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This program enables you to enter orders into the freight manifest system.
Each order you enter appears on the manifest when you print it. You should enter orders by sales order number or consignee and ship via. In other words, enter all the packages to the same address using the same ship via on the same freight entry (this saves time and reduces errors in entering header information).
The system stores default zones in both the Customer File and the Ship-To File. During header entry the program displays the latest default zone, the entered zone if any, and the zone calculated by the zip code. You must select the correct zone. NOTE: UPS has different zones for rural and urban Alaska.
Freight orders can be entered for any warehouse. Keep in mind that the shipper number is determined by the warehouse (stored in the Warehouse File), and the charges are based on the zone, which for ground service, is also warehouse dependent.
The Freight Entry Screen consists of two sections. The upper portion of the screen is called the header portion where the customer number, ship via, and department are entered. The lower portion is called the line-item portion where each package, weight, value, etc. is entered. During the entry of an order, the user has the option of changing, adding to, removing line items from, or deleting the order at any time. A number of additional features are available in the Freight Entry Program:
Use the following fields to enter orders in the freight manifest system:
1. Order Number
Enter the order number for this shipment.
Entering a valid sales order number displays the header information for that sales order. The sales order must be for the selected warehouse, an order or invoice, pick ticket must be printed, and can’t be deleted, voided, or on hold.
Entering a valid freight order number displays the document. If the document was created from a sales order that was subsequently changed, the program displays a message informing the user of the change, and corrects the freight document accordingly (the user should print new labels in this case).
If the freight document does not exist and is not a sales order, the program does not set default values and proceeds to Customer. Entering an order number that is not on file is used when shipping packages that do not appear on sales orders. Press F2 to perform a search. Press F3 to change the current warehouse.
If you press F2, the program displays all freight entries for the current warehouse. If you want to view documents for other warehouses, simply change the warehouse before selecting the search. Displayed are document number, ship-to, number of packages, and the ship via. Enter the line number of the document to select. Press Enter (CR) to continue listing documents.
If this order is a multi-warehouse order, the Freight Totals Display window will display. This displays each warehouse that is on this order with the warehouse code, description, ship via and freight amount, as well as the total amount of freight for all warehouses on this order. Press Enter (CR) to select the warehouse for which to enter freight.
NOTE: If this order is a multi-warehouse order, freight has to be entered for each warehouse. Therefore, there may be two or more different freight entries for the same order.
2. Warehouse
The system skips this field unless you press F3 at the Order Number field. The program displays the current warehouse code and its description. The warehouse displayed is the warehouse that determines the zone, and UPS shipper number. Enter a valid warehouse code. Press F2 to perform a search.
3. Customer
This field is skipped unless the order number from Order Number was not on file. Enter the customer number to whom the package(s) are to be sent. If the customer number is invalid, the program displays a description of not on file, sets the ship-to number to temp, and proceeds to the temporary ship-to routine. After the temporary address is field, the program proceeds to Ship Via. Entering a valid customer number displays its description, sets and displays the ship-to number as the default ship-to from the Customer File, and proceeds to Ship Via. Press F2 to perform a search. You can press S to display the Show Address window to view header address information for the customer.
4. Ship-To Number
This field is initially skipped and the customer’s assigned ship-to number is automatically displayed. Press F2 to perform a search.
5. Ship Via
Enter the ship via for this shipment. This code is set up and maintained in the Ship Via F/M. Press F2 to perform a search. If the carrier is to be UPS, the user must enter UPS in the first three spaces. For services from UPS, enter UPS and Select or 3RD for 3rd day, BLU or 2ND for 2nd day air, UPS and RED or 1ST for next day air, or UPS for ground service and COD for C.O.D. orders. If this document was created from a sales order, pressing Enter (CR) initially defaults to the ship via from the sales order, otherwise press Enter (CR) to default to the ship via in the Ship-To Record; if the ship-to was TEMP, then pressing Enter (CR) defaults to the ship via in the Customer Record, if the customer is on file.
6. Zone
Enter the zone to send this shipment to. If the first three characters of the ship via are UPS, then the zone entered must be a valid zone (as set up in the UPS Weight F/M). Displayed are the calculated and default zones. The calculated zone is the result of the ship via and zip code. The default zone is the default from the Ship-To Record, if on file. If the ship-to is not on file, the default zone is the zone from the Customer Record, if on file.
7. COM/RES
This field is skipped if the zone entered in the previous field is greater than 8. Enter whether this delivery is a C-commercial or R-residential UPS ground delivery. UPS charges different rates for commercial and residential deliveries. Pressing Enter (CR) defaults to the default for the ship-to address.
8. Department
This field is initially skipped. Enter the valid general ledger department number that is approving this shipment. Pressing Enter (CR) initially defaults to the general ledger department number assigned to the terminal. Press F2 to perform a search.
This concludes the header portion of the Freight Entry Program. After the header record is created, all header fields except #1-2 are accessible through the change header routine. If the order was created from a sales order, fields #1-5 can only be changed by changing the sales order. The line-item portion of the program allows entry of up to 99 packages to complete the order.
