Cougar Mountain Software Support-cmsShip for UPS

Licensing Agreement and Warranty

At Cougar Mountain Software, Inc., we strive to produce high-quality software at reasonable prices.

We can only do this, however, if our rights as developers are respected. Even though we provide

exceptional software at low prices, we do not consent to unlicensed use of our software.

The software is owned by Cougar Mountain Software or its suppliers and is protected by United

State copyright laws that pertain to computer software and international treaty provisions. A license

is granted for software which is owned by Cougar Mountain Software, while a sublicense is granted

for software which is owned by a third party from whom Cougar Mountain Software has acquired a

license to market the software. Such third party retains all ownership rights in its software. Third

party software may only be used in combination with Cougar Mountain Software with which it is

distributed. A licensed user may make as many copies of the diskettes/CDs as needed for his/her use

on a single personal computer, or in the case of a multi-user version, a single network server but may

not make unlimited copies.

It is strictly prohibited to give copies to another person, or to duplicate the software by any other

means, including electronic transmission. The software contains trade secrets and in order to protect

them you may not decompile, reverse engineer, disassemble, or otherwise reduce the software to

human-perceivable form. You may not modify, adapt, translate, rent, lease, loan, resell for profit, or

distribute the software or any part thereof.

Cougar Mountain Software warrants the original disks/CDs are free from defects in material and

workmanship, assuming normal use, for a period of ninety (90) days from date of purchase. If a

defect occurs during this period, you may return your faulty disk/CD to Cougar Mountain Software.

Cougar Mountain Software will replace it free of charge.

Except for the express warranty of the original disks/CDs set forth above, Cougar Mountain Soft-

ware grants no other warranties, express or implied, by statute or otherwise, regarding the disks/CDs

and related materials. Their fitness for any purpose, their quality, their merchantability, or other-

wise, the liability of Cougar Mountain Software under the warranty set forth above shall be limited

to the amount paid by the customer for the product. Cougar Mountain Software includes sample and

shell company data. In no way do we claim that this data will match your company structure com-

pletely. The shell templates contain sample company account numbers and formats which should be

modified to fit your specific business needs. In no event shall Cougar Mountain Software be liable

for any special, consequential, or other damages for breach of warranty. The Agreement shall be

governed and construed in accordance with the laws of the State of Idaho.

Recognized Trademarks. This manual makes reference to the following trademarks: Microsoft,

Windows, Windows 95, Windows 98, Windows NT, Windows XP, and Windows 2000 are registered

trademarks of Microsoft Corporation. Other brands or products are the trademarks or registered

trademarks of their respective holders and should be treated as such.

Printed in the United States of America

Table of Contents

Chapter 1, Learning About Your Available Resources ...

Using This Guide ...

Document Conventions ...

How This Guide Is Organized...

Where to Find More Help ...

Documentation Help ...

...4

Technical Support...

Training...

..7

Chapter 2, Installing and Setting Up CM Ship ™ for UPS ® ...

..9

Connecting UPS WorldShip to Cougar Mountain ...

Creating the File UPS WorldShip Uses to Import Cougar

Mountain Order Information...

Creating the File Cougar Mountain Uses to Retrieve UPS

Shipping and Tracking Information ...

Correcting the Schema.ini File ...

Enabling Communication Between UPS WorldShip and Cougar

Mountain ...

Identifying Specific Information to Import from Cougar Mountain

into UPS WorldShip ...

Identifying Fields to Export from UPS WorldShip for Retrieval by

Cougar Mountain ...

Matching the UPS WorldShip Export Fields to Cougar Mountain ...

Exporting Automatically from UPS WorldShip ...

Setting Preferences in Cougar Mountain ...

Turn On Automatic Updating of Cougar Mountain with UPS

Shipping Information...

Setting the Default Non-Inventory Code ...

Using Cougar Mountain Ship Via Codes to Determine UPS

Service Types ...

Chapter 3, Shipping Your Products...

Entering a Sale That Will Be Shipped ...

Enter the Transaction in Cougar Mountain ...

Specify Whether the Address Is Residential ...

Attach Shipping Costs to the Invoice ...

CM Ship for UPS

Using This Guide

We assume that you are familiar with Windows ® and know how to use a

keyboard and a mouse. If you need help with these items, refer to the Windows

documentation and help.

Cougar Mountain Software is designed as an accounting tool for business use.

It is designed to meet the accounting needs of a business and assumes the user

has knowledge of business and accounting. If you are unfamiliar with

accounting principles and terms, we recommend you consult a professional

and refer to a general accounting book to become familiar with these terms.

Document Conventions

These conventions are used throughout this manual and are intended to make

the material easier and clearer. Please review all of the conventions that are

used throughout the manual.

Bold Text

Window titles, box names, and anything that appears on the screen or in a

window should be bold. This is only if it is exactly as it appears on the screen

and is used as a title.

„ Select Set Up/Select Company from the Company menu.

„ Click the New button.

„ Enter a name in the Name box.

Italic/User Input

Italics can be used for text that a user should enter or text that appears in a box.

„ Enter Hardwood in the Description box.

How This Guide Is Organized

The section provides a list of chapters within this guide and includes a short

explanation of what material is covered in each. Use this reference to help get a

Cougar Mountain Software

Where to Find More Help

feel for where the information is located and how it is organized, so you can

easily locate and find the information you need.

The core package (Accounting) guide contains the information you need to use

each module included in the software. The add-on user’s guides contain the

information you need to address if you decide to also use one of the add-on

modules.

Learning About Your Available Resources

This chapter contains a general introduction to this guide and some basic

information about the manual organization and where other help can be found.

Installing and Setting Up CM Ship for UPS

This chapter contains an overview of the major features in this add-on, how to

set it up to meet your business needs, and how to specify those selections in

both UPS WorldShip ® and in the affected modules of Cougar Mountain.

Shipping Your Products

This chapter contains the information you need to successfully ship your

packages using CM Ship for UPS and UPS WorldShip.

