Tracking Numbers

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Overview

• This topic discusses the various ways package tracking information is entered into SEOM.

• Most shipping carriers assign tracking numbers to packages when a shipping label is printed. This is the case when one of the integrated shipping carriers software is used to print a shipping label through SEOM. When the label is printed the tracking number is immediately recorded in the SEOM data file.

• Other carriers communicate tracking information directly via an ODBC connection to the SEOM data file, while others may only provide tracking information by text file. The latter case requires the merchant to perform an additional manual step to record tracking information in SEOM.

• Once the tracking information is recorded, it can then be inserted into an email sent from SEOM directly to a customer, a Web store (depending on the capabilities of the shopping cart system), or to the Order Status Service so that they can see the shipping status of their orders while they are en route.

• The SEOM function that triggers the sending of tracking emails is called Process Tracking Numbers. For more information refer to its Knowledge Base topic.

• Versions 7.018 and 7.115 introduced a new system parameter, RequireCarrierName, which is a member of the Shipping parameter group. Since the format of tracking numbers is no longer unique to a given carrier, it is more difficult for the program to determine the carrier name by the tracking number alone. To eliminate potential errors, set this parameter to TRUE. The Carrier field is added to the appropriate screens, such as  Add/Edit Tracking Number and Drop-Ship Tracking screens.  

Entering Tracking Information in SEOM

There are several methods by which tracking numbers can be entered into SEOM:

• imported from a text file; FedEx QuickShip and WindowBook's Postal Package Partner require tracking information to be imported via a text file rather than by an ODBC connection; drop-ship an order placed with a supplier for an item or items that are not normally stocked by the retailer; the supplier then ships the merchandise directly to the retailer's customer. The retailer never takes physical possession of the merchandise. vendors may also provide tracking information in a text file

• via an Open Database Connectivity (ODBC) connection to SEOM's store data file using an external shipping application, such as Endicia DAZzle, UPS WorldShip, or FedEx Ship Manager, etc.

• by printing shipping labels using the SEOM's integrated shipping solutions; if any of these solutions is used there are no additional steps the user must take in order to obtain tracking information other than completing the configuration wizard for the carrier in the Store Setup Wizard.  

  UPS Online Tools

  ShipRush for FedEx  

  Endicia DAZzle

   

• by manually entering the data via the Add button on the Shipping / Tracking tab of the Process Orders screen

Importing Tracking Data via a Text File from an External Shipping Application

There are two methods for importing tracking numbers into SEOM via a text file:

• Via the Import Tracking Data screen (New Version) - which is the RECOMMENDED method, and provides a user interface for mapping the fields in the text file to SEOM fields.

System parameter CSVTrackingImportVersion = New Version. The default setting for this parameter is "New Version".

• Via System Parameters settings in Stone Edge that enable users to configure the program integrate with their business operations. Stone Edge includes hundreds of System Parameters to do just that. To change a system parameter, go to the Main Menu > Settings > System Functions > Set System Parameters.  (Old Version) - which requires the user to manually map Minimum Advertised Price; applies to Consumer Goods categories and listed on Amazon Seller Central Market tracking data fields from the .csv text file to specific system parameters in the Shipping Parameter Group.

System parameter CSVTrackingImportVersion = Old Version.

• Refer to Knowledge Base topic, Set System Parameters, for instructions about changing the setting of a system parameter.

New Version

1. Export tracking information from the shipping application to a text file (tab-delimited or comma-delimited). Be sure to note where you save this file on your computer.

2. Go to Main Menu > Settings > Shipping Functions > Import .csv Tracking Numbers to open the Import Tracking Data screen.

3. Select either the Regular Orders or Drop-Ship POs radio button.

4. In the File to import from field, manually type in the path to the text containing the tracking data or click the Folder button to navigate to its location and click Open. The data from the text file is displayed at the bottom of the screen (up to 50 fields and 100 records or rows).

5. Select the appropriate Field Delimiter radio button. If the file does not use a comma or tab as its delimiter, enter the correct delimiter in the Other box.

6. If the text file does NOT contain a header row, clear the box labeled First row contains field names.

7. The program maps as many fields it recognizes to the appropriate SEOM fields in the drop-down lists. Manually select the correct mapping for any fields that the program did not recognize.

The Order # and Tracking Number fields are required fields; in other words, they must be mapped to a field in the text file in order for tracking information to be imported successfully.

8. Choose one of the pre-defined shipping carriers from the Default Carrier drop-down list.

9. In the Link Field section, select the radio button of the most appropriate field found in the text file:

   • Order Number (SEOM Order #) - STRONGLY RECOMMENDED

   • Source Order Number (shopping cart order number -- numeric only)

   • Source Order ID (shopping cart order number -- alpha-numeric only)

   • Drop Ship PO Number - this button is only active when the Import Tracking for: section is set to Drop Ship POs.

