M5-SO-1100 bly:Carrier

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Contents

Synopsis

This enhancement provides functionality that will allow you to set up shipping methods for your preferred carrier then shop for the best freight rates in Edit Shipments (or Simple Ship for shipments created outside of Sage 500), generate a tracking number and print a shipping label.

bly:Carrier integrates with the following carriers:

Carriers


Installation & Setup

Installation Requirements:

This enhancement is currently compatible with Sage 500 7.30.06 March 2011 Monthly Update. (Various versions of Sage 500 are, or can be, made compatible. For more information please contact BlytheDev). It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Installation

Carrier Integration Client/Server: This enhancement is installed by running the “Client” and “Server” installs provided. If reinstalling or installing an update, first uninstall the “Server” install via “Add and Remove Programs.” This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects.

Carrier Adapter: A second installation for the Carrier Adapter must also be performed on the SERVER. This version of carrier integration is compatible with Carrier Adapter version 5.0.3103 or later. Please see the Carrier Adapter User Guide for more information.

Task Setup:

The Setup Carrier Definitions, Simple Ship, Void Shipment & Manifest Close tasks will need to be added to your Sage 500 desktop for this enhancement.

1. Starting from your Sage 500 desktop, go to the Common Information > Maintenance folder then right click and select “Create New Task.”
2. When the context menu appears, select MAS 500 Task
3. For Module select Common Information
4. For MAS 500 Task select Setup Carrier Definitions then select OK.
5. The Setup Carrier Definitions task will now appear in your MAS500 task menu.
6. Go through steps 1 & 2 again then on step 3 select the module Sales Order to add the tasks Simple Ship, Manifest Close & Void Shipments.


Data Setup:

Before you may use Carrier Integration to generate tracking numbers and print labels you must do the following:

1. Define carrier credentials for each carrier in Set Up Carrier Definitions.
2. Define SO Options specific to Carrier Integration.
3. Set Up Shipping Methods define Carrier Integration related options.
4. Define a return address and carrier credentials each Carrier/warehouse combination.


Set Up Carrier Definitions

1. Launch the Set up Carrier Definitions task and note that the Carrier Adapter version appears on the top right side of the form.
2. Enter a Carrier Definition Name (Display Name) for the carrier. This name will help the user to identify whether the credentials are specific to a location, a system (for example a test server vs. production) or carrier type.
3. Select the Carrier Type. Current values are: Values: ENDICIA, FEDEX, UPS, USPS, ONTRAC. Note: The remaining fields may or may not be required depending on the selected carrier type.
4. If required enter an Account Number for the carrier. This is an account number that the customer has with the specified carrier.
5. If required enter an Account User ID. This is an ID that the user has setup with the specified carrier.
6. If required enter an Account Password. This is a password that the user has setup with the specified carrier for the specified account.
7. If required enter a License Key for the carrier. This data is supplied by the carrier when the customer account is set up.
8. If required, enter a Meter Number for the carrier. This data is supplied by the carrier when the customer account is set up.
9. Enter a COD Reserve Amt. This is an amount that will be added to a rate request for a carrier to assist in getting a valid label rate. (Note: this field is currently used for UPS, FedEx, Endicia, OnTrac since they are the only carriers to support COD
10. If desired select “Enable Email Notification?” When selected it indicates that email notifications will be sent out when a tracking number is generated.
11. If supported by the selected carrier, select the “Do you have a Negotiated Rate with this Carrier?” checkbox. UPS and FedEx may have lower negotiated rates based on volume.
12. If applicable, select the “Use this definition for Production?” checkbox. When selected it indicates that this environment is the client’s production environment.
13. If desired select the “Enable Debug Logging?” checkbox. When selected, it indicates that Logging is enabled and the log file is saved to the system TEMP directory.
14. Select a Label Image Type. Select the type of image file to produce for the carrier label.
15. Select a Freight Billing Method. This option determines how the freight amount is determined.
a. Sales Order: If a freight amount has been entered on the sales order and the Freight Billing Method = Sales Order, then the amount for the freight will be determined by what is defined on the sales order.
b. Retail Rate: This is the standard freight amount returned from the carrier.
c. Negotiated Rate: This is the negotiated freight returned by the carrier. NOTE: This option only appears if the checkbox “Do you have a Negotiated Rate with this Carrier?” is selected.


