Operating POD
NOTE: Remember to press TAB, or click on a field
to move through a screen. In Windows pressing the ENTER key is the same as saying 'I am finished with this
screen, SAVE what I have entered and show me the next screen'.
It has the same effect as clicking the OK button
Sometimes if a screen has compulsory information the cursor will move to a field and highlight
it because the program will not allow you to proceed until all compulsory fields are entered.
Get ito the habit of clicking on fields or tabbing between them, preferably tabbing.
Definitions:
Mouse operations
Click - Click on the field once with the left mouse button
Double Click - Click twice quickly on the field with the left mouse button
Right click - Click on the field once with the right mouse button
Keyboard operations
TAB - Press the TAB kay (normally on the left hand side of the keyboard with one arrow pointing
left, the other right.)
ENTER - Press the Enter key
Dates:
Full Dates must be entered in the format [ddmmyyyy]
but: If the year of the input is the same as the current year
you can enter as [ddmmyy] or [ddmm]
If the year and month is the same as the current year and
month you can enter [dd]
WHAT IS IT?
The POD system is designed to control POD documents after they have been signed by your customers.
For each document you enter the Invoice number. choose a Customer from a list and enter the
date of the Invoice.
You then press the OK button and the copy is stored and linked to that information.
You can find the document again by specifying any of the following searches:-
Invoice Number
Customer Code
Customer's Name
Date of the Invoice
Date information was entered into the database
If information has been incorrectly entered you can amend it and even re-scan the Invoice.
An Additional feature added to the POD system enable you to import or manually insert information in
advance of the invoice going out for delivery.
Once the document is received signed all that is required for capture is the document number,
all other information is drawn from the pre-entered data.
HOW TO USE POD
1. Setup POD Defaults - Only required once before using the system
These defaults determine what your system will do.
Click FILE\POD Defaults
Browse the POD Default File screen will appear
If information already displays in the samll window click CHANGE otherwise click INSERT.
If you are going to use the ASCII file import facility place a tick in the box labelled Import Control list.
The box labelled POD Scan has a tick in it already and is greyed out because there will be no situation where you use this system and don't scan in a POD.
If you want to enter the name of who signed the POD document when the document returns then tick the box labelled Input Signatures.
The box labelled Distribution refers to a specific type of POD in which you are delivering goods on behalf of a client to an address.
This facility allows you to capture both the customer and the delivery address and allows you to produce reports to the customer detailing this information.
Tick the box if you want to use this facility.
CDViewer defaults to Docpodv.exe. This field is only useful for multiuser applications where you produce CDs containing POD's for a specific customer. This field nominates the name of the Viewer program to be attached to the CD to allow the customer to search the POD database.
The name can be change if you have ordered a special viewer which we can manufacture in which the opening screen has your company logo and information on it.
The field current storage directory requires any name to be entered. We suggest a 4 character name followed by a number.
The next 2 fields nominate how many images will be stored in this directory you have nominated and when the system will ask you to name a new directory.
The default is 20000 but you can change this to a lower number (minimum 5000) if you wish.
Click the OK button
Click the Close button
Normal Operation
1. Create the customer file
Move the mouse onto the CONTROL/MAINTENANCE\SUPPLIER FILE Menu choice and click
Click the INSERT button
Enter a customer code and press TAB
Enter a customer name and press TAB or click the OK Button
The same screen will display again with the fields blanked out.
If you have another customer to add the repeat the above
When you have entered all your customers click the cancel button
You will be back at the Browse customer screen which will display all the existing customers, including those you have just added.
To add more customers click the INSERT button again
To change existing customer information Click the CHANGE button after highlighting the customer to change
To delete a customer, which is only allowed if there are no POD's entered against the customer, highlight the customer line and click the DELETE button
When you have finished click the CLOSE button
1. Create the Delivery file If you ticked the Import Control list box in the POD defaults screen.
Move the mouse onto the CONTROL MAINTENANCE\DELIVERY FILE Menu choice and click
Click the INSERT button
Enter a delivery code and press TAB
Enter a delivery name and press TAB
Enter a Town and PRESS TAB or click the OK Button
The same screen will display again with the fields blanked out.
