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Quick Reference Guide

Your Meter Number:

Technical Support: 1.877.339.2774

FedEx Ship ManagerTM

FedEx Ship Manager Quick Reference Guide 3FedEx Ship Manager Quick Reference Guide2

FedEx Ship Manager

fedex.caAccess many

fedex.ca onlineservices witha single click.

Ship.Process packages

fast and easy.

Rate.Dynamic rate quote

displays based on theinformation entered.

Address Book.Keep frequently usedaddresses handy.

FedEx Ship Manager is a desktop shipping solution that automates andmanages your entire shipping process. Whether your shipping needsare domestic or international, FedEx Ship Manager offers you the latestFedEx shipping services and delivery options — all with the reliabilityand convenience you’ve come to expect from FedEx.

To view and print the guides on the FedEx Ship Manager CD, you willneed Adobe® Acrobat® or Adobe® Acrobat® Reader. To download a freecopy of Adobe® Acrobat® Reader, visit Adobe’s website at:http://www.adobe.com/products/acrobat/readstep2.html

Track.Find the status of your ship-ments by date, reference, ortracking number.

Installation Instructions

Verify your PC meetsthese requirements• Pentium® IV 2.0 GHz recommended

(Pentium IV 1.70 GHz minimum) • 512 MB RAM recommended

(256 MB minimum) • 200 MB of free disk space• Microsoft® Windows® XP with

Service Pack 2, Microsoft®

Windows® 2000 with Service Pack4, or Microsoft® Windows® Server2003 with Service Pack 1

• LAN or DSL Internet access recommended (dial-up telephoneline access minimum)

• 4X CD-ROM or higher• 3.5” floppy drive • Microsoft® Internet Explorer®

v.6.0 (or higher)• Available port if using a thermal

printer• Laser and/or inkjet printer for

reports and labels• Minimum screen resolution of

800 x 600 pixels

Install the printer to print shipping labels and reportsEnsure a printer is installed on thelocal drive for printing shipping labelsand reports. If you are using a networkprinter, install it as a local printer onyour system using FedEx Ship Managerand map it to the network printer’saddress.

Speed up installation and registration by having theseitems on hand• If using LAN Internet access to

connect to FedEx, contact yournetwork administrator beforeinstalling FedEx Ship Manager.

For important information regardingLAN configuration, refer to NetworkAdministrator Tips on page 8.

• Dialing prefix (typical usage for thisfield is to dial 9 for an outside line)

• Your 9-digit FedEx account number• Employer Identification Number

(EIN/ tax ID), if you ship internationalpackages (optional)

• FedEx Signature Release Number(optional)

Steps to complete the installation

Attention Microsoft Windows2000 customersIf Microsoft Windows 2000 withService Pack 4 (SP4) is installed onyour PC, you may experience issuescommunicating to FedEx.If you experience communicationsissues, please contact Microsoft andreference Microsoft Knowledge BaseArticle – 824301.

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Install FedEx Ship Manager softwareDepending on your operating system, actual screens may vary and some of thescreens may not be described. In this case, follow the on-screen instructions.

1. During installation, turn off any virus protection or firewall programs on yourPC. These programs may interfere with the FedEx Ship Manager installation.Close all other open files and programs. Then insert the FedEx Ship ManagerCD into your CD-ROM drive.

2. The FedEx Ship Manager Welcome screen displays.If it does not, double-click My Computer on yourdesktop, and double-click the CD-ROM drive.

3. Click ’Next’.

4. Read the FedEx Ship Manager License Agreement.Click ’Yes’ to agree and continue the installation. Ifyou select ’No’, the setup program closes, and the software does not install.

5. Click ’Next’ to install FedEx Ship Manager in the default destination folder.

6. If you use FedEx Ship Manager at multiple PCs on your local area network, checkNetwork Component. Once the central PC (server) is installed and registered,map the other PCs (clients) to the installation location on the central PC. Referto Client Installation.

