Odoo Ups Shipping Integration
Odoo UPS Shipping Integration
Odoo UPS Shipping Integration

User Guide - Odoo UPS Shipping Integration

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OVERVIEW

Integrate the most reliable shipping provider for your eCommerce business, UPS with your Odoo and experience seamless shipment all over the world with handsome discount on shipping rates in the holiday season. With the UPS Odoo Shipping Connector app, you can perform all the operations of UPS backend directly from Odoo no matter how big or small your business is. Offer your customers more choice, at more affordable rates, with the world’s largest package delivery company.

Let’s explore its salient features & functionalities in brief.

Installation

After successfully downloading the UPS Odoo Shipping Connector App from Odoo store or Emipro shop, place it on the Odoo Addons path or at any other desired path. Now, restart the Odoo instance and navigate to Apps in the dashboard. Click on Update Apps List from the menu. Once it completes loading successfully, UPS Odoo Shipping Connector will be visible in Apps.

Click on the Install button. Success! Now, you are ready to use the UPS Odoo Shipping Connector in your Odoo.

Setting up the Shipping Instance for UPS

You can create a new instance for each shipping service provider where all details related to shipping provider & API can be configured. In addition, you can retrieve the list of shipping services from the particular shipping provider (for eg. UPS) & download the in-depth shipping report from that particular instance.

1) After successfully installing the app, go to Sales / Configuration / Shipping Provider and click on it. A new window will pop-up in which you can find all the preconfigured shipping instances or from here you can create the new one.

Note: You can also find this option from the menu Inventory/Configuration/Shipping Integration/Shipping Provider. There can be a scenario when all the user may not have rights to access either Sales or Inventory App in Odoo. To keep them updated on each product operations, Shipping Provider option is accessible in both the apps.


Setup UPS Odoo Shipping Connector

2) Now, to setup and configure a new shipping instance, click on ‘Create’ button. A new screen will open in which you can set various parameters to smoothly integrate UPS with Odoo. It is discussed below in brief.


  • Provider: Select the provider name. For eg: UPS.
  • Tracking Link: Provide the common link from which all the tracking information of products can be obtained.
  • Email Template: Configure (or Create new one from here) the email template which is specially created to send the mails to the customer containing the complete order details of product along with the shipment details & its tracking link.
  • Automatic Send Shipment Mail: If it is checked, Odoo will automatically send the email to the recipient when your UPS Delivery Order is validated.
  • Active/Inactive: In this button, you can find the number of Active & Inactive delivery methods of particular instance of UPS. You can make certain services Inactive from Active state and then, later on, it can be marked active again from Filters/Archived in Search field.
  • Activate/Deactivate: You can directly activate or deactivate the particular instance from here which will affect all its delivery methods.

Credential tab

  • Check Recipient Address:Check the box to verify the recipient/customer delivery address with UPS before shipping. It is beneficial to authenticate the address before shipping. If the address fails to get verified, a user will get the error message directly from UPS for delivery address mismatch as shown below.

Note: Although, this feature is not available by default for all the UPS account holder. It can be availed separately.


  • Other than these configurations, UPS User ID, Password, Access License Number and Shipping Number will be provided by the UPS. Copy and enter the same details in the Credential tab to verify the authenticity.

Retrieving Services from UPS

3) After entering all the credential, you will get all the services from shipping provider i.e. UPS. Click on ‘Retrieve Services’ button and a new popup will open. Here, it will retrieve services based on default company address.

Now, if you want to retrieve services for other location to where you want to ship the product to recipient, check the box ‘Use To Address Different’ and enter the particular location details. It will fetch the list of services which are applicable to that location only.


4) Once, all the services are retrieved, a success message will be displayed. You can see it on Shipping Services tab along with the individual services code.

Here, you can directly configure Delivery Methods by clicking on ‘+’ button beside service name. It will redirect to Delivery Method screen which will be discussed in very next point.


