Prerequisites
iCOS LIVE requires the Chrome browser or the Firefox browser. Please ensure you have one of these installed before proceeding.
- Chrome download URL: https://www.google.com/chrome/browser/desktop/index.html
- Firefox download URL: https://www.mozilla.org/en-US/firefox/new/
Logging in
- Open the iCOS LIVE website URL: https://icoslive.com in Chrome or Firefox
- Click the "LOG IN" button
3. Enter the username and password provided by your Carrier
4. Optionally tick remember me
5. Click login
Menu Overview
Once successfully logged in you will be presented with a range of options along the top of the screen:
- The Customer menu, which containing the iCOS LIVE features you have access to
- Your name, username and company
- A hamburger menu which contains links to iCOS LIVE information, a link to an online support tool, and a logout option
Creating a Container booking
Create a booking
- Open the Customer menu
- Select the Container Booking option
- A New Container booking will open
Container booking references
Each container booking has fields for recording the references for each of the parties involved in it. The Docket number is your carrier’s reference and does not need to be set. If it contains the word AUTO the docket number will be generated once the booking is saved.
4. Optionally enter your pickup site’s reference into the Pickup Ref field
5. Enter your company’s reference for this booking into the Order Ref field
6. Optionally enter the final delivery site’s reference into the Delivery Ref field
Container Booking Details
7. Container Number
Enter the container number if known. If the container is being picked up from a container park your carrier or their driver will enter the container number once known.
iCOS LIVE will help you to identify incorrect container numbers by highlighting them red when the container’s check digit (the last number) isn’t valid. This feature will only work on container numbers that follow ISO standards.
8. Shipping Line
Optionally enter the shipping line that owns or is currently leasing the container.
This information is very helpful for identifying where an Import container needs to be dehired and should be entered once known.
9. Container movement type
Check the option that best matches the booking you wish to make.
- Import Container (IMP): Full Pickup from Port -> Unpack at Consignee -> Empty Dehire at Container Park
- Export Container (EXP): Empty Pickup from Container Park -> Pack at Consignor -> Full Export from Port
- A single movement (MOVE): Pickup and Drop-off
10. Full / Empty
If you selected Move in the previous option, select whether your container is full or empty. For imports and exports this option is set automatically.
11. Gross Weight
If your container will be full at its first pickup site, enter its gross weight. (i.e. The weight of the container and its contents)
12. Container Size
Select the correct container size by checking one of the radio buttons.
13. Container Type
Select the container’s type from the provided drop down list.
14. Commodity
Select a rating commodity from the provided drop down list.
Commodities define how cartage charges are calculated for a booking so picking the correct option is important. Please discuss the available options with your carrier.
15. Dangerous Goods
If your container contains or will contain dangerous goods, check the DG’s check box to expand the UN and Class entry fields. If you are carrying multiple DGs then enter the UN and Class number for the product with the highest flashpoint. Bookings with DG’s are highlighted on your carrier’s booking workbench as well as your own.
16 & 17 Vessel and Voyage
If your container is being imported or exported enter the shipping line’s vessel and voyage number.
18. Release Number
If your container is being imported then enter the customs delivery order number, or if the container’s first pickup site is a container park then enter the container park release number.
Pin Number
This is an optional field for your carrier to record the pin number for a container that has been pre-advised with a port. This pin number allows them to pick up or drop off a container without having to go to a road office. It is not for shipping line random number although they are sometimes called pins.
19. Random Number
If your container requires a shipping line random number to be released from its port, enter it as soon as it is available.
VBS Slot Ref./ Time
These are optional fields for your carrier to record the Vehicle Booking System (VBS) references for containers being picked up or dropped off from ports that use them.
The Details tab
The details tab is a collection of tabs that contain specific details about a booking. The General, Comments, Port Info and Costs & charges tabs are available when creating a new job but more will become available once the booking has been saved. For container bookings the General tab contains the addresses and dates involved in the job along with the door direction and load type.
Comments Tab
This tab allows you to record optional instructions or notes for your carrier. These notes are freeform and can be changed at any stage of a job's life and are displayed on any consignment notes created from the system.
