FedEx Ship Manager TM Quick Reference Guide Your Meter Number: Technical Support: 1.877.339.2774
FedEx Ship Manager Installation Instructions FedEx Ship Manager is a desktop shipping solution that automates and manages your entire shipping process. Whether your shipping needs are domestic or international, FedEx Ship Manager offers you the latest FedEx shipping services and delivery options all with the reliability and convenience you ve come to expect from FedEx. To view and print the guides on the FedEx Ship Manager CD, you will need Adobe Acrobat or Adobe Acrobat Reader. To download a free copy of Adobe Acrobat Reader, visit Adobe s website at: http://www.adobe.com/products/acrobat/readstep2.html Track. Find the status of your shipments by date, reference, or tracking number. Address Book. Keep frequently used addresses handy. fedex.ca Access many fedex.ca online services with a single click. Ship. Process packages fast and easy. Rate. Dynamic rate quote displays based on the information entered. 1 Verify your PC meets these requirements Pentium IV 2.0 GHz recommended (Pentium IV 1.70 GHz minimum) 512 MB RAM recommended (256 MB minimum) 200 MB of free disk space Microsoft Windows XP with Service Pack 2, Microsoft Windows 2000 with Service Pack 4, or Microsoft Windows Server 2003 with Service Pack 1 LAN or DSL Internet access recommended (dial-up telephone line access minimum) 4X CD-ROM or higher 3.5 floppy drive Microsoft Internet Explorer v.6.0 (or higher) Available port if using a thermal printer Laser and/or inkjet printer for reports and labels Minimum screen resolution of 800 x 600 pixels 3 2 Steps to complete the installation Install the printer to print shipping labels and reports Ensure a printer is installed on the local drive for printing shipping labels and reports. If you are using a network printer, install it as a local printer on your system using FedEx Ship Manager and map it to the network printer s address. Speed up installation and registration by having these items on hand If using LAN Internet access to connect to FedEx, contact your network administrator before installing FedEx Ship Manager. For important information regarding LAN configuration, refer to Network Administrator Tips on page 8. Dialing prefix (typical usage for this field is to dial 9 for an outside line) Your 9-digit FedEx account number Employer Identification Number (EIN/ tax ID), if you ship international packages (optional) FedEx Signature Release Number (optional) Attention Microsoft Windows 2000 customers If Microsoft Windows 2000 with Service Pack 4 (SP4) is installed on your PC, you may experience issues communicating to FedEx. If you experience communications issues, please contact Microsoft and reference Microsoft Knowledge Base Article 824301. 2 3
Installation Instructions Installation Instructions 4 Install FedEx Ship Manager software Depending on your operating system, actual screens may vary and some of the screens may not be described. In this case, follow the on-screen instructions. 1. During installation, turn off any virus protection or firewall programs on your PC. These programs may interfere with the FedEx Ship Manager installation. Close all other open files and programs. Then insert the FedEx Ship Manager CD into your CD-ROM drive. 2. The FedEx Ship Manager Welcome screen displays. If it does not, double-click My Computer on your desktop, and double-click the CD-ROM drive. 3. Click Next. 4. Read the FedEx Ship Manager License Agreement. Click Yes to agree and continue the installation. If you select No, the setup program closes, and the software does not install. 5. Click Next to install FedEx Ship Manager in the default destination folder. 6. If you use FedEx Ship Manager at multiple PCs on your local area network, check Network Component. Once the central PC (server) is installed and registered, map the other PCs (clients) to the installation location on the central PC. Refer to Client Installation. 7. Click Next to add icons to the FedEx Ship Manager program folder. 8. The setup program prompts you to install the Java 2 Runtime Engine, if Java is not already installed. Click Yes to install Java, and follow the on-screen directions. 9. Read the Sun Microsystems, Inc., Binary Code License Agreement. Click Yes to agree and continue the installation. If you click No, the setup program closes, and the software does not install. 10. Click Next to install Java 2 Runtime in the default destination folder. 11. Click Next. Microsoft Internet Explorer is selected as the default browser. 12. The Install Shield Wizard installs Java 2 Runtime on your PC. 13. Click Finish to complete the installation, and restart your PC. You must restart your PC before registering FedEx Ship Manager. 5 6 Now you are ready to register FedEx Ship Manager. Before proceeding, make sure your PC can connect to the Internet or to your dial-up telephone line. Steps to complete registration Launch the software From the desktop, double-click the FedEx Ship Manager icon to start the application. Configure your printer(s) 1. From the FedEx Ship Manager Registration screen, click Next to display the FedEx Ship Manager Printer Configuration screen. 2. Click one of the printer options for shipping FedEx packages, and click Next. 3. Select your report and label printers, and click Next to display the FedEx Ship Manager Communication Configuration screen. Note: If you want to use a printer that is not displayed in the list of printers, ensure the printer driver is installed on your local drive. 4 5
Installation Instructions 7 Configure software 8 communications 1. From the FedEx Ship Manager Communication Configuration screen, click Next. 2. Click one of the available options to indicate your communications connection. 3. If you have a LAN or ISP, your proxy server settings may already be configured in your Internet Explorer. In this case, you may not be required to enter the proxy settings. Attempt to complete the registration process without entering proxy data. If unable to communicate it may be due to internal security measures. Please contact your network administrator for proxy information and re-attempt registration. If you require further assistance, please call technical support at 1.877.339.2774. 4. Click Next. If you clicked I will use my LAN or ISP to communicate with FedEx, skip steps 5 7. 5. For dial-up communication, the FedEx Dial Up Preferences screen displays. The option I want to use FedEx Dialup is already checked for you to use a dial-up telephone line. 6. Select the name of your modem from the drop-down list and customize any dialing properties. If you are not certain, contact your network administrator. 7. Click Next to display the FedEx Ship Manager Customer Information screen. Installation Instructions Connect to FedEx to complete registration 1. From the FedEx Ship Manager Customer Information screen enter your FedEx Account Number in the appropriate field. 2. Select Canada from the Country drop down list, located in the Shipping Location section. This selection will allow you to enter your Canadian specific account information. 3. Enter your Postal Code in the Postal Code field located directly below the FedEx Account Number field. 4. If your FedEx Account is in Quebec, select PQ from the province choice list. (Do not select QC). 5. Complete all remaining fields in the Shipping Location section. 6. Click Next. 7. In the International Shipping screen, select the option I want to ship international in order to receive rate quotes for your international shipments. The remaining fields for international shipping only apply to U.S. origin shippers. FedEx Signature Release is optional. You can add it later using the Sender database. 8. If any of the listed files are not downloaded successfully in the final step of the registration process, please refer to the instructions in Step 9 to download the listed files manually. Changes will be made to the registration page in a future version of the software to facilitate the registration process. This step is optional: Information for International Shipping and FedEx Signature Release 1. You must enter an Employer Identification Number (EIN) or tax ID to send international shipments. However, you do not have to enter it for software registration. You can add it later using the Sender database. 2. FedEx Signature Release is optional. You can add it later using the Sender database. Refer to the FedEx Ship Manager online Help for additional information about these options. 6 7
Installation Instructions Network Administrator Tips To install FedEx Ship Manager, you must have administrator privileges on the PC on which you are installing the software. FedEx Ship Manager periodically updates the FedEx registry. You do not, however, need administrator privileges to use FedEx Ship Manager. You must have port 443 open for outbound and secured communication to FedEx and port 80 open for web-browsing. Please Note: If the Ship date on your Shipment details screen does not appear in the following format MM/DD/YYYY, you will need to make a change in the date format of your operating system in order to ship. Please contact technical support at 1.877.339.2774 if you require assistance. 10 Installation Instructions Congratulations You are ready to start shipping with FedEx Ship Manager! Please record your meter number in the space provided on the front of this booklet. Refer to this number when contacting FedEx for help or support. Note: If you are shipping multiple packages, select the Multiple-piece shipment button and enter your individual package information before you click Ship. 9 Connect to FedEx to complete registration 1. Click Finish to complete the online registration process. Online registration connects your PC to FedEx to assign a meter number, download tracking numbers, rates, routing files, and other critical files. After each successful download, the system displays a green check mark. Downloading information may take a few minutes. Thanks for your patience. If a red X is displayed next to any of the files, then the download was not completed successfully. In this case you can still manually request the download later, using the software. Make note of the files that were not downloaded. After you have registered and installed FedEx Ship Manager: Step 1: Select Download from the Utilities menu at the top of the screen. Step 2: From the Demand Download screen, click the box(es) next to the files that were not successfully downloaded. Step 3: Click OK You will receive a message to confirm if the download was completed successfully. 