Intuit QuickBooks Shipping Manager FAQ


Intuit QuickBooks Shipping ManagerFrequently Asked Questions about Intuit QuickBooks Shipping Manager

General Information

Q: Which QuickBooks windows can I ship from?
A: (Expand)[expand] Currently, you can ship directly from the Invoice and Sales Receipt windows in QuickBooks or the Sales Receipt or Sales Order windows in POS. If you ship from these windows, the customer’s Ship To information will automatically be pre-filled in the Shipping Manager.
If you are not on the Invoice or Sales Receipt screen but wish to ship, you can do this by clicking File, then selecting Shipping (POS users, make sure Shipping Manager is enabled, then click the Point of Sale menu, then select QuickBooks Shipping Manager). Contact information is not automatically pre-filled from here so this information will need to be entered manually. If you wish to ship from the Purchase Order window, you might consider purchasing the add-on from ShipRush.
QuickBooks Point of Sale only works with UPS.
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Q: Can shipments be tracked through QuickBooks?
A: (Expand)[expand] Yes, you can track packages shipped through QuickBooks. Simply go to the File menu, click on Shipping, and then click on FedEx Shipping Options, UPS Shipping Options or USPS® Shipping Options (POS Users click the Point of Sale menu, then select QuickBooks Shipping Manager). From there select Track or Cancel a Shipment. Just highlight the line item and click the Track button.
Note: QuickBooks Point of Sale only works with UPS.
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Q: Can I use a thermal printer?
A: (Expand)[expand] Yes. The QuickBooks Shipping Manager supports the official Zebra Models 2844 and ZP450 thermal printers.
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Q: Can I ship packages to International destinations?
A: (Expand)[expand] No. QuickBooks currently only supports packages shipped within the U.S. To ship an international package, please use www.fedex.com, www.ups.com or www.stamps.com.
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Q: Can I process multiple packages to the same location at the same time?
A: (Expand)[expand] Yes. The QuickBooks Shipping Manager supports multi-package shipments. In the Package section of the Shipping Manager, click the ‘Add’ button to add multiple packages.
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Q: Can shipments be completed in QuickBooks off-line and then uploaded when online?
A: (Expand)[expand] No. You have to be online to complete a shipment. QuickBooks does not currently allow batch processing.
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Q: How do I put the tracking number onto the Invoice or Sales Receipt form?
A: (Expand)[expand] At the end of the shipping process within QuickBooks, you will have the option to automatically copy the tracking number and shipping charges to the form where the Shipping Manager was launched. Just check the box in the window that pops up after you click the Ship Now button. In other words, if you launch the Shipping Manager from the Invoice form then you can easily copy the tracking number and shipping charges to the Invoice itself.
For POS users, the UPS Tracking Number and shipping charges will automatically appear on the Sales Receipt window. Additionally, the estimated shipping charges will appear on the Sales Order window.
Note: QuickBooks Point of Sale only works with UPS.
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Q: I’m having trouble with QuickBooks Shipping Manager, where can I get technical support?
A: (Expand)[expand] QuickBooks Shipping Manager is a service of QuickBooks, and is therefore supported by Intuit. You can get support by calling (888) 320-7276 or visiting http://www.quickbooks.com/support/.
For questions about FedEx Discounts, see the Shipping Manager pricing information or call (888) 411-5174.
For questions about UPS shipments or pricing visit www.ups.com or call 1-800-PICK-UPS (742-5877).
For questions about USPS shipments and Stamps.com, visit www.stamps.com or call (888) 434-0055.
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Q: Can I bill my shipments freight collect or to a third party account?
A: (Expand)[expand] Yes, payment options for both UPS and FedEx shipments are prepaid, freight collect or third party billing.
For UPS, in the Payment section, select Freight Collect to bill the person or company to whom you are shipping (you will have to enter their account number). Select Third Party to bill an account that is neither shipping nor receiving the package. Be sure to enter the account number and the associated company name and address.
