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

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Departments
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The Department feature contains the following screens and functionality. You can move between the Department Profile, Privileges, References, and Defaults screens by clicking Previous or Next. You can edit privileges at the user level after adding them to a department.

  • Departments—Displays key information about departments, such as the department name and department ID. The administrator can add, update, delete, import, and export departments.

  • Profile—Displays information in the Department details and Accounts sections. See Profile Screen for more information.

  • Privileges—Displays selected rights and privileges for the department in the Address book, General, Additional preferences, and FedEx services sections. See Privileges Screen for more information.

  • References—Displays selected reference information in the Reference name, Validation, List display, Reference default, and Apply to return shipments sections. See References Screen for more information.

  • Defaults—Displays information in the Default shipping information, Pickup/Drop-off, and Customize options sections. See Defaults Screen for more information.

With the Departments feature, you can perform the following functions:
Search

Search by keyword

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

Sort by

You can sort either of the columns by selecting Department ID or Department name from the drop-down menu. Click Sort. The Departments screen sorts the selected column. You can also sort either of the columns by selecting the column heading.

View Users

You can view users in a department from the Departments screen by selecting the department. Click View users. A list of users assigned to that department displays.

Add New Department

To add a new department, follow these steps:

  1. Click Add department within the Departments section of the Welcome to Shipping Administration screen or click Add on the Departments screen. The Add department screen displays and defaults to the Profile screen.

  2. Complete the Department details section that identifies the department. (Required fields are in bold). See Profile Screen for more information.

  3. Complete the Accounts section. You can add an account to the department by selecting an existing FedEx account from the Available accounts list or by adding a new FedEx account number. To add additional accounts to a department, update the department profile.

    Note: To add an account, the address information must match the shipping account address information that was provided to FedEx. It can be different than the address entered in the department profile.

  4. Click Next. The Privileges screen displays and includes the Address Book, General, Additional preferences, and FedEx services sections. See Privileges Screen for more information.

  5. After completing the Privileges screen, click Next. The References screen displays and includes the Reference name, Validation, List display, Reference default, and Apply to return shipments sections. See References Screen for more information.

  6. After completing the References screen, click Next. The Defaults screen displays and includes the Default shipping information, Pickup/Drop-off, and Customize options sections. See Defaults Screen for more information.

  7. Click Save/Update. The department information is saved. You will return to the Departments screen.

    Profile Screen



    To set up the Profile screen, complete the following sections:

    1. Department details—Enter the information for each field. (Required fields are in bold.) The Department ID is the unique ID that is assigned to the department when it is initially created. Departments are identified by Department IDs when searching for or viewing a department profile or when the administrator is running a report. The Department ID is a maximum of 20 characters and is alphanumeric. Department IDs cannot be modified once they are created. Enter a Department ID.

    2. Accounts—In the Available accounts section, select an existing account from the drop-down menu. If you need to add a new account for this department, click Add new account. Add the account number and enter the address information. The address information entered here must match the shipping/ billing address tied to this account number on FedEx's database. It may be different than the address entered in the department profile.

    Privileges Screen



    The Privileges screen allows the administrator to give users in the department certain rights and privileges by checking the appropriate boxes. If a box is unchecked, the user does not have that privilege.

    1. Address book—Select the address book privileges that you want to give to your users.

    2. General—Select Process return shipments to allow users to access this option under the Customize features section of their Preferences screen. This enables users to configure return shipping functionality that will display on the Ship screen. When you select this privilege, a popup displays requiring you to enter a telephone number for a returns contact. This section also allows users to require a Return Merchandise Authorization (RMA) number. Select Hide rate quote to restrict users from accessing the courtesy rate quote and hide all rate quote information in FedEx Ship Manager at fedex.com screens.

