Ever wondered how you can easily track a UPS package without a tracking number? Maybe you lost the slip, or your online order confirmation only mentions a “shipment reference.” Don’t worry—you’re not alone.
Understanding how to use a UPS shipment reference is key to staying on top of your deliveries. In this article, you’ll learn what a shipment reference is, why it matters, and step-by-step instructions to find and track your package hassle-free.
How to Use and Track UPS Shipment References
Understanding how to use a UPS shipment reference can make your shipping and package management process smoother and more transparent. Whether you’re a business shipping hundreds of parcels weekly or an individual sending occasional gifts, UPS offers ways to add and track a reference for each shipment—making it much easier to organize, monitor, and retrieve vital information about your packages. Let’s dive into how shipment references work with UPS, how you can use them effectively, and some best practices for managing your shipments using references.
What is a UPS Shipment Reference?
A shipment reference is a unique identifier you assign to your UPS shipment. This reference could be anything meaningful to you or your organization:
– An internal purchase order number
– A customer’s name
– An invoice number
– A project code
The key is that the reference is for your convenience. Once included with your UPS shipment details, it provides an alternative way of tracking and finding your package—especially useful if the tracking number is lost or if you want to align shipments with internal records.
Step-by-Step Guide: Using and Tracking UPS Shipment References
1. Adding a Reference During Shipping
When you create a UPS label, you’re given the option to add a shipment reference. Here’s how to do it:
- Begin Your Shipment: Start the shipping process on the UPS website or using shipping software like UPS WorldShip.
- Enter the Recipient’s Information: Fill out the delivery address and other required details.
- Locate the Reference Field: Look for a box labeled “Reference Number” or “Shipment Reference.”
- Enter Your Chosen Reference: Input a code, PO number, name, or identifier that’s meaningful to you.
- Complete the Shipment: Finish creating your label and ship your package.
This reference will now be linked to your shipment and can be used for tracking and retrieval.
2. Tracking a Shipment by Reference Number
You don’t always need the tracking number to monitor your package. Here’s how you can track using your shipment reference:
- On the UPS Tracking Page:
- Navigate to the tracking portal.
- Select “Track by Reference.”
- Enter your reference number, along with other requested information (such as shipment date range and destination country).
- View your shipment status.
This function is perfect if you misplace the tracking number or if you centralize shipments under a broader project or order code.
3. Using References with UPS WorldShip
Businesses using UPS WorldShip can leverage shipment references for even greater tracking power and automation:
- In WorldShip, you can assign shipment references to display directly on labels and in your shipping logs.
- This simplifies reporting, allows for quick cross-referencing in your enterprise systems, and makes dispute resolution or lost-package claims easier.
4. Benefits of Using Shipment References
Adding a reference to your shipment goes beyond simple organization. Here are some major perks:
- Easier Tracking: Search for shipments by customer, invoice, or purchase order, not just tracking number.
- Improved Organization: Categorize parcels under projects, clients, or departments.
- Enhanced Customer Service: Quickly answer customer inquiries by looking up their order reference.
- Streamlined Claim Resolution: References can speed up resolution if there’s an issue with delivery or billing.
- Simplifies Returns and Exchanges: Match returns to original orders with ease.
5. Best Practices for Managing Your UPS Shipment References
To get the most out of this feature:
- Standardize Your References: Set internal rules for what references should be (e.g., always the invoice number).
- Keep Records Updated: Maintain a digital log mapping references to tracking numbers and recipients.
- Train Your Team: Make sure everyone who ships knows how and when to use references.
- Use Shipping Software: Integrate references into your shipping label creation for consistency and automation.
- Check Before You Ship: Double-check entries for accuracy to avoid confusion or missing shipments.
6. Cost-Saving Tips When Shipping with UPS and References
References don’t directly impact UPS shipping costs, but clever reference management can lead to indirect savings:
- Identify Shipping Trends: Track groups of shipments by reference to spot inefficiencies or overuse of expedited services.
- Reduce Lost Packages: Easier retrieval means fewer lost packages and replacement costs.
- Streamline Billing: Faster reconciliation of bills with reference numbers helps avoid late payment fees or disputes.
- Batch Shipments: Use references to group items going to the same destination, potentially qualifying for consolidated or discounted rates.
- Optimize Returns: References speed up returns processing, reducing labor costs and improving customer satisfaction.
7. Challenges to Watch Out For
Using shipment references is hugely beneficial, but some pitfalls to avoid include:
- Duplicate References: Make sure references are unique where necessary to avoid confusion.
- Data Entry Mistakes: A mistyped reference may prevent retrieval later—double-check carefully.
- Lost Records: If you don’t keep a log, you can lose track of what reference matches which shipment.
- Miscommunication: Ensure your team and partners understand your reference system.
Practical Tips and Advice
- Keep It Simple: Choose references that are meaningful and easy to remember.
- Lock Down Privacy: Avoid using sensitive information (like customer SSNs) as shipment references.
- Leverage UPS Tools: Use their tracking page and business software to automate and streamline the process.
- Go Digital: Maintain a spreadsheet or database of all shipments, including references, tracking numbers, and recipient data.
- Train Regularly: Update your shipping staff on any changes to your reference system to keep things running smoothly.
Frequently Asked Questions (FAQs)
1. What can I use as a UPS shipment reference number?
You can use almost any alphanumeric identifier that makes sense for your needs—such as customer names, purchase orders, invoice numbers, or project titles.
2. Can I track my UPS package if I only have the reference number?
Yes, you can. On the UPS tracking page, select “Track by Reference,” enter your reference number, and provide any other requested shipping details to find your package’s status.
3. Is there an extra charge for adding a reference to my UPS shipment?
No, adding a reference field when creating your shipment label is a free service provided by UPS.
4. What should I do if I forget the reference I used on a shipment?
Check your shipment logs or ask your shipping department for the reference used. If you have a tracking number, you can also cross-reference it with your records.
5. How do I ensure that my references remain useful and organized?
Create a standardized naming convention for references, keep digital records, and train your team to follow consistent, clear guidelines.
In Summary
A UPS shipment reference is a powerful tool for managing your shipments efficiently, minimizing your headache, and keeping your records straight. By adopting best practices such as standardizing references, tracking shipments digitally, and leveraging UPS’s tracking functions, you can save time, money, and avoid confusion for you and your customers. Start using shipment references today to streamline your shipping experience and gain greater control over your logistics.
