Select a tab, followed by the sub-tab that you wish to view below.
FieldDescription
NameThe name of the Customer
Customer Active

If the Customer is active within CartonCloud. Setting this to No will disable the customer and stop users from logging in.

This field can be activated or reactivate from the View Customer page by selecting Deactivate or Reactivate.

TelephoneThe primary telephone number of the Customer
AddressThe most relevant address of the Customer. If the address is not yet in your Addresses you are able to add it by selecting Add New Address.
Rate CardThe Rate Card which the Customer is currently using. Selecting View Rate Card will take you to the associated Rate Cards page.

Additionally, any custom fields that you have set up to be recorded against the Customer will appear here to be populated. 


Duplicate Reference

SettingDescriptionDefault Value
Duplicate ReferenceIf enabled this setting will allow you to use the same reference number on multiple consignments. By default, consignments must have their own unique reference and this setting allows this behaviour to be overriddenDisabled

Manifest Import

SettingDescriptionDefault Value
Automatically group consignments on manifestConsignments on the imported manifest will be grouped and charged together. See Consignment Grouping for more information.Disabled

Allow Duplicate Manifests to Update Existing Consignments until the consignment has been updated to any "In Warehouse" status.

When enabled, if a manifest is imported into CartonCloud multiple times then each import will update the existing consignments in the system.Disabled

Skip consignments with references that already exist (will not reject manifests with consignments that already exist but skip them and allow the file to be processed)

Useful for when you want to import the same manifest multiple times but with extra consignments added on.Disabled

Default Consignment Product Type (if not specified in Manifest)

Product Types can be specified as a field within the manifest import file, however, if they are not then the system will revert to this setting to set the product type.General

Manifest Pickup

SettingDescriptionDefault Value

Manifests Picked Up By Default

Controls if more settings should display to configure manifest pickupYes
Default Pickup AddressSets the address for when a consignment is created to collect a manifest for that customerBlank
Automatically create pickup consignment

The system will automatically create a consignment with the consignment type "pickup" when a manifest is created.

Further options will appear when enabling this option. See Creating Automatic Pickup Consignments for Manifests for full details.

No

Cash on Delivery

SettingDescriptionDefault Value
Accept Cash on Delivery for customers consignmentsOnly enable if your drivers collect cash on delivery for this customer. Enabling this will allow them to record COD details in the mobile app.No

Delivery Run Dates

SettingDescriptionDefault Value
Ignore Specified delivery run date (allocate to next schedule run date always)As per the name, this setting will force a consignment to go onto the next scheduled run date.Disabled

When a required delivery date is given, snap the delivery to the closest available scheduled date.

(If unchecked, the consignment may get allocated to a date where the run isn't scheduled)

If enabled, when a consignment is booked for a required delivery date that is not part of the Disabled
Default Delivery RunAllows you to set all Consignments that are booked for this Customer to be allocated to a chosen Delivery Run. Please note setting this to a Delivery Run will override all other allocation logic which may have otherwise selected a different run.Empty. While not set the system will instead use the consignments address and other system logic to determine the delivery run.

Labels

SettingDescriptionDefault Value
PDF Label Page TypeAllows the number of labels per PDF page to be configured.A4 Page - Up to 4 labels per page
Field to be used as quantity for the number of Consignment labels to be printedWhen consignment labels are printed this setting determines where the number of labels should be pulled from on the consignment. None

Advanced

SettingDescriptionDefault Value
When # Cartons / Pallets are modifiedFor when the quantity of a consignment's items is modified within the mobile app.Create an unresolved error
QR Code Overlay

Used to overlay a QR code onto Customer Consignment Invoices.

See the article QR Code Overlay for Consignment Invoices for full details.

Disabled
Number of copies to download per invoice and connoteWhen an invoice or consignment note is downloaded from CartonCloud, how many copies should be downloaded?1
Allow Customers to use their own barcode numbersAs per name.Disabled

To adjust the Delivery Runs visible to Customers begin by navigating to a Customer's record by selecting Contacts, then selecting Customers from the drop-down menu.

On the View Customer page select Edit. Then select the Transport Management tab, followed by the Delivery Runs tab.

From this page, a complete list of the Delivery Runs within your tenancy is displayed.

Selecting these Delivery Runs as Visible to Customer will then do exactly that. The Visible Name then also allows you to provide an alias for the Delivery Run which the Customer will see from their view of CartonCloud.

Ensure to scroll to the bottom of the page select Save after making any changes within this tab.

To adjust the Carriers visible to Customers begin by navigating to a Customer's record by selecting Contacts, then selecting Customers from the drop-down menu.

On the View Customer page select Edit. Then select the Transport Management tab, followed by the Carriers tab.

From this page, a complete list of the Carriers within your tenancy is displayed.

Selecting these Carriers as Visible to Customer will then do exactly that. The Visible Name then also allows you to provide an alias for the Carrier which the Customer will see from their view of CartonCloud.

Ensure to scroll to the bottom of the page select Save after making any changes within this tab.

To adjust a Customers POD Settings first navigate to that Customer's record by selecting Contacts in the main menu, followed by Customers in the drop-down menu. Select the Customer, then select Edit.

From the Edit Customer page select the Transport Management tab, followed by the POD sub-tab.



Consignment Proofs of Delivery can be generated by CartonCloud using either the POD Document Template or by superimposing a POD onto the Customer Consignment Invoice.

Available Modules

ModuleNotes
TemplateUses either the organisation POD document template or customer document template. (If a customer POD document template is set, this will be the select option, otherwise, the organisation template will be used by default).
Content Overlay

Superimposes the signature, receiver name, and signature date of the Consignment over customer consignment invoice. See below for further details.


CartonCloud can superimpose POD's onto customer consignment invoices which are then available to be downloaded or emailed with the POD.

