DMO Shipper User Guide

Despatch Manager Online
Shipper User Training Guide
July 2014
Version 1.2
Version 27/07/14 RMDMO Helpdesk 08456 047267
Contents
Using the DMO Shipping System ........................................................................................................................ 4
Where to Start… ................................................................................................................................................... 4
The DMO Shipping System .................................................................................................................................. 4
Welcome Page .................................................................................................................................................... 5
System Map ........................................................................................................................................................ 5
The Menus ......................................................................................................................................................... 7
Enter a shipment ............................................................................................................................................... 8
Postcode and Address Searches ...................................................................................................................... 10
Print Label ....................................................................................................................................................... 10
DMO Current Shipments .................................................................................................................................... 11
View Current Shipments – Search Options ....................................................................................................... 12
View Shipment Pop-Up Detail .......................................................................................................................... 13
Modify a Shipment............................................................................................................................................ 14
Cancel Shipments ............................................................................................................................................. 15
Pending Shipments ........................................................................................................................................... 17
End of Day ‘EOD’ Process.................................................................................................................................. 19
Running End of Day Process ............................................................................................................................ 19
Reprint Customer Collection Receipt ............................................................................................................... 21
Archived Shipments ............................................................................................................................................ 23
Searching for Archived Shipments .................................................................................................................... 24
Printing Archived Shipments ............................................................................................................................ 24
Additional Functionality on Archived Shipments ............................................................................................. 25
Addresses ............................................................................................................................................................. 26
Manage Addresses ............................................................................................................................................ 26
Import Addresses .............................................................................................................................................. 28
Exporting Address Book Files .......................................................................................................................... 33
Process Mailshots............................................................................................................................................. 34
Mail Group Maintenance ................................................................................................................................. 35
Shipper Admin..................................................................................................................................................... 36
Manage Users & Create New Users (Shipper Accounts) ................................................................................. 36
User Security Rights ......................................................................................................................................... 37
My Profile ......................................................................................................................................................... 39
Printer Settings................................................................................................................................................. 40
System Requirements Check ............................................................................................................................. 41
ISD Settings ...................................................................................................................................................... 42
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View Service Reference..................................................................................................................................... 43
Service Defaults................................................................................................................................................ 44
View Departmental References ......................................................................................................................... 45
Return to Sender Address ................................................................................................................................. 46
Log Off ................................................................................................................................................................. 48
Reminder of Most-Used Features ...................................................................................................................... 49
Preliminary Checks .......................................................................................................................................... 52
Print Tracked Return Labels ............................................................................................................................ 53
Email your Tracked Return labels .................................................................................................................... 53
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Using the DMO Shipping System
This document will give you a quick start guide to the main elements of Despatch Manager Online from
how to raise a shipment to the admin utilities that are available.
The aim of this document is to provide documentation to assist in shipper user training for sales and
customer demonstration purposes.
There are separate documents available from Royal Mail for:
• DMO Shipping System Reporting Guide
• Inport Shipments Set Up Guide
• On Demand Set Up Guide
Where to Start…
Log onto: https://app.rmdmo.royalmail.com
Enter your username.
Enter your password.
Click on the Log in button to take you into the system
NOTE
• Usernames and Passwords are
case sensitive and must include
the following criteria:
• Password must contain at least 1
uppercase letter
• Password must contain at least 8
characters
• Password must contain at least 1
numeric number
• Password must contain at least
one ‘Special Character’ ~,! , @, #,
$, %, &, *
• Usernames must be longer than
4 characters
Note: There is a systems requirement check to make sure that your PC is up-to-date. This will instruct
you as to the corrective action to take if the PC is found not to be ready to use.
The green dot identifies that your PC software is good to use
The amber dot means it can be used but is not the most appropriate software available.
The red dot informs you that you may need to upgrade to make full use of DMO features.
The DMO Shipping System
The system is a web based application that uses an internet browser on a PC and therefore has no
software loaded locally.
