BAT UserGuide PDF
BAT UserGuide PDF
BAT UserGuide PDF
January 2007
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Table of Contents
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1. Register for UPS Billing Data . . . . . . . . . . . . . . . . . . 4 2. Request the Billing Analysis Tool . . . . . . . . . . . . . . . 4 3. Download the Billing Analysis Tool . . . . . . . . . . . . 4 4. Installing and Registering the Billing Analysis Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Importing Billing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Step 1 Downloading Billing Data Files . . . . . . . . . . 7 Step 2 Importing Billing Data Files . . . . . . . . . . . . . 7 Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 How to Print a Report . . . . . . . . . . . . . . . . . . . . . . . . . 10 How to Email a Report . . . . . . . . . . . . . . . . . . . . . . . . 10 Report Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Cost Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Other Charges Reports . . . . . . . . . . . . . . . . . . . . . . . . 13 Management Reports . . . . . . . . . . . . . . . . . . . . . . . . . 14 Cost Management Reports . . . . . . . . . . . . . . . . . . . . . 15 Brokerage and Import Reports . . . . . . . . . . . . . . . . . . 16 Freight Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Tool Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Provide Your Company and Department Name . . . 20 Manage Currencies and Exchange Rates . . . . . . . . . 21 Manage Your Companys Reference Numbers . . . . . 22 Manage Approved 3rd Party Account Numbers . . . 23 Set Your Default Unit of Measure . . . . . . . . . . . . . . . 24 Archive UPS Billing Data . . . . . . . . . . . . . . . . . . . . . . . . . 25 Archiving Billing Data . . . . . . . . . . . . . . . . . . . . . . . . . 25 Restore Archived Data . . . . . . . . . . . . . . . . . . . . . . . . 25 Appendix Billing Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Approved Account Numbers . . . . . . . . . . . . . . . . . . . 28 Approved Reference Numbers . . . . . . . . . . . . . . . . . . 28 Currencies and Exchange Rates . . . . . . . . . . . . . . . . . 29 List of Countries Supported by UPS Billing Data . . . . . . . . . . . . . . . . . . . . . . . . . 30 Questions and Technical Support. . . . . . . . . . . . . . . . 31
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Overview
UPS Billing Data and Billing Analysis Tool (Tool) give UPSs customers the ability to analyze and allocate shipping expenses quickly and easily without the drawbacks of depending on paper-based invoices. Customers in the United States can also receive their UPS Freight LTL invoice data. Contact your UPS Account Representative for more information.Your freight billing data file will be sent to you in a separate email than that of your package billing data. UPS Billing Data is your UPS bill delivered to you electronically every invoice cycle. You can request up to five email addresses and each email provides a link to your billing data in a spreadsheet format. The email can also include a PDF file, which contains an exact image of a printed UPS invoice. If you would prefer to also receive your billing data via an XML version, contact your UPS Account Representative to request this option. The Billing Analysis Tool imports this billing data and quickly produces a wide variety of reports, giving you visibility into your shipping costs. Its predefined reports simplify the process of analyzing and reporting UPS shipping information by offering summaries and subtotals of shipping expenses by your companys cost codes.
The Tool comes in two versions, a modifiable version (Microsoft Access MDB file) that you can customize according to your companys needs and an executable file that, while not wholly customizable, does not require you to own Microsoft Access. The UPS Billing Analysis Tool User Guide is a convenient step-by-step reference that will help you manage your business more effectively.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Getting Started
Before you can start analyzing your shipping charges there are four simple steps: Note: Customers in the United States must contact their UPS Representative to enroll to receive UPS Billing Data. Non-U.S. customers may follow step one listed below.
3. Download the Billing Analysis Tool Once the link is clicked, a new screen will appear for you to download the tool and documentation. Click on the Download hyperlink. It will automatically start saving to your desktop Once the download is complete, click the shortcut icon to open the Tool, or go to Start Menu, select Programs and select Billing Analysis Tool
Note: For optimal performance, save the Tool on your computer, not on the network or LAN. However, the Tool supports multiple users, so you can save to a LAN or a shared drive.
1. Register for UPS Billing Data Go to ups.com, select the Business Solutions tab Select UPS Billing Data from the left side navigation Select Request UPS Billing Data from the right side navigation
Follow the instruction for registration. Note: You will need two recent invoice numbers and corresponding invoice amounts.
2. Request the Billing Analysis Tool At the end of registering for UPS Billing Data, a link will be provided to start the download process.
You can also:
Go to ups.com, select the Business Solutions tab Select UPS Billing Data from the left side navigation Select Download the Billing Analysis Tool from the
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Tool screen, Register the Tool Installation and Registration is now complete.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Navigation
The UPS Billing Analysis Tool navigation is very simple. There are nine section tabs located across the top of the tool.
