How to configure and process UPS WorldEase shipments [Step-by-Step guide]

Modified on Thu, 10 Oct at 1:07 PM

Given that UPS WorldEase is a complex feature, this article is split in the following sections:

What is UPS WorldEase and how does it work?
How to set up UPS WorldEase
How to process UPS WorldEase shipments

NOTE: For WorldEase to be available for usage, you need to have it enabled on UPS's end.

Access each section as needed:

WHAT IS UPS WORLDEASE AND HOW DOES IT WORK?

UPS WorldEase is an international shipping service offered by UPS that simplifies international shipping by:

Consolidating multiple packages destined for the same country into a single shipment
Streamlining customs clearance, consolidating the shipment as one unit
Simplifying supply chain operations

Packages are handled differently from regular shipments. UPS WorldEase shipments consolidate multiple packages destined for the same country, as a single shipment.

Nevertheless, different elements are identified as part of the shipment:

Master Shipment: The combined package of all individual shipments moving through customs as one unit
Doc Box: A box including all the necessary documents for customs clearance:
Master Invoice: The document detailing the entire shipment's contents and value
Consolidated Invoice Detail Report: An invoice report breaking down the individual items and values within the shipment
Child Shipment: The individual packages within the master shipment, each destined for separate recipients

The Master Shipment includes the Doc Box, which contains all the necessary documentation for customs clearance, such as the Master Invoice and Consolidated Invoice Detail report. The packages are then moved and cleared through customs as one unit and later split for individual delivery within the destination country.

HOW TO SETUP UPS WORLDEASE

UPS WorldEase has to be set up in different (parallel) Billing Accounts from your regular UPS Small Parcel shipping Billing Account, given that it requires additional setup that will interfere with your regular Small Parcel shipping setup.

WARNING: If you have different general country destinations for the shipments, you will need a separate account for each.

To do so, the recommended workflow is the following:

1. Clone your functional regular UPS Small Parcel Billing Account as indicated in How to Copy/Clone Billing Accounts from Client to Client [Step-by-Step guide] (creating the account from the beginning is a possibility if needed, but it will require you to manually set up every value from scratch) targeting the same Client

2. Edit the newly created account

3. In the General Options tab, change name of the account to one that clarifies and identifies it as a WorldEase account

4. Access the Carrier Options section

5. Check Override Importer Address under the Export section and complete the fields accordingly, since it will be used for invoicing purposes

6. Check the Enable WorldEase checkbox in the WorldEase section

7. Complete the fields accordingly:

DocBox label service: Select the default Service Level to use for shipping from the dropdown
Destination Country Code: Complete with the Country Code of the country you will send the shipments to
Destination Postal Code: Destination Postal Code
EU Consolidation: Check if the shipment will be sent to the EU
Charge Type: Select the charge mode applicable to the case (CAF, DDP, PRE, etc.)
Vendor ID exempt: Check if the shipments do not require a VCID for customs clearance
Port Name: Destination Port Name (check proper value with UPS if not sure)
Port Clearance code: Destination Port Clearance code (e.g. 4196 if going to Germany, check proper value and availability of the port with UPS if not sure)
Port Consignee: Destination Port Consignee as applicable
Port Address 1 & 2: Destination Port Address 1 (required) and 2 (when applicable)
Port City: Destination Port City
Port State code: Destination State code (code, not full state name)
Port Postal code: Destination Postal code
Port Country code: Destination Country code (code, not full country name)

8. Once ready, Save to apply the changes

HOW TO PROCESS UPS WORLDEASE SHIPMENTS

UPS WorldEase shipments are processed in two phases:

Processing and printing the Master Shipment
Printing the Doc Box documents
Close Manifest of the batches to avoid alterations after completion

As you process the batch, in fact, two batches will be handled: the original one, and a batch that automatically gets created and processed for the Doc Box.

The workflow is the following:

1. Import and process your Shipment as a regular one, as indicated in 01 - Importing orders and processing them - [Step-by-step guide] and selecting the World Ease account you have set up

Even though the process is the same as a Small Parcel regular shipment, a UPS WorldEase special label will be generated:

Relevant to this process information in this label is that:

PKG#1: Indicates that this label is for the Master Shipment
EDI: Indicates that the invoice and order information has been transmitted electronically to UPS

By this time, you should be seeing your processed batch, and you will need the Manifest ID to find the Doc Box batch.

2. Copy the Manifest ID

3. Access Batches under the Orders menu

4. Find the Doc Box batch using the Manifest ID and open it

5. Print the Doc Box documents (label, invoice, etc.) as needed either printing directly as indicated in How to reprint labels already processed labels [Step-by-Step Guide] and/or download and print documents as indicated in How to download the Customs Invoice in PDF format [Step-by-Step guide]

6. Using the Manifest ID as reference, Manifest the batches making sure they get locked in techSHIP and confirmed to UPS as indicated here: 02 - How to manifest [Step-by-Step guide]

By doing so, you should have the documentation needed and completed the process to ship WorldEase orders.