7. Click ’Next’ to add icons to the FedEx Ship Manager program folder.

8. The setup program prompts you to install the Java 2 Runtime Engine, if Java is notalready installed. Click ’Yes’ to install Java, and follow the on-screen directions.

9. Read the Sun Microsystems, Inc., Binary CodeLicense Agreement. Click ’Yes’ to agree and con-tinue the installation. If you click ’No’, the setupprogram closes, and the software does not install.

10. Click ’Next’ to install Java 2 Runtime in thedefault destination folder.

11. Click ’Next’. Microsoft Internet Explorer is selected as the default browser.

12. The Install Shield Wizard installs Java 2 Runtime on your PC.

13. Click ’Finish’ to complete the installation, and restart your PC. You must restartyour PC before registering FedEx Ship Manager.

Installation Instructions Installation Instructions

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Now you are ready to register FedExShip Manager. Before proceeding,make sure your PC can connect to theInternet or to your dial-up telephone line.

Steps to completeregistrationLaunch the software• From the desktop, double-click the

FedEx Ship Manager icon to startthe application.

Configure your printer(s)1. From the FedEx Ship Manager

Registration screen, click ’Next’ todisplay the FedEx Ship ManagerPrinter Configuration screen.

2. Click one of the printer options forshipping FedEx packages, and click’Next’.

3. Select your report and label printers,and click ’Next’ to display the FedExShip Manager CommunicationConfiguration screen.

Note: If you want to use a printer thatis not displayed in the list of printers,ensure the printer driver is installed onyour local drive.



7 8Configure software communications1. From the FedEx Ship Manager

Communication Configuration screen,click ’Next’.

2. Click one of the available options to indi-cate your communications connection.

3. If you have a LAN or ISP, your proxy serversettings may already be configured inyour Internet Explorer. In this case, youmay not be required to enter the proxysettings. Attempt to complete the regis-tration process without entering proxydata. If unable to communicate it maybe due to internal security measures.Please contact your network administratorfor proxy information and re-attemptregistration. If you require further assis-tance, please call technical support at1.877.339.2774.

4. Click ’Next’. If you clicked ’I will use myLAN or ISP to communicate with FedEx,skip steps 5–7.

5. For dial-up communication, the FedExDial Up Preferences screen displays. Theoption ’I want to use FedEx Dialup’ isalready checked for you to use a dial-uptelephone line.

6. Select the name of your modem from thedrop-down list and customize any dialingproperties. If you are not certain,contact your network administrator.

7. Click ’Next’ to display the FedEx ShipManager Customer Information screen.

Connect to FedEx to complete registration1. From the FedEx Ship Manager Customer

Information screen enter your FedExAccount Number in the appropriate field.

2. Select ’Canada’ from the ’Country’ dropdown list, located in the ShippingLocation section. This selection will allowyou to enter your Canadian specificaccount information.

3. Enter your Postal Code in the ’PostalCode’ field located directly below theFedEx Account Number field.

4. If your FedEx Account is in Quebec,select PQ from the province choice list.(Do not select QC).

5. Complete all remaining fields in the’Shipping Location’ section.

6. Click ’Next’.

7. In the ’International Shipping’ screen,select the option ’I want to ship interna-tional’ in order to receive rate quotes foryour international shipments. The remain-ing fields for international shipping onlyapply to U.S. origin shippers. FedExSignature Release is optional. You canadd it later using the Sender database.

8. If any of the listed files are not down-loaded successfully in the final step ofthe registration process, please refer tothe instructions in Step 9 to downloadthe listed files manually.

Changes will be made to the registrationpage in a future version of the software tofacilitate the registration process.

This step is optional:Information for InternationalShipping and FedEx SignatureRelease

1. You must enter an EmployerIdentification Number (EIN) ortax ID to send internationalshipments. However, you do nothave to enter it for softwareregistration. You can add it laterusing the Sender database.

