Shipping

Shipping General

The EST Business Desktop 2.0 allows you to prepare all of the paperwork required for your shipments. You are able to save Addresses and Preferences and set-up Shipment folders and more to help automate your shipping processes.

Help is available anywhere within the EST Business Desktop by clicking F1 or the Help icon You are able to access other help topics by navigating through the menu on the left side.

Visit our EST Business Desktop 2.0 information page on our website for additional resources. http://www.canadapost.ca/cpo/mc/business/tools/businessdesktop2.jsf

Visit our Shipping Products & Services page to access additional information specific to shipping with Canada Post.

http://www.canadapost.ca/cpo/mc/business/productsservices/shipping/default.jsf

View our How Do I demo:

Creating a Standard Parcel shipment

Creating a Parcel Shipment for Small Business Customers

To create an order, you must complete all the mandatory information highlighted in yellow and select Print/Process . At this time the be the shipment will be paid for and a label will be provided.

Note: There is no requirement to complete an ‘End of Day’ for these shipments and/or provide a manifest to Canada Post.

Shipment Type

To create an order you must first select a Shipment Type. A shipment type describes what you are going to ship.

i.e. You are shipping a parcel. The parcel in your hands does not currently have a label or barcode. This is a Standard shipment type. The EST Business Desktop 2.0 will print a shipping label with a barcode for you.

  1. Select a Shipment Type from the drop-down list.
    • Standard: your shipment does not currently have an address label or bar code
    • Quickship: You have already printed your own label but do not have a bar code. When creating your order there will be fewer required fields to complete.
    • Pre-labelled: you have already printed your own label with a bar code. Minimal information will be required when creating your order and the application will not print a label..
    • Prepaid Unlabelled: You have purchased a Prepaid envelope but do not have a label or bar code.
    • Prepaid Labelled: you have purchased a Prepaid envelope and have already printed your own label with a bar code.

The shipment entry screen will change depending on the shipping type selected. This ensures you access the required fields.

Next Steps:
Create Shipment

Local Mode Selection

See Connectivity

Send to

The Send To section captures information about the receiver of this shipment.

Fields highlighted in yellow are mandatory and cannot be left blank.

  1. Click Clear if necessary to clear all fields: some fields may be populated with values retained from a previous shipment.
  2. Enter required information :
    • Order Id / Ref : optional (maximum 30 alphanumeric)
      This field may be used as an alternate search key when tracking a package.
    • Name : optional (maximum 44 alphanumeric)
    • Company : optional (maximum 44 alphanumeric)
    • Addl Information : optional (maximum 44 alphanumeric)
    • Address Line 1 : mandatory (maximum 44 alphanumeric)
    • Address Line 2 : optional (maximum 44 alphanumeric)
    • City : select from drop-down list
    • Country : maximum 40 alphanumeric
      Can also use the two character country code
      Can select from drop-down list
    • Province/State : maximum 20 alphanumeric
      Can also use the two character Province or State code
      Can select from drop-down list
    • Postal Code/Zip Code : format A9A 9A9 for Canada
      USA format 99999-9999 (the last 4 digits are optional)
      Maximum 14 alphanumeric for other countries
    • Contact Phone : 25 alphanumeric
      This may be used to follow up on shipment delivery.
    • Tax ID/IRS/VAT : maximum 18 alphanumeric
      This is disabled when country is Canada

Selecting an address from a search of your Address Books (triggered from the first field in the Send To section ) can also populate the above information

Next Step:
Complete From section.

From

The address used in the From section will be used on the label.

  • Select address from the drop-down list
  • Customer Address
  • Site Address
  • Select Print Return label, if required

Next Step:

Complete Parcel Information section.

Return Label

Using Return Service labels helps you authorize returns, control costs, speed up the return process, improve your customer service and responsiveness, and provide convenience to your customer. If your customer ever needs to ship an item back to you, they already have a Return Service label. Shipping charges only apply if your customer (the addressee) returns the Item using the label. You will be charged the then applicable charges in effect on the actual shipping date.

Return Service labels are available for Priority Next A.M., Xpresspost, Expedited Parcel and Regular Parcel services.

