FedEx
®
Ship Manager
Software
Installation and User Guide
Notices 3
Notices
FedEx® Ship Manager Software and all manuals and related documentation are proprietary and confidential to Federal Express Corporation. No portion of the software, manuals, or documentation may be reproduced, modified, transmitted, or disclosed to third parties by any means without consent of Federal Express Corporation. All rights reserved.
This information is provided pursuant to, and its use is subject to, the FSM Software License Agreement you accepted to obtain FedEx® Ship Manager Software.
Copyright
The following trademark and service marks are owned by Federal Express Corporation and registered either in the U.S. Patent and Trademark Office, certain foreign countries, or both: FedEx, International Priority and International Priority Freight.
Microsoft® is a registered trademark of Microsoft Corporation.
Table of Contents 5
T
ABLE
OF
C
ONTENTS
Introduction . . . 9
Introducing FedEx® Ship Manager Software . . . 9
Using this manual . . . 9
Typographic conventions . . . 10
Required knowledge and skills. . . 10
Requirements . . . 10 System requirements . . . 10 Hardware requirements. . . .11 Software requirements . . . .11 Communication requirements . . . 11
Installation . . . .13
Overview . . . 13Installing the software . . . 13
Pre-installation notions . . . 13
Installation of FedEx® Ship Manager Software . . . 13
To start the installation . . . .13
To continue the installation . . . .14
To complete the installation . . . .17
Setting up the software. . . 18
Starting setup . . . 18
Communications settings . . . 18
To enter the communication settings for a LAN connection. . . .19
To enter the communication settings for a dial-up connection . . . .20
To enter the communication settings when you do not have a dial-up connection. . . . .20
Entering your settings . . . 21
To enter the installation, identification and printer settings . . . .22
To download tracking, service and routing details . . . 23
To update tracking, service and routing details . . . .24
Launching FedEx® Ship Manager Software . . . 25
Configuration . . . .27
Overview . . . 27
System parameters . . . 27
Setting system parameters . . . 27
To access the System Parameters screen . . . .27
6 Table of Contents
To set the pickup preferences . . . 32
To set the shipping preferences . . . 33
To set the tracking preferences . . . 35
To set the ShipAlert preferences . . . 36
Shipping . . . .37
Overview . . . 37
Entering shipments . . . 37
Entering general information . . . .37
Sender information . . . 37
Recipient information. . . 38
Date, service and packaging . . . 38
Packages and weight . . . 38
Values, references and notes . . . 39
Shipment contents . . . 40
Billing details . . . 41
Completion . . . 41
Selecting special handling options . . . .42
Entering ShipAlert details . . . .43
Creating a commercial invoice . . . .43
Printing shipping documents . . . 46
General . . . .46
Types of documents . . . .46
Air waybill . . . 46
Commercial invoice. . . 46
Visa Manifest Report . . . 46
Additional shipping documents . . . 47
Labelling the shipment . . . .47
To label a shipment . . . 47
Shipment maintenance and control . . . 47
Accessing Shipments in progress . . . .47
Using Shipments in progress . . . .48
Transferring shipments to the FedEx system . . . 49
Pickup . . . .51
Overview . . . 51
About pickup . . . 51
Scheduling the pickup of a shipment . . . .52
To schedule a pickup . . . 52
Shipping history and tracking . . . .53
Overview . . . 53
About shipping history and tracking . . . 53
Accessing the shipping history overview . . . .54
Using the shipping history overview . . . .54
To select which shipments to include in the overview . . . 54
To work with shipping history details . . . 55
Tracking by numbers . . . .55
To track shipments by their tracking numbers . . . 55
To import tracking numbers from a text file . . . 55
Table of Contents 7
Setting tracking preferences . . . 56
Export documents . . . .57
About export documents . . . 57
Export documents . . . 57
Databases . . . .59
About databases . . . 59
Accessing the Address Book database . . . 59
Working with the Address Book database . . . 59
Managing senders . . . 59
To add a sender . . . .60
To specify defaults for shipments made by a sender - Shipping . . . .61
To specify defaults for shipments made by a sender - ShipAlert . . . .63
To modify a sender’s details . . . .64
To copy a sender’s details . . . .64
To delete a sender . . . .65
Managing recipients . . . 65
To add a recipient . . . .65
To specify defaults for shipments made to a recipient - Shipping . . . .66
To specify defaults for shipments made to a recipient - ShipAlert . . . .68
To modify a recipient’s details . . . .69
To copy a recipient’s details . . . .70
To delete a recipient . . . .70
Managing recipient groups. . . 70
To add a recipient group . . . .71
To modify a recipient group’s details. . . .72
To copy a recipient group’s details . . . .72
To delete a recipient group . . . .72
Managing importers and brokers . . . 72
To add an importer . . . .72
To edit, copy or delete an importer . . . .73
To add a broker . . . .73
To edit, copy or delete a broker . . . .74
The Commodities database . . . 74
About commodities . . . 74
Managing commodities . . . 75
To add a commodity . . . .75
To edit, copy or delete a commodity. . . .76
Reports. . . .77
About reporting. . . 77
Reports . . . 77
The Report Selection screen . . . 78
To generate a report from a template . . . .78
To create a new report with pre-defined layout . . . .78
To create a new report with user-defined layout . . . .80
To edit an existing report type . . . .82
To delete a report or report type . . . .82
More information . . . .83
8 Table of Contents
Glossary . . . 83
Links . . . 84
Info . . . 84
FedEx services and packaging . . . .87
Services . . . 87
FedEx International Priority . . . .87
FedEx International First . . . .87
FedEx Europe First . . . .87
FedEx International Priority Freight. . . .87
FedEx 10kg Box . . . .87 FedEx 25kg Box . . . .87 Packaging . . . 88 FedEx Envelope . . . .88 FedEx Pak . . . .88 FedEx Box . . . .88
FedEx Box - Small. . . 88
FedEx Box - Medium . . . 88
FedEx Box - Large . . . 88
FedEx Tube . . . .88
Your packaging . . . .88
Introduction 9
1 Introduction
1.1 Introducing FedEx
®
Ship Manager Software
FedEx brings you FedEx® Ship Manager Software, a unique innovative solution in shipping technology for fast, efficient, cost-effective shipping.