Tracking Shipments with CM Ship for UPS

This chapter contains information on tracking packages you have shipped

using CM Ship for UPS and UPS WorldShip.

Where to Find More Help

Cougar Mountain is dedicated to providing the greatest amount of assistance

possible to our users to ensure a positive experience. This section describes the

various ways in which you can access the different levels of help available.

CM Ship for UPS

Where to Find More Help

Documentation Help

Along with any printed information you received with your software, you can

find additional help by reviewing the Readme files, accessing the software’s

Online Help system, or reading electronic (PDF) versions of Cougar Mountain

Software documentation. Cougar Mountain Software also offers training

classes at our Boise, Idaho, location and trainers are available to come to your

office or conduct telephone training sessions. Call your account executive at

(800) 388-3038 for more information about the training options available to

you.

Readme Files

Cougar Mountain Software provides text format files that include last minute

changes and technical issues that are not covered in other documentation.

Procedures for locating the Readme files:

1. Configure your computer(s) according to the Cougar Mountain

Installation and Conversion Guide and then install Cougar Mountain

Software as instructed.

2. From the Windows desktop, click Start .

3. Point to Programs .

4. From the Programs menu, point to Cougar Mountain Software .

5. Locate the Readme files on the Cougar Mountain Software menu.

Online Help

Cougar Mountain Software has an online Help system within the software that

focuses on helping the user understand how to accomplish tasks. The online

Help system means that it is connected to the software and can be accessed

while in the software; it is not accessed through the Internet.

To do this...

Do this...

Open the online

Click the Help menu in the software and then

help.

select Contents . You can also access the help

by selecting the question mark button at the right

side of the toolbar.

Cougar Mountain Software

Where to Find More Help

Open the help

Press the F1 key. This will open help specific to

with the

the open and active window.

keyboard.

Open help for an

Most windows in the software contain a Help

active window.

button. Select the button to open help specific to

the active window.

Find a topic.

Use the hyperlinks to navigate through the topics

that are organized based on the organization of

the module menus and menu items.

To search for a specific topic, open the help for

the module with which you need help. Select the

Search button and enter text relating to the topic.

Try different variations if you do not find what you

want immediately. You may also need to try the

search in the help for different modules.

User’s Guide

Cougar Mountain Software includes PDF (Portable Document File) versions

of user’s guides and other documentation that can be opened with Acrobat ®

Reader ® .

Procedures for installing and opening a PDF:

1. Follow the instructions in this guide to configure your computer(s) and

install Cougar Mountain Software.

2. Install Acrobat Reader and manuals by selecting the Install User’s

Guides and Reader option in the Cougar Mountain Software Installation

window.

3. From the Windows desktop, click Start and point to Programs.

4. From the Programs menu, point to Cougar Mountain Software .

5. Point to the Documentation folder, and select the user’s guide you want

to open.

CM Ship for UPS

Where to Find More Help

Technical Support

If you come across a problem or an error message that you cannot resolve, call

our Technical Support Department. Cougar Mountain Software maintains a

full-time Technical Support staff specially trained to solve problems.

Our Technical Support staff has the expertise to efficiently and effectively

answer your questions about installation and operation of the software. You

can receive technical support over the phone from Cougar Mountain Software,

or you can be referred to a Cougar Mountain dealer in your area who can

provide personalized local support. Cougar Mountain Software offers several

annual support contract plans that allow you to get help when you need it.

Information to Gather Before Contacting Technical Support

When you contact Cougar Mountain Technical Support, please have your

support number ready. This is typically your telephone number, with the area

code first. You will also need to know your operating system, the Cougar

Mountain product(s) you have purchased and installed, and the version of the

product if possible. If you are not sure how or where to find out this

information, Technical Support can help.

Contacting Technical Support

Refer to the table in this section for various options available to contact a

Technical Support Specialist for answers to your questions, or solutions to your

software problems. You may also use one of these options to purchase an

annual support contract, which will ensure you get the help you need, when

you need it most.

Support Type:

Contact via:

Purchase a contract

(800) 390-7053

and/or speak with a

Technical Support

Specialist

Email questions to a

techsupport@cougarmtn.com

Technical Support

Specialist

Cougar Mountain Software

Where to Find More Help

Support Type:

Contact via:

Complete the online

www.cougarmtn.com/forms/ae_form.asp

Call Back Request form

to have a Technical

Support Specialist

contact you

For more information

www.cougarmtn.com

on support to products

For more information

Select Help > UPS WorldShip Help in

on using UPS

the shipping window, or call

WorldShip software

(888)553-1118.

Training

While Cougar Mountain Software is a comprehensive business accounting

solution, the information you can get from the software will only be as good as

the information you put in, and the more you know about the software’s

features and functions, the more you will be able to take advantage of all that

the software has to offer. For this reason, we consider training to be a critical

part of the learning process. We offer several different types of training-one or

more are sure to meet your educational needs, time constraints, and budget.

Contact Cougar Mountain at (800) 388-3038 for your training needs.

Online Training

To ensure you get the most out of your accounting software, it is important that

you understand all its capabilities. For this reason, as part of our Software

Assurance program, we include the opportunity for you to participate in e-

learning. This educational resource is offered online through the Cougar

Mountain Customer Service Center (CSC) website. Depending on the

subscription you purchase, you can access a wealth of short presentations on

various features of Cougar Mountain Software. Since these presentations are

accessed online, you can view a topic whenever it is convenient for you and/or

your employees. For more information on this resource, contact your account

executive at (800) 388-3038.

CM Ship for UPS

Where to Find More Help

Classroom Training in Boise

We offer training classes on a regular basis at our corporate headquarters in

beautiful Boise, Idaho. If you have only one or two people to train, this is a

great way to learn all that the software has to offer and how you can use it to its

full potential for your needs. One of the benefits of coming to our training

classes is that you will hear from other users of the software, and that can

remind you of issues that are important to you, as well. Another benefit is that

it removes you from the day-to-day tasks at your own office and allows you to

concentrate more fully on the tasks at hand. You can use this as a powerful tool

to “train the trainer”-once the staff member(s) who attended the training arrive

back home, they can teach other staff members the aspects of the software that

they will need to know.

