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The following 23 files are included in PSP Version 2.4 ST.EXE........Program Module MN.EXE........Program Module LB.EXE........Program Module RT.EXT........Program Module NA.EXE........Program Module HK.EXE........Program Module HL.EXE........Program Module HI.EXE........Program Module BRUN30.EXE....Microsoft QuickBASIC 3.0 run-time module BTRIEVE.EXE...NOVELL record management system module CHART1.UPS....Data File...UPS Rate and Service Charge information CHART2.UPS....Data File...UPS Rate and Service Charge information CHART3.UPS....Data File...UPS Rate and Service Charge information CHARTN.UPS....Data File...UPS Rate and Service Charge information CHARTI.UPS....Data File...UPS Rate and Service Charge information CHARTI2.UPS...Data File...UPS Rate and Service Charge information CHARTI3.UPS...Data File...UPS Rate and Service Charge information CHARTI4.UPS...Data File...UPS Rate and Service Charge information NAME.UPS......Data File...Shipping Address File USR.UPS.......Data File...User Information File PSP.BAT.......Starting batch file after installation MANUAL.DOC....PSP User's Manual REGISTER.DOC..PSP Registration Form The Parcel Shipping Program (PSP)tm USER'S MANUAL Version 2.4 2/24/92 (c) 1990 East Hampton Industries 81 Newtown Lane East Hampton, NY 11937 516-324-2224 PSP - The Parcel Shipping Program Version 2.4 --------------------------------------------- Table of Contents ----------------- Features----------------------------------------1 How to Install and Start------------------------2 Using PSP---------------------------------------3 How to Obtain UPS Approval----------------------4 If UPS Rates Change or Why you should register-------------------------6 Reference Guide---------------------------------7 License Agreement------------------------------16 Omnibudsman Statement--------------------------18 ======== Features ======== -Eliminates use of UPS log book -Includes all UPS rate tables -Produces UPS accepted computer Manifests and Summaries -Produces UPS accepted shipping labels, COD Tags -Every package given a Package ID number -Instantly computes all UPS charges, COD, AOD charges -Maintains a Shipping Address file -Pay only if you find the software useful Overview -------- The Parcel Shipping Program (PSP) is a menu-driven software system that meets all UPS reporting requirements. It is designed to eliminate the tedious UPS paperwork for companies that use UPS for shipping. As you enter your shipping transactions, PSP looks up the UPS zone from the ZIP code. Next PSP calculates the UPS shipping charges. PSP also can produce shipping labels, COD Tags and UPS Manifests. PSP maintains a shipping address file for frequently shipped to customers and a temporary file for one time shipments that can be deleted at the end of the day. Local UPS approval is needed to operate PSP (see below). Special Requirements: DOS 2.1 or higher, Minimum 256KB, IBM, EPSON, or OKIDATA printer(s), Hard Disk ========================== How to Install & Start PSP ========================== How to Install: Make a directory on your Hard disk for PSP. Copy all files on the master diskette to this directory. How to Start: Change current directory to directory containing PSP. Enter PSP after prompt. -2- ========= Using PSP ========= General ------- After starting PSP you will see the Main Menu. When you make a selection from the Main Menu you will see submenus that will help you operate PSP. Messages will appear at the bottom of screens to suggest the next step. The ESCAPE key will generally take you back one step and the F1 key is used to proceed after a processing error has been detected. You may want to set up a separate printer for your labels and COD Tags to avoid changing paper. You may select up to 3 printers LPT1, LPT2, LPT3 in the Housekeeping section (Main Menu #4, Submenu #6) or attach A/B switches. Initial Data Entry ------------------ When you first start PSP you must set up your company data (#4 Housekeeping, #1 Add/Edit Company Data.) Next check to see if the label default (2 15/16" x 4") is satisfactory. If not make your own selection (#4 Housekeeping, #2 Add/Edit Shipping Label Format). Then Enter your Zone Chart (#4, #4) Review the UPS Rates (#4, #3) Review UPS service charges (#4, #5) Finally select printer ports or accept default LPT1 (#4, #6) Shipping Address Processing (#3 on Main Menu) --------------------------------------------- PSP comes with several shipping addresses already on file to assist in getting local UPS approval (see below). You may delete these names after PSP is approved. EHI also has available a utility to down load an ASCII Address file to PSP. Call EHI for more information about the Utility. -3- ================================ How to Obtain Local UPS Approval ================================ Although PSP has been thoroughly examined and approved by the UPS National office, your local office must also give its approval before you can use PSP in your facility. To obtain local approval, you must meet with your UPS representative and request approval to install the Parcel Shipping Program, which UPS refers to as a "Host Computer System". Complete these steps before the UPS representative arrives at your company: 1) Enter your Company name, address and UPS Pickup Record Number (Housekeeping Menu, #1). 