UPS WorldShip

Acctivate can be integrated with the desktop version of UPS WorldShip.

There are two types of integrations available:

  • Sales Orders integration: A UPS integration template can be created to import in sales orders into UPS WorldShip.
  • Packaging Manager integration: If you are using Acctivate's Packaging Manager, you can create a UPS WorldShip template to import in a Shipment and it's cartons.

You may choose to use one or both of the integration types. In both cases, shipment information will be written back to Acctivate.

The process of setting-up UPS WorldShip to work with Acctivate is fairly straightforward and can typically be completed in 30 minutes to one hour.

UPS Sales Order Integration

A UPS integration template can be created to import in sales orders into UPS WorldShip.

For instructions on integrating UPS WorldShip with Acctivate's Packaging Manager, refer to the UPS Packaging Manager Integration instructions.

Overview

Once a UPS WorldShip template is created, you will be able to enter an Acctivate sales order number into UPS WorldShip to import the order in. Once the order is imported into UPS WorldShip, you will enter the weight of the package and print the shipment label. UPS will immediate write back the shipment information to the Acctivate sales order. The shipment information can be found on the Packages tab of the order.

Setup

Integrating Acctivate and UPS properly requires creating a UPS map and configuring carrier and service information in Acctivate.

UPS Integration

Follow each step of the setup below. Omitting a step may result in an inaccurate exchange of data.

ODBC Connection
On the workstation where UPS WorldShip is installed, complete the ODBC (32-bit) setup.

Create an Import Map

  1. Inside of UPS WorldShip, select Import/Export Data from the standard toolbar in the WorldShip window. This will open a drop-down menu.
  2. Select the Create/Edit Map option.
  3. In the New Map section of this window, select the Import from ODBC Database radio button.
  4. Select Shipment from the Map Type drop down menu.
  5. In the Name field, enter Acctivate Orders.
  6. Click Create.

Select an ODBC import source

  1. A pop-up window titled Select an ODBC Source will appear. Select the data source you created during the ODBC setup.
  2. Enter the database ID and Password:
    • ID: sa
    • Password: (Contact support if you need assistance)
  3. Click OK.

Edit import map
The Edit import map window will appear. In this window you will map fields from Acctivate into WorldShip. This allows WorldShip to have access to your orders that are ready to ship.

  1. Select the ODBC Tables drop-down menu, located on the top left side of the screen, and select the OrdersAvailableToShip table. This table will be used through the import mapping.

  2. The WorldShip Fields menu will need to be changed based on the Acctivate fields mapped. Use the tables below.

    ODBC Table - OrdersAvailableToShip WorldShip Field - Shipment Information
    CarrierService Service Type
    ShippingInstructions Special Instructions for Shipment
    ODBC Table - OrdersAvailableToShip WorldShip Field - Ship To
    ContactEMailAddress Email Address
    ShipToAddress1 Company or Name
    ShipToAddress2 Address1
    ShipToAddress3 Address2
    ShipToAddress4 Address3
    ShipToAttn Attention
    ShipToCity City or Town
    ShipToCountry Country/Territory
    ShipToState State/Province/County
    ShipToZip Postal Code
    ODBC Table - OrdersAvailableToShip WorldShip Field - Package
    PO# or Ref or FOB (Customer Defined) Reference 1
    OrderNumber Reference 4
    TodaysDate Reference 5
    • Reference 1 will print on the label.
    • Reference 4 and 5 will not print on the label without modification in UPS.
    • DO NOT map anything to Reference 2 and 3.

  3. The final step for importing data from Acctivate into UPS WorldShip is to define a primary key for importing. While in the OrdersAvailableToShip table, select the OrderNumber column name and click the Define Primary Key for Import button. When this is done, a key icon will display to the left of the OrderNumber row.

  4. Click OK in the Edit import map window to confirm the mapping. Also, click Close in the Create or edit an import or export map window.

Create an Export Map

  1. Inside of UPS WorldShip, select Import/Export Data from the standard toolbar in the WorldShip window. This will open a drop-down menu.
  2. Select the Create/Edit Map option.
  3. In the New Map section of this window, select the Export to ODBC Database radio button.
  4. Select Shipment from the Map Type drop down menu.
  5. In the Name field, enter Acctivate Package.
  6. Click Create.