Certain key works will trigger icons to show in the Flags column for this booking on you or your carrier’s booking workbench.
- Any notes trigger a blue asterisk icon
- The word CALL triggers an orange telephone icon
- The word URGENT triggers a red clock
20. Adding carrier instructions
Optionally Click the Comments tab
Optionally Enter some text into the field provided
21. Port Info
This tab displays information for containers being picked up from Ports of Auckland and the Ports of Tauranga. Please note this information comes from third parties and its accuracy cannot be confirmed.
General tab
Return to the General tab
22. Doors
Select the direction the container doors need to be when dropped off at the Pack or Unpack site. A booking cannot be saved without this information and it is important that the correct option is selected as turning the container around may incur extra charges.
23. Load
This is an optional setting which identifies whether you need a flat deck/ skelly (Standard) or a swing lift/ side loader (Side) to complete your booking. Unless instructed by your carrier this option can be ignored.
24, 25 & 26. Addresses
Sites and their addresses can be entered free form or selected from a list of sites you or your carrier have entered previously. Import and export bookings have 3 addresses while moves have two.
- When creating a new site whose name is common and could exist multiple times for different locations, include its location in the name. i.e. “Woolworths - Panmure” rather than just “Woolworths”
- When selecting a site's location be as specific as possible and pick a suburb or town rather than a city or region as it may affect your cartage charges. i.e. “Panmure” rather than “Auckland Region”
- A site's location must exist in the iCOS LIVE database and will highlight red when invalid, and green when valid
Creating a new site
- Enter your site’s name into the first text field (ignore the autocomplete drop down that appears for now)
- Enter the site’s street address into the first address line
- Optionally enter secondary address information or permanent access instructions into the second line
- Start entering the site's location into the third address line. A drop down will appear with locations that match what you’ve typed, and the more you type the more relevant they become.
- Select the correct location from this list. Once your booking has been saved this new site will become an option you can use again later
Selecting an existing site
- Start typing a site’s name and an autocomplete drop down will appear with any previously entered sites that match
- Continue typing to refine this list if need be, and then select the most suitable option
Required Date and Time
Once you’ve created or selected a site enter the date and time that you want your carrier at this site. These dates and times must be entered before the booking can be saved, except for when you don’t know the final delivery address. In this case you can check TBA (To be Announced) and the site and its required date and time can be omitted.
Saving your booking
Once you have completed your booking there are two saving options. When you click either of these options you will be notified if there are any errors with the booking which must be fixed before you can continue.
Save & New
Save yours booking and then immediately opens a new one
Save Booking
Saves your job and puts it into View Mode
27. Click Save Booking
View mode
Once your booking has been successfully saved (and the Save Booking option was selected) it will go into View Mode and more options will become available.
28. Auto-Docketing
If Auto Docketing is enabled for your company a unique docket number will now be assigned.
29. Documents
The documents tab contains an optional feature which allows you to upload and store files against the booking. This feature must be enabled by your carrier to function.
- Open the documents tab
- Click the Cloud Icon
3. Select a file to upload
4. Once uploaded the file will appear in the documents tab
5. Clicking the red cross icon removes an attached file
30. Charge Amount
If the booking’s sites have been entered correctly and a valid commodity was selected, cartage charges will now have been calculated. If you have been given permission to see them they will also be displayed.
31. Quick Actions
The quick actions dropdown, found at the bottom left corner of any booking screen contains a list of actions that you can conveniently execute straight from a booking.
Print Consignment
Creates an A4 PDF consignment note containing two dockets: one for the carrier and one for your client.
Select Print Consignment from the Quick Actions drop down
Open the created file for printing, or save it for later use
Duplicate
Duplicates a booking. If a booking is duplicated once the new booking will appear immediately, elsewise the newly duplicated jobs will appear on your booking workbench.
Cancel
Cancels a booking. This feature is only available with the correct permissions and before it has been allocated to a truck and driver. If this feature is available, it is suggested that you communicate with your carrier before using it.
32. Edit Booking
Puts a booking into edit mode so that it’s details can be updated or modified. This mode’s layout is exactly the same as when you first created the booking. Note that some details cannot be changed once the booking has been allocated to a truck and driver.
