Saved Company Locations in MachShip allow for quick data entry when creating consignments. Creating Company Locations will also allow MachShip to store pickup details and time configurations as well as regular receiver account information.
How to navigate to the Create Location Page
There are two ways in which to navigate through to the Create Location Page.
- From the Create/Manage menu:
- From the Navigation Bar. This is situated in the top right-hand corner of any screen which relates to Company Locations.
Alternatively, you can access the Create Location page from this link.
Note: Should your user not have the permission to access this page then you will be unable to successfully access this link.
Instructions on how to create a Saved Company Location
1. Location Type:
The Location Type will dictate the use of this Company Location and when it is available. The options are:
- Pickup Location
- Delivery Location
- Pickup and Delivery Location
2. Location Name (Required):
The Location Name is a free text field which will represent the organization or the receivers name. This field will be utilised as either the from or the to name for all consignments created in MachShip. The Location Name will also be one of the searchable fields used to bring back location data when creating or filtering consignments.
3. Location Abbreviation:
Most businesses will run an internal management system be that a WMS, ERP or Accounting platform and as such, there is likely to be an account code or an abbreviation which can be stored in MachShip. This Abbreviation can be utilised when entering in location data when creating consignments and also when searching for consignment(s) on any of the consignment grids.
This field will pre-populate with the company for which you are logged in as (or impersonating). This can be altered while creating the company location but please note that this cannot be edited once created.
4. Contact Name, Phone, Address Line 1 (Required), Address Line 2:
These are standard fields containing information about the company itself. The only required field here will be Address Line 1.
The Email field will contain the email address(es) which MachShip will send through to the carrier but also could be utilized to send tracking emails and if required return labels. When using multiple emails they can be separated by a semicolon.
6. Suburb (Required):
The suburb field will contain locality of the location. In order to validate that address data being provided exists MachShip has a pre-set list of 16,000 suburbs based on the Australia Post suburb listing. Once you begin to type either a postcode or a suburb name MachShip will return the top 10 most relevant locations. Select the correct one and it will appear in the text box.
7. Special Instructions:
Populate the special instructions text box with any relevant instructions. MachShip will automatically pull this through when the saved location is selected.
8. Very Frequent Location:
In order to cut down on the time it takes to enter consignment data, MachShip has the ability to set an address as Very Frequent. When an address is Very Frequent then it will appear as a drop-down above either the Pickup, the Delivery or Both depending upon the location type. The field will appear as below:
The amount of Frequent Addresses is suggested to be kept to less than 20 as the larger it gets, the less effective the dropdown becomes.
To set a location as Very Frequent simply set the Very Frequent Address Flag to YES.
Once complete click the Save Location button and the location will be created.
Extra configurations for Saved Company Locations
Pickup Default Values
Default Pickup and closing times:
When a saved location is used as a pickup location the user is required to provide the carrier with a pickup time as well as a closing time. This allows the carrier pickup driver to know the time window in which he will need to collect the freight. In order to pre-populate these figures, there are 2 Boolean tags on the location page. When these are set to yes the user can set the time.
If there is a need to inform the carrier about any special instructions relating to completing the pickup these are provided when manifesting. There will be circumstances where there is a particular set of instructions that will apply to this location all the time. If this is the case you can put them in the default special instructions text box and MachShip will automatically pull these through.
If a company is likely to consign freight with a transport carrier on a daily basis many providers will set up a daily or permanent pickup whereby the driver will come by at a set time each day to collect the consignments. MachShip provides the ability for customers to be able to book a pickup for a collection upon manifesting. With this functionality brings the possibility that a user will mistakenly re-book a pickup with the carrier and be charged for futile collections. In order to prevent this, MachShip has the permanent pickup functionality.
To create a permanent pickup do the following:
1. Create the company location
2. Select the Add Permanent Pickup button
3. This will bring up the Create Link modal
4. Select the carrier from the drop down. This will list all carriers which are assigned to that company.
5. Select the link type.
There will be 2 options they are:
- Link to Carrier
The link to carrier option will block the pickup booking for this carrier for all services.
- Link to Services
This will provide a list of services applicable to the selected carrier. select each service for which a permanent pickup has been booked.
- Select the Create Link button. The pickup will then appear as below:
If your permission allows the Valid For selection (you need to be part of a Broker company) please note that this functionality is yet to be completed so it is to be ignored.