Setting Up the Postal Code File (WZIP)
Purpose: The Postal Code (Zip/City/State) file contains the city, state or province, country, tax rates, and geographic zone for postal areas. The city and state or province you enter for a customer in Order Entry or Order Maintenance are validated against this file.
You need to set up this file if you do not use Vertex™ or the Group 1 address program, Code-1™ The system works with the data collection module of the Vertex Sales Tax program. Code-1 also validates fixed city and state combination codes. If you use one of these products you may still want to establish the Postal Code file to help reduce other application errors. You can use the Work with Postal Codes function to enter the information yourself or use a tape that you purchase from the post office to build the file.
Tax rates: Another important use of the Work with Postal Codes function is to set up tax rates and, for Canadian addresses, tax calculation methods. The system uses this information differently depending on how the Tax Included in Price (E70) field in the System Control file is set. See About Tax Rates.
Geographic zones: The Postal Code file can be used to identify the geographic zone of a shipping address. Geographic zones are used to divide the country into shipping regions for the purpose of restricting the shipment of weather-sensitive inventory such as plant stock. See Fulfillment Shipping Zone Reservation Overview.
Delivery codes: Some shippers, such as UPS, charge different rates based on the type of delivery address on an order. For example, shipping to a business address is cheaper than shipping to a residential address. You can define the delivery code for a postal area to insure that the best possible rate is charged for shipping an order.
The information you enter through this menu option is not unique to a particular company; it applies to each company on your system.
In this topic:
• Work with Postal Codes Screen
• Work with Zip Tax Rates Screen
• Update Postal Codes by Range Screen
Not in this chapter:
• Automatic fill-in of city and state in order entry: If you set the Use Zip/City/State Defaulting? (B13) system control value to Y, the system fills in a customer's city and state in Order Entry or Order Maintenance based on the postal code you enter.
• Tax jurisdictions: You can track tax activity for tax jurisdictions within states. You define a tax jurisdiction as a range of postal codes. See Fulfillment Working with Tax Jurisdiction (WTXJ).
• Postal code formats for pick slips: In order for a postal code to print on pick slips or gift acknowledgments, you must first define the postal code format. See Working with Postal Code Formats (WPCF).
• Postal code format validation: The system calls a user-defined program to validate postal code formats outside the CWDirect environment if the External Postal Code Validation (E62) system control value is set to Y. This program can be used to validate postal code rules for a specific country; for example, if a postal code for a country should only contain 6 numbers and you enter more than 6, the program passes an error message back to CWDirect. See Working with Postal Code Formats (WPCF).
How to display this screen: Enter WZIP in the Fast path field at the top of any menu or select Work with Postal Codes from a menu.
CSR0295 DISPLAY Work with Postal Codes 6/17/98 14:48:54 The KL Mail Order Company
Postal cd City State Del cd
Type options, press Enter. 2=Change 4=Delete 5=Display 6=Work with tax rates
02053 MEDWAY MA MASSACHUSETTS N 02054 MILLIS MA MASSACHUSETTS 02055 MINOT MA MASSACHUSETTS R 02056 NORFOLK MA MASSACHUSETTS 02059 N MARSHFIELD MA MASSACHUSETTS R 02059 NORTH MARSHFIELD MA MASSACHUSETTS B 02060 NORTH SCITUATE MA MASSACHUSETTS R 02061 NORWELL MA MASSACHUSETTS 02062 NORWOOD MA MASSACHUSETTS B 02062-0032 NORWOOD MA MASSACHUSETTS B 02062-0265 NORWOOD MA MASSACHUSETTS B +
F3=Exit F6=Create F12=Cancel F14=Update Postal Code Range F21=Print list |
Field |
Description |
Postal code |
The postal code or zip code representing a delivery area. Alphanumeric, 10 positions; optional. |
City |
The city where the customer receives mail or shipments. Alphanumeric, 25 positions; optional. |
St (State) |
The state or province where the customer receives mail or shipments. States are defined in and validated against the State file, which is accessible through the Work with Country File menu option; see Work with States Screen. Alphanumeric, 2 positions; optional. |
Del cd (Delivery code) |
A code representing the type of delivery address for a postal code. Valid values are: B = Business address. R = Residence. N = No distinction. ' ' = Blank. Some shippers, such as UPS, charge different rates based on the type of delivery address on an order. For example, shipping to a business address is cheaper than shipping to a residential address. You can define the delivery code for a postal area to insure that the best possible rate is charged for shipping an order. |
