Basic UK Mail Guide

Log on to iconsign.ukmail.com via Internet Explorer or Firefox and sign in with your email

address & password then click on the Log-In Box.

You will be prompted to configure your printer (you may need to install Java or update your

existing version).When you have done this choose the printer to print to then choose

A4.International invoice printer needs to be set as the same as your label printer.

1. Book a Driver. Place the mouse over the Consignment option and a drop-down

menu will appear. Click: Book Your Collection, then fill in the boxes and click book.

NOTE: the deadline for booking on a same day collection is 2pm.

2. Add Consignments to Create Labels. Place the mouse over the Consignment option

again and click: Add New Consignment, then fill in the boxes. Save and print to

produce labels.

NOTE: remember to hit TAB rather than ENTER after entering the postcode. If you hit ENTER

it will not bring up the automated address search and you will have to fill in all the address

boxes manually.

3. Produce Summary for Driver. At the end of the day or if you have finished your daily

run of consignments, place your mouse back over the drop-down box and click:

Print/View Manifest Summary For Driver, then click the Generate Report box. Two

copies will print, one for you and one for the driver.

NOTE: remember to get the driver to sign your copy and then keep this for your records as

this will be your proof of dispatch.

ipostparcels - Box On Couriers - User Guide

Go to https://iconsign.ukmail.com/IConsign/

Click on the ipostparcels PRO Logo, to login to the service.

User name is your email address e.g. martin.matthews@boxoncouriers.com

Password – Password1 (please change)

Printer Settings

Upon log in the label printer setup menu will appear

There are two types of print destination available:

• Printer - Direct printing of 6x4 despatch labels to your chosen label printer

• PDF - Printing despatch labels via PDF (if you do not have Java installed or your browser does not

support Java plugins)

If Printer is selected as your print destination, select the printer you want to print your despatch

labels to depending on the type of printer you have (A4 or 6x4 for thermal label printers).

If you are going to print invoices for international consignments using ipostparcels PRO, select the A4 printer you wish to

print them on using the International Invoice Printer drop down option. Click the Save button to save your printer

configuration. (Not really applicable as international shipments will be booked by ops@boxoncouriers.com.

If you select PDF as your print destination, the screen will change to coincide with your PDF selection

with no further manual configuration required.

Booking a Driver to Collect Your Parcels

Unless you have a regular collection set up, you will need to book a collection each day. If you wish

to organise a regular collection, please contact your local UK Mail Depot.

It is recommended that you do this at the start of each day; this will allow you to plan your day and

provide a cut off for when submitting your consignments to the UK Mail network.

To book a consignment:

Select Consignment from the Menu

Select ‘Book Your collection’ from the Menu

Enter the date of the collection required

Enter the earliest time that the UK Mail driver can arrive

Enter the latest time that the UK Mail driver can arrive

Enter any special instruction (for example, if there is a place / location the driver should

report at when arriving at your premises)

When you press enter, you will be presented with a booking Unique Reference (please make

a note of this)

The Collection request will then be sent electronically to your local UK Mail depot

The Driver supervisor (from the UK Mail local depot) will then confirm the collection with

you via email; this is a manual process

Check the confirmed times in the Email to what you requested, if they are different then

speak to your local UK Mail depot

If you book later in the day, it may not be possible to collect your parcels on the day (you will

see a warning message after the normal cut off time). The Driver supervisor at your local UK

Mail depot will decide if a collection is possible

Despatching Parcels (UK and Northern Ireland)

With the PC environment setup, printers set up and the driver collection booked you are now ready

to enter consignments for dispatch.

From the Consignments menu select Add New Consignment, the following screen is then presented:

(Fields marked with (*) are mandatory and must have a value entered)

Product and Service Selection

The Post Code has a fundamental influence on the Products and Service Levels that can be

requested by you and these are business rules, embedded into the ipostparcels PRO application and

cannot be changed. When the Post code is entered you can select the Product (All rates with Box On

are for Parcel - Next Day Service only, if another service is selected your agreed rates may not apply,

with the cost being higher than what was quoted).

Consignment Information

Please take note of the below when applicable – all sections will not be applicable per customer

Field Description Comment

Number of Items Enter total number of items in

the consignment

Enter total number of items in

the consignment

Weight Enter weight of the

consignment in whole

Kilograms (kg’s)

Long Length If item is >= 1.8 Mtr then please

tick this box

Special Instructions These will be presented to the

driver ie “end of country lane,

through the white gate, on the

left”

Secure Location / Neighbour If you have selected ‘Sign for or

leave Save’

Extended Cover Allows you to purchase

extended cover for your

consignment. The numeric

entry relates to £1000’s of

additional cover (1 – £1000, 2 -

£2000)

Book In Select this, where the drop off

must be booked in advance

with the recipient (ie

department stores)

Ensure that the recipient

telephone number is included

in Telephone field

Exchange on Delivery Select this if a pick is being

requested at the same time as

the drop off.

