The Shipping Subsystem is a manifest system that handles multiple carriers but is geared mainly toward UPS.
Note: As of October 1998, UPS stopped supporting this system. However, the carrier does support the FACTS/Clippership integration. FACTS users are not required to use Clippership, but UPS requires that companies use a UPS approved shipping package. Contact your FACTS affiliate if you have questions about which shipping software system you should use.
The Shipping menu contains these programs:
Freight Entry Program, is used 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).
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 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.
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.
Shipping Label Print outputs UPS-style labels for sales and freight orders. The Shipping Label Print Program is identical to the UPS Shipping Label Print Program in the way each works. The difference between the two is the output. This program prints a label 4 1/8 x 2 15/16 inches. The UPS shipping label is 2 15/16 x 5 3/4 and subscribes to UPS regulations. This program is also called by the Freight Entry Program when printing freight orders with a ship via other than UPS. Print up to 99 labels for each document entered. Also print shipping labels for freight and sales orders by warehouse.
Use the UPS Shipping Label Print program to print UPS-style shipping labels for sales orders and freight orders. The UPS Shipping Label Print Program is identical to the Shipping Label Print Program in the way each works. The difference between the two is the output: This program prints shipping labels that measure 2 15/16 x 5 3/4 inches. The Shipping Label Print Program prints a general mailing label 4 1/8 x 2 15/16 inches. Print up to 99 labels for each document entered. Also print shipping labels for freight and sales orders by warehouse.
Use the UPS C.O.D. Label Print program to print regulation UPS C.O.D. labels for sales orders and freight orders. Even if you are not using a computerized manifest system, this program can be run to print multiple C.O.D. labels. Enter the information in Freight Entry or pull over the sales order, and enter the C.O.D. amount for each package. Then, run this program to print labels for each individual package. You can also enter the invoice number and C.O.D. amount through this program. The UPS C.O.D. Label Print program prints all the required data on the preprinted UPS C.O.D. label. According to the Use Alt Ctl # flag in the Shipping Control Record, the system prints the invoice or freight order number on the label as well as the preprinted UPS number. If the alternate control number is used, UPS tracks the C.O.D. package through the number; it does not track it by the preprinted UPS number. You can also print C.O.D. labels for freight and sales orders by warehouse.
The labels created by these 3 programs are not approved by the carrier.
Freight Manifest Print program prints the manifest that is required by the carrier. It can print all the manifest orders for UPS 1st Day Air, 2nd Day Air, all UPS manifest orders, or orders for another carrier. This program prints separate manifests by ship via code to accommodate multi-carrier functionality. Note: The manifests created from this program are not UPS-approved. This program prints a summary of all line-items (packages) in the Sales Orders Freight Order File that possess the required criteria. Print manifests on 8 1/2 x 11-inch paper and in compressed print, so the manifest will fit in 132-column format. Manifest information includes the following: manifest date, shipper’s address and number, invoice number, consignee and the consignee’s address, UPS zone, package weight, freight charge, C.O.D. amount, declared value, and if the package uses the GroundTrac service, if it is oversized or if a call tag has been issued. The manifest also sub-totals every one hundred packages. A summary is printed for each zone, including the number of letters, number of packages, total weight, total freight charge, number of C.O.D. packages, total C.O.D. charges, total insurance charge, and total number of call tags. The summary concludes with the total number of GroundTrac packages on the manifest, total number of C.O.D. packages, total C.O.D. charges, and total UPS revenue. You have the option of printing manifests by warehouse and multiple warehouses. If printing by multiple warehouses, the program uses the shipper number from the first warehouse code entered.
The Freight Inquiry program allows you to view any shipment in process or any past shipment. Open freight orders (in process) can be viewed by a warehouse, or customer. Past freight orders are also customer and warehouse specific, as well as date sensitive. The inquiry displays the documents as they appeared in Freight Entry, with two exceptions: when the current warehouse is set to ALL, the warehouse for the freight order is displayed, and if viewing the past freight orders, the date of shipment appears. The Freight Inquiry is helpful in tracking shipments for customers and/or warehouses. It also enables you to find out exactly what date a sales order or package was shipped.
Use the Freight History Report program to print a history of the manifests that have been shipped. The report shows the manifest as it appeared the day the carrier picked up the shipment. This is helpful in finding out when an order was shipped, what day it went out, etc. Report information includes the following: manifest date; shipper’s address and number; invoice number; consignee and the consignee’s city, state, and zip code; UPS zone; package weight; freight charge; C.O.D. charge and amount; declared value; insurance charge; the total charge; whether the order uses the GroundTrac service; and whether the package is oversize or a call tag has been issued. This also provides a hard copy of past manifests (which UPS requires to be on file for one year).
Use the UPS Chart Print program to print a zip code to zone conversion chart or a rate chart based on weight and zone. Both of these charts are required by UPS, when using their computerized manifest system. The Zone Chart prints a listing of each warehouse’s zip-zone conversion. It shows the zip code prefix and the zone for that prefix. The Weight Chart prints the rates for one pound to seventy pounds for the zones selected. Printed are the zone, the pounds, and the rate.
The Shipping Subsystem integrates sales orders shipments as well as the occasional non-invoiced shipment. The Freight Entry Program prompts you for an invoice number, if you enter an invoice number, the system automatically pulls over the customer, address and ship via. If the invoice changes, the Freight Entry Program makes the necessary adjustments when you enter the invoice number after the changes have been made. It is not necessary to delete and reenter the freight information for changes to the header on the invoice.
If the entry on the manifest does not stem from an invoice, you can enter an order number that is not on file. The program perceives this entry to be a non-invoiced entry, and it appears on the same manifest as the sales orders shipments. This allows shipments from departments other than sales.