Order Creation Guide

Introduction

Creating an order in Sistrack is a simple 4-step process that guides you through registering all the necessary shipment information. The system will automatically show you the available rate options based on your account’s configuration.

Before You Start

To create an order you need:

• A sender (who is shipping the package)
• A recipient (who is receiving the package)
• Basic package information (description, weight)

If you don’t have senders or recipients registered yet, you’ll be able to create them during the process.

The 4 Steps to Create an Order

Step 1: Sender and Recipient

In this first step you define who is sending and who is receiving the package.

Select a Sender

If you already have senders registered:

1. Type the name in the search field
2. Select it from the dropdown list
3. You’ll see the selected sender’s details

If you need to create a new sender:

1. Click the "+ Create Sender" button
2. Fill in the form with:
   • Full name
   • Phone
   • Email
   • Full address (street, city, state, postal code, country)
3. Save the sender
4. The new sender will be selected automatically

Select a Recipient

If you already have recipients registered:

1. Type the name in the search field
2. Select it from the dropdown list
3. You’ll see the selected recipient’s details

If you need to create a new recipient:

1. Click the "+ Create Recipient" button
2. Fill in the form with all the details
3. Save the recipient
4. It will be selected automatically

Important: The sender’s and recipient’s country and postal code are essential for calculating the shipping rate.

Step 2: Package Description

In this step you describe the physical characteristics of the package.

Fields to Fill In

Tips for the Description

• Be specific but concise (e.g., “15-inch HP laptop”)
• Avoid vague terms like “stuff” or “various items”
• If it’s several items, mention the main ones

About Weight and Dimensions

• Actual weight: The weight shown on the scale
• Volumetric weight: Calculated from the dimensions (Length × Width × Height ÷ Factor)
• The system may use whichever is greater to quote the price, depending on your rate configuration

Step 3: Shipping Selection (Rates)

This is the most important step, where the system shows you the available shipping options with their prices.

How Does It Work?

1. The system automatically calculates the available options based on:

   • The sender’s location (origin zone)
   • The recipient’s location (destination zone)
   • The package’s weight and dimensions
   • The rates configured in the system

2. The options are shown with:

   • Service name (e.g., “Express,” “Standard,” “Economy”)
   • Calculated price
   • Estimated delivery time
   • Service features

3. Select the option that best fits your needs

Example of Shipping Options

Factors That Affect the Price

The price you see is calculated dynamically based on:

1. Geographic zones: The route between origin and destination
2. Service type: Express, standard, economy, etc.
3. Configured calculation method:
   • Flat rate: A single price regardless of weight
   • By weight: The price increases with weight
   • By volume: Considers the space the package takes up

Note: If you don’t see any available options, it may mean there are no rates configured for that route. Contact your administrator.

Cash on Delivery (COD)

If the selected service allows COD:

• The option shows a green COD tag in the list
• A field will appear to enter the amount to collect
• This amount will be charged to the recipient at the time of delivery
• The declared value can be used as a reference

If the field doesn’t appear, that service doesn’t support cash on delivery. The permission is activated per service level, in Rates → Service Levels, and applies to all rates for that service. Shipments picked up at a network office don’t support cash on delivery even if the service allows it.

Pickup Included

Some services include picking up the package. In those cases:

• The option shows the “Pickup included” tag
• You don’t need to schedule the pickup manually: it’s generated automatically when you create the order
• The review step reminds you of this before you confirm

Step 4: Additional Details

In the last step you fill in additional order information.

Available Fields

Payment Type

• Prepaid: The sender pays for the shipment when creating the order
• Collect on delivery: The recipient pays when receiving the package

Useful Notes

Examples of notes that help with delivery:

• “Deliver only to an adult”
• “Blue house with black gate”
• “Call before arriving”
• “Delivery hours: 9am - 5pm”

Summary and Confirmation

Before creating the order, the system shows you a summary with:

• Sender and recipient details
• Package description
• Selected shipping option
• Total price

Carefully review all the information before confirming.

After Creating the Order

Once the order is created:

1. You receive a unique tracking number
2. The order appears in your order list
3. You can print the label to attach to the package
4. You can generate the receipt for the customer

If the rate includes pickup: the confirmation screen shows the “Pickup scheduled” card with the address where the package will be picked up, the date, and the reference number. You don’t need to do anything else: the pickup has already been requested.

Available Actions

• View details: All the order information
• Edit: Modify data before shipping
• Print label: Generate the shipping label
• Generate receipt: Proof of purchase for the customer
• Change status: Update the shipment status

View and Manage Orders

Order List

On the main orders page you can:

• View all your orders
• Filter by status, date, customer
• Search by tracking number
• Select multiple orders for bulk actions

Order Detail

Clicking on an order shows you:

• General information: Number, date, status
• Sender and recipient: Full contact details
• Package: Description, weight, dimensions
• Price: Cost breakdown
• History: Status changes with date and time
• Progress bar: Visualization of the shipment’s progress

Editing an Order

You can edit certain order details as long as it hasn’t been shipped yet:

• Package description
• Notes
• Recipient details
• Internal notes

Note: Some fields, such as the price or the route, can’t be modified after the order is created.

Practical Tips

To Speed Up the Process

1. Register your frequent contacts: Save time when creating orders
2. Use the order ID: Link with your sales system
3. Fill in the notes: Makes delivery easier

To Get Better Rates

1. Weigh and measure correctly: Avoid pricing surprises
2. Optimize packaging: Smaller size = lower volumetric cost
3. Group shipments: Check volume-based rates

To Avoid Problems

1. Verify addresses: Incorrect addresses cause delays
2. Declare the real value: Important for insurance
3. Indicate if fragile: For proper handling

Frequently Asked Questions

Why don’t I see any shipping options?

It could be that:

• There are no rates configured for that route
• Sender or recipient information is missing
• The weight or dimensions are out of range

Can I change the recipient after creating the order?

Yes, as long as the order hasn’t been dispatched.

How do I know the price before creating the order?

The system shows you the prices in Step 3, before confirming.

Can I create several orders at once?

Yes, use the Bulk Import feature to upload multiple orders from a file.

Next Steps

• Learn about how rates work
• Explore calculation methods
• Check out bulk import to create many orders at once

Need more help? Contact technical support.