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eTrac - Online Ordering, Tracking, & Reporting
 
Frequently Asked Questions

Answers

How do I enter a new order?  (Back to top)

To enter in a new order, the user should fill in all of the required fields on the Order Entry page.  Required fields are color coded in red.  The user will need to select the account, vehicle type, service type, return service type (if applicable).  If the user has an internal reference number, that number should be put into the Reference field.

The user can enter the addresses in manually or use the addresses have been saved in the address book. 

To enter an address manually, simply fill out the required fields for both the pickup location and the delivery location.  The user may also add the address to the Address Book by selecting the checkbox labeled 'Add to Address Book'.

To use an address from the address book, select the address from the address list box in the center of the page. Select the 'PU Addr' button to fill out the pick up address fields or select the 'DL Addr' button to fill out the delivery address.  There is also a  'Swap' button, which swaps the pick up and delivery fields.

The date and time are defaulted to the current date and time.  The user should not change these fields unless the order is to be executed in the future. 

The user can specify special instructions for both the pick up and delivery locations by simply typing those instructions into the appropriate text area.

To send the order to the courier, click the 'Send Order Now' button.  To send the order and not wait for a confirmation, set the 'Wait for confirmation' choice to 'No' and press the 'Send Order Now'. To request a quote, click the 'Request Quote' button. 

How do I request a quote? (Back to top)

To request a quote, simply fill out the Order Entry page (see How do I enter a new order? ) and click the 'Request Quote' button at the bottom of the page.  A quote will be returned and the user has the option to send the order or enter a new order or quote.

How do I specify a pick up address and a delivery address? (Back to top)

The user can enter the addresses in manually or use the addresses have been saved in the address book.

To enter an address manually, simply fill out the required fields for both the pickup location and the delivery location.  The user may also add the address to the Address Book by selecting the checkbox labeled 'Add to Address Book'.

To use an address from the address book, select the address from the address list box in the center of the page. Select the 'PU Addr' button to fill out the pick up address fields or select the 'DL Addr' button to fill out the delivery address.  There is also a  'Swap' button, which swaps the pick up and delivery fields.

How do I get a confirmation that my order has been received? (Back to top)

To get a confirmation, ensure that the 'Wait for Confirmation' choice is select to 'Yes' on the order and click 'Send Order Now'.  You will receive a confirmation page and an email (if you supplied a valid email address) showing the control number assigned by the courier for the order.

What does 'Wait for Confirmation' mean? (Back to top)

'Wait for Confirmation' means that the user will get a confirmation page and an email, which will show the control number of the order once the order has been processed.  The advantage of not waiting for a confirmation is that the transaction is processed faster than usual.  If the user elects not to wait for a confirmation, then the details and control number of the order can be seen shortly afterwards by using the Track Orders function.  Note also that you will not receive an email if you don't 'Wait for confirmation'.

How do I view a quick status of the orders entered today? (Back to top)

To view the current status of the orders entered today, the user simply clicks on the 'Track Orders-Today's Orders' menu item.  This loads a page which shows a brief status of the orders entered today (by default).  The Today's Orders page also enables the user to see the status of orders entered over a date range.  This can be done by modifying the date range at the top of the page and clicking 'Go'.

The user can see the details of the order by clicking on the control number, which is the 'Ctrl' link.

Is there a more detailed way to search for orders? (Back to top)

To track or search for orders, select the 'Track Orders-Advanced Search' menu item.  This loads the Order Tracking page which enables the user to specify search criteria, such as, the control number, BOL number, date entered, date delivered, service type, etc. 

Dates can be single dates or date ranges.  Dates should be entered in one of the following formations, dd-mon-ccyy, dd/mm/ccyy.  Also, entering a value between 1 and 31 automatically creates a valid date for the current month and year.  For example, if the current date is July 4, 2000 then putting the number 4 in the 'Date Entered' field will automatically fill in the field with the value of  '04-Jul-2000'.

What is the difference between Track Today's Orders and Track-Advanced Search functions? (Back to top)

The Today's Orders pages shows all of the orders over a specified date range.  The Advanced Search page enables the user to specify more detailed criteria to search for orders.

How do I add an address to my Address Book? (Back to top)

The user can add an address to the address book in two ways, by selecting 'Add to Address Book' on the Order Entry page or by selecting the 'Address Book' menu item.

While entering a order, the user can save both the pick up and delivery address by selecting the 'Add to Address Book' option which is just below each address.  This function is useful when the user is entering in a order and manually entering an address.

