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FEDEX BILLING ONLINE (FBO)NON-REVENUE TRAINING MANUAL

Contact [email protected] for account setup & maintenance, and User ID and Password creation issues

(do not have/know Account Number or User ID/Password; OR fedex.com alerts that your User ID does not exist or asks you to select an account number to register for FBO – when you login)

Contact [email protected] for shipping, rating, billing, or other non-technical issues for existing

accounts

Contact FedEx Technical Support for other FBO usage issues1.877.FDX.ASSIST (1.877.339.2774)

See the FBO online Demo for general usage (made for normal FedEx revenue customers, some sections do

not apply to Non-Revenue usage)

See the FBO Message Center for links to this training manual and the quick guide

Version 7.0September 11, 2008

mailto:[email protected]


fedex.com Training Manual FedEx Billing Online (FBO) – Non-Rev

TABLE OF CONTENTS

FedEx Billing Online (FBO) – for non-revenue.............................................4Application Overview...........................................................................4What Are The Benefits?........................................................................4Basic Functions...................................................................................4Process...............................................................................................4FBO Options for Non-Revenue Accounts................................................5

How To Access FedEx Billing Online...........................................................6Login..................................................................................................7

FBO non-revenue Accounts.......................................................................8Account View Tabs...............................................................................8FBO Non-Revenue Main Menu...............................................................9Account Summary View tab..................................................................9

Payments/Approvals.....................................................................................................11Notify User......................................................................................................................13Printer Friendly..............................................................................................................14Items to Display.............................................................................................................14Quick Help...................................................................................................................... 15Account Summary - Accessing Invoice Detail............................................................16Invoice Detail Screen.....................................................................................................17Invoice Detail – Accessing Tracking ID (shipment level) Detail.................................26Tracking ID Detail Screen..............................................................................................27Dispute – Rebills............................................................................................................29Suspected Fraud............................................................................................................30

Open Invoices View tab......................................................................31Past Due Invoices View tab................................................................32Closed Invoices View tab....................................................................33Invoices in Dispute View tab...............................................................34

Search/Download – FBO Non-Revenue......................................................35Search & Download............................................................................36

New Search – Options...................................................................................................36Saved Search –Options.................................................................................................46

Creating a Custom Download Template...............................................49Customize Your Download............................................................................................50Choose Template Fields................................................................................................51

Preferences – FBO Non-Revenue..............................................................53Preferences Screen............................................................................53

Manage User Permissions............................................................................................54Edit User Settings..........................................................................................................58

Message Center – FBO Non-Revenue........................................................61

Creation Date: 09/11/08 FedEx Confidential 5/19/20232 of 68


Flat File Reporting Tool (FFT)..................................................................62System Requirements........................................................................62Hardware Requirements.....................................................................62Download & FBO Registration.............................................................62Using the FedEx Flat File Reporting Tool.............................................63

Technical Help Procedure........................................................................67FedEx Billing Online (FBO) Non-Revenue.............................................67



FEDEX BILLING ONLINE (FBO) – FOR NON-REVENUE

Application OverviewThe non-revenue process has been re-engineered to meet audit requirements for monitoring and controls, using FedEx Billing Online. FedEx Billing Online (FBO) is an Internet based invoicing and bill presentment application residing on fedex.com. Non-revenue accounts will be required to register for FBO to manage and track the status of their FedEx invoices, to view invoice details, dispute shipments, and pay using an approval process at the invoice level or tracking id level.

What Are The Benefits? Streamlines the FedEx Billing and Invoicing Process Saves Invoice Prep Time Reduces Accounting Paperwork Free Offers Secure SSL Encryption

Basic Functions View Invoices and Shipment Detail Download Invoice Data Pay via Approval process Create Searches & Reports Dispute as Rebill or indicate as Fraudulent Complete Administrative Functions Similar advanced functionality as FBO Plus accounts

Process FBO will display non-revenue shipments. Bill items will post to A/R (accounts

receivables), which is new with this project. These shipments will be invoiced through FedEx Billing Online (FBO) with no actual paper invoice being generated.

Email notifications will automatically be sent to the FBO Admin listed for the account according to the Bill Cycle in Cheers.

The account owners or their assigned standard users will login to FBO and click a button to “Approve”/”Pay” their non-revenue shipments. This “Approve”/”Pay” will signify their review and approval and will clear the Accounts Receivable system.

Account owners or their assigned standard users will have the option to either approve the individual shipping transactions separately or approve them in bulk, mass approval.

The account owner or their assigned standard users will only have a “Rebill” option for Dispute available to them through FBO.

The account owner or their assigned standard users will have the ability to communicate if shipments are “Fraudulent” to the High Risk Investigation department within FBO alerting them of the possible fraud.

If a non-revenue account is not approved or “Re-billed”, FBO will notify the account owners on a scheduled basis, via email, as is the current FBO practice.



