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Fedex commercial invoice example for Marketing

and welcome to our guests from new zealand and australia for today's webinar on saving time and money through shipping online uh a special key order and good afternoon to our guests in new zealand and across the tasman good morning and a warm welcome to a guest from australia for our webinar today uh do note that this session will be recorded and we will be able to share details of the webinar later i would also like to advise that we'll be able to take questions and answers via the zoom chat message system so to begin our webinar for today i would like to introduce our panelists representing the fedex customer technology and marketing teams so to start with a quick hello to tom tang from our customer technology team in melbourne hello tom hello good morning everyone thank you tom and joining tom from our customer technology team is mark chrysantha based in sydney so a quick hello to mark hey okay thank you mark and last but not least we have matthew's child from our marketing team in sydney as well matthew of course is the gentleman who has helped arrange the invitations for today's webinar hello to matthew hello everyone okay and thank you matthew and back to myself my name is dean gum i'm based in sydney australia as part of the fedex international sales team so for today's session uh the time frame should be just on 30 minutes and what we will be sharing in the agenda for today is an overview of fedex ship manager and the benefits it brings how to get started with fedex ship manager online we'll also provide a demonstration on how to create a shipment online and an overview of fedex electronic trade documents or etd for short plus of course we'll have an opportunity for questions and answers so to begin for today with the overview of fedex ship manager i'd like to invite matthew to help with some sharing over to you matthew hey thank you dean so fedex ship manager it's our shipping solution that you can use to improve efficiency and to also automate your entire shipping process so fedex ship manager also known as fsm is available online at fedex.com and via software installation so how can fedex ship manager help you first and foremost it enables you to get your rates and transit times quickly and easily it also enables you to conveniently schedule pickups online without picking up the phone it enables you to save time preparing shipments with the ability to save frequently used information for future shipping needs it also provides you with full visibility of your shipments throughout your supply chain providing push proactive email notifications to be set up for the sender recipient or also third parties it also makes customs clearance documents easy enables you to generate customs clearance documents with your airway bill and also transmit documents electronically to save you time and to also help you avoid customs delays excellent thank you for the sharing matthew so we can see there are definitely a lot of benefits through the online shipping and how to do it quite easily in three steps number one of course is to first have a fedex account number you can either apply for an account online via fedex website or speak to your fedex account manager once you have your account number then just go to the fedex website to create a fedex user id and once you have created your id and login you can then link to ship online straight away so moving into how to create these user id with fedex on the fedex website so if you're in australia fedex dot com slash a you and for new zealand fedex dot com slash nz at the top right of the page you'll find a link for sign up slash login and then on the basis that you already have a fedex nine digit account number just look for the second last option which is i already have a fedex account once you click on that link then you'll be guided to the next section where you can create your user id and password with the password do note that it's alphanumeric and requiring at least one upper and one lowercase letter there is also a security question and answer that you can set and then it's just a matter of filling in your contact details do note for the address please enter your physical street address there's also a field for the state or province but please note for the australian and new zealand address book no need to enter the state or province once you have entered your contact details name and address then click on accept down below on the bottom right after that step all that we need to do next is enter our nine digit fedex account number and then we can continue straight away to proceed with shipping so with this in mind now let us look at an example of how to create a shipment online so i'd like to pass over to mark for a quick demo over to you mark thanks okay thanks uh team for helping us create a fedex.com login so now we have our fedex.com blogging so we'll go and create a uh our bond shipment uh so once you successful login your name will appear on the right hand side top corner of the screen just to indicate that you have substituted login okay to how to access the shipping screen there are two ways to access the shipping screen you can either click on the sheet button on the middle of the screen or you can click shipping and ship now from the drop down menu either way it will take you to the shipping page of the federation manager okay so this is our main shipping page it has been segmented a couple of section which is which will make your life easy to create a fair achievement the first section is from section where we have the send information by default this will have the information you have entered during the registration process but if you want to change any of these information you can just click edit button and amend the details of as you're required then we'll move to section two where you have to indicate where you want to ship to uh is basically the recipient's address details you put the country the company name contact name things like that um thing to know if you notice there's a star mark called asterisk mark on just before some of the field uh that's to indicate uh those fields are mandatory field in in the federation manager application okay and also you can have address book of all your addresses which you have entered previously for the shipping purposes and you can just select that from the drop down it will normally fill out all the information