Last updated: 22.07.2024

Valid from: Opter 2024.06.00

Office (window)

Settings > Offices

The settings configured in this window are called the office settings. Many general settings, which are often used as default settings, are set here. The same settings can then be made at lower levels of the system, such as at the region, customer and customer reference levels, to customise the system in more detail.

The window’s tabs

This tab can be used to control the weight calculation, weight correction, sources of geographical data and route optimisation.

Weight factors

Function Description
Weight calculation

Select weight calculation from the drop-down list. Click on to create a new weight calculation. For more information, see Calculating the pricing weight.
Update collection freights automatically

We recommend that a consignment is created rather than using collection freight. For more information, see Consignment.

: Collection freights are updated automatically.

: Collection freights are not updated automatically.
Extra for weight correction

The weight correction can automatically add a surcharge if the initially specified weight or volume of the order is less than the sum of the weights or dimensions of the package rows measured. For more information, see Weight correction.

Use the drop-down list to select whether or not to add an extras price item. The prices of the extras are set in the price lists.

Route optimization settings

It is only for internal Opter use, and should not be used. Even if a row is added and a value is entered in the table, such as "Service time per stop 180 seconds", it is not used in the route optimisation.

Use this tab to set up how invoicing will work. These are the basic settings for invoicing. Many of the settings can be overridden elsewhere, for example in the customer registry.

Function Description
Invoice template scheme

Select which invoice reports to use. Click on to see which reports are set for the different groups.

For more information, see Reports (window).

To make an exception for a specific customer, set it up on the Invoice information tab in the Invoice design drop-down list in the customer registry.
Fee

Select the invoice fee.

To make an exception for a specific customer, set it up at Register > Customers, on the Invoice information tab in the Fee drop-down list.
Payment Condition

Select the payment conditions.

To make an exception for a specific customer, set it up at Register > Customers, on the Invoice information tab in the Payment condition drop-down list.
Late payment interest rate

Select the late payment interest rate from the drop-down list, for example 10%.

To make an exception for a specific customer, set it up at Register > Customers, on the Invoice information tab in the Late payment interest rate drop-down list.
To be invoiced

Select the invoicing interval from the drop-down list, for example invoices every two weeks or monthly.

To make an exception for a specific customer, set it up at Register > Customers, on the Invoice information tab in the To be invoiced drop-down list.
Invoice type

Collection invoice: one invoice per customer is created.

One invoice per customer project: one invoice per customer project is created.

One invoice per order: one invoice per order is created.

To make an exception for a specific customer, set it up at Register > Customers, on the Invoice information tab in the Invoice type drop-down list.
Invoicing mode

One open period. Only one invoice period can be open at a time. The open invoice period must be closed before a new invoice period can be created.

Multiple open invoicing periods. It is possible to have several invoice periods open at the same time.

If several invoice periods are open at the same time, they must be closed in the same order as they were opened.

Add to an open period. To be able to create invoices and add them to the existing open period in which there are already one or more invoices.
Invoice number order

Select the order in which invoice numbers are taken when invoices are created in an invoice period.

  • Customer code. If there are several invoices for the same customer, the invoices will be numbered consecutively. If there are invoices for several different customers, the numbering of the invoices follows the customer codes in alphabetical order.

  • Amount. If the invoice number order should follow the size of the amount on the invoice. The invoice with the lowest amount to pay should have the first available invoice number and so on.
Include length digit in OCR-number

: Include the length digit in the OCR number.

: Do not include the length digit in the OCR number.

Only used for OCR number types 1 (Swedish) and 8 (Svea KID).

Does not apply to OCR types created in the OCR number type window.
Invoice export

The invoice export group used by default.

Exceptions can be made for a customer by selecting a different export group from the Invoice export setting drop-down list on the Invoice information tab of the customer registry. If [Default] is selected from that drop-down list, the export group selected here will be used.

The default export group can also be set in the Invoice export settings window.

For more information, see Invoice exports.
No invoices before

Enter the earliest date that can be used as the invoice date when invoicing. This can be useful, for example, in order to lock a period of time.

If attempts are made to create invoices with an earlier invoice date than the one specified here, a message is displayed indicating that the invoice date is too early when invoicing.