FedEx® Ship Manager Software is a stand-alone, user-installable, Windows-based software package designed to allow you to quickly ship, track, and report on your daily shipping activities. It is rich in features, has a user-friendly interface, and brings a complete shipping solution to your own PC.
FedEx® Ship Manager Software prints the following shipping documents on your own printer, so with less paperwork and no forms to complete by hand your office is more organized and tidier. Documents within your reach include:
International air waybills Commercial invoices
Other widely used customs documents
The application also keeps an inventory of your shipments for up to 32 days by default. From this repository, you can:
Copy and repeat shipments Modify and delete shipments Track packages up to 32 days
In addition to managing shipment information, with FedEx® Ship Manager Software you maintain sender and recipient information, as well as document and commodity details, so that you can quickly retrieve the necessary information for your shipments.
A fourth major feature of FedEx® Ship Manager Software is the ShipAlert function, through which both the recipient and yourself as the sender can be notified when a shipment has started.
Note Since the FedEx® Ship Manager Software software can be fully customized, it is possible that some of the
software options described in this manual differ from the options that are available to you on your screen. If you have any questions on access to these options, please contact your FedEx Customer Technology Specialist.
1.2 Using this manual
10 Typographic conventions From a more general point of view, this manual covers the installation of the software, directions on how to use the software to perform certain shipment-related tasks, and an outline of the menus and options available in the software. More specifically, topics in this manual include:
Installing the FedEx® Ship Manager Software software
Setting up default values for shipping, tracking and pickup functions Preparing shipments
Scheduling pickups Tracking shipments
Generating shipping and export documents
Modifying items in the Address and Commodities databases (with further database maintenance)
Creating and modifying reports
1.2.1 Typographic conventions
In order to aid you in the use of this manual, you should familiarize yourself with the following typographic conventions:
Window and menu items, as well as the names of the tabs in the application are represented by this sans-serif bold type-face.
Button, option and icon names are represented by the THIS SMALLCAPS type-face.
Field names are indicated by a regular sans-seriftype-face.
Special terms are set in regular italics. This includes terms that are included in the "Glossary" on page 89.
Routing/communication parameters, finally, are set in this typewriter type-face.
1.2.2 Required knowledge and skills
It is assumed that you are familiar with a graphical user interface. This means that you know how to go from one application to another and, within an application, how to access or navigate to the various application components. Furthermore, you understand what is meant by selecting (for example, choosing an option), clicking and double-clicking.
1.3 Requirements
1.3.1 System requirements
Hardware requirements 11
1.3.1.1 Hardware requirements
IBM-compatible PC with Pentium III or Celeron processor (or higher) At least 256 MB RAM
At least 250 MB of free hard disk space
An Internet connection (preferred) or a correctly configured, direct dial-up facility (modem or ISDN)
Laser Printer
Note Please note that the hard disk space requirement is for installation purposes only. Over time, the application’s
database will increase in size. You are therefore advised to add another 100-150 MB of free hard disk space.
1.3.1.2 Software requirements
Microsoft Windows® 2000 or a higher version of this operating system
Important Microsoft Windows® Me is not supported.
1.3.2 Communication requirements
For the FedEx® Ship Manager Software to function properly, it must be able to communicate with the FedEx back-end servers. This type of communication requires a secure TCP/IP connection to the FedEx Tunnel Gateway Server. This connection must be set up as follows: Address: https://wpro.ts.dmz.fedex.com
Port: Port 443
If you encounter communication problems, proceed as follows:
X Contact your System or Network Administrator to set up this connection. In addition, ask your Administrator to verify that you have the necessary privileges to enable and use this connection once you are logged on to your local machine.
Y Contact your local Helpdesk.
Note It is important that both the communications connection and your privileges are set up properly before installing
Installation 13
2 Installation
2.1 Overview
This chapter covers all aspects of installing FedEx® Ship Manager Software. These are: A reminder of requirements to meet before you start installing
The actual installation procedure, covering: • Some pre-installation aspects
• Starting, continuing and completing the installation process The software setup, covering:
• Starting the setup • Entering your settings
2.2 Installing the software
Note Before you start the installation of the FedEx® Ship Manager Software, ensure that you have complied with the pre-installation requirements as described in "Requirements" on page 10.
This section will guide you through the installation of the FedEx® Ship Manager Software, and covers pre-installation notions and the actual software installation procedure.
2.2.1 Pre-installation notions
This installation is intended for end-users of the FedEx® Ship Manager Software. This implies that, when prompted for the type of installation, you must select the TYPICAL INSTALL
installation option.
In addition, using the TYPICAL INSTALL installation option ensures that the software will run
properly as a stand-alone application, rather than as a network application.
2.2.2 Installation of FedEx
®Ship Manager Software
2.2.2.1 To start the installation
X Insert the FedEx® Ship Manager Software installation CD into your CD-ROM drive. The CD-ROM comes with an Autorun feature, so it should start the installation automatically.
Y Wait for the Select Language screen to appear.
Note If, for safety or other reasons, you have disabled the Windows Autorun feature, you start the installation by
selecting START | RUN... and typing X:\setup.exe, whereby “X” denotes the letter assigned to your
14 To continue the installation
2.2.2.2 To continue the installation
X In the Select Language screen, select your preferred language.
Note The installation outlined here uses English as the installation language. As a result, the illustrations in this
manual may differ from what you actually see on your screen.
Y Click OK.
To continue the installation 15
Z Click NEXT.
The Select Typical/Custom Install screen appears.
[ If not already selected, click TYPICAL INSTALL.
