How to Print a Commercial Invoice Using the FedEx Ship Manager System

If you are shipping products internationally through FedEx, a commercial invoice is a necessary part of the process. This document contains important information about your shipment, including a list of the items being shipped, their country of origin, and their value. It serves as a customs declaration for the destination country and helps ensure that your shipment gets through customs smoothly.

Why You Need a Commercial Invoice For International Shipping

When a package is crossing international borders, it is subject to customs clearance. This process involves assessing the contents of the package and determining what taxes, customs duties or fees are to be paid. A commercial invoice serves as a declaration of the items in the package and their value, making it easier for customs officials to assess the package and apply the appropriate fees. Without a commercial invoice, your international shipment may be delayed or even rejected at the border.

Moreover, a commercial invoice is also important for the recipient of the package. It provides them with a detailed list of the items included in the shipment and their corresponding values. This information is necessary for the recipient to properly account for the items and pay any applicable taxes or duties upon receipt.

Additionally, a commercial invoice can also serve as a legal document in case of disputes or discrepancies between the sender and the recipient. It provides a clear record of the transaction and can be used as evidence in legal proceedings if necessary.

Overview of the FedEx Ship Manager System

The FedEx Ship Manager system is an online tool that allows you to process and print shipping labels, schedule pickups, and manage your shipments. This system is user-friendly, with an intuitive interface that allows you to easily create and print commercial invoices.

In addition to these features, the FedEx Ship Manager system also provides real-time tracking information for your shipments. You can easily track your packages and receive updates on their delivery status, ensuring that you always know where your shipments are and when they will arrive. This feature is especially useful for businesses that need to keep track of multiple shipments at once.

Step-by-Step Guide to Setting Up Your FedEx Ship Manager Account

Before you can start using the FedEx Ship Manager system to print commercial invoices, you will need to create an account. This process is simple:

1. Go to the FedEx website and choose the “Ship” option in the top navigation menu.
2. Click on the “Create Account” button and follow the on-screen prompts to enter your personal and business information.
3. Verify your account through the confirmation email sent to you by FedEx.
4. Log in to your account to start using FedEx Ship Manager.

Once you have logged in to your FedEx Ship Manager account, you can easily manage your shipments, print shipping labels, and track your packages. You can also save frequently used shipping information, such as recipient addresses and package dimensions, to make the shipping process even faster and more efficient. Additionally, FedEx Ship Manager offers a variety of shipping options, including express, ground, and international shipping, so you can choose the option that best fits your needs.

How to Create a Commercial Invoice in the FedEx Ship Manager System

Creating a commercial invoice in the FedEx Ship Manager system is a straightforward process that can be done in just a few clicks. Here’s how:

1. After creating a shipment in the FedEx Ship Manager system, click on the “Commercial Invoice” button.
2. Enter the necessary information, including a description of the items, their value, and the country of origin.
3. Review and confirm the information before submitting the invoice to be included with your shipment.

It’s important to note that creating a commercial invoice is a requirement for international shipments. This document serves as a customs declaration and provides important information about the contents of your shipment. Without a commercial invoice, your shipment may be delayed or even returned to the sender. Make sure to double-check all information entered in the invoice to avoid any issues with customs clearance.

Understanding the Information Required for a Commercial Invoice

Creating an accurate and complete commercial invoice is essential for ensuring that your shipment gets through customs quickly and easily. Here’s what you need to include:

• The name and address of the exporter and importer
• The date of shipment and the mode of transportation
• A detailed description of the items being shipped, including their quantity, weight, and value
• The country of origin, as well as the manufacturer or supplier of the items
• The intended use of the items
• The currency of the transaction and the terms of payment

It’s important to note that different countries may have specific requirements for commercial invoices. For example, some countries may require additional information such as the harmonized system code for each item being shipped. It’s important to research the specific requirements for the country you are exporting to in order to avoid any delays or issues with customs.

Additionally, it’s important to ensure that the information on the commercial invoice matches the information on other shipping documents, such as the bill of lading or packing list. Any discrepancies between these documents can cause delays or even result in the shipment being rejected by customs.

Tips for Accurate and Complete Commercial Invoicing

When creating a commercial invoice, it’s important to be as detailed and accurate as possible. Here are some tips to help you create a complete and accurate invoice:

• Double-check your product descriptions and values to ensure they match the descriptions and values on your shipment paperwork.
• Use plain language in your descriptions to avoid confusing customs officials.
• Check the import/export regulations of the destination country to ensure you have included all the necessary information.

Another important tip is to include the correct Incoterms on your commercial invoice. Incoterms are a set of rules that define the responsibilities of buyers and sellers in international trade. Including the correct Incoterms on your invoice will help avoid any confusion or disputes regarding who is responsible for the shipment at each stage of the journey.

It’s also a good idea to include any relevant payment terms on your commercial invoice. This can include information about when payment is due, what payment methods are accepted, and any discounts or penalties for late payment. Including this information upfront can help ensure that there are no misunderstandings or delays in payment.

How to Print Your Commercial Invoice From the FedEx Ship Manager System

Once you have created a commercial invoice, it’s easy to print it from the FedEx Ship Manager system:

• Open your shipment in the FedEx Ship Manager system.
• Click on the “Documents” tab.
• Find the commercial invoice in the list of documents and click on the “Print” button.

It’s important to note that you can also customize the format of your commercial invoice before printing it. This can be done by clicking on the “Customize Documents” button on the “Documents” tab. From there, you can select the fields you want to include in your invoice and adjust the layout to fit your needs.

Additionally, if you need to print multiple copies of your commercial invoice, you can do so by selecting the number of copies you need before clicking on the “Print” button. This can save you time and effort, especially if you need to send copies of the invoice to multiple parties.

Troubleshooting Common Issues When Printing Commercial Invoices

While the FedEx Ship Manager system is designed to be user-friendly, there may be times when you encounter technical issues. Here are some common issues and their solutions:

• If your printer isn’t working properly, try restarting it before trying to print the invoice again.
• If the information on your printed invoice is cut off, try adjusting your printer settings.
• If you have duplicate invoices, check to make sure you didn’t accidentally create multiple invoices for the same shipment.

Another common issue that may arise when printing commercial invoices is the formatting of the invoice. If the invoice appears distorted or the text is not aligned properly, try adjusting the page margins or selecting a different paper size in your printer settings. Additionally, if you are experiencing issues with the FedEx Ship Manager system itself, such as difficulty accessing the website or error messages, try clearing your browser cache or contacting FedEx customer support for assistance.

Best Practices for Managing and Storing Your Commercial Invoices

Keeping accurate records of your commercial invoices is an important part of running a successful international shipping business. Here are some best practices to consider:

• Store digital copies of your invoices in a secure location that is easily accessible.
• Make sure your invoices are properly organized and labeled for easy reference.
• Create a backup system to ensure you don’t lose important invoices due to technical issues or human error.

By following these tips and using the FedEx Ship Manager system, you can easily create and print commercial invoices for your international shipments. With the right tools and information, you can streamline your shipping process and ensure your packages reach their destinations quickly and easily.

Another important best practice for managing and storing your commercial invoices is to regularly review and update them. This can help you identify any errors or discrepancies and ensure that your records are accurate and up-to-date. It can also help you identify any trends or patterns in your shipping activity, which can be useful for making strategic business decisions.

Additionally, it’s important to consider the security of your invoices. Make sure that only authorized personnel have access to your invoices and that they are protected from theft or cyber attacks. You may want to consider using encryption or other security measures to protect your sensitive information.