For FedEx, in the Payment section, select Freight Collect to bill the person or company to whom you are shipping (you will have to enter their account number). Select Third Party to bill an account that is neither shipping nor receiving the package.
For the USPS, shipments are prepaid and do not allow for freight collect or third party billing.
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Q: How do I print return shipping labels?
A: (Expand)[expand] There are multiple options for delivering return shipping labels. First, click the icon to the left of the From field. This will swap the From/To addresses allowing you to create a return label.
FedEx offers three different options for creating and delivering return shipping labels. Learn more about each of these options here.
UPS offers five different options for creating and delivering return shipping labels. Learn more about each of these options here.
USPS (Stamps.com) customers on the Complete Plan can create return shipping labels using the Stamps.com software or web version. Click here for details.
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Q: What maximum declared value can I state for packages that I am shipping?
A: (Expand)[expand] With some exceptions, both FedEx and UPS allow up to $50,000 to be declared as the value of a package being shipped. Please see the FedEx Service Guide at fedex.com and the UPS Service Guide at ups.com for details.
USPS customers with a Stamps.com account can buy shipping insurance at a 10% discount off of U.S. Postal Service rates and insure packages up to $2,500. No special forms are needed and all claims, if approved, are paid within 7-10 business days. Please see www.stamps.com/shipping for details.
UPS shipments with declared value over $1000 require a High Value Report.
Two copies of the High Value Report will print from QuickBooks Shipping Manager and must be signed by UPS when the shipment is tendered to UPS. One copy is for UPS and one copy is for your records and will be required if there is a need to file a claim.
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Q: Can I use an electronic scale to input the weight into the shipping form?
A: (Expand)[expand] Yes, the officially supported electronic scale is the Mettler Toledo PS60 (connection via USB). In the Shipping Manager, select Settings. In Settings, select Scales. Check the flag to Use Electronic Scale. Now, an icon will appear next to the weight field in the Shipping form. Connect the scale, weigh the package to be shipped, and click the scale icon to import the weight data in the weight field on the Shipping Form.
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Q: How much shipping history information is available? How do I find it?
A: (Expand)[expand] You have unlimited access to your shipping history information. When you are in the Shipping Manager, click the View button. This will display all previous shipments.
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Q: How do I get an estimate for the shipping costs?
A: (Expand)[expand] In QuickBooks: In the Shipping Manager, click the Estimate Cost link. An estimated shipping cost will be displayed based on the package destination, shipping options, weight, and selected service. You can also click on the List All Services link. A window will be launched displaying the different costs for all shipping services provided by that particular carrier.
In POS: Make sure you have the Shipping Manager feature turned on. Then select crate Shipping Charges enter the Carrier and Ship-to information, and select an creation to get the estimate.
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USPS Specific Questions

Q: What is Stamps.com?
A: (Expand)[expand] Stamps.com is a service that allows you to print official United States Postal Service® postage directly from your PC and printer. No special hardware is needed.
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Q: What QuickBooks editions are compatible with Shipping Manager for USPS?
A: (Expand)[expand] Shipping Manager for USPS is compatible with QuickBooks 2011 editions or higher.
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Q: What type of discounts can I get with Stamps.com?
A: (Expand)[expand] With Stamps.com you get discounts you can’t even get at the Post OfficeTM. Stamps.com customers get discounts of up to 15% on Priority Mail®, up to 21% on Express Mail and up to a 10% discount on shipping insurance.
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Q: Which USPS® (Stamps.com) Plan do I choose in QuickBooks Shipping Manager?
A: (Expand)[expand] Select the plan that best meets your needs. The Limited Plan is free and allows you to print Priority Mail and Express Mail labels for domestic packages only.