Select an ODBC export source

  1. A pop-up window titled Select an ODBC Source will appear. Select the data source you created during the ODBC setup.
  2. Enter the database ID and Password:
    • ID: sa
    • Password: (Contact support if you need assistance)
  3. Click OK.

Edit export map
The Edit export map window will appear. In this window you will map fields from WorldShip to Acctivate. This allows WorldShip to write shipment information to Acctivate.

  1. The WorldShip Fields menu will need to be changed based on the fields mapped. Use the tables below.

  2. Select tbOrderPackagesText in the ODBC Tables drop-down menu. This table will be used through the import mapping.

    WorldShip Field - Shipment Information ODBC Table - tbOrderPackagesText
    Billing Option BillingOption
    Collection Date ShipmentDate
    Declared Value Amount DeclaredValue
    Declared Value Option Insured
    Delivery Date/Transit Time ScheduledDeliveryDate
    Handling Charge Amount1 HandlingCharge
    Service Type CarrierService
    Special Instructions for Shipment Comment

    1Acctivate only works with Handling Charge Amount and we do not support any of the % handling options. If you need other handling charges added to your customer invoices then you can manually enter the amount on the ‘Release for Invoicing’ window in Acctivate. You should still map this field.

    WorldShip Field - Ship From ODBC Table - tbOrderPackagesText
    UPS Account Number AccountNumber
    WorldShip Field - Package ODBC Table - tbOrderPackagesText
    COD Amount CODAmount
    PackagePublished Charge2 ShippingCharge3
    Reference 4 OrderNumber
    Tracking Number TrackingNumber
    Void Indicator Voided
    Weight Weight

    2 You may select ‘Package Negotiated Rates Charge’ if you have a negotiated rate with UPS and you want this rate to appear on your customer invoice.
    3 Refer to the Optional Setup section of this document if you do not want shipping charges to appear on your customer invoices. You still need to map this field.

  3. Once all of the WorldShip fields have been mapped to the appropriate Acctivate column name, simply click the OK button to close the export map windows.

Define a Profile
A UPS WorldShip profile must be setup.

  1. In WorldShip, click on the Tools tab, then select Create/Edit Profile.
  2. The Profile Editor Enhancements window may pop-up (It may be selected to not appear). If it does appear, click OK.
  3. The Profile Editor window will appear. This looks like the normal WorldShip window, however you will have different button access and grayed-out options in the drop-down menus.
  4. Enter a new Profile Name in the profile name field or choose a profile that has previously been setup. This can be anything that you want. Select your standard shipment methods and other defaults for this profile.
  5. Click the Reference Tab in this window. Check all of the use on all packages checkboxes except for reference number 2 and reference number 3. This step will allow integration of multiple packages. Check these boxes:
    • Reference number 1
    • Reference number 4
    • Reference number 5
  6. Click Save Profile. Then click Close.

Enable Automatic Shipment Exports to Acctivate
When a shipment is printed, the shipment information will automatically be exported to Acctivate.

  1. In the main UPS WorldShip window, select Import/Export Data → Automatic Export After Processing Shipment → More… from the file menu.
  2. Select the Acctivate Package export mapping that you previously created.
  3. Click the Export button to allow for automatic exports from WorldShip to Acctivate.

Acctivate Configuration

Before using the UPS WorldShip and Acctivate to perform a shipment, a user with sys admin privileges must add UPS as Carrier and define the UPS carrier services inside of Acctivate.

Setup UPS as a Carrier

  1. Login to Acctivate.
  2. Navigate to the Carrier section of the Configuration Manager.
  3. Click the Edit button and enter UPS as a Carrier, select the Carrier Type of Overnight, enter a Description, and enter http://wwwapps.ups.com/etracking/tracking.cgi?tracknum=<t> in the URL field. Optionally, fill in the SCAC code.
  4. Make certain to check the Active box, then Save.

