Additional Services Export (EDI)

Summary / Purpose

Use this article to automatically export Additional Service information from TransVirtual.

This guide explains how to notify customers or internal teams when additional charges are applied to consignments.

Overview

In TransVirtual, Additional Service EDI (Electronic Data Interchange) export rules can be created to send information from TransVirtual to a location, using FTP, email, or other methods. These export rules are typically used to alert a customer that an Additional Service has been applied to one of their consignments.

This article details how to set up a rule, using an example. To see the Additional Services Export page, go to Import/Export > Data Export > Additional Services.

Step-by-Step Instructions

Add/Create a Rule

To create a new rule, go to the Additional Services page, where a similar screen to the one below will display.
On the Export Additional Services page, click the New Rule button as shown above. The Create a new export rule pop-up will display as shown below.
Manually enter the Rule Name to specify what the rule will be called, select the Export Framework using the drop-down, and click Create.
Once the rule is created, it will display on the Export Rules tab, highlighted in orange, as shown below.

The orange color shows that this rule is not yet active.

This example uses Sample Email Export as the rule name and Email as the Export Framework.
Click the new rule to display its details on the right side of the page, as shown below.
Add or update the rule details as applicable. Before updating the rule details, set the data filter first. The Data Filter determines when the rule will or will not apply to a consignment.

Data Filter

To see the data filter section, scroll down to the bottom of the rule detail screen to the Data Filter section.
In the data filter section, select the details for Select Field (Screen 01), Logic (Screen 02), and Select Value (Screen 03), then click Add Rule. The rule detail will display on the Data Filter screen (Screen 04) as shown below.

This example selects Approved in Select Field, Equal in Logic, and Yes in Select Value.
The Data Filter will now only look for and apply to consignments that have Approved Additional Services.
If this needs to be limited to a particular customer, an extra line can be added to the Data Filter that specifies a customer name.
This example applies the rule to all customers, so the Data Filter is left with only the first line. Once the Data Filter has been configured, edit or update the rule details.

To Update/Edit the Rules

Click the newly added rule to display its details on the right side, as shown below.
Update the details as follows:
- Rule Name: Name given to the rule. Can be changed at any point but should be reflective of what the rule will be used for.
- Trigger Period: How often to export the new files. This example uses the default Every 2 mins value.
- Export Framework: Specifies how the information will be exported from TransVirtual. This example uses Email. The export framework setting can be updated by clicking the Settings button, which displays the edit email setting pop-up.
  The FTP, E-mail, Webservice, Printer, Account Package, and SMS settings can be customized using the Settings button.
  
  Export Framework Setting
  To customize the email setting, click Settings. The email edit setting page will display, as shown below.
  1. Fill in the email details as described below:
    - Email Account (Optional): Select the email account using the drop-down.
    - Send to Consignment Sender Email: Enable the toggle to send email to the consignment sender address.
    - Send to Consignment Receiver Email: Enable the toggle to send email to the consignment receiver address.
    - Send to Consignment Creator: Enable the toggle to send email to the consignment creator address.
    - Send to Customer Contact: Select the applicable customer contact using the drop-down.
      This example sends the emails to the customer using the Send to Customer Contact field, using General from the list.
      
      To see the email listed in the General field, go to the applicable customer card file and click the Contact field, as shown below.
    - Email To: Manually enter the email address in this field.
      The Email To field should typically be used for internal staff, unless the Data Filter has been limited to a particular customer. Any emails listed here will receive all emails generated by this EDI rule, so it is best to only enter internal staff emails where possible.
    - Email Subject: Enter the text that will be sent as the email subject.
      The @Model.ConsignmentNumber is a special coding function that automatically populates the consignment number. Ensure that this is spelt exactly as shown for this to work.
    - After filling in the details, the screen will look as shown below.
  2. Once the email details are filled in, click the body tab and manually enter the message to send.
    
    @Model.ExtraChargeQty and @Model.ExtraChargeName are special coding functions that automatically populate the name of the Additional Service and the quantity added. Ensure these are typed exactly as shown for them to work as expected.
    - The Validate button, located bottom-left, can be used to preview what the email will look like. It also checks any code that has been added and confirms there are no issues.
    - Click Update to save the email settings.
- Export File Type: Select the export file type using the drop-down. This example uses None, so the settings button will be disabled.
- Enable Export: To enable this new rule, click the toggle to the Yes position, then click Update to save the rule. Once completed, the color of the rule will be white, meaning the rule is enabled.
  
  The Memo and Rule ID Errors fields are not mandatory, so this example leaves them blank.

Delete the Rule

Click the delete icon. A confirmation dialog will appear. Click Yes to delete the rule, as shown below.