UPS OnLine Integration

WDN SW P21 DC UPS

This manual contains information about software products from Epicor Software Corporation. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Epicor Software Corporation. From time to time, Epicor Software Corporation makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication © 2011, Epicor Software Corporation. All rights reserved. Epicor and the Epicor logo are registered trademarks and Epicor Prophet 21 is a trademark of the Epicor Software Corporation. All other company or product names are the trademarks or registered trademarks of their respective companies. Version 12.1 Publication Date: 6/21/2011

UPS OnLine(r) Integration

Table of Contents Introduction

5

Hardware Requirements

6

Enabling and Registration

6

Enabling the UPS OnLine Tools Integration

6

Enabling UPS OnLine Tools Integration for Your Company

8

UPS OnLine Tools Registration Wizard

9

12

Setting Up Prophet 21 for UPS OnLine

Creating a UPS Carrier

12

Setting Up the UPS Handling Charge in Customer Maintenance

13

Setting Up the UPS Handling Charge in Ship To Maintenance

14

Setting Up Shipping Package Types

16

Setting Up Locations

18

Integrating a Scale

22

Requirements

22

Setting Up the Scale

22

Connecting to UPS OnLine® During Order Entry and Shipping

31

What You Can Do With the UPS OnLine® Tab

37

Entering Header Information For the Shipment

38

Entering Package Details For Each Package

39

Retrieving Weight for a Package

44

Get Shipping Rates For a Package (or Packages)

45

Register Shipment with UPS

46

Select the Label to Print

47

Tracking a Shipment from the UPS OnLine Tab

47

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UPS OnLine(r) Integration

Tracking a Shipment from the Package Summary Tab

48

Voiding a Shipment from the UPS OnLine Tab

50

Voiding a Shipment from the Package Summary Tab

51

Voiding a Package in a Shipment

52

Reprinting UPS Shipping Labels

54

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Introduction

UPS OnLine(r) Integration

Introduction The Prophet 21 UPS OnLine® Integration package is an interface between the Prophet 21 system and UPS OnLine® Services. The interface allows Prophet 21 to send package and service type information to UPS OnLine® Services from a special Shipping tab in the Order Entry and Shipping windows. You can: ●

●

●

●

●

●

● ●

Enter header information for the shipment. This includes the UPS service type, pickup and delivery information, specific billing details, and handling charges. Enter package details for each package. This includes a packaging type, dimensions and weight, a delivery confirmation option, a declared value, COD instructions, and a type of label to print for the package. You can add as many packages as necessary for the shipment, and you must enter all of this information for each one. To assist you, there are new default shipping package types and scale integration options available. Get shipping rates for a package (or packages). Use the RMB Get Rates option to send your package data UPS at any time after it has been entered on the Shipping tab, and UPS will send you a courtesy rate in real-time. If you like, you can change the service type for the package and then send the data to UPS again to get another rate. Register a shipment with UPS. Use the RMB Register a Shipment With Carrier option to send the final package data to UPS and to officially create the shipment with UPS. Determine what type of label you will print. You can print either a small sticky label, or a fullsize label that you can fold up and put on the package. Track Shipments. Use the RMB Track Shipments option to check the status and approximate location of the shipment. Ship packages that are not associated with orders. Enable Document Logging to troubleshoot documents.

This documentation includes directions for enabling and registering the integration software, setting up a UPS carrier in the Prophet 21 system, setting up your location records to use different accounts, and how to use the new Shipping tab in Order Entry and Shipping. You will also learn how to enter header information for a shipment, how to enter package details for a shipment, how to get shipping rates for a package, how to register a shipment with UPS, and how to track the shipments that have left your warehouse. Important! To use this feature, you must have an account with UPS. Prophet 21 requires your UPS account number to setup and use the integration. These instructions do not include directions for using the UPS OnLine® Web site, instructions for creating an account with UPS, definitions of UPS terminology or specific descriptions of UPS service types, packaging types, or value-added services.Epicor recommends that you use this documentation as a companion to any documentation or online services provided by UPS.

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Enabling and Registration

UPS OnLine(r) Integration

Hardware Requirements ● ●

●

The supported label printer is the Zebra 2844. The scale integration feature is designed for use with the weightronix 250 lb, model number 7880 P/N 9503-16938 18X18X503PLATFORM. If you are using terminal services to network the scale, the scale can be a maximum of 300 feet from the physical server.

Enabling and Registration UPS Integration is a direct catalog feature that is enabled by running a SQL script on your system. When you purchase this feature,Epicor will send you the script. To enable the feature, you must perform the following steps: 1. Run the SQL script. Instructions for doing so will be included with the script. 2. Enable UPS OnLine® Tools Integration in System Settings. 3. Enable UPS OnLine® Tools Integration in Company Maintenance and register the integration software.