\ Click NEXT.
The Read Me File screen with the license text appears.
] Read the software license agreement.
16 To continue the installation The Choose Destination Location screen appears.
Note To enter a different location, click BROWSE and navigate to your preferred destination location.
_ Click NEXT.
The Start Installation screen appears.
To complete the installation 17 The Installing screen appears.
At the end of the automatic installation, the Installation Complete screen appears.
Click FINISH.
2.2.2.3 To complete the installation
X Click FINISH to end the installation, if you have not already done so.
The post-installation Install screen is displayed.
Y Click OK to complete the installation and restart the system.
18 Setting up the software
2.3 Setting up the software
2.3.1 Starting 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. The steps in the sections below demonstrate how to launch and set up the FedEx® Ship Manager Software.
To launch setup, proceed as follows:
X Click START and select PROGRAMS | FEDEX® Ship Manager Software | FSM SOFTWARE.
The FedEx® Ship Manager Software is launched, displaying the Setup screen.
Y Continue with the setup as described in the next chapter ("Communications settings").
Note You can also launch FedEx® Ship Manager Software by double-clicking the FEDEX FSM SOFTWARE icon on
your Windows Desktop.
2.3.2 Communications settings
This section on communications settings discusses:
To enter the communication settings for a LAN connection 19 Communication settings when you do not have a dial-up connection and want FedEx to create a connection for you by selecting the city where you are located and which modem to use.
2.3.2.1 To enter the communication settings for a LAN connection
X Select the "I have a LAN connection" option when you have access to the Internet via your local area network..
Note The USE BROWSER SETTINGS option is only displayed if FedEx® Ship Manager Software has been able to
retrieve your browser settings. Currently, only Netscape and Windows Internet Explorer are supported.
Y Select the USE BROWSER SETTINGS option if you wish to use your browser settings to connect
to the FedEx system. If your browser uses a proxy server to connect to the Internet, the proxy server’s details will be filled in automatically, except for the User ID and password.
Important If you only wish to specify your proxy server settings, continue with step 4 below. If you wish to use neither of
the two options, continue with the steps in "To download tracking, service and routing details" on page 25.
Z If you only select the USE PROXY SERVER option, enter the proxy server’s address in the
Address field and your port settings in the Port field.
[ In the User field, enter the user name with which you log on to your proxy server.
\ In the Password field, enter the password for your proxy server.
20 To enter the communication settings for a dial-up connection
2.3.2.2 To enter the communication settings for a dial-up connection
X Select the "I have a Dial-Up connection" option when you have an existing dial-up connection to the Internet..
Y In the Dial-up Connection drop-down list, select the name or alias of the dial-up connection to be used.
Z Proceed with the steps outlined in "Entering your settings" on page 21.
2.3.2.3 To enter the communication settings when you do not have a
dial-up connection.
Entering your settings 21
X In the City drop-down list, select the FedEx office in the city nearest to you with which you wish to connect.
Selecting a FedEx office location automatically enters the Phone number.
Note The values in this drop-down list are dependent on the choice of country. Since Belgium was selected, the list displays connection options for Belgium.
Y In the prefix field, enter the number you need to use to dial outside your location.
Z In the Modem Type drop-down list, select the type of modem that you wish to use. The modem’s baud rate and initialization string will appear automatically.
[ In the Port drop-down list, select the communications port that you wish to use.
\ In Phone System, select the TONE (preferred) or PULSE option.
] Proceed with the steps outlined in the next chapter ("Entering your settings").
2.3.3 Entering your settings
22 To enter the installation, identification and printer settings
2.3.3.1 To enter the installation, identification and printer settings
X In the Printer drop-down list in the PRINTER section, select the printer you wish to use.
Y In the Country of Installation drop-down list of the Installation section, select your country.
Note In this manual, all examples use Belgium as the country of installation. Therefore, illustrations and settings
may differ from your own.
Important Unless your country of installation is Ireland, United Arab Emirates, Kuwait or Bahrain, the "location ID"
will be retrieved automatically when completing steps outlined in "To download tracking, services and routing details" on page 23.
For Ireland, United Arab Emirates, Kuwait and Bahrain, ensure you have your FedEx registration letter or email with the setup details available.
Z In the FedEx Account # field, enter your customized, nine-digit FedEx account number
To download tracking, service and routing details 23
2.3.4 To download tracking, service and routing details
X Verify that all your setup details are correct.
Y Click DOWNLOAD and "the Sender Entry Screen" will appear. Please complete your data..
Z Press "NEXT" to start downloading essential shipping data such as tracking numbers, service information, service rates and routing information. This data is required for using the FedEx ® Ship Manager Software..
Wait for the completion of the download.
24 To update tracking, service and routing details missing), you can double-click one of the check marks on the left of the downloaded data. This will re-download the data in question.
[ In the Setup screen, click OK to complete your setup.
You have successfully completed the installation and setup of the FedEx® Ship Manager Software.
2.3.4.1 To update tracking, service and routing details
If you ever need or wish to update tracking, service, and/or routing details (when, for example, certain data is missing), you can double-click one of the red flags to the left of the downloaded data. This will make the red flag disappear. You can now re-download the data in question by clicking DOWNLOAD.
Important If you wish to update the current service rates, you must re-download the service information.
Launching FedEx® Ship Manager Software 25
2.4 Launching FedEx
®
Ship Manager Software
FSM Software will launch automatically after completing step 4 described above, or you can launch FedEx® Ship Manager Software with the Windows Start button by clicking Start and selecting Programs | FedEx® Ship Manager Software | FSM Software::
Configuration 27
3 Configuration
3.1 Overview
This chapter discusses which actions you must perform and which data you must enter before you can start processing shipments with the FedEx® Ship Manager Software. These are:
Setting the system parameters Setting your preferences
3.2 System parameters
Now that you have installed the application with your specific details, you are ready to set the system parameters. These are required to ensure that the entering and processing of shipment details occurs as smoothly as possible, and that the information is kept and maintained for certain minimum lengths of time.
