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Labelmaster Masterform 3.0 User Manual

For ups domestic edition
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User' s Guide
Version 3.0
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  • Page 1 User’ s Guide Version 3.0...
  • Page 2 MASTERFORM by Labelmaster for UPS Domestic Edition User’ s Guide Version 3.0 Published by Labelmaster Software Copyright 2002 American Labelmark Company © 400 East Pine Street, Suite 210 Seattle, WA 98122 Toll free: 1-800-578-4955 Local: 1-206-256-0889 Fax: 1-206-443-0529 http://www.labelmaster.com/masterform...

  • Page 3: Table Of Contents

    Windows is a registered trademark of Microsoft Corporation. Pentium is a registered trademark of Intel Corporation. Lexmark is a registered trademark of Lexmark International. Okidata is a registered trademark of Oki America, Inc. MASTERFORM User’ s Guide Author: Rachel Jackman...
  • Page 4 Support and Resources ... 29 Technical Support and Contact Information ... 31 Chemical table resources ... 34 Managing Templates and Addresses ... 36 Getting Started Using MASTERFORM ... 39 MASTERFORM Setup ... 41 Setup Accounts ... 41 Configure Reports ... 42 Choose Options ...
  • Page 5 ... 124 Printing gibberish or symbols ... 125 Custom paper size not in paper size list ... 126 Printer feeds forms up too far ... 127 Shipper’ s Certification prints on 2 pages ... 127 Printer prints blank pages ... 128 Laser forms are not lining up properly ...

  • Page 6: Installation And Setup

    Installation and Setup...

  • Page 7: Introduction To Masterform

    (hazmat) with United Parcel Service (UPS). It prints two forms: the UPS Hazardous Materials Shipping Paper (on laser or tractor printer) and the Shipper’ s Certification end-of-day log. It also saves your shipment information as templates that you can use again and again.

  • Page 8: Installing Masterform For Ups Domestic Edition

    • Provides chemical table data directly from UPS, updated throughout the length of your license • Make printing easier by allowing the movement of individual fields in any direction • Allows proper shipping name edits for flexibility and accuracy • Reminds shippers to check the Labels Required field to prevent returned packages Installing MASTERFORM for UPS Domestic Edition...

  • Page 9: Installing 49 Cfr Regulations And Tsi Hazmat Training

    Installing 49 CFR regulations and TSI Hazmat Training You have the option of installing a free hazmat training program from the Transportation Safety Institute (TSI). The Q&A format links to the relevant text of 49 CFR so you can immediately check your answers against the regulations.

  • Page 10: Where To Install Masterform

    (8 inch) paper, and prints on a laser printer (inkjet and bubble jet printers are NOT recommend). Using the new laser form is optional, so MASTERFORM lets you choose a design at the beginning of the template wizard.

  • Page 11: Sending Your Masterform Shipments To Ups Online Worldship

    System DSN connection is set up properly. Main integration steps: ® Install both UPS WorldShip and MASTERFORM for UPS (version 3.0 or later). Ensure your System DSN connection is set up properly. Create and print hazmat shipping papers with MASTERFORM for UPS.
  • Page 12 2. In the Control Panel window, double-click Data Sources (ODBC) as shown in Figure 4. (In Windows 2000 and XP this can be found one level deeper in a folder called Administrative Tools.) Figure 4: Double-click Data Sources (ODBC) inside the Control Panel.
  • Page 13 5. In the ODBC Microsoft Access Setup, type HAZMAT as the Data Source Name. This must be in all capital letters, exactly as shown here. You can enter a description if you like, such as “ My UPS WorldShip Connection.” (See Figure 7.) 6.

  • Page 14: Step 3: Send Hazmat Shipping Paper Data To Worldship

    Step 3: Send hazmat shipping paper data to WorldShip ® In Step 2 you established a connection between MASTERFORM and WorldShip . WorldShip ® ready to receive your MASTERFORM for UPS hazmat shipping paper data. Every time you print a shipping paper in MASTERFORM, the material information is sent automatically to WorldShip Step 4: Specify a hazmat package in WorldShip...

  • Page 15: Support And Resources

    Support and Resources...

