Section 1: Creating a UPS Worldship Import Map



ANSWERS®/UPS Worldship®

Integration Guide

The following pages describe how to set up and use import and export maps in the UPS OnLine Worldship software for use with Answers. UPS OnLine Worldship, Worldship, and UPS are trademarks or registered trademarks of United Parcel Service of America, Inc. Data Resources Corporation does not sell, distribute, or support the UPS OnLine Worldship system. This manual is provided to assist Answers users in integrating their data to and from the UPS Worldship system. Users must obtain the UPS OnLine Worldship software from their UPS Service Representative.

In order to export and import data with the UPS OnLine Worldship software, the PC running the Worldship software must be networked. Users who are operating on PC’s supplied by the United Parcel Service should contact their service representative for any license agreements or other rights that might apply.

Section 1: Creating a UPS Worldship Import Map

1. Start UPS OnLine Worldship.

2. From the menu bar, select UPS OnLine Connect, then select Connection Assistant. The Connection Assistant option screen is displayed.

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3. Click the “Create a new map for Import” option and click Next.

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4. In the “Import Data Types” selection box, select Shipment and click on Next.

5. Next, you will be presented with a screen to select the file that UPS Worldship will import from. You will be importing from a file called upswout.csv. This file is located in the data directory along with the other Answers files. On the screen, click the “By File” option. In the “Currently Selected File” box, enter the name of the file. To make entering the file name easier, click on the “Browse” button to search for the file. In the search window, select the directory containing the Answers data files. The “File Type” will have to be changed to “Text Files (*.txt *.csv)”. If you have never run the UPS Worldship Export program from Answers, you may not have a “upswout.csv” file. If the file is not displayed after changing the file type, simply type the file name in.

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6. In the “Data Source Name (DSN)” box, type a name for the link to the Answers file. It can be any name you choose, such as AnswersOrders or OrdersIn. The name typed here should be a name that you can easily identify this import process.

7. In the “ODBC Drivers” box, select the “Microsoft Text (*.txt *.csv)” driver.

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8. Click on Next to continue.

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9. Next, select “New Map” and enter the map name. This can be the same name as the Data Source Name you entered previously. Click Next.

10. Next, a finishing screen is displayed. This screen provides some tips and hints on finishing the import setup. Not input is required on this screen. Click Finish to continue.

11. Next, the ODBC Text Setup screen is displayed. Click OK.

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12. Next you are presented with the import map setup screen. This screen is used to map fields in the Answers file to the corresponding field in the UPS Worldship files. In the “ODBC Tables” selection box, choose the upswout.csv file. The field names will be displayed. The “Worldship Fields” box allows you to select different sets of fields to map Answers data to.

Before you begin to map fields, you will need to set the “key” for the file. The “key” will tell Worldship how to find the correct information in the file, and what data item you will typing in to pull up information from Answers. Our key will be the “WH_Order” field, which contains the warehouse and order number.

First, click on the “Primary Table” button to let Worldship know that this is the source for our data. A small key icon will be displayed beside the file name. Next, highlight the “WH_Order” field and click the “Define Key” button. The same key icon is displayed beside the “WH_Order” field.

To map a field, click on the Answers field name and then click on the matching Worldship field name. Then click the “Connect” button. The matched fields are displayed on the lower portion of the screen. You may map fields as desired. Listed below are the intended uses of the available fields. You do not need to map all of the fields if you do not plan to use them.

|Answers Field |Worldship Group |Worldship Field |Suggested Use |

| | | | |

|WH_Order |Package |Reference 1 |Order Number – this field|

| | | |is used to return |

| | | |shipment charges and |

| | | |tracking numbers to |

| | | |update the orders in |

| | | |Answers. |

|Cust_ID |Ship To |Customer ID |Customer Number |

| | | |(optional)* |

|Company_Name |Ship To |Company or Name | |

|Authorization |Ship To |Attention |(optional) |

|Address1 |Ship To |Street Address | |

|Address2 |Ship To |Room/Floor/Address2 | |

|City |Ship To |City | |

|State |Ship To |State | |

|Zip_Code |Ship To |Postal/ZIP Code | |

|Notify_Flag |Shipment Information |QVN Option |flag used to send email |

| | | |to customer with |

| | | |notification of their |

| | | |shipment and tracking |

| | | |numbers (must be used in |

| | | |order to use any of the |

| | | |notification options |

| | | |below) |

|Notify_Flag |Shipment Information |QVN Ship Notification |Used to notify when |

| | | |package is shipped |

|Notify_Flag |Shipment Information |QVN Exception Notification |Used to notify if an |

