Help – Online Shipping (WebShip) Support

Frequently Asked Questions

ONLINE SHIPPING (WEBSHIP) SUPPORT – SECTION INDEX

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Ship A Package Overview

The "Ship a Package" screen changes with the type of shipping you do. Services, address line availability, and shipment information to name a few things change on the shipping screen when shipping to either a domestic receiver or to an international/US express receiver.

Shipping From

You have the option to change the "Ship From" information and save it to your Webship profile.

Change Your "Ship From" Information

If you want to change your "From" address including the First and Last Name defaults, you can click on the link "Change From Address".
  • Click on the "Change From Address" link.  This opens up an extra section on the Ship a Package page where you can change your Ship From address information. 
  • Press "Save" to save the new information to your Webship profile.
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SHIPPING TO

In this section you choose the recipient you wish to ship to. In Loomis Express, we call them receivers.

Receiver IDs

Each receiver must have a unique identifier, a code that separates one receiver from the next. We call this code the Receiver ID. You can define what this code will be. (For more information see Receiver IDs and Webship.) Back To Top

Four Ways to Select a Receiver

Type in the Receiver ID and click the Retrieve button
You can type a receiver ID in the Receiver ID field and then press the "Retrieve" button. When you do this, Webship automatically searches your address book and retrieves the full address information.
Get the Receiver from the Address Book
You can select a receiver from your address book by clicking on the "Address Book" button. (For more information on the address book see Address Book Management.)
Choose the Last Ten Receivers from the Drop Down Menu
You can choose the last ten receivers you ship to from a drop down list. They will be listed by their receiver IDs.
Enter the Address Information on the Ship a Package page
You can type the receiver information on the "Ship a Package" page. If you want to save this receiver to your address book, put a check mark in the check box below the receiver information called "Add to address book". It will be saved when you press the Complete Shipment button.
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Change Receiver Information While Shipping

All of the address information can be changed at any time while shipping. You just have to change whatever fields you wish. If you do not want to make the changes permanently to the particular receiver, make sure the "Add or Update to the address book" is unchecked. If the check box is unchecked only that one shipment will be affected by the changes. If a receiver has locked fields, all changes to the receiver must be done in the address book.Back To Top

IATA

This only applies to U.S. and International Express shipments. In fact this section will not appear if you choose a domestic receiver.

What is an IATA code?

The IATA code is how Loomis Express sorts its packages. Each major Loomis Express branch in the world has an IATA code associated with it. The Loomis Express IATA codes look very similar to the IATA codes used for airports i.e. YYZ for Toronto or YVR for Vancouver.

Branches close to the airports usually get the same IATA code as the airport. For example, the branch in Richmond BC is YVR because it is close to the Vancouver International Airport. However branches a little more removed get their own Loomis Express made IATA code. For example, Burnaby BC is not close to an airport, so it has its own Loomis Express IATA code which in this case is YCW.

Having the correct Loomis Express IATA code is very important. If the IATA code is incorrect, the package will be delivered to the wrong branch. Back To Top

WebShip and the IATA Code

For the most part, WebShip will choose the IATA codes for you. The "From IATA" is based on the postal code setup in your "Ship From" address. The "To IATA" code is based on either the postal code or the zip code of the receiver. Back To Top

Shipment Information

In this section, you specify some of the logistics involved with the shipment. For example, you decide what type of service you want the shipment to go by, what time the shipment is ready, how the shipment will be paid for and such. The following is a list of all the options with a brief description of each.

Service Type

Loomis Express offers the following shipping services when shipping within Canada, to the continental U.S. or International:
  • Domestic Services - Canada: Loomis Express Domestic 9:00, Loomis Express Domestic 12:00, Loomis Express Domestic 18:00 and Loomis Ground
  • Export Services – U.S.: Loomis Express 10:30, Loomis Express Worldwide, and Loomis International Ground*.
  • Export Services – International: Loomis Express 9:00, Loomis Express 12:00, and Loomis Express Worldwide.

*Loomis Economy Select is not available for Alaska and Hawaii. Please select Loomis Express Worldwide when shipping to these destinations.

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Shipment Date

You must specify the date the shipments will be sent. By default today’s date is present. However, you can create waybills in advance for a future date. To do this, change the date in this field to the date you wish to ship those packages on.Back To Top

Ready Time

This is the earliest the packages will be ready for pick up. By default, the current time is present. Back To Top

Shipping Method

You can determine where Loomis Express will pick up the package. The following options are listed.

Drop Off
Choose this option if you are going to drop the package off at a Loomis Express branch. When you choose this option, another drop down menu will appear. It will list all the branches in Canada. Choose the one you will be dropping the package off at.
Office
Choose this option if you want Loomis to pick the package up at the office.
Other
Choose this option if you want Loomis to pick the package up at a location not indicated in the drop down menu.
Reception
Choose this option if you want Loomis to pick the package up at the reception.
Shipping
Choose this option if you want Loomis to pick the package up in shipping.
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Payment Type

Under payment type choose the method of payment for this particular shipment. Below are the two options available to you and a brief description of each.
Pre-paid
Choose this option if you are going to pay for the shipment.
Collect
Choose this option if you are charging the shipment to another account number, i.e. the account number of the receiver you are shipping to or the account number of a third party willing to pay for the shipment. Collect, as a payment type, can be locked so that only collect shipping can occur to a specific receiver. A valid account number must be provided.
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Collect Account #

If you chose Collect as a payment type, you must enter in the account number the shipment is going to be charged to. Back To Top

SHIPMENT VALUE PROTECTION (S.V.P.)