Enabling the UPS OnLine Tools Integration Navigation Path: System Setup > System menu > System Settings > Order Processing > Shipping pane After you run the SQL script provided by Epicor, enable the UPS OnLine®Tools integration in System Settings. The option is found in the Shipping pane of the Order Processing category:

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Enabling and Registration

UPS OnLine(r) Integration

Description:

Field:

Use UPS OnLine® Tools Integration

Enables the ability to process UPS orders through the system. ●

On - The UPS OnLine® integration is enabled on the system.

Note: You must also enable the UPS integration software for each company that will use it. Do this in Company Maintenance on the Company tab. ●

Off - UPS OnLine® integration is not enabled on the system.

Default Freight Markup Percent

The markup percentage to apply to UPS freight charges. The shipping cost plus the markup amount will be charged to the company being billed for the UPS freight.

Default Freight Markup Fixed Amount

The markup amount in terms of a fixed sum per order. The shipping cost plus the markup amount will be charged to the company being billed for the UPS freight.

Default Package Label Format

The package label that you assign most frequently in your system. The default can also be configured by location, and can be changed from either default when printing labels. Choose one of the available formats are listed in the drop down.

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Enabling and Registration

UPS OnLine(r) Integration

Description:

Field:

Default Package Label Type

The package label type you assign most frequently. The default can also be configured by location, and can be changed from either default when printing labels.

Testing and Certification Mode

Determines if the UPS OnLine® integration is live or operating in test mode. In test mode, you can use the integration software in Prophet 21, but the system will not register any shipments with UPS OnLine. In Testing and Certification mode, all documents sent to UPS are logged for troubleshooting in the Shipping Integration Log in Order Processing Reports. This report details the document, URL, error code, date created and modified as well as the person who created and modified the document. Note: When not in Testing and Certification mode, you can troubleshoot documents using the RMB Enable Document Logging on the UPS OnLine tab in Order Entry and Shipping.

Enabling UPS OnLine Tools Integration for Your Company Navigation Path: Setup > System Setup > System menu > Company Maintenance > Company tab Enabling the UPS OnLine Tools Integration on the Company tab in the Company Maintenance window launches a four-screen registration wizard that includes: ● ●

The UPS Technology Agreement (with which you must agree to comply) A contact information screen which you must fill out

Note: The UPS OnLine® Tools Registration Wizard is used to register the integration software with UPS. You cannot create a UPS account using this process. If you need to create a UPS account, do so on UPS.com or over the phone with a UPS representative.

The new fields are shown on the sample screen below:

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Enabling and Registration

UPS OnLine(r) Integration

The new fields are described in the table that follows. For step-by-step instructions on how to start and use the integration registration wizard, see the next section of this documentation.

Description:

Field:

Enable UPS OnLine® Tools Integration

Enables the ability to process UPS orders for this company and starts the integration registration process.

Note: If you click this checkbox in error, you can cancel out of the integration registration. UPS Account Number

Your UPS account number is assigned by UPS once you have registered on UPS.com (not through the integration registration wizard). If you have already registered on UPS.com or if you have an existing UPS account number for your company, enter it here.

Important! If you need to record freight separately for different locations, do not enter an account number here. Instead, register for a separate account for each location on UPS.com. In Location Maintenance, enter the appropriate account number for each location.

UPS OnLine Tools Registration Wizard 1. To start the registration process, click the Enable UPS OnLine® Tools Integration checkbox shown above. The enables the ability to process UPS orders for the company. 2. The system displays the first screen in the registration wizard:

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Enabling and Registration

UPS OnLine(r) Integration

To continue, click Next.

Note: If you feel you have reached this screen in error, click Cancel and the wizard window will close.

3. The wizard displays the UPS Technology Agreement screen:

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Enabling and Registration

UPS OnLine(r) Integration

4. Read the technology agreement (you will need to use the scroll bar to read it all). If you like, you can print a copy of the technology agreement by clicking the Print button.

You must agree to be bound by these terms and conditions to complete the registration process. Click the checkbox labeled “Yes, I do” and then click Next. 5. Enter contact information for the person at your company who will be responsible for UPS shipping issues. Enter your UPS Account Number here as well:

6. After registration is complete, the registration wizard displays the final screen:

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

7. Click Close to complete the registration wizard.

Note: If you have more than one location, you may need to run the registration wizard for each location.

Setting Up Prophet 21 for UPS OnLine Once your company is registered to use the UPS OnLine® Integration Tools, you need to set up the following: ● ●

A UPS carrier An account number (along with some other basic information) for each location that should record freight separately

Once these things are set up, you can start processing orders using UPS OnLine®.

Creating a UPS Carrier Navigation Path: Order Processing > System menu > Carrier Maintenance Using Carrier Maintenance, set up a carrier record for UPS. Set the Carrier Type drop down to United Parcel Service:

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Orders entered for customers that use this carrier will allow access to a UPS OnLine tab in the Order Entry, Front Counter Order Entry, and Shipping windows. These tabs are used to enter details of packages and shipments that will ship via UPS, and provide a direct link to UPS Online®. Tip! To save time in Order Entry, set up your customers’ ship to records to use the UPS carrier and any customer-specific handling charges. Use Ship To Fast Edit in Accounts Receivable to make changes to multiple records at the same time.