3.2.1 Setting system parameters
This section outlines the steps to set your system parameters.
3.2.1.1 To access the System Parameters screen
X Launch FedEx® Ship Manager Software with the Windows START button by clicking START
and selecting PROGRAMS | FEDEX® Ship Manager Software | FSM SOFTWARE.
28 Shipping parameters
Z Select System Parameters from the Setup menu.
3.2.1.2 Shipping parameters
X In the System Parameters screen click the Shipping tab.
Y In the Shipping History Retention Period field, enter the number of days that you wish to keep your shipping history information.
Important The default number is 40. This is the recommended value. With this value, you cover at least one month plus
nine days, which allows you to generate monthly reports.
Z In the # of Commercial Invoice Copies field, enter the number of copies that you wish to print of each commercial invoice.
[ Select the RATE QUOTE option, if you wish to include a rate quote in your shipping screen
and obtain rate information on your reports.
\ Select the USE ETN NUMBERSFOROPENSHIPMENTS option, if you immediately wish to use a real
shipment number instead of a temporary dummy one.
] Click OK.
3.2.1.3 Pickup parameters
Labels parameters 29
Y In the Pickup History Retention Period field, enter the number of days that you wish to keep your pickup history information.
Z Click OK.
3.2.1.4 Labels parameters
X In the System Parameters screen click the Labels tab.
Y In the Master Label Copies for Document Shipments field, enter the required number of master label copies you wish to generate.
Important The default number is 3. This is the minimum value.
Z In the Master Label Copies for Non-Document Shipments field, enter the required number of master label copies you wish to generate.
Important The default number is 4. This is the minimum value.
[ In the MPS/CRN Label Copies field, enter the required number of MPS/CRN label copies you wish to generate.
Important The default number is 1. this is the minimum value.
30 Tracking parameters
3.2.1.5 Tracking parameters
X In the System Parameters screen click the Tracking tab.
Y In the Retention Period for Packages Manually Inserted for Tracking field, enter the required number of days.
Preferences 31
3.3 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.
3.3.1 Categories of preferences
Selecting the main Preferences tab in the main FedEx® Ship Manager Software screen provides access to the four lower-level Preferences tabs:
Pickup
Preferences related to scheduling courier pickups for your packages. Shipping
Preferences related to the processing of your shipments. Tracking
Preferences related to the FedEx® Ship Manager Software’s package tracking feature. ShipAlert
32 Levels of preferences
3.3.2 Levels of preferences
FedEx® Ship Manager Software lets you set your shipping and ShipAlert defaults on 3 levels: Application-wide defaults: the default values for every shipment made with your installation of FedEx® Ship Manager Software.
These defaults are discussed in this chapter. Defaults for shipments made by a specific sender.
For more information about sender defaults, see the sections "To specify defaults for shipments made by a sender - Shipping" on page 61, and "To specify defaults for shipments made by a sender - ShipAlert" on page 63.
Defaults for shipments made to a specific recipient.
For more information about recipient defaults, see the sections "To specify defaults for shipments made to a recipient - Shipping" on page 66, and "To specify defaults for shipments made to a recipient - ShipAlert" on page 68.
Note Both sender and recipient defaults override the application-wide defaults. When specifying sender or recipient defaults, the last one specified will override.
3.3.3 Setting preferences
3.3.3.1 To set the pickup preferences
X Click the lower-level Pickup tab.
Y Enter the pickup location details or select a sender from the Sender ID drop-down list.
To set the shipping preferences 33
Z In the Closing Time field, enter the latest possible time for pickups.
[ If necessary, use the Comments field to enter special instructions for the FedEx Express courier who will pick up your packages.
\ In the Pickups will be visible to field, select one of the three following options: ALL USERS,
MY GROUP, or ONLY MYSELF.
] Future day Pickup: You can book a pickup request for the next working day. For example, on a Friday, you can book a pickup for Monday. To allow this, the reservation date field on the Book a Pickup screen is editable. When you change the reservation date, the shipment list only displays the shipments with the entered shipping date.
^ Click SAVE.
3.3.3.2 To set the shipping preferences
X Click the lower-level Shipping tab.
The items in the preferences list correspond to the input fields you need to complete when entering a shipment.
Y Scroll down the Preferences - Shipping screen and select or enter default values where you require them.
Z For every piece of shipping information you can also select: • Skip
Fields marked with Skip will be skipped when you move through the shipment entry form using the TAB key.
• Carry
34 To set the shipping preferences • Nothing
Values you enter in fields marked neither with Skip nor with Carry will be displayed in all future shipments.
[ If necessary, enter or select your preferred invoice settings at the bottom of the screen.
To set the tracking preferences 35
3.3.3.3 To set the tracking preferences
X Click the lower-level Tracking tab.
Y If you wish to track multiple-package shipment numbers, select the SHOWMULTIPLEPACKAGE SHIPMENTNUMBERSIN TRACKING option.
By selecting this option, you specify that the mps shipment numbers will be displayed in the tracking overview.
36 To set the ShipAlert preferences
3.3.3.4 To set the ShipAlert preferences
X Click the lower-level ShipAlert tab.
The Preferences - ShipAlert screen is displayed.
Y You can send ShipAlert delivery notification emails to up to six recipients: the sender, the recipient, the broker, and three other people. When the shipment is delivered, these recipients will receive an email informing them that the shipment has been delivered.
Z In the Add Your Own Message field, you can add a message that will be appended to the shipment notification emails.
Note To make this option work properly, the sender’s email address must be correctly entered in the Sender Information screen of the Address Book database (see “Managing senders” on page 59).
[ In the fields Other 1, Other 2 and Other 3, you can enter the email addresses of one or two more people to receive shipment notifications.
