This article will show you additional options and tips for your waybills. This will enable you to create and edit waybills quickly 🌟
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Options and tips for your waybills
- Access Sales
- Click on S hipping
In this article, we will explain more about the following:
tips & options- How to attach files to your waybills
- How to duplicate a waybill
- Write notes & messages on your waybills
- Check the history of the edits for your waybill
- Export your list of waybill
- Group concepts on a waybill
1) Attach files to your waybills
- Click on a waybill to open the PDF viewer
- Click on the drop down button at the top , this is located next to the Send button
- Click on the Attach files button
Attach files in the email: When you attach a file to the waybill this will be sent along with the PDF of the waybill when sending the document by email.
Types of files accepted:
You can attach files of the following file types:
PDF, JPG, PNG, XLS, XLSX, ZIP, CSV, GIF with a maximum volume limit.2) How to duplicate a waybill
- Click on a waybill to open the PDF view
- Click on the drop down button at the top , this is located next to the Send button
- Click on the Duplicate button
Save time by duplicating waybills! If you click on the drop-down arrow located to the right of each line of a waybill you'll see the duplicate option A new waybill will be created with the same information but a new waybill number.
3) Write notes & messages in your delivery notes
- Click on a waybill to open the PDF view
- Click on the chat icon at the top
- Write a message and note, and then click Send
Communicate with your client by messages: Each time you write a message in the waybill the client will receive an email with the information through a link to their client portal so that they can respond.
- Message: With Holded you can write comments for your waybills. The message will be shown to the client, they'll receive an email with a link to their client portal. Here they will be able to see any comments you leave. Your clients will then be able to respond to any comments you leave.
- Notes: If you add a note, this will only be visible to your Holded users and those who have permission to the waybills section.
Notes = will appear in yellow & Messages = will appear in blue
4) How to check which user has modified a waybill
- Click on a waybill to open the PDF viewer
- Click on the chat logo at the top, next to the Details button
- Check the Edit History in the top left
Check who has modified the waybill: When you access this section, you'll be able to see which user has modified the waybill and the date the waybill was modified.
- Edited by: the name of the Holded user who created or edited the waybill will appear here
- Date: this is the date and time in which the waybill was created or last edited.
Date and time: You can check the date and time that a document has been edited to check who and when the changes were made to a waybill
5) How to export waybills
- In your list of waybills , click on the drop down arrow (located next to the Calendar option)
- Select the Excel or PDF option
Tip: Filter by the Pending + Overdue Segment, and export your waybills pending payment to track the waybills that have not been collected yet.
- Import: Download the template to import the list of waybills notes.
- Excel: Download the waybills to Excel
- PDF: Download the list in PDF
6) Group concepts on a waybill
- Click on a waybill to open the PDF viewer
- Click on the drop down arrow (this is located to on the top right hand side)
- Click on "Edit"
Tip: Sometimes when creating a waybill you may want to include several concept lines under the same concept or you may simply want to add a description for the concepts shown below a concept. To do this, follow the below steps:
- Go to concept and write *t*: When typing *t* the separators of the columns will be removed and you'll be able to write information for the corresponding concept
- Add a concept (this can be a project or specific task or item)
- Add the lines that will be included under this concept : Click on add line and it'll automatically be included in the concept. In case you want to add a concept outside this group, you must rewrite *t* so that it is grouped in another section.
- Click on Save
Total amounts: After following this process and when viewing the PDF you will see that the lines will be grouped under the same concept and the total amount of the grouped lines will appear in the total column.
Add lines outside the grouping: In case you want to add a line below and outside the grouping you should repeat the process (write *t* on the line and add lines below) so that it's separated from the previous grouping.
You now have additional tips and information regarding the various options available for waybills, and you'll be able to access and edit information in no time! ✅