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UPS WorldShip How-To Guide: Creating a Shipment

Verifying Address Information

When creating a new shipment we want to make sure we have as many items with matching "Customer ID" numbers in one shipment. Gumberg Library is billed by the number of packages we send out, so we want to minimize the number of packages we send each day whenever possible. 

 Step 1. Type in the Customer ID

If the address is already saved to Gumberg's address book in UPS WorldShip, the address fields will automatically populate. If the address fields populate, you do not need to adjust the address information.

If the address fields do not populate, we need to look up the correct address information, and input the address correctly. **REMINDER** We do not include P.O. Boxes, and it is important to ensure the Postal Code (Zip-code) is accurate when inputting new address information. 

To the left, you see an example of how Duquesne's address appears in the address fields. 

If nothing populates when you enter the Customer ID, please see how to add an address















Step 2. Verify the "UPS Service" selection and the weight of the package 

We want to verify that the selected service in the "UPS Service" dropdown is always "Ground." This is a default setting, but if it ever shows as another selection, please notify a supervisor and do not process the shipment.

We also need to verify the package weight. We can send as many books/materials as possible as long as they have the same IDS/Customer ID Number or Letter Code and are UNDER 30 pounds. We are charged more fees if we send packages over 30 pounds. If a package includes more items, and it has already reached the 30 pound limit, the shipment can be split into 2 separate packages.















Step 3. Input the item "Reference Number"

Reference numbers are a way in which we can verify if a an item has been returned or mailed to an institution if our systems say otherwise. It is very important to include reference numbers, as it is a quick way for Gumberg Library and our patrons to avoid incurring a bill for an item that we indeed handled properly.

There are 3 types of reference numbers you will typically encounter:

First: An EZBorrow Request ID Number. These numbers are located on the front of blue EZBorrow pull-slip bands, and are the same number/barcodes we use to check out in Sierra. An example of a Request ID number is "PPID-820"

Second: An ILL number for ILLiad materials. These are the typical numbers on orange ILLiad materials that we use to check the item out in Sierra. They are typically located at the top of the book-band. 

Third: The barcode on Gumberg Library owned items. If we are completing a residential shipment, we would include the barcode located on the back (typically) of any of our items. Our barcodes often begin with "35282" and will say "Duquesne University" on them. 

Step 4. Completing the Shipment 

After all of the information for the shipment has been input, you can now select "Process Shipment." The shipping label will automatically print to the Zebra ZP 450 printer located to the left of the computer. Once the items are packaged, this label can be placed onto to the package.