  • Page 16: Technical Support And Contact Information

    Technical Support and Contact Information This manual contains a chapter called Troubleshooting that may have the answer to your question. Review the topics under Troubleshooting and our support web site for quick answers. If you need to call or e-mail Labelmaster Technical Support, please be prepared to reference the product name and version number you are using.
  • Page 17 Other Contacts: Lexmark printer support: http://www.lexmark.com or 1-800-LEXMARK Okidata printer support: http://www.okidata.com or 1-800-OKIDATA UPS hazmat hotline: 1-800-554-9964 UPS OnLine WorldShip help: 1-888-553-1118 UPS hazmat guidelines: http://www.ups.com/ using/services/accs/hzm-guide.html MASTERFORM home page: http://www.labelmaster.com/masterform Office of Hazardous Materials Safety: http://www.text-trieve.com/dotrspa ...or... http://hazmat.dot.gov DOT Contact: U.S.

  • Page 18: Chemical Table Resources

    Chemical table resources If you have a problem with the chemical table data in MASTERFORM, we will make every effort to correct the issue and send you a new table immediately. MASTERFORM for UPS uses chemical table data supplied by United Parcel Service. The table in your MASTERFORM should match whatever table was most recently published by UPS;...

  • Page 19: Managing Templates And Addresses

    Managing Templates and Addresses To keep your template and address book data safe through repeated updates, you should familiarize yourself with the databases that store this information. Template and address databases are found inside your MASTERFORM installation directory. You must know where MASTERFORM is installed if you want to work with these databases.

  • Page 20: Getting Started Using Masterform

    Getting Started Using MASTERFORM...

  • Page 21: Masterform Setup

    MASTERFORM Setup MASTERFORM needs to know your UPS account number, log book number, and option preferences before you begin shipping. Click the Setup icon on the MASTERFORM main menu to set up this information. Figure 11 shows the Setup screen. Figure 11: Inside Setup you can enter UPS account information, choose options, and configure reports.

  • Page 22: Configure Reports

    3) The Sequence # column can be left alone. See How log book numbers work. CONFIGURE REPORTS Click the document buttons to specify a printer and paper size for each. Be sure to click the Recommend button for each. This will default to the settings recommended by Labelmaster.

  • Page 23: Shipping Under Multiple Accounts

    Shipping under multiple accounts MASTERFORM can organize shipping papers and certifications under multiple UPS accounts. Enter all the UPS account numbers you use, with their corresponding log numbers, into Setup. The Setup list of account numbers ties Shipping Papers to Certifications so that you can ship under multiple accounts.

  • Page 24: Security: Defining User Names And Passwords

    Figure 13: When you’ re ready to print the shipper’ s certification, specify the appropriate account number in the Review Packages screen. Security: Defining user names and passwords MASTERFORM can store an unlimited number of user names and their corresponding passwords. Password protection helps keep unauthorized personnel from using MASTERFORM to ship hazmat.

  • Page 25: How Log Book Numbers Work

    6. Select the check box under Supervisor if you want this user to have access to this Name and Password list. Anyone with Supervisor status will be able to enter this list by pressing the TAB key. Those without Supervisor status will be forced into the next screen and will not be allowed to view the Name and Password list.

  • Page 26: Making, Naming, And Saving Templates

    The sequence number increments once per day according to your computer’ s system date. If your system date has been tampered with, your MASTERFORM sequence number can be thrown off. You can change the Sequence number manually inside MASTERFORM Setup if you need to.

  • Page 27: What Is A Template

    You are not required to save a template, however. It is an option available if you would like to save your information for reuse later. What is a template? A template is a set of information needed to complete one form. It is an electronic version of a shipping paper that you can reenter, edit, and reprint at any time.

  • Page 28: Working With Templates

    Working with templates Reenter a saved template by selecting the template name from the drop-down list in the Shipment Template screen and clicking Next. The first screen, Shipment Template, is where you begin a new form. It is also where you can select a previously saved template for modification now.

  • Page 29: Deleting Templates

    Deleting templates On the first screen, select the template name into the Template Name field and click Delete Template. The Delete Template button is found in the Shipment Template screen (see Figure 15). Select the template name from the drop-down list in the Shipment Template screen so that it appears in the Template Name field.

  • Page 30: Your Package

    Using an Exemption Packaging number The Exemption Packaging field is found on the Ground/Air Shipment screen where your mass or capacity is entered. This field allows you to select or type an exemption number to appear on your shipping paper. A brief list of common exemption numbers is provided, but you can type any number there as well.

  • Page 31: Turning Off The Labels Required Field Warning

    Label Warning option in Setup. See MASTERFORM Setup. Pre-printing forms for future NOTE: As of version 3.0.2 of MASTERFORM for UPS Domestic Editon, Print Ahead Mode is not an option due to the integration with UPS WorldShip®. If you wish to continue using the Print Ahead Mode option until January 6, 2003, you must use MASTERFORM v3.0.1 or earlier.

