Quantum View sm Manage User Guide

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1 Quantum View sm Manage User Guide Version 1.0 January 2004 Copyright 2004 United Parcel Service of America. UPS, the UPS brandmark, and the color brown are trademarks of United Parcel Service of America, Inc. All rights reserved.

2 Table of Contents Table of Contents Overview 3 Introduction 3 Other Quantum View Services 3 System Requirements 4 Enrollment 4 Logging In 4 Navigation 5 Administration 7 Edit Company Information 7 Create a User/administrator 7 Assign Privileges 8 Remove/suspend privileges 9 Search for a User 9 Views 10 Outbound 10 Inbound 12 Alternate Billing 13 Package Detail 14 Filters 16 Apply a Filter 16 Download 18 Download and Save Info Package Info 19 Custom Views 20 Create a Custom View 20 Edit/Delete a Custom View 21 Search 22 Search for a Package 22 Setting Alerts 23 Set Outbound Alerts 23 Set Alternate Billing Alerts 23 Set Inbound Alerts 24 Failure Notification 24 Technical Support 25 Glossary 26 2

3 Overview Overview Introduction Quantum View is a suite of UPS services that proactively provide you with greater visibility for UPS shipments. Visibility can help you improve the performance of virtually every function in your business customer service, sales, accounts receivable, inventory management, and more. The Quantum View portfolio includes Quantum View sm Data, Quantum View sm Notify and Quantum View sm Manage. IMPORTANT: All information contained within Quantum View Manage is confidential and proprietary information which is the property of UPS. As a result, the Quantum View Manage Company Administrator for which you request access must be an employee of the company (or its subsidiaries). The newest member of the Quantum View family of visibility services, Quantum View Manage is a Web-based application that enables multiple users within your organization to quickly and easily view, download, and share up-to-date information about the status of all your UPS shipments from any computer connected to the Internet. There is no charge to use Quantum View Manage. With Quantum View Manage, you can quickly and easily: View package status information for three different shipment types Outbound, Inbound, and Alternate Billing (Freight Collect, Consignee Billing, Third Party Billing) View package status information for multiple UPS account numbers Create custom views of package status information using more than 80 different pieces of information (data elements) View both Summary and Detailed package status information Search, Sort, and Filter package status information Download and package status information Other Quantum View Services Quantum View Data (currently named Quantum View Inbound and Quantum View Outbound) provides hourly updates about your inbound and outbound packages in a secure Web environment. With Quantum View Data you can see the UPS packages being sent to you by multiple vendors and packages you ship using your UPS Accounts. Quantum View data is available in CSV (comma separated values), flat file, or XML file formats for import into your internal systems or a variety of spreadsheet or database software applications. Quantum View Notify allows you to request that UPS send s to as many as five recipients (e.g. receivers, third parties, yourself) with information about the status of UPS shipments. 3

4 Overview System Requirements To access Quantum View Manage, you will need a computer connected to the Internet. Quantum View Manage is compatible with Netscape Navigator versions 4.7 through 6.2 and Microsoft Internet Explorer version 4.0 with Service Pack 2 (Active X enabled), and higher. Enrollment You will have visibility on all UPS shipper numbers that were provided to your Account Executive at the time you enrolled in Quantum View Manage. To add any additional UPS shipper numbers for visibility with Quantum View Manage, contact your Account Executive for assistance. Note: When logging into Quantum View Manage for the first time, the Quantum View Manage Company Administrator and each user will be required to agree to the terms and conditions of a UPS Click Wrap license agreement. Additionally, you will be prompted to change your password. Logging In Upon enrollment, you received two separate s containing a link to the Quantum View Manage site: An containing the Quantum View Manage Company Administrator User ID An containing the Quantum View Manage Company Administrator Password Each time you access Quantum View Manage you will be required to login with a valid User ID and Password. Your User ID and Password will identify you as an active user of Quantum View Manage. Once you have logged in, your personal preferences will be recognized by Quantum View Manage and you will be ready to proceed. 4

