En:Creation of parcel stamps

Important and to note when creating parcel stamps: Important to note when creating parcel labels: All parcel labels created are chargeable, so it is not possible to create a ‘test label’. It is also not possible to change recipients manually, as the address is stored in the parcel label code. The description field is optional or must only be filled in for returns and international shipments.

 Please make sure that, as described in the article on Participation and costs 
 System - Documents - General, your own data has been filled in correctly and completely. 

You can also completely cancel the labels. However, this is only intended for exceptional cases and is only possible to a limited extent (ONLY until 5:00 pm, see below).

These are the shipping options you can select in the system:

Standard	UPS, DPD, DHL
Express	UPS: Express Saver, Express 12:00, Express 1 Day Early DPD: Express 1 Day Early

You will find a detailed explanation of the express variants in this article.

Creating parcel labels

creating parcel labels

There are three ways to create new parcel marks:

1. (only as Software user) Click on the package icon in the corresponding order.
2. (only as Team-package user) Fill out the form on the home page or search for existing customers next to it.
3. directly from a customer card, either directly at the top via the package icon   or also via the Parcel labels section.

Creation procedure

1. A new window opens in which you can select the desired carrier (DHL, UPS or DPD).
2. You can now choose the type of service. Standard parcel stamps or return stamps (only with UPS) are possible, which you can send to your customer by e-mail, for example, if you want to return goods.
3. If you have saved different delivery addresses for the customer, you can choose from these. Make sure, though, that the address details in the customer file are complete and correct. Otherwise you will not be able to create a label or, even more annoying, you will have to return the goods.
4. If you have created an address for a customer but cannot select it, the address is incomplete. Move the mouse over the address to find out what is wrong with it and then you can change it.
5. Select the appropriate template for the order under "Package template". Depending on the weight or shipping method of the parcel as well as the correctness of the address, the price of the stamp may differ and surcharges will be added afterwards (especially for DPD). If you want to send a parcel that has different measurements than those specified, click on "Manual" and enter the measurements by hand. This may then be handled as bulky goods and the prices will differ (please also indicate whether it is bulky goods).
6. Click on the button "Ask for price" to find out the costs calculated and expected by Winestro.Cloud.

Tip: If you do not have the customer's telephone number, enter your own to avoid problems with the carriers!

Tip: If the creation of the parcel label does not work, the carrier's servers may not be available. You can view the server status here with one click.

Attention for DPD shipping to German islands

It is only possible to create DPD parcel labels for an address on a German island (e.g. Borkum) without providing an email address for the consignee, as it is not possible to track parcels delivered to an island! If you do not enter an email address (you can remove this once when creating the parcel label), it is possible to create the parcel label.

Package templates

You can customize the selectable package templates in the area System - Settings - Delivery. Here you should also enter your UPS-certified cardboard boxes if you want to use our Damage report function for problem cases.

The individual package sizes are stored in the Package templates field (18, 12, 6 etc.). Click on the edit symbol (pencil symbol) at the very back of your desired size. A new ‘Edit parcel template’ field will open - now select the corresponding test number for your box in the ‘Box for UPS shipping’ field. If your boxes have the same verification number but are from a different box manufacturer, this is not a problem and you can select the existing verification number with the other manufacturer, as only the verification number is relevant for certification. Please note that the cardboard boxes stored must be certified for the corresponding parcel service provider. If you are not sure whether the boxes are certified, ask your supplier or the box manufacturer. We also offer our own certified cardboard boxes, please have a look here on the homepage or under Services - Shop.
ATTENTION: The transport of 15 and 18 parcels is not officially authorised by DPD. Up to now, DPD has also transported parcels of 15 and 18 bottles, but this is only a goodwill service which is not guaranteed and can be cancelled at any time. We would therefore like to point out that the dispatch of parcels containing more than 12 bottles is not guaranteed by DPD. If these parcels are nevertheless dispatched, this is at your own risk. If there are problems with collection/shipping, the costs resulting from this cannot be reimbursed by DPD or us.