On-Site Training at Your Business

If you have more than a couple of people to train, you may want to consider

on-site training. In this scenario, one of our professional trainers travels to your

site and works with your employees. One advantage to this type of training is

that you can train as many people as necessary without incurring additional

costs and you can have specific people participate for specific sessions

depending on their job duties. For example, during the training for Payroll,

only those associated with handling your business’ payroll need to be present.

This will enable your company less interruption in daily productivity. Another

advantage of on-site training is that you can work with your own company’s

data and business practices while focusing on the specific needs of your

business.

Telephone (dts) Training

Training can also be done over the telephone. Using desktop-streaming (dts)

technology, you and your employees can work with one of our professional

trainers to focus on whatever specific parts of the software you choose. The

trainer will be able to see your computer screen and you will be able to see

theirs. This way you can work with either your own data or the demonstration

data to learn how to best utilize the software for your business. This is a great

solution if you have one or two modules that are new to you, and you want

thorough training on them without travelling to our training facility or having a

trainer come to you.

Cougar Mountain Software

C H A P T E R

INSTALLING AND SETTING

UP CM SHIP ™ FOR UPS ®

CM Ship for UPS allows you to quickly and easily enter Cougar Mountain sales

information in UPS WorldShip ® . It also allows you to retrieve UPS shipping

and tracking information in Cougar Mountain after the item has been shipped.

The first things you need to do after receiving your add-on are to install it and

set it up to work with your existing software. See the Cougar Mountain

Installation and Conversion Guide for instructions on installing your new add-

on. This chapter contains the instructions for setting it up.

This resource details the settings you need to specify in both UPS WorldShip

and Cougar Mountain. For more information on other settings in Cougar

Mountain, refer to your Accounting user’s guide. For more information on

other settings or options in UPS WorldShip, refer to your UPS WorldShip

documentation.

Connecting UPS WorldShip to Cougar Mountain

Connecting UPS WorldShip to Cougar

Mountain

Once CM Ship for UPS is installed either on the computer with the UPS

WorldShip software or on a network connected to that computer, you must

create the file that UPS WorldShip uses to access Cougar Mountain

information. This allows UPS WorldShip to retrieve customer shipping address

information from Cougar Mountain invoices, saving you the time and potential

errors from typing them twice.

Creating the File UPS WorldShip Uses to

Import Cougar Mountain Order Information

The first step in connecting UPS WorldShip and Cougar Mountain is to create

the import database file. This is the file that UPS WorldShip will use to gather

order information from Cougar Mountain. The flow chart in this section

provides a visual representation of the information flow.

Use the computer on which UPS WorldShip is installed in the following steps

to accomplish this.

First, set up the file UPS WorldShip will use to retrieve the Cougar

Mountain order information:

1. On the computer on which UPS WorldShip is installed:

(Windows 2000) select Start > Settings > Control Panel .

- or -

(Windows XP Pro) select Start > Control Panel .

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

11. Use the Drives drop-down list and the Folders box to locate your Cougar

Mountain installation drive and directory.

If you are operating UPS WorldShip and Cougar Mountain on the same

computer, the Cougar Mountain data is located on a local drive. The

default is C:\CMSACT.

If you are operating UPS WorldShip and Cougar Mountain over a

network, choose the server drive and location where the data is stored.

12. Once you locate and select your Cougar Mountain installation directory,

select the UPS folder.

13. Click OK .

After you click OK , you will return to the ODBC dBASE Setup window.

14. In the ODBC dBASE Setup window, click the Select Indexes button.

CM Ship for UPS

Connecting UPS WorldShip to Cougar Mountain

15. Click ups.mdx in the Indexes box on the right side of the window to

deselect it, and then click it again to select it.

Note You must deselect and then reselect the ups.mdx index from the Indexes box

on the right side of the window even if it is already selected when the window

opens. This is a known Microsoft ® issue.

16. In the Select Unique Record Identifier window that appears, select

UPS_INVNO in the Indexes box and click OK to accept the index and

close the window.

Once you click OK in the Select Unique Record Identifier window, you

will return to the ODBC dBASE Setup window.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

17. Click OK in the ODBC dBASE Setup window to save the new UPS

import data source information.

After clicking OK , you will return to the ODBC Data Source

Administrator window.

You have now created the file from which UPS WorldShip will import Cougar

Mountain order information. The next step of the setup, which assumes the

ODBC Data Source Administrator window is still open, is to create the file

from which Cougar Mountain will import shipping charges and tracking

number information from UPS WorldShip. See “Creating the File Cougar

Mountain Uses to Retrieve UPS Shipping and Tracking Information” on

page 15 for information on this.

Creating the File Cougar Mountain Uses to

Retrieve UPS Shipping and Tracking

Information

The next step in connecting UPS WorldShip and Cougar Mountain is to create

the file from which Cougar Mountain gathers shipping and tracking

information from UPS. This section contains detailed information on how to

create the file that is used to accomplish this.

Note These instructions assume the ODBC Data Source Administrator window is

still visible after creating the file UPS WorldShip will use to import the Cougar

Mountain order information. If this is not the case, follow the first two steps in

“Creating the File UPS WorldShip Uses to Import Cougar Mountain Order

Information” on page 10 to open this window and then continue with the steps

in this section.

The flow chart in this section provides a visual representation of the

information flow.

CM Ship for UPS

Connecting UPS WorldShip to Cougar Mountain

16. After defining all four columns, click OK.

Once you click OK , you will be returned to the ODBC Text Setup

window.

Note You may encounter an error message when you click OK . This is due to a

known Microsoft error, which you can correct by following the steps in

“Correcting the Schema.ini File” on page 21. After making the correction,

click OK again to continue.