| | | |exception occurs during |

| | | |delivery |

|Notify_Flag |Shipment Information |QVN Delivery Notification |Used to notify when |

| | | |package is delivered |

|Notify_Type |Shipment Information |Shipment Notification 1 Type |either “fax” or “email” |

| | | |(not used in newer |

| | | |versions of UPS |

| | | |WorldShip) |

|Phone |Shipment Information |Shipment Notification 1 Phone | |

|Email |Shipment Information |Shipment Notification 1 Email |Fax Number or Email |

| | | |Address for shipment |

| | | |notification |

|Fax_Contact |Shipment Information |Shipment Notification 1 Contact | |

| | |Name | |

|Company_Name |Shipment Notification |Shipment Notification 1 Company | |

| | |or Name | |

|Bill_Option |Shipment Information |Billing Option |billing method for |

| | | |freight |

|Country |Ship-To |Country | |

|Acct_No |Ship-To |Receiver UPS Account # | |

|TP_Cust_No |Third Party |Customer ID |Customer Number |

| | | |(optional)* |

|TP_Company_Name |Third Party |Company or Name | |

|TP_Contact |Third Party |Attention | |

|TP_Address1 |Third Party |Street Address | |

|TP_Address2 |Third Party |Room/Floor/Address2 | |

|TP_City |Third Party |City | |

|TP_State |Third Party |State | |

|TP_Zip_Code |Third Party |Postal/ZIP Code | |

|TP_Phone |Third Party |Telephone | |

|TP_Fax |Third Party |Fax | |

|TP_Account_No |Third Party |UPS Account Number | |

|Cust_PO_No |Package |Reference 2 | |

|Carrier |Shipment Information |Service Type | |

|COD |Shipment Information |COD Option | |

|COD_Amount |Shipment Information |COD Amount | |

You will notice that some of the fields from the Answers file are being used more than once to fill in information in the Worldship system.

• The Customer ID is an optional field. If you use the customer id to map to the Answers customer number and you set Worldship to update the address book, any time the same customer number is used with different company name information, Worldship will present a warning that the customer is already on file with a different ship company name.

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This screen snapshot shows the import map screen after the links have been made from the Answers file fields to the UPS Worldship fields. It will be necessary during the mapping process to change the Worldship field selection since different fields are located in different field groups.

13. Once you have finished setting up the Import Map, you will be prompted to “batch” import from the file. Answer this question “No”. Since Answers is only exporting the ship to information, you will need to use the UPS Worldship features to set up shipping package types, freight charges, and other shipment options. These options cannot be passed from Answers. Therefore, you will use the import feature referred to as “Keyed Import” to pull up the orders in Worldship for processing. This process is defined in the next section.

Section 2: Accessing an Order in UPS Worldship

Orders will be accessed using a feature called “keyed import”. The import map needs to be have been created as in Section 1: Creating a UPS WorldShip Import Map. Once the map is created it will be on file for future uses. The file will change almost constantly, but it will not be necessary to change your import map.

1. Upon starting Worldship, you must begin the import entry procedure. From the menu bar, click on “UPS OnLine Connect”, then select “Keyed Import”. The standard options will be “off”, which is checked by default if a previous import has not been set, and “More”. If these are the only two options that you have, then you will need to click on “More”. A list of available import maps is displayed. Highlight the import map that you previously set up in Section 1: Creating a UPS WorldShip Import Map and click on Import.

If you have previously imported from an import map, the map name will be listed along with the “off” and “More” options. Simply click on the desired import map name.

Once you have chosen an import map, a key input screen is displayed.

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2. Type in the key of the data that you wish to access. In this case, type in the warehouse and order number. You will need to type both the warehouse and the order number using the leading zero. Type in the number and press the key. Worldship will search the import file and pull in the requested information. You can then process the shipment as you normally process other shipments in Worldship.

Important Note

You will notice that the warehouse/order number is displayed in the Reference 1 field. It is extremely important that the warehouse/order number be left as is. This field is exported back to Answers and will allow the order in the Answers files to be updated with the shipping charges and tracking numbers. If you will be shipping more than one box to this customer on a particular order, you should click on the “Reference” tab, and check the “Use on all packages” box for “Reference 1”. This will insure that the correct warehouse/order number are used on all boxes for this same order.

3. The “Enter Import Key” window remains on your screen until you close the window, or until you exit Worldship. To move on to the next order, simply type in a new key. If you fail to save the current shipment information, Worldship will prompt you to save the information.

