UPS Billing Centre Billing & Payment Service User Guide

UPS Billing Centre
User Guide
© 2012 United Parcel Service of America, Inc. UPS, the UPS brandmark and the colour brown
are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
UPS Billing Centre
Table of Contents
Accessing the UPS Billing Centre...................................................................... 1
Enrolment................................................................................................................... 3
Overview.................................................................................................................... 5
Invoice Tab................................................................................................................. 6
UPS Billing Centre User Guide
The UPS Billing Centre is a secure web-based invoice
presentation and payment application that provides our
customers the ability to self-enrol to view their UPS invoices
in several formats (online, PDF, CSV, and XML), dispute
charges, generate reports with the Billing Analysis Tool
(BAT), and pay invoices online.
Payment Tab........................................................................................................... 10
Administration / Profile Tab.............................................................................. 18
Reporting Tab. ........................................................................................................ 25
Customer Support................................................................................................. 26
Available for:
n Parcels
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UPS Billing Centre
UPS Billing Centre User Guide
Accessing the UPS Billing Centre
1. Accessing the UPS Billing Centre
Go to the ups.com® Homepage.
Select the My UPS tab from the top of the page. The drop-down menu will display.
Select Billing from the drop-down menu.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Accessing the UPS Billing Centre
To enroll, select Access the UPS Billing Centre link.
If you have enrolled previously in the UPS Billing Centre, select Log In.
If you are not logged into My UPS, you will need to log in.
If you do not have a My UPS ID, select Register to create an ID and password.
This log-in will grant you access to applications on ups.com®, including the UPS Billing Centre.
© 2012 United Parcel Service of America, Inc. UPS, the UPS brandmark and the colour brown
are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Enrolment
2. Enrolment
Account Invoice Authentication
Users must complete Account Invoice Authentication (AIA) to confirm they
currently have access to invoice information for each account enrolled in the UPS Billing Centre.
Users will need to provide the following information from one of their last three
Invoices generated within the past 45 days in order to successfully authenticate
their UPS account:
n Account Number
n Country
n Invoice Number
n Amount Due this Period
n Invoice Date
01
Invoice Date
09 February 2012
7747WW
Account No.:
2004573616
Invoice No.:
1 of 2
Page:
BE9999999999
Cust. Tax-ID-No.:
BE0428759497
UPS Tax-ID-No.:
1714.001
UPS License No.:
480 871
Commercial Reg. No.:
1756
UPS Reg. at Customs:
201202092052 000002
Invoice
BELGIUM SHIPPER 7747WW
Attn.: BALAJI
247 REGENTLAAN
1130 BRUSSELS
BELGIUM
This page contains a summary of
your shipping activity for the period
ending 04 February 2012
For questions about this invoice, please call UPS at:
078-250877
United Parcel Service
Belgium N.V./S.A.
Woluwelaan 156
1831 Diegem
Belgium
Thank you for using UPS.
Summary of Charges
Non-European Union Waybills
Total Non-Taxable Charges
Total Amount Due
463,07
463,07
EUR
463,07
VAT: Art.146(1)(e) - Dir 2006/112/EC
463,07
No more paper
Your account is enrolled in an electronic billing
solution. This is the last invoice you will receive in
both electronic and paper formats. You will no longer
receive paper invoices for this account.
This invoice is payable in full within 30 days of receipt.
In case of late payment, UPS maintains the right to
apply interest of 8%. In addition, UPS charges a late
payment fee up to a maximum amount of EUR 15.
The Brussels' courts have jurisdiction. The terms and
conditions of carriage valid as of January 2012 are
applicable.
Remittance
United Parcel Service
Please return this portion with your payment.
Payment from
Account No.: 7747WW
© 2012 United Parcel Service of America, Inc. UPS, the UPS brandmark and the colour brown
are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
Remit to:
United Parcel Service
Belgium N.V./S.A.
Woluwelaan 156
1831 Diegem
Belgium
BELGIUM SHIPPER 7747WW
Attn.: BALAJI
247 REGENTLAAN
1130 BRUSSELS
BELGIUM
Bank:
ABN-AMRO
Acct.: 720 520419762
IBAN: BE51 7205 2041 9762
BIC: ABNABEBR
Invoice Number
2004573616
Total Amount Due
EUR 463,07
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UPS Billing Centre
UPS Billing Centre User Guide
Enrolment
Account Invoice Authentication (continued)
Users will be informed when they have successfully authenticated their account.
After authenticating the first account, the user can add additional accounts or
continue with the enrolment process.
All accounts enrolled by the user will be associated to their profile.
Users will be informed that they have successfully enrolled their account in the
Billing Centre.
Payment information may be added after enrolment is complete.
Additional accounts may be added through the administration module after logging
into the Billing Centre.
When the Continue button is selected, the Overview page in the UPS Billing Centre
will be presented.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Overview
3. Overview
Tabs are located across the top of every screen throughout the UPS Billing Centre.
