UPSBOOK is a host manifest program that enables your company's PC to automatically prepare all UPS paperwork and maintain accurate shipping records that are easy to refer back to if necessary. Some of the time saving features included in the UPSBOOK program are:
- A customer database for automatic entry
- Entry of one time shipments
- Printed C.O.D. tags
- Printed shipping labels
- Two copies of the manifest
- Automatic shipping charge calculation.
- Customer Mailing Labels
Program Objectives:
The objective of UPSBOOK is to provide a quick, cost effective method of computerizing your United Parcel Service shipments. It has been designed to use the least expensive materials and methods possible while maintaining the lowest possible labor costs.
The program has been designed to be self contained so that the only time the documentation should be required is doing setup. Autohelp lines appear at the bottom of the screen allowing immediate confirmation of the information required.
Hardware Requirements:
396k of "free" memory should be sufficient for UPSBOOK to run. A disk caching will greatly increase the speed of the program.
Hard disk requirements will vary depending on how many packages are shipped and how large the history file is allowed to grow. A minimum of 2 meg is recommended for starters and should be adequate for most users.
UPSBOOK was designed to work best with EPSON printer and printers that are 100% EPSON compatible, however OKIDATA, and Hewlett Packard Laser Jet printers may be used. It is recommended that you "try before you buy" a printer. The basic reports can be handled by any 80 column printer, however a major concern should be the ability of the printer to handle UPS's COD TAGS which are very thick and tend to jam or damage the heads of some printers. Bottom fed printer tend to do a better job of handling these thick tags.
Installation on a Hard Drive:
1. Create a directory for the UPSBOOK programs and data.
MD UPSBOOK
2. Change to the directory you just created.
CD UPSBOOK
3. Copy all files from the distribution disk to this directory.
COPY A:*.*/V where A: is the drive that the distribution disk is located
STARTING UPSBOOK
If you are not running Novell's Btrieve, which is true for most users:
1. Change to the UPSBOOK directory.
2. Type UBOOK which will load Btrieve and start UPSBOOK.
Note: Btrieve will be removed from memory when exiting UPSBOOK.
If your are already running Novell's Btrieve on you computer:
1. Change the UPSBOOK directory.
2. Type UPSBOOK /bt
Note: /bt prevents UPSBOOK from unloading BTRIEVE when exiting the program.
GETTING AROUND IN UPSBOOK
UPSBOOK is a menu driven program which makes it quick and easy to use. All of your available options will be shown at the top of your screen as the MAIN MENU. A description of the highlighted option is shown at the bottom of the screen in the highlighted autohelp line at the bottom of the screen. The MAIN MENU consists of the following commands:
Functions Print Charts History DataBases
To select an option use the right and left arrow keys <- -> to move the highlighted line to the option menu. After the option menu that you want is highlighted press the Enter/Return key which will cause the PULL DOWN MENU for that option to be shown on the screen. To select a command from these menus follow the above instructions using the up and down arrow keys. To remove the pull down menu from the screen press the ESC )ape key.
Exiting UPSBOOK is done by pressing the ESC)ape key until you have returned to the main menu. Once the main menu is displayed highlight Functions and press the Enter/Return key. Next, highlight Quit to DOS in the pull down menu and press the Enter/Return key. Your computer will return you to a C:> or your shell if you are using one.
OVERVIEW OF THE MAIN MENU
Functions: The Functions menu allows you to work with entries in your current UPS pickup record. You can make new entries into the daily UPS pickup record or you can delete and update existing entries. A fourth option allows you to Change Index allowing you to change the parameter that the computer uses to move through existing records. The last choice under Functions is Quit to DOS.
Print: The Print menu is used to print all your daily shipping paperwork including shipping labels, COD tags and the shipping manifest for the UPS driver. This menu is also used, when in the History mode, to print previous manifest/pickup records if reprints are needed.
Charts: The Charts menu gives you access to the rate and zone charts which are used to compute the UPS shipping and billing information. The Charts menu also provides access to the Additional Rate Chart/Setup screen which is where you input information on your particular needs in this system.
History: The History menu allows you to go back and review old entries in previous shipping logs. It also allows you to compare your calculations of the UPS bill to the bill that UPS has sent you. To conserve disk space you can delete old manifests any time after they have been finalized.