FBO Options for Non-Revenue Accounts

Options Non-Revenue

VIEW View Invoices/ Shipments

PAY PAY BY APPROVAL (applied against appropriate cost center)

SEARCHFull Search

Save SearchAdvanced Search

DOWNLOAD YES *Standard templates or create custom Templates*

FLAT FILE REPORTING TOOL

YES *Must use the Detail Report Template for Download*

AUTO DOWNLOAD YES

EMAIL NOTIFICATION

YES *New Inv Email, Past Due Notification, etc*

SECONDARY USERS

YES *Only the Administrator can add secondary users*

CHILD ACCOUNTSYES

*Child accts must be added/removed via CHEERS by FedEx Revenue rep … NOT available in FBO*

PRINT Print PDF Inv one at a time only

EDIT BILLING REFERENCE YES

CHANGE ADMINISTRATOR YES

UPGRADE / DOWNGRADE

NO *Non-Revenue accounts are always FBO Plus*

DISPUTE YES *Only REBILL disputes allowed*



HOW TO ACCESS FEDEX BILLING ONLINEFrom the fedex.com homepage, select the Manage Tab, and then choose the View Pay Bills Online option as shown below:



LoginYou should already have a new fedex.com User ID and Password AND your account(s) should have already been registered for FBO by the FedEx Revenue Dept, there is no need to register again. Simply enter your new fedex.com User ID and Password at the login screen on the left side of the screen as shown below, and click the Login button.

Note: The first company employee who has access to their accounts within FedEx Billing Online automatically becomes the Administrator. Once the authorized user (Administrator) is logged in, they may begin adding users to the application for which they will oversee and manage.

Contact [email protected] for account setup & maintenance, and User ID and Password creation issues (do not have/know Account Number or User ID/Password; OR fedex.com alerts that your User ID does not exist or asks you to select an account number to register for FBO – when you login).

Contact [email protected] for shipping, rating, billing, or other non-technical issues for existing accounts.

Contact FedEx Technical Support for other FBO usage issues: 1.877.FDX.ASSIST (1.877.339.2774)





FBO NON-REVENUE ACCOUNTS

Account View TabsThere are five main invoice and shipment views available for FBO Non-Revenue customers. Each view is located under a separate tab on the main FBO home page. They are:

1. Account Summary2. Open Invoices3. Past Due4. Closed5. In Dispute

All Views noted above display the overall account summary information. The account summary section shows a complete overview of recent activity for the customer’s account, including an up-to-date balance, plus a list of all open and past due invoices.

Within each View, Invoices and Tracking ID’s can be viewed in detail. The Invoices and Tracking ID’s displayed within the five different Views will vary based on their status (i.e. Open / Unpaid Balance, Past Due / Older than 15 days, Closed / Paid and less than 90 days old, etc.).

The other three main page tabs deal with invoice and shipment reporting, application settings and internal and external messaging. They are:

1. Search/Download2. Preferences3. Message Center

FBO Icons and Graphics that may appear within any of the Invoice Views:Payment is pending for this item A shipment of this item is currently in the payment cartA shipment level payment is pending for this item

Dispute is pending for this item

FBO Special Icons that appear within certain areas:

Printer Friendly link – located at the top right corner of all FBO screens

Quick Help link – located at the top right corner of all FBO screens

PDF – Select to print the Original Invoice – located on Search Results screen



FBO Non-Revenue Main MenuUpon logging into FBO, the main screen appears as shown below. By default, the Account Summary tab opens up showing the person’s name that logged in.

The main sections on this page are: Account Summary Messages Invoice Summary Account Balance Snapshot / Ageing

Account Summary View tab



This screen provides the customer with a one line summary total of all Open or Past Due invoice amount for their account. From the Account Summary screen, the customer may mark all invoices for payment, or click on individual invoice numbers for more detail. Notice in the example above the screen indicates that you are a customer a FedEx Billing Online Plus customer (see circle), but you are still classified as Non Revenue.The Account Summary page is easily customized if you want to see the information in a particular manner. For example, to show your invoices by Due Date, simply click the arrow next to the name of the field and the screen will automatically re-sort the invoices by the selected field.

At the bottom of the Account Summary screen is a snapshot ageing of your account balance. This snapshot summary shows all open invoices are grouped into the following date ranges:Note: Clicking the Hide link can hide the snapshot summary ageing and if Hidden, it can be reset to be shown by clicking the Show link.0 - 15 days 16 - 30 days 31 - 60 days 61 - 90 days More than 90 daysIf there are open invoices in any of the date ranges, the total amount for those invoices will appear as a link under the heading. You can click on the amount to see the invoices that make up the total. Note: Any invoice or shipment can be marked for payment or non-payment from here too.

Account Summary - Primary Functions / Options Available: Approve Selected Notify User(s) of an invoice Invoice link - Select Invoice hyperlink for more detail Printer Friendly / Print screen Items to Displays / Adjust number of lines displayed Access Quick Help InformationNote: Many of the functions / options are available throughout most screens in FBO. For the purposes of this training document, emphasis will be noted on functions / options that are unique to a particular screen.



Payments/Approvals Non-Revenue customers will select ‘Approve Selected’ instead of actually ‘Paying’. There will be no other payment options for Non Revenue users on FBO. Once completed, the Payment Status on other screens will show “Submitted Non-Rev” and later “Paid”. “Submitted Non-Rev” is the status on the same day you approved the shipment. “Paid” is the status after the first day of approval.

1.) Click the Approve button on the Account Summary, Invoice Detail, or Tracking ID Detail screen, then the Payment Cart screen appears., and 2.) Click the Checkout button to complete, then the confirmation screen appears.

(shown below is the payment cart screen followed by the confirmation screen after clicking ‘Checkout’)



Notify UserThe Account Summary screen allows customers the option to select one or more invoices and send a notification along with a specific comment regarding the email notification to other users that the invoices are available to pay. Just click on the checkbox to the left of each Invoice Number and click the Notify button.



Printer FriendlyAll views have a print feature, which allows you to print your chosen view directly to a network printer - in a print-friendly format for easy reference and filing.

