in Depot file to "Allow invoice unmanifested shipments", it concerns ALL unmanifested HAWBs. It means that ALL unmanifested HAWBs will be invoiced.
 
ORBITRAX.WIN 18/07/2014 Quick completing HAWB detai...
Did you know ... that you can quickly complete some of the HAWB details from the Alter / View HAWB screen in Menu Option 1.3?

Once you are in HAWB screen, press F6 and this will open a new window "Shipment Complete".

From this window you can complete the following elements of HAWB:

1) Reference,

2) If shipment has been pre-entered and not yet confirmed as received, by checking box "Save as received", you can change HAWB status to "Shipment received",

3) If shipment has not been manifested (and there is no need to print a manifest for this HAWB), by checking box "Save as manifested", you can change HAWB status to "Shipment Manifested",

4) POD

5) If HAWB is linked with a Pickup Order, you can change a Vehicle Type

6) Weight (Dead weight or Vehicle weight only)

7) Units of Waiting time at Pick-up

8) Units of Loading at Pick-up

9) Units of Waiting time at Delivery

10) Units of Unloading at Delivery

After you completed all required elements, click Save to save the modified details, then click Save again to save modified HAWB.
 
ORBITRAX.WIN 11/07/2014 MAWB Number confirmation
Did you know ... that in order to avoid entering incorrect MAWB number, Orbitrax can now force the user to confirm entered MAWB, the way it is always required to confirm HAWB?

In order to set this up, go to Depot File, Menu option 3.7, Tab 9. Settings. Tick little box MAWB Validation in the bottom right section.

As a result, once MAWB has been entered and the user attempted to save it, Orbitrax will display a window asking for confirmation of MAWB number.
 
ORBITRAX.WIN 04/07/2014 Customer Category
Did you know ... that Customers can be grouped into categories? This option is particularly useful when certain types / categories of customers (e.g. International, Domestic, Retail, Wholesale, etc) are managed by certain departments of the Member Company.

The Customer Category can be set in Customer File Menu Option 3.3.2 Alter Customer, Tab 1. Trading, Field "Customer Category" (located below Customer Code). Customer Category can be composed of max. 3 characters, which can be alpha, numeric or alphanumeric. For example: INT, DOM, RET, WHO, 123, 56L, MIL, AB3, etc.

Customer Categories can be used in the following Orbitrax options:

1. Alter/View HAWB - Menu option 1.3, Option Advanced Search - for narrowing HAWBs search selection,

2. Print All Customers Invoices - Menu option 4.2.2 - for printing invoices for Customers of selected category only,

3. Customers Bulletin - Menu option 4.3.1. Once the Bulletin has been composed, and option Send (envelope icon) has been selected, the new window "Sending Bulletin" appears on the screen. Customer category is one of the Customers selections options. It is used to narrow the list of Customers to whom Bulletin is sent.
 
ORBITRAX.WIN 09/06/2014 Reporting Station / Deliver...
Some customers want to see where the event reported to them took place (either Track & Trace on the website or SSR sent by email in pdf format).

Reporting Station Code (Delivery Agent location IATA Gateway Code) is part of SSR Entry screen - Menu option 2.1. It is blank by default, however the User can select it from the list. This slows down SSR Entry process and can be avoided by permanent setting in Agent File.

In order to link the Delivery Agent with his IATA Gateway Code, the User should go to Menu option 3.1.2 Alter Agent, enter (or select from list) IATA Gateway Code in the box "Gateway" and save the record. IATA Gateway Code will then automatically appear in SSR Entry Screen. This Gateway (called Reporting Station) will also appear in SSR Reports sent to Customer by email in pdf format, as well as on Track & Trace on the website.
 
ORBITRAX.WIN 31/01/2014 SSR Entry via MAWB (postfli...
Did you know ... that Orbitrax is giving now an option of entering SSRs on MAWB level? This is particularly useful in case of SSRs such as "60 Flight delay" or "66 Delayed: offloaded by carrier" or newly created "19 Bags arrived at destination". This option, for flights related SSR Entry (postflights) can replace more time consuming SSR Entry via Menu option 2.2 Multi SSR Entry.