Ensure that the recipient

telephone number and name

are included in the Telephone

field

Confirmation of Delivery Select if you wish to receive

either SMS / Email when the

consignment is delivered

Confirmation Email If Confirmation of delivery

requested – then confirmation

will go to this email address

Confirmation Telephone If Confirmation of delivery

requested – then confirmation

will go to this mobile number as

an SMS

Cheque on Delivery Amount If you require the UK Mail

Delivery driver to collect a

cheque when the consignment

is delivered

Pre-Delivery Notification If you require the recipient to

receive a notification that a

delivery is to be made, then

select either SMS / Email

Will prompt for Confirmation

Email / Telephone if not

entered already

Save & Print Once you are comfortable that

your consignment details are

correct, submit your

consignment to UK Mail by

pressing Save & Print

If you have setup a collection,

you will be prompted to do this

at this stage.

IMPORTANT! - Do not browse away to another web page whilst the printing message is on the

form or all of your labels will not print off.

Printing Direct to PDF

PDF- You will be prompted by your web browser to open or save a PDF version of the consignment

label(s).

If you open the PDF you can select a printer and print off your consignment label. If you choose to

save the PDF you can open the PDF from where it was saved to print the consignment label either

immediately or at a later time. With saving the PDF you can forward it via email to either another

computer workstation or a third party printing location if necessary. As a general rule your labels will

be saved in the downloads folder.

A consignment label as shown below will be printed from the designated printer. If printing on A4

paper then please abide by the following:

• Fold the paper before placing it into a document wallet and sticking the document wallet to the

parcel.

• Please make sure the label is attached to a single flat surface on the parcel, ensure the whole label

can be seen through the clear plastic of the document wallet, particularly the barcode.

• Please take care not to wrinkle the clear plastic cover of the document wallet as you stick it to the

parcel (particularly over the barcode) as this may cause limited tracking as it moves through the UK

Mail network.

Reprinting Labels and Cancelling Consignments

If a label is damaged or there is a problem during printing then you may want to reprint the label(s).

To do this, from the menu go to Consignments then Find Consignments.

You can search for your consignment using a number of criteria including the Customer Reference

(normally your sales order number).

Once you have found your consignment, click the Reprint link to reprint the label(s). The following

message will be shown.

When you reprint a consignment, the original consignment number is cancelled and a new

consignment number is generated with a new set of labels.

IMPORTANT – When using reprinted labels, you must re-label ALL of the parcels in the

consignment. If you only relabel some of the parcels then the cancelled consignment number will

be reactivated when the parcel is scanned in the UK Mail network and you will be invoiced for two

consignments rather than one.

You will be unable to reprint labels after the consignment collection date has passed.

You can also cancel consignments using the Find Consignments screen, search for your consignment

and then click the Cancel link. Please note that the data for the consignment will be reactivated if

the physical parcel for the consignment is scanned within the UK Mail network and you will then be

invoiced for the consignment as normal.

It is not possible to amend a consignment in ipostparcels PRO, if you wish to amend then you will

need to cancel the original consignment and input a new consignment using the Add New

Consignment form.

End of Day & Order Tracking

End of Day Manifest

At the end of each day and prior to the UK Mail driver arriving you should complete the End of Day

manifest – the manifest states which consignments you have submitted to UK Mail for collection and

delivery

From the ipostparcels PRO menu

Select Consignment / Print/View Manifest Summary for Driver

Confirm the Job Date (normally would be the current day)

Select the Generate Report button

The report lists the consignments you are despatching today which include a copy for the driver and

a copy for you. The driver will sign the customer copy of the report and hand it back to you for your

records.

A PDF document (as shown below) will be generated and displayed on screen ready to be printed

Once the manifest has been presented on the screen, please print off the report to your A4 printer.

Booking a Return Shipment to your address

You can arrange for the return of an item or to be sent to a third party address via the Add New

Return To Sender / Send To Third Party screen found on the Consignments menu. No label is

printed from this form; instead a label is printed in the UK Mail network and attached to the parcels

when they are collected.

There are two different scenario’s available:

• Return To Sender – UK Mail collect parcels from an address and return them to the address of your

account.

• Send Parcel to a 3rd Party – UK Mail collect parcels from an address and then deliver them to a

different address

To complete the Add New Return To Sender / Send To Third Party form:

1. Choose the type of return at the top right of the screen by selecting either Return To Sender or

Send Parcels to a 3rd Party. The default is Return To Sender.

2. Once you have selected your type of collection, you can select options in the following order:

• Collection Date is the date you have arranged with your customer for UK Mail to collect your

parcels. The collection date defaults to the next working day although you can change the date to

either today’s date (same day collection) or up to 7 days in advance.

• Collection address from which you can either enter a one off address using the full postcode or

you can use an address stored in your address book. To recall an address from your address book

either enter the customer number and press <tab> or search for an address using the search button

to the right of the Customer Number. The contact name and telephone numbers are mandatory

fields.

• Customer Reference is your reference for the return. Typically the customer reference number is

used for your sales order number. When the parcels are returned to you they will have the customer

reference clearly shown on the label so that you can reconcile the parcels with the requests in your

returns processing system.

• Time Ready, Last Pickup and Open Lunchtime instruct UK Mail when the parcels will be ready for

collection on the collection day. If the Open Lunchtime option is selected then UK Mail will attempt

collection around lunchtime.

• Collection Special Instructions are instructions to help the driver make a successful collection e.g.

“Flat above the newsagents” etc.

• Description Of Goods holds important information so that UK Mail know what we are expecting to

collect and send the right type of vehicle, For example, “2 Small boxes, approx 2 kilos.” would differ

from a “Piano, approx 75 kilos”.

3. The Deliver To section will automatically be filled with the return address of the account selected

if you selected the Return To Sender option. If you are requesting a Send Parcels to a 3rd Party then

again you can either input a one off address using the postcode or look up an address from your

address book.

4. The Service section is used to specify when the parcels should be returned back to you or taken to

the third party. Among the options are Next Day, By 9am, By 10:30, By Noon etc. If the parcels

cannot just be dropped off for delivery and require a prearranged book in time for delivery then tick

the Book In field.

5. You can specify any Delivery Special Instructions for the delivery driver.

6. Once the Add New Return To Sender / Send To Third Party form has been completed, click on the

Save button.

Please Note: It is important that you have arranged the collection with your customer in advance

and the parcels will be ready and available for collection on the collection date. If UK Mail attempt a

collection and the parcels are not available then you may be surcharged for the failed collection

attempt.

If you require a same day collection then you will need to book collection as early as possible

because UK Mail will have cut off times based on the postcode to be collected from.

Tracking and Cancelling Return To Sender/Send To 3rd Party Collections

To track or cancel a collection, go to the Consignments menu, and then Find Return To Sender /

Send To 3rd Party. You can search for a collection and filter down the search results, the most

common method is to search by the Customer Reference. You can also search by consignment

number, collection date, business name, contact name, postcode and UK Mail account number.

Once you have found the collection you were searching for you can track and cancel the return using

the Track and Cancel links.

Administration

Address Book Setup

If you have regular addresses you deliver to or collect from, you can save time by adding these

addresses into your address book. Address books are initially private to just you as an individual

ipostparcels PRO user, but you can also share your address book with other ipostparcels PRO users

at your company.

You can add addresses to your address book in 3 ways:

• Upload / import a CSV file to import many addresses at once.

• Add addresses one at a time using the Add New Address function.

• Add addresses one at a time using the Add New Consignment Form.

Import a CSV file

Select Address Book / Import Addresses from the ipostparcels PRO menu

Select ‘here’ to download a CSV template that you can utilise. This can be manipulated

within Microsoft Excel and then saved as a CSV type file

The following are the field definitions and values that can / should be used for populating the CSV

file. Fields marked with a red asterisk (*) are mandatory and must be populated:

Field : Title of column in the CSV template

Definition : What type of values can be entered (Numeric = 1,2,3 etc, Alphanumeric =

A,B,1,2,)

Value : If a specific value is stated, you must select one of these and not use anything else

Default Value : If not sure what to enter, then enter Default value

Always set ‘Ignore first row’ if using UKMail template or if you have titles in the first row

If there are errors in validation, you will see :

The validation will highlight which row is in error and for some columns will highlight this as

well.

Where you have validation issues, please refer back to the Field definitions to re-work

After the import has completed – successfully – you can see your addresses in Address Book

/ Maintain Address

Changing Your Password

You can change your password at any time by selecting Configuration menu then Change Password.

Input your existing password and then your new password (with confirmation) and click the Change

Password button. Your password will be updated with immediate effect.

For any further questions or required information – please send your questions to

ops@boxoncouriers.com