FedEx® Ship ManagerSoftwareFedEx® Ship ManagerSoftware

Quick Guide

Version 0715

This Quick Guide is to help you learn how to install, set up and use the software in the shortest time. For detailed information, please refer to the user guide.

Installation

A To start the installation

• 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. Click Install FedEx Ship Manager Software Now. Wait for the Select Language screen to appear.

Note: If you have disabled the Windows Autorun feature, please start the installation by selecting START | RUN and type X:\fsms0715.exe, whereby .X. denotes the letter assigned to your CD-ROM drive.

B To continue the installation • In the Select Language screen, select your preferred language.

• Click OK. The Welcome screen appears.

• Click NEXT. The Select Typical/Custom Install screen appears.

• If not already selected, click TYPICAL INSTALL.

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• Click NEXT. The Read Me File screen with the license text appears.

• Read the software license agreement.

• Click NEXT. 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.

• Click NEXT. The Installing screen appears.

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Option 1 To enter the communication settings for a LAN connection

• Ensure that the I have a LAN connection option is selected when you have access to the Internet via your local area network.

• The Setup screen displays two additional fields: Use Browser Settings and Use Proxy Server.

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.

• 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 servers 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 4.

• If you only select the USE PROXY SERVER option, enter the proxy servers 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. • Proceed with the steps outlined in "Printer settings" on page 4.

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At the end of the automatic installation, the Installation Complete screen appears.

• Click FINISH. The post-installation Install screen is displayed.

• Click OK to complete the installation and restart the system. If you do not

restart the system, the FedEx® Ship Manager Software will not be

installed properly, which may result in incorrect system settings.

C Starting setup You must first complete a setup procedure the first time you start up the application 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: • Click START and select PROGRAMS | FEDEX® Ship Manager Software | FSM SOFTWARE. The FedEx® Ship Manager Software is launched, displaying the Setup screen.

Continue with the setup as described in Section D.

Note: You can also launch FedEx® Ship Manager Software by double-clicking the FEDEX FSM SOFTWARE icon on your Windows Desktop.

D Communications settings This section on communications settings discusses: Option 1 Communication settings for an Internet connection using a Local Area Network (LAN), that is, you wish to connect to the Internet using the company network your computer is part of. Option 2 Communication settings for an Internet dial-up connection, that is, you wish to connect to the Internet through your Internet Service Provider (ISP) using a modem. Option 3 Communication settings when you do not have an Internet connection and want to make a direct connection with the FedEx system using a modem.

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• If necessary, enter the prefix (mostly a 0 or a 9) in the Prefix box. • In the Modem Type drop-down list, select the type of modem that you wish to use. • Proceed with the steps outlined in the next section.

E Printer settings

• In the Printer drop-down list in the PRINTER section, select the printer you wish to use.

• Proceed with the steps outlined in the next section.

F Installation settings

Entering your settings

• In the Country of Installation drop-down list of the Installation section, select your country. For illustration purpose, Hong Kong was selected. • For Hong Kong, in the Location ID field, enter HKGA. For other country, the application will automatically populate the Location ID after setup is complete. • In the FedEx Account field, enter your customized, nine-digit FedEx account number. • If the communication is successful, the system will assign the FedEx®

Ship Manager-Software ID automatically, and you can just leave the field blank. To download tracking, service and routing details

• Verify that all your setup details are correct. • Click DOWNLOAD. The Sender Information screen appears.

Option 2 To enter the communication settings for a dial-up connection

• Ensure that the I have a Dial-up connection

option is selected when you have an existing dial-up connection to the Internet.

• In the Dial-up Connection drop-down list, select the name or alias of the dial-up connection to be used.

• Proceed with the steps outlined in "Printer settings" on page 4.

Option 3 To enter the communication settings using a FedEx dialup connection

This series of steps outlines how to enter the correct communications settings when you do not have an Internet connection or wish to use a direct connection with the FedEx system via a properly configured modem or Integrated Services Digital Network (ISDN) adapter using the Windows TELEPHONY feature.

Note: To set up a Windows TELEPHONY connection, please refer to your Windows documentation. Alternatively, ask your System or Network Administrator to set one up for you.

• Select this option if you do not have an Internet connection and want to use a FedEx dial-up connection.

• In the Country of

Installation drop-down list of the Installation

section, select your country.

• 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 populates the Phone number.

Note: The values in this drop-down list are dependent on the choice of country. Since Hong Kong was selected as an example, the list displays connection options for Hong Kong.

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• Complete the Sender Information screen and click NEXT to start downloading essential shipping data such as tracking numbers, service information, and routing information.

Wait for the completion of the download.

After completion of the download, you are returned to the Setup screen, which now shows a red flag to the left of the data that has been successfully downloaded.

• In the Setup screen, click OK to complete your setup. You have successfully completed the installation and setup of the FedEx® Ship Manager Software.

Note: You can easily return to the Setup screen by clicking Setup in the Setup drop-down list.

G Launching FedEx® Ship Manager Software You can launch FedEx® Ship Manager Software with the Windows START button by clicking START and selecting PROGRAMS | FEDEX® Ship Manager Software | FSM SOFTWARE:

Or by clicking the FEDEX FSM SOFTWARE logo on your desktop:

Shipping

Entering shipments

A Sender information

• In the main FedEx® Ship Manager Software screen, click the Ship tab. You should see the following:

• Either select a sender from the Sender ID drop-down list or click the EDIT

button to change the sender’s details.