SSRs for entry via MAWB should be set up in Menu option 3.10.4 SSR MAWB Setup. By default, ALL SSRs are allowed. If a User wants particular SSR(s) to be allowed / disallowed for entry via MAWB, then this SSR should be highlighted and top left option "Allowed / Not allowed" should be selected.

SSRs on MAWB level can be entered in Menu option 1.10.2 Alter MAWB. After required MAWB has been highlighted on MAWB list screen, a User should click on top menu icon SSR Entry (5th top right). This will open Multi SSR Entry screen, where the User should enter (select from the list) required SSR usual way.

SSRs entered on MAWB lever are automatically allocated to ALL HAWBs manifested under this MAWB.

The latest SSR entered on MAWB is displayed on MAWB list screen in the column "SSR".
 
ORBITRAX.WIN 11/06/2013 Speed Agent re-allocation
Did you know ... that Orbitrax allows you to quickly re-allocate other than default delivery Agent to the number of HAWBs, all at the same time? This is particularly useful when a driver to which HAWBs have been allocated to didn't turn up or, when the HAWBs originally allocated to the drivers have to be re-distributed, i.e. due to disproportionate volumes.

In order to re-allocate the Agent, the User should go to the Menu option 1.6.8 "Speed Agent re-allocation", then the following steps should be taken:

1) In the filed "New delivery agent", the User should enter (or select from the list) the new Agent Code,

2) In the field "Service code", the User should enter (or select from the list) new service code (STS), if applicable. If the field Service code is left blank, the service code will remain as originally entered on HAWB,

3) If re-allocation of a new Agent has to be still confirmed HAWB by HAWB, the User should click box "Confirm each agent change manually". This, after HAWB has been entered, will open a new window "Reallocation Agent", giving an opportunity to re-allocate different Agent, if required. If re-allocation of a New Agent does not have to be confirmed on HAWB by HAWB basis, box "Confirm each agent change manually" should remain not clicked,

4) If, at the moment of new Agent re-allocation, HAWB should be inbound-confirmed (confirmed as received), the User should click box "Inbound confirmation (if necessary)", otherwise this box should remain not clicked,

5) the additional options available to the User while performing speed Agent re-allocations are: "Print Labels" (one label per shipment) and "One Label per piece". Both boxes should remain not clicked if labels printing is not required.

After all the above options have been selected, the User should click on Save and start entering (or scanning) HAWBs. If HAWB has been previously manifested, Orbitrax will display a warning "Shipment is Manifested! Do You Want to Unmanifest This Shipment" with options Yes / No. After HAWB has been successfully re-allocated to the new Agent, Orbitrax will display a message "Shipment Updated" and the User can proceed to entering (or scanning) next HAWB.
 
ORBITRAX.WIN 07/02/2013 Interface with CITYSPRINT UK
We are in the process of creating interface of Manifest (importing data) and interface of POD / SSR (exporting data) with CITYSPRINT UK.

Those Members who are interested in setting this up for them, could you please email Beata.Porzecka@wqxs.net. In your email please provide CITYSPRINT UK Orbitrax Customer Code.
 
ORBITRAX.WIN 31/01/2013 Different Agent for differe...
Please be advised that Orbitrax version 7.2.21 (released today) has a new feature requested by many Members, which is allocating different than Default Agent to HAWB depending on shipment weight. Example: Default Agent A delivers to the towns in the zone BEAOD00 shipments only up to 10 kg. Heavier shipments (weight between 10,01 - 50,00) are delivered by the Agent B. Shipments heavier than 50 kg (weight between 50,01 - 99999,99) are delivered by the Agent C. This is in combination with service codes (STS) and has to be set up in Zone File.