The Invoice payment tab can also be used to set a date lock for payment registrations (the No payment before date field).

Invoice prices include fuel extra

Invoice prices include currency extra prices

Invoice prices include delivery option prices

Controls whether or not fuel extra, currency extra and optional price items are included in the total price of the order row on the invoice (i.e. included in the Price_Customer tag or not).

As fuel extra and currency extra are integrated into the total price of the order row, it is not clear how much of the total price of the order row is fuel extra and currency extra. To make it clearer, the total sum for fuel extra and currency extra can be shown on a separate row in the summary at the bottom of the invoice. For more information, see Show fuel extra on invoices.

The options are displayed on the order row as items (under <!-- Price Items --> in the report), but with Invoice prices include delivery option prices you choose whether or not to include the price of the option price items in the total price of the order row (with or without fuel extra and currency extra), and whether or not to include the price of the option price item in the total price of the price item row (i.e. include it in the TotalPrice_Customer tag).

Many e-invoice exports, including all those that follow the Peppol standard, will not work if any of these checkboxes are deselected. This is because such exports check that the sum of all the order rows matches the total sum on the invoice.

Even rows for fuel extra, currency extra and options are added to the summary, these are not counted as regular order rows, and this does not make the e-invoice exports work.

An order with the following price rows will be displayed as below on the order row of the invoice.

+ + : None of fuel extra, currency extra or options are included in the total price of the order row. Only the price from other price rows is included (SEK 381). The options are also not included in the total price of the price item rows (i.e. in the TotalPrice_Customer tag).

+ + : Only fuel extra is included in the total price of the order row (SEK 381 + 38.10). Fuel extra for options is not included because the options themselves are not included. The options are also not included in the total price of the price item rows (i.e. in the TotalPrice_Customer tag).

+ + : Only currency extra is included in the total price of the order row (SEK 381 + 12.57). Currency extra for the options is not included because the options themselves are not included. The options are also not included in the total price of the price item rows (i.e. in the TotalPrice_Customer tag).

+ + : Only options are included in the total price of the order row (SEK 381 + 150). Fuel extra and currency extra for the options are not included, nor are they included in the total price of the price item row (i.e. in the TotalPrice_Customer tag).

+ + : Only currency extra is included in the total price of the order row (SEK 381 + 38.10 + 12.57). Fuel extra and currency extra for options are not included because the options themselves are not included. The options are also not included in the total price of the price item rows (i.e. in the TotalPrice_Customer tag).

+ + : Fuel extra and options (inc. fuel extra) are included in the total price of the order row (SEK 381 + 38.10 + 150 +15). Fuel extra is also included in the total price of the price item row (i.e. in the TotalPrice_Customer tag).

+ + : Currency extra and options (inc. currency extra) are included in the total price of the order row (SEK 381 + 12.57 + 150 + 4.95). The currency extra is also included in the total price of the price item row (i.e. in the TotalPrice_Customer tag).

+ + : Fuel extra, currency extra and options are included in the total price of the order row (SEK 381 + 38.10 + 12.57 + 150 + 15 + 4.95). Fuel extra and currency extra are also included in the total price of the price item row (i.e. in the TotalPrice_Customer tag).
Invoice negative price items as corrections

: Invoice price items with negative prices as corrections.

: Invoice price items with negative prices as price items with negative amounts on the invoice.
Use current VAT rate for corrections

: Use the current VAT rate for corrections.

: Use the VAT rate from the date of the original invoice.
Separate invoice numbers for regions

Warning

It is only advisable to set up different invoice number series for different regions if you work with several different companies (legal entities) in the same Opter system. For more information, see Offices and regions.

: Use separate invoice number series for regions.

: Do not use separate invoice number series for regions.
Show from date as option when creating invoices

: The From date field is displayed in the Create invoices window. Enables selection of the order date from which orders should be included in the invoice period.

: The From date field is not displayed in the Create invoices window. All orders not yet invoiced up to the end date are included in the invoice period.

Show account coding date as option when creating invoices

: The Accounting date field is displayed in the Create invoices window. Allows a transaction date to be entered on the invoice, which is then used as the accounting date.