Shipping 37
4 Shipping
4.1 Overview
FedEx® Ship Manager Software enables you to automate the shipping process, making it easier and less time-consuming. Air waybills can be printed on plain paper, and recurring key information, such as addresses and commodities, can be saved to and retrieved from a database.
Note The database components are discussed in great detail in "Databases" on page 59. This chapter covers the following:
Creating a new shipment
Printing your shipping and other documents Shipment maintenance and control
Transferring your shipment information to the FedEx shipping system
4.2 Entering shipments
4.2.1 Entering general information
4.2.1.1 Sender information
38 Recipient information
Y 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. See "To add a sender" on page 60 for more information on how to add senders to the address book.
4.2.1.2 Recipient information
X Select SINGLE to ship to a single recipient or GROUP to ship to a recipient group.
Y 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.
Z Select the SHIPALERTEMAILTO option if you wish your recipient to be notified of the
shipment.
If you select this option, make sure the recipient’s email address is entered in the corresponding text field.
[ If you have modified the recipient details manually, click the SAVEIN/UPDATE ADDRESS BOOK
option to save the details in the recipient database.
\ If you have entered new recipient details manually, the SAVEIN/UPDATE ADDRESS BOOK option
will be selected automatically to save the details in the recipient database.
4.2.1.3 Date, service and packaging
X 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).
Note The shipping date is the date a shipment is actually handed over to a FedEx Express courier or dropped off at a FedEx location.
Y In the Service drop-down list, select the required service. See "Services" on page 87 for more information about the available FedEx services.
Z Click SPECIAL HANDLING if you wish to select one of the special-handling options. See
"Selecting special handling options" on page 42 for more information.
[ In the Packaging drop-down list of the Ship screen, select the required packaging. See "Packaging" on page 88 for more information about the available types of FedEx packaging.
\ Click SHIPALERT if you wish to verify or further specify the shipment’s ShipAlert details.
See "Entering ShipAlert details" on page 43 for more information.
4.2.1.4 Packages and weight
X In the Packages field of the SHIPMENT DETAILS area, enter the number of packages in your
shipment.
Note With two or more packages, the packages’ dimensions are preceded by their respective package numbers. The
Values, references and notes 39
Y If you are not using FedEx packaging, enter the dimensions for length, width and height for each package in the L, W, and H fields.
Z If there is only one package, enter the package’s weight in the Total Weight field. In case of more than one package enter the weight of the packages in each package’s individual Weight field.
[ In the second part of the Total Weight field, select kg as the metric weight unit or lbs as the Imperial weight unit.
Note The weight unit of your choice can be set as default in the shipping preferences list (see “To set the shipping
preferences” on page 33).
4.2.1.5 Values, references and notes
X In the Carriage Value field, enter the package’s declared value for carriage.
Y In the Customs Value field, enter the package’s declared value for customs.
Note The carriage value may never exceed the customs value.
Z If you wish to add a shipment reference, click the Shipment Reference drop-down/entry list.
The Shipment Reference screen appears, in which you can enter or select a shipment reference.
40 Shipment contents
[ If you wish to add the name of the department or any additional information, click the
Department/Notes drop-down/entry list. The Departments screen appears.
\ Select NEW to enter a new department or note, or click the arrow to select an existing
department or note.
] Click OK to enter your department details and return to the Ship screen.
4.2.1.6 Shipment contents
FedEx® Ship Manager Software lets you process: Document shipments
Commodity shipments, also known as non-document shipments Proceed as follows to make a shipment that contains documents:
X Ensure that the DOCUMENTS ONLY option is selected.
You select the DOCUMENTS ONLY option when your package contains letters, certificates or
forms.
Y In the DESCRIPTION area, enter a description of the documents you are shipping or click the
DOWN arrow to select a description from the Document Type screen.
If a message pops up, warning you that the description you entered is incomplete or inaccurate, you can either press EDIT to return to the shipping screen and complete the
description, or you can press SHIP to print the shipment without changing anything.
Billing details 41 If, however, the contents of your package(s) consist of commodities, proceed as follows:
Z In the SHIPMENT CONTENTS area of the Ship screen, select the COMMODITIES option.
The SHIPMENT CONTENTS area of the Ship screen changes:
[ Depending on the destination of your package, select Yes or No at the PRINTCOMMERCIAL INVOICE? option.
If you select Yes, you can specify the contents of your shipment in the Shipment Contents Details screen. For more information, see "Creating a commercial invoice" on page 43.
If you select No, continue with the following step.
\ Either manually enter information about the commodities you are shipping or click the
DOWN arrow next to the Commodity field to select the commodities from the Commodities Overview screen.
4.2.1.7 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.
X In the Bill shipment to drop-down list, select SENDER, RECIPIENT or THIRD PARTY as appropriate.
Y In the Account # field, enter the recipient’s or third-party’s FedEx account number.
Z In the Bill Duties and Taxes to drop-down list, select SENDER, RECIPIENT or THIRD PARTY as
appropriate.
[ In the Account field, enter the recipient’s or third-party’s FedEx account number.
Note A valid FedEx account number is only required if the sender, recipient or third party paying for the duties and
taxes is billed by invoice.
4.2.1.8 Completion
X Select the CARRYINFOOVERTONEXTSHIPMENT option, if you want to use the information you
entered for this shipment as a base for your next shipment.
Y 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
42 Selecting special handling options
4.2.2 Selecting special handling options
In the Special Handling screen, you can specify additions to the service that you select in the
Service field of the SHIPMENT DETAILS area when entering a shipment.
You must enter special-handling options if:
Your shipment contains dangerous goods, alcohol, dry ice, or cut flowers.
Note If your shipment contains dry ice, enter the following formula in the description box: DRY
ICE,9,UN1845,ZxZZKG, whereby “Z” denotes the number of packages containing dry ice and “ZZ” denotes the weight of one package. For example: DRY ICE,9,UN1845,5x2KG,3x8KG.