Create & Configure Delivery Methods for UPS

5) The next step after the retrieval process is setting up the delivery methods. This configuration is the most important in order to run shipping services smoothly. Although, there is one way to configure the Delivery Methods which we discussed in above point. Here is the second way to configure the same. Go to Sales / Configuration / Delivery Methods and click on Create button. A new window will open in which you need to configure the certain parameters as mentioned below.

  • Provider: Select the UPS from option as your provider.
  • Integration Level: When you click on the Get Rate option, it will just show the rates of shipping but cannot send recipient data to UPS. But, when you click on Gate Rate and Create Shipment option, it will show the rates of shipping and send the recipient data to UPS server for further process.
  • Shipping Instance: Select the shipping instance you just configured, in which the UPS shipping operations should be carried out including credentials. For eg., UPS Shipping Instance.
  • Shipping UoM according to API UoM: Here, a user needs to select the UoM defined by the UPS shipping provider. If the UoM of products in Odoo is different from the UoM defined by UPS, it will automatically convert the default UoM in its required format. For eg. in Odoo, if the UoM of products is kg(s) and the UPS requires UoM in lb(s), then in this field, a user must select lb(s) option instead of kg(s).
  • Margin on Rate: Enter the number of percentage to keep the desired margin while providing shipping rates to the recipient.
  • Free if order amount is above: Enter the amount from which you want to offer free shipping. For eg. 500. Now, if the order total of customer goes beyond 500, no shipping cost will be applied to that particular order.
  • Delivery Product: Select (or Create the new) option which will be displayed in order lines to show applied shipping charges to customer. For eg. you can create ‘Standard Delivery Charges’.

Configuration tab

    Want to use negotiation rate: This option is only applicable if a user has opted for the service of Negotiable Rate provided by UPS. Know more about UPS Negotiation Rate here.

    Service Nature: Select the service type from given option i.e. Domestic or International. In case of International services, there are certain parameters that needs to be configured as listed below.

  • Sold To: Check this option if Seller is going to pay the custom duty for the products that ships outside the country. If it remains unchecked, the custom duty will be paid by Customer.
  • Form Type: Select the option ‘01 - Invoice’ to generate the document required for International shipment of products
  • Product UoM: Select the type of delivery packets you are sending to international customer. Most commonly used is Box.
  • Product Net Cost Code: If the product is subject to a Regional Value Content (RVC) requirement, select the NC option if the RVC is calculated according to the Net Cost Method. Else, select NO option if it is not applicable.
  • Shipping Net Cost Code: When the product you are shipping is produced, manufactured or assembled in your country even if its raw materials were imported, select the ‘D - Domestic’ option. If your product is imported in your country and it is exported in same condition again, then select the option ‘F - Foreign’.
  • Reason for Export: Select the suitable option for why you are shipping your products to another country. SALE is recommended for shipping new products.
  • Mode of Transport: Select the recommended option ‘Auto’. This will keep your shipping process flawless.

    Service Type: Select the service type from the given options provided by UPS. Here, a user needs to be careful to select service type as it has both of domestic & international services. If a Service Nature is domestic, then select its relevant service only. By selecting Worldwide Expedited like services for domestic will give error & shipping operations cannot process further during Delivery Order (as it seems to be international).

    Weight UoM: You need to select the same UoM as selected in ‘Shipping UoM according to API UoM’ parameter above. The UoM selected here will be considered as final by UPS. There should be no mismatch in UoM options selected above and in here. Else, UPS will give the incorrect shipping prices & shipping weight at a time of creating Sale Order.

    Moreover, UPS will only accept its standard UoM (mentioned on its website). If UoM is different, it will show error and shipping operations cannot be processed further at a time of Delivery Order.


    Default Package Type: Select the default package type for the products which a user will be packing while handing over to UPS. It is recommended to select ‘Customer Supplied Package’ option by setting its Height, Width, Length, Weight & Package Code from the external link button.

Destination Availability tab

    Destination Availability: In some scenario, you need to ship the products to certain locations only (from the company address), and not worldwide. So here, you have to enter those country name, state or zip codes. Now, the customer from these locations only will get their orders shipped from your side. No orders from other than these locations will be eligible to get shipped and hence no shipping options will be shown to customer at a time of checkout.

Note: This functionality is applicable for Odoo Website only.


Get Rate & Apply Delivery Cost to Sale Order

6) Now, when the Delivery Methods is configured successfully, you can see it while creating Sales Order. Enter all the required information and create Sale Order. While creating Sale Order, when you come across Delivery Methods, select any one from the options which are configured for eg. UPS 2nd Day. It will show two buttons ‘Get Rate’ and ‘Set Price’.

Click on Get Rate and you will get the shipping rates directly from the server of UPS. At this moment, UPS will check the criterias like Sender (Company) Address, Receiver Address, Product Weight and Package Details. If these criteria are matched & fulfilled, then only you will able to get the price from UPS. Else, it will show an error message which Odoo has got from UPS server itself.

If you want to add the fetched shipping rates to the order lines of Sales Order ,click on Set Price button. In the end, you will get the grand total figure of products & its shipping rate. Now, process this Sale Order to generate Delivery Order which will be the final stage to ship the products successfully with UPS.


Enable UPS Delivery Method at Odoo Website

7) In the case of Odoo Website, when a customer places the order, at delivery method section, it can see the option of UPS 2nd Day (or any other UPS services set by you) along with other delivery methods.



8) By selecting the preferred UPS Service as a shipping method, the shipping price gets automatically fetched from UPS server and added to the order. Hence, a customer can see the total figure of an order including shipping charges and can further navigate to the payment page.


Product Packaging method in Delivery Order

9) In certain case, one or more products need to be shipped in the package due to quantity management. Now, while validating Delivery Order, you can see the option ‘Put in Pack’ in below section of window. Click on it to organize multiple packages to be shipped via UPS.


10) Now, to put the products in multiple packages, you need to enter only that number in Done quantities that need to be packed. For eg. out of 10 pc., a user needs to pack only 2 pc. in the first pack, then the number entered in Done field should be 2 (and not all the 10). Simultaneously, the user can create multiple packages by setting Done quantities as per the requirement.

All the details of each and every packing can be found from Packages document as shown below. The quantity of product is also mentioned in the product lines of Packages.


11) After setting up the packages, validate the Delivery Order. A user can see all the details of product that will be shipped to the recipient. Now here, in Additional Information tab, the details of Carrier, Tracking Reference, Shipping Cost, Product Weight & Shipping Weight can be found.

Shipping & Fulfilment

Get Shipping Label & Tracking Number

The UPS labels are generated automatically in attachment section of the same window once Delivery Order is validated. In the case of Packaging, there will be an individual label for each Package. In case, if there is no package for specific product, it will also get label. Download, print & affix it on shipping packages.

Now, you are all set to dispatch the order for customer from Odoo to UPS.


Additional Info tab

Now, as we discussed in above points about Weight with Packaging & without Packaging, there is a difference between Weight & Weight for Shipping parameter based on which the price of shipping may change at a time of validating Delivery Order. If you prefer to make Packaging of one or more products, the Packaging weight is counted separately and is then added to the actual weight of Product. This total weight is termed as Weight for Shipping.

So, at a time of validating Delivery Order, Shipping Cost is once again fetched from UPS server and final (revised) Shipping Cost will be shown to you. The total figure including this will be then considered as final for the customer.

Next, the Tracking Reference number can be shared with recipient to track its package. Besides this number, there is ‘Cancel’ button through which a whole shipping can be cancelled in case it is required. Also, a Tracking button is generated which will redirect the user to UPS tracking site which shows the latest status of shipment.

Track Shipment Status at Odoo Website

12) The tracking number fetched from UPS will be shown in your admin panel of Odoo Website and for customer it will be in My Account/Order Details when they login. Clicking on that tracking number will redirect to the shipment tracking page of UPS and the latest shipment status will be shown on its portal.


