Link to UPS WorldshipTM FAQ
Getting Started

  1. Why should I use Link to UPS WorldShip to ship my eBay orders?

    Link to UPS WorldShip Application is designed for use by eBay sellers who subscribe to eBay Selling Manager or Selling Manager Pro. It provides additional functionality to simplify the shipment of multiple eBay orders shipped both domestically and internationally.

    Link to UPS WorldShip provides a convenient and easy way to ship with UPS without rekeying eBay order details. Designed for professional shippers, Link to UPS WorldShip application helps streamline your shipping processes while providing access to UPS's complete list of shipping services ranging from small package to freight.

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  2. How do I use the Link to UPS WorldShip?

    To use Link to UPS WorldShip you will need the following:

    • Access to the Applications tab on My eBay which is available through a subscription to eBay Selling Manager or Selling Manager Pro.
    • A functioning installation of the UPS WorldShip® Desktop application. Only versions 9.0 and higher of WorldShip are compatible with Link to UPS WorldShip. A current version of WorldShip can be found at www.ups.com/worldshipsupport.

    Note: The use of UPS WorldShip requires a scheduled UPS daily pickup.

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  3. How do I configure UPS WorldShip to integrate with my eBay account?

    Review the “Getting Started” section in the Link to UPS WorldShip Sellers Guide to configure UPS WorldShip. You will be instructed to download the necessary files to manage the Order Tracking Numbers between the two applications.

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Using Link to UPS WorldShip

  1. I sell using multiple eBay accounts. Can I use just one Link to UPS WorldShip application across all my eBay accounts?

    No, Each seller account should subscribe to Link to UPS WorldShip.

    You will need to download and save the order file for each eBay ID individually. If you process all the orders through UPS WorldShip for each of your eBay ID’s one at a time, you will not overwrite the individual worldship.csv files. This is the best approach to use when each of the ID’s is associated with a different “Ship From” address.

    Follow these steps to use multiple seller accounts with UPS WorldShip on the same machine.

    1. Subscribe to Link to UPS WorldShip application for each seller account.
    2. For each seller account, do the following:
      • Login as the seller for orders that need to be processed.
      • Download your orders from eBay into worldship.csv.
      • If you use multiple shipper accounts in UPS WorldShip, ensure the correct shipper account is selected in UPS WorldShip.
      • Import worldship.csv into UPS WorldShip, process the shipment for these orders and generate the eBayExport.csv export file.
      • Upload the eBayExport.csv file into eBay.
      • Log off from eBay.

    The worldship.csv file that is processed in UPS WorldShip contains your eBay Transaction ID and Ship-To information with each record. When you upload the file to eBay using Link to UPS WorldShip, the tracking number and shipped status will automatically be updated for all of your processed orders associated with each of your eBay ID’s.

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  2. How do I download my eBay order file to be used by Link to UPS WorldShip?

    To download your eBay orders in Link to UPS WorldShip format, do the following:

    1. On the Download page, select a date range and order type and click the Download button.
    2. You will be prompted to save the worldship.csv file. Save it under:

      C:\UPS\WSTD\ImpExp \AcctPkgs\Sample Order Import 1\.

    If you installed UPS WorldShip in a different drive or directory, change the path accordingly before saving your file.

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  3. What information will be downloaded from eBay?

    When you download your eBay orders, the file will include:

    • OrderId – This will be populated with the sales record number as displayed in MyEbay.
    • ShipmentInformation_ServiceType – UPS service level (if available). If the service level is unavailable, the shipment will be defaulted to UPS Ground.
    • ShipmentInformation_BillingOption – Set to ‘PrePaid’.
    • ShipmentInformation_QvnOption – Set to ‘Y’ if the buyer email address is available.
    • ShipmentInformation_QvnShipNotification1Option – Set to ‘Y’ if the buyer email address is available.
    • ShipmentInformation_NotificationRecipient1FaxorEmail – Email address of the buyer if available. (by default, UPS will send a Quantum View Shipment Notification if the email is provided).
    • ShipmentInformation_NotificationRecipient1Type – Always set to ‘Email’.
    • Ship To Company or Name – Buyer name in buyer shipping address.
    • ShipTo_StreetAddress – Address 1 field from buyer shipping address.
    • ShipTo_RoomFloorAddress2 – Address 2 field from buyer shipping address.
    • ShipTo_City – City field from buyer shipping address.
    • ShipTo_State – State field from buyer shipping address.
    • ShipTo_Country – Country field from buyer shipping address.
    • ShipTo_ZipCode – Zip code from buyer shipping address.
    • Buyer’s To Telephone – Telephone field from buyer shipping address.
    • Buyer’s e-Mail address – (by default, UPS will send a Quantum View Shipment Notification).
    • Ship To Residential Indicator – Always set to Y (by default, all addresses will be identified as residential).
    • Package_Weight – Available for calculated item only (if available).
    • Package_DeclaredValueOption – Set to ‘Y’ if insurance is selected by buyer.
    • Declared Value – ( When insurance is selected by buyer, this will be populated).
    • Package_Reference1 – (populated with eBay item title).
    • Package_Reference2 – (populated with eBay item ID).
    • Package_Reference3 – (populated with eBay transaction ID).
    • Package_Reference4 – (populated with sale record number as displayed in MyeBay).


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  4. How do I import my eBay orders with Link to UPS WorldShip?

    To import your eBay orders to UPS WorldShip, you can choose from two options: Keyed Import and Batch Import.

    Keyed Import

    To manually import your eBay orders to UPS WorldShip, do the following:

    1. Launch UPS WorldShip.
    2. Select “Import/Export Data”.
    3. Select “Keyed Import”.
    4. Select “More…”.
    5. Select “More…”.
    6. Select “Sample Order Import 1”.
    7. Click the Import button.
    8. Type the order number in and click the Close button.

    Batch Import

    To use the Batch Import process, the order file you are downloading from eBay must contain shipment weight detail. To batch import your eBay orders to UPS WorldShip, do the following:

    1. Launch UPS WorldShip.
    2. Select “Import/Export Data”.
    3. Select “Batch Import”.
    4. Select “Sample Order Import 1”.
    5. Check “Process shipments automatically after import”.
    6. Click the Next button.
    7. Click the Next button.
    8. Click the Close button.

    Note: You must not modify the Reference Numbers 1, 2 or 3 in UPS WorldShip if you intend to update eBay with UPS Tracking Numbers.

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  5. What order number do I enter in UPS WorldShip to process the shipment?

    Order number key is the sales record number from eBay. The worldship.csv file will have the eBay sales record number as the order ID. In MyEbay select the mode used to download e.g. All Paid, All Sold or All Paid but Awaiting Shipment, to view the sales record numbers. Input the sales record number as the order ID in UPS WorldShip and process all shipments.

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  6. Why doesn’t UPS Worldship pull the order from worldship.csv when I enter the order ID that matches the sales record number in eBay?

    • Ensure the option you selected In the Order Type list:

      • “All Paid and Awaiting Shipment"
      • "All Sold"
      • “Awaiting Payment”
      • “Paid and Shipped"
      • “All Paid"

      matches the download selection in Link to UPS WorldShip.
    • Ensure that the date range used in Link to UPS WorldShip download matches the view in MyEbay.
    • Ensure that the date range in Link to UPS WorldShip uses the last modified date on the eBay order. If the eBay order was modified recently, select a more recent date to extract the missing records.

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  7. How do I find the order ID used in UPS WorldShip from the worldship.csv?

    • Open the worldship.csv file using Notepad or similar text editing software.
    • The first column in each record will match the eBay sales record number.
    • Be sure to close and do not save the worldship.csv file after review. UPS WorldShip requires the file to be closed to import the data.

    NOTE: We do not recommend opening the worldship.csv file using MS Excel as the data values may change. If you do open the worldship.csv file using MS Excel, be sure to close the file without saving it.

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  8. How do I update my eBay orders with UPS tracking number?

    There is a one-time setup to configure UPS WorldShip for exporting orders in a format compatible with Link for UPS WorldShip.

    To configure WorldShip to create the file that allows Link to UPS WorldShip to update eBay with your tracking numbers, follow these steps:

    1. Close WorldShip.
    2. Copy the following file http://w-1.ebay.com/export/eBayExport.dat to the c:\ups\wstd\impexp\shipment folder.

    Daily process for exporting data from UPS WorldShip

    1. Launch UPS WorldShip.
    2. Select “Import/Export Data”.
    3. Select “Batch Export”.
    4. Select “eBayExport”.
    5. Select a date range.
    6. Click the Next button.
    7. Click the Save button.
    8. The export file is saved to c:\eBayExport.csv.

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  9. Where can I view the status of my uploaded orders into eBay?

    When you have imported the worldship.csv file and processed all the necessary orders with UPS WorldShip, following the export instructions will allow you to create the eBayExport.csv that contains the UPS tracking number for all the eBay orders that you processed.

    Once you’ve uploaded the eBayExport.csv file to eBay using Link to UPS WorldShip’s “Import” feature, you can see the status in the Upload Status section on the Upload Page by selecting ‘View Log File’.