You require a booking number for the International Priority Freight Service. You want to select a broker to handle your shipment.
You want to use the Saturday Delivery Service, Saturday Pickup Service or Sunday Delivery Service.
FSM Software does not allow IPFS shipments that have weight or dimensions below the maximums for IP. Either the weight or the dimensions have to be above the maximums for IP. An exception has been added for IPFS shipments that are on a pallet or skid. These shipments have to be handled as IPFS shipments because the IP line-haul does not allow IP shipments on a pallet or skid. In the special handling screen, you can see the option "Check this box if your shipment is on a pallet or skid". When you check this option, the required minimums for IPFS do not apply for this shipment.
You want to drop off your packages at a FedEx location yourself.
Entering ShipAlert details 43
4.2.3 Entering ShipAlert details
These are the ShipAlert details to enter during the creation of a new shipment.
Any preferences or data already known are automatically included in the ShipAlert settings. In the above example, these are the email addresses of the sender, recipient and broker contacts. You can also add three more email addresses, as well as your own message; these will be appended to the ShipAlert notification emails.
Note The ShipAlert notification email will be sent to all specified recipients during the End-of-day procedure.
4.2.4 Creating a commercial invoice
44 Creating a commercial invoice The Shipment Contents Details screen consists of the following fields:
Commodity
Either manually enter information about the commodities you are shipping or click the
DOWN arrow next to the Commodity field to select the commodities from the Commodities Overview screen.
Note Commodities have to be added to the commodities database before you can select them from the Commodities Overview screen. See "To add a commodity" on page 75 for more information on how to add commodities to the database.
Description
This is a description of the commodity.
Harm. Code
This is the commodity’s harmonized code.
Ctry of Manuf.
Creating a commercial invoice 45 Quantity
This specifies the number of commodities in the package.
Unit Weight
This is the weight of the commodity. Verify that you have selected the correct unit of weight (kg or lbs) in the Unit of Measure field below.
Unit of Measure
Here you select the unit of measure of one unit of the commodity (dozen, gallon,
pair, pieces, etc). Unit Value
Here you specify the Customs Value of the commodity.
Customs Value, plus a currency selection drop-down list
Here you specify the Customs Value, expressed in the currency selected from the drop-down list to the right of the Customs Value field.
Total Weight, plus a unit of weight (kg or lbs) drop-down list
This field presents a total of all the commodities’ weights in the package, expressed in the value selected from the drop-down list to the right of the Total Weight field.
In addition, you can specify further commercial invoice details by clicking the DETAILS button.
This screen allows you to enter the terms of sale and the freight charges for the shipment (in the TERMSOF SALEAND CHARGES area), to choose between a commercial invoice and a pro forma
invoice, and to specify yet further commercial invoice details (in the COMMERCIAL INVOICE
46 Printing shipping documents
4.3 Printing shipping documents
4.3.1 General
You print your documents by clicking the SHIP button at the bottom of the Ship screen after you have entered all your shipment details.
Open shipments and template shipments for which all the details have been entered can also be printed by selecting them and clicking the PRINT button in the Shipments in progress screen.
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. For more information on setting the label details, see "Labels parameters" on page 29.
4.3.2 Types of documents
4.3.2.1 Air waybill
If there is more than one package in a shipment, an additional air waybill is printed for each package. The first air waybill is called the Master Air Waybill. FedEx® Ship Manager Software prepares an additional International Air Waybill for each package in the shipment.
If printing is interrupted, FedEx® Ship Manager Software creates a pending shipment. Try printing again from the Shipments in progress screen.
4.3.2.2 Commercial invoice
A commercial invoice is used by customs to clear shipments from one country to another and is required for non-document shipments.
4.3.2.3 Visa Manifest Report
The Visa Manifest Report prints automatically when you print shipping documents for each shipment.
Additional shipping documents 47
4.3.2.4 Additional shipping documents
Some countries and products require specialized customs documentation or declarations. If you need to print additional export documents, see "Export documents" on page 57 for more information.
4.3.3 Labelling the shipment
This subsection describes the steps to correctly label your shipment after you have printed the related shipping documents.
4.3.3.1 To label a shipment
X Put the air waybill in a plastic pouch, with the barcode section facing outwards.
Y Fold and place all copies of the Commercial Invoice, if previously selected, in the pouch with the Air Waybill.
Z The VISA Manifest Report should be kept separate and given it to the courier.
[ Remove the backing from the pouch.
\ Attach the pouch to the first package.
] If there are more packages than one in the shipment, place each additional air waybill in a separate pouch.
^ Remove the backing from each additional pouch and attach it to the corresponding package
Note Mongolia does not accept laser-printed air waybills. When you prepare shipping documents to Mongolia where
laser-printed air waybills are not accepted, a message will pop up. If you frequently ship to these countries, please contact your local help desk to find out about other hardware options that may be available to you.
4.4 Shipment maintenance and control
Shipment maintenance and control is performed via the Shipments in progress feature of the FedEx® Ship Manager Software. This feature lets you keep track of your shipments.
4.4.1 Accessing Shipments in progress
48 Using Shipments in progress
4.4.2 Using Shipments in progress
From the Shipments in progress screen, you can view, print, change or delete shipments. For every shipment in the Shipments in progress screen, the Status column shows one of the following values:
Open
This is a shipment that does not have printed paperwork. When you ship a package, you can save the details and keep them “open” for later. You can then modify, copy, or complete the shipment and print the paperwork. You can also delete open shipments.
Printed
This is a shipment that has printed paperwork, but that has not been processed. You can modify, copy, or delete a printed shipment from the Shipments in progress screen. If you modify the information for a printed shipment, it is important to reprint the paperwork and use this new paperwork to label the shipment.
Template
A shipment that has been saved as a template shipment can be sent again by selecting the shipment from the Shipments in progress screen and clicking PRINT. You can also
modify, copy, or delete template shipments.