In order to set this up, the User should:

1) Go to Menu option 3.8.3.2 Alter Zone

2) Enter required Zone code in window "Alter Zone"

3) Go to Tab 4 Weight

4) Click on icon +, this will open a new window "Agent/Service/Weight"

5) In box "Agent" enter Agent Code or select it from the list

6) In box "Service Code" enter service code to which another agent per weight is applicable. Note (1) - only services available for selection are those defined in tab 3 Services and "blank" service code which means "as per default service code for this zone". Note (2) - each service defined in Tab 3 Services should be set up in Tab 4 Weight, otherwise different Agent per weight rule will not apply to those services.

7) In box "Weight From" enter weight from which change of the Agent will apply

8) In box "Weight To" enter weight up to which change of the Agent will apply. Maximum weight is 99999,99

9) Save entry.

10) As a result, when you enter HAWB to the Zone for which different than default Agent has been set up as above, and when it matches service code and is within weight range set up, the Agent code will automatically change to the one set up in Zone File Tab 4. Weight.

Note (3) - this rule applies to HAWB Entry, HAWB Pre-Entry, Shipment Quick Quote and Quotation. The same rule applies to "manual" entries as well as HAWBs imported from the web, excel sheet, interface or transferred from another Orbitrax.

Note (4) - The rule applies only to dead weight and not to volumetric weight. In case of volumetric weight the Agent code has to be changed manually.
 
ORBITRAX.WIN 15/01/2013 List of Customers ON-STOP s...
Did you know ... that Orbitrax can automatically generate a List (in pdf format) of Customers with status On-Stop and send it by email to the particular recipients?

In order to set this up, the User should set up the task of sending email with a List of Customers On-Stop in Menu option 9.1 Task manager in the following way:

1) click on icon "+" to add the task

2) in section "Task", from the list "Task type" select task "Customers ON STOP / List of customers ON STOP"

3) in the box "Task name" enter task the name, e.g. "Customers ON STOP"

4) if required, in the box "Task description" enter the detailed description of the task

5) in section "Schedules", select option (box) "New schedule" and set up task frequency - Daily, Weekly, Monthly and if Daily - how often during the day. Also - when the task is scheduled to start (date) and to end (date).

6) In section "Users", select option (box) "Add user" and in the window "Task user", select User from the list and enter his email address. If email address has been entered in Menu Option 3.11.1 User Accounts, it will be selected automatically. Multiple Users can be selected for the task.

7) Save task.

8) Orbitran is triggering the Task Scheduler while Orbimail is sending an email with the List of Customers On-Stop therefore both application have to run in order for the List to be generated and sent.
 
ORBITRAX.WIN 07/01/2013 Mr Marc MERLIN - new Comput...
Dear Members,

We are pleased to inform you Mr Marc MERLIN / CERBERIS SPRL will join the Computer Team of the Association as from 9th of January 2013.

Marc MERLIN / CERBERIS SPRL has over 15 years of experience in Software solutions and development in the Express Transport Industry. As a result, we believe that his experience will be an asset in the expertise of the Association.

Marc MERLIN / CERBERIS SPRL will be working from the facilities of the Association in Brussels, BELGIUM.

We take this opportunity to welcome Marc MERLIN / CERBERIS SPRL in our Association and we look forward to our future cooperation.
 
ORBITRAX.WIN 13/11/2012 SMQ - Data Interfaces
We have an opportunity now to set up interface of Manifest (importing data) and interface of POD / SSR (exporting data) with the following companies / customers:

- Eagle
- Team Global (Team Deliver)
- Goldstar
- IJS Global
- Miracle
- MW Global
- Royale
- Associated Air
- CYC

Those of the Members who do not have those interfaces set up yet, could you please send email to Beata.Porzecka@wqxs.net and advise which ones you would like WQXS to set up for you.
 
ORBITRAX.WIN 05/09/2012 Delaying / Releasing HAWB(s)
Did you know ... that selected HAWB(s) can be delayed (excluded from current manifesting)?

There are many reason why HAWB(s) should be delayed. Typical examples are:
- shipment is missing required documentation / invoices
- shipment returned to the office pending further instructions and unmanifested (due to incorrect address, refused, etc)
- shipment arrived damaged
- shipment requires re-packing
- shipment held for pick-up

(Note 1): Only unmanifested HAWB(s) can be delayed.