Note: Senders have to be added to the address book on the Databases tab before you can select them from the Sender ID drop-down list.

B Recipient information • Select SINGLE to ship to a single recipient or GROUP to ship to a recipient group. • Either select a recipient from the Recipient ID drop-down list or enter the recipient’s details in the RECIPIENT INFORMATION area. • Select the SHIPALERT EMAIL TO 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’s details or entered a new recipient, click the SAVE IN/UPDATE ADDRESS BOOK option to save the details in the recipient database.

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C Date, service and packaging

• In the SHIPMENT DETAILS area, accept today’s date 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.

• In the Service drop-down list, select the required service. • Click SPECIAL HANDLING if you wish to select one of the special-handling options. • In the Packaging drop-down list of the Ship screen, select the required packaging.

D Packages and weight

• In the Packages field of the SHIPMENT DETAILS area, enter the number of packages in your shipment. • Enter the total package weight in the Total Weight field. Individual package weight and dimension are totally optional and can be left blank. • In the second part of the Total Weight field, select kg or lbs.

E Values, references and notes • In the Carriage Value field, enter the shipment's total declared value for carriage. • In the Customs Value field, enter the shipment's total declared value for customs.

Note: The carriage value may never exceed the customs value.

• 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.

F Shipment contents FedEx® Ship Manager Software lets you process:

Document shipments: • Select the DOCUMENTS ONLY option when your package contains letters, certificates or forms. • In the DESCRIPTION area, enter a description or click the DOWN arrow to select a description.

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Commodity shipments, also known as non-document shipments:

• In the SHIPMENT CONTENTS area of the Ship screen, select the COMMODITIES option.

• Select Yes or No at the PRINT COMMERCIAL INVOICE? option. If you select Yes, you can specify the contents of your shipment in the Shipment Contents Details screen as shown in section J. If you select No, continue with the next 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.

G Billing details Entering this information consists of the following steps: • In the Bill shipment 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. • 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.

H Completion

• Select the CARRY INFO OVER TO NEXT SHIPMENT option, if you want to use the information you entered for this shipment as a base for your next shipment. • 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.

I Entering FedEx ShipAlert® details

FedEx ShipAlert® lets your recipient know that his shipment is on its way and notifies you when it has been delivered. Email notifications can be sent to the sender, the recipient, the broker and three other people. Select your desired notification(s) in appropriate check boxes.

Note: The FedEx ShipAlert® notification email will be sent to all specified recipients during the End of-day procedure.

J Creating a commercial invoice A commercial invoice is required for all shipments that are subject to duty, since the commercial invoice is used for clearing your shipments through customs. For creating commercial invoices, the Shipment Contents Details screen is used.

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K Printing shipping documents

General

You print your documents by clicking the SHIP button at the bottom of theShip 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 further processed 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.

Types of documents

• 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.

• Commercial invoice A commercial invoice is used by customs to clear shipments from one country to another and is required for non-document shipments.

• Visa Manifest Report The Visa Manifest Report prints automatically when you print shipping documents for each shipment. Fold and place the Visa Manifest Report in the pouch with the air waybill and the commercial invoice, if previously selected, and give it to your FedEx courier, along with each shipment.

• Additional shipping documents Some countries and products require specialized customs documentation or declarations. If you need to print additional export documents, go to the "Export documents" screen.

L Labelling the shipment

• Put the air waybill in a plastic pouch, with the barcode section facing outwards.

• Fold and place all copies of the Commercial Invoice, if previously selected, in the pouch with the Air Waybill.

• 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 1: Some countries (currently Bhutan and Mongolia) do not accept laser-printed air

Note 2: If your package ready time is less than 5 minutes from pick up cut-off time, please call our Customer Service to arrange instead.

• Commodity

Note: Commodities have to be added to the commodities database before you can select

• Description This is a description of the commodity.

• Harm. Code This is the commodity’s harmonized code.

• Ctry of Manuf. This specifies where the commodity has been manufactured.

• Quantity This specifies the number of commodities in the package.

• Unit Weight (optional) 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 (optional) Here you select the unit of measure of one unit of the commodity (dozen, gallon, pair, pieces, etc).

• Unit Value Here you specify the Unit Value of the commodity.

• Total Customs Value, expressed in the currency selected from the drop-down list, is auto-calculated based on the input Quantity and Unit Value. The calculated value will be automatically populated onto the Ship screen. If you do not enter the Unit Value here, you will need to enter the total Customs Value on the Ship screen.

• 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, this screen allows you to enter the terms of sale and the freight charges for the shipment (in the TERMS OF SALE AND 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 INFORMATION area).

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The Shipment Contents Details screen consists of the following fields:

Either enter information about the commodities or click the DOWN arrow next to the Commodity field to select the commodities.

them from the Commodities Overview screen.

waybills. When you prepare shipping documents and select a destination where laser-printed air waybills are not accepted, a message will pop up. If you frequently ship to these countries, contact your local help desk to find out about other hardware options that may be available to you.