These tabs may be selected to use various features and functionality.
Users can view and/or select the following key elements on the Overview page:
n Billing Centre Balance (amount outstanding) for entire Company (sum of all
accounts established under the Company)
n Set up Automatic Payments
n Accounts enrolled in Automatic Payments
n Pay Now button to access the Payments area
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Invoice Tab
4. Invoice Tab
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
Under the Invoice tab, users have access to Invoice Summary
and Invoice Detail information, along with access to online,
PDF, CSV and XML formats of their invoices. Users may also
dispute charges or request adjustments.
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UPS Billing Centre
UPS Billing Centre User Guide
Invoice Tab
The following Invoice Status information is displayed on the Company Summary main Invoice screen :
n Past Due
n Payment Pending
n Open
n Underpayment/Adjustment
n Payment Returned
n Paid
n Overpayment/Adjustment
Users can provide the following Search Criteria to see specific information for Domestic/Export and Import invoices:
n Invoice Date
n Invoice Status
n Invoice Type
n Account Number
n Invoice Number
User must select an Invoice Number to view detailed invoice information.
View PDF
Select View PDF to view a PDF version of an invoice.
XML Download
Select the XML icon to view the data displayed on the screen in XML format.
UBD File Download
Select the CSV icon to view the UPS Billing Data file.
Printer Friendly
Select Printer Friendly to view and print a copy of the page.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Invoice Tab
Adjustments/Disputes
From the Invoice screen, users can request an adjustment or dispute charges by selecting the Dispute link.
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Adjustments to an invoice can only be made at the detail
level. The user will select the total delivery charge amount
on the bottom of the Shipment Detail screen.
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UPS Billing Centre
UPS Billing Centre User Guide
Invoice Tab
Adjustments/Disputes (continued)
When the Dispute link is selected, the Dispute Transaction form will be displayed.
Users must complete the form by entering the disputed amount and select the
appropriate reason.
The adjustment request will be reviewed and if approved, a credit will be applied to the next invoice. Users will be contacted directly if the adjustment request is not approved.
On submission of the Dispute Transaction form, a message informing the user that the adjustment has been submitted successfully will be displayed.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
5. Payment Tab
The Payment tab allows a user to set up and/or arrange
payment for an invoice. The Company Administrator must
assign users the role to pay invoices. Only an Administrator
has the ability to set up a Payment Account. There are four
payment modules:
n One-Time Payment
n Automatic Payments
n Payment Activity
n Payment Accounts
© 2012 United Parcel Service of America, Inc. UPS, the UPS brandmark and the colour brown
are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
Payment Accounts
Before electronic payments can be initiated in the UPS Billing Centre, at least one Payment Account must be established.
Users may add payment accounts or view, edit or delete existing accounts.
From the Payment Accounts tab in the Payment area of the UPS Billing Centre, select
Add Bank Account to establish a Payment Account.
(For accounts already established, select Edit to update account information or Delete
to remove an account.)
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
Payment Accounts (continued)
Next, the screen to add bank account information will be displayed. Users must enter
information in the appropriate required fields. Use only alphanumeric characters in the Payment Account Name field.
Note: Do not use special characters (eg @, #, *, ?) in the Payment Account Name field.
Customers in Switzerland will first need to complete a bank mandate and send it to UPS before they can be set up for Electronic payments. To request a mandate form,
contact UPS at 0800-558833.
© 2012 United Parcel Service of America, Inc. UPS, the UPS brandmark and the colour brown
are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
One-Time Payments
One payment option through the UPS Billing Centre is One-Time Payments. With
One-Time Payments, the user must initiate the payment to UPS for each invoice to be paid.
Note: To schedule payments in the UPS Billing Centre, users must have at least
one Payment Account established.
A user must select an invoice to pay every time.
Multiple invoices may be selected to streamline payment, by selecting the top tick box
that selects all outstanding invoices, or by selecting only those invoices to be paid.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
One-Time Payments (continued)
Next, users will be required to enter Payment Date and select the desired Payment
Account.
Note: If the invoice is due upon receipt, the current day will be selected by default.
A One-Time Payments confirmation screen will be displayed. Users will be required to confirm the Invoice and invoice amount. The user will select Next.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
Automatic Payments
Automatic Payments allows users to set up payments for any invoice presented in the
UPS Billing Centre.
Note: All outstanding invoices in the UPS Billing Centre must be paid using
One-Time Payments prior to setting up Automatic Payments.
To set up Automatic Payments, users must:
n Select the Payment tab and then Automatic Payments
n Next, select Add Automatic Payments followed by Next
n Select the Account Number
Note: When enrolling multiple accounts at one time, the Automatic Payments
profile will be the same. If different profiles are required, Automatic Payments
should be set up separately for each account.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
Automatic Payments (continued)
n Using the drop-down menu select the Payment Account
n Then provide the Pay Amount, Payment Transfer Date and Effective Period
n Select Next
n Verify Automatic Payment Details and select Confirm
Automatic Payments may be updated from the Manage Automatic Payments screen.