automatically okay next section is billing where we indicate who's going to pay for the shipment uh billing transportation charges will have either shipper recipient or third party uh just uh thing to keep in mind so if you select recipient you have to provide active fedex account number for recip account number fields under billing and transportation okay next who's going to pay for the duties and taxes you can indicate who's going to pay then if you have the account number you can indicate there but uh in this case you don't have to provide the account number for duty taxes if you don't have account number for recipe okay then we have the reference information uh reference information is very handy when when the fedex send you the bill at the end of the month which we normally indicate the reference number you have insert in this field on your billing so you can just use that one to cross-reference your billing with the air bill number the others you have shipped out then we have some additional reference if you want to use as well okay then we can move to section number four where we have the services sheet date shifted by default it will have today's date but if you want to prepare advanced day shipping assuming you want to create a shipment in next week you can do so by selecting that date from the date menu but you can only go up to 10 days in advance with this option then we can select uh package content it can be either documents or products so if you just select documents you can just then say what type of a document you are sending and you can select appropriate description from the drop down oh if you are sending products and commodities which i am going to use during this demo uh you can just select product and commodities then we can go to next section where we can select the service type uh in fedex we have a priority options and economy options so we have international priority international economy then if your shipment or package with more than 68 kilos you can select our freight options as well okay then we'll move to uh section number five where we can indicate uh what type of packaging we are going to use for this particular shipment it can be any of your packaging can be a brown box or it can be any of the fedex packaging type as well then you can select a number of packages your planning to ship on this particular shipment uh in this particular version of fellowship manager you can go up to 25 pieces per box per shipment uh that's me so up to 25 boxes can be sent into single address using this uh software version then we can indicate the weight of the shipment uh then the dimensions of the shipment dimension is not a mandatory but if you indicate dimension which is very good when you get a rate code from the federation manager which will give you much accurate rate okay then purposeful shipment can be commercial gift sample based on your shipping purpose you can select appropriately then we move to section number six okay so under commodity information you can type what kind of uh item you're shipping so we normally ask customers to indicate a much descriptive description of the item they are shipping so for example if you are sending a shoes you can don't just say shoes you have to say what type of shoes and what is made of so a good example is football shoes hundred percent leather so when it goes to customs they have idea what kind of uh item inside the boxes and what is the duty component for that particular shipment uh for these items then um they can fill out the unit of measure quantity how many pieces are going on total weight or per unit weight then the value for customs country of manufacture and harmonize code or which is good it's not a mandatory trend but is a very good field to indicate if you know your hs code because that will classify what's the duty component for your items which is very easy and which will make your package go through custom much faster if you don't know the code you can just click on the edit get code button choose your right hand side and go through the options to find out which what is the the best harmonized code for your description so once you fill out that information you can click add this commodity button to add that commodity to the shipment likewise you can keep adding item to the shipment to complete the shipment commodity information then we'll move to section where we indicate pick up and drop off so i'm just going to say schedule pickup online option select that then it will normally have the recipient uh pickup address then number of packages ready for pickup total weight of the shipment pickup date ready time and when you last time available for the pickup and also there's a message section where you can type a message to the courier something like the package will be at the guard room or uh please bring this mom fedex and lock something like that you can just type it up under 25 characters then we'll move to the section where we have email notification to indicate what type of notification you want to notify you can have a shift pick up exception and deliver notifications uh next section is rate where you can find out what's the rate for this particular shipment is you can just press calculate button to get the rate for the shipment okay then we'll move to the section seven the custom documentation okay fedex will help you to create a commercial invoice if you don't have your own commercial invoice so we will normally use the information you have entered in section six commodity information to create the commercial invoice for you you can just select commercial invoice and say use fedex generated document documentation to use the fedex commercial invoice but if you have your own commercial universe you can just say use my own and choose that file from the drop from your machine okay then the final step of the shipment you just press shift to complete the shipment so once you press ship you will come up with the label screen where it will have the label and it will normally say what's your tracking number and what's your pickup number as well so then uh you can just press print to print that label on a4 paper and hand it over to korea when it comes to the pickup so uh team uh ding is back to you okay thank you very much uh mark for that overview uh do note we'll take an opportunity for any particular questions and answers regarding the online shipping and i'll take a quick note that we have a query from jim asking weight referring to