17. Click OK to save the new UPS export data source information.

After clicking OK , you will return to the ODBC Data Source

Administrator window, where you can now see both of the new data

sources you just created.

18. Click OK to close this window.

You have now created both shared files: the file that UPS WorldShip will use

to gather Cougar Mountain order information, and the file that Cougar

Mountain will use to gather UPS shipping and tracking information. The next

step of the setup, which is to specify the way these programs will communicate

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

with each other using the UPS Connection Assistant, is addressed in “Enabling

Communication Between UPS WorldShip and Cougar Mountain” on page 22.

Correcting the Schema.ini File

If you encountered an error message when you clicked OK after creating the

text file Cougar Mountain uses to retrieve UPS WorldShip information (see

“Creating the File Cougar Mountain Uses to Retrieve UPS Shipping and

Tracking Information” on page 15), use the instructions in this section to

correct the problem. This is a known Microsoft error.

To correct the schema.ini file:

1. On the Windows taskbar, right-click Start and select Explore to open

Windows Explorer.

2. Navigate to your Cougar Mountain directory (the default is C:\CMSACT).

3. Select the UPS folder.

4. Locate the schema.ini file and double-click to open it.

CM Ship for UPS

Connecting UPS WorldShip to Cougar Mountain

5. Add Char width 255 to the Col1=INVOICE , Col2=TRACKING , and

Col4=VOID lines as illustrated in the above image.

The error message you received when creating the file is due to this

information missing from the schema.ini file.

6. Select File > Save to retain the changes, and then close the file.

Enabling Communication Between UPS

WorldShip and Cougar Mountain

After you create the import and export data sources to share information

between UPS WorldShip and Cougar Mountain, you need to set up the

connection between the two using the UPS Connection Assistant. This section

covers the settings you need to choose in the UPS Connection Assistant to

accomplish this.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

10. The Connection Assistant - Prepare the Map - Step 5 of 5 window will

appear.

Read the information in the window and then select Finish . After you

select Finish , your system may appear to be frozen for a few moments.

This can be due to the amount of shipment data already in the UPS

WorldShip system.

You have now specified how Cougar Mountain and UPS WorldShip will

communicate. In the next section, you can specify exactly what information

you wish to be communicated between the two.

Identifying Specific Information to Import from

Cougar Mountain into UPS WorldShip

Now you need to tell UPS WorldShip where to get information from Cougar

Mountain about your shipments. These instructions assume you selected

Finish in the Connection Assistant - Prepare the Map - Step 5 of 5 window.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

This section shows you how to select the specific pieces of information that

will be imported from Cougar Mountain into UPS WorldShip. This is

necessary so that UPS WorldShip can automatically use any Ship Via Codes

you have set up in Cougar Mountain (see “Using Cougar Mountain Ship Via

Codes to Determine UPS Service Types” on page 54).

First identify the primary key for the import file using these steps:

1. In the Edit ‘CMSExport’ import map window, select UPS_INVNO

from the list on the left side of the window.

2. Select the Define Key button to identify the UPS_INVNO field as the

unique key for the transaction.

Once you specify the key, the key icon appears to the left of the field in the

list.

Next you will connect the fields on the left side of the window (ODBC

Tables) with those on the right side of the window (WorldShip Fields) to

create the field mapping.

CM Ship for UPS

Connecting UPS WorldShip to Cougar Mountain

To map the exported fields from Cougar Mountain to UPS WorldShip:

1. First select UPS_INVNO from the left side of the window.

2. Use the drop-down list under the WorldShip Fields label in the upper

right corner of the window to select Ship To .

In the table in this section, the second column indicates which item to

select from the WorldShip Fields drop-down list for each field mapping.

The third column indicates the Field ID of the selected field for easier

identification.

3. Select Customer ID from the right side of the window.

4. Click the Connect button in the middle of the window to map the fields.

Once you click Connect , the fields will appear at the bottom of the

window.

The UPS_INVNO and Customer ID fields shown in the first row of the

table were already set up in the preceding steps.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

If you connect fields by mistake and need to disconnect them, select them

at the bottom of the window and select the Disconnect button.

Table 2: ODBC to WorldShip Field Mapping

ODBC Column

WorldShip

Field

Name

Fields

UPS_INVNO

Ship To

Customer ID

UPS_ATTN

Ship To

Attention

UPS_COMP

Ship To

Company or Name

UPS_ADDR1

Ship To

Street Address

UPS_ADDR2

Ship To

Room/Floor/Address2

UPS_CITY

Ship To

City

UPS_STATE

Ship To

State/Prov

UPS_ZIP

Ship To

Postal/ZIP Code

UPS_RESFLAG

Ship To

Residential Indicator

UPS_SHVIA

Shipment

Service Type

Information

Package

Reference 1

UPS_PONUM 1

Package

Reference 2

UPS_INVNO 2

This field is optional and is only necessary if you want the Purchase

Order number from Cougar Mountain to populate the Reference

field in UPS.

Note: You are mapping the UPS_INVNO field to two ODBC fields:

Customer ID and a Reference field. If you are not using Reference 1

for the Purchase Order, you can use Reference 1 for this field

instead of Reference 2. Whichever you choose, be sure you use the

same field when setting up the map for the export from UPS to CMS

(see “Matching the UPS WorldShip Export Fields to Cougar

Mountain” on page 40)

CM Ship for UPS

Connecting UPS WorldShip to Cougar Mountain

You will only need to perform this step the first time you open this

window after creating your import map.

Your system may appear to freeze for a few moments while it processes

your information.

When you enter Cougar Mountain orders into UPS WorldShip, you will

use this new Enter import key box to type the Cougar Mountain invoice

number. See “Sharing Transaction Information with UPS WorldShip” on

page 61 for more on entering the Cougar Mountain order into UPS

WorldShip.

This window must remain open to import orders from Cougar Mountain.

You can click and drag it to a convenient spot on your desktop. After

launching UPS WorldShip each day or if you inadvertently select the

Close button, you can reopen this box by again selecting UPS OnLine

Connect > Keyed Import .