Permitted dimensions and weights

DPD	Max. weight up to 3 kg Belt size 111 cm longest side max. 50 cm	Max. weight up to 31,5 kg Belt size 300 cm longest side max. 175 cm
UPS	Max. weight 30 kg Belt size 300 cm longest side max. 100 cm 2nd longest side max. 76 cm
DHL	Max. weight 30 kg Belt size 360 cm Maximum dimensions: 120 x 60 x 60 cm

DPD: Shipping instructions and the maximum permissible belt size can be found here.

Calculating the belt size: (height + width) x 2 + lenght = Belt size

Sending to DHL Packstation

To send to a Packstation, you must activate the checkbox Address is a Packstation in the delivery address of the customer, i.e. after opening the customer file and creating a different delivery address, and then fill in the displayed fields accordingly.

Please enter the following in the fields:

 In the first of the two fields (customer number) enter the 
 DHL PACKSTATION customer number (=post office number), e.g. "123554". 
 In the second field, enter only the Packstation number, 
 e.g. "123". Enter only the numbers in both fields.

The following information is required for delivery to a parcel station:

• first_name: Max
• last_name: Mustermann
• care_of: (Enter postal number)
• street: Parcel station
• street_no: (Number of parcel station)
• zip_code: (Enter zip code)
• city: (Enter city)

However, it is not possible to send the item to a DHL store. Even if the postage/ creation of the stamp works, a parcel will probably be returned.

Please note that if the parcel is delivered to DHL later than 10 days (after the stamp has been created), DHL will charge you for this.

Sending to a DPD Shop / Pickup Shop / DPD Parcel Shop

Sending directly to a DPD Parcel Shop by the sender is currently not possible. Recipients must adjust the delivery method or the delivery location themselves via the shipment tracking function when the parcel is on the way.

Sending to a UPS shop

Sending to a UPS shop/UPS Access Point is not possible. Even if the postage/creation of the stamp works, a parcel is likely to be returned.

Age verification

The DHL service "visual age check" is unfortunately not possible with our current conditions.

Creation of return stamps

If a parcel was delivered to a customer by mistake or was not requested by the customer, you can create a return stamp, which will automatically be addressed to your winery.

Overview of all parcel labels

At various points in the program you will get an overview of the stamps that have already been created.

Overview of all created parcel labels

Under Post - Parcels - Parcel list you will find all created parcel labels. Here you can also search for specific items filtered by customer or tracking number.

The status of the tracking is displayed by clicking on the corresponding symbol.     You can view the status of UPS and DPD parcels directly (for details, we recommend clicking on the linked shipment number again). For the current status of a DHL shipment, you should always also click on the tracking link on the shipment tracking page.

 Note: If you open several shipment tracking pages one after the other, 
 no additional windows are opened for each new page. The previous 
 is simply replaced with the new one.

You can access the parcel stamp itself via the PDF icon after creation, and you can also delete the stamp by clicking on the delete button     only on the day of creation until 5 pm' cancel. Thus, all stamps created after 5 p.m. are automatically not cancellable.

You can get a list export of all stamps in Excel format by clicking on the blue export symbol.

Overview of all created parcel labels per order

Recall parcel label

In the Document area for an order, you will find all receipts and an overview of all parcel labels created for an order. You can also call up the parcel labels again via the PDF symbol after they have been created and display the shipment tracking.

Overview of all parcel labels created for each customer

You can see all the stamps for a customer in the customer file under "parcel stamps". You can also call up the parcel labels again here via the PDF symbol after they have been created and display the shipment tracking

Print parcel labels

Print settings / default label sizes

Druckereinstellungen

By default, the labels are created in DIN-A5, and can then be printed on self-adhesive film using a label printer. This is clearly our recommendation to avoid problems with the print manager. You can also print 2x A5 or 4x A6 per DINA4 sheet. For this you have to adjust your printer settings.

Stack print parcel stamps via the parcel list

Stapeldruck

Via Post - parcel - list you get to an overview of all created parcel stamps. Check all the parcel labels you want to print. Then press the printer symbol above the list. All selected stamps will be opened in a PDF file and can be printed out collectively. It is also possible to tick all the parcel labels on a page by placing a tick in the top box. (See image batch print)

Printing stamps in batches in the print manager

Under Job - Print Manager you can have several stamps printed in one PDF. Attention! If you have different label sizes (A6/A5), the PDF may not open. You must then print the labels separately.