Since customer invoices can all be different, you may want the POD to be overlaid in a different location on each invoice. Therefore, this feature is configurable for each customer in your CartonCloud account, allowing you to choose where the signature is placed based on their specific invoice layout.

How Superimposed Proof Of Delivery Works

  1. Once a Consignment is delivered, when the user clicks to download POD, if there is an associated Consignment Customer Invoice, the document is used for the signature overlay.
  2. Signature + additional information is superimposed on the Consignment Customer Invoice.
  3. Overlaid image + CartonCloud-generated POD are combined together into a single file and exported.

Video Overview

Example of Document with Superimposed POD

In this example, the Receiver Name, Date and Signature have been overlaid onto the scanned Invoice, in the desired position, automatically.

Enabling and configuring Superimposed Proof Of Deliveries

As invoices can be formatted differently, this feature is configurable for each of your customers inside CartonCloud 

  • Go to Contacts in the main menu > Customers > Select the customer you wish to configure this feature for. 
  • Once viewing the customer, select the Edit button towards the bottom left of the page.
  • Click on Transport Management tab > Click on POD sub-tab.
  • In the Proof of Delivery Output Mode section change the setting Select Proof of Delivery Output Mode to "Signature on Customer Invoice and POD Template"

  • A new setting box will appear which controls the positioning of the signature overlay. 
  • To ensure the positioning is correct an example invoice will need to be selected, this can either be chosen from an existing Customer Consignment Invoice or by uploading a PDF file from your PC.
  • Once an example PDF is selected it will display on the page inside the signature positioning tool.
  • Use the signature positioning tool to configure how you would like the content to be overlaid on the invoice.

  • Once completed, select Save at the bottom of the page. The system will now begin overlaying POD's on all future customer consignment invoices for that customer.

Signature Positioning Tool

The signature positioning tool supports the following.

FunctionDescription
QR Code PlacementDragging and dropping the red rectangles will place that component of the signature it in that location for all future documents using the overlay feature.
QR Code ResizingDragging from the bottom right corner of the red QR code square allows it to be resized as required.
Page RotationIf the sample page has been uploaded in the wrong orientation, it can be rotated as required.
On Pages (Multiple Pages)In the scenario where a Customer Consignment invoice is multiple pages, this allows the user to select which page/s the QR code will be overlaid on.
RotationAllows the signature component to be rotated (name and date/time cannot be rotated).
ShowAllows the user to select if the Name or Date/Time overlay should appear on the Consignment Invoice.
Text AlignAllows the user to select the alignment of the Name & Date Time overlays. For example, these overlays are being placed at the very right of a page, the user would want to select Right alignment, as then a particularly long name will not run over the end of the page.
Font SizeAllows the user to select the size of the text used in the Name Overlay & Date time overlay.


POD Content and Requirements

SettingDescription
Show delivery GPS coordinates in Consignment History (will appear on POD) 

When enabled the GPS location will be recorded and displayed on the POD for this customer.

Driver's using iOS devices must enable Precise location permissions for CartonCloud when recording the POD. If precise location is not turned on then the device will report an approximate location only, resulting in this location being recorded on the POD.

Allow Electronic Deliveries to take place without a signature

  • If enabled Drivers can mark consignments as delivered without the requirement to record a signature first.
  • If disabled drivers will not be able to mark consignments as delivered without first recording a signature or taking a photo.
Consignments Require Paper PODs to be Uploaded

If enabled this setting will prevent the Mobile App from sending out the initial sign-on glass POD. Instead the system will wait for a paper copy to be uploaded and attached before sending that out as the POD.

Note:

  • This will not prevent the job from being invoiced
  • This allows CC users to check which jobs are waiting for paper PODs to be uploaded
  • The mobile sign on glass POD will still be available through the customer portal, it just won't be emailed.
Allow option for authority to leave on Add Consignment PageIf enabled this will trigger a special instruction to be added to consignments to let the driver know they have Authority to leave the consignment at delivery.
Show Sale order details for Consignment on Mobile

For Consignments which have been generated from a Sale Order, if this setting is enabled a button will display on the record POD signature screen which allows the Sale Order buttons to be viewed. This is useful for when the receiver wants to know the contents of the package. 

Please note that if enabled the driver will also have access to this information.

By default, this setting will "Use Organisation Settings". This provides you with control to turn the setting on for all customers by default, from within the Organisation Settings page (in the Transport tab, within the Other Settings section).

For more information on this setting, see the mobile help article: Recording a POD.

POD Filename Format

The Proof Of Delivery Filename can be customised using this field via tags.

Default

consignment_%%customer_reference%%_pod
CODE

Which would format as:

consignment_INV-29389_pod.pdf
CODE

Tags

TagReplaces with
%%id%%The ID of the Consignment
%%customer_reference%%The Customer Reference for the Consignment

If no reply is received regarding Consignment Error Stock within 2 Business Days

Able to be set to either: Destroy Stock / Return Stock to Customer


When a New Sale Order is Imported

SettingOptions
If Sale Order is Imported and (any) product(s) are out of stock (or not enough stock)
  • Reject Entire Sale Order  - For example, if any Product has insufficient stock to fulfil the order the entire Sale Order will be rejected.
  • Remove Out Of Stock Products from the Sale Order - For example, if there are 2 items in stock but the order is for 5 then the product will be removed from the order and therefore 0 items will be taken from stock.
  • Assign whatever stock is available - For example, if there are 2 items in stock but the order is for 5 then the 2 items will be added to the order.
If Sale Order is Imported and (any) product(s) can only be filled with expired stock
  • Never use expired stock
  • Allow expired stock to be used
If Sale Order is Imported and (any) product(s) do not exist (cannot find matching Product Code)
  • Reject Entire Sale Order
  • Remove Non-Existant Products from the Sale Order
If Sale Order is Imported and (any) product(s) have an invalid Unit Of Measure (Ie: product measured in 'CTN' but Sale Order specifies 'UNIT')
  • Reject Entire Sale Order
  • Remove Invalid Product(s) from the Sale Order
If Sale Order is Imported and (any) product(s) have a Conversion Inconsistency when performing conversion (Ie: Multiple Product Packagings exist, but they convert between given unit of measure and base unit of measure differently.)
  • Reject Entire Sale Order
  • Remove Inconsistent Product(s) from the Sale Order
If finished Bill of Material products (BOMs) are out of stock, take from individual components
  • Yes - A finished BOM product will be created by picking the individual products that make up that product
  • No - If the finished BOM product is out of stock the entire Sale order will be rejected.

