Introduction

The Shipmate Windows Application allows you to quickly and easily integrate your Warehouse or Order Management System and your label printer with Shipmate. This companion app works in the background and has a number of useful features to help you get the most out of Shipmate and easily generate labels in a fast-paced despatch environment. This help guide explains how to configure the app and use each of its features.

System Requirements

Minimum requirements:

• Windows computer running Windows 7, 8 or 10
• .NET Framework version 4.5.2 or later
• Label Printer with 4x6" thermal labels or Inkjet/Laser Printer and A4 Label Stationery
• Internet Connection
• Shipmate account

Optional requirements:

• Barcode scanner for Scan and Print functionality

Installation

You can download the Shipmate Windows Application directly from our website.

Simply follow the on-screen instructions to get the app running on your computer. If you receive a security warning when installing the application saying Windows protected your PC, click the “More info” link then the “Run anyway” button.

Once installed, the Shipmate Windows Application will automatically keep itself updated to the latest version as we release new features.

Logging In

To use the Shipmate app you simply log in with your Shipmate account. This is the same username and password you use to access the web-based Shipmate application. If you have forgotten your password, click the “Reset password” link and you will be taken to a web page where you can reset it.

Getting Around the App

The Shipmate app has been designed to run in the background and stay out of your way in processing your orders for the vast majority of the time, meaning you can process your delivery labels inside the software you normally use to process orders. The Shipmate app has three key aspects: the System Tray or “Systray” Icon, the Recent Parcels Pane and the Preferences screen.

Whenever you need to access the Shipmate app, simply click the Systray Icon to view the Recent Parcels Pane, which always shows the six most recently produced labels and allows you to access the Preferences screen by clicking the cog icon in the top-right hand corner of the pane.

Getting Started

Once you have logged in to the Shipmate app for the first time, the Preferences window will appear, allowing you to configure the app with your printer and Order Management System. The first choice you have is whether Shipmate should start automatically when you start your computer. We recommend that you leave this option ticked as Shipmate does not use much memory or processing power while not being used, but will always be available instantly whenever you need it. If you choose not to have Shipmate starting automatically, you can always click the shortcut icon in your Start menu or on your desktop.

Configure ZPL-II Compatible Printers

To configure a ZPL-II compatible printer, such as the Zebra GK420d or Citizen CL-S521, first choose the printer from the list of available printers on your computer, then select the “Thermal Label” print format option. You can check your printer is configured correctly by clicking the “Test Print” button.

Configure Shipmate To Print PDF Labels

If you use a laser or inkjet printer, or your printer does not natively support ZPL II, you can configure Shipmate to print labels in PDF format - the most popular document format.

First choose the printer you wish to use from the list of available printers on your computer, then select the “PDF” print format option.

You will then see another list appear asking which PDF Template you wish to use. Default options include 6x4 portrait, designed for thermal labels not compatible with ZPL, then S16 Integrated Label (top-right) and S16 Integrated Label (bottom-left) - the S16 is a commonly available integrated label on an A4 sheet used with laser and inkjet printers.

Ensure the correct Paper Size is selected - in most cases this will either be A4 or 4x6" Portrait.

You can check your printer is configured correctly by clicking the “Test Print” button.

If you use another type of print media, please contact our technical support team with the specifications of your print media and we will configure a new layout for you. Please note in most cases the printed area of your labels must be at least 6x4 inches (152.4 x 101.6mm) in size.

Common Printer Settings

Zebra GK420d, Zebra ZD220, Zebra ZD420 (203dpi) or Citizen CL-S521
Use the Thermal Label output option.

Zebra ZD420 (300dpi)
Use the PDF output option and select the 6x4 Portrait template.

DYMO LabelWriter 4XL
Use the PDF output option and select the 6x4 Portrait template.

A4 Inkjet or Laser Printer
Use the PDF output option and select one of the S16 templates.

Configuring Order File Imports

The Shipmate app is designed to work with your existing Warehouse Management System or Order Management System by continually polling a directory on your computer, watching for an order file to process. When an order file is detected, it is uploaded automatically to our servers and processed, with the resultant labels output either directly to your printer or to file.

To configure data imports, click the “Order Data” tab on the Preferences window. Check the first option labeled “Poll a directory on my computer for order files to process”, then either enter a directory path or click the “...” button next to the file path text box to select the directory your software outputs order files to.

Once you have selected the correct directory, click the “Options…” button to configure further settings.

First ensure the file type is correct, either CSV, TXT or XML. Most systems output files in CSV (Comma-separated Values) format.

The data mapping should then be selected. If you have not yet imported an Order File into Shipmate, you will need to do this first using the Shipmate Web Portal, and save the mapping - see the Create New CSV Mapping section for more information about how to do this. It is important that Shipmate knows how to process your data to ensure parcels are booked with the carriers correctly.

You may then choose what happens to the order file once it has been processed. It can either be moved to another directory or deleted permanently. In most cases deleting the file is recommended as it should not be needed again. If you move the file to another directory, it is recommended that you set up a routine to regularly delete files after a certain period of time, as they can quickly build up.