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Welcome Page
Once you have logged into Despatch Manager Online (DMO) you may be presented with the
‘Welcome Page’ (image below). This page will display important message regarding the use of Despatch
Manager Online, system maintenance, system changes and operational updates.
System Map
On the next page is a diagram showing all the available screens and high level navigation of Despatch
Manager Online.
The boxes greyed out above are only accessible if these optional services have been set up and used.
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Log In to DMO
Shipping
Services
Shipments
End of Day
Archive
Addresses
Users
Enter a
Shipment
Current
Shipments
Run EOD
Process
Import
Shipments
On Demand
Shipping
Pending
Shipments
NonProcessed
Imported
Shipments
My Profile
Printer
Settings
Mailshot
Batch
Errors
NonProcessed
Mailshots
Import
Addresses
Reporting
View
Report
Audit
Reporting
Printing and
Printers
Manage
Addresses
Archived
Shipments
Create
Report
Re-print
EOD
Customer
Collection
Receipt
Logoff
Help
Admin
View Audit
Report
Create
Audit
Report
ISD
Settings
View
Service
References
Process
Mailshots
Mail Group
Maintenance
Reporting/
Audit
Reporting
Welcome
Page
System
Requirements
Export
Addresses
(txt)
International
Batch
Process
Service
Defaults
View
Departmental
References
How do I
manage my
shipments
How do I
Create, View,
Edit or delete
a mail group
How Do I
manage the
end of day
process
On-Demand
Shipping
Return to
Sender
Address
Business
Response
Address
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Useful
Contacts
The Menus
A roll over menu allows you to browse the different screens of the application.
To access a screen, put your mouse over the menu title then click on the screen you want to access.
This bar contains all the Despatch Manager Online (DMO) options.
Shipping:
The shipping button contains the screen to raise new shipments.
Shipments: The shipments button displays 3 tables. The first table contains the current shipments.
These are shipments that will be manifested by the End-of-day process. Shipments can be viewed,
cancelled, modified or searched for. The second table contains the pending shipments. These are
shipments that have been raised in the shipment entry screen and merely saved to the system for later
use. When shipments are saved from the shipment entry screen no labels are generated until the
shipment is made live. Like above, shipments from this table can be viewed, cancelled, modified or
searched for. The third table is ‘non-processed imported shipments’. These are shipments that have been
imported and are stored in DMO but have not yet been processed. Similar to the ‘pending shipments’.
EOD: The EOD button stands for END-OF-DAY process. From this menu option a Customer Collection
Receipt can be printed, reprinted and resent.
Archive: The archive contains all the shipments that have been successfully manifested on a 13
month rolling basis. From this screen shipments an be searched for and viewed on screen. Information
from this table can be searched for through the criteria options and a filtered table presented on-screen.
This data can then be cut and pasted into another program for reporting purposes. The secondary
option from this screen includes a direct link to the shipment POD web site.
Addresses: This button presents the address book maintenance screen for the shipping station. The
main options of this screen include; Import and Export address books, add, remove, modify or delete
address.
Admin: From the master shipper logon, additional sub users can be created with limited access to the
functionality of the shipping station. Screens and menus can be locked from selection.
Help: This menu options presents different help areas to provide assistance to users when using the
DMO application.
Log Off: Takes the user back to the username and password screen.
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Enter a shipment
The first screen that you see when you enter the system is the ‘Shipping’ screen. From this screen the
following functionality is available; enter a new shipment, enter shipment details, process shipment and
produce label.
Some fields are populated by default (according to the Royal Mail specification) when loading the screen.
Please check they match your selection for your shipment. (Service Reference, carrier, product)
Fields marked with a * are mandatory fields for validating the shipment and printing the parcel labels.
(Recipient Name, Recipient Address, Postcode, Town)
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Briefly described below is a screenshot of the shipping interface and the different sections:
Click ‘Add’ to add the Service . To validate the shipment, click on the ‘Process’ button or use the <Shift+Alt+P>
key combination.
Once you have processed a shipment it will be stored in your ‘Current Shipments’.
Choose service
Reference 1 unless
advised otherwise.
