For International Consolidation Module

For International Consolidation Module

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Copyright Notice: Copyright © 1987-2006 Harvey Software, Inc. All rights reserved. No part of this publication may be reproduced without the prior written consent of Harvey Software, Inc., 7050 Winkler Rd. #104, Fort Myers, FL 33919.

Trademarks: The Harvey logo is a registered trademark of Harvey Software, Inc. Microsoft, Windows, Windows 98, Windows 2000 Windows Me, Windows NT and Windows XP are trademarks of Microsoft Corporation. UPS and UPS OnLine are registered trademarks of United Parcel Service. FedEx is a registered trademark of FedEx Corporation. United States Postal Service and USPS are registered trademarks of the United States Postal Service. Spee-Dee is a registered trademark of Spee-Dee Delivery Service. Mail Order Manager is a registered trademark of Dydacomp. pcAnywhere is a registered trademark of Symantec Corporation. Masterform is a service mark of Labelmaster.

Use: This product is subject to the terms of the CPS End User Agreement. Harvey Software, Inc. is a privately owned Florida corporation and is in no way associated with UPS, FedEx, United States Postal Service, and/or Spee-Dee Delivery Service.

Harvey Software Publication Version: CPS_20060102A

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Table of Contents Overview................................................................................................ 4 Getting Started with CPS....................................................................... 4 Before Installation-A Checklist ........................................................ 5 CPS Setup Worksheet ...................................................................... 6 Installation Instructions.......................................................................... 8 Single Workstation ........................................................................... 8 Multiple Workstations ...................................................................... 9 Cloning .......................................................................................... 10 Re-Installing CPS ................................................................................ 11 Moving CPS to a New Computer ........................................................ 11 Updating Your Installation of CPS ...................................................... 11 Using the CPS Help System ................................................................ 11 Additional Help Feature.................................................................. 12 If Further Help is Needed ............................................................... 12

Port of Entry Table .............................................................................. 12 How Do I ............................................................................................. 13 Enter My Customer File into CPS .................................................. 13 Enter My Product File..................................................................... 15 Customize the Data Entry Screen ................................................... 17 Prevent Unused Screens from Displaying during Daily Entry........ 18 Set Up Multiple Return Addresses................................................. 18 Limit Carrier and Service Selection in Daily Entry ........................ 19 Find Out Which Carrier Has the Best Rates ................................... 19 Automatically Select the Carrier With the Best Rate...................... 20 Bring Shipping Data into CPS for Processing ................................ 21 Export Data for Use by Another Application ................................. 21 Link to Other Systems .................................................................... 22 Process a Domestic Parcel .............................................................. 22

Process an International Parcel ....................................................... 23 Process a Multi-Piece Domestic Shipment ..................................... 24 Commission CPS for UPS® ............................................................ 25 Obtain Manifest Approval from the U.S. Postal Service® .............. 25 Set Up CPS for Use with the FedEx® Direct Method ..................... 26 Ship Hazardous Materials ............................................................... 26 CPS Backup .................................................................................... 27

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Overview Thank you for choosing Harvey Software’s Computerized Parcel System (CPS™). You have just purchased one of the best products on the market today to label, document and track your domestic and international parcels.

Use this guide to install the complete CPS/ICM system on your shipping workstation. This installation includes the International Consolidation Module (ICM). ICM supports UPS® World EaseSM for Consolidated Clearance. Consolidated Clearance helps large volume international shippers save on shipping charges by grouping deliveries by ports of entry and printing the required documentation to clear customs in a single transaction. This module can only be used by customers obtaining prior contractual agreement with UPS to use UPS World Ease for Consolidated Clearance.

Getting Started with CPS™

This section guides you through the installation of CPS. If you have problems with or questions about the installation, our Technical Support department is available from 9:30 AM until 6:00 PM (Eastern Time) Monday through Friday. The Support number is 800-231-0296.

You can obtain 24 hour technical support by accessing our support site at http://www.myshippingsoftware.com. To access our web site directly from outside of CPS , you need to activate a direct access account by filling out and submitting an access form. This form can be obtained by selecting Support Log On at http://www.harveysoft.com.