2. FedEx Signature Release isoptional. You can add it laterusing the Sender database.

Refer to the FedEx Ship Manageronline Help for additional informa-tion about these options.



Network Administrator Tips

• To install FedEx Ship Manager, you must have administrator privileges on the PCon which you are installing the software. FedEx Ship Manager periodically updatesthe FedEx registry. You do not, however, need administrator privileges to useFedEx Ship Manager.

• You must have port 443 open for outbound and secured communication to FedExand port 80 open for web-browsing.

Please Note: If the ’Ship date’ on your ’Shipment details’ screen does not appear inthe following format MM/DD/YYYY, you will need to make a change in the date formatof your operating system in order to ship. Please contact technical support at1.877.339.2774 if you require assistance.

Connect to FedEx to complete registration

1. Click ’Finish’ to complete the online registration process.

Online registration connects your PC to FedEx to assign a meter number, downloadtracking numbers, rates, routing files, and other critical files. After each successfuldownload, the system displays a green check mark. Downloading information maytake a few minutes. Thanks for your patience.

If a red ’ X ’ is displayed next to any of the files, then the download was notcompleted successfully. In this case you can still manually request the downloadlater, using the software. Make note of the files that were not downloaded.

After you have registered and installed FedEx Ship Manager:

Step 1: Select ’Download’ fromthe ’Utilities’ menuat the top of the screen.

Step 2: From the ’DemandDownload’ screen, clickthe box(es) next to thefiles that were not suc-cessfully downloaded.

Step 3: Click ’OK’

You will receive a message toconfirm if the download wascompleted successfully.

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CongratulationsYou are ready to start shipping with FedEx Ship Manager!

Please record your meter number in the space provided on the front of this booklet. Refer to this number when contacting FedEx for help or support.

Note: If you are shipping multiple packages, select the ‘Multiple-piece shipment’button and enter your individual package information before you click ‘Ship’.

Next Steps

After you have installed and registered FedEx Ship Manager, you can send shipments,import databases, or customize your shipping preferences. Shipping preferencesspeed up shipping by automatically entering information into the correct fields foryour shipments so there’s less information for you to select or type.

For information on sending shipments, importing databases and setting up shippingprofiles, refer to the Quick Reference and User Guide sections.

After you have registered and installed FedEx Ship Manager, you can now manuallydownload your FedEx Ground discount rates by following the steps below:

Step 1: Select ’Download’ from the ’Utilities’ menu at the top of the screen.

Step 2: From the ’Demand Download’ screen, click the box next to ’FedEx GroundDiscounts’.

Step 3: Click ’OK’


1. Run Microsoft Windows Explorer.

2. On the local disk ( C ) drive, click’Program Files’ (default folder).

3. Click ’FedEx’.

4. Right click ’Ship Manager’.

5. Click ’Sharing’.

6. On the Sharing tab, click ’Sharethis folder’.

7. In the Ship Manager Propertiesbox, click ’Permissions’.

8. FedEx requires that you check’Change and Read’.

Note: You may need a LAN administratorfor assistance to make sure permissionsare set up in compliance with companyprocedures and policies.

9. Click ’OK’ to return to the ShipManager Properties dialog box.Click ’OK’ to finish.

Next, on the client PC, map a drivefrom the client PC to the shared driveon the central PC.

1. Run Microsoft Windows Explorer.

2. Click ’Tools’.

3. Select ’Map Network Drive’.

4. Choose a drive or use the defaultdrive.

5. Browse to the central PC, click the’Ship Manager’ folder and click ’OK’.

6. Click ’Finish’ on the Map NetworkDrive dialog box.

To finish the installation, on the client,follow these steps:

1. Open the Network Install folder onthe newly mapped drive.

2. Double-click the ’Setup.exe’ file.

3. Follow the on-screen instructions toinstall FedEx Ship Manager. With theexception of the Network Component,the installation screens on the clientPC are identical to the screens inthe server installation.

Refer to the FedEx Ship Manageronline Help for additional information.

