Delivery Management Make Booking User Manual Version 1.2

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Document History Version

Date

Email

Name

1.0

05 August 2011

Robert Roberts

[email protected]

1.1

31 August 2011

Mel Pearce

[email protected]

1.2

01 Sept 2011

Mel Pearce

[email protected]

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Table of Contents 1.0

Purpose and audience............................................................................................................. 4

2.0

Navigate to Make Booking ...................................................................................................... 5

3.0

Helpdesk Contact Details .................................................................................................... 10

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1.0

Purpose and audience

The purpose of this document is to provide a step by step guide of how the make booking process works. The following user type groups will have access to the make booking facility. External User: a user that’s been approved through the registration process. Booking creator (after a booking has been made): o View existing booking o Edit existing booking o Cancel existing booking Retailer/Supplier (before a booking has been made): o Make booking o View bookings Booking Admin User: booking user who controls the approval element of all booking and general management of them. Booking Admin: o Make booking on behalf of a retailer/supplier o View existing bookings o Edit existing bookings o Cancel existing booking o Approve bookings o Vehicle check in Super Admin: system user user who can perform all functionality Super User: o Make booking on behalf of a retailer/supplier o View existing bookings o Edit existing bookings o Cancel existing booking o Approve bookings o Vehicle check in

For phase one, there are four different booking types within Dock Management. 1. Normal Booking: this is a one off booking where the vehicle and stock goes directly to Westfield Shopping Centre. A dock at Westfield has is subsequently selected for a given date and time. 2. Exceptional Booking: is a one off booking where the vehicle and stock goes directly to Westfield Shopping Centre. A dock is not mandatory to be selected. This is a vehicle booking that may not be carrying stock specific for a retailer.

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3. Recurring Normal Booking: same as a normal booking; however with a recurring booking you’re able to repeat the booking details for a 3 month booking from date of booking creation. 4. Recurring Exceptional Booking: same as an exceptional booking; however with a recurring booking you’re able to repeat the booking details for a 3 month booking from date of booking creation.

2.0

Navigate to Make Booking 1) After you have successfully logged into the Dock Management application 2) Select “Make Bookings” from the “Bookings” menu.

3) If the booking is an exceptional booking then check the exceptional booking tick box. a. If exceptional booking then proceed to point xxxx b. If normal booking then proceed below to point 4. 4) Select the Booking Date: click in the whit box and select the booking date.

5) Select the supplier from the drop down list

Information: If you have logged in as an external user then you will only see the list of suppliers that have been nominated for you. If you require any changes to the list of suppliers available then please contact the Super Admin user who can amend the list. A Booking Admin or Super Admin user will be able to see all suppliers within the drop down list and then select appropriately.

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When a supplier has been selected the default security plaza will then be displayed within the Security Plaza box. Information: The default security plaza is the default security plaza at Westfield Stratford that the selected supplier will deliver through. This is determined by the Super Admin or Maintenance Admin users. A Super admin or Booking admin user has the ability to change the default security plaza at point of booking, otherwise this cannot be changed. If you require this to be changed then please contact the Super Admin or Maintenance Admin user who can amend this. 6) Select the Carrier from the drop down list.

7) Select the retailer/s from the drop down list. To multi select the hold the ctrl key and select the retailers.

Information: If you have logged in as an external user then you will only see the list of retailers that have been nominated for you. If you require any changes to the list of retailers available then please contact the Super Admin user who can amend the list. A Booking Admin or Super Admin user will be able to see all retailers within the drop down list and then select appropriately. 8) Confirm Security Plaza. The security plaza will automatically be populated based on the selected Supplier. Information: You’re able to change the default security plaza if you wish.

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9) Select vehicle size from the drop down list.

Information: Each vehicle size has a number of docks associated to them. For example a big vehicle may require two docks to unload, therefore when a booking is made a number of docks required will be pre determined by the application. A Booking Admin or Super Admin user will be able to see all retailers within the drop down list and then select appropriately. 10) Enter Vehicle Registration. Information: If you’re unsure of this then key in ‘UNKNOWN’ into the box. 11) Enter Driver Name. Information: If you’re unsure of this then key in ‘UNKNOWN’ into the box. 12) Enter any comments.

13) Select the Booking Time: for ease of use this has been group into four hour blocks. Select the block of time that you wish to make a booking for.

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14) Select number of slots required for the booking. Each slot constitutes a 15 minute time window.

Information: A booking with two slots constitutes a thirty minute booking A certain vehicle size that was selected may have a minimum number of slots required for a dock booking. For example: an arctic vehicle will always need a minimum of two slots, therefore the option for one slot is not shown. 15) Depending on your selection criteria, dock priority and availability the list of available slots to book will refresh.

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Information: The number of docks shown will be based on what’s available for the timeframe selected. If a vehicle is selected where its max capacity exceeds the docks max capacity for the selected supplier then no docks will be available. 16) Select a timeframe and dock. 17) Click the Book button. 18) An email will now be sent to the email address of the booking creator.

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3.0 Helpdesk Contact Details

• • • •

DHL Customer Services DHL Customer Services DHL First Line Manager DHL Security Entry Guard

[email protected] 02082217313 / 02082217314 02082217312 02082217312

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