After you install CPS, you can access the support web site by selecting the Support menu item in Daily Entry and selecting the Internet Support button.

http://www.myshippingsoftware.com

http://www.harveysoft.com

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Before Installation - A Checklist to Insure a Quick Installation Before you begin the installation, be sure you have the following:

• A PC that meets the requirements found on http://www.harveysoft.com . Select System Requirements.

• You will need UPS label #01863201. This is a combined Thermal Waybill label with a tear-off Consolidated Clearance Over-Label.

• The Importer of Record name, address, telephone number, optional fax number, Tax ID/VAT Number and UPS account number.

• A World Ease Port of Entry Table (on CD or diskette) proviced by UPS®.

• Have your printer and scale (if you are connecting one) plugged in and connected to the computer. Make a note of the ports that the printer(s) and scale are using.

• If you are using a Windows printer driver for your thermal printer, run a test in Windows to verify that your printer is working. On the Properties tab for the Windows printer settings is a button to print a test page. Or, you can open the Windows Notepad.exe program, type in the word “test” and print that page. If either of these tests fail, your printer is not correctly installed in Windows. It must work in Windows before it can work in CPS.

• If you will be using ODBC, be sure the ODBC driver for the data that you will be using is installed.

• The correct Windows user permissions must be set.

When installing CPS and/or changing security settings on your shipping computer(s), keep in mind that the user logging on to the shipping station needs to have read/write access to certain directories on that machine for CPS to run properly. These directories are:

\CPSW \WINNT (or \WINDOWS)

This user must also have read/write access to the Windows Registry.

If you are accessing files on another machine for ODBC, M.O.M. or importing functions, this user also needs read/write access to those files and directories on the network.

http://www.harveysoft.com

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Set Up Work Sheet In addition to your company’s name, address, email address, phone and FAX numbers you will need to collect the following information before you install and set up CPS. First, you will need the following carrier information for the carriers you plan to use:

Item Company Information FedEx® Account Number

Spee-Dee® Delivery Account Number

United Parcel Service® (UPS®) Account Number

United States Postal Service® (USPS®)

USPS Delivery/Signature Confirmation

DUNS Number ZIP Code of Local Post Office (Entry Facility Postal Code)

USPS Merchandise Return Label

Permit Number Postage Due Unit Address

Ship To Name Line One Ship To Name Line Two Ship To Address Ship To City Ship To State Ship To Postal Code

USPS International Manifesting

International Permit Number Post Office of Mailing

USPS Manifesting

USPS Permit Number

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Then, if you plan to use an alternate parcel insurer for your parcels you will need the following information:

Item Company Information Invoice Number Policy Number Location

Address Where Statement and Payments are Sent

Phone Name Address City State Postal Code

Finally, if you plan to use carrier Shipment Notifications or SHIP eLERTS ®you will need the following information about your POP3 email account:

Item Example Company Information Outgoing Mail Server (SMTP) mail.jssmtp.com Account Name (User Name) johnsmith E-mail Address ([email protected]) [email protected] E-mail Account Password abc123

To set up a new carrier account you will need to call the appropriate number from the following list:

National Carriers Contact Information FedEx 1-800-231-9219 United Parcel Service (UPS) 1-800-PICK-UPS (1-800-742-5877) United States Postal Service (USPS) Contact Your Local Post Office

Regional Carriers Contact Information Spee-Dee Delivery 1-800-862-5578

IMPORTANT NOTE ABOUT SHIPPING LABELS: If you plan to use a thermal printer you will need to decide on the proper labels and obtain them. If you have them when you set up CPS you will be able to test them. This is highly recommended. If you do not plan on using a document tab or label then you will need UPS® Part Number 01774006, FedEx® Part Number 156148-434, or a standard 4x6 label. If you plan on using a document tab type label you will need to obtain UPS® Part Number 0177400801 or FedEx® Part Number 156148-434. If you plan to use UPS World Ease(SM) or other contract service that requires special labeling, you will need to contact Harvey Software before installing CPS. All the above labels are fully supported and tested by Harvey Software to be used with CPS using the thermal printers listed on the system requirement page discussed previously. If you do not plan to use a thermal printer you will need 8.5x11 sheets of paper. This is folded and placed in carrier provided clear plastic holders.