11 Next Steps After you have installed and registered FedEx Ship Manager, you can send shipments, import databases, or customize your shipping preferences. Shipping preferences speed up shipping by automatically entering information into the correct fields for your shipments so there s less information for you to select or type. For information on sending shipments, importing databases and setting up shipping profiles, refer to the Quick Reference and User Guide sections. After you have registered and installed FedEx Ship Manager, you can now manually download your FedEx Ground discount rates by following the steps below: Step 1: Select Download from the Utilities menu at the top of the screen. Step 2: From the Demand Download screen, click the box next to FedEx Ground Discounts. Step 3: Click OK 8 9
Client Installation After installing and registering the central PC, map a network drive from the other PCs on the local area network to the installation location of FedEx Ship Manager on the central PC. First, on the central PC, share the drive you want to map to from the client. 1. Run Microsoft Windows Explorer. 2. On the local disk ( C ) drive, click Program Files (default folder). 3. Click FedEx. 4. Right click Ship Manager. 5. Click Sharing. 6. On the Sharing tab, click Share this folder. 7. In the Ship Manager Properties box, click Permissions. 8. FedEx requires that you check Change and Read. Note: You may need a LAN administrator for assistance to make sure permissions are set up in compliance with company procedures and policies. 9. Click OK to return to the Ship Manager Properties dialog box. Click OK to finish. Next, on the client PC, map a drive from the client PC to the shared drive on the central PC.? 1. Run Microsoft Windows Explorer. 2. Click Tools. 3. Select Map Network Drive. 4. Choose a drive or use the default drive. 5. Browse to the central PC, click the Ship Manager folder and click OK. 6. Click Finish on the Map Network Drive dialog box. To finish the installation, on the client, follow these steps: 1. Open the Network Install folder on the newly mapped drive. 2. Double-click the Setup.exe file. 3. Follow the on-screen instructions to install FedEx Ship Manager. With the exception of the Network Component, the installation screens on the client PC are identical to the screens in the server installation. Refer to the FedEx Ship Manager online Help for additional information. Start FedEx Ship Manager Click the FedEx Ship Manager desktop icon, or click Start > Programs > FedEx Ship Manager to start the FedEx Ship Manager application. Get Online Help For more information about a topic, click a particular field, and press Shift + F1, or click Help at the top of the screen. 1 2 3 4 Shipping Domestic 7 Send a Domestic Shipment 1. Click Ship at the top of the screen. 2. Click Shipment details. 8 3. Complete the recipient information. In Recipient ID, enter the recipient s ID or select a recipient ID from the drop-down list to automatically fill in the recipient s information. To add a recipient to the recipient database, enter a new name or ID in Recipient ID and enter the recipient s information. Click the Save in/ Update my address book check box. 5 6 9 4. Verify the sender information. If the actual sender is not shown, select the current sender from the Change sender drop-down list. 10 11
Shipping Domestic Send a Domestic Shipment Shipping International Send an International Shipment 5. Complete the package and shipment details. Number of packages. If you are shipping multiple packages, enter the number of packages in your shipment. Package weight. Enter the package weight. Service type. Select a service type from the drop-down list. Package type. If you are using FedEx packaging, select the packaging type. Select Your Packaging if you are using your own packaging or if you are shipping via FedEx Ground. Then enter the dimensions of the package. Ship date. If you are shipping on a future date, enter the date in Ship date. You can ship ten days from the current date. 6. Complete the billing details. Bill shipment to/account #. Select the payment type, and enter the FedEx account number for billing, if required. 7. Click Options to display special services and optional information. Shipment information, such as service and zip/postal code, determine the special services available for a shipment. 8. For FedEx Express shipments, you can send up to four email messages regarding the shipment. Enter the email addresses and then select the Shipment notification and/or Delivery notification check boxes. For FedEx Ground shipments, you can send either an email message or a fax. To send an email message, click Email address and enter the recipient s address. Then select the Shipment notification check box. To send a fax, click Fax number and enter the number in Memo in this format: 9015551212. 