5 Overview If your User ID and Password are incorrect, you will see an error message. Verify your User ID and Password and try again. If you are still unable to access Quantum View Manage, click Forgot Password to enter your User ID and address to have a temporary Password sent to you via or contact Customer Support at for assistance. Note: We strongly encourage that you add Quantum View Manage to your internet browser s Favorites (Internet Explorer) or Bookmarks (Netscape Navigator) list in order to quickly navigate and find the Quantum View Manage login screen. Navigation All navigation within Quantum View Manage is located in the left yellow menu bar of your screen. You can navigate into the UPS Web site at all times with the buttons and tabs located in the top portion of your screen. However, it is important to note that navigation links into the Quantum View Manage Web site are not available from UPS.com. 5

6 Overview Navigation Filter Path As you refine your display results, your navigation is tracked through a Filter Path. Within any View, the Filter Path is available. The Filter Path shows active links of how your displayed results have been filtered and allows you to navigate backwards. Help A comprehensive Help section is available at your fingertips. Help is available on a variety of topics including submenu items and Frequently Asked Questions. 6

7 Administration Administration With the administration section of Quantum View Manage, you can: Edit your company information Create additional user(s) and/or administrator(s) Assign Privileges (allows you to control which users have access to Outbound, Inbound and Alternate Billing shipment information) Search for a user and/or administrator Edit your Company Information This section allows you to edit information such as your company name, address and primary company contact information. Create a user and/or administrator 1. Select Administration from the left navigational tool bar 2. Verify the Company Information 3. Select Create User/Administrator 4. Fill in the User/Administrator information Required fields are: User Name User ID Address (street address, city, state, postal code and country) Address Phone Number Note: Indicate a Company Administrator by checking the box at the bottom of the screen to assign all privileges to all services 5. Click 6. Click Assign Privileges beneath the applicable section Select only the account number(s) you wish the user/administrator to have access to 7. Select 7

8 Administration Assign privileges Manage Services allows you to assign privileges to Outbound, Inbound Location ID and Alternate Billing for various users. To assign privileges from the Manage Services screen 1. Click Assign Privileges beneath the applicable section Note: At this time, the only privileges available are Outbound, Inbound Location ID and Alternate Billing. Inbound Receiving Address and Brokerage will be available later this year. 2. Select only the account number(s) you wish the user/administrator to have access to 3. Select 8

9 Administration The Manage Services screen will confirm that the privileges assigned to the user are active. The Suspend Privileges link appears on the Manage Services screen after privileges have been assigned. You may use this link to remove or suspend privileges to Outbound, Inbound and Alternate Billing visibility for a user. Notice that privileges for this user and service become Inactive and the link to suspend privileges now reads Unsuspend Privileges view (Outbound, Inbound LID, Alternate Billing,). Remove or suspend privileges 1. Select Suspend Privileges beneath the applicable section. Search for a user and/or administrator 1. Select the criteria you would like to search, by using the pull down menu to select User Name or User ID 2. Select the search criteria, by using the pull down menu to select Contains, Starts With or Equals 3. Click the Checkbox to search only administrators 4. Enter the word or phrase you are searching 5. Select Optional search criteria are available on the lower portion of the screen. Search for an account number or LID in a selected view. Note: Anytime you want to make changes to a particular user s privilege set, you must use the search functionality to find that user s information within the system. 9

10 Views Views There are three standard views to see shipment data: Outbound Inbound Alternate Billing All views display 15 days of shipping history (for Inbound 7 future days and 8 historical days) and the last updated time and date. All column headers in the Detail table allow you to sort the list of information by that particular data element. HINT: Many of the data elements available in the Outbound Summary view are blue in color and underlined on your screen. These data elements indicate your ability to see the Outbound detail. A help section is available by selecting the Help link available at the top right corner of the Summary box. The Help section outlines: How to Apply Filters to Package Information How to Edit Filters How to Remove or Clear All Filters How to Download Package Data How To Package Detail Information How to Customize Outbound Outbound information reflects those shipments that are manifested and/or billed to your account. 10