In addition to letting your customer (the addressee) return the shipment to you, at your expense:

  • You can use the "Track a Package" service because the label includes a tracking barcode which is directly linked to the original shipment.
  • You can get e-mail notifications when a package is being shipped back to you by choosing "E-mail Notification" at time of creating the label.
  1. Select Print return label
  2. Select Return Service
  3. Select Return Address:
    • Use From Address
    • Use Specific Address: enter required information
  4. Click Save

Parcel Information

Here you are required to enter information about the shipment.

  1. Select Container: optional. (if a container is selected that specifies a weight, the following weight field will automatically populate)
  2. If you have previously defined containers they will be available in the drop down list. You are able to Edit Containers or add a container to the list by clicking on the pencil beside this field. See Edit Containers for information on editing or adding a new container.

  3. Enter Total Weight: mandatory . (maximum 3 digits before the decimal and 3 digits after i.e. 999.999)
    • The maximum weight is based on the service selected.
    • Clicking on the Refresh Weight will populate the Weight field with weight from an attached scale
  4. Enter Dimensions: If you enter a value for Length, Width, or Height, you are required to enter values for the other two size fields.
    • Length: optional (maximum 3 digits before the decimal and 1 digits after i.e. 999.9)
    • Width: optional (maximum 3 digits before the decimal and 1 after i.e. 999.9)
    • Height: optional (maximum 3 digits before the decimal and 1 digit after i.e. 999.9)
  5. Select Oversize if applicable
  6. Select Document if applicable: indicates whether or not the shipment is a document.
    • Selecting the document checkbox disables Customs.
  7. Select Mailing Tube if applicable
  8. Select Unpackaged if applicable

Next Step:

Select Service and Options

Edit Containers:

You are able to predefine container sizes and weights to make data entry easier for commonly used containers. Once defined these are available from a drop-down when creating your order saving you time and helping ensure your items are properly rated according to their size and weight. You may edit this item from within the order if required.

Here you are able to:

  • Add
  • Update and
  • Delete

Any previously saved Containers will be displayed in the list.

Add a new Container

  1. Enter information into the fields
    • Container Name: maximum 30 alphanumeric characters
    • Unit of Measure: select from a drop-down either Metric or Imperial. This will automatically change the following units of measure.
    • Length: maximum length 999.9
    • Width: maximum width 999.9
    • Height: maximum height 999.9
    • Weight: maximum weight 999.99
  2. Click Add
  3. the new Container will display in the bottom list

Update a Container

  1. Click on a Container Name from the list
  2. information will display in the appropriate fields
  3. Edit the fields as required
  4. Click Update
  5. The Updated Container will display in the list

Delete a Container

  1. Click on a Container from the list
  2. information will display in the appropriate fields
  3. Click Delete
  4. You will be asked if you are sure you wish to delete, click Delete
  5. The Container list will refresh

Note: at any time you can click Cancel before completing an action.

Envelope Information

Prepaid products are flat-priced, postage-included envelopes, labels and bubble packs, in regional and national formats, which are purchased in advance and used as required. Prepaid envelopes are also available for shipping documents to the U.S.A. and specified international destinations.

For more information on Prepaid Products please see the Customer guide at http://www.canadapost.ca/cpo/mc/business/productsservices/prepaidenvelopes.jsf

Prepaid Product Code

The Prepaid Product Code is located on the back of the prepaid product, under the recycle symbol.

  • Enter Prepaid Product Code or select it from drop-down list (if you have previously entered it): mandatory
  • Envelope Type, Envelope Size and Envelope Weight will display

Next Step:

Service and Options

Service and Options

The services available to you are based on the destination postal code and the deposit location. Available options are based on the service selected.

  1. Select Service
  2. Select Options: some options are automatically selected for a given service or are a pre-requisite for other options (i.e. Delivery Confirmation is included with Signature, Coverage and COD.)
    • If there are options included with the Service, they are already selected and you cannot deselect them

Information on the Service and Options can be found in the Postal Guide on the Canada Post website:http://www.canadapost.ca/tools/pg/manual/default-e.asp

Request Delivery Updates

A Delivery Update is an email notification. It is a free option available to you if you purchase a bar-coded service. If you submit your email address Canada Post will notify you of the status of the item you want to track. Notifications can be sent to any device that supports email, including computers and a variety of mobile devices such as PDAs, cell phones, etc.