10. Click Test Data to have the program check for data errors. A message box appears with the results, and if an error has been detected, the user may elect to view additional information about the error.

11. When satisfied with the data in the text file and the settings on this screen, click Run Import to start the process of importing the tracking information into SEOM.

When the process is completed the program provides a count of the new records that were added.

If Item Number information or the drop-ship Purchase Order number is included, the program creates packing records for the items contained in the text file.

The new tracking records contained in the text file can now be seen at the Shipping / Tracking tab of the Process Orders screen.

Old Version

1. Export tracking information from the shipping application to a comma-delimited text file (.csv), or obtain the text file from the carrier or drop-ship vendor.

2. Review the data in the text file with an appropriate text editor and determine which fields are to be mapped to SEOM fields, and note their position (sequence or column number) in the text file.

A comma delimited text file (CSV) would look something like this:

"1234","1Z123456789","12.75","8.5"
"1235","1Z987654321","5.00","1.2"
"1236","1Z543219876","6.50","1.5"
"1237","1Z219876543","23.20","18"
"1238","1Z765432198","15.95","12"

In the example above, the data in the first column (position 1) enclosed in quotes contains the SEOM order number. The data in the second column (position 2) enclosed in quotes contains the tracking number. The third column (position 3) contains the shipping cost. The fourth column (position 4) contains the actual weight of the item.

3. To map the data fields to the appropriate system parameter, go to the Set System Parameters screen. For each of the SEOM parameter fields listed below, enter the location (position) of the corresponding data (column) in the text file:
   

TrackingCostField

TrackingOrderNumberField

TrackingIDField

For example, based the sample data given in step 2, system parameter TrackingOrderNumberField would be set to "1". TrackingIDField would be set to "2", and TrackingCostField would be set to "3". Do not include the quotes (" ") in the system parameters, just the integer.

4. Set system parameter TrackingDefaultCarrier to the appropriate shipping company: FedEx, UPS or USPS.

5. If the text file does not contain a Carrier field, set system parameter TrackingDefaultField  to "0".

6. Parameter TrackingLinkField should be set to Order Number, SourceOrderNumber or SourceOrderID.

7. In order to utilize this method, one of the Quick Clicks must be set to Import .csv Tracking #'s. Refer to the Knowledge Base topic Quick Clicks, for instructions.

8. Click the Import .csv Tracking #'s Quick Click link and navigate to the location of the text file.

9. Click Import start the process. When finished, the program provides a summary of the results.

10. The tracking records added to the orders referenced in the text file can now be seen at the Shipping / Tracking tab of the Process Orders screen.

Importing Tracking Information from WindowBook's Postal Package Partner

• Refer to the Knowledge Base page, Postal Package Partner for USPS Shipments, for specific information about importing tracking information from this shipping application.

Importing Tracking Data from an ODBC Connected Shipping Application

1. When an ODBC connection has been established between SEOM's store data file and an external shipping software application, such as UPS WorldShip, FedEx Ship Manager, or Endicia Galaxy Ship (USPS shipments), it is possible to directly update SEOM tables with tracking information with limited human intervention.

2. The user must create Import and Export Maps in the shipping application so that the correct fields in the shipping application are mapped to the appropriate SEOM fields in the store data file. When a "batch" is closed, the shipping application sends the tracking numbers to SEOM automatically.

3. Refer to the Knowledge Base topics for UPS WorldShip (UPS WorldShip Setup Full Documentation), FedEx Ship Manager (Setting Up and Using FedEx Ship Manager)  and Endicia Galaxy Ship (How to Setup Galaxy Ship to Interface with the Order Manager) for directions related to those specific shipping applications.

4. Enterprise users that employ an SQL database as their store data file must take some additional steps to facilitate the exchange of tracking information via an ODBC connection, which are outlined in the Knowledge Base topics, Using Galaxy Ship with an SQL Data  File, UPS WorldShip Setup with the Enterprise Edition, or Using FedEx Ship Manager with an SQL Data File.

5. Although other shipping solutions may not be documented here, any application that can utilize an ODBC connection should be able to function in the same manner.

Process Tracking Numbers

• The Process Tracking Numbers link is found by going to Main Menu > Settings > Shipping Functions tab. Click it to send tracking emails to customers and/or sending order status information to a shopping cart or the Order Status Service. If there is no data to send, the program displays a message to that effect.

• Endicia DAZzle users have the option one of the possible attributes of a product; for example, blue is an option for the color attribute of a product of sending tracking numbers immediately as a shipping label is printed, or they can opt to wait and have them sent when the Process Tracking Numbers function is executed.

Additional Information

Created: 4/1/11

Revised: 9/25/14

Published: 04/14/16