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Exporting UPS tracking to EVO-crossware required? (Read 11040 times)
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Exporting UPS tracking to EVO-crossware required?
06/19/14 at 05:37:36
 
We had our UPS tech reps in last week to help with some importing and exporting of information between EVO and UPS. The UPS import is working well and we have not had any problems.
When the UPS tech was working on the exporting of data from UPS to EVO he stated we couldn't do a straight export because of the logic that was involved.
Reference: https://evoerp.com/wiki/index.php?title=Evo/DBA_Shipping_information_to_UPS_%26_
pass_freight_%26_Tracking_number_back
 
My question is this: Is it required to have a 3rd party software like UPS Crossware setup to perform this export operation, or is their something simple my UPS tech missed? Shocked
 
I know this topic has been discussed a couple of times in the past but most discussions were from 2005. Both EVO and UPS Worldship have been updated since then.
-Mike
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #1 - 06/19/14 at 08:01:30
 
We set this up in 2005, and the same method works now with current WorldShip, DBA, and Win 7.  No external software is used.
 
First set up the ODBC database (Control Panel, ODBC...)
 
In UPS Worldship, create an export map like this:
 
Field Mappings:
 
     WorldShip Field (Container::Field)
           ODBC Data Source Field (Table::Field)
 
     Package::Tracking Number
           BKARDESC::BK_DESC_NOTES
     Shipment Information::Service Type
           BKARDESC::BK_DESC_NOTES
     Shipment Information::Void Indicator
           BKARDESC::BK_DESC_NOTES
     Shipment Information::Collection date
           BKARDESC::BK_DESC_NOTES
     Package::Reference 2
           BKARDESC::BK_DESC_NUM
 
Still in Worldship, set up Auto Export, Export after shipment processing for this export map.
 
When you enter a shipment, DBA SO number goes into UPS shipment reference field 2 (this could be changed in above map)
 
Result in DBA Classic notes looks like this:
1Z6566X90156041201  UPS  Next Day Air   20140618
 
I do have two problems that I'd really like resolved:
 
The Evo wiki ( https://evoerp.com/wiki/index.php?title=Evo/DBA_Shipping_information_to_UPS_%26_
pass_freight_%26_Tracking_number_back ) explains that the note should start with Tracking #.  I can't find a way to put text at the beginning of the exported note.
 
The note is only in DBA classic note form.  It can't be edited in Evo if you're using Evo Notes.  This is the only thing that makes us still have to use DBA classic.
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #2 - 07/23/14 at 10:36:48
 
Depends on what you are trying to do I guess. We currently have a customer that we drop ship for that requires a UPS tracking # on an ASN transmitted through EDI. We currently have Worldship set up to export the tracking # to the table ISSOBOX, field ISSO_BOX_TRACK. Once the order is completed and billed the information moves into ISSOHBOX. From there EDI pulls the tracking # from ISSO_BOX_TRACK and adds it to our ASN which is sent out and our customer pulls it into their SAP system.
 
This workaround works in this situation but the drawback is no DBA/EVO forms seems to be able to read the ISSO_BOX_TRACK field so I can't customize a form to include it. If our customer calls looking for a tracking # I have to go in through Pervasive and export the entire ISSOHBOX table and search the info through Excel.
 
Unless I am missing something obvious it would seem that DBA and/or EVO are not set up to handle tracking #s with any semblance of elegance.
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #3 - 07/23/14 at 17:01:52
 
The update released in June 2014 uses a field in the sales order header BKAR.INV.TRACK that is populated in SO-E and passes to the invoice header during invoice posting.  This field and the BKAR.INV.SHPVIA can be printed on any of the sames forms.  The Wiki instructions need to be updated to reflect this new location for the tracking information.
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #4 - 07/24/14 at 07:54:03
 
Excellent. Thanks Lynn. It would be nice to see the Wiki updated but in the meantime I'll play around with this. Should be very helpful and make it much easier for our customer service reps to get the info to our customer in a more efficient manner. Thanks again for the heads-up!
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #5 - 07/24/14 at 12:26:39
 
In thinking back to when we were setting this up I remember trying to use the BKAR.INV.TRACK field for my purpose but discovered that a major drawback of UPS Worldship is that it cannot update existing records, only append. This is why we had to use ISSOHBOX, a table we currently don't use for anything else. Worldship will export to this table fine I just have the problem of no readily available visibility.
 
I was digging through the other tables and stumbled across BKARRINV and it was clean and had a tracking # field so for the heck of it I linked Worldship to export the same info (as it exports to ISSOHBOX) to this table as well. Checking in Pervasive it is sending the information there as well so I tried to add the BKAR.INV.TRACK from BKARRINV to our invoice form (T6SOF3) but that didn't work either.
 
Thoughts? Our current method is working fine for exporting the tracking #s via EDI but our customer still calls looking for them sometimes (even though they are supposed to be in their system). I am just looking for a relatively simple way to provide our users some sort of easy visibility.
 
Any ideas?
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #6 - 07/28/14 at 04:24:03
 
Quote from btaylor on 07/23/14 at 10:36:48:
If our customer calls looking for a tracking # I have to go in through Pervasive and export the entire ISSOHBOX table and search the info through Excel.

