CampusShip Support - Using Import Tools FAQ

How do I import addresses?

  1. Select My Settings from the toolbar, and then select Import Addresses from the desired address book.
  2. To import a new file, enter the Path or Location and Name of File, or browse to locate a file to import. After locating the file, select Open to place the file in the Location and Name of File text box.
  3. Select whether you will add the imported addresses to your list or write over the current list. Writing over your current list will replace your current address books with the ones you are importing. Select Import.

Note: Imported files must have the following three characteristics:

  • It must have a .csv extension.
  • It must be in a comma delimited format
  • It must include the comma delimiter, even for optional fields


For more details on file format requirements, refer to the Import File Format for addresses in this section.

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How do I import locations?

Select Administration from the left side of the page, select Manage Locations, and then select Import Locations.

To import a new file, follow these steps:

  1. Enter the Path or Location and Name of File, or browse to locate a file to import.
  2. After locating the file, select Open to place the file in the Location and Name of File text box.
  3. Select Import, and the imported locations will be added to your current list.

Note: Imported files must have the following three characteristics:

  • It must have a .csv extension
  • It must be in a comma delimited format
  • It must include the comma delimiter, even for optional fields

For more details on file format requirements, refer to the Import File Format for locations in this section.

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How do I import reference numbers?

Select Administration from the left side of the page, select Manage Reference Numbers, and then select Import Reference Numbers.

To import a new file, follow these steps:

  1. Enter the Path or Location and Name of File, or browse to locate a file to import.
  2. After locating the file, select Open to place the file in the Location and Name of File text box.
  3. Select whether you will add the imported reference numbers to your list or write over the current list. Writing over your current reference numbers will replace your current reference numbers with the ones you are importing.
  4. Select Import.

Note: Imported files must have the following three characteristics:

  • It must have a .csv extension
  • It must be in a comma delimited format
  • It must include the comma delimiter, even for optional fields


For more details on file format requirements, refer to the Import File Format for reference numbers in this section.

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How do I import users?

Select Administration in the area to the left, select Manage Users then Import Users.

To import a new file, follow these steps:

  1. Enter the Path or Location and Name of File, or browse to locate a file to import.
  2. After locating the file, select Open to place the file in the Location and Name of File text box.
  3. To import the users, select Import. The imported users will be added to the current list.

Note: Imported files must have the following three characteristics:

  • It must have a .csv extension
  • It must be in a comma delimited format
  • It must include the comma delimiter, even for optional fields


For more details on file format requirements, refer to the Import File Format for users in this section.

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How do I resolve import errors?

The Import Tools option allows data to be imported from a .csv file into the UPS CampusShip system. If a particular record fails validation during the import, the system will create an error file with the records that the system could not import. Review the following table for possible errors and resolutions. Once the errors have been resolved, try the Import process again.

For more details on file format requirements, refer to the Import File Format FAQ in this section.

Error MessageResolution
Country/Territory Not Valid Verify country against correct country/territory codes and try again
Duplicate Record Modify record to a unique value and try again
Duplicate Login Modify Login Name to a unique value and try again
Exceeded Max Records UPSCampusShip System unable to register Login Name with the Application Programming Interface (API). Please try again later.
IMS Error Import file records exceed system limits; delete some records and try again
Field Length Violation Verify field length against appropriate file format and try again
Invalid Data Type Verify data type in appropriate file format and try again ex: alphanumeric
Invalid Email Verify email format and try again
Note: email address must include @
Invalid Fax Number Verify fax number format and try again
Invalid Location Location name not valid; verify name and try again
Invalid Login Verify login name and try again
Invalid Phone Verify phone format and try again
Invalid Postal Code Verify postal code and try again
Invalid Record Parameter Count Verify import file has all records in file
Note: All fields (including null fields) must be delimited by comma in the import file
Invalid User Type Verify user type value and try again
Note: Valid entries are values 0 or 1
Missing Required Field Insert missing field and try again
Province Not Valid Verify province against correct province codes and try again
State Not Valid Verify state against correct state codes and try again
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What is the correct import file format for address books?