2) Set up your Zone Chart (Housekeeping Menu, #4) and print out a copy for UPS. 3) Review and print out copies of all the Rate Charts (Housekeeping Menu, #3). 4) Set up a label format (Housekeeping Menu, #2). 5) Enter the 26 shipping transactions shown on the Chart of Transactions for UPS Approval below (Main Menu, #1). These 26 transactions include shipments to almost all the UPS zones and were used to obtain National UPS approval for PSP. Your rep may also ask you for several international transactions which you may add to the 26 listed below. The Shipping Address File has 15 pre-entered shipping addresses (Customer Numbers 1 through 15), so you can easily enter these transactions and create the reports you need for the approval process. You may delete these addresses after you receive approval. 6) Print the Manifest and Summary Reports (Reports Menu, #1). The manifest will be 9 pages long and list 103 individual packages. The summaries are one page each. 7) Print the first 10 of the shipping labels (Reports Menu, #2). You do not need to print all 103 labels. 8) Print the 2 COD Tags on plain paper (UPS will supply you with the required continuous forms when your approved). Your UPS representative will fill out a form and submit it along with your printouts and labels for local approval. After you receive UPS approval, your representative will supply you with a "Pickup Record - Computer Manifest Book" and show you how to fill it out and what to submit each day to your driver. The second summary printed when you print the Manifest contains all the information you need to manually fill out your Pickup Record page. If you encounter any difficulties with the local UPS approval process, please call EHI, toll free, at 1-800-645-1188. -4- Chart of Transactions for UPS Approval Control Customer No COD O Declared C Number Number Zone Wt Pkg Amount S Value T 1 1 * 1 1 100.00 2 2 * 2 1 1 3 3 * 3 1 200.00 4 4 * 4 1 5 5 * 5 1 1 6 6 * 6 1 600.00 7 7 * 7 1 700.00 8 2 12 1 1 9 10 14 1 1 10 11 15 1 1 11 12 16 1 1 12 2 22 1 1 13 2 22 LT 1 14 10 1 1 1 15 10 24 LT 1 16 11 25 1 1 17 11 25 LT 1 18 8 51 1 1 19 13 52 1 1 20 14 53 1 1 21 14 54 1 1 22 8 87 1 1 23 8 87 LT 1 24 13 89 1 1 25 13 89 LT 1 26 2 * 1 75 *Indicates zone selected by PSP Note: You may also be asked to enter some international transactions. -5- ============================================== If UPS Rates Change or Why you should register ============================================== UPS has changed rate charts on the average of once every two to three years. When changes occur EHI will send to all registered users the new rates for $50. Registered users will also receive toll-free telephone support on our 1-800-645-1188 number. New versions of PSP will be released to improve the software or to accomodate any changes required by UPS. Registered users will be informed of these new releases. Print the file REGISTER.DOC to register. If you have any comments or questions about PSP send them to: Kenneth M. Ferrin East Hampton Industries 81 Newtown Lane East Hampton, NY 11937 516-324-2224 -6- =============== Reference Guide =============== Menu Chart ---------- Main Menu 1. UPS Shipping Transactions Processing 2. Reports 1) Print UPS Manifest & Summary Reports 2) Print Shipping Labels 1) From UPS Manifest 2) Entering All Information on Label 3) From Shipping Address List 3) Print COD Tags 4) Print Billing Report 5) Print Shipping Addresses 3. Shipping Address Processing 1) Add Shipping Addresses 2) Modify Shipping Addresses 3) Shipping Address Inquiry 4) Delete Shipping Address 4. Housekeeping 1) Add/Edit Company Data 2) Add/Edit Shipping Label Format 3) View/Print UPS Rates 1) View/Print UPS Rates - Zones 1 thru 8 - Commercial 2) View/Print UPS Rates - Zones 1 thru 8 - Residential 3) View/Print UPS Rates - Zones 12 thru 25 4) View/Print UPS Rates - Canada - Zones 51 thru 89 5) View/Print International Rates - Zones 900-932, Air Letters 4) Add/Edit Zone Chart 5) View/Print UPS Service Charges 6) Select Printer Ports 5. Exit Program The remainder of this chapter describes each of the Menu selections in the order presented above. -7- Main Menu --------- After starting the system you will see the title screen and then the screen requesting you to enter the current date. After you enter the current date, the Main Menu will appear. 