Toll Online
Quick Reference User Guide
W
ELCOME
Through Toll Online, www.toll.com.au
, Toll Priority’s offers its customers access to a number of online services:
1. Track n Trace
View up to date tracking details for consignment sent with Toll.
2. Proof of Delivery Retrieval
View the Proof of Delivery details for a consignment. This includes delivery address, receiver’s surname and signature image.
3. Book a Pickup
Arrange the collection of freight. Booking confirmation is instant and a booking reference number is provided.
4. Consignment Entry/Label Printing
Create consignments and print labels online. Produce a manifest for the pickup driver. All labels are individually barcoded for tracking purposes.
Store regular addresses in your online address book to speed up data entry.
5. Enquiries
Allows you to check the cost of the freight movement through Rate Enquiry and the check the time to reach the destination through Transit Time
Enquiry.
6. Invoice Downloads*
Using your invoice number, you can download a PDF of your Toll Priority
Invoice.
G
ETTING
S
TARTED
Toll Online provides general access to tracking information and booking pickups without the need to register as a user.
All Toll Priority customers who wish to access their rates, retrieve Proof of Deliveries or create Consignment Notes through Toll Online are required to register as a user.
This manual has been designed for Toll Priority customers who have registered as
Toll Online users.
R
EGISTERING AS A
U
SER OF
T
OLL
O
NLINE
.
1. Click on the “Register” link to open the registration page.
2. Nominate a Username and Password
Notes:
3.
(a) You will be notified if your chosen Username is already allocated, in which case you will need to choose a different Username
(b) Your password must be different to your Username.
Add your Company details. This will be used as the default collection address when booking pickups.
Add your contact details.
Add your Toll Priority Sales Contact details (optional)
4.
5.
6. Click the “Next” link.
Note: All fields marked with a green asterisk (*) are mandatory fields.
R
EGISTERING AS A
U
SER
(C
ONTINUED
…..)
7. Add your Account(s)
For Australian Toll Priority domestic movements or International freight ex Australia; select the Business Unit as “Toll Priority (Australia)”.
For NZ Toll Priority domestic movements or International freight ex New
Zealand, select the Business Unit as “Toll Priority (New Zealand)”.
(a) Enter your Toll Priority Account(s) and/or,
(b) Add a Third Party Account(s) for POD Retrieval
Note: Third Party Accounts are subject to the owning company’s approval for use by you.
9. Select “Yes” if you wish to apply to retrieve Invoices online, then click
“Submit” otherwise click “Review Registration”
10. Check all your registration details. If all details are correct, click the
“Submit Registration” link.
11. A Registration Confirmation Message will appear confirming receipt of the registration and a confirmation email will be sent to your nominated email address when the registration is available to use on Toll Online.
T
RACK AND
T
RACE
Track and Trace allows you to view scanning / tracking events for a given consignment(s).
POD images are available to registered Toll Online users and will only be provided where the consignment is billed to your registered Toll Priority Account(s).
1. Login to Toll Online
2.
3.
4.
Select “Track and Trace” from the Toll Online Menu
Choose “Consignment Search”
Add your Consignment Note numbers or references into the text field provided, pressing the Enter key to begin a new entry
You can add up to 10 Consignment Note numbers or references
6.
7.
The results will be displayed in a new page called “Consignment Search
Results”.
To view the tracking details of a consignment, click on the record displayed on the “Consignment Search Results” page.
8. Once a record has been selected, the “View Consignment” page will be displayed outlining the scanning of the chosen consignment.
From this page you can retrieve/print a POD or Finance Consignment
Note.
Click “View POD” under “Related Links” to view or print the POD. 9.
The above steps can also be applied to “Proof of Delivery” and “Finance
Consignment Note” searches.
You may also want to use the “Advanced Search” option which allows you to search by Toll Business Unit and individual Connote Number or Customer Reference
Number.
C
ONSIGNMENT
E
NTRY
The consignment entry screen allows you to print A4 laser labels to attach to your freight instead of hand written consignment notes. For multi-item consignments, a unique barcode is printed on each label to assist in tracking all items in the consignment. A manifest report is printed at the end of the day summarising the consignments you are despatching with Toll Priority for that day.