See the Bill of Materials article for further details.

Minimum Purchase Order Product Status:

When Sale Orders are added via Uploading a file, or from an email, you can select which stock they're allowed to pick from.

For example, you may want to prevent the Sale Orders from picking stock which has not yet been received, if so make the minimum status 'Received'.

  • Draft
  • Not yet Received
  • Verified
  • Allocated
  • Rejected

Consignment

SettingOptions
Automatically Generate a Consignment from a Sale Order
  • No 
  • Yes, when a new Sale order is packed only
  • Yes, on Sale Order Import or Pack Completion
Populate Consignment Items Data from a Sale Order
  • No
  • Yes - Use Product Unit of Measure
  • Yes - Aggregate into Optimal Unit of Measure
Initial Status of Consignment Generated for an Unpacked Sale Order
  • Awaiting Sale Order Packing
  • In Warehouse
Default Sender Address for Consignments Generated from a Sale Order
  • Address entry box

Deplete Purchase Order Product

SettingOptionsFurther Details
Attempt to deplete Purchase Order Product when Sale Order is updated to
  • Dispatched
  • Packed
This affects charging. You can choose whether to set up deplete date for the warehouse stock as soon as an order is packed (and therefore, stop charging storage from that point onward), or, you can date it once the Sale Order is marked Dispatched. As an example, if you packed an order on Friday, but it didn't leave the warehouse until Monday, you may want to charge storage for the week in which it left - in this case, you would set this option to 'Dispatched', and only mark the Sale Order dispatched when the stock physically leaves the warehouse.

Status Updates

SettingOptionsFurther Details
Automatically update the Sale Order to Dispatched
  • Never
  • When the Sale Order is Packed and a Consignment is Created (and all Customer Invoices have been printed)
  • When the Consignment Leaves the Warehouse

If you selected to Decrement Onhand stock with the Sale Order is Dispatched, then you may want it to Automatically Dispatch (rather than it being a manual process). This will help to ensure that you stop charging the customer storage.

For more information on this setting see the dedicated article: Automatically updating Sale Orders to Dispatched

Cut Off Times

SettingOptionsFurther Details
Allow customers to directly mark orders as urgent?
  • Enabled
  • Disabled (Default)

By default, when customers request an order to be urgent in CartonCloud a request is sent through which must be manually approved by your organisation's staff because the order is marked as urgent. 

By enabling this setting that request process is skipped, and the order will automatically be marked as urgent. 

Enable Cut Off Times
  • Enabled
  • Disabled
When customers submit orders after the first cut off time, a message is displayed advising them that it is after the cut-off and their order may not be packed that day. However, they can mark the order urgent (normally for an additional fee) which will ensure that it is packed that day. Note: customers can upgrade their order to urgent themselves online.
When customers submit an order after the final cut off time, they're advised that the order is too late and will be packed on the next business day.
You can set up urgent order fees within the Rate Cards.

Customer Invoice or Document Upload

SettingOptionsFurther Details
Allow Invoices / Documents to be Uploaded to Sale Orders for printing and sending with goods.
  • Enabled
  • Disabled

If enabled Packers are able to upload invoices/documents to Sale orders for printing and sending with goods. Regardless of if this is enabled or not, admins will always be able to do this.

If no Invoice / Document is uploaded, it prevents the Sale Order from going to the Dispatched status, and associated consignments will not be available for allocation to drivers.
You can prevent this situation from occurring by using Auto Dispatch Sale Orders below.

Upload Documents / Invoice by Default?
  • Enabled
  • Disabled

If enabled, a button will appear when creating a Sale Order allowing you to attach an invoice to it quickly.

Select the image below enlarge.

Auto Dispatch Sale orders

SettingOptionsFurther Details
Enable Auto Dispatch
  • Enabled
  • Disabled
Applies daily to all orders which are 'Awaiting Invoice / Document Upload' and are Packed.
This allows you to automatically dispatch the Sale Order, even without an Invoice from the customer.

Automatically delete rejected orders

SettingOptionsFurther Details
Enable automatic deletion of rejected Sale Orders periodically?
  • Yes
  • No
If this feature is enabled the system will periodically check for rejected Sale Orders without any consignments associated with them. If the rejected Sale Order is older than the minimum age in days you enter below the rejected Sale Order will be deleted.
Minimum age (in days) of rejected Sale Order for deletionAny positive whole numberAs above

Random Weight Products

SettingOptionsFurther Details
KG Pick ToleranceA positive whole number indicating the percentage of the toleranceWhen picking random weight products 

Stock Adjustments

SettingOptionsFurther Details
Create new sale order for every adjustment?
  • Enabled
  • Disabled
At least one adjustment Sale Order will always be generated. However, if this option is enabled an adjustment Sale Order will be created for every change.

