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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.
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.
To set up a FedEx online profile and link it to an existing account, see the following instructions:
Examples of Airbills:
These are only examples. Please do not try to use the codes in the example above or in the attached examples when shipping. They are not valid codes.
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)
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.
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.
C for a COST CENTER (General Operating Expense) or 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.
If you or any member of your staff has questions, please call Accounts Payable at (919) 684-3112.