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The system uses the following logic to default a delivery code to a customer address on an order: • The system defaults the delivery code defined for the postal code on the address. • If a delivery code has not been defined for the postal code on the address, the system defaults the delivery code defined in the Customer file. • If a delivery code has not been defined in the Customer file, the system defaults the delivery code defined in the Default Delivery Code for New Order Entry Customers (D13) system control value. Alphanumeric, 1 position; display-only. |
Screen Option |
Procedure |
Change postal code information |
Enter 2 next to a postal code to advance to the Change Postal Codes Screen. |
Delete a postal code |
Enter 4 next to a postal code. |
Display a postal code |
Enter 5 next to a postal code to advance to the Display Postal Code Screen. |
Work with tax rates |
Enter 6 next to a postal code to advance to the Work with Zip Tax Rates Screen. |
Create a postal code |
Press F6 to advance to the Create Postal Code Screen. |
Update a postal code range |
Press F14 to advance to the Update Postal Codes by Range Screen. |
Purpose: Use this screen to create a postal code.
How to display this screen: Press F6 at the Work with Postal Codes Screen.
CSR0297 ENTER Create Postal Code 6/17/98 14:59:26 The KL Mail Order Company
Postal code . .
City . . . . . . State . . . . . Country . . . . USA
Delivery Code . Geographic zone
F3=Exit F12=Cancel |
Field |
Description |
Postal code |
The postal code or zip code representing a delivery area. Alphanumeric, 10 positions. Create screen: required. Change screen: display-only. |
City |
The city where a customer receives mail or shipments. Alphanumeric, 25 positions. Create screen: required. Change screen: display-only. |
State |
The code representing the state where the customer receives mail or shipments. State codes are defined in and validated against the State file, accessible at the Work with States Screen through the Work with Countries menu option. This code will be required if the Require state? flag for the country is set to Y. The system validates that the state you enter is assigned to the SCF in the first three positions of the postal code. See Fulfillment Working with SCF/Ship Via Values (WSHV). Alphanumeric, 2 positions. Create screen: may be required. Change screen: display-only. |
Country |
A code representing a country. Country codes are defined in and validated against the Country file; see Setting Up the Country File (WCTY). The system defaults the country code defined in the Default Country for Customer Address (B17) system control value to this field. Alphanumeric, 3 positions; required. |
Delivery code |
A code representing the type of delivery address for a postal code. Valid values are: B = Business address. R = Residence. N = No distinction. ' ' = Blank. Some shippers, such as UPS, charge different rates based on the type of delivery address on an order. For example, shipping to a business address is cheaper than shipping to a residential address. You can define the delivery code for a postal area to insure that the best possible rate is charged for shipping an order. |
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The system uses the following logic to default a delivery code to a customer address on an order: • The system defaults the delivery code defined for the postal code on the address. • If a delivery code has not been defined for the postal code on the address, the system defaults the delivery code defined in the Customer file. • If a delivery code has not been defined in the Customer file, the system defaults the delivery code defined in the Default Delivery Code for New Order Entry Customers (D13) system control value. Alphanumeric, 1 position; optional. |
Geographic zone |
A code representing a geographic region. Geographic zones are used to divide the country into shipping regions for the purpose of restricting the shipment of weather-sensitive inventory such as plant stock. Geographic zones are used in conjunction with zone reservation codes, assigned to items or SKUs, to control item reservation in order entry. Zone reservation coded items/SKUs will not be reserved during order entry; instead they will be reserved during pick generation, at an optimal time for shipping. Zone reservation logic requires: • The item/SKU must be assigned a zone reservation code • The offer associated with the order must be assigned a season code • The shipping address for the order must be assigned to a geographic zone, using either the postal zip code of the ship to address, or the SCF (Sectional Center Facility) code of the ship to address. The SCF code consists of the first three digits of the zip code. See Fulfillment Working with SCF/Ship Via Values (WSHV). • For each zone reservation code, you must define zone date windows for all geographic zones in the country See Fulfillment Shipping Zone Reservation Overview. Alphanumeric, 3 positions; optional. |
To change: Enter 2 next to a postal code to advance to the Change Postal Codes screen. See Create Postal Code Screen for field descriptions.
To display: Enter 5 next to a postal code to advance to the Display Postal Code screen. You cannot change any information on this screen. See Create Postal Code Screen for field descriptions.
Purpose: The basic steps that the system takes in calculating tax are outlined below. Also presented below are a summary of the places where you can define tax rates, methods, and exemptions.
The system follows two basic paths in evaluating each order for tax depending on whether you process orders that are subject to VAT.
VAT is a taxing method that applies in only certain states in countries. When an order is subject to VAT, the customer is charged a tax-inclusive price, and the tax amount is “hidden” on the order detail line for the item, not included in the Tax bucket for the order.
Note: You cannot use both Vertex and tax-inclusive pricing (VAT) in the same company. See Vertex Interface (A88) for more information on Vertex.
Tax-inclusive pricing? If the Tax Included in Price (E70) field in the System Control file is set to Y, the system follows the steps presented below in determining how to calculate tax on an order.
If the Tax Included in Price (E70) system control value is set to N, the system follows the steps presented below in determining how to calculate tax:
The system follows the steps above only if you are not using Vertex.
Tax exemptions: Any of the following tax exemptions might prevent an order or an item from being taxed:
• customer tax exemptions or overrides (see Working with Customer Tax Status)
• the VAT exempt flag for the item/SKU (see Working with Existing Items (MITM))
• item tax exemptions and exceptions for U.S. states (see Working with Item Tax Exemptions (WITX))
• GST and PST item exemptions and exceptions for Canadian provinces (see Working with GST Tax Exemption Status (MGTX))
• the S/H exclude tax? field for a special handling format (see Establishing Additional Charge Codes (WADC))
For more information: See:
• Setting Up the Country File (WCTY)
• Working with SCF Codes (WSCF)
Work with Zip Tax Rates Screen
Purpose: Use this screen to work with tax information for shipments to a postal code.
How to display this screen: Enter 6 next to a postal code at the Work with Postal Codes Screen.
MSR0818 CHANGE Work with Zip Tax Rates 6/19/98 9:50:00 The KL Mail Order Company
Zip: 01601 State: MA City: WORCESTER
Effect Tax GST PST GST/PST Tax Tax Opt Date Rate Rate Rate Method Frt Hnd
Type options, press Enter. 4=Delete
61998 5.00 N N 10190 5.00 N N
F3=Exit F6=Add F12=Cancel |
Note: The system automatically creates a zip tax rate record if you update postal codes by range (F14 at the Work with Postal Codes Screen). The zip tax rate’s effective date will be the date that you process this update. See Update Postal Codes by Range Screen.