Setting Up the UPS Handling Charge in Customer Maintenance For each customer, you can choose to either use the System UPS Handling Charge you set up in System Settings or set one for that customer.

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Navigation Path: Accounting > Accounts Receivable > Customer Maintenance > General tab

Description:

Field:

Use System UPS Handling Charge

Determines if the Handling Charge set up in System Settings for this customer or if the UPS Handling Charge is transferred to the UPS Online® tab. ●

●

UPS Handling Charge

On - The handling charge set in System Settings is transferred to the UPS Online®tab. Off - The handling charge set below is transferred to the UPS Online® tab.

This field is only available if the field above is not enabled and contains the customer-specific handling charge.

Setting Up the UPS Handling Charge in Ship To Maintenance You can also set up a handling charge for a ship to address that overrides the customer-specific setting.

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Navigation Path: Accounting > Accounts Receivable > Ship To Maintenance > Delivery tab

Description:

Field:

Use System UPS Handling Charge

Determines if the Handling Charge set up in System Settings for this customer or if the UPS Handling Charge is transferred to the UPS Online® tab. ●

●

UPS Handling Charge

On - The handling charge set in System Settings is transferred to the UPS Online® tab. Off - The handling charge set below is transferred to the UPS Online® tab.

This field is only available if the field above is not enabled and contains the ship to-specific handling charge. This overrides the setting in Customer Maintenance.

Fast Edits These fields are also available in Customer Fast Edit and Ship to Fast Edit

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Imports These fields are also available in Customer Import and Ship to Import. They layouts of these fields are as follows: Customer tab in Customer Import Data Type

Description

Column

Required

Length Example

EF

Use System UPS Handling Charge

Alphanumeric N

1

Y

EG

UPS Handling Charge

Decimal

N

8

7.00

Required

Length Example

Ship To tab in Customer Import Column

Description

Data Type

BX

Use System UPS Handling Charge

Alphanumeric N

1

Y

BY

UPS Handling Charge

Decimal

N

8

7.00

Required

Length Example

Ship To Import

Column

Data Type

Description

BX

Use System UPS Handling Charge

Alphanumeric N

1

Y

BY

UPS Handling Charge

Decimal

8

7.00

N

Setting Up Shipping Package Types The Shipping Package Maintenance window allows you to set up package types used when shipping packages through UPS OnLine integration. When you select a pre-measured package type, the information about the package's length, width, height and units are automatically entered as defaults in the UPS OnLine tab in the Shipping window, so you do not have to stop and look up dimensions for packages you commonly use. These settings are also used to compute the dimensional weight for packages delivered by UPS. Note: If you have not already registered each of your locations with UPS, you will have to run the UPS Registratio wizard for each location.

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Navigation Path: Inventory > Maintenance > Shipping Package Type Maintenance

Description:

Field:

Package ID

An identifier for the package.

Package Description

A further description of the package ID to help you identify it more intuitively.

Length

The length dimension of the package.

Width

The width dimension of the package .

Height

The height dimension of the package.

Units

Determines if package's dimensions are in inches or centimeters. You can change the unit from inches to centimeters or vice versa in the Shipping Details window when necessary, and the package's dimensions are recalculated accordingly.

Status

Determines if this shipping package type is available in the system. ●

●

Active - This shipping package type is available in the system. Delete - This shipping package type will be deleted when you save the window.

Set up each of your common packages with a package ID and description, entering the dimensions for the package's length, width, and height and the units these are measured in. When you use the RMB command to View/Edit Package Details from the UPS Online® tab in Order Entry or the Shipping window, a shipping package column is available on the Shipment Details tab. When you choose one of the package IDs, the dimensions for that shipping package are entered as defaults.

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Setting Up Locations Each location using the UPS integration must be set up in Location Maintenance with a UPS account number (either the default from Company Maintenance, or a separate account for the location), a pickup type (which indicates how UPS retrieves packages), and a customer classification (a category assigned to you by UPS to define the type of customer you are). If your location already has an account with UPS, you can use that account number here. If you need to create a new account, follow the instructions for registering and creating an account on UPS.com. You will also set up the printers used to print UPS labels for the location .

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Navigation Path: Setup >System Setup > System > Location Maintenance > UPS OnLine® Tab

Description:

Field:

UPS Account Number

Your UPS account number is assigned by UPS once you have registered on UPS.com (not through the integration registration wizard). If you have already registered on UPS.com or if you have an existing UPS account number for this location, enter it here.

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Description:

Field:

Account Type

Indicates how UPS retrieves packages at this location. The following options are available: ●

Daily Pickup - A UPS driver will make a regular stop at your location each day, Monday through Friday, to pick up all package types, including: ● Ground shipments ● Air shipments ● International shipments

Note: A weekly service charge applies, and Daily Rates will be billed to your UPS Account (see the UPS Rates section under Terms and Conditions of Service in the online UPS Service Guide). ●

Occasional Pickup - You decide if and when you need to schedule a UPS driver to pickup your shipments. Once you have prepared your UPS shipments, you have the following options: ● Schedule an On Call Pickup to have your shipment picked up by a UPS driver for a nominal fee. ● Hand your shipments to any UPS driver in your area. ● Take your shipments to The UPS Store, a UPS Customer Center, or an Authorized Shipping Outlet. ● Drop off your Air, Ground or International shipments at one of over 60,000 UPS locations.

