UPS Worldship is a powerful shipping solution that can help streamline your shipping process and save you valuable time. One of the most useful features of this software is the ability to set up distribution lists. A distribution list is simply a group of contacts that you can easily select when shipping packages. In this article, we'll show you how to set up a distribution list in UPS Worldship, including why you should use one, and how to create, edit, and manage your list.
Why Use a Distribution List in UPS Worldship?
If you frequently ship packages to the same group of people or companies, a distribution list can save you a lot of time and hassle. Rather than manually typing in each recipient's information every time you ship a package, you can simply select your distribution list and the software will automatically fill in each contact's name, address, and other shipping information. This is particularly useful for businesses that regularly ship to a large number of customers or vendors.
Another benefit of using a distribution list in UPS Worldship is that it helps to ensure accuracy and consistency in your shipping information. By creating a list of pre-approved contacts, you can be confident that the correct shipping information is being used every time. This can help to prevent errors and delays in delivery, which can be costly for businesses. Additionally, using a distribution list can help to streamline your shipping process and reduce the risk of human error, allowing you to focus on other important tasks.
Understanding the Basics of UPS Worldship
Before we dive into setting up your distribution list, it's important to understand some of the basics of UPS Worldship. This software is designed to help you manage your shipping process, from creating shipments to tracking packages and printing labels. When you're ready to ship a package, you'll need to enter the recipient's information, including their address, phone number, and any special instructions for delivery. You'll also need to select the shipping method, package weight, and other details. When you're ready to send the package, you'll print a shipping label and attach it to your package.
One of the key features of UPS Worldship is its ability to integrate with other software systems. This means that you can import data from your existing order management or inventory management system directly into Worldship, saving you time and reducing the risk of errors. Additionally, Worldship can automatically update your order status and tracking information in your other systems, keeping everything in sync.
Another important aspect of Worldship is its reporting capabilities. You can generate a variety of reports to help you analyze your shipping data, such as tracking information, shipping costs, and delivery times. These reports can help you identify areas where you can improve your shipping process, such as reducing shipping costs or improving delivery times for certain regions.
Creating a New Distribution List in UPS Worldship
To create a new distribution list in UPS Worldship, start by opening the software and navigating to the "Ship" tab. From there, click on "Addresses" and then "Distribution Lists." Click the "New" button to create a new list. You can give your list a name that's relevant to the group of contacts you'll be adding. For example, if you regularly ship to your top 10 customers, you might name your list "Top 10 Customers."
Once you have created your new distribution list, you can begin adding contacts to it. To do this, click on the "Add" button and select the contacts you want to include from your address book. You can also manually enter new contacts by clicking on the "New" button and filling in their information. Once you have added all the necessary contacts, click "Save" to finalize your new distribution list. This list will now be available for you to select when creating new shipments in UPS Worldship, making the process faster and more efficient.
Adding Contacts to Your Distribution List in UPS Worldship
Once you've created your new distribution list, you can start adding contacts. Click on the "Add" button and enter the contact's information, including their name, address, and phone number. You can also enter any special instructions for delivery, such as "Leave package at back door" or "Call recipient before delivery." When you're finished entering the contact's information, click "OK" to add them to your list.
It's important to keep your distribution list up-to-date by regularly reviewing and updating the contact information. You can easily edit or delete contacts from your list by selecting them and clicking on the appropriate button. Additionally, you can import contacts from other sources, such as a spreadsheet or a previous version of your distribution list.
If you have multiple distribution lists, you can easily select which list to use when creating a new shipment. This allows you to quickly and efficiently send packages to specific groups of contacts without having to manually enter each recipient's information every time. Overall, using distribution lists in UPS Worldship can save you time and streamline your shipping process.
Importing Contacts to Your Distribution List in UPS Worldship
If you have a lot of contacts to add to your distribution list, you may want to consider importing them from a spreadsheet or other file. To do this, click on the "Import" button and select the file that contains your contacts. Make sure the file is in the correct format and that all of the information is accurate. Follow the prompts to complete the import process.