NOTE: You must have a history file with entries in it to be able to make use of this function.
DataBases: The DataBases menu allows you to access the customer database section of the program. The customer database is used for automatic entry of shipments into the daily manifest. This command also allows you to update your shipper information including your company name and address and to obtain Program Information on this program.
NOTE: UPS shipper numbers can only be modified by JHF Software. If you should require a change of your shipper number, please contact your salesperson or Audiotronics, Inc. for assistance.
SETTING UP THE PROGRAM
To begin using UPSBOOK you must first fill in your shipper information and rate information, if necessary.
Using the right arrow key select Charts on the main bar menu and press the Enter/Return key. With the pull down menu displayed use the down arrow to select Additional Rate Chart/Setup and press the Enter/Return key. The ADDITIONAL SHIPPING CHARGES AND DEFAULT INFORMATION chart will appear on the screen. To return to the pull down menu without making any changed press the ESC)ape key.
The Pickup Record number box will be highlighted. Enter the number from the first page of your UPS Computer Manifest Book, which is supplied by United Parcel Service.
The next several fields will contain shipping charges for various types services that UPS offers such as insurance, COD tags, next day air letters, etc. Most of this information will be found at the bottom of the UPS rate chart with the exception of the Residential. UPS adds a flat surcharge on its commercial rates for residential deliveries. This additional charge is calculated by subtracting the Zone 2, 1 pound commercial rate from the Zone 2, 1 pound residential rate. The GROUNDTRAC charge is calculated in the same manor.
Next you will need to enter the various Letter Rates for Zones 12 through 16 and 22 through 26. The 87 through 89 zones are used for Canada and can be found on the Canadian rate chart.
The Default Reference Number identifies each package with a unique number for UPS searches if needed. This number may be reset to match your invoice number or left at the default setting. Once the Reference Number is set it will automatically increase with each package. The Reference Number may also be changed in the actual manifest entry to accommodate other shipments such as returns. If you do not wish to have UPSBOOK automatically issue a default number, enter a zero and the Default Reference Number will be disabled.
The Printer Type defines the type of printer that you will be using. Enter the number which corresponds most closely to the type of printer you will be using.
Next you will need to let the system know if you will be using a color monitor. Then you may select if the program should search the customer database for each "new" entry to determine if the new entry's company is already in the Customer Database. If the company isn't found in the data base, you will be asked if you wish to add them.
You will now have the option of printing the Package ID Number on the top of each COD tag. If you select NO and you are using an Epson printer, your shipper number will be printed in the wide mode. Answering NO will cause no Package ID Number to be printed for you package!!
Now you will need to provide information on you shipping label. First, you will be asked if you would like to have your shipper address printed on your shipping labels. If you are using a blank label, which is recommended, you should select Y. Next you can select between 2 different shipping label types. We recommend that you select 0 which will print your return address across the top of the label, then the package ID box, and finally the shipping address. However, some UPS terminals require that the package ID be printed above the return address. This option is selected by placing 1 in the Label Type box.
Next you need to enter the height of you shipping label in number of printed lines. Generally, 6 lines equal an inch. If you are using the Quill label, this value will be 18. The next information that you will need to determine is what line you wish to start on. Usually this will be line 1, however you may find that you need to space down due to the requirements of your particular application. Proper setup may take some experimenting. Enter several entries into the book and print all labels to be sure that your setup is correct.
The final information that you must enter is the Pkg ID = Alt #. If you answer Y to this question, the Alternate Control Number printed on COD tags will automatically default to the Package ID number. If you select N, you must manually enter the Alternate Control Number.
When you have finished entering all necessary information press the F10 key to save the information. You will receive a messages to let you know that the information has been saved. Press the ESC)ape key to return to the pull down menu.
The next step is to fill in your shipper information. Use the right arrow key to select DataBases. Use the down arrow to select Shipper Information and press the Enter/Return key. The Setup for Shipper Information chart will be displayed. Enter your company's name, address, city, state, and zip code using the same procedure as above. The UPS Shipper Zones 1 & 2 are taken from the top of your ups zone chart. These number are located right below the ZONE CHART at the top of the page where is says "For Shippers with ZIP codes XXX-01 to XXX-99.