Note: No weekly service charge applies. UPS On Demand rates will be billed to your UPS Account (see the UPS Rates section under Terms and Conditions of Service in the online UPS Service Guide). ●

Suggested Retail Rate (UPS Store) - You drop off your packages at a UPS retail location for shipping.

Customer Classification

A category assigned by UPS that indicates what type of customer you are. This is automatically selected based on your chosen account type.

Document Type

Choose one of the shipment and package label types available from UPS from the drop down list offered. Note: There can be only one row for each document/format combination entered on this tab.

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Setting Up Prophet 21 for UPS OnLine

UPS OnLine(r) Integration

Description:

Field:

Document Format

Choose one of the label formats available from UPS from the drop down list offered.

Default Printer

The default printer used for printing this label (the document type and format listed above) in this location. This is required for each document type/document format you list, but different document type/format combinations can use the same default printer. Important! If using an Eltron printer, you must enable the Compuserve Graphic option in order for the printer to produce labels properly.

Prompt for Default Printer

Determines if the system will prompt for a printer when this label is printed. You can accept the displayed default printer, or change to a different printer. ●

●

Row Status Flag

On - The system displays a printer prompt. You can choose to accept the displayed. Off - The system prints to the specified default printer without displaying a printer prompt. This is the default.

Determines if the settings for this label (i.e., document type/document format) are currently being used by the system, or will be deleted once you save the window. ●

●

●

Active - The settings for this label are currently being used in the system. This is the default. Inactive - The settings for this label are not currently being used in the system. Delete - The settings for this label will be deleted when you save the window.

Adding a Location for UPS OnLine Integration Use the following instructions to add a location, once you have the account number for the location: 1. Open the UPS OnLine® tab in Location Maintenance 2. Enter the UPS account number for the location 3. Choose the Account Type you will use in the location. The Customer Classification for the location displays. 4. Choose the document type for the first label that you want to set up from the drop down list. 5. Choose the document format associated with that document type. 6. Enter the default printer for the label used in this location.

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Integrating a Scale

UPS OnLine(r) Integration

7. Determine if you want the printer prompt to display. 8. Repeat steps 4 through 7 for any additional labels used in this location. 9. Save the information in the window.

Integrating a Scale Prophet 21 can receive values from a package scale, allowing you to retrieve weights from the scale to automatically populate weight fields, instead of having to key them in manually. Note: Scale integration is only available for Prophet 21 version 12.1 and above.

Benefits ● ●

An automated transfer of data is faster than manual key entry Automated data transfer also eliminates data entry errors due to typos

Requirements This feature is designed for use with the weightronix 250 lb, model number 7880 P/N 9503-16938 18X18X503PLATFORM. See Hardware Requirements on page 6 for additional hardware requirements.

Setting Up the Scale You connect the scale to your PC via the serial port using the cable provided with the scale. Make sure you follow any instructions that come with the scale. To use a scale with UPS OnLine, you need to run the setup program that adds the ability for Prophet 21 to talk to the scale.

Obtaining the Setup Program Download the setup program from the Customer Web Site (File Center > Downloads > Additional Feature Downloads and Utilities > UPS Scale Integration). UPS-Scale-Install.zip is the name of the file.

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Integrating a Scale

UPS OnLine(r) Integration

Installing the Integration Use the following instructions to install the integration files for the scale. 1. Unzip the UPS-Scale-Install.zip file to the PC that contains the Prophet 21 client to which you want to connect the scale (for fat clients, this is the client PC, but for thin clients, this is the thin client server). 2. Double-click the setup.exe file. The installation wizard opens.

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Integrating a Scale

UPS OnLine(r) Integration

3. Click Next.

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Integrating a Scale

UPS OnLine(r) Integration

4. You can change the path if you want. Click Next.

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Integrating a Scale

UPS OnLine(r) Integration

5. Click Next. The integration installs.

6. The install is complete. Click Close to exit. You are now ready to use your scale. If you use a thin client environment, you should continue to the next section.

Enabling Serial Ports on your Connection in a Thin Client Environment If you connect remotely from your PC to a server running Prophet 21, the Activant.Utilities.Scale.dll must be installed on the server. If you are upgrading from version 11.5 to version 12.1 and above, it is included in the installation on your server. If you are upgrading from version 12.0 to 12.1, be sure that this program has been installed on the server during the upgrade and/or integration of UPS OnLine. You also need to enable serial ports as a resource in your remote connection. This allows the scale, connected to the PC, to pass information to the server. The instructions below show how to enable serial points as a resource, dependin g on how you connect to the server:

If you connect using Remote Desktop Connection... 1. Open the Remote Desktop Connection on your PC.