  • Page 32: Features And Options

    Features and Options...

  • Page 33: Writing Notes Inside Masterform

    Writing notes inside MASTERFORM You can leave electronic notes inside MASTERFORM that are specific to a particular field. To write a note: 1. Place your cursor in the field to which the note pertains. 2. Right-click and choose Note from the pop-up menu.

  • Page 34: Entering Addresses In The Address Book

    Figure 17: A checkmark next to the Note option indicates that a note has been saved. Entering addresses in the Address Book To access the Address Book, click the button with an open-book icon found on both the Shipper Information and Shipment Information screens. Figure 18 shows the location of the Address Book icon on the Shipper Information screen.

  • Page 35: Import Excel Or Access Address Data To The Address Book

    To select an address, search for the name or browse the letter groupings. When you find the address you want, highlight the name by clicking once anywhere within the entry. Then click Select. The address will be pulled into your template.

  • Page 36: Step 2: Import Your Data Into The Upsaddress Table

    Figure 20: Format your address data into columns with these exact names. Step 2: Import your data into the upsAddress table A table within the database named Exchange.mdb controls the Address Book feature of MASTERFORM. This database sits in your MASTERFORM installation directory.
  • Page 37 Figure 22: Select Get External Data > Import from the File menu. Figure 23: The Microsoft Access Import Wizard. Click Next on the first screen of the import wizard to continue. On the next screen, make sure the First Row Contains Column Headings check box is selected.

  • Page 38: Exporting Addresses From The Address Book

    (e) Click Next to continue. (f) Confirm that the Import to Table field reads “ upsAddress,” then click Finish. Access will pull your data into MASTERFORM for UPS. Open MASTERFORM and make sure your address data is there. If you encounter any errors during the import process, double-check your steps.
  • Page 39 4. When you select Save As/Export, you will be asked how you want to save the table. You could save a copy of your address data within Exchange.mdb under another name, but it’ s more likely that you’ ll want this information outside of Exchange.

  • Page 40: Setting Default Field Values

    Setting default field values You can set a default value for an individual field in the MASTERFORM wizard. A default field value will automatically appear in the field even when you begin a brand new template. For example, if you want to prevent typos in the Emergency Telephone Number field, you can enter the number once and save it as a default value.

  • Page 41: Viewing The Regulations

    Viewing the regulations MASTERFORM has the option of linking directly to relevant 49 CFR regulations while you are working in the program. However, in order to access the regulation information, you need to subscribe to one of the programs in Labelmaster’ s Reg-Trieve reference library.

  • Page 42: The Form-Fill Wizard Step By Step

    The Form-Fill Wizard Step by Step...

  • Page 43: Screen 1: Shipment Template

    Screen 1: Shipment Template When you double-click the UPS hazmat shipping paper icon on the main MASTERFORM menu, the first screen you see is titled Shipment Template. If you are beginning a brand new shipment, click Next while the Template field reads <None>. Then select which form design you plan to use for this shipment (laser or tractor).

  • Page 44: Screen 2: Shipper Information

    Screen 2: Shipper Information In this screen, enter information about the shipper; that is, you and your company. A field name in bold indicates that the field is required. On this screen the Signature field is the only optional field. The signature can be written in later by hand.

  • Page 45: Screen 5: The Chemical Table

    Figure 32: After selecting a material from the table, modify the PSN as necessary. The Proper Shipping Name screen is where you can edit the PSN or add a technical name. (See Figure 32.) You must have the Allow Proper Shipping Name Edits option selected in Setup before MASTERFORM will allow you to edit the PSN.

  • Page 46: Screen 6: Ground Or Air Shipment

    Finish button. Click Finish again to refresh the print preview and view your corrected form. For more information about printing, please read the following sections of this book: General Printing Overview Creating a custom paper size (tractor only) Changing the printer driver...

  • Page 47: Screen 8: Print And Save Shipment Template

    Changing the Emulation Mode on the printer (tractor only) Moving fields on the form Increasing/decreasing point size of printed text Setting the margins Figure 34: Print Preview of the 8-part carbon shipping paper. Figure 35: Print Preview of the laser shipping form.

  • Page 48: Printing The Hazardous Materials Shipping Paper

    Printing the Hazardous Materials Shipping Paper...

  • Page 49: General Printing Overview

    NOT recommended. Labelmaster cannot support, endorse, or recommend any printer. We have, however, used certain Lexmark and Okidata printer models with MASTERFORM and so we have provided special instructions to help you use these models as well.