The Complete Plan is only $15.99 per month, includes Stamps.com Pro Software and lets you perform advanced mailing and shipping tasks. The plan offers a free 5 lb digital scale (just pay for shipping) and free postage. Basic features include printing postage and shipping labels for Priority Mail®, Express Mail®, First-Class Mail®, Media Mail® and more. Advanced shipping features include Hidden Postage™ on shipping labels, SCAN Forms, international shipping with pre-filled customs forms, and automated data retrieval from eBay®, PayPal® and more. The Complete Plan also gives you complete mailing functions including the ability to print postage stamps, print postage directly on envelopes and more. This makes sending out invoices and general office mailings fast, simple and convenient. You can even order USPS supplies right from the Stamps.com software. Click here to learn more about Stamps.com USPS Complete.
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Q: Can I still use my existing USPS® (Stamps.com) account when registering for QuickBooks Shipping Manager?
A: (Expand)[expand] Yes. You can register for QuickBooks Shipping Manager for USPS using your existing Stamps.com account.
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Q: What are the Terms and Conditions?
A: (Expand)[expand] To use Stamps.com through QuickBooks, you must have a Stamps.com account and agree to the Terms and Conditions presented during USPS (Stamps.com) registration.
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Q: How do I set up a USPS (Stamps.com) account?
A: (Expand)[expand] You can open an account online through QuickBooks Shipping Manager or on the Stamps.com website at www.stamps.com.
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Q: What if I decide to cancel?
A: (Expand)[expand] You are not tied to any long-term commitment, and there are no cancellation fees.
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Q: Can I set shipment defaults for my USPS shipping characteristics (e.g., weight, dimensions, etc.)?
A: (Expand)[expand] Yes, go to Settings, select Shipment Defaults and then provide your preferences. The Shipping Form will then default to meet your most frequent shipping characteristics.
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Q: Can I print my USPS shipping label a few days in advance of actually shipping the package?
A: (Expand)[expand] Yes, you can print a label up to 7 days in advance. You will have 72 hours after the print date to cancel a label.
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Q: How do I void a USPS package that was never shipped?
A: (Expand)[expand] Within 72 hours of creating the shipment, you can void the package within QuickBooks. From the File menu, select Shipping, then select USPS Shipping Options, then select Track or Cancel a Shipment. Select the shipment you want to void, and click the Void button.
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FedEx Specific Questions

Q: What is the special FedEx program for QuickBooks users?
A: (Expand)[expand] QuickBooks users can save up to 26% on select FedEx Express® and 12% on select FedEx Ground® shipments and up to 20% on FedEx Office(SM) products and services. All registered users of QuickBooks Basic, Pro, and Premier editions for Windows are qualified to receive the discounts. Discounts are not currently available for users of QuickBooks Web-based and Mac products.
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Q: Is there a minimum shipping volume requirement to be eligible for the FedEx discount?
A: (Expand)[expand] No. Whether QuickBooks users are shipping many packages or just need to hit one critical deadline, they save the same amount per package.
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Q: How do QuickBooks users apply for the discounts?
A: (Expand)[expand] To enroll in the FedEx Discount Program, or to open a FedEx account, click here and enter passcode YTGN4T13, or call (888) 411-5174. and mention code 13.
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Q: How much can I save on my FedEx shipping costs with these discounts?
A: (Expand)[expand] You can save:
Up to 26% off select FedEx Express® U.S. shipping
Up to 20% off select FedEx Express international
Up to 12% off select FedEx Ground® shipping, including FedEx Home Delivery®
Up to 20% off select FedEx Office SM services

As a bonus for participants in the program the discounts on FedEx Express® U.S. and FedEx Express International shipments shown above include an additional 5% discount for eligible shipments which are processed on fedex.com or with another approved FedEx® electronic shipping solution.
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Q: To which FedEx delivery services can I apply the discounts?
A: (Expand)[expand] Discounts apply to a mix of U.S. domestic and international services, including our most popular option, FedEx Priority Overnight®, as well as FedEx Ground® services for business-to-business shipping, FedEx Standard Overnight®, FedEx 2Day®, FedEx International Priority® and FedEx International Economy®. Although QuickBooks does not support international shipping, the QuickBooks discount does apply to international shipments processed through other systems, such as fedex.com.