9. Click Ship at the bottom of the screen to complete the shipment and print the shipping label. 1 2 3 4 7 8 9 1. Click Ship at the top of your screen. 2. Click Shipment details. 3. Complete the recipient information. In Recipient ID, enter the recipient s ID or select a recipient ID from the drop-down list to automatically fill in the recipient s information.to add a recipient to the recipient database, enter a new name or ID in Recipient ID and enter the recipient s information. Click the Save in/update my address book check box. 5 6 10 4. Verify the sender information. If the actual sender is not shown, select the current sender from the Change sender drop-down list. 12 13
Shipping International Shipping Shipper Modifications Send an International Shipment 5. Complete the package and shipment details. Package contains. Click either Documents only or Commodities. Most document shipments do not require a Commercial Invoice, whereas dutiable non-document shipments do require a Commercial Invoice. FedEx Ship Manager requires that you add at least one commodity for an international shipment that is not a document. Number of packages. If you are shipping multiple packages, enter the number of packages in your shipment. Total shipment weight. Enter the weight of the shipment. Then select lbs (pounds) or kgs (kilograms) as the weight type. Service type. Select a service type from the drop-down list. FedEx Ground is available when sending shipments between Canada and the U.S. Package type. If you are using FedEx packaging, select the packaging type. Select Your Packaging if you are using your own packaging. Ship date. If you are shipping on a future date, enter the date in Ship date. You can ship ten days from the current date. 6. Complete the billing details. Bill shipment to/account #. Select the payment type, and enter the FedEx account number for billing, if required. 7. Click Options if you want to select special services. The destination country determines the special services available for a shipment. If you are unsure about the special services available to the recipient s country, please call 1.800.GoFedEx 1.800.463.3339 for assistance. 8. Click Commodities, and complete the commodity information. 9. Click Customs if you want to create a Commercial Invoice. The Commercial Invoice and the FedEx air waybill are the primary documents for clearing your shipment through customs. Commodity shipments typically require a Commercial Invoice, but this varies by country, commodity, size, weight, quantity, and value. 10. Click Ship. Repeat a Shipment 1. Click Ship at the top of the screen. 2. Click Repeat shipment at the bottom of the screen. FedEx Ship Manager assigns a new tracking number to the repeated shipment. Modify a Shipment You can modify a shipment until you close your shipping day. 1. Click Shipping list at the top of the screen. 2. Click either Domestic or International, depending on your shipment. 3. Select the shipment you want to modify. 4. Click Modify, and then click Yes to confirm. 5. Make changes on the shipping screen. 6. Click Ship. Delete a Shipment 1. Click Shipping list at the top screen. 2. Click either Domestic or International, depending on your shipment. 3. Select the shipment you want to delete. 4. Click Delete. Close After you process shipments, you must close them by the end of your shipping day. Failure to perform a FedEx Express close daily, can result in shipping being suspended. Failure to upload FedEx Ground shipping files can result in incorrect invoices and special services not being applied to shipments. Close FedEx Express and/or FedEx Ground Shipments 1. Click the Close button at the top of the screen. 2. Select to Close FedEx Express or FedEx Ground shipments, or select to Close both types of shipments at the same time. 3. Click End your shipping day. For more information about the Close process, please refer to page 19. 14 15
Shipping Real-Time Package Status Track a Shipment Track by Numbers and Reference Track any FedEx Express and FedEx Ground shipment by tracking number and reference information. Use Tracking number when you want to track individual numbers and already have them in front of you, ready to enter. 1. Click Track at the top of the screen. 2. Click Track by numbers and reference. 3. Enter the tracking number or reference information for the shipment you want to track. 4. Click Add. 5. Enter other tracking numbers or references, and click Add after each one. 6. If you want to delete a tracking number from the list, select it, and click Delete. 7. Click Track to begin tracking. You don t have to wait. FedEx Ship Manager can track your shipments while you work on something else (like shipping packages). The software notifies you when your tracking information is ready for viewing. 