Shipping Portal User Manual
- Jago Verzuu (Unlicensed)
- Nathalie Bouvet (Unlicensed)
Welcome! In this quick start guide we take you through the steps to start shipping with Trunkrs, managing your shipments and managing your organisation within our new Shipping Portal.
Disclaimer | The shipping portal is an application that’s still in active development. This means that some of the information you will read down here might be different from the actual application you are having in front of you. We try to update this manual as frequently as possible, to minimise this potential difference.
In this guide:
First time use
Setting up your Trunkrs Shipping Portal account is super simple and will take you no more than 2 minutes. We’ll briefly go over the steps and we will have you on board of our portal in no time - just follow along.
Receiving your invite
To access the Trunkrs Shipping Portal you will need an invite. This invite can be provided to you by our customer success manager. You will find it in your inbox as soon as it has been sent. An example email is shown below.
Creating your organisation
Before you can access the portal, you will need to provide some details about your organisation, so we can set you up. This will provide us the necessary information about your company, but also - for example - where we will be collecting your shipments. Simply fill out the details in the form you are seeing in front of you after accepting the invite.
Organisation name → This the name of your company!
Contact email address → This is the person who we can approach if we have questions.
Street name + house number → The location of your company. If you have a separate warehouse address, fill this one out, as we use it to know where to collect shipments.
Postal code
City
Country → The country you are based in.
Creating your first user
Go to Settings > Manage Users
Click on + invite users
Enter the e-mail address of the person you’d like to add
Select the role of the user
Click on send invites
Tip! Be scarce with handing out Admin roles. Don’t have more than 2 active admins.
Managing your users
Go to Settings > Manage Users
To change roles click manage users
Either revoke the account or change it’s roles
Managing your organisation
Go to Settings > Manage Organizations
Select the Manage
on the organisation you like to manage
Change the value’s for your organisation
Changing the address here does not change the address known to our collection department, if your collection address needs to be change contact your Customer Succes Manager or your Account manager.
Integrating your webshop via Plug-in
To connect your webshop to the portal go to:
Settings > Integration management
+ Add integration
Select the desired plugin or integration:
WooCommerce
Shopify
Magento 2
Lightspeed
Follow the steps in the integration wizard. Links can be found below:
Shopify documentation
Lightspeed documentation
Shipment Creation
Within the Trunkrs Shipping Portal there are multiple ways to create shipments. In this section we will go over the possible ways and explain how to use them.
Creating multiple shipments by uploading a spreadsheet (CSV / TSV / TXT)
This is the simplest option we have. The only thing you need is a spreadsheet with shipping details and you are good to go. Your spreadsheet doesn’t even need to be edited in most cases, because we can easily map your spreadsheet headers to match the details that we need. In the steps below we explain how to do this.
Step 1: Create a spreadsheet with shipping details → The spreadsheet you are uploading to create shipments can have all sorts of information in it, but it should at least have:
Recipient name → The name of the person who this shipment is for
Recipient email address → So we can send a Track & Trace link
Recipient phone number → So our we can contact the recipient if necessary
Street + house number
Postal code
City
Country → use NL or BE
Order → This is an order reference, make sure they are unique (IMPORTANT!)
Delivery date → We take in multiple date formats - DD-MM-YYYY is most common
Step 2: Upload your spreadsheet
To upload your spreadsheet, simply navigate to the Shipments button in the top menu > Upload Shipments > Upload Shipments Data. You will be presented a spreadsheet like window. Either drag and drop your spreadsheet in upper part, or hit the green button that says Upload data from file and select your spreadsheet. Make sure we have selected the right row that contains the headers of your file, and you are good to go.
You have now uploaded your spreadsheet. Time to map your headers.
Step 3: Mapping your headers… just once.
To make sure that we know which of the colums in your spreadsheet match with the details we need to create your shipments, we will ask you to map your headers one single time.
Mapping the headers of your file has been made very easy. After uploading your file you will be presented with the view as shown below:
Right of the bat we have mapped some of the values already for you. This has been done automatically based on your header names. For each of the headers that we could not map automatically, you can now proceed to map the manually.
In the example image above you can see that the Recipient Name column of the file we uploaded wasn’t matched to a value yet. We can simple click on the Lookup matching fields dropdown and find the desired value.
