Quick Start Guide for myDPD

Delivery Details

There are three different ways of entering the delivery address details; all are designed to reduce the amount of manual detail entry and to produce a shipment label quickly.

Short Name

Shipping addresses can be held in an address book facility. Each address is saved utilising a unique short name.

Enter the short name and select from a drop-down list or click on the arrow to display all saved addresses for selection.

When entering a new short name not held in the address book facility, enter the address and delivery contact details and click on 'save to address book'.

Find Postcode

Enter a valid postcode for the shipment address and select from the displayed list of addresses.

Once the address is displayed, additional address details can be added if required.

Finding a Postcode

If you are shipping to a UK address and do not have a postcode, click on find postcode and this will open a postcode finder window. Enter the shipment address and click on find postcode - select the address from the displayed results.

Delivery Contact

Contact and Telephone Details

Enter the contact and telephone details of the recipient; they will be printed on the label and assist in the delivery of the shipment.

Email and Text Notification

Enter the email address and mobile phone number of the shipment recipient and they will receive email and text message notification of the one hour delivery window and have the option to provide alternative delivery instructions.

To read more details on DPD's Predict ~ one hour delivery service

Package Details

Total No. of Items

Enter the total number of parcels in the shipment.

Total Weight (Kg)

Enter the total weight of the shipment in kilogrames.

Product

Select via the drop-down options the shipment product-:

• Parcel, Expresspak1, Expresspak5 or Freight

Shipments over 31.5kg will be Freight.

Service

Select via the drop-down options the service required-:

• By 10:30, By 12, Saturday by 10, Saturday by 12 or Next day

The service availability will display dependent upon where the shipment is being delivered.

To read more details on DPD's UK services

Extended Liability

Select via the drop-down options to extend the liability for the shipment.

To read DPD's terms and conditions for an explanation of extended liability

Shipment Date

The shipment date will be populated with today's shipping date. If you wish to forward-date the shipment, select from the calendar option. The date can be up to 5 days in advance.

Reference Fields (1, 2 and 3)

Enter any references relating to the shipment in these fields.

All the reference fields will appear on the label, however only reference 1 appears on the invoice.

Collection on Delivery

Select via the drop-down options if collection on delivery is required :

• Reverse IT - return parcels can be collected at the same time that the driver is making a delivery.

Print Options

Once the shipment details have been completed, the options to print the label now or at a later point are presented.

An information message will display to advise that the shipment has been saved successfully and display the consignment number that has been generated.

If a thermal printer is the default label printer and print now is selected the label will be generated by the printer, ready to be placed on the parcel.

If printing to an A4 label printer, the label image will be displayed and then printed out on the designated laser printer.

Offshore Shipments to the Channel Islands

For shipments to the Channel Islands, it is necessary to attach an invoice to each parcel in order for the parcels to be declared correctly as part of the export process. The offshore shipment creation process has the capability to produce shipping documentation in the form of an invoice in order to comply with Customs.

For Jersey, Customs require us to provide additional information for them to calculate the Goods and Services Tax. This is a legal requirement.

Delivery Details

Delivery details can be entered either manually or from the address book facility.

Short Name

Shipping addresses can be held in an address book facility. Each address is saved utilising a unique short name.

Enter the short name and select from a drop-down list or click on the arrow to display all saved addresses for selection.

When entering a new short name not held in the address book facility, enter the address and delivery contact details and click on save to address book.

Country

The country of destination should be United Kingdom.

Postal/Zip Code

Enter the postal/zip code for the shipment address.

To assist in locating postal/zip codes for offshore destinations 

Address Details

Once the country and postal/zip code have been entered, the corresponding address for the shipment will be displayed.

Enter any supplementary delivery detail ~ organisation name and delivery information.

Delivery Contact

 

Contact, Telephone Details and Email Notifications

Enter the contact, telephone and email details of the recipient; they will be printed on the label and assist in the delivery of the shipment.

 

Package Details

Total No. of Items

Enter the total number of parcels in the shipment.

Total weight (Kg)

Enter the total weight of the shipment in kilogrames.

Product

Select via the drop-down options the shipment product-:

• Parcel, Expresspak1, Expresspak5 or Freight

Shipments over 31.5kg will be Freight.

Service

Select via the drop-down options the service required-:

• Next day or Two day

Extended Liability

Select via the drop-down options to extend the liability for the shipment.

To read DPD's terms and conditions for an explanation of extended liability

Shipment Date

The shipment date will be populated with todays shipping date. If you wish to forward-date the shipment, select from the calendar option. The date can be up to 5 days in advance.

Reference Fields (1,2 and 3)

Enter any references relating to the shipment in these fields.

All the reference fields will appear on the label, however only reference 1 appears on the invoice.

Collection on Delivery

Select via the drop-down options if collection on delivery is required-:

• Reverse IT - return parcels can be collected at the same time that the driver is making a delivery.

