FedEx Ship Manager® at fedex.com Shipping Administration : FedEx Ship Manager® at fedex.com Shipping Administration Presentation for administrators
What is Shipping Administration? : What is Shipping Administration? The Shipping Administration feature on FedEx Ship Manager® at fedex.com is a spend-management application that gives you centralized control and administration over the decentralized and global shipping of your company Department One Department Two Administrator
Is Shipping Administration right for your organization? : Is Shipping Administration right for your organization? Do you need to:
Make sure costs are properly allocated to the right cost centers?
Figure out and correct shipping-related invoicing errors?
Control access to and use of account information?
Provide a shipping solution that is time- and cost-efficient and less error-prone?
Gain visibility into company shipping activity on every level — locations, departments, accounts, and internal and external users?
Manage who ships and what services and features they can access?
Create custom reports to monitor and access the shipping activity of the entire company?
Shipping Administration is your solution : Shipping Administration is your solution Shipping Administration gives you:
Operational efficiency
Through FedEx Ship Manager® at fedex.com, you provide a time- and cost-efficient shipping solution for your entire company that:
Is available 24 hours a day, 7 days a week
Is available from any computer with Internet access
Requires no proprietary hardware or software
Is automatically updated when new features are added
Eliminates the need for centralized shipping areas
You manage the shipping process by permitting or restricting FedEx® services
You manage the billing process through reference field configuration and cost-code validation
Shipping Administration is your solution (cont.) : Shipping Administration is your solution (cont.) Shipping Administration gives you:
Control and flexibility
You determine how to organize and control users to best fit the needs of the company
Create the user to control their user ID, password and shipping profile
Invite the user, which gives them autonomy over their user ID, password and shipping profile
Set up users anywhere in the world
You can set up departments as separate geographical locations or as functional groups within the organization that use different account numbers or cost centers
You can assign an account number or multiple account numbers to a department
Shipping Administration is your solution (cont.) : Shipping Administration is your solution (cont.) Shipping Administration gives you:
Control and flexibility
You can permit or restrict FedEx® services, customize shipping features, and set shipping defaults at the department and user levels
You can set up reference field control(s) on up to four references for billing and charge-back purposes
You can create, mandate and validate the reference information entered into the reference fields
Shipping Administration is your solution (cont.) : Shipping Administration is your solution (cont.) Shipping Administration gives you:
Administration and management
You can search and sort on both the user and department screens to help streamline administrative tasks
You can import departments, users and references for fast setups or to change existing information
You can set up a central address book with up to 15,000 recipients that can be shared companywide
You can assign company and department administrative privileges to other users to help you delegate responsibility and provide an extra layer of support
Shipping Administration is your solution (cont.) : Shipping Administration is your solution (cont.) Shipping Administration gives you:
Visibility and monitoring
You have insight into the shipping activity of multiple users in multiple locations within your company
You know who’s shipping what, when, to where and how much, and even what’s being returned
You have access to this shipping information 24 hours a day, 7 days a week
You have sole visibility of account numbers
You can create and save customized and detailed administrative shipping reports that allow you to monitor, manage and measure the shipping activity of all users throughout the company to improve cost control
Getting started : Getting started After registering for Shipping Administration on FedEx Ship Manager® at fedex.com, the administrator:
Logs in as the Shipping Administration administrator
Determines how to organize and control users to best fit the needs of the company
Adds one or more departments. Departments can be set up as separate geographical locations or as functional groups within the organization that use different account numbers or cost centers
Assigns account numbers to departments by selecting an existing account number from the available accounts list or by adding a new account number
Sets service and reference options for each department
Adds users to departments and assigns users to account numbers
Assigns company or department administrative privileges to other users (optional)
Getting started : Getting started Welcome to Shipping Administration Admin screen
From any Shipping Administration screen, you can access:
Company information
Departments
Users
References
Admin reports
The Address Book tab
Updating company information : Updating company information Company profile
Use this screen to:
View or update company information
Update the admin e-mail address used for the “Contact your administrator” link on the Shipping Administration user log-in page
Managing departments : Managing departments View departments
When you click on the Department tab, the Departments screen displays
The Departments screen contains key information about departments, such as department name and department ID
You can search, sort, view, add, update, delete, import and export multiple departments here
Managing departments : Managing departments View departments (cont.)
To search for a specific department, enter key information in the Search text field (which is case- sensitive) and click on the Search button
To sort departments, select department name or department ID from the Sort drop-down menu and click on the Sort button
To view a list of users within a specific department, select the department, then click on “View users”
Adding departments and users : Adding departments and users Add a department
Adding departments is a four-screen process that includes:
Profile screen: Complete the details that identify the department and assign account numbers
Privileges screen: Define user privileges and set service choices
References screen: Configure information for references users will see on the FedEx Ship Manager® at fedex.com screens
Default screen: Set up feature and shipping defaults
Add a user
Follow the same four-screen process used for adding a department to configure privileges, references and defaults for the individual user or
Use a single-screen process to choose the current privileges, references and defaults set up for the department you have selected for that user
Adding departments : Adding departments Department profile
Enter and update a department's information and assign one or more account numbers to the department, or remove account numbers as necessary
Adding departments : Adding departments Department privileges
Allow or restrict service choices
Allow or restrict special user rights and privileges, including:
Choosing which address book(s) users can access
Allowing users to create up to 20 sender profiles
Allowing users to process return shipments
Allowing users to configure a thermal printer
Allowing users to add additional handling charges
Allowing users to view and update default shipping information
Allowing users to view and update default references
Adding Departments : Adding Departments Department references
Set up reference validation for the reference fields
Create reference lists
Specify or create reference default information
Select reference settings for return shipments
Adding Departments : Adding Departments Department references (cont.)