The email notification is generated by the following delivery status scans:

  • Ship - When the shipment order is created and the item is provided to Canada Post for delivery.
  • Exception - which indicates a delivery interruption, including Return to Sender
  • Delivery - When an item is delivered, carded for pick-up at a local post office and/or where applicable, a signature image or signatory name is available to view online

All checkboxes are read-only i.e. user cannot modify the data from this window. If you wish to modify the data:

  1. click <Set/Modify>
  2. When the selected service is not barcoded i.e. Delivery Confirmation not available, the Request Delivery Updates by email area including the Set/Modify button are disabled.

  3. Delivery Update Settings displays the following entries:
    • E-Mail Subject line in a drop-down list format including:
      • Tracking Number
      • Reference #
      • Additional Reference #
    • Recipients and Types of Notification area is pre-populated with the data from the Shipping window. These fields can be modified on the Delivery Updates Settings without affecting the data on the Shipping window.
      • The three types of notification are disabled when the E-mail on the same line is blank.
      • The <Client E-mail> and <Client E-mail #2> addresses
      • If modified or entered here, they are refreshed on the Shipping window when Apply is clicked.

      • Personalize your message area only allows text no image or logo. Maximum of 150 characters.
      • This text will be added to your email message(s).

  4. Click Apply: the settings are applied to the current item and the window closes.

Additional Information

Here you are able to add additional information if required.

  • Select Cost Centre: optional unless preferences are set to cost centre mandatory
    • If you have previously defined a cost centre it will be available in the drop down list.
    • You are able to Edit Cost Centres or add a cost centre to the list by clicking on the pencil beside this field. See Edit Cost Centre for information on editing or adding a new cost centre.
  • Enter Item Reference #2: (optional) maximum 30 alphanumeric.
  • This field will be disabled if your preferences are set to use Cost Centre as Reference #2

Next Step:
Complete Billing Information

Billing Information

Here you are able to set billing information defaults to pre-populate fields when creating a new shipment, eliminating keystrokes and saving time.

1. Select the billing information you wish to use as a default:

  • Contract : all available contracts for the current behalf of customer will be available for selection
  • Paid by Customer Number : all available paid by customer numbers that are available to you will be available for selection.
  • Method of Payment : payment methods are based on your customer number and may include account, credit card and meter.
  • Default Postal Deposit Location : enter where you wish to deposit your shipment

2. Click Save

You may change any of these defaults from within the order if required.

Note: at any time you can click Cancel before completing an action.

Search

You are able to populate the Ship To section with information from your address books by using the Search.

  1. Enter a search term in the Search field:
  2. Click Search
  3. Fields will automatically populate with the match (if there is only one match)
  4. If multiple matches are found the results will display.

    • You will be asked to select a client
    • Click OK or Cancel
    • The Ship To fields will populate on the New Shipment screen with the selected match

If no matches are found you will be asked to select different criteria.

Cost Centres

Cost Centres are used to allocate the costs of shipping transactions.

Here you are able to:

  • Add
  • Update
  • Cancel
  • Delete
  • Import

Any previously saved Cost Centres will be displayed in the Cost Centre List

Add a new Cost Centre

  1. Enter a Cost Centre Name/Code ((maximum 30 characters)
  2. Click Add
  3. the new Cost Centre will display in the Cost Centre List

Update a Cost Centre

  1. Click on a Cost Centre from the Cost Centre List
  2. Cost Centre Name/Code will display in the Cost Centre name/Code field
  3. Edit the name as required
  4. Click Update
  5. The Updated name will display in the Cost Centre List

Delete a Cost Centre

  1. Click on a Cost Centre from the Cost Centre List
  2. Cost Centre Name/Code will display in the Cost Centre name/Code field
  3. Click Delete
  4. You will be asked if you are sure you wish to delete, click Delete
  5. The Cost Centre List will refresh

Import a Cost Centre

  1. Click Import
  2. Select the file you wish to import and click Open (the file must be an xml file format)
  3. If the import is successful the Cost Centres will display in the Cost Centre List

If the import was not successful an error message will display.

Note: at any time you can click Cancel before completing an action.

A Cost Centre is required if Cost Centre required has been selected in the Default for System Actions Validations preferences.