11 Views The Tracking number is the only clickable data item in the detail view. Clicking on the tracking number allows you to link to additional information regarding the Outbound Package Detail The standard Outbound Detail includes the following data elements: Tracking Number/Package Reference Number Manifest Date/ Scheduled Delivery Date UPS Service Ship to Name/City, State Weight/Status Exception Description (if applicable) Exception Resolution (if applicable) 11

12 Views The Tracking number is the only clickable data item in the detail view. Clicking on the tracking number allows you to link to additional information regarding the Inbound Package Detail Inbound Inbound information reflects those packages shipped by your vendors or suppliers in which you are the recipient. The Summary Inbound view displays shipments by scheduled delivery date for 7 consecutive delivery dates into the future, except for Sundays (UPS does not deliver packages on Sundays). To quickly drill down to a pertinent group of packages and view their status in the detail view, click on any of the blue, underlined data elements. By clicking on any Location underlined link, you may review Inbound packages that have already been delivered to that particular location. The standard Inbound Detail includes the following data elements: Tracking Number/Package Reference Number Manifest Date/ Scheduled Delivery Date UPS Service Shipper Name/City, State, Country Weight/Status Exception Description (if applicable) Exception Resolution (if applicable) 12

13 Views The Tracking number is the only clickable data item in the detail view. Clicking on the tracking number allows you to link to additional information regarding the Alternate Billing Package Detail Alternate Billing The Alternate Billing Summary view displays: UPS Account # Third-Party Freight Collect Consignee Billing Total Number of Packages The standard Alternate Billing Detail includes the following data elements: Tracking Number/Package Reference Number Manifest Date/ Scheduled Delivery Date UPS Service Shipper Name/City, State Ship to Name/City, State Weight/Status Exception Description (if applicable) Exception Resolution (if applicable) 13

14 Package Detail Package Detail The Package Detail information can be viewed by clicking on the Tracking Number within any View. View Package Progress allows you to see how your package has traveled through the UPS system. By clicking on the link, package movements will be added at the bottom of your screen (next page) 14

15 Package Detail Additional Package Information is also available within the Outbound Package Detail screen. If you select View Package Progress, package scan activity will be listed below the Additional Package Information section of your screen. To view Proof of Delivery, simply click on the Proof of Delivery link in the Package Progress portion of the screen. A new window will appear with signature, if available. 15

16 Filters Using Filters Filters are available in each view to help you quickly drill down to the information that s most relevant to you. You can apply multiple filters to view information pertinent to you. 1. Select the filter from the pull down menu beneath Filter Packages By and select. As you refine your display results, your navigation is tracked through a Filter Path. Within any View, the Filter Path is available. The Filter Path shows active links of how your displayed results have been filtered and allows you to navigate backwards. To Apply a Filter 1. Select a filter type in the Filter Packages by drop-down menu on the main view. 2. Select 16

17 Filters NOTE: All filters values are dynamically generated based on current information. You will only see information that actually pertains to your current packages in the UPS system. By default, all applicable filter values are selected. Deselect any information you do not wish to see by clicking the checkboxes for either: The account number(s) you do not wish to see The manifest date(s) you do not wish to see The scheduled delivery date(s) you do not wish to see The delivery date(s) you do not wish to see 3. Select which filter values you want to include in your view. By default all options are viewable. When selecting a filter you have the choice to deselect an option to refine your view. You will only see filter values that are applicable to your current data. 4. Select Once a filter is selected, the Filter Path to the right of the button will update showing all filters applied. To add additional filters, repeat the process. 17

18 Download Download At any time, you may download and save the information you are viewing. Hint: You may want to set up a folder on your hard drive to save future downloads Download and save information 1. Select the Download link under the Detail box. 2. Select Save from the File Download box 3. Select a location where you will save the CSV file on your computer. 4. Save the file with the default name or with your chosen file name The file name is defaulted to the view name and the current date (MMDDYY). Data elements in the CSV file are organized consistent with your view. 18