You are now ready to begin using UPSBOOK.
USING UPSBOOK
The following instructions will follow the commands in the MAIN MENU and their subsequent PULL DOWN MENUS.
Functions
When you highlight the Functions option and press the Enter/Return key the screen will display the following pull down menu.
Functions
Enter New Entry
Delete Current Entry
Update Current Entry
Change Index
Quit to DOS
Enter New Entry
The first option allows you to enter new shipments in your daily pick-up record.
To enter a package highlight the Enter New Entry command and press Enter. You may also press F8 for quick access when making a new shipping entry. The package entry screen will be displayed with the Reference Number highlighted. As discussed earlier this number can be left at the default or manually changed if needed. If you entered a zero for the Default Reference Number in the Shipper Information section, this feature will be disabled. If you wish to use the default simply press the Enter/Return key to move to the next box. If you need to change the Reference Number type in a unique number and then press Enter.
The Company box will now be highlighted. If the company or person receiving the package is in your customer database (to be discussed later) type in their Account Number and press Enter/Return. The customer's shipping information will automatically be displayed.
If know that the customer is in your database but you do not know the account number, pressing the F1 which will display a listing of customers. Follow the instructions on the screen to select the desired customer. After pressing Enter/Return the screen will return to the package entry screen with the customer's information filled in. If the customer is not found in the database their information must be typed in manually. If the customer's information was found in the database, you may advance to the Weight field by pressing F9.
The program will next ask if you wish to make the package to Attention of anyone. Once you type in the information or if you do not need this field, press Enter/Return.
After the customer's shipping information is entered you will come to the Residential line. If the package is to be delivered to a residential address, answer Y. The fault is N.
The Zone box will be automatically filled in for UPS Ground Service based on the customer's zip code if the zip code is located on the UPS Zone Chart. You may clear this space with the backspace key if the package is to be shipped using UPS air service. Make sure that you have the correct zone and press the Enter/Return key.
NOTE: If you pressed F9, you will automatically be carried to this point!
The Weight box is next. Enter the weight of the package. If you are shipping a Next Day or Second Day Letter enter 99 in the weight box to get the correct charges. Press the Enter/Return key to enter the weight and move the highlighted line to the next box.
The next box is for Oversize packages. This program has a default setting of "N" for this box. If the package is oversize by UPS standards, change the "N" to "Y" by pressing the "Y" key. The 30 pound weight is the minimum charge for an oversize package, but the system will still display your original weight.
After the oversize box is set the highlighted line will move down to the Declared Value box. If the package has a value in excess of $100.00 enter the amount to the next $100.00 increment. For example if a package has a value of $175.00 enter $200.00 in the Declared Value box. If the package's value is less than $100.00 leave this box blank. After the appropriate value has been entered press the Enter/Return key.
Next you have the option of selecting UPS GROUNDTRAC. If you wish to use this service, select yes and press the Enter/Return key.
NOTE: Be sure to place a GROUNDTRAC sticker on your package.
Now, the C.O.D. Amount box will be highlighted. If the package is being shipped C.O.D. enter the amount you want the driver to collect and press the Enter/Return key. You may press F3 to access the COD Calculator, to assist in calculating COD chagres for this entry.
The next highlighted entry is the Call Tag box. This box also has a default setting of "N". If you are sending out a call tag change the "N" to "Y" and press the Enter/Return key.
NOTE: Be sure to prepare you CALL TAG.
The next field is the Instructions box. This field is used for instructions to be placed on COD tags. If you have any special instructions such as CASH ONLY for C.O.D.s enter them in this box and press the Enter/Return key.
The last entry is the Alt Control box. UPS has the capability of allowing you to select an alternate control number for COD tags if you need it. You may enter the number if you wish. If you enter nothing, the field will be left blank on the COD Tag.
NOTE: If you selected Pkg ID = Alt # in the ADDITIONAL SHIPPING CHARGES AND DEFAULT INFORMATION, this number will default to the Pickup Record number.
The highlighted line will now return to the top of the screen. To save the entry press the F10 key. The Pickup Record Number and the Shipping Date will be filled in automatically when the record is printed and finalized.
