Weekly Zebrafish Reports

Owned by Sara Yilmaz
Apr 08, 2022

Once per week JoLynn Burdett sends a spreadsheet asking me to fill in the cost for each shipment processed the week before. Sometimes it can extend beyond the previous week. Note, this is for index / activity 400091/40098P only. In order to obtain the data, you need to run a FedEx export report.

Step-by-step guide

  1. Run report from FedEx station at Mail Services Coordinator's desk.
    1. Databases from menu bar
    2. File Maintenance
    3. Export
    4. Template name: UOFOSHIP HIST 3
    5. Output file name: \\Printing-fs\Printing-and-Mailing-Services\authorizedusers\Postage Accounts\FedEx\XPS1101-15.ASC I’m using November as an example. You will add the date range in the output file name after “XPS” which I put in red font
    6. OK
    7. Select date range from Ship Date: 11/1/2020 to 11/15/2020
    8. Click Exclude Deleted Records
    9. OK (a pop-up will tell you how many records were exported)
  2. From another computer that’s not the FedEx station, open the following file: \\files.uoregon.edu\fs-files\Shared\Budget\Conting1\FASS Mail Services\Postage Accounts\UOMAIL\Index Checking and Conversion Tools\UOMail.xlsm

  3. A blank excel doc will open along with a side window that says “Mail Services File Prep.”

    1. Click Open File
    2. Follow this path: Printing and Mailing Services / Authorized Users / Postage Accounts / FedEx
    3. Find the file that is saved as XPS1101-15 (as an example, this is the November 1-15 file just created)
    4. Back to the Mail Services File Prep window you will need to select FedEx from the drop down menu where is asks for the source of the file
    5. Click Process File

  4. A new excel sheet will open while it works to convert all the FedEx data. You can now close the UOMAIL excel file.

  5. Sort the list by the index column so all of Zebrafish’s shipments are together for easy finding.

  6. Have JoLynn’s spreadsheet open on the other monitor so you can look at them side by side.

  7. JoLynn’s spreadsheet does not have tracking on it so you will need to search by date and company and/or attention name.

  8. Find the cost under the “Final Charges” column and enter it in the corresponding “Ship/Handle” column.
    image2021-4-20_15-34-41.png

    1. If there is a shipment that doesn’t exist on your export, note it on JoLynn’s spreadsheet.
    2. Sometimes there will be duplicates with a note from JoLynn that there will only be one shipping charge. If this is the case, only include the shipping charge once.

  9. Once all shipments are accounted for, save JoLynn’s spreadsheet and send it back to her.

  10. You do not need to save the FedEx export.