Working With UPS Online Tools®

Within the 'Shipping and Handling' tab of an order, there are two ways you can integrate with UPS Online Tools^®:

·      Parcel Tracking - Use Actinic to email customers their UPS^® parcel tracking number.

·      Online Calculator - Connect to the UPS Online Tools^® online to get rate information.

·      UPS Worldship^® - Transfer the order details into UPS Worldship^® in order to generate packing labels and tracking numbers.

UPS Online Tools^® is set up in 'Business Settings | Shipping and Handling' - see Integration With Shipping Companies for more. It is only available in Actinic Business/Designer in the USA.

Parcel Tracking

If you are using 'Tracking' enabled with UPS Online Tools^® (see Integration With Shipping Companies) you can notify customers via email of their parcel tracking number. They can enter this into a web page online (a link to this page is included in the email the customer is sent) and then see the progress of their shipment.

The tracking number for a shipment will normally be assigned as the parcel is collected; or else you may be pre-allocated a block of tracking numbers to use for your shipments. Either way you can enter the tracking number into at this point:

1.  Select the appropriate package from the 'Order Packaging' grid in the 'Shipping and Handling' tab.

2.  Enter the parcel tracking number into the 'Tracking Number' column.

Now you can either click the 'Track Package' button to open a browser window to see the parcel's progress for yourself, or else click 'Tracking Mail' to email the parcel tracking details to the customer. See Creating Emails In Actinic for more information about emailing.

UPS Online^® Calculator

Click the 'UPS Online Calculator' button to open the 'SSP Calculator' window.

Fill in the various details and click the 'Calculate' button. It will allow the details to be sent to UPS and return a shipping cost, which you can choose to accept, modify or reject.

Add to UPS Worldship^® CSV

If you are a UPS customer that ships from your own location, you are very likely using UPS's own software -WorldShip^® - to record the shipments.

Actinic will export order information into a .csv file that can be imported into WorldShip when you are ready to ship.

UPS OnLine WorldShip includes a 'Connection Assistant' through which you can map the fields in the Actinic-exported .csv file to corresponding fields within WorldShip. Here is an outline of the process for exporting the order information, creating an import map for UPS OnLine WorldShip, importing the orders and processing them.

Step 1: Export Actinic Orders, Set Up Data Source

The first step is to create the ODBC data source for UPS to read. This must be done by creating the data source from a downloaded order. To export this order, click the 'Add to UPS WorldShip CSV' button.

A .csv file of this and all other orders you decide to ship will be created. This file will be found in your Actinic folder in the following location:

...\Sites\Site1\SSP\UPSWorldShip

(where 'Site1' is your site name). The file is called 'worldshp.csv'.

You then need to set the 'worldshp.csv' file up as an ODBC data source on your computer:

1.  Go to 'Start | Settings | Control Panel | ODBC Data Sources'. (Windows 2000 and NT users, this may also be found at 'Start | Settings | Control Panel | Administrative Tools | ODBC Data Sources', depending on your configuration.)

2.  Click 'Add'. Choose the 'Microsoft Text Drivers (.txt, .csv)' and click Finish.

3.  Name the Data Source 'worldshp.csv'. Click on the 'Options>>' button and indicate the file extension '.csv'. Un-check the 'Use Current Directory' box and click the 'Select Directory' button to find browse for the 'worldshp.csv' file. It will be at '...\Sites\Site1\SSP\UPSWorldShip' (where 'Site1' is your site folder).

4.  Click OK. The ODBC Data Source is now set up. You will not need to repeat this step.

Step 2: Set Up UPS Import Map

Launch UPS OnLine WorldShip and go to 'UPS OnLine Connect | Connection Assistant'. This will start the Connection Assistant Wizard.

1.  On the first screen, choose 'Create a New Map for Import'.

2.  On the next screen, choose 'Shipment' from the 'Import Data Types' drop down box.

3.  On the next screen, click the 'By Known ODBC Source' radio button and choose the 'worldshp.csv' ODBC source you created earlier.