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Installation Instructions The following are the instructions for a CPS Single Shipping Workstation installation. If you are installing this in a multiple Shipping Workstation environment where all the Shipping Workstations are networked together, proceed directly to the Multiple Workstations Installation Instructions section. If you are re-installing CPS, be sure to read the Re-Installing CPS section of this manual.

Single Workstation Installation Instructions Follow these simple instructions for a new installation:

1. Insert the Computerized Parcel System (CPS) CD into the CD drive of the Shipping Workstation.

If the installation does not start automatically, from the Windows taskbar, select Start>Run. Type d:\setup (replace the letter of your CD drive for d). Select OK.

2. When the installation begins, follow the instructions on your screen.

3. When the Register CPS dialog displays, enter the CPS serial number and password from the letter that you received with your Computerized Parcel System (CPS) CD.

4. The Setup CPS program is part of the installation process. You will be asked to select the carrier services and labels you wish to use.

If you need additional information, select the Help button located at the bottom of each dialog.

Keep in mind that the Setup CPS program can be rerun at any time to modify any of your settings.

Once installation and setup are complete, proceed to the Re-Installing CPS section of this guide.

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Multiple Workstations Installation Instructions CPS may be installed on several computers sharing the same data from a Main Shipping Workstation. It is important that you first install CPS on the Main Shipping Workstation that will hold the data for the other Workstations. Then install CPS on each of the other Shipping Workstations. All Workstations must be running the same version of CPS as the Main Shipping Workstation. Running different versions of CPS in a multi-user environment will damage the data files.

You must have a licensed copy of CPS for each Shipping Workstation. This means that each Shipping Workstation must have its own serial number and password.

Follow these simple instructions for a new installation on the Main Shipping Workstation:

1. Insert the Computerized Parcel System (CPS) CD into the CD drive of the Main Shipping Workstation.



3. When the Register CPS dialog displays, enter the CPS serial number and password from the letter than you received with your Computerized Parcel System (CPS) CD.

4. The Setup CPS program is part of the installation process. You will be asked to select carrier services and the labels you wish to use.

5. On the User Configuration dialog in the Setup CPS program, be sure to check the box next to Multi-User (Main Shipping Station).

6. Specify a unique 5-character Station ID for the Main Shipping Workstation. This can be any combination of numbers or characters by which you choose to identify this computer. Be sure that this ID is unique for each Shipping Workstation.

Select the Help button located at the bottom of each dialog for additional information.

After the installation is complete on the Main Shipping Workstation, install CPS on each Shipping Workstation networked to the Main Shipping Workstation.

Follow these simple instructions for a new installation on each workstation:

1. Insert the Computerized Parcel System (CPS) CD for this workstation into the CD drive of a Shipping Workstation.



3. When the Register CPS dialog displays, enter the CPS serial number and password from the letter that you received with your Computerized Parcel System (CPS) CD.

4. The Setup CPS program is part of the installation process. You will be asked to select carrier services and the labels you wish to use.

5. On the User Configuration dialog, check the box next to Multi-User (Additional Workstation).

Use the Browse button to find the drive letter of the Main Shipping Workstation and locate its CPS directory. (Example: f:\CPSW)

Enter a unique Station ID for each Shipping Workstation as before.

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Cloning If you wish to use the same carrier information and label printing options on the Shipping Workstation that were set up on the Main Shipping Workstation, select the Clone Main Shipping Station button on the User Configuration dialog in the Setup CPS program. You must be on the network and connected to the Main Shipping Workstation to use this option and must have full access to edit, create and delete files and directories.

When installing CPS on multiple workstations, be sure the starting reference number used when generating tracking numbers for UPS® and FedEx® Ground (only if using E-PDI) is different for each workstation. This prevents the system from generating duplicate tracking numbers that may cause service delays and possible system failure.

The installation settings are easily modified at any time by rerunning the Setup CPS program. (Start>Programs>CPS for Windows>Setup CPS).

Select the Help button located at the bottom of each dialog for additional information.

Once installation and setup are complete, proceed to the Re-Installing CPS section of this guide.