19 At any point you can information you are viewing at the time. The link is next to the Download and Customize links in the Detail box. When you drill down to package detail, you have the option to or print the results. package information 1. Select the link in the Detail box. 2. Select as many as 20 packages to include in your from the Package Detail screen 3. Select Hint: Before you send an , perform all desired filtering. That way, the package list will be greatly reduced. The next screen, allows you to: Enter up to three recipients Type a message of up to 150 characters Indicate whether you want to be notified if there is a failure in e- mail delivery Important: Proof of Delivery, including signature, cannot be ed. The will come from a UPS account and will contain the following data elements: Tracking number Manifest Date Delivery Date UPS Service The status of each package Alternately, you may details about a specific package. From the Package Detail screen, select the link at the top of the page. 19

20 Custom Views Custom Views You can create and save a customized view of the detail table for any of your views (Outbound, Inbound, Alternate Billing) with just the information (data elements) pertinent to your needs. Note: The standard elements will already be included in your view. The order of the elements in the included box will be the order in which your columns appear. You can change the order by using the and. You can see how your view will look at the preview section below the elements list. Create a Custom View 1. Select Custom Views on the left navigation bar 2. Select Create a Custom View under Custom Views on the left navigation bar 3. At the next screen, select the view (Inbound, Outbound, Alternate Billing) you would like to customize 4. Select 5. On the next screen, name your view in the Enter View Name box 6. Choose the Package Elements you want to see in your view by pushing them to the right of the screen with the button. Remove any package elements you do not want to see in your customized view by pushing them to the left of the screen with the button. 7. View your custom view in the Preview section at the bottom of the screen 8. Select 20

21 Custom Views Edit or Delete a Custom View Select Custom Views on the left navigation bar Select Edit or Delete next to the Custom View name A help section is available in a separate pop-up window by selecting the Help link available at the top right corner of the Customized Views box on the Custom Views screen. The Help section outlines: How To Modify an Existing Custom View How To Delete a Custom View How To Switch Your Custom View 21

22 Search Search The search function allows you to search for a particular package or group of packages by data elements you may know, rather than requiring a tracking number. Search for a particular package or number of packages 1. Select Search from the left navigation bar 2. Enter your search information 3. Indicate the view you would like to search (Outbound, Inbound, Alternate Billing), by using the pull down menu beneath Search 4. Select a search option from the pull down menu beneath Search by to choose one of the following criteria: a. Tracking Number b. Ship To State c. Ship To Postal Code d. Ship To Name e. Package Reference No. 1 f. Package Reference No. 2 g. Shipment Reference No Enter the value to be searched Values can be numeric, alphabetic, and alphanumeric. For a broader search enter the first few letters or numbers of a value. 6. Select 22

23 Setting Alerts Setting Alerts You can set alerts to be proactively notified via of exceptions and deliveries. Alerts are set by account number or Location ID. For Outbound and Alternate Billing views, available alerts are Exception Alerts and Delivery Confirmation Alerts. For Inbound view, Exception Alerts are available. Note: In selecting all alerts, up to three recipients are eligible to receive each type of notification. Set Outbound Alerts 1.Select Outbound View from the left navigation bar. 2.Select Outbound Alerts from the left navigation bar. 3.Select the Alerts you want to receive by clicking the appropriate checkbox 4.Select Edit to enter a recipient address 5.A pop-up window will appear where you can enter the recipient addresses. Click to save the recipient addresses and close the pop-up window. 6.Click Set Alternate Billing Alerts 1. Select Alternate Billing View from the left navigation bar. 2. Choose Alternate Billing Alerts from the left navigation bar. 3. Select the Alerts you want to receive by clicking the appropriate checkbox 4. Select Edit to enter a recipient address 5. A pop-up window will appear where you can enter the recipient addresses. Click to save the recipient addresses and close the pop-up window. 6. Click 23