Select Edit or Cancel to discontinue.
Automatic Payments will remain in effect until cancelled or the date specified by user.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Payment Tab
Payment Activity
Users can view One-Time or Automatic Payments on the Payment Activity tab.
Up to one year of payment activity is available in the UPS Billing Centre.
If a payment has not been processed, users can edit the payment date or cancel scheduled payments.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Administration / Profile Tab
6. Administration / Profile Tab
The Administration tab is available to users with the role of
Administrator. Administrators can add and manage users
and accounts, user profiles and email notifications.
Profile is available to users who are not assigned an Admin­
istrator role. Users can manage their email notifications.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Administration / Profile Tab
The Administration tab will be displayed only to Administrators.
There are two tabs in Administration
n Company
n Notification
Company
Under Company there are three tabs:
n Users
n Add Account
n Manage Account
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UPS Billing Centre
UPS Billing Centre User Guide
Administration / Profile Tab
Company — Users — Administrator View
The Administrator can view, edit, delete and add users from this screen.
To add a new user, the Administrator must enter the user’s My UPS ID and email
address and assign a role to the user.
Available roles: View Only, View and Adjust, View and Pay, View Pay and Adjust,
Administrator or Plan Manager.
The Administrator will be presented a message informing them that the user has been added successfully.
The added user will now appear in the user list under search results.
To update/change a user’s role, select Edit.
To remove a user from the Billing Centre, select Delete.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Administration / Profile Tab
Company — Add Account
To authenticate an account in the Add Account section, an Administrator will be required to provide the account number, invoice number, invoice amount due and invoice date from a previous invoice.
Note: A message will be displayed to the Administrator after an account has been
successfully authenticated.
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UPS Billing Centre
UPS Billing Centre User Guide
Administration / Profile Tab
Company — Manage Account
Administrators have rights to all accounts in the company profile and are
automatically associated to all accounts.
Non-Administrator users are not assigned to any accounts automatically and cannot
view information from accounts they are not assigned to. Non-Administrator users
must be manually assigned by an Administrator using Manage Account.
Manage Account is also used to disassociate (un-assign) a user from an account.
When this is used, a message is displayed, warning the Administrator that they are
about to disassociate a user from the account settings.
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UPS Billing Centre
UPS Billing Centre User Guide
Administration / Profile Tab
Notification — Administrators
Administrator
Administrators can manage their email preferences on the Notification tab.
All Email Notification options will be displayed. Administrators must select all the desired boxes to receive an email when a specific activity occurs in the UPS Billing Centre. Users can update an email address by accessing their My UPS profile.
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UPS Billing Centre
UPS Billing Centre User Guide
Administration / Profile Tab
Notification — Non-Admin Users
Non-Admin User
Non-Admin Users can manage their email preferences on the Notification tab.
All Email Notification options will be displayed. Non-Admin Users must select all the desired boxes to receive an email when a specific activity occurs in the UPS Billing Centre. Users can update an email address within their My UPS profile.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Reporting Tab
7. Reporting Tab
The reporting tab directs customers to download the Billing Analysis Tool.
Customers will be directed to the download page.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Customer Support
8. Customer Support
UPS Billing Centre users can obtain support through
the following ways:
n Use help information available in the UPS Billing Centre
n Use help information available at ups.com
n Contact the Company Administrator for their UPS Billing
Centre Company
n Contact UPS via email by completing a webform
on ups.com
n Contact UPS via telephone
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Customer Support
Support Information on ups.com
Support information may be found in ups.com Support.
ups.com Support allows customers to get answers to questions about the features and functions in the UPS Billing Centre.
Customers can learn more about invoices and access Technical Support.
Support
Information
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Customer Support
Email UPS
UPS Billing Centre users may contact UPS via email by submitting a form at ups.com.
To submit an email, select the Support tab on ups.com, and then select the Email
UPS link to access the Technical Support form.
Enter the required information. Select Technical Support from the Support Category
drop-down box and then select Billing Solutions from the Support Topic drop-down
box.
Select the Next button at the bottom of the screen.
Complete the information fields, selecting UPS Billing Centre, and enter your
question or comment.
Select Send Email button in the lower right-hand side of the screen.
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are registered trademarks of United Parcel Service of America, Inc. All rights reserved. 2/12
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UPS Billing Centre
UPS Billing Centre User Guide
Customer Support
Telephone Support
Customers may contact UPS by telephone for questions about their invoices and technical support.
n Frequently Asked Questions:
http://www.ups.com/content/ch/en/resources/index.html?WT.svl=PriNav
Domestic Invoice 0800 404 505
Import Invoice 0800 404 505
n Submit an Email request:
https://www.ups.com/upsemail/input?loc=en_CH&reqID=SUP
Technical Support 0800 82 25 54
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