Technical Documentation
UPS Flat File Bill Tool
UPS Flat File Bill Data
UPS Flat File Bill Technical Documentation
Table of Contents
UPS FLAT FILE BILL OVERVIEW ...........................................................................................................................................5
UPS FLAT FILE BILL DESCRIPTION ................................................................................................................................................5
UPS FLAT FILE BILL CONSTRAINTS ...............................................................................................................................................5
UPS FLAT FILE BILL TOOL FEATURES AND BENEFITS ...................................................................................................................5
HOW TO ENROLL IN THE UPS FLAT FILE BILL ..............................................................................................................................5
UPS FLAT FILE BILL TOOL TECHNICAL DOCUMENTATION........................................................................................6
UPS FLAT FILE BILL TOOL OVERVIEW ..........................................................................................................................................6
UPS FLAT FILE BILL TOOL – MODIFYING THE DATABASE ............................................................................................................6
UPS FLAT FILE BILL TOOL TABLES ...............................................................................................................................................6
Table 1 – tbl_ups_ebill – Primary Source For Reporting and Analysis....................................................................................7
Table 2 – tbl_ups_ebill_tmpData – Temporary Storage for Imported Data ...........................................................................11
Table 3 – tbl_appSettings- Application Settings......................................................................................................................11
Table 4 – tbl_Files – Imported CSV Files Log ........................................................................................................................11
Table 5 – Transaction_Code_For_DB – List of Transaction Codes.......................................................................................11
Table 6 – tblOps – List of Operators for Search Criteria .......................................................................................................12
Table 7 – SearchField – List of Fields for Search Criteria .....................................................................................................12
Table 8 – tbl_ServiceLevel_Hist_Comp_Rpt – Temporary Table for Reporting.....................................................................12
Table 9 – tbl_SvcLevel_Hist_By_AcctNo – Temporary Table for Reporting..........................................................................12
Table 10 – tbl_ZoneDist_Hist_Rpt – Temporary Table for Reporting....................................................................................13
Table 11 – tbl_ZoneDist_HistByAcctNo_rpt – Temporary Table for Reporting.....................................................................13
Table 12 – tbl_AcctNum ..........................................................................................................................................................14
Table 13 – tbl_AcctNumFile....................................................................................................................................................14
Table 14 – tbl_AcctNum_tmp ..................................................................................................................................................14
Table 15 – tbl_RefNum............................................................................................................................................................14
Table 16 – tbl_RefNumFile .....................................................................................................................................................14
Table 17 – tbl_RefNum_tmp....................................................................................................................................................14
UPS FLAT FILE BILL TOOL QUERIES ...........................................................................................................................................15
Query 1 – qryAcctNos- Query for Selecting Account Numbers...............................................................................................15
Query 2 – qryAddressCorrection - Query Address Correction Records.................................................................................15
Query 3 – qryChkDataDuplication - Query for Bill Week Record Duplication......................................................................15
Query 4 – qryManipulateData – Query for Import Data Manipulation .................................................................................16
Query 5 – qryPkgDetailRef – Query for Import Data Manipulation ......................................................................................16
Query 6 – rptResCommAdjustments – Query for Reporting Residential and Commercial Adjustments.................................16
Query 7 – qryServiceLevel – Query for Reporting Service Level and Service Level History Comparison .............................16
Query 8 – qryUPSeBill – Query for the Main Table, “tbl_ups_eBill” ...................................................................................16
Query 9 – qryServiceFees_MiscChg– Query for Service Fees and Miscellaneous Charges .................................................16
Query 10 – qryShippingChargeCorrections– Query for Shipping Charge Corrections .........................................................16
Query 11 – qryArchiveData– Query for Archiving Data ........................................................................................................16
Query 12 – qryAcctNumFile....................................................................................................................................................17
Query 13 – qryAcctNumLen ....................................................................................................................................................17
Query 14 – qryAllChrg – Query for Reporting Approved and Unapproved Charges.............................................................17
Query 15 – qryApprovChrg – Query for Reporting Approved Charges .................................................................................17
Query 16 – qryManipulateAcctData .......................................................................................................................................17
Query 17 – qryManipulateRefData .........................................................................................................................................17
Query 18 – qryRefNum1All – Query for Reporting Summary Charges Based on Reference Number 1 .................................17
Query 19 – qryRefNum1All_dtl – Query for Reporting Detailed Charges Based on Reference Number 1 ............................18
Query 20 – qryRefNum1Matched – Query for Reporting Detailed Charges For Matching Reference Numbers Using
Reference Number 1 ................................................................................................................................................................18
Query 21 – qryRefNum1Unmatched – Query for Reporting Detailed Charges For Unmatched Reference Numbers Using
Reference Number 1 ................................................................................................................................................................18
Query 22 – qryRefNum2All – Query for Reporting Summary Charges Based on Reference Number 2 .................................18
Query 23 – qryRefNum2All_dtl – Query for Reporting Detailed Charges Based on Reference Number 2 ............................19
Query 24 – qryRefNum2Matched – Query for Reporting Detailed Charges For Matching Reference Numbers Using
Reference Number 2 ................................................................................................................................................................19
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UPS Flat File Bill Technical Documentation
Query 25 – qryRefNum2Unmatched – Query for Reporting Detailed Charges For Unmatched Reference Numbers Using
Reference Number 2 ................................................................................................................................................................19
Query 26 – qryRefNumFile .....................................................................................................................................................19
Query 27 – qryRefNumLen......................................................................................................................................................19
Query 28 – qryUnapprovChrg – Query for Reporting Unapproved Charges.........................................................................19
UPS FLAT FILE BILL TOOL FORMS ..............................................................................................................................................20
Form 1 – frmLegal– Legal Documentation Screen Page 1 .....................................................................................................20
Form 2 – frmLegal2– Legal Documentation Screen Page 2 ...................................................................................................20
Form 3 – frmMain– Startup Screen.........................................................................................................................................20
Form 4 – frmTabs– Main Screen.............................................................................................................................................21
Form 5 – frmPkgDetailSummarizedByRef – Package Detail Summarized by Reference Number Criteria ............................23
Form 6 – frmSubTotalsByReferenceNo_SplitAcct– Subtotals By Ref. No. (Split By Account Number) Criteria ....................24
Form 7 – frmSubTotalsByReferenceNo_SplitAcct– Subtotals By Ref. No. (Total Company) Criteria....................................24
Form 8 – FrmNullRef – Blank Reference Number Search Criteria ........................................................................................25
Form 9 – FrmSearch – Search Criteria ..................................................................................................................................25
Form 10 – frmAddressCorrection– Address Correction Reporting Criteria ..........................................................................26
Form 11 – frmResComm – Residential / Commercial Reporting Criteria ..............................................................................26
Form 12 – frmServiceLevel – Service Level Reporting Criteria .............................................................................................27
Form 13 – frmServiceLevel_HistoryComparison – Service Level History Comparison Reporting Criteria ..........................27
Form 14 – frmZoneDist – Zone Distribution Reporting Criteria ............................................................................................27
Form 15 – frmZoneDist_HistoryComparison– Zone Distribution History Comparison.........................................................28
Reporting Criteria ...................................................................................................................................................................28
Form 16 – frmChgBack – Chargebacks Reporting Criteria ...................................................................................................28
Form 17 – frmShippingCorrections – Shipping Charge Corrections Reporting Criteria.......................................................29
Form 18 – frmServiceFees_MiscChg– Service Fees and Miscellanous Fees Reporting Criteria...........................................29
Form 19 – frmConsolidatedSummary– Consolidated Billing Summary Reporting Criteria...................................................30
Form 20 – frmPkgDetailSummarizedShipment– Shipments Summarized by Date and Shipping Method Reporting Criteria 30
Form 21 – frmArchiveData– Data Archiving Criteria............................................................................................................31
Form 22 – frmAcct– Maintain Account Numbers....................................................................................................................31
Form 23 – frmChargesRpt– Detailed Approved/Unapproved Account Charges Reporting Criteria .....................................32
Form 24 – frmSummChargesRpt– Charges Summarized by Approved/Unapproved Account Charges Reporting Criteria...33
Form 25 – frmRef– Maintain Reference Numbers ..................................................................................................................34
Form 26 – frmRefNumRpt– Detailed Approved/Unapproved Reference Number Reporting Criteria ....................................35
Form 27 – frmSummRefNumRpt– Charges Summarized by Approved/Unapproved Reference Numbers Reporting Criteria36
UPS FLAT FILE BILL TOOL REPORTS ...........................................................................................................................................37
Report 1 – pkg_detail_summarized_by_ref_no_1 – Package Detail Summarized By Reference Number 1 (Account Number
View) .......................................................................................................................................................................................37
Report 2 – pkg_detail_summarized_by_ref_no_2 – Package Detail Summarized By Reference Number 2(Account Number
View) .......................................................................................................................................................................................37
Report 3 – ref1_subtotals_by_acct – Subtotal By Reference Number 1(Split By Account Number) .......................................37
Report 4 – ref2_subtotals_by_acct – Subtotal By Reference Number 2(Split By Account Number) .......................................37
Report 5 – ref1_subtotals_by_Total_Company– Subtotal By Reference Number 1 (Total Company)....................................37
Report 6 – ref2_subtotals_by_Total_Company– Subtotal By Reference Number 2 (Total Company)....................................38
Report 7 – AddressCorrections – Address Corrections...........................................................................................................38
