How to Archive Shipments in UPS WorldShip 2018

As a business that ships a large volume of packages, it’s important to keep track of all shipping information to monitor costs, analyze shipping patterns, and improve overall efficiency. One way to do this is to archive shipments in UPS WorldShip 2018, a software program designed to streamline and simplify shipping processes.

Why Archive Shipments in UPS WorldShip 2018?

Archiving shipments in UPS WorldShip allows businesses to access historical shipping data, ensuring transparency in shipping processes. This data allows for analysis and optimization of shipping patterns, providing insights that can improve customer experience, reduce costs, and increase efficiency.

Another benefit of archiving shipments in UPS WorldShip is the ability to easily retrieve and reprint shipping labels and documentation. This can be especially useful in the event of a lost or damaged package, as businesses can quickly access the necessary information to file a claim with UPS.

In addition, archiving shipments can also help businesses stay organized and compliant with record-keeping regulations. By keeping a record of all shipments, businesses can easily provide documentation for audits or legal purposes.

What is UPS WorldShip?

UPS WorldShip is an intuitive, user-friendly shipping software program that streamlines shipping processes and saves businesses time and money. It allows businesses to manage all their shipping needs from one central location, including shipment tracking, address verification, and creating shipment labels.

Additionally, UPS WorldShip offers advanced features such as batch processing, which allows businesses to process multiple shipments at once, and integration with other business systems such as accounting software. This integration helps to further streamline the shipping process and reduce errors. With UPS WorldShip, businesses can also access discounted shipping rates and easily compare shipping options to find the most cost-effective solution for their needs.

How to Install and Set Up UPS WorldShip 2018

The installation process for UPS WorldShip 2018 is straightforward and can be completed in a few easy steps. First, download the installation file from the UPS website. Once downloaded, run the setup wizard and follow the prompts to complete the installation. After installation, users must set up their UPS account information, including shipping preferences and payment options.

It is important to note that UPS WorldShip 2018 requires a computer with certain specifications in order to run smoothly. The minimum requirements include a Windows operating system (Windows 7 or higher), at least 4GB of RAM, and a processor with a speed of 2.0 GHz or higher. It is recommended to have a high-speed internet connection for optimal performance.

Once the software is installed and the account information is set up, users can begin using UPS WorldShip 2018 to manage their shipping needs. The software allows users to create shipping labels, track packages, and manage their shipping history. It also offers features such as batch processing and address book management to streamline the shipping process.

Understanding the Archive Feature in UPS WorldShip 2018

The archive feature in UPS WorldShip 2018 allows businesses to store and access historical shipping data, including shipment information, tracking details, and costs. Archived shipments are stored securely on a separate database, ensuring quick and easy access to the information when needed.

One of the benefits of using the archive feature is that it helps businesses to analyze their shipping history and identify trends. By reviewing past shipments, businesses can identify areas where they can improve their shipping processes, reduce costs, and increase efficiency. This information can also be used to negotiate better rates with carriers.

Another advantage of the archive feature is that it allows businesses to comply with regulatory requirements. Many industries have strict regulations regarding the storage and retention of shipping data. By using the archive feature, businesses can ensure that they are meeting these requirements and avoid potential legal issues.

Benefits of Archiving Shipments in UPS WorldShip 2018

Archiving shipments in UPS WorldShip 2018 provides numerous benefits to businesses. It allows for analysis of shipping patterns, which can help identify inefficiencies and areas for improvement. Archived shipping data can be used to negotiate better rates with carriers, improve billing practices, and reduce shipping costs.

In addition to these benefits, archiving shipments in UPS WorldShip 2018 also helps businesses maintain accurate records for compliance and auditing purposes. Archived shipping data can be easily accessed and reviewed in case of disputes or inquiries. This can save businesses time and resources in resolving any issues that may arise.

Step-by-Step Guide on How to Archive Shipments in UPS WorldShip 2018

Archiving shipments in UPS WorldShip 2018 is a simple process that can be completed in a few easy steps. First, open the WorldShip program on your computer. Navigate to the “History” tab and select the shipments you want to archive. Click the “Archive” button and select the desired archiving options, such as the date range of shipments to be archived and the location to store the archived data.

It is important to regularly archive shipments in UPS WorldShip 2018 to free up space and improve the program’s performance. Archiving also allows you to keep a record of past shipments for future reference. It is recommended to archive shipments at least once a month or as frequently as needed based on your shipping volume. By following these simple steps, you can easily archive your shipments and keep your WorldShip program running smoothly.