Setup UPS Carrier Services

  1. Login to Acctivate.

  2. Navigate to the Carrier Service section of the Configuration Manager.

  3. Click the Edit button and add the following Carrier, Service, and Descriptions. Make certain to check the Active box.

    Carrier Service Description
    UPS Early AM Next Day - Early 10 AM
    UPS Ground Ground
    UPS Next Day Next Day Air
    UPS 2nd Day Air 2nd Day Air
    UPS 2nd Day Air AM 2nd Day Air AM
    UPS 3 Day Select 3 Day Select
    UPS Next Day Air Next Day Air
    UPS Next Day Air Early AM Next Day Air Early AM
    UPS Next Day Air Saver Next Day Air Saver
    UPS Standard Standard
    UPS Worldwide Expedited Worldwide Expedited
    UPS Worldwide Express Worldwide Express
    UPS Worldwide Express Plus Worldwide Express Plus
    UPS World Wide Saver World Wide Saver

Setup UPS Billing Options

  1. Login to Acctivate.

  2. Navigate to the Carrier Billing Option section of the Configuration Manager. The following Carrier Billing Options are available for UPS.

    Carrier Billing Option Billing Option Description Include On Invoice (Recommendation)
    UPS Bill Receiver All Charges Bill the Recipient No
    UPS Bill Shipper Freight Bill the Shipper Yes
    UPS Bill Third Party: Freight Bill Third Party No
    UPS Consignee Billed Bill Consignee No
    UPS Freight Collect Bill Recipient No
    UPS Prepaid Shipping already paid by Recipient or Third Party No

    In most cases, you'll only want to add the billing charges to the customer's invoice if you, the shipper, are being billed. If you are shipping using the recipient's account or a third party account, you typically don't want to add charges to the customer's invoice.

Setup UPS Void Options

  1. Login to Acctivate.

  2. Navigate to the Carrier Void Option section of the Configuration Manager.

  3. Click Edit.

    Carrier Void Option Voided
    UPS "N" No
    UPS "Y" Yes

  4. Check the Active checkbox.

  5. Click Save.

Usage

To import shipments into UPS WorldShip, perform the following steps:

  1. Open UPS WorldShip.
  2. In the drop-down Profile menu (located at the bottom of the screen), select your Acctivate profile. You should always use this profile on your shipments.
  3. Select Import/Export Data → Keyed Import → Acctivate Orders (select More… if you do not see it on the list).
  4. Type or Scan your Acctivate sales order number and press the Tab key on your keyboard.
  5. The Ship To information and Carrier Service will populate based on the information entered in the sales order window.
  6. Enter the Weight (or use an integrated scale).

Make sure you've completed the Enable Automatic Shipment Exports to Acctivate step. If the Export After Shipment Processing option is enabled, when you print the shipping labels, UPS will write back the shipment information to Acctivate's database. This information will be visible on the Packages tab of the Enter Sales Order window.

UPS Packaging Manager Integration

A UPS integration template can be created to import in shipments and their cartons created using Acctivate's Packaging Manager into UPS WorldShip.

For instructions on importing and shipping sales orders, refer to the UPS Sales Order Integration instructions.

Overview

Once a UPS WorldShip template is created, you will be able to enter an Acctivate shipment number into UPS WorldShip to import the the shipment and it's cartons in. Once the shipment is imported into UPS WorldShip, you will enter the weight of the cartons/packages and print the shipment labels. UPS will immediate write back the shipment information to the Acctivate shipment in Packaging Manager. The shipment information can be found in the shipment window or in the Packages tab of the order.

Setup

Integrating Acctivate and UPS properly requires creating a UPS map and configuring carrier and service information in Acctivate.

UPS Integration

Follow each step of the setup below. Omitting a step may result in an inaccurate exchange of data.

ODBC Connection
On the workstation where UPS WorldShip is installed, complete the ODBC (32-bit) setup.

Create an Import Map

  1. Inside of UPS WorldShip, select Import/Export Data from the standard toolbar in the WorldShip window. This will open a drop-down menu.
  2. Select the Create/Edit Map option.
  3. In the New Map section of this window, select the Import from ODBC Database radio button.
  4. Select Shipment from the Map Type drop down menu.
  5. In the Name field, enter Acctivate Shipment.
  6. Click Create.

Select an ODBC import source

  1. A pop-up window titled Select an ODBC Source will appear. Select the data source you created during the ODBC setup.
  2. Enter the database ID and Password:
    • ID: sa
    • Password: (Contact support if you need assistance)
  3. Click OK.

Edit import map
The Edit import map window will appear. In this window you will map fields from Acctivate into WorldShip. This allows WorldShip to have access to your orders that are ready to ship.

