Frequently asked questions (FAQ)
On this page you will find answers to frequently asked questions about EayTrans.
Do you have another question? Please do not hesitate to contact us via the contact form.
My customer asks me to put a second company name on the invoice, is this possible?
You can list two company names below each other on the invoice. In the customer data at ‘Company name’, enter the two company names separated by a / (space/space). For example: Company name 1 / Company name 2:
The appellation on the invoice will then look like this:
Would you like to put an alternative company name on the invoice? That is also possible; enter an alternative company name at the ‘Invoice address’ at the customer data. The entered company name for this customer will be displayed on the invoice.
How do I create a credit invoice?
An incorrectly invoiced order can be corrected in three ways. You can enter a correction via an order, create a credit invoice or modify and resend the invoice. Invoices with a negative total amount are created as credit invoices.
Correction via an order
Is the correction an error in one order? Then you can credit the overpaid amount by means of a ‘return’ order. You can create a new order, for example by copying the incorrect order, and deduct the overcharged amount by adding a minus sign (-) to the amounts. You can add a comment as ‘correction XXX (order number)’. The order can now go along with the next invoicing.
! EasyTrans generates collective invoices by default, invoices with a negative total amount are created as credit invoices.
Correction of incorrect invoice
You can also delete an invoice and create and (resend) a new corrected invoice with the same invoice number.
The incorrect invoice has now been corrected.
If your customer does not agree to receive a corrected invoice as described above, you can also create a credit invoice. EasyTrans generates collective invoices by default, therefore all orders listed on the invoice must be credited.
Invoices with a negative total amount are created as a credit invoice, you now have a credit invoice of the previously incorrectly created invoice.
How do I give my customer access to my customer portal?
When you have access to a Premium- or a Premium Plus package, you have your own customer portal. You can give your customers access to your Customer Portal by creating login details and granting rights to a contact person:
Your customer now has access to your customer portal with the login details you entered.
The web address of your Customer Portal is the same as that of your Transport Management System.
Can I change the text of the home page in my customer portal?
You can customize your own welcome message on the home page of your customer portal.
How do I give carriers access to my Carrier Portal / Drivers App?
When you use a Premium Plus package, you have your own Carrier Portal. Detailed information about the use of the Carrier Portal can be found in the manuals that are available.
You give your carriers access to your Carrier Portal by creating login details and granting rights to a carrier:
Your carrier now has access to your Carrier Portal with the login details you entered.
How do I create a rate for a first package and then a separate rate for the following packages?
You have different rates for a first and following packages. It is best to enter these rates using the graduated prices:
The window will now be expanded, the button ‘graduated prices’ will now appear:
In this case there is a different rate for the first packages, so we will create a graduated price for this:
With the example shown, the price of an order with 3 packages will now be: £8,- + 2 x £6,- = £20,-.
How do I create a user account?
If you work together with others in EasyTrans, give each user its own login account. This way everyone gets its own planning environment and you are able to see who has changed what in an order.
Next to your company details, under ‘Contact persons’ you see the users who can log in to your software package.
How do I setup my outgoing email?
EasyTrans can be used to send various e-mails, such as quotations, order confirmations, transport orders, invoices, etcetera. In order to send these e-mails, the outgoing e-mail must be set up.
To send e-mails from EasyTrans, your own e-mail is used. This has the benefit that e-mails originate from your own e-mail address. This gives the recipient more confidence that the emails are actually from you and do not end up in the spam folder. The recipient can also easily reply to the e-mails.
To be able to send e-mails from EasyTrans, the outgoing e-mail settings must be filled in. You need the SMTP settings of your e-mail provider for this. The required information can be requested from the supplier of your e-mail.
You can set the SMTP settings in the following way:
Alternative solution: Allow EasyTrans to send e-mails on your behalf
If it is not possible for you to use your own SMTP server, there is an alternative, you can give EasyTrans permission to send e-mails on your behalf. The receiving party checks if the received mail originates from you, if this is not the case it checks if you have given permission to send the mail on your behalf. This solution is called SPF. Unfortunately, setting up your “SPF record” is not always easy. It is a technical setting in the DNS settings of your website. The way this setting is done differs per provider.
Setting up your SPF record
You can set your SPF record in the DNS settings of your website. How you get to your DNS settings differs per provider. Usually you can log in to a Control Panel. You can ask your provider exactly how to access your DNS settings and how to modify your SPF record.
The SPF record often looks like this:
v=spf1 a mx ip4:your.ip.address ~all
By default, an SPF record will contain settings to allow your own domain name to be used as sender. To allow EasyTrans to send email on your behalf, you need to add the EasyTrans SPF record to your SPF record:
The adjusted SPF record will then look like this:
v=spf1 a mx ip4:your.ip.address include:spf.easytrans.co.uk ~all
Contact the EasyTrans support desk if you want to send e-mails using the SPF record method.
Can I add more countries?
In the main menu under ‘Countries’ you will find an overview of countries that can be selected within EasyTrans.
Activated countries can be selected in an order, deactivated countries are not shown.
! Note: You can also activate or deactivate countries via quick editing.