  • Page 50: Changing The Printer Driver

    Installing a printer If you are installing a printer for the first time to use with MASTERFORM, follow these steps: 1. Attach the printer cable to the computer and plug in the printer. 2. Install the printer driver: go to Start >...
  • Page 51 Changing the Printer Driver and Changing the Emulation Mode on the Printer before attempting to create a custom paper size. To manually create a custom paper size (Windows 95 &...

  • Page 52: Changing The Printer Driver

    Suggested printer drivers: Tractor • Lexmark 2380/90x series: use the Epson FX 850 • Okidata 320/321x series: use the Epson FX 86E • Okidata 520 or 590 series: use the Epson LQ 2550 Other drivers may work. These are just suggestions to help you set up your printer.

  • Page 53: Changing The Emulation Mode On The Printer (Tractor)

    Instructions for 320x series printers are provided here for your convenience. To change the Emulation Mode on a Lexmark 238x or 239x series printer: 1. Press ALT + Setup at the same time to enter the setup menu.

  • Page 54: Setting The Margins

    Start/Stop button repeatedly until the ALT light stops blinking (up to three times; the printer will print menu options after each time you hit the button). To change the Emulation Mode on an Okidata 320/321: 1.

  • Page 55: If Your Information Prints Too High

    If your information prints too low… …and the top margin is set to its minimum value, then your printer’ s Top of Form (TOF) may not be correctly set. Refer to your printer manual for help setting your top of form. If your top margin is not at its minimum setting, subtract the distance the information needs to move to print correctly.
  • Page 56 Some fields print incorrectly because of slightly different printer configurations. If you are using a laser printer, we recommend print out a “ practice” form on blank 8 1/2 x 11 inch paper on your initial printing attempt. By...

  • Page 57: Increase Or Decrease The Size Of Printed Text

    Increase or decrease the size of printed text Use the Nudge dialog to increase or decrease the size of any individual portion of text: 1. Complete the form-fill wizard, provide all required information, and arrive at the Print Preview or Print and Save Shipment Template screen.

  • Page 58: Printing The Shipper' S Certification

    Printing the Shipper’ s Certification...

  • Page 59: Printing The Certification

    Printing the certification To print the certification, double-click the Shipper’ s Certification icon at the beginning of the program, select the date and the account number you want, then click the Print button. MASTERFORM compiles certification information automatically based on the hazmat shipping papers you print each day.

  • Page 60: Saving Shipments To The Certification

    Saving shipments to the certification MASTERFORM automatically compiles Shipper’ s Certification end-of-day logs based on the hazmat shipping papers you print each day. This saves you the trouble of retyping or rewriting your daily shipment details for the log book. Save to Shipper’...

  • Page 61: Purge Old Certification Records

    Purge old certification records If you’ ve been using MASTERFORM for a while, your archive of Shipper’ s Certifications may be getting too long. You can purge some of these records by using the Purge Masterform Data function. Important! Make sure you keep printed copies of all your certifications for billing and record-keeping purposes.

  • Page 62: Troubleshooting Overview

    • What changed? Have you installed or uninstalled anything lately? Has someone else been working on your computer? Got a new printer? Technical Support will need to know. • What exact steps led to the error or problem? Technical Support will need to know exactly what you clicked or did before the error occurred.

  • Page 63: Account Number Not In The Drop-Down List

    Cause: The Emulation Mode on the printer does not match the printer driver being used. When using an Epson printer driver, the Emulation Mode on your printer must be set to Epson Mode. Resolution/Workaround: Make sure the Emulation Mode on the printer matches the printer driver you are using.

  • Page 64: Custom Paper Size Not In Paper Size List

    5 inches long, but most printers are defaulted to print an 11 inch long page (standard letter size). Therefore when you go to print, the printer feeds up the standard 11 inches. Resolution/Workaround: To fix this, you must create a custom paper size in Windows and make sure your dot matrix printer can read it.

  • Page 65: Printer Prints Blank Pages

    Page Setup again under the file menu to verify that the program saved your changes. If your margins revert from what you changed them to, your printer driver may not support a margin setting small enough. To correct this problem, you can try installing an alternative...

  • Page 66: Log Book Numbers Are Repeating

    Log book numbers are repeating Symptom: The same log book number appears on Certifications for more than one date. Cause: N/A (Program functions as intended.) Resolution/Workaround: The log book numbers are supposed to roll over and begin repeating after reaching a sequence of 100. An electronic log book is 50 “...

