FedEx Ship Manager at fedex.com - Quick Help - Tutorial - References

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References
The References feature contains the following screen:

  • References—Displays key information about references, such as the reference ID and reference description. In addition to adding and updating references, the administrator can also create and edit a reference list and add a reference to a reference list. Note: References are validated at the user and department levels. See Validation in the Users section and Departments section for more details.

With the References feature, you can perform the following functions:

  • Search
  • View References
  • Add New Reference
  • Update Reference
  • Delete Reference
  • Import Reference
  • Export Reference
  • View Reference List
  • Add New Reference List
  • Update Reference List
  • Add References to Reference List
  • Delete Reference List

Search

Search by keyword

To search for a reference, enter key information in the text field. (This field is case-sensitive.) Select Reference ID or Reference description from the drop-down menu. Click Search. The References screen displays information based on your text entry.

Sort by

You can sort any of the columns by selecting the appropriate column heading from the Sort by drop-down menu (e.g., Reference ID). Click Sort. The References screen sorts the selected column. You can also sort any of the columns by selecting the underlined column heading.

View References

You can view references in a company by clicking References in the secondary navigation bar.

Add New Reference

To add a new reference, follow these steps:

  1. Click Create new reference on the References screen. The Add reference screen displays.
  2. Enter the appropriate information in the Reference ID and Reference description fields. (The maximum number of characters allowed for the Reference ID field is 24. The maximum number of characters allowed for the Reference description field is 35. These fields are case-sensitive. Do not use special characters.)
  3. Select 1 or more of the reference names (Your reference, Department number, PO number, or Invoice number). You must select at least 1 reference name.
  4. Click Save/Update. The reference information is added. You will return to the References screen.
  5. If you want to save this new reference and add another one, click Save/Add another reference. The reference information is saved and you can add another reference. Note: You can only add 1 reference at a time.

Update Reference

To update reference information, access the References screen and follow these steps:

  1. Select the appropriate reference and click Edit. The Edit reference screen displays.
  2. Make your changes to the Reference ID and Reference description entries as needed. Do not use special characters.
  3. Make changes to the reference names by selecting or deselecting them. You must select at least 1 reference name.
  4. Click Save/Update. The reference information is updated. You will return to the References screen. Note: You can only edit 1 reference at a time.

Delete Reference

To delete a reference, access the References screen and follow these steps:
  1. Select the appropriate reference and click Delete. A delete confirmation screen displays.
  2. Click OK. The reference is removed from the system. You will return to the References screen.

Import Reference

To import a reference, access the References screen and follow these steps:
  1. Before importing a reference, ensure that the file is formatted properly. Please refer to the Shipping Administration Import Guide for detailed instructions on completing the import templates and for the proper layout and format of the data. The file must be saved to a comma-separated values (csv) format prior to importing into Shipping Administration. Note: A maximum of 1,000 records can be imported at one time. Therefore, if you need to import more than 1,000 references, you will need to create several files before importing them. The maximum number of references allowed is 5,000. If your company requires more than 5,000 references, contact your Sales representative.
  2. Complete your reference import file by entering the required information in the appropriate fields. Although the remaining fields contain FedEx defaults, you can still change them.
  3. Click Import. The Import references screen displays.
  4. Enter the location of your file, or click BROWSE to search for it—Click Browse and select the appropriate file to import (e.g., .csv).
  5. Select Add or Replace.
  6. Click Import. The Importing screen displays showing your import status. Note: Do not close this screen while importing is in progress, since this will cancel the importing process.
  7. If your import is successful, the Import successful screen displays.
  8. If the imported file exceeds 1,000 records, the Import error screen displays. Remove some of the records from the file and try to import it again.
  9. If the imported file is uploaded outside of the available timeframe, import it again within the specified timeframes.
  10. If your import is successful but contains errors, the screen displays those errors. Follow these steps:
    • Print this error screen.
    • Correct the records containing errors and import the file (or records with errors) again.
    • For reference, copy and paste the error table into a Microsoft® Excel file or print it.

Export Reference

To export a reference, access the References screen and follow these steps:
  1. Click Export. The Export references screen displays.
  2. Select database to export data from—Select References from the drop-down menu.
  3. Click Export to export the data. A confirmation screen displays showing that your data has been successfully exported. Note: When you export reference files from Shipping Administration, the system defaults to the comma-separated values (csv) format.

View Reference List
To view a reference list, access the References screen and follow these steps:

  1. Click Reference lists. The Reference lists screen displays. Note: If you have already developed a reference list or you want to create a new reference list, the Reference lists screen will be blank.
  2. Perform a search by keyword or sort any of the columns in the same manner as explained in the Search section for the References screen.
  3. To return to the References screen, click References at the bottom or on the secondary navigation bar at the top. Note: If you assign a department or a user to a specific reference list, choose one of the validation options that requires validation against a list, and receive a blank list (no references), the user will not be able to ship.

Add New Reference List

To add a new reference list, access the References screen and follow these steps:
  1. Click Reference lists. The Reference lists screen displays.
  2. Click Create new reference list. The Create reference list screen displays.
  3. Enter a reference list identifier in the Reference list ID field and a reference list name in the Reference list name field. The Reference list description field is optional.
  4. In the Select references to add area on the left, choose a reference (or press Shift and Ctrl to select multiple references) and click Add. This moves the selected reference(s) to the References added to list area on the right. You can remove a reference(s) from the References added to list area back to the Select references to add area by clicking Remove.
  5. Click Save/Update. The References list screen displays with the new list.

Update Reference List

To edit a reference list, access the References screen and follow these steps:
  1. Click Reference lists. The Reference lists screen displays.
  2. Select the appropriate reference list ID and click Edit. The Edit reference list screen displays.
  3. In the Select references to add area on the left, choose a reference(s) and click Add. This moves the selected reference(s) to the References added to list area on the right. You can remove a reference(s) from the References added to list area back to the Select references to add area by clicking Remove.
  4. Click Save/Update. The References list screen displays with the updated list.

Add References to Reference List

To add 1 or more references to a reference list, access the References screen and follow these steps. Note: You do not have to create a reference list to access your references. You can keep your references on the References screen and use them from here.
  1. Select the designated references.
  2. Choose the appropriate reference list from the Add to Reference list drop-down menu. The chosen reference list now includes the added references.

Delete Reference List

To delete a reference list, access the References screen and follow these steps:
  1. Click Reference lists. The Reference lists screen displays.
  2. Select the appropriate reference list and click Delete. A delete confirmation screen displays.
  3. Click OK. The reference list is removed from the system. You will return to the Reference list screen.

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 @ 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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