Items to DisplayOn pages that display multiple items, FedEx Billing Online can be set to display 25, 50, 100, or 200 items. Note: If a customer has a slower connection, you may want them to select 25 or 50 items to display. Faster connections can better handle displaying 100 or 200 items at a time, so the screen will show more data on the page. This feature can also be changed under the Preferences section.



Quick HelpThe Quick Help link is available through the FBO application and offers detailed information about the functions.Note: This feature is for normal FedEx revenue customers and their usage. Some sections do not apply to Non-Revenue usage. For Non-Revenue help, use this Non-Revenue Training Manual or the Quick Guide available via the FBO Message Center.



Account Summary - Accessing Invoice DetailOn all the five FBO Plus Views (i.e. Account Summary, Open Invoices, etc), when you click on an Invoice number link, the Invoice Detail information for that particular invoice displays as shown on the next page.



Invoice Detail ScreenFEDEX EXPRESS CHARGES / EXPRESS TRANSPORTATION CHARGES

The Invoice Detail screen has a similar appearance as the original FedEx paper invoice where a summary of all charges for an invoice is individually itemized making it easier for paper customers to switch to FBO.



The Invoice Detail Summary section includes: Balance Due Payment Due Date Total Express Charges Total Ground Charges Total Other Charges

Note: The FedEx Ground Charges & FedEx Other Charges sections will be empty for FBO Non-Revenue accounts since these accounts are Express only and do not have non-transportation charges. There will be no shipments or items in these sections.

To navigate to other invoices, use can select an invoice from the drop-down menu at the top left of the screen containing the invoice number. To advance to the previous invoice or next invoice, just click on the <<Prev or Next >> links.Note: The drop-down list shows all invoices related to the screen you previously selected. For example, if you were viewing the Account Summary screen, the drop-down list would contain all open, past due, or in dispute invoices. If you were selected an invoice from the Closed tab, the drop-down list would only contain the closed invoices.

The middle and bottom sections of the screen automatically displays the FedEx Express Charges / Express Transportation Summary, which includes the Total Transportation Charges, Earned Discounts, Special Handling Fees and any Return Surcharges.The bottom portion of the screen shows a detailed list of all FedEx Express shipments including a total of Express Shipment charges with individual shipments appearing in a table format. The table shows the Tracking ID, Ship Date, Associated Account Number, Reference, Pay Type, Meter Number, Status, Original Charges and the Balance Due.

The Invoice Detail screen offers many of the same functions and options that are available on the Account Summary screen, with a few more. An explanation and screens for the functions / options not yet explained follows. The complete list is: Approve Selected Tracking IDs Approve Invoice Tracking ID link - Select a Tracking ID hyperlink for more detail Notify Invoice / Notify User(s) of an invoice Items to Displays / Adjust number of lines displayed Printer Friendly / Print screen View an Invoice Activity Summary View Invoice History Download Invoice Create a PDF Suspected Fraud for Invoice Access Quick Help Information

All functions / options listed above have already been explained within the Account Summary section of this manual. Non-Revenue for FBO does not allow invoice level disputing, you can only dispute at the Tracking ID (shipment) level. Do not use Dispute on this screen.



FEDEX EXPRESS CHARGES / EXPRESS DUTY/TAX SUMMARY

The Express Duty/Tax Summary shows the Duty/Tax invoice charges are separate from shipping invoices. Duty/Tax invoices are displayed alongside shipping invoices on the Account Summary screen. The supporting documentation, as well as a printout of the invoice, is sent in hard-copy format to bill-to address for the listed account number. Duty/Tax invoices can be paid in FedEx Billing Online in the same manner as shipping invoices. Refer to the screen below for an example.Note: Refer to the circled areas on the screen above on how to pull up the Express Duty/Tax Summary screen.



Upon clicking a particular Tracking ID as shown above, the Duty/Tax Shipment Detail screen displays as shown below.

FEDEX EXPRESS CHARGES / EXPRESS DUTY/TAX SHIPMENT DETAIL

The Duty/Tax Shipment Detail screen shows all details for the International shipment including Customs information, Commodity Information and Country of Manufacture.

At the bottom of the above screen, there is a Research button, which when selected, offers the customer the option to request:

1. Duty/Tax Rebill Notification2. Clearance Charges Dispute

Here are the field and corresponding menu options if Duty/Tax Rebill Notification is selected:Field Menu Choices

Please indicate your relationship to the shipment

Shipper Consignee (Recipient) Third Party

Indicate reason for rebill Consignee (recipient is responsible for charges Shipper is responsible for charges Shipment is unknown Third Party is responsible for charges



Here are the field and corresponding menu options if Clearance Charges Dispute is selected:

Field Menu Choices

Please indicate your relationship to the shipment

Shipper Consignee (Recipient) Third Party

Indicate Reason for Research Request

Antiques Aircraft Parts Currency Conversion Error Declared Value Error GSP Eligible MPF (Merchandising

Processing Fee) NAFTA Other


Personal / Gift / Religious Items

Samples Classification

(Harmonized Tariff Code)

VAT (Value Added Tax) Warranty / Repair /

Return Shipment


The View Invoice History link (at the bottom of the Invoice Detail section of the Invoice Detail screen) contains all information regarding Payment History, Dispute History and Adjustment History previously made on the selected invoice.

INVOICE HISTORY

From the Payment History tab as noted in the above screen, when you click on the Reference No. (payment) link as noted with the arrow in the screen above, a detailed list of the invoices paid for that reference number displays as shown on the next screen.



PAYMENT DETAIL

The Dispute History and Adjustment History tabs circled on the previous page respectively show Invoices and Shipments disputed and Invoices and Shipments having debit and/or credit adjustments.