Since you have already identified the import map in the Select map from

list for import window previously illustrated, you can now see your

Cougar Mountain import map in the menu.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

This completes the instructions for identifying the information that will be

imported into UPS WorldShip from Cougar Mountain. The next section

concerns identifying information that will be exported from UPS WorldShip

for retrieval by Cougar Mountain.

Identifying Fields to Export from UPS

WorldShip for Retrieval by Cougar Mountain

This section shows you how to specify the UPS shipping and tracking

information that is exported for use by Cougar Mountain. This section also

provides information on how to specify when you want this information to be

exported, and how to choose the options that best suit your business’ needs.

To identify the UPS WorldShip information that is to be exported for

Cougar Mountain:

1. In your UPS WorldShip software, select UPS OnLine Connect >

Connection Assistant .

2. Select Create a new map for Export and click Next .

CM Ship for UPS

Connecting UPS WorldShip to Cougar Mountain

Now you have finished specifying the map that UPS will use to export

shipping and tracking information. In the next section, you will match the UPS

WorldShip fields that will be exported to the corresponding Cougar Mountain

fields.

Matching the UPS WorldShip Export Fields to

Cougar Mountain

This section provides information on matching the fields that are exported

from UPS WorldShip to their corresponding fields in Cougar Mountain. This

guide assumes you clicked Finish after completing the steps in “Identifying

Fields to Export from UPS WorldShip for Retrieval by Cougar Mountain” on

page 35, and that the Edit ‘UPS Export’ export map window is visible.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

Once you click Connect , the fields will appear at the bottom of the

window like this:

In the table in this section, the first column indicates which item to select

from the WorldShip Fields drop-down list for each field mapping. The

second column indicates the Field ID of the selected field for easier

identification.

The table shows the ODBC Table column names and their corresponding

WorldShip fields. The Total Shipment and Handling Charges field in the

first row has already been set up in the preceding steps.

Table 3: WorldShip to ODBC Field Mapping

Field

ODBC

WorldShip Fields

Field

Column

Shipment Information

134 Total Shipment and

AMOUNT

Handling Charges

Package

Reference 2*

INVOICE

Package

Tracking Number

TRACKING

Package

Void Indicator

VOID

* Use the same Reference field (Reference 1 or Reference 2) to which

you imported the UPS_INVNO field in “Identifying Specific

Information to Import from Cougar Mountain into UPS WorldShip”

on page 28.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

„ The Automatic Export After Processing Shipment option lets you

retrieve UPS shipping and tracking information from Cougar

Mountain throughout the day after each transaction is entered. This is

typically used by businesses who print invoices and enter shipping

information for their orders individually. To select this option, see

“Exporting from UPS WorldShip Automatically After Each

Shipment” on page 45.

„ The Automatic Export During End Of Day option exports shipping

and handling information from UPS WorldShip when you conduct

your end-of-day activities in UPS WorldShip. After you do your UPS

WorldShip end-of-day processing, then the invoices are updated when

you select Orders > Update From UPS , rather than after each

transaction is entered in UPS WorldShip. In this case, selecting the

Update From UPS menu option has no effect until you do your end-

of-day processing in UPS WorldShip. To select this option, see

“Exporting from UPS WorldShip Automatically at the End of Each

Day” on page 48.

Consider these factors when choosing whether to export shipping and

tracking information after each shipment or at the end of the day:

„ If a shipment is voided in UPS WorldShip, this information will be

sent to the file Cougar Mountain uses to import shipment information.

This is the case whether you export UPS WorldShip information after

each shipment or at the end of the day.

„ UPS shipping detail lines cannot be deleted from Cougar Mountain

orders. If you have entered an order and received the updated

shipping information from UPS WorldShip, and that order is

subsequently deleted from UPS WorldShip, you must delete the entire

order and re-enter it (if it is still a valid Cougar Mountain order).

Exporting from UPS WorldShip Automatically After Each Shipment

If you decide to export shipping and tracking information from UPS

WorldShip after each shipment, follow the instructions in this section to

specify this option.

CM Ship for UPS

Connecting UPS WorldShip to Cougar Mountain

To set up automatic export of UPS WorldShip shipping and tracking

information after each shipment:

1. In UPS WorldShip, select UPS OnLine Connect > Automatic Export

After Processing Shipment .

2. If you do not see the map you set up in “Identifying Fields to Export from

UPS WorldShip for Retrieval by Cougar Mountain” on page 35 (it is

called UPS Export in this guide) in the submenu, select More to open a

window from which you can add it.

This will only occur the first time you use this menu option. After adding

it from this window, it will be visible in the submenu from this point

forward.

If you do see the map you set up in “Identifying Fields to Export from

UPS WorldShip for Retrieval by Cougar Mountain” on page 35 (it is

called UPS Export in this guide) in the submenu, select it to use it for the

export.

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

5. From now on, UPS Export will appear in the submenu of the Automatic

Export After Processing Shipment option.

Refer to “Sharing Transaction Information with UPS WorldShip” on

page 61 for information on entering your Cougar Mountain orders into

UPS WorldShip.

Exporting from UPS WorldShip Automatically at the End of Each

Day

If you decide to export shipping and tracking information from UPS

WorldShip during end-of-day processing follow the instructions in this section

to specify this option.

To set up automatic export of UPS WorldShip shipping and tracking

information during end-of-day processing:

1. In UPS WorldShip, select UPS OnLine Connect > Automatic Export

During End Of Day .

Cougar Mountain Software

Connecting UPS WorldShip to Cougar Mountain

2. If you do not see the map you set up in “Identifying Fields to Export from

UPS WorldShip for Retrieval by Cougar Mountain” on page 35 (it is

called UPS Export in this guide) in the submenu, select More to open a

window from which you can add it.

This will only occur the first time you use this menu option. After adding

it from this window, it will be visible in the submenu from this point

forward.