New Purchase Order Imported

SettingOptionsFurther Details
If Purchase Order is Imported and (any) product(s) do not exist (cannot find matching Product Code)
  • Reject Entire Purchase Order
  • Remove Non-Existant Products from the Purchase Order
None
If Purchase Order is Imported and (any) product(s) have an invalid Unit Of Measure (Ie: product measured in 'CTN' but Purchase Order specifies 'UNIT')
  • Reject Entire Purchase Order
  • Remove Invalid Product(s) from the Purchase Order
  • Replace Units with Default type for Product
None

Purchase Order Verified

SettingOptionsFurther Details
In the Purchase Order Verification Email, show differences at the following level:
  • Basic
  • Detailed
Basic means only Product Quantity differences are shown, Detailed means expiry date, batch number etc differences are shown

Split Receiving

SettingOptionsFurther Details
Allow split receiving?
  • Enabled
  • Disabled

When receiving a purchase order, sometimes the quantity received does not match the order quantity due to some products being on backorder, or the order is split over multiple shipments.

Split receiving will move the unconfirmed products onto a new purchase order, enabling your packers to process what has arrived. This feature is available for both packers and administrators via the mobile app and via the webapp verification screens.

Once enabled follow the article - Splitting a Purchase Order

Stock Adjustments

SettingOptionsFurther Details
Create a new purchase order for every adjustment?
  • Enabled
  • Disabled
At least one adjustment Purchase Order will always be generated. However, if this option is enabled an adjustment Purchase Order will be created for every change.

For information on what Purchase Order Products fields are, check out the page explaining them in our setup guide.

The Purchase Order Products tab allows you to define up to ten custom fields which will help you track your Products as they come into the Warehouse.

Before adding stock for a new Customer, be sure to add any Custom fields they require prior to adding the stock. 

To create a POP custom field, complete the fields in the Web app using the descriptions below. Then click Save at the bottom of the screen. 

Purchase Order Product Expiry Date

Retain When Performing Sale Order Stock Optimisation?

When you allow the system to optimise a Sale Order, it selects new stock based on the expiry date (see above) and your stock selection method (FIFO, etc). If you select this option, then optimising Sale Order stock will also restrict the search to stock that has a matching value for this field.

For example, if you have a Sale Order Product which is assigned to stock with Expiry Date: "2020-10-27", then performing stock optimisation will only find stock with Expiry Date "2020-10-27".

Expiry Date required?Allows you to force the expiry date to be entered or not.

Purchase Order Product Custom Fields

In this section, you can define up to ten fields to track any additional information about your incoming stock. These are typically used for information such as batch numbers and barcodes.

Field NameEnter the name of your field. This is displayed in both the web and mobile apps (ie: Batch Number)
Retain when performing Sale Order Stock optimisation?

When you allow the system to optimise a Sale Order, it selects new stock based on the expiry date (see above) and your stock selection method (FIFO, etc). If you select this option, then optimising Sale Order stock will also restrict the search to stock that has a matching value for this field.

For example, if you have a Sale Order Product which is assigned to stock with Batch Number 5, then performing stock optimisation will only find stock with Batch Number 5.

Is Unique (only within this Customer)?Force this field to have a unique value across all stock within this Customer. Stock for other Customers can have the same value.
Verify when picking?

When enabled the user will be required at the time of picking to verify the custom field's value by scanning a barcode containing that value or entering it manually using the mobile keyboard. 

This allows you to Scan-Confirm batch, Serial or Lot Numbers when picking.

Capture when picking?

Allow this field to act as a barcode. Any scanning actions will search both the generated Purchase Order Product barcode and any fields that have this setting enabled. It also enables scanner data entry from the Sale Order pick screen.

Verify or capture SSCC when picking?

Only available to an SSCC POP custom field using the SSCC Barcode GS1 Barcode identifier

This field currently only appears when the GS1 Barcode Field identifier is set to (00) - SSCC Barcode. When applied the picker will be required to scan the SSCC barcode during picking and it will either be:

  1. If the SSCC POP custom field is empty - The scanned barcode will be checked as being a valid, unique SSCC barcode (unique to CartonCloud) and then stored against the custom field.
  2. If the SSCC POP custom field is populated - The scanned barcode will be checked against the value stored to verify the correct product has been selected.
Is Required?

There are three levels of enforcing values:

  • Yes - The field is required both on incoming stock at Purchase Order verification time and on outgoing stock at Sale Order pick time.
  • Yes on Outgoing - The field is required to have a value on outgoing stock at Sale Order pick time.
  • Optional - The field is optional. An empty value may be entered.
GS1 Barcode Field IdentiferRequired when using SSCC to specify the GS1 field identifier for the POP custom field. This will allow it to then be printed on the labels. See Enabling and using SSCC/GS1 labels for more information.
Input Type and Input Options

Custom fields can be one of two types: text input (alphanumeric) and dropdown (defined values). This defines how the values are treated when you are creating or modifying your Purchase Order Product.

Fields that are set to text input are freeform: anything you can type or copy into the text box is accepted.

Dropdown inputs are restricted to a small set of allowed inputs that you define in the options box. For example, if you have a custom field that is used for pallet size, you can restrict the field to only accept your defined sizes.

The allowed values for a dropdown are defined as a JSON list. This is just a list of text, bookended with square braces: [ and ]. For example, to continue our pallet size example, you might define your sizes like this:

["", "Single", "Double", "Triple"]

The empty value allows you to choose no value on your Purchase Order Product. This allows you to have a field that is not required. If you omitted the blank value, you would still be forced to select one of the defined values.

Regex DefinitionCan be set up using the Regex Definitions page. If a regular expression is set up then it will be used to extract the matched data when capturing the POP custom field on the CartonCloud mobile application.

Examples of Purchase Order Product Custom Fields

Batch Number / Lot NumberRetain - Yes
Is Unique - No
Verify when picking? - Yes
Capture when picking? - No
Is Required -  Up to user
Input Type: Alphanumeric
Pallet SizeRetain - No
Is Unique - No
Verify when picking?- No
Capture when picking? - No
Is Required - Up to user
Input Type - Dropdown
Input Options (JSON): ["", "Single", "Double", "Triple"]
Serial Number (which you want to scan on outgoing only)Retain - No
Is Unique - Yes
Verify when picking? - No
Capture when picking? - Yes
Is Required - Yes on Outgoing
Input type - Alphanumeric

Example Fields displayed in a Purchase Order

In this example, we have created three custom fields: Batch Number, Pallet Size, and Serial Number. These fields can now be populated when adding product to a Purchase Order.

