ACTIVANT STANPAK. UPS WorldShip Integration. Version 6.1

Transcription

1 ACTIVANT STANPAK UPS WorldShip Integration Version 6.1

2 This manual contains reference information about software products from Activant Solutions Inc. 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 Activant Solutions Inc. From time to time, Activant 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 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 6.1 Publication Date: Stanpak/UPS Integration 2

3 1. Setup and Maintenance Exporting Customer Ship-tos to WorldShip The Customer Database Refresh must be executed once when setting up WorldShip. It may be re-run occasionally to add new customers and update customer changes. 1. Run Stanpak Program WRLDEXP selection prompt on the Stanpak Server. From the menu prompt, enter WRLDEXP. The system will prompt: PRESS TAB TO START FILE GENERATION, ANY KEY TO EXIT. >> Press <Tab> to generate the shpout.csv file to be imported into WorldShip. You will see customer names and numbers scroll across the screen as they are added to the export file. When the file has been completed, the system will prompt: THE SHPOUT FILE IS READY ON DIRECTORY UPS 2. Run the customers import from within WorldShip. >> Go to the menu option UPS online connect Batch Import The Batch Import Data screen will appear (see figure 1). Stanpak/UPS Integration 3

4 Figure 1 Batch Import Data screen >>>On the Bach Import Data screen,, select the customers import line, All other options on this page should be preset by Stanpak. Before continuing, please verify that your screen reflect the same selections. >>>Click on the Next Button Note: Keeping Existing Records in the UPS database If you are new to WorldShip, or if you wish to clean out your existing database (to include only customers that exist within Stanpak) select the checkbox Delete existing records before import. If you would prefer to keep your existing UPS database intact and merge Stanpak customer data with the existing customer records, leave this checkbox unchecked. Stanpak/UPS Integration 4

5 Example of Imported Customer Data. Customer #s are in the form Customer # + Ship-to ID after import. In this case the customer number is and the Ship-to ID is the Billing Address. Figure 2- Format of the Customer ID within WorldShip Stanpak/UPS Integration 5

6 2. Daily Tasks in WorldShip Introduction Integrating UPS WorldShip with Stanpak is a very straight-forward process and should be easy to accomplish. There is only one task that must be completed manually each day in order to have tracking numbers and freight costs available within Stanpak. Just process UPS shipments in WorldShip in the normal way, using the Stanpak Customer Number and Order Number from the Delivery Slip. After End of Day has been run within WorldShip, run the program WRLDIMP on the Stanpak server. Processing Shipments Customer Enters the Stanpak Order # within WorldShip. Customer enters order # Reference Tab, Reference Number 3. Figure 3 - Entering the Stanpak order number within WorldShip Stanpak/UPS Integration 6

7 End of Day At the end of each business day, an End of Day is run on your PC in WorldShip. The end of day program automatically pushes an export file to the Stanpak server containing order numbers, ship dates, tracking numbers and freight costs. Stanpak/UPS Integration 7

8 3. Processing the UPS file in Stanpak WRLDIMP After End of Day has been run, use program WRLDIMP to process the data file from WorldShip that has been pushed to the Stanpak server. 1. Run WRLDIMP from the selection prompt on your Stanpak server. 2. The program will prompt Press <TAB> to continue, or exit to quit Press <TAB> to continue OR Enter X to quit Each Stanpak order that has been shipped via UPS and processed using WorldShip will be automatically updated with the ship dates, tracking numbers and freight costs. Stanpak/UPS Integration 8

9 4. Track UPS Deliveries in Stanpak Track Delivery on the Web for an Open Order 1. Run Order Inquiry program OI 2. Enter a customer number A screen will display with a list of the open orders for the selected customer. Figure 4 - Selecting an Order number to view Shipment information 3. Enter the Order Number Stanpak/UPS Integration 9

10 Figure 5 - Shipment Information in OI The UPS tracking number will display in the Special Instructions Field prefixed by TR#=. Tracking your Order Go to Select your country and click the Tracking Tab at the top/left of the page. Enter the tracking number you see in the Special Instructions field of OI. Stanpak/UPS Integration 10

11 Figure 6 -Tracking orders on >>>Check the box in the lower left hand corner of the page to agree to Terms and Conditions and click on the TRACK button to track this order Track Delivery on the Web after Invoicing View Shipping information in Invoice History program RIX fun directly from the menu or as invoice history inquiry in Customer Service or Order Entry. From RIX >>>Enter a customer number A list of the open orders for the selected customer will display on the screen. From Order Entry If the customer is past due or over their credit limit, the program will display an aging of what the customer owes. >>>Clicking on the Invoice History button. OR >>>Click on the AR+inv button to display Invoice history. Stanpak/UPS Integration 11

12 A list of the invoiced orders for the selected customer will display on the screen. >>>Select the order to track by entering the Order Number, or clicking on the sequence button to the left of the Order OR If you do not see the order, click on a Next Page navigation button to view more invoices, or select looker to search for an invoice. Figure 7 -Tracking orders on The UPS tracking number will display in the Special Instructions Field prefixed by TR#=. >>> Check the box in the lower left hand corner of the page to agree to Terms and Conditions and click on the Track button to track the order on the UPS Website If you have access to the Internet, the system will launch a browser, and automatically display the UPS shipment tracking website with your tracking number listed to be tracked. Delivery status of the shipment will display on your screen.. Stanpak/UPS Integration 12

13 Stanpak/UPS Integration 13

14 Addendum Daily Export of Audit Log to Stanpak The export of requested data will occur automatically at each run of end of day on the WorldShip PC. The exported file frtin.csv contains the following information: 1. CustomerID 2. Tracking Number 3. Order Number 4. Package Charge 5. Pickup date The following are examples of valid records: H12570BILL, 1Z , , 8.75, This customer has chosen to use the long form of the Customer ID, including the Ship-to ID. This customer ID was entered into the UPS database via the customers import in WorldShip , 1Z , 5.58, Note: This customer has chosen to use the short form of the Customer ID. This customer ID was entered into the UPS manually, before the customers import was completed. This customer chose NOT to discard existing records the checkbox in figure 1 (Delete existing records before import) is NOT checked. Note: It is extremely important for the Order Number to be entered in reference field #3, in the long form, when creating a shipment in WorldShip. Without the order number, the export file will be missing the necessary information to associate the order with the tracking number and freight cost within Stanpak. For example, if the order number is , reference field #3 must contain rather than After the End of Day is complete (and the export file has been sent to the Stanpak server), you must run WRLDIMP within Stanpak in order to merge the import file data with STANAPAK. Format of the Customer ID within WorldShip The customers import of customer data from Stanpak into WorldShip will consist of records of the form: Stanpak/UPS Integration 14

15 Stanpak customer number + Ship To ID This can cause duplication in your ups database if you have an existing record for the Stanpak customer with the correct six character customer id (according to the current customer master file in Stanpak). Note: It is not required that you use the Stanpak customer number + Ship To ID form of the customer id when bringing up a customer record in WorldShip to enter a package. You may use the short form (six character) id when entering shipments. The extended form of the ID has been included in the integration for your convenience in circumstances where different Ship-tos for the same customer must be differentiated. Stanpak/UPS Integration 15