NEW CONSIGNMENTS
1. Login to Toll Online
2. Select “Consignment Entry” from the Toll Online Menu
3.
4.
5.
6.
Choose “New Consignment”
Choose the Toll Priority Account Number you wish to use.
Check the contact details for the Sender
Select the date the consignment will move (Despatch Date)
8. Enter your Receiver Details. If you have a stored receiver in the
Address book, type in the Fast Lookup Code corresponding to that
Receiver and press enter. The Receiver address fields will be automatically populated.
Note: When entering in a Global Address on the connote screen, please select country first.
9. Select a Service Type, eg Parcels Priority
For International freight, choose Global – Document Express or Global –
Parcel Express.
10. Enter a Receiver to Pay or Third Party account if you wish to charge another party for this consignment. International consignments cannot be charged to a Third Party account. For Global 3rd Party consignments please contact Global Sales on 131531.
11. Add a Consignment Reference and/or Special Instructions if required
13. Add the freight details, ie number of items, description, weight and cubic dimensions.
14. Click “Submit Now”
C
ONSIGNMENT
E
NTRY
(
CONTINUED
…..)
15. Add the Toll Priority supplied A4 laser labels to your printer (if not using plain paper) then print the consignment. (Make sure you have configured your Page Setup and Margins as indicated at the top of the print page.) Global consignments use plain paper.
Commercial Invoice
For Global – Parcel Express, you will be prompted to create a commercial invoice, use this facility if you do not have your own commercial invoice template.
The commercial Invoice is to printed on the Sender’s (Shippers) company letterhead (if available)
16. To create another consignment, click the New Consignment button and repeat steps 8 to 15.
• To add additional products for use in connote entry, please contact your Toll
Priority Account Manager.
OPEN MANIFESTS
Open manifests allows you to view consignments you have entered but have not despatched. You select this option to print your manifest report or to cancel / delete a consignment.
1. Select “Consignment Entry” from the Toll Online Menu
2. Choose “Open Manifests”
3. Using the drop down list at the top of the screen, select the manifest you wish to print.
4. Click Print Manifest.
NOTE: Once a manifest is printed (Closed) you cannot delete or edit consignments.
Postal Address Validation Rule.
Toll Priority does not deliver to postal locations. The request will be rejected for
Consignment Entry and Booking Pickup, if the below data has been entered for
Address Lines 1 and 2 for both Sender and Receiver addresses:-
P
ICKUPS
‘Book a Pickup’ allow you to quickly and easily organise the collection of your freight.
1.
2.
3.
4.
5.
Login to Toll Online
Select “Pickups” from the Toll Online Menu
Choose “Book A Pickup”
Choose the Toll Priority Account Number you wish to use.
Click Next. The Enter Pickup Details screen will be displayed.
6.
7.
Add your Contact Details
Select a Pickup Address from your Toll Online Address Book or click on
“Other Address” to add a different collection address.
Provide a contact name and phone number for the pickup point. 8.
9. Add your own Pickup Reference (Optional)
10. Nominate a Service, Number of Items, Approximate Total Weight and
Cubic Dimensions
11. Nominate the pickup date and time. You may also nominate the department or location of the Pickup, eg Reception, Dispatch, etc.
12. Tick the box if you require the driver to bring a consignment note.
13. Add any Special Instructions to assist with the pick up.
14. Confirm that your consignments do not contain Dangerous Goods. If the consignments do contain Dangerous Goods, please contact Toll
Priority Customer Service to arrange a pickup.
15. Review the booking by clicking “Review Booking” or submit the pickup by clicking “Book Now”.
16. You will receive a Booking Reference Number when you select “Book
Now”.
P
ICKUPS
(C
ONTINUED
….)
MY PICKUPS
The “My Pickups” screen allows you to search for Confirmed Pickups by Booking
Reference or Toll Business Unit and Pickup Date. This search feature is for Pickups that you previously entered in Toll Online as a logged in user
1. Login to Toll Online
2. Select “Pickups” from the Toll Online Menu
3.
4.
5.
Choose “My Pickups”
Choose to search by Booking Reference or Toll Business Unit (ie Toll
Priority)
Select a date range for the collection date of the booking.