How to Find Archived Shipments in UPS WorldShip 2018

Finding archived shipments in UPS WorldShip 2018 is easy. From the main screen of the program, navigate to the “History” tab and select “Archived Shipments”. From here, select the desired date range or search by keyword to find the archived shipment you need.

It is important to note that archived shipments are only available for a limited time in UPS WorldShip 2018. By default, the program archives shipments that are more than 90 days old. However, this setting can be adjusted in the program’s preferences if needed.

Another useful feature of UPS WorldShip 2018 is the ability to export archived shipment data to a CSV file. This can be helpful for record-keeping or for importing the data into other programs. To export archived shipment data, simply select the desired shipments and click on the “Export” button.

Best Practices for Archiving Shipments in UPS WorldShip 2018

When archiving shipments in UPS WorldShip 2018, it’s important to follow best practices to ensure the data is stored accurately and securely. These practices include setting up a regular archiving schedule, using consistent data entry practices, and ensuring all archive settings are properly configured.

Another important best practice for archiving shipments in UPS WorldShip 2018 is to regularly review and verify the archived data. This can help identify any errors or discrepancies in the archived data and ensure that the data is accurate and complete. Additionally, it’s recommended to keep a backup of the archived data in a separate location to prevent data loss in case of any system failures or disasters.

Furthermore, it’s important to ensure that only authorized personnel have access to the archived data. This can be achieved by setting up user permissions and access controls within the UPS WorldShip 2018 system. It’s also recommended to regularly review and update these access controls to ensure that only the necessary personnel have access to the archived data.

Troubleshooting Common Issues When Archiving Shipments in UPS WorldShip 2018

While archiving shipments in UPS WorldShip 2018 is generally a smooth and straightforward process, there can be occasional issues that arise. Common issues include incomplete or missing data, errors in archiving settings, and software compatibility issues. These issues can often be resolved through careful review of archiving settings and troubleshooting techniques such as restarting the program or computer.

Another common issue that can arise when archiving shipments in UPS WorldShip 2018 is the inability to locate archived shipments. This can occur when the archived shipments are not properly labeled or organized, making it difficult to find them when needed. To avoid this issue, it is important to establish a clear and consistent labeling system for archived shipments and to regularly review and organize archived shipments to ensure they can be easily located.

How to Restore Archived Shipments in UPS WorldShip 2018

Restoring archived shipments in UPS WorldShip 2018 is a simple process that can be completed by accessing the “Archived Shipments” tab and selecting the desired shipment for restoration. From there, users can follow the prompts to restore the shipment data to the live database.

It is important to note that restoring archived shipments should only be done if absolutely necessary, as it can potentially overwrite any changes made to the live database since the shipment was originally archived. Additionally, users should ensure that they have the proper permissions to restore archived shipments, as this feature may be restricted by the system administrator.

If a user accidentally archives a shipment and needs to restore it, they should act quickly to avoid any potential issues with the live database. It is recommended to contact UPS customer support for assistance if there are any concerns or questions about the restoration process.

Customizing Your Archive Settings in UPS WorldShip 2018

Customizing archive settings in UPS WorldShip 2018 allows businesses to tailor the archiving process to meet their specific needs. This includes selecting the desired date range for archiving, choosing the location for the archived data to be stored, and selecting which data fields to include in the archive.

Additionally, businesses can also set up automatic archiving schedules to ensure that data is regularly backed up and stored. This can help prevent data loss in the event of a system failure or other unexpected event. By customizing archive settings and implementing automatic archiving schedules, businesses can ensure that their data is secure and easily accessible when needed.

Tips for Managing Large Volumes of Archived Shipments in UPS WorldShip 2018

Businesses that manage large volumes of archived shipments in UPS WorldShip 2018 can streamline their processes by implementing organization and search strategies. This includes labeling shipments with specific keywords and using consistent naming conventions, as well as setting up regular purges of archived data to keep the database running smoothly.

Using Archive Reports for Analysis and Optimization of Shipping Processes

UPS WorldShip 2018 offers a variety of reports that can be used to analyze archived shipping data, including shipment volume, carrier usage, and shipping costs. These reports provide valuable insights that can help businesses optimize their shipping processes, reduce costs, and improve customer satisfaction.

Overall, archiving shipments in UPS WorldShip 2018 is a valuable tool for businesses that ship large volumes of packages. By archiving shipping data, businesses can improve their shipping efficiency, reduce costs, and provide better transparency and customer service. By following best practices and using the many features of UPS WorldShip 2018, businesses can maximize the benefit of archiving shipments and improve their overall shipping practices.