Report 8 – rptResCommAdjustments – Residential / Commercial Adjustments......................................................................38
Report 9 – rptServiceLevel – Service Level.............................................................................................................................38
Report 10 – rptServiceLevel_GrpByAcctNo – Service Level Group By Account ....................................................................38
Report 11 – rptSvcLvl_hist_comparison – Service Level History ...........................................................................................38
Report 12 – rptSvcLvl_hist_comparison_byAcctNo– Service Level History Group By Account Number ..............................38
Report 13 – rptZoneDist – Zone Distribution .........................................................................................................................38
Report 14 – rptZoneDist_GrpByAcctNo– Zone Distribution Group By Account Number......................................................38
Report 15 – rptZoneDist_hist_comp_Rpt– Zone Distribution History....................................................................................38
Report 16 – rptZoneDist_HistByAcctNo_comparison – Zone Distribution History Group By Account No. ..........................38
Report 17 – pkg_detail_summarized_by_ref_no_1 – Package Detail Summarized By Reference Number 1 (Reference
Number View)..........................................................................................................................................................................38
Report 18– pkg_detail_summarized_by_ref_no_2 – Package Detail Summarized By Reference Number 2(Reference Number
View) .......................................................................................................................................................................................39
Report 19 – rptShippingCorrections - Shipping Charge Corrections .....................................................................................39
Report 20 – rptChgBacksRef1 - Chargebacks.........................................................................................................................39
Report 21 – rptChgBacksRef2 - Chargebacks.........................................................................................................................39
Report 22 – rptServiceFees_MiscChgByRef1 - Service Fees and Miscellaneous Charges....................................................39
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UPS Flat File Bill Technical Documentation
Report 23 – rptServiceFees_MiscChgByRef2 - Service Fees and Miscellaneous Charges....................................................39
Report 24 – rptConsolidatedBill - Consolidated Billing Summary. .......................................................................................39
Report 25 – rptPkgDetailShipmentSummary_rpt - Shipments Summarized By Date and Shipping Method...........................39
Report 26 – rptAllCharges_Ref1 – Detailed Charges by Approved/Unapproved Account Numbers......................................39
Report 27 – rptAllCharges_Ref2 – Detailed Charges by Approved/Unapproved Account Numbers......................................39
Report 28 – rptApprovCharges_Ref1 - Detailed Charges by Approved Account Numbers. ...................................................39
Report 29 – rptApprovCharges_Ref2 - Detailed Charges by Approved Account Numbers. ...................................................39
Report 30 – rptUnapprovCharges_Ref1 - Detailed Charges by Unapproved Account Numbers. ..........................................40
Report 31 – rptUnapprovCharges_Ref2 - Detailed Charges by Unapproved Account Numbers. ..........................................40
Report 32 – rptSummAllCharges – Summary Approved/Unapproved Charges......................................................................40
Report 33 – rptSummApprovedCharges – Summary Approved/Unapproved Charges. ..........................................................40
Report 34 – rptSummUnapprovedCharges – Summary Approved/Unapproved Charges.......................................................40
Report 35– rptRefNumAll_Ref1 – Detailed Charges Matched/Unmatched By Reference Number 1......................................40
Report 36– rptRefNumAll_Ref2 – Detailed Charges Matched/Unmatched By Reference Number 1......................................40
Report 37– rptRefNumMatched_Ref1 – Detailed Charges Matched By Reference Number 1................................................40
Report 38– rptRefNumMatched_Ref2 – Detailed Charges Matched By Reference Number 2................................................40
Report 39– rptRefNumUnmatched_Ref1 – Detailed Charges Unmatched By Reference Number 1.......................................40
Report 40– rptRefNumUnmatched_Ref2 – Detailed Charges Unmatched By Reference Number 2.......................................40
Report 41– rptSummRefNumAll_Ref1 – Summary Charges Matched/Unmatched By Reference Number 1...........................41
Report 42– rptSummRefNumAll_Ref2 – Summary Charges Matched/Unmatched By Reference Number 2...........................41
Report 43– rptSummRefNumMatched_Ref1 – Summary Charges Matched By Reference Number 1.....................................41
Report 44– rptSummRefNumMatched_Ref2 – Summary Charges Matched By Reference Number 2.....................................41
Report 45– rptSummRefNumUnmatched_Ref1 – Summary Charges Unmatched By Reference Number 1............................41
Report 46– rptSummRefNumUnmatched_Ref2 – Summary Charges Unmatched By Reference Number 2............................41
UPS FLAT FILE BILL DATA TECHNICAL DOCUMENTATION ......................................................................................42
UPS FLAT FILE BILL DATA DESCRIPTION ....................................................................................................................................42
UPS FLAT FILE BILL DATA DELIVERY.........................................................................................................................................42
UPS FLAT FILE BILL DATA TECHNICAL NOTES ...........................................................................................................................42
UPS Hundredweight Service® Shipments................................................................................................................................42
Address Corrections ................................................................................................................................................................43
Residential / Commercial Adjustments....................................................................................................................................43
Freight Collect and Third Party Charges ...............................................................................................................................43
Shipping Charge Corrections..................................................................................................................................................43
Fuel Surcharges ......................................................................................................................................................................43
FREQUENTLY ASKED QUESTIONS ......................................................................................................................................43
TECHNICAL SUPPORT .............................................................................................................................................................43
APPENDIX ....................................................................................................................................................................................44
FLAT FILE BILL LAYOUT ..............................................................................................................................................................44
UPS FLAT FILE BILL TRANSACTION CODES.................................................................................................................................48
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UPS Flat File Bill Technical Documentation
UPS Flat File Bill Overview
UPS Flat File Bill Description
The UPS Flat File Bill is a one-way electronic communication of billing information from UPS to our customers. Billing data is
sent in a comma-delimited flat file to one or two e-mail addresses that you designate. The file is sent via e-mail with a link to a
secure Web site. Assuming you are billed weekly, you will receive your billing data file every Monday by the end of the day. A
consolidated summary paper bill is also sent via U.S. mail. The summary paper bill is used for payment remittance.
The UPS Flat File Bill is right for you if:
•
•
•
•
You are interested in eliminating full detail paper bills from your internal auditing and approval processes
You plan to use the UPS Flat File Bill Tool, or you have a staff of I.S. resources who can use this technical
documentation and the sample billing data file to configure internal systems to accept the billing data file
You understand that the file contains billing data (not an electronic image of the paper bill)
You accept that full detail paper bills will be replaced with the billing data file and a consolidated summary paper bill
three weeks after enrolling in the UPS Flat File Bill.
UPS Flat File Bill Constraints
The following information is found on the full detail paper bill but is not transmitted in the UPS Flat File Bill:
•
•
•
•
•
•
•
•
•
Message codes
Store number
Tier incentive level achieved
Container type (doc/non-doc)
Consignee vendor number (affects consignee billing shipments only)
Accounts receivable status
Separated transportation and accessorial charges
Reference Number field characters beyond 23 (the field is limited to 23 characters)
Package dimensions on Shipping Charge Corrections (SCC)
The full detail paper bill will be discontinued after a three-week trial period. It will be replaced by a consolidated summary
paper bill. If any of the above information is critical, do not use the UPS Flat File Bill.
UPS Flat File Bill Tool Features and Benefits
Features
• Designed for employees with no previous knowledge of Microsoft® Access
• Can summarize and subtotal shipping expenses by your company’s cost codes
• Able to view charges incurred after packages are shipped, including Address Corrections, Shipping Charge Corrections,
and Residential/Commercial Adjustments
• Able to view, print, or export any report for analysis and distribution within your company
• Provides complete control over reporting of shipping charges
Benefits
• Any employee can use the tool to provide relevant shipment and cost information to various departments, projects,
stores, or locations
• Ability to allocate shipping expenses in minutes
• Can be further customized to incorporate information into your existing business processes
• Requires minimal training and maintenance
• Available at no cost
How To Enroll In The UPS Flat File Bill
Contact your UPS Account Executive to request the UPS Flat File Bill.
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UPS Flat File Bill Technical Documentation
UPS Flat File Bill Tool Technical Documentation
UPS Flat File Bill Tool Overview
The UPS Flat File Bill Tool is a Microsoft® Access database that gives you total visibility into your shipping costs. The tool’s
pre-defined reports provide billing information in ways that support your business processes.
The tool was designed to be used by people with no prior Microsoft Access experience. The reports provided with the tool
should accommodate the needs of most users. If you have extensive Access experience, and want to change or add additional
reports to the tool, the following sections of this document will explain how the tool was designed and review its tables, queries,
forms, and reports.
UPS Flat File Bill Tool – Modifying the Database
To modify the UPS Flat File Bill Tool, simply hold down the “Shift” key when opening the database file in Microsoft Access.
UPS Flat File Bill Tool Tables
The following screenshot displays the tables within the tool. Each table will be discussed below.
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UPS Flat File Bill Technical Documentation
Table 1 – tbl_ups_ebill – Primary Source For Reporting and Analysis
This table contains the 62 fields from the UPS Flat File Bill data file and some custom fields for reporting purposes. Fields 63 –
67 are custom fields. The majority of the analysis and reporting are performed on this table.
Table Layout
Column
1
2
Field Name
Record Type Indicator
Plan Number
3
Shipper Number
4
Invoice Number
5
6
Bill Date
Invoice Amount
7
Tracking Number
8
Pick up Record Number
9
Reference Number 1
10
Reference Number 2
11
Internet ID
12
Quantity
02/16/05 V1.41
Length Definition
1
Always set to 3.
10
The consolidated bill plan number
(alphanumeric).
10
The UPS account number
(alphanumeric). The file is sorted in
shipper number order.
14
The invoice number that would have
appeared on the shipper number’s
paper bill (alphanumeric).
8
The invoice date (MMDDYYYY).
11
The total amount billed under the
invoice number. It will be the same for
all shipments billed on an invoice
number. It is not a running total for the
invoice. (Numeric with 2 decimal
places).
26
-The shipment / package tracking
number (alphanumeric).
-This will be blank for Hundredweight
header records and for charges not
associated to specific shipment/
/packages.
-For Order Supplies (SPL) this field will
contain the order number.
9
The pickup record associated with a
shipment / package (alphanumeric).
This field may be blank.
23
-Identifier (alphanumeric) entered by
the customer as “Reference Number 1”
when a shipment / package is shipped.
-For Order Supplies this field will
contain the return merchandise
authorization number.
-For IBS services this field will contain
a subscription number.
23
-Identifier (alphanumeric) entered by
the customer as “Reference Number 2”
when a shipment / package is shipped.
-For IBS services this field will contain
a subscriber ID if available.
16
-If a shipment / package is shipped
using UPS Internet Shipping, the
internet user identification name or
number appears here (alphanumeric).
-Shipments transmitted via Campus
Ship will contain a user identification if
available.
-On CBS transactions this field will
contain the vendor number.
8
The number of packages associated
with this shipment (numeric).
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UPS Flat File Bill Technical Documentation
Table Layout
Column
13
14
15
16
17
18
19
20
21
22
23
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Field Name
Billed Weight
Length Definition
5
-The weight used to determine the cost
of shipping this shipment / package
(alphanumeric). This can be the
actual, dimensional or scanned weight
of the shipment.