 
This is another level to your workaround, but there should be no need to export the entire ISSHOBOX box table and search through it. You can connect directly to the table with Excel and make a query to extract the data you want. I can't tell you how to do that, but I know it can be done. I, personally, would use Crystal Reports. You could even get your CS crew Datalink Viewer, which is a low cost application that can update parameters, refresh and read CR files.
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #7 - 07/28/14 at 04:29:15
 
Quote from Lynn_Pantic on 07/23/14 at 17:01:52:
The update released in June 2014 uses a field in the sales order header BKAR.INV.TRACK that is populated in SO-E and passes to the invoice header during invoice posting. This field and the BKAR.INV.SHPVIA can be printed on any of the sames forms. The Wiki instructions need to be updated to reflect this new location for the tracking information.

 
If I'm understanding correctly, the update works to associate a Tracking Number with a Shipment, so that multiple shipments on a single SO get their own TN? We recently set up UPS Online Worldship to import address information, but hadn't done anything with exporting TNs back because of the Classic/Evo Notes situation. It appears that this new process doesn't use the Notes at all, but:
 
Quote from btaylor on 07/24/14 at 12:26:39:
...a major drawback of UPS Worldship is that it cannot update existing records,

 
I believe this is true. So, is the new process helpful to UOW importing? Or is it so far just an improvement for manually entered TNs?
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #8 - 07/28/14 at 04:36:06
 
Quote from Lynn_Pantic on 07/23/14 at 17:01:52:
...passes to the invoice header during invoice posting.

 
So, unposted invoices can't get it?
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #9 - 07/28/14 at 07:10:12
 
Unposted invoices do not exist.  They are still Sales Orders at that point.  The information is in the SO Header and when the invoice is created by posting in SO-G it passed to the invoice.
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #10 - 07/28/14 at 07:24:09
 
Quote from Lynn_Pantic on 07/28/14 at 07:10:12:
Unposted invoices do not exist.  They are still Sales Orders at that point.  The information is in the SO Header and when the invoice is created by posting in SO-G it passed to the invoice.

 
I see what you mean, but we generally only print "Invoices" that are not yet posted to send to the customer, and we would want the TN on those. We only reprint Posted Invoices if someone lost theirs, or to look at some detail not easily obtainable elsewhere.
 
So apparently, whatever you call these "invoices that are not really invoices yet" can have the TN printed on them from the SO header. Then, when the actual invoice is created, that data is passed to the invoice header and, either A) deleted from the SO header so additional shipments can have unique data added, or B) it's left there and overwritten only if new data is entered.
 
?
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #11 - 07/28/14 at 07:32:41
 
It is cleared from the SO header after it is passed to the invoice.
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #12 - 08/08/14 at 09:30:47
 
Quote from David Waldmann on 07/28/14 at 04:24:03:
Quote from btaylor on 07/23/14 at 10:36:48:
If our customer calls looking for a tracking # I have to go in through Pervasive and export the entire ISSOHBOX table and search the info through Excel.


This is another level to your workaround, but there should be no need to export the entire ISSHOBOX box table and search through it. You can connect directly to the table with Excel and make a query to extract the data you want. I can't tell you how to do that, but I know it can be done. I, personally, would use Crystal Reports. You could even get your CS crew Datalink Viewer, which is a low cost application that can update parameters, refresh and read CR files.

 
Thanks David. I was able to open up a connection between the table and Excel but can't seem to see the data. We are actually at the peak of our year for sales so I don't have any time to play around but plan on attempting to refine the process when it slows down in late Oct or Nov.
 
On another note our UPS acct rep was in yesterday and I sat down with him for a while to talk about the setup. Our acct rep is great because he used to be one of the Worldship tech guys for several years before he was promoted to acct rep so he has an incredible amount of tech knowledge and is not just a smiling hand-shaker (as most of the reps tend to be).
 
After our discussion he set it up to have someone from their Crossware tech team contact me sometime next week so we can look into using Crossware to export tracking # to the same table and record we import from after the shipment is processed in Worldship. If you (or anyone else for that matter) are interested in how it works out/possibly implementing it at your facility I would be happy to post back with the outcome in a couple of weeks, good or bad (our rep seems pretty confident that it can be accomplished with minimal effort but as they have separate specialized techs for Crossware outside of the standard Worldship tech crew he wasn't thoroughly knowledgeable of the finer points of Crossware, he only knew the basics).
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #13 - 08/08/14 at 09:39:27
 
We're not currently using Crossware, but would consider it if the desired results can be obtained. Definitely interested in hearing your experience.
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Re: Exporting UPS tracking to EVO-crossware requir
Reply #14 - 08/25/14 at 06:45:25
 
OK so I spent a couple of hours on the phone this past Thursday with a Crossware tech. He banged out some script while we were on the phone and we tested everything. The net result is now after we process a shipment the tracking # writes back to BKAR_INV_TRACK in the same record we import from. I added the BKAR_INV_TRACK field to a couple of forms and now the tracking # is visible on those.
 
I am still exporting tracking # to ISSOHBOX for EDI purposes but now when I want to quickly look up a tracking # for our customer I can pull up a form and see it right there instead of having to export ISSOHBOX, bring it into Excel, and search the Excel file.
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