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Integrating a Scale

UPS OnLine(r) Integration

2. Click the Options button. The Remote Desktop Connection options expand. 3. Click the Local Resources tab.

Options for local resources display. 4. Click the More... button on that tab.

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Integrating a Scale

UPS OnLine(r) Integration

5. Under "Choose the devices and resources on this computer that you want to use in your remote session" enable Serial Ports.

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Integrating a Scale

UPS OnLine(r) Integration

6. Click OK to go back to the Local Resources tab.

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Integrating a Scale

UPS OnLine(r) Integration

7. Click the General tab then use the Save button to save these settings as your remote connection to Prophet 21.

If you connect directly to a terminal server (without Remote Desktop Connection)... When you start the remote connection, a message displays that allows the server access to specified resources on your PC.

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Connecting to UPS OnLine® During Order Entry and Shipping

UPS OnLine(r) Integration

Be sure Serial Ports is enabled before you click Connect. See the section of this manual entitled Retrieving Weight for a Package on page 44 for more information.

Connecting to UPS OnLine During Order Entry and Shipping

®

Navigation Path: Orders > Order Entry > Transaction menu > Orders > UPS OnLine tab Navigation Path: Orders > Order Entry > Transaction menu > Shipping > UPS OnLine tab

Important! Your ship to address must use a standard UPS country code, or you cannot get data from UPS OnLine®. For example, the country code for the United States must be “US” and not “USA.”

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Connecting to UPS OnLine® During Order Entry and Shipping

UPS OnLine(r) Integration

When UPS OnLine Integration is enabled, a additional tab has been added to the Order Entry and Shipping windows. This tab provides a constant electronic connection to UPS OnLine®, allowing you to send package data to UPS, check freight costs, and register a shipment with UPS. The tab is included in both windows to provide flexibility with regard to your business practices, and the data you enter is carried over from Order Entry to Shipping. You can also access the UPS OnLine® tab when entering a quotation, allowing you to provide more complete information to your customers. You can access the UPS OnLine® tab only if the UPS carrier is the specified shipper on the Ship Info tab.

Summary Information The UPS OnLine® tab gives you a summary of the information entered for the shipment associated with this order.

Here is a description of the information you see on this tab:

Description:

Field:

Ship Location

The pickup location for the package.

Carrier

The carrier ID transporting the package. This is always a UPC carrier.

Ship Via

The available service type for UPS shipping, such as Ground or Next day. The settings available in this field are maintained and updated by UPS OnLine. For specific definitions, please see UPS.com.

Row Status Flag

The shipment status for the shipment. Options include: ●

●

●

Shipment ID

New - The shipment has not yet been rated or accepted by UPS. Rated - The UPS Shipping charge has been returned for the shipment. Accepted - UPS has registered the shipment.

The tracking number assigned to the shipment by UPS for the entire shipment. This number doubles as the tracking number for the first package in the shipment.

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Connecting to UPS OnLine® During Order Entry and Shipping

UPS OnLine(r) Integration

Description:

Field:

UPS Charge

The UPS freight charge for shipping the package, not including any markup listed in the System Settings.

Handling Charges

Additional handling fixed or variable handling charges added to the shipment.

Total Charges

The total of UPS and handling charges added to the shipment.

Shipment UID

A unique identifier assigned by Prophet 21 for the shipment.

Detail Information To enter or view shipping detail and package information, use the right mouse button View/Edit Shipment Options command from this tab.

The Shipment Details window displays:

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Connecting to UPS OnLine® During Order Entry and Shipping

UPS OnLine(r) Integration

Notice that there are two tabs (Shipping and Options) in the top pane of the window and four tabs (Package Summary, Package Detail, Packaging, and Options) in the bottom pane of the window.

Shipment Tab in Shipment Details The shipment tab allows you to enter an view details for the entire shipment. Description:

Field:

Ship Location

The pickup location for the package.

Carrier

The company transporting the package. Carrier should be set to UPS.

ID

The tracking number assigned to the shipment by UPS for the entire shipment. This number doubles as the tracking number for the first package in a shipment.

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Connecting to UPS OnLine® During Order Entry and Shipping

Description:

Field:

Billing

Determines who is billed for the shipping charges on the shipment. ●

●

●

●

Status

Bill Third Party - The system prompts you for a third party UPS account number. Consignee Billing - Freight charges are not added and do not impact the order. Freight Collect - The system prompts you for the recipients UPS account number. Prepaid - Freight charges are added to the customer’s invoice.

The shipment status for the shipment. Options include: ●

●

●

Variable Handling Charge

UPS OnLine(r) Integration

New - The shipment has not yet been rated or accepted by UPS. Rated - The UPS shipping charge has been returned for the shipment. Accepted - UPS has registered the shipment.

A percentage of the freight charge to be added to the shipment as a handling charge. For example, if you enter 0.05 as the Variable Handling Charge and the total freight is $40.00, the system adds a handling charge of $2.00.

Note: You can enter a Variable Handling Charge and a Fixed Handling Charge, but it is more common to choose one or the other.