Field |
Description |
The date when this tax information became effective for orders in this postal code. Whenever you pick, bill, or maintain the order, the system will calculate tax based on the tax rates in effect when the order was first entered. Numeric, 6 positions; optional. |
|
Tax rate |
The tax rate for the postal code. Numeric, 5 positions with a 2-place decimal; optional. |
GST rate |
The rate of Canadian Goods and Services tax for this province. If there is not a GST rate defined for the postal code, but a GST/PST tax method is defined, the system uses the default GST Rate (A90) defined in the System Control file. Numeric, 5 positions with a 2-place decimal; optional. |
PST rate |
The rate of the Canadian Provincial Services tax for this province. Numeric, 5 positions with a 2-place decimal; optional. |
A code that determines the method of calculating total tax on goods shipped to Canadian provinces. This calculation method varies depending on the province where you are shipping the order. Valid codes for this field are: G (Goods and Services Tax) = Calculate the GST on the order, including freight and handling, if applicable. Add this amount to the order total, then calculate the PST on the result. Calculation (where O = the order total subject to tax):
O * GST rate = GST amount GST amount + ((GST amount + O) * PST rate) = order tax
Example: The order total subject to tax = $10.00 GST rate = 10% PST rate = 5% $10 * 10% = $1.00 GST amount $1 GST amount + (($1 + $10) * 5%) = $1 + ($11 * 5%) = $1.60 |
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P (Provincial Services Tax) = Calculate the PST on the order, including freight and handling, if applicable. Add this amount to the order total, then calculate the GST on the result. Calculation (where O = the order total):
O * PST rate = PST amount PST amount + ((PST amount + O) * GST rate) = order
tax Example: The order total subject to tax = $10.00 GST rate = 10% PST rate = 5% $10 * 5% = $.50 PST amount $.50 PST amount + (($.50 + $10) * 10%) = $.50 + ($10.50 * 10%) = $1.55 |
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S = Calculate GST and PST separately; neither tax is subject to the other. Calculation (where O = the order total)
S = (O * GST) + (O * PST) Example: The order total subject to tax = $10.00 GST rate = 10% PST rate = 5% ($10 * 10%) + ($10 * 5%) = $1 + $.50) = $1.50 Alphanumeric, 1 position; optional. |
Tax freight? |
This value indicates whether the shipping charges on the order are taxed (Frt and Frt+ amounts). Valid values are: Y = The customer pays tax on freight. N = The customer does not pay tax on freight. Note: This field acts as an override to the Tax on Freight (B14) field in the System Control file if the system control value is set to Y. If the order uses the tax rate for the postal code, but the Tax on Freight (B14) field is blank, the system uses the value from the System Control file. If the system control value is set to N or blank, you cannot override this value by entering a Y here. Alphanumeric, 1 position; optional. |
Tax handling? |
This value indicates whether handling charges on the order are taxed (special handling, guaranteed service charges, and other handling charges). Y = The customer pays tax on the handling charges. N = The customer does not pay tax on the handling charges. Note: • This field acts as an override to same setting for the SCF; see Working with SCF Codes (WSCF), and the Tax on Handling (B15) field in the System Control file if the system control value is set to Y. If the order uses the tax rate for the postal code, but the Tax on Handling (B15) field is blank, the system uses the value from the System Control file. If the system control value is set to N or blank, you cannot override this value by entering a Y here. • If the S/H exclude tax? field for the special handling code is set to Y, the handling charge will not be evaluated for tax. Alphanumeric, 1 position; optional. |
Screen Option |
Procedure |
Change existing tax rate information |
Type over the information you want to change, or just press Field Exit to delete existing information. You can change any field but the Effect date (Effective date). |
Delete tax rate information |
Enter 4 next to a tax rate record. |
Switch to ADD Mode |
Press F6. |
Update Postal Codes by Range Screen
Purpose: Use this screen to update postal code information, such as delivery code and tax information, for a range of postal codes.
How to display this screen: Press F14 at the Work with Postal Codes Screen.
CSR0876 ENTER Update Postal Codes by Range 12/27/99 16:29:34 EZK Mail Order
Country . . . . . . . . . . . . Postal Code range . . . . . . . to Delivery Code . . . . . . . . . Tax rate . . . . . . . . . . . GST rate . . . . . . . . . . . PST rate . . . . . . . . . . . GST/PST method . . . . . . . . Tax freight? . . . . . . . . . Tax handling? . . . . . . . . . Geographic zone . . . . . . . .
F3=Exit F9=Accept F12=Cancel |
Field |
Description |
Country |
A code representing a country. Country codes are defined in and validated against the Country file. The system defaults the country code defined in the Default Country for Customer Address (B17) system control value to this field. Alphanumeric, 3 positions; required. |
Postal code range |
The range of postal codes you wish to update. Enter the beginning postal code in the From range field and ending postal code in the To range field. An error message similar to the following displays if you enter a postal code in the To field that is greater than the postal code in the From field:
From zip (01601) is greater than to zip (01600).
Numeric, 5 positions; required. |
The system requires entry in one of the following fields: |
|
Delivery code |
A code representing the type of delivery address for the range of postal codes. Valid values are: B = Business address. R = Residence. N = No distinction. ' ' = Blank. Some shippers, such as UPS, charge different rates based on the type of delivery address on an order. For example, shipping to a business address is cheaper than shipping to a residential address. You can define the delivery code for a postal area to insure that the best possible rate is charged for shipping an order. |
|
The system uses the following logic to default a delivery code to a customer address on an order: • The system defaults the delivery code defined for the postal code on the address. • If a delivery code has not been defined for the postal code on the address, the system defaults the delivery code defined in the Customer file. • If a delivery code has not been defined in the Customer file, the system defaults the delivery code defined in the Default Delivery Code for New Order Entry Customers (D13) system control value. Alphanumeric, 1 position; optional. |
Tax rate |
The tax rate for the postal code. Numeric, 5 positions with a 2-place decimal; optional. |
GST rate |
The rate of Canadian Goods and Services tax for this province. If there is not a GST rate defined for the postal code, but a GST/PST tax method is defined, the system uses the default GST Rate (A90) defined in the System Control file. Numeric, 5 positions with a 2-place decimal; optional. |
PST rate |
The rate of the Canadian Provincial Services tax for this province. Numeric, 5 positions with a 2-place decimal; optional. |
GST/PST method |
A code that determines the method of calculating total tax on goods shipped to Canadian provinces. This calculation method varies depending on the province where you are shipping the order. Valid codes for this field are: G (Goods and Services Tax) = Calculate the GST on the order, including freight and handling, if applicable. Add this amount to the order total, then calculate the PST on the result. P (Provincial Services Tax) = Calculate the PST on the order, including freight and handling, if applicable. Add this amount to the order total, then calculate the GST on the result. S = Calculate GST and PST separately; neither tax is subject to the other. See GST/PST method for an example of each GST/PST method. Alphanumeric, 1 position; optional. |
Tax freight? |
This value indicates whether the shipping charges on the order are taxed (Frt and Frt+ amounts). Valid values are: Y = The customer pays tax on freight. N = The customer does not pay tax on freight. Note: This field acts as an override to the Tax on Freight (B14) field in the System Control file if the system control value is set to Y. If the order uses the tax rate for the postal code, but the Tax on Freight (B14) field is blank, the system uses the value from the System Control file. If the system control value is set to N or blank, you cannot override this value by entering a Y here. Alphanumeric, 1 position; optional. |
Tax handling? |
This value indicates whether special handling charges on the order are taxed (special handling, guaranteed service charges, and other handling charges). Y = The customer pays tax on the handling charges. N = The customer does not pay tax on the handling charges. Note: • This field acts as an override to the Tax on Handling (B15) field in the System Control file if the system control value is set to Y. If the order uses the tax rate for the postal code, but the Tax on Handling (B15) field is blank, the system uses the value from the System Control file. If the system control value is set to N or blank, you cannot override this value by entering a Y here. • If the S/H exclude tax? field for the special handling code is set to Y, the handling charge will not be evaluated for tax. Alphanumeric, 1 position; optional. |
Geographic zone |
A code representing a region of the country. Geographic zones are used to divide the country into shipping regions for the purpose of restricting the shipment of weather-sensitive inventory such as plant stock. Geographic zones are used in conjunction with zone reservation codes, assigned to items or SKUs, to control item reservation in order entry. Zone reservation coded items/SKUs will not be reserved during order entry; instead they will be reserved during pick generation, at an optimal time for shipping. |
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Zone reservation logic requires: • The item/SKU must be assigned a zone reservation code • The offer associated with the order must be assigned a season code • The shipping address for the order must be assigned to a geographic zone, using either the postal zip code of the ship to address, or the SCF (Sectional Center Facility) code of the ship to address. The SCF code consists of the first three digits of the zip code. See Fulfillment Working with SCF/Ship Via Values (WSHV). • For each zone reservation code, you must define zone date windows for all geographic zones in the country. See Fulfillment Shipping Zone Reservation Overview. Alphanumeric, 3 positions; optional. |
| Setting Up the Country File (WCTY) | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | Setting Up Customer Profiles (WPFL) |
CS02_02 CWDirect 18.0.x 2018 OTN