Chapter 25 Shipping
The Shipping Add-On is an additional module that enables ODBC-capable programs, such as Excel or UPS WorldShip, to retrieve data from Big Business Server. (5989)
Big Business Server supports ODBC requests using a custom Driver that runs on Windows workstations. ODBC is Microsoft's Open DataBase Connectivity that is supported in progams such Access, Excel, and more. Using the ODBC Driver another program can retrieve data from Big Business Server for Mac OS X or Windows.
Get data from Big Business Server into your Windows programs:
• get live inventory information for an online store automatically
• get data for analysis in a spreadsheet or database automatically
• get address and shipment information to process shipments automatically
With ODBC and UPS, you can:
• tell Big Business to Load Addresses into the Sales Order
• tell UPS WorldShip to look up the Sales Order and get the shipping information
• tell UPS WorldShip to update the Sales Order with the tracking number, charges, and any comments, when the shipment is complete
The ODBC Add-On is a complete solution, including: the Driver, setup support, and help identifying the data you want to retrieve.
Writing data back to Big Business Server is supported only in select circumstances, such as the popular need to record shipping charges and tracking numbers.
Shipping Registering
Registering tells BigBusiness to share Orders to UPS or FedEx to automate shipping.
This can be done for you by BigBusiness Support, if you give access in QuickSupport, or by following setup instructions emailed with your Registration Code for Shipping.
The first step in connecting to Big Business Server from an ODBC-capable program is Registering. This process includes assigning a Name and Password that protect your data from unauthorized access.
To Register the ODBC Add-On:
1. Go to the Maintenance toolbar, to the Company Card, and click the Upgrade button.
2. Click the ODBC button and the Registration dialog, pictured, will open.
3. Enter a Name and Password to protect your data from unauthorized access.
4. Contact Big Business Support for a Registration Code for your data file.
5. Enter the Registration code received, or, 198, for the Demo File.
6. Click Continue.
7. Click OK on the Confirmation dialog
8. Click OK to Save the Company Card.
9. Quit and restart Big Business Server.
You can assign a new Name and Password by repeating this process.
You can unregister and disable ODBC access by repeating the procedure and entering zero (0) for the Registration. Trial Mode can be enabled one time only.
Shipping Addresses
Load Addresses tells BigBusiness to show the Shipping tab on Quote, Order, Invoice. The address details can then be shared with UPS or FedEx to automate your shipping.
In Customer Prefs click the checkbox for Load Addresses to tell BigBusiness to fill in the address from Customer or Contact or import from your web store or procurement.
When using the Shipping Add-On to import shipment information from Big Business Server, it simplifies the import and streamlines the workflow to have the recipient's address and contact information copied into the Sales Order, where it can be read along with the other details of the order.
Load Addresses adds discrete fields for the shipping information (e.g. City, State, Zip) to the Sales Order and automatically fills them in from the selected Customer Card or when choosing an alternate Ship To address, from the chosen Contact Card. New dialogs for choosing a Ship To address allow you to create New or Edit Contact Cards linked to the selected Customer.
Load Addresses also adds an additional tab to the Sales Order that displays Shipment Information (e.g. Tracking Number, Charges, etc.) posted from the shipping program back to Big Business Server, and provides the shipping information fields for entering an address directly.
To Enable the Load Addresses functions:
1. Go to the Customer toolbar.
2. Open the Customer Prefs.
3. Click the Load Addresses checkbox.
4. Save the Customer Prefs by clicking OK.
Shipping Contacts
Contacts can be used to manage the Ship-To's for large customers with many locations, for companies with many buyers, or for customer addresses when they have multiple.
When using the Shipping Add-On to import shipment information from Big Business Server, it simplifies the import and streamlines the workflow to have the recipient's address and contact information copied into the Sales Order, where it can be read along with the other details of the order.
Load Addresses changes the selection dialog displayed when you click the Other button to select another Ship To address from Additional Contacts.
Features of the Load Addresses Contacts dialog:
1. Maintain an unlimited number of Contacts for a Customer and sort them by clicking any column header.
2. Add New Contacts that are linked to the Customer by clicking the New button.
3. Edit an existing Contact by clicking once to select it, then clicking the Edit button.
4. Select a Contact and load the shipping information by double-clicking or selecting and clicking OK.
5. Keep the current selection by clicking Cancel.
The shipping information from the Customer Card is not listed a choice in Contacts. You can revert to the shipping information on the Customer Card by re-selecting the Customer Name on the order, or by creating a New Contact, which automatically copies the Customer shipping information, if you want to use additional fields such as Shipping Attn and Shipping Addr3/Dept..