-The string “LTR” appears in this field
when the package is a letter envelope
and when the weight value is 0 for
freight transactions. For non-freight
transactions, this field will be blank.
Actual Weight
5
The weight of the shipment as entered
by the shipper (numeric) for freight
transactions. For non-freight
transactions, this field will be blank.
Weight indicator
1
The weight unit of measure for the
shipment (L=lbs. K=kilograms).
Dimensional Weight indicator
1
If dimensional weight was used to
determine the billed weight of this
shipment / package, the indicator will
be set to "Y", otherwise the field will be
blank.
Oversize 1 indicator
1
If the shipment / package was billed
using Oversize 1 or Oversize 3, the
indicator will be set to "Y", otherwise
the field will be blank. (If the package
is billed as Oversize 3 the “Y” indicator
will also display in column 18 (Oversize
2 indicator.)
Oversize 2 indicator
1
If the shipment / package was billed
using Oversize 2 or Oversize 3, the
indicator will be set to "Y", otherwise
the field will be blank. (If the package
is billed as Oversize 3 the “Y” indicator
will also display in column 17 (Oversize
1 indicator.)
Zone
3
The 3-digit zone assigned to the origin
destination combination (numeric). It is
used to determine freight charges.
Transaction Code (see definitions below)
3
This is a 3-digit code used to indicate
the type of charge being applied for this
row (alphanumeric). A list of
transaction codes follows this table.
Service Description
24
A textual description of the 3-digit
Transaction Code in column 20.
indicated.(alphanumeric).
Bill Option
1
How the charges are being applied to
this shipper (1=Outbound, 2=Collect,
3=Third Party, 4=Chargeback).
Pickup Date
8
-The date the shipment was received
into the UPS system (MMDDYYYY).
-On first line of invoice will contain
invoice date for plan or invoice due
date for shipper.
-On Order Supplies this field will
contain order date.
-On GSR/AGSR this field will contain
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UPS Flat File Bill Technical Documentation
Table Layout
Column
Field Name
Length Definition
contract date.
24
Sender Name
27
The name of the person who sent the
package / shipment (alphanumeric).
25
Sender Company Name
27
The company name of the Sender
(alphanumeric).
26
Sender Street
40
The street address of the Sender
(alphanumeric).
27
Sender City
19
The city of the Sender (alphanumeric).
28
Sender State
2
The state of the Sender
(alphanumeric).
29
Sender Zip/Postal Code
6
The postal code of the Sender
(alphanumeric).
30
Receiver Name
27
The name of the person to whom the
package / shipment was addressed
(alphanumeric).
31
Receiver Company Name
27
The company name of the Receiver
(alphanumeric).
32
Receiver Street
40
The street address of the Receiver
(alphanumeric).
33
Receiver City
19
The city of the Receiver
(alphanumeric).
34
Receiver State
2
The state of the Receiver
(alphanumeric).
35
Receiver Zip/Postal Code
6
The postal code of the Receiver
(alphanumeric).
36
Receiver Country
2
The 2-digit country code of the
Receiver (alphanumeric).
37
Net Charges
11
The total net charges (gross charges
less incentive amount) for the shipment
/ package (numeric with 2 decimal
places). Includes fuel surcharge.
38
Incentive
11
The discount amount applied to gross
charges (numeric with 2 decimal
places). Note that there are no gross
charges listed in the file. Calculate
gross charges by summing the Net
Charges and the Incentive.
39
Declared Value indicator
1
If declared value insurance or flexible
parcel insurance was charged, this field
will be populated with a "Y". Otherwise
this field will be blank.
40
Saturday Delivery
1
If a Saturday Delivery charge was
applied, this field will be populated with
a “Y”. Otherwise this field will be blank.
41
COD indicator
1
If a C.O.D. charge was applied, this
field will be populated with a "Y".
Otherwise this field will be blank.
42
Additional Handling indicator
1
If an Additional Handling charge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
43
Hazardous Material Indicator
1
If a shipment has Hazardous Material
accessorial associated with it this
column will be populated with a “Y”.
Otherwise this field will be blank.
44
Early AM Surcharge indicator
1
If an Early AM or Express Plus charge
was applied, this field will be populated
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UPS Flat File Bill Technical Documentation
Table Layout
Column
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
02/16/05 V1.41
Field Name
Length Definition
with a "Y". Otherwise this field will be
blank.
Delivery Confirmation indicator
1
If a Delivery Confirmation charge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
Saturday Pickup Indicator
1
If Saturday Pickup was charged, this
field will be populated with a “Y”.
Otherwise this field will be blank.
<Obsolete data indicator>
1
<This column will always be blank.>
Extended Destination Surcharge indicator
1
If an Extended Destination Surcharge
was applied, this field will be populated
with a "Y". Otherwise this field will be
blank.
Invalid Account Charge indicator
1
If an Invalid Account Charge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
Delivery Area Surcharge indicator
1
If a Delivery Area Surcharge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
Currency Surcharge indicator
1
If a Currency Surcharge was applied
this field will be populated with a "Y".
Otherwise this field will be blank.
Chargeback Surcharge indicator
1
If a Chargeback Surcharge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
Pickup Fee indicator
1
If a Pickup Fee was applied, including
surcharge for SRP,RPS,SBP,UPS,SUP
SDG,FDG this field will be populated
with a "Y". Otherwise this field will be
blank.
Billing Option indicator
1
If a Free Domicile billing option
surcharge was applied, this field will be
populated with a "Y". Otherwise this
field will be blank.
Consolidated Clearance indicator
1
If a Consolidated Clearance charge
was applied, this field will be populated
with a "Y". Otherwise this field will be
blank.
Split Duty Tax indicator
1
If the Split Duty and Tax billing option
surcharge was applied, this field will be
populated with a "Y". Otherwise this
field will be blank.
Export License Verification indicator
1
If the Export License Surcharge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
Miscellaneous Line 1
50
-This field will be populated with line
one information from Inserts/Miscellaneous Billing Systems.
-If a lookup surcharge was applied, this
field will contain the customer provided
bill to account number.
Miscellaneous Line 2
50
-This field will be populated with line
two information from
Inserts/Miscellaneous Billing Systems.
-For Shipping Charge Corrections
(SCC), this column will display as
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
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Page 10 of 49
UPS Flat File Bill Technical Documentation
Table Layout
Column
Field Name
60
Miscellaneous Line 3
61
Miscellaneous Line 4
62
Miscellaneous Line 5
Length Definition
“LxWxH” (Length x Width x Height).
50
-This field will be populated with line
three information from Inserts/
Miscellaneous Billing Systems.
-For hundredweight shipments or other
linked transactions, this field will
contain a unique date/time stamp.
50
This field will be populated with line
four information from Inserts/
Miscellaneous Billing Systems.
50
-This field will be populated with line
five information from
Inserts/Miscellaneous Billing Systems
-If “Promotional Discount Applied”
quoted text will appear in this column.
-If Additional Handling was charged,
description text will appear in this
column.
-If OCR Date of Request will populate.
Table 2 – tbl_ups_ebill_tmpData – Temporary Storage for Imported Data
This table contains the 62 fields from the billing data file that are e-mailed by UPS each week (CSV File).
Data from the CSV file is first imported into this table. The data is then transformed and moved to the table “tbl_ups_ebill.”
The columns are the same as the “tbl_ups_ebill” table, but without the custom fields.
Table 3 – tbl_appSettings- Application Settings
This table contains the application settings. It is currently used to store “Customer Name” that is displayed on the footer of each
report. The other fields are no longer used.
Field Name
Appid (Application ID)-upsffb
CustomerName (Customer
Name)
Field Type
Integer
Variable Character
Field Length
10
45
strXfer (UPS FTP Site)
Variable Character
150
Description
Application ID
Customer Name that is
displayed within the footer
of each report
Temporarily stores the UPS
FTP Site for registration.
After registration, the URL
is replaced with the text
“Registered.”
Table 4 – tbl_Files – Imported CSV Files Log
This table contains the imported CSV Files Log. It is used to help the end user know which billing data files have already been
imported.
Field Name
Fileid
file_name
import_date
Field Type
Integer
Variable Character
Date/time
Field Length
Long Integer
150
Date/time
Description
Autonumber File ID
File name of previously imported CSV File
Date file was imported into system
Table 5 – Transaction_Code_For_DB – List of Transaction Codes
This table contains the list of transaction codes.
Field Name
Recid
02/16/05 V1.41
Field Type
Integer
Field Length
Autonumber
Description
Record ID
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
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Page 11 of 49
UPS Flat File Bill Technical Documentation
Transaction_Code
Transaction
Report_Include_Code
Variable Character
Variable Character
Integer
10
50
2
Transaction Codes
Transaction Code Description
This field is used for reporting purposes. It is
used to determine whether a report should
include a record with this transaction code.
1 – Package Charges
2 – Non-Package Charges
3 – Post-Shipping Charges (adjustments
including Address Corrections,
Residential/Commercial Adjustments, etc.)
4 – Return Services
Table 6 – tblOps – List of Operators for Search Criteria
This table contains the list of search operators for the Search on-screen form.
Field Name
Opid
OperatorSign
OperatorName
Field Type
Integer
Variable Character
Variable Character
Field Length
Autonumber
50
50
Description
Record ID
Operator Signs
Operator Name
Table 7 – SearchField – List of Fields for Search Criteria
This table contains list of fields the user should be allowed to search.
Field Name
FieldName
FieldDescr
DataType
Searchable
Field Type
Variable Character
Variable Character
Integer
Boolean
Field Length
64
50
Description
Field Name(Symbolic Name)
Field Description
MS Access field data type for the search
Flag for whether field can be used in the search.
Table 8 – tbl_ServiceLevel_Hist_Comp_Rpt – Temporary Table for Reporting
This table contains temporary data to generate the Service Level Historical Comparison Report.