With Loomis Shipment Value Protection you can protect the shipments you value most. The amount declared is the amount necessary to repair or replace a shipment/piece in the event of physical loss or damage. In the Shipment Value Protection (S.V.P.) box, a liability surcharge per $100.00 of the valuation or part thereof will apply to all shipments. If there is no value entered in the S.V.P. box, "NIL" must be indicated on the waybill. All shipments with a declared value exceeding $2,500 (to a maximum of $5,000) must have a pre-authorization Special Agreement Number, obtained from the local Loomis Express branch Customer Service 1-855-2LOOMIS (1-855-256-6647) prior to shipping. This number is to appear in the Special Agreement box on the waybill (refer to section 15 of the Loomis Express Terms and Conditions). Back To Top

Special Agreement Number

If the amount of the S.V.P. is over $2,500 CDN, you will need to enter a Special Agreement Number. You can obtain this by calling 1-855-2LOOMIS (1-855-256-6647). Back To Top

Reference Number

The reference number is a flexible field you can use for marking particular shipments for either tracking or reporting purposes. You have control over what the reference number will be. It can be any combination of numbers and letters.
Tracking and the Reference Number

Anything that you put in the reference field at the time of shipping will become a part of the shipment. Because of this, you can use that reference number to track that shipment instead of using the waybill number assigned to it by Loomis.

Typically an invoice or a purchase order number is used.
Reporting and the Reference Number

If you want to make a particular shipment stand out on a detailed report, you can use the reference number field since the reference number appears on detailed reports from Loomis.

The reference field is also good for organizing or grouping shipments on reports or in exported files. For example, if you want to group all the shipments you are sending out for a particular sales rep, you can use that sales rep’s name in the reference field.
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Cost Centre

Like the Reference number, the cost centre is another way to mark your shipments for reporting purposes. However, you cannot track a shipment using the cost centre information. Back To Top

Instructions (Domestic Only)

You can fill out special delivery instructions for the driver such as "Leave at the back door" or "No Signature Required." Back To Top

Notification

WebShip has the ability to send email notifications. You can email either yourself or the receiver when a package is shipped, when a package is delivered, or both.

Notification Options

When Package is Shipped
WebShip will send an email when you complete the shipment.
When Package is Received
WebShip will send an email when the shipment has been delivered to the receiver.
Both
WebShip will send an email both when you complete the shipment and when the shipment has been delivered.
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Notify Me

The notification email will be sent to the address found in the Sender’s Email field. This is automatically populated with the email address setup in the Webship profile. However, you can change the email address for this particular shipment if you wish. Back To Top

Notify Receiver

The notification email will be sent to the address found in the Receiver’s Email field. If an email address has been saved with the receiver, it will populate this field automatically. However, you can change the email address or if the field is blank you can add an address for this particular shipment. Back To Top

Service Selection

This section will change depending on if you are shipping domestically or internationally.

Domestic Service(Domestic Only)

This section has all the special services Loomis Express offers for domestic shipping. It appears only when a domestic receiver is chosen.
Saturday Service
Loomis Express will deliver your shipment on a Saturday.
Fragile
If your shipment needs extra care when being handled, choose Fragile.
Residential
If the shipment is being delivered to a residential area choose Residential.
Dangerous Goods
Choose this option if you are shipping dangerous items such as explosives or chemicals.

Loomis Express does not ship any dangerous goods using our Express services. The option for dangerous goods will not appear if one of the Express services is selected as a Service Type. .

You can only ship dangerous goods with one of our Ground services. .

WebShip requires the Dangerous Goods class as well as the pin associated with that shipment. Loomis Express also requires Dangerous Goods paperwork.
Special Handling
If your package is of an awkward shape or size, or if you haven’t packaged the item properly, you need to choose the options available to you here.
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International Service (International\US Express Only)

The following is a list, as well as a brief description of options available to you when shipping internationally.

Loomis Express Products
When shipping a package internationally, Loomis Express requires that you choose one of its two different product types.
Dutiable/Non-Document
A Non-Document shipment is a shipment that requires a commercial invoice. Usually items that have a monetary value fall under this category.

You can add as many packages to a Non-Document shipment as you like.
Non-Dutiable/Document
A Document shipment is a shipment that does not require a commercial invoice. Items sent under this product type have no monetary value and as the type implies are usually documents. As a note, what constitutes a Document shipment depends on the country you ship to. (For example, in some countries, a CD is considered a document; in others, it is not.)

Please refer to the Service Directory for more detailed information.

You can add as many packages to a Document shipment as you like.
Declared Value
Declared Value is the total value of the items in the shipment. For example, if you are shipping an item that is 300.00 and another item that is 400.00, you would enter into the Declared Value field 700.00.
Currency
Webship gives you the two following options: Canadian Dollar or US Dollar.
Content
Put in a brief description of the contents of the packages, i.e. "Auto Parts" or "Documents."
VAT Number

The VAT Number is the tax number of international companies. In the US it is also known as the EIN, IRS or Federal Tax ID number. International companies will request and in some cases require that shipments be made with this number.

If the VAT number was saved with the receiver, it will appear automatically.
Export Reason
This option determines the general intention of the item, i.e., the item is going to be coming back to Canada eventually, or the item is going to stay in the country it is being sent to, and so forth.
The following is a list of the items you can choose and a brief description of each.
P-Permanent
The intention is for the package to go into the country and remain there.
T-Temporary
The intention is for the package to go into the country for a period of time but will come back to Canada eventually. For example, you are sending an item (like a laptop) to a different country to be repaired. It will be coming back when it has been fixed.
R-Re-import
The intention is for the package to be sent back to the country from which it came. For example, you are sending an item back on warranty.
Terms of Trade
The terms of trade have to do with the agreement signed between the shipper and the receiver on the responsibility of the shipment. It defines things like who pays for duties on the shipments and who is responsible for the goods at different parts of the delivery. Loomis Express is concerned with only two terms, DDU or DDP. If you choose DDU, the receiver will have to pay duties upon receiving the package. If you choose DDP, you will be charged for those duties. Please be aware these charges will not show up when using the rate calculator because the charges will not be known at the time of shipping, but rather at the time of crossing the border. You can set this field with a default by going to your Webship Profile. (For more information see Managing My Webship Profile.)
Country of Mfg
Choose the country the item was manufactured in.
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Packaging Information

This section will change depending on if you are shipping domestically or internationally.