SO-1100 Setup Carrier Definitions
SO-1100 Setup Carrier Definitions



Set Up SO Options > Other Tab

1. Go to SO > Maintenance > SO Setup > Set Up SO Options
2. A new Carrier Integration section has been added to the bottom of the Set Up SO Options > Other Tab (see image below).
3. Select the checkbox next to the Enabled field. Note: When the “Enabled” checkbox is not selected, the Carrier Integration button will not be visible in Edit Shipments.
4. Production Checkbox: If this application is being installed in a production environment, select the Production checkbox. If this application is being installed in a test environment, leave the Production checkbox unselected.
5. Enter a Carrier Integration Password. This is an override password that will be required when generating a tracking number / shipping label, should the user want to override the selected carrier or service type and choose a different carrier / service type.
6. Enter a Label Path by keyboard, or select the “…” browse button and navigate to the designated Labels folder. If there is not a designated labels folder, click on the Make New Folder button to create one.
a. Note: The Label Path must be set to a location that is accessible from the server and any client machines running this enhancement.
7. Select the Finish & Exit button to save your settings and close the SO Set Up Options form.


SO-1100 Set Up SO Options


Set Up Shipping Methods

1. Go to CI > Maintenance > CI Setup > Set Up Shipping Methods. A Carrier Integration section has been added to the Set Up Shipping Methods form. Use this section enable carrier integration and define related options for new or existing shipping methods.


SO-1100 Set Up Shipping Methods


2. Select a Shipping Method and other options from the top of the form.
3. Select the “User Carrier Integration” Checkbox if this shipping method will be used within the Carrier Integration application. Note: If the User Carrier Integration checkbox is not selected, the related fields below this section will not be available.
4. Go to the Carrier Integration section and select one of the 7 available carriers: None, UPS, USPS, FEDEX, Smart Post, Endicia or OnTrac.
a. None: When a Shipping Method has “None” as the selected carrier, you may choose any of the available carriers / service types for that ship method during the label creation process. For example, if your ship method name is ‘Amazon’ and it has ‘None’ as the Carrier, you will be able to flip through the various carriers and service types when you create the label for a shipment that has this ship method assigned. This will allow you to shop for the best rate that meets your expediency and packing needs.
b. UPS, USPS, FEDEX, Smart Post, Endicia & OnTrac: When a carrier such as UPS, USPS, FEDEX, Smart Post, Endicia or OnTrac are selected as the carrier, you will be able to assign a service type, package type, package size, and other options to the shipping method that are specific to the selected carrier. When a shipment’s label is generated with one of these ship methods, you will only be allowed to change the secondary options for the selected carrier. If you need to change the actual carrier or its service type, you will need to provide an Override password (this is defined in Set Up SO Options > Other tab > Carrier Integration section).
5. Enter a Freight Billing Markup Option. If the Freight Billing Method defined in SET UP CARRIER DEFINITIONS is equal to Retail Rate or Negotiate Rate, a Freight Markup (if defined) will be applied when the shipping label is generated using either a Markup Amount or a Markup Percent (one or the other field may be defined, but not both). If the Freight Billing Method defined in Set Up Carrier Definitions is equal to Sales Order, a Freight markup will not be applied during label generation.
a. Markup Amt ($): You may apply a freight markup, based on a specific amount. This amount will be applied per package in the shipment
b. Markup %: You may apply an amount per shipment based on the defined percentage of the total freight.


Set Up Warehouses > Carrier Int. Tab

A Carrier Int. tab has been added to the Set Up Warehouses form (see below). Use this tab to assign a specific carrier / display name to a specific warehouse and assign each carrier’s return address information.