Shipping Address
Address appears on the Shipping tab allowing you to make any changes for Shipping.
When using the Shipping Add-On to import shipment information from Big Business Server, it simplifies the import and streamlines the workflow to have the recipient's address and contact information added into the Sales Order, where it can be read along with the other details of the order.
Load Addresses adds an additional tab to the Sales Order where you can enter the shipping information for the order so it can be read by the shipping system.
Features of the Sales Order UPS tab:
1. Enter shipping information in discrete fields (e.g. City, State, and Zip).
2. Automatic completion of the Ship To text for printed output, plus a Copy Above button to update the Ship To text.
3. Additional fields for Phones, Email, Attention, and Address3 which can be read by the shipping system.
Use this option when you are entering shipping information for a single order that you do not need to save for future orders. To save shipping information use the Other button on the Ship To field to create a New Contact.
Shipping Information
Shipping Information including Tracking and Charges is shown on the Shipping tab.
When using the Shipping Add-On to import shipment information from Big Business Server, you can also have the shipping system automatically update the Sales Order with Shipment Infomation.
Load Addresses adds an additional tab to the Sales Order where you can view the Shipment Information posted by the shipping system.
Shipment Informaton options:
1. Automatic Date and Time posted.
2. Description for describing the shipment with any selection of data (e.g. Service Level, ETD, etc.).
3. Tracking Number entry
4. Replace Other Charges, so Invoicing will automatically use the latest charge
5. Add Other Charges, so the order reflects cummulative shipping charges.
6. Add Printed or Private Comments to the Sales Order with any selection of shipment data (e.g. Tracking Number, Charges, ETD, etc.).
With a few minutes of setup, UPS WorldShip can be set to automatically update Big Business Server with Shipment Infomation that carries onto an Invoice or is easily referenced when needed.
Shipping: Tracking
This feature is part of the Shipping Add-On, which is an additional module that enables ODBC-capable programs, such as FedEx Ship Manager or UPS WorldShip, to retrieve data from Big Business Server and to write data back.
This Solution describes using the Tracking option that is designed for integration with a shipping solutions and added in Big Business 6.0.7. (6073)
When using the Shipping Add-On to import shipment information from Big Business Server, you can also have the shipping system automatically update the Sales Order with Shipment Infomation.
To Track a Shipment:
1. Click the pulldown in the ShipmentID/TrackingNumber column for the Shipment you want to track.
2. Select Copy if you want to Copy the Tracking Number to your clipboard for pasting elsewhere.
3. Select UPS Tracking to track a UPS shipment (tracking number begins with 1Z).
4. Select FedEx Tracking to track a FedEx shipment (12 digit number).
Selecting a Tracking option will send open your default browser and, if you are connected to the Internet, display the results.
Shipping System DSN
Shipping needs a system-level data source name created on your shipping workstation.
This can be done for you by BigBusiness Support, if you give access in QuickSupport, and includes installing a driver and adding the System DSN in the ODBC Data Sources.
Shipping Mapping
Mapping tells UPS Worldship the address to copy from BigBusiness and any details.
This can be done for you by BigBusiness Support, if you give access in QuickSupport, including creating Import and Export maps within UPS Worldship to fully automate.
Shipping Importing
Importing tells UPS Worldship the address to copy from BigBusiness and any details.
This can be done for you by BigBusiness Support, if you give access in QuickSupport, including creating Import and Export maps within UPS Worldship to fully automate.
Shipping Exporting
This feature is part of the Shipping Add-On, which is an additional module that enables ODBC-capable programs, such as Excel or UPS WorldShip, to retrieve data from Big Business Server.
This Solution describes exporting UPS Worldship Shipments to update a Sales Order in Big Business with Tracking Number, Shipping Charges, and so on. (6066)
The Shipping Add-On is an additional module that enables ODBC access to data in Big Business Server. This Solution describes using the ODBC capabilities of UPS WorldShip to Export Shipment Information to Big Business Server. Once this export is created, it can be set to automatically update Big Business as each new Shipment is processed.
The prerequisites for this import are enabling the ODBC Server in Big Business Server, and creating a System DSN as described in earlier entries.