If you have another Delivery address to add repeat the above
When you have entered all your Delivery addresses click the Cancel button
You will be back at the Browse the Delivery File screen which will display all the existing delivery addresses, including those
you have just added.
To add more Delivery Addresses click the INSERT button again
To change existing Delivery Address information Click the CHANGE
button after highlighting the Delivery Address to change
To delete a Delivery Address, which is only allowed if there are no POD's entered against the customer, highlight the Delivery
Address line and click the DELETE button
When you have finished click the CLOSE button
If you ticked the Import Control List box on the POD Defaults file then we need to add documents into the control list.
Click POD\Document Master
Click on the Insert button
Enter a document number and press TAB
A list of customers will appear.
Highlight the customer and click SELECT.
The customer name will appear and the Customer Code field will be highlighted. Press TAB
Enter a document date and press TAB
If you did not tick the box Distribution on the POD Defaults File then click OK or press ENTER.
If you did tick the box Distribution on the POD Defaults then a list of Delivery addresses will appear. highlight an address and
click select.
The Delivery Name will appear and the Delivery Code field will be highlighted.
Press TAB
Enter the number of packages on this POD and Press TAB
Enter the total weight on this POD and press TAB or click OK
The screen will re-appear and the fields will clear indicating that the information has been accepted.
Continue entering until all documents have been registered and then click the Cancel button. You will return to the Browse the
PODMaster Imported File screen.
Click the Close button
To capture POD documents
Choose POD\Insert POD
On the Proof of Delivery screen click on the button with the image of document pages and the words Insert a POD.
Enter the document number and press TAB
-------- *********** --------
If you ticked the box Import Control List on the POD Defaults file then all the information for this document will be display.
Press ENTER or click the OK button. If you enter a number which has already been scanned then a message advising this will be displayed and you will return to the Document Number field.
Clicking the Show master button will display all documents which have not yet been scanned. These are the only valid document numbers.
-------- ******* ---------
If you did not tick the box Import control list:-
Select the customer code and press TAB
Enter the date and press TAB
If the Delivery Code field displays, Enter the Delivery Code and Press TAB
Place the document in the scanner and click the OK button.
In the Scanner software press the SCAN button
The software will scan the document and return you to this screen. The image and database record will be stored and
cross-referenced.
Enter the next document number as above
Continue as above until complete and the click Cancel.
Maintain Proof of Delivery is used to give senior staff access to information and to allow them to modify incorrect data entry
(if,for example, the document number was entered incorrectly or the wrong document was scanned against the database record.
A list of scanned documents is shown. The tabs along the top allow access to the database by different criteria.
These are:-
By Document No.
By Customers account code
By Customers Name
By Date of document
By date of entry onto the system
Once the document that you want to maintain is highlighted
click the DISPLAY DOCUMENT button in the bottom right-hand corner.
This will display the document on the screen
Use Zoom Best Fit to display the whole document on the screen
Use Zoom Fit to width to see the document screen wide.
Press the printer icon to print a copy of the document on the default print device.
Press File/Print and choose fax printer driver to print to a fax card or modem if you have one installed.
When complete press File/Exit to return to MAINTAIN PROOF OF DELIVERY RECORDS screen.
If you wish to modify any information relating to the document click the CHANGE button.
This will display the database information.
Place the mouse on the field to change and re-enter
If you wish to re-scan the document click the SCAN DOCUMENT button.
When finished click the OK button.
Click the CLOSE button to exit the MAINTAIN PROOF OF DELIVERY
RECORDS screen
VIEW PROOF OF DELIVERY allows staff to search for documents using the SAME search criteria in Maintain
Proof of Delivery without the ability to change any data
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