Field Name
Planno
Service_description
ThisStartDate
ThisEndDate
ThisLtr
ThisPkg
ThisBilledWt
ThisPubChg
ThisIncentive
ThisNetChg
LastStartDate
LastEndDate
LastLtr
LastPkg
LastBilledWt
LastPubChg
LastIncentive
LastNetChg
Field Type
Variable Character
Variable Character
DateTime
DateTime
Integer
Integer
Integer
Double
Double
Double
DateTime
DateTime
Integer
Integer
Integer
Double
Double
Double
Field Length
50
50
Integer
Integer
Integer
Integer
Integer
Integer
Description
Plan Number
Service Description
Current period Start Date
Current period End Date
Current period Number of Letters
Current period Number of Packages
Current period Billed Weight
Current period Published Charges
Current period Incentive
Current period Net Charges
Previous period Start Date
Previous period End Date
Previous period Number of Letters
Previous period Number of Packages
Previous period Billed Weight
Previous period Published Charges
Previous period Incentive
Previous period Net Charges
Table 9 – tbl_SvcLevel_Hist_By_AcctNo – Temporary Table for Reporting
This table contains temporary data to generate the Service Level Historical Report by Account Number.
Field Name
Planno
02/16/05 V1.41
Field Type
Variable Character
Field Length
50
Description
Plan Number
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Page 12 of 49
UPS Flat File Bill Technical Documentation
Shippernumber
Service_description
ThisStartDate
ThisEndDate
ThisLtr
ThisPkg
ThisBilledWt
ThisPubChg
ThisIncentive
ThisNetChg
LastStartDate
LastEndDate
LastLtr
LastPkg
LastBilledWt
LastPubChg
LastIncentive
LastNetChg
Variable Character
Variable Character
DateTime
DateTime
Integer
Integer
Integer
Double
Double
Double
DateTime
DateTime
Integer
Integer
Integer
Double
Double
Double
50
50
Integer
Integer
Integer
Integer
Integer
Integer
Customer Account Number
Service Description
Current period Start Date
Current period End Date
Current period Number of Letters
Current period Number of Packages
Current period Billed Weight
Current period Published Charges
Current period Incentive
Current period Net Charges
Previous period Start Date
Previous period End Date
Previous period Number of Letters
Previous period Number of Packages
Previous period Billed Weight
Previous period Published Charges
Previous period Incentive
Previous period Net Charges
Table 10 – tbl_ZoneDist_Hist_Rpt – Temporary Table for Reporting
This table contains temporary data to generate the Zone Distribution Historical Comparison Report.
Field Name
Planno
Zone
ThisStartDate
ThisEndDate
ThisLtr
ThisPkg
ThisBilledWt
ThisPubChg
ThisIncentive
ThisNetChg
LastStartDate
LastEndDate
LastLtr
LastPkg
LastBilledWt
LastPubChg
LastIncentive
LastNetChg
Field Type
Variable Character
Variable Character
DateTime
DateTime
Integer
Integer
Integer
Double
Double
Double
DateTime
DateTime
Integer
Integer
Integer
Double
Double
Double
Field Length
50
50
Integer
Integer
Integer
Integer
Integer
Integer
Description
Plan Number
Zone Distribution
Current period Start Date
Current period End Date
Current period Number of Letters
Current period Number of Packages
Current period Billed Weight
Current period Published Charges
Current period Incentive
Current period Net Charges
Previous period Start Date
Previous period End Date
Previous period Number of Letters
Previous period Number of Packages
Previous period Billed Weight
Previous period Published Charges
Previous period Incentive
Previous period Net Charges
Table 11 – tbl_ZoneDist_HistByAcctNo_rpt – Temporary Table for Reporting
This table contains temporary data to generate the Zone Distribution Historical Comparison Report by Account Number.
Field Name
Field Type
Field Length Description
Planno
Variable Character
50
Plan Number
Shippernumber
Variable Character
50
Customer Account Number
Zone
Variable Character
50
Zone Distribution
ThisStartDate
DateTime
Current period Start Date
ThisEndDate
DateTime
Current period End Date
ThisLtr
Integer
Integer
Current period Number of Letters
ThisPkg
Integer
Integer
Current period Number of Packages
ThisBilledWt
Integer
Integer
Current period Billed Weight
ThisPubChg
Double
Current period Published Charges
ThisIncentive
Double
Current period Incentive
ThisNetChg
Double
Current period Net Charges
LastStartDate
DateTime
Previous period Start Date
02/16/05 V1.41 Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
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Page 13 of 49
UPS Flat File Bill Technical Documentation
LastEndDate
LastLtr
LastPkg
LastBilledWt
LastPubChg
LastIncentive
LastNetChg
DateTime
Integer
Integer
Integer
Double
Double
Double
Integer
Integer
Integer
Previous period End Date
Previous period Number of Letters
Previous period Number of Packages
Previous period Billed Weight
Previous period Published Charges
Previous period Incentive
Previous period Net Charges
Table 12 – tbl_AcctNum
This table contains the approved account numbers that were either imported or entered manually.
Field Name
Acctnum
Field Type
Variable Character
Field Length
6
Description
Approved Account Number
Table 13 – tbl_AcctNumFile
This table contains a list of the names of the account number files that were imported and the date and time of import.
Field Name
FileName
ImportDate
Field Type
Variable Character
Date/Time
Field Length
150
Description
Name of file imported into tbl_AcctNumFile
Date and Time file was imported
Table 14 – tbl_AcctNum_tmp
Used during the Import Account Number process. All account numbers are imported and temporarily stored here. From here,
they are truncated and duplicates are handled, before moving the final approved list into tbl_AcctNum.
Field Name
F1
Field Type
Variable Character
Field Length
255
Description
Table 15 – tbl_RefNum
This table contains the reference numbers that were either imported or entered manually.
Field Name
Refnum
Field Type
Variable Character
Field Length
23
Description
Reference Number
Table 16 – tbl_RefNumFile
This table contains a list of the names of the reference number files that were imported and the date and time of import.
Field Name
FileName
ImportDate
Field Type
Variable Character
Date/Time
Field Length
150
Description
Name of file imported into tbl_RefNum
Date and Time file was imported
Table 17 – tbl_RefNum_tmp
Used during the Import Reference Number process. All reference numbers are imported and temporarily stored here. From here,
they are truncated and duplicates are handled, before moving the final approved list into tbl_RefNum.
Field Name
F1
02/16/05 V1.41
Field Type
Variable Character
Field Length
255
Description
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Confidential and Proprietary.
Page 14 of 49
UPS Flat File Bill Technical Documentation
UPS Flat File Bill Tool Queries
The following screenshot displays the queries (also known as “views”) within the tool. Each query will be discussed below.
Query 1 – qryAcctNos- Query for Selecting Account Numbers
This query creates a list of unique account numbers for the user to select. This list is displayed on each report’s criteria form.
Return Fields:
Account Number
Query 2 – qryAddressCorrection - Query Address Correction Records
This query returns all records with Transaction Code of “ADC”.
The results of this query are used for the Address Correction Report.
Return Fields:
Plan Number, Account Number, Tracking Number, Reference Number 1, Reference Number 2, Sender
Name, Sender Company, Sender Street, Sender City, Sender State, Sender Zip Code,
Receiver Name, Receiver Company, Receiver City, Receiver Street, Receiver State, Receiver Zip Code,
Net Charges, Transaction Code, Pickup Date, Bill Date, Bill Option, Miscellaneous line 1,
Miscellaneous line 2, Service Description, Quantity, Custom Tracking Number
Query 3 – qryChkDataDuplication - Query for Bill Week Record Duplication
This query is used to generate an error message if the user tries to import a billing data file that contains information that is
already in the main table, “tbl_ups_ebill.” The error condition will help prevent duplication of records, but the user can choose
to import the file if desired.
Return Fields:
02/16/05 V1.41
Account Number, Invoice Number, Bill Date, Custom Bill Week
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Page 15 of 49
UPS Flat File Bill Technical Documentation
Query 4 – qryManipulateData – Query for Import Data Manipulation
This query is used to manipulate each imported billing data file before the data is saved to the final table, “tbl_ups_eBill.”
Return Fields:
Every field from the table(tbl_ups_ebill_tmpData) and
three custom fields: Bill Date – Converting String(mmddyyyy) to Date Format(mm/dd/yyyy), eBillWeek
– extracting the month and week from the invoice number in the flat file bill, and
eBillRecTrackingNumber- identifying UPS Hundredweight Service®.
Query 5 – qryPkgDetailRef – Query for Import Data Manipulation
This query is used for the Package Detail Summarized By Reference Number, Subtotal By Reference Number (Split By Account
Number), and Subtotal By Reference Number (Total Company) Reports.
Return Fields:
Plan Number, Account Number, Tracking Number, Reference Number 1, Reference Number 2,
Receiver Name, Receiver Company, Published Charges, Package Count, Incentives, Net Charges,
Transaction Code, Pickup Date, Bill Date, Bill Option, Service Description, Quantity, Custom Tracking
Number
Query 6 – rptResCommAdjustments – Query for Reporting Residential and Commercial
Adjustments
This query is used for the Residential/Commercial Adjustments Report.
Return Fields:
Plan Number, Account Number, Bill Date, Reference Number 1, Pickup Date,
Transaction Code=”RES”, Net Charges, Bill Option, Service Description
Query 7 – qryServiceLevel – Query for Reporting Service Level and Service Level History
Comparison
This query is used for the Service Level and Service Level Historical Comparison Reports. It contains expression fields for
number of letters, number of packages, net charges, incentive, and billed weight
Return Fields:
Plan Number, Account Number, Bill Date, Service Description, Billed Weight, Actual Weight,
number of packages, number of letters, Net Charges, incentive, published charges
Query 8 – qryUPSeBill – Query for the Main Table, “tbl_ups_eBill”
This query is used as view to the table “tbl_ups_eBill.”
Return Fields:
Every field from the table “tbl_ups_ebill_tmpData” and
Transaction code grouping field “report_include_code”
Query 9 – qryServiceFees_MiscChg– Query for Service Fees and Miscellaneous Charges
This query is to return data for the Service Fees and Miscellaneous Charges Report. The criteria is based on all records with
transaction codes associated with miscellaneous charges.
Return Fields:
It returns every record from the table “tbl_ups_ebil” where the transaction code is in
(‘'CEF','CTG','CTR','ESC','IBS','LPF','MIS','POD','SPL','SVC','TAX','GST','HST’)
Query 10 – qryShippingChargeCorrections– Query for Shipping Charge Corrections
This query is to return data for the Shipping Charge Corrections Report. The criteria is based on all records with transaction code
’SCC’.
Return Fields:
It returns every record from the table “tbl_ups_ebil” where the transaction code is ’SCC’.