Validation options include:
Not required (text field)
Not required (view list)
Required (text field)
Required (view list)
Required with validation (text field)
Required with validation (view list)
Default and cannot change
Adding departments : Adding departments Department defaults
Set service settings to most-frequently-used settings to facilitate faster use
Set defaults for options to ensure a consistent user experience across the department
Default settings entered here correspond with options available on the user’s Preferences screen
Managing users : Managing users View users
When you click on the Users tab, the Users screen displays
This screen contains key information about users, such as user name, user ID, department and deactivated status
You can search, sort, view, add, update, delete, import and export multiple users here
Managing users : Managing users View users (cont.)
To search for a specific user, enter key information in the Search text field (which is case-sensitive) and click on the Search button
To sort users, select user name, user ID, department or status from the Sort drop-down menu and click on the Sort button
To view users by department, select a department from the “Filter by department” drop-down menu. The resulting screen displays a list of users in that department
Adding users : Adding users You have two ways to add users, depending on the amount of control or flexibility you want to have
If you want to create and manage a user’s ID, password and shipping profile, use the “Create new user” functionality
If you prefer that the user have autonomy over these factors, use the “Invite new user” functionality
Adding users : Adding users Create users
Select the “Create new user” button from the Admin Home screen or the Users screen
The Profile screen will appear. Assign the user to a department by selecting one from the drop-down menu
Adding users : Adding users User profile
Use this screen to enter and update user information, assign an account number to the user, assign user settings, and assign the user’s role
Adding users : Adding users User privileges
Instead of allowing the same default department settings to apply to a particular user, you can assign unique privileges when adding the user to the department, including:
Allowing or restricting specific rights and privileges to the user
Allowing or restricting shipping service choices to the user
Adding users : Adding users User references
Customize references at the user level
Adding users : Adding users User defaults
Customize defaults at the user level
These default settings correspond with options available on the user’s Preferences screen
Managing references : Managing references View references
When you click on the References tab, the References screen displays
This screen contains key information about references, such as reference ID and reference description
You can view, search, sort, add, update, delete, import and export references here, as well as view, update and add to current reference lists, and create new ones
Adding references : Adding references Add a reference
Adding a reference is a three-step process:
Add the appropriate information in the Reference ID and Reference Description fields
Select one or more of the reference field options; you must select at least one
Click on Save/Update. The reference information is added and you are returned to the References screen. Or, if you want to save the entry and add more, click on “Save/Add another reference”
Managing address books : Managing address books Address books
You can set up and manage three separate address books and assign privileges to users and departments:
Central address book
Shared address book
Personal address book
The central address book can hold up to 15,000 individual recipient addresses
The shared address book is a collection of addresses from other users’ personal address books
Admin reports : Admin reports Admin report manager
Administrator reports allow a company centralized visibility of the shipping activity of users across the company
Customized administrator reports can display valuable information, such as service information, reference values and estimated shipping charges
Up to 25 administrative report configurations can be saved
Admin reports : Admin reports Admin report manager (cont.)
Create, add, edit and delete reports for any shipment processed through FedEx Ship Manager® at fedex.com in the past 45 days
To create a report from a list of existing saved reports, select a report from the “Select report” drop-down menu, select beginning and ending dates from the drop-down menus provided, and click on the “Create report” button
Admin reports : Admin reports Add report
Add new customized reports for an individual department or for the entire company
Select up to 19 enhanced detail fields to appear on the report
Select up to three options for sorting the report total and subtotal
Set the date range for the report
Admin reports : Admin reports Report results
The report results include all sender and recipient information, as well as all reference information that can be used for monitoring departmental shipments
You can view and print the entire report, or download the entire report by saving it to a location of your choosing on your hard drive in comma-separated variable (CSV) format
To register for Shipping Administration : To register for Shipping Administration Select Prepare Shipment Online from the Ship tab at fedex.com
Click on Sign Up Now! to register for a fedex.com login and complete the online registration form
Please note: If you’re already a registered fedex.com user, you will still need to enter your user ID and password and answer a few questions specific to FedEx Ship Manager® at fedex.com
On the confirmation page you’ll see an additional option to register for the Shipping Administration feature. Complete the additional steps for validation and registration
To register for Shipping Administration (cont.) : To register for Shipping Administration (cont.) A confirmation page will appear, confirming that you’ve successfully registered as a Shipping Administration administrator
Return to the FedEx Ship Manager® at fedex.com log-in screen and again enter your user ID and password