Once you have finished configuring the Order File import, click the “OK” button.

Outputting Tracking Numbers

If you wish to reconcile tracking numbers against your orders inside your order processing system, Shipmate can output files to help do this. To output tracking files, click the “Order Data” tab on the Preferences screen, then check the “Output a file containing the order's tracking reference” option. Enter the directory path you wish files to be output to, or select the “...” button next to the text area to select a directory easily.

To configure further options, click the “Options…” button next to the tracking file directory path.

In the window that appears, you can choose from the simple default output format, or if you have had a bespoke tracking file format created for your account, you may choose that from the drop-down menu.

When using the default output, you can select the delimiter (separator) character and choose whether the header row is output.

In both cases you can choose the file name format to be given. You can choose either the order number, tracking number or a custom file name. The file name will automatically have the “.csv” extension appended to it on export.

Once you are satisfied with your configuration, click the “OK” button to save your configuration and close the window. Click either the “OK” or “Apply” button on the Preferences screen to save your changes.

Exporting Label Graphics

By default all labels will be printed out directly to your configured printer. If you wish to print your labels using another application, you can configure the Shipmate app to export labels as graphics files to be imported by your software instead. This is particularly useful for software that generates an integrated invoice or delivery note and label document.

To output label graphics, click the “Order Data” tab on the Preferences screen, then select the “Output Labels To File...” option. Enter the directory path you wish files to be output to, or select the “...” button next to the text area to select a directory easily.

To configure further options, click the “Options…” button next to the label output directory path. In the window that appears, you can select either PDF or PNG file formats, the layout if you are exporting a PDF file and the image resolution if you are outputting a PNG file. We recommend outputting labels in 300 dpi wherever possible. You can also choose the name the file should be given. You can choose either the order number, tracking number or a custom file name. The file name will automatically have the correct file extension appended to it on export.

Once you are satisfied with your configuration, click the “OK” button to save your configuration and close the window. Click either the “OK” or “Apply” button on the Preferences screen to save your changes.

Generating Labels from your Order Management System

If configured correctly to work with local third party applications such as Order Management Systems, the Shipmate app will continually poll the selected directory on your computer for an order file to process. Usually invoking the Print Shipping Label functionality inside your Order Management System will cause the system to output a file that Shipmate can then process and then print your label. See Configuring Order File Imports for more information about setting this up.

Generating Labels using WebPrint™

If you are using the Shipmate web application or another application or plugin that supports Shipmate WebPrint™, simply click the “Print Label” or equivalent button inside the application to send the label directly to your printer. If the button is greyed out or the facility is otherwise unavailable, check that you have WebPrint™ enabled. You may print the label as many times as you wish - the parcel will not be re-booked each time and you will not be charged for printing duplicate labels.

Reprinting Labels

Shipmate makes reprinting labels easy. If a label is damaged or the printer runs out of print media, you can easily access the six most recently printed labels by clicking the Shipmate “S” systray icon, moving your mouse over the label you wish to reprint and click the “Reprint” button. Shipmate also treats parcels given the same order reference as a reprint, so you can simply print the label from inside your Order Management System or Warehouse Management System again to reprint a label - the parcel will not be booked twice and you will not be charged for printing duplicate labels.

Using Scan and Print

In addition to sending labels to your printer from web-based portals and applications, you can also request labels from Shipmate to be printed on-demand using Scan and Print.

To enable Scan and Print, simply click the barcode icon in the top-right of the pop-up menu. This reveals a text input box you can either type into, or scan barcodes into. When you press return/enter or click the 'GO' button, Shipmate will attempt to retrieve labels based on the data input, and print them straight out.

Shipmate will search for labels based on the following criteria:

• Order Reference
• Parcel Reference
• Carrier Tracking Number
• Shipmate Universal Tracking Reference

A typical use case is scanning in the order number from a picking list or invoice, which can in turn retrieve the parcel label(s) associated with that order.

Signing Out

If you wish to sign out or logout of your Shipmate account, simply click the Shipmate “S” systray icon, click the Preferences cog icon to access the Preferences screen then click the “Sign Out” link. Your session with the Shipmate app will be closed and the login screen will appear.

Quitting the App

While not logged in: To quit the app, simply right-click on the Shipmate “S” systray icon, then click “Quit”. You will not be able to print any labels until the app is restarted.

While logged in: To quit the app while logged in, simply click on the Shipmate “S” systray icon, then click your profile image, and finally click Quit. You will not be able to print any labels until the app is restarted.

Installation Issues

Depending on your computer's security settings, you may need to run the installer with Administrator privileges. To do this, navigate to the directory you downloaded the installer file to, then right-click the icon and select Run as Administrator.

If you use third-party anti-virus or firewall software, you may to configure exceptions to allow Shipmate to run. Given the wide range of security software available, we are unable to directly support these so you will need to consult their user guide or support if you need help with this.