If you do see the map you set up in “Identifying Fields to Export from

UPS WorldShip for Retrieval by Cougar Mountain” on page 35 (it is

called UPS Export in this guide) in the submenu, select it to use it for the

export.

CM Ship for UPS

Setting Preferences in Cougar Mountain

Once CM Ship for UPS is installed, a Shipping tab is added to the module

preferences window in Order Entry. This section contains information on the

new settings and features that are available in these windows.

Turn On Automatic Updating of Cougar

Mountain with UPS Shipping Information

To enable UPS to automatically update Cougar Mountain with shipping cost

and tracking information, you need to set up your Order Entry module

preferences accordingly. With this feature activated, the UPS tracking number

is printed on the Cougar Mountain invoices, the Cougar Mountain Invoice

Number is printed on the UPS label, and UPS tracking information appears in

the customer’s record. This section contains the information you need to set

these preferences.

To enable UPS to automatically update Cougar Mountain with shipping

and handling information:

1. Open the Order Entry module in Cougar Mountain Software.

2. Select Options > Module Preferences > Shipping tab.

3. Select the Write Back S&H check box. If you leave this box unchecked,

the tracking number will still write back to the transaction, but nothing

else. Once you select this check box the S&H Non-Inv Code box appears.

4. Continue with “Setting the Default Non-Inventory Code” on page 53.

Cougar Mountain CM Ship for UPS

Setting Preferences in Cougar Mountain

Setting the Default Non-Inventory Code

When you ship items in Cougar Mountain, you can use Non-Inventory Codes

to apply additional shipping and handling charges to a sale. When you use UPS

WorldShip to do your shipping and then pull that information into Cougar

Mountain, you need to specify which Non-Inventory Code should be used as

the default for the shipping charges, as explained in this chapter. Keep in mind

that you can override the default anytime.

This section assumes you are in the OE Module Preferences window on the

Shipping tab, and that you have selected the Write Back S&H check box. If

not, see “Turn On Automatic Updating of Cougar Mountain with UPS

Shipping Information” on page 52 first for information on this.

To set the default Non-Inventory Code for use with shipments sent

through UPS WorldShip:

1. Type or use the Lookup in the S&H Non-Inv Code box to specify the

Non-Inventory Code to use as the default for shipments sent via UPS

WorldShip.

When you retrieve an invoice before posting, you can override this default

with any other Non-Inventory Code if necessary. If you charge additional

handling fees, you can set up your UPS WorldShip system to incorporate a

base handling fee plus shipping charges. You could also include additional

non-inventory detail lines in the Order Entry window to accomplish this.

2. Continue with “Using Cougar Mountain Ship Via Codes to Determine

UPS Service Types” on page 54.

CM Ship for UPS

Setting Preferences in Cougar Mountain

Using Cougar Mountain Ship Via Codes to

Determine UPS Service Types

You can simplify the shipping process if you use your Cougar Mountain Ship

Via Codes to determine the UPS Services. This way, you don’t have to specify

the UPS Service to use when you enter the shipment in UPS WorldShip. The

clerk entering the order in Order Entry specifies the Ship Via Code, and this

determines the UPS Service.

In order to use Cougar Mountain Ship Via Codes as UPS Service Types, you

must define the Ship Via Codes in a way that UPS WorldShip will recognize

them, and then direct UPS WorldShip to use them. This section covers both of

these aspects.

To define Ship Via Codes that can be used as UPS Services:

1. Open the Order Entry module in Cougar Mountain Software.

2. Select Options > Codes > Ship Via .

3. Create as many codes as necessary to accommodate the UPS Services you

use.

Cougar Mountain Software

Setting Preferences in Cougar Mountain

Consider these rules when creating Ship Via Codes:

„ The Ship Via Code can be any unique code of up to six alphanumeric

characters. If you create codes that correspond to the Service Types in

UPS WorldShip, they will be easily identifiable as the particular

Service Type that they represent. For example, UAIRAM could be

used to represent UPS’s “Next Day Air Early AM” service, as listed

in the UPS Service box on the Service tab of the UPS WorldShip

Shipping window.

„ For the description of the Ship Via Code, type the UPS Service

exactly as it appears in the UPS Service drop-down list on the

Service tab of the UPS WorldShip Shipping window.

The description must match the UPS Service exactly in order for it to

properly identify the shipping method. When you specified the

Cougar Mountain information that is to be exported for retrieval by

UPS WorldShip in “Identifying Specific Information to Import from

CM Ship for UPS

Setting Preferences in Cougar Mountain

Cougar Mountain into UPS WorldShip” on page 28, the Cougar

Mountain Ship Via Code was part of that information.

To set up the system to automatically use Cougar Mountain Ship Via

Codes in UPS WorldShip:

1. Open the Order Entry module in Cougar Mountain Software.

2. Select Options > Module Preferences .

3. Select the Shipping tab.

4. Select the Use Ship Via Codes check box.

You have now set up CM Ship for UPS, and are ready to enter sales and ship

them quickly and easily. Refer to “Shipping Your Products” on page 57 for

information on using CM Ship when shipping your merchandise, and “Viewing

Customer Shipment Tracking Information” on page 70 for information on

tracking these shipments. If necessary, refer to your Accounting user’s guide

for information on creating sales transactions or customer records.

Cougar Mountain Software

Entering a Sale That Will Be Shipped

The first step in using the CM Ship add-on is to enter the transaction in Cougar

Mountain Order Entry. Then, by entering just the Cougar Mountain invoice

number in UPS WorldShip ® , UPS WorldShip automatically retrieves the

shipping information and sends the tracking information back to Cougar

Mountain. This section contains information on these features and how to use

them to meet your business needs.

Enter the Transaction in Cougar Mountain

Once you have installed CM Ship , you will continue to enter your Order Entry

transactions the same as you always have, with a few minor exceptions. For

shipments to residential addresses, you must specify that the address is

residential (see “Specify Whether the Address Is Residential” on page 58).

Depending on how you use Non-Inventory Codes, you might need to edit the

Non-Inventory Code on the transaction (see “Setting the Default Non-

Inventory Code” on page 53).

