Rhys Davies Freight Logistics
Internet Order Entry
The
Internet Order Entry (IOE) can be used to enter orders directly into the Rhys
Davies order system.
To
use this system the following are the pre-requisites:
q
Microsoft Internet Explorer 5.5 or above
q
Sun Java Virtual Machine [1]
q
A valid username, password and email
address[2]
To
access the system go to http://www.rdfldirect.com/. Click the option Internet Order Entry. Alternatively go to www.rdfldirect.com/ioe.
Please
enter your username and password, then click Login. If your username/password are not accepted
you will need to contact Rhys Davies for further assistance by phone (029
20810587) or by email (salesteam@rhysdavies.co.uk). These username fields are not
case-sensitive.
Note:
only one user can log on using the same username at the same time. Please do not try to use the same username as
somebody else as this will cause you both problems during your sessions. Please contact Rhys Davies if you need
further usernames.
You
will use the home screen to navigate between the different options:
q
Click New Job to enter a new job.
q
Click Review to see a list of all jobs
entered in the last week.
q
Click Delivery Points to maintain your
delivery points, including creating new delivery points, amending delivery
instructions, etc.
q
Click Contact Us
to send Rhys Davies an email. Your email
will be dealt with swiftly; however if your request/problem is urgent please
contact your local depot or Rhys Davies direct on 029 2081 0587.
q
Click
Configuration to change any default settings in the system.
q
Click Logout to close the session.
q
You can use the Jobs entered today or
yesterday to look at specific jobs.
You
will use this screen to enter your new jobs.
It’s the same screen for amending jobs too. You can click Home to cancel the job you are
inputting, or alternatively click Review to view all jobs entered in the last
week.
Note: Until you click Submit, the job will not be updated. If you click Home or Review while inputting a
job you will lose any changes you have made.
Service Level: The service level determines the default collection and delivery date, and also may affect the base rate. Click the pull-down arrow if you have more than one choice.
Reference(s): You can enter up to 10 references of 20 characters on
different lines (press <return> between each). These references will be the basis for the
PODs.
Collect from: Your default collection address will appear here. If
you have multiple collection address you can choose them from here.
Delivery Point: Your Delivery points are stored in the system using a
unique reference and also an access name.
It is up to you how you search for a delivery point. Simply enter the search criteria, then choose
how you want to search from the drop-down list.
You can change your default search by using the Configuration option
from the Home page. Once you have
entered your search criteria, click Find and your Delivery point will appear
automatically (if there is only one found), otherwise you will see a list of
all Delivery points which match. Choose
your delivery point to continue. If your
Delivery point is not here, you can click “Delivery Points” at the top of the
screen to add your delivery point, then select it as normal.
Outward: Depending
on your default job type, this would show Outward or Return. Click to change. If you are unable to change it then contact
Rhys Davies for assistance. Note: if you
are entering a Return job, the collection point will actually be the end
destination, while the delivery point will be the pick-up point.
Quantity/Capacity: Enter the total number of units to be
delivered. The capacity will be shown
next to the quantity. If you have a
selection of capacities then this will be shown allowing you to choose. The system should be setup for your default.
Pallets/Spaces: The pallets and spaces will be automatically calculated
based on the quantity and capacity.
Please amend if necessary.
Weight: The
weight must be entered in kilograms. You
cannot enter a weight greater than 26 tonnes.
The Base rate, Additional Charges and Total Rate will
be calculated beside the main part of the job.
The Base rate is based on a number of factors including destination,
quantity, spaces and weight. The
additional charges at this point will include the Fuel Surcharge if
applicable. The Fuel Surcharge
percentage will also be shown.
Hazard Code: This can be chosen from the
drop-down list. If you need to enter
more information then please use the Special Instructions box.
Vehicle Restriction: Please choose the correct restrictions for
any vehicles delivering to this drop point.
Taillift required?: Click the correct option here.
Collection Date: The collection date depends on the
cut-off time and also the service level.
