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Spee-Dee Ship Software Program Instruction Guide

If you have questions please contact:

Spee-Dee Ship Support At:

E-Mail: sds@speedeedelivery.com Phone:

(320) 251-6697

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Table of Contents Chapter 1: Installation Guide Page

Will Spee-Dee Ship work on my computer? 11 Do I need a special printer for Spee-Dee Ship 11 What printers should I use to print my labels? 11 Do I need to have a printer hooked up to install Spee-Dee Ship? 11 Is my disk an update or full install? 11 How do I manually start the CD? 12 How do I update my Current version of Spee-Dee Ship? 12 Important Note for Vista users 14 How do I install Spee-Dee Ship for the first time? 15

Chapter 2: Install Settings Guide Installation Type Settings 19

Which database setting do I use? 19 How do I map to my databases? 19

ShipFrom Address Settings 20 How to fill out the “Shipper #”? 20 Do I need to enter the Barcode Prefix? 20 What workstation number do I use? 20 What address do I use? 20 Are Attention and Department Fields required? 20

Reference Setting Headers 21 Are the Reference Labels Required? 21 What are Reference Labels used for? 21 Are all the headers searchable? 21 What is Ship Inst 1 or 2 Label? 21

Label Printer Settings 22 Will this affect my UPS? 22 How do I select a label printer? 22 What are my label size options? 22 What paper size should I use? 22 What goes in Source? 23 What label size should I use? 23 What about my laser or inkjet printer? 23 What should I set Orientation to? 23 What do I need to enter for margins? 23 What about the Diagnostic Information? 23

Manifest Printer Settings 24 How do I select a printer? 24 Do I need a paper source? 24 What orientation do I need? 24 Do I need a margin setting? 24

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What about the Diagnostic Information check boxes? 24 Database Settings 26

What is the Active Database? 26 Can I use my UPS Database? 26 Can I import my addresses? 26 What is the default import table? 26 What is the default starting field? 26 What is the difference in the “Save Ship to”? 27

Chapter 3: Shipping Guide How to process a package 31

Where do I enter a package? 31 What is “Import From Database”? 31 What is the “Spee-Dee Customer Code”? 31 What is “Company Name”? 31 Do I need to fill in all the address fields? 32 Can I do a Reverse Look Up? 32 How do I do a reverse look up? 32 If I enter an email, will it send my customer an email? 33 Can I have my phone number on my labels? 33 How do I enter a weight? 34 How do I use my scale? 34 My program does not import the weight 34 Reference Labels? 34 What is the Previous Package section? 34 My package count is wrong. 34 How do I ship a package? 34

How to process a COD package 35 How do I ship a COD package? 35 How much will my customer be charged? 35 What does this mean? 35 Do I need a COD on all packages I am sending COD? 35

How to process a Pickup Tag 36 How do I ship a ‘Pickup Tag’? 36

How to Process an Acknowledgment of Delivery 36 What is ‘Acknowledgment of Delivery (AOD)’? 36 Do I need an AOD on all packages I am sending AOD? 36 What is a shipment? 37

How to process a Hazardous package 37 How do I ship Hazardous Material? 37

How to insure your package 38 How do I add insurance? 38 What does insurance cost? 38

How to process an oversized package 38 Is my package oversized? 38 What is girth? 39

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How do I ship Oversized? 39 How to process a handling charge 39

How can I add a handling charge? 39 My handling charge is not included in my shipping 40

How to process a Multiship 40 Are Multiship and Repeat packages the same? 40 How do I ship Multiship? 40

How to process a Repeat Package 42 How ship ‘Repeat Package’? 42

How to process an Autoship shipment 42 What is an Autoship Shipment? 42 Can I import a file? 42 Can I use reference label headers? 42 How do I enter a weight? 42 What is the Sort Order? 43 What are my options for sorting my Autoship? 43

How to Use the Rates Calculator 43 What is the Rates Calculator? 43 Where is the rates Calculator? 43 How do I use the Rates Calculator? 44 Are all discounts applied? 46

Chapter 4: Pending Manifest

Voiding Packages 49 What is the Pending Manifest Button For? 49 How do I void a package? 49

Reprinting Packages 51 How do I reprint a package? 51

Copying Tracking Numbers 52 How to Copy a Tracking Number 52

Creating a Manifest 53 How do I print a manifest? 53 Can I print a manifest more than once? 53 What does the driver get? 54 Do I have to print a “Customer Detail Report”? 54 Drivers vs. Customers “Detail Reports” 54 What are the print Order Options? 54

End of Day (EOD) 55 Does the EOD create a manifest? 55 Can I run EOD at any time? 55 After running EOD, can I reprint a label? 55 After running EOD, can I void a label? 55 After running EOD, can I reprint my manifest? 55

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Chapter 5: Addresses Customer Addresses 59

Can I edit my address? 59 Can I delete an address? 59 Can I add a new address? 60

ShipFrom Addresses 61 Can I edit my address? 61 Can I delete an address? 61 Can I add a new address? 62 What is my default ShipFrom Address? 62 Can I bill my customers Spee–Dee Ship number? 62 Can I have multiple shipper numbers on my computer? 62

AutoShip Addresses 63 What is Autoship? 63 Can I use it for regularly scheduled shipments? 63 Will new addresses overwrite my old addresses? 64

Chapter 6: How to Change Your Settings Shipper Settings 67

BillFrom Address Section 67 Can I edit my shipper number? 67 Can I edit my address information? 67 How do I save my changes? 67

References Setting Headers Section 68 What are Reference Label/Headers? 68 Are reference Headers required? 68 Are all four fields searchable? 68 How to print your phone number on the label 68 How to print a customer’s phone number on the label 68

Company Logo Section 69 Do I have to use a logo on my label? 69 Can I use my own logo? 69 Does my logo have to be detailed? 69

Equipment Settings 70 Label Printer Section 70

We changed our label stock, now what? 70 How do I change my label printer? 70 What is the ‘Left’ margin adjustment? 71 What is the ‘Top’ margin adjustment? 71 Do I need to put anything in the source? 71

Manifest Printer 72 What kind of printer can I use? 72 Do I have to fill in the source? 72 What is the ‘Left’ margin adjustment? 72

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What is the ‘Top’ margin adjustment? 72 Electronic Scale 73

Will Spee-Dee Ship work with my electronic scale? 73 How do I change scales? 73 My circle is red, what does that mean? 73 My circle is yellow, what does that mean? 73

Handling Charge 74 What is ‘Apply Charges To’? 74 What is ‘per package’ and should I use it? 74 What is ‘per shipment (reference #1)’? 74 What is ‘Display Handling Charge’? 75 What is ‘Handling Charges are included in…’? 75 Will I be billed for my handling charges? 75 What is ‘Charge/ lbs’? 75 How do I edit ‘Charge per lbs’? 76 What is ‘Handling Charge Amount’? 76 How do I enter a percentage? 76 How do I enter a fuel surcharge? 77

Database Settings 78 What is the ‘Active Address Database’? 78 What is ‘Spee-Dee Customer DB’? 78 How can I import my customer list from UPS? 78 What is the ‘Default Import Table’? 79 What is the ‘Default starting field’? 79 What is ‘Save Ship To Addresses’? 79

COD Settings 80 What is ‘COD Amount Only’? 80 What is ‘Base + COD Amount’? 80 What is ‘Base + Additional + COD’? 81 What is ‘Base + Additional + COD + Handling Charge’? 81 Can I change the COD settings any time? 81

Chapter 7: Manifest History

Re-Print & Void 85 Can I void a package? 85 Can I reprint a label? 85 Can I reprint a manifest? 85 How to Copy a Tracking Number 85

Searching for Packages 87 I don’t know when my package shipped, now what? 87 What can I search by? 87 What does ‘no package found’ mean? 88 What is the best way to enter ‘Containing’ field information? 88 Types of searches 88

Tracking Packages/Shipments 89 How do I track a package? 89

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Chapter 8: Printer Settings

Creating a 4x8 label for the Eltron / Zebra Printer 93 How do I create a custom label? (method 1) 93 How do I create a custom label? (method 2) 94