Finally, if you are using Cougar Mountain Ship Via Codes with UPS, there are

rules for how these Ship Via Codes must be set up (see “Using Cougar

Mountain Ship Via Codes to Determine UPS Service Types” on page 54).

For detailed information on entering transactions in Order Entry, see your

Accounting user’s guide.

Specify Whether the Address Is Residential

To specify that the shipping address is residential, you must select the new

Residential check box above the shipping information in the OE Enter

Cougar Mountain Software

Entering a Sale That Will Be Shipped

Orders window. This indicates to UPS that this is a residential address. If the

address is non-residential, leave the check box unchecked.

Attach Shipping Costs to the Invoice

How you add shipping and handling charges to the transaction will depend on

how you have set up CM Ship . The Non-Inventory Code is determined by these

factors:

„ The default Non-Inventory Code you specified in the S&H Non-Inv

Code box on the Shipping tab in Order Entry Module Preferences

will be used by default for all UPS shipments created in Cougar

Mountain Order Entry. This default can be changed at any time by

overriding it on the specific invoice(s) for which you want to use a

different Non-Inventory Code. Refer to your Accounting user’s guide

for information on editing invoices.

„ If you enter a non-inventory item on the invoice using the same Non-

Inventory Code you specified as the default for UPS shipping

charges, that line item will be updated with the actual shipping

charges from UPS WorldShip once the information is pulled back into

Cougar Mountain.

„ If you want to enter a separate handling charge that will be assessed in

addition to the UPS shipping charges, you can either do that in UPS

WorldShip or use another Non-Inventory Code in Cougar Mountain

for the additional charge.

CM Ship for UPS

Sharing Transaction Information with UPS WorldShip

Sharing Transaction Information with UPS

WorldShip

After you enter your order in Cougar Mountain, shipping your merchandise is

quick and easy. By only typing the address information once (in Cougar

Mountain), there is less potential for error. Your shipping clerk only needs to

type the invoice number into UPS WorldShip, and the customer and address

information will appear automatically! These instructions assume you are

already in the UPS WorldShip Shipping window.

To enter a Cougar Mountain invoice into UPS WorldShip for shipping:

1. In the UPS WorldShip Shipping window, select UPS OnLine Connect >

Keyed Import .

2. From the submenu, select the import file you created in “Creating the File

UPS WorldShip Uses to Import Cougar Mountain Order Information” on

page 10 (called CMS Export in this guide).

CM Ship for UPS

Sharing Transaction Information with UPS WorldShip

3. Type the Cougar Mountain invoice number in the Enter import key

window and press ENTER.

The Enter import key box must remain open to import orders from

Cougar Mountain. You can click and drag it to a convenient spot on your

desktop. After launching UPS WorldShip each day or if you inadvertently

select the Close button, you can reopen this box by again selecting UPS

OnLine Connect > Keyed Import .

When you enter the Cougar Mountain invoice number, the shipping

address information for the order will appear automatically. If you

changed the Ship To address for this particular order in Cougar Mountain,

the address you used in Cougar Mountain will be used in UPS WorldShip

as well.

4. Enter the package information and print the shipping label(s) just as you

would with any UPS WorldShip shipment (see your UPS WorldShip

documentation for information on this).

Cougar Mountain Software

Completing the Transaction

After you have entered the sale and shipped the merchandise, you can retrieve

UPS tracking information about the shipment in Cougar Mountain (if you

selected the Write Back S&H check box in Order Entry module preferences

as described in “Turn On Automatic Updating of Cougar Mountain with UPS

Shipping Information” on page 52).

Applying the Shipping Information to the

Invoice

After shipping the package in UPS WorldShip, Cougar Mountain updates the

invoice to include the tracking information and saves it to the Cougar

Mountain sales and customer files.

To update an invoice so the UPS shipping information appears on the

invoice:

1. In Cougar Mountain, open the Order Entry module.

2. Select Orders > Update From UPS .

Cougar Mountain Software

Completing the Transaction

If you are using batch transaction processing, orders in all batches will be

updated with their corresponding shipping information once these orders

have been entered in UPS WorldShip.

When you update the invoice(s) with UPS WorldShip information, this

process will also update the customers’ Cougar Mountain Accounts

Receivable records with the shipping and tracking information.

Retrieving and Editing the Transaction

Once the invoice has been updated with the UPS WorldShip shipping

information, you might want to edit it and you will probably also want to print

the invoice. This section includes instructions for these tasks.

To retrieve the invoice for viewing, editing, or printing from the OE Enter

Orders window:

Select Orders > Enter Orders .

If you are using batch entry, select the batch of the order you wish to view,

edit, or print.

(See your Accounting user’s guide for information on setting up your

module preferences for Order Entry.)

Select Option > Retrieve Saved Transaction > Invoice .

In the Lookup window that appears, select the invoice for which you are

looking for shipping information.

If you didn’t include the Non-Inventory Code used for UPS shipments on

the order when you entered it in Cougar Mountain, the shipping charges

from UPS will appear as a new non-inventory detail line on the invoice.

If you added a Non-Inventory Code to the invoice when you entered it,

one of two things will happen when you retrieve the shipping and tracking

information from UPS WorldShip:

„ If the Non-Inventory Code you added to the invoice is the same as the

default used by UPS WorldShip (as specified on the Shipping tab of

the OE Module Preferences window), then this detail line is updated

with the actual UPS shipping charges.

CM Ship for UPS

Completing the Transaction

„ If the Non-Inventory Code you added to the invoice is a different one

than the default used by UPS WorldShip (as specified on the

Shipping tab of the OE Module Preferences window), then a new

Non-Inventory Code detail line will be added with the UPS shipping

charges.

5. If necessary, edit the transaction just as you would edit any Cougar

Mountain transaction.

For more information on retrieving and editing transactions in Order

Entry, see your Accounting user’s guide.

6. If desired, print this individual invoice with its shipping information from

the OE Enter Orders window just as with any other Order Entry invoice.

