HOW TO BULK INSERT JOBS
Before you start
Suffix- 3 letters for your job numbers
Your suffix is TCD.
Check your spreadsheet
Ensure the data is separated into columns. Red columns in the sheet are essential to be filled. Please ensure you have no special characters eg " + - *
Make a job number
You need a unique job number. It must contain letters and numbers. For example TCD0001 and TCD0002. TCD Is your suffix. You will have an order number. Your suffix of letters will be added onto the order number once it has been set for your account. Your job number column will be numbers with your suffix added once you have inserted the jobs. If you don't have a letter suffix, add your own to the sheet.
Once spreadsheet is complete, save the spreadsheet to your desktop
Step 1
Go to your job entry page
Log into your account through urgent.co.nz.
Step 2
Go to job entry - Bulk Insert
Select Job Entry.
Select Bulk Insert.
Step 3
Go to New Import
Step 4
Select File
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Step 5
Upload File
Step 6
Book Jobs
Work from left to right. Select date. Select the calendar in the top right corner and select the date of delivery you are booking for
Step 7
Select the service you will be using
Afternoon Home Weekdays delivery between 12pm - 5pm
Book by 10am
Evening Home Weekdays delivery between 6pm - 9pm
Book by 4pm
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Step 8
Override From Contact
Select a contact from the drop down list who is responsible for the insert of these jobs
Step 9
Override Dimensions
if you are on a flat rate for your box sizes, select A4 Satchel. If you have unique rate for each size, select the size applicable.
Step 10
Save as a template
If you are using the same format for your spreadsheets each time you can map this spreadsheet, save it as a template and use the template for your next upload. On this occasion we are using the same format each week and calling this Version 1.0 so next time the columns will map automatically.
Next time you can select the template and it will map the columns automatically
You do not need to save as a new template each time
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Step 11
Map Columns - Job Number
Customer columns need to be matched to Urgent Columns. Select the drop down menu "Choose Field" and match it to Job Number. The system is trying to read the headings at the top of the spreadsheet you've inserted. In this case our Job Number column reads as "Job Order Number"
Step 12
Match the remaining columns
Match the columns. You are only required to match the fields that are not optional.
'Ref A and B' can be on your record for invoicing purposes. 'Our reference' will appear on the label as well as 'notes'.
Make sure that it maps for each column and recognises that 'Data Seems OK'
All columns should read Data Seems OK
If data can not be read it will say invalid data and you will have to refer back to the orginal spreadsheet file. Check the data has no special characters and that you have mapped the right column
Step 13
Optional columns
Optional columns are available for you to use- Tracking mobile and tracking email are needed if you would like your customers to have tracking capabilities. Notes are encouraged as delivery instructions for our couriers. The more detail we have the better
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Step 14
Next time you upload
If you have saved a template and you use that template each time, you do not have to map the columns again. You will instead 'Select template', find the template you matched last time eg Version 1.0, and this will map the columns for you
Step 15
Select Next
Select Next and wait for the data to upload
Step 16
Fix Suburbs
If the system can recognise the address it will appear with:
Select Next
If you need to fix the address please see Step 16a
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Step 16a
Fixing suburbs - does not apply if your Data Seems OK If your address suburb can not be found (eg it was spelt incorrectly)
Type the correct suburb into the drop down menu
Select the correct suburb
Select Next
Step 17
Fix addresses
Select Next if Addresses Seem OK
If they are not you will have to manually type the correct address for the unrecognised data
Step 17a
Fixing addresses - Does not apply if Data seems OK Type the correct address into the search barre
Select the address
Select Save Geolocation
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Step 18
Confirm Import
Select Next and wait for the data to upload
Step 19
Jobs Imported
The jobs successfully uploaded will appear on your screen
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Step 20
Label Printing via Runviewer
Return to the Home Job Booking page
Select Job Search
Select Runviewer on the far right
Step 21
Select the date of the labels you need to print
In the top left corner select the date of the service you have booked
Step 22
Select the yellow label print button
In the top right corner select the label print button
Select Labels
Select Run Name
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Step 23
Print the labels to the label maker
Print the labels to the label maker. Make sure they are sized to fit the label
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