There are two methods of delaying HAWB(s). First method is on HAWB level. In order to delay single HAWB the user should:

Step 1: Go to Menu option 1.3 Alter/View HAWB(s), Tab 2. Manifest

Step 2: In bottom left section "On Hold options" the User should click box "Put on Hold". If date until shipment should be delayed is known, this date can be entered in the field "Delay until". If the date is not known - this field should be left blank.

Second method of delaying HAWB(s):

Step 1: The User should go to Menu option 1.7.1 Delay HAWB(s) and enter either single HAWB or, via using Advanced Search option, should select criteria for displaying multiple HAWB(s).

Step 2: Once the list of HAWB(s) available for delaying is displayed the User should select one or more HAWB(s) and click on icon "Delay HAWB" (hand sign). This will open a new little window "Shipment to delay"

Step 3: If date until shipment(s) should be delayed is known, this date can be entered in the field "Delay until". If the date is not known - this field should be left blank.

Step 4: If the User wants to give a reason of HAWB(s) being delayed, he can either select SSR Code by clicking on sign "+" next to box "SSR Log" or by entering Internal Note below. Selected SSR and / or Internal Note will appear in HAWB(s) SSR Log.

In order to release HAWB(s) from Delay File (when shipment is ready to be manifested), the User should:

Step1: Go to Menu option 1.7.2 Release Delayed HAWB(s) and enter either single HAWB or, via using Advanced Search option, should select criteria for displaying multiple delayed HAWB(s).

Step 2: Once the list of HAWB(s) available for delaying is displayed the User should select one or more HAWB(s) and click on icon "Release HAWB" (hand sign crossed red). This will release selected HAWB(s) from Delay file and will make them available for manifesting.

(Note 2): Printing of a report (list) of delayed HAWB(s) is available in Menu option 1.7.3 Print Delayed HAWB(s) Report.

(Note 3): The history of single shipment Delay and Release activities can be previewed in Menu option 1.3 Alter/View HAWB(s), Tab 2. Manifest in the in bottom left section "On Hold options", box "On hold History".
 
ORBITRAX.WIN 24/08/2012 Agent HAWBs on Export Confi...
Did you know ... that Agent HAWB can now be sent to the customer on Export Confirmation Report (EXCO) for customer's own track and trace on the website of the Agent?

(Step 1): In order to set up EXCO the User should go to Menu option 3.3.2 Alter Customer, Tab 4 Communication. By clicking on "+" the User should select Function either "EXCO with charges" or "EXCO without charges", Output "Email" and enter email address EXCO should be sent to.

(Note 1): If EXCO is to be sent to multiple email addresses, the procedure described above has to be repeated with another email address entered (email addresses should NOT be separated by comma).

(Note 2): Sending EXCO is not an automatic process and has to be set up in Task Manager - Menu option 9.1

(Step 2): Not all Agents HAWBs are included in EXCO by default. In order to select the Agent whose HAWBs should be included, the User should go to Menu option 3.3.2 Alter Customer, Tab 8 Other. In section "Send Agent HAWB" the User should either click on top left icon "All Agents" to select all Agents or click on "+" to add specific Agent or Agents. Only HAWBs of selected Agents will appear on EXCO.

(Step 3) Once EXCO has been set up like above - agent HAWBs will appear on both EXCO formats xls and pdf.
 
ORBITRAX.WIN 20/08/2012 Sending MNI, CNS, CRQ by em...
Did you know ... that it is now possible to send Manual Invoice (MNI), Credit Note on Sales (CNS) and Credit Request (CRQ) by email?

In order to do so the User should go to Menu options:

- in case of MNI - 4.6.1.1 Manual Customer Invoices
- in case of CNS - 4.6.2 Credit Notes
- in case of CRQ - 4.6.3 Credit Requests

and click on icon "Envelope" (Send) located in the top task bar.