Chapter 9: Import/Export Addresses Utilities

Import Customer Addresses 103 Can I import my customer list? 103 What type of file do I need? 103 How do I import my address book? 103

Import AutoShip Addresses 107 How do I import my batch shipment? 107

Chapter 10: Archiving & Restoring Manifest History

Archiving Manifest History 113 Do I need to archive my shipments? 114 How do I archive all my shipments? 114 I only want to archive part of my shipments 114 How often should I archive my shipments? 114 What is the date for? 114 Can I select any date? 114 How are the files named? 114 Where do I save the archived files? 115 How will I know what has been archived? 115 What information can I get from archiving? 115

Restoring Manifest 117 How do I find the manifest I want to restore? 117 How do I select an archived file? 118 What does the name of the file mean? 118 Do I have to import all the shipment dates? 119

Appendix A: Troubleshooting

Troubleshooting Eltron/Zebra Thermal Label Printer 123 Line vs. Page Mode, Dumping Printer Memory 123 Bad file name or number 124 ODBC Connection Error 124 Unrecognized Database Format 124

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CHAPTER 1

Installation Guide

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PC/SYSTEM REQUIREMENTS Will Spee-Dee Ship work on my computer? The following are the minimum system requirements necessary for Spee-Dee

Ship to work properly.

Pentium III-class PC (400MHz or Higher) 128MB RAM 500MB available hard disk space Super VGA (800x600) CD-ROM drive Internet connection and email access for updates

Desktop versions of Windows, 2000, Vista and Windows 7 are supported. We do not support Windows 95, 98, ME, any Windows emulator, Mac OS or Linux.

Do I need a special printer for Spee-Dee Ship? No, a plain inkjet or laser printer can be used for printing both labels and manifests.

What kind of printer should I use to print my labels? It is recommended that you use either of the following options to print your

labels, based on the number of packages you ship each day. For 1 – 10 package counts

Inkjet, DeskJet, or Laser (HP, Epson, Lexmark, Cannon, etc.) are adequate for this shipping volume. For 15 or more package counts A thermal Printer (Eltron, Zebra or Samsung) should be used to handle this shipping volume.

Do I need to have a printer and its software drivers installed prior to installing Spee-Dee Ship? Spee-Dee Ship requires printers for label and manifest printing. To ensure a

smooth configuration it is recommended (but not required) that all printers and their software drivers be installed prior to installing Spee-Dee Ship.

Is my disk an update or full install? The Spee-Dee Ship disk that you have received can be used as an update or a full

install.

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How do I manually start the CD? The first step in installing Spee-Dee Ship manually is to click on the “Start” button on the bottom left corner of the screen. Click on the “Run” in the “Start” menu. The following window will pop up, depicted by Figure 1.

Figure 1

To get the installation to run from this screen, you must enter the letter of your CD-ROM drive (ex. D, E, etc.), followed by a colon and then a back slash “\“. After this, type setup.exe and then click “OK”. This will initialize the setup.exe file from the software in the CD-ROM drive. Also, clicking “Browse” and selecting “MyCd” is another way to manually start the installation process. How do I update my Current version of Spee-Dee Ship?

1.) Insert the Spee-Dee Ship disk you received into the CD tray and close the tray. 2.) Close CD-ROM/DVD tray 3.) The auto-run will begin and you will see the following screen:

Figure 2

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4.) After the setup is done running click “Next” on the following screen:

Figure 3

5.) Click “Install” on the following screen:

Figure 4

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6.) Then you will click “Finish” on the following screen:

Figure 5

Important Note for Vista users:

To install Spee-Dee Ship on a Vista platform, Administrator rights are required. For those who have set up restricted user accounts, make sure those accounts have full access rights to the directory where Spee-Dee Ship is located and to any printers that it may be using. Initially, to give the user full Administrator rights to the computer, install the program, and then restrict access for the users. This will allow for the operating system to create needed registry values.

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How do I install Spee-Dee Ship for the first time? 1.) Insert the Spee-Dee Ship software disk you received into the CD-ROM/DVD

ROM drive and close the tray. 2.) The auto-run should begin, you should see the following screen:

Figure 6

3.) Click “Next” on the following screen:

Figure 7

4.) The next screen will allow the user to define the location for Spee-Dee Ship.

By default the installation location is “C:\SPEEDEE\”. To change the

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location, click the “Change…” button and selecting a new location. Click “Next” to continue the installation.

Figure 8

5.) Click “Install” on the following screen:

Figure 9

The Spee-Dee Ship program files are now on your computer. The next steps are necessary to complete the settings to run the software properly on the computer.

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CHAPTER 2

Install Settings Guide

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Installation Type Settings

Figure 10 What database setting should I use?

When installing Spee-Dee Ship on only one computer, use the “Local” option. The program will store your database files on your local hard drive. Click the “Next” button to continue to the next screen, ‘Ship From Address Settings’. When installing Spee-Dee Ship on more than one computer, use the “Network” option. You will be asked to map to the location of the database files. To map the database files, please click on the “Browse” button under each of the database types, as shown in figure 10.

How do I map to a database file?

1.) Find out the exact location of the database files. Are they on a server or another computer in the office, department or another building?

2.) Click the “Browse” button. 3.) Click the ‘up’ arrow to get to “My Network” 4.) Click on the “Spee-Dee Ship shared on ______” 5.) Click on Spee-Dee Ship.mdb 6.) Repeat steps 2-4 7.) Click addresses.mdb 8.) Repeat steps 2-4 9.) Click manifest.mdb

Note: The mapping address will look something like this. S:\ speedeeship\speedeeship.mdb S:\ speedeeship\addresses.mdb S:\ speedeeship\manifest.mdb

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Ship From Address Settings

Figure 11 How to fill out the “Shipper #”?

When entering the shipper #, do not enter ‘R’, ‘.’ or ‘-‘. Spee-Dee Ship does not recognize those characters as being valid. The shipper number (account number) can be located on the paperwork sent or the lower right corner of the label on the envelope in which the Spee-Dee Ship software was packaged and must be 6 digits in length. If you were given an account number less than six digits in length, please add zeroes to the left side of your account number, (ex: 1234 becomes 001234).

Do I need to enter the Barcode Prefix? No, the ‘Barcode Prefix’ will automatically fill in based on what is entered in the ‘Shipper #’ text box.

What workstation number do I use?

If using only one computer, leave the workstation at ‘00’. If using this software on a network, then the Workstation number needs to be increased by one with each machine that has Spee-Dee Ship installed. The first computer should be ‘00’; the second ‘01’, and so forth.

What address do I use? The address that you enter will be the address that is printed on the shipping labels and manifests. In all cases, the physical address from which packages are tendered for shipment with Spee Dee Delivery should be used. In most cases, the billing and shipping addresses are the same. That address should be entered. If the billing address is different from the ship from address, enter the ship from address. If for any reason a package is returned it will go to the address on the label.

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Are Attention and Department Fields required? No, both of these fields are optional. However, they do make it easier to identify the unique shipping source of the package when using multiple workstations.

Reference Settings Headers

Figure 12 Are the Reference Labels Required?

No, these are optional fields. What are Reference Labels used for?

Reference labels are used to create headers and text fields on the shipping screen. They can be used for purchase order numbers, work order numbers, invoice numbers or anything else used to track shipments internally.

Are all the headers searchable? No, only Reference Label 1 is searchable in the ‘pending manifest’ and ‘manifest history’.

What is Ship Inst 1 or 2 Label?

These are used to provide special delivery instructions to the driver that will be delivering your package. This field will create a header and text field on the shipping screen. This field can be used to let a driver know if their drop site has limited hours of operation or where to place the package if nobody is home. ‘Ship Inst Labels’ are not searchable.

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Label Printer Settings

Figure 13 Will this affect my UPS?

No, while some customers use the same label printer for UPS, and/or FedEx, Spee-Dee Ship uses different information that does not generally conflict with the other programs.

How do I select a label printer?

To select a label printer, click on the down arrow in the Printer section. Scroll down until the label printer is listed. Left click on the printer of choice.

What are my label size options?

