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United Parcel Service (UPS) Accounts

There are two methods that can be used to ship packages with UPS. The first is to complete a paper UPS airbill. The second is to use the UPS on-line CampusShip system to complete the airbill. The information the shipper provides in the internal billing reference field on the airbill (regardless of the method of submission) determines how the shipment will be expensed in SAP. UPS transmits an electronic invoice file to Duke University’s Accounts Payable department. This information goes through a validation process. If the information in the internal billing reference field fails the validation process, the default code assigned to the UPS account number is used to expense the transaction.

The information provided in the internal billing reference field should be in the same format for manual and on-line submission. If the required format of the expense code is incorrect, the expense will post to the department’s default code. If the charges should be expensed to the default code, this field can be left blank.

The proper format for completing the internal billing information is:

Company Code*Cost Object*Cost Object Indicator
e.g. 0010*1231234*C

 

Company Code – Use the 4-digit Company Code (i.e., 0010, 0020,…, 0060)

The company code is followed by an asterisk.

Cost Object - The Cost Object is the departmental code. The cost object for the University and Medical Center is a seven digit code (i.e. 5755555). Cost objects for the Health System are nine digits (i.e. 301000222).

The cost object is followed by an asterisk.

Cost Object Indicator - The indicator is a one digit alpha character used to define the cost object category.

Examples:

C for a COST CENTER (General Operating Expense) or W for a WBS ELEMENT (Restricted funds such as research projects and clinical trials, plant funds, capital acquisitions and construction projects)

 

Note: there should be no spaces between the company code, cost object, and indicator other than the asterisks mentioned above.

Airbills

When the paper airbill is used, UPS manually enters the billing information. To avoid potential problems, we recommend that Duke customers use the UPS online airbill whenever possible.

The onsite UPS Rep can assist in setting up UPS online accounts for your Department.

The ZUPS_RPT is a UPS Report available in SAP.  It was designed to provide departments with invoice viewing options and enhanced billing details.  The following are the procedures for running the ZUPS_RPT.

ZUPS_RPT Procedures

 

If you or any member of your staff has questions, please call Accounts Payable at (919) 684-3112.