  1. You will select various table from the ODBC Tables drop-down menu, located on the top left side of the screen. Likewise, the WorldShip Fields menu will need to be changed based on the Acctivate fields mapped. Use the tables below.

    ODBC Table - ShipmentSummary WorldShip Field - Shipment Information
    CarrierService Service Type
    ODBC Table - ShipmentSummary WorldShip Field - Ship To
    ShipToAddress1 Company or Name
    ShipToAddress2 Address1
    ShipToAddress3 Address2
    ShipToAddress4 Address3
    ShipToAttn Attention
    ShipToCity City or Town
    ShipToCountry Country/Territory
    ShipToState State/Province/County
    ShipToZip Postal Code
    ODBC Table - ShipmentPack WorldShip Field - Package
    PO Number Reference 1
    PackageID Reference 2
    Weight Weight
    OrderNumber Reference 4

  2. The final step for importing data from Acctivate into UPS WorldShip is to define a primary key for importing. While in the ShipmentSummary table, select the ShipmentNumber column name and click the Define Primary Key for Import button. When this is done, a key icon will display to the left of the ShipmentNumber row.

  3. Select Define Foreign Key Relationships.

  4. Highlight the ShipmentSummary table and the ShipmentNumber field.

  5. Highlight the ShipmentPack Table and the ShipmentNumber field.

  6. Select Add Relationship

  7. Click OK in the Edit import map window to confirm the mapping. Also, click Close in the Create or edit an import or export map window.

Create an Export Map

  1. Inside of UPS WorldShip, select Import/Export Data from the standard toolbar in the WorldShip window. This will open a drop-down menu.
  2. Select the Create/Edit Map option.
  3. In the New Map section of this window, select the Export to ODBC Database radio button.
  4. Select Shipment from the Map Type drop down menu.
  5. In the Name field, enter Acctivate Package.
  6. Click Create.

Select an ODBC export source

  1. A pop-up window titled Select an ODBC Source will appear. Select the data source you created during the ODBC setup.
  2. Enter the database ID and Password:
    • ID: sa
    • Password: (Contact support if you need assistance)
  3. Click OK.

Edit export map
The Edit export map window will appear. In this window you will map fields from WorldShip to Acctivate. This allows WorldShip to write shipment information to Acctivate.

  1. The WorldShip Fields menu will need to be changed based on the fields mapped. Use the tables below.

  2. Select tbOrderPackagesText in the ODBC Tables drop-down menu. This table will be used through the import mapping.

    WorldShip Field - Shipment Information ODBC Table - tbOrderPackagesText
    Billing Option BillingOption
    Collection Date ShipmentDate
    Declared Value Amount DeclaredValue
    Declared Value Option Insured
    Delivery Date/Transit Time ScheduledDeliveryDate
    Handling Charge Flat Rate1 HandlingCharge
    Service Type CarrierService
    Special Instructions for Shipment Comment

    1 Acctivate only works with Handling Charge Amount and we do not support any of the % handling options. If you need other handling charges added to your customer invoices then you can manually enter the amount on the ‘Release for Invoicing’ window in Acctivate. You should still map this field.

    WorldShip Field - Ship From ODBC Table - tbOrderPackagesText
    UPS Account Number AccountNumber
    WorldShip Field - Package ODBC Table - tbOrderPackagesText
    COD Amount CODAmount
    PackagePublished Charge2 ShippingCharge3
    Reference 2 PackageID
    Reference 4 OrderNumber
    Tracking Number TrackingNumber
    Void Indicator Voided
    Weight Weight

    2You may select ‘Package Negotiated Rates Charge’ if you have a negotiated rate with UPS and you want this rate to appear on your customer invoice. 3Refer to the Optional Setup section of this document if you do not want shipping charges to appear on your customer invoices. You still need to map this field.

  3. Once all of the WorldShip fields have been mapped to the appropriate Acctivate column name, simply click the OK button to close the export map windows.

Define a Profile
A UPS WorldShip profile must be setup.

  1. In WorldShip, click on the Tools tab, then select Create/Edit Profile.
  2. The Profile Editor Enhancements window may pop-up (It may be selected to not appear). If it does appear, click OK.
  3. The Profile Editor window will appear. This looks like the normal WorldShip window, however you will have different button access and grayed-out options in the drop-down menus.
  4. Enter a new Profile Name in the profile name field or choose a profile that has previously been setup. This can be anything that you want. Select your standard shipment methods and other defaults for this profile.
  5. Click the Reference Tab in this window. Check all of the use on all packages checkboxes except for reference number 2 and reference number 3. This step will allow integration of multiple packages. Check these boxes:
    • Reference number 1
    • Reference number 4
    • Reference number 5
  6. Click Save Profile. Then click Close.