Fixed Handling Charge

A dollar amount to add to the order for handling. Note: You can enter a Variable Handling Charge and a Fixed Handling Charge, but it is more common to choose one or the other.

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Connecting to UPS OnLine® During Order Entry and Shipping

Description:

Field:

Billing Weight

UPS OnLine(r) Integration

A total weight that includes all packages in the shipment. This is the weight that will be used by UPS OnLine® to calculate freight cost. The total weight can be based on actual package weight (as entered for each package) or on “dimensional weight.” Dimensional weight is a billing technique which takes into account the volume of a package. The dimensional weight system increases the billable weight for low-density packages.

Important! Because UPS OnLine may use the dimensional weight system to calculate the billing weight of a package or packages, the Billing Weight field may show a total weight that is different from the sum of all of the individual actual weights of the packages.

UPS Charge

The UPS freight charge for shipping the package, not including any markup listed in the System Settings.

Handling Charges

Any additional handling charges.

Options tab in Shipment Details The Options tab allows you to set and view delivery options.

Field: Residential

Description: Determines if the delivery is residential or commercial. ● ●

Saturday Delivery

On - Indicates that the delivery is to a residential address. Off - Indicates that the delivery is to a commercial address.

Indicates that UPS should deliver on Saturday. ● ●

On - Marks the package for Saturday delivery. Off - The package is not marked for Saturday delivery.

Note: For more information on delivery commitments and prices for value-added services, see UPS.com.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Description:

Field:

Saturday Pickup

Indicates that UPS should pickup on Saturday. ●

●

On - Marks the package for Saturday Indicates that UPS should pickup on Saturday. Off - The package is not marked for Saturday Indicates that UPS should pickup on Saturday.

Note: For more information on pickup commitments and prices for value-added services, see UPS.com.

What You Can Do With the UPS OnLine Tab ®

You can perform the following tasks from the UPS OnLine® tab, either during the entry of the order or when shipping the order: ●

●

●

●

●

●

●

● ●

Enter header information for the shipment - This includes the UPS service type, pickup and delivery information, specific billing details, and handling charges. Enter package details for each package - This includes a packaging type, dimensions and weight, a delivery confirmation option, a declared value, COD instructions, and a type of label to print for the package. You can add as many packages as necessary for the shipment, and you must enter all of this information for each one. Retreive Weight - If you have integrated a scale with UPS OnLine®, retrieve weight for a package directly from the scale. Get shipping rates for a package (or packages) - Use the RMB Get Rates option to send your package data to UPS at any time after it has been entered on the Shipping tab, and UPS will send you a courtesy rate in real-time. If you like, you can change the service type for the package and then send the data to UPS again to get another rate. Register a shipment with UPS (from Front Counter Order Entry and Shipping window only) - Use the RMB Register a Shipment With Carrier option to send the final package data to UPS and to officially create the shipment with UPS. Determine what type of label you will print - You can print either a small sticky label, or a full-size label that you can fold up and put on the package. Track Shipments - Use the RMB Track Shipments option to check the status and approximate location of the shipment. Void a package or a shipment once it has been registered with UPS. Enable Document Logging to troubleshoot documents.

Each of these tasks is described on the pages that follow.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Entering Header Information For the Shipment The first step is to enter the particulars for the entire shipment.This is done by using the RMB command to View/Edit Shipment Details. The Shipment Details window opens, allowing you to enter or view information for the entire shipment. The top pane Shipment and Options tabs are for information about the entire shipment.

1. Choose a UPS service (such as ground shipping or next day) from the Ship Via dropdown field. 2. If necessary, switch to the Options tab to check the Residential, Saturday Delivery and/or Saturday Pickup boxes.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

3. Specify who to charge for shipping in the Billing field. 4. If you want to add a handling charge, enter a percentage in the Variable Handling Charge field or a specific dollar amount in the Fixed Handling Charge field. Once the header information is entered, you can begin entering package data using the tabs on the bottom section of the pane.

Entering Package Details For Each Package The next step is to enter package details for each parcel you are going to ship. Each package is automatically assigned a sequence number as it is entered.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

1. Choose a type of label to print for the package. Use the Package Label setting to print a sticky label for the package. Use the Package Label HTML Document setting to print the paper label that is folded and placed into the plastic envelope attached to the package. The defaults listed are those you set up globally or in Location Maintenance. 2. Select a packaging type from the drop down. Most of the packaging types listed are defined by UPS, and you can find out more about the various containers on UPS.com. If you want to ship using your own box, choose the type “Package” and continue to the next step. 3. If you are shipping your own box, either choose a Shipping Package type or enter the length, width, and height of the package and the package weight. Defaults in these fields are inches and pounds, but you can change to centimeters or kilograms and the system recalculates. If you selected one of the UPS packaging types, the package dimensions are automatically entered but you can enter the weight.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Note: More specific information for this package can also be entered on the Packaging tab. If you have integrated a scale with UPS OnLine, consult the section of this manual entitled Retrieving Weight for a Package on page 44 for more information about entering a weight from a scale.