Regular Packages

By default, you are given five rows to fill in package details.

Filling in the Package Information
For each package you must fill in all the information including the weight and dimensions. If you are sending an envelope, you can check off the envelope check box. This will give you a weight of .9 and put in 1 inch (the minimum) for each dimension.

Adding More Packages to the Package List
The five empty rows already present may not be enough for shipping needs. You can add more blank rows by doing the following steps.

  1. If the Standard Packaging Drop down menu is present, make sure it is set to "No Standard Package Defined" which is the default.
  2. Type in the total number of regular packages you want to add to the shipment.
  3. Press Add
This will add the appropriate amount of blank rows for you to fill in. Back To Top

Standard Package

Standard Package is a feature designed to make your shipping a little bit easier. If you have standard sized packages that you ship on a regular basis, you don’t have to add those package details every time you ship. 

With Standard Packages you can add these package details once, and then from the "Standard Package" drop down menu choose the package to add to your shipment. You add to this list by going to your Web Profile.

Adding a Standard Package to the Shipment
  1. Choose one of the Standard Packages you created in the Web Profile.
  2. Type in the number of these Standard Packages you want to add to the shipment.
  3. Press the "Add" button.

This will add the package details to the package list.

Creating a Standard Package

You will have to go to the Preference section of the Web Profile to add Standard Packages.

See Managing My Web Profile for more information. Back To Top

Clearing the Package List

To clear the entire package list, press the "Clear" button. Back To Top

Finishing The Shipment

How you complete your shipments depends on the type of WebShip user you are.

Credit Card Users

If you are a credit card user, you have two options available to you. You can add the shipment to your shopping cart, or you can review all the shipping information to make sure everything is correct, and then add the shipment to the shopping cart. Back To Top

Adding the Shipment to the Shopping Cart

You can by-pass the confirmation screen and go directly to the payment screen.
  1. Press the "Add to Shopping Cart" button.
As a note, you can still edit or delete any shipments through the Shopping Cart screen. Back To Top

Review and Confirm the Shipment

In the confirmation screen, you can review the shipments to make sure the information is correct. You can also view the rates and the transit time (the amount of days it takes to get to the receiver.) If you see any mistakes, you can click on the "Edit" button, and it will bring you back to the Ship a Package page to correct any errors. You will have to re-click the Confirm and Review button once again to make the changes take effect.
  1. Press the "Review and Confirm" button.
  2. To edit any of the info, click on the "Edit" link.
  3. If the shipping details are to your liking, you can press the "Add to Shopping Cart" button.
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Shopping Cart

The Shopping Cart Screen lists all the shipments you’ve done up to this point. You have several options on this screen. You can edit an individual shipment. You can delete shipments. You can make duplicates of shipments. You can prepare another shipment. Or you can checkout and pay for the shipments and print out the waybills. Back To Top

Editing a Shipment

To edit a shipment, click on the "Edit" button next to the shipment in question. This will bring you back to the shipping screen with all the fields populated.

You can make your changes and either choose "Add to Shopping Cart" or choose Review and Confirm and then "Add to Shopping Cart." This will save the shipment. Back To Top

Deleting Shipments

Put a check mark next to the shipments in question.
Click the "Delete" button. Back To Top

Prepare Another Shipment

If you decide that you want to add more shipments to your shopping cart, click the "Prepare another Shipment" link. This will bring you back to the shipping screen. Back To Top

Duplicating Shipments

Duplicating a shipment is an easy way to transfer most of the shipping details from one shipment and apply them to a new one. For example, you want to have all the same packaging and service details from one shipment, but you want to use another receiver.
  1. Put a check mark next to the shipment you wish to duplicate.
  2. Press the "Duplicate" button. This will create a new shipment in the shipment list.
  3. To change the information (say the receiver) of the duplicate, click on the "Edit" button right beside the duplicated shipment. This will bring you back to the shipping screen with all the fields populated.
  4. You make your changes and either choose "Add to Shopping Cart" or choose "Review and Confirm". This will save the new shipment.
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Checking Out

When you are ready to pay for the shipments and to print out the waybills, click the "Checkout" button. Make sure the shipments are all correct. After clicking the "Checkout" button, you cannot edit or delete any of the shipments. Back To Top

Payment Screen

You pay for your shipments on this screen. Back To Top

Entering Credit Card Information

  1. Put in all the credit card information including the Credit Card ID Number.

    The Credit Card ID Number is usually found on the back of your credit card and is usually three or four digits long, depending on the card.
  2. If your Billing address is different from your Ship From address, uncheck the "My billing address is the same as my Ship From Address". When you hit the Checkout screen, you will be prompted to add your billing address.
  3. Press "Checkout". This will bring you to the Shipping Complete screen.
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Shipment Complete

The Shipment Complete screen has all your waybills listed and ready for you to print. You can print all the waybills in one go, or you can print each waybill separately, or you can pick and choose the waybills you want to print together. Also a list of documents that you may wish to fill out pertaining to your shipment will appear below it. Back To Top

Print a Waybill or Waybills

  1. Put a check mark beside the waybill(s) you want to print, or use the Select All link which will select all the waybills.
  2. Click "Print Waybill(s)."
    This will open up another browser window. It will have all the waybills that you have selected. 
  3. Select "Print" from the File menu on the browser

If you need additional paperwork for your shipment (this is especially important if you are shipping internationally), you will be given a list of documents pertaining to your type of shipping.