There are four different shipping labels available on rolls and one available on 8.5 x 11 sheets that are commonly used. They are 4 x 6, 4 x 6.75 doculabel, 4 x 8 doculabel and 4.25 x 5.5. The 4x6 and 4x8 are single part labels. The 4 x 6.75 has a ½ inch tab at the bottom. The 4 x 8 doculabel has a two inch tab at the bottom. The 4.24 x 5.5 come four to a 8.5 x 11 sheet.

What paper size should I use?

Use 4 x 6 for your 4 x 6 labels and 4 x 8 for all other labels.

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What goes in Source? Source can be left blank. The program will use the printer default settings.

What label size should I use? Use the label size that matches the labels in the printer.

What about my laser or inkjet printer? When setting up laser or inkjet printer we recommend selecting 4.25 x 5.5 (4 per sheet). This will allow pickup tags to print on a single page. This option will also allow the user to print four labels per page using an entire sheet of paper. To use this option, set the paper size to 8.5 x 11 (letter) to be able to access this label size.

What should I set Orientation to?

Set the orientation to portrait. What do I need to enter for margins?

Margins should be left blank unless told otherwise by tech support. Margins can be adjusted to aid in positioning the information on the label.

What about the Diagnostic Information?

The four check boxes in the Diagnostic Information section all need to be checked. You cannot change them; however the user should verify that they are all checked. If any of the boxes are not checked contact the network administrator about your access permissions for the printer.

After completing all the settings click the ‘OK’ button at the bottom of the window as shown in Figure 13. The next screen will allow the user to double check the settings to make sure they are correct. If everything is correct, click the ‘Next’ button. If you want to change something, click the ‘Settings’ button. Figure 14 shows an example of this window.

Figure 14

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Manifest Printer Settings

Figure 15 How do I select a printer?

To select a printer, click on the down arrow and click on the desired printer.

Do I need a paper source? No, this field can be left empty. The program will use the printer defaults.

What orientation do I need? This should always be set to portrait.

Do I need a margin setting? For the majority of printers, a margin adjustment is not needed. If the printer needs an adjustment, make them in +/-.10 increments.

What about the Diagnostic Information check boxes?

The four check boxes in the Diagnostic Information section all need to be checked. You cannot change them, however the user should verify that they are all checked. If any of the boxes are not checked contact the network administrator about your access permissions for the printer.

After checking all the settings, click the “OK” button. The next screen will give the user a chance to double check the settings to make sure they are correct. If everything is

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correct, click the ‘Next’ button. If you want to change something click the ‘Settings’ button. Figure 16 shows an example of this window.

Figure 16

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Database Settings

Figure 17

What is the Active Database?

The Active Database is the database that Spee-Dee Ship will get the customer addresses from.

Can I use my UPS Database? You cannot access your UPS database due to changes made by UPS.

Can I import my addresses? Yes, import the customer addresses from UPS WorldShip 9.0 or newer by using their export addresses utility. The user can also import the addresses from any program that can export the addresses in a CSV (comma delimited) file format. Use the ImportAddress Utility to import the addresses into Spee-Dee Ship.

What is the default import table? The default import table is in the database that has the customer addresses in either Spee-Dee Ship or WorldShip.

What is the default starting field? This is the field that Spee-Dee Ship will start at when the program opens or a new package is started. There are two choices, company name or the import field. Company name allows the user to enter a package by typing the company name and then pressing Enter to auto-fill the rest of the address. Import field allows the user to enter a company ID number or other identifier to bring up the customer information using the auto-fill feature.

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What is the difference in the “Save Ship to”?

There are three options for the “Save Ship to Addresses” section. The first option is “Save Always”. This will automatically save all the addresses the first time the user ships to the address. The second option is “Prompt for Save”. This option will ask if the user wants to save the current address. The third option is “Never Save”. This option will not save any addresses.

Click “Next” to continue the installation process.

Figure 18 Click “Finish”.

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Figure 19 Click “Finish” to end the Spee-Dee Ship Software Installation. . The following icon should now be located on your desktop. This icon can be used to open the Spee-Dee Ship program by double clicking on the icon.

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CHAPTER 3

Shipping Guide

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Shipping Guide

How to process a Package

Figure 20 Where do I enter a package?

The shipping screen. The shipping screen is the default screen for the program. The screen is where the user will enter all the packages. The screen will look a little different than Figure 20, depending of shipping options chosen.

What is “Import From Database”?

This field will tell Spee-Dee Ship which database to pull the addresses from.

What is the “Spee-Dee Customer Code”? This field is listed in the database settings as “Import Field”. This field is often used for a Customer ID or account number assigned by the shipper to identify the consignee of the package.

What is “Company Name”? This is the name of the company or individual the package is being shipped to.

Figure 21

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Do I need to fill in all the address fields?

No, the only fields that are required are Company Name, Address, City, State and Zip Code. All other fields are optional.

Can I do a Reverse Look Up? Yes, you can do a reverse look up based on the zip code. How do I do a reverse look up?

Enter a valid zip code and hit enter The City and State will automatically populate.

Figure 22

If multiple cities are assign a drop down box will appear Then select the desired city for the shipment Figure 23 shows how the screen ready for the rest of the customers

information

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Figure 23

If I enter an email address, will it send my customer an email? No, it will not send an email to your customer. It will print the email or web site address on the label. This field is also present on the “Ship From” screen.

Can I have my phone number on my labels? Yes, see Chapter 6 for details.

Figure 24

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How do I enter a weight? Weights are entered as whole numbers. For example, if 4.1 is entered, it will be rounded up to 5. In all cases, weights should be rounded up to the next whole number.

How do I use my scale? To import a weight from a supported electronic scale, check the ‘enable’ box. My program does not import the weight? Make sure that the ‘enable’ check box is checked, and the colored circle is green.

The package has to be stable for a few seconds for the circle to turn green. When the circle is green, the weight will display in the weight box. The values in the base charge and total charge boxes will then be produced. The primary cause of the weight not being displayed is movement of the box on the scale. This prevents the weight from being locked in.

Reference Labels? Figure 22 shows some examples where and how the reference labels will be

displayed on the shipping screen. What is the Previous Package section? This section displays information about the last package that was processed. My package count is wrong. The package count reflects the number of packages per shipment. Voided

packages are not subtracted from the package count. How do I ship a package? To ship a package, perform the following steps.

1. Enter the customer name and information, pressing <ENTER> after each field.

2. Enter the weight of the package 3. Check any services required 4. Click the ‘Process Package’ button 5. Apply label to package

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How to Process a COD Package

How do I ship a COD package?

Figure 25 To process a COD package, enter all the same information that was entered to

process a normal package with the addition of the following. Check the COD check box Enter the amount of the COD If Cashier’s check or money order are the only forms of payment

accepted, check that box Then click the ‘Process Package’ button. There should be a difference in the amount in the ‘Total Charge’ to reflect the additional costs.

How much will my customer be charged? This information is displayed on the right side of the shipping screen in the lower

portion of the COD section. It covers only the package shown and does not reflect any discounts that may be applied later.

What does this mean? This means that after the ‘Process Package’ button was pressed and the program discovered that there was not a dollar value in the COD Amount box.

Do I need a COD on all packages I am sending COD? If a delivery from a shipper contains at least one package with a COD amount, then the delivery driver will not leave any package from that shipper with the consignee unless that COD amount is paid for by the consignee at the time of delivery. To allow the consignee to select which packages to accept and which to reject, the shipper must pay for COD service on each package.

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How to Process a Pick Up Tag

How do I ship a ‘Pickup Tag’? To ship a pickup tag, please follow these steps:

Check the ‘Pickup Tag’ check box Enter all the information for the location of the package being picked up Enter a weight Check the check boxes for any additional services for this package Click ‘Process Package’ A popup window will remind the user that two labels are being

created, these labels must remain connected to each other Click ‘Ok’ Send the label with the driver like any other package

Figure 26

How to Process an Acknowledgment of Delivery (AOD)

What is ‘Acknowledgment of Delivery (AOD)’? This feature requires the consignee to sign for the package when they take delivery. There will be two options, signature or adult signature. The adult signature is required for anything that is illegal for someone under legal age to receive.

