FedEx Accounts
There are two methods that can be used to ship packages with Federal Express. The first is to complete a paper FedEx airbill. The second is to use FedEx’s on-line ordering system to complete the airbill. The information the shipper provides in the internal billing reference field on the airbill (regardless of the method of submission) determines how the shipment will be expensed in SAP. Federal Express transmits an electronic file to Duke University’s Accounts Payable department comprised of invoices and airbills. This information goes through a validation process. If the information in the internal billing reference field fails the validation process, the default code assigned to the FedEx account number is used.
Online FedEx Profile Procedures
When the paper airbill is used, FedEx has to manually enter the billing information. To avoid potential problems, we recommend that Duke customers use the FedEx online airbill whenever possible.
The on-line, FedEx Ship Manager, can help you:
- Print shipping labels right from a personal computer.
- Create your own address book with up to 2000 names and addresses so recipient information will not have to be retyped.
- Edit address book entries and default shipper information to keep all shipping information current.
- Use FedEx ShipAlert shipment notification to inform recipients that your FedEx shipment is on its way.
- Use FedEx ShipAlert delivery notification to receive e-mail notification when your FedEx shipment is delivered.
- Arrange courier pickup on-line; it is available in the US, Canada, Puerto Rico and select countries in Asia, Europe and Latin America.
- Review your shipping history for the previous 45 days.
- Obtain a courtesy rate quote before processing shipments.
- Capture your expense code correctly and import address books from other applications.
The information provided in the internal billing reference field should be in the same format for manual and on-line submission. If the required format of the expense code is incorrect, the expense will post to the department’s default code. If the charges should be expensed to the default code, this field can be left blank.
The proper format for completing the internal billing information is:
|
[Company Code]*[Cost Object]*[Cost Object Indicator] |
Company Code
Use the 4-digit Company Code (i.e., 0010, 0020,…, 0060)
Note: The company code is followed by an asterisk.
Cost Object
The Cost Object is the departmental code. The cost object for the University/Medical Center is a seven digit code for a cost center or a seven or nine digit code for a WBS element/sponsored project. Cost objects for the Health System are nine digits and begin with the entity's company code.
Note: The cost object is followed by an asterisk.
Cost Object Indicator
The indicator is a one digit alpha character used to define the cost object category.
Examples:
- C for a COST CENTER (General Operating Expense)
- W for a WBS ELEMENT (Restricted funds such as research projects and clinical trials, plant funds, capital acquisitions and construction projects)
Note: There should be no spaces between the company code, cost object, and indicator other than the asterisks mentioned above.
The ZFEDEX_RPT is a FedEx report available in SAP. The report can be run by the FedEx Airbill (Tracking) Number and provides a detailed description of the transaction. The following are the procedures for running the ZFEDEX_RPT.
United Parcel Service (UPS)
There are two methods that can be used to ship packages with UPS. The first is to complete a paper UPS airbill. The second is to use the UPS on-line CampusShip system to complete the airbill. The information the shipper provides in the internal billing reference field on the airbill (regardless of the method of submission) determines how the shipment will be expensed in SAP. UPS transmits an electronic invoice file to Duke University’s Accounts Payable department. This information goes through a validation process. If the information in the internal billing reference field fails the validation process, the default code assigned to the UPS account number is used to expense the transaction.
The information provided in the internal billing reference field should be in the same format for manual and on-line submission. If the required format of the expense code is incorrect, the expense will post to the department’s default code. If the charges should be expensed to the default code, this field can be left blank.
The proper format for completing the internal billing information is:
|
[Company Code]*[Cost Object]*[Cost Object Indicator] |
Company Code
Use the 4-digit Company Code (i.e., 0010, 0020,…, 0060)
Note: The company code is followed by an asterisk.
Cost Object
The Cost Object is the departmental code. The cost object for the University/Medical Center is a seven digit code for a cost center or a seven or nine digit code for a WBS element/sponsored project. Cost objects for the Health System are nine digits and begin with the entity's company code.
Note: The cost object is followed by an asterisk.
Cost Object Indicator
The indicator is a one digit alpha character used to define the cost object category.
Examples:
- C for a COST CENTER (General Operating Expense)
- W for a WBS ELEMENT (Restricted funds such as research projects and clinical trials, plant funds, capital acquisitions and construction projects)
Note: There should be no spaces between the company code, cost object, and indicator other than the asterisks mentioned above.
When the paper airbill is used, UPS manually enters the billing information. To avoid potential problems, we recommend that Duke customers use the UPS online airbill whenever possible.
The onsite UPS Rep can assist in setting up UPS online accounts for your Department.
The ZUPS_RPT is a UPS Report available in SAP. It was designed to provide departments with invoice viewing options and enhanced billing details. The following are the procedures for running the ZUPS_RPT.