Query 11 – qryArchiveData– Query for Archiving Data
This query is to return data for the data archiving process.
Return Fields:
02/16/05 V1.41
It returns every record from the table “tbl_ups_ebil”
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Page 16 of 49
UPS Flat File Bill Technical Documentation
Query 12 – qryAcctNumFile
This query is to return data for the Import Account Number file process.
Return Fields:
It returns ImportDate from tbl_AcctNumFile.
Query 13 – qryAcctNumLen
This query is to return data for the Import Account Number file process.
Return Fields:
It returns the number of records in tbl_AcctNum_tmp where the length of the imported account number
was greater than 6. As a result, the account number was automatically truncated on import.
Query 14 – qryAllChrg – Query for Reporting Approved and Unapproved Charges
This query is to return data for the Approved/Unapproved charges reports, where the user selects ‘All Charges’.
Return Fields:
Plan Number, Account Number, Invoice Number, Reference Number 1, Bill Date, Service Description,
Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender ZipCode,
Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver ZipCode,
Net Charges, Reference Number 2, Incentive, pub charges, PickUp Date, Transaction Code, Bill Option,
eRptCode, Package Count, Quantity, Custom Tracking Number, Billed Weight, Zone
Query 15 – qryApprovChrg – Query for Reporting Approved Charges
This query is to return data for the Approved/Unapproved charges reports. The criteria is based on all records where the account
number from the flat file is present in the ‘approved account numbers’ table.
Return Fields:
Plan Number, Account Number, Invoice Number, Reference Number 1, Bill Date, Service Description,
Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender ZipCode,
Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver ZipCode,
Net Charges, Reference Number 2, Incentive, pub charges, PickUp Date, Transaction Code, Bill Option,
eRptCode, Package Count, Quantity, Custom Tracking Number, Billed Weight, Zone
Query 16 – qryManipulateAcctData
This query is to import account numbers into tbl_AcctNum.
Return Fields:
AcctNum, truncated to six characters if necessary.
Query 17 – qryManipulateRefData
This query is to import reference numbers into tbl_RefNum.
Return Fields:
RefNum, truncated to 23 characters if necessary.
Query 18 – qryRefNum1All – Query for Reporting Summary Charges Based on Reference
Number 1
This query is to return data for the Summary Reference Number Report where the user requests all data matched or unmatched
to Reference Number 1.
Return Fields:
02/16/05 V1.41
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, Pickup
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number,
Billed Weight, Type (matched or unmatched)
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
Confidential and Proprietary.
Page 17 of 49
UPS Flat File Bill Technical Documentation
Query 19 – qryRefNum1All_dtl – Query for Reporting Detailed Charges Based on
Reference Number 1
This query is to return data for the Detailed Reference Number Report where the user requests all data matched or unmatched
to Reference Number 1.
Return Fields:
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, PickUp
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number
Query 20 – qryRefNum1Matched – Query for Reporting Detailed Charges For Matching
Reference Numbers Using Reference Number 1
This query is to return data for the Detailed Reference Number Report. The criteria is based on all records where Reference
Number 1 from the flat file matches a Reference Number in the user’s reference number table.
Return Fields:
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, PickUp
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number,
Billed Weight, Type
Query 21 – qryRefNum1Unmatched – Query for Reporting Detailed Charges For
Unmatched Reference Numbers Using Reference Number 1
This query is to return data for the Detailed Reference Number Report. The criteria is based on all records where Reference
Number 1 from the flat file does not match a Reference Number in the user’s reference number table.
Return Fields:
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, PickUp
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number,
Billed Weight, Type
Query 22 – qryRefNum2All – Query for Reporting Summary Charges Based on Reference
Number 2
This query is to return data for the Summary Reference Number Report where the user requests all data matched or unmatched
to Reference Number 2.
Return Fields:
02/16/05 V1.41
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, Pickup
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number,
Billed Weight, Type (matched or unmatched)
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
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Page 18 of 49
UPS Flat File Bill Technical Documentation
Query 23 – qryRefNum2All_dtl – Query for Reporting Detailed Charges Based on
Reference Number 2
This query is to return data for the Detailed Reference Number Report where the user requests all data matched or unmatched
to Reference Number 2.
Return Fields:
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, PickUp
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number
Query 24 – qryRefNum2Matched – Query for Reporting Detailed Charges For Matching
Reference Numbers Using Reference Number 2
This query is to return data for the Detailed Reference Number Report. The criteria is based on all records where Reference
Number 2 from the flat file matches a Reference Number in the user’s reference number table.
Return Fields:
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, PickUp
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number,
Billed Weight, Type
Query 25 – qryRefNum2Unmatched – Query for Reporting Detailed Charges For
Unmatched Reference Numbers Using Reference Number 2
This query is to return data for the Detailed Reference Number Report. The criteria is based on all records where Reference
Number 2 from the flat file does not match a Reference Number in the user’s reference number table.
Return Fields:
Plan Number, Shipper Number, Invoice Number, Reference Number 1, Internet ID, Bill Date, Service
Description, Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender
Zip Code, Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver
Zip Code, Receiver Country, Net Charges, Reference Number 2, Incentive, Published Charges, PickUp
Date, Transaction Code, Bill Option, eRptCode, Package Count, Quantity, Custom Tracking Number,
Billed Weight, Type
Query 26 – qryRefNumFile
This query is to return data for the Import Reference Number file process.
Return Fields:
It returns ImportDate from tbl_RefNumFile.
Query 27 – qryRefNumLen
This query is to return data for the Import Reference Number file process.
Return Fields:
It returns the number of records in tbl_RefNum_tmp where the length of the imported reference number
was greater than 23. As a result, the reference number was automatically truncated on import.
Query 28 – qryUnapprovChrg – Query for Reporting Unapproved Charges
This query is to return data for the Approved/Unapproved charges reports. The criteria is based on all records where the account
number from the flat file is not present in the ‘approved account numbers’ table.
Return Fields:
02/16/05 V1.41
Plan Number, Account Number, Invoice Number, Reference Number 1, Bill Date, Service Description,
Sender Name, Sender Company Name, Sender Street, Sender City, Sender State, Sender ZipCode,
Receiver Name, Receiver Company, Receiver Street, Receiver City, Receiver State, Receiver ZipCode,
Net Charges, Reference Number 2, Incentive, pub charges, PickUp Date, Transaction Code, Bill Option,
eRptCode, Package Count, Quantity, Custom Tracking Number, Billed Weight, Zone
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
Confidential and Proprietary.
Page 19 of 49
UPS Flat File Bill Technical Documentation
UPS Flat File Bill Tool Forms
The following screenshot displays the forms within the tool. Each form will be discussed below.
Form 1 – frmLegal– Legal Documentation Screen Page 1
This is the first screen of the legal documentation.
Form 2 – frmLegal2– Legal Documentation Screen Page 2
This is the second screen of the legal documentation.
Form 3 – frmMain– Startup Screen
This screen is the entry point of the UPS Flat File Bill Tool. The end-user should enter their company name on this form. The
company name will then be shown on all printed reports.
02/16/05 V1.41
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Page 20 of 49
UPS Flat File Bill Technical Documentation
Form 4 – frmTabs– Main Screen
This screen is the main analysis tool screen. The screen consists of four tabs, Import/Archive, Cost Reports, Other Charges, and
Management Reports. Each tab links to various functionality in the tool.
Below is the list of each tab and the links on the tab.
Import/Archive:
Import New UPS Flat File Bill, Archive Data, Restore Archived Data
Cost Reports:
Package Detail Summarized By Reference Number, Subtotal By Reference Number (Split By Account Number),
Subtotal By Reference Number (Total Company), Blank Reference Number Report, Search Reports
02/16/05 V1.41
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
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Page 21 of 49
UPS Flat File Bill Technical Documentation
Other Charges:
Address Corrections, Residential / Commercial Adjustments, Shipping Charge Corrections, Service Fees and Miscellaneous
Charges, Chargebacks, Consolidated Billing Summary
Management Reports:
Consolidated Billing Summary, Shipments Summarized By Date And Shipping Method, Service Level, Service Level Historical
Comparison, Zone Distribution, Zone Distribution Historical Comparison
02/16/05 V1.41
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
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Page 22 of 49
UPS Flat File Bill Technical Documentation
Cost Management Reports:
Import Account Number File, Manage Account Number List, Detailed Approved/Unapproved Charges Report, Summary
Approved/Unapproved Charges Report, Import Reference Number File, Manage Reference Number List, Detailed
Matched/Unmatched Reference Number Report, Summary Matched/Unmatched Reference Number Report
Form 5 – frmPkgDetailSummarizedByRef – Package Detail Summarized by Reference
Number Criteria
This screen is used as the criteria screen for the Package Detail Summarized By Reference Number report. The questions on this
screen are used to present the data to the user in a report format.
02/16/05 V1.41
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Page 23 of 49
UPS Flat File Bill Technical Documentation
Form 6 – frmSubTotalsByReferenceNo_SplitAcct– Subtotals By Ref. No. (Split By Account
Number) Criteria
This screen is used as the criteria screen for the “Subtotals By Ref. No. (Split By Account Number)” report. The questions on
this screen are used to present the data to the user in a report format.
Form 7 – frmSubTotalsByReferenceNo_SplitAcct– Subtotals By Ref. No. (Total Company)
Criteria
This screen is used as the criteria screen for the “Subtotals By Ref. No. (Total Company)” report. The questions on this screen
are used to present the data to the user in report format.
02/16/05 V1.41
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
Confidential and Proprietary.
Page 24 of 49
UPS Flat File Bill Technical Documentation
Form 8 – FrmNullRef – Blank Reference Number Search Criteria
This screen is used to view shipments with blank reference numbers.
Form 9 – FrmSearch – Search Criteria
This screen is used to view records based on user-specified criteria.
The order in which the fields are displayed can be modified by the user. The order of the fields is automatically saved.
The records shown can be cut and pasted into other applications like Microsoft® Excel.
02/16/05 V1.41
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Form 10 – frmAddressCorrection– Address Correction Reporting Criteria
This screen is used as the criteria screen for the Address Correction report. The questions on this screen are used to present the
data to the user in a report.
Form 11 – frmResComm – Residential / Commercial Reporting Criteria
This screen is used as the criteria screen for the Residential/Commercial report. The questions on this screen are used to present
the data to the user in a report.