8. The tracking results display on the Track Results tab. Click Print if you want to print the tracking information. To view detailed tracking information, select the tracking number, and click Show details. To print tracking information, click Print. Track from Shipping History Track FedEx Express and FedEx Ground shipments that meet the criteria you enter, such as a starting and ending date, reference information, company name, department, recipient code, and much more. You can enter any tracking number in a FedEx Express multiplepiece shipment to track each package in the shipment. 1. Click Track at the top of the screen. 2. Click Track from shipping history. 3. Enter the tracking criteria. You can use any or all of the criteria to track your shipment. 4. Click Search for shipments. FedEx Ship Manager searches your previous shipments and lists the tracking numbers that meet your criteria. Then select the shipments you want to track. Visit the FedEx Web Site One click is all it takes to visit the FedEx Web site from your shipping screen. Just click fedex.com at the top of your screen, and the FedEx Ship Manager product s page displays from the FedEx Web site. Just click any button at the top of the screen to return to the FedEx Ship Manager shipping screens. 3 through 5 Shipping Real-Time Package Status 1 2 8 6 7 16 17
Shipping Customizing Close Process Customize Shipping Preferences FedEx Ship Manager allows you to set up shipping profiles to customize your shipping preferences. Shipping preferences speed up shipping by automatically entering information in the correct fields for your shipments, so there s less information to type. FedEx Ship Manager comes configured with default domestic and international shipping profiles. You can, however, modify the default profiles at any time. You can also create shipping profiles for each sender in the sender database. 1. To customize shipping preferences, click Customize and then Shipping Profiles. 2. Select the shipping profile to modify, and click Update. 3. To add a shipping profile, click Add, select either Domestic or International, and then enter a name and description for the profile. Field Preferences You can assign behavior preferences to certain fields to speed up entering your shipping information. Depending on the field selected, the following behavior types display: None. Click None if you do not want to select a preference for a field. Constant. Click Constant if you want to enter the same information in the field for every shipment. Then specify the information you want to apply to every shipment. Carry. Click Carry if you want to repeat or carry over information for a field from the previous shipment. Skip. Click Skip to skip over this field for your shipments. Configurable. Click Configurable to set parameters for entering references for your shipments. Select Shipping Profiles You can select shipping profiles for individual senders on the individual shipper s Sender Maintenance screen. When you change the current sender for your shipments, FedEx Ship Manager uses the sender s shipping profiles. Daily Close required When you finish shipping for the day, you must perform the CLOSE (End of day) procedure for your FedEx Express and your FedEx Ground shipments. The FedEx Close sends shipment information to FedEx and receives information needed by your FedEx Express courier and FedEx Ground contractor to pick up your shipments. Close reports The Close procedure prints the following information: FedEx Courier Report give this to your FedEx Express courier when he/she picks up your shipments. FedEx Ground Manifest give this to your FedEx Ground contractor when he/she picks up your shipments. Once you Close, you will not be able to update or delete current shipments. Please note: If you wish to ship more packages but have already completed the Close process for the day, simply perform the Close process again after you ship and give the appropriate documentation to the FedEx Express courier and/or the FedEx Ground contractor as explained above. Close FedEx Express and/or FedEx Ground Shipments To Close FedEx Express and/or FedEx Ground Shipping 1. Click the Close button at the top of the screen. 2. Select to Close FedEx Express or FedEx Ground shipments, or select to Close both types of shipments at the same time. 3. Click End your shipping day. You can choose to perform a Close manually or automatically. From the Close page, click the Reports tab to view the available options. If you do not want to automatically print the shipping reports, select the option to Hold FedEx reports for operator selection. Reference the Close section of the User Guide and online Help for more information about how you can customize your manual and automatic Close process. For additional information on customizing your shipping preferences, refer to the online help. If you wish to cancel a shipment after the Close process has been completed, please call 1.800.GoFedEx 1.800.463.3339. 18 19
Close Process Customer Service Call 1.800.GoFedEx 1.800.463.3339 for assistance or information about your FedEx account. Technical Support To reach technical support for FedEx Ship Manager, contact FedEx Customer Technology Services at 1.877.339.2774 during the following hours: Eastern Standard Time Monday through Friday: 8:00 a.m. to 11:00 p.m. Saturday: 8:00 a.m. to 8:00 p.m. 20