If you are entering a job before the cut-off time (see the top of the
web page) then you will have flexibility to create a job for the first available
date. If after the cut-off time then you
will have effectively missed a day for delivery. The collection date usually derives the
delivery date.
Delivery Date: In most cases you cannot change the
delivery date – you must change the collection date which will force the
delivery date to move onwards or backwards.
However if you have a Specified Date service level then you would be
able to enter a delivery date. Both
dates must be entered in DD/MM/YY format.
Delivery Times: Please change the delivery (or
collection times if you are entering a return job) if necessary using a 24 hour
clock in the format HH:MM.
RDFL to book-in?: If you require RDFL to contact your
delivery point before planning the job then please tick here.
Book-in reference: A book-in reference must be provided if
the job is to be booked-in by RDFL.
Contact number: Please provide RDFL with a book-in
contact number if the job is to be booked-in by RDFL.
Contact name: A contact name can also be provided
if the job is to be booked-in by RDFL.
As you enter the above
fields you may notice the Additional Charges increasing – this is in line with
your rating agreement.
Special Instructions: You have 160 characters here to give as much
information as possible to aid the delivery.
However if the information remains static every time you deliver to this
delivery point, you should enter it in the Delivery Point maintenance
screen. Any narrative stored will
automatically pop up as you enter a job to this delivery point.
Click Submit once to save the job. If any of the required fields have not been
filled in, an error message will appear.
Check all fields with a red asterisk; also check the Total Rate as a job
cannot be entered without a rate. If
there is a problem then correct the information or contact Rhys Davies for
assistance.
You will see a message informing you that the job has
been acknowledged. An email will also be
sent to you just after the cut-off time listing details of all jobs entered,
amended or deleted today. However please
remember that if you don’t see the message telling you that the job has been
saved then this may be a problem. You
should check the Review screen, and contact Rhys Davies for assistance if the
job doesn’t show here.
Alternatively click Cancel to abandon any changes
made to the job.
All
jobs entered within the last week for this customer will be shown here,
regardless of who entered them. If you
have chosen to view Jobs entered Today or Yesterday then you will only see this
selection of jobs. Click on the
Reporting link at the top of the screen to access the Reporting page.
Click
on the Reference for each job to simply view the full job details.
If
you wish to amend the job, click on the Amend link. The Amend option is similar to the New Job
screen – simply amend the information required and click on Submit to register
the changes.
If
you wish to delete the job, click on Delete.
If
you wish to print labels for a job then click on Labels. If you wish to print labels for all jobs
shown on the Review screen then please click the “Print all Labels” button
above. Please see the section “Label
printing” below for further information.
Note:
you can only amend or delete jobs if they comply with the cut-off time. If you have a next day service level, jobs
for delivery tomorrow must be entered before the cut-off time. Similarly you cannot amend or delete these
jobs after the cut-off time. If you wish
to do so, please contact your local Rhys Davies office.
Each
job will have a Consignment Note number.
This will be confirmed on the screen minutes after inputting; until this
time, the consignment note number will show in red
as Not Confirmed and you will be unable to amend or delete the job. If the job does not confirm for some time
then you may wish to contact Rhys Davies.
Occasionally you may see a Reference number showing in green. This
implies that a duplicate reference has been entered from another source – you
will need to amend the reference number by clicking Amend.
Label printing
You
can print labels for single jobs, or all jobs on the page. Click the Labels link next to the job for a
single job, otherwise click the Print all labels button. A new page will open showing all the labels
requested. A label will be displayed for
each pallet on the job; you will also see a copy of each label (depending on
the Pallet Label default set in the Configuration screen). To print the labels click the Print icon at
the top of the screen. To return back to
the Review screen simply click your browser Back button.
Please
note: all printing from web browsers
assumes a certain configuration and paper size – settings may be different for
different browsers. These settings have
been tested on Internet Explorer 6 and 7.