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Form 12 – frmServiceLevel – Service Level Reporting Criteria
This screen is used as the criteria screen for the Service Level report. The questions on this screen are used to present the data to
the user in a report.
Form 13 – frmServiceLevel_HistoryComparison – Service Level History Comparison
Reporting Criteria
This screen is used as the criteria screen for the Service Level Historical Comparison Report.
The questions on this screen are used to select data and store it in a temporary table for the Service Level Historical Comparison
Report.
Form 14 – frmZoneDist – Zone Distribution Reporting Criteria
This screen is used as the criteria screen for the Zone Distribution report. The questions on this screen are used to present the
data to the user in a report.
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Form 15 – frmZoneDist_HistoryComparison– Zone Distribution History Comparison
Reporting Criteria
This screen is used as the criteria screen for the Zone Distribution Historical Comparison Report.
The questions on this screen are used to select data and store it in a temporary table for the Zone Distribution Historical
Comparison Report.
Form 16 – frmChgBack – Chargebacks Reporting Criteria
This screen is used as the criteria screen for the Chargebacks report. The questions on this screen are used to present the data to
the user in a report.
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Form 17 – frmShippingCorrections – Shipping Charge Corrections Reporting Criteria
This screen is used as the criteria screen for the Shipping Charge Corrections report. The questions on this screen are used to
present the data to the user in a report.
Form 18 – frmServiceFees_MiscChg– Service Fees and Miscellanous Fees Reporting
Criteria
This screen is used as the criteria screen for the Service Fees and Miscellanous Fees report. The questions on this screen are
used to present the data to the user in a report.
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Form 19 – frmConsolidatedSummary– Consolidated Billing Summary Reporting Criteria
This screen is used as the criteria screen for the Consolidated Billing Summary report. The questions on this screen are used to
present the data to the user in a report.
Form 20 – frmPkgDetailSummarizedShipment– Shipments Summarized by Date and
Shipping Method Reporting Criteria
This screen is used as the criteria for the Shipments Summarized by Date and Shipping Method report. The questions on this
screen are used to present the data to the user in a report.
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Form 21 – frmArchiveData– Data Archiving Criteria
This screen is used as the criteria screen for the Data Archiving.
Form 22 – frmAcct– Maintain Account Numbers
This screen is used to view/modify the list of approved account numbers to be used for the Approved/Unapproved Account
Charges reports.
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Form 23 – frmChargesRpt– Detailed Approved/Unapproved Account Charges Reporting
Criteria
This screen is used as the criteria for the Detailed Approved/Unapproved Account Charges report. The questions on this screen
are used to present the data to the user in a report.
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Form 24 – frmSummChargesRpt– Charges Summarized by Approved/Unapproved Account
Charges Reporting Criteria
This screen is used as the criteria for the Charges Summarized by Approved/Unapproved Account Numbers report. The
questions on this screen are used to present the data to the user in a report.
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Form 25 – frmRef– Maintain Reference Numbers
This screen is used to view/modify the list of reference numbers to be used for the Charges by Approved/Unapproved Reference
Number reports.
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Form 26 – frmRefNumRpt– Detailed Approved/Unapproved Reference Number Reporting
Criteria
This screen is used as the criteria for the Detailed Approved/Unapproved Reference Number report. The questions on this screen
are used to present the data to the user in a report. This screen is also used to view/modify records based on the specified
criteria.
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Form 27 – frmSummRefNumRpt– Charges Summarized by Approved/Unapproved
Reference Numbers Reporting Criteria
This screen is used as the criteria for the Summary Charges Matched/Unmatched by Reference Numbers report. The questions
on this screen are used to present the data to the user in a report.
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UPS Flat File Bill Technical Documentation
UPS Flat File Bill Tool Reports
The following screenshot displays the reports within the tool. Each report will be discussed below.
Report 1 – pkg_detail_summarized_by_ref_no_1 – Package Detail Summarized By
Reference Number 1 (Account Number View)
This report provides key information about each package, including reference numbers 1 and 2, tracking number, UPS service,
and the published and net charges. Each Account Number’s shipments prints on its own page.
Report 2 – pkg_detail_summarized_by_ref_no_2 – Package Detail Summarized By
Reference Number 2(Account Number View)
This report provides key information about each package, including reference numbers 2 and 1, tracking number, UPS service,
and the published and net charges. Each Account Number’s shipments prints on its own page.
Report 3 – ref1_subtotals_by_acct – Subtotal By Reference Number 1(Split By Account
Number)
This report provides summarized information about your shipments, subtotaled by reference number 1.
Each account number will subtotal reference numbers separately.
Report 4 – ref2_subtotals_by_acct – Subtotal By Reference Number 2(Split By Account
Number)
This report provides summarized information about your shipments, subtotaled by reference number 2.
Each account number will subtotal reference numbers separately.
Report 5 – ref1_subtotals_by_Total_Company– Subtotal By Reference Number 1 (Total
Company)
This report provides summarized information about your shipments, subtotaled by reference number 1.
All reference numbers, regardless of which account number they are charged to, will be subtotaled for your entire company.
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Report 6 – ref2_subtotals_by_Total_Company– Subtotal By Reference Number 2 (Total
Company)
This report provides summarized information about your shipments, subtotaled by reference number 2.
All reference numbers, regardless of which account number they are charged to, will be subtotaled for your entire company.
Report 7 – AddressCorrections – Address Corrections
This report provides detailed information about packages that received an address correction. The original address and the
corrected address are provided for each package.
Report 8 – rptResCommAdjustments – Residential / Commercial Adjustments
This report provides information about all packages with incorrect residential/commercial information. Charges are shown for
residential packages that were shipped as commercial, and credits are shown for commercial packages that were shipped as
residential.
Report 9 – rptServiceLevel – Service Level
This report provides information about your packages summarized at the service level.
Report 10 – rptServiceLevel_GrpByAcctNo – Service Level Group By Account
This report provides information about your packages summarized at the service level grouped by account number.
Report 11 – rptSvcLvl_hist_comparison – Service Level History
This report provides information about your packages summarized at the service level. You can compare one period to another
– for example compare this month to the same month last year. Your historical comparisons are only limited by the data stored
within this tool.
Report 12 – rptSvcLvl_hist_comparison_byAcctNo– Service Level History Group By
Account Number
This report provides information about your packages summarized at the service level and grouped by Account Number. You
can compare one period to another – for example compare this month to the same month last year. Your historical comparisons
are only limited by the data stored within this tool.
Report 13 – rptZoneDist – Zone Distribution
This report provides information about your packages summarized by zone distribution.
Report 14 – rptZoneDist_GrpByAcctNo– Zone Distribution Group By Account Number
This report provides information about your packages summarized by zone distribution and grouped by account number.
Report 15 – rptZoneDist_hist_comp_Rpt– Zone Distribution History
This report provides information about your packages summarized at the zone distribution. You can compare one period to
another – for example compare this month to the same month last year. Your historical comparisons are only limited by the data
stored within this tool.
Report 16 – rptZoneDist_HistByAcctNo_comparison – Zone Distribution History Group By
Account No.
This report provides information about your packages summarized by zone distribution and grouped by account number. You
can compare one period to another – for example compare this month to the same month last year. Your historical comparisons
are only limited by the data stored within this tool.
Report 17 – pkg_detail_summarized_by_ref_no_1 – Package Detail Summarized By
Reference Number 1 (Reference Number View)
This report provides key information about each package, including reference numbers 1, tracking number, UPS service, and the
published and net charges. Each Reference Number’s shipments prints on its own page.
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Report 18– pkg_detail_summarized_by_ref_no_2 – Package Detail Summarized By
Reference Number 2(Reference Number View)
This report provides key information about each package, including reference numbers 2, tracking number, UPS service, and the
published and net charges. Each Reference Number’s shipments prints on its own page.
Report 19 – rptShippingCorrections - Shipping Charge Corrections
This report provides detailed information about packages that received a weight or dimensional correction. The original weight
and the billed weight are provided for each package.
Report 20 – rptChgBacksRef1 - Chargebacks
This report provides information about packages that were shipped by you, but were intended to be billed to the receiver or a
third party. The payer refused charges; UPS has rebilled your account number. Report is sorted by reference number 1.
Report 21 – rptChgBacksRef2 - Chargebacks
This report provides information about packages that were shipped by you, but were intended to be billed to the receiver or a
third party. The payer refused charges; UPS has rebilled your account number. Report is sorted by reference number 2.
Report 22 – rptServiceFees_MiscChgByRef1 - Service Fees and Miscellaneous Charges.
This report provides detailed information about service fees and miscellaneous charges. Report is sorted by reference number 1.
Report 23 – rptServiceFees_MiscChgByRef2 - Service Fees and Miscellaneous Charges.
This report provides detailed information about service fees and miscellaneous charges. Report is sorted by reference number 2.
Report 24 – rptConsolidatedBill - Consolidated Billing Summary.
This report provides summary information about all of your accounts’ billing charges. Use it to compare your UPS Flat File Bill
against the paper Consolidated Billing Summary mailed from UPS.
Report 25 – rptPkgDetailShipmentSummary_rpt - Shipments Summarized By Date and
Shipping Method.
This report provides summarized shipment information by date and UPS shipping method. You may find this report helpful to
compare your billed charges against reports from your shipping system(s).
Report 26 – rptAllCharges_Ref1 – Detailed Charges by Approved/Unapproved Account
Numbers.
This report provides detailed information about charges that were billed to your account number. Report is sorted by reference
number 1.
Report 27 – rptAllCharges_Ref2 – Detailed Charges by Approved/Unapproved Account
Numbers.
This report provides detailed information about charges that were billed to your account number. Report is sorted by reference
number 2.
Report 28 – rptApprovCharges_Ref1 - Detailed Charges by Approved Account Numbers.
This report provides detailed information about charges that were billed to your account by account numbers that exist in your
list of approved account numbers. Report is sorted by reference number 1.
Report 29 – rptApprovCharges_Ref2 - Detailed Charges by Approved Account Numbers.
This report provides detailed information about charges that were billed to your account by account numbers that exist in your
list of approved account numbers. Report is sorted by reference number 2.