Client InstallationAfter installing and registering the central PC, map a network drive from theother PCs on the local area network to the installation location of FedEx ShipManager on the central PC.

First, on the central PC, share the drive you want to map to from the client.

Start FedEx Ship ManagerClick the FedEx Ship Manager desktop icon, or click Start > Programs> FedEx Ship Manager to start the FedEx Ship Manager application.

Get Online HelpFor more information about a topic, click a particular field, and pressShift + F1, or click ’Help’ at the top of the screen.

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Shipping – Domestic

Send a Domestic Shipment

1. Click ’Ship’ at the top of the screen.

2. Click ’Shipment details’.

3. Complete the recipient information.In Recipient ID, enter the recipient’sID or select a recipient ID from thedrop-down list to automaticallyfill in the recipient’s information.

To add a recipient to the recipientdatabase, enter a new name or ID inRecipient ID and enter the recipi-ent’s information. Click the ’Save in/Update’ my address book check box.

4. Verify the sender information. If theactual sender is not shown, selectthe current sender from the Changesender drop-down list.

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Send a Domestic Shipment

Shipping – Domestic

Send an International Shipment

Shipping – International

5. Complete the package and shipmentdetails. Number of packages. Ifyou are shipping multiple packages,enter the number of packages inyour shipment.

Package weight. Enter the pack-age weight.

Service type. Select a service typefrom the drop-down list.

Package type. If you are usingFedEx packaging, select the packag-ing type. Select Your Packaging ifyou are using your own packaging orif you are shipping via FedExGround. Then enter the dimensionsof the package.

Ship date. If you are shipping on afuture date, enter the date in Shipdate. You can ship ten days from thecurrent date.

6. Complete the billing details.Bill shipment to/Account #.Select the payment type, and enterthe FedEx account number forbilling, if required.

7. Click ’Options’ to display specialservices and optional information.Shipment information, such as serviceand zip/postal code, determine thespecial services available for a shipment.

8. For FedEx Express shipments, youcan send up to four email messagesregarding the shipment. Enter theemail addresses and then select theShipment notification and/orDelivery notification check boxes.

For FedEx Ground shipments, youcan send either an email messageor a fax. To send an email message,click ’Email address’ and enter therecipient’s address. Then select theShipment notification check box. Tosend a fax, click ’Fax number’ andenter the number in Memo in thisformat: 9015551212.

9. Click ’Ship’ at the bottom of thescreen to complete the shipmentand print the shipping label.

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1. Click ’Ship’ at the top of your screen.

2. Click ’Shipment details’.

3. Complete the recipient information.In Recipient ID, enter the recipient’sID or select a recipient ID from thedrop-down list to automatically fill inthe recipient’s information.To add arecipient to the recipient database,enter a new name or ID in Recipient IDand enter the recipient’s information.Click the ’Save in/Update’ myaddress book check box.

4. Verify the sender information. If theactual sender is not shown, selectthe current sender from the Changesender drop-down list.

Repeat a Shipment

1. Click ’Ship’ at the top of the screen.

2. Click ’Repeat’ shipment at thebottom of the screen.

FedEx Ship Manager assigns a newtracking number to the repeated shipment.

Modify a Shipment

You can modify a shipment until youclose your shipping day.

1. Click ’Shipping list’ at the top ofthe screen.

2. Click either ’Domestic’ or’International’, depending onyour shipment.

3. Select the shipment you want tomodify.

4. Click ’Modify’, and then click ’Yes’to confirm.

5. Make changes on the shippingscreen.

6. Click ’Ship’.

Delete a Shipment

1. Click ’Shipping list’ at the top screen.

2. Click either ’Domestic’ or’International’, depending on your shipment.

3. Select the shipment you want to delete.

4. Click ’Delete’.

Close

After you process shipments, youmust close them by the end of yourshipping day. Failure to perform aFedEx Express close daily, can resultin shipping being suspended. Failureto upload FedEx Ground shipping filescan result in incorrect invoices andspecial services not being applied toshipments.