Do I need an AOD on all packages I am sending AOD?

When a consignee signs an AOD, he or she is acknowledging delivery of the package to which the AOD tag was attached. If one of four packages being delivered has an AOD tag attached, and the consignee refuses to sign the tag, then that package will not be delivered. The other three packages (without AOD tags) will still be delivered. To prevent the other three from being delivered, they must also have AOD tags attached.

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What is a shipment?

All of the packages that are delivered to a single address on a single day.

Figure 27

How to Process Hazardous Package

How do I ship Hazardous Material? To ship hazardous, please follow these steps:

Check the hazardous check box Fill in all the ‘Ship To’ information Enter a weight Print the hazardous paperwork Fill out the hazardous paperwork (more than one item can be placed on the

paperwork) Include the hazardous paperwork with the other paperwork for the driver Click ‘Process Package’

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Figure 28

How to Insure your Package

How do I add Insurance? To add insurance to the package, please follow these steps:

Check the check box for declared value Enter the value of the item being shipped Fill out ‘Ship To’ information Enter a weight Click ‘Process Package’

What does insurance cost?

See our website (www.speedeedelivery.com) for current pricing details.

How to Process an Oversized Package

Is my package oversized? To determine if the package is oversized, please follow these steps:

Check the check box for ‘Oversized’ Enter the length and the girth

o Package measurements below 130 inches are not oversized o Package measurements between 130 and 170 inches are oversized o Package measurements over 170 will not be able to be processed

by the software.

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Figure 29

What is girth?

The following diagram will help illustrate what girth is and how to measure it.

Figure 30

How do I ship Oversized?

To ship an oversized package, please follow these steps: Check the check box for ‘Oversized’ Verify that the package is oversized Enter the ‘Ship To’ information Enter a weight Click ‘Process Package’

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Figure 31

How to Process a Handling Charge

How can I add a handling charge? To add a handling charge, check the check box for ‘Handling Charge’. The user will also need to set this up in the ‘Settings’ section, which will be explained in more depth in Chapter 6.

My handling charge is not included in my shipping If the user has set up a handling charge in the ‘Settings’ section, it will not be added to the shipping costs unless the check box is checked.

How to Process a Multi Ship

Are Multiship and Repeat packages the same?

No, Multiship is for shipping multiple packages, weighing the same amount, to the same address. Repeat package is for shipping multiple packages having different weights to the same address.

How do I ship Multi Ship? To process a Multiship shipment, please follow these steps:

Click on the ‘Shipping’ menu item above the ‘Shipping’ button Select ‘Multi Ship’ from the dropdown list Enter the ‘Ship To’ information Enter the number of packages Enter the weight of one package Click the ‘Process’ button

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This will print all the labels at one time. Make sure there are enough labels in the printer. If using a laser/inkjet printer it will ask you which label position to start printing to.

Figure 32

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How to Process a Repeat Package

How ship ‘Repeat Package’? To ship packages using ‘Repeat Package’, please follow these steps:

Enter the ‘Ship To’ information Enter the weight Check any special features to be added Click the ‘Process Package’ button Click the ‘Repeat Package’ button or F6 Enter new weight Click ‘Process Package’ Repeat steps until all packages have been processed

Figure 33

How to Process an AutoShip shipment

What is an Autoship?

The Autoship feature is used for batch shipments. It is intended to ship many items to different locations. The weights can be different for each package. If multiple packages are needed to be sent to a single location, a separate entry will have to be added for each package.

Can I import a file? Yes, CSV (comma delimited) file can be imported using the ImportAddress Utility.

Can I use reference label headers? Yes, to do this, follow these steps:

Create a column in the CSV file that will contain the information that will fill the text box that will be used on the shipping screen. This information will be unique to each label.

On the Autoship screen, create the reference header. This will print the same text on all labels.

How to enter a weight?

If the package weight is specified in the Autoship package list, that provided weight will be used. If the Weight field in the Autoship package list is empty or 0, the following options are available.

Prompt for Weight: used if each package has a different weight it will ask for a weight as each box is processed.

Specified Weight: used when all packages weigh the same enter the weight for one package. It will be applied to all the packages being shipped.

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What is the Sort Order?

The sort order will allow the user to change the sequence in which the packages are processed at the time of printing. For example, the user’s CSV file is in alphabetical order but the labels need to be printed in zip code order. To do this change the sort order to ‘zip code’.

What are my options for sorting my Autoship? Record – this will sort the packages by the order they were entered into the

database. CustomerNo – this will sort the packages by the CustomerNo field or

Customer code field. ShipName – this will sort the packages in alphabetical order by the

company name field. City – this will sort the packages into an alphabetical listing based on the

city field. State – this will sort the packages into an alphabetical list based on the

state field. Zip – this will sort the records in order based on the zip code field. Weight – this will sort out all the packages based on the weight field.

Figure 34

How to Use the Rates Calculator

What is the Rates Calculator? The Rates Calculator is a utility design to help you estimate the cost of a shipment

for your customers. Where is the rates Calculator? The Rates Calculator can be found by following these steps:

Click the shipping menu item

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Click the Rates Calculator option

Figure 35 How do I use the Rates Calculator?

After clicking the Rates Calculator you will see the following screen:

Figure 36

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Enter the destination zip code Enter the weight of a package Click the Add Package button The screen will now look like Figure 37

Figure 37

Enter each package with options going to the same zip code When all packages have been entered the screen will look like Figure 38

Figure 38

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Are all discounts applied? The utility does take into consideration Shipment Weight and Metro Weight for estimation purposes, only. The final billing may vary from this amount

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CHAPTER 4

Pending Manifest

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50

Voiding Packages What is the Pending Manifest Button For?

For access to the current days manifest. From this screen, the following functions can be performed:

Void packages Void shipments Reprint labels Copy Tracking Numbers to the Clipboard Search for a specific package Print your manifest Run the end of day

How do I void a package?

To void a package, please follow these steps. Double left click the name of the customer whose package needing to be

deleted. (This will drop down an envelop that represents the shipment.) Double left click the envelop that has dropped down (this will display all

the barcodes in that shipment)

Figure 39

There are two ways to void a package: Left click the barcode to select it Click on the package menu item Select ‘Void Package’ from the submenu

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Click ‘OK’ to void the package Or

Left click the barcode to select it Right click on the barcode to bring up a popup menu Select ‘Void Package’ from the submenu Click ‘OK’ to void the package

Figure 40

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Reprinting Packages

Figure 42 How do I reprint a package?

To reprint a package, please follow these steps: Double left click the name of the customer whose package you want to

reprint. (This will drop down an envelope that represents the shipment.) Double left click the envelop that has dropped down (this will show all the

barcodes in that shipment) You can do one of two things here:

Left click the barcode needing to be reprinted Click on the package menu item Select ‘Reprint Package’ from the submenu Click ‘OK’ to reprint the package

Or Left click the barcode needing to be reprinted Right click on the barcode to bring up a popup menu Select ‘Reprint Package’ from the submenu Click ‘OK’ to reprint the package

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Copying Tracking Numbers

Figure 41 How to Copy a Tracking Number:

There are two ways to copy a tracking number: Left click the barcode to select it Click on the package menu item Select ‘Copy to Clipboard’ from the submenu Click ‘OK’ to copy the tracking number Paste the tracking number in an email or other document

Or Left click the barcode to select it Right click on the barcode to bring up a popup menu Select ‘Copy to Clipboard’ from the submenu Click ‘OK’ to copy the tracking number Paste the tracking number in an email or other document

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Creating a Manifest

Figure 43 How do I print a manifest?

To print a manifest, follow these steps: Click on the ‘Create Manifest’ button Select ‘Customer Only Copy’ Click ‘OK’

Can I print a manifest more than once?

Yes, the user may print as many manifests needing to be printed during the course of a day. Each manifest printed will reflect all packages processed on that day, to that point in time.

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Figure 44 What does the driver get?

The driver should receive a “Driver Copy” of the “Detail Report” and the “Summary Report”.