To manage the Address Book directly the user can select the 'Address Book' menu item.  This will load the address book and allow the user to add, modify, and delete addresses from the Address Book. 

To add an address, the user should click the reset button; this clears data fields on the pages. Then the user can type in the address, and then click the 'Add' button.  This saves the address to the database.

To modify an address, the user should select an existing address from the 'Address' list box.  This will load the address into the page.  The user can then modify any field and click 'Modify'.  This saves the changes to the database.

To delete an address, the user should select an existing address from the 'Address' list box and click 'Delete'.  This will remove the address from the database.

How do I add a Reference to my Reference list? (Back to top)

The user can add a reference to the reference list in two ways, by selecting 'Save' check box on the Order Entry page or by selecting the 'Reference' menu item.

While entering a order, the user can save the reference number by entering a reference number and selecting the 'Save' check box, which is just above the reference field.  This function is useful when the user is entering in a order and manually entering a new Reference.

To manage the Reference List directly the user can select the 'Reference' menu item.  This will load the Reference List and allow the user to add, modify, and delete references from the Reference List. 

To add a reference, the user should enter a new value in the reference field and click the add button.  This saves the reference to the database.

To modify a reference, the user should select an existing reference from the 'Reference' list box and type in the new value for this reference.  Click the Modify button, this saves the changes to the database.

To delete a reference, the user should select an existing reference from the 'Reference' list box and click 'Delete' button.  This will remove the reference from the database.

How do I use the Reports functions? (Back to top)

There are two reports available, the 'Delivery Summary' and the 'Cost Summary'.  The 'Delivery Summary' reports shows all of the orders, which have been delivered over a specified date range and for a specified account.  The 'Cost Summary' shows the total cost of each order, which has been delivered over a specified date range. 

To run a 'Delivery Summary' report, select the date range and the account(s) and then click 'Get Report'.

To run a 'Cost Summary' report, select the date range and the account(s) and then click 'Get Report'.

How do I set my preferences? (Back to top)

The User Preferences page enables the user to specify the defaults, which are loaded into the Order Entry page.  To specify the user preferences select the order type, this determines where the address is loaded.  If 'Pickup' is selected the pick up address will be loaded, if 'Delivery' is select then the delivery address will be loaded.  Specify which account and service type to use.

To set the default address, select an address from the 'Address' list box or type in an address.  Set the 'Default Address' field to 'Set Default' and click the 'Update' button. When the user goes to the Order Entry page the new defaults will be loaded.

To clear the default address, set the 'Default Address' field to 'Clear Default' and click the 'Update' button

How do I know which page I'm on? (Back to top)

In the upper left corner of each page, the page name is displayed in red, such as, Order Entry.

Why am I sent to the login page some times when I click a menu item? (Back to top)

When a user has been inactive for a long period of time, the session is automatically logged out. This is called a timeout. When this occurs, trying to access a page results in a request for the user to login again.

Why are some labels red and some labels black? (Back to top)

Red labels indicate that the field is required and black labels indicate that the field is not required.

 

Glossary

  • Account - The user's account number given by the Courier.

  • Address Book - A list of common addresses used by the user.

  • Control Number - The unique number which identifies an order on the courier's system.

  • Cost Summary Report - A report that lists the cost of each order and the total cost. The report lists all orders for the specified date range and accounts.

  • Courier - A company that picks up and delivers packages, typically for same day delivery.

  • Delivery Summary Report - A report that lists all of the delivered orders for the specified accounts and date range.

  • Menu Item - A link at the top of every page, which allows the user to navigate to various pages.

  • Preferences - The set of defaults that the user can specify.

  • Quote - A cost estimated for a order. A quote can be requested before the actual order is submitted.

  • Reference - A number specified by the user that identifies the order.

  • Reports - Reports that the user can run (See Cost Summary Report and Delivery Summary Report).

  • Return Service - The service type to use on a return-trip order.

  • Return-Trip Order - A order which is picked at the user's location taken to the delivery location and then returned to the user's location. For example, a legal document that is picked up at the user's office taken to a law firm and signed and then returned to the user's office.

  • Service Type - The service level to use for the order, such as, 1 Hour, 4 Hour, etc.

  • Track Today's Orders - This function allows a search for orders by date range only.  Defaults to today.

  • Track-Advanced Search - This function allows a search for orders by specifying detailed search criteria.

  • Vehicle Type - The type of vehicle required. This field is defaulted to 'Any'. If a specific vehicle is required, such as a truck or van, then it can be requested.

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