Note that only parcel labels that have been created as a document for the order are displayed in the print manager. Parcel labels that you create from the start page or from the customer file cannot be found in the print manager.

(Can also be found under Mail - Parcels)

Print barcode list of stamps for pick-up/drop-off

In the Druckmanager and in the overview of all parcel labels, all labels can be printed together in a PDF. In the print settings you can, for example, set double-sided printing and 6 pages per sheet. Then you get a compact overview of all stamps, which the carrier can simply scan on delivery or collection, without having to scan each parcel separately.

Shipcloud settings (included in one-time connection fee)

There are some settings which cannot be made from Winestro itself. These individual settings are a means of uniform external presentation of your winery and professional customer communication.

These are the following settings:

• Deviations of the shipping and return address and the contact details of the sender (these are automatically taken over as stored in Weinbau-Online).
• label sizes deviating from A5, if applicable
• Frequency and type of notification mails (also to the winery itself)
• Individualisation of the design and text of the tracking page and mails.

We will make these settings for you as part of the one-off connection fee of 50/100 euros, either before or after your half-hour introduction to the functions of the parcel label service. Simply download this form: Datei:Einstellungen Paketversand Weinbau-online.docx, save it as a PDF and send it back to us filled out by mail. In the actual article - Einstellungen zu Shipcloud - you will learn more. If there are any changes, e.g. changes of address, please send us an e-mail with the data to be updated.

Note: Appearance of the parcel labels

Unfortunately, we have no influence on the final design of the parcel labels - this is specified by Shipcloud and cannot be adapted by us. Thus, we can neither influence the arrangement of your logo nor the way the stamp is labelled with the sender and recipient addresses.

But don't worry - the carriers also receive all the delivery information correctly by scanning the stamp digitally. The parcel stamp is first and foremost a franking and therefore also fulfils its actual purpose.

If you are concerned about a smart external presentation, we recommend enclosing a customer letter with the parcel. You can even create this with the free team package from Weinbau-online in the programme. Read more about this here.

Tracking status/send notification

Send tracking status automatically to the customer

If you enter the recipient's email address when creating the parcel labels, he will automatically be informed about the status of his shipment by Shipcloud at various times. You can decide how these messages should look like in the previous point, more about this under Shipcloud settings. Here you will also find useful text modules/templates depending on the carrier.

Drop-off authorisation

Please urgently read Behaviour in the event of damage reports and problems (tracking)#The_Parcel_is_already_on_the_way and take a look at our Text modules for tracking, which makes it easier for recipients to receive the goods.

If your customer cannot be found at home, he or she has the option, among other things, of granting a drop-off authorisation. This gives the parcel carrier permission to leave the parcel at a certain location without the customer having to receive it personally. This is the preferred method of the deliverers, especially in times of crisis, and many recipients are no longer averse to this solution.

At UPS, the registration of the recipient at UPS MyChoice is required to grant this drop-off authorisation. Various options can then be managed here. Since registration with UPS MyChoice takes some time, a note can alternatively be posted on the door. This should contain the recipient's address, the tracking number of the package, the desired drop-off location as well as the date and signature. Whether this solution works ultimately depends on the respective UPS employee and cannot be guaranteed. Important: UPS is not liable for drop-off authorizations. There is therefore no refund if the parcel is lost.

With DPD the drop-off authorisation can either be issued via the original tracking of a parcel (after additional entry of the postcode) or via your myDPD account. Important: DPD is not liable for drop-off authorizations. There is therefore no refund if the parcel is lost.

With DHL, too, the recipient must register online with DHL free of charge before issuing the drop-off authorisation.

Advertising parcels and batch creation of stamps for Christmas etc.

As soon as a customer has created several delivery addresses, the batch creation of parcel stamps can be activated. This can be practical if, for example, you have to send hundreds of presents on behalf of a customer. You can create as many delivery addresses as you like for a customer manually (via the customer file card) or use the practical delivery address import. If you have any problems here, we will be happy to store the addresses for you for a fee, depending on the effort involved.