Generate Customs Invoice

Select via the drop-down options to generate a Customs invoice via ship@ease.

Click on International Invoice to complete the invoice details.

See the Proforma or Commercial Invoice section if a system-generated invoice is required.

Print Options

Once all of the shipment details, international invoice and commodity details (if required) have been completed, the options to print the label now or at a later point are presented.

An information message will display to advise that the shipment has been saved successfully and display the consignment number that has been generated.

If a thermal printer is the default label printer and print now is selected, the label will be generated by the printer ready to be placed on the parcel.

If printing to an A4 label printer, the label image will be displayed and then printed out on the designated laser printer.

Delivery Details

Delivery details can be entered either manually or from the address book facility. The international shipment creation facility has the capability to produce international shipping documentation in the form of a proforma or commercial invoice in order to comply with Customs requirements at the destination country.

Short Name

Shipping addresses can be held in an address book facility. Each address is saved utilising a unique short name.

Enter the short name and select from a drop-down list, or click on the arrow to display all saved addresses for selection.

When entering a new short name not held in the address book facility, enter the address and delivery contact details and click on save to address book.

Country

Enter the country of destination ~ as the country details are entered, a list will display of options to select from.

OR select from the drop-down list the country of destination.

Postal/Zip Code

Enter the postal/zip code for the shipment address.

Finding a Postal/Zip Code

The postal/zip code and full address must be completed for all shipments - addresses cannot include deliveries to PO box or BFPO addresses.

There are, however, some countries which only use PO box numbers to identify the delivery address.This applies to the following countries:

• Jordan, Kenya, Oman, Panama, Qatar and Saudi Arabia

For these countries, we can accept a PO box address.

Some countries also do not use zip codes or a postcode system. We can accept shipments without zip codes to the following destinations:

Angola	Dominica	Malawi	Solomon Islands
Antigua and Barbuda	East Timor	Mali	Somalia
Aruba	Equatorial Guinea	Mauritania	St Lucia
Bahamas	Eritrea	Mauritius	Suriname
Belize	Fiji	Montserrat	Syria
Benin	Gambia	Nauru	Tanzania
Bonaire & Saba	Ghana	Niue	Togo
Botswana	Grenada	North Korea	Tokelau
Burkina Faso	Guinea	Qatar	Tonga
Burundi	Guyana	Rwanda	Tuvalu
Central African Republic	Hong Kong	Samoa	Uganda
Congo	Ireland	Sao Tome & Principe	United Arab Emirates
Cook Islands	Ivory Coast	Seychelles	Vanuata
Curacao	Kiribati	Sierra Leone	Yemen
Djibouti	Macau	Sint Maarten	Zimbabwe

 

Address Details

Once the country and postal/zip code have been entered, enter the additional address details for the shipment address.

Delivery Contact

Contact, Telephone Details and Email Notifications

Enter the contact, telephone and email details of the receipient; they will be printed on the label and in doing so creates a better delivery experience for your customers.

The recipient will also receive delivery notifications.

Package Details

Total No. of Items

Enter the total number of parcels in the shipment.

Total weight (Kg)

Enter the total weight of the shipment in kilogrames.

Product/Service

For single items weighing up to 31.5kg and with maximum dimensions of 175cm length and 300cm girth, there are two services options:

• European Union parcels - for deliveries within the European single market where no documentation is required other than a shipping label.
• Worldwide parcels - for deliveries outside of the European single market, these are declarable items and require information for customs purposes.

Select via the drop-down options the shipment product/service.

For more details on European and international services

Customs Value (GBP)

Enter in GBP the Customs value of the goods.

Contents

Enter the contents of the shipment, e.g marketing brochures.

Extended Liability

Select via the drop-down options to extend the liability for the shipment.

If YES is selected, a liability value in GBP must be entered.

Shipment Date

The shipment date will be populated with today's shipping date. If you wish to forward-date the shipment, select from the calendar option. This can be up to 5 days in advance.

Reference Fields (1, 2 & 3)

Enter any references relating to the shipment in these fields.

All the reference fields will appear on the label, however only reference 1 appears on the invoice.

Generate Customs Information

Select via the drop-down options to generate a Customs invoice via ship@ease.

Click on International Invoice to complete the invoice details.

See the Proforma or Commercial Invoice section if a system-generated invoice is required.

Proforma or Commercial Invoices

Ship@ease can produce a proforma or commercial invoice if selected.

For shipments to non-EU destinations, Customs paperwork is required in the form of either a proforma or commercial invoice.

Invoices

• A proforma invoice is required when the goods are being sent free of charge, are of no commercial value, and must not be resold. The cost value of samples or gifts must be detailed on the invoice.
• A commercial invoice is required when the goods being shipped are part of a commercial transaction and are being sold with a resale value.