Section 3: Creating a UPS Worldship Export Map

A UPS Worldship export map must be set up to allow exporting information back to Answers. The file will be set up to pass back the order numbers that you shipped, the shipment charges (freight), and the tracking number(s).

1. Start UPS Worldship. From the menu bar, select UPS OnLine Connect, then Connection Assistant. The Connection Assistant is started to guide you through the process of setting up an export map.

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2. Click the option “Create a new map for Export”. Then, click Next.

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3. In the “Export Data Types”, select Shipment. Then, click on Next.

4. The next screen is used to select the actual file where the exported data will be stored. We will be storing the data in the same directory as the other Answers data files. For most users, this will be H:/datafiles, but it may vary by user site. Select the “By File” option and use the “Browse” button to locate the proper directory. The file type is “Microsoft Text (*.txt .csv)”. The file name is upswin.csv. This file may not exist. If not, type the name in the file name box. In the “Data Source Name (DSN)” box, type in a name for the file, such as OrdersOut. In the ODBC Drivers list, select the “Microsoft Text Driver (*.txt *.csv)” driver.

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This screen shows the completed ODBC Data Source setup.

5. Click on Next.

6. On the next screen, select “New Map”. You will have to type in a map name. For simplicity, this can be the same name as the Data Source Name (DSN) previously entered.

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7. Next, a finishing screen is presented. Click on Finish.

8. Next, an ODBC Text setup screen is displayed, Click OK.

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9. The export map screen is displayed next. This screen allows you to define your output file and the fields that it should contain. On the left side is the list of available UPS export fields. Highlight the desired field and click the Add button to have the field moved to the list on the right side of the screen. The “tabs” above the field list box are used to specify fields from different groups of UPS fields. The following table displays the fields that should be returned for use in Answers. The fields need to be listed in the following order as well.

|UPS Group (“Tab”) |Field # in Export File |WorldShip Field Name |

|Package |1 |Reference 1 * |

|Package |2 |Tracking Number |

|Shipment Information |3 |Hundred Weight |

|Package |4 |Package Charge |

|Shipment Information |5 | Total Shipment Charge |

|Shipment Information |6 |Void Indicator |

|Shipment Information |7 |Handling Charge Amount |

* The Reference 1 field contains the warehouse and order number. It is extremely important that this number appear on each package that you shipped. If you shipped a customer more than one package, the warehouse and order number must have been entered on each package as the “Reference 1” field.

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This screen shows a completed export mapping.

10. Click on OK.

Once you have finished the export mapping, the program will prompt you to batch export. Answer No.

Section 4: Updating the Export File from Worldship

The UPS OnLine Worldship offers three different methods for exporting. First, you can update your export file each time you finish a shipment (click the “process shipment” button). Second, you can have the shipments automatically exported when you perform the Worldship End of Day processing, or thirdly, you can manually run the “Batch Export”.

Answers users should consider using either the first or second method for exporting shipment information. Using the first option, which updates the export file after each shipment, would allow you to run the import program in Answers at any time throughout the day to update Answers orders. The second method would not create the Answers import file until you had processed all of your shipments and run the UPS OnLine Worldship end of day processing. This may be desirable to some users, especially if you will be modifying shipments frequently. You may not want the shipments updated for use in Answers until you have finalized them for UPS.

Before any export can be accomplished, the export map must be have been created as explained in Section 3: Creating a UPS OnLine Worldship Export File.

Updating the Export file after each Shipment

1. From the menu bar, select UPS OnLine Connect, then Automatic Export after Processing Shipment. Normally, the default options here are “Off” and “More”. If you have not previously exported, you will need to click on “More”. If you have previously exported, the files that you have exported to will be listed. Click on the file you wish to export to. A checkmark beside an export map name means that is the selected file.

2. If you have not previously exported, you will be shown a screen listing all available export maps. Click on the appropriate export map and click on Export. The selected map becomes your default for exporting after a shipment is complete.

Updating the Export file during End of Day

1. From the menu bar, select UPS OnLine Connect, then Automatic Export during End of Day. Normally, the default options here are “Off” and “More”. If you have not previously exported, you will need to click on “More”. If you have previously exported, the files that you have exported to will be listed. Click on the file you wish to export to. A checkmark beside an export map name means that is the selected file.

2. If you have not previously exported, you will be shown a screen listing all available export maps. Click on the appropriate export map and click on Export. The selected map becomes your default for exporting during the end of day processing.

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