Do I have to print a “Customer Detail Report”? No, this is optional. It can be printed at a later time if a shipment needs to be researched.

Drivers vs. Customers “Detail Reports”? The “Customer’s Detail Report” contains any handling charge and fuel surcharge fees. This information does not appear on the “Drivers Detail Report”.

What are the print Order Options?

Entry Order-This is the order in which each package is entered into the program.

Customer Number-In numerical order based on the Spee-Dee Customer Code.

Customer Name-Alphabetical order

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End of Day (EOD) Does the EOD create a manifest?

No, the only thing the EOD does is close the day and moves the records into the “Manifest History”.

Can I run EOD at any time? Yes, however we do not recommend running prior to the driver leaving with your packages.

After running EOD, can I reprint a label?

No, the records have been moved to “Manifest History” and can no longer be edited.

After running EOD, can I void a label? No, the records have been moved to “Manifest History” and can no longer be edited.

After running EOD can I reprint my manifest? Yes, go to the “Manifest History and reprint the manifest.

The End of Day process should not be performed until after the Spee-Dee Delivery driver accepts the manifest.

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CHAPTER 5

Addresses

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Customer Addresses The Addresses button opens the section of the program that allows the user to view and edit the addresses. There are three sections (Customers, Ship From and AutoShip).

Figure 45 Can I edit my address?

Yes, edit them by doing one of the following. Click on the ‘Customer’ menu item Select ‘Edit’ Edit the information in the edit dialog box

Or Select the address you want to edit Right click on the address and select ‘Edit’ Edit the information in the edit dialog box

Can I delete an address?

Yes, delete them by doing one of the following. Click on the ‘Customer’ menu item Select ‘Delete’ Click ‘OK’

Or Select the address or addresses you want to delete Right click on the address and select ‘Delete’

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Click ‘OK’

Can I add a new address? Yes, edit them by doing one of the following.

Click on the ‘Customer’ menu item Select ‘New’ Edit the information in the edit dialog box

Or Right click on any address and select ‘New’ Edit the information in the edit dialog box

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Ship From Addresses

Figure 46 This screen contains all the information about the ship from addresses. It will allow the user to create unique addresses for different departments or other breakdowns. There is no way to add additional shipper numbers without having a special file installed. For that, please contact Spee–Dee Ship Support. Can I edit my address?

Yes, edit them by doing one of the following. Click on the ‘Ship From’ menu item Select ‘Edit’ Edit the information in the edit dialog box

Or Select the address to be edited Right click on the address and select ‘Edit’ Edit the information in the edit dialog box

Can I delete an address?

Yes, you can delete addresses by doing one of the following. Click on the ‘Ship From’ menu item Select ‘Delete’ Click ‘OK’

Or Select the address or addresses to be deleted

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Right click on the selected address and click ‘Delete’ Click ‘OK’

Can I add a new address?

Yes, add addresses by doing one of the following. Click on the ‘Ship From’ menu item Select ‘New’ Add the information in the edit dialog box

Or Select an address to be added Right click on the address and select ‘New’ Edit the information in the edit dialog box

What is my default ShipFrom Address? The default ShipFrom address is always the first address listed. When it is

highlighted it will also indicate in red at the bottom of the screen as shown in Figure 45.

Can I bill my customers Spee–Dee Ship number?

Yes, it is possible to bill your consignee’s Spee–Dee Delivery account number. Spee-Dee Delivery Service, Inc. does not recommend this to be done for one time shipments; rather this is intended for regular deliveries from the user to another Spee Dee Delivery shipper’s account #. To do this, provide the following.

The consignee will need to send an email to sds@speedeedelivery.com authorizing billing to their shipper number.

The email should contain the full street address where the packages will be dropped off.

The shipper will be provided with a file to be saved and installed into your Spee–Dee Ship program.

Can I have multiple shipper numbers on the same computer?

Yes, it is possible for multiple businesses to use the same computer to ship their packages and use their own shipper number. To do this, install multiple shipper numbers on a single Spee–Dee Ship install. (We recommend this when the different businesses are owned by the same people, because the records for each business will be in the same database.)

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AutoShip Addresses

Figure 47 What is Autoship?

Autoship is a way to ship a large number of packages all at once. This utility will generate all the labels and manifests at once without having to enter any information for each package during label printing.

Can I use it for regularly scheduled shipments? Yes, please do the following. See how to process an AutoShip (pg 39) for additional instructions.

Create a CSV file in Excel with the following fields 1. Company Name 2. Street Address 3. City 4. State 5. Zip 6. Weight 7. reference 1 (optional) 8. reference 2 (optional)

Import the file using the ImportAddress Utility Run AutoShip For each subsequent month, delete the addresses in the AutoShip table and

import an updated list for shipment.

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Will new addresses overwrite my old addresses? No, when importing addresses into AutoShip, it will add the addresses to what is already there.

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CHAPTER 6

How to Change The Settings

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Shipper Settings

Figure 48 Can I edit my shipper number?

The shipper number should only be changed during installation. For assistance in doing this, contact Spee-Dee Ship technical support.

Can I edit my address information? Yes, this can only be done when there are no packages pending. If there are packages being shipped from different departments on the same shipment, add each address in the ShipFrom screen under the Addresses button, as described in Chapter 5.

How do I save my changes? To save the changes to the ShipFrom Address section, click ‘OK’ at the bottom of the screen.

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References Setting Headers

Figure 49 What are Reference Label/Headers?

These allow the user to create up to four additional fields for additional information on each package.

Are reference Headers required? No, these are optional. Reference Headers can be added or removed at any time.

Are all four fields searchable? No, only the Reference 1 Label is searchable.

How do I print my phone number on the label?

To print a phone number on the label, the user must have it in the address record in the ShipFrom tab under the Addresses button.

Check the ‘Display ShipFrom Phone Number on Shipping Label’ How do I print a customer’s phone number on the label?

To print the customer’s phone number on the label, the user must first have it in the address record in the Customer tab under the Addresses button.

Check the ‘Display ShipTo Phone Number on Shipping Label’

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Company Logo

Figure 50

Do I have to have a logo on my label?

No, the logo can be turned off by checking the ‘Disable Printing Spee-Dee Logo’ checkbox.

Can I use my own logo? Yes, click the ‘Browse’ button to tell the program where the logo art is stored. It will then print onto the label.

Does my logo have to be detailed?

No, the more detail in the logo the longer it will take to print. Spee-Dee Delivery Services, inc. recommends simple text and line drawings to be used for the logo art.

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Equipment Settings This section will allow changes to be made to the label printer, manifest printer and electronic scale.

Figure 51 We changed our label stock, now what?

To change the label size, please follow these steps: Click the ‘Settings’ button in the ‘Label Printer’ section. Click on the paper size down arrow and select the size that is the same size

or the next larger size (example a 4 x 6.75 label would use 4 x 8 paper size).

Click on the ‘Spee-Dee Label’ and select the label size that matches the physical label stock (example 4 x 6 = 4 x 6, 3.9 x 6 = 4 x 6).

Click ‘OK’ Click ‘Test Label’ to verify that the label is printing correctly.

How do I change my label printer?

To change the printer, please follow these steps: Make sure the new printer is installed properly. Click the ‘Settings’ button in the ‘Label Printer’ section. Click on the down arrow for the printer and select the new printer. Click ‘OK’ Click ‘Test Label’ to verify that the label is printing correctly.

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Figure 52 Figure 51 illustrates the three main areas of the Label Printer settings dialog box that will be used the most. These three items allow changes to the printer or the labels used at the convenience as needs change. The orientation will most likely not change from the default ‘Portrait’ setting as most common label stock is configured as portrait. What is the ‘Left’ margin adjustment?

The left margin adjustment allows movement of the label content to either the left or the right. To move the content to the left, use a negative number (-.10 and to move the content to the right, use a positive number (.10). It is recommended to use .10 inch increments. Any number larger than this can cause alignment issues.

What is the ‘Top’ margin adjustment? The top margin adjustment allows movement of the content of the label either up or down. To move the content up, use a negative number (-.10) and to move the content down, use a positive number (.10). It is recommended to use .10 inch increments. Any number larger than this can cause alignment issues.

