Tips for using UPS or Fedex Shipping and Freight Software with DBA


Both UPS and Federal Express have a variety of excellent software solutions that can easily be used in conjunction with DBA Next Generation.  Very little information needs to be passed between DBA and any of their software and internet shipping solutions.  In fact, we prefer that the experts handle the majority of the shipping and freight information and DBA handles all of your manufacturing needs.  We have included some tips on how to export your shipping contact info out of DBA and how to process your shipments.



DBA Shipping Screen 

 

 

 

 Set up Ship Methods in DBA

 

Go to Sales - Sales Setup - Ship Methods

 
  • You can setup a generic description for UPS or Fedex.  This will print the ship method and shipment description on your DBA Packing List and Invoice.  The specific freight detail will be on the UPS or Fedex generated documents.  We recommend you let UPS and Fedex be the governing system for the details.
  • Optionally, you could setup the various types of Methods each UPS and Fedex offer for reference. 
 

Not Required in DBA:  Total Weight, Total Volume, or Ship Zone

 
  • DBA stores weight and volume information against each item (Item - Detail - Dimensions - Shipping and Packing).  The cumulative total for a shipping order is calculated and presented for reference in the Total Weight and Total Volume entry fields.  This is for reference only and does not break the info out in a line item basis.
  • Ship Zones (optional):  Defining the freight charges by a custom formula based on weight, volume and user defined ship zone was designed for companies that use their own delivery trucks or use a local carrier that has special rates.  This can be a flexible solution for many companies.  You can also setup a situation where you charge a shipping and handling fee that covers your expected freight charges and builds in some cushion.  You can choose to bill your customers shipping and handling rates for user defined zones and weights.
  • Do not attempt to calculate the freight  for UPS or Fedex inside DBA using formulas.  
  • We recommend you enter all weights and freight calculations inside the UPS and Fedex systems.  They have excellent tools on both the internet and desktop to handle this. 
 

Information you need to enter in UPS or Fedex System from DBA

 
  • Customer Name, Contact and Delivery Address 
  • Items to be shipped
  • Dimensions and Weights (does not need to be stored in DBA)
  • Sales Order Number or Invoice Number for reference (optional) 
 

Once shipment is made:  Info to enter into DBA

 
  • Freight charge amount.  This will allow you to present the freight charge on your DBA Invoice.  
  • Trace ID - Tracking Number (not required).  You may want the UPS or Fedex tracking number stored in DBA for reference.  However, all tracking of shipments should be done through the UPS or Fedex software.  There are excellent internet tools for both internal use and customer self tracking.
  • You may want to store the number of packages and weights based on the UPS/Fedex paperwork for reference purposes (not required). 
 

Accounting Considerations on Freight Charges

 

You have some flexibility in how you handle your freight charges.  You can choose to enter a rate exactly equal to your UPS/Fedex charges.  You may also wish to add a premium to these charges (ie shipping and handling).  From an accounting perspective, when you invoice your customer for freight a debit will be made to AR and a credit to Shipping Charges Income Account.  When you pay your bill to UPS/Fedex you will assign the payment to the same Shipping Charges Income Account (contra expense).  If your freight amount invoice exceeds the payment amount to UPS/Fedex you will recognize a gain, if they are equal it will wash, and if your invoiced amount is less than your payment a loss will occur.  

 

Exporting your Customer Shipping Addresses from DBA

 

When first setting up your system you may want to export your Customer shipping addresses in the UPS or Fedex Address books assist in the integration.  

 
  1. Go to File - Administrator - Data Export
  2. Select Custdel table
  3. Choose .xls spreadsheet
  4. Place check next to fields you wish to export (Step 4 of 7).  Obtain these fields from UPS.
  5. You can optionally save this format by selecting the Specifications button (Step 4 of 7).  This would allow you to call up and run this same export at a later time.  You could use this to batch update your UPS address book.
  6. Save the spreadsheet to your desktop
  7. Proceed with import into your shipping application