Navigation:  Product Setup > Export Requirements from Shipping

 

The Shipping Import feature described here requires that the shipping software create (or export) records with the data that is to be imported.   The fields that the Shipping Import feature can use are described below.   Later in this document is a description of how you tell Sage 100 ERP which fields to import and where to find them in the file that was sent from the shipping software.   Included in this document is a brief overview of how you configure UPS WorldShip and FedEx Ship Manager to export a comma-delimited file with the appropriate data.   The fields that can be imported do not have to be in any particular sequence in your shipping export file.  Part of the configuration of the software will tell the program where to find each field.

 

Invoice Number – This field should match an existing order in the MAS Sales Order system. If this field is not available, or if the value in the field does not match a valid MAS invoice number, then the import function will look at the sales or service order number field and try to find the correct invoice number. If this field matches a valid MAS invoice number, then the sales and service order number fields will be ignored. In MAS, the invoice number is seven characters long. If it is numeric, it is right justified and zero-filled. The invoice number in the comma-delimited file does not have to be properly formatted. The import function will attempt to format it according to the MAS requirements before matching to an invoice.

 

Sales Order Number – This field must match an existing order in the MAS Sales Order system. This field will be used only if the invoice number field is not available, or if the value in the invoice number field does not match a valid MAS invoice number. If this field is not available, then import function will look at the service order number field. If the value in the field does not match a valid MAS sales order that is currently being invoiced (or shipped), and the valid invoice number is not specified, then the record will not be imported. In MAS, the order number is seven characters long. If it is numeric, it is right justified and zero-filled. The order number in the comma-delimited file does not have to be properly formatted. The import function will attempt to format it according to the MAS requirements before matching to a sales order.

 

Service Order Number – This field must match an existing order in the ASI Service Center. This field will be used only is the invoice and sales order fields are not available. If this field is not available, or if the value in the field does not match a valid ASI service order that is currently being invoiced (or shipped), and there are no valid invoice or sales order number, then the record will not be imported. The service order number is seven characters long. If it is numeric, it is right justified and zero-filled. The service order number in the comma-delimited file does not have to be properly formatted. The import function will attempt to format it according to the MAS requirements before matching to a service order.

 

Note: If none of the above fields are available, the import cannot work.

Tracking Number – Optional.   The tracking number, if provided, can be saved with the invoice in Sage 100 ERP and copied into history.

Weight – Optional.  Typical shipping software will include the weight of each package.  You can select to save the weight along with the tracking number.  You can also select to put the total weight on the order header.

Freight Amount – Optional.  You can select to put the freight amount for the package into the Sage 100 ERP order header.  If there are multiple packages, the program will total the freight amount for the order header.  If your sales order system is set up to calculate tax on the freight, that will automatically occur, also.

Ship Via – Optional.  You can select to automatically set the Ship Via field on the order header based upon the Ship Via from the shipping software.   NOTE:  This software will not translate the Ship Via values that are read from the shipping import file.  Whatever is in the comma-delimited file must match a valid Ship Via code in Sage 100 ERP or it will be ignored.

Void Flag – Optional.  If you void a shipment in the shipping software, you must include the Void Flag (Y/N) in the shipping import file so that the tracking number can be removed from the invoice and the freight and weight can be recalculated.

Contract Number - Options.   If Automated Rental Management is installed and set up for the company, you can export the contract number from the shipping software and the rental contract package information can be updated.

Below is an example of a comma-delimited file from UPS WorldShip.  Note that the fields are not in the same order as listed above.  In the example, the fields are Order, Freight, Weight, Tracking, Ship Via, and Void Flag.

 

Other Fields – Optional. ASI Shipping Integration allows you to export many fields from your shipping software and import them into most of the fields on the invoice header or in the invoice tracking lines.