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UPS Flat File Bill Technical Documentation
Report 30 – rptUnapprovCharges_Ref1 - Detailed Charges by Unapproved Account
Numbers.
This report provides detailed information about charges that were billed to your account by account numbers that do not exist in
your list of approved account numbers. Report is sorted by reference number 1.
Report 31 – rptUnapprovCharges_Ref2 - Detailed Charges by Unapproved Account
Numbers.
This report provides detailed information about charges that were billed to you by account numbers that do not exist in your list
of approved account numbers. Report is sorted by reference number 2.
Report 32 – rptSummAllCharges – Summary Approved/Unapproved Charges.
This report provides summary information about charges that were billed to your account number. Report is sorted by account
number.
Report 33 – rptSummApprovedCharges – Summary Approved/Unapproved Charges.
This report provides summary information about charges that were billed to you by account numbers that exist in your list of
approved account numbers. Report is sorted by account number.
Report 34 – rptSummUnapprovedCharges – Summary Approved/Unapproved Charges.
This report provides summary information about charges that were billed to you by account numbers that do not exist in your list
of approved account numbers. Report is sorted by account number.
Report 35– rptRefNumAll_Ref1 – Detailed Charges Matched/Unmatched By Reference
Number 1.
This report provides detailed information about all charges that were billed to you, whether Reference Number 1 in the flat file
matches or doesn’t match your list of Reference Numbers.
Report 36– rptRefNumAll_Ref2 – Detailed Charges Matched/Unmatched By Reference
Number 1.
This report provides detailed information about all charges that were billed to you, whether Reference Number 2 in the flat file
matches or doesn’t match your list of Reference Numbers.
Report 37– rptRefNumMatched_Ref1 – Detailed Charges Matched By Reference Number 1.
This report provides detailed information about all charges that were billed to you where Reference Number 1 in the flat file
matches your list of Reference Numbers.
Report 38– rptRefNumMatched_Ref2 – Detailed Charges Matched By Reference Number 2.
This report provides detailed information about all charges that were billed to you, where Reference Number 2 in the flat file
matches your list of Reference Numbers.
Report 39– rptRefNumUnmatched_Ref1 – Detailed Charges Unmatched By Reference
Number 1.
This report provides detailed information about all charges that were billed to you, where Reference Number 1 in the flat file
doesn’t match your list of Reference Numbers.
Report 40– rptRefNumUnmatched_Ref2 – Detailed Charges Unmatched By Reference
Number 2.
This report provides detailed information about all charges that were billed to you, where Reference Number 2 in the flat file
doesn’t match your list of Reference Numbers.
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Report 41– rptSummRefNumAll_Ref1 – Summary Charges Matched/Unmatched By
Reference Number 1.
This report provides summary information about all charges that were billed to you, whether Reference Number 1 in the flat file
matches or doesn’t match your list of Reference Numbers. Report is sorted by type (Matched or Unmatched).
Report 42– rptSummRefNumAll_Ref2 – Summary Charges Matched/Unmatched By
Reference Number 2.
This report provides summary information about all charges, whether Reference Number 2 in the flat file matches or doesn’t
match your list of Reference Numbers. Report is sorted by type (Matched or Unmatched).
Report 43– rptSummRefNumMatched_Ref1 – Summary Charges Matched By Reference
Number 1.
This report provides summary information about all charges where Reference Number 1 in the flat file matches your list of
Reference Numbers.
Report 44– rptSummRefNumMatched_Ref2 – Summary Charges Matched By Reference
Number 2.
This report provides summary information about all charges where Reference Number 2 in the flat file matches your list of
Reference Numbers.
Report 45– rptSummRefNumUnmatched_Ref1 – Summary Charges Unmatched By
Reference Number 1.
This report provides summary information about all charges where Reference Number 1 in the flat file doesn’t match your list of
Reference Numbers.
Report 46– rptSummRefNumUnmatched_Ref2 – Summary Charges Unmatched By
Reference Number 2.
This report provides summary information about all charges where Reference Number 2 in the flat file doesn’t match your list of
Reference Numbers.
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UPS Flat File Bill Data Technical Documentation
UPS Flat File Bill Data Description
The UPS Flat File Bill is a flat file with comma separated values (.csv). It contains 62 columns of billing data per row. Each
column represents a different piece of information that can be directly related to information on a full detail paper bill. See
Appendix A for a complete description of the file format. See Figure 1 below for a snapshot of a sample UPS Flat File Bill.
UPS Flat File Bill Data Delivery
The UPS Flat File Bill is sent via a secure email to one or two customer-designated e-mail addresses. Weekly billed customers
receive their electronic billing files every Monday by the end of the day.
UPS Flat File Bill Data Technical Notes
UPS Hundredweight Service® Shipments
Hundredweight shipments are represented on multiple rows in the UPS Flat File Bill. Hundredweight shipments are described in
a summary row, with subsequent rows describing the individual packages in the shipment. Hundredweight shipments are
identified by the word “Hundredweight” in the Service Description field, and a unique date/time stamp for each row within the
Hundredweight shipment in the Miscellaneous Line 3 field. The date/time stamp can be used to link Hundredweight summary
row with related package detail rows. The package detail rows will show details such as tracking numbers, for the individual
packages in the shipment. The number of rows following the summary row equals the number shown in the Quantity column in
the summary row. Note that “Sender” and “Receiver” fields are populated on the summary row only.
To connect the Hundredweight summary row with its package detail rows, a sort must be performed. First, identify all rows with
the word “Hundredweight” in the Service Description column. Then sort by the column Miscellaneous Line 3 in ascending order
to bring all the Hundredweight shipments together. The secondary sort is by “Quantity” in descending order. This will put the
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summary row as the first record within a shipment or adjustment charge. An optional third sort is by “Tracking Number”, to
show each package in the Hundredweight shipment in tracking number order.
Address Corrections
Charges for address corrections are detailed in rows with “ADC” in the “Transaction Code” field. The UPS Flat File Bill shows
the original customer-entered sender information in the “Sender” fields and the corrected information in the “Receiver” fields. If
there is a correction to Floor Number or Suite/Room Number, the customer-supplied information will appear in the
“Miscellaneous Line 1” field and the corrected information will appear in the “Miscellaneous Line 2” field. The value shown in
the “Net Charges” field represents the charge for the address correction, not the transportation charge associated with the
package.
Residential / Commercial Adjustments
Charges for Residential/Commercial adjustments are detailed in rows with “RES” in the “Transaction Code” field. The UPS Flat
File Bill shows the tracking number and reference numbers (when available) for the package. The value shown in the “Net
Charges” field represents the charge for the residential adjustment, not the transportation charge associated with the package.
Freight Collect and Third Party Charges
Packages billed Freight Collect or Third Party are identified in the “Bill Option” field (refer to Appendix A for specifics on the
codes used in the “Bill Option” field). Note that the “Transaction Code” field for Freight Collect and Third Party billed
shipments is blank (shipping system information is not passed through the UPS billing system).
Shipping Charge Corrections
Charges for Shipping Charge Corrections are detailed in rows with “SCC” in the “Transaction Code” field. The UPS Flat File
Bill shows the customer-entered weight in the “Actual Weight” field and the audited weight in the “Billed Weight” field. The
value shown in the “Net Charges” field represents the difference between the original transportation charges based on the
customer-entered weight and the new transportation charges based on the audited weight.
Effective 9/10/01, Shipping Charge Corrections will be initiated for Hundredweight, Consignee Billing and multipiece
shipments. Shipping Charge Corrections for multipiece shipments will be displayed on the shipment line containing the
shipment’s lead tracking number and the total adjusted net freight. A shipment’s child packages that are affected by the shipping
charge correction will be listed below the shipment line and will contain “Y” indicator with the accessorial charge (i.e. additional
handling, dimensional weight, etc.) In addition, a date and time stamp will link the child packages to the shipment line.
Fuel Surcharges
Fuel surcharges are included in the Total Net Charges for the shipment/package.
Frequently Asked Questions
Frequently Asked Questions are available on the UPS Expense Management Web site at
http://www.ups.com/content/us/en/resources/service/myups/expense_management/index.html.
Technical Support
For technical support, please complete our technical support web form located at http://www.ups.com/forms/email/ffbtech_support?loc=en_US
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UPS Flat File Bill Technical Documentation
Appendix
File Layout
Column
1
2
Field Name
Record Type Indicator
Plan Number
3
Shipper Number
4
Invoice Number
5
6
Bill Date
Invoice Amount
7
Tracking Number
8
Pick up Record Number
9
Reference Number 1
10
Reference Number 2
11
Internet ID
12
Quantity
13
Billed Weight
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Length Definition
1
Always set to 3.
10
The consolidated bill plan number
(alphanumeric).
10
The UPS account number
(alphanumeric). The file is sorted in
shipper number order.
14
The invoice number that would have
appeared on the shipper number’s
paper bill (alphanumeric).
8
The invoice date (MMDDYYYY).
11
The total amount billed under the
invoice number. It will be the same for
all shipments billed on an invoice
number. It is not a running total for the
invoice. (Numeric with 2 decimal
places).
26
-The shipment / package tracking
number (alphanumeric).
-This will be blank for Hundredweight
header records and for charges not
associated to specific shipment/
/packages.
-For Order Supplies (SPL) this field will
contain the order number.
9
The pickup record associated with a
shipment / package (alphanumeric).
This field may be blank.
23
-Identifier (alphanumeric) entered by
the customer as “Reference Number 1”
when a shipment / package is shipped.
-For Order Supplies this field will
contain the return merchandise
authorization number.
-For IBS services this field will contain a
subscription number.
23
-Identifier (alphanumeric) entered by
the customer as “Reference Number 2”
when a shipment / package is shipped.
-For IBS services this field will contain a
subscriber ID if available.
16
-If a shipment / package is shipped
using UPS Internet Shipping, the
internet user identification name or
number appears here (alphanumeric).
-Shipments transmitted via Campus
Ship will contain a user identification if
available.
-On CBS transactions this field will
contain the vendor number.
8
The number of packages associated
with this shipment (numeric).
5
-The weight used to determine the cost
of shipping this shipment / package
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14
Actual Weight
5
15
Weight indicator
1
16
Dimensional Weight indicator
1
17
Oversize 1 indicator
1
18
Oversize 2 indicator
1
19
Zone
3
20
Transaction Code (see definitions below)
3
21
Service Description
24
22
Bill Option
1
23
Pickup Date
8
24
Sender Name
27
25
Sender Company Name
27
26
Sender Street
40
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(alphanumeric). This can be the actual,
dimensional or scanned weight of the
shipment.