It is important to note that when importing contacts, you should always double-check the information to ensure accuracy. Any errors or typos in the contact information can cause issues with shipping and delivery. Additionally, if you have any duplicate contacts in your file, make sure to remove them before importing to avoid confusion and potential errors.
If you frequently update your distribution list, it may be helpful to create a template file for importing contacts. This can save time and ensure consistency in the format of your contact information. You can also use this template to easily add new contacts to your list in the future.
Organizing Your Contacts into Groups in UPS Worldship
If you have a large number of contacts in your distribution list, you may want to organize them into groups based on common characteristics. For example, you might create a group for customers in a particular geographic region or for vendors that provide a specific type of product or service. To create a group, click on the "New Group" button and enter a name for the group. Then, select the contacts you want to add to the group and drag and drop them into the group folder.
Organizing your contacts into groups can save you time and effort when it comes to shipping. Once you have created your groups, you can easily select the entire group when creating a shipment instead of selecting each contact individually. This can be especially helpful if you frequently ship to the same group of contacts. Additionally, you can easily edit or delete a group if you need to make changes to your distribution list.
Editing and Deleting Contacts from Your Distribution List in UPS Worldship
If you need to make changes to a contact's information, you can do so at any time by selecting the contact and clicking on the "Edit" button. Make the necessary changes and click "OK" to save your changes. If you need to delete a contact from your distribution list, simply select the contact and click on the "Delete" button. You'll be prompted to confirm the deletion before the contact is removed from your list.
It's important to note that deleting a contact from your distribution list will also remove them from any saved shipment or address book entries. If you have any shipments or address book entries associated with the contact you're deleting, you'll need to update those entries with a new contact before deleting the old one. This will ensure that your shipping and address information remains accurate and up-to-date.
Managing Permissions for Your Distribution List in UPS Worldship
By default, only the user who created a distribution list will be able to view and edit it. However, you can change the permissions for your list to allow other users to access it as well. To do this, click on the "Permissions" button and select the users you want to grant access to. You can also choose the level of access each user will have, such as view-only or full editing rights.
It is important to note that granting access to your distribution list should be done with caution. Only grant access to users who need it for their job responsibilities and ensure that they understand the sensitivity of the information contained in the list. Additionally, regularly review the list of users with access to ensure that it is still necessary and appropriate.
Sending Shipments to Your Distribution List Using UPS Worldship
Now that you've set up your distribution list, you can easily select it when creating a new shipment. Simply click on the "Distribution List" button and select your list from the dropdown menu. The software will automatically fill in the recipient's information and any special instructions for delivery. Once you've completed the rest of the shipping details, you can print your label and send your package.
It's important to note that you can also add or remove recipients from your distribution list at any time. This can be done by accessing the list through the "Manage Distribution Lists" option in the software. You can also edit the recipient's information or update any special delivery instructions.
Additionally, UPS Worldship allows you to track your shipments in real-time. You can easily monitor the progress of your package and receive notifications when it has been delivered. This feature can be accessed through the "Shipment History" tab in the software.
Troubleshooting Common Issues with Distribution Lists in UPS Worldship
If you encounter any issues with your distribution list, such as missing or incorrect information, be sure to double-check the contact's information and try again. You may also want to check your software settings to ensure that your distribution list is properly configured. If you continue to experience issues, you can contact UPS customer support for assistance.
With these tips, you should be able to set up and manage your distribution list in UPS Worldship with ease. By taking advantage of this powerful feature, you can streamline your shipping process and save valuable time.
It is important to note that when adding or removing contacts from your distribution list, it may take some time for the changes to take effect. This is because the list needs to be updated on the UPS server before it can be used for shipping. If you find that your changes are not being reflected in your shipping options, wait a few minutes and try again. If the issue persists, contact UPS customer support for further assistance.