Uploaded
This is a shipment that has printed paperwork and for which data has been uploaded to the FedEx system.
Verified
An IPD shipment for which the master AWB has not been printed yet.
Click SELECT to view or modify a shipment, DELETE to delete one or more selected shipments or
Transferring shipments to the FedEx system 49
4.5 Transferring shipments to the FedEx system
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.X Select the Ship tab.
Y Click the END-OF-DAY option.
The End-of-day screen displays the shipment information that will be transferred to the FedEx system.
Z Click the END-OF-DAY button at the bottom of the screen to start the transfer.
Note An option is available to download software upgrades during End-Of-Day. If this option is used, the
following screen is displayed:
If you select Yes, the software upgrade will be downloaded, FSM Software will be closed, and the upgrade will be executed.
If you select Remind Me Later, the software upgrade check will be performed during the next End-Of-Day process and you will be presented with the same upgrade notice.
Pickup 51
5 Pickup
5.1 Overview
This chapter discusses the next phase in taking care of shipments: arranging the pickup of the shipment (also referred to as dispatching a shipment). This includes the following topics:
General pickup information Scheduling a pickup The pickup overview Setting pickup preferences
5.2 About 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.
You use the Pickup feature in two situations:
When you do not drop off your packages yourself but instead would like to have them picked up by a FedEx Express courier.
When you do not use regularly scheduled pickups at your company.
52 Scheduling the pickup of a shipment
5.2.1 Scheduling the pickup of a shipment
Before you can schedule a pickup, make sure that you completed the shipment (by pressing
SHIP in the Ship screen).
Note A pickup should be scheduled before the shipment’s details are transferred to the FedEx system by performing the End-of-day procedure.
5.2.1.1 To schedule a pickup
X In the main FedEx Ship Manager Software screen, click the Pickup tab.
Y In the PICKUP LOCATION area, verify the pickup location details of your shipment.
Z If necessary, make the required changes.
[ 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.
\ In the PACKAGE DETAILS area of the screen, select the package(s) you wish to have picked
up.
] Verify (and, if necessary, modify) the pickup date.
^ In the Ready Time field, enter the time by which the packages will be ready for pickup.
_ 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.
` Press CONFIRM PICKUP.
Shipping history and tracking 53
6 Shipping history and tracking
6.1 Overview
This chapter covers the shipping history and tracking features of FedEx® Ship Manager Software, and discusses the following:
An introduction to shipping history An introduction to the tracking feature Various ways of tracking shipments Setting preferences for the tracking feature
6.2 About shipping history and tracking
The FedEx® Ship Manager Software’s shipping history presents you with an overview of the shipments you processed with FedEx® Ship Manager Software in the last 40 days.
Note 40 days is the default shipping history retention period. You can change this value in the System Parameters screen. See "Shipping parameters" on page 28 for more information.
To provide you with easy access to the information you need, the shipping history overview lets you sort and filter your past shipments according to the criteria you specify. For every shipment appearing in the overview you can:
View, save and print detailed tracking information
View the shipment’s details as they were entered in FedEx® Ship Manager Software Reuse the shipment’s data by copying it as an open shipment to the Shipments in progress screen
54 Accessing the shipping history overview
6.2.1 Accessing the shipping history overview
You can access the shipping history overview by clicking the Track/History tab in the main FedEx Ship Manager Software screen.
6.2.2 Using the shipping history overview
By default, the shipping history overview presents you with a list of the shipments you processed in the last 40 days. Besides general shipment information, this list also includes:
The last known status of a shipment (in theStatus column)
An indication whether a proof of delivery has been obtained for a shipment (in the POD column)
6.2.2.1 To select which shipments to include in the overview
X In the SHIPPING HISTORY area, use the MODIFYRESULTSTODISPLAY drop-down list to indicate
which shipments you wish to include in the overview. You can include:
• All packages • Packages with POD • Packages without POD • Tracked packages • Tracking criteria • Untracked packages
To work with shipping history details 55
6.2.2.2 To work with shipping history details
X Use the check boxes to select one or more shipments from the shipment history overview.
Y 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
6.2.3 Tracking by numbers
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.
6.2.3.1 To track shipments by their tracking numbers
X In the TRACKANOTHERSHIPMENT area, verify or select the FEDEX TRACKING NUMBERS option in the
Track By drop-down list.
Y Below the FEDEX TRACKING NUMBERS option, enter the tracking numbers of the shipments
you wish to track.
Z Click TRACK.
6.2.3.2 To import tracking numbers from a text file
X In the TRACKANOTHERSHIPMENT area, click IMPORT TRACKING NUMBERS.
The ImportTracking Numbers from File screen is displayed.
Y If required, select the USE DELIMITER? option and enter the character that separates the
tracking numbers in the Delimiter field.
56 To track shipments by their reference numbers
[ Click OK.
6.2.3.3 To track shipments by their reference numbers
X In the TRACKANOTHERSHIPMENT area, verify or select the REFERENCE NUMBERS option in the
Track By drop-down list.
The FedEx Account # and Shipment Date fields are displayed.
Y If the shipments were made more than 9 days ago, enter the shipment date in the
Shipment Date field.
Z Below the REFERENCE NUMBERS option, enter the reference numbers of the shipments you
want to track.
[ Click TRACK.
6.3 Setting tracking preferences
Export documents 57
7 Export documents
7.1 About export documents
FedEx® Ship Manager Software allows you to generate commonly required export documents.
7.2 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:
X Select the export document you want to print in the Document List screen.
Y In the drop-down selection list to the right of your selected document type, click the
DOWN arrow.
The Shipment Numbers screen is displayed.
Z Select the shipment for which you wish to print the document and click SELECT.
[ Click OPTIONS to select the printer and to specify the number of copies.
\ Click SELECT.
The document to be printed is displayed in full.
] Complete the export document as required.