These settings surround Wave Picking functionality within CartonCloud on a per Customer basis.

To navigate to these settings select Contacts in the main menu, followed by Customers in the drop-down menu. 

Then select the Customer you wish to make changes to. Once on the View Customer page, select Edit.

Finally, select the Warehouse Management tab followed by the Wave Pick sub-tab.

SettingOptionsFurther Details
Allow Wave Pick Sale Orders and Sale Order Products to be forcefully completed
  • Enabled
  • Disabled

This setting will allow Sale Orders, Sale Order Products and the Wave Pick they are part of to be completed without individually checking off the products.

See Creating a Wave Pick for a single Customer for further details.

Disable Quantity Confirmation On Pick Sheet
  • Enabled
  • Disabled
This setting will allow Products in the Product Pick Screen of a Wave Pick to just be completed without entering a quantity.
Default Wave Pick Type
  • Use Organisation Settings Default
  • Standard
  • Split Pick and Pack Process 
This setting will determine the default Wave Pick Type when adding a new Wave Pick.

To navigate to a Customer's Product Custom Fields select Contacts in the main menu, followed by Customers in the drop-down menu. 

Then select the Customer. Once on the View Customer page, select Edit.

Finally, select the Warehouse Management tab followed by the Product sub-tab.

Custom Fields are optional fields to capture information on Product records. This differs from Custom Purchase Order Product Fields in that the custom field is applied directly against the Product record, and cannot be altered by individual stock records.

This is useful for storing additional information such as:

  • Supplier Codes
  • Dangerous Goods Information / DG Class
  • Special Handling Instructions
  • Other identifiers or information that's needed to be stored.

Custom fields are specified on a Per-Customer basis, allowing each customer to have their own set of Custom Fields.

Custom Fields can be displayed on pack lists, consignment notes and more via Document Templates, they can also be shown on Stock Reports and Exports.

To add Custom Fields, type the name of the information you want to capture into a Custom Field box. For each customer, you can have up to 10 Product Custom fields. 

Once completed, click Save at the bottom of the page.

The Custom Fields will now appear when Adding or Editing a Product. 


There is an option to remove all stock for a customer, be aware this will remove all their stock through an adjustment Sale Order.  This adjustment Sale Order can then be removed if a mistake is made.

To find this setting first go select Contacts in the main menu, followed by Customers in the drop-down menu. go to Customers

Find the Customer that you wish to remove stock for and select them, then, on the view Customer page select Edit.

Once on the Edit Customer page, select the Warehouse Management tab, followed by the Storage sub-tab.

Use the red remove button as shown below.

If your customer has stock in multiple warehouses within your CartonCloud tenancy, the stock will only be removed from the warehouse that you are currently working in:


Modification Reasons provide a way to record a code, description and comments against changes made to Purchase Order Product statuses or quantities. These codes can be used when integrating with other systems such as SAP. Contact our Support team for further information regarding using Modification Codes with integrations.

Creating a Reason Code

To create a new reason code. Select Add Reason Code.

Provide a name and description for the Code, then select Save and the Reason Code will be created.

Using a Modification Reason Code on a Purchase Order Product

When changing Status

To change the status of a Purchase Order Product see the article - How to change the status of a Purchase Order Product (Stock)

Once on the page to change the status if a modification reason has been created the menu option will appear allowing you to record the reason code and a comment against the change.

Once a reason is selected another field will appear allowing you to add comments.

Once the information you require is entered include the change of status, select Change Product Status to save the changes.

When changing Quantity

Similar to changing the status, if a modification reason has been created the menu option will appear allowing you to record a reason code and a comment against the change.

Once a modification reason is selected, the comments field will appear.

Once the information you require is entered including the quantity you wish to update, select Edit Qty to save the changes.



Invoice Dates

There can be differences between your invoice dates and your storage periods, they can be quite different (e.g. weekly storage and monthly invoicing). If you want them to match and be the same, then please follow the instructions below, alternatively, the dates can be changed if they are required to be different. If they are different then the Storage Periods will still go on the next Invoices, they just won't match to the same Invoice Dates. To ensure you have your Storage Charges for a date period automatically added to your next invoice with the same date period, you need to:

a) Make sure your storage info matches your invoice info: Organisation Settings → Invoice Tab → Check if your "Default Next Invoice Date" and "Default First Day Of Week" match your "Storage Starts On" date. Also, the Default First Day of Week should match the Storage Starts on. For example, in this case, both are Monday, if these are different then the storage periods won't sync with the invoices.

Note: The Date described for Invoices is the date following the end of the period i.e. if Sunday was on the 10th, then you would select the 11th as the date for the Invoice to create, which would be for a date period of the 10th backwards for a week/month whatever set. This is because the date periods end at midnight and then the invoice is created shortly afterwards, so you're telling the system to create it in the early morning for the day prior backwards. In the case below if the Storage and Invoice days started on Monday for a week, then the period would end on Sunday → , therefore, the next invoice date in Invoice settings at Organisation and Customer levels should be the Monday causing a Sunday back to Monday date period.

Organisation Invoice Settings

b) Make sure your Organisation Settings Invoice matches your Customer Invoice Settings

Go to Organisation Settings → Invoice Tab → Check your "Default Next Invoice Date":

Go to Customers → Select the Customer → Edit → Invoice Tab → Check your "Next Invoice Date":

If the customer has a different start date than what's been configured under the Organisation Settings, it will cause issues. Both dates need to be the same.