    3. Additional preferences (Users can changes these settings)—Select the privileges that you want to give your users.

    4. FedEx services—Select any of the available domestic, intra-Canada, international, and special services for a user. By checking Select all, the administrator is giving the user all of the privileges within that section. By checking Apply to return shipments, the administrator is giving the user the ability to use the selected services for processing return shipments.

    References Screen



    The References screen allows the administrator to configure information for references users will see on the FedEx Ship Manager screens. These reference configuration options are activated by selecting the appropriate options from the drop-down menus (as required).

    A reference is an optional number or a description that appears on your FedEx invoice or within the Shipping Administration administrative reports. You have the option of configuring up to 4 default reference codes that will auto-populate the corresponding reference fields on the FedEx Ship Manager screens when Shipping Administration users log on. Defaults can be entered for Your reference, Department number, Invoice number, and PO number. The Your reference field displays on the Ship screen and the other fields display on the secondary screens.

    For FedEx Express shipments, the information entered in the Your reference field will display on your company's FedEx Invoice.
    For FedEx Ground shipments, the information entered in the Your reference and PO number fields will display on your FedEx invoice.
    All reference fields will display on the Report and in the Shipment Confirmation screen, the Shipment Details, Shipment Record, and Reports for Shipping Administration users.
    To set up the References screen, complete the following sections:

    1. Reference name—The reference name options are Your reference, Department number, PO number, and Invoice number.

    2. Validation—Select the appropriate configuration option from the drop-down menu.

    3. List display—Select a reference list from the drop-down menu.

    4. Reference default—Enter a reference or click Select to display the References screen to choose a reference.

    5. Apply to return shipments—Check the appropriate box to apply the reference to return shipments.

    Defaults Screen



    The Defaults screen allows the administrator to set a number of default options that will users will see on the FedEx Ship Manager screens. These default configuration options are activated by checking the appropriate boxes. If a box is unchecked, this setting is not automatically enabled. Default settings entered here correspond with the options that are available on the Preferences screen.

    Shipping Administration users will be able to update certain Preference settings if they have been given the appropriate privilege in the Privileges screen.

    1. Default shipping information—Select default shipping information (e.g., Service type, Package type, Currency).

    2. Pickup/Dropoff—Select the default pickup or drop-off option that users will use.

    3. Customize options—Select the options to create a pending shipment, set a reminder to print any pending shipment labels, display the shipment confirmation screen, display an additional shipment options screen, enable a service selector for your Freight service screen (FedEx Express Freight services only), display the Recipient ID field on the main Ship screen, display and list rates (along with the rate associated with your FedEx account number) when the user selects Get courtesy rate.

    View Department

    You can view all users in a specific department by clicking the Admin Home tab on the secondary navigation bar. When the Welcome to Shipping Administration screen displays, select a department from the View by dept drop-down menu in the Users section and click Go. A list of users in all departments displays.

    To view administrator information for a specific department, click the Admin Home tab on the secondary navigation bar. When the Welcome to Shipping Administration screen displays, select a department from the Update dept drop-down menu in the Departments section and click Go. The Edit department screen displays for that department.

    Update Department



    To update department information, follow these steps:

    1. Click Update dept within the Departments section of the Welcome to Shipping Administration screen or click Edit on the Departments screen. The Edit department screen displays and defaults to the Profile screen.

    2. Department details—The department's name displays in the Company name field.

    3. Accounts—The department account(s) displays in the Available accounts area.

    4. Add or Remove— When updating a department, you can add or remove an account(s) to/from the department by clicking Add or Remove. You must leave at least 1 account number in the Available accounts area. You can add an account to the department by selecting an existing FedEx account from the Available accounts list or by adding a new FedEx account number. See Profile Screen for more information.

    5. To add a new account, click Add new account. The Add new account screen displays. Add the account number and enter the address information. (Required fields are in bold.) Click OK.

      Note: To add an account, the address information must match the shipping account address information that was provided to FedEx. It can be different than the address entered in the department profile.