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Q: Does QuickBooks Shipping Manager show FedEx discounted rates or list rates?
A: (Expand)[expand] QuickBooks Shipping Manager will show both the list rate and the discounted rate.
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Q: What is a meter number and how do I get one?
A: (Expand)[expand] FedEx requires a unique meter to identify each shipping device (in this case, QuickBooks). You will automatically be assigned a meter number when you set up QuickBooks Shipping Manager for the first time.
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Q: Can I still use my existing FedEx account?
A: (Expand)[expand] Yes. You can enroll in the discount program by clicking here and entering passcode YTGN4T13, or calling 1.888.411.5174 and mentioning code 13.
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Q: How do I set up a FedEx account?
A: (Expand)[expand] To open a new FedEx account, you can either go online to enrolladvantage.fedex.com/5309 and enter passcode YTGN4T13 or call 1.888.411.5174 and mention code 13. There is no cost to open an account and you will begin to receive the discounts when you ship using your new account.
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Q: Can addresses be imported from FedEx Ship Manager at fedex.com or my FedEx Ship Manager software into the QuickBooks address book?
A: (Expand)[expand] Addresses can be imported into QuickBooks from FedEx Ship Manager at fedex.com. Export the addresses from FedEx Ship Manager at fedex.com by choosing the .csv format, then import them into QuickBooks. FedEx Ship Manager software addresses can not be imported into QuickBooks at this time.
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Q: How do I set up QuickBooks to use my Signature Release Authorization?
A: (Expand)[expand] From the File menu in your QuickBooks software, select Shipping, then Settings. Under FedEx Account enter your Authorization number and click done. This Authorization number is issued by FedEx Express when you sign and return a “Release Delivery Authorization and Indemnification Agreement for Shippers.” This form can be obtained through your local FedEx World Service Center or your FedEx account executive.
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Q: Can I set shipment defaults for my FedEx shipping characteristics (e.g., weight, dimensions, etc.)?
A: (Expand)[expand] Yes, go to Settings and select Shipment Defaults. Provide your preferences here. The Shipping Form will then default to match the preferences you have selected.
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Q: Can I print an End-of-Day (EOD) Manifest for my FedEx Ground shipments?
A: (Expand)[expand] Yes. Go to the File menu in your QuickBooks software, select Shipping, select FedEx Shipping Options, and then select the Print Ground End-of-Day Manifest option. Manifests aren’t required for FedEx Express shipments.
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Q: Can I print my shipping label a few days in advance of actually shipping the package?
A: (Expand)[expand] For FedEx Express, yes, you can print a label 10 days in advance (called a Future Day shipment); but for FedEx Ground, QuickBooks only currently supports shipments going out that day. If you require this functionality, please use fedex.com.
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Q: Does QuickBooks Shipping Manager support the FedEx Delivery Signature Options?
A: (Expand)[expand] Yes, starting in QuickBooks 2007 the new FedEx Delivery Signature Options are supported.
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Q: How do I cancel a FedEx package that was never shipped?
A: (Expand)[expand] From the FedEx shipping screen, select the Track or Cancel a Shipment button. Select the shipment you would like to cancel, then click the Cancel button.
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UPS Specific Questions

Q: Can I still use my existing UPS account?
A: (Expand)[expand] Yes. When you register to use UPS through QuickBooks just provide your existing UPS account number.
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Q: Do I receive a discount on shipping fees if I use UPS through QuickBooks?
A: (Expand)[expand] If you have a UPS discount, the discount will not be affected by the QuickBooks integration. If you have special pricing with UPS, provide your account number during UPS registration through QuickBooks and your discount will continue to be applied to your UPS invoice. While UPS published rates are displayed in the QuickBooks Shipping Manager (Ship Now and Rate Quote), you will still receive your discount on your UPS invoice.
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Q: What are the Terms and Conditions?
