UPS WorldShip
Overview
In this section we will provide an overview describing xTuple ERP's support for UPS WorldShip integration. UPS WorldShip is a Windows-based, shipping software application for UPS Customers who have high-volume shipping needs. When UPS WorldShip and xTuple ERP are integrated, you have the ability to export key UPS information—that is, Tracking Numbers and Freight charges—directly into xTuple ERP.
For technical support using and/or configuring UPS WorldShip, please contact your local or area UPS WorldShip representative. Detailed WorldShip integration information can also be found on the UPS website at http://www.ups.com.
Basic Requirements
The requirements for setting up UPS WorldShip to communicate with xTuple ERP include the following:
-
Install UPS WorldShip software on a networked workstation
- Download and install ODBC driver for PostgreSQL
The ODBC driver for PostgreSQL is needed so the UPS WorldShip software can export shipping information to an xTuple ERP Database. xTuple ERP Databases run on the PostgreSQL database server.
-
Configure UPS WorldShip to auto-export using the PostgreSQL ODBC driver
- Create user-defined field for entering xTuple ERP Sales Order Numbers and Shipment Numbers
-
Define export mapping to associate UPS WorldShip data fields with corresponding xTuple ERP data fields
UPS WorldShip supports both import and export maps. However, for integration with xTuple ERP, you only need an export map since the communication is one-way. The following screenshot shows a sample export map created using the UPS WorldShip mapping utility:
Export Map in UPS WorldShip
In our example, we have created a map called "export." The map type is "Shipment," which indicates the data export will occur when the shipment is shipped using UPS WorldShip. And the ODBC driver used to export the data to the xTuple ERP Database is called "openmfg."
The following screenshot shows the utility you would use to edit your export map within UPS WorldShip:
WorldShip Utility for Editing Export Map
Your primary goal when creating an export map is to match UPS WorldShip tables and fields with the corresponding xTuple ERP Database tables and fields. The following table provides you with the information you will need to successfully map the tables and fields from one system to the other.
|
Data Mapping Information |
|||
|
WorldShip Table |
WorldShip Field |
xTuple ERP Table |
xTuple ERP Field |
|
Package |
Tracking Number |
shipdata |
shipdata_cosmisc_packnum_tracknum |
|
Package |
Package Type |
shipdata |
shipdata_package_type |
|
Package |
Reference 1 |
shipdata |
shipdata_cohead_number |
|
Package |
Reference 2 |
shipdata |
shipdata_shipment_number |
|
Package |
Tracking Number |
shipdata |
shipdata_cosmisc_tracknum |
|
Shipment Information |
Void Indicator |
shipdata |
shipdata_void_ind |
|
Shipment Information |
Actual Weight |
shipdata |
shipdata_weight |
|
Shipment Information |
Total Shipment & Handling Charges |
shipdata |
shipdata_total_freight |
|
Shipment Information |
Service Type |
shipdata |
shipdata_billing_option |
|
Shipment Information |
Total Shipper Charge |
shipdata |
shipdata_base_freight |
By default, UPS WorldShip gives you a Reference field for miscellaneous purposes. You should use this first Reference field for storing xTuple ERP Sales Order Numbers. You should create a second Reference field for storing xTuple ERP Shipment Numbers. It might be useful to create a third for miscellaneous information but this third field cannot currently be used by the application.
In addition to requiring specific table and field mappings, UPS WorldShip will also require you to provide the following export map information:
- Enter a name to describe your export map. In our example, we have give the export map the name "export."
- Specify the following Data Source information:
- Specify the following map information:
Map Name
Data Source Information
Map Information
Process Flow
Once the integration requirements are completed, you are ready to begin processing and shipping Sales Orders. The following diagram illustrates the basic process flow:
Basic Process Flow for UPS WorldShip Integration
The process flow begins in xTuple ERP with the following sequence:
- Enter Sales Order(s) for Customer(s)
- Issue Stock to Shipping.
You can issue Stock to Shipping before or after you have shipped an Order in UPS WorldShip. The choice is up to you, based on your desired process flow. If you ship partial Sales Orders then xTuple recommends that you Issue Stock to Shipping before using UPS WorldShip so you have the xTuple ERP Shipment Number to enter into UPS WorldShip.
After Stock has been issued to Shipping—but not yet shipped—the process flow moves to the UPS WorldShip system. Perform the following steps from your UPS workstation:
- Enter Customer destination information
- Enter xTuple ERP Sales Order Number(s) and Shipment Number(s) in the special Reference fields created for this purpose
- Weigh package(s) you will be shipping with UPS
-
Finish Order and ship it in UPS WorldShip
As soon as you ship the Order in WorldShip, the data will be exported to xTuple ERP via the ODBC connection. The following UPS information will now be stored in the xTuple ERP Database:
- UPS Tracking Number
- Actual Weight
- Total Shipping and Handling Charges
The process flow returns now to xTuple ERP, where we either 1) Issue Stock to Shipping or 2) Ship the Order. For this example, we have already issued two Line Items to Shipping. We see these two Line Items on the Ship Order screen, as shown below:
Sales Order with UPS WorldShip Information
As you can see in the example, our Order contains UPS Tracking Number information. And the total shipping and handling charges appear in the Freight field.
The actual weight of the UPS package(s) is stored in the xTuple ERP Database, but is not visible using the application.
In this example, there are two distinct Tracking Numbers shown on the Ship Order screen. However, only one Tracking Number can be associated with each xTuple ERP shipment. The fact that there are two Tracking Numbers in this example indicates there are additional Line Items for this Sales Order which have been shipped in UPS WorldShip, but have not yet been issued to Shipping in xTuple ERP.
We are now ready to complete the final steps:
- Select the correct Tracking Number
- Ship the Order
The Tracking Number is now associated with the shipment. It will not appear on the list of Tracking Numbers when the remaining Line Items are shipped. In this way, users are prevented from accidentally using the same Tracking Number twice.
You can track UPS shipments from xTuple ERP using the S/R Module Display "Shipments by Sales Order." You will be connected directly to the UPS website when you select the "Query Shipments" option from the right-click menu.