: The Accounting date field is not displayed in the Create invoices window. The invoice date is used as a transaction date and accounting date.
Manual invoice date when create

: The current date is already filled in as the invoice date in the Create invoices window. The date can be changed.

: The last day of the previous month is already filled in as the invoice date in the Create invoices window. The date can be changed.
Include created interest on transport invoices

: Include any late payment interest rates on the next invoice.

: Do not include any late payment interest rates on the next invoice. Instead, invoice late payment interest separately.

For more information, see Invoicing late payment interest and reminder fees .
Include created reminder fess on transport invoices

: Include generated reminder fees on the next invoice to the customer.

: Do not include generated reminder fees on the next invoice to the customer. Instead, invoice reminder fees separately.

For more information, see Invoicing late payment interest and reminder fees .
Include attachments without a file category in invoice mailings

Select the checkbox to allow attachments without a file category to be sent with invoices.

If Include with invoice is for an attachment in the Attachments section of order reception (1), and the attachment does not have a category (2, File category = [None]), then the setting for this checkbox applies.

For more information, see Attachments, order reception.

Use this tab to configure settings on how shipments should work in dispatch.

Contact Information

Function Description
Email

Email address for dispatch.
Telephone number

Telephone number, including country code. Example: “+460701234567”.

If a phone number is entered here, drivers can call dispatch by tapping a button on the chat page in Opter Driver for iOS. For more information, see Chatting or calling dispatch from Opter Driver for iOS.

Queue/schedule

For more information, see Activating and grouping the queue in dispatch.

Function Description
Enable scheduled planning

We recommend that this is not used.
Enable container planning

We recommend that this is not used. The checkbox and function will be deleted.
Enable queue

In dispatch it is possible to choose to display a queue of vehicles/resources that currently have no shipments. For more information, see Activating and grouping the queue in dispatch.

: The queue is updated when new positions or status updates are received.

: The queue is not updated when new positions or status updates are received.

  • In this case, we recommend that the Queue panel is not displayed in dispatch, as it will not be updated and will therefore be misleading. To delete it, click on the View menu tab at the top of dispatch and then deselect Queue.

  • If the queue is not being used, it is a good idea to deselect this checkbox, so that the queue function does not consume power unnecessarily.
Group by vehicle type

: The queue in dispatch is grouped by vehicle type. This means that the vehicle that became empty earliest within a vehicle type is displayed at the top of the list for that vehicle type.

In order to group the queue by vehicle type, the primary resource must be vehicles, because employees do not have a vehicle type.

: The queue in dispatch is not grouped by vehicle type.
Group by zone

: The queue in dispatch is grouped by geographical zone. This means that the vehicle that became empty earliest in a zone is displayed at the top of the list for that zone.

For more information, see Activating and grouping the queue in dispatch.

: The queue in dispatch is not grouped by zone.
Group by region

: The queue in dispatch is grouped by region. This means that the vehicle that became empty earliest in a region is displayed at the top of the list for that region.

: The queue in dispatch is not grouped by region.
Collection of geographic zones for queue

If the Group by zone checkbox has been selected and a collection of geographical zones is to be used, this can be set in the Collection of geographic zones for queue drop-down list.

For more information, see Activating and grouping the queue in dispatch and Geographic zone collections (window).

Dispatch

Function Description

Set details when splitting shipments

: The Split shipment window appears when shipments are split in dispatch by dragging and dropping them onto a terminal box. There it is possible to fine-tune the settings for the split.

: The shipments are split straight away when drag and dropped onto a terminal box.

Only load shipments for (selected) region in dispatch

: When dispatch is started, a dialogue box appears in which it is possible to select the regions from which shipments are to be shown.

  • It does not matter whether the region is selected on the order (under Data in order reception) or on the shipment itself (General tab under Details on the shipment). It is sufficient that the region is selected in one of the places for the shipment to appear in dispatch.

  • If [None] is selected, shipments that have a region on either the order or the shipment are not displayed.

  • If there are different regions on the order and the shipment, the region set for the shipment takes precedence.

: All shipments are displayed in dispatch regardless of the region.
Action for selected shipment if space bar

Select what happens to the precedence in dispatch when the space bar is pressed:

  • Open order (default): The most recently selected order is opened in order reception. It is therefore not possible to open several orders at the same time.