Do I need to put anything in source? No, the default paper source information for the printer will be automatically selected.

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Manifest Printer The ‘Manifest Printer’ settings dialog box allows changes to the default print that will be used to print the manifests. The selected printer will need to be able to prints 8.5 x 11 paper. This is what is required for printing the manifests.

Figure 53 What kind of printer can I use?

Use any inkjet, laserjet or laser printer that is compatible with the version of Windows being run on the computer being used.

Do I have to fill in the source? No, set it automatic or leave it blank. This will allow the computer to select the default for each printer connected to the system.

What is the ‘Left’ margin adjustment? The left margin adjustment allows movement of the label content to either the left or the right. To move the content to the left, use a negative number (-.10). To move the content to the right, use a positive number (.10). It is recommended to use .10 inch increments. Any number larger than this can cause alignment issues.

What is the ‘Top’ margin adjustment? The top margin adjustment allows movement of the content of the label either up or down. To move the content up, use a negative number (-.10). To move the content down, use a positive number (.10). It is recommended to use .10 inch increments. Any number larger than this can cause alignment issues.

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Electronic Scales

Figure 54 Will Spee-Dee Ship work with my electronic scale?

Spee-Dee Ship works with most of the common scales using either a serial or USB connectivity.

How do I change scales? Connect the scale with either USB or serial cable Select the scale from the ‘Mode’ dropdown list Select the proper ‘Connection Type’ Check the ‘Test Scale’ check box If the ‘Electronic Scale’ circle is green it is working properly

My circle is red, what does that mean?

When the circle is red, it means the scale is not working, the scale will not be able to be used.

My circle is yellow, what does that mean? When the circle is yellow, it means the scale is working, but the weight is not stable.

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Handling Charges

Figure 55 The handling charge section allows additional fees to be set for the handling of the customer’s package. Many of our customers have used the handling charge as a means of passing on the fuel surcharge to their customers. Other customers use it to pass on an expense to their customers for processing their order. Handling Charges do not get applied to Pick Up tags or EZR labels. NOTE: You cannot apply handling charges to Pickup – Tags or EZR. What is ‘Apply Charges To’?

This allows you to decide how you want the handling charge calculated. You can have the handling charge applied on a per package or per shipment bases or no handling charge applied at all.

What is ‘per package’ and should I use it? This setting will apply the handling charge to each individual package that is processed. This tends to be the most accurate means of passing on the customers.

What is ‘per shipment (reference #1)’?

The ‘Per Shipment’ is the method option will have used to apply a handling charge to an entire shipment of packages. This would be one or more packages going to the same location. There will be one handling charge that will be applied

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to the shipment that will account for all the packages. If this option is selected, there will not be a ‘Charge/lbs’ option available to be selected.

What is ‘Display Handling Charge’? When this option is selected, a title of handling charge and the amount of the handling charge will be printed to the shipping label. The amount of the handling charge will not be added to the shipping charge automatically.

What is ‘Handling Charges are included in…’? This option will automatically add the handling charge to the shipping charge. This option will be noticeable when you look at the difference between the ‘shipping charge’ and the ‘total package cost’. The amount of the handling charge is not visible for the customer.

Will I be billed for my handling charges? No, even if the handling charge is included in the shipping charge, there will not be a bill for them. The amount of the handling charge is only applied to the customer copy of the paperwork. The shipping fees and package costs on the driver’s reports will not reflect any handling charge that has been applied to any package.

What is ‘Charge/ lbs’?

This option allows the user to add additional fees for the packages based on weight. For example, when packages of a certain weight require special handling by your staff. An extra fee can be added any time that particular weight is entered into Spee-Dee Ship. The default setting is ‘Do not use’.

Figure 56

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Figure 57 How do I edit charge per lbs?

To edit a charge for a given weight, please follow these steps: Select the weight needing to be charged Double click on the 0.00 in the charge column for the weight Enter the amount being charged Click ‘OK’

What is ‘Handling Charge Amount’?

This section provides two different ways to charge you customers a base handling charge.

Flat Fee: this assesses a flat rate to each package or shipment. It does not matter how much the package weighs or the quantity of the packages. The customer will all be charged the same flat fee.

Percentage of shipping charge: this assesses the handling charge by multiplying the percentage value entered against the base shipping charge. The handling charge is calculated before any fees are added for any special services that are added.

How do I enter a percentage?

To enter a percentage value, a decimal format will have to be used. For example, a 7% handling charge would be entered as 0.07.

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How do I enter a fuel surcharge? To enter the Fuel Surcharge please follow these steps:

Click on the Settings button Click the Misc Charges tab Enter a value in the Fuel Surcharge section Click ok at the bottom of the screen

Figure 58

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Database Settings

Figure 59 NOTE: If WorldShip 8.0 is currently being run with the current version of Spee-Dee Ship access to the addresses contained in its database is still possible. Although the addresses are likely be two years old. There is no way to update (change, delete or add) the addresses. What is the ‘Active Address Database’?

This is the database that contains the addresses. The user is allowed to edit the addresses contained in it. Currently, Spee-Dee Customer DB is the only database that allows editing.

What is ‘Spee-Dee Customer DB’? This is the database that contains all the addresses information. It contains ‘ShipTo’, ‘ShipFrom’ and ‘Autoship’ addresses. Spee-Dee Customer DB allows adding, removing or changing any portion of the addresses.

How can I import my customer list from UPS? To import you customer list from your UPS customer database, use the export address utility to export the file as a CSV (comma delimited) file. Then use the ImportAddress utility to import the addresses into Spee-Dee Ship.

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What is the ‘Default Import Table’? This is the table the program automatically retrieves the customer information from that has been previously saved. The default table is Spee-Dee Customer DB. This table contains all customer addresses that has been saved to Spee-Dee Ship.

What is the ‘Default starting field’? This field that is the starting point when opening Spee-Dee Ship. There are two options that can be used.

Import Field: this shows up on the Spee-Dee Ship shipping screen as ‘Customer Code’. This refers to a customer number. This field will be used if an identifying code is present, such as a Customer ID number. This records all customers in the address database by their Customer ID number.

Company Name: this field logs in all you customers by their company name. You can find any customer you ship to by typing in their name.

What is ‘Save Ship To Addresses’?

This section allows three different options for saving the customer addresses. Save Always: this option will allow all new addresses and any changes to

existing addresses. (Recommended) Prompt to Save: the software will ask if the address should be saved with

each package sent. Never Save: this option will mean that your addresses will not be saved.

For example, this option works best for shipping stores, because they may not want to save the address of all their customers each day.

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. COD Settings

Figure 60 COD section allows the user to charge the customers directly and accept payments for the material being sent to the customer. This will require the driver to accept payment of the package being delivered. This screen (Figure 52) allows a selecting of how the COD rate will be calculated by determining what will be included in the COD being charged to the customer when they receive their package. The various options determine the dollar value printed on the label. This amount will be what the driver will collect from the customer. What is ‘COD Amount Only’?

The COD total will only include the amount entered for the package. For example, $50 is entered in the COD Amount window on the shipping screen, will be printed on the label. The driver will then collect $50 from the customer.

Amount printed on label = $50.00 Amount collected by driver = $50.00 What is ‘Base + COD Amount’?

This COD total will include the amount of the COD and the base shipping charge. The base shipping charge is the fee based on the weight and zone that is displayed on the shipping screen.

Amount printed on label = $54.48* Amount collected by driver = $54.48 * $50.00 + $4.48(10lbs package zone 2) = $54.48

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What is ‘Base + Additional + COD’?

This COD total combines the previous totals of base, the COD amount and any additional service fees. For example, adding insurance or adding an Acknowledgement of Delivery would be an added service fee. This allows recovery of these fees as part of the charge to the customer.

Amount printed on label = $56.25* Amount collected by driver = $56.25 * $50.00 + $4.48(10lbs package zone 2) + $ 2.00(AOD) = $56.48

What is ‘Base + Additional + COD + Handling Charge’?

