Freight Fees Based on Zip Codes

This document explains how to charge a flat fee based on zip codes for freight or handling, using a combination of the Freight Terms Table and the Shipping system’s Zone master file maintenance ZONMNT.

The combination of 4 criteria must be met for this to work

The UPS zone codes application table must be setup.
The zip code range is in the zone master file maintenance ZONMNT
The * asterisk on the Freight Terms table in the “Zone Flag” column
The Freight Terms with the * is selected/used on the customer master or order entry shipping screen.

NOTE: For additional ways of using the Freight Terms table to automatically charge freight, see these documents: Freight Fees Based on Zip Codes & Weight, Freight Fees Based on Zones & Weight, or Fuel or Delivery Surcharge / Freight Fees

STEP 1: UPS Zone codes APPLICATION TABLE

This table is found in:

· Order Processing (Module 6)

o System Management functions (Task 32)

§ Modify Application tables (Sub-task 17)

· UPS zone codes (Option 18)

o Each UPS Zone code start with 001 & may go up to 0032, maximum of 32 entries

o Description may be alphanumeric, maximum of 13 characters

o This table will be used in the Zone Master File ZONMNT.

Here is an example of how the table may be setup:

“001” , “Grnd zone 1”

“002” , “Grnd zone 2”

“003” , “Grnd zone 3”

“004” , “Grnd zone 4”

“005” , “Grnd zone 5”

“006” , “Grnd zone 6”

“007” , “Grnd zone 7”

“008” , “Grnd zone 8”

“010” , “Area A North”

"011” , “Area B South”

"012” , “Area C East”

STEP 2: ZONE MASTER FILE MAINTENANCE – ZONMNT

The Zone Master File Maintenance ZONMNT is located:

Order processing (Module 6)
- Shipping system (Task 5)
  - Zone Master File ZONMNT (Sub-task 1)
  - Enter new zone record (Sub-task 1)

Field 01: Start Zip: ________ (9 alphanumeric characters) this may be only one character or it may be up to 9 characters. This may be alphabetic or numeric. This is verified against the zip code on the shipping screen on each order in order entry & editing.

Field 02: End Zip: _________ (9 alphanumeric characters) this may be only one character or it may be up to 9 characters. This may be alphabetic or numeric. This is verified against the zip code on the shipping screen on each order in order entry & editing.

The zip codes on the orders must be between the start zip and end zip if the amount on field 09 is to be charged on the order.
The start zip may be 480 & end zip 481. This would include all zip codes in between 480000000 & 480999999.
If one zip code is to be charged separately, enter the same zip code in field 1 Start Zip and the same zip in field 2 End Zip.

Field 03: Country: ___ (3 alphanumeric characters) this may be only one character or it may be up to 3 characters. This may be alphabetic or numeric. This may be left blank. This isn’t verified against the country on the order or customer.

Field 04: State: __ (2 alphanumeric characters) this may be only one character or it may be up to 2 characters. This may be alphabetic or numeric. This may be left blank. This isn’t verified against the state on the order or customer.

Field 05: City: _______________ (15 alphanumeric characters) this may be only one character or it may be up to 15 characters. This may be alphabetic or numeric. This may be left blank. This isn’t verified against the city on the order or customer.

Field 06: Next day air: ___ (3) a selection must be made from the table which appears on the screen. This is just for notational purposes at this time.

Field 07: 2^nd day air: ___ (3) a selection must be made from the table which appears on the screen. This is just for notational purposes at this time.

Field 08: Ground: ___ (3) a selection must be made from the table which appears on the screen. This Sets the UPS zone on the customer master file and the shipping screen of the order.

Field 09: Charge $: _____ (5 numeric) this may be left blank or .01 cents up to $999.99. If the zip code on the shipping screen of the order falls between the starting & ending zip code in field 1 & 2 this $ amount will be charged on the order.