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Re-Installing CPS If you are re-installing CPS because of a system or hard drive failure and you opted to have CPS generate tracking numbers, be sure to reset your 7-digit reference part of your tracking numbers for UPS® (and FedEx Ground®, if not using the FedEx Ship Manager® software or FedEx® Direct Method) as detailed in Setup CPS. For Spee-Dee®, be sure to reset the starting sequence number.

Once entered, the reference number is stored in the environment variable REFNUMBER and may be changed at any time.

If you are installing CPS on multiple workstations, be sure the starting number is different for each workstation. This prevents the system from generating duplicate tracking numbers that may cause service delays and possible system failure.

Moving CPS to a New Computer If you have purchased a new computer to replace your current shipping machine, step through the following to move CPS from your old computer to the new:

1. Copy your CPS installation from the old machine to the new machine (\CPSW directory and all subdirectories.

2. Re-run your CPS CD to create the other necessary files on your computer.

Updating Your Installation of CPS Service packs are periodically available through the Internet. These service packs contain product updates and enhancements.

These service packs can be applied to your installation of CPS by selecting the Update CPS option from the main program group. When this procedure runs, it determines at what service level your system is and automatically installs the appropriate service pack.

If the download and application of an update is interrupted for any reason, you can re-run this application.

This option requires high-speed Internet access.

Using the CPS Help System The CPS Help program in the CPS For Windows program folder contains a full, comprehensive manual with descriptions of all CPS dialogs and procedures. It is a tool designed for easy access of information.

CPS Help is accessed by clicking the Help button found at the bottom of most CPS screen which displays information for that current display. It is also available from the CPS menus by selecting Help>CPS Help. In Daily Entry, simply press F1.

The CPS Help contains a Table of Contents, an Index, and a Search function to assist you in finding the information you need. The Help file can remain open on your desktop while you perform a function in CPS.

You can print any of the topics in the Help file. The Print function can be found on the File menu in the Help.

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Additional Help Feature On the Daily Entry menu, you will find the option How To. Select this option to display a list of topics to step you through basic procedures in CPS. Some of the topics included are:

• Process a Package • Run End-Of-Day • Streamline Processing in Daily Entry

Before you call our Technical Support line, you may find answers to your questions here in an easy to read format. All topics can be printed out for quick reference.

If Further Help is Needed Once CPS is installed, you can obtain 24 hour technical support by visiting our support web site. Simply select the Support menu item in Daily Entry and click on the Internet Support button.

Our Technical Support department is also available from 9:30 AM until 6:00 PM (Eastern Time) Monday through Friday. The Support number is 800-231-0296.

Port of Entry Table Before using ICM, import the Port of Entry Table provided by UPS. Import this table on every workstation using CPS.

To import the table,

1. From the Windows taskbar, select Start>Programs>CPS for Windows>Import POE Table.

2. The Import to Port of Entry Table dialog displays.

3. Use the Browse button to locate and select the file to import. The file is a .CSV type.

4. Select the Import button. This will import all of the Port of Entry information to CPS.

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How Do I? This section contains information about some of the tasks you may want to perform in CPS. After a brief explanation, a keyword will be given. This keyword, when entered in the CPS Help Index, will direct you to topics in the Help file that will give you more specific information.

Enter My Customer File into CPS The Customer File contains shipping information accessible by Customer Number. Records in the Customer File can be entered several ways:

Manually key in information on the Customer Tab in Daily Entry. Look up and edit customer data in Daily Entry using the Customer tab.

The Customer File can also be used to create mail lists and for Importer of Record information when closing International Consolidated Clearance shipments.

As parcels are processed in Daily Entry, select the F11-Save key after the address and phone information has been entered

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Import customer data from another application.

The most effective use of the Customer database is to facilitate parcel data entry from Daily Entry. Simply enter the customer's ID number in the Customer ID field and press Enter. CPS will retrieve and enter the customer address information stored in the Customer File.

Use the following keyword in the CPS Help Index to find more information: CustomerFile

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Enter My Product File into CPS

Maintaining a product file in CPS means that you can enter Commercial Invoice items for international shipping by merely entering a product number. CPS retrieves all other information from the product file.

Product information can be entered three ways:

1) In Tools, it can be directly keyed into the Product File (from the Windows taskbar, select Start>Programs>CPS for Windows>Tools> Edit>Product).

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2) Products can be entered into the Product File as you are adding them to a Commercial Invoice. Select the Save button after entering product information.

3) Product information can also be imported from Daily Entry.

Use the following keyword in the CPS Help Index to find more information: ProductFile

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Customize the Data Entry Screen Skip/Default Schemes can be set to automatically enter a default value for any field, and make the cursor skip defaulted or other fields during parcel data entry to save keystrokes during parcel entry.

Select any fields you wish to skip (for example, the department field).

You can also assign a field a default value.

In the example to the left, we have opted to skip the department field AND always fill it with the value “Shipping”.

Once a scheme has been set up in Tools, it can be selected for use in Daily Entry.

If you are not using a customized scheme, the cursor moves to every field and no field values are defaulted, except carrier.

Use the following keyword in the CPS Help Index to find more information: SkipDefaultSchemes

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Prevent Unused Screens from Displaying During Daily Entry During the entry of parcels in Daily Entry, many screens display that you may not need to use for your operation. Many of these screens can be “turned off”, such as the Invoice Number dialog and the accessorial screens for the various carriers.

Be sure to check the article in the CPS Help titled How to Streamline Daily Entry Using Environment Variables.

Use the following keyword in the CPS Help Index to find more information: BypassScreens

Set Up Multiple Return Addresses Your company’s address is automatically used as a return address, unless you specify otherwise. You might even want to set up multiple return addresses, depending on the product being shipped. This is easily handled in CPS by tieing a return address to a department.

Use the Sender file to enter return addresses. Each address is tied to a department.

Enter the department in Daily Entry and the corresponding address will be used as the return address.

Use the following keyword in the CPS Help Index to find more information: ReturnAddresses

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Limit Carrier and Service Selection in Daily Entry

With all of the different carriers and services available in CPS, you might find that you only use two or three services on a regular basis. CPS has a feature called EZ Select that allows you to pre-select the services available. Then, during parcel entry, when the cursor lands in the Service field, a dialog displays only those services you pre-selected and the choice is made from that list.

EZ Select is set up in Tools (Start>Programs>CPS for Windows>Tools>Setup>EZ Select Setup).

Use the following keyword in the CPS Help Index to find more information: EZSelect

Find Out Which Carrier Has the Best Rates

If you ship with several carriers, there are times when you might want to rate shop between these carriers and the different services each offers. The BestWay Calculator allows you to enter package information, select carriers, and define criteria (time and/or price). It then calculates the rates and displays the carriers and the respective services.

Available from Daily Entry, it can pop up when the cursor enters the Service field automatically or upon selection from the Toolbar (F7).

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Preferences for the BestWay Calculator are set up in Tools. Pick the carriers and services you want to include.

Use the following keyword in the CPS Help Index to find more information: BestWayCalculator

Automatically Select the Carrier with the Best Rate RateBots are a way of selectively automating the selection of carriers and services. Once a RateBot is defined in CPS Tools, its name can be entered during parcel entry in the Service field. CPS searches the carriers and services included in the RateBot and selects the least expensive carrier and service based on your own business rules, entering it on the Daily Entry dialog. A RateBot can also be associated with a customer in the Customer file.

Ratebots are created in Tools by selecting services by carrier and including them in the Ratebot.

Ratebots can contain any combination of services and carriers.

For example, a Ratebot named GRND can contain UPS Ground, FedEx Ground, and USPS Parcel Post.

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In Daily Entry, entering the Ratebot name in the Service field, or selecting it from the Service dialog, will compute the best rate for you from the services included in the Ratebot.

Use the following keyword in the CPS Help Index to find more information: RateBot

Bring Shipping Data into CPS for Processing There are many types of data you might want to bring into CPS for processing. For example,

• Your Customer File from Accounts Receivable

• Your Product File from Inventory

• Orders from your Order Entry System.

This information can reside on your shipping computer, a computer on the same network, or a computer on a different system that can be accessed by the Internet (or Intranet).

In CPS, you have several options to bring in this data.

• Import the data from another networked computer as you need it Use the following keyword in the CPS Help Index to find more information: ImportData

• Use background processing Use the following keyword in the CPS Help Index to find more information: BackgroundImport

• Use the Automator Use the following keyword in the CPS Help Index to find more information: AutomatedImport

Export Data for Use by Another Application

Files created by CPS during daily processing can be exported for use by another application.