For example, if you chose World Wide Parcel Express, the commercial invoice will appear on that list. Likewise, if the declared value is over two thousand dollars going to the US, the B-13 Customs Form will appear on the list. Back To Top

Printer Settings

Your printer settings may have to be adjusted to make the waybills fit properly on the paper. Usually the printer settings are all under Preferences which can be selected after choosing "Print" from the "File" drop down menu on the browser.

If you are uncomfortable about changing these settings, please contact your network administrator.
  1. The DPI (Dots per Inch) has to be set to 600 or higher on a bubble jet printer or 300 or higher on a laser printer. If these minimums are not met, the package will be un-scanable which could mean delayed or missing shipments.
  2. The margins may have to be changed. They should be .20 inches all around.
  3. Headers and Footers have to be disabled.
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Account Number User

If you are an account number user, you have three options available to you. You can complete the shipment and print the waybill right away.

Or you can preview the shipment first to make sure there aren’t any corrections to be made and then print the waybill.

Or you can save the shipments and print the waybill at a later date.

Complete the Shipment

  1. Click the "Complete Shipment" link.
Doing this by-passes the review and confirmation screen to bring you the Shipment Complete screen where you print out the waybills. Back To Top

Review and Confirm the Shipment (Rates and Transit Times)

If you want to review your shipment before you finalize it, you can through the Confirmation page. You can also view the rates and the transit time (the amount of days it takes to get to the receiver).
  1. Click Review and Confirm.
  2. If you need to do any corrections, you can click on the "Edit" button, and it will bring you back to the previous page to correct any errors.  You will have to re-click the Confirm and Review button once again.
  3. Press the "Complete Shipment" button.
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Save the Shipment and Print Waybill at a Later Time

You don’t have to complete or print your shipment right away. You can prepare a shipment and save it for a later date.
  1. Click the Save Shipment link. This will save the shipment into the Save Draft screen.
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Print a Saved Shipment

  1. To access the saved shipments click the "View Draft Shipment" link on the Ship a Package screen found to the left of the Review and Confirm button.
  2. In the Draft Shipment screen you can either edit the shipment information or you can print the waybill.

    Editing a Saved Shipment
    Click on the edit button beside the shipment you wish to edit.
    This will bring you to the Ship a Package screen with all the information filled out for that particular shipment. Make any necessary changes and then either print the waybills or resave the shipment as a draft.

    Printing a Saved Shipment
    Put check marks next to the shipments you wish to print, and then press the Submit button.

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Shipment Complete Screen

The shipment you just created will be listed on this screen. There will also appear a list of documents that you may need to fill out pertaining to your shipment. Back To Top

Print a Waybill or Waybills

  1. Click the "Print Waybill(s)" button.

    This will open up another browser window. It will have the waybills for all the pieces in the shipment. 
  2. Select "Print" from the File menu on the browser
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Additional Paperwork

If you need additional paperwork for your shipment (this is especially important if you are shipping Internationally), you will be given a list of documents pertaining to your type of shipping.

For example, if you chose World Wide Parcel Express, the commercial invoice will appear on that list. Likewise, if the declared value is over two thousand dollars going to the US, the B-13 Customs Form will appear on the list. Back To Top

Printer Settings

Your printer settings may have to be adjusted to make the waybills fit properly on the paper. Usually the printer settings are all under Preferences which can be selected after choosing "Print" from the "File" drop down menu on the browser.

If you are uncomfortable about changing these settings, please contact your network administrator.
  1. The DPI (Dots per Inch) has to be set to 600 or higher on a bubble jet printer or 300 or higher on a laser printer. If these minimums are not met, the package will be un-scanable which could mean delayed or missing shipments.
  2. The margins may have to be changed. They should be .20 inches all around.
  3. Headers and Footers have to be disabled.
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Document Tool Kit

The document tool kit is a list of documents you may need for shipping. The following documents are listed.
  • B13A Form - Export Declaration
  • NAFTA Certificate of Origin
  • Canada Customs Invoice(Commercial Invoice)
  • Commercial Invoice Form
  • Pro forma Invoice
  • DRAM form for the US
  • FCC Radiation form for the US
  • Dangerous Good Document
  • US POA
  • CAED (Cdn Automated Export Decalaration Site)
  • Free Entry to the US of unaccompanied articles
  • Free Entry of Returned US Origin material
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Saved Draft Shipments

To access the draft shipments, on the Ship a Package screen click the "View Draft Shipment" link found to the left of the Review and Confirm button.
In the Draft Shipment screen you can either edit the shipment information or you can print the waybill.

Editing a Saved Shipment
Click on the edit button beside the shipment you wish to edit.
This will bring you to the Ship a Package screen with all the information filled out for that particular shipment. Make any necessary changes and then either print the waybills or resave the shipment as a draft.

Printing a Saved Shipment
Put check marks next to the shipments you wish to print, and then press the Submit button.

Ship Using Groups

Group Shipping Overview

Group shipping designed for those who ship to the same group of receivers the same shipment on a regular basis. For example, let us suppose every Monday you ship reports to your sales reps.

Without Group shipping, you would have to choose a receiver, put in the shipping details and print the waybills, and you would do this again and again for however many sales reps are on your list.

With Group Shipping, you can put all those sales rep under one group name (which only has to be done once), choose the entire group, put in your shipping details, and print all your waybills in one go.
You can have up to ten receivers in one group.

