Documentation

AESL and UPS

  • Counties that have enrolled in Campus Ship pay $1,200 every fiscal year to AESL.
  • Counties mail samples to AESL through UPS. And UPS charges AESL.
  • AESL uses $1,200 to cover Ground Commercial shipping. We do not track how much money counties have used from the $1,200 pot.
  • If the Ground Commercial amount looks high (up to the discretion of the person doing accounting), like $50 bucks, AESL will not cover that. The county will be billed for this.
  • If the county uses Next Day Air Commercial, AESL will not cover that. The county will be billed for this.

How to use this application

  • Login to UPS account to access billing.ups.com/ups/billing/plan. In the left-sidebar My Plan Invoices should be selected.
  • Under Actions click the three vertical dots and click Download CSV (250 Columns).
  • The invoices are sent to the counties quaterly, since the amounts are small.
  • Save the downloaded invoice with the format YYYY-MM-DD.csv (use Invoice Date) in W:/UPS folder.
  • Select the invoice from the dropdown above (refresh the page if it is not showing).
  • Check for the following things
    1. Random services.
      • The application only supports Next Dat Air Commercial and Ground Commercial in the Service column.
      • Any other services will appear in the beginning of the table. And you will have to figure out what to do with them.
    2. Receiver is not AESL.
      • These appear first in the table below.
      • You need to file a dispute with UPS.
      • My Plan Invoices -> Actions (three vertical dots) -> View Plan Invoice Summary -> Click Invoice Number that you want to dispute -> Action (three vertical dots) -> Dispute (for the tracking number that needs to be disputed).
      • In case the program flagged a false positive, just check if it is Ground Commercial or Next Day Air Commerical, and follow the logic for that.
    3. Next Day Air Commerical
      • These will appear next in the table.
      • The counties will always be billed for these.
    4. Ground Commerical
      • These will appear next in the table, and sorted by the Amount to show the largest first.
      • Bill the county only if the amount looks too high.
      • Also, if the amount is high email the county as soon as possible to figure out why this is the case. Generally, the value being too high means someone messed up, and better to correct it early.
  • For all tracking numbers that you are intered in invoicing the county, check the checkbox under Email column.
  • Click Add to email list button to add the selected rows to a list of invoices to be emailed.
    • The list uses a combination of Invoice and Tracking number to store unique values.

Showing invoice . Use this link to share the invoice: .

Email Invoice Tracking County Sender Receiver Service Amount