If you want to create a stamp for a customer with several delivery addresses, the option Activate batch processing for delivery addresses is displayed in the drop-down menu for selecting the delivery address. You can then create the labels in steps of 20. Use batch creation only before 5pm!!!!

First of all: If you want to use the price advantage for parcels up to 3kg (1 wine parcel) from DPD, make sure that you have previously created the appropriate container size under System - Settings - Delivery. Otherwise the price for the next larger size will be charged.

  Attention: Please bear in mind that the batch creation of 
  parcel labels is at your own risk.
  In any case, click only once to create them. Otherwise 
  you could end up with 20 stamps twice.
  
  If the process is interrupted or takes an unusually long time, 
  check in any case before a new attempt the 
  Creation_ParcelTags#Overview of all ParcelTags!
  The creation of 20 stamps at the same time can of course 
  take longer than the creation of a single stamp.

   Important: Please read the points and frequently asked questions below!

After creating all the required stacks of stamps, you can easily output them as a versatile PDF for printing as usual via the overview list or also the print manager. Again, depending on the number of pages, a longer waiting time is to be expected.

Frequently asked questions and problems

With a large number of delivery addresses in the order or in the respective customer file, I find it very difficult to search and generate parcel labels!

Proceed as follows:

• Go to the Settings tab in the relevant order.
• Press the key combination CTRL + F.
• A search field opens at the bottom and simply enter part of the delivery address.
• At the top right, you will be taken directly to the appropriate delivery address.
• Select the desired address.
• Refresh the respective tab.
• Click on Create parcel label.
• The previously entered delivery address is saved directly when the parcel label is created.

This will get you to your destination as quickly as possible and you will also have entered the correct delivery address in the order.

When importing delivery addresses, the import aborts with special characters such as ö/ß!

The CSV file is expected in an appropriate format with a uniform encoding (UTF8). Depending on the PC configuration, however, this may be incorrect - sometimes this can also happen when you copy data from external sources.

Proceed as follows:

• Pull the template file directly from the import option.
• Insert the addresses and adjust the formatting (note that overlong company names may need to be shortened - the parcel service providers will not be able to process this).
• Now go to "Save as" in Excel
• Save the file as "CSV UTF8" (there is an option under the file name).
• Now load the file into the programme

The parcel stamp stack print is greyed out!

There are problems with at least one delivery address. Stay with the mouse over the greyed out batch print / address to see where the problem comes from.

A customer or a delivery address is greyed out

Move the mouse over the delivery address to see the problem!

How long is a stamp valid?

UPS and DPD parcel stamps can be used within the next four weeks. DHL parcel stamps must be handed in at DHL/collected by DHL (with scan) on the 10th day after creation at the latest, otherwise DHL will charge you extra.

Additional information/delivery note for parcel labels

To leave a delivery note for drivers, there is the field “Delivery note for parcel labels” (when creating a customer or when editing the customer data) in the customer file. If the field is filled in, the note appears on every parcel label of the customer. The same field is also available when creating a delivery address.

Additional information for delivery addresses

Unfortunately, we have no influence on the layout that Shipcloud defines for the brands. However, there is a possibility to add additional information to the parcel label. Save the address of the customer, in the customer file, as the delivery address and write in the street field: Street Name, House Number - Paragraph - Additional delivery information; then fill the field for the house number with a minus symbol.

Can I use UPS MyChoice Business for Business?

Unfortunately, you cannot use MyChoice for Business in conjunction with the parcel stamps service.

Only shipments that are also created in UPS can be managed through MyChoice for Business. This system would not be linkable to our partner at all, even if we could release contract data.

I get a timeout message when creating parcel labels and cannot generate any parcel labels!

If the creation of the parcel label does not work, the carrier's servers may not be available. You can view the server status here with one click.

Can I create a parcel label without creating a customer?

This is only possible for Team parcel users. As a basic to premium user, we recommend creating the person as a delivery address in the billing customer (or any other) and thus creating the parcel label. You can then delete the delivery address again.