The Invoice Activity Summary offers a snapshot of the current credits and debits applied to an invoice. If there has been no payments, non-payments or adjustments, the screen report will show no detail.Note: This screen report displays in a separate HTML screen and once viewed, it can be closed by clicking on the red X in the Windows browser or by clicking the File / Close from the toolbar.Additionally, if a printout of the report is desired, just select print from the Windows browser.

INVOICE ACTIVITY SUMMARY

The Create a PDF link displays to the screen a copy (all pages) of the original FedEx invoice before any payments, non-payments or adjustments. A portion of that document appears below.



CREATE A PDF

Sample: To be updated with live FBO Non-Rev screen



Invoice Detail – Accessing Tracking ID (shipment level) DetailAt the main Invoice Detail screen, to view detailed Tracking ID information, click on the Tracking ID number and the Express Tracking ID Detail page displays showing details of the shipment as shown on the next screen.



Tracking ID Detail Screen

FEDEX EXPRESS TRACKING ID DETAIL

This screen gives detailed information regarding a shipment. All available information regarding the shipment is presented on this page, with the exception of the detailed tracking information (i.e. scan information). To access tracking information; use the Track feature on FedEx.com.



This screen also shows all Charges for the shipment selected and may include: fuel surcharges, discounts, transportation charges and other special charges such as dangerous goods, Saturday delivery, etc. Note: Charges shown will differ per Tracking ID.

The complete list of functions is: Approve Tracking ID Dispute Tracking ID View Tracking ID Summary Suspected Fraud for Tracking ID Signature Proof Printer Friendly / Print screen Access Quick Help Information

To pay an individual tracking ID, click on the Approve button. If there has been an error made then the Dispute button can be selected to begin the dispute request process for Rebill.

Promotion Code section – Does not apply to Non-Revenue accounts. Do not use.

Clicking the Signature Proof-of-Delivery button opens a new window containing the recipient's signature if available. If no signature is available, a message displays indicating that no signature is available.

The Tracking ID Reference information for charge-back purposes can be edited by clicking on the Edit link (see circle on screen above). A pop-up window appears allowing you to update the Reference information for either the individual tracking ID to be updated for charge-back purposes.

EDIT EXPRESS SHIPMENT REFERENCES



Dispute – RebillsNon-Revenue accounts for FBO can only dispute at the Tracking ID level (individual shipment level – not the invoice level), and the only available dispute reason is ‘Rebill’. Do not use the Dispute button on the Invoice Detail screen. A third party account number is required for the “Rebill the Third Party” option.

1.) Click the Dispute button on the Tracking ID Detail screen, then the Dispute screen appears., 2.) Select Rebill other account as the Dispute Type, and then the Account Number to Rebill (account number required for third party option)., and 3.) Click the Submit Dispute button to complete.

Note: Disputed invoices and their status can be checked at any time by clicking on the "In Dispute" tab at the top of any screen within FedEx Billing Online. Alternatively, you can view the Dispute History from the Invoice History screen.



Suspected FraudFor approved Invoices and Tracking IDs, Non-Revenue users can indicate if they are possible fraud, and submit for review to the High Risk Investigation department. Invoices and Tracking IDs must be approved first and the amount due = $0. The same item cannot be submitted more than once.

1.) Click the Suspected Fraud button on the Invoice Detail or Tracking ID Detail screen, then the Suspected Fraud screen appears., 2.) A detailed explanation is required in the Your Comments section., and 3.) Click the Submit button to complete.



Open Invoices View tab

The Open Invoices screen displays all invoices that have an open / unpaid balance. From the Open Invoices screen, customers can pay any or all invoices by selecting the checkbox to the left of the invoice number. If additional invoice detail information is needed, click on the desired invoice number to view the details.

Open Invoices - Primary Functions / Options Available: Approve Selected Notify Invoice / Notify User(s) of an invoice Printer Friendly / Print screen Items to Display/Adjust number of lines displayed Access Quick Help Information Invoice # link - Select Invoice hyperlink for more detail

Note: The Invoice Detail screen within the Open Invoice View can be accessed by clicking on a Invoice Number link. The functions / options are the same as previously explained in the Account Summary section. Please refer to that section for an explanation. The complete list is: Approve Selected Tracking ID link - Select a Tracking ID hyperlink for more detail Notify Invoice / Notify User(s) of an invoice Items to Displays / Adjust number of lines displayed Printer Friendly / Print screen View an Invoice Activity Summary View Invoice History Create a PDF Access Quick Help Information



Past Due Invoices View tab

The Past Due screen displays past due invoices for the customer’s account. Invoices that have an open / unpaid balance older than 15 days. Invoices can be paid from this screen by clicking on the corresponding checkbox for the invoice(s) wishing to pay and then clicking the Pay Selected button. The selected invoices are then added to the customer’s payment cart, and they will be taken to the payment cart screen with the option to complete their payment by selecting a payment method and clicking the Checkout button.

Past Due Invoices - Primary Functions / Options Available: Approve Selected Notify Invoice / Notify User(s) of an invoice Printer Friendly / Print screen Items to Displays / Adjust number of lines displayed Access Quick Help Information Invoice link - Select Invoice hyperlink for more detail

Note: The Invoice Detail screen within the Past Due View can be accessed by clicking on a Invoice Number link. The functions / options are the same as previously explained in the Account Summary section. Please refer to that section for an explanation. The complete list is: Approve Selected Tracking ID link - Select a Tracking ID hyperlink for more detail Notify Invoice / Notify User(s) of an invoice Items to Displays / Adjust number of lines displayed Printer Friendly / Print screen View an Invoice Activity Summary View Invoice History Create a PDF Access Quick Help Information



Closed Invoices View tab

The Closed Invoices screen displays a summary of all closed invoices for the customer’s account from the last 90 days. To view detail information for any invoice, the customer will simply click on the invoice number to be taken to the Invoice Detail screen. From the Invoice Detail screen, the customer may click on the Invoice History link to view all information regarding payments, disputes and credits for the selected invoice.