After we have selected the desired value, in this case Recipient Fullname we can confirm the mapping by hitting the green button.
Make sure to confirm all mappings before proceeding. Once you have ensured all headers are mapped correctly and are confirmed, you can proceed to the next step.
Step 4: Review your shipments
To make sure your shipment data is correct and usable for creating shipments, you will be shown a review window. In this overview you can see all the shipments that we are about to create for you. Any missing or incorrect data will be highlight in red. If you have red fields, you can simply add or edit data to these fields in this view, no need to go back and re-upload.
Once all your fields are cleared, you can continue.
Step 5: Your shipments have been created
That’s it, your shipments have been created successfully. The header mapping you did will be memorised by our application, so the next time you upload a spreadsheet you can just directly create the shipments you want to create, without any hassle!
Multi-colli shipments
For every shipment from the same sender that goes to the same address on the same day will be marked as multi-colli by our system. Make sure that every shipment gets its own label, otherwise our system will not process the second parcel.
When you have made pricing arrangements with us the 2nd parcel will be charged that price, the first parcel will be priced the normal amount.
Managing Shipments
Once you have created your first shipments, you can access them through our Shipments List. This list will provide you all the necessary insights about what shipments you have, what happened to them and it will also provide you some actions you can perform on your shipments such as canceling and printing labels.
Shipments List
This list forms the home page of the application. It’s the list that shows all of your shipments, both new and old, freshly created and already delivered. By clicking on one of the shipments you can view everything has happened to it.
Searching Shipments
As you go, you are building up a lot of shipments. This might make it hard to find back particular shipments. That’s why we have created a simple, yet powerful Smart Search for you. Simply hit the search bar at the top of the Shipments List, select what you would like to search for and you will have the shipment(s) you are looking for in no time.
Cancelling shipments
Sometimes it happens that wrong shipments have been created, or maybe an order was cancelled by the recipient. In this case we have an easy cancel option for one or multiple shipments at the same time.
One shipment
Search the shipment you are looking for > click on the shipment in the list > the drawer opens up on the right side > hit the cancel button
Multiple shipments
Search the shipments you are looking for > select the shipments by using the checkbox on the left side of the list > a bottom drawer will open up > cancel shipments > all shipments selected will now be canceled
Print labels
For printing labels we can follow the same logic as with cancelling, just as easy.
Print one label
Search the shipment you are looking for > click on the shipment in the list > the drawer opens up on the right side > hit the print button
Print multiple labels
Search the shipments you are looking for > select the shipments by using the checkbox on the left side of the list > a bottom drawer will open up > print labels > labels for the shipments selected will now be combined into 1 PDF file for easy printing.
Delivery details
Change delivery address
Click on a shipment > Click on Change address
For Dutch shipments: Fill in postal code and house number. Our API will check the address and return it. By selecting accept, the system will change the address.
For Belgium shipments: Fill in postal code, house number, street name and city. There is no API that can autofill the address like for dutch shipments, so please double check if the new address is right. Via google.com/maps you can check the right address.
The change address function also returns the impact on delivery date. If the delivery date changes, it will return the impact back to you.
GPS details of a delivered shipment
Click on a shipment > click on Show on map. You are now redirected to maps on the location the parcel is delivered.
POD signature details of a delivered shipment
Click on a shipment > on the right side you see the signature or you see document type with last 2 digits of the document.
Filter shipments
You are able to search for specific shipments, based on the Creation Date, the Trunkrs number, or even the Reason Code.
In order to do so, click on the search bar, and select the filter you would like to use. Then click on Search/Zoeken, and you will get to see only the orders that fit the filters you have selected.
For example, here is a filter on reason code.
And just see the results based on your search. You can apply several filters at once.
Giving feedback
As the Shipping Portal is still under heavy development, we cherish all the feedback that we can get on how to improve the application to be the best possible for our customers. Therefore we ask you kindly to give feedback on anything that you have noticed while using the application.
To give feedback you simply hit the Give Feedback button on the right lower corner of your screen. Here you will see all the former suggestions that have been made by other users. You can vote on those suggestions if you find them valuable as well, or you can post a new suggestion!
Thanks in advance!
That’s it - you are now ready to ship!
Hopefully this guide was helpful to set everything up for shipping. If you have any questions you can always reach out to us via your customer success manager!
Happy Shipping