1. Go to IM > Maintenance > IM Setup > Set Up Warehouses
2. Select a Warehouse the select the Carrier Int. tab
3. Select a Carrier
4. Enter the return address information for the selected carrier
5. Select the Carrier Credentials for this carrier (This is equal to the Carrier Definition Name defined in Set Up the Carrier Definitions).
6. Select the Save button in the lower right corner.


SO-1100 Set Up Warehouses


Using Carrier Integration

Edit Shipments

A shipment and pack list must exist before you can use Carrier Integration to shop for shipping rates within Edit Shipments.

SO-1100 Edit Shipments


1. Go to SO > Activities > Shipping > Edit Shipments and select a Pending Shipment then select the Enter Pack List button.
2. Create a Package making sure that the selected carton’s maximum weight accommodates the weight of the combined items in the shipment plus the carton’s tare weight, then add the items to the carton and select the Finish & Exit button.
3. Go back to the Header tab and select the “Ship Via Carr. Int.” button that appears on the right side of the form, above the Print Documents button (see above).
a. The system checks to see what carrier is assigned to the selected Ship Via.
i. If the Ship Via has been set up with None as the selected carrier, then the Create Shipping Labels form will load and all carrier tabs will be accessible.
ii. If the Ship Via has been set up with a specific carrier, then the Create Shipping Labels form will load with only the carrier tab for the selected shipping method active. All other carrier tabs (and the service type for the selected carrier) will be disabled / not active.
1. The carrier can be overridden by clicking on the “Allow Override” button (available on each of the Carrier tabs). An input box will be displayed requesting a password. If the correct password is entered, all carrier tabs will become enabled. This password is defined on the Set Up SO Options > Other tab.


SO-1100 Create Shiiping Labels


4. When the Create Shipping Labels form loads, a grid appears at the top of the form containing the description of the carton, the combined weight of the items in the shipment and the dimensions of the container (carton).
5. The Carrier tabs appear under the grid. There is one tab for each Carrier (UPS, FedEx, OnTrac, FedEx-Smart Post (SP) and Endicia.
6. When a carrier tab is selected, the carrier’s return address appears on the far left side of the form. This address is what was defined for the selected carrier on the Set Up Warehouse > Carrier Int tab.
7. The shipment’s Ship to address appears to the right of the carrier’s return address.
8. If the Carrier is UPS or OnTrac, you will see ‘To’ and ‘From’ email address fields located at the bottom left side of the form. These fields are populated based on the following: The Create Shipping Label form will pull in the e-mail address from the contact record selected on the shipment’s ‘To’ and ‘From’ shipping addresses.
a. The From e-mail address value is pulled from the Sales Order Header tab > Contact record.
b. The To e-mail address value is pulled from the Sales Order’s Ship To contact record.
c. Both the ‘To’ and ‘From’ e-mail address values may be edited while on the Create Shipping Labels form, however the edited values will NOT be saved back to the contact record in Maintain Customers.
9. The shipment’s container information appears to the right of the Ship to information.
10. The carrier’s Service Type, Package Type dropdowns and their corresponding Ship Via button appears on the far right side of the form.
11. The Service Type dropdown is populated based on the selected carrier.
12. Select a Package Type, Drop-off Type and Residential value as necessary (Each Carrier tab has its own options).
13. The System returns the carrier’s current shipping rate based on your selection criteria. The rate is populated next to the Shipment Rate field.
14. Click on the “Allow Override” button (available on each of the Carrier tabs) to enter an override password and override the selected carrier or service type.
a. An Enter override password message box will appear.
b. Enter the correct password then select OK.
c. All of the Carrier tabs and the service type field will now be accessible.
d. If you change the Carrier or any of the Carrier’s settings, select the Re-Get Rate button to get a rate based on the new settings.
15. Once you have found your preferred shipment rate, click on the Ship via … button.
16. The Tracking Number will be populated in the Grid’s Tracking Number column (see below).
17. Note: If you leave this form without being able to successfully print a label, you can come back to this shipment and print the label by selecting the Re-Print Label button.