File Format for personal and Corporate Address Books

Review this table for the format for your Personal or Corporate Address Book import file. All files must be saved with a .csv extension with the comma as the field delimiter. The import file must include the comma delimiter even for optional fields.

Note: Column headers should not be included. Also, it is recommended that you save this export file layout for future use.

Field Name

Field Type

Max Field Length

Required

Valid Values

Company or Name

Alphanumeric

35

Yes

Company or Name for the address

Nickname

Alphanumeric

35

No

Identifier used to save and recall the address (Address Book description text)

Contact

Alphanumeric

35

No

Contact name of recipient

Address 1

Alphanumeric

35

Yes

Recipient's street address

Address 2

Alphanumeric

35

No

Additional address information (room, floor, apartment)

Address 3

Alphanumeric

35

No

Additional address information (department)

City

Alphanumeric

30

Yes

Recipient's city

State/Province

Alphanumeric

5

Conditional

Recipient's State or Province for U.S. and Canada; see State/Province table for valid codes. Required for U.S. and Canadian addresses.

Postcode

Alphanumeric

9

Conditional

Recipient's postcode; will be validated for U.S. and Canada

Country

Alphanumeric

2

Yes

Recipient's country/territory; see Country/Territory Code table for valid codes

Telephone

Alphanumeric

15

No

Recipient's telephone number

Extension

Alphanumeric

4

No

Recipient's telephone extension

Email Address

Alphanumeric

50

No

Recipient's email address; example: jdoe@somecompany.com

Fax Number

Numeric

15

No

Recipient's fax number

Residential Address

Numeric

1

Yes

Enter 1 only if the Recipient's address is residential
Enter 0 for a non-residential address

Location ID

Alphanumeric

10

No

A unique identifier, created by a Quantum
View administrator, to indicate a receiving department in a
building with multiple receiving areas.

Consignee Indicator

Numeric

1

No

Enter 1 if the address is consignee-billable
Enter 0 if the address is not consignee-billable

Receiver's UPS Account

Alphanumeric

10

No

Third-party billing account number
Receiver's UPS Account Postcode

Alphanumeric

9

Conditional

If the Receiver's UPS Account number is supplied and if the Receiver's country/territory requires a postcode
PO Box Indicator Numeric 1

Conditional

Enter 1 only if the address is a PO Box; Enter 0 for a non-PO Box address

Format for UPS WorldShip International Address Books

Review this table for the format for Address Book import file if it was created using UPS WorldShip. All files must be saved with a .csv extension with the comma as the field delimiter. The import file must include the comma delimiter even for optional fields.

To import a Worldship International Address book into CampusShip, you will need to follow these steps:

  1. On the export file portion of Worldship International, select Receivers as the export information
  2. Select "comma" as the only delimiter
  3. Select "overwrite", not append
  4. Select only the following fields in the specific order listed as follows.

    Company or Name, Contact, Address 1, Address 2, Address 3, City, Country, Postal Code, State/Province, Residential Address, Telephone, Location ID, E-Mail Address

    Note: Column headers should not be included. Also, it is recommended that you save this export file layout for future use.
  5. Export the file
  6. Open up the .txt file that is created and confirm that the layout looks correct. Only commas should be present -- quotation marks or semicolons should not appear
  7. Close the file and do not save any changes
  8. Change the file extension from .txt to .csv
  9. Import the .csv file into CampusShip. Note: remember to select Worldship International as the import file format
File Format for WorldShip Addresses

Review the import file format table for address books created in UPS WorldShip format. All files must be saved with a .csv extension with a comma as the field delimiter before you can import them.