Choose a Service relating
to the Service Type
Forward the date if
you are printing a label ahead
the actual despatch date
date.
Choose Service type
Look up previously saved
addresses
Enter an optional reference
number of your choice.
This reference will
print on your labels.
Look up an address using
the customers postcode
Tracking Notification:
Tracked /
Special Delivery only
Send Email and SMS
messages to your
customers regarding
the shipments delivery.
Only for a Tracked
Shipment (so not on this screen shot):
Safeplace-Specify additional delivery
instructions.. eg. leave in shed
Choose a Department
Reference from the
Dropdown option in this field.
These are optional and are
Set up in OBA (not shown
In this screen shot here)
Parcel Details:
Items = Number of
duplicate shipments to
the same customer
Weight = Weight of the
parcel
Add / Remove the details
That you have entered.
Tracked and Special Delivery Local Collect option. Integrate
with Local Collect API to obtain correct Post Office delivery
address
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Pending Shipments – are
shipments on hold
Postcode and Address Searches
The system has a built-in facility to find the address from the postcode and postcode from the address.
All of the address information is from Royal Mail and the system holds the complete ‘postcode address
file’; this is called the PAF. The PAF used in Despatch Manager Online system is as up-to-date as it can
possibly be.
Find the address from the Postcode:
Print Label
The processing of the
shipment opens a window
presenting your shipping labels
as a PDF file. To print the
labels, click on the printing
icon of Adobe Acrobat or use
the <Ctrl+P> combination.
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DMO Current Shipments
All the shipments created through manual input, batch import or On Demand will be listed in this table
ready for processing into the end-of-day collection Customer Collection Receipt. This screen is split into
two parts: the search criteria and the table of live shipments:
Search Criteria
Table of Live Shipments
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View Current Shipments – Search Options
To access the list of your shipments, go to the Shipments menu and click on current shipments as
shown above. A set of criteria allows searches for one or several shipments. The criteria act as a filter to
facilitate the display only the shipments required. There are three search categories available:
• Three levels of search criteria using specified data fields
• A sort facility to put the shipments in ascending or descending order
• A date range facility
Three Levels of Search Using
Specified Data Fields
Sort in ascending or
descending order using the
available specified fields
Limit data using From
and To date ranges
Use ‘Search’ button to
execute search request
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View Shipment Pop-Up Detail
Shipment Number AAA00022750GB
in the Shipment # column acts as a
hyperlink to the details of the specific
shipment
‘Closing Window’ button
returns user to Current
Shipments page
Note: Departmental Reference field shows the details, if any, set up on your OBA Account.
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Modify a Shipment
button on the right end of the shipment record, it will be
To modify a shipment, click on the
loaded in the shipping screen where you’ll be able to make changes to the specific shipment. In the
example below, the weight of shipment JBI061550032GB was changed from 0.1KG to 2.0KG and the
shipping date changed. Once the
button is applied, the system generates a new shipment
number and label because of the updated weight.
Changes made can then be viewed in the ‘Current Shipments’ tab.
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New shipment number is generated:
OLD = BI061550032GB
NEW = BI061550046GB
New weight is recorded:
OLD = 0.1KG
NEW = 2KG
New label is created to ensure that it displays up-to-date
information
Cancel Shipments
To cancel one or several shipments, check the box right next to a selected shipment as shown above and
then click on the
button. A warning message to confirm cancellation
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is displayed as shown below. Click on
to process cancellation. Note that the shipment will
be cancelled but not deleted from the system in order to provide historical traceability via your archived
shipments.
Cancelled shipments can be viewed by checking the ‘View Cancelled Shipments’ box on the Current
Shipments page:
Cancelled shipments will be labelled with the word CANCELLED on the list of live shipments. No label
reprint will be available for shipments that have been cancelled.
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Pending Shipments
Pending shipments are those that are on HOLD – they will not appear on the Customer Collection
Receipt. On the Shipments sub-level menu there is an option, Pending Shioments, to view all the
shipments that have been saved to the database but not to the Customer Collection Receipt.