SO-1100 Create Shipping Labels


18. A copy of the label is saved to the Labels folder that is defined in Set Up SO Options > Other tab > Carrier Integration section.
19. The Label is sent to the printer (see example of a printed label below).


SO-1100 Sample Shipping Label


20. Close the Create Shipping Labels form and return the Edit Shipments > Header tab.
21. Note: You may receive a warning indicating that more than one ship method is configured with the current carrier and service type. Clicking the YES to this message will allow you to select a different ship method for this this shipment. Clicking NO to this message retains the currently selected ship method and does nothing.


SO-1100 More Than One Msg


22. The Actual Freight will be updated based on what was returned from the carrier, unless the Freight Billing option in Set Up Carrier Definitions is set to “From Sales Order” for the selected carrier. If the Freight Billion option for this carrier is set to From Sales Order, then the value in this field will be populated based on what was defined as the Freight Amount in the Sales Order.
23. The Billed Freight field will be populated if the selected carrier’s Freight Billing Method was set to Negotiated Rate or Retail Rate AND a Markup Amt or Markup Pct was defined for the Ship Via (defined in Set Up Shipping Methods). In the example below, the carrier was set to have a Freight Billing Method of Retail Rate and the selected ship via was defined with a $2.50 markup amount. The freight return from the carrier (the Actual Freight) is $8.43 + $2.50 Markup x 1 package = a Billed Amount of $10.93.


SO-1100 Edit Shipments


Simple Ship

Simple Ship can be used to create a shipping label outside of the Sage 500 system. No Shipment ID is needed or recorded when using Simple Ship

1. Go to SO > Activities and load the Simple Ship task.


SO-1100 Simple Ship


2. Select a Warehouse then select a carrier
3. The carrier’s default address that was defined in Setup Warehouses > Carrier Int. tab will automatically populate on the ‘From’ side of the form.
4. Note, all fields can be edited, allowing the ‘from address’ to be modified if necessary. The new address will appear on the Create Shipping Labels form and on the shipping label.
5. Enter the ‘To’ address making sure to complete all fields.
6. Enter the package information (Length, Width, Height and Weight)
7. Select the Generate Label button and the Create Shipping Labels form will load.
8. Select your carrier and carrier options then click on the Ship Via button.


SO-1100 Create Shipping Labels

9. A tracking number will be populated and a print preview the label will appear.

Void Package

1. Go to SO > Activities and load the Void Shipments task.
2. The Shipment Void form loads.
3. Either the shipping tracking number via the keyboard, or a date range then click on the Load Grid button.
4. The grid will be populated with all shipments that fit the filter criteria.
5. Select a row that has the FedEx or UPS service type then select Void Selected to void the label for these shipments (Only Fedex or UPS service types can be voided).
6. A confirmation message will appear and the status will be updated with voided
7. Note when voiding a UPS package in your ‘test’ environment, you will get the following message (see below): Result = Error: No shipment found within the allowed void period.
8. When a package is successfully voided, the carrier is notified of the void and the audit shipment’s status is updated from null to 1 in the audit table (tsoShipmentAudit_Bly).


SO-1100 Shipment Void


Refund Selected

1. Shipments with the Endicia Carrier can be refunded.
2. To use this functionality, select a shipment where the Carrier equals Endicia.
3. Select the Refund Selected button.
4. The shipment information is passed to Endicia and validated.
5. Endicia will return a status that indicates whether the refund has been accepted or denied.
a. When the new button is selected while a NON Endicia shipped line is selected, the system prompts a warning: Refunds are only available for Endicia shipments.
b. When the new button is selected while an Endicia shipped line is selected and the line's status is already Refunded, the system prompts a warning: Package has already been refunded.
c. When the VOID button is selected while an Endicia shipped line is selected, the system prompts a warning: Voids are not available for Endicia shipments.


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