Creating the Export Map:
1. Select Connection Assistant on the UPS Online Connect menu.
2. Select Create a New Map for Export and click Next.
3. Select Shipment for Export Data Types and click Next.
4. Select By Known ODBC Source and choose the System DSN created previously (BB) in ODBC Sources.
5. Enter the user name for ID and the password for Password and click Next.
6. Select New Map and enter a name (bb_shipments) for New Map Name and click Next.
7. Click Finish to proceed to the Connection Editor.
8. In the upper right pulldown, select SHIPINFO
9. Select the Worldship Fields to display on the left, such as Package
10. Highlight a Field on the left, like Reference1, where you have entered your Sales Order Number
11. Highlight a Field on the right, like SO_Number
12. Click Connect to link them, and repeat from Step 9, as pictured.
13. Click OK to save.
14. Click No to skip the Batch Import.
You can now use this export automatically. Go to the UPS OnLine Connect menu, choose Automatic Export After Processing Shipment and choose More... Highlight the new export (bb_shipments) and click Export. When you click Process Shipment data will automatically be exported to Big Business Server. Alternatively, you can set up an Export for End of Day, which is the next menu item in the UPS Online Connect menu.
Shipping Data Source
This feature is part of the Shipping Add-On, which is an additional module that enables ODBC-capable programs, such as Excel or FedEx Ship Manager, to retrieve data from Big Business Server.
This Solution describes connecting from FedEx Ship Manager. (6067)
The Shipping Add-On is an additional module that enables ODBC access to data in Big Business Server. This Solution describes using the ODBC capabilities of FedExShip Manager to retrieve data from Big Business Server.
The prerequisites for this import are Registering the ODBC Add-On in Big Business Client, and creating a System DSN as described in earlier entries.
Using the Integration Assistant to choose a Data Source:
1. Select FedEx Integration Assistant in the Integration menu.
2. Follow the prompts to create a new Profile
3. Specify Import or Export or Both as appropriate.
4. Select ODBC and choose the System DSN created previously (BB).
5. On the connection error dialog click Login.
6. Enter the User Name and Password and you assigned when Registering the ODBC Add-On.
Shipping Stamps.com
This feature is part of the Shipping Add-On, which is an additional module that enables ODBC-capable programs, such as Excel or Stamps.com Professional Shipper, to retrieve data from Big Business Server.
This Solution describes connecting from Stamps.com Professional Shipper. (6100)
The Shipping Add-On is an additional module that enables ODBC access to data in Big Business Server. This Solution describes using the ODBC capabilities of Stamps.com Professional Shipper to retrieve data from Big Business Server.
The prerequisites for this import are Registering the ODBC Add-On in Big Business Client, and creating a System DSN as described in earlier entries. Also, you must have the Professional Shipper version of the Stamps.com application (Stamps.com Enterprise, not Stamps.com Pro).
In the Stamps.com Enterprise application, create a new ODBC Profile:
1. From the Profile pull-down choose Manage Profiles
2. In the Manage Profiles window click New
3. On the Choose Datasource dialog choose ODBC and click Next
4. Name the new Profile (BB_Order) and click Next
5. Choose, Select an existing ODBC source, and click Next
6. Choose the ODBC Source (BB, created earlier)
7. Enter the Name and Password you assigned when Registering the ODBC Add-On and click Next
The Shipping Add-On is an additional module that enables ODBC access to data in Big Business Server. This Solution describes using the ODBC capabilities of Stamps.com Professional Shipper to retrieve data from Big Business Server.
This step follows, Step 1: Data Source, an earlier entry.
To Import data from the Sales Order in Big Business:
1. In the Database Table drop-down choose SO
2. On the Package tab, for Order ID choose SONo
3. On the Recipient tab, choose appropriate shipping fields, like ShipAddr1
4. When complete click Next
You can return to Edit your Profile later to add fields that you are unsure of now.
The Shipping Add-On is an additional module that enables ODBC access to data in Big Business Server. This Solution describes using the ODBC capabilities of Stamps.com Professional Shipper to post data back to Big Business Server.
This step follows, Step 2: Import Mapping, an earlier entry.
To Export data to the Sales Order in Big Business:
1. In the Post Back dialog choose, Same data source, and click Next
2. In the Database Table drop-down choose, SHIPINFO
3. On the Package tab, for Order ID choose, SO_Number
4. Choose target fields as appropriate and click Next
5. Enter Profile details and click Done
Refer to Fields for Writing, a later entry, for details on the available fields. It appears that Stamps.com only allows one target field for each, but again, you may return to Edit this profile later as needed.