Automatic Invoice Generation

Field

Description

Automatically Generate Invoice

No - The invoices for this Customer will not be generated until you manually select for it to generate.

Yes (only at end of the Invoicing period - The invoice will be created by the system on the date specified within the settings.

Yes (continually build during the invoice period (Leeching Invoice) - An invoice will be created for the customer automatically and charges will be added each day until the end of the invoicing period.

Next Invoice DateThis allows you to override the date provided within the Organisation Settings and make the date specific to this customer
Repeat Every x Weeks/Months/DaysThis allows you to override the occurrence provided within the Organisation Settings and make it specific to this customer

Invoice Summary Excel Sheet

Field

Description

Show Complete Manifests
Show period the Invoice covers on the cover sheet of the invoiceEnabling will display the time period the invoice is for on the cover sheet of the invoice.
Show Warehouse name on the cover sheet of the InvoiceEnabling will display the name of the Warehouse (which can be found at the top right of the web app) on the cover sheet of the invoice.
Show all invoice totals on the cover sheet of the Invoice 

Selecting this option will cause the invoice summary to display the information highlighted in red below.

Cover Sheet Tax Statement
Cover Sheet Note Text
Date Shown on Sale OrdersAllows you to configure the date shown for a Sale Order on an Invoice:
  • Date Added (date the Sale Order was created in the system)
  • Date Packed (date the stock was packed)
  • Date Dispatched (date the stock was dispatched from the warehouse and storage charges end)

Note that these settings will change the date shown on the Warehouse Summary tab, where it aggregates information by day, as shown below

Date Shown on Purchase OrdersAllows you to configure the date shown for Purchase Orders on an Invoice:
  • Date Added
  • Date Received (date the stock was updated to 'Received in Warehouse')

Note that these settings will change the date shown on the Warehouse Summary tab, where it aggregates information by day, as shown below

Other Invoice Configuration Options

Field

Description

Invoice Value (When Creating consignments)

Optional

Required

Not Shown

Generate Single Invoice Per Consignment

To create an invoice for every consignment then enable this setting.

Note: If you have one order for this specific customer with 10 consignments, you will generate 10 invoices.

Automatically group consignments when added to Invoice if Delivery Run, Delivery Address and Delivery Date are the same.As explained in the name enabling this setting will reduce the potential for double charging to a single location. However, if you wish to charge for multiple consignments in these scenarios this should be disabled.


CartonCloud integrates with the following accounting software applications, within CartonCloud these are referred to as "Accounting Connectors".

Each Software Application contains its own specific options which can be configured in CartonCloud by navigating to a specific Customer, by selecting Contacts in the main menu, followed by Customer in the drop-down menu. Then select the target customer, followed by the Edit button on that Customers page. Then, navigate to the Invoice tab, followed by the nested Accounting Connector Tab. 

Multiple Accounting Connectors

CartonCloud supports multiple simultaneous Accounting Software Connections. This means you could have several MYOB connections, several Xero connections, or a combination of both within a single CartonCloud Account. From there, you can then link some customers to one Accounting Connector, and others to the other.


Xero Specific Customer Settings

For users of Xero accounting software, there is an additional Customer Specific setting that is available called "Branding Theme". 

This allows you to assign customers with a specific Xero branding theme as required (you can read more about this setting here: Xero Custom Invoice Quote Templates )


NOTE:  When making changes to this template in Xero, you will then need to update your Customer Settings in CartonCloud. You can do this by using the Refresh Xero Branding Theme List from the Accounting Connector page in the Customer Settings.

This will apply to both NEW templates that are created and CHANGING of templates for the customer.


Reconciliation Report

To export a list of all invoices/bills and their corresponding Accounting Software Invoice Number, use the reconciliation report:

Consignment Line Items

Rather than sending single lines for "Charges for Freight", CartonCloud can send individual Consignments as line-items.

Currently, Line-Item support is limited to Consignments. Sale Orders, Purchase Orders and Storage Periods are still sent through as totals.

To enable Consignment Line Items:

  1. Go to Organisation Settings. Click on Invoice tab.
  2. In the "Invoice defaults" box, enable "Send Consignments information as part of summary when uploading Invoice to Accounting Connector" setting. 

Any invoice that is uploaded to Accounting application will contain information from Invoice Totals.

Example comparison of how invoices will look:

Line Items DisabledLine Items Enabled


From this tab, it is possible to Add and Delete Customer's emails that receive notifications, as well as edit the notifications which they will receive.

Adding an email to receive notifications

To add a new email address to receive notifications select Add new email

Then, enter the receivers name and email address.

Finally, select the notifications you wish for them to receive, as well as the email type (To, CC, BCC)

If you would like to make it possible for this email address to send orders into the system through Parsers then tick which parsers you want them to be able to use.

Finally, select Save.

The email address will now receive the notifications you have set them up for when those events are triggered within the system.

Editing which notifications an email receives or which Parsers it can use

To do this, begin by selecting Edit next to the appropriate email.

Now, follow the same steps as explained above of checking/unchecking which notifications the email receives, and which Parsers you would like to provide them access to use.

Finally, select Save and the changes will be applied immediately.

Deleting an email from receiving any further notifications or having access to Parsers

To do this, select Delete next to the appropriate email.

Then on the pop-up window, select OK

The email will now disappear from the list and will immediately no longer receive notifications or be able to send emails into the system for Parsers.

 


The notifications tab provides finer control over the notifications going out to the emails configured in the emails tab.

For example, in the email tab, it's possible to select if a User receives Purchase Order notification emails or not. In this tab, you can then select which specific Purchase Order notifications you wish to send.

