UPS Flat File Bill Tool Quick Start Guide February 2005 Version 1.41
UPS Flat File Bill Tool Gain Insight Into Shipping Costs 2 The UPS Flat File Bill Tool is a Microsoft Access database that gives you total visibility into your shipping costs Pre-defined reports provide billing information that supports your business processes Features Designed for employees with no previous knowledge of Microsoft Access Summarize and subtotal shipping expenses by your company s cost codes View, print, export or e-mail any report for analysis and distribution within your company Provides complete control over reporting of shipping charges Benefits Any employee can use the tool to provide relevant shipment and cost information to different departments, projects, stores, or locations Allocate shipping expenses in minutes Requires minimal training and maintenance
Overview Of Using UPS Flat File Bill Tool 3 1. Review the check list on the UPS Expense Management Web site 2. Contact UPS Account Executive to receive the UPS Flat File Bill 3. Download the UPS Flat File Bill Tool from the Web site 4. Receive e-mail containing the UPS Flat File Bill data file 5. Import UPS Flat File Bill data file using the UPS Flat File Bill Tool 6. Run reports 7. Questions and technical support
Steps 1 2: Review Tool Checklist and Enroll 4 Step 1 Review Tool Checklist and System Requirements Review the Tool Checklist and system requirements below Answer the questions and plan for the new responsibilities within your company While using the UPS Flat File Bill Tool will improve your business processes, it also represents a change in how billing information is provided and managed Tool Checklist: Do you want to report and analyze shipment information on all of your company's UPS account numbers, or just a select few? If you have multiple account numbers and would like them all consolidated into one weekly Flat File Bill, please be prepared to provide your Account Executive with the list of these UPS account numbers. Who will receive the e-mailed billing data file each week? (Note: Up to five email addresses can receive the file.) Who will import the billing data file into the UPS Flat File Bill Tool? Be prepared to review and sign a legal agreement about use of the billing data file.
Steps 1 2: Review Tool Questions and Enroll 5 Tool Checklist (cont.): Understand that the billing data file excludes a few pieces of information that is provided on the paper bill for certain shipments. The UPS Flat File Bill does not contain the following data elements: Charges for optional services (i.e. C.O.D.) are not documented separately - they are included with the package transportation charge. Message codes (the letter footnotes that are included as the last page of your bill). For example, code "a" is Package Hundredweight eligible; Single piece rates applied Document/non-document indicators for international shipments Consignee vendor number (affects consignee billing shipments only) Accounts receivable status Store numbers Tier incentive level achieved Reference Number field characters beyond 23 (the field is limited to 23 characters) Step 2 Enroll to receive the UPS Flat File Bill Contact your UPS Account Executive to have your account(s) set up to receive the UPS Flat File Bill Your UPS Account Executive will notify you when to expect your first e-mail with the billing data file
Step 3 Download UPS Flat File Bill Tool 6 Download the Tool Download the version of the tool appropriate for your version of Microsoft Access at the UPS Expense Management Web site (http://www.ups.com/content/us/en/bussol/offering/technology/billing/flat_file_downloads. html) The downloaded file is in a compressed format Open the downloaded file and choose a folder to save the tool (a Microsoft Access database file). For optimal performance, save the tool on your computer, not on the network or LAN Start Microsoft Access, click File, then Open, and select the file in the folder where you saved the tool Opening the tool for the first time will require a simple registration
Step 4 Receive E-mail & Download Billing Data File 7 Billing Data File E-mail After your UPS Account Executive has enrolled your company to receive the UPS Flat File Bill, you will receive a billing data file via e-mail weekly The e-mail will arrive each Monday before the day s end The e-mail directs you to a Web site to download the billing data file Download the file and save it to your computer or somewhere on your network or LAN To save the file, simply click on the Save Checked Files button E-mail Each Week File Download
Step 5 Import Billing Data File 8 Import the Billing Data File After downloading the billing data file, import it into the UPS Flat File Bill Tool you downloaded in Step 3 You can import billing data files from your computer, or anywhere on your company s network or LAN After importing one or several weeks billing data files, you can begin creating reports to examine your shipping expenses
Step 6 Run Reports 9 There are twenty-one different reports broken out in four main categories. View them with your billing data to see which work best for your needs. Cost Reports These reports leverage the reference number (i.e. cost code, customer number, order number, department number) information provided at shipping to dramatically simplify cost allocation Other Charges Reports These reports allow detailed analysis of other charges from UPS like Address Corrections and provide corrected information so your records can be updated Management Reports These reports provide summarized ways to look at your shipping activity. For example, you can analyze your UPS shipments by service, or by zone. Cost Management These reports allow you to compare your billed charges against your own list of valid reference numbers (cost codes), or against valid accounts you have authorized to bill to your company
Step 6 Run Reports (Cont.) 10 Its easy to view reports on-screen, print them, or export results to a data file Select the report you want from the tabbed list of reports Answer a series of questions to customize the report for your needs Click the Print Preview button to view the report on screen Reports can then be printed to any printer by selecting File then Print from the menu Click the Download button to export the report results to a.csv file for further analysis in a spreadsheet program or to import into your other systems (i.e. accounting systems) Printed/viewed reports will include a summary page that provides grand totals, and specifies the criteria you selected for the report Choose A Report Specify Criteria View / Print Report OR Download to Excel, etc.
Step 6 (Optional) Email Reports 11 To Email a report to other employees: Specify the criteria for the report. Select Print Preview to generate the report Once the report displays, go to the File menu, choose Send To, then click Mail Recipient (as Attachment). After choosing Mail Recipient (as Attachment), pick the Rich Text Format option. This will create the report so the email recipient can view & print the report in Microsoft Word.
Step 7 Questions and Technical Support 12 The UPS Flat File Bill is supported through its own Web site Refer to the site (http://www.ups.com/content/us/en/bussol/offering/technology/billing/flat_file_dow nloads.html) for Technical Documentation, Sample File and to download the latest version of this Quick Start Guide If you have further questions, request additional technical support from the site at http://www.ups.com/forms/e-mail/ffbtech_support?loc=en_us
Flat File Bill Tool List of Reports 13 Cost Reports Package Detail Reports Subtotal By Reference Number Reports Blank Reference Number Report Search Report Other Charges Reports Address Corrections Residential / Commercial Adjustments Shipping Charge Corrections Service Fees and Miscellaneous Charges Chargebacks Management Reports Consolidated Billing Summary Shipments Summarized By Date And Shipping Method Service Level and Zone Reports Cost Management Reports Manage Charges By Reference Number Manage Charges Billed To Your Company Detailed package info sorted by reference number Charges subtotaled by reference number Identify and edit charges without a reference number Search for charges based on your criteria Detailed information about packages shipped with an incorrect address List of packages with corrected address type Details on packages with audited weight and charges Details on service fees and other charges Packages that were billed back to you due to incorrect information or refused charges Summarized charges by account. Can be compared to summary paper bill mailed by UPS. Subtotaled charges by date and shipping system View shipping activity summarized by UPS service or zone Charges that match to your list of approved reference numbers Charges billed to you that were shipped by your vendors