A: (Expand)[expand]To use the integrated UPS functionality through QuickBooks, you must have a UPS account and agree to the Terms and Conditions presented during UPS registration.
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Q: How do I set up a UPS account?
A: (Expand)[expand] There’s no cost to open an account and you can do it online here http://www.ups.com/content/us/en/resources/sri/openaccountonline.html?srch_pos=2&srch_phr=open+ups+account or by phone 1-800-PICK-UPS (1-800-742-5877).
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Q: Does QuickBooks Shipping Manager show UPS discounted rates or list rates?
A: (Expand)[expand] QuickBooks Shipping Manager shows the UPS list rate. If you have UPS discounts, the discounted rate will be reflected on your UPS invoice.
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Q: What UPS Account Type do I choose in QuickBooks Shipping Manger Settings?
A: (Expand)[expand] The Account Type setting determines the UPS rate chart used to calculate rates for the Rate Quote option on the UPS Shipping Form. Go to the File Menu in the QuickBooks Software and select Shipping. Select UPS Shipping Options and then select Settings (For POS users, click on the Point of Sale menu and select QuickBooks Shipping Manager). In Settings, Choose “Daily Pick Up” Account if you have a UPS driver stopping at your establishment daily and/or you pay a UPS weekly service charge. Choose “On Demand/Occasional ” Account if you have a UPS account and you drop off your packages or schedule occasional pick-ups.
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Q: Why are UPS rates different when using Ship Now and Rate Quote?
A: (Expand)[expand] The rates displayed during Ship Now and Rate Quote or Estimate Cost should be the same. The shipping fees provided during “Ship Now” are the published rates for your UPS account. The shipping fees provided during “Rate Quote” or “Estimate Cost” are based upon the setting you choose in “Settings”. In order to calculate correct rate quotes, be sure that you have selected the right account type in Settings.
In Settings, choose “Daily Pick-up” if you are an occasional UPS customer that pays Daily Rates, have a UPS driver stopping at your establishment daily, and/or if you pay a UPS weekly service charge. Choose “Occasional/On Demand” if you have a UPS account, do not pay Daily Rates, and you drop off your packages or schedule occasional pick-ups.
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Q: How do I enable UPS Address Validation?
A: (Expand)[expand] UPS will confirm that the City, State, and Zip Code are valid prior to shipping. To enable (or disable) address validation, go to Settings, then Shipment Defaults, and check (or uncheck) the box to select Validate all USA addresses prior to shipment processing.
NOTICE: UPS assumes no liability for the information provided by the address validation functionality. The address validation functionality does not support the identification or verification of occupants at an address. Please note that UPS may charge additional fees for invalid delivery addresses.
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Q: Can I set shipment defaults for my UPS shipping characteristics (e.g., weight, dimensions, etc.)?
A: (Expand)[expand] Yes, go to Settings and select Shipment Defaults. Provide your preferences here. The Shipping Form will then default to meet your most frequent shipping characteristics.
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Q: When using UPS through QuickBooks, do I need to run an End-of-Day Report or Summary Barcode?
A: (Expand)[expand] No, you do not need an End of Day Report or Summary Barcode for the UPS driver to sign when using the integrated UPS functionality through QuickBooks.
Each shipping label has a small package symbol printed near the bottom on the right side. This symbol indicates that the package is prepaid and tells, which indicates to the UPS driver that no additional documentation is needed in order to accept the package. The UPS service provider merely scans the label on the package.
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Q: Can I print my UPS shipping label a few days in advance of actually shipping the package?
A: (Expand)[expand] Yes, you can print a label in advance. If a label is not used, it can be voided in QuickBooks up to 28 days after generating the shipment.
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Q: How do I void a UPS package that was never shipped?
A: (Expand)[expand] Within 28 days of creating the shipment, you can void the package within QuickBooks. From the File menu, select Shipping, then select UPS Shipping Options, then select Track or Cancel a Shipment. Select the shipment you want to void, and click the Delete button. If beyond 28 days, but within 180 days, contact UPS.[/expand]

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