Close FedEx Express and/orFedEx Ground Shipments

1. Click the ’Close’ button at the topof the screen.

2. Select to ’Close FedEx Express’ or’FedEx Ground shipments’, orselect to Close both types of ship-ments at the same time.

3. Click ’End your shipping day’.

For more information about the Closeprocess, please refer to page 19.


5. Complete the package and shipmentdetails.

Package contains. Click either’Documents only’ or ’Commodities’.Most document shipments do notrequire a Commercial Invoice,whereas dutiable non-documentshipments do require a CommercialInvoice. FedEx Ship Managerrequires that you add at least onecommodity for an international ship-ment that is not a document.

Number of packages. If you areshipping multiple packages, enterthe number of packages in your ship-ment.

Total shipment weight. Enter theweight of the shipment. Then selectlbs (pounds) or kgs (kilograms) as theweight type.

Service type. Select a service typefrom the drop-down list. FedEx Groundis available when sending shipmentsbetween Canada and the U.S.

Package type. If you are using FedExpackaging, select the packaging type.Select ’Your Packaging’ if you areusing your own packaging.

Ship date. If you are shipping on afuture date, enter the date in ’Shipdate’. You can ship ten days fromthe current date.

6. Complete the billing details.

Bill shipment to/Account #. Selectthe payment type, and enter theFedEx account number for billing, if required.

7. Click ’Options’ if you want to selectspecial services. The destinationcountry determines the specialservices available for a shipment. If you are unsure about the specialservices available to the recipient’scountry, please call 1.800.GoFedEx1.800.463.3339 for assistance.

8. Click ’Commodities’, and completethe commodity information.

9. Click ’Customs’ if you want to create a Commercial Invoice. TheCommercial Invoice and the FedExair waybill are the primary docu-ments for clearing your shipmentthrough customs. Commodity ship-ments typically require aCommercial Invoice, but this variesby country, commodity, size, weight,quantity, and value.

10. Click ’Ship’.

Send an International Shipment

Shipping – International Shipping – Shipper Modifications


Shipping – Real-Time Package Status

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Shipping – Real-Time Package Status

Track a ShipmentTrack by Numbers and Reference

Track any FedEx Express and FedEx Groundshipment by tracking number and referenceinformation. Use Tracking number whenyou want to track individual numbersand already have them in front of you,ready to enter.

1. Click ’Track’ at the top of the screen.

2. Click ’Track by numbers and refer-ence’.

3. Enter the tracking number or refer-ence information for the shipmentyou want to track.

4. Click ’Add’.

5. Enter other tracking numbers or refer-ences, and click ’Add’ after each one.

6. If you want to delete a tracking numberfrom the list, select it, and click ’Delete’.

7. Click ’Track’ to begin tracking.

You don’t have to wait. FedEx ShipManager can track your shipmentswhile you work on something else(like shipping packages). The softwarenotifies you when your tracking infor-mation is ready for viewing.

8. The tracking results display on theTrack Results tab. Click ’Print’ if youwant to print the tracking information.

To view detailed tracking information,select the tracking number, and click’Show details’. To print tracking infor-mation, click ’Print’.

Track from Shipping History

Track FedEx Express and FedEx Groundshipments that meet the criteria youenter, such as a starting and endingdate, reference information, companyname, department, recipient code, andmuch more. You can enter any trackingnumber in a FedEx Express multiple-piece shipment to track each packagein the shipment.

1. Click ’Track’ at the top of the screen.

2. Click ’Track from shipping history’.

3. Enter the tracking criteria. You canuse any or all of the criteria to trackyour shipment.

4. Click ’Search for shipments’.

FedEx Ship Manager searches your pre-vious shipments and lists the trackingnumbers that meet your criteria. Thenselect the shipments you want to track.

