Integration with UPS WorldShip. User Guide

Integration with UPS WorldShip User Guide Davisware 514 Market Loop West Dundee, IL 60118 Phone: (847) 426-6000 Fax: (847) 426-6027 Contents are the ...
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Integration with UPS WorldShip User Guide

Davisware 514 Market Loop West Dundee, IL 60118 Phone: (847) 426-6000 Fax: (847) 426-6027 Contents are the exclusive property of Davisware. © Copyright 2011. All Rights Reserved.

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Integration with UPS WorldShip

User’s Guide

Table of Contents Introduction .................................................................................................................................... 3 Before you get started....................................................................................................................3

The Basics........................................................................................................................................ 4 Importing a Pick Slip into UPS WorldShip ........................................................................................4 Processing the order via UPS WorldShip..........................................................................................5 Exporting the details from UPS WorldShip ......................................................................................7

Managing Freight and Handling charges...................................................................................... 9 Order Control File Setup .................................................................................................................9 Establishing Freight/Handling at the Order Type Level................................................................... 10 Establishing Freight/Handling through Ship Via Maintenance ........................................................ 11 Establishing Freight/Handling through Handling Charge Maintenance ........................................... 13 Overriding Freight and/or Handling Fees at the Order level ........................................................... 14

Adding Insurance .......................................................................................................................... 15

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Integration with UPS WorldShip

User’s Guide

Introduction GlobalEdge can integrate with UPS WorldShip by sending the pick slip to UPS WorldShip where it can be imported so that the Shipping details are pulled into their software for ease of shipping. Once done, then UPS WorldShip will export the detail back to GlobalEdge so that the tracking number and shipping charges can be put on the order.

Before you get started First Davis Business Solutions will need to setup the interface with the UPS WorldShip Software. Then the “Carrier Description” field on the UPS “Ship Via” records will need to be updated to contain an exact match to the “UPS Service” descriptions. If your “Ship Via” records were downloaded from the GlobalEdge Central Updater, then your “Carrier Descriptions” are already set. “UPS Service” descriptions from UPS WorldShip:

“Carrier Description” from GlobalEdge “Ship Via Maintenance”:

NOTE: To designate this Ship Via record as one that should be delivered on Saturday, be sure to check the “Saturday Delivery” checkbox.

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Integration with UPS WorldShip

User’s Guide

The Basics Importing a Pick Slip into UPS WorldShip When the Pick Slip is printed for an order designated to be shipped via UPS (on the order's Summary tab) that sends the order details to the UPS system. NOTE: Deleting a Pick Slip from GlobalEdge does NOT remove the record from the UPS import file. Be SURE to have the pick slip in hand before deleting it from GlobalEdge to avoid double shipping an order. The order is imported into UPS by selecting Import/Export Data>Keyed Import>upsimport:

This will open the “Enter import key:” screen. Simply type or scan in the Pick Slip Number and press [Enter] on your keyboard. To exit this screen, choose the [Close] button.

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Integration with UPS WorldShip

User’s Guide

Processing the order via UPS WorldShip Now the order details are visible in the UPS WorldShip system:

Simply enter the weight of the package (as indicated above). Use the arrows in the event that there is more than one box to ship in order to enter the weight of each parcel being sent for the order. Once the weight is entered, the Shipment Cost will appear to the right of that field:

After the weights for all the packages are entered, then choose the “Options” tab to send a UPS tracking email to the customer (if desired). Selecting the “Quantum View Notify” option will send an email to the first email address listed in the “Email” section of the Order Entry Summary tab in GlobalEdge. UPS is designed to only handle one email address.

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Integration with UPS WorldShip

Then choose the [Process Shipment F10] button to finish out the process in UPS WorldShip.

Then the only steps left are to Stage and Invoice the order via GlobalEdge.

User’s Guide

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Integration with UPS WorldShip

User’s Guide

Exporting the details from UPS WorldShip To get the information back into GlobalEdge, the order either needs to be invoiced or the [Auto-Create Shipment] button needs to be selected from the order’s “Shipping” tab.

Once the export from UPS WorldShip is brought into GlobalEdge the shipping details will be visible on the “Shipping” tab, including the shipping cost, weight, and tracking number:

At this time, the [Track Shipment] button can be used to go online to the UPS website and track the shipment. GlobalEdge knows to open the UPS website because “UPS” was selected for the “Type” field on the “Ship Via” record.

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Integration with UPS WorldShip

User’s Guide

To view the shipping information before the order is invoiced, select the [Export/Import] button on the order’s “Shipping” tab:

This will open the UPS Import/Export Information screen. View the details under the “UPS Export” section to see the tracking no.