Applying the ‘Modify’ button will cause a
redirection to the Shipping screen.
To make this shipment live click on the
button beneath the weight column in the list of
pending shipments table to display the full details of the shipment within the Shipping screen. Apply the
button on the Shipping screen to generate the label(s).
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If you wish to remove the shipment from the pending table, select the shipment on the Pending
Shipments screen and click on the
button. A warning message appears to
confirm required delete action. Choosing the
button will make the shipment permanently
deleted from the Pending Shipments screen and the database.
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End of Day ‘EOD’ Process
Running End of Day Process
From the ‘EOD’ menu option, a user can ‘Run EOD’ or ‘Reprint EOD Customer Collection Receipt’.
Selecting the Run EOD Process menu option takes you straight to the End of Day screen below:
Details of the shipment can still be viewed on the End of Day screen by applying the Shipment Number
hyperlink under the Shipment # column.
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A user can enter a reference of their choice (typically Purchase Order) and also a description before
submitting the Customer Collection receipt. These will appear on the invoice subsequently provided by
Royal Mail. This feature enables customers with OCR reading capability in their Payments department.to
automatically reconcile orders and invoices using the ‘Reference’ number.
Using the
button, the Customer Collection Receipt can be generated and pre-advice /sales
order files can be forwarded to Royal Mail.
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Mandatory Collection Barcode.
Note : The Barcode does not
appear on reprinted paperwork
Clicking on the link within the End of Day Processing Results screen launches the Customer Collection
Receipt in PDF format. To print the Collection Receipt, click on the Adobe Acrobat printing icon on the left
side of the screen
.
Reprint Customer Collection Receipt
From the EOD main menu option, highlight and click on ‘Reprint Customer Collection Receipt’:
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Search by:
• Customer Collection Receipt date
• Specific Sales Order Reference
• Specific Sales Order Number
If a Customer Collection Receipt to be printed was recent (the last ten created), it will be listed at the
bottom of the search criteria.
Clicking on the
hyperlink re-launches the receipt in PDF format.
If the collection receipt cannot be found in the list of the last ten, use the search criteria provided to
retrieve it from the system. Options available to search on are:
• The Customer Collection Receipt creation date (date on which EOD process was run)
• The Sales Order Reference (Customer Collection Receipt Batch Number)
• The Sales Order Number will be returned to you after processing EOD.. There may be a slight delay of
upto 24 hours in returning this. In the meantime the message ‘Not Set’ appears.
Use the
button to execute the search request. In the example above, Sales Order
Reference number 3 is specifically being searched for, the result is displayed as shown below:
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Note: The Collection Barcode does not appear on re-printed collection receipts.
Archived Shipments
From the Archive main menu option, highlight and click on ‘Archived Shipments’.
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Searching for Archived Shipments
Archived shipments can be found using the search criteria fields above the shipment table. The criteria
can act as a filter showing only specific shipments that want to be searched for. There are three search
categories available:
• Three levels of search criteria using specified data fields
• A sort facility to put the shipments in ascending or descending order
• A date range facility
Once the required search criteria has been entered, click on the ‘Search’ button to execute the query. In
the example below, the query that has been executed, requested a sort by Customer Collection Receipt
and for the date 28th February.
The results of the Shipments search in Archive Shipments can be exported by clicking on the ‘CSC
Export’ button and selecting ‘Save’ option. This will export your file in CSV format. No enhancements
data such as email address or phone numbers will be exported.
Printing Archived Shipments
Using the tick boxes provided and applying the
print the list of archived shipments.
button, the system provides the ability to
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Additional Functionality on Archived Shipments
The Shipment # hyperlink allows visibility to a specific shipment detail in a pop-up window.
There is also a link to the Royal Mail Track & Trace System for shipment tracking. If the item has not yet
been scanned in by Royal Mail it will return a “Sory- Please try again laterr”.
NOTE: Pending shipments that have been deleted will not be visible as an archived shipment.
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Addresses
Users have the option to Manage, Import and Export Addresses.