Visit the FedEx Web SiteOne click is all it takes to visit theFedEx Web site from your shippingscreen. Just click ’fedex.com’ at thetop of your screen, and the FedEx ShipManager product’s page displays fromthe FedEx Web site. Just click anybutton at the top of the screen toreturn to the FedEx Ship Managershipping screens.

FedEx Ship Manager Quick Reference Guide 19

Close Process

Daily Close requiredWhen you finish shipping for the day,you must perform the CLOSE (End ofday) procedure for your FedEx Expressand your FedEx Ground shipments. TheFedEx Close sends shipment informationto FedEx and receives informationneeded by your FedEx Express courierand FedEx Ground contractor to pick up your shipments.

Close reportsThe Close procedure prints the following information:• FedEx Courier Report – give this to

your FedEx Express courier whenhe/she picks up your shipments.

• FedEx Ground Manifest – give this toyour FedEx Ground contractor whenhe/she picks up your shipments.

• Once you Close, you will not be able toupdate or delete current shipments.

Please note:If you wish to ship more packages buthave already completed the Closeprocess for the day, simply perform theClose process again after you ship andgive the appropriate documentation tothe FedEx Express courier and/or theFedEx Ground contractor as explainedabove.

If you wish to cancel a shipment afterthe Close process has been completed,please call 1.800.GoFedEx1.800.463.3339.

Close FedEx Express and/or FedEx Ground ShipmentsTo Close FedEx Express and/orFedEx Ground Shipping1. Click the ’Close’ button at the top of

the screen.

2. Select to Close FedEx Express orFedEx Ground shipments, or selectto Close both types of shipments atthe same time.

3. Click ’End your shipping day’.

You can choose to perform a Close manually or automatically. From theClose page, click the Reports tab toview the available options. If you do notwant to automatically print the shippingreports, select the option to Hold FedExreports for operator selection.

Reference the Close section of theUser Guide and online Help for more information about how you cancustomize your manual and automaticClose process.

FedEx Ship Manager Quick Reference Guide18

Shipping – Customizing

Customize ShippingPreferences

FedEx Ship Manager allows you toset up shipping profiles to customizeyour shipping preferences. Shippingpreferences speed up shipping byautomatically entering information inthe correct fields for your shipments,so there’s less information to type.FedEx Ship Manager comes config-ured with default domestic and inter-national shipping profiles. You can,however, modify the default profilesat any time. You can also create shipping profiles for each sender inthe sender database.

1. To customize shipping preferences,click ’Customize’ and then ’ShippingProfiles’.

2. Select the shipping profile to modify,and click ’Update’.

3. To add a shipping profile, click ’Add’,select either ’Domestic’ or’International’, and then enter a nameand description for the profile.

Field Preferences You can assign behavior preferences tocertain fields to speed up entering yourshipping information. Depending on thefield selected, the following behaviortypes display:• None. Click ’None’ if you do not

want to select a preference for afield.

• Constant. Click ’Constant’ if youwant to enter the same informationin the field for every shipment. Thenspecify the information you want toapply to every shipment.

• Carry. Click ’Carry’ if you want torepeat or carry over information fora field from the previous shipment.

• Skip. Click ’Skip’ to skip over thisfield for your shipments.

• Configurable. Click ’Configurable’to set parameters for entering refer-ences for your shipments.

Select Shipping ProfilesYou can select shipping profiles forindividual senders on the individualshipper’s Sender Maintenance screen.When you change the current senderfor your shipments, FedEx ShipManager uses the sender’s shippingprofiles.

For additional information on customiz-ing your shipping preferences, refer tothe online help.

Customer ServiceCall 1.800.GoFedEx1.800.463.3339 for assistanceor information about yourFedEx account.

Technical SupportTo reach technical support forFedEx Ship Manager, contactFedEx Customer TechnologyServices at 1.877.339.2774during the following hours:

Eastern Standard Time

Monday through Friday:8:00 a.m. to 11:00 p.m.

Saturday: 8:00 a.m. to 8:00 p.m.

Close Process

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