the total weight of the shipment so in the initial packaging area which mark previously showed yes that is the shipment weight so you have the option if you are sending multiple packages under the one consignment or airway bill where you can actually enter the weight per package or just enter the weight for the total shipment but again the whole scenario is entering the shipment weight itself okay also do take note that a lot of the information especially if this is repeat or regular information that you are using can often be saved for example the recipient address book as well as your commodities for customs um itself and of course in terms of customs itself you have the option to utilize your own trade document or use the fedex generated document as a mark shared so there is another question from peter regarding will you run through the import scenario as well for the time frame of this webinar uh we won't actually have enough time to walk through the import option but the brief functionality peter for reference if you can visualize the original ship screen the top left there is a tab under ship and then when you click on the ship tab you'll see the option for import and imagine once you have selected import it's very similar to what mark has shown one of the options in particular is to generate an email label where your shipping information will be sent to your supplier or to the shipper who can then update the shipment details based on the information that you have sent and then that can allow them to continue to prepare the shipping documents otherwise coming back to the query peter we can also reach out to you to provide a specific walkthrough on the import process another question with regards to uh from facility uh felicity my apologies will the billing details be defaulted so yes uh felicity there are two ways to default the billing details one is in preferences so if you can visualize on the top right there'll be an option for preferences where you can default your billing options sender recipient third party etc you can also use preferences to set defaults on service packaging as well as other options such as email alerts as well a second option to add to this is at the recipient level you may have a specific customer who has a specific billing requirement so you can also set the billing instructions ing to the recipient as well we call this profiles which a profile will load not only the address but any shipping instructions that you want to default for that customer as well of course you can still edit during the process if needed the next question and i think this will be the last one before we move on regarding etd or electronic trade documents and absolutely a great question to us because that is actually the next topic for our webinar so now i would like to invite matthew to share more on fedex electronic trade documents or etd for short thank you matthew yeah thank you dean so etd electronic trade documents it's our automated international shipping solution that allows you to submit your trade documents for example commercial invoices electronically so etd reduces paper waste allows for a faster pickup experience and also speeds up the pre-clearance process how can fedex electronic trade documents help you so some of the key customer benefits are one or firstly it enables you to upload documents quickly so simply upload your own documents or use fedex generated trade documents it also enables you to customize the paperwork by uploading your company letterhead and also your signature image second to that it also enables you to save time and money particularly by submitting your documents electronically you don't have to manually sign fold stuff and also attach that paperwork to each shipment plus it also saves you on paper energy and printing costs so a really good added benefit there and then finally it provides you with peace of mind particularly with pre-clearance assistance and proactive customer help you can get a head start with customs clearance and also avoid any potential delays thank you very much uh for the update there uh from matthew i'd now like to pass over to tom who will share a little bit more detail on how to actually use etd thank you tom thanks dean so um how to prepare a shipment with etd at the federation manager uh to use the etd function on the fedex manager online you have to go to the preferences at the top right corner of the shipping page and then this preference page is where you can set efforts to your shipping screen such as the senders recipient or package details as well as the etp option so in the international preference section click enable electronic trade document option and then click save changes at the bottom now you are able to process shipments with etd enabled and enjoy the benefits of etd shipping to save time and secure the document online back to you dean okay thank you again tom so we can see etd definitely significant benefits in terms of the shipping process paperless shipping and of course avoiding clearance delays by enabling the pre-clearance uh we'll now move on to uh general questions and answers firstly i do see that there are a few more questions that our guests have raised on the chat message so i'll quickly address some of those questions and then we'll come to some common faqs or frequently asked questions so to begin with we've had a query uh from jay so hello to you jay sir jay is losing the new version of fedex ship manager so for reference the new version or the new generation version is a simplified user interface so depending upon the need for example to utilize electronic trade documents at the moment the current version is recommended so for example if you're mostly sending uh standard non-document shipments itself with no particular support requirements then atd would be recommended so that would be when to use the uh the current version do note it's only a matter of time until the new version does include the etd option okay in another question which i believe is similar from nicolian does the new online version also have the etd feature so very similarly related at the moment the new version does not yet support etd however work is in progress to enable that functionality as well so to help clarify in terms of the new version that has a very simplified user interface for which the features are very straightforward so again to take advantage of etd as we've shared it is recommended to use the uh current or the original