UPS WORLDSHIP SHIPPING SYSTEM INSTRUCTION

Transcription

1 Page 1 of 7 1. Purpose and Scope To train shipping associates proper techniques to ship packages through UPS Worldship System. 2. Definitions Pick Slip Shipping Label A VeraCore generated document with the appropriate information including items ordered, quantity, shipping address, barcoded pick slip number and job number. A shipping system generated shipping label produced for each package processed. TGI Verbal Shipping An internal form used for non-job related shipments (personal Instruction Form (TG-110A) packages) by associates or to ship items to customers where no task exists. [click here to view] Work Ticket An internal document generated via ProMail that provides detailed job instructions to effected departments. This term is used synonymously throughout TGI as "Task Sheet". 3. Responsibilities PICK/PACK Pick & Pack Associates 4. Authority SUP Supervisor 5. Instructions 1. Revision History Revision 3 ( ) Various minor typesetting changes to several steps. No re-training required. Revision 4 ( ) - multiple changes throughout. Re-training required.

2 Page 2 of 7 Instructions (Continued) Revision 5 ( ) - multiple changes throughout. Re-training required. Revision 6 (10/20/11) - Deleted step 10 in reference to BBDO, no longer a client. No retraining is required. Revision 7 (6/20/13) - Added Instruction References. No retraining is required. Revision 8 (2/2/16) - Changes to Step 6. Retraining is required. 2. Start Up Turn on monitor. Double click on the UPS Worldship icon. Once the Worldship opens, a box will appear asking you to select the shipping date. Select the date then click on OK. At this time the system is open and ready to begin. 3. UPS System Types Our systems are integrated. This means the system is connected to TGI's computer network to allow for data integration and allows us to manually key packages. 4. Non Integrated Shipping With a non-integrated system, all data must be manually typed into the system. This data is usually in the form of a TGI Verbal Shipping form (TG-110A) or a VeraCore generated task sheet. Please read the form completely before shipping and follow all directions. Once all data has been typed in click on the Ship button to process this package. Place the shipping label on the package and the small document label on your paperwork. 5. Integrated System Shipping At the top of the shipping screen, go to Import/Export, click on it, select keyed import. Each facility will have its own import file (see shipping supervisor) click on the file name and the import key box will appear. Once the import key box is open, scan the barcode on the provided pick slip. Once the system pulls the data in it will fill in: -The Consignee Name & Address -UPS Service -Reference #1 Field (PO or provided info) -Reference #2 Field (Our Job #) -Reference #3 Field (order #) Once these fields are filled, you have to add the packaging supply letter to the job Ref #2

3 Page 3 of 7 Instructions (Continued) field and if any options are required they can be selected. 6. Options A. Billing: 4 different options can be used: -Prepaid-System is automatically defaulted to this (we pay the postage). -Receiver:-Receiver's account # is needed for this function and will have to be entered in the UPS Account # field below the telephone field. (Will not process as collect without an account #). -Third Party-Under the Prepaid box is a check box marked third party. You must click on this box and fill in ALL the required fields. (Again, you must have a UPS Account #). B. Option Tab (located on left side of screen next to service tab). This tab lets you pick items such as handling charge, COD, Delivery Confirmationcall tags, quatum view, notify etc. Click on desired option. Tab back to services. (Note: All services have a fee attached). C. Detail tab (next to Option Tab). Use for oversized packages. D. Reference Tab (next to Detail Tab). Should be automatically filled in. Shipping Once all options and services are selected, shipping associate will Q.C. for correct address and services. If incorrect, please correct. Once order is Q.C.'d, click on the Ship button (F10 key). Place the label on the package and the small document label goes on your paperwork. 7. Multiple Pieces Once all shipping, billing data is placed into the appropriate fields and the first package is placed onto the scale, and the system reads the weight of the 1st package; underneath the

4 Page 4 of 7 Instructions (Continued) weight is a box for adding packages. Click on the small box labeled ADD. Once the scale reads the weight the package number with change. Click on ADD for any additional packages. Once all packages are weighed. Click on ship and apply the shipping labels. 8. Tracking With the Worldship System NOTE: To track a package you must know which date the package was shipped and which account # it was shipped under. Open the Worldship System as you normally would. Once the system is open, click on the icon next to the UPS Truck (Pickup Log icon). Select date, select account #, click on account number. This will open that day's shipping. Select the Package, double click on it, highlight the tracking #. Click on the tracking icon (looks like a satelite dish). System will automatically open the UPS website and track the package. Your results will be displayed on the screen. Click on the X to exit. 9. Voiding a Package (can only be done before the end of the shipping day) From the shipping screen go to the History icon. (Next to the Truck icon-looks like a book). Click on it. Click on the date you are shipping and open the file by using the little plus signs. Select the package you want to void, highlight it, go back to the top of the icon list and select the open book with a pencil. Click on it. It will ask, do you want to void? Click on the Yes button. A red X will appear on the package in the package list. Once you are done click back on the truck icon to continue shipping. 10. End of Day Once you are done processing all your shipments for the day, click on the icon that looks like a computer or press the F11 key. Once started, the system will ask you if you want to close out. Say YES. The system will automatically close out and print a label for the driver and end of day report. 6. Procedure References Control of Production and Service Provision QSP Infrastructure QSP 6.3 Monitoring and Measurement of Processes QSP Planning of Product Realization QSP 7.1 Preservation of Product QSP Work Environment QSP-6.4

5 Page 5 of 7 7. Instruction References FULFILLMENT PICK & PACK WI Records No records are created by this instruction.

6 Page 6 of 7 9. Addendum - Flow Chart UPS System Types Non Integrated Shipping Integrated System Shipping Options Multiple Pieces Tracking With the Worldship System Voiding a Package (can only be done before the end of the shipping day)

7 Page 7 of 7 Addendum - Flow Chart (Continued) End of Day