Viewing your bookings
List Current Jobs
- Open the Customer menu
- Select List Current Jobs
Booking Workbench
The booking workbench displays your company’s bookings and contains tools and filters for controlling which are displayed. Previously created bookings can also be opened and edited from here. Before continuing reading please ensure you have created at least one booking.
1. Workbench grid
The workbench grid displays your companies’ bookings. Each booking is displayed on a single row (regardless of how many movements it has) with specific details in each column. A booking can be opened by clicking its Zoom icon or by double clicking one of its cells. If you are using a touch screen use the Zoom icon.
2. Status Filter
The Status drop down allows you to filter your workbench based on whether bookings have been completed or not. Selecting one of the options automatically refreshes your workbench with the new results.
- Active - Only shows bookings that have not yet been completed
- Delivered - Only shows bookings that have been completed
- Active and Delivered - Show all bookings
Booking Statuses
As a booking progresses from new to delivered its status will change as certain events are processed by your carrier or their drivers. A booking’s current status can be found in the Status column on your job workbench. Below is a list of these statuses, what they mean, and the order they commonly happen:.
3. Date Range Filters
The From and To date ranges allow you to control what bookings are visible based on their dates. After making a change to either of these fields the Refresh button must be clicked to update the workbench.
4. Refresh Button
Forces your workbench to reload.
5. Clear Filters Button
Clears any filters entered into the filter fields found beneath each column’s title.
6. Print / Export
A drop-down containing reports that can generated from any currently visible or selected bookings.
- (PDF) List Jobs
- (PDF) Run sheet
- (PDF) Consignment Note – Creates a paper consignment note
- (CSV) Excel Export - WYSIWYG format – Creates a csv file containing your workbench data
Creating a report
- Optionally select the bookings to report on by checking their Select column check-boxes
- Select an option from the Print / Export drop down
- Click the Print / Export button
- The report will download into your browser which you can either open or save for later use
7. Filter by User
Filters the workbench by the user who created a booking.
Workbench columns
Workbench columns can be resized, re-positioned, hidden, sorted and filtered. Any changes made to them are saved when you log out or refresh and are available again once logged back in.
Resizing a column
Click and hold down the left mouse button while over the line to the right of a column’s title. Drag your mouse to the left to make it shorter or to the right to make it wider. Release the mouse once you have achieved your desired width.
Hide/ Show a column
Right click any column title to open a list of all of the available workbench columns. Highlighting a column title will horizontally reposition the workbench to its current location. Toggling a column’s check box will change its visibility.
Re positioning a column
Left click and drag a column title to its new location then release the mouse button to position it
Sorting a column
Left click a column title to sort it ascending and again to sort descending. An arrow icon will appear which lets you know which sort is currently applied.
Filtering a column
Bookings can be filtered by their column’s data by entering text (or numbers) into the free form fields found beneath its title. If a booking’s column doesn’t contain the text you entered it will be hidden immediately. If an exclamation mark (!) is added to the start of the text it will have the opposite effect. Multiple column filters can be applied at the same time, and they can be removed by clicking the Clear Filters button.
Workbench columns
Container only columns
Reviewing an existing job
Editing an existing job
A job’s details can be edited up until the time that a booking has been allocated by your Carrier.
- Open a booking from the workbench by clicking the Zoom icon or double clicking any of its cells
- Click the Edit Booking button
- Update the booking’s details
- Save the booking
Reviewing a booking’s movement history
You can view a booking’s movement history at any time from its Moves tab. Each physical movement is displayed on its own line with its completed events listed vertically. Each event is displayed with an event type, event icon, date and time stamp, and the user’s name that processed it.
Reviewing a booking’s history
You can view a booking’s general history at any time from its History tab. Each history event includes the activity type, a date and time stamp and the involved used.
Printing a Proof of Delivery
Once a booking has been completed with a POD you can view or download it from its Proof tab. PODs created by a driver using our mobile application will have a signature, the receiver’s name, a GPS coordinate (if turned on) as well as the job’s basic details.