This COD total takes the previous total and adds a handling charge if applied to the order. This option allows recovery of all the costs associated with shipping a package.

Amount printed on label = $56.61* Amount collected by the driver = $56.61 * $50.00 + $4.48(10lbs package zone 2) + $2.00(AOD) + .36 (fuel surcharge)

= $56.84 Can I change the COD settings any time?

The COD settings can only be changed when there are no packages pending for the day. Any changes to the COD settings should be made either after the End of Day or before the first package of the day is processed.

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CHAPTER 7

Manifest History

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Re-Print & Void

Figure 61 The Manifest History button will open this screen (Figure 53) which will allow searching of previous shipments. It will display all packages processed for any manifest that you have closed out even if the package has been voided (as seen above). Can I void a package?

No, there is no way to void a package in the Manifest History. The files in the Manifest History have been closed and are unable to be edited.

Can I reprint a label? No, there is no way to reprint a label in Manifest History. The files in the Manifest History have been closed and are unable to be edited.

Can I reprint a manifest? Yes, reprinting any manifest that is in the Manifest History is possible. To reprint a manifest, please follow these steps:.

Select the manifest date needing to be reprinted Click the ‘Re-Print Manifest’ button Or Click ‘Manifest’ then ‘Re-Print Manifest’

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Figure 62

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Searching for Packages

Figure 63 When clicking on the search button shown in Figure 54 on the previous page, the user will be brought to the above screen. On this screen, select the time frame wanted for the search and the field wanted to search by. I don’t know when my package shipped, now what?

To find a package from a forgotten ship date, an approximate guess of when the package was sent will be necessary. Set the date range accordingly by following these steps:.

The start date would be the earliest the date the package would have shipped.

The end date would be the most recent date a package has been sent. What can I search by?

Searching is possible by the following fields: Company Name – as entered in the address book Reference 1 – invoice number, P.O. number, work order number Barcode – the tracking number Customer Number – Spee - Dee Customer Code field

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Figure 64 What does ‘no package found’ mean?

This means that the package being searched for did not show up in the date range or field conditions set.

What is the best way to enter ‘Containing’ field information?

The best way to get information into the ‘Containing’ field is to Copy and Paste. Copy the information from the addresses table from the ‘Company Name’ or ‘Customer Number’ fields. The information will be the same as it was when entered into the system.

Types of searches

Broad: This can be done using the ‘Company Name’ or ‘Customer Number’. This search will show all the packages that have shipped from a specific customer during a given time frame.

Specific: This can be done using the ‘Barcode’ or ‘Reference 1’ field. This will allow a specific package to be found.

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Tracking Packages/Shipments

Figure 65 How do I track a package?

Select the manifest date Double click the vendor name Double click the envelop that dropped down Single click the tracking number for the package being tracked Right click the tracking number for the package being tracked Click on the ‘track package’

This will bring the user to www.speedeedelivery.com to a specific page with information about the package. Information on any given package is generally available the next business day.

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Figure 66 How to Copy a Tracking Number:

There are two ways to copy a tracking number: Left click the barcode to select it Click on the package menu item Select ‘Copy to Clipboard’ from the submenu Click ‘OK’ to copy the tracking number Paste the tracking number in an email or other document

Or Left click the barcode to select it Right click on the barcode to bring up a popup menu Select ‘Copy to Clipboard’ from the submenu Click ‘OK’ to copy the tracking number Paste the tracking number in an email or other document

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CHAPTER 8

Thermal Printer Settings

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94

Creating a Custom label for the Eltron / Zebra Printer How do I create a custom label? (Method 1)

Click on the Windows START button located in the bottom left corner of the desktop screen.

o Win 2000/NT/XP Click on “Settings > Printers” to enter the “Printers and Faxes”

Or Click on “Printers and Faxes” to enter the “Printers and Faxes”

folder. o Vista

Click on “Control Panel > Printers” to enter the “Printers and Faxes”

Server properties o Win 2000/NT/XP/Vista:

Click on the printer icon Click on the file dropdown menu Click on the “Server Properties”

Figure 67

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Figure 68

Create the label settings o Win 2000/NT/XP/Vista

Click on the “Forms” tab Check the box “Create a new form” Name the form Define the form size under the Form description (measurements)

section. Choose the English language Set the Width Set the Height Printer margins should be set to 0.00 for all margin settings. Click “Save Form” Click “OK”

Setting the Printing Preference (Advance Button)

o Right click on the printer icon o Select ‘Printing Preference’

Or o Select ‘Properties > Printing Preference’

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Figure 69 o Click on the ‘Advance’ Button

Figure 70

o Located under the “Paper/Output” is “Paper Size”

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o Select the size of the label being used. (The label created in the “Server Properties” will appear here.)

o Click ‘OK’ to save the changes. Figure 71

o Open Spee-Dee Ship and click the Settings button. o Click the Equipment Settings tab. o Click the Settings button in the label printer section. o Click the down arrow and select the new label if it has not already appeared in

the paper size window. o Click the down arrow for the Spee-Dee Label and select the size that is best,

in this case 4 X 8 doculabel. o Set top margin adjustment to .25 o Click OK o Click Test Label

How do I create a custom labels? (Method 2)

Click on the Windows START button located in the bottom left corner of the desktop screen.

o Win 2000/NT/XP Click on “Settings > Printers” to enter the “Printers and Faxes”

Or

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Click on “Printers and Faxes” to enter the “Printers and Faxes” folder.

o Vista Click on “Control Panel > Printers” to enter the “Printers and

Faxes”

Setting the Printing Preference o Right click on the printer icon o Select ‘Printing Preference’

Or o Select ‘Properties > Printing Preference’

Select the Document tab

Figure 72

Click the ‘+’ in front of ‘Paper/Output’

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Figure 73

Click on the paper size Click on the down arrow and scroll up until ‘User Defined’ is on the screen Select ‘User Defined’

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Figure 74

Click the ‘Customize’ button, which is located next to the paper size

Figure 75

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This will open a new dialog box.

o Click the button labeled ‘New’ in the lower left corner o In the section named ‘Unit of Measure’, make the change from centimeter

to inches

Figure 76

o In the section named ‘Paper Sizes’, enter the width and height of the new label

o Click ‘OK’ o Click ‘Apply’ o Click ‘OK’

Close out all windows and open Spee-Dee Ship.

Open Spee-Dee Ship and click the Settings button. Click the Equipment Settings tab. Click the Settings button in the label printer section. Click the down arrow and select the new label, if it has not already appeared in

the paper size window. Click the down arrow for the Spee-Dee Label and select the size that is best, in

this case, 4 X 8 doculabel. Set top margin adjustment to .25 Click OK then Click Test Label

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CHAPTER 9

Import/Export Addresses Utility

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104

Import Customer Addresses

Can I import my customer list? The first step to importing the customer list is exporting it from another program.

Exporting address books can be done from UPS World Ship, QuickBooks, Peachtree or other programs.

What type of file do I need? The address book needs to be saved as a comma delimited CSV file. This is the

standard default file format used by most programs when exporting an address book.

How do I import my address book?

Click the start button Click ‘All Programs’ Click ‘Speedeeship’ Click ‘ImportAddress Utility’

Figure 77

Click the browse button Navigate to the location of the CSV file Select the file and click the ‘Open’ button

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Figure 78

Figure 71 shows the ImportAddress Utility screen after the file has been selected Figure 70 shows import parameters.

o Make sure that Comma Delimiter is selected o If the file contains header information, check the ‘First line contains

header’ check box. This will load the header names into the upper section drop down lists

Figure 79

Click the ‘Read’ button

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Figure 80

After the file has been read into the ImportAddress Utility, it will look like the Figure 79 on the next page

The addresses will be displayed in the table at the bottom of the ImportAddress Utility

The top row will be the headers that will be needed for the next step o Any file that contained column headers will have their header at

the top of the bottom section o If the file did not contain column headers the default header 1,

header 2 will be displayed Match the header names with the field names. The names in blue are

required fields. See Figure 78 Click the ‘Import’ button

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Figure 81

Figure 82

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Import AutoShip Addresses

The AutoShip feature allows the user to batch process the shipments. To do this, there must be a CSV (comma delimited) file to work with. The file should contain the shipping information including weight and reference information, if needed. How do I import my batch shipment?