-The string “LTR” appears in this field
when the package is a letter envelope
and when the weight value is 0 for
freight transactions. For non-freight
transactions, this field will be blank.
The weight of the shipment as entered
by the shipper (numeric) for freight
transactions. For non-freight
transactions, this field will be blank.
The weight unit of measure for the
shipment (L=lbs. K=kilograms).
If dimensional weight was used to
determine the billed weight of this
shipment / package, the indicator will
be set to "Y", otherwise the field will be
blank.
If the shipment / package was billed
using Oversize 1 or Oversize 3, the
indicator will be set to "Y", otherwise
the field will be blank. (If the package
is billed as Oversize 3 the “Y” indicator
will also display in column 18 (Oversize
2 indicator.)
If the shipment / package was billed
using Oversize 2 or Oversize 3, the
indicator will be set to "Y", otherwise
the field will be blank. (If the package
is billed as Oversize 3 the “Y” indicator
will also display in column 17 (Oversize
1 indicator.)
The 3-digit zone assigned to the origin
destination combination (numeric). It is
used to determine freight charges.
This is a 3-digit code used to indicate
the type of charge being applied for this
row (alphanumeric). A list of
transaction codes follows this table.
A textual description of the 3-digit
Transaction Code in column 20.
indicated.(alphanumeric).
How the charges are being applied to
this shipper (1=Outbound, 2=Collect,
3=Third Party, 4=Chargeback).
-The date the shipment was received
into the UPS system (MMDDYYYY).
-On first line of invoice will contain
invoice date for plan or invoice due
date for shipper.
-On Order Supplies this field will
contain order date.
-On GSR/AGSR this field will contain
contract date.
The name of the person who sent the
package / shipment (alphanumeric).
The company name of the Sender
(alphanumeric).
The street address of the Sender
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UPS Flat File Bill Technical Documentation
27
28
Sender City
Sender State
19
2
29
Sender Zip/Postal Code
6
30
Receiver Name
27
31
Receiver Company Name
27
32
Receiver Street
40
33
Receiver City
19
34
Receiver State
2
35
Receiver Zip/Postal Code
6
36
Receiver Country
2
37
Net Charges
11
38
Incentive
11
39
Declared Value indicator
1
40
Saturday Delivery
1
41
COD indicator
1
42
Additional Handling indicator
1
43
Hazardous Material Indicator
1
44
Early AM Surcharge indicator
1
45
Delivery Confirmation indicator
1
46
Saturday Pickup Indicator
1
47
<Obsolete data indicator>
1
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(alphanumeric).
The city of the Sender (alphanumeric).
The state of the Sender
(alphanumeric).
The postal code of the Sender
(alphanumeric).
The name of the person to whom the
package / shipment was addressed
(alphanumeric).
The company name of the Receiver
(alphanumeric).
The street address of the Receiver
(alphanumeric).
The city of the Receiver
(alphanumeric).
The state of the Receiver
(alphanumeric).
The postal code of the Receiver
(alphanumeric).
The 2-digit country code of the
Receiver (alphanumeric).
The total net charges (gross charges
less incentive amount) for the shipment
/ package (numeric with 2 decimal
places). Includes fuel surcharge.
The discount amount applied to gross
charges (numeric with 2 decimal
places). Note that there are no gross
charges listed in the file. Calculate
gross charges by summing the Net
Charges and the Incentive.
If declared value insurance or flexible
parcel insurance was charged, this field
will be populated with a "Y". Otherwise
this field will be blank.
If a Saturday Delivery charge was
applied, this field will be populated with
a “Y”. Otherwise this field will be blank.
If a C.O.D. charge was applied, this
field will be populated with a "Y".
Otherwise this field will be blank.
If an Additional Handling charge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
If a shipment has Hazardous Material
accessorial associated with it this
column will be populated with a “Y”.
Otherwise this field will be blank.
If an Early AM or Express Plus charge
was applied, this field will be populated
with a "Y". Otherwise this field will be
blank.
If a Delivery Confirmation charge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
If Saturday Pickup was charged, this
field will be populated with a “Y”.
Otherwise this field will be blank.
<This column will always be blank.>
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
Confidential and Proprietary.
Page 46 of 49
UPS Flat File Bill Technical Documentation
48
Extended Destination Surcharge indicator
1
49
Invalid Account Charge indicator
1
50
Delivery Area Surcharge indicator
1
51
Currency Surcharge indicator
1
52
Chargeback Surcharge indicator
1
53
Pickup Fee indicator
1
54
Billing Option indicator
1
55
Consolidated Clearance indicator
1
56
Split Duty Tax indicator
1
57
Export License Verification indicator
1
58
Miscellaneous Line 1
50
59
Miscellaneous Line 2
50
60
Miscellaneous Line 3
50
61
Miscellaneous Line 4
50
62
Miscellaneous Line 5
50
02/16/05 V1.41
If an Extended Destination Surcharge
was applied, this field will be populated
with a "Y". Otherwise this field will be
blank.
If an Invalid Account Charge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
If a Delivery Area Surcharge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
If a Currency Surcharge was applied
this field will be populated with a "Y".
Otherwise this field will be blank.
If a Chargeback Surcharge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
If a Pickup Fee was applied, including
surcharge for SRP,RPS,SBP,UPS,SUP
SDG,FDG this field will be populated
with a "Y". Otherwise this field will be
blank.
If a Free Domicile billing option
surcharge was applied, this field will be
populated with a "Y". Otherwise this
field will be blank.
If a Consolidated Clearance charge
was applied, this field will be populated
with a "Y". Otherwise this field will be
blank.
If the Split Duty and Tax billing option
surcharge was applied, this field will be
populated with a "Y". Otherwise this
field will be blank.
If the Export License Surcharge was
applied, this field will be populated with
a "Y". Otherwise this field will be blank.
-This field will be populated with line
one information from Inserts/Miscellaneous Billing Systems.
-If a lookup surcharge was applied, this
field will contain the customer provided
bill to account number.
-This field will be populated with line
two information from
Inserts/Miscellaneous Billing Systems.
-For Shipping Charge Corrections
(SCC), this column will display as
“LxWxH” (Length x Width x Height).
-This field will be populated with line
three information from Inserts/
Miscellaneous Billing Systems.
-For hundredweight shipments or other
linked transactions, this field will
contain a unique date/time stamp.
This field will be populated with line four
information from Inserts/
Miscellaneous Billing Systems.
-This field will be populated with line
five information from
Inserts/Miscellaneous Billing Systems
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
Confidential and Proprietary.
Page 47 of 49
UPS Flat File Bill Technical Documentation
-If “Promotional Discount Applied”
quoted text will appear in this column.
-If Additional Handling was charged,
description text will appear in this
column.
-If OCR Date of Request will populate.
UPS Flat File Bill Transaction Codes
Transaction Codes
ADC - Address Correction
ADJ – Adjustment
ARS - Authorized Return Service
ASD - Air Shipping Document
ASR – ASR Charges Not Billed
CBS - Consignee Billing System
CEF - Credit Extension Fee
COD - Collect On Demand
CTG - Call Tag
CTR - Call Tag Refund
CW2 – Hundredweight (Shipping Doc)
CWT –Hundredweight (Pickup Book)
DCO - Delivery Confirmation
ESC - Economy Service Charge
IBS - QVN Ship Notify
IBS - QVN Delivery Notify
IBS - QVN Exception Notify
ISS - Internet Shipping System
GCC – Global Consolidated Clearance
LPF – Late Payment Fee
GSR - Guarantee Service Refund
HAZ - Hazardous Material
IBS - Ship Notification Charge
IBS - Inbound Subscription
IBS - Inbound Delivery Sub
IBS - Inbound Delivery Comp
IBS - Inbound Notify Comp
IBS - Inbound Delivery Usage
IBS - Inbound Usage Fee
MAN - Manifest
MAN – Mail Logic Ground
MIS - Miscellaneous Charge
MPF - Manual Processing Fee
NPB - Not Previously Billed
OTP - One Time Pickup
OCR – On Call Pickup (U.S. only)
OCA – On Call Air P/U Adj. (U.S. only)
OCP – On Call Grnd or 3DS P/U Adj.
(U.S. only)
IBS - Ship Notification Fax
IBS – Ship Notification Email
IBS - Inbound Return Fax
IBS - Inbound Return Email
IBS - ROW Subscription
IBS - Outbound Exception Sub
IBS - Outbound Exception Comp
IBS - Outbound Exception Usage
02/16/05 V1.41
DCS - DCS Charges Not Billed
DCR – DCR Charges Not Billed
ANS - ANS Charges Not Billed
DNS - DNS Charges Not Billed
IDD – Invoice Date
IBS - ROW Com
IBS - ROW Usage
IBS - Outbound Subscription
IBS - Outbound Notify Comp
IBS - Outbound Usage
POD - Proof of Delivery
RES - Residential Adjustment
RSV - Return Services
RSL – Return Service Label
RTS – Basic RTS
SAT– Saturday Charges Not Billed
SPU – Saturday Pickup Surcharge
Adjustment
IBS – Outbound Delivery Sub
SRB - Standard Recording Book
IBS – Outbound Del Comp
SVC - Service Charge
IBS – Outbound Delivery Usage
SAI - Sonic Air
SCC - Shipping Charge Correction
UPS TradeAbility
SCC – CBS- Shipping Charge
Correction
ITL – DocGenerator
SPL – UPS Order Supplies Supply
ITL – Import Compliance
SAI - Sonic Air
ITL – Export License Detector
TAX – Tax
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
Page 48 of 49
Confidential and Proprietary.
UPS Flat File Bill Technical Documentation
ITL – Landed Cost
ITL – Denied Party Screening
ITL – DocGenerator
ITL – Import Compliance
ITL – Export License Detector
ITL – Landed Cost
ITL – Denied Party Screening
02/16/05 V1.41
GST – Tax
HST - Tax
WWS - Worldwide Services
VOD – Voided Shipment
Copyright © 2003 United Parcel Service of America, Inc. All Rights Reserved.
Confidential and Proprietary.
Page 49 of 49