  • Change to next status: All the selected shipments are moved to the next status in the life cycle.

  • None: The keyboard shortcut is disabled.

Dispatch needs to be restarted for the changes to take effect.
Action for selected shipment if Enter/double click

Choose what to do with the shipments in dispatch when Enter is pressed or a double-click is done:

  • Open order: The most recently selected order is opened in order reception. It is therefore not possible to open several orders at the same time.

  • Change to next status (default): All the selected shipments are moved to the next status in the life cycle.

  • None: The commands are disabled.

Auto dispatch

Here it can be defined how routes are selected on orders that are auto dispatched.

Function Description
Cost calculation

Cost then arrival time: Opter prioritises the route with the lowest number of points.

Arrival time then cost: Opter prioritises the route with the earliest arrival time.
Number of days of scheduled routes to include

The number of days ahead that Opter checks for suitable routes.

Set this setting to "5". You have the Sundsvall-Luleå route once a week, on Wednesdays, with the latest departure time 10.00 am from the terminal in Sundsvall.

A shipment with a last delivery time to the terminal in Sundsvall at 1.00 pm on Wednesday is then not automatically auto dispatched on that route because there are more than 5 days until the next departure time. Instead, Opter looks for another route that departs within 5 days.
Auto dispatch depth

Number of shipments into which an order is split for auto dispatch.
Adjust shipment sharing pursuant to distance

: The percentage share is adjusted based on the distances of shipments when the order auto dispatched or split.

: The percentage share is divided equally between the shipments when the order is auto dispatched or split.

For more information and examples, see Split the revenue between the shipments on an order.

Auto dispatch existing orders when changing service

: The order is auto dispatched to new routes when the service on the order is changed. It is not necessary to click on Auto dispatch again. If you switch to a service that does not allow auto dispatch, the routes will be removed so that the order consists of only one shipment.

If the service on an order that has already been started is changed, shipments could be cancelled as they may disappear when the routes are changed.

: The existing routes on the order are retained when the service on the order is changed.
Give auto dispatch points to line-haul when no pickup

: If the pickup shipment is deleted from the order, the share from that shipment is moved to the line shipments on the order.

: If the pickup shipment is deleted from the order, the share from that shipment is moved to all the other shipments on the order, i.e. including the delivery shipment.

Some statistical reports may be misleading because they assume that there is a pickup shipment.

If you have an order with four shipments (25% each) and you delete the first shipment, the 25% will be split between the two line shipments if the checkbox is selected (37.5% + 37.5% + 25%). If the checkbox is not selected, the 25% is divided equally between the remaining three shipments (33.3% + 33.3% + 33.4%).
Give auto dispatch points to line haul when no delivery

: If the delivery shipment is deleted from the order, the share from that shipment is moved to the line shipments on the order.

: If the delivery shipment is deleted from the order, the share from that shipment is moved to all the other shipments on the order, i.e. including the delivery shipment.

Some statistical reports may be misleading because they assume that there is a delivery shipment.

If you have an order with four shipments (25% each) and you delete the last shipment, the 25% will be split between the two line shipments if the checkbox is selected (25% + 37.5% + 37,5%). If the checkbox is not selected, the 25% is divided equally between the remaining three shipments (33.3% + 33.3% + 33.4%).

This tab can be used to configure an email account, outgoing emails from Opter and the Pixie service, which is used for SMS notifications. For more information, see Sending emails from Opter and Activating the Pixie SMS service.

Function Description
SMTP-server

The server address the email service or internet service provider uses for outgoing messages, e.g. “smtp.office365.com”.
Test email

Opens a dialogue box where the email account can be tested.
Port

Port for outgoing email on the SMTP server, usually 587.

Username

User ID for email account. Usually the same as the email address.
Password

Password for the email account.
Secure connection (SSL)

: Email traffic is encrypted with SSL.

: Email traffic is not encrypted.
Log messages

: Messages sent via the above email account are logged in Opter and can be searched for by clicking on Search email.

: Messages sent via the above email account are not logged in Opter and it is not possible to view the messages that have been sent.
Search email Opens a window in which searches can be carried out on emails sent from Opter.
SMS sender

What is shown as the sender of the SMS notifications. A maximum of 11 characters, A–Z, a–z and 0–9.