Closed Invoices - Primary Functions / Options Available: Printer Friendly / Print screen

Items to Displays / Adjust number of lines displayed

Access Quick Help Information

Invoice link - Select Invoice hyperlink for more detail

If you click on an Invoice Number link as noted by the arrow in the above screen, the Invoice Detail screen displays. That screen gives detailed information regarding an invoice. Information regarding the invoice is presented on this page.



Invoices in Dispute View tab

This screen shows all invoices that are in dispute. From this screen, the disputed amount and date of the invoice are displayed. To view additional information for any invoice, simply click on the invoice number link and the Invoice Detail screen displays. From the Invoice Detail screen, clicking on the Invoice History link displays all payments, disputes and credits for the selected invoice.

In Dispute Invoices - Primary Functions / Options Available: Invoice link - Select Invoice hyperlink for more detail Items to Displays / Adjust number of lines displayed Printer Friendly / Print screen Access Quick Help Information



SEARCH/DOWNLOAD – FBO NON-REVENUECustomers can create reports of shipments, invoices, payments, etc. which can be displayed online in summary search results or downloaded in full. To access just click on the "Search/Download" tab at the top of any page within the FedEx Billing Online application.

Note: Data is only available for the previous 90 days in FBO. Your search results and download files will not have data older than 90 days.

Note: There are two important sections on this page giving customers the power to search and download information needed.

Special Consideration: The options (i.e. Invoice Number, Tracking ID, etc.) available for searching vary according to the FBO Account Type (i.e. FBO Plus, FBO Paper, etc.)

This training will focus first on the left side of the screen above, starting with the options for creating a new search and then the options available for saved search.



Search & Download New Search

o Basic Search / Query

o Advanced Search Options

Saved Search

o Basic Search / Query

o Advanced Search Options

New Search – Options

Clicking on the new search link allows the customer the following types of searches for information that does not have to be saved for future use.

The Basic Search / Query requires the specific information needed is known, such as Invoice Number, Tracking ID, Reference Number, etc.

The Advanced Search Options screen offers searching by Account Number, Date Range, the Type of Shipment and various other shipment details. This search option is good if multiple pieces of information are needed, or if the information is not necessarily known.

BASIC SEARCH / QUERY – INSTRUCTIONSThe Basic Search / Query mode has three steps:

1. Enter Search Criteria

2. Search Results

3. Download Results



Step 1: Enter Search Criteria - the customer must do the following:1. In the *Search for field, an FBO customer has the options as noted in the screen below.

2. In the *Matching field, the customer enter the ‘matching’ Invoice or Shipment information based on the field selected in the *Search for field.

3. Click the Next button



FBO Non-Revenue: For a Basic Search – In the *Search for field on the first New Search screen, an FBO Non-Revenue customer can select the Payment Reference option. Then, add a payment reference value in the *Matching field to search for that specific value.

Step 2: Search Results - the customer has two ways to view the results:1. Select an existing download file Template and save the download file by naming it.

2. Print the results (screen only) using the Printer friendly link

Note: The FBO Non-Revenue Administrator and authorized secondary (Standard) users can Approve a Tracking ID and Notify Users from any Search results screen.

Option #1 is used if you choose to save the search results to a .txt or Excel file. You must select an existing Template as noted in section A., create a Download file name as shown in section B and click Next as shown below:

Notes: Only 3 saved Templates display on the Search Results screen. If the desired template is not listed, click the More results link to show the entire list.

Download files can be either .txt or Excel/CSV format. Selecting a default (pre-existing) FBO template will create a file in the .txt format.

For files to be imported into the FedEx Flat File Reporting Tool, use the Detail Report Template.



For files to be used in Excel, see the Creating a Custom Download Template section to create a template in CSV/Excel format, otherwise you must use the Excel Wizard to import a .txt format file.

Special Consideration: If you know that you want to save a Search and no template exists for that desired search, you must first create the Template and then run the Search. Refer to the section in this document titled, “Creating a Custom Download Template” for instructions on creating a Customized Template.



Option #2 opens up a separate HTML webpage without the graphics so the printer can easily accommodate the results as shown below.

Step 3: Download Results - the customer is directed to the Download Center:After clicking Next at the Step 2: Search Results screen, you are automatically directed to the Download Center and the newly requested Download file shows a Status of Pending. To check the status of a Pending download file, just click the refresh link.



When the requested file name appears in purple and is underlined, it is ready to open and/or save and the Status will change to Complete as shown below.

Notes: If you want to access these files later, you can return directly to the Download Center screen. The files remain available for 7-8 days once created.FBO Administrators can setup FBO to automatically generate a download file of invoice data each time a new invoice is created. See the Edit User Settings section within the Preferences section for details.

To Open and/or Save Karen K’s new download file, just click on the File Name hyperlink, and the following pop-up screen displays:

Click Open or Save.Note: Clicking the Open button immediately opens the file, whereas the Save button prompts the customer to save the file somewhere on their PC.



If the Save button is selected, the Save As pop-up box displays for the customer to select the location to save the download file. Once the location has been selected, click the Save button.