Once complete, choose your new entry in the Profile drop-down, key a Sales Order number into the Order ID field, and click Get Order. When you Print postage, the Sales Order in Big Business will be updated.
Shipping Fields
This feature is part of the Shipping Add-On, which is an additional module that enables ODBC-capable programs, such as FedEx Ship Manager or UPS WorldShip, to retrieve data from Big Business Server and to write data back.
This Solution describes using Fields available in the SHIPINFO table for writing data to Big Business Server. (6074)
When using the Shipping Add-On to import shipment information from Big Business Server, you can also have the shipping system automatically update the Sales Order with Shipment Infomation. Here are descriptions of the Fields in the SHIPINFO table.
UID - a unique identifier that is automatically set; Do not map to this field; it will be overwritten.
ShipmentDescription - the Description in the Shipment Information on the Sales Order. Map Service (Overnight, Ground, etc.) level, etc., as needed for reference.
ShipmentID - the Tracking Number in the Shipment Information on the Sales Order. Map the (Lead) Tracking Number.
SO_Number - the Sales Order Number to be updated. Map the Sales Order Number, or the posted data will be lost.
SO_ReplaceOtherChgs - use this field to overwrite the Other Charges (i.e. Freight) Field on the Sales Order. Map the value that you want to carry forward to the invoice.
SO_AddOtherChgs - an alternative to "Replace" above, this field _adds_ the value that you map to the current Other Charges.
When using the Shipping Add-On to import shipment information from Big Business Server, you can also have the shipping system automatically update the Sales Order with Shipment Infomation. Here are descriptions of the Fields in the SHIPINFO table.
SO_AddPrintedCmts - adds to the Printed Comments on the Sales Order. Map the Tracking Number or other information that you want to appear on the printed invoice.
SO_AddPrivateCmts - adds to the Private Comments on the Sales Order. Map Charges or other information that you need for reference when invoicing.
SOUID - for linking to the Sales Order; Do not map to this field; it will be overwritten.
AutoDate - the current Date on the Server is automatically inserted; Do not map.
AutoTime - the current Time on the Server is automatically inserted; Do not map.
Void - mapping a Void Indicator which posts "Y" will skip the updates to the Sales Order.
When using the Shipping Add-On to import shipment information from Big Business Server, you can also have the shipping system automatically update Big Business with Shipment Infomation. Here are descriptions of new Fields added to the SHIPINFO table for Big Business 8.7.
Invoice_Number - finds an Invoice to be updated. Links to Invoice's Sales Order.
Invoice_AddPrintedCmts - adds to the Printed Comments on the Invoice.
Map Tracking, ETD, etc. to appear on a printed invoice.
Invoice_AddPrivateCmts - adds to the Private Comments on the Invoice.
Map Charges, etc., for reference when invoicing.
InvUID - for linking to the Invoice; Do not map to this field.
SO_DropDate - replace the Drop Date on the Sales Order.
Works with SO_Number or Invoice_Number.
Cust_UDDate -replace the Custom Date on the Customer Card.
See Customer Prefs,Custom Field Labels, D for User-Defined-Date.
Cust_ReplaceCmt - replace the Comment on the Customer Card.
Shipping Reload
This feature updates Shipping info when you Duplicate or Convert existing Quotes, Orders, and Invoices. This is useful with the Shipping Add-On. You can duplicate an order created before an address change and it will updated with new information.
This Solution details the Reload Addresses feature. (6688)
This feature updates Shipping info when you Duplicate or Convert existing Quotes, Orders, and Invoices. This is useful with the Shipping Add-On. You can duplicate an order created before and address change and it will updated with new information.
To use Reload Addresses:
1. Go to the Customer toolbar.
2. Open the Customer Prefs.
3. Choose an entry for Reload Addresses.
4. Save the Customer Prefs by clicking OK.
To use Reload Employees:
1. Go to the Customer toolbar.
2. Open the Customer Prefs.
3. Choose an entry for Reload Employees.
4. Save the Customer Prefs by clicking OK.
To use Reload Customer:
1. Go to the Customer toolbar.
2. Open the Customer Prefs.
3. Choose an entry for Reload Customer.
4. Save the Customer Prefs by clicking OK.
If you choose Always, Shipping info will always be re-copied to the new Quote, Order, or Invoice you are creating when you Duplicate or Convert an existing Quote, Order, or Invoice.
If you choose Ask Each Time, you will be asked each time if you want to replace existing information with new information. You will only be asked if there is existing information that would be replaced. You will have the option to Replace or Skip the replacement.