This will open a new window "Email addresses" with email addresses prompted as follows:

- in case of MNI and CNS - as set up in Tab 4 Communication, Function E-INV&SPEC / Electronic Invoice header & specification (PDF) in Menu option 3.3.2 Alter Customer
- in case of CRQ - as set up in Tab 4 Communication, Function E-INVOICE CRQ / Credit Request (PDF) in Menu option 3.1.2 Alter Agent

Above email addresses shown in window "Email addresses" can be modified / deleted or new email address (or addresses) added. In case of multiple email addresses, they have to be separated by comma.

If no email addresses have been set up as above - "Email addresses" window will be empty and email address (or addresses) will have to be entered manually. In case of multiple email addresses, they have to be separated by comma.

Upon clicking on icon "HIST" located in the top task bar, the User will see the details of MNI, CNS or CRQ sent by email: Type of document sent, Output, Status, Date and Time of sending, email address (or addresses) the document has been sent to and Email subject.
 
ORBITRAX.WIN 06/08/2012 CNA - Credit Note for Agent
Did you know ... that it is possible now to generate CNA - Credit Note to Agent(s) as a replacement for accepting the Agents PTR (Purchase Trading) Invoices?

This feature has been developed in order to make sure that the charges payable to the Agent are as per Agent pricing in Orbitrax and to avoid manual and time consuming checking of PTRs.

IMPORTANT INFORMATION: prior to activating this option the User should contact WQXS CDT in order to do some changes in Orbitrax database.

In order to set this up the User should:

(Step 1) - go to Menu option 3.1.2 Alter Agent, Tab 5 Financial and click on box "Agent under CNA".

(Step 2) - in the same Menu option 3.1.2 Alter Agent, Tab 5 Financial enter Agent's Bank account name, Local bank code (if required), Bank address (if required), bank account number, IBAN code (if required) and SWIFT code (if required). All those details will be printed on CNA.

(Step 3) - CNA labels have been pre-defined as:

- Credit to:
- Mailing address:
- Agent Code:
- For services provided up to the (date)
- TOTAL DUE TO YOU
- Payment will be made to:

However this labels can be changed (and / or translated) in Menu option 3.9.A.2 Language Translations under Group INV.

(Step 4) - go to either Menu option 4.1.7.1 Print All Agents CNA Invoices or to Menu option 4.1.7.2 Print CNA Invoices For One Agent.

(Step 5) - procedure of printing CNA, printing CNA summary and confirming CNA is IDENTICAL to the one of printing Invoices (INV) for the Customers.

(Note 1) - Additional options available are: in Menu option 4.1.7.3 - Re-Print Agent CNA Invoices and in Menu option 4.1.7.4 - Re-Print Confirmed CNA Invoices.

(Note 2) - CNA number will appear in the column "Inv No" in the Agent pricing section of HAWB - Menu option 1.3 Alter / View HAWB(s), Tab 3 Pricing.
 
ORBITRAX.WIN 24/07/2012 Customer / Agent file modif...
Did you know ... that you can now see the details of modifications of Customers and Agents files?

In order to check the details of modifications of the Customer File, the User should go to Menu option 3.3.2 Alter Customer, Tab 12 Audit.

In order to check the details of modifications of the Agent File, the User should go to Menu option 3.1.2 Alter Agent, Tab 10 Audit.

The details of modification of the file include:

- Date / Time
- User
- Page (Tab) where modification has been made
- Element on the Page (Tab) which has been modified
- Action - either Insert, Update or Delete
- OLD (previous) value
- NEW (modified) value
 
ORBITRAX.WIN 06/06/2012 HAWB Pre-alert to Agent (ba...
Did you know ... that the Pre-Alert of HAWB can now be automatically sent to the Agent even for HAWB which has not been entered in Orbitrax yet?

1) In order to do so, the User should go to Menu option 1.5 Pre-Alert Special

2) This will open a new window "Special Pre-Alerts". In order to enter a new Pre-Alert, the User should click on icon "+". This will open a new window "Special Pre-Alert". The User should then complete elements of Special Pre-Alert including HAWB number, Customer Code (in box "Customer") and Agent Code (in box "To")

3) Email or Fax contacts (left bottom section of the screen) can be added to Special Pre-Alert as per details in Tab 4 "Communication" as entered in Menu option 3.1.2 Alter Agent and / or can be entered manually.