Batch Picking for UPS

13) In the case of daily bulk orders on your website or from marketplaces, its management becomes difficult due to manual processing of each from your side. This indeed consumes more time & resources. Hence, to overcome this limitation and manage the bulk orders without much efforts, you can utilize Batch Picking feature in this app.

However, Batch Picking is configured for both of the mode i.e. Automatic & Manual. Now, to configure Batch Picking manually, go to Inventory / Operations / Create Batch Picking and enter the information for Shipping Provider, Start & End Date and Use Existing Batch (if required).

However, Batch Picking can be set in automatic mode by configuring it from Batch Configuration tab and check the box ‘Use Existing Batch Cron Job’ while setting up Delivery Method of shipping provider. Please note that, if you want to add more orders to existing Batch, it must be in draft stage. If that Batch is processed & validated then the new Batch will be created automatically to accommodate new shipping orders.

Batch Configuration Tab

14) Here there are certain parameters to configure batch and operate it more efficiently in order to save time & resources. Let us discuss them in brief:

Batch Responsible: Enter the name of user who will be managing the batch pickings here.

Auto Create Batch: Check this to automatically create batch when there are no batches found in draft stage.

Auto Done Pickings: Check this box to automatically carryout pickings of all shipping orders (of same delivery methods) to DONE stage. No other shipping order is now possible in this batch.

Auto Get Shipping Label: Check this box to automatically get Shipping Label from Shipper after the pickings are done and you send all the shipping orders details to shipper by clicking on ‘Send to Shipper’, which is mentioned later.

Use Existing Batch CronJob: Check this box to add new shipping orders in the existing batch orders only which are in draft stage. If it do not find any batch in orders in draft stage then the new batch order will be created automatically & new shipping order will arrive in it.

Note: Only Shipping Orders of same delivery methods will be fetched for Batch Picking.

15) Moving Forward, when a new Batch will be generated, all the draft Orders are fetched. Now, it’s time to decide whether you want process & validate the Batch or keep it in draft stage. For the Batch in draft stage, you can still add any order to it. On the other hand, if you have processed & validated the Batch Order, any other draft orders will be added to new Batch Order.

Click on Confirm button and your Batch Order is confirmed for further process where it will show the status ‘Ready’ for all the shipping order. At this stage, no new shipping order will be added to this Batch Order.

Next, click on Done button and it will process Delivery Order to ‘Done’ stage for all the shipping order in particular Batch Order.

16) Finally, you can now send the data to shipper by clicking on ‘Send to Shipper’ button. This will process all of your shipping order and share the tracking number of each order in its respective field in order line. Download the shipping labels for all the orders by clicking on ‘Download Labels’ button on top. All the labels will be found in one .zip file. Similarly, you can download the invoices in same manner.

If you want Email the tracking details to your customer, you need to open each shipping order send it to them. Though, it is recommended to enable the ‘Automatic Send Shipment Mail’ while configuring shipping instance to avoid manual sending consuming more time & resources.

However, there can be a scenario where any particular order is not processed due to error in shipping services or any other reason there may be. At this time, the order(s), which are not processed will be in Done stage only. To again validate & process these orders, you need to follow the same procedure after solving the errors. Tracking numbers of all the orders will now be fetched from shipping provider when you click on ‘Send to Shipper’ button again. Also, there will be shipping labels for each orders.

If you are having multi-packages for single shipping order, configure the packaging accordingly first without validating delivery order. It is necessary to configure multi-packaging before you process the batch order else, it will be considered as single package only by respective shipping provider.

UPS Shipping Label Sample

17) Here is the example of UPS shipping label that should be affixed on packages.


Detailed Shipping Report

18) Get the summarized shipping report with preferred time periods to get new insights from your business. It can be downloaded from Print option in UPS shipping instance window.


Your customer already loves your products and your creativity. Now with UPS Odoo Shipping Connector App from Emipro, you can save time and money, bringing together your order details, customer information, label printing, and shipment tracking all in one place.

No worries or time-consuming work, just a simple shipping process and your products delivered with happiness. Guaranteed.