The new entry will now be displayed.
To review entries in the current manifest you may use the F5 and F6 keys to scroll back and forth through the entries.
Delete Current Entry
Delete Current Entry allows you to remove the entry shown on the screen from the current UPS manifest. Locate the entry you wish to delete using the F5 and F6 keys, then select Delete Current Entry form the pull down menu. Before you can delete the entry, the computer will ask you if you wish to delete this record (Y/N)? Press "Y" to delete the record and "N" to return to the pull down menu.
Update Current Entry
To Update an entry follow the above instructions to select the entry to be updated. Next, select Update Current Entry from the pull down menu. The entry will be displayed with the Reference Number box highlighted. Use the Enter/Return key to walk through the boxes until the line to be changed is highlighted. With the box highlighted press the DEL)ete key to clear the entry. Enter the correct information and press the F10 key to save it. The main menu will then reappear at the top of the screen.
Change Index
The fourth menu under Functions is Change Index. The index is the field that the computer uses to look for a specific record in your current UPS Pickup Record. There are three choices to search by:
Reference Number
Receiver Name
Receiver Company
To change the index highlight the Change Index option on the pull down menu and press the Enter/Return key.
NOTE: The index can only be changed if you have current entries in your Pickup Record or if the History option (to be discussed later) is on.
Use the down arrow to highlight the field you want to search by and the press the Enter/Return key. The pull down menu will reappear and your Index selection will appear in the Help Window to the right of the screen. Press the ESC key to remove the pull down menu.
Once the index has been selected, begin the search by pressing the F1 key. A window will appear in the center of your screen asking you to fill in the data for the index you selected. Type in the information and press the Enter/Return key. The record you need should now appear on the screen. If you chose an Index that is the same for two or more records the first record found with that data will be displayed. The other records can be viewed by using the F5 and F6 keys. This feature is extremely useful when a mistake has been made while entering packages into the daily manifest.
Quit to DOS
This option will EXIT the program and return to DOS.
Print
The Print option on the main menu allows you to print all the records and paperwork for UPSBOOK. Use the right arrow to highlight Print then press the Enter/Return key. The pull down menu will be displayed showing the following information:
Print
Shipping Labels
COD Tags
Manifest - Current Pickup Record
Reprint Prior Manifest
One COD Tag
cUrrent Entry Shipping Label
Shipping Labels
The Shipping Labels option is designed to be printed on Quill Blank Pressure Sensitive Printout Labels (Order #921-7-10673) or equivalent however, by adjusting the factors in the ADDITIONAL SHIPPING CHARGES AND DEFAULT INFORMATION, just about any label can be used. Under the print Shipping Labels option you will be given the choice of printing all the labels or just selected ones. When Shipping Labels is highlighted and the Enter/Return key is pressed the computer will ask you if you want to print all labels (Y/N)? If you want to print all labels press the "Y" key. If you only want to print certain labels press "N". If "N" is pressed a list of the days Reference Numbers will be displayed along with a help window with instructions. Use the up and down arrows to move through the selections and follow the instructions in the help window to print the labels you want.
COD Tags
The COD Tag option automatically prints your tags on UPS supplied continuous pin feed forms.
Manifest - Current Pickup Record
The Manifest - Current Pickup Record option prints two copies of your daily UPS SHIPPING MANIFEST, SHIPPING RECORD BOOK SUMMARY, and UPS SHIPPING MANIFEST SUMMARY. The SHIPPING RECORD BOOK SUMMARY is used to help fill out the UPS Computer Manifest Book. One of the UPS SHIPPING MANIFEST AND UPS SHIPPING MANIFEST SUMMARY is given to your UPS driver. The other copies should be retain for your records.
NOTE FOR CURRENT VERSION: At the present time we are printing two different version of the manifest summary. The first is designed to match the current layout of the UPS shipping log to make it easy for you to fill out the book. The second printout is designed to meet UPS requirements. DO NOT GIVE THE UPS DRIVER THE FIRST SUMMARY PRINTOUT.