      Note: If an account has been removed from the department and is not assigned to other departments in the company, it will be removed from the Available accounts list.

    6. To edit an account, select an account in the Available accounts area and click Edit account. The edit account screen displays. Make your changes and click OK.

    7. Click Next. The Privileges screen displays and includes the Address book, General, Additional preferences, and FedEx services sections. See Privileges Screen for more information.

    8. After completing the Privileges screen, click Next. The References screen displays and includes the Reference name, Validation, List display, Reference default, and Apply to return shipments sections. See References Screen for more information.
    9. After completing the References screen, click Next. The Defaults screen displays and includes the Default shipping information, Pickup/Drop-off, and Customize options sections. See Defaults Screen for more information.

    10. Click Save/Update. The department information is updated. You will return to the Welcome to Shipping Administration screen.

      Note: If you are updating the department Privileges, References, or Defaults screens, these changes will also apply to existing users in the department that have Use department privileges, references and defaults selected. See Add New User for more details.

    Delete Department

    Departments cannot be deleted unless all users assigned to that department have been deleted or reassigned to another department. If there are no users in the department and the department needs to be deleted, you can delete it as follows:

    1. Select the appropriate department and click Delete. A delete confirmation screen displays.
    2. Click OK. The department is removed from the system. You will return to the Departments screen.

    Import Department or Account

    To import a department or an account, access the Departments screen and follow these steps:

    1. Before importing a department, 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 250 records can be imported at one time. Therefore, if you need to import more than 250 departments or accounts, you will need to create several files before importing them.

      Note: The department(s) and account number(s) that you assign to a user must already be set up in Shipping Administration for your company. The user can only be assigned to an account number that has already been added to the department to which they are being assigned.

      Note: For Canadian users, the Saturday Delivery for Freight and Inside pickup/Inside delivery (Freight only) fields default to No because those services are not available in Canada.

    2. Complete your department import file by entering the required information in the following fields. Although the remaining fields contain FedEx defaults, you can still change them.

      • Company ID
      • Dept ID
      • Dept Name
      • Dept Contact Name
      • Dept Address 1
      • Dept Address 2
      • Dept City
      • Dept State or Dept Province (Canada)
      • Dept Zip or Dept Postal Code (Canada)
      • Dept Contact Phone Number
      • Dept Contact Email
      • Dept Account Number
      • Dept Acct Address 1
      • Dept Acct Address 2
      • Dept Acct City
      • Dept Acct State or Dept Acct Province (Canada)
      • Dept Acct Zip or Dept Acct Postal Code (Canada)

    3. Before importing an account, ensure that the file is formatted properly by entering information in all of the fields as follows:

      • Company ID
      • Department ID
      • Department Name
      • Department Contact Name
      • FedEx Account Number
      • Account - Address 1
      • Account - Address 2
      • Account - City
      • Account - State or Account - Province (Canada)
      • Account - Zip code or Account - Postal code (Canada)
      • Department Contact Phone Number

    4. Click Import. The Import departments screen displays.

    5. 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).

    6. Select Import action desired—Select Add New Departments, Update Departments, or Add Account numbers to Departments from the drop-down menu.

    7. Click Import. The Importing screen displays showing your import status.

    8. If your import is successful, the Import successful screen displays.

    9. If the imported file exceeds 250 records, the Import error screen displays. Remove some of the records from the file and try to import it again.

    10. If the imported file is uploaded outside of the available timeframe, import it again within the specified timeframes.

    11. If your import is successful but contains errors, the screen displays those errors. Follow these steps:

      1. Print this error screen.
      2. Correct the records containing errors and import the file again.
      3. For reference, copy and paste the error table into a Microsoft® Excel file or print it.

    Export Department

    To export a department, access the Departments screen and follow these steps:

    1. Click Export. The Export departments screen displays.

    2. Select database to export data from—Select Departments 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 department files from Shipping Administration, the system defaults to the comma-separated values (csv) format.

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