Freight Fees Based on Zip Code & Weight

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

The combination of 6 criteria must be met for this to work

The UPS zone codes application table must be setup.
The Zone Master File ZONMNT must be setup with the appropriate zip codes.
The Zone/Weight master file maintenance UPSMNT must be setup.
The U on the Freight Terms table in the “Zone Flag” column
The Freight Terms with the U in the “Zone Flag” column is selected/used on the customer master or order entry shipping screen.
The weight must be on the shipping screen of the order, field 15 Weight

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

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 to point to the correct zone in the Zone/Weight charges file UPSMNT.

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 ZONMNT The Zone Master File Maintenance ZONMNT is located in:

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.
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 UPS zone codes application table which appears on the screen. This table was built in Step 1 above. This field is just for notational purposes at this time.

Field 07: 2^nd day air: ___ (3) a selection must be made from the UPS zone codes application table which appears on the screen. This table was built in Step 1 above. This field is just for notational purposes at this time.

Field 08: Ground: ___ (3) a selection must be made from the UPS zone codes application table which appears on the screen.

· This table was built in Step 1 above.

· This determines which zone to point to in the Zone/Weight charges file UPSMNT.

· The charge will come from the Zone/Weight charges file UPSMNT.

· 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 because the freight charge will come from the Zone/Weight charges file UPSMNT.

STEP 3: ZONE/WEIGHT CHARGES FILE UPSMNT

The Zone/Weight master file maintenance UPSMNT is located in:

Order processing (Module 6)
- Shipping system (Task 5)
  - Zone/Weight charges File UPSMNT (Sub-task 7)
  - Enter new Z/W charge record (Sub-task 1)
    - Each Zone/weight charge may be individually entered or a spreadsheet may be created and imported, see below.

Field 01: Whs num: __ (2 numeric characters) this refers to warehouse/division # of the order. Each warehouse will need to have Zone/Weight records.

Field 02: Zone: ___ (3 numeric characters) this may be 1, 2 or 3 characters.

This is determined by the Zone Master file ZONMNT, field 08 Ground.
- The Zone Master file ZONMNT was built in step 2 above.

Field 03: Weight: ___ (3 numeric characters) this may be 1, 2 or 3 characters.

This is matched to Field 15 Weight: on the shipping screen of an order.

Field 04: Charge: ______ (6 numeric characters) this may be up to 6 numeric characters.

This may be zero or up to $9,999.99.
This will be automatically entered in to freight or handling Fields 4 or 5 on the Action/Collection screen of an order.

SPREADSHEET IMPORT FOR ZONE/WEIGHT CHARGES FILE UPSMNT Once in the Zone/Weight charges File UPSMNT, a spreadsheet may be imported using: Update charge records from import (Sub-task 8)

This program will take input from a CSV format file to update, create, and delete O/E Zone/weight charge records.
The format is based on the maintenance export and must contain columns A through E which are:

WHS#, ZONE, LBS, $AMOUNT, X

Column headers are okay because they will be reported as an invalid record and therefore skipped.
The `X' column should be a populated with an `X' as a placeholder to ensure the proper number of columns.
Place the word `DELETE' in the `X' column to delete an existing charge record.

· The spreadsheet should be saved in: /u/mvs/dsk0/250001

o If company #3 is being used the spreadsheet should be save in: /u/mvs/dsk0/250003

§ The 3 in the 250003 determines the company # u/mvs/dsk0/25000x (x being the company #)

This spreadsheet must be saved as .csv

Step 4: FREIGHT TERMS TABLE

To set up the Freight Term, 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 "

"$" , "FORCE ENTRY "

"A" , "North Area U 5.00H"

"B" , "East ZONE u "

"C" , "Area..# 12 u H"

"u" or “U” in the “Zone flag” column indicates that you want to charge a fixed freight amount that will be established in the Zone/Weight charges file UPSMNT, but the zone is determined from the zip code using the Zone Master file ZONMNT.

STEP 5: USING THE FREIGHT TERMS with u or U in the “Zone Flag” column

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 term:

NOTE: When the freight or handling charges are determined by the “Freight Terms” table, the $ amount can’t be changed on the order. In this case the “Freight Terms” must be changed on the order, on the shipping screen field 12 Freight terms.

STEP 6: PUTTING THE WEIGHT ON THE ORDER

· O/P (Module 6)

o Order entry & editing (Task 1)

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

· Shipping screen

· Field 15Weight: The weight can be entered on each order

1. The weight can come from the items on the order

Parameter to check:

O/P (Module 6)
- System management functions (Task 32)
  - Modify parameter files (Sub-task 22)
    - O/E – General (Option 1) look for:

ORDER’WEIGHT=

RUNO – Track running total of ordered items

RUNS – Track running total of shipped items

ENTER – Manually entered

WEIGHT OF EACH ITEM:

To enter the weight of each item, go to:

I/C (Module 5)
- Item Master (Task 17)
  - Change existing item record (Sub-task 2), bring the item up on the screen.
    - Field 31 Stock weight:

HOW THE ABOVE FREIGHT TERMS TABLE WILL WORK:

If the Freight terms A is used:
- A” , “North Area U 5.00H ”
The system will look at order, shipping screen zip code:
- If it finds a Zone Master File ZONMNT record that the zip code falls between, it will look at Field 8 Ground: to determine the correct Zone #.
Then it will go to the Zone/Weight charges file UPSMNT & look for a match of the following 3 criteria:
- the order’s division/warehouse
- the order’s, shipping screen, field 15
- Weightzone # determined by the ZONMNT field 8
When it finds a match for the 3 criteria, the amount in Field 04: Charge $: of the Zone/weight charges file UPSMNT, will be automatically charged on the order, on the Action/collection screen, field 5 Handling.
- If the system can’t find a match of the Zone & weight $5.00 will be charged on the Action/collection screen in Field 5 Handling. (The H in the X column of the Freight Terms table tells the program to put the freight $ amount in Field 5 Handling, instead of Field 4 Freight, on the action/collection screen of the order.

If the Freight terms B is used:
- “B” , “East ZONE u ”
This is treated the same way as the Freight term A, except if the match is found for the 3 criteria, the amount will be charged on the order, on the Action/collection screen, Field 4 Freight.
- If the system can’t find a match of the Zone & weight in the Zone/weight charges file UPSMNT, nothing will be charged for freight or handling and this message will appear:

Ref: UPSMNT master. Zone:XXX, weight:XXX not on file CR TO CONTINUE

o At this point a manual freight or handling charge may be entered into Field 4 Freight or Field 5 Handling, on the Action/Collection screen of the order.

If the Freight terms 1 or 2 is used
- The system won’t check look for a matching zip code, Zone or weight.
- 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: