UPS WorldShip - Integrated Label Processing

Instructions for Vendors with integrated/combined Packing Slips and Shipping Labels, and who are using UPS WorldShip to complete shipping confirmations.

This guide will assist you in printing packing slips, downloading order files, importing order files into UPS WorldShip, exporting order files with updated shipping information, and uploading updated order files back to VendorBridge to complete your shipping confirmations.

Before You Begin

It is recommended that you review the steps provided in the "Important Notes for Configuring Folder Options" article.

We also recommend that you review the "Information for First Time Users" page on VendorBridge to ensure that your browser is properly configured to preview/print the packing slips that you will generate.

Product Cross References

You may need to apply a cross-reference for your products before you are able to begin printing and processing your first orders. A cross-reference will need to be applied once for each new product that is transmitted to VendorBridge. Once applied, you will never need to save the cross-reference for the same product again.

You will know that a cross-reference needs to be applied if the message shown below appears on the VendorBridge home page. Please follow the instructions provided in the "Quick Cross References" guide. If you do not see the below message, your products are already listed on VendorBridge and you are ready to begin printing and processing orders.

Printing Packing Slips and UPS Shipping Labels

1. Log on to VendorBridge and click “Print/process dropship orders” as shown below.

2. Choose the Requestor and Pick Group from which you would like to print and hover over it with your mouse. Printing options will then appear to the right. Click “Print With UPS Labels” as shown below. If you would like to limit the number of orders that can be printed, enter a specific number in the box at the top of the page.

3. The default shipping method for packages where the shipping method is undefined by the retailer is “Ground”. This can be changed to either Overnight AM, 1-Day Saver, 1-Day, 2-Day, 3-Day, or 4-Day. Only change the default service level of ground if your product must be shipped at a higher service level as per your agreement with the retailer.

Note: VendorBridge will automatically upgrade only the orders that require it based on the transit days from your Ship-From Zip Code to the Destination Zip Code. For example, if you select the 2-Day upgrade option for the Least Cost Transit Zone, only the orders that will take longer than two days to reach their destination will be upgraded to the 2-Day service type. All other orders will remain as Ground service, except where a more expedited service type was defined. If a retailer specifies 1-Day on a particular order and you choose the 2-Day upgrade, the 1-Day service will still take precedence over your selection and the shipping label will be generated accordingly.

Once you have chosen a Least Cost Transit Zone as an override, click “Create labels and print packing slips” as shown below.

4. After clicking the link, the packing slips with the integrated shipping labels will be generated on a new page. The options for printing the packing slips/shipping labels will vary depending on the browser that you are currently using to access VendorBridge. Please skip to the section below that is appropriate for you:

Internet Explorer

Note: Please be sure that you have reviewed the "Information for First Time Users" page on VendorBridge to ensure that Internet Explorer is properly configured to preview/print the packing slips.

You will be able to print the packing slip using the "Print" button on the toolbar at the preview window.

After the packing slip has printed, you will click the "Click here to download the selected order in this format" button above the toolbar to obtain the download file to import into UPS WorldShip.

Both the print and the download options are shown below:

After clicking the download button, you will then save the file by clicking the down arrow to the right of the save button that appears at the bottom of the page, then choose "Save As" as shown below:

At this point, please proceed to Step 5 below, located after the browser-specific instructions.

Google Chrome

You will be able to print the packing slip using the "Print" button on the toolbar in the top right corner of the preview window.

Note: You may need to move your mouse over the top section of the packing slip preview before the toolbar will appear, as Chrome sometimes automatically hides the toolbar when not in use.

After the packing slip has printed, you will click the "Click here to download the selected order in this format" button above the toolbar to obtain the download file to import into UPS WorldShip.

Both the print and the download options are shown below:

At this point, please proceed to Step 5 below, located after the browser-specific instructions.

Mozilla Firefox

You will be able to print the packing slip using the "Print" button on the toolbar at the preview window.

After the packing slip has printed, you will click the "Click here to download the selected order in this format" button above the toolbar to obtain the download file to import into UPS WorldShip.

Both the print and the download options are shown below:

After clicking the download button, you will then choose the "Save File" option, then clicking "OK" as shown below:

At this point, please proceed to Step 5 below.

5. You will now be asked where to save the file. Please be sure that you choose the “Desktop”, and that the file name is “wsorder.csv”, as shown below. There should not be any extra numbers at the end of the file name. Once you have verified that these settings are correct, click the save button.

After you click save, a new window will appear asking if you want to replace the file. Please be sure to always click "Yes" as shown below so that the order file is always updated with the newest information.

Processing Orders Through UPS WorldShip

To properly process the shipping confirmations for your orders, all tracking numbers that were created on VendorBridge on the packing slip with integrated shipping label must be brought through the UPS WorldShip shipping program.

Note: Turn your label printer OFF before you run a batch import to avoid printing duplicate copies of the shipping labels that you already have. If the label printer is left on when the import starts, turn it off as soon as possible to stop any further labels from printing unnecessarily.

Batch Import

6. Open UPS WorldShip, then click on the "Import/Export" tab at the top. Next, click the "Batch Import" option from the icon ribbon at the top, as shown below:

7. A new window will appear with the title "Batch import Data". Be sure to select the “VendorBridge Import” map that was configured previously for you by Mercury Commerce, Inc. Next, verify that you are using the correct shipper number that was supplied to you by the retailer. Also be sure to check the options to enable the “Process shipments automatically after import” and “Delete existing records”, as shown below. Once all necessary options have been selected you may then click "Next".

8. When prompted to delete all records, as shown below, click "Yes".

9. On the “Import/Export Preview” screen, check to ensure that the number of records to be imported matches the number orders that were just downloaded from VendorBridge. If the numbers match up, click the "Next" button shown below to begin the import process.

If the number does not match, click the "Cancel" button shown below and try downloading the "wsorder.csv" to your Desktop again as previously instructed. Then repeat above Steps 6-8 once more. If the number still does not match, please contact Mercury Commerce, Inc. for assistance in resolving the issue.

10. As the import process is running, if you get the message shown below asking to clear tracking numbers, you should check "Don't ask again during this session", select “No” and contact Mercury Commerce, Inc. immediately for assistance. Failure to select "No" at this point in the process will result in severe issues with your tracking numbers/shipping confirmations.

As the process is continuing, you may receive an error UPS WorldShip cannot find the label printer. You may click "OK". If the notification pops up repeatedly, please contact Mercury Commerce, Inc. for assistance.

11. Once the import process has finished, you should see all of your shipments displayed next to the “Successful” field shown below. If all shipments are successful, you may click "Close" and skip to Step 18 below.

Reconciling Failed Shipments

If you have any shipments in the "Failed" field, these will need to be reconciled directly in UPS WorldShip. Click "Close" then proceed to the next step.

12. To reconcile any failed shipments, you will need to navigate back to the "Home" tab in UPS WorldShip, then click on the "History" icon as shown below:

13. Once you are on the History screen, you will need to expand the plus (+) sign next to the "In Error Shipments" section. Keep clicking the plus sign down the tree view until you see the tracking number beneath the customer's name. Click on it so that the tracking number is highlighted. (Please note that you may see "Tracking No. Not Assigned" as shown below, in which case be sure to select it by click on the text). Next, click the "Edit/Reconcile" icon on the toolbar ribbon:

14. The order information will then populate on the main shipping screen of UPS WorldShip. Click "Process Shipment" in the bottom right corner, as shown below:

15. UPS WorldShip will then suggest something that needs to be changed. Most commonly it is an address issue, in which case UPS WorldShip will provide a list of suggestions. Select the suggestion that you believe to be most appropriate, then click "Choose" as shown below.

16. Next, click "Process Shipment" in the bottom right corner. If there are any additional changes the UPS WorldShip suggests, it will notify you to take action again. Once all issues are resolved, clicking "Process Shipment" for the final time will clear all of the order information from the screen.

17. Repeat Steps 12-16 for each shipment that is listed in the "In Error Shipments" list. Once a shipment has been successfully reconciled, it will be removed from this list. When the list is empty, you may proceed to the next step.

End of Day

Note: At this point, you may clear the printer queue for your label printer and switch it back on. You will need the next document that UPS WorldShip attempts to print.

18. Next, you will finalize the shipments and send the information to UPS. To do this, click the "Home" tab in UPS WorldShip, then click on the "End of Day" icon on the toolbar ribbon, as shown below:

19. UPS WorldShip will then ask you to confirm that you are ready to complete this process. Click "Yes", as shown below.

20. The “UPS Smart Pickup Schedule” window may appear. If you already have made arrangements with UPS to pick up your packages, you may select “Do not schedule a UPS Smart Pickup.” If you would like to schedule the pickup at this time, select "Schedule a UPS Smart Pickup". Click “OK”.

Once the pickup has been scheduled the End of Day routine has completed, UPS WorldShip will automatically print out the "Pickup Summary Barcode". You will need to give this to your UPS Driver when they come to pick up the shipments.

Batch Export

21. Next, you will need to export the updated shipping data to the new order file, “wsexport.csv”. At the top of UPS WorldShip, select the “Import/Export” tab and then click “Batch Export” icon on the toolbar ribbon, as shown in below:

22. The “Batch Export Data” window will appear. Select the “VendorBridge Export” map from the list of available settings. To export only the orders that were processed today, change the date range to be from the current date to the current date, as shown below, then click "Next".

23. The "Import/Export Preview" window will appear. Click "Next", as shown below:

24. A progress bar will appear as UPS WorldShip generates the export file. Once complete, the "Import/Export Summary" screen will prompt you to save the file. Click "Save", as shown below. The "wsexport.csv" will automatically be overwritten on your computer's Desktop with the newest information.

Uploading the Shipping Confirmation

The shipping confirmation is critical because your requestor will only pay you based on the orders that have been properly marked as shipped on VendorBridge.

25. On the VendorBridge Home page, you find the Shipping Tasks header on the left, then choose the "Upload Shipping Activity" option.

26. On the Upload Shipping Activity page, click the "Browse/Choose File" button to the right of Step 1. A "Choose File to Upload" window will appear. Look on the Desktop from this window and select the "wsexport.csv" file, then click "Open". Then, click the "Upload" button to the right of Step 2.

27. You will now see a new message appear under the upload menu in the “Recent Uploads” section. These messages are sorted by date (the most recent being located at the top) and will include the username of the user who completed the particular upload. If we successfully received your file, you will see “Upload successful”, as shown above.

If you do not receive the success message, your shipping activity has not been uploaded. Please contact the Mercury Commerce Staff to assist you further.

28. Although you may receive a success message, you must still verify that your shipments have been updated to our system. It is very important for you to verify that we have received that information, as you will be paid by your requestor based on orders marked as shipped.

To do this, go back to the VendorBridge Home page and review the "Today's Summary" section, as shown below. The "Order's Shipped Today" and "Orders Not Shipped" categories should now reflect accurately based on what you have confirmed as shipped as of today.

If you have any questions or concerns once you have completed these procedures, please feel free to contact Mercury Commerce, Inc. for assistance.