Manage Addresses
User can search for an
address using the criteria
provided (Begins with or
contains). Users can also
search on postcode, name,
town and country code
On the main menu options, click ‘Addresses’ and manage as shown below:
Searching the Address Book
• The address book window has a menu of options to search for the required address book entry (see
above). Enter the criteria data and click the search button.
• The results will be displayed within the screen above. If more than one page exists for your results,
click on the ‘Next’ (>>) link on the bottom right hand side of the screen to move to the next page.
• To select the address and use it in the shipment entry screen, press the button ‘Ship to this address’.
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• The default view option upon first arrival in this screen is all addresses in the address book on the left.
Enter a New Address in the Address Book
To enter a new address into the address book:
o
o
o
o
Click on the ‘Create’ button
Populate the fields with the new address (Note: a unique address code must be used)
Click on the ‘Save’ button
The address will now be in the address book
Update an Address in the Address Book
To modify / update an address in the address book;
o
o
o
o
Search for the address that requires modification; populate the address fields with needed
amendments.
Make the modification to the address
Click on the ‘Save’ button
The modifications will now have been saved
Ship to this address option
There is an option from this screen called ‘Ship to this address’. This will put
an address directly into the shipment entry screen.
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Import Addresses
On the main menu options, click ‘Addresses’ and ‘Import’ as shown below. DMO can upload addresses
directly into the address book on the server through the browser. This means that at any time a new
address book can be loaded, modified, replaced or deleted.
There are four options on the
IMPORT menu option:
‘Select the address book
format’,
‘Select the address book file’
‘Select the default country’.
Finally, choose the import file
method
To import address book information using Fixed Width Fields
Select the address book file format required from the available options
This section allows you to use a standard upload format or create a new upload address book format.
There can be one customized, ‘standard import format’ that you can use to import files for example
called “Royal Mail” when created.
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To create a new address book format click on the
Book Import Wizard set-up
button; this action starts the Address
STEP 1
Choose from either Fixed or Delimited file
formats. For example, Fixed width file would
only contain data and spaces that make up
the rest of the fields.
Delimited means that a specific character such
as a comma separates fields. This file
separator file format is known as a CSV file or
Coma Seperated Value File file.
The other screen option is to specify whether
the name fields that will be imported are split
or combined.
When the correct options have been selected
click on ‘Next’.
STEP 2
Define the width of each field to be imported.
Click on the order in which you wish to import
the fields – i.e. the order in which the fields are
laid out in your import file.
Pay particular attention to mandatory fields
highlighted in bold and underlined – they
must be included in the file layout.
Order of columns as selected will be displayed in
the ‘Representation of File Layout’ section of the
screen.
The ‘Remove Last Element’ Button can be
employed to delete unwanted fields.
Use the ‘Filler’ field for blank fields in the import
file.
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STEP 3
Step 3 displays a table with the chosen fields to be
imported. (This is step 3 if the Fixed Field Length has
been chosen)
The 1st column = Name of the field
The 2nd column = Width of the field
The 3rd column = Order that the fields will be imported.
Once you have designed your field import order, give
the file format specification a name.
Once you have supplied a name click the
Button.
STEP 4
Step 4 displays the name of the file format specification that has just been designed:
The new import specification is ready to be used.
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To import address book information using a Delimited File Specification:
On this screen there are three
questions that need to be
answered:
Enter the separator character, for
example a comma “,”
The next question asks whether
the data in the fields will be in
quotes. For example a comma
separated file that has quotation
marks around the data will look
like: “Hello”,”TEST”
Click on the fields required and
the window at the bottom of the
popup screen builds up with the
chosen fields. Remember that
the fields in BOLD are a
mandatory requirement to have
in the import file.
When the final import file
structure has been constructed
click on the ‘Next’ button
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The next screen that appears is STEP
fields. There are two columns:
3. This step is to determine the import order of the chosen
• The 1st column = Name of field
• The 2nd column = Order that the fields will be imported.
Once you have designed your field import order, give the file format specification a name.
Once you have supplied a name click the
button.