1. UPS Shipping Transaction Processing -------------------------------------- The Shipping Transaction Screen: Use this screen to enter your daily Shipping transactions. This screen is similar in design to the UPS Record Book. The entries you will make are similar, as well. Your company name, UPS Shipper Number and the number of trans- action lines you've entered will appear on the right side of the heading. Your company name and number will be blank until you enter this information in the Housekeeping section. You may interrupt your data entry at any time by pressing [ESCAPE]. Deleting previous days transactions: When you access the Shipping Transaction Screen, PSP will ask if you want to erase previously entered transactions. Press [DELETE] to delete them. Press [ENTER] to continue without deleting them. You should delete the transactions after you've printed your manifest and are ready to start a new shipping day. If you press [DELETE], and any transactions contain a temporary address, then a message will appear to permit you to erase temporary addresses. Press [DELETE] to delete them. Press [ENTER] to continue without deleting them. We recommend you delete temporary addresses to speed up processing time. The maximum number of temporary addresses is 999. After pressing [ENTER], you may change the date or the Pickup Record Number. Or you may retain them by pressing [ENTER]. The cursor will then go to the last transaction line you entered, and you may start entering transactions. Accessing transaction lines that are off the screen: The transaction line area on the screen has room for ten trans- actions. When there are ten or more transactions, the top lines will scroll up, disappearing from view, and new lines will appear on the bottom as you complete lines. You can scroll the lines in the transaction line area by using the [UP ARROW] and [DOWN ARROW] keys. -8- You have available these special keys: [ENTER] Accepts data you've typed on the screen. [ESCAPE] Exits screen. Use when you have completed all your Transactions. [F2] Completes a transaction line and moves the cursor to the next lower line. [F3] Deletes a transaction line. [F4] Inserts a transaction line. [F5] Copies data from line above - If you have several shipments to the same customer, you can duplicate control numbers, customer numbers, etc. using this feature. [F6] Prints a shipping label for the current trans- action. [F7] Prints a COD Tag for the current transaction. [F8] Used to search transaction on Control No. [UP ARROW] Moves the cursor to the next higher line. [DOWN ARROW] Moves the cursor to the next lower line. [RIGHT ARROW] Moves the cursor to the right. [LEFT ARROW] Moves the cursor to the left, and to previous entries. Transaction line data entry fields: Control Number - You may enter any 7-digit number. This number can be any control number that is meaningful to your own business (e.g., an invoice or order number). Customer Number - When you reach this item, please note the message at the bottom of the screen, "Enter Customer Number or press [ENTER] to add a Temporary Address." You must assign a Customer Number to every Shipping Address. Shipping Addresses These may be entered through the Shipping Address Processing Menu or by entering a Customer Number and pressing [ENTER] on the Shipping Transaction Screen. If you enter a Customer Number that is not on file, PSP will ask if you want to enter the address. If the customer number is on file, then PSP will supply the abbreviated Name, State, Zip Code and Zone, provided the Zip Code is also on file. Temporary Addresses If you press [ENTER], the system will assign a temporary number of the form * nnn, and you will be prompted to set up the address. These temporary addresses can be deleted the next time you enter this section of the program. If you make a data entry error, you may assign another temporary address to a transaction line by blanking out the temporary number. PSP will then allow you to set up a new temporary address for the transaction line. -9- Zone - PSP will accept all valid UPS Zone codes. Commercial/Residential Code - contains a C or R, you may set the default in the Housekeeping-in Company Data section Weight - Enter a weight of 1 to 70 lbs or LT for Air Letter. Number of Packages - For multiple packages, identical in weight, going to the same customer. The UPS Computer Manifest will, however, print one line for each package, as required by UPS. After you enter Number of Packages, PSP will compute the UPS charges. Additional charges will be added if you subsequently require COD, Declared Value, AOD, or Call Tag services. COD Amount - If a customer is classified as a COD only customer (code 1 or 2), a message will appear to remind you to enter the COD amount. The amount you enter should be the amount you wish UPS to collect on your behalf for each package. You may specify in the Company Data section of Housekeeping whether you wish to add UPS Charges to this amount on the COD Tags and Manifest Report. Oversized Shipment - Enter a 1 if the box size is in excess of the UPS requirements of length and girth. PSP will compute the required UPS charges. Declared Value - Enter declared value for each package. PSP will compute the required UPS charges. CT - Enter a 1 if this is a Call Tag transaction. -10- 2. Reports ---------- 1) Print UPS Manifest and Summary Reports When you access this menu, you can print the Computer Manifest, the Computer Summary, and a second Summary listing all information necessary to fill out the Pickup Record-Computer Manifest page. You may have PSP print the UPS Computer Manifest in control number order by selecting 2 on the first screen. Otherwise the report is printed in the order in which you entered the transactions. Please note the UPS charges on this report are the shipping rate charges only. You may also choose to print the Summaries only by entering a Y when requested. The default is N; that is, both the Manifest and the two Summaries are normally printed. You may print multiple copies by entering the number of copies you want to print. The default is 2 copies, one for UPS and one for your files. 2) Print Shipping Labels We recommend that you set up a separate printer using an A/B switch or an additional port to print your shipping labels. The default label is a blank label 4" (or 4 1/4") by 2 15/16". You may select other label sizes or preprint your label. See instructions under Housekeeping (#2). 1) From UPS Manifest You may selectively print labels starting from the Shipping Transactions you specify. You would use this option to avoid printing labels you've already printed-for example, when you want to print transactions you've just added. You may also choose to print your labels without stopping to add additional information to each label. Labels for transactions requiring COD or Call Tag service will not be printed. As each label is printed, it is displayed on the screen. Follow the instructions at bottom of screen to process labels. 2) Entering All Information on Label After you select this option, a box will appear on the screen. You may then enter the data you want to have appear on a batch of shipping labels. Follow the instructions at the bottom of the screen to process the labels. All labels will be numbered. 3) From Shipping Address List By selecting this option, you may print all or a selected group of address labels from the Shipping Address List on a standard 3 1/2" x 15/16" label or on your own shipping label. -11- 3) Print COD Tags - optional A COD Tag may be printed for every package where a COD amount is entered on the Shipping Transaction. Please note that the COD amount is for each package, and the COD Tag serves as the shipping label. If you ship many COD packages, we recommend you set up a separate printer for your COD Tags. You may, however, use the COD screen to obtain the Reference Number, COD Amount, and Shipping Address and type the COD Tags manually. Before you print each tag, you will be prompted to enter any special instructions to appear on the tag. At this time you may also elect to change the "Cash Only" code. 4) Print Billing Report The Billing Report is similar to the UPS Computer Manifest produced in Section 1 above. A line on the Billing Report corresponds to a line on the Shipping Transaction screen while the Manifest Report lists each package shipped. Also the UPS charges on the Billing Report includes all UPS charges (CODs, AOD charges, etc.). In addition, the Billing Report will compute sub-totals by Control Number for the same Control Number entered consecutively. This report is useful for reconciling your UPS bill and for keeping track of shipping charges by Control Number. 5) Print Shipping Addresses By selecting this option, you may print all or a selected group of Shipping Addresses for reference purposes. This report helps you to maintain your Shipping Address List. -12- 3. Shipping Address Processing ------------------------------ The screens in this section are all very similar to each other. Titles at the top of the data entry screens will remind you of which selection you have made. 1) Add Shipping Addresses You will be prompted by the Shipping Address data entry screen to set up a Customer Number. You may use any alpha- numeric characters for Customer Number, but PSP will ignore leading and trailing blanks. You may use the Reports Menu to print the customer list in Abbreviated Name or Customer Number order. When you use the Credit Code for a customer on the Shipping Address screen, PSP will prompt you to enter COD amounts when you enter shipping transactions for the customer and will indicate cash collections on the customer's COD Tags. The number of Shipping Addresses you may enter is limited only by disk space: Hard disk drive - 4,000 addresses per Megabyte 2) Modify Shipping Addresses You must know the Customer Number to modify the Shipping Address Information. Enter the number and the information will appear. Press [ENTER] to reach the field(s) you wish to modify. 