Notification Configurations for Sales Orders and Purchase Orders

Select from the following options for When to Send a Notification:

  • Never Send Reply
  • Send Reply Always
  • Send Reply only if Warning Or Rejections occur
  • Send Reply for Rejection Only
  • Send Reply for Successful Importation only


Notifications available to send:

Sales Orders


Purchase Orders


Stock Notifications


Consignment Report


Manifest 


Shipment Notification


Proof of Delivery


Product Import


The notifications tab provides finer control over the notifications going out to the emails configured in the emails tab.

For example, in the email tab, it's possible to select if a User receives Purchase Order notification emails or not. Whereas from within this tab, you can then select which specific Purchase Order notifications you wish to send.

Examples of Email Notifications

This provides examples of the various notification emails that CartonCloud can send.

Sale Orders

Sale Order - Confirming order accepted

Sale Order - Order accepted, with Warnings

Sale Order - Order Rejected

Sale Order - Order Packed

(includes xls + pdf pack slip)


Purchase Orders

Purchase Order - Confirming Order Accepted

Purchase Order Received

Purchase Order Verified


Note:  if the quantity verified is different from the original purchase order quantity, the Purchase Order Verified email will include a table showing quantity differences.

Consignment

Proof of Delivery / Collection emails are sent whenever a Consignment is marked as "Delivered" or "Collected". 
If you're sending via an Onforwarder, and waiting for the POD to come back from the Onforwarder before emailing the client, we suggest marking the Consignment as "With On Forwarder".
For more information about Onforwarder workflows, please see: Onforwarder Use Cases

Delivery Notification

Collection Notification


Stock Notifications

Stock Warning Threshold Notification

Low Stock Threshold Notification

Invoices

Invoice Notification

(note, this may also contain a PDF from any of our available Accounting Connectors)

Product import Notification

Product import Notification



An option for customers to access POD's is via the FTP Download option - this will send a copy of POD's as they are completed to the nominated FTP Server where customers can access them from that point. To configure this go to Customers - > then find the correct customer and use Edit to bring up the edit screen where you will find the FTP tab option.



Now tick the box for the POD's or Sale Order Receipts as appropriate for what you want to send. Then hit Save and navigate to this screen again, now select Add FTP Server. Complete with the details as noted in this screen based upon the FTP settings that the customer wants the files to be sent to. Note: Directory is not required and the Name is for you to simply name this FTP Server for ease of use, this is not to do with the FTP server itself. Then hit Save when ready and it will now be active and send new PODs to this FTP Server.


For assistance with setting up FTP connections please contact us directly through Support.

Parsers Overview

A 'Parser' is is simply a file reader; a piece of software which reads files in order to import them into the CartonCloud system.

When someone sends an excel spreadsheet (or other supported file) to CartonCloud, the data is read and extracted using a Parser specific to the particular file type and format. For example, you may have 5 customers which all send in Manifests in the same format - these would all be read by one parser. Another customer may send in a CSV file in a totally different format, this file would be read with another parser.

To set up the automatic reading of a file emailed by one of your customers, there are two key steps:

  1. Adding the correct Parser to the customer (tell the system what it is reading so the right actions are taken)
  2. Configuring allowed email addresses to use the Parser (tell the system what to do when it receives an email from a specific customer)

Linking Parsers to Customers is necessary so that you can use the More → Upload File to import the file, or via Email Import

Connecting the Parser to the Customer

In the Search Anything box type Parsers to find the Parsers menu. Within this menu, there are the available Parsers listed - these can be added to. Contact our support team to have new parsers created.

Use the View Link to view the Parser and see the current settings as well as which customers it's enabled as an option for. Use the Add Customer to Parser link to add more customers to use that Parser, or delete customers if the link between customer and parser is no longer required.

Then using the edit buttons you are able to change the To Address - which is where your customer needs to send files to be read automatically by the parser. Editing the parser settings further than this usually requires a higher level of knowledge as it may cause the Parser to not function if they are changed without changing the underlying system controlling how the parser works.

Connecting the Customers Email Addresses to the Parser

The next step is to connect the parser to the Customer's email addresses.

From the Edit Customers page (Contacts → Customers → Edit), head to the Email tab.

At the moment only the email address: "admin@burleighpies.com.au" is added, so we need to create a new email address for john@burleighpies.com.au.
Enter his email address into the New email section and then click Add a new email

On the following page, enter the person's name (optional), then add them to the Parser. From here you can also enable various email Notifications. In this example, we clicked "Manifest Notification".

Then click Save.

Never link two parsers to a single email address which have the same To Address.

This will cause problems because upon import the system will not know which parser to use and will just go with whichever Parser it finds first. This leads to unpredictability in how the data is parsed.

Wildcard Email Addresses

Wildcard email addresses allow you to configure anything at a particular domain to work with a given parser.

For example, anything@burleighpies.com.au → sale_orders+bruce_transport@in.cartoncloud.com.au can be set up by a single email address.

Wildcard email addresses are added by using a * character before the @ symbol. For example:

*@burleighpies.com.au

With this added, we no longer need the john@burleighpies.com.au email address in order for the parser to work, we can actually delete that out. The only reason to keep it in there is if we wanted to allow John to receive certain Notifications.

For this example, we don't, so we'll delete him:

And we're done. Now, anyone emailing from an @burleighpies.com.au email address will be able to send Sale Orders to sale_orders+bruce_transport@in.cartoncloud.com.au

Parser To andFrom Details to send to Customers

You can find the parser information for your customers to start using their parsers here:

In the Contacts drop-down menu → Customers

Search for a Customer →

Select the "Edit" function →

Go to Parser tab and here you can see the details that you need to send to your customer:

  • Accepted Filetypes
  • Allowed From Address(es)
  • To Address

Understanding To Email Address Formats within Parsers:

Typically, email addresses for parsers are in the format:

{type}+{slug}@in.cartoncloud.com.au

ie: sale_orders+bruce_transport@in.cartoncloud.com.au


type:

This is the type of email being loaded in. The type can actually be anything, however, we generally make it clear as to what the parser is designed to import because this helps when you have multiple parsers, for example:

sale_orders+bruce_transport@in.cartoncloud.com.au
purchase_orders+bruce_transport@in.cartoncloud.com.au
manifests+bruce_transport@in.cartoncloud.com.au
invoices+bruce_transport@in.cartoncloud.com.au

For this reason, using a type such as "orders" would be a poor choice because then when you have clients sending you both Sale Orders and Purchase Orders it is not obvious which email address to send to.

slug:

The slug is the name of the tenant as specified in the URL at the top of the page. Email addresses are case-insensitive so you can use whatever case you want in the email address.