4. Click the Packaging Detail tab.

6. On the Package Detail tab, enter a description of the goods in this package. 7. Click the Packaging tab.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

8. On the Packaging tab, enter or correct any information already entered. For example, check the checkboxes if this is a large package or requires an additional handling charge. 9. Click the Options tab.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

10. If you want to declare a value for insurance purposes, check the checkbox and enter the value. 11. If you want to collect a payment when the package is delivered, check COD and enter an amount to collect. 12. Select a delivery confirmation option. 13. If you need delivery confirmation via telephone, check Verbal Confirmation. 14. To grant UPS permission to leave the package without a signature, click Shipper Release. To enter another package, use the right mouse button and select the Add option. The system adds another row for package information and automatically assigns the next sequence number to the new package.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Repeat the steps above for this package.

Retrieving Weight for a Package Note: This feature is designed for use with the weightronix 250 lb, model number 7880 P/N 9503-16938 18X18X503PLATFORM. The scale needs to be integrated as per the instructions found on in the section of the manual entitled Integrating a Scale on page 22.

Retrieving weight from a package scale takes place at the point in order shipping when you'd normally manually enter container weight. At this point, weigh your package and open the UPS Online tab for the pending shipment. In the Weight field, open the RMB menu and select Get Weight from Scale.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

The system populates the field with the weight reading on the scale.

Note: You can still manually edit the value in the Weight field to change it from the weight drawn from the scale if you need to.

Get Shipping Rates For a Package (or Packages) You can get shipping rates after you have entered one package, or after you have entered details for any number of packages. To do this, click the Get Rates right mouse button option while on the Shipment tab of the Shipment Details window:

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Prophet 21 sends the package data to UPS OnLine®, which calculates the shipping rates for the service type selected. The total charge for the package or packages is returned to Prophet 21 and displayed in the UPS Charge field. It is important to note that the UPS Charge displayed in this screen is a “courtesy” cost and could differ from the actual charge that is calculated once the shipment is confirmed by UPS.

Register Shipment with UPS Once you have determined the UPS charges and you are ready to confirm the shipment, click the Register Shipment right mouse button option to officially create the shipment with UPS. This step is typically performed in the Shipping window, but can be performed in the Front Counter Order Entry and the Order Entry window as your business practice dictates. Note: You are warned that you are registering the Shipment in Order Entry because it is more likely that you want to register the shipment from Shipping or Front Counter Order Entry so it will be ready for pickup by UPS.

To register the shipment, select the Register Shipment with Carrier right mouse button option.

Prophet 21 officially logs the shipment with UPS, just as if you had created the shipment on UPS.com. Once the shipment has been picked up, UPS emails your customer with a shipping confirmation and a tracking number. Important! You can cancel shipments in the Order Entry or Shipping windows up until the time that a shipment is confirmed in Shipping Confirmation. After confirmation, if you need to void a shipment you must do it directly with UPS OnLine®.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Select the Label to Print You can print either a small label or a label the size of a full sheet of paper. Which type you print is determined by the Label Format to Print field on the Shipping tab in Order Entry. If you select Package Label, you will get a small label. If you select Package Label HTML Document, you will get a fullsize page for your label.

High Value Report You can select a Label Document Format of High Value Report to also print a report of high value items (over $1000). Your UPS driver signs this report so you have a record that these items were picked up.

Tracking a Shipment from the UPS OnLine Tab You can track the shipment (the key package in a shipment) in one of two ways: from the UPS OnLine® tab itself or from the Package Summary tab when you have chosen to View/Edit Shipment Details. Navigation Path: Orders > Order Entry > Shipping > UPS OnLine® tab > RMB Track Shipment

Use these instructions to track a shipment from the UPS OnLine® tab: 1. In the shipping Window for the shipment you want to track, open to the UPS OnLine® tab. 2. Use the RMB Track Shipment command.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

3. The UPS OnLine® Tools Tracking Response window opens. It lists the tracking information that you would normally find on the UPS shipment tracking web site.

4. If there is no tracking information associated with the tracking number yet, or the tracking number is invalid, the following window will appear instead of the UPS OnLine® Tools Tracking Response window.

Tracking a Shipment from the Package Summary Tab You can also track a shipment when you are on the Package Summary tab.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Navigation Path: Orders > Order Entry > Shipping > UPS OnLine® tab > RMB View/Edit Shipment Details > Package Summary tab > RMB Shipping > Void Shipment

Use these instructions to track a shipment from the Package Summary tab when you have chosen to View/Edit Shipment details: 1. In the shipping Window for the shipment you want to track, open to the UPS OnLine® tab. 2. Use the RMB View/Edit Shipment Details command to open the Shipment Details window. 3. From the Package Summary tab, use the RMB command to view Shipping options. 4. Choose Track Shipment. 5. The UPS OnLine® Tools Tracking Response window opens. It lists the tracking information that you would normally find on the UPS shipment tracking web site.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

6. If there is no tracking information associated with the tracking number yet, or the tracking number is invalid, the error window opens instead.