Preferences Import, Archive and Restore Cost Reports Other Charges Reports Management Reports Cost Management Reports Brokerage and Import Reports Tool Maintenance Freight Reports
Within each of the nine main sections there is further functionality that can be accessed by clicking on the blue hyperlinks. See the following pages for more detailed descriptions of each section and functionality. You can easily access help at any time by clicking on the Help hyperlink at the bottom of the screen. Please note that the Billing Analysis Tool was built on top of Microsoft Access. You will notice functionality at the very top of the page. Please disregard these tools as they are not necessary to perform any functions of this tool.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Step 2 Importing Billing Data Files Open the Billing Data Analysis Tool Go to Import, Archive, and Restore Flat Files tab Select Import UPS Billing Data Follow the instructions
Note: We have included sample data along with the User Guide file download that you can use to test the system prior to receiving your first Billing Data ePackage.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Running Reports
There are 24 different reports broken out in six main categories. Please refer to the Report Types section for more details. All reports use the same basic screen to select, view and print. The following shows how to run a report, print and email the result, using as an example a detailed summarized cost report by reference number (account number view). A Sample Cost Report 1. Click Cost Reports. 2. Select Detailed Summarized By Reference Number (Account Number View). Please notice that in the report Quantity and Shipmentsrepresent the number of transactions, and include packages, accessorials and post shipping charges.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
You can select one of seven reference numbers. These criteria are primarily billing options that are joined by an and to the sub-category options below. For example, you can choose to view only Bill Shipper billing options for post-delivery charges.
Check the box to display the company name and/or department names in the report. To do so, please first provide the name information in the Setting Preferences section (see pages 19-24). Currency options are available if you have accounts in multiple countries. Only currencies used in your accounts are captured in the list.
You can choose to view only selected countries or account numbers (as shown in this example).
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Report Types
Cost Reports
Cost Reports provide information concerning your shipments. If your organization uses a shipment reference number for cost code information, Cost Reports will help allocate shipping expenses to your appropriate internal cost centers or external customers.
Other Charges Reports
Other Charges Reports include charges that usually are applied after shipping has occurred, and these reports can help you minimize these types of charges in the future.
Management Reports
Cost Management Reports are to help you manage charges by UPS Reference Number (typically cost code).
Brokerage and Import Reports
Brokerage and Import Reports provide information concerning your imported shipments.
Freight Reports
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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You can enter approved reference and account numbers by hand or import them from a spreadsheet.
can support up to seven Reference Numbers (some systems support more numbers than others, see your UPS representative for details). This report allows you to view every charge for any combination of those reference numbers. For instance, if you utilize three reference number fields in your shipping, this report can give you the ability to see individual charges for any combination of these three number fields.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Tool Maintenance
Tool maintenance allows you to repair the Tool if you are having trouble with data importing, restoring or archiving.
Repair Tool
Repairing the Billing Analysis Tool will remove all temporary information which may be causing the application to malfunction. Use this function if you are having trouble with importing billing data files, restoring archive files or archiving stored data.
Remove Tool Data
Removing data from the Tool can remedy problems with incorrectly imported data. Use caution when using this function once data is removed, it cannot be recovered or restored. (Of course, you can re-import your billing data files, but these files data will not necessarily coincide 100 percent with data you remove from the Tool.)
Backup Options
Customize the frequency for the Backup Reminder, Run a Backup Now, or restore data from a previously saved Backup File.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Setting Preferences
Preferences allow you to customize the Tool to best suit your business. See detailed instructions on the following pages.
Provide Your Company and Department Name
Easily identify displayed reports by storing your company and department name information.
Manage Currencies and Exchange Rates
Control how monetary amounts are displayed within your reports by selecting a default currency and maintaining exchange rates.
Manage Your Companys Reference Numbers
Facilitate the cost management process by maintaining your companys list of reference numbers. Reference numbers will be compared against your billing datas reference numbers to provide you with an efficient means of allocating costs.
Manage Approved 3rd Party Account Numbers
Ensure maximum visibility into who is charging what to your UPS account number. Provide account numbers approved to bill shipments to your account and instantly identify between approved and unapproved transactions.
Set Your Default Unit of Measure
By setting your default unit of measure, the Billing Analysis Tool can display reports suiting your preference.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Department Name.
Click Add Department Name. The added name
appears in the box on the right side. 4. If you want to remove a department name, first highlight the name in question and then click Remove Department Name.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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the drop-down and click the Change Default Currency button. The exchange rates are always based on the default currency as one to be converted. Before changing exchange rates, make sure to confirm the default currency. If any currencies billed in your invoices have not been provided the exchange rate, they will be marked with an asterisk (*) in the right-side box.
To add the exchange rate, highlight the currency
in the right box, input the rate and select Update Exchange Rate.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Note: Package and Freight data files are 185 and 250 columns in length respectively. When archiving data, the tool archives the data in the 250-column freight format. This provides for future compatibility as more billing information becomes available.