version okay moving on uh jim i see there's a query can we import a current database of customers or addresses and commodities from version 12 manager so i think you may be referring to the ship manager software so in short the answer is yes for that one it's best to reach out to our customer technology team who can help walk you through the process okay a question from jennifer can you do an edit if the recipients change each time of shipping so i guess a couple of points in that one if the shipping label has already been created however the customer address has changed in the time being you can go into the ship history to edit which effectively allows you to update the details and generate a new shipping label with new airway bill alternately of course can also edit and update the address book okay we'll come back to some more of the questions that have been raised uh but for now let us share some of the frequently asked questions um so the first question that we have uh how can i find my fedex account number in fedex ship manager online so can i pass to mark to help share the answer in them uh yeah this is a very common question that we normally get so it's a very easy process to find out where your account number is so once you successfully log into fedex sheet manager online you can click on the account drop down option then select my profile then under my profile you can just select the hyperlinks in account management so once you go to account management your account number will appear on the middle of the screen yep back to you okay thank you very much mark moving on question number two how do i edit information after the airway bill has been created online and this also links back i believe to uh jennifer's question as well uh so back to you for mark on that one yep so it's it's been similar to jennifer's questions so uh so what you have to do is you go to uh ship history tap on your fellowship manager online select that then you select the shipment which you want to edit and you click the button saying copy to my profile so once you click copy to my profile it will create a profile in your fedex sheet manager shipping page then you go to your shipping page under my shipping profile you select the profile you have created then you can do any of the amendments you want to create so can be a change date or uh address the service anything like that and you create the shipment and press ship to finalize the shipment yeah so thank you all right thank you on mark and i'll quickly come back uh jennifer has actually updated her query regarding uh the change of address asking can we still do the etd or electronic trade documents if the recipients change so mark i'll check with you on that one but i imagine if we can edit the shipment then we still should be able to edit and update etd uh so is that correct mark yep that's correct so it will be just treated as a new shipment as a new recipient it's a new edition point at the end great thank you for sharing on that one mark um also before we move on to the next question uh quickly noting another query from jim uh talking about saved shipments uh so yes there is the ability to save shipments you can finish them off later so jim's question can shipments be saved uh well sorry save shipments up to 10 days uh can we still edit the ship date uh so mark would you be able to answer that one yeah so if you're using the sale uh shifted option that shipment are saved for longer than 10 days it will be saved in the shipment profiles for longer than 10 days and you just select the shipment from your pending shipment select that and you can edit the dates on the shipping page as you wish okay thank you very much for that one mark a quick question i'll take from jim as well will the rates include the over length surcharges so the the general answer is in terms of the online rate quotes um based upon the information that has been entered so we look at the package weight uh the package dimensions as well then the online quote will allow for example um the volume discounter if there is one and any applicable surcharge uh so that could include the fuel surcharge as well as the temporary a peak surcharge and in this example the over length surcharge as well but again that all depends upon the information that has been entered up front in order for ship manager to calculate the charges okay let's continue now so uh question three how do i reprint a shipping label after i've actually created the airway bill itself so mark can we come back to you on that one yes okay this is a very very uh common question that we normally get raised from our customers so it's a very easy process you just go back to ship history select the shipments you want to reprint and click on the reprint button on the right hand side bottom corner only thing to remember is you can only reprint the label up to 12 hours from creating the shipment so after that you won't be able to reprint yep back to you okay much appreciated mark thank you for the sharing uh we have another question number four how do i schedule a next day pick up in fedex ship manager so this time i'd like to hand over to tom for the answer please yep to schedule a next day pickup simply change ship date on par 4 services and then it will automatically change the ship date in the pickup drop-off section for you please note that online pickups can be scheduled up to 2 days in advance sexy okay thank you for that one time okay the next question so tom please don't go away yet how do i change the pickup address in fedex ship manager online so thank you tom yep uh that's simple so to change the pickup just go to pick up jobs section uh click on edit next to the pickup just and then modify the pickup just and done thank you okay so quite straightforward thank you tom another question that has been raised is in terms of the commodities so how do i organize my shipment if there are multiple or different commodities uh using ship manager uh so again uh back to tom please yep so uh firstly that key information required includes detailed descriptions quantity dollar values country of manufacture etc if you use your own combustion voice and this includes all commercial details then you will only need to enter one commodity maximum of four into section six commodity information as this will be reflected in the overview description if you need further support on this part please contact your account manager for help thank you dean hey again thank you tom on