Voiding a Shipment from the UPS OnLine Tab You can void an entire UPS shipment when it has been registered with UPS from the Package Summary tab or void individual packages from a shipment registered with UPS from the Package Detail tab.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

You can void a shipment in one of two ways: from the UPS OnLine® tab itself or from the Shipment Details tab when you have chosen to View/Edit Shipment Details. Navigation Path: Orders > Order Entry > Shipping > UPS OnLine® tab > RMB Void Shipment

Use these instructions to void a shipment from the UPS OnLine® tab: 1. In the shipping Window for the shipment you want to void, open to the UPS OnLine® tab. 2. Use the RMB Void Shipment command.

Voiding a Shipment from the Package Summary Tab You can also void a shipment when you are on the Package Summary tab.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Navigation Path: Orders > Order Entry > Shipping > UPS OnLine® tab > RMB View/Edit Shipment Details > Package Summary tab > RMB Shipping > Void Shipment

Use these instructions to void a shipment from the Package Summary window: 1. In the shipping Window for the shipment you want to void, open to the UPS OnLine® tab. 2. Use the RMB View/Edit Shipment Details command to open the Shipment Details window. 3. From the Package Summary tab, use the RMB command to view Shipping options. 4. Choose Void Shipment.

Voiding a Package in a Shipment To void a package in a shipment, go to the Package Detail tab for the package in the shipment.

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What You Can Do With the UPS OnLine® Tab

UPS OnLine(r) Integration

Navigation Path: Orders > Order Entry > Shipping > UPS OnLine® Tab > RMB View/Edit Shipment Details > Package Detail tab > RMB Shipping > Void Shipment

Use these instructions to void a package in a shipment: 1. In the shipping Window for the shipment that contains the package that you want to void, open to the UPS OnLine® tab. 2. Use the RMB View/Edit Shipment Details command to open the Shipment Details window. 3. From the Package Detail tab, use the RMB command to view Shipping options. 4. Choose Void Shipment. This only voids the package listed on the Package Detail tab, not the entire shipment.

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Reprinting UPS Shipping Labels

UPS OnLine(r) Integration

Reprinting UPS Shipping Labels You can reprint a shipment label for a shipment when necessary from the Process Carrier Documents window. Note: UPS shipping labels are not a part of the Forms Design feature and cannot be customized or controlled the way those forms can.

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Reprinting UPS Shipping Labels

UPS OnLine(r) Integration

Navigation Path: Orders > Order Entry > Reports > Process Carrier Documents

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Reprinting UPS Shipping Labels

UPS OnLine(r) Integration

The window contains three sections, as labeled A, B, and C above. The following tables explain those sections.

Section A – Selecting the Transaction to Reprint In this window, you can only reprint labels and reports for one transaction (one shipping record) at a time. Section A enables you to determine which transaction to reprint. Select a shipment number from the Shipment No field to specify a shipment. Description:

Field:

Company ID

The company code under which the transaction occurred.

Ship Location ID

The location code from which the shipment was sent.

Shipment No

The numeric code that identifies the shipment. You can select from a list of valid codes by double-clicking this field.

Shipment Description

Brief description of the shipment.

Shipment Source

Displays the type of transaction the shipment was generated from.

Source Transaction No

The transaction number from which the shipment was generated.

Associated Order No

The order number associated with the shipment source.

Shipped To

The shipping location to which the shipment will be delivered.

Via

The type of UPS shipping selected for the shipment.

 Section B – Printing UPS OnLine Reports You can print UPS OnLine reports associated with a transaction in this section. The section displays any UPS OnLine reports associated with the transaction. To print, click the Select checkbox for the report you want to print, double-click the Destination field to enter a printer, and select the number of copies. Then select Process Selected from the RMB-Options menu. Field:

Description:

Document Type

The UPS OnLine report you want to print.

Document Format

The formats available for the document (if more than one).

Select

Determines if the report will print when you select Process Selected from the right mouse button menu.

Destination

The printer to which the report will print. Double-click this field to assign the printer.

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Reprinting UPS Shipping Labels

UPS OnLine(r) Integration

Description:

Field:

Copies

The number of copies of the report you want to print.

Section C – Reprinting UPS Shipping Labels You can reprint UPS shipping labels in this section. The section displays the package and package label information. You can reprint either the HTML version, the GIF version, or both versions of the label. To reprint the label, click the Select checkbox for the label you want to print, double-click the Destination field to enter a printer, and select the number of copies. Then select Process Selected from the RMB-Options menu.

Field:

Description:

Tracking Number

The UPS tracking number of the shipment.

Package Description

The description for the package, if you created one when you generated the shipment.

Document Type

The type of label you want to print.

Document Format

The format for the document type (either full-page HTML document, or smaller GIF document).

Select

Determines if the label will print when you select Process Selected from the right mouse button menu.

Destination

The printer to which the label will print. Double-click this field to assign the printer.

Copies

The number of copies of the label you want to print.

Note: The UPS labels generated for this feature are not part of the Forms Design feature, and thus cannot be modified using Forms Design.

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