4) Upon clicking on top left icon "Save" the available options are "Save (for future sending), "Save & Send" and "Save, Send & Print". Saved Special Pre-Alerts are visible in the window "Special Pre-Alerts" as in item 1) above.

5) Special Pre-Alert can be either copied or previewed, printed or saved as pdf file by choosing one of the top icons.

6) Own copy (BCC - Blind Carbon Copy) can be sent to email address (or multiple addresses) set up in Menu option 3.7 - Depot File, Tab 11 "BCC", context "HAWB Pre-Alert".
 
ORBITRAX.WIN 04/06/2012 HAWB Pre-Alert to Agent (ba...
Did you know ... that the Pre-Alert of HAWB can now be automatically sent to the Agent?

1) In order to do so, upon completing of HAWB Entry in Menu option 1.1 or Pre-Entry in Menu option 1.2, the User should click on top icon "Alert".

2) This will open a new window - Special Pre-Alert. All HAWB elements are pre-filled in the form. The User should then either accept or alter displayed elements of the Pre-Alert.

3) Email or Fax contacts (left bottom section of the screen) can be added to Special Pre-Alert as per details in Tab 4 "Communication" as entered in Menu option 3.1.2 Alter Agent and / or can be entered manually.

4) Special Pre-Alert filled in a way as described above can be either Previewed, Printed or Saved as pdf file by choosing one of the top icons.

5) Upon clicking on top left icon "Save" the available options are "Save (for future sending), "Save & Send" and "Save, Send & Print". Saved Special Pre-Alerts are visible upon clicking on icon Alert as described in item 1 above.

6) Own copy (BCC - Blind Carbon Copy) can be sent to email address (or multiple addresses) set up in Menu option 3.7 - Depot File, Tab 11 "BCC", context "HAWB Pre-Alert".
 
ORBITRAX.WIN 25/05/2012 WQXS Office closed on 28/05...
Please be advised that Monday 28th May is a public holiday in Belgium (Whit Monday / Pentecost Monday). Our office will be closed however, in case of emergency support, we remain at your disposal at our standard telephone number 0032 2 770 9797. Please leave your name, company name, telephone number and one of our support staff will call you back.
 
ORBITRAX.WIN 24/05/2012 Orbitrax ver 7.2
Please be advised that ORBITRAX version 7.2 underwent tests successfully and is ready for deployment. We will contact your system Administrator shortly in order to update your system. You will find below description of all new developments, separately for each department concerned. The printable pdf version of detailed Release Notes will automatically be copied on your desktop when you run Orbitrax upgrade procedure.

Customer Service:

1. Agent and Customer selection list in now filtered by default by Trading accounts (Active and On-Stop) on all screens where there is selection of Agents / Customers - Menu option 1.1 HAWB Entry , Menu option 2.8 Shipments Quick Quote, Menu option 2.9 Quotation, Menu option 3.3.2 Alter Customer, Menu option 3.1.2 Alter Agent, etc.

2. Errors on sending pre-alert for specials have been corrected + option of delivery before 08:00 has been added. Also Customer name has been added to the body of pre-alert (before Customer code was shown only in the right bottom corner) - Menu option 1.3 Alter/View HAWB and Menu option 1.5 Pre-Alert Special.

3. Option of searching by "Job confirmed" has been added to Advance Job search (Pickup) - Menu option 6.2 Alter Jobs.

4. New SSR "19 - Bags arrived at destination" has been added - Menu option 3.10.1 SSR Setup.

5. New SSR "25 - Pickup executed" has been added - Menu option 3.10.1 SSR Setup.

6. New SSR "26 - Handed over to (Agent of) Customer of Shipment Picked-up" has been added - Menu option 3.10.1 SSR Setup.

7. Description of SSR 38 has been changed from "Held in Customs - wrong address" to "Held in Customs - Prohibited items" - Menu option 3.10.1 SSR Setup.