STEP 3: FREIGHT TERMS TABLE

To set up the Freight Terms table, go to:

Ø Order Processing (Module 6)

o System Management Functions (Task 32)

§ Modify Application Tables (Sub-Task 17)

· Freight Terms (Selection 1)

1. The freight terms table may have up to 75 entries

2. The Key can be only one character alphanumeric

Below is an example of how the Freight Term table can be set up:

Zone Frt

;Key Text flag $ X

;- --------- - ------

"1" , "Custpickup "

"2" , "Exempt Cust "

"A" , "Area A * "

"B" , "Area B * H"

"$" , "FORCE ENTRY "

STEP 4: USING THE FREIGHT TERMS *

The Freight terms are entered on:

· A/R (Module 2)

o Customer Master file (Task 17)

§ Enter new customer record (Sub-task 1) or Change existing customer record (Sub-task 2)

· Field 37 Freight Trm:.

The Freight terms may be changed on each order in:

· O/P (Module 6)

o Order entry & editing (Task 1)

§ Enter new/change existing order (Sub-task 1)

· Shipping screen

· Field 12 Freight terms:.

HOW THE ABOVE FREIGHT TERMS TABLE WILL WORK:

If the Freight terms A is used
- The system will look the zip code up in the Zone Master File Maintenance ZONMNT.
  - The amount in Field 09: Charge $: of the Zone Master file, will be automatically charged on the order, on the Action/collection screen, field 4 Freight.
If the Freight terms B is used
- The system will look the zip code up in the Zone Master File Maintenance ZONMNT.
  - The amount in Field 09: Charge $: of the Zone Master file, will be automatically charged on the order, on the Action/collection screen, field 5 Handling.
If the Freight terms 1 or 2 is used
- The system won’t check for the zip code in the Zone master file maintenance ZONMNT.
- No freight or handling will be automatically charged on the order.
If the Freight terms $ is used on the customer master
- Forces the order entry operator to select the freight terms on the shipping screen, field 12 Freight terms: of the order.

ALTERNATE SHIP-TO ACCOUNTS WITH THE SAME FREIGHT TERMS:

Each customer may have alternate ship-to records setup in

· O/P (Module 6)

o Alternate ship-to file (Task 19)

If the A/R customer master file record has the freight terms with an *, the alternate ship-to records for the customer, will use the same freight terms. The system will look up the zip code of the alternate ship-to record in the Zone master file maintenance ZONMNT to determine the automatic charge.

ALTERNATE SHIP-TO ACCOUNTS WITH DIFFERENT FREIGHT TERMS:

Each Alternate Ship-to account (found in Task 19 in the Order Processing module) can have a different freight or handling charge than the main/master customer. The Alternate Ship-to uses a Ship-via code and you can tie the Ship-via code to SET the Freight Term (thereby giving the surcharge associated with the Freight Term).

First go to Order Processing module; Task 32 - System Management; Subtask 17 - Modify Application Table; Selection 1 - Freight Terms. Print this table or copy it down.

Then still in the O/P module, System Management; Modify Application Table; go to Selection 4 - Shipment Methods. Look at the “F” column. This column is where the single-digit Freight Term code is entered that you want to be associated with this Ship-via line. You can have the shipment methods table set the Freight terms.

For a Ship-via example:

;                   JOB TRACK   JOB TRACK
;                   Delivery    Pick-up      Required
;      Description Rule        Rule        F Route
;      ----.----1- ----.----1 ----.----1 - ----.---
"1" , "OUR truck             "
"2" , "UPS Ground                              "
"3" , "Cust pickup                           "
"C" , "Area C                       2          "
"D" , "Area D           B          "

This table tells the system if the Customer Master (field 38) or Alternate Ship-to (field 14) record has a Ship-via code of C or D, then use Freight Terms 2 or B, respectively. You may want to setup new Freight Terms and/or Ship-via codes so the Customer Master and one or all of the Alternate Ship-to’s can be charged a different freight or handling based on the Freight Terms if your current structure doesn’t support this method.

PRINTING FREIGHT ON INVOICE

To have something other than Freight print on invoices, for field 4 Freight from the action/collection screen, a parameter needs to be changed. To change this label, go to: