FedEx Ship Manager Software Quick Reference Guide

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1 FedEx Ship Manager Software Quick Reference Guide 1

2 New install 1 Download and launch the installer file setup.exe. 2 Select "typical install". 4 At the end of the automatic installation, the Installation Complete screen appears. Click Finish. 3 Complete the entire installation process. New install 1/1 12

3 Software setup The first time you start up the application, it launches the setup. You must first complete this setup before you can use FedEx Ship Manager Software to process your shipments. Communications settings There are three different types of communication available to connect to the FedEx mainframe to upload your shipping data. 1 An Internet connection using a Local Area Network (LAN). 2 Your own dial-up connection. 3 A FedEx dial-up connection. For more detailed information on how to set up FedEx Ship Manager Software, please see page 13 from the user manual. Software setup 1/2 13

4 Installation settings 1 Select from the list the country you will be shipping from. 2 There is no need to enter a location ID. 3 Please enter your 9 digit FedEx account number. 4 Press the Download button. System Parameters FedEx Ship Manager Software allows you to predetermine the system parameters. To change your system parameters select System Parameters from the Setup menu. You can change the settings for the following items: Shipping. Pickup. Labels. Tracking. 5 Please complete the details as necessary. 6 Press OK and necessary files will be downloaded. For more detailed information on how to set the parameters of FedEx Ship Manager, please see page 21 from the user manual. Software Setup 2/2 14

5 Ship Entering Sender information 1 In the main FedEx Ship Manager Software screen, click the Ship tab. 2 Either select a sender from the Sender ID drop-down list and have the details filled in automatically by the application, or click the Edit button to enter the sender s details manually in the Sender Information screen. Note: Senders have to be added to the Address Book before you can select them from the Sender ID drop-down list. Ship 1/6 15

6 Entering recipient information 1 Select Single to ship to a single recipient or Group to ship to a recipient group. 2 Either select a recipient from the Recipient ID drop-down list and have the details filled in automatically by the application, or enter the recipient s details manually in the Recipient Information area. 3 Select the ShipAlert to option if you wish your recipient to be notified of the shipment. If you select this option, make sure the recipient s address is entered in the corresponding text field. You can notify an recipient when a package has been shipped, delivered or in case of a clearance delay or a delivery exception. 4 If you have entered a new recipient or modified the details of an existing recipient manually, click the save in/update address book option to save the details in the recipient database. Entering Shipment Details 1 In the Shipment Details area, accept today s date which is automatically inserted in the Shipping Date field, or enter a later date (this can be up to ten days in the future). 2 In the Service drop-down list, select the required service... 3 Click Special Handling if you wish to select one of the special-handling options. 4 In the Packaging drop-down list of the Ship screen, select the required packaging. 5 Click ShipAlert if you wish to verify or further specify the shipment s ShipAlert details. Note: The ShipAlert notification will be sent to all specified recipients during the Upload Data procedure. Ship 2/6 16

7 Shipment contents 6 In the Packages field of the Shipment Details area, enter the number of packages in your shipment. 7 Optionally, enter the dimensions for length, width and height for each package in the L, W, and H fields if you are not using FedEx packaging. By clicking on the button next to the L,W, and H field, you can access the standard weight and dimensions list. 8 Optionally, enter the package s weight in the Total Weight field if there is only one package. In case of multiple packages, click on the Multiple Shipment Information button and enter the dimensions and the weight of the packages in each package s individual field (optionally). FedEx Ship Manager Software lets you process 2 kinds of shipments: Documents shipments 1 Ensure that the Documents Only option is selected. You select the Documents Only option when your package contains letters, certificates or forms. 2 In the Description area, enter a description of the documents you are shipping or click the button to select a description from the Document Types screen. 9 In the Carriage Value field, enter the package s declared value for carriage. 10 In the Customs Value field, enter the package s declared value for customs and select a currency from the drop-down list. Note: The carriage value may never exceed the customs value. 11 If you wish to add a shipment reference, click the Shipment Reference drop-down/entry list. Ship 3/6 17

8 Commodity shipments Enter Commodities 1 In the Shipment Contents area of the Ship screen, select the Commodities option. The Shipment Contents area of the Ship screen changes: Print commercial invoice Commercial invoices are invoices that must be printed and sent together with the other shipping documents. A commercial invoice is required for all shipments that are subject to duty, since the commercial invoice is used for clearing your shipments through customs. 2 Depending on the destination of your package, select Yes or No at the Print Commercial Invoice? option. If you select Yes, you can specify the contents of your shipment in the Shipment Contents Details screen (see Print commercial invoice). 3 If you select No, continue with the following step. 4 Either manually enter information about the commodities you are shipping in the Description and Country of Manufacture fields or click the button next to the Commodity field to select previously saved commodities from the Commodities Overview screen. In the Shipment Contents Details screen, enter all required information for your shipment and select whether you want to create a Commercial Invoice or a Pro Forma Invoice. Your Commercial Invoice or a Pro Forma Invoice will be printed together with the other shipping documents. Ship 4/6 18

9 Billing details The Ship screen s billing details are the last pieces of information that you enter for a new shipment. Entering this information consists of the following steps. 1 In the Bill shipment to and the Bill Duties and Taxes to drop-down list, select Sender, Recipient or Third Party as appropriate. 2 In the Account # field, enter the recipient s or third-party s FedEx account number. Completion 1 Select the Carry info over to next shipment option, if you want to use the information you entered for this shipment as a base for your next shipment. 2 At the bottom of the screen, click: SHIP to continue with the shipping process and print all the needed shipping documents. SAVE to save your shipment. You can either save your shipment as an open shipment (if you wish to complete the shipment at a later time) or as a template shipment (if you wish to keep these details for a future, similar shipments). Both open shipments and template shipments are transferred to the Shipments in progress overview screen. Ship 5/6 19

10 Printing shipping documents Your shipping documents contain the following fields: Sender information Recipient Information Your tracking number Bill freight charges to Bill Duties & Tax to Shipping date Total Weight FSM Software ID / Software version Senders account# Shipment reference Description 1 (doc and non-doc) - Description 2, 3, 4 (non-doc) Country of Manufacture (non-doc commodity) Carriage value Customs value Transport charges paid by S(ender) Duty & Taxes by R(ecipient) Third Party = O Sign: sender signature EIN/VAT = EIN/VAT sender You print your documents by clicking the Ship button at the bottom of the Ship Screen after you have entered all your shipment details. Shipping documents include: A number of copies of the Air Waybill (AWB) VISA Manifest Report Commercial Invoice (if previously selected in the Ship screen) Note: You can configure how many copies of the AWB should be printed in the Labels tab of the System Parameters window. Ship 6/6 10 1

11 Shipments in progress You can either save your shipment as an open shipment (if you wish to complete the shipment at a later time) or as a template shipment (if you wish to keep these details for a future, similar shipments). Both open shipments and template shipments are transferred to the Shipments in progress overview screen. Shipment History The FedEx Ship Manager Software s shipping history presents you an overview of the shipments you processed with FedEx Ship Manager Software in the last 40 days. You can access Shipments in progress by clicking the Ship tab in the main FedEx Ship Manager Software screen and selecting the Shipments in progress option. From the Shipments in progress screen, you can view, print, change or delete shipments. Shipment in progress - Shipment History 1/1 11 1

12 Upload Data When you are done with the shipment paperwork, you should transfer your shipping information to the FedEx system. This function may be repeated during the day when you want to transmit the shipment information of the shipments that have already been finalized. Complete the steps in the following procedure to transfer your shipments to the FedEx system. 1 Select the Ship tab. 2 Click the Upload Data option. The Upload Data screen displays the shipment information that will be transferred to the FedEx system. 3 Click the Upload Data button at the bottom of the screen to start the transfer. Upload Data 1/1 12 1

13 Shipment History The FedEx Ship Manager Software s shipping history presents you with an over view of the shipments you processed with FedEx Ship Manager Software in the last 40 days. You can access the shipping history overview by clicking the Track/History tab in the main FedEx Ship Manager Software screen. 1 Use the check boxes to select one or more shipments from the shipment history overview. 2 Click: View Detailed Results to view the tracking information and current status of the selected shipments View Shipment Details to view the shipment details of the highlighted shipment Report to print or save a report containing tracking and status information of the selected shipments Delete to remove the selected shipments from the shipping history Track to contact the FedEx system and download updated tracking information for the selected shipments Copy to copy the selected shipments as open shipments to the Shipments in progress screen For more detafiled finformatfion on the Shfipment Hfistory, please see page 42 from the user manual. Shipment History 1/1 13 1

14 Tracking FedEx Ship Manager Software also makes it possible to obtain tracking information about shipments that do not appear in your shipping history overview (for example shipments sent to you by someone else). You can either track shipments by supplying their tracking numbers, or by supplying a FedEx account number and the shipments reference numbers. To track shipments by their reference numbers 1 In the Track Another Shipment area, verify or select the Reference Numbers option in the Track By drop-down list. To track shipments by their tracking numbers 1 In the Track Another Shipment area, verify or select the FedEx Tracking Numbers option in the Track By drop-down list. 2 Below the FedEx Tracking Numbers option, enter the tracking numbers of the shipments you wish to track. 3 Click Track. The FedEx Account # and Shipment Date fields are displayed. 2 If the shipments were made more than 9 days ago, enter the shipment date in the Shipment Date field. 3 Below the Reference Numbers option, enter the reference numbers of the shipments you want to track. 4 Click Track. Tracking 1/1 14 1

15 Schedule a Pickup The pickup feature allows you to request or dispatch a FedEx courier to pick up packages at your location. It is available by clicking the Pickup tab in the main FedEx Ship Manager Software screen. 1 In the main FedEx Ship Manager Software screen, click the Pickup tab. 2 In the Pickup Location area, verify the pickup location details of your shipment. 3 If necessary, make the required changes. 4 Click Comments if you wish to add any in the Dispatch Comments screen. Important: The Dispatch Comments screen is intended for including special instructions for the FedEx Express courier who will pick up the shipment. 5 In the Package Details area of the screen, select the package(s) you wish to have picked up. 6 Verify (and, if necessary, modify) the pickup date. 7 In the Ready Time field, enter the time by which the packages will be ready for pickup. 8 In the Closing Time field of the Pickup Time area, enter the time by which the packages need to be picked up at the latest. 9 Press Confirm Pickup. Before you can schedule a pickup, make sure that you completed the shipment (by pressing Ship in the Ship screen). Important: You should receive a reservation confirmation number from thesoftware to confirm your booking. If you did not receive a number, your booking was not made. If nobody comes to pick up your package(s), contact Customer Service and mention the number and station ID. Shedule a Pickup 1/1 15 1

16 Pickup overview The Pickup overview window shows you an overview of all scheduled pickups. Pickup overview 1/1 16 1

17 Export Documents Some countries or products require specialized customs documentation or declarations. You can print any export document using the Export Documents tab. Selecting this tab displays the Document List screen with a list of documents that you can print. To print an export document: 1 Select the export document you want to print in the Document List screen. 2 In the drop-down selection list to the right of your selected document type, click the button. The Shipment Numbers screen is displayed. 3 Select the shipment for which you wish to print the document and click Select. 4 Click Options to select the printer and to specify the number of copies. 5 Click Select. The document to be printed is displayed in full. 6 Complete the export document as required. Note: Even if all the mandatory fields are not completed, the document will be printed. Please make sure you enter all necessary information. For more detailed information on Export Documents, please see page 52 from the user manual. Export Documents 1/1 17 1

18 Databases Address Book In the main FedEx Ship Manager Software screen, click the Databases tab. If you do not see the Address Book entry screen, you can access it by clicking the Adress Book option at the top of the screen. FedEx Ship Manager Software allows you to manage all you Recipients, Senders, Brokers, Importers and Recipients Groups information. 2 Click New. An empty Recipient Information screen is opened. The Address Book lets you add, edit, copy or delete any of your shipping contacts. To add a recipient 1 In the Address Book screen, click Recipients. 3 Enter the requested recipient information. 4 Click Defaults if you wish to enter defaults for this recipient. 5 If you wish to add these recipient details as is, click Ok to add the recipient to the database. Address Book 1/1 18 1

19 Commodities In the main FedEx Ship Manager Software screen, click the Databases tab. If you do not see the Commodity Entry screen, you can access it by clicking the Commodities option at the top of the screen. FedEx Ship Manager Software allows you to add, edit, copy or delete any of your commodities. To add a commodity 1 In the Commodities Overview screen, click New. The Commodity Entry screen is displayed. 2 Enter the required commodity information. 3 Click OK to save the commodity details. For more detailed information on the Databases of FedEx Ship Manager Software, please see page 71 from the user manual. Commodities 1/1 19 1

20 Back-up FedEx Ship Manager Software allows you to performing a backup on a regular basis weekly or monthly to ensure the integrity of your shipping data. To setup a database backup, perform the following steps 1 Select Database Backup from the Setup menu. The Database Backup screen will appear. Import and Export FedEx Ship Manager Software allows you to enhance your shipping experience by importing or exporting existing templates. For more detailed information on importing or exporting templates, please see page 72 from the user manual. 2 Enter the backup location where the backup files will be stored. 3 Select Backup to perform a backup of your shipping data to the backup location. For more detailed information on how to setup the database backup, please see page 25 from the user manual. Back-up - Import and Export 1/1 20 1

21 Preferences If you process a lot of shipments with similar characteristics, you can set the values that should be used by default for your shipments so that you don t have to key in the same information over and over again. Selecting the main Preferences tab in the main FedEx Ship Manager Software screen provides access to the 3 lower-level Preferences tabs: Pickup Preferences related to scheduling courier pickups for your packages. Shipping Preferences related to the processing of your shipments. Skip Fields marked with Skip will be skipped when you move through the shipment entry form using the TAB key. Carry When using the shipment entry form to enter a shipment s details, values you enter in fields marked with Carry will be carried over to the next shipment. ShipAlert Preferences related to the FedEx Ship Manager Software s ShipAlert notification feature. Preferences 1/1 21 1

22 Standard Reports FedEx Ship Manager Software provides a set of default reports which you can customize. The Standard Reports feature can be accessed by clicking the Reports tab in the main FedEx Ship Manager Software screen or by selecting Standard Reports from the Reports menu. In the Standard Reports screen, you can find the seven pre-defined report templates which you can use for immediate report generation and printing. Reports can be printed, sent to fax, displayed on screen, or saved as a text file. Some reports can also be exported in a delimited file format for processing in another application. You define your reporting task by clicking one of the four buttons at the bottom of the screen: Options to change some of the settings of the selected report Run Report to generate and print the selected report type Add to open the Advanced Reports Layout screen to create a new advanced report Modify to modify an existing report or report type. Standard Reports 1/1 22 1

23 Advanced Reports In case you want to create more advanced reports about your shipments, you can create your own personalised reports with FedEx Ship Manager Software. The Advanced Reports section can be accessed by clicking the Reports tab in the main FedEx Ship Manager Software screen and clicking the lower-level Advanced Reports tab or by selecting Advanced Reports from the Reports menu. In the Advanced Reports screen, you can find a list of Advanced Reports that were previously created and which you can use for immediate report generation and printing. Advanced Reports can be printed, sent to fax, displayed on screen, or saved as a text file. Some reports can also be exported in a delimited file format for processing in another application. Select one of the Advanced Reports and define your reporting task by clicking one of the five buttons at the bottom of the screen. Options to view the available options for your Advanced Report Run Report to run the selected report Add to open the Advanced Reports Layout screen to create a new advanced report Modify to change the settings of the selected Advanced Report Delete to delete the selected Advanced Report For more detailed information on Advanced Reports, please see page 76 from the user manual. Advanced Reports 1/1 23 1

24 EMEA Customer Service Centers Austria Customer service: Technical support: Bahrain Customer service: Technical support: Belgium Customer service: Technical support: Czech Republic Customer service: Technical support: Denmark Customer service: Technical support: Egypt Customer service: Technical support: Finland Customer service: Technical support: France Customer service: ( 0,12 TTC la minute) Technical support: Germany Customer service: (9 Ct./Min. aus dem dt. Festnetz; Mobilfunktarife anbieterabhängig, höchstens 42 Ct./Min.) Technical support: Hungary Customer service: Technical support: India Customer service: Technical support: Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. EMEA 1/3 24 1

25 Ireland Customer service: Technical support: Norway Customer service: Technical support: Israel Customer service: Italy Customer service: (0.10 / min, IVA inclusa) Technical support: Kuwait Customer service: Technical support: Luxembourg Customer service: Technical support: Netherlands Customer service: Technical support: Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. Poland Customer service: Technical support: Russia Customer service: Technical support: Saudi Arabia Customer service: Technical support: Spain Customer service: Technical support: Sri Lanka Customer service: Colombo: Katunayaka: Panadura: Technical support: EMEA 2/3 25 1

26 Sweden Customer service: Technical support: Switzerland Customer service: Technical support: Turkey Customer service: Technical support: United Arab Emirates Customer service: Technical support: United Kingdom Customer service: Technical support: Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. EMEA 3/3 26 1

27 APAC Technical Support Hotline Centers Australia Technical Support Hotline: Help China Technical Support Hotline: Help Hong Kong Technical Support Hotline: Help Indonesia Technical Support Hotline: Help Help Japan International: Toll Free (From within JP only): Help New Zealand Technical Support Hotline: Help Philippines Technical Support Hotline: Help Singapore Technical Support Hotline: Help South Korea Technical Support Hotline: Help Taiwan Technical Support Hotline: Help Thailand Technical Support Hotline: Help Macau Technical Support Hotline: Help Malaysia Technical Support Hotline: Help Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. Vietnam Technical Support Hotline: (not a toll free line and support in English only) Help APAC 1/1 27 1

28 CENTRAL AMERICA Belize Customer service: Costa Rica Customer service: 800-Go-FedEx El Salvador Customer service: Guatemala Customer service: FedEx ó Honduras Customer service Tegucigalpa: Customer service San Pedro Sula: Nicaragua Customer service: Panama Customer service: or toll free CARIBBEAN Anguilla Customer service: Antigua Customer service Antigua: /4 Customer service Barbuda: Aruba Customer service: Bahamas Customer service Nassau: /57 Customer service Freeport: /03 Customer service Abaco: Customer service Andros: Customer service Eleuthera: Customer service Long Island: Barbados Customer service: 800-Go-FedEx Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. LAC 1/4 28 1

29 Bermuda Customer service: British Virgin Islands Customer service: Cayman Islands Customer service: 800-Go-FedEx Dominica Customer service: Dominican Republic Customer service: ó (toll free) Grenada Customer service: Guadeloupe Customer service Gaudaloupe: Customer service Saint-Barthélémy: Haiti Customer service: Customer service: Customer service: / 3890 / 3893 Customer service: / 2348 / 3893 Jamaica Customer service: 800-Go-FedEx Martinique Customer service: Montserrat Customer service: Netherlands Antilles Customer service Curacao: Customer service St. Maarten: /3060/3344 Customer service Bonaire: /8033/4091 Customer service Saba: /3060/3344 Customer service St. Eustatius: /3060/3344 Puerto Rico Customer service: 800-Go-FedEx Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. LAC 2/4 29 1

30 St. Barthelemy Customer service: St. Kitts and Nevis Customer service St.Kitts: /4155 Customer service Nevis: St. Lucia Customer service: /1388 St. Vincent Customer service: Trinidad and Tobago Customer service: 800-Go-FedEx Turks and Caicos Islands Customer service Providenciales: Customer service Grand Turk: U.S. Virgin Islands Customer service: 800-Go-FedEx MEXICO Mexico Customer service: SOUTH AMERICA Argentina Customer service: DE FEDEX o (toll free) Bolivia Customer service La Paz: / Customer service Santa Cruz: / Customer service Cochabamba: Brazil Customer service: Help Chile Customer service: (toll free in Chile) Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. LAC 3/4 30 1

31 Colombia Customer service: Ecuador Customer service: Customer service: Uruguay Customer service: Venezuela Customer service: French Guiana Customer service: Guyana Customer service: / 9 or Paraguay Customer service: Peru Customer service: Suriname Customer service: / Please Note: Phone Numbers may change. Visit the Customer Service page on your local fedex.com website for latest phone numbers. LAC 4/4 31 1

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