    On My eBay, you can view the order tracking number and shipping status by selecting the View Sales Record page.

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  10. What data will be uploaded to eBay?

    The file eBayExport.csv in the Sample Order Import 1 directory will be uploaded into eBay. The following information from this file will be used by eBay:

    • PackageTrackingNumber – Tracking number generated by Link to UPS WorldShip for the record.
    • PackageReference2 – eBay item ID.
    • PackageReference3 – eBay transaction id. The eBay item ID and transaction ID are used to identify the eBay order and associate the tracking number.

    If the eBay order is successfully uploaded, the shipped status for that order will be displayed in dark blue and will be hyperlink enabled. If the eBay order is not successfully uploaded, the shipped status will be grayed-out.

    In the above example, the shipping status for sales record 248 (circled in red) is in ‘not-shipped’ status as the hyperlink is grayed-out. The shipping status for sales record 247 (circled in blue) is in ‘shipping’ status and hyperlink enabled. Selecting the hyperlink will display the sales record showing the tracking number.

    eBay can only store one tracking number per order. When multiple shipments are created for the same order in UPS WorldShip and subsequently uploaded into eBay, eBay will store only the most recent tracking number. Previous tracking numbers for the same order will be overwritten. Only the last tracking number associated with the last upload will be present in the eBay system.

    For example:

    • If you have 50 items that are purchased by 50 unique buyers, each item will be shipped separately and you’ll have 50 separate tracking numbers uploaded and present in the eBay system.
    • If your 50 items are purchased by one buyer, but are shipped in three separate packages, you’ll have three separate tracking numbers, but only the last tracking number of the three will be uploaded and present in the eBay system.

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  11. How can I send automatic tracking notifications to my buyers?

    By default, UPS will send a Quantum View Notify® Shipment Notification to your buyer’s email address (as long as the email address was included in the file downloaded from eBay).

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  12. Where can I see the status of my shipments?

    If your shipment has been processed successfully, you’ll see:

    1. UPS tracking numbers for the orders that you processed in UPS WorldShip on My eBay.
    2. A “Success” status in Link to UPS WorldShip for eBay Upload page.

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  13. How do I know which of my orders were processed and which failed? Will I be able to compare my download and upload eBay orders with those uploaded back into UPS?

    You can view the status of each order by clicking ‘View Log File’. The SUCCESS or FAIL status will be displayed for each record.

    The ‘View Log File’ data will not have the OrderID used in worldship.csv. Instead it will have the itemID and eBay transaction number as the reference number. The itemID maps to the package_reference2 and the transactionID maps to the package_reference3 in the worldship.csv file.

    You can view the ‘Sales Record’ page from My Ebay to confirm the tracking number has been added.

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  14. Are eBay buyer addresses verified? Will I be covered by PayPal Seller Protection if I ship to them?

    If the buyer paid for the item with PayPal and their address matches the PayPal payment information, then the PayPal Seller Protection will apply.

    However the buyer payment method (PayPal paid or not), is not visible with the Link to UPS WorldShip since the WorldShip Sample Order 1 format does not contain payment information. As a result, the Seller Protection Policy cannot be determined by looking at either the import or export file details from Link to UPS WorldShip.

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  15. I accidentally closed the window while uploading the UPS WorldShip file into eBay. Will I lose all my data?

    No. Once the upload is initiated, it will be processed even if you close the window. If there were problems during the upload, the Upload Status on the Upload page will show as an Unsuccessful message.

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  16. How can I change the preferences for how my eBay orders are shipped?

    Examples of preferences I may need to change:

    • I do not want to have any Quantum View Notify Notifications sent.
    • I would like to have the exception and delivery Quantum View messages sent.
    • I do not want to Declare Value on any of my UPS shipments.
    • I want the item description mapped to international forms.

    If you would like to modify the default setup for how UPS WorldShip imports your eBay order file, please contact UPS to for more information.

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Troubleshooting

  1. I’m having trouble downloading my eBay orders. What should I do?

    Possible errors you may encounter:

    • ‘We couldn't find any eBay orders for the date range you selected. Please select a different date range and try again’.

      • You may not have any transactions for the input selection (date range, selection type) that has been made. Change the date range or selection type and try again.

    • ‘Please choose a different date range as more than 200 records cannot be retrieved at a time’.

      • Select a date range with less than 7 days.

    • If you encounter a system error, please contact eBay Customer Support (see Step 7).

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  2. I don’t know how to get a file from UPS WorldShip to update my eBay orders with the UPS tracking numbers. Did I miss something while setting it up?

    In order to create the necessary map in UPS WorldShip, please be sure you have followed the set up instructions and downloaded the required files at www.ups.com/worldshipsupport.

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  3. I’m having trouble uploading my worldship.csv file into eBay. What should I do?

    Check the following in order:

    1. PackageReference1, PackageReference2, PackageReference3 and PackageReference4 are eBay specific information downloaded in the worldship.csv file. These fields should not be modified. Along with the tracking number, PackageReference2 and PackageReference3 will be populated in the eBayExport.csv file for export to eBay.

    2. Determine if the eBayExport.csv file has header rows and data rows matching the number of records you processed.

    3. If the following messages persist for more than 1-2 minutes:

      • “Please wait…”.
      • “We're uploading and processing your file. This may take a few minutes…”.
      • “We're unable to upload your file at this time. Please try again later…”.

      Please contact eBay contact Customer Support (see Step 7). Send the ebayExport.csv file along with your eBay user ID and approximate time of your attempt.

    4. If you see the following message :
      “The file you're trying to upload is not valid. Please select the correct file and try again…”.

      Check the ebayExport.csv file you uploaded in Notepad for the header formatting. The first header row should match the following columns:

      PackageTrackingNumber, PackageVoidIndicator, PackageReference1,
      PackageReference2, PackageReference3, PackageReference4,
      PackageReference5, PackageDeclaredValueAmount,
      ShipmentInformationServiceType, ShipmentInformationActualWeight,
      ShipmentInformationBillableWeight,
      ShipmentInformationTotalShipmentPublishedCharge,
      ShipmentInformationTotalShipmentandHandlingCharges,
      ShipmentInformationNumberofPackages, ShipToAddress1, ShipToAddress2,
      ShipToCityorTown, ShipToPostalCode, ShipToCountryTerritory,
      ShipFromCityorTown, ShipFromStateProvinceCounty, ShipFromPostalCode

    5. If you see the following message :
      “We can't find your file. Please check the location and try again...”.

      Determine if the file name and location are valid.

    6. If you see the following message:
      “Please wait while your last upload is processed.”.

      The file is being uploaded and processed by the eBay system. It may take up to 10 minutes to process the all records in eBayExport.csv. During this period, the upload status will show ‘Processing…’. If the status doesn’t change to ’Processed’ within 15 minutes, contact customer support. Send eBayExport.csv file along with your user ID and approximate time of your attempt.

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  4. Why does UPS WorldShip automatically assign Ground service to some of my parcels?

    If the shipping service is not available on your eBay listing, the shipment through UPS will default to UPS Ground service.

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  5. I just processed a batch of eBay orders, but the number of records processed is Zero (0). What can be wrong?

    Once processing is complete, you should see the message:
    ‘Processed <n> items. View Log File’.

    If you see this status, but you don’t see the tracking numbers updated in eBay, do the following:
    • Select the View Log File in the Upload Status section.
    • Check the error messages for failed records.
    • If you find system error messages, please contact eBay contact Customer Support (see Step 7). Send the ebayExport.csv file along with your eBay user ID and approximate time of your attempt.

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  6. My eBay orders are not being updated with the UPS tracking numbers. What can be wrong?

    Check to see if you modified the Reference Numbers 1, 2 or 3 in Link to UPS WorldShip upload file, which are the fields that update eBay with the UPS Tracking Numbers.

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  7. How can I contact eBay Customer Support?

    If you are experiencing problems downloading or uploading your data using Link to UPS WorldShip in eBay, contact eBay Customer Support as follows:

    • Open a new web browser and go to www.ebay.com.
    • In the top right hand corner select “Contact us”.
    • Sign in with your eBay user ID and password.
    • Type in your question or problem or choose from list of popular issues.

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  8. How can I reach UPS WorldShip customer service agent / Helpdesk?

    1. You can access UPS WorldShip Help Files by following these steps:

      • In UPS WorldShip application menu, select "Help".
      • Select “UPS WorldShip Help".
      • Select the Content, Index or Find tabs to locate information within the help files. The Index tab contains file ‘mapping info’ for ‘Shipment Data Fields’.

    2. Additional information about UPS WorldShip integration for importing and exporting data can be found at worldship.ups.com. Select the links in the right column.

    3. The UPS External Customer Technical Support Helpdesk is available at: 1-888-553-1118. Helpdesk support is limited to UPS WorldShip and the import/export process related to UPS WorldShip.

    4. Additional Assistance is available through your UPS Account Representative by calling: 1-800-PICK-UPS.


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