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How to Use the Shipping Invoice Payment System (SHIPS)

Learn how to use the Shipping Invoice Payment System (SHIPS) for processing Federal Express and UPS invoices.

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How to access system

To access SHIPS, go to: https://bfsweb.ucsd.edu/SHIPS/ and log in using your single-sign-on credentials.

How to assign index numbers to individual shipments

  1. Select Account
  2. Use the Sort feature on any column to group shipments by that variable
  3. Select shipments to be approved by clicking check box next to each shipment or select all on page by clicking check box at top of checkbox column.
  4. Type an index number in the Payment Index column for each selected shipment.
  5. Click 'Approve Selected Shipments' button

How to pay multiple shipments with one index

  1. Select Account
  2. Key index into ‘index’ field  in header section
  3. Select shipments to be approved by clicking check box next to each shipment or select all on page by clicking check box at top of checkbox column.
  4. Click ‘Use index for all selected shipments’ button.
  5. Click 'Approve Selected Shipments' button.

How to assign or update default index for an account

  1. Select Account
  2. Type in default Index - click 'Update Default Index' button
  3. Select shipments to be approved by clicking check box next to each shipment or select all on page by clicking check box at top of checkbox column.
  4. Click 'Approve Selected Shipments' button

All future payments will be made automatically for that account

How to dispute a shipment

Click 'Dispute' in the row for of the shipment being challenged.

Shipments can either be submitted for payment with an adjustment, or they can be deleted (closed) entirely.

Any interruption in service due to unresolved disputed items is the responsibility of the customer.
Please follow dispute through to resolution with the carrier.

FedEx adjustment requests for service failure or no proof of delivery must be submitted to FedEx Billing by calling 800-622-1147. Duty and tax disputes must be submitted in writing; no adjustment requests for Retail Sales purchases (packaging supplies billed via paper invoice) should be included.

UPS adjustment requests must be submitted to UPS by calling 800-EDI-Line (334-5463).

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