STEP 4 displays the name of the file format specification that has just been designed:
The new import specification is ready to be used.
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Importing Address Book Files
1. Select the data import file in section 2
Make sure that the required file import specification is selected – then type the path of the address book
or click on the browse button.
Clicking on the browse button will open the above window. From this screen find and select the correct
path of the file to be imported and click on
button to store the file in memory.
2. Ensure the default country is set to the United Kingdom in section 3
3. Choose the import file method in section 4
First Action:
Choose Import Method – choose one:
Add addresses to your address book
Replace existing address book with the
new import file contents
Once all four sections are complete click the
server.
Second Action:
How to handle duplicate entries – choose one:
• Replace
• Ignore
button to upload the address book onto the
Exporting Address Book Files
On the main menu options, click ‘Addresses’ and ‘Export Addresses (txt)’.
Click ‘Save’ and specify the folder location to export the file to.
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Process Mailshots
To view the Process Mailshots screen click on the main menu ‘Addresses’ and ‘Process Mailshots’ as
shown below.
Users can first choose
a Mail Group Section
(1) and choose to ‘Use
the postcode in
the batch to determine
the correct post town’.
Users can choose
to create their
mailshot and process
immediately in Section
(2) without viewing
their shipments
or can create the
mailshot and then
view the shipments
before processing.
Users can set their own Mailshot defaults in
Section (3) and have a number of choices to
map to their Mailshot Shipments.
Users can set their Service Options in
Section (4). There they can set the department
reference, state a reference number of their choice,
select a shipping date, country and items/weight band
for their Mailshot Shipments.
The Process Mailshots functionality provides the ability to select a Mail Group to process mailshot
shipments automatically, select the method of processing, choose mailshot default options and also
choose the Service options for the Mailshot(s).
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Mail Group Maintenance
To view Mail Group Maintenance click on the main menu ‘Addresses’ and ‘Mail Group Maintenance’ as
shown below.
Users can Add, Delete and View a new Mail Group using the Mail Group Maintenance screen. The ‘Add’
button will add a new mail group name by entering the Mail Group Name into the field and then clicking
on the Add button. Alternatively a user can delete or view a Mail Group Address by clicking on the
‘Delete’ or ‘View’ buttons in section 1 of the Mail Group Maintenance screen.
Section 2 of the Mail Group Maintenance screen allows a user to assign multiple customer addresses
from the address book to a Mail Group and then preview the results by clicking on the ‘Preview’ button.
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Shipper Admin
Manage Users & Create New Users (Shipper Accounts)
Each shipper will have an admin account, which can determine other sub-user accounts. To manage or
create users on the main menu click on ‘Admin’ and ‘Users’ as shown below:
Registered users will be
displayed here
A list of users will appear on the right hand side, which can be amended by clicking on the desired user
button. The screen below will appear.
name. To create a new user, click on the
Fill in the necessary information such as Business Name, Contact Name, Username and Password. Click
on the
button to finish the user set-up.
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The newly created user David2 is now visible as shown below:
button:
To edit a created user, highlight user and then apply the
Security Rights
Set security rights depending on what you
wish the user to access. If ‘No’ is selected
for a particular user, the functionality
selected will be hidden within
their accounts.
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User Security Rights
There are a host of security rights that can be switched on via the manage account for the sub users, a
master user can switch on/off any of the following permissions.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Manage Shipments
Manage Address Book
Resend/Reprint End of Day
Account Admin
Import Addresses
EOD Process
View Archived Shipments
Reporting Tool
Import Shipments
On-demand Shipping (If On Demand function has been enabled by Royal MaIl for you)
View Return to Sender Address
View Service References
View All Shipments for All Users
View Business Response Addresses
View Department References
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My Profile
All users who have a valid account have the right to change their own profile information. A user can
change their password as well as all fields shown on the Account Information page shown below
(Business Name, Contact Name, Username and Password).
For a user to finalise amendments click the
button to save any changes.
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Printer Settings
To define printer settings click on the main menu ‘Admin’ and click on ‘Printer Settings’ as shown below.