3) Shipping Address Inquiry Shipping Address Information can be viewed by entering the Customer Number. By pressing [ENTER], you can scan the entire list. 4) Delete Shipping Addresses You may delete a Shipping Address by entering the Customer Number as long as no shipping transactions are still entered in the Shipping Transaction file. Use [DELETE] on the Shipping Transaction screen to purge the transactions. This should be done at the beginning of each new shipping day or after the shipment has been picked up by UPS. -13- 4. Housekeeping --------------- 1) Add/Edit Company Data When you first receive the PSP system, enter your company name and address, Zip Code, and UPS Shipper Number. The address information you enter will appear on all your reports and shipping labels. If you want to have the UPS charges added to your COD amounts, enter Y to the next question on this screen. The UPS charges will then be added to the COD amounts on the COD Tags and the Manifest Report. The default is N. The last entry allows you to specify the default letter C or R for Commercial or Residential shipments on the Transaction Screen. 2) Add/Edit Shipping Label Format PSP prints a UPS approved shipping label with a ship to address or a tab label (3 1/2" x 15/16") which will contain only your UPS Shipper Number, Pkg. ID, Zone and Wt on a label. Select option 1 for complete label and 2 for the tab label. PSP supports the following label sizes: 4" or (4 1/4") x 2 15/16" (default) 5" x 2 15/16" 4" x 2 7/16" 5" X 2 7/16" You may preprint your labels with your return address and a box for UPS Shipper Number and Package ID Number. The box must be printed on the upper right corner 1/8" from top and edge. The dimensions of the box must be 2" long and 3/4" wide. Preprint "UPS SHIPPER NUMBER" in the upper 3/8" of the box leaving 3/8" for the computer to print your UPS Number and Package ID. PSP will also print the weight and zone below the box. You must preprint your return address in the upper left corner of the label. Designate that your label is preprinted by answering Y to the question on the format screen. If you choose not to preprint your label, answer N on the format screen. Your company address will automatically be printed in the upper left corner and the UPS Shipper Number and ID Number will be printed in the upper right corner of your labels. You may also specify on which line and column you want the shipping address to start printing. Two new label options have been added that produce labels with a larger box containing your Shipper Number an package ID. Option 3 supports a 4" x 3 15/16" and option 4 a 5" x 3 15/16" label. You may print two sample labels to check to see if your format is correct by pressing [ENTER] to accept the format and [ENTER] again to print two sample labels. -14- 3) View/Print UPS Rates The UPS Rate Charts are already set up for you. You may print all internal rate charts upon selection of these options. 1) View/Print UPS Rates - Zones 2 through 8 Commercial and Residential 2) View/Print UPS Rates - Zones 12,14,15,16,22,24,25 3) View/Print UPS Rates - Canada 4) View/Print International Rates, Air Letters If UPS changes any rates or service charges EHI will provide updated Rates on diskette for $50.00. 4) Add/Edit Zone Charts You must set up your own Zone Chart. The input screen is similar to the chart provided by UPS. You can print the chart when you have completed your entries. 5) View/Print UPS Service Charges The current UPS charges for services are already entered in the PSP files. 6) Select Printer Ports You may assign 3 different printer ports for your Reports, Labels and COD Tags. You may also use A/B switches and select LPT1 for all 3 ports. 5) Exit Program --------------- You should always Exit PSP through this option on the Main Menu. -15- ================= Shareware License ================= Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to an updated program with printed manual. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. Disclaimer- Users of PSP must accept this disclaimer of warranty: PSP is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or conse- quential, which may result from the use of PSP." PSP is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to - 16 - continue to develop new products. If you find this program useful and find that you are using PSP and continue to use PSP after a reasonable trial period, you must make a reg- istration payment of $125.00 to EHI. The $125.00 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of PSP must register and pay for their copies of PSP within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by con- tacting EHI. Anyone distributing PSP for any kind of remuneration must first contact EHI at the address below for authorization. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guidelines for shareware distributors, and such distributors may begin offering PSP immediately (However EHI must still be advised so that the distributor can be kept up-to-date with the latest version of PSP.). You are encouraged to pass a copy of PSP along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the PSP system. - 17 - ===================== Omnibudsman Statement ===================== This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536.