Field Name

Field Type

Maximum Field Length

Required

Valid Values

Company or Name

Alphanumeric

35

Yes

Receiver's company name

Contact

Alphanumeric

35

No

Name of the contact at the Receiver's address

Address 1

Alphanumeric

35

Yes

First line of the Receiver's address

Address 2

Alphanumeric

35

No

Second line of the Receiver's address

Address 3

Alphanumeric

35

No

Third line of the Receiver's address

City

Alphanumeric

30

Yes

Receiver's city or town

Country

Alphanumeric

2

Yes

Receiver's Country/Territory

Postcode

Alphanumeric or Numeric

9

Conditional

Receiver's postcode

State/Province

Alphanumeric

5

Conditional

Receiver's state, province or county

Residential Address

Numeric

1

Yes

To be used if the receiver is located in a personal residence. 1 = Residential 0 = Non-Residential

Telephone

Numeric

15

Conditional

Required for international destinations and UPS Next Day Air Early service

Location ID

Alphanumeric

10

No

A unique identifier, created by a Quantum View administrator, to indicate a receiving department in a building with multiple receiving areas.

Email Address

Alphanumeric

50

No

Email address where an email is sent notifying the customer that the shipment has been sent. For Electronic Return Label, this is the email address where UPS sends the label

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What is the correct import file format for reference numbers?

Review the Import File Format table for the Reference Number import file. All files must be saved with a .csv extension with the comma as the field delimiter. The import file must include the comma delimiter even for optional fields.

Note: The maximum file size for a single reference number import is 4 MB. The combined number of records stored in the three reference number fields cannot exceed 900,000.

Field Name

Field Type

Maximum Field Length

Required

Valid Values

Reference Value

Alphanumeric

35

Yes

Reference value unique per company

Reference Description

Alphanumeric

50

No

Description used to identify reference value

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What is the correct import file format for users?

Review the Import File Format table for the Users import file. All files must be saved with a .csv extension with the comma as the field delimiter. The import file must include the comma delimiter even for optional fields.

Field Name

Field Type

Maximum Field Length

Required

Valid Values

Name

Alphanumeric

35

Yes

User's first and last name

Log-On Name

Alphanumeric

16

Yes

User's log-on name. Must be unique across system

Location

Alphanumeric

35

Yes

User's location name. Location must be created prior to user import

Email Address

Alphanumeric

50

Yes

User's email address; example jdoe@somecompany.com

Telephone

Numeric

15

No

User's telephone number

Extension

Numeric

4

No

User's telephone extension

User Shipping Privilege Set Name

Alphanumeric

50

Yes

User's Shipping Privilege. Shipping Privilege must be created prior to user import

Default Reference 1

Alphanumeric

35

No

Default Reference 1

Default Service Level

Alphanumeric

3

No

Default Service Level. See codes below

Travelling User

Alphanumeric

1

No

Enter 1 if the user should be a travelling user.
Enter 0 if the user should be a non-travelling user

Supply Ordering

Numeric

1

No

Enter 1 if user has the authority to order UPS supplies
Enter 0 if the user does not have the authority to order UPS supplies

Fax Number

Alphanumeric

15

No

User's Fax Number

Location Administrator Indicator

Alphanumeric

1

No

Enter 1 if the user is a location administrator
Enter 0 if the user is not a location administrator

Do not allow the user to edit Reference No. 1 value

Alphanumeric

1

No

Enter 1 for selected to not allow the user to change the Reference No. 1 value. Enter 0 for did not select to allow the user to change the Reference No. 1 value.

The Import User File format contains a field named Default Service Level. This is a 3 character field. The codes are used to identify UPS domestic and International services. The valid codes for this field are:

UPS Domestic Services

UPS International Services

014=UPS Next Day Air Early A.M.

054=UPS Express Plus

001=UPS Next Day Air

007=UPS Express

013=UPS Next Day Air Saver

065=UPS Express Saver

059=UPS 2nd Day Air A.M.

008=UPS Expedited

002=UPS 2nd Day Air

011=UPS Standard

012=UPS 3 Day Select

003=UPS Ground Service

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Contact UPS

For questions about UPS CampusShip, contact your UPS CampusShip Administrator. For UPS CampusShip Technical Support, select the link below.

UPS CampusShip Technical Support