Using CPS, you have several options to export this data.

• Export the data to another networked computer as needed. Use the following keyword in the CPS Help Index to find more information: ExportData

• Use background processing Use the following keyword in the CPS Help Index to find more information: BackgroundExport

• Use the Automator Use the following keyword in the CPS Help Index to find more information: AutomatedExport

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Link to Other Systems The External Link feature uses Open Database Connectivity (ODBC) to give you the power to pass data back and forth in "real time" between CPS for Windows and other programs. Import the data from an order entry system directly to your shipping station to speed parcel processing, then pass the shipping information on to accounting, reducing manual entry.

CPS interacts with the Windows ODBC function to perform the link and data passing. This feature is accessible from the CPS Program Group item – External Link. It then interfaces with Windows to form the connection.

Your files have to be linked to the CPS files. In External Link, the CPS fields are displayed; just link the fields to fields in your files.

Note: Before setting up ODBC and creating your links, be sure that the ODBC driver you want to use is installed.

Use the following keyword in the CPS Help Index to find more information: ExternalLink

Process a Domestic Parcel

Before you start using CPS, you may want to follow an example for processing a parcel to familiarize yourself with the Daily Entry program. An example can be found in the CPS Help.

An example can also be found directly from the menu in Daily Entry. Select Help>Process a Package.

Use the following keyword in the CPS Help Index to find more information: ProcessDomesticShipment

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Process an International Parcel Parcel processing for international shipments requires a few more steps than domestic. the Worldwide Information dialog and possibly the Commercial Invoice Information dialog are involved.

The Worldwide Information screen collects information for shipping, billing and necessary international documents.

The Commercial Invoice screen collects the specific product information needed for your shipment.

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You will also find many sources of information to help you set up your international export process on our Support Web Site. The web site can be accessed from Daily Entry by selecting Support from the menu, then clicking on the Internet Support button on the displayed screen.

An example for processing an international shipment can be found in the CPS Help.

Use the following keyword in the CPS Help Index to find more information: ProcessInternationalShipment

Process a Multi-Piece Domestic Shipment

A multi-piece domestic shipment is defined as a shipment that contains several packages, all being delivered to the same address in the U.S.. This involves a slightly different approach when entering the data.

U.S. Shipment Entry, available from the Invoice screen, displays the set up for multiple parcel shipments.

There is an article in the CPS Help that will step you through this process.

Use the following keyword in the CPS Help Index to find more information: ProcessMultiPieceShipment

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Commission CPS for UPS®

Before using the PLD upload utility to transmit your daily closeout information to the UPS® data center, you must commission your system. This procedure should also be run if you have changed your shipper number in CPS.

Use the following keyword in the CPS Help Index to find more information: CommissionCPS

Obtain Manifest Approval from the U.S. Postal Service®

Before you can begin to submit a manifest with your USPS® domestic and international mailings or start using the electronic upload option for Delivery Confirmation®, you must provide sample data to the U.S. Postal Service®. This procedure to create this sample data is available in CPS.

Use the following keyword in the CPS Help Index to find more information: USPSManifest

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Set Up CPS for Use with the FedEx® Direct Method

CPS requires minimal setup to interface with the FedEx® Direct Method. The Setup CPS provides a dialog to set up a meter number (or numbers) directly with FedEx and to select labels.

Use the following keyword in the CPS Help Index to find more information: FedExDirectMethodSetup

Ship Hazardous Materials Hazardous materials shipping is only available with two carriers - UPS® and FedEx®.

To ship with UPS requires a third party software for entry of shipment contents and required labels. CPS is set up to work with Masterform by LabelMaster®.

Use the following keyword in the CPS Help Index to find more information: HazMat

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CPS Backup Backup is a feature of CPS that is very easy to use. This feature backs up your label files and your database files, such as Customer, Daily, and Product, every time you exit Daily Entry.

These files are backed up to a directory of your choice which is designated in Setup CPS.

Restore is run from the CPS Program Group.

Use the following keyword in the CPS Help Index to find more information: Backup

Documents

For International Consolidation Module