Return to flip book view

TVS SCS Logistics Online Booking GuideAugust 20241

2ContentsWelcome3Logging in to the Platform4Home Page explained5Making a Booking6Vehicle Capacity & Your Service Options7Making a Booking (Cont.)8 - 11Booking History and POD data12Guide to Column Headers13Guide to Icons and Label Printing in Booking History14Searching for a Booking15My Details16Address Book17How to Issue a Tracking Shortcut18Contact Details / Escalation Path19FAQ20Document Control212

3Wishing you a very warm welcome to TVS SCS Courier Division.For any Sameday Courier requirements we are delighted to welcome our web booking platform. Key Benefits1.Efficiency: Experience a considerable increase in speed when compared to the manual form system. The streamlined process ensures a quicker turnaround time for bookings and related tasks.2.Functionality: The platform offers an array of features and functionalities, providing you with a more comprehensive toolset to manage bookings efficiently. From real-time updates to advanced reporting capabilities, this platform is designed to meet the diverse needs of your organisation.3.User-Friendly Interface: The intuitive design of the platform makes navigation a breeze. You will find it easy to adapt to the new system, enhancing overall user experience.4.Accessibility: Enjoy the flexibility of accessing the platform from anywhere with an internet connection. This cloud-based solution ensures that you can manage bookings and related tasks conveniently, whether in the office or on the go.All requests for access to this platform should be made by email to Gergan.Vasilev@computacenter.com for authorisation and processing. Welcome3

4User must enter UsernamePasswordVia the web link ACI NET (rico-logistics.com)New users will be asked to change their issued password on their first log in.Your password must be at least 8 characters long, must not be your username, must include lowercase, uppercase, numbers and special characters (e.g. !£$%)In an event that you have forgotten your password this can be reset using the [Forgotten Password] feature. This will generate an email to the user if the provided email address matches the email address that was registered on the TVS SCS Courier Services portal.Logging in with a username and passwordPlease check your junk email for the reset email (The email will come from no-reply-aci@tvsscs.com)If you should not receive the reset then please email samedayenquires@tvsscs.com for support.4

5Home PageUsers may have different levels of access and functionality depending on their role or affiliation. For example, if someone works within a specific Computacenter account, their online profile will grant them access to specific features such as making bookings or viewing transactions related to their account only.This kind of role-based access control is common in various online platforms and applications, especially in professional or business settings. It helps ensure that users only have access to the information and functionalities relevant to their responsibilities or affiliation.If you require the creation of any additional TVS user accounts, please email Gergan.Vasilev@computacenter.com.

6Contact details will auto populate as they were supplied to create your user profile. If these details are incorrect, please amend on the booking portal (My Details). If you are unable to access My Details, please email samedayenquires@tvsscs.com to update your profileReferences:These have been renamed to reflect Computacenter's specific requirements. Please use the following:• “Service Order” field to enter the related incident Service Order Number or• “Cross Charge Code” field for any related WBS element or cross charge code. • Please use the “Contract Name” field to enter a specific contract name or number related to the booking. This is a Mandatory booking requirement. Any, and all, references provided will appear in any billing and reporting provided by TVS SCS to Computacenter. You MUST supply a Contract Name for all bookings and either a Service Order or cross Charge Code when making a booking. Make a Booking6

VEHICLE CAPACITY GUIDEYour Service Options ▪ Small Van▪ Large Van▪ LWB Van▪ 2 MAN Assist liftNon Standard Service OptionsPlease note these are for VIP and Project Transactions▪ Priority Small Van▪ Priority Large Van▪ Priority LWB Van77

8Collect from : By entering the postcode for collection you can locate a full UK postal address using Royal Mails PAF software. Addresses will save to your address book automatically for future reference.Deliver to : As above.Contact Name and Number : It is imperative that all bookings are submitted with contact names and numbers so that the courier knows who to ask for, and should they not be available, i.e. they are away from their desk, that we can contact them to let them know we are on site.In the event of deliveries, e.g. an Out of Hours engineer delivery to a bank, when the doors are closed to the public, you must provide contact details to ensure a successful delivery and avoid unnecessary delays.Select Your Service:This allows you to select the vehicle type / Service required for the booking for example: Small Van, Large Van, LWB Van / 2 MAN Assist lift. Please refer to the Vehicle Capacity Guide if you are unsure.Wait & Return: By ticking this box it allows you to arrange a wait and return. Courier will collect from address A and deliver to address B, then collect on delivery, and return to address A. Please note that the first 10 minutes are Free and thereafter additional charges will apply.8

9Notes Please provide us with as much information as you can, this information is assessed by our operations team to ensure the resource provided is suitable and all information is passed directly to the courier.Ideally you should provide details of what we are collecting, number of items, weight, with a brief description and any special instructions. For example, a Part description, serial number, weight and Batch number (if part of a multi-line Incident) so that the driver can verify they have been loaded correctly. But also allow the booker confirm any associated batch requirement retrospectively.In case of any queries, please ensure you are available to be contacted by TVS SCS 30 mins after booking, and during the Sameday movement timeframe. N.B If you are not available, please ensure that you have supplied a collection contact name, number, email or noted an alternate contact in the booking notes.9

10Available from and No later thanBy selecting these fields, you can advise us when the booking is ready to collect and what time it should be collected by. The default collection time from Hatfield is 30 minutes. All other locations are 60 minutes.The ‘More Info’ Box will expand the booking screen to allow you to enter more details.Please note that the ‘Scan Code’ is only available for specific customers if set up with this function.Notes: Notes allows you to enter what it is the courier is collecting and any special instructions, this will appear on the courier's handheld.Add Address allows you to enter more than 1 delivery address.Once you are happy with the details completed, please click on ‘Book’ to create the docket.10

11The booking summary page will appear for you to create the docket. If your account is quote enabled, the quote screen will appear.Please note that charges do not include any toll, London Congestion charge or Ulez charges included and therefore may be subject to change should these be applicable.Once the booking is successfully saved, this will provide you with our booking reference. The option ‘New’ allows you to create a new booking.The option ‘Re-use’ allows you to save and reuse this booking with the same details, which can then be amended to create the booking for another instance.Please see slide 14 for instructions on Printing the booking for your parcels11

12Booking HistoryBooking history allows you to search for live and archive orders placed on your account. Please note: Historical data is only held in the live environment for 12 months.This tracking page will show you summary of each docket and from this page you can obtain PODs and track the courier.12

13Headers ExplainedBooking No Your unique booking refAccount Account NameReference (Cust Ref) 1. Service Order 2. Contract name 3. WBS elementTrace Ref Trace unique booking refTariff Vehicle TypePick Town Collection TownPick Pcode Collection PostcodeDrop Town Delivery TownDrop Pcode Delivery PostcodeReady at Collection Ready at timePOB Parcel on Board timeDeadline Delivery DeadlineRev ETA Revised Estimated Arrival TimePOD Proof of DeliverySigned by Signed by13

14Booking HistorySigned by Icon brings up the signature captured at point of delivery.Vehicle Icon will launch Tracking view which will show you the status of the booking in transit.14Download Creates a PDF booking form. This is to be attached to your parcels1. Please print this and attach it to the parcel prior to collection.2. If you are unable to print this label, please ensure the details, particularly the Job Number, are written clearly on a piece of paper and attached to the parcel.Labelling Parcels from Booking History

15Booking History‘Search My Bookings’If you have recorded your booking reference, you can use the look up field to track that booking. Alternatively, you can search any reference entered when making the booking i.e. Service Order number.15

16My DetailsUnder user details you can update your user details. This includes updating your Password.Note that some of the communication options are only available if set up on your account.16

17Address BookAddress book allows you to maintain your address book.Add and adjust regular saved addresses.17

18Tracking without a Username and PasswordTo be able to share tracking information of a booking, without platform user access privileges, you can create a link to the transaction. For example, you may want your engineer or end user to be able to track a part themselves.To enable this function, you must combine the TVS SCS Courier Services account code (Page 5) used with the Docket reference of the booking.This would then be entered into the lookup function area, indicated in the red box in the format of Account-Docket number.For example: Standard Computacenter account booking reference 53145172 would convert to:NCC551-53145172(Account code-Docket number)Via the web link ACI NET (rico-logistics.com)Please refer to page 5 for TVS SCS Courier Services account code numbers if you did not make a note when creating the booking.18

1919

20FAQ1. How long before the collection is made can the booking be cancelled?• A booking can be cancelled at any time. However, this feature is not available within the web booking platform.2. How is the booking cancelled?• Please call the TVS SCS control team as per your contact sheet and quote the booking reference.3. How long will the driver wait.• The driver will wait for 10 minutes at the collection point, and 10 minutes at the point of delivery. If the driver needs to wait for longer that 10 minutes, please be aware that additional charges will apply. 3. What is the cancellation fee?• If we have not actioned the booking, i.e. a pre-booking for tomorrow, there generally won’t be a charge. If we have allocated a driver or arrived at the collection point, then costs will have been incurred and these will be advised when a booking is cancelled.4. If the driver is enroute, is the whole job charged for?• If we are on route, the costs are calculated based on the point the driver has reached in the journey, plus any action to return the load.5. When can we expect a vehicle to collect? • The agreed SLA for collection by Small Van, Large Van and LWB Vans is 30 minutes “In hours” and 60 minutes “Out of Hours”. In hours is defined as 08:00-17:59Hrs Monday to Friday. • Out of hours is defined as 18:00-07:59Hrs Monday to Friday, Weekends and all Bank Holidays.Please note if your booking is assessed by TVS SCS and seen to be unachievable on our standard service option selected, you will be advised of an upgrade to the Priority service type20

21SignaturesRevisionsApprovalRevision No Revised ByRevision DateRevision DetailsRevision NoNameDateV1.0Helen07/02/2024Initial CreationV1.0Graham Gathern07/02/2024V1.1Helen08/03/2024Layout for NBDV1.2Helen29/05/2024NBD RemovedV1.3.2Helen08/07/2024Updated as per emailTVS SCS LimitedComputacenterDate07/02/2024Date07/02/2024NameHelen O’KeeffeNameGraham GathernTitleOperations Development & Implementation ManagerTitleLogistics and Operations SpecialistChange ControlDateChange Request DetailOwnerClosure dateResponse08.03.2024Differentiation of Next Business Day service booking processHO21