Reprint Prior Manifest
The Reprint Prior Manifest option allows you to print a single copy of a previous Manifest stored in memory. To use the option highlight it with the down arrow key and press the Enter/return key. A window will appear asking you to enter the Manifest/Pickup Record Number you wish to reprint. Type in the information and press the Enter/Return key. The record will be printed and the pull down menu will reappear.
One COD Tag
This option is to print a single COD Tag for the entry that is shown on the screen.
cUrrent Entry Shipping Label
This last option allows you to print a shipping label for the entry that is shown on the screen.
NOTE: For this selection, you must press U for single key access.
Charts: The third Main Menu option is Charts. This option contains the following selections in its pull down menu:
Charts
Rate Chart
US Zone Chart
Canadian Zone Ground Chart
Additional Rate Chart/Setup
Rate Chart
This option allows you to view, update, and print this chart as required by UPS. Rates are stored with a ZONE occupying a entire page. Page Up and Page Down allow you to page through the various Zones.
After you have made any necessary corrections, be sure the press F10 to save the new information.
US Zone Chart
Canadian Zone Ground Chart
These charts will various for each UPS center. These charts cover the Zones that are assigned to different zip codes. These charts are obtained from you UPS representative and seldom change.
Additional Rate Chart/Setup
The Additional Rate Chart/Setup is discussed in the Getting Started section of these instructions.
History
The History option of the main menu allows you to look up old records, delete old records, and clear out bills as they are paid.
History
History Toggle ON/OFF
Delete Old History
Billing History
History Toggle ON/OFF
The History Toggle On/Off switch allows you to activate the History section of the program. The status of the switch is displayed in the help box to the right of your screen. To turn this section off again simply repeat the on procedure. Once the History switch is on the pull down menu will return. To find the record you want begin by setting the index you wish to search by using the Functions/Change Index option. The fields you may select from are:
Reference Number
Receiver Name
Receiver Company
Pickup Record Number
Pickup Date
Use the down arrow to select a field and the press the Enter/Return key. After you press the Enter/Return key the Functions pull down menu will return to the screen. The next step in looking for the record is to press the F1 key. A window will be displayed asking you to enter the information for the field you chose. Type in the information and press the Enter/Return key. The record you want should now be displayed. As stated earlier if more than one record has the same information for the chosen field the first record found with the information will be displayed. After you are finished with History you must turn the toggle switch off.
Delete Old History
This option allows you to delete old records from memory based on their date. For example, at the end of the second quarter you may wish to delete the first quarter from the data base to save disk space.
When you highlight Delete Old History and press the Enter/Return key a window is displayed asking you to enter the date prior to which you want to delete all records. To delete records type in the date you want and press the Enter/Return key.
Billing History
The last option under History is Billing History. This selection allows you to delete your UPS bills as they are verified and paid. After highlighting this option and pressing the Enter/Return key a column of Pickup Record Numbers and their bill amounts will be displayed. To the right of this column will be a help and instructions screen. To delete paid bills follow the instructions in the window.
DataBases
The last option on the main menu is DataBases. This option contains the following selections in its pull down menu:
DataBases
Customer Database
Shipper Information
Program Information
Customer Database
The Customer Database stores accounts that you will be shipping to and would like to be automatically filled in while entering packages in the daily manifest. When you press the Enter/Return key a new menu will be displayed at the top of the screen. This menu is for the customer database and has two options:
Functions
Print
Both of these choices have their own pull down menus.
Functions
Enter New Customer
Delete Current Customer
Update Current Customer
Change Customer Index
Quit to Main Menu
The Functions menu allows you to enter, update, and delete customers in the customer database. The Functions pull down menu will look similar to the pull down menu for the Functions menu on the main menu.
If you select Enter New Customer a new screen will be displayed. It will contain the following fields:
Account Number
Name/Attn
Company
Address
City
State
Zip
Residential
To enter the customer type in the information pressing the Enter/Return key after each box is completed. If the customer has a Canadian address press the F2 key once you are in the State box. This extends the fields to accommodate the customer's providence. Once the providence is entered the zip code field will automatically be ex-tended to accommodate the Canadian zip code. You may use the F2 key while entering the zip code to check the zip code database based on the customer's city and state. The Residential box has a default setting of "N". If the customer's address is residential change the "N" to "Y" by pressing the "Y" key. After the entry is complete press the F10 key to save the information.