^ Scroll down to the end of the document and click PRINT to send the document to the
58 Export documents
Databases 59
8 Databases
8.1 About databases
Database management in FedEx® Ship Manager Software covers two databases, the ADDRESS
BOOK database, and the COMMODITIES database. All addresses and commodity information can
be saved in these databases so that you do not have to enter the same data twice.
In the ADDRESS BOOK database, you can add, modify, copy and delete sender, recipient, recipient
group, importer, and broker information. In the COMMODITIES database, you can do the same
with commodity information.
8.1.1 Accessing the Address Book database
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 ADDRESS BOOK option at the
top of the screen.
8.2 Working with the Address Book database
8.2.1 Managing senders
On opening the ADDRESS BOOK database and clicking SENDERS, the list shows all senders already
60 To add a sender
8.2.1.1 To add a sender
X In the Address Book screen, click SENDERS.
Y Click NEW.
An empty Sender Information screen is opened.
Z Enter the sender information as follows: • FedEx Account #
This is the 9-digit account number sent to you by FedEx letter or email. • Sender ID
Is a unique combination of letters and digits used to identify a sender (for example
ACME0).
• Company Name, Contact Name, Country (drop-down list for selection), Address Line 1,
Address Line 2, City, Postal Code, and First Phone #
• Signature
To specify defaults for shipments made by a sender - Shipping 61 • Sender will be available to
Here, you can specify whether the sender that you are creating will be available to anyone in your user group, to yourself only or to all users.
Note The following fields are optional: Second Phone #, Fax, Email, Department, Bank Account #, Trade #, and Customs ID/EIN #. The information in these fields is used for invoicing and ShipAlert purposes only. In addition, the Address Line 2 field is used only when a second address line is required.
[ Click DEFAULTS if you wish to enter shipping and ShipAlert defaults for this sender.
Continue with "To specify defaults for shipments made by a sender - Shipping" below.
\ If you wish to add these sender details as is, click OK to add the sender to the database.
8.2.1.2 To specify defaults for shipments made by a sender - Shipping
Clicking DEFAULTS will display the Sender Preferences screen in which you can specify default shipping and ShipAlert values for shipments made by the sender. These sender defaultsettings have priority over the application-wide default settings discussed in "Preferences" on page 31.
Note A sender’s default preferences can be overridden on a per shipment basis.
X On clicking DEFAULTS, the Sender Preferences screen is displayed.
This screen has two tabs, Shipping for shipping defaults, and ShipAlert for ShipAlert defaults.
Y Click the Shipping tab (if not already selected).
Z You can select or enter the following default values for shipments made by this sender: • Broker ID
The broker’s ID and company name.
For information on entering a new broker, see "To add a broker" on page 73. • Importer ID
The importer’s ID and company name.
62 To specify defaults for shipments made by a sender - Shipping • Service
The default FedEx service used for shipments. See "Services" on page 87 for more information about the available FedEx services.
• Packaging
The default packaging type. See "Packaging" on page 88 for more information about the available types of FedEx packaging.
• Bill Shipment to
The party that will be billed for the shipment costs. • Account #
The selected party’s FedEx account number for automatic payment. • Bill Duties and Taxes to
The party that will be billed for duties and taxes. • Account #
The selected party’s FedEx account number for automatic payment. • Shipment Reference
One or more keywords, or a small text used as a reference. Because the shipment references will appear on the invoices you receive from FedEx, making good use of shipment reference information can aid you in your internal bookkeeping.
• Department/Notes
The name of the department or any other additional information. • Document Description
The default description for document shipments. • Commodity Code
The default commodity code and description for shipments that contain a commodity. For information on entering a new commodity, see "To add a commodity" on page 75. • Currency
The default currency. On selection of the currency code, the name of the currency is displayed in the adjacent text box.
• Shipment Type
The default shipment type, either DOCUMENTS ONLY, or NON-DOCUMENT.
• Specify Commodities
Indicates whether commodities information is FORTHEWHOLESHIPMENT, or PERPACKAGE.
• Print commercial invoice
Indicates whether you want to include a commercial invoice. • Consolidate CI
Indicates whether you want to add the commercial invoice to any outstanding invoices.
To specify defaults for shipments made by a sender - ShipAlert 63
8.2.1.3 To specify defaults for shipments made by a sender - ShipAlert
X Click the ShipAlert tab (if not already selected).
Y You can send ShipAlert delivery notification emails to up to six recipients: the sender, the recipient, the broker, and three other people. When the shipment is delivered, these recipients will receive an email informing them that the shipment has been delivered.
Z In the Add Your Own Message field, you can add a message that will be appended to the shipment notification emails.
Note To make this option work properly, the sender’s email address must be correctly entered in the Sender Information screen of the Address Book database (see “Managing senders” on page 59).
[ In the fields Other 1, Other 2 and Other 3, you can enter the email addresses of one or two more people to receive shipment notifications.
64 To modify a sender’s details
8.2.1.4 To modify a sender’s details
X In the Address Book screen, click SENDERS.
Y Click EDIT.
Z Modify any of the sender’s details (including defaults, if so required).
[ Click OK to save your changes.
8.2.1.5 To copy a sender’s details
If you are going to add a sender whose details are almost identical to those of a sender who is already in the database, you can copy the sender’s data and adapt it as necessary. To copy a sender, proceed as follows:
X In the Address Book screen, click SENDERS.
Y Click the sender whose details you wish to copy.
The Sender Information screen is displayed again, but without any Sender ID details.
To delete a sender 65
[ Modify any of the required details, or accept the remaining details as they are.
\ Click OK to save the new sender’s details.
8.2.1.6 To delete a sender
X In the Address Book screen, click SENDERS.
Y Select the sender you wish to delete.
Z Click DELETEand click YES to confirm.
8.2.2 Managing recipients
On opening the ADDRESS BOOK database and clicking RECIPIENTS, the list shows all recipients
already entered into the database. If no recipients have been entered, the list will be empty.