Line number
Line numbers are assigned automatically beginning with 001 and incremented by one for each additional package up to 99. If 99 packages have been entered on a single order, the program proceeds to the selection prompt and refuses further entries.
9. Weight
Enter the weight of the package to be shipped (1-70). You can also enter L for letter service if the ship via is UPS RED, UPS 1ST, UPS BLU, or UPS 2ND or if the zone contains a Canadian air zone (87-89) or international zone (900-912, 921-932). Press Enter (CR) to initially default to the weight set up as the Default Weight in the Shipping Control Record.
If this package corresponds to a sales order, press F2 to display its line items. A window is displayed, allowing you to designate which quantities of the item(s) go into the box for this shipment. The system asks you to enter the number of the item(s) to ship. As you go through each line item, the total weight and total quantity in this box are displayed at the bottom of the window. Note that box designations are stored only while you are in the Freight Entry Program; they are not saved once you leave the program.
10. Tracking/ID#
Enter the tracking/id number. Press Enter (CR) to default to blanks.
11. Freight Charge
If UPS is the carrier for this shipment, this field is initially skipped and calculated by the system. Enter the charge (0-9999.99) to ship the weight in field #8 to the zone in field #6 by the carrier in field #5. Press F2 to display the UPS rate chart for the UPS zone of the order being entered.
12. Declared Value
Enter the amount (0-99999.99) the user wants to declare as the value for the package. This amount is used to calculate insurance charges. If the carrier is UPS, there is no insurance charge for any value less than $100.00.
13. Insurance Charge
This field is initially skipped. Enter the amount (0-999.99) the carrier charges to insure the declared value of the package. Press Enter (CR) to default to the displayed value (initially the declared value rounded up to the next hundred dollar amount times the value of the Insurance per $100 field in the Shipping Control Record).
14. Oversize
This field is initially skipped. Enter N or Y to indicate whether the package is oversize. If the carrier is UPS, the package is oversize if it measures over 84 inches in length and girth combined. The charge for an oversize package is the same as a package weighing twenty-five pounds. Press Enter (CR) to initially default to N.
15. Call Tag
This field is initially skipped. Enter N or Y to indicate whether a call tag was issued. The charge for a call tag is the value set for UPS Call Tag Charge in the Shipping Control Record. Press Enter (CR) to initially default to N.
16. C.O.D. Charge
This field is skipped unless C.O.D. was part of the ship via and initially skipped if C.O.D. and UPS were part of the ship via. Enter the cash on delivery charge (0-99.99). Press Enter (CR) to initially default to the value set up as the UPS C.O.D. Charge in the Shipping Control Record.
17. C.O.D. Amount
This field is skipped unless C.O.D. was part of the ship via. Enter the amount to be collected by the carrier upon arrival of the shipment (0-99999.99).
18. Accept Line
If the line is correct press CR to continue. If the line is not correct, press F4 to back up to change the field that is not correct.
19. Print Shipping Label for This Line?
Print UPS C.O.D. label for this line?
One of these prompts is displayed only if the Label at Each Line Item flag of the Shipping Control F/M is set to M (maybe). Enter Y or N to indicate whether a shipping label is to be immediately printed for this line-item. If you enter Y, the program prints a shipping label, UPS shipping label, or a UPS C.O.D. label, depending on the ship via. The printer is defined in the SM Program F/M for the Shipping Label Print Program (SOP410), UPS Shipping Label Print Program (SOP450), or UPS C.O.D. Label Print Program (SOP420). Press Enter (CR) to default to Y.
This concludes an entry of a package in the line-item portion of the Freight Entry. The running totals for packages, weight, and charges are updated and displayed. The line number is incremented by one, displayed, and the program returns to the item field for the next line-item entry.
Press F3 to end line items entry and go to the selection prompt, which allows you to perform a number of functions:
# - Changes a line-item
L - Lists line-items
A - Adds a line-item
D - Deletes the order (if created from a sales order, the sales order is not affected)
F2 - Changes the header
F3 - Ends entries and proceeds to the ending routine
The ending routine consists of the final field prior to completion of the freight order document.
20. Update freight on order?
This field is skipped if the freight entry order number is not a current sales order. The total freight charge for the order is displayed in the bottom right of the header. The current freight charge for the sales order is displayed. Enter whether this amount should be updated to the freight field on the actual order. You can enter N-no, do not update the sales order, A-add the total freight charge to the existing amount on the sales order, or R-replace the current freight amount on the sales order with the total freight charge. Press Enter (CR) to default to N.
21. Print Shipping Labels Now?
Enter N or Y to indicate whether to print the shipping labels for this order now. If you enter a Y, the program prints one label for each package. If the ship via is UPS the label printed is a UPS shipping label otherwise it is a general mail-shipping label. Press Enter (CR) to default to N.
This concludes the ending routine of the Freight Entry Program. Upon completion of the update, the screen is cleared of field information, and the program returns to the order number field to await further entries.