The next two options on the pull down menu allow you to change a customer's entry or delete the customer from the database. If you choose to Delete Current Customer the program will ask you Delete Current Customer (Y/N)? If you want to delete this customer press the "Y" key. If you do not want to delete the customer press the "N" key to return to the pull down menu. You may Update Current Customer if information on the customer needs to be changed.
The last option is Change Customer Index. This index selection works the same as the index discussed under the Functions section of the main menu. The index allows you to search for a specific customer in the database using a single field. The fields you may choose from are:
Account Number
Receiver Company
Zip Code
Select the field you want to use with the down arrow and press the Enter/Return key. After the index has been selected and is displayed in the help box to the right press the F1 key. Enter the information requested in the window and press the Enter Return key. The entry you want will be displayed. As stated earlier if more than one record has the same information for the chosen fields the first entry with that data will be displayed. This function is useful in finding a customer who has moved of a list of customers by zip code.
Quit to Main Menu will exit the customer database and return you to the main menu.
Print is the other option under Customer Database. This option contains the following selections in its pull down menu:
Print
Customer List
Mailing Labels
Label Setup
Customer List allows you to print a listing of all of the customers in your data base for quick reference. This listing will be made in the order determined by the index you have selected.
Mailing Labels will allow you to print your customer base on mailing labels. This feature also uses the current index to determine the order in which to print labels.
Finally there is the Label Setup. This function allows you to let the program know about the mailing label that you will be using. You will be asked for how many labels across you wish to print. Next you will be asked for the height of the label in lines. Then you will be asked for the width of the labels in characters. This measurement should be made from the left hand edge of the first label to the left hand edge of the second label. Finally you have the option of moving the entire page to the right by placing spaces on the left had side using the left hand offset option. In most cases, this will be zero.
To exit the customer database select Functions and Quit to Main Menu.
Shipper Information
The Shipper Information includes information on you company. The Setup for Shipper Information chart will be display all of the information that you must enter such as your company's name, address, city, state, and zip code using the same procedure as above. The UPS Shipper Zones 1 & 2 are taken from the top of your ups zone chart. These number are located right below the ZONE CHART at the top of the page where is says "For Shippers with ZIP codes XXX-01 to XXX-99.
Program Information
The System Information gives you information on this program including version number of the program that you are using and copyright notice for this program.
FILES AND PROGRAMS
The following files are used by UPSBOOK for its normal operation:
UPSBOOK.EXE - The actual program.
UPSBOOK.DAT - This is the daily upsbook database. Each time you print and finalize your manifest, this file will be deleted. Created by program as needed.
UPSBILL.DAT - Database of the amount each bill should equal. The size of this file will vary depending on how many bills you allow to be stored. Created by program as needed.
UPSCUST.DAT - Database of customers. The size of this file will vary depending on how many customers you have. Created by program as needed.
UPSCZONE.DAT - Canadian Zone Chart
UPSHIST.DAT - Database of packages that have been shipped. The size of this file will vary depending on how long you allow the old history to remain on line. Created by program as needed.
UPSRATES.DAT - UPS Rate Chart.
UPSSHIPR.DAT - Shipper information including name, address and UPS center information.
UPSZONE.DAT - US Zone Chart.
BTRIEVE.EXE - Novell's Btrieve memory resident file access engine. NOTE: This is automatically loaded if you run the UBOOK.BAT file.
REGISTRATION
It is recommended that as soon as you have decided that UPSBOOK is right for you that you register the program at a cost of UPSBOOK is $199. After you have registered the program you will be BLUE LABELED a registered copy of the program containing your UPS shipper number. We offer a 100% money back guarantee if you are not satisfied with the program or if UPS does not approve the program. We have found UPS to be VERY slow in processing manifest requests.
Errors or bugs will be corrected as quickly as possible, We do offer 24 hour modem support at (703) 342-1800 (2400 CompuCom) or (703) 344-3400 (HST 9600).
If you have any questions prior to registration, please contact your salesman or Audiotronics.
UPSBOOK REGISTRATION
(Direct/Non-Salesperson)
Name __________________________________________________________
Company _______________________________________________________
