Getting started with the Shipping & Courier module in ChecKmate

The Shipping & Courier module helps you run a package business. You take in a package, price it, give it a tracking number, move it between your branches and hand it over safely when the receiver comes to collect.

It suits courier counters, freight and barrel shipping businesses, and any shop with more than one location that moves parcels for customers.

Before you start

The module has seven tabs: Dashboard, New Package, All Packages, Transfers, Pricing Rules, Reports and Settings.

Step 1: Set up your prices

Do this once before you take in your first package.

  1. Open the Pricing Rules tab and tap Add Rule.
  2. Give the rule a Name, for example Standard Local.
  3. Choose the Type: Flat Rate, Weight-based, Zone-based or Express.
  4. Enter the Base Fee. For a weight-based rule, also enter the Rate/kg.
  5. For a zone-based rule, enter the Origin Zone and Destination Zone, for example Kingston to Montego Bay. A zone matches a branch's name, code or address. Leave a zone blank to match any branch.
  6. Add any extra charges: Express Fee, Fragile Fee and Insurance.
  7. Tap Create Rule.

Weight-based and zone-based rules charge the base fee plus the Rate/kg. Flat and express rules charge the base fee. Extras you tick on the package are added on top.

Step 2: Take in a package

  1. Open the New Package tab.
  2. Under Sender Information, use Search customer... to pick a saved customer, or type the Name and Phone. Both are required. Add an Email and Address if you have them.
  3. Fill in Receiver Information the same way.
  4. Under Package Details, describe what is inside and enter the Weight (kg), the size in centimetres and the Declared Value.
  5. Switch on Fragile, Express or Insurance if they apply.
  6. Under Pricing, choose a Pricing Rule, or leave it and ChecKmate picks the zone rule that fits the route between the two branches (you'll see Zone rule matched). It works out the Shipping Fee and shows how it got there.
  7. Under Destination, pick the Destination Branch and add any Notes.
  8. Tap Create Package & Generate Tracking.

ChecKmate gives the package a tracking number and a six-digit pickup code, then takes you to All Packages. Tap the printer icon on the package to print a receipt for the sender. The receipt shows the tracking number and the pickup code.

Step 3: Track and update packages

The All Packages tab lists every package with its status and payment status. Search by tracking number, name or phone, or filter by status. You can also tap Scan to read a barcode with your camera. If you use a USB barcode scanner, just scan anywhere on the page and ChecKmate finds the package.

A package normally moves through these stages:

Received > In Warehouse > In Transit > Arrived > Ready for Pickup > Delivered

Each package has a button that moves it to the next stage. On a package that is Ready for Pickup, use Pickup (see Step 6) rather than Quick Deliver, so you record who collected it. For anything else, such as Out for Delivery, Returned or Cancelled, tap the edit icon to Update Package Status. Pick the New Status and add a note if you like.

Open a package to see its full details and a history of every status change.

Step 4: Keep customers posted

When a package's status changes, ChecKmate emails the customer if an email address is on file. When the package is Ready for Pickup, the email includes the pickup code.

To send a message yourself, tap the bell icon. Choose the Notification Type: Notify Sender (Status Update), Notify Receiver (Status Update), Ready for Pickup (with Code) or Custom Message. Add an Additional Message if you want, then tap Send Notification.

Notifications go by email only. The bell icon only shows when the sender or receiver has an email address.

To stop the automatic emails, open the Settings tab and switch off Email customers on every status change. Emails you send with the bell still go.

Step 5: Move packages between branches

  1. Open the Transfers tab and tap New Transfer.
  2. Pick the Origin Branch and the Destination Branch.
  3. Tick the packages going on this trip and add any notes.
  4. Tap Create Transfer. The transfer shows as Pending.
  5. When the van leaves, tap Dispatch. Every package on it changes to In Transit.
  6. When it reaches the other branch, tap Receive. Every package changes to Arrived.

Step 6: Take payment and hand over

To collect payment, tap the dollar icon on the package. You see the Shipping Fee, what is Already Paid and what is left. Enter the Amount to Collect, choose the Payment Method and tap Collect Payment. Part payments are allowed. The package shows as partial until the fee is paid in full.

To hand over a package, find it and tap Pickup. Then:

  1. Check the pickup code with the person collecting.
  2. Enter Collected By, the ID Type (National ID, Passport, Driver's License or Other) and the ID Number.
  3. Tap Next: Signature and have them sign on screen.
  4. Tap Confirm Pickup. The package is marked Delivered.

Payments taken here stay with the package. They do not go through Point of Sale.

Step 7: Check your numbers

The Dashboard tab shows Received Today, In Transit, At Warehouse, Ready for Pickup, Out for Delivery, Delivered, Unpaid and Revenue Today (money collected today), plus a status chart and a daily revenue chart.

The Reports tab lets you filter by date (Today, Last 7 Days, Last 30 Days or All Time) and by status. Export the list to Excel or PDF.

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