Special Note: The MS Excel Text Import Wizard below automatically opens and prompts the customer to identify the desired file format as shown below only if the File Type selected on the Template is .txt and the file is opened from MS Excel. If the .txt file is opened without MS Excel up, the file will open in a Notepad like window. Please refer to the section in this document titled, “Creating a Custom Download Template” for additional information regarding FBO Download File Types.

Text Import Wizard – when .txt file is opened in MS ExcelChoose a Delimited File Format, and click the Next button.



Click the box for Comma to be the Delimiters. Note: The Text qualifier field will already display double quotes.

In the Data Preview section as shown below, the columns are organized by Field Names. Click Finish to complete the Text Import Wizard and to open the file in MS Excel.

Sample Excel File:

Note: It is recommended that MS Excel be opened first before viewing a Download file that is File Type of .txt unless the desired output is text only.



ADVANCED SEARCH OPTIONS – INSTRUCTIONSThe Advanced Search Options mode has three steps:

1. Enter and Select Search Criteria2. Search Results3. Download Results

Step 1: Enter and Select Search Criteria – the customer must do the following:1. On the first New Search screen, select the *Search for item, then click the Advanced

Search link at the bottom to arrive at the screen below.2. In the *Search accounts drop-down list, select the desired account or accounts or select

the box to Select All Accounts3. Select a from and through *Date by using the appropriate drop down arrows or leave the

radio button defaulted to All dates4. Select the *Type of shipments desired as shown below5. Select the *Status of the invoice, or select All6. Click the Next button

Please Note: The *Type and *Status fields will change based upon the criteria selected in the *Search for field. Examples: *Search for = Tracking ID allows the *Type to show Express or Ground and the *Status reflects the shipments payment status or show all. If *Search for = Invoice Number, then *Type would only show All as option since FedEx Invoices show both Ground and Express shipments. The *Status would remain the same.Special Consideration: We will discuss the Save Search? box later in this module.



FBO Non-Revenue: For an Advanced Search – In the *Search for field on the first New Search screen, an FBO Non-Revenue customer can select the Payment Reference option. Then, click the Advanced Search link to see the screen below.

Enter the desired selections for all fields. Except, enter Submitted Non Rev OR Paid for the *Status field. “Submitted Non-Rev” is the status on the same day you approved the shipment. “Paid” is the status after the first day of approval.

Step 2: Search Results - the customer has two ways to view the resultsStep 3: Download Results - the customer is directed to the Download Center:



Step 2 and 3 are identical to the steps previously noted in the sections titled, “Basic Search Query – Instructions” and the “Advanced Search Options – Instructions”. Please refer to those sections for explanations and screens.

Saved Search –Options

Clicking on the saved search link as shown above offers the customer the following options:

1. Run existing Saved Searches

2. Edit Saved Searches

3. Delete Saved Searches

4. Create New Searches

The only difference between the saved search and the new search link is that the saved search link allows the searched upon information to be saved for future use.

Note: The saved search option applies to Basic and Advanced Options type searches and FBO can store up to 15 saved searches for an account.



Option #1: Run existing Saved Searches – the customer clicks the Search now button for a selected Saved Search.

The Saved Search displays the saved search starting with Step 1: Enter Search Criteria Basic or Advanced Options. In the example below, the saved search was by Invoice, *Types = All and *Status – All. Note: The fields can be modified on the fly, but they do not change the saved search.Special Consideration: The type of Search saved (Basic or Advanced) becomes readily apparent based on the field options available. The example below is a saved Advanced Search.



Option # 2: Edit Saved Searches – the customer clicks on the Edit link and they can do the following:

1. Change the *Type if the *Search for criteria entered allows a change. In the example below, *Type = All is the only option.

2. Change the *Status from All to one of the options listed below.3. Select Advanced Search Options and update fields there.4. Save again

Note: Clicking the Save button resaves the existing Saved Search, overlaying the previous saved search.Special Consideration: The *Search for field criteria can be modified by clicking on the Advanced Search Options up arrows. The screen will look like the basic search (screen not expanded allowing the customer the option to change the *Search for criteria. Once selected, they can then re-select the Advanced Search Options down arrows

Option # 3: Delete Saved Searches – the customer clicks on the Delete link and a pop-up confirms the deletion.

Option # 4: Create New Searches – the customer can create a new search that will be saved.



Upon clicking the New search button, the same Basic Search screen displays allowing the customer the option to enter in specific search criteria.

For detailed instructions and screens showing the Basic Search or the Advanced Search Options, refer to the sections titled, “New Search – the basic search / query instructions” and the “Advanced Search Options – Instructions”

Please Note: The Saved Search function only saves the *Type and the *Status for a Basic or an Advanced Search. If the saved search is an Advanced search, then the *Search accounts and the *Date fields must be re-entered each time the search is run.

Creating a Custom Download TemplateTo create a customized report download file that includes specific fields (i.e. Tracking ID, Invoice Date, Original Amount Due, etc.), customers first need to create a new Download Template. To do so, they must select the Create a new download template option from the Search/Download screen.



Customize Your DownloadAt the Customize Your Download screen, the customer is prompted to name the Template, select a Report Type and to select a File Type as shown below.

File Type options: The Excel/CSV option allows customers the ability to create a comma separated File Type that can easily be opened in MS Excel. If the File Type .txt is selected, the customer is prompted to select the Text Qualifier and Text Delimiter as shown below. Once the File Type has been selected, click the Next button.Special Consideration: A .txt File Type provides a better-formatted file.



Choose Template FieldsAt the Template Criteria screen, customers add what specific fields they wish to see on their report. The list of available fields appears in the left hand column organized in Groups. An entire Group (i.e. INVOICE GROUP, SHIPMENT GROUP) may be selected and includes all fields for that group. Individual fields may also be selected from the list under each Group. To

add a Field or Group, just highlight the Field name or Group name and click the right arrow button. The selected fields will be added to the report section on the right.

Fields may be reordered by selecting the desired field and clicking the up arrow or the down

arrow button.

To remove a field from the report section on the right, just highlight the field and click the left arrow button. Special Consideration: Fields noted with an asterisk (*) are required and are automatically included when a field that is not required (no asterisk *) is selected from the list of fields.Example: If Invoice Date is selected from the list, then the Bill to Account Number field and the Invoice Number field are automatically selected too.A preview of the download format appears in the Contents Sample text box below the field selection box and the report section box.

Sample Template Criteria:


When finished formatting the Customized Report Template, click the Save Template button and the application directs the customer to the Download Center.


Once the desired Template is created, the customer can continue with creating their report using the newly created Template containing the fields they selected. From the Download Center, just click the new search link.

Notice in the screen shot above, the button to create a Create a New Template is not displayed. That is because FBO can only hold 15 Customized Templates.

If there are less than 15 saved Customized Templates, the Create a New Template button is displayed as shown below.



PREFERENCES – FBO NON-REVENUECustomer Administrative functions are housed under Preferences. FBO Non Revenue options include changing/adding/deleting secondary users, changing the Administrator, and updating the company address information. This area can only be administered by the FBO Administrator and is secure.

Note: Secondary users are only allowed to update personal information and change their own passwords.

Preferences Screen

The Preferences screen will be explained in the following order:

Manage User Permissions

Edit User Settings



Manage User PermissionsThis screen allows FBO Non-Revenue customers the ability to do the following:

1. They can Invite Additional Users2. They can Manage User’s Access3. They can Change Administrator

Upon clicking the Invite Additional Users link as displayed in the screen above, the Administrator can invite additional users to the application. Just enter the information noted in the screen below and click the Invite New User button.INVITE ADDITIONAL USERS LINK

Invited Users receive an email inviting them to use FedEx Billing Online. If the invited user doesn't already have a fedex.com Login ID and Password, they will be prompted to go through a short registration process in order to create one.Note: FBO Invitations remain valid for FIVE calendar days. If the person does not accept the invitation within that timeframe, they can notify the Administrator by opening up the Invitation email and clicking on the appropriate link. An email is redirected to the person who sent the invitation (Administrator).


Notice the User Type radio button in this screen has two options:1. Standard: User can

view, pay, and dispute invoices

2. View only: user can only view invoices

Only the Administrator has control of what features Users have access to. They can authorize other secondary users the option to do the following: (1) review and pay invoices, or (2) only view invoices online, with no payment privileges.


MANAGE USER’S ACCESSThis link brings up the screen, Manage Your Additional Users. This screen allows the FBO Administrator the ability to Manage/Edit, Delete or Invite secondary users to FBO.

In the example above, this customer has two secondary users using the application too. A user can be deleted from FBO by clicking the Delete User link for the selected user.

To edit a user’s settings, click on the email address link. Upon clicking the Email Address link, and the Manage Your Additional Users screen opens up the fields for the current additional users allowing the FBO Administrator the option to change information like Name, Email address and their User Type settings.



EDIT ADDITIONAL USER SCREEN

Notice the User Type radio button in the screen above has the same two options as the screen for inviting additional users.

1. Standard: User can view, approve/pay, and dispute invoices

2. View only: user can only view invoices

Only the Administrator has control of what features Users have access to. They can authorize other secondary users the option to do the following: (1) review and approve/pay invoices, or (2) view invoices online only, with no payment privileges.



CHANGE ADMINISTRATOR LINKThis screen allows the existing FBO Administrator the option to reassign the FBO Administrator person.

The screen above allows the existing FBO Administrator the option to assign a new administrator for the FBO application. Notice when clicking the drop-down arrow, the list shows existing FBO secondary users. If someone other than the persons listed in the drop-down list need to be made the Administrator, they must be setup as secondary users first before the Administrator role can be reassigned.



Edit User SettingsThis screen allows the FBO Non-Revenue customer the ability to do following:

1. To change / Edit User Settings2. The customer the option to Update your fedex.com profile.

EDIT USER SETTINGS LINKUpon clicking the Edit User Settings link, the following screen displays.

This Edit User Settings allows customers the option to customize their FBO settings and save them.

Items per page to displayOn screens that display multiple items, FedEx Billing Online can be set to automatically display a certain set number of items per page. The options are 25, 50, 100 or 200 items. Note: If the customer has a slower connection, they may wish to select 25 or 50 items at a time to display. If you have a faster connection, select 100 or 200 items and you will get more data on the page. This, 'Items per page to display' field can be changed on the screen at any time.

Email delivery formatSpecify how emails generated by FedEx Billing Online are sent: HTML or TEXT format.



AUTOMATICALLY GENERATE DOWNLOAD FILEFedEx Billing Online can automatically generate a download file of invoice data each time a new invoice is created. This feature allows customers who regularly create download files to save time in creating exports and reports.Note: To activate the automatically generated download file utility, the FBO Account Administrator must select the "Yes" radio button as shown in the partial Edit User screen shot below. This reveals a drop-down list to select a desired template to use for the automatically generated ‘invoice’ download file. When finished, click on the "Save changes" button.

If a new template is desired, just click on the Create a new download template link and the following screen displays.

A new template name is required, along with the Report Type and File Type as shown above.This screen is the same as seen in the Search/Downloads section of this document.Note: Automatically generated invoice files can be viewed and downloaded from the Download Center screen for 7-8 days after creation and the maximum number of Customized Templates available is 15.



UPDATE YOUR FEDEX.COM PROFILE LINKThis option exits the FBO application directing the customer to their My FedEx Profile out on FedEx.com.

The My Profile screen is not a part of the FBO application, but a part of FCL (FedEx Customer Login). Notice there is an option to return to FedEx Billing Online (see arrow above).



MESSAGE CENTER – FBO NON-REVENUEThe Message Center is used by FedEx to send customers important messages about their account.

The number of new messages a customer has is indicated in the Messages section on the Account Summary screen. New messages can be read by clicking the ‘View Now’ link, or by going to the Message Center.Once in the Message Center, a list of new messages that have been sent displays. Clicking on a message subject link opens a new screen showing the message details. Note: Messages can be deleted from either the Message Center screen or the Message Detail screen.

Note: This FBO Non-Revenue Training Manual and the FBO Non-Revenue Quick Guide will be available in the Message Center for viewing, along with other normal messages.



FLAT FILE REPORTING TOOL (FFT)The FedEx Flat File Reporting Tool (FFT) version 4 is suitable for customers who would like standard or customized invoicing reports, and/or would like to save their invoicing data beyond 90 days. The tool contains a variety of standardized reports and customized reporting capability to assist in managing invoices. The application stores the customer’s data locally, so they are not required to have an Internet connection active while using the application.All FBO Customer Account Types can use the tool: FBO Plus, FBO Paper, FBO EDI / DirectLink, FBO Direct-billed Credit Card, FBO EZ Debit, and FBO Non-Revenue customers.

System Requirements Microsoft Windows XP with SP2, Server 2003, Server 2008, Vista Microsoft .NET Framework 3.5 or higher Microsoft Internet Explorer v6.0 with SP1 or higher An active internet connection is required to download flat files and application updates, but

not required to use the application

Hardware Requirements 600-megahertz (MHz) Intel Pentium III-class processor, or AMD processor, 1 gigahertz (GHz)

or faster recommended for all 192 megabytes (MB) of RAM minimum, 512 MB recommended Up to 500 MB of hard disk space may be required – 25 MB for basic application, 350 MB if

installing SQL Server Express, and additional hard-disk space if saving data locally rather than on an external SQL server.

For external SQL server connections, it must be SQL 2005 or 2008 1024x768 or higher-resolution display with 256 colors Microsoft mouse or compatible pointing device

Download & FBO RegistrationCustomers can download the Reporting Tool, Sample data file and the Help Guide to try out the tool before registering for FBO. However, FBO registration must be completed in order to use the tool.The Flat File Reporting Tool executable can be downloaded from the fedex.com U.S. web site by hovering over the Manage tab and selecting either the Learn About Billing Options link or the More Account Tools link. Alternatively, after FBO registration is completed, the Flat File Reporting Tool can also be downloaded after clicking on the Learn more about the Flat File Reporting Tool link on the FBO Download Center screen.


https://www.fedex.com/us/fbo/ff_information.html


Using the FedEx Flat File Reporting ToolAfter downloading and installing the Flat File Tool, any FBO Account Type customer can use the tool. The user must use the Search and Download process, found in the Search/Download tab within FBO, to create a download file to be imported into the Flat File Tool. During this process, users must select the standard template (for the download file) labeled Detailed Report Template (all fields). The tool will not accept an import from any other standard template or a ‘customized’ template, so it is vitally important to know that the Flat File Tool will not work with any other template. When the download file is underlined in purple on the Download Center screen, it is ready for the customer to save it to their PC.

Note: Data in an exported FBO download file should NOT be altered in any way or the file will not import into the Flat File Tool.

The customer then launches the Flat File tool by clicking on the desktop icon:

Flat File Reporting Tool version 4.0 (coming November 2008)

Flat File Reporting Tool version 3.0

and the following screen displays:



Flat File Reporting Tool version 4.0 (coming November 2008)

Flat File Reporting Tool version 3.0



Customers can click on any of the links listed in the Help tab for detailed instructions. When ready, you can click on the Import button, navigate to the file you downloaded from FBO with the Detailed Report Template, then click on Import. If the import was successful, customers will receive a confirmation message.

You can then select the formatted report you wish to view, enter parameters, and click on the Run Report button to create report results.



When the report is complete, it will automatically display. Customers can view the report or print it out. The following is a sample Shipment Charge Detail report, which is listed under Invoice Reports:

Note: The displayed report may be printed or exported to a PDF, CSV, or Excel file format from the Report Results screen.



TECHNICAL HELP PROCEDURE

FedEx Billing Online (FBO) Non-RevenueProduct: FedEx Billing Online

Call: Technical Support

Non-Revenue Account Setup, Maintenance, and Login Creation

Contact [email protected] for account setup & maintenance, and User ID and Password creation issues (do not have/know Account # or User ID/Password; OR fedex.com alerts that your User ID does not exist or asks you to select an account number to register for FBO – when you login).

Non-Revenue Account Non-Technical Support

Contact [email protected] for shipping, rating, billing, or other non-technical issues for existing accounts.

fedex.com Tech Support

Contact FedEx Technical Support for other FBO usage issues:1.877.FDX.ASSIST (1.877.339.2774)




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