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FedEx Ship Manager® Shipping Administration
Department and User References

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Department and User References

A reference is a customizable field that allows you to record details about different kinds of shipments. They appear on your FedEx invoice or on administrative reports.
When a user is assigned to a department, the references defined for that department are the default settings on that individual’s User References screen. To customize references at the user level for greater flexibility and control, select Customize privileges, references and defaults in the User Settings section on the User Profile screen.
Refer to References for information on viewing, adding, editing, deleting, importing and exporting references and reference lists.
The Shipping Administrator has the option of configuring the following 4 reference fields for departments or individual users:
  • Your reference
  • Department no.
  • PO no.
  • Invoice no.

Details about References

  • Reference fields are located in the Billing Details section on the FedEx Ship Manager screens.
  • You can enter up to 30 characters total in all reference fields.
  • References can be used for tracking and reporting purposes.
  • All references print on your FedEx Express and FedEx Ground invoices. All references except for Invoice number print on your FedEx Express Freight invoices.
  • References print on all shipping labels except plain paper FedEx Express international labels, which include only one Reference field.

Validation

    Select one of the following validation options for each reference:
  • Not required (text field): the reference is not required to create a shipment, but the user may enter information in the text field.
  • Not required (view list): the reference is not required to create a shipment, but the user may click Select to choose the Reference from a list. This option requires the administrator to provide reference options.
  • Required (text field): the user must enter an alphanumeric entry in the reference field in order to continue creating a shipment.
  • Required (view list): the User must click Select, choose the appropriate reference option, then click OK to continue. This option requires the administrator to provide reference options.
  • Default and cannot change: the reference field is auto-populated with default information. The user cannot change the Reference information.
  • Required with validation (text field): the user must enter an alphanumeric entry for this reference that must then be matched to a reference in the database or an assigned list to continue creating a shipment. This option requires the administrator to provide references to validate against.
  • Required with validation (view list): the user must click Select, choose the appropriate reference option, and then click OK to continue. This option requires the administrator to provide references to validate against.

List display

You may select a Reference List for the reference under List display. When the User clicks Select for the reference, this list displays in the drop-down menu.

Reference default

    To define the default value for a reference, enter or select an option under Reference default in one of two ways:
  • Enter the default reference information in the text field.
  • Click Select. The References screen appears. Select the Reference ID you’d like this reference to default to, and click Select.

Apply to return shipments

To make the Reference available for returns, click the checkbox for that reference under Apply to return shipments.

Save

Click Save to save the information you’ve entered and return to the main Users or Departments screen, or click Continue to save the information and continue on the Defaults screen.

Cancel

If you want to discard what you’ve done on this screen without saving it, click Cancel and return to the main Users or Departments screen.

Navigate between the screens

Click Next or Previous to navigate between the User or Department Profile, Privileges, References and Defaults screens.

This information is provided to you and its use is subject to the FedEx Automation Agreement under which you obtained or have been authorized to use FedEx Ship Manager® at fedex.com. No warranties are extended and all warranties, including without limitation, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED, regarding this information. Any conflict between this information and the Automation Agreement, or transportation agreement between you and FedEx, or between this information and the FedEx Service Guide will be governed by the Automation Agreement, the transportation agreement and the FedEx Service Guide, in that order. Your use of this information constitutes your agreement to these terms.
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