24 Setting Alerts Set Inbound Alerts 1. Select Inbound View from the left navigation bar 2. Select Inbound Alerts from the left navigation bar 3. Select Exception Alerts by clicking on the checkbox 4. Select Edit to enter a recipient address 5. A pop-up window will appear where you can enter the recipient addresses. Click to save the recipient addresses and close the pop-up window. 6. Click Failure Notification By default, Quantum View Manage will notify you if a problem is encountered with one of the recipient addresses with a Failure Notification. If you do not wish to be notified when there is a problem with a recipient address, uncheck the box next to Send notification of address failure. A help section is available by selecting the Help link available at the top right corner of the Select Alerts box on the Alerts screen. The Help section outlines: How To Set an Alert How To Modify an Alert How To Cancel an Alert 24

25 Technical Support Technical Support Technical support is available by phone at Phone support is available: Mon-Fri 6:30 am to Midnight (EST) Sat 8:00 am to 8:00 pm (EST) Sun & Holidays 9:00 am to 7:00 pm (EST) To a support question, access UPS Technical Support at: 25

26 Glossary Glossary UPS Account Number An account number assigned by UPS to a shipper for billing purposes. Alerts Notifications sent by informing you of confirmed deliveries and exceptions. Alternate Billing View Allows user to view up to 15 calendar days worth of package status information for all shipments billed via Freight Collect, Consignee Billing, or Third Party. Summary data and/or package level detail is available for up to 99 UPS shipper numbers. Bill-To Account Number The account number a shipment is billed to. Consignee Billing - An alternative billing option, in which UPS bills shipping charges to the consignee. UPS accepts shipments for Consignee billing as long as the consignee has a valid UPS account number and has agreed to accept the charges. This is a contractual service for high-volume receivers. Date Delivered The date of confirmed delivery. Delivered The number of packages confirmed for delivery. Delivery Confirmation Alerts A scheduled daily notification containing an aggregated view of all deliveries in the last 24 hours. Each will contain up to 20 delivered packages. You will be required to choose a scheduled time to receive daily notifications. Exception Alert An notification sent each time an exception occurs that changes the scheduled delivery date for any given package. Exception Description A description explaining the reason for a rescheduled delivery. Exception Resolution A description of the resolved delivery actions as a result of the rescheduled delivery. Exceptions The number of packages delayed, resulting in a change of the original scheduled delivery date. 26

27 Glossary Filter Allows you to refine your display results. Filter Path Shows active links for how your displayed results have been filtered and allows you to navigate backwards. Freight Collect UPS bills shipping charges to the receiver. In Transit The number of package within UPS possession. Inbound View - Allows user to view up to 7 calendar days worth of package status information for any shipment sent to you from another party. Summary data and/or package level detail are available for up to 99 Location IDs. (Note: physical locations may be assigned more than one Location ID). Location ID A unique identifier referring to a specific shipping/receiving location. (Note: physical locations may be assigned more than one Location ID). Manifest/Void Manifest: The number of packages processed for UPS delivery. Void: The number of shipments that were created and billed to your UPS Account, but never shipped due to a voided transaction. Manifest Date The date a shipment is processed within the UPS system. Out for Delivery The number of packages in route for delivery. Outbound View - Allows user to view up to 15 calendar days worth of package status information for any shipment sent from you to another party. Summary data and/or package level detail are available for up to 99 UPS shipper numbers. Package Status Delivered, Exception, In Transit, Manifest, Void Scheduled Delivery Date The date of scheduled delivery Ship To Name The name of the recipient to whom your shipment is being sent. Ship To Address The address where your shipment is being sent. Ship To City/State The city and state where your shipment is being sent. 27

28 Glossary Shipment Charge Type - Freight Collect, Pre-paid, Third Party Billing. Shipper Name & Address - The name and address of the party processing the package for shipment. Signed By Name of the recipient who received and signed for delivery. Status The status of a packages movement within the UPS system (i.e. In Transit, Manifest, Delivered). Third-Party The number of packages outsourced to another company hired to manage your supply chain. Tracking Number A number automatically assigned to your package by UPS to identify and trace its movement through the UPS system to its destination. UPS Service Inclusive of all domestic and international UPS services Weight The weight of the package in pounds. 28

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