For more information on printing invoices, see your Accounting user’s

guide.

7. Click Save to retain any changes you have made to the invoice.

Cougar Mountain Software

Completing the Transaction

Printing the Invoice

If you selected the Orders > Update From UPS option before printing the

invoices, then the shipping information will automatically be included on each

invoice. The shipping detail line and its associated charges will appear as a

new detail line.

In addition to your ability to print invoices individually from the OE Enter

Orders window, you can also print a range of invoices using the Order Entry

menu. This is especially helpful if you normally print invoices at the end of the

day or at the end of a specified time or activity range instead of one at a time.

If you want to print a range of invoices, select Orders > Print Invoices from

Order Entry, and enter the range of invoices to print. For more information

about this option, see the Accounting user’s guide to specify the invoices to

print.

Posting the Transaction

After you apply the UPS shipping and tracking information to the transaction,

post it as you would any other Order Entry invoice. Posting applies the sales

and shipping information to all integrated modules, including Order Entry,

Accounts Receivable, and Inventory. This enables you to view shipping

charges, and to view shipping charges and tracking information on the

Tracking tab of the customer master record. For more information on posting

and customer tracking, refer to your Accounting user’s guide.

CM Ship for UPS

Viewing Customer Shipment Tracking Information

Viewing Customer Shipment Tracking

Information

You can view shipment tracking information right on your customer’s record,

which can be very convenient when talking with your customers.

Depending on how you initially set up CM Ship for UPS, your Cougar

Mountain files are either updated after each shipment is entered in UPS

WorldShip or at the end of the day. If you specified that this information is to

be shared with Cougar Mountain only at the end of the day, then selecting the

Update option before you have performed your end-of-day activities will have

no effect.

To view shipment tracking information in Accounts Receivable once the

Cougar Mountain files have been updated:

1. Select Customer > Customer Maintenance .

2. Retrieve the customer whose tracking information you want to see.

3. Select the Tracking tab and view the tracking information.

If the information has not yet been updated from UPS WorldShip, you will

see Not Available in the detail grid next to the invoice number. This occurs

if the information is unavailable due to the order not yet being shipped or

if the updated information has not yet been sent from UPS WorldShip.

Once the Update option has been selected and the shipping and tracking

information has been received by Cougar Mountain, the tracking

Cougar Mountain Software

Pulling It All Together

Another great benefit of CM Ship for UPS is your ability to quickly and easily

reconcile your UPS statement with your actual shipping costs. No more pulling

hard copies of invoices to match them with the statement. Simply use your

Cougar Mountain Sales History Report to see all the information you need in

minutes! There are several ways to generate the information you need with this

report, depending on what Non-Inventory Codes you use, and what other

information you want to include. The instructions in this section offer one

option; see your Accounting user’s guide for more information on this report.

To use the Cougar Mountain Sales History Report to reconcile your

shipping information with your UPS statement:

1. In Cougar Mountain Order Entry, select Reports > Sales History .

2. Specify the date range you want to include in the report.

To reconcile with your UPS statement, enter the starting and ending dates

covered by your statement.

Cougar Mountain Software

Pulling It All Together

Use the check boxes in the Line Type group to specify the type(s) of detail

lines to include.

To only include invoices with Non-Inventory line types, which you would

use for the shipping charges, select the Non-Inventory check box and

leave the others unchecked.

In the drop-down list for the first Include range, select Stock Number/

Code .

In the Starting and Ending boxes of the first Include range, type the

starting and ending shipping Non-Inventory Codes you want to include in

the report.

You can press SHIFT+F5 to open a Lookup for Non-Inventory Codes.

In the Print from section at the bottom of the window, select Order

Entry to only include shipments made from Order Entry transactions.

This section will only appear if you have another sales module, such as

Point of Sale or Job Cost, installed.

Select OK to begin processing.

Compare the resulting report to your UPS statement. For more

information on printing reports, see your Accounting user’s guide.

CM Ship for UPS

INDEX

completing the transaction 64

connecting UPS to CMS 10

address

connection assistant 23

residential 58

customer shipment tracking information

applying shipping information to the invoice 64

viewing in CMS 70

attaching shipping costs to CMS invoice 59

automatically update CMS with UPS information

defaults

non-inventory code in CMS 53

documentation help 4

basics 1

CMS

entering

automatically update with UPS information

a sale to ship 58

the sale in CMS 58

connecting UPS to CMS 10

export

entering a sale to be shipped 58

from UPS WorldShip 44

fields to import from UPS 35

fields to import into UPS 28

non-inventory code

fields

default 53

to export from UPS into CMS 35

retrieving the invoice 65

to import from CMS into UPS 28

setting preferences 52

finding help 3

ship via codes

using with UPS 54

transaction information

help

sharing with UPS 61

documentation 4

updating with UPS information 64

online 4

codes

readme files 4

CMS ship via 54

resources 3

default non-inventory 53

technical support 6

non-inventory

training 7

default 53

ship via as UPS service type 54

UPS service type 54

Index

shipping information

applying to the invoice 64

import

attaching shipping costs to CMS invoice 59

to UPS 10

import from UPS 15

import to CMS

tracking through customers 70

UPS shipping and tracking information 15

using ship via codes with UPS 54

invoice

printing 67

retrieving in CMS 65

technical support 6

training 7

transactions

non-inventory code

completing 64

applying to CMS invoice 59

posting 67

default 53

ODBC data source administrator 11 , 16

updating CMS with UPS information 52 , 64

online help 4

UPS

connection assistant 23

fields to import 35

import

posting transactions 67

from CMS 10

preferences

using CMS ship via codes in UPS 54

setting 52

printing invoices 67

viewing customer shipment tracking information

in CMS 70

readme files 4

residential address 58

retrieving the invoice in CMS 65

sales

entering in CMS 58

entering sales that will be shipped 58

settings

CMS preferences 52

sharing CMS transaction information with UPS

Cougar Mountain Software