In this example, the slug in the URL is Bruce_Transport. Therefore, the slug in the email address can be bruce_transport, Bruce_Transport, BRUCE_TRANSPORT or any other case-variation.



This tab allows you to control what Warehouse Sites the Customer will be able to access when they are logged in.

If your operation is only a single Warehouse then this setting will not be relevant.

In the below example,

The customer will be able to see the following warehouses at the top right of there CartonCloud page.

They can then select each Warehouse Site to perform actions in each of them, such as Sale Order or Consignment Note creation.


SSCC is a Paid Feature. If you do not yet have it enabled the below settings will not appear and you will need to contact support if you wish to use this feature.

CartonCloud supports GS1-compliant SSCC label generation and scanning.

SSCC Limitations

Several limitations exist in the current implementation of SSCC labels, these will be addressed in the future, please see our Product Roadmap for updates on SSCC enhancements.

  • Each SSCC label can only contain a single product / SKU. CartonCloud does not currently support multi-SKU SSCC labels.
  • While SSCC labels may be generated on either incoming or outgoing, stocks cannot be combined into a single SSCC label (even if they are the same SKU), each SSCC label is for a single Purchase Order Product (POP) record.

Example SSCC label from CartonCloud

Enable SSCC for your Customer

From the Edit Customer page, head to "Barcode" tab and turn SSCC barcodes to Yes, then click Save at the bottom of the page.

Once this has been enabled, you can add the Serial Number Range for the label generation, do to this you'll need your customer to provide you with the serial number range they've allocated to you.

If you're unsure what to enter here, this website provides a breakdown of the label contents: https://www.gs1-128.info/sscc-18/

Enable SSCC POP Custom Fields

From the Warehouse Management → Purchase Order Products screen, configure one field called "SSCC" to be of type "SSCC", this will make it show up with a "Generate" button beside it on various screens throughout the system.

For other custom fields, such as "Serial Number", link them to the correct GS1 Barcode Field Identifier. This will allow them to be printed on the labels. It's important to note that CartonCloud supports printing two Custom Fields onto the labels (plus SSCC in addition)

Purchase Order Verification Screen


The template tab within a Customer's Settings allows you to configure Document Templates specifically for a Customer. These templates will then override any templates set within the Organisation level (Document Templates page) so that the Customer only receives the template set up against them.

Document Templates Explained

In CartonCloud you can customise the documents which are produced by the system so they meet the requirements of your Operation and Customers. 

This might mean adding a Customers logo to their Consignment PODs and Sale Orders or putting a vehicle name on a Run Sheet.

It possible to customise the following document's in CartonCloud for a specific Customer by editing their templates.

  • Consignment Note
  • Consignment Proof Of Delivery (POD)
  • Purchase Order Product PDF Label
  • Purchase Order Product Zebra Label
  • Purchase Order Product Zebra Label (SSCC)
  • Purchase Order Verification List
  • Sale Order Delivery Note
  • Sale Order Pack List
  • Sale Order PDF Label

The video below shows an example of Document Templates being used at the Organisation Level (on a different menu page) which applies them to all customers. The same method of creating document templates applies here, except for the fact that you are doing it from the Edit Customer page within the Template Tab, therefore the Template you create will only be applied to this Customer. This is briefly mentioned by Tony towards the end of the video.

Customers can also log in and create their own templates if they wish, allowing them control over how their documents look. This allows them to make the changes they want without you needing to be the middle man.

Adding or Modifying a Document Template for a specific Customer 

Modifying these templates will override the Organisation level template for the selected Customer.

To begin, navigate to the Customer page by selecting Contacts in the main menu, followed by Customer in the drop-down menu.

Select the Customer you wish to modify a document for and you should land on the View Customer page.

Now select Edit at the bottom left of the page to go to the Edit Customer page.

Navigate to the Template tab.

On this page, you can download the current template or default template to make modifications on.

Once downloaded these templates can be opened using either Microsoft Word, Google Docs, OpenOffice or LibreOffice.

Templates can be modified to your requirements with images, additional text and placeholders. The layout is completely up to you. 

For a complete list of available Placeholders, see: Document Template Placeholders

While modifying these templates may seem intimidating at first due to all the dollar signs, all you need to know is that text wrapped in dollar signs is what we call a placeholder. This placeholder corresponds with some data of the same name within CartonCloud. When the document is created the placeholder pulls through the actual value of the corresponding data. So something like $PICK_DATE$ could be replaced with 17/12/2019. 


Once you've finished making your modifications to the Template, save the file to your computer and then upload it to CartonCloud by selecting Choose File or Override (if applicable), finding the appropriate file and then selecting Upload File.

Testing Template

To view a template you have modified click the Download button, followed by Sample in the drop-down. This will generate a sample document using the template you have specified.

Images

Customers can have a logo added to their account which can then be automatically inserted into the Template where you see the words 'Customer Logo'.
Logos can be added to customers directly from the Customers View page.

Barcodes

Barcodes can be added by copying the image placeholder on the default label, right-clicking and selecting Edit Alt Text, then insert $Placeholderfield;BarcodeType$ for example $POP_Label_ID:BC128$