4.  On the fourth screen, click the 'New Import' radio button and name your import map in the space provided.

5.  Click 'Finish' on the fifth screen and you will be presented with the 'Edit Import Map' screen.

The first step in mapping the fields in the ODBC Table (the exported order information) into the WorldShip Fields is to set the ODBC table as the 'Primary Table'. Do this by clicking on the table name and clicking the 'Is Primary' button. This button will change to 'Primary Table', indicating you have made your choice.

Next, define a key data field for the import by clicking on a data field and clicking the 'Define Key' button. The 'Actinic Order Number' field is suitable for this.

On the next screen, choose which fields from the Actinic import file ('ODBC Tables' area, on the left) will map to fields in WorldShip ('WorldShip Fields' area, on right). Do this by clicking on an Actinic field, clicking on a WorldShip field and clicking the Connect button. You can click Disconnect to cancel any link.

The following table provides a guideline for mapping the fields, based on the standard Actinic example store. Your store may be configured differently, so keep that in mind as you complete this step.

When all your fields are mapped, click 'OK'. Your map will be saved so you will not need to create this map again.

Actinic Field	Recommended WorldShip Table	Recommended WorldShip Field
OrderNumber	Package	Reference 1
OrderDate	No UPS equivalent
InvoiceName	Do not map Invoice information if you allow separate bill to and ship to addresses online
InvoiceCompany
InvoiceAddressLine1
InvoiceAddressLine2
InvoiceAddressLine3
InvoiceAddressLine4
InvoiceCountry
InvoiceState
InvoicePostalCode
InvoicePhoneNumber
InvoiceFAXNumber
InvoiceEmailAddress
CustomerExternalReference	Package	Reference 2
DeliveryName	Ship To	Attention
DeliveryCompany	Ship To	Company or Name
DeliveryAddressLine1	Ship To	Street Address
DeliveryAddressLine2	Ship To	Room/Floor/Address 2
DeliveryAddressLine3	Ship To	City
DeliveryAddressLine4	Not mapped; no equivalent
DeliveryCountry	Ship To	Country
DeliveryState	Ship To	State
DeliveryPostalCode	Ship To	Postal/Zip Code
DeliveryPhoneNumber	Ship To	Telephone
DeliveryFAXNumber	Ship To	Fax Number
DeliveryEmailAddress	Shipment Information	Recipient Email Address
UserDefinableShipping	Shipment Information	Special Instructions
Weight	Package	Weight
UPSService	Shipment Information	Service type
PackageType	Package	Package Type
ResidentialIndicator	Ship To	Residential Indicator

Step 3: Importing Actinic Orders to UPS OnLine WorldShip for Processing

1.  In UPS OnLine WorldShip, click 'UPS OnLine Connect | Batch Import'.

2.  Choose your Actinic map and options for processing and click 'Next'

3.  WorldShip will analyze the data to be imported and provide a report. Click Next to continue.

4.  You will next see a log of the process, whether the import was a success or failure. Choose to 'Save' or 'Discard' the log.

In your Pickup Log view in UPS WorldShip, you will see a new category, 'Imported Shipments'.

Tracking numbers are assigned to shipments when they are processed. To process shipments, you need to check the orders you're ready to ship and process them either manually or automatically.

In this example, we order will be processed manually.

1.  Click on an order to be processed and then click 'Activities | Mark Shipments' or click the [F4] button on your keyboard. This will place a blue checkmark over the shipment.

2.  Click 'Activities | Marked Shipment Activities | Process Imported Shipments Manually' or click [Shift+F4]. Your view will change to the 'Shipping' screen.

3.  All your customer info will be populated. Click the 'Process Shipment' button or press the [F10] button on your keyboard and UPS OnLine WorldShip will create a 'Tracking Number' and print a shipping label as usual. This tracking number can be emailed to the customer from Actinic. See the above for more information.