that one i just wanted to highlight back to question six the importance regardless of the number of commodities uh from a customs processing perspective uh it's very important to include detailed descriptions uh dollar values uh manufacture and quantities so whether you utilize the fedex generator document or your own invoice or document please ensure that the appropriate descriptions and details have been included okay moving on so now coming on to question number seven uh so what countries accept a shipment using fedex electronic trade documents so coming back to matthew if you could help answer that one please yeah no problem thank you um so etd can be used for both import and export shipments to check if it's available in the countries that you ship from or to please refer to our website and go to fedex electronic trade documents which you can use in the search function and navigate through the page and then in that page you'll find a pdf that outlines all of the countries that accept etd on that page you'll also find a series of additional faq questions where we've provided answers to those questions for you to refer to at your own pace in your own time thanks dean okay excellent thank you matthew and on that point about the search as well uh we could also just type etd in the search function which will also take us to the same link as well okay before we move on there's a couple of other questions that we'll address um so coming to uh peter has asked if we will be able to provide a link to the recording of this session uh so i believe matthew you'll give a nod or a thumbs up for that one so yes we will be providing the resources as well as a copy of the pdf from this uh session as well so uh glad to be able to share this after the session itself uh coming to a kimberley asking about uh up times i guess the short version for this one is kimberly it's best to actually speak to your local account manager who will be able to provide the respective cutoff times so we don't actually have a worldwide directory as such of cutoff times for all locations it really being location specific it is best to speak to your account manager i'm also noting that the cut-off times may change from time to time as well so if you need assistance with reaching your account manager feel free to uh let us know and i think uh similar to jennifer's question talking about how do i know who my account manager is well in fact jennifer uh one way of course is to reach to our customer service uh but we'll also be sharing a short poll at the end of this webinar where if you would like to be contacted uh by your account manager then you can just simply fill in the details so jennifer please stand by for a couple of minutes and watch out for the poll where you can enter your details okay matthew i hope you haven't gone away yet because i'd like you to share some more details about the efficiencies of ship manager online so back to matthew yeah fantastic thanks very much dean so today we've really talked about to start using fedex ship manager online and the benefits that are that occur when you do start to use our digital tools specifically the ability to conveniently schedule pickups online with full visibility the ability to save time by accessing rates and preparing shipments in your own time and also it supports makes customs clearance easy we've also highlighted the benefits of preparing your shipments with etd or fedex electronic trade documents which provide you with the ability to upload your documents quickly save time and money and also provide you with peace of mind with customs pre-clearance assistance i also want to highlight that we've got a manual airway bill surcharge in place for australia and new zealand for australia it's currently twenty dollars per piece at a minimum order quantity of one piece and for new zealand it's 12.50 per shipment so ship online at fedex.com and say goodbye to the manual airway bill surcharge thank you very much back to you thank you very much matthew obviously uh with manual paperwork processing uh we wouldn't want to avoid that because of the challenges uh to process those and manual shipments as well now we do have a a few links for resources for example job aids for using ship manager as well as electronic trade documents so what we will be doing is sharing a pdf of this webinar which will include those links as well okay so please stand by for the uh pdf which matthew will be sharing out thank you for that one so to close off we will actually like to invite our guests to participate in a short poll which i'll invite matthew to now share this online quite a few simple questions um very simply uh just to give some feedback on this particular webinar and whether you'll be interested to join similar webinars in future i would also like to know if you would refer a friend or colleague to attend similar fedex webinars and the last question is would you like to be contacted by an account manager so again i think that will come back to jennifer's question but definitely for all of our guests in new zealand as well as australia if you'd like to know more about fedex options definitely it is helpful to speak to your local account manager who can help find the best solution ing to your business needs okay okay so i think that's coming toward the end of the webinar itself we'll just allow a another 30 seconds or so for our guest to help fill in the poll and do take note that we will be sharing more resources for shipping with fedex but more importantly how to bring your business to the world and of course to streamline the entire shipping process so what i'd like to do is take a the final moment to say thank you to our panelists today so thank you to mark and tom from our customer technology team and also thank you to matthew the final sharing that we have is for technical support if you are in australia there is a toll-free number 1300 138 759 uh new zealand customers oh 800 503 double three nine uh we also have an email address fdx help desk at fedex.com this is for technical support you can also find these contact details on the fedex website just click at the top for support and contact us we'll also take note of the questions that have been raised and update those in the pdf so you have these as a reference as well so thank you for your time everyone uh wishing you a safe rest of week and we look forward to hearing from you and supporting your business that's it from the fedex team so bye for now