Dimmed unless Use Http SMS is selected.
Default country calling codes

Country code in the format “46” or “0046”, not “+46”.

Used if a country code is not already included in the telephone number to which the notification is sent.

Dimmed unless Use Http SMS is selected.
SMS Id

User name for the Pixie service.

Dimmed unless Use Http SMS is selected.
SMS password Password for the Pixie service.

Do not send SMS notifications before +

Do not send SMS notifications after

The times between which automated SMS notifications may be sent, for example from “8.00 am” (Do not send SMS notifications before) to 9.00 pm (Do not send SMS notifications after). Can be overridden for individual services.

For more information, see Setting the time interval for automatic SMS notifications.

Dimmed unless Use Http SMS is selected.
Use Http SMS

: The SMS is sent directly from Pixie to the telephone number.

: The SMS is sent via the email account that has been configured in Opter. Log into Pixie and enter the address of the email account set up higher up on this tab (usually the same as the Username field above).
Test SMS Opens a dialogue box where the Pixie service can be tested.
Server settings are moved to system (click here to open)

Opens the System Settings window.

This tab can be used to configure certain settings for scanning, such as whether the system should check that the location of the scan is correct and whether a new order should be created if an unknown freight bill number is scanned.

Scanning

Function Description
Time limit to consider a package missing (minutes)

A package is reckoned to be missing if the other packages on the same order have progressed further, such as having arrived at the next terminal. To avoid a warning about this being issued by the Missing packages column in dispatch, order and consignment check during the time it takes to scan all the order packages, enter a number of minutes delay here.
Terminal work timeout

If the Create a new order when scanning missing packages function is used, a new order is created if a missing package arrives at a terminal after the other packages on the order have departed. To avoid this happening by mistake when the other packages have already had a departure scan, but loading work is still in progress, set a few minutes delay here.
Create new order when scanning unknown freight bill number

: When an unknown freight bill number is being scanned, a new order is created automatically.

In the field below it is possible to specify which customer to use when creating new orders from unknown freight bill numbers.

: When an unknown freight bill number is scanned, a new order is not created automatically.
Customer for order created when scanning unknown freight bill number

(field)

Enter the customer to be used when new orders are automatically created when scanning unknown packages.

Dimmed if Create new order when scanning unknown freight bill number is deselected.
Consolidation type upon arrival scan

(drop-down list)

Enter the consolidation type to be used if the Consolidate at arrival scan function is used.

For more information, see Consolidating upon arrival scanning at a terminal and Consolidating orders.
Create a new order when scanning missing packages

: When missing packages are being, a new order is created automatically.

Note:

Note:

A number of minutes of delay can be set in the Terminal work timeout field above.

: When missing packages are scanned, a new order is not created automatically.
Update status and resource when freight bill scanning, even if the relevant status has been reached : During freight bill scanning, the status and resource are updated even if the relevant status has already been reached.

: During freight bill scanning, the status and resource are not updated even if the relevant status has already been reached.
No checking of location when scanning

: The location of the scan is not checked.

Example: an order goes from the sender to terminal 1, then to terminal 2, and then to the receiver. If a package or freight bill on the order has undergone arrival and departure scanning at terminal 1 and then at terminal 2, and then undergone arrival scanning at terminal 1 again, the scan is approved in Opter Driver/Opter Terminal. However, the status of the shipment does not change even though the shipment is now back at an earlier position in the order chain.

: The location of the scan is checked. If the scan occurs in an unexpected location, the user receives a message.
Split order on arrival/departure scan at unexpected terminal : If an arrival or departure scan takes place at an unexpected terminal, the order is automatically split at that terminal.

: If an arrival or departure scan takes place at an unexpected terminal, the order is not automatically split at that terminal. Instead, if the No checking of location when scanning checkbox (above) is deselected, the user receives an error message stating that the scan is being done in the wrong place.
Logon as terminal in Opter Terminal

Choose whether users should log in as terminals or with personal user accounts:

: Users log in as terminals in the Opter Terminal app.

: Users log into Opter Terminal with personal user accounts. In the app, the user specifies the terminal at which they are scanning.

For more information, see Installing Opter Terminal for Android.
Do not reset order date on status change

: After a change of status, the order date is not reset.