Restore Archived Data Restoring data that has been previously archived is as simple as selecting the file after clicking on Restore Archived Data.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Appendix
Billing Terms
Prepaid
The shipper pays all shipping charges. The consignee pays the destination countrys duty and V.A.T. (tax), if applicable. The consignee pays all shipping charges and the destination countrys duty and V.A.T. (tax). This option can only be used when the shipments actual value is equal to or greater than the carriers published rate for transportation of the shipment. The shipper pays shipping charges to the port of export, and the consignee pays the balance. The shipper pays shipping charges to the port of import, and the consignee pays the balance. The shipper pays the destination countrys duty, if applicable, in addition to all shipping charges. The consignee pays the destination countrys V.A.T. (tax).
Freight Collect
C&F
Bill Duty/Tax and Shipping The shipper pays the destination countrys duty and V.A.T. Charges to Shipper (tax), if applicable, in addition to all shipping charges. Bill Shipper (Prepaid) UPS bills shipping charges to the shippers UPS account number. UPS bills shipping charges to the receiver. UPS bills shipping charges to a party other than the shipper or receiver. The third party must have a valid UPS account number and must have agreed to accept the charges. UPS bills shipping charges to a major credit card (available when using UPS Internet Shipping or an Air Shipping Document).
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Appendix (cont.)
Tips:
UPS international billing terms tend to be complicated. The question is always, who pays what?.
Freight Prepaid Freight Collect Free Domicile Split Duty Vat FOB C&F
(1) (2)
Duties
Taxes
Brokerage Fees
= Exporter = Importer
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Appendix (cont.)
Approved Account Numbers This is a list of account numbers for which you have approved to pay when your account is not the one used to ship. You can input these account numbers into the electronic invoice tool so that if other account numbers appear on your invoice, you can quickly identify charges that may not be approved by you. Approved account numbers are typically used when you utilize either the Freight Collect billing option or are a third-party to the shipping transaction. This allows you to control which shipments you pay.
You can enter your list of approved account numbers in the Preferences section of the tool either by importing a list from Microsoft Access, Microsoft Excel, a .csv file or a .txt file, or by directly typing your approved account numbers into the electronic invoice tool. Use of this functionality is completely optional. The Cost Management Reports section of the tool provides two reports both detailed and summary which allow you to quickly analyze charges by approved and/or unapproved account number.
Approved Reference Numbers This is a list of reference numbers that can be used in the Cost Reports to filter for shipments with or without approved reference numbers. You can input these reference numbers into the electronic invoice tool so that you can quickly identify and allocate costs to specific reference numbers or cost codes.
You can enter your list of approved reference numbers in the Preferences section of the tool either by importing a list from Microsoft Access, Microsoft Excel, a .csv file or a .txt file, or by directly typing your approved reference numbers into the electronic invoice tool. Use of this functionality is completely optional. The Cost Management Reports section of the tool provides three reports detailed, summary and distinct reference number matching, which allow you to quickly analyze charges by approved and/or unapproved reference number.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Appendix (cont.)
Currencies and Exchange Rates If your organization receives UPS invoices in more than one country, theres a good chance you are being charged in more than one currency. You can manage your cost allocations using exchange rates of your choosing and/or elect to evaluate your invoices in the billed currency. Exchange rates are managed under the Preferences tab.
To Implement Exchange Rates you can set your default currency to be any currency in which you are billed (usually this would be your companys home country currency). The application will then give you a list of all other currencies currently in your billing data, and allow you to input an exchange rate between these currencies and the default currency. Should you open a UPS account in another country with a new currency and sign up for the electronic invoice, the application will prompt you for the exchange rate between your default currency and the new currency. To modify exchange rates, click the Update Exchange Rate button on the Manage Currencies and Exchange Rates page under the Preferences tab. The screen allows you to change your default currency and to update the exchange rates.
Reports can be produced using the actual billed currency or converted to your default currency. When converted, the reports will state that billed amounts are converted, and state the exchange rate used.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
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Appendix (cont.)
List of Countries Supported by UPS Billing Data
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Country Argentina Australia Austria Belgium Brazil Canada China Denmark Dominican Republic Finland France Germany Hong Kong India Indonesia Ireland Italy Japan Korea (S. Korea) Macau Malaysia Mexico Netherlands Norway Philippines Portugal Puerto Rico Singapore Spain Sweden Switzerland Taiwan Thailand UK-GB United States U.S. Virgin Islands
Charge Types Available Export Only Export & Import Export & Import Export & Import Export Only Export & Import Export Only Export & Import Export & Import Export & Import Export Only Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export Only Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export & Import Export Only
PDF Available No Yes Yes Yes No Yes No Yes No Yes Yes Yes Yes Yes Yes Yes Yes No No Yes Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes No No Yes Yes Yes
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Appendix (cont.)
Questions and Technical Support You can go to the Help tab anytime when you are having trouble in using the Tool.
Refer to the site www.ups.com for Frequently Asked Questions (FAQs), technical documentation and to download the latest version of this User Guide. If you have further questions, contact your UPS Account Representative.
Copyright 2007 United Parcel Service of America, Inc. UPS, the UPS brandmark and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.
Microsoft and Excel are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.
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