Enable Automatic Shipment Exports to Acctivate
When a shipment is printed, the shipment information will automatically be exported to Acctivate.

  1. In the main UPS WorldShip window, select Import/Export Data → Automatic Export After Processing Shipment → More… from the file menu.
  2. Select the Acctivate Package export mapping that you previously created.
  3. Click the Export button to allow for automatic exports from WorldShip to Acctivate.

Acctivate Configuration

Before using the UPS WorldShip and Acctivate to perform a shipment, a user with sys admin privileges must add UPS as Carrier and define the UPS carrier services inside of Acctivate.

Setup UPS as a Carrier

  1. Login to Acctivate.
  2. Navigate to the Carrier section of the Configuration Manager.
  3. Click the Edit button and enter UPS as a Carrier, select the Carrier Type of Overnight, enter a Description, and enter http://wwwapps.ups.com/etracking/tracking.cgi?tracknum=<t> in the URL field. Optionally, fill in the SCAC code.
  4. Make certain to check the Active box, then Save.

Setup UPS Carrier Services

  1. Login to Acctivate.

  2. Navigate to the Carrier Service section of the Configuration Manager.

  3. Click the Edit button and add the following Carrier, Service, and Descriptions. Make certain to check the Active box.

    Carrier Service Description
    UPS Early AM Next Day - Early 10 AM
    UPS Ground Ground
    UPS Next Day Next Day Air
    UPS 2nd Day Air 2nd Day Air
    UPS 2nd Day Air AM 2nd Day Air AM
    UPS 3 Day Select 3 Day Select
    UPS Next Day Air Next Day Air
    UPS Next Day Air Early AM Next Day Air Early AM
    UPS Next Day Air Saver Next Day Air Saver
    UPS Standard Standard
    UPS Worldwide Expedited Worldwide Expedited
    UPS Worldwide Express Worldwide Express
    UPS Worldwide Express Plus Worldwide Express Plus
    UPS World Wide Saver World Wide Saver

Setup UPS Billing Options

  1. Login to Acctivate.

  2. Navigate to the Carrier Billing Option section of the Configuration Manager. The following Carrier Billing Options are available for UPS.

    Carrier Billing Option Billing Option Description Include On Invoice (Recommendation)
    UPS Bill Receiver All Charges Bill the Recipient No
    UPS Bill Shipper Freight Bill the Shipper Yes
    UPS Bill Third Party: Freight Bill Third Party No
    UPS Consignee Billed Bill Consignee No
    UPS Freight Collect Bill Recipient No
    UPS Prepaid Shipping already paid by Recipient or Third Party No

    In most cases, you'll only want to add the billing charges to the customer's invoice if you, the shipper, are being billed. If you are shipping using the recipient's account or a third party account, you typically don't want to add charges to the customer's invoice.

Setup UPS Void Options

  1. Login to Acctivate.

  2. Navigate to the Carrier Void Option section of the Configuration Manager.

  3. Click Edit.

    Carrier Void Option Voided
    UPS "N" No
    UPS "Y" Yes

  4. Check the Active checkbox.

  5. Click Save.

Usage

To import shipments into UPS WorldShip, perform the following steps:

  1. Open UPS WorldShip.
  2. In the drop-down Profile menu (located at the bottom of the screen), select your Acctivate profile. You should always use this profile on your shipments.
  3. Select Import/Export Data → Keyed Import → Acctivate Shipments (select More… if you do not see it on the list).
  4. Type or Scan your Acctivate shipment number and press the Tab key on your keyboard.
  5. The Ship To information and Carrier Service will populate based on the information entered in the shipment window.
  6. Enter the Weight (or use an integrated scale) for each package.

Make sure you've completed the Enable Automatic Shipment Exports to Acctivate step. If the Export After Shipment Processing option is enabled, when you print the shipping labels, UPS will write back the shipment information to Acctivate's database. This information will be visible in the shipment window of Acctivate or on the Packages tab of the Enter Sales Order window.