: After a change of status, the order date is reset, i.e. the order date is set to today’s date.

Tip

Tip

Also make sure that the Reset order date upon scanning checkbox in the order settings on the Settings tab has the desired setting for new orders. For more information, see Order entry settings (window).
Block delivery scan if the shipment is not allocated to the resource : Delivery scanning is blocked if the shipment is not assigned to the resource.

: It is possible to do a delivery scan even if the shipment is not assigned to the resource.
Assign resource upon arrival scan if no resource has been specified : Assign resource upon arrival scan if no resource has been specified.

: Do not assign resource upon arrival scan, even if no resource has been specified.
Use the Weight Correction function if the weight is changed in Opter Terminal

: The weight correction function is used for weight corrections made in Opter Terminal. The weight of the order is only updated and the price recalculated in the case of an upward weight correction.

: The weight correction function is not used for weight corrections made in the Opter Terminal. If a weight correction is made, the weight of the order is always updated and the price is always recalculated.

For more information, see Weight correction and Changing package dimensions in Opter Terminal.

Status

Function Description
Warn if other resource when departure scan from status (inclusive)

Applies to departure scan at terminal.

If you want the resource (driver/vehicle) to be given a warning in Opter Driver if a departure scan is done on something that is associated with a different resource’s shipment, select the status from which the warning should be shown, for example Assigned.

The default setting is Picked up.

It is possible to make exceptions to the general setting. To make exceptions for certain vehicles, click on Register > Vehicles, then on the Mobile/web tab, and make the desired setting in the Scanning box.

To make exceptions for certain drivers, click on Register > Employees, then on the Mobile/web tab, and make the desired setting in the Scanning box.

For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.
Warn if other resource when pickup scan from status (inclusive)

Applies to pickup scanning at the sender.

If you want the resource (driver/vehicle) to be given a warning in Opter Driver if a pickup scan is done on something that is associated with a different resource’s shipment, select the status from which the warning should be shown, for example Assigned.

The default setting is Picked up.

It is possible to make exceptions to the general setting. To make exceptions for certain vehicles, click on Register > Vehicles, then on the Mobile/web tab, and make the desired setting in the Scanning box.

To make exceptions for certain drivers, click on Register > Employees, then on the Mobile/web tab, and make the desired setting in the Scanning box.

For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.

Block change of status/resource if other resource when departure scanning from following status (inclusive)

Applies to departure scan at terminal.

If only the resource (driver/vehicle) who was assigned the shipment should be able to make changes to the status or resource in Opter Driver during departure scanning, select the status from which the block applies, for example Assigned.

The default setting is Picked up.

It is possible to make exceptions to the general setting. To make exceptions for certain vehicles, click on Register > Vehicles, then on the Mobile/web tab, and make the desired setting in the Scanning box.

To make exceptions for certain drivers, click on Register > Employees, then on the Mobile/web tab, and make the desired setting in the Scanning box.

For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.
Block change of status/resource if other resource when pickup scanning from following status (inclusive)

Applies to pickup scanning at the sender.

If only the resource (driver/vehicle) who was assigned the shipment should be able to make changes to the status or resource in Opter Driver during pickup scanning, select the status from which the block applies, for example Assigned.

The default setting is Picked up.

It is possible to make exceptions to the general setting. To make exceptions for certain vehicles, click on Register > Vehicles, then on the Mobile/web tab, and make the desired setting in the Scanning box.

To make exceptions for certain drivers, click on Register > Employees, then on the Mobile/web tab, and make the desired setting in the Scanning box.

For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.
Set status with final delivery scan of package label

: When the resource (driver/vehicle) delivery scans a package label, the status is set to Delivered/Delivered.

This setting is not recommended, as the status is set to Delivered/Delivered before the driver has filled in the proof of delivery page in the Opter Driver app.

: Status not set automatically when delivery scanning package labels.
Set status with final delivery scan of freight bill

: When the resource (driver/vehicle) delivery scans a freight bill, the status is set to Delivered/Delivered.

This setting is not recommended, as the status is set to Delivered/Delivered before the driver has filled in the proof of delivery page in the Opter Driver app.

: Status not set automatically when delivery scanning freight bills.