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Integration with UPS WorldShip

User’s Guide

Managing Freight and Handling charges Order Control File Setup On the Order Control File, specify which line number on the Order Type to put the UPS Shipping Cost from UPS WorldShip by designating that in the “Freight Out Charge” field:

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Integration with UPS WorldShip

User’s Guide

Establishing Freight/Handling at the Order Type Level Based upon whichever line number the “Freight Out Charge” was defined to go to on the Order Control File, setup that detail on the same line on the Order Type Maintenance record. Then enter the desired Dollar Amount and/or Percentage to charge for Freight Out for all Sales Orders of this type:

IMPORTANT NOTE: Any Freight Out charges entered on the Order Type will override the amounts sent back from UPS WorldShip; they DO NOT markup the amounts from UPS WorldShip. NOTE: The % is a percentage of the shipped/invoiced item totals. So if a customer places an order for $500 worth of parts, but only some are in stock, when the first shipment of $200 worth of parts is invoiced, the customer will be charged the designated percentage (i.e. 10%, or $20) on that invoice. When the balance of $300 is shipped, the remaining $30 (for instance) will be charged for a total additional fee of $50 (or 10% of the original order’s parts total).

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Integration with UPS WorldShip

User’s Guide

Establishing Freight/Handling through Ship Via Maintenance To handle UPS WorldShip markups, use the fields indicated below on “Ship Via” Maintenance to setup charges based on the shipping method.

Shipmt Handling Enter a handling amount that you wish to charge per shipment and this value will be added to the additional charge field on the order based on the “Per Shipment Handling Charge” selection in the order control file. Pkg Handling Enter a handling amount that you wish to charge PER PACKAGE and this value will be added to the additional charge field on the order based on the “Per Package Handling Charge” selection in the order control file. NOTE: The difference between Shipment and Package handling charges is that if you add a fee “Per Shipment” then that is the additional amount the customer will be charged regardless of the number of boxes that it took to complete the order. Adding a Package handling fee will charge the customer based on each box included in their order. So if an order has 5 boxes and the “Shipmt Handling” is set to $10, then the customer gets a flat $10 handling charge. If the “Pkg Handling” is set to $4, then the customer

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Integration with UPS WorldShip

User’s Guide

would get a $20 handling charge (5 boxes * $4/package). If both fields had the example values then the customer would be invoiced for a $30 handling charge. Frt Out M/U % Enter a percent markup that you wish to add to the total cost of the shipment and this value will be added to the additional charge field on the order based on the “Freight Out Charge” selection in the order control file. If no mark up is entered, the actual shipping cost will be charged. Line Frt M/U % Enter a percent markup that you wish to add to the incoming freight charges from receipt entry, PO reconciliation and drop ship billing. The total charge will then be stored in the line freight field on the order or service order. The total of all lines will then be added to the additional charge field based on the “Line Freight Charge” selection in the order control file and “Line Freight Amount” in the service (invoice) order control file. Expedite Chg Enter the amount you wish to charge as an expedite fee on a service order line when this ship via code is used on the line. Multiple SO lines with the same vendor and ship via will only be charged this fee one time. The value will then be added to the additional charge field based on “Line Freight Amount” in the service (invoice) order control file.

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Integration with UPS WorldShip

User’s Guide

Establishing Freight/Handling through Handling Charge Maintenance Handling Charge Codes can be setup and applied to your customers via the Summary tab of Customer Maintenance. That will default the Handling Code to each of said customer’s orders. Or, the handling code can simply be added during Order Entry for orders that require additional handling.

Handling Code 1-12 digit alphanumeric code that identifies the handling charge Description Enter the explanation of the 1-12 digit code. Per Shipment Handling Charge Enter a handling amount you wish to charge per shipment and this value will be added to the additional charge field on the order based on the “Per Shipment Handling Charge” selection in the order control file. Enter -1 if you wish to ignore this value and take it from the “Ship Via” record instead. Per Package Handling Charge Enter a handling amount you wish to charge PER PACKAGE and this value will be added to the additional charge field on the order based on the “Per Package Handling Charge” selection in the order control file. Enter -1 if you wish to ignore this value and take it from the “Ship Via” record instead. Freight Out Markup % Enter a percentage markup you wish to add to the actual shipment cost and this value will be added to the additional charge field on the order based on the “Freight Out Charge” selection in the order control file. If no markup is entered the actual shipping cost will be charged. Enter -1 if you wish to ignore this value and take it from the “Ship Via” record instead.

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Integration with UPS WorldShip

User’s Guide

Overriding Freight and/or Handling Fees at the Order level On the Summary tab of Order Entry are a series of checkboxes and fields in the “Freight / Pick Information” section.

When selected, the “Line Freight In”, “Freight Out”, and “Charge Handling” checkboxes will pass the established fees to this order. If this order doesn’t qualify for one or more of those charges, then uncheck the applicable box(s). The “Handling Code” field will default in based upon the Customer’s setup. If the customer does not have a “Handling Code” established, then this field will be blank. When a Handling Code is used on an Order, then the freight and handling charges will be invoiced according to the setup of the Handling Code rather than the setup on the Ship Via.

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Integration with UPS WorldShip

User’s Guide

Adding Insurance On “Ship Via” Maintenance is a field called “Add Insurance For Shipments Valued At”. Shipments with a total value that meet or exceed the amount in this field will be sent to the UPS WorldShip system with insurance added. The additional charge for insurance at the declared value (aka order total) will be computed via UPS WorldShip and exported to GlobalEdge where it will appear in the Freight Out field.

When a shipment qualifies for insurance you can see that it will be flagged with a “Y” and the “Insured Value” by selecting the [Export/Import] button on the order’s “Shipping” tab.