7.
8.
A list will appear displaying all your bookings based on the search criteria.
Click a record in the list to display the booking details.
You can print or email the booking details if required.
E
NQUIRY
Toll Online offers Rate and Transit Time enquiries. Once you have logged into Toll
Online you can price consignments based on your quoted rates with Toll Priority.
RATE ENQUIRY
1. Login to Toll Online
2. Select “Enquiry” from the Toll Online Menu
4.
5.
6.
7.
8.
Choose the Toll Priority Account Number you wish to use.
Click Next. The Rate Enquiry Criteria screen will be displayed.
Select the Service you wish to obtain a rate for.
Enter the Origin and Destination details.
Note: When pricing international movements, please enter Origin and Destination countries.
Enter the Weight, Cubic Dimensions, Collection Date and number of
Items
10. The Rate Enquiry Result page will be returned outlining the cost of the movement based on the data entered.
TRANSIT TIME
1. Login to Toll Online
5.
6.
7.
8.
2.
3.
4.
Select “Enquiry” from the Toll Online Menu
Choose “Transit Time”
Select the Toll Business Unit you wish to obtain a Transit Time from, eg.
Toll Priority.
Click Next. The Transit Time Criteria screen will be displayed.
Select the Service you wish to obtain a transit time for.
Enter the Origin and Destination details.
Enter the Collection Date
10. The Transit Time Enquiry Result page will be returned stating the estimated Transit Time for the movement based on the data entered.
I
NVOICES
The Invoices option allows you to download PODs and Finance Consignment Notes by Invoice number or to download a PDF of your invoice.
This functionality is only available to registered Toll Online users who have “Full
Financial” access to their Toll Priority accounts within Toll Online.
1. Login to Toll Online
2. Select “Invoices” from the Toll Online Menu
3.
4.
5.
6.
7.
Choose “Invoice Download”
Select the Toll Priority Account Number you wish to obtain POD /
Finance Consignment Notes / Invoices for.
Type in the Invoice Number you wish to obtain the information for.
If you do not know the Invoice Number, click on the “HERE” link under the invoice number field to display your last 13 weeks of Invoice numbers. Once you click on an invoice, you will be returned to the
Invoice Download page and your selected invoice number will be inserted into the Invoice Number field.
Nominate your retrieval method.
”Show images for invoice on screen” will allow you to view PODs and
Finance Consignment Notes immediately through Toll Online
”Download invoice as .zip file” will provide a downloadable file so that you can store your Invoice and/or Finance Consignment Note images and/or PODs on your computer.
If you have chosen ”Download invoice as .zip file” from step 6, the
Download Options allows you to nominate which items you wish to download
Printed Invoice Provides a PDF image of the Invoice
Consignment Note Images: Finance Consignment Notes
Get POD Images: POD images
M
Y
P
ROFILE
VIEW MY PROFILE
1. Login to Toll Online
2.
3.
Select “My Profile” from the Toll Online Menu
Choose “View My Profile”
This will display your current details along with your accounts
EDIT MY ACCOUNTS
The Edit My Accounts screen allows you to add or remove Toll Priority accounts from your profile.
1. Login to Toll Online
2.
3.
4.
5.
Select “My Profile” from the Toll Online Menu
Choose “Edit My Accounts”
To remove an account, click the Remove button to the right of the
Account record on the screen
To add an additional Toll Priority account, go to the bottom of the
Accounts list, then select “Toll Priority” as the business unit, insert the account number, then select the type of access you wish to have for the account.
EDIT ADDRESS BOOK
Addresses stored in the Address book can be used for Pickups and Consignment
Entry. There is also the ability to upload and download Addresses to/from the address book. The maximum addresses displayed in 250 in the address book.
1. Login to Toll Online
2.
3.
4.
5.
Select “My Profile” from the Toll Online Menu
Choose “Edit Address Book”. The “My Address Book” page will be displayed. Here you will see the links for uploading / downloading the address book
To add a new address, click New Address and insert all mandatory details
To edit an existing address, click the address record listed on the “My
Address Book” page then make the required changes and click “Save””