To make changes to printer settings a user must click the
button to save
changes.
Users have the option to define:
Printing format: single or multi-label A4 sheet
(see explanation below)
Preview Option: show or disable print preview
option.
Immediate Printing: enable or disable
immediate printing
Label Printer: Choose a default printer or specify
another printer.
Once a user has saved their printer
settings, a user can check their settings
by printing a test page.
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System Requirements Check
To run a system requirements check on your computer, click on the main menu ‘Admin’ and ‘System
Requirements’ as shown below
If a user upgrades software or DMO seems to be not working as expected, the first point of call is to run
a System Requirements Check. This ensures the users PC is configured to run DMO. To test DMO needed
components click the
button. If a component is incorrect the
traffic light will appear red. This test can also be completed from the main login screen.
It is recommended that the user upgrade any components that appear red as this can impact on the
functionality.
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ISD Settings
For Import Shipments or On Demand operation (using Importation of Shipping Data (ISD) format) click
on the main menu ‘Admin’ and click on ‘ISD Settings’ as shown below. Define or view the ISD settings.
This does not apply to manual entry shipments. For more details on ISD settings, refer to the Royal Mail
DMO Import Shipments Set Up guide.
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View Service Reference
To view the shipper location Service Reference(s), click on main menu ‘Admin’ and ‘View Service
Reference’ shown below.
Each shipper location has the ability to view their Service Reference information. Select the Service
Reference to display information. You will need to contact your Royal Mail account manager if you need
to make a change.
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Service Defaults
To view the Service Defaults click on the main menu ‘Admin’ and ‘Service Defaults’ shown below.
Users choose their service defaults within this screen. A user can select and save a default for the
Service Type, Service, Service Format, Item Weight, the Default Number of Items for all shipments and
also set a default against their account for the Department Reference.
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View Departmental References
Users can view the (optional) Deparmental References associated with their account. Departmental
References for their Account need to be first set up in Royal Mail’s OBA system.
To view the Departmental Reference(s) click on main menu ‘Admin’ and ‘View Departmental References’
shown below.
A user can search the Departmental References using the ‘Begins with’ and ‘Contains’ radio buttons and
then entering search critera into the ‘Search On’ field.
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Return to Sender Address
Users can now view the Return to Sender address(s) associated to their account. A user can ‘Create’,
‘Delete’, ‘Purge’ and ‘Save’ the Return to Sender address(es).
To view the Return to Sender Address(s) click on main menu ‘Admin’ and ‘Return to Sender Address’
shown below.
A default ‘Return to Sender Address’ can also be selected from the selection of Return to Sender
Addresses in this screen.
A user can also search the Return to Sender addresses using the ‘Begins with’ and ‘Contains’ radio
buttons in this screen.
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Business Response Address
Business Response address is used with the Royal Mail service, Tracked Returns, to specify where these
items are returned to. To view the Business Response Address(es) click on the main menu ‘Admin’ and
‘Business Response Address’ shown below. See the Appendix for details of how to save a Tracked Returns
label to a file and then email it.
Users can view the Business Response Address(es) associated with their account.
A user can also search the Business Response addresses using the ‘Begins with’ and ‘Contains’ radio
buttons and then entering search critera into the ‘Search On’ field.
If an additional Business Response Address is needed contact 08457950950 or your Royal Mail Account
handler to arrange to add the existing Tracked Returns service (Tracked Returns 24 and or 48) onto a
new Service Reference Code, with the new Business Response Address.
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Log Off
To log-off DMO click on the Main Menu ‘Log Off’ shown below.
This will re-direct the user to the mail Log-on screen below.
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Reminder of Most-Used Features
How to connect to Despatch Manager Online?
Launch your Web browser and enter the
URL / Internet address
https://app.rmdmo.royalmail.com. Once the
login page is opened, enter your user name
and password and click on the Log in
button.
How to access the shipping screen?
Go to the ‘Shipping’ menu and click on
Enter a Shipment.
How to enter a shipment?
Verify or select your Service Reference, the carrier, the product, the service and the service format.