  • Page 67: Hazmat/Dg Is Grayed Out

    In UPS WorldShip , the HAZMAT/DG ® Reference list is grayed out Symptom: In UPS WorldShip, in the area called Package Options, the box for HAZMAT/DG is grayed out. Cause: If the database has been setup correctly, it is mostly likely that WorldShip has been installed recently and your account is not yet in the WorldShip system.

  • Page 68: Unexpected Error Occured In Subsystem

    Unexpected error occured in subsystem... Symptom: Upon opening MASTERFORM, the following error occurs: “ Unexpected error occurred in subsystem link tables from db...” Cause: MASTERFORM can’ t find the databases it needs to run or those databases are corrupt. Resolution/Workaround: First, make sure your MASTERFORM installation files are all in the same place.

  • Page 69: Run Time Error 9 In Configure Reports

    Cause: This is a known issue between Microsoft Access and Hewlett Packard. It sometimes occurs when you have an HP printer set as your default printer. Resolution/Workaround: To work around this issue, set any other printer to be your default...

  • Page 70: You Do Not Have A License With Ms Access

    Cause: This may be caused by too much information being spooled to the printer driver. Garbled text is usually an indication of driver failure. Resolution/Workaround: To work around this...

  • Page 71: Uninstalling Masterform

    Uninstalling MASTERFORM Before you uninstall... Uninstalling and deleting directories will permanently delete your templates and addresses unless you manually save the databases that store them beforehand. If you want to save your templates and addresses, you can do so by saving a copy of the appropriate database files before uninstalling.

  • Page 72: License Agreement

    License Agreement Below is the license agreement you confirmed when you installed MASTERFORM. If you have any questions, please contact the Labelmaster Software Sales Manager at 1-800-578-4955. USER LICENSE AGREEMENT FOR LABELMASTER SOFTWARE PRODUCTS, AN AMERICAN LABELMARK COMPANY NOTICE TO USER: DO NOT CONTINUE UNTIL YOU HAVE READ THIS AGREEMENT Our Software license is displayed on this install program so you could read it before continuing...
  • Page 73 Software, AN AMERICAN LABELMARK COMPANY, publication is not included under the copyright laws. The public information in this Labelmaster Software, AN AMERICAN LABELMARK COMPANY, publication does contain proprietary formatting and information that is not public information. In consideration of the subscription fees, Labelmaster Software, AN AMERICAN LABELMARK COMPANY grants you the right to print, copy or transfer electronically the text of the Software for...
  • Page 74 LIMITED WARRANTY, LABELMASTER SOFTWARE, AN AMERICAN LABELMARK COMPANY, MAKES NO WARRANTIES, EXPRESS OR IMPLIED, AS TO PERFORMANCE, NON-INFRINGMENT OF THIRD PARTY RIGHTS, MERCHANT-ABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE. Some states do not allow the exclusion of implied warranties or limitations on how long an implied warranty may last, so the above limitation may not apply to you.

  • Page 75: Index

    Basic Description 89 bubble-jet printer 97 Bypass Authorization Screen 18, 42 changing information 57, 99, 103, 105 changing font/point size 109, 112 changing printer drivers 103 chemical table 34 Chemical Table screen 89 choose options 42 Clear Default 78 Code of Federal Regulations 13...
  • Page 76 18 installing MASTERFORM 15 installing a printer 98 International 17 Labels Required 59 laser printers 19, 97 Lexmark 97, 103, 105 License Agreement 142 Limit of Liability 146 Limited Warranty 145 lines 113 log book number 49 look up 89...
  • Page 77 Print Ahead Mode 43, 61 Print Data Only 113 Print Preview 91, 92 Print Setup 107 printers 91, 97, 98, 105 printer drivers 97, 103 printer functions 105 printer properties 103 printing 91, 92, 97 Professional Edition Suite 15 Proper Shipping Name 57, 87-88, 89...
  • Page 78 symbols 125 system DSN 20 system requirements 33 Technical Name 87 technical support 31 templates 51-57 text 113 tractor forms 107 training 31 Transport Mode 86 Transportation Safety Institute (TSI) 16 troubleshooting 121 TSI Hazmat Training program 16 U.S. Department of Transportation 32 unauthorized 47 UNID 89 uninstalling 140...
  • Page 80 400 East Pine Street, Suite 210 Seattle, WA 98122 Published by Labelmaster Software, an American Labelmark Company © 2002 Second Edition...

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