8. Description of SSR 39 has been changed from "Held in Customs - nobody in/closed" to "SSR 39 - Held in Customs" - Menu option 3.10.1 SSR Setup.

9. Description of SSR 40 has been changed to "Cleared - Awaiting payment of duties and taxes by Cnee" - Menu option 3.10.1 SSR Setup.

10. SSR log now shows information when shipment has been registered in Orbitrax (pre-entered or imported) - Menu option 2.1 Enter / View SSR(s).

11. A button "Redeliveries" has been added to HAWB Screen. It is activated when shipment is linked with other shipment by using Redelivery option. By pushing this button system will show all related HAWB(s). All final statuses entered for any of Redelivered or original shipment will be automatically inserted to all linked shipments. Note: this only works for final statuses - Menu option 1.3 Alter / View HAWB(s).

12. Option of adding SSR has been added to MAWB list. Such SSR will be added to all shipments related to this MAWB - Menu option 1.10.2 Alter MAWB.

13. It is now possible to enter HAWB number on JOB at any time not only ad the time of confirming a job - Menu option 6.3 Make Shipments and Menu option 6.4 - Dispatcher Module.

14. Pre-Alert of Special to the Agent has been modified by adding new fields (consignee, consignee address, shipment details). Also the layout of Pre-Alert has been modified - Menu option 1.3 Alter/View HAWB and Menu option 1.5 Pre-Alert Special.

15. HAWBs Advance Search screen has been modified by: cleaning layout, adding check origin flag, adding shipper country area, adding consignee country area, adding search on auto/manual charge option - Menu option 1.3 Alter / View HAWB(s).

16. Notification sent by email to the shipper about pickup to be executed from him has been added. Notification is sent when user is sending pickup request to the agent. Orbitrax will then ask whether or not the notification to shipper should be sent as well (shipper email is required) - Menu option 1.3 Alter / View HAWB(s) Note: see translation module to Notification to the Shipper in section "General".

17. New special service rule code "SPSSECF" has been added for handling Special Service SECF (Security Fee) - Menu option 3.9.5.3 Special Services Rules.

18. In Agent File Tab 5 Financial a new checkbox "Use security fee" has been added - Menu option 3.1.1 Enter Agent and Menu option 3.1.2 Alter Agent. Note: if box "Use security fee" has been ticked then during HAWB entry when such agent is used system will automatically add Special Service SECF to HAWB.

19. Legal company info has been added to the bulletin footer - Menu option 4.3.1 Bulletins.

20. Option of "Origin" and "Destination" have been added to specific SPS (Special Service Code) to indicate if SPS applies to Origin or Destination - Menu option 3.9.5.4 Special Services Codes.

21. Information if Communication type can be (or is only) triggered by task Manager has been added to Communication Tabs of Agent/Customer files - Menu options: 3.1.1 Enter Agent, 3.1.2 Alter Agent, 3.3.1 Enter Customer and 3.1.2 Alter Customer.

22. New option of MAWB SSR setup to define SSR codes possible to use via MAWB SSR entry has been added. Last SSR code entered via MAWB is shown on list of MAWB - Menu option 3.10.4 SSR MAWB Setup.

23. Options of searching search by consignee, linehaul agent, handling at origin and destination agent have been added to HAWBs Advanced Search - Menu option 1.3 Alter / View HAWB (s), Menu option 2.1 Enter / View SSR(s) and Menu option 2.2 Multi SSR Entry.

24. MAWB cost handling has been added to Shipment Quick Quote - Menu option 2.8.

25. New Menu option 3.8.4.3 Setup of Transposition of Town Names has been added. This shows "conversion" between "incorrect" and correct town names.
Incorrect town names are translated during import of HAWB (Orbitrax > Orbitrax, Interface > Orbitrax, xls file > Orbitrax) into correct names to avoid problems with shipment allocation to incorrect zones caused by misspelled Town names.
Linking of incorrect and correct Town names is done in the new Menu option 7.13 "Incorrect town names". This will list all town names (of not yet invoiced HAWBs) whereby imported town name is not matching zip code in Orbit