Enter your Address code (if its address has been saved in your address book) or enter its full
address in the left side of the screen. Enter your shipping reference on the right side of the screen,
then your shipment information.
Click on the
button to validate your entry. The labels are produced as a PDF file and
displayed in a new window. Click on the Adobe printing button
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to print them.
How to modify or cancel a shipment?
Go to the ‘Shipments’ menu and click on
‘Current Shipments’, then select your
shipment. Please note selection criteria are
available to facilitate your search.
To modify a shipment, click on the
button on the right end of your shipment
record. The shipment will be loaded in the
shipping screen. Make your modification
and click on the ‘Process’ button.
To cancel one or several shipments,
check on the tick box on the left end of the
shipment record and click on the
button.
How to reprint the labels of a shipment?
Go to the ‘Shipments’ menu and click on ‘Current Shipments’. Click on the
button on the
right end of your shipment record. The labels opens as a PDF file in a new window, click on the
Adobe printing button
to reprint.
How to send and print the End Of Day
manifests?
Go to the ‘End of Day’ menu and click on
‘Run EOD process’.
Select the shipments you want to process
by selecting the Service Reference, Carrier
and Product/Service, then click on the
button.
The next screen will present the list of
Customer Collection Receipts to be printed.
Click on each link to open each Customer
Collection Receipt as a PDF file and click on
the Adobe printing button
to print it.
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How to reprint the EOD Customer
Collection Receipt?
Go to the ‘End of Day’ menu and click on
‘Reprint EOD Customer Collection Receipt’
and enter the search criteria. Using the
button execute the search to
retrieve the required Customer Collection
Receipt.
How to exit Despatch Manager Online?
Click on the ‘Log Off’ menu then close your
browser.
Royal Mail, the cruciform, the colour red and all ® are registered trademarks and all ™ are trademarks of
Royal Mail Group Ltd. Despatch Manager Online Shipper User Training Guide July 2014 © Royal Mail
Group Ltd 2014. All rights reserved.
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Appendix: Printing or emailing Royal
Mail Tracked Returns 24 and 48
The purpose of this appendix is to explain how and when to print or email Tracked Return labels to your
customers using Despatch Manager Online.
It is advised that you only print or email Tracked Return labels when required. Do not re-print or re-send
the same label to different customers. In addition, you should not print a batch of Tracked Return labels
for you to stockpile as the Tracking numbers may become obsolete.
Preliminary Checks
Before trying to create Tracked Return labels please check the addresses are correct by navigating on the
main menu to ‘Admin’ and then ‘Business Responses Address’. If an additional Business Response
Address is needed contact 08457950950 or your Royal Mail Account handler to arrange to add the
existing Tracked Returns service (Tracked Returns 24 and or 48) onto a new Service Reference Code,
with the new Business Response Address.
Whilst on this page, you should also take note of the ‘Service Reference’ assigned to each address, this
will be important for creating a Tracked Return label.
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Print Tracked Return Labels
Navigate on the main menu to ‘Shipping Services’ and select ‘Enter a Shipment’. Now complete the
posting information and ensure the appropriate ‘Service Reference’ is selected (if unsure follow the
Preliminary Checks section above). When the posting information is complete the address should be auto
populated. You will then only need to complete the service options i.e number of items and weight. See
the screen below for a completed example.
Email your Tracked Return labels
You can email a Tracked Returns label by saving the label instead of printing the label.
When you click “Process” button on the screen above, a Tracked Return label image should appear on
the screen- see image below. When you hover your mouse over the bottom of the label image a line of
buttons should appear at the bottom of the label.- see screen shot below
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Select the Adobe Icon
to present further options such as ‘Save’
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in the new window below.
Once you have clicked the save icon
Window below.
as shown above you will be presented with the
You will need to recover the document to attach to your email, so save it In the default .pdf forma)
to a place you will remember, giving it a name you will recognise for this customer (i.e. their name
or order number).
Now open your email application and prepare a new email for your customer. Use the attach
icon to add the Tracked Return label to the email.
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