Disconnected from Shipmate

If you cannot print labels to your printer, or notice that a red dot has appeared on the Shipmate Status Bar icon - this means you have been disconnected from the Shipmate WebPrint™ server. This can happen for a variety of reasons, such as not being in use for a while, or another computer signing in on the same account.

To get back up and running, simply click the Shipmate “S” Status Bar icon, then click your profile image, and finally click Reconnect. You will then be able to print labels again.

ZPL Label Not Aligned

All label printers and label stationery are different so from time to time you may need to adjust the alignment on the Shipmate Windows Application in order for labels to be centred on the paper.

This is easily adjusted by updating your printer configuration - simply click on the Shipmate systray icon, then the Preferences cog and finally the Printing tab. Click the Configuration button to open the Thermal Label Configuration screen.

Using the Up, Down, Left and Right buttons, click the relevant buttons to move the label in that direction by one dot at a time. Most ZPL printers operate at 8 dots per mm, which gives you an indication for how much to adjust the position.

Click OK to save your changes and try printing another label to check your adjustment. Continue this process until your label is perfectly centred.

Citizen CL-S521 ZPL Mode

If you use the Citizen CL-S521 and it is not in ZPL mode, when you try to print using the Shipmate Windows Application you will notice the Error light flashes and no label is printed. This is a common issue with Citizen printers and means that it is not booted up in ZPL mode.

To switch the printer into ZPL mode, first turn off the printer.

1. Turn on the printer while holding down the Pause and Feed keys together
2. The printer will beep three times and the Condition LED will flash
3. Press the Feed key twice to enter ZPL emulation (you will hear a beep each time you press the key)
4. Press the Mode / Repeat key to save the new settings
5. The printer will then beep three more times and restart in the correct mode.

To restore the printer in Datamax mode, repeat the steps above but instead of pressing the Feed key twice in step 3, press it just once.

You will notice the printer is listed in Windows as CLP-S521Z. You should ensure the Shipmate app is configured to print to this new printer option.

Unable to Reprint Labels

If you change the print settings within the Shipmate Windows Application you may find you are unable to reprint recent labels. This is because the application only stores recently generated labels in the format they were originally printed, so if you change from ZPL to PDF or vice versa, or change the output format, previously requested labels will not be held in the newly selected format.

You can regenerate the label by requesting it again in your order processing software or by selecting the 'Print Label' inside the Shipmate Web Application if you have WebPrint™ enabled.

Version History

Version 2.4.0 - January 2024

New features include:

• Timestamp option for tracking file output

Version 2.3.0 - November 2023

New features include:

• Updated carrier logos
• Ability to select bespoke tracking file format

Version 2.2.0 - October 2023

Minor updates and stability improvements. New features include:

• Updated carrier logos
• Updated .NET Framework version

Version 2.1.0 - April 2022

Minor updates to support upcoming functionality, alongside stability improvements. New features include:

• Improved stability holding connections to our print servers on system sleep/wake cycles
• Updated carrier logos
• Ability to select printing location
• New environment switching mechanism on login screen
• Other reliability improvements

Version 2.0.0 - December 2020

Overhaul of the app based on customer feedback. New features include:

• An updated user interface
• New Scan and Print facility allowing you to process your labels first, then print them later
• Many reliability improvements

Version 1.2.0 - June 2018

Minor update. Features include:

• Ability to re-align ZPL-II printer output

Version 1.0.0 - July 2017

Initial version facilitates printing on popular thermal label printers. Features include:

• Print directly to ZPL-II compatible thermal printers using Shipmate WebPrint™
• PDF printing and compatibility with almost all label printers and desktop printers
• Pop-up box showing the last 6 labels, with re-print facility
• CSV File Polling for Order Processing
• Output Tracking Files and Label Graphics to directory

Terms of Usage

The Shipmate Windows Application is Copyright © 2017–2023 Shipmate Systems Limited.

Installation and use of the Shipmate Windows Application is subject to agreement with the Terms and Conditions of Supply of Services agreement provided upon application of a Shipmate account. Shipmate Systems Limited and its employees, subsidiary or parent companies or partners are not responsible or liable for your installation or attempted use of the Shipmate Windows Application outside of a service agreement.

Licensing Notices for Third-Party Libraries

The Shipmate Windows Application makes use of a number of libraries supplied by third-party developers. Information concerning licensing for each of these libraries is detailed below.

Json.NET

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Copyright (c) 2007 James Newton-King

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THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.

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END OF TERMS AND CONDITIONS

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The MIT License (MIT)

Copyright (c) 2010-2017 sta.blockhead

Permission is hereby granted, free of charge, to any person obtaining a copy of this software and associated documentation files (the "Software"), to deal in the Software without restriction, including without limitation the rights to use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the Software, and to permit persons to whom the Software is furnished to do so, subject to the following conditions:

The above copyright notice and this permission notice shall be included in all copies or substantial portions of the Software.

THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.