To create and manage your groups, see Creating and Managing Groups.

A receiver with Service-Lock or Collect Lock enabled cannot be part of group shipping. A different receiver must be created, or the locks removed.

Ship a Package to a Group

It is recommended that you read the sections of shipping (Ship a Package) first to become familiar with the fundamentals of shipping before using Group Shipping. Back To Top

Choose a Group

There are two ways to choose a group. You can choose it from the "Group Shipping" drop down menu on the Ship a Package screen. Or you can choose the group from the Address Book. Back To Top

Select a Group from the Group Shipping Drop Down Menu

  1. Simply select the group name from the drop down menu.
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Select a Group from the Address Book

  1. Press the Address Book button.
  2. In the Address Book, click the "Manage Groups" link.
  3. Find the group in the Group List. Click on the "Ship to" link.
For more information on how to create or edit a group, see Managing the Address Book. Back To Top

Fill Out the Shipping Details

Fill out all the shipping details from Shipment Information to Service Selection to Packaging Information to International Shipping Details.

For more details on shipping see Ship a Package.

Keep in mind, the same shipping details will apply to each in the group. Back To Top

Finish the Shipment

Like with a normal shipment, you can either review the shipping details to make sure everything is correct, or you can complete the shipment by printing the waybills. You cannot save a group shipment. Back To Top

Review and Confirm

  1. Press Review and Confirm button.
  2. Each receiver in the group is listed on the top of the screen. [image] Click on each name to see the transit times and rate information for that particular receiver.
  3. Change any of the information you need to and go through the finalization process again by either choosing Review and Confirm or Complete Shipment.
  4. Press Complete Shipment button.
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Print Waybills

  1. In the shipment complete screen, you can choose which of the receivers you wish to print the waybills for.
  2. Select the shipments by putting a check mark next to them.
  3. Press the "Print Waybill" button.
  4. An extra browser window will appear with all the waybills in it.  Choose print from the File menu. (You may have to adjust your printer settings. See Printer Settings for Details above.) This will print out all the pieces for each shipment as well as any copies of the waybills.

Any of the waybills you chose not to print will be put into the Waybill History screen. To print these waybills you will have to essentially reprint them from the Waybill History.

For more information see Waybill History. Back To Top

Shipment Reports

In WebShip you can choose ready-made report types, or you can create your own.

Printing or Exporting a Report

You can either print out the report to your local printer, or you can create an electronic formatted file.

Choose the Report
In the Commonly Used Reports window list, highlight the report you wish to create. If there are no reports listed, you will have to create a report template. See below for more information.

Choose the Date Range
  1. Choose the beginning of the date range by either typing in the date in the "Period From" field or by using the little calendar drop down menu.
    1. If you click on the little calendar field, you can choose your date from a visual calendar.
  2. Choose the end of the date range by either typing in the date in the "Period To" field or by using the little calendar drop down menu.
    1. If you click on the little calendar field, you can choose your date from a visual calendar.
Choose to Print or Download the Report
You can either click on Display Results to print the report, or you can click Export to Excel if you want to download the data into an Excel spreadsheet. Back To Top

Creating Reports

To create a new report, you first have to create a report template. This is the process of defining the order of the columns and the sorting of the rows.

Four Steps to Create a Report Template

Choose the Fields You Want to Include in the Report

Put a check mark next to the fields you wish to include in the report.

The following is a list of all the fields available to you.

  1. Waybill #
  2. Parcel #
  3. Ship Date
  4. Service
  5. Receiver ID
  6. Company
  7. First Name
  8. Last Name
  9. Estimated Rate
  10. # of Pieces
  11. Weight
  12. Unit of Measurement
  13. Value Added Service
  14. From IATA
  15. To IATA
  16. My Acct #
  17. Payment Type
  18. Bill to Acc. #
  19. Cost Centre
  20. Reference Number

Choose the Order the Fields will Appear

Put in the "Display Order" text boxes the order number the information will appear on the report horizontally. In other words, you choose the column order in this section.
For example, if you want the Ship Date column to be first, you put in the number 1. If you want the Service Type to appear as the second column, enter in the number 2. If you want the Tracking # to be the third column, enter in the number 3, and so on. [image of numbers in the Order section]

Choose How the Report Will Sort the Information

Put in the "Sort Order" text boxes the order of sorting you would like to apply to your columns. In other words, you can choose how the information is grouped in the rows.
For example, if you want to group the shipments by the shipping date, you would put the number 1 in the sorting field next to Ship Date. If within the shipping date grouping you wanted to group the service type, you would put the number 2 in the sorting field next to Service Type. [image]

If you don’t want to sort on a field, leave the sorting field blank.

Saving the Report Template

Give the report template a descriptive name and press the "Save Report" button. This will add this template to the Commonly Used Report window.
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Shipping History

Any shipments you have created in the past 90 days as well as any shipments you are working on in the present day all get stored in the History Screen.

Viewing and Searching the History

View Past Shipments

Display shipments by date range:
By default, only the shipments created today show up in the history list. If you want to view a greater range of history, you can use the "Display Shipments for past" drop down menu. The options in the drop down menu are as follows.
  • Today
  • Yesterday
  • 7 Days (the last 7 days)
  • 30 Days (the last 30 days)
  • 60 Days (the last 60 days)
  • 90 Days (the last 90 days)

After you choose an option, press the "Search" button.

Display shipments by Shipment Type:
You can filter the waybill information by including only certain shipment types, like Domestic, International and such. In the “Select Shipment Type” drop down menu, you have five choices to filter the waybill information.

  • Domestic: Only domestic shipments will be shown.
  • US Air: Only shipments going to the US using Express as a service type will be shown.
  • US Ground: Only shipments going to the US using Ground as a service type will be shown.
  • International: Only the international shipment will be shown.
  • Show All: The default shows all the shipments.

After you choose an option press the “Search” button.

Display All Shipments Going to a Specific Receiver:
You can further filter the waybill information by including only shipments for a particular receiver. In the “Receiver ID” field, type in the receiver ID of the receiver whose history you want to view.

Find a Specific Shipment
With the waybill number, you can search the history by entering in the waybill number into the Waybill Number field, and click Search. This will bring up the single shipment.

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Reprinting a Waybill

If you have to reprint a waybill, you can do it through the history screen.
  1. Select from the shipment list the waybill you wish to reprint.
  2. Press the “Reprint Waybill” link to the left of the shipment
  3. This will bring up a window with all the waybills existing for that shipment. For instance, if there were three pieces, the window will contain all three waybills.
  4. Reprinting a waybill is only available for 2 business days after shipment date.
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Canceling a Waybill

If you’ve made a shipment and you decide you do not want to ship that package anymore, you can cancel that shipment from the history screen.
  1. Select the shipment to cancel from the shipment list.
  2. Press "Cancel Shipment."
The shipment will disappear from the list. Back To Top

Tracking a Shipment

You can now track a package from the history screen.

Click on the "Track" link listed with each shipment.

This will bring you to the track and trace screen with the tracking detail information for the selected waybill. Back To Top

Address Book

The Address Book is where you add, edit, delete and upload receivers. This is also where you create and manage your groups.

Accessing the Address Book

From the Ship a Package screen press the Address Book button. Back To Top

Receiver IDs

A Receiver ID is a unique identifier for each receiver. When you enter in a new receiver, you must add as part of it a receiver ID. This receiver ID could be a customer number, or code, or even be the company name itself. It should be something that you can identify with and remember to make bringing up the receiver easier. Back To Top

Important Things to Think About

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Must be Unique

The most important thing to remember about the Receiver ID is it has to be unique. In other words, you can never have two receivers with the same receiver IDs, i.e. you couldn’t have two receivers with the receiver ID "CUST123."

When you try to save a new receiver, WebShip checks your address database to make sure you aren’t duplicating the Receiver ID. If it sees that you have, you will be given an error message. Back To Top

Receiver IDs Are Tied to Location of Shipment

The receiver ID should apply to the actual location that the package is going to. For example, you may have one number for your customer, but this customer may have several different locations that you ship to. Make sure that each location has its own receiver ID. Back To Top

Using Company Names as Receiver IDs

Using the company name of the receiver will only work if you don’t have two company names with the same name. Back To Top

Locked Fields

When creating a receiver, there is the ability to lock the Loomis Product selection (Service- Lock) and the “collect” payment type (Collect-Lock.) Whenever this receiver is used, the locked features will set as defaults and can only be changed through editing the address book.Back To Top

Adding a New Receiver

There are two ways to add a new receiver. You can add from the Ship a Package screen. Or you can add from the Address Book. Back To Top

From the Ship a Package Screen

  1. On the shipping screen, just start typing in the Receiver ID you wish to add.
  2. Add all the address Information.
  3. Make sure the "Add to or update address book" box is check marked.
  4. When you click Complete Shipment, it will be saved automatically to your address book.
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From the Address Book

  1. Click on the "Add Address". This will bring you to the Add new address screen.
  2. Fill out all the information.

    Please keep in mind all fields that have a yellow bar next to them are mandatory.
  3. Press the "Add Address" button.
  4. If the "Add more" box is checked, you will be brought back to the Add Address screen.
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Editing a Receiver

There are two ways to edit a receiver. You can edit it from the Ship a Package screen or from the Address Book. Back To Top

From the Ship a Package Screen

  1. On the shipping screen, select the receiver you wish to edit.
  2. Change any field you wish.
  3. Make sure the "Add or update address book" box is check marked. If there isn’t, any changes will only exist for that one particular shipment.
  4. When you complete the shipment, the receiver will be updated.
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From the Address Book

  1. Find the receiver in the receiver list.
  2. Click on the "Edit" link that is listed with each receiver.
    This will bring you to the Edit Receiver screen.
  3. Change any field you wish (including the Receiver ID.)
  4. Press the "Save" button.
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Deleting a Receiver

  1. Find the receiver in the Address Book.
  2. Click on the "Delete" link listed as part of the receiver.
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Copying a Receiver

If you wish to copy a receiver already in the database, you will need to make a copy of it first in the address book list. Then you will have to edit that receiver to change the Receiver ID and any other fields you wish to be change.
  1. Find the receiver in the address book list.
  2. Select the check box next to the receiver you wish to copy.
  3. Press the "Duplicate" button.
    This will add a copy of the receiver right below the receiver that was copied.
  4. Click on the "Edit" link of this new receiver to make any necessary changes.

    For more information see Editing a Receiver.
  5. Press "Save"
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Fields to Know

When entering in a new receiver, there are some fields that you should be made aware of. Back To Top

IATA

The IATA code is a sort code Loomis Express uses to sort packages. Each major Loomis Express branch in the world has an IATA code associated with it. The Loomis Express IATA codes look very similar to the IATA codes used for airports i.e. YYZ for Toronto or YVR for Vancouver.

Branches close to the airports usually get the same IATA code as the airport.
For example, the branch in Richmond BC is YVR because it is close to the Vancouver International Airport.

However branches a little more removed get their own Loomis Express made IATA code. For example, Burnaby BC is not close to an airport, so it has its own Loomis Express IATA code which in this case is YCW. Having the correct Loomis Express IATA code is very important. If the IATA code is incorrect, the package will be delivered to the wrong branch.

WebShip and the IATA Code
For the most part, WebShip will choose the IATA codes for you. The From IATA is based on the postal code setup in your Ship From address.

The To IATA code is based on either the postal code or the zip code of the receiver.

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Reference Number

The reference number is a flexible field you can use for marking particular shipments for either tracking or reporting purposes. You have control over what the reference number will be. It can be any combination of numbers and letters.

Tracking and the Reference Number
Anything that you put in the reference field at the time of shipping will become a part of the shipment. Because of this, you can use that reference number to track that shipment instead of using the waybill number assigned to it by Loomis Express.

Typically an invoice or a purchase order number is used.

Reporting and the Reference Number
If you want to make a particular shipment stand out on a detailed report, you can use the reference number field since the reference number appears on detailed reports from Loomis Express.

The reference field is also good for organizing or grouping shipments on reports or in exported files. For example, if you want to group all the shipments you are sending out for a particular sales rep, you can use that sales rep’s name in the reference field. Back To Top

Cost Centre

Like the Reference Number, the cost centre is another way of grouping shipments for reporting purposes. However, you cannot track a shipment using the cost centre information. Back To Top

Common Use of the Reference Number and Cost Centre

The most common use of these fields is for separating shipping costs.

For example, you have several departments in your company who you are shipping for, but you need to know how much each department is spending on shipping. You can create a cost centre or reference number for each department. (This would be the marker discussed earlier.)

With each shipment, you would then assign this number depending on which department the shipment belongs to. At the end of a certain time period like a month or week, you can create a report and group all the shipments by either Cost Centre or Reference Number. Back To Top

Loomis Express Reporting and Reference Number and Cost Centres

Right now, if Loomis Express sends reports to you on a regular basis, or if you are using e-Billing, you will want to use the reference field to separate costs. If you are going to create a report in WebShip from the Report screen, you can use either Reference Number or Cost Centre.

For more information on creating a report from WebShip see Reports. Back To Top

Navigating the Address Book

By default, WebShip gives you all the receivers listed alphabetically and broken down into several pages. There are three ways to go through the address book. Back To Top

Scroll through the Listings

You can scroll through the alphabetical listings, clicking on the different page numbers to bring up more receivers. Back To Top

Use the Alphabet Links

You can click on the alphabet links. This will filter all the address book entries by the first letter of the company name, city, contact, address, and receiver ID.

For example, if you type in "Street" and press Search, all the receivers that have the word "Street" in either the company name, city, address, and receiver ID.Back To Top

Use Key Search Words

You can put in a key word in the search field. This will bring up all the receivers that have this key word in the company name, city, contact, address, receiver ID and postal code.

For example, if you type in "Street" and press Search, all the receivers that have the word "Street" in either the company name, city, address, receiver ID or postal code will appear. Back To Top

Select a Receiver to Ship to

  1. Find the receiver in the Address Book list.

    For more information see Navigating the Address Book.
  2. Click on the "Ship to" link. This will bring up the shipping screen with the receiver populating the Ship to section.
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Past Shipments of a Receiver

If you would like to see the history of shipments you sent to a receiver, you can do this from the address book screen.
  1. Find the receiver you wish to see the history of.
  2. Click the link called Transactions.

This will bring you to the history page with all the shipments for that particular receiver in the shipment list.

For more information see Using the History. Back To Top

Sorting the Receiver List

You can sort the information found in the address book list in several ways. By default, it is ordered by Receiver ID, but you can also order it by Company Name, by Contact Name, by City, Province, and Country.
  1. To sort by a specific column, click on the column header.

For example, if you wish to sort by company name, click on the "Company" header. Or if you wish to sort by contact name, click on the "Contact Name" header.

WebShip will then sort the list by company name. Back To Top

Importing An Address Book

Typing in your entire receiver database can be a daunting task especially if your list is long and your time is limited. Instead of typing in every receiver into the address book, you can import your entire receiver list. You can do this through WebShip’s Import Address function.

Accessing the Address Book Import Screen

Click on the Import Address Book link. Back To Top

The Five Steps of Importing

Importing an address book into WebShip is a five step process. Back To Top

Create the Import File

Below is a list of things you will have to consider when creating your import file.
  1. The file has to be comma-delimited. This is a text file that separates all its columns by a comma. You typically can open it up in simple text program like Notepad. A comma-delimited file usually has an extension of CSV, i.e. if the file is called "custlist", with the extension it would look like "custlist.csv".
  2. There are certain columns/information which are mandatory. 
  3. You can order the columns anyway you like, but before importing the file you will have to map the columns in your file to the WebShip template so that WebShip will understand the layout of your file. This will be explained in more detail below.
  4. Each column must have its own individual data. For example, you cannot have city and province information put together in one column or postal code and province in one column. Each piece of information has to be separate. So province would have its own column. City would have its own column.  Postal code would have its own column and so forth.

The Import Data Table

The columns available to you are listed in the following table. The ones with the yellow bars are mandatory columns, i.e. they cannot be blank.

Each column has a maximum length of characters available to it. For example, for the Company Name, the most characters you can have are 50. That is including the spaces. Anything exceeding that will be truncated.
Company Name  * The name of  the company
Receiver ID   * The unique identifier for that particular receiver.
Reference #  The reference number you want to appear as a default when the receiver is chosen.
Collect Account Number The collect account number you want to appear as a default when the receiver is chosen.
First Name * The first name of the contact.
Last Name * The last name of the contact.
Address 1 * The first line of the address.
Address 2 The second line of the address (usually used for unit or suite numbers.)
Address 3 The third line of the address. Used only for international receivers.
City  * The city of the receiver.
Postal Code / Zip Code * The postal code or zip code of the receiver.
Province / State * The province or state of the receiver.
Country * The country of the receiver.
IATA The IATA code of the branch closest to the receiver location. For more info on IATA codes, please see Loomis Express IATA Codes.)
Phone  * Phone number of receiver.
Email The email address you wish notifications to go to when shipping to the receiver.
Instruction 1 Default instructions (first line) to appear when choosing the receiver.
Instruction 2 Default instructions (second line) to appear when choosing the receiver.
VAT Number The international tax number for that particular receiver.
Cost Centre The default cost centre to appear when the receiver is chosen.

