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

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Departments
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 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 options, and Customize options sections. See Defaults Screen for more information.

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

  • Search
  • View Users in a selected department
  • Add New Department
  • View Department
  • Update Department
  • Delete Department
  • Import Department or Account
  • Export Department

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 underlined 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

Department details

Company name—Enter the name of the company in which this department appears.

Department name—Enter the name of this department.

Department ID—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.

Accounts

In the Available accounts area, 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.

Address book

Personal address book—Provides access to the Personal Address Book, where Shipping Administration users can create and manage up to 2,000 recipients from the Address book screen and select from these addresses on the Ship screen.

Shared address book—Provides access to the Shared Address Book screen where Shipping Administration users can access the shared address books of other Shipping Administration users in the company. Shipping Administration users cannot add, edit or delete recipients in a shared address book unless they are the owner of the address book.

Central address book—Provides access to recipients in the Central Address Book screen and via the drop-down menu on the Ship screen.. Users without Administrative privileges cannot add, edit or delete entries in the Central address book.

Sender profile/Add new senders—Allows users to create up to 20 Sender profiles which can be managed from the Sender information screen in the address book. Additional senders can also be selected from the Ship screen when Change sender address is selected.

General

Process return shipments—Allows users access to 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.

Hide rate quote—Restricts users from accessing the courtesy rate quote and hides all rate quote information in FedEx Ship Manager at fedex.com screens.

Additional preferences (Users can change these settings)

Set up thermal printer—Allows users to access additional printer options by displaying this section under the Customize features section of their Preferences screen. From here users can configure a thermal printer for printing shipping labels to a local thermal printer. If this privilege is not selected, users will only be able to print to a laser or inkjet printer (default).

Set up additional handling charges—Allows users access to these options under the Customize features section of their Preferences screen. From here users can set up additional handling charges (fixed or variable) for both FedEx Express and FedEx Ground shipments. These additional charges will display when the user requests a courtesy rate quote and accesses the shipping details for a particular shipment. This capability allows users to charge back additional costs of the shipment to customers.

View/Update default shipping information—Allows users to access and configure Default shipping information (e.g., default service, package type, billing details) on their Preferences screen.

View/Update default references—Allows users to enter or update the reference defaults that the administrator has assigned in the References screen. If this privilege is assigned, the Set up Reference Options button and popup will display on their Preferences screen.

FedEx services

This section allows the administrator to 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, PO number, and Invoice 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.

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

Reference name

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

Validation

Select one of the configuration options from the drop-down menu:

Not required (text field)—User will view a text entry field on the Ship screen and is not required to enter a reference in order to ship.

Not required (view list)—User will view a popup screen after clicking Select on the Ship screen. The user can select any entry and then click OK to continue. The selected reference populates the reference field. The selected references are entered into a reference database or a specific reference list, depending on the administrator’s selection. This option requires the administrator to provide references.

Required (text field)—User will view a text entry field on the Ship screen and must enter an alphanumeric entry in the field in order to continue (ship).

Required (view list)—User will view a popup screen after clicking Select on the Ship screen. The user can select any entry and then click OK to continue. The selected reference populates the reference field. The selected references are entered into a reference database or a specific reference list, depending on the administrator’s selection. This option requires the administrator to provide references.

Default and cannot change—User will view their default reference as text on the Ship screen. The user cannot change the default reference text.

Required with validation (text field)—User will view a text field on the Ship screen and must enter a reference that matches one in the database or a specifically assigned list to continue (ship). This option requires the administrator to provide references to validate against.

Required with validation (view list)—User will view a popup screen after clicking Select on the Ship screen. The user can select any entry and then click OK to continue. The selected reference populates the reference field. The selected references are entered into a reference database or a specific reference list, depending on the administrator’s selection. This option requires the administrator to provide references to validate against.

List display

Select a reference list from the ones displayed on the Ship screen and validated against. As an administrator, you need to select a list only for reference options that require it.

Reference default

Enter a reference or click Select to display the References screen to choose a reference.

Apply to return shipments

Check the appropriate box to apply the reference settings to return shipments.

Defaults Screen

The Defaults screen allows the administrator to set a number of default options that 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.

Default shipping information

Service type—Select the default FedEx shipping service that you want users to use from the drop-down menu. Delivery options vary based on the destination, packaging requirements, delivery time, and cost. If users are shipping via FedEx Freight or FedEx Ground, the type of service is preselected. For a list of service types available using FedEx Ship Manager, see FedEx Service Types.

Package type—Select the default type of packaging that users will use from the drop-down menu. If users are shipping via FedEx Express Freight or FedEx Ground, Your packaging is the default. For a list of package types available using FedEx Ship Manager, see FedEx Packaging Types.

Currency—Select the default currency. Default currency will be USD if another currency is not selected.

Bill shipment to—Select the default billing type (whether shipments will be billed to the Sender, Recipient, or Third Party as a default).

Bill shipment to account # (shipping charges)—Enter the FedEx account number if shipments are being billed to the Recipient or Third Party.

Bill duties/taxes/fees to—Select whether duties and taxes will be billed to the Sender, Recipient, or Third Party (for FedEx Express shipments only).

Bill duties/taxes/fees to account # (duties and taxes)—Enter the FedEx account number if duties and taxes are being billed to the Recipient or Third Party.

Pickup/Drop-off

Select the default pickup or drop-off option that users will use.

Customize options

Enable processing of pending shipments—If this option is selected, the option to create a pending shipment will display on the Ship screen. This allows a user to enter all shipment information ahead of time and print the labels when their packages are ready to be shipped.

Always remind user to print pending shipments—Sets a reminder to print any pending shipment labels.

Always show shipment confirmation window—Select this option to have the shipment confirmation screen appear after users complete preparations for each shipment.

Always go to additional shipment options page—Select this option to have the additional shipment options screen appear after users complete the main Ship screen for each shipment.

Enable service notification selector (Freight services only)—Select this option to enable the Service Selector for your Freight service screen. The service selector notifies you of the delivery commitment time and any surcharges resulting from the origin and destination of the shipment.
Display recipient ID field—Select this option to have the Recipient ID field displayed on the main ship screen.

Display list rates—Select this option for users to see the list rate, as well as the rate associated with your FedEx account number, when 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 all of the users associated with the selected department 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. In the Department details section, the department's name displays in the Company name field. In the Accounts section, the department account(s) displays in the Available accounts area. 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.
  3. 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.
  4. 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.
  5. Click Next. The Privileges screen displays and includes the Address book, General, Additional preferences, and FedEx services sections. See Privileges Screen for more information.
  6. 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.
  7. 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.
  8. 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 in the Users section 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:
    • Print this error screen.
    • Correct the records containing errors and import the file again.
    • 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.


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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