Click the start button Click ‘All Programs’ Click ‘Speedeeship’ Click ‘ImportAddress Utility’

Figure 83

Click the browse button Navigate to the location of the CSV file Select the file and click the ‘Open’ button

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Figure 84

Figure 84 shows the ImportAddress Utility screen after the file has been selected Figure 83 shows import parameters.

o Make sure that Comma Delimiter is selected o If the file contains header check the ‘First line contains header’ check box.

This will load the header names into the upper section drop down lists

Figure 85

Click the ‘Read’ button

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Figure 86

After the file has been read into the ImportAddress Utility, it will look like Figure 85, which is on the next page

The addresses will be displayed in the table at the bottom of the ImportAddress Utility

The top row will be the headers that will be needed for the next step o Any file that contained column headers will have their header at

the top of the bottom section o If the file did not contain column headers the default header 1,

header 2 will be displayed Match the header names with the field names. The names in blue are

required fields. See Figure 79 Click the ‘Import’ button

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Figure 87

Figure 88

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CHAPTER 10

Archiving & Restoring Manifest History

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Archiving Manifest History

Spee-Dee Ship has the ability to archive your past shipments. This is useful for maintaining copies of all the shipments, while keeping the amount to search through to a minimum. Spee-Dee Ship is designed to force archiving of the shipments after ninety (90) shipments in the manifest history. We recommend archiving monthly.

Figure 89 When you select the ‘Archive Shipments’ option, there will be one of two dialog boxes, depending on if Easy Returns service is being used.

Figure 90

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Figure 91 Do I need to archive my shipments? Yes, the user will need to archive your shipments from time to time. The program

will force archiving the shipments after about nine months. How do I archive all my shipments? By selecting the “All Shipments” option. This will archive all of the shipments

that are currently in the manifest history. What if I only want to archive part of my shipments? Do this by checking the “All shipments on or before” option. This will allow

control over the amount of and the date range for the manifest archive, which will give greater control over the records.

How often should I archive my shipments?

The program will force archiving every nine months. Archiving on a weekly basis is also possible. The frequency is up to the user.

What is the date for? The date is the point that the archiving will stop at. It will archive all shipments

on or before the date selected. Can I select any date? Yes, select any date shipments were made. How are the files named? By default, they are named after the date of the most recent date in the file. The

user can change the default naming scheme.

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Where do I save the archive files? The file will be saved, by default, to the Archive folder in the Spee-Dee Ship

directory. The user can also save it to an alternative location where the user can have more access or control over the records.

Figure 92 How will I know what has been archived? The Results screen will show you what dates have been archived. What information can I get from archiving?

How many packages shipped How many shipments How many days you shipped

The above information can be helpful if using the same time frame for archiving. By this, I mean weekly, biweekly, monthly or quarterly. Comparing one archive against another while using the information to spot trends in your shipping is made possible by archiving.

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Figure 93

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Restoring Manifest History

If the user need to look up an old manifest for any reason after it has been archived use the ‘Restore Shipments’ utility. With this utility, it is possible to restore one or more day’s worth of manifests to the Manifest History section. From there, the user can search for a specific package or reprint the manifest to show when a package was shipped out.

Figure 94 How do I find the manifest I want to restore? When clicking on the Restore Shipment menu item, a browse dialog box will

popup, like Figure 86.

Figure 95

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Clicking the Browse button will open the Restore file selection dialog box where the user will select the file needing to be opened. As shown below, a list of all available files, will be in the archive folder.

How do I select an archived file? By default, the archive files are named based on the day they were archived.

Compare the date being searched for against the dates the various files were archived to find the correct one. Then click on the file to select it. Click the OPEN button open the file.

Figure 96 What does the name of the file mean?

The default naming scheme of the file is the date that the file was created. It does not reflect what is in the file. You can change the name.

Figure 97

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After selecting the archived file, it will populate the window above, as shown. At this point, the next step in restoring the shipment date or date is to click the ‘Restore’ button. This will bring up the dialog box, shown in Figure 89, displaying all the shipment dates in the file.

Figure 98 Do I have to import all the shipment dates? No, it is not necessary to restore all the shipment dates. The user only

needs to restore the dates in question or the range of dates in question. Uncheck the dates that do not need to be restored, Click on the ‘Restore’ button. This will cause the shipment dates that are checked to be restore to the manifest history.

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Figure 99

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Appendix A

Troubleshooting

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Common Issues for the Eltron/Zebra/Samsung Thermal label printer Issue: Does not print from driver, prints lines down the center of the label,

Windows NT, Windows 2000, XP.

The default label size for NT 4.0 driver is the envelope #9. This needs to be

changed to the correct label size before the printer can print correctly.

Windows 2000 and XP User’s: Go to Start – Settings – Printers and Faxes Right click on the Eltron/Zebra/Samsung printer driver and go to –

“Printing Preferences” Then select Advance and select the label size that you are using.

Windows NT 4.0 User’s:

Right click on the Eltron/Zebra/Samsung printer driver and go to – “Documents Defaults” and select the label size that you are using.

EPL BASED PRINTERS – LINE MODE vs. PAGE MODE DUMPING PRINTER MEMORY. Spee-Dee Ship users need to have printers set to page mode. Determining what mode the printer is currently in. This will also clear the printer’s memory. To determine the current mode the printer is in, print a configuration label.

1. Turn printer power off. 2. Press and hold the feed key, then turn power back on. 3. After light flashes a couple times release the finger from the feed key. 4. Wait for the calibration sequence to end and for the configuration label to print. 5. Press the feed key once 6. Near the top of the configuration printout, it will show Line Mode or Page Mode.

Setting the Printer to Line or Page Mode. To change the print mode to Line or Page, follow these steps:

1. Turn printer power off. 2. Press and hold the feed key, then turn power back on. 3. When the light starts to flash, release finger from feed key. 4. When light starts to flash again, press and hold the feed key until the light turns

red (or amber). Then release finger from feed key. 5. Wait for the light to turn solid and press the feed key once. 6. Check to make sure you are in the correct printer by printing a configuration

label.

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Bad filename or number There are three possible reasons for this issue to come up. The first could be that

the shortcut has become corrupted. The second is that the settings file has become corrupted. The third is that the executable file for the program has become corrupted.

• Rule out the shortcut This can be done by using the executable located in the directory (c:\SPEEDEE\). If the program opens like normal, delete the desktop icon and create a new one. If it does not open the program normally then replace the executable with a new one from the install disk.

• Rename Settings.ini Rename the settings.ini file to settingsold.ini and click on the desktop icon. The program should open up with the setup screen. The user will need to re-enter all the information. Then double click the desktop icon and the program should open correctly. If it does not, try double clicking the executable file (c:\SPEEDEE \speedeeship.exe). If this works replace the desktop icon, if it does not work, replace the executable with a new one from the install disk.

• Replace executable If failing at everything else and it is still not working, replace the (c:\SPEEDEE \speedeeship.exe). A good and clean copy can be found on the CD by looking in (drive letter:\program files\speedeeship\), then copy the speedeeship.exe from the CD. Then delete the copy located at (c:\SPEEDEE \speedeeship.exe) and replace it with the one that was copied from the CD. The icon and the executable should both work at this point.

ODBC Connection Error This is a permissions issue that will indicate one of two possible issues. The first

issue being that the user does not have permission to access the program and your network administrator will need to assign full rights to all users. The second possibility is that one or more of the database files is set to read only and needs to be changed.

Unrecognized Database Format This message is telling that one of the database files has been damaged to the

point that it is not recognized as a database file. The message will go on to tell which database file is damaged and in need of being replaced. Go to (c:\SPEEDEE \) and delete the database file that is damaged. Replace it with one that is backed up. This will minimize the amount of lost data. In absence of a back up copy, go to (drive letter:\program files\speedeeship\) and copy the database file. Paste it into the (c:\SPEEDEE \). It would be a good idea to make sure to check that the read only check box is not checked under properties.