Creating a Comma Delimited File from Excel

  1. You can arrange all the columns and add all the information into an excel spreadsheet.

It is recommended you put in headers in the first column. This will make matching your columns to our template a lot easier.

  1. When all the information has been completed, you will have to use the "Save As" function found in the File menu of Excel.
  2. From the "Save as type:" drop down menu select CSV (Comma delimited) (*.csv).
  3. Choose your destination folder as well as your file name.
  4. It will be saved with the extension CSV.
    For example if the file is called "custlist", it will appear as "custlist.csv".
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Upload the File to WebShip

  1. Press the browse button to search for the file on your computer.
  2. If you have put headers in the first row of the file, click the "First line is the header" check box.
  3. Press "Continue".
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Map Your File to the WebShip Template

  1. Once you have uploaded the file, you are required to match all your file’s columns with the WebShip template. (This is where having headers makes doing this much easier.)

You will see that there are two lists side by side. On the left, titled "Loomis Database," is the WebShip template that you will have to match. On the right, titled "Customer Database" is where you match up your file’s columns with the WebShip template columns.

WebShip will take the first row in the file you created and choose each piece of information in each column.

It then lists all the information in a drop down menu. Beside each WebShip template item is one of these drop down menus. Each drop down menu has the exact same data. It is up to you to match the data in the drop down menu with the data the WebShip template is asking for.

If you created a header row, you just have to match up your header names with the WebShip template names. For example, the first WebShip template name is "Company". From the drop down menu beside this name, you choose the header you used for Company Name.

If you didn’t use a header row, WebShip uses the information found in the first row. In this case it will take the first receiver found in the file. So you will have to match data using receiver information instead. For example, for the WebShip template Company Name field, you would have to match the actual company name of the first receiver in your file. Back To Top

Preview the Mapping

You will have to preview the mapping to make sure all the columns are in the right position, i.e. make sure under the company name header you don’t have postal codes.
  1. WebShip gives you a preview of the information you are about to import. It gives you the template WebShip will use to import that data.  The rows underneath these headers have the data from your file. Make sure the data is under the correct header. If it isn’t, you will have to click the "Back to Mapping" link to remap the file.
  2. If the mapping is correct, WebShip will give you a count of the ones that will be successfully imported and the ones that won’t be. Furthermore, it will create a file for you with all the unsuccessful receivers for you to go over. The unsuccessful receivers are usually due to incorrect postal codes or zip codes.
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Import the File

When the file looks good, and all the bad receivers having been dealt with, press the Import button. Back To Top

Creating And Managing Groups

What is Group Shipping?

Group shipping designed for those who ship to the same group of receivers the same shipment on a regular basis. For example, let us suppose every Monday you ship reports to your sales reps.
Without Group shipping, you would have to choose a receiver, put in the shipping details and print the waybills, and you would do this again and again for however many sales reps are on your list.

With Group Shipping, you can put all those sales rep under one group name (which only has to be done once), choose the entire group, put in your shipping details, and print all your waybills in one go.

Group Limit

You can have up to ten receivers in one group. Back To Top

Creating a Group

You create a group from the Group Management screen. Back To Top

From the Group Management Screen

  1. Click on the Manage Groups link from the Address Book.
  2. Press "Add new Group" button.

    This will bring you to the Add New Group screen.
  3. Next you will have to define the type of group you are creating. This dependant upon what kind of shipping you will be doing with the group, i.e. domestic or international.
    From the drop down menu choose the type of group you are going to be creating.
  4. Give the group a name.
  5. You can add a small description of the group. This is only for your own personal notes or reminders. It does not affect the way groups are used in Webship.
  6. Press "Add Group " to save this information.
To add receivers to the group, see Adding Receivers to Group found below. Back To Top

Adding Receivers or "Members" to a Group

After you save your new group, all your receivers will be listed in the Group Members section. You can only add up to ten receivers per group.
  1. Find the receivers you wish to add and put a check mark in the box beside them.
  2. Press the "Save" button.
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Removing Receivers from a Group

To remove a receiver from the list, you have to go through the Group Management screen.
  1. Click on Manage Groups from the Address Book.
  2. Find the group you wish to remove a receiver from.
  3. Click on the Edit link that is part of the group listing.
    This will bring you to the Add/Edit Group screen.
  4. In the Group Members list find the receiver you wish to remove and uncheck the check mark that is currently beside them.
  5. Press the "Save" button.
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Managing Groups

To edit, ship to, review, or to delete a group, you must go to the Group Management screen. Back To Top

Accessing the Group Management Screen

  1. Click on the Manage Groups from the Address Book main page.
  2. All your groups are listed on this page.
  3. Listed with each group is an "Edit", "Ship to" and a "Delete" link.
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Adding and Removing Receivers or Group "Members"

  1. Find the group in the list, and click the Edit link.
  2. This will bring up the Add/Edit group screen where you can add or remove receivers from the group.
  3. Once you are done, press "Save" to save the changes.
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Shipping to a Group

  1. Find the group in the list and click the Ship to link.
  2. This will bring you to the shipping screen with the group selected.
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Deleting a Group

  1. Find the group in the list and click the Delete link.
  2. This will delete the group (but not the receivers.)
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