You must make changes to your browser before the labels will print in
the correct size/format. Once these
changes have been made you shouldn’t need to make them again. To make them the first time, choose Page
Setup from your web browser and ensure the following settings are in place:
·
The paper size
must be A4
·
All
margins (Top, bottom, left and right) must be between 1 and 6 for Internet
Explorer V6
·
All
margins (Top, bottom, left and right) must be between 5 and 12 for Internet
Explorer V7
·
The
header and footer must be blank.
These
settings may affect how other documents from the web are printed – please check
with your IT department if you are unclear whether you want these changes to be
made. 2 labels will print to each page
if the settings are correct .
Important
notes about the label format:
a)
The label will
only show the first 100 characters of the special instruction narrative.
b) If the job has multiple references,
only the first reference will be shown.
An (M) will indicate whether additional references exist.
Two
choices are available here:
Print
Collection Manifest: Click this
option to view all jobs for collection within a date range; you can print the
jobs by clicking on the Printer image.
Extract Collection Manifest: Click this option to send a data extract of all jobs for collection within a date range to your email address. Note this option is only available if an email address has been set-up for you by RDFL. Please contact RDFL if this address needs updating.
This extract is in standard Comma-separated format
(CSV) and can be opened from Microsoft Excel and other spreadsheet
applications.
Please
note only jobs entered within the last month can be selected.
From
here you can either find an existing delivery point or add a new delivery
point.
Enter
the first part of the access name here to locate all delivery points which
begin with this. For example typing “A”
will show you all the “A” delivery points.
You can also decide how you would like to search the delivery points (by
town, reference, postcode, access name or full name)- this should enable you to
find the delivery points more easily.
Please note, due to the large number of delivery points stored, you must
enter a search criteria.
Click
on the reference to amend the delivery point.
To
enter a new delivery point, click on the “New Delivery Point” option.
Reference: Enter a unique reference number for this delivery point – this would normally be your own customer reference number for easy searching later on.
Name: Enter
the full name of your customer.
Postcode: The postcode must be entered in full
in exactly the right format, eg AB1 1AA.
It is this postcode which derives the rating.
The Street (First Address Line) and Town is derived
from the Postcode using Royal Mail data.
An error will be given if the postcode is invalid. Please check that your postcode is correct,
and contact RDFL if necessary for assistance.
First Address Line: This will be derived from the
Postcode – if necessary the information can be changed.
Second Address Line: Please enter as much information as
possible.
Town: The town name will be derived from the postcode and cannot be changed.
County: Enter
the county.
Access Name: This is a short name used for searching – it
will default to the first 6 characters of the name.
Hazard: Choose
your default hazard description.
Taillift: Tick whether a taillift is
normally required for this delivery.
RDFL to book-in? Tick whether you will require RDFL to contact the
delivery point ahead of delivery for a book-in time and reference.
Book-in contact number: If possible, please provide a contact number
where goods will require a book-in.
Book-in contact name: A contact name can be provided if
the goods require a book-in.
Click
Add to create the delivery point. If you
are amending a delivery point, click Amend to update the changes, or click Delete
to register that this delivery point is no longer in use.
Configuration
Use
this screen if you want to change your password, update your default delivery
point search type or change the number of pallet labels you wish to print.
Password: Enter
your old password (for security purposes), then type in your new password
twice.
Default Delivery Point Search: Pick a choice from the drop-down menu. This choice will be used when creating a job to decide how to search the delivery point file. For example, if you always know the postcode but not much else you can choose this default and the system will automatically assume you want to search by postcode when creating a consignment note.
Default No. of Pallet Labels: Enter the default number of pallet labels you wish to print for each pallet. If your job has 3 pallets, and your number of labels is 2, then you will print 6 labels in total, 2 for each pallet.
[1] Sun Java Virtual Machine is required for IOE. If you do not have this then you will be unable to enter consignment notes. Please see the Client Configuration notes which should have been provided to you.
[2] Rhys Davies will provide you with this
information. You can change your
password at any time by using the Configuration menu option after logging in.