Ship@ease Prepared Invoices

Type of Invoice

Select from the drop-down options the type of invoice required:

• Proforma
• Commercial

Number of Items

This field will be auto-populated from the package details already entered.

Terms of Delivery

GeoPost UK only accepts consignments which are prepaid, and the duty/tax is payable by the consignee. This is represented by the universal Incoterm 'DAP' - delivered at place.

For shipments on the DPD Classic service to Norway and Switzerland, please use DAP CLEARED.

Shipper Details

The shipper details including address, telephone and contact details, will be pre-populated from the details configured in ship@ease.

If you wish to make any amendments to these details, this can be done via My Account in the Invoice Settings section.

Shipper's EORI Number

The EORI Number (Economic Operator Registration & Identification Number) replaced the TURN in July 2009. All businesses involved in international export or import require an EORI number.

Any enquiries regarding EORIs should be directed to HM Revenue & Customs

The shipper's EORI number will be pre-populated from the details configured in ship@ease.

If you wish to make any amendments to these details, this can be done via My Account in the Invoice Settings section.

FDA Registration Number

Certain commodities exported to the USA require the sender to register with the FDA in the USA. These commodities include cosmetics, pharmaceutical products and non-perishable food items. A copy of the prior notice must be attached to the invoice before export.

For further information

Enter the FDA registration number if required for the shipment.

Total Weight

This field will be auto-populated from the package details already entered.

Reason for Export

Enter the reason for export, e.g. sales, samples for review, etc.

Receiver

The receiver's details, including address, telephone and contact details, will be pre-populated from the details previously entered into the Delivery Details screen.

Receiver's VAT/PID/EORI Number

Enter the company registration (VAT) number, personal ID (PID) number or EORI of the customer the shipment is being sent to.

This number is required to clear your shipment through Customs (this is mandatory for consignments to Norway and the Canary Islands).

Commodity Details

Click on Commodity Details and then complete the details in the Invoice Commodity Details screen.

Click on the Add button.

Commodity Code

The Customs Commodity Code dictates the amount of duty that will be applied by Customs to the goods when they arrive. This is required for export and import Customs clearance and ensures the goods are classified accurately and that the shipper's customer is not being over-charged in duties.

Enter the Customs commodity code (tariff number) for the item(s) you are sending in the shipment.

To look up commodity codes

Full Description of Goods

This is essential for Customs and airline security purposes. Poorly described shipments could be detained for further examination by Customs and so delay the delivery of the consignment.

Enter a full and accurate description of the goods.

Number of Items

Enter the number of items for each commodity code/description of goods.

Unit Value

Enter the unit value of each item.

Country of Manufacture

Enter the country of manufacture of the goods; as the country details are entered, a list will display of options to select from, or select from the drop-down list the country of manufacture.

Print Options

Once the shipment details have been completed, the options to print the label now or at a later point are presented.

An information message will display to advise that the shipment has been saved successfully and display the consignment number that has been generated.

If a thermal printer is the default label printer and print now is selected, the label will be generated by the printer ready to be placed on the parcel.

If printing to an A4 label printer, the label image will be displayed and then printed out on the designated laser printer.

Important Information

You need five copies of an invoice for each consignment, each with an original signature.

These must all be enclosed in a document wallet and secured to the outside of the package. All multi-piece shipments should have a copy of the invoice on each of the parcels, with the original and four copies on the header parcel.

Consolidation is an automated process where parcels going to the same destination are grouped or merged under the same consignment. Upon creation of a shipping label with the fields matching the criteria below, the system will not create a new consignment, it will prompt you to consolidate the parcel into an existing consignment.
Consolidation Criteria
The following data fields are checked when creating a new label. If ALL fields match then the user will be prompted to consolidate the new label/parcel with the earlier consignment:

• Business Unit
• Contact (or null in database)
• Organisation (or null in database)
• Address Line 1
• Postcode
• Product
• Service
• Liability (Y/N)
• Collection Date
• Shipment must NOT be a reverse/swap-it
• Shipment must NOT have been manifested
• Shipment must NOT have been voided

The maximum number of parcels in a consignment must not exceed 99.
The following prompt will be displayed for AD-HOC shipments only to accept or deny this process:

For consolidation to occur press YES to accept or NO to cancel.

Consolidation can occur across multiple log-ins as long as the preference to ?Share your shipments with others users? is enabled <Please contact your Commercial Manager to activate this feature>

Imports

Imported shipments will be consolidated automatically without prompting the user.

International

Ship@ease Web does not consolidate international shipments.

Questions?

If you are experiencing any issues or you require help with any of information provided above.
Please contact the IT Service Desk on the details provided below;

Email: IT.Servicedesk@geopostuk.com

Email: IT.Feedback@geopostuk.com

Telephone: 0121 500 2510