Freight Fees Based on Zones and Weight

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

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

The Zone/Weight master file maintenance UPSMNT must be setup.
The W on the Freight Terms table in the “Zone Flag” column
The Freight Terms with the W 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: Freight Fees Based on Zip Codes, Freight Fees Based on Zip Codes & Weight, or Fuel or Delivery Surcharge / Freight Fees

STEP 1: 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 put on the freight terms table

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 2: 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 "

"$" , "FORCE ENTRY "

"A" , "Area 2 W 5.00H"

"B" , "ZONE 022 w "

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

"W" 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.
Lookup will be based on a Zone # in the "Text/description" column of this table and the weight on the shipping screen, field 15 Weight:, of the order.
- The Zone number should be located after the first space in the text/description.

STEP 3: USING THE FREIGHT TERMS with w or W 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 terms:.

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.

HOW THE ABOVE FREIGHT TERMS TABLE WILL WORK:

If the Freight terms A is used:

A” , “Area 2 W 5.00H”

The system will look at order: for the division/warehouse, shipping screen field 15 Weight; and then at the Zone/weight charges file UPSMNT for a matching division/warehouse & weight for Zone 2.

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.
1. 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.

If the Freight terms B is used:

“B” , “ZONE 022 w ”

The system will look at order: for the division/warehouse, shipping screen field 15 Weight; and then at the Zone/weight charges file UPSMNT for a matching division/warehouse & weight for Zone 22.

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 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:022, 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 C is used

“C” , “Area..# 12 W H”

The system will look at order: for the division/warehouse, shipping screen field 15 Weight; and then at the Zone/weight charges file UPSMNT for a matching division/warehouse & weight for Zone 12. (Basically this works the same as B except it is looking for Zone 12 and the charge will go into Field 5 Handling (not field 4) on the Action/collection screen of the order.)

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 in the Zone/weight charges file UPSMNT, nothing will be charged for freight or handling and this message will appear:

Ref: UPSMNT master. Zone:012, weight:XXX not on file CR TO CONTINUE

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 for the a Zone or weight in the Zone/weight charges file UPSMNT.
- 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 is using the freight terms with a W in the “Zone flag” column, the alternate ship-to records for the customer, will use the same freight terms.

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:

· Order Processing (Module 6)

o System management functions (Task 32)

§ Modify parameter file (Sub-task 22)

· O/E – General (option 1)

PRINT’FREIGHT’LABEL=Shipping (maximum of 8 characters)

to have Shipping print on the invoice

PRINT’FREIGHT’LABEL=SURCHRGE

to have SURCHARGE print on the invoice

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: