University of Houston



Shipping Services via eShip Global

Training Manual

University of Houston

Table of Contents

How to get access to eShip Global system 2

How to log into eShip Global system for the first time 3

How to get a price quote from eShip Global 4

How to place shipping orders - Domestic Shipping 6

How to place shipping orders - International Shipping 10

How to cancel already scheduled shipping (before pickup) 16

How to track your shipping orders 17

How to review your shipping order records 18

Additional features 19

HOW TO GET ACCESS TO eSHIP GLOBAL SYSTEM

The eShip Global website will be accessed through a link in the Finance System. A security role has been created in the Finance System that allows authorized individuals access to that link. Each applicant who needs access to the website will need to complete and submit an Application for eShip Global Purchases to Accounts Payable. The appropriate department approver and college/division administrator must approve the application form.

The application form can be found on the Accounts Payable website: ----------------------

HOW TO LOG INTO THE eSHIP GLOBAL SYSTEM FOR THE FIRST TIME

Step 1: Go to the finance system. In the menu, select eShip Global.

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Step 2: The screen displays the following message. Click the OK button. Once you complete the first time log in process, you will not see this message anymore.

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Step 3: The screen displays the following link. Click on the logon link.

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Step 4: The screen displays the user profile creation form. Enter the required information and click on register. You only need to complete this information the first time you log into the eShip Global system.

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HOW TO GET A PRICE QUOTE FROM eSHIP GLOBAL

Step 1: Click the word Rate in the top navigation menu.

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Step 2: Enter Address Information.

“From” ZIP code: This may be pre-populated with 75080, but you can change it if needed. If you need a quote for inbound international shipments, make sure this field is empty.

“From” Country: The drop-down menu defaults to “United States”.

“To” ZIP code: Type in the destination ZIP code, or leave blank for outbound international shipments.

“To” Country: This drop-down menu also defaults to “United States”.

Step 3: Select Package Information. You can select from the following:

Carrier Letter: These are the carrier-provided envelopes (i.e., the ones with the UPS/FedEx/Airborne/USPS logos on them) that are NOT prepaid. If you are using a prepaid envelope, printing an eShipGlobal airbill means you will pay twice to ship your documents!

Carrier PAK: Carrier-provided large plastic or Tyvek envelope-like packaging.

Carrier Box: Small carrier-provided boxes, usually with delineated areas for affixing airbills.

Carrier Tube: Sturdy cardboard tubes with the carrier logo on them, again with delineated areas for affixing airbills.

Customer

Packaging: This is any sort of packaging that was not provided by a shipping company. As a rule, any plain brown cardboard boxes will fall under “customer packaging”.

Weight and Dimensions may be required:

_ If you are shipping via Carrier Letter, you do not need to furnish any of these specifications, and they will be grayed out.

_ If you are shipping via Carrier PAK, Box, or Tube, you will need to enter an approximate weight, but not dimensions. The dimensions will be grayed out.

_ If you are shipping using “customer packaging”, you will need to specify an approximate weight, and the dimensions of the package in inches.

Step 4: If you need to add special instructions, complete the Special Instructions section. Some services may result in additional charges.

Step 5: Click on the “Rate It” button[pic].

Step 6: Review the results.

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Example: Side-by-side price comparisons allow you to choose the best option for your department.

Results will always be shown from least to most expensive. As the above figure shows, there can be quite a disparity in prices between carriers, and between delivery schedules within the same carrier, so review your options before making a selection.

In this particular example (shipping a 15-lb package from Richardson, TX to Portland, OR):

- Airborne Express is less than half the price of UPS and FedEx when shipping ground.

- The US Postal Service is cheaper yet, but does not commit to a delivery schedule at that level of service.

- FedEx offers discounted rates for most services, but not ground shipping or “First Overnight” service.

- Because UPS is offering a deeper discount on “Next Day Air Saver”, it costs almost the same amount of money to send it that way as if you used “2-Day Air AM”.

- Because FedEx is offering a discount on “FedEx Priority” and not offering a discount on “First Overnight”, it costs almost twice as much to get your parcel there by 8:30 am as it would if the parcel could wait until 10:30 am to arrive.

HOW TO PLACE SHIPPING ORDERS – Domestic Shipping

Step 1: Click on “Ship” and select the domestic shipping module. (International shipping will be covered in a separate instruction guide.) Note that you will also be able to get price comparisons from this module as well.

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Step 2: Complete the “Ship From” information.

This will normally default to your name. You can also add other names to your account; this does not grant people login access to your account, but it does allow you to ship parcels on their behalf and have their names appear on the airbills as the senders. To add a sender name to your list, click Add Sender and complete the required fields.

The shipping date defaults to the current date, and in most cases does not need alteration.

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Step 3: Complete the “Ship To” information.

This section contains a button labeled Address Book. If you are shipping to somebody already listed in your address book, you can click that button, select your destination, then click Ship To and you will be brought back to the shipping module with the address pre-populated. If your recipient is not already in your address book, complete the address fields (those marked with a * are required). The Email address is not required to send the package, but would be required if you wish to use some of eShip Global’s notification options (listed later).

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Step 4: Complete the “Package Info”.

Indicate number of packages.

Select type of shipping.

You may select services or wait until you compare rates from different carriers.

Enter the purpose/benefit statement in the expense description field (max 255 characters).

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Multiple packages to the same address

If you are sending multiple packages to the same address, you can denote that here and print all of your airbills at the same time. Specify whether all the packages are identical (all Carrier Letters, all Carrier Boxes weighing the same, all Customer Packaging with the same weight and dimensions) or not. Below screen snapshot shows an example of sending three non-identical parcels to the same address (this screen displays as soon as you click the Non-Identical radio button). Click “OK” when done to return to the shipping module again.

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Shipping multiple non-identical packages

Weight and Dimensions may be required:

_ If you are shipping via Carrier Letter, you do not need to furnish any of these specifications, and they will be grayed out.

_ If you are shipping via Carrier PAK, Box, or Tube, you will need to enter an approximate weight, but not dimensions. The dimensions will be grayed out.

_ If you are shipping using “customer packaging”, you will need to specify an approximate weight, and the dimensions of the package in inches (as shown in Figure 3).

Step 5: Complete the “Billing Reference” information.

Enter your cost center to be charged.

“Prepaid” should be selected for the Bill To field.

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Step 6: In the “Special Instructions” section, select “Pickup” to request for the carrier to send a driver to your office to get your package. If you are dropping off your package at the carrier’s central or designated location, select “Drop-Off”:

Also, this is where you can request additional services such as Saturday delivery, or requiring a signature for the package. Additional charges may apply for these services. This section is also where you can specify the parcel’s value if you wish to purchase insurance beyond the carrier’s standard minimum.

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Step 7: Complete the “Email Notifications” information, if necessary.

- Notify Recipient:

Recipient gets an email when the order is placed (the package is on the way)

- Notify Shipper on Delivery:

You get an email after someone has signed for the parcel.

- Notify Others on Delivery:

When you check this box, a new field will appear where you can enter additional email addresses, and even mobile phone numbers, which will receive alerts after the package has been successfully delivered.

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Step 8: You may save this shipment profile in the Quickship section.

Quickship allows you to send future packages even more quickly by saving address information and shipping specifications. If you are sending your recipient a Carrier Letter via FedEx Priority, and you expect to send him/her more Carrier Letters via FedEx Priority in the future, then check the box marked Save these shipment preferences for Quickship and then fill in the “Profile Name” field. See the section on Quickship for more information.

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Step 9: Click on “Ship” to send it if the service is already selected in the Package Info section; OR

Click on “Show Quote” to see the side-by-side price comparison. Then, click the radio button next to the carrier and service level you want, then click “Ship”.

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Step 10: You will see a summary of your package information, including your eShipGlobal order number and your package’s tracking number. Check the box next to the shipment and;

(1) Print your airbill by clicking on “Print Airwaybill”.

(3) Attach your airbill to your package.

(4) If “Pickup” option is selected in step 6, click on “Schedule Pickup” or call the carrier.

If “Drop-off” option is selected in step 6, drop off the package at the designated location.

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On this screen, you can also cancel shipment (“Cancel Shipment”) or arrange for your recipient to send back the same parcel (“Create Return Order”).

HOW TO PLACE SHIPPING ORDERS – INTERNATIONAL SHIPPING

Step 1: Click on “Ship” and select the International shipping module. Note that you will also be able to get price comparisons from this module as well.

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The first link on the next screen, “Need help with international shipments?”, will give descriptions of all the various documents that eShipGlobal can print for you as part of the airbill. Not all documents are necessary for each package; eShipGlobal will determine the necessary forms for you based on the shipping information you provide.

Step 2: Complete the “Ship From” information.

This will normally default to your name. You can also add other names to your account; this does not grant people login access to your account, but it does allow you to ship parcels on their behalf and have their names appear on the airbills as the senders. To add a sender name to your list, click Add Sender and complete the required fields.

The shipping date defaults to the current date, and in most cases does not need alteration.

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Step 3: Complete the “Ship To” information.

This section contains a button labeled Address Book. If you are shipping to somebody already listed in your address book, you can click that button, select your destination, then click Ship To and you will be brought back to the shipping module with the address pre-populated. If your recipient is not already in your address book, complete the address fields (those marked with a * are required). The Email address is not required to send the package, but would be required if you wish to use some of eShipGlobal’s notification options (listed later).

If you are shipping to an address for the first time, go to the “Country” field and select your destination from the drop-down menu. This will re-populate the “State” field with the states (or analogous regions) of your selected country. Also, if you type in other address information and then change the country, all the filled-in fields will clear and you will have to start over. As with domestic addresses, eShipGlobal defaults to saving all new addresses in your Address Book.

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Step 4: Complete the “Package Info”.

• Select type of shipping and supply additional package information if necessary (i.e., weight/Dimensions).

• Leave the Service field as “Select a service”.

• Indicate “Documents” (printed matter, including books) or “Products”.

If you are only shipping printed matter, click the “Documents” button and complete the “Content Description” field. If you are sending anything else besides printed matter, just click the “Products” button; you will furnish your content’s description in another screen.

• Enter the purpose/benefit statement in the expense description field (max 255 characters).

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Step 5: Complete the “Billing Reference” information.

Enter your cost center to be charged.

“Prepaid” should be selected for the Bill To field.

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Step 6: In the “Special Instructions” section, select “Pickup” to request for the carrier to send a driver to your office to get your package. If you are dropping off your package at the carrier’s central location, select “Drop-Off”:

FedEx defaults to requiring a signature on business deliveries; if you are shipping FedEx and do not require a signature, check the “Signature Release” box. If you are shipping UPS or DHL and you do want a signature, check the “Signature Required” box.

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Step 7: Complete the “Customs Information”.

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Step 8: Complete the “Email Notifications” section.

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Step 9: You may save this shipment profile in the Quickship section.

Quickship allows you to send future packages even more quickly by saving address information and shipping specifications. If you are sending your recipient a Carrier Letter via FedEx Priority, and you expect to send him/her more Carrier Letters via FedEx Priority in the future, then check the box marked Save these shipment preferences for Quickship and then fill in the “Profile Name” field. See the section on Quickship for more information.

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Step 10: Click on “Ship” to send it if the service is already selected in the Package Info section; OR

Click on “Show Quote” to see the side-by-side price comparison. Then, click the radio button next to the carrier and service level you want, then click “Ship”.

Step 11: If eShipGlobal can parse your address successfully, and you are only shipping printed matter (documents), then you should be brought to the Ship screen, where you will have the opportunity to print your airbill and other supporting documentation; eShipGlobal will automatically determine which forms are needed for you (Skip to Step 12).

If you are shipping “products”, you will be brought to the following screen, where you will provide more detailed information about your shipment.

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Click on the “Choose Product” button. Click on “New” for new shipping and complete only the required information below (indicated with *). Then, click on “Save”.

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The following screen will be displayed. The screen will also show product profiles for previous international shipments. Place a checkmark for the appropriate profile for this shipment and click on “Add to this Shipment”.

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You will be taken back to the “Ship Now” screen.

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eShipGlobal will automatically fill in all the “Shipment Information” section that are needed;

DO NOT MODIFY ANY OF THESE FIELDS in the Shipment Information section.

Scroll to the bottom of the screen and click “Continue” (go to step 12).

The screen will display the rate. Select the service and click on “Continue”.

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Step 12: The “My Shipments” screen will be displayed.

(1) Print your airbill by clicking on “Print Airwaybill”.

(2) Print appropriate documents by clicking on “Print Docs”.

(3) Attach them to the package

(4) If “Pickup” option is selected in step 6, click on “Schedule Pickup” or call the carrier.

If “Drop-off” option is selected in step 6, drop off the package at the designated location.

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Note: Make sure to print multiple copies as specified when the airbill window appears.

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HOW TO CANCEL ALREADY SCHEDULED SHIPPING ORDERS (before pickup)

Step 1: Click the word “My Shipments” in the top navigation menu. Then, select “Shipment History”.

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Step 2: Enter Date From and Date To, and click on “Generate”.

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Step 3: The shipping information will be displayed. Click on the order number.

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Step 4: The following information will be displayed on the screen. Click on “Cancel Shipment” to cancel.

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Step 5: You will see the cancellation confirmation. The total for this shipment is now $0.00.

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Step 6: If you scheduled a pickup, notify the carrier of the cancellation.

HOW TO TRACK YOUR SHIPPING ORDERS

If you know the tracking number (issued by carrier) or the order number (issued by eShip Global), you can select TRACK on the top navigation menu and enter the number and click on “Track”.

If you do not know the tracking number or the order number, you can follow the below steps:

Step 1: Click the word “My Shipments” in the top navigation menu. Then, select “Shipment History”.

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Step 2: Enter Date From and Date To, and click on “Generate”.

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Step 3: The shipping information will be displayed. Click on the tracking number to see the shipping status.

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HOW TO REVIEW YOUR SHIPPING ORDER RECORDS

Step 1: Click the word “My Shipments” in the top navigation menu. Then, select “Shipment History”.

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Step 2: Enter Date From and Date To, and click on “Generate”.

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Step 3: The information will be displayed on the screen.

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ADDITIONAL FEATURES

QUICKSHIP

QuickShip is a feature that speeds up future shipments to a recipient by saving both the address information and the package information for rapid recall.

When you send to a recipient for the first time, you can tick the box at the bottom of the page marked Save these shipment preferences for QuickShip.

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When you want to ship the same sort of item to the same person using the same carrier again, click on QuickShip and then click on the profile name. You will be taken directly to the shipping order screen with the information completed.

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ADDRESS BOOK

The address book stores recipient/consignee information for quick retrieval on future shipments. Any time you ship a parcel through eShipGlobal, the recipient is added to your personal address book by default (you can prevent this by unchecking the appropriate box in the Ship module). You can also manually enter addresses ahead of time, or import them from other address book clients such as Microsoft Outlook. Once you have recipients listed in your Address Book, you can create Group Addresses that will allow you to send packages to multiple people (and print multiple airbills) with just one click.

Below is a sample personal Address Book. Yours will be empty the first time you use eShipGlobal. You can also view a campus-level address book by clicking the button marked “Show Company Address Book”.

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To change or delete an entry already in your personal address book, you will need to select it by checking the box to the left of the company name, then clicking “Edit” or “Delete” as appropriate. Clicking “Add” will allow you to manually type in a new entry for your address book without making a shipment.

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