UPS Flat File Bill Tool Quick Start Guide

February 2005 – Version 1.41

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UPS Flat File Bill ToolGain Insight Into Shipping Costs

• The UPS Flat File Bill Tool is a Microsoft® Access database that gives you total visibility into your shipping costs– Pre-defined reports provide billing information that supports your business processes

Features

• Designed for employees with no previous knowledge of Microsoft Access

• Summarize and subtotal shipping expenses by your company’s cost codes

• View, print, export or e-mail any report for analysis and distribution within your company

• Provides complete control over reporting of shipping charges

Benefits

• Any employee can use the tool to provide relevant shipment and cost information to different departments, projects, stores, or locations

• Allocate shipping expenses in minutes

• Requires minimal training and maintenance

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Overview Of Using UPS Flat File Bill Tool

1. Review the check list on the UPS Expense Management Web site

2. Contact UPS Account Executive to receive the UPS Flat File Bill

3. Download the UPS Flat File Bill Tool from the Web site

4. Receive e-mail containing the UPS Flat File Bill data file

5. Import UPS Flat File Bill data file using the UPS Flat File Bill Tool

6. Run reports

7. Questions and technical support

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Steps 1 – 2: Review Tool Checklist and EnrollStep 1 – Review Tool Checklist and System Requirements

• Review the Tool Checklist and system requirements below– Answer the questions and plan for the new responsibilities within your

company– While using the UPS Flat File Bill Tool will improve your business

processes, it also represents a change in how billing information is provided and managed

Tool Checklist:

• Do you want to report and analyze shipment information on all of your company's UPS account numbers, or just a select few?

• If you have multiple account numbers and would like them all consolidated into one weekly Flat File Bill, please be prepared to provide your Account Executive with the list of these UPS account numbers.

• Who will receive the e-mailed billing data file each week? (Note: Up to five email addresses can receive the file.)

• Who will import the billing data file into the UPS Flat File Bill Tool?

• Be prepared to review and sign a legal agreement about use of the billing data file.

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Steps 1 – 2: Review Tool Questions and Enroll

Tool Checklist (cont.):• Understand that the billing data file excludes a few pieces of information that is provided on

the paper bill for certain shipments.

– The UPS Flat File Bill does not contain the following data elements:

Step 2 – Enroll to receive the UPS Flat File Bill

• Contact your UPS Account Executive to have your account(s) set up to receive the UPS Flat File Bill

• Your UPS Account Executive will notify you when to expect your first e-mail with the billing data file

l Charges for optional services (i.e. C.O.D.) are not documented separately - they are included with the package transportation charge.

l Message codes (the letter footnotes that are included as the last page of your bill). For example, code "a" is Package Hundredweight eligible; Single piece rates applied

l Document/non-document indicators for international shipments

l Store numbers

l Consignee vendor number (affects consignee billing shipments only)

l Tier incentive level achieved

l Accounts receivable status l Reference Number field characters beyond 23 (the field is limited to 23 characters)

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Step 3 – Download UPS Flat File Bill Tool

Download the Tool

• Download the version of the tool appropriate for your version of Microsoft® Access at the UPS Expense Management Web site (http://www.ups.com/content/us/en/bussol/offering/technology/billing/flat_file_downloads.html)

• The downloaded file is in a compressed format

• Open the downloaded file and choose a folder to save the tool (a Microsoft Access database file). For optimal performance, save the tool on your computer, not on the network or “LAN”

• Start Microsoft Access, click File, then Open, and select the file in the folder where you saved the tool

• Opening the tool for the first time will require a simple registration

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Step 4 – Receive E-mail & Download Billing Data FileBilling Data File E-mail

• After your UPS Account Executive has enrolled your company to receive the UPS Flat File Bill, you will receive a billing data file via e-mail weekly– The e-mail will arrive each Monday before the day’s end– The e-mail directs you to a Web site to download the billing data file

• Download the file and save it to your computer or somewhere on your network or “LAN”– To save the file, simply click on the “Save Checked Files” button

E-mail Each Week File Download

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Step 5 – Import Billing Data File

Import the Billing Data File

• After downloading the billing data file, import it into the UPS Flat File Bill Tool you downloaded in Step 3

• You can import billing data files from your computer, or anywhere on your company’s network or “LAN”

After importing one or several weeks’ billing data files, you can begin creating reports to examine your shipping expenses

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Step 6 – Run ReportsThere are twenty-one different reports broken out in four main categories. View them with your billing data to see which work best for your needs.

Cost Reports– These reports leverage the reference number (i.e. cost code, customer

number, order number, department number) information provided at shipping to dramatically simplify cost allocation

Other Charges Reports– These reports allow detailed analysis of other charges from UPS like Address

Corrections and provide corrected information so your records can be updated

Management Reports– These reports provide summarized ways to look at your shipping activity. For

example, you can analyze your UPS shipments by service, or by zone.Cost Management– These reports allow you to compare your billed charges against your own list

of valid reference numbers (cost codes), or against valid accounts you have authorized to bill to your company

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Step 6 – Run Reports (Cont.)Its easy to view reports on-screen, print them, or export results to a data file

• Select the report you want from the tabbed list of reports

• Answer a series of questions to customize the report for your needs

• Click the “Print Preview” button to view the report on screen– Reports can then be printed to any printer by selecting File then Print from the menu

• Click the “Download” button to export the report results to a .csv file for further analysis in a spreadsheet program or to import into your other systems (i.e. accounting systems)

– Printed/viewed reports will include a summary page that provides grand totals, and specifies the criteria you selected for the report

Choose A Report Specify CriteriaView / Print Report

OR Download to Excel, etc.

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Step 6 – (Optional) Email Reports

To Email a report to other employees:

• Specify the criteria for the report. Select “Print Preview” to generate the report

• Once the report displays, go to the “File” menu, choose “Send To”, then click “Mail Recipient (as Attachment)”.

• After choosing “Mail Recipient (as Attachment)”, pick the “Rich Text Format” option. This will create the report so the email recipient can view & print the report in Microsoft Word.

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Step 7 – Questions and Technical SupportThe UPS Flat File Bill is supported through its own Web site

• Refer to the site (http://www.ups.com/content/us/en/bussol/offering/technology/billing/flat_file_downloads.html) for Technical Documentation, Sample File and to download the latest version of this Quick Start Guide

• If you have further questions, request additional technical support from the site at http://www.ups.com/forms/e-mail/ffbtech_support?loc=en_US

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Flat File Bill Tool – List of Reports

Charges that match to your list of “approved” reference numbersManage Charges By Reference Number

Charges billed to you that were shipped by your vendorsManage Charges Billed To Your Company

Cost Management Reports

Details on packages with audited weight and chargesShipping Charge Corrections

View shipping activity summarized by UPS service or zoneService Level and Zone Reports

Subtotaled charges by date and shipping systemShipments Summarized By Date AndShipping Method

Summarized charges by account. Can be compared to summary paper bill mailed by UPS.

Consolidated Billing Summary

Management Reports

Packages that were billed back to you due to incorrect information or refused charges

Chargebacks

Details on service fees and other chargesService Fees and Miscellaneous Charges

List of packages with corrected address typeResidential / Commercial Adjustments

Detailed information about packages shipped with an incorrect addressAddress Corrections

Other Charges Reports

Search for charges based on your criteriaSearch Report

Identify and edit charges without a reference numberBlank Reference Number Report

Charges subtotaled by reference numberSubtotal By Reference Number Reports

Detailed package info sorted by reference numberPackage Detail Reports

Cost Reports