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, there is the ability to create Additional Service EDI (Electronic Data Interchange) Export Rules that can send out information from Transvirtual to a location, this can be done using FTP, Email, etc, typically these export rules are used to alert a customer that you have applied an Additional Service to one of their consignments.
This article details how to set up a rule with 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 you will see a similar screen as shown below.
2. On Export Additional Services page, click on the New Rule button as shown above, a pop up of Create a new export rule will display as shown below.
3. Manually enter the Rule Name where you input what you want this rule to be called and select the Export Framework with the help of Drop-down button and then click on the Create button as shown above.
4. Once rule is created then it will display on Export Rules tab and highlighted in orange color as shown below.
The Orange color shows that this rule is not yet active.
In this example we are using Sample Email Export as a rule name and Email in Export Framework.
5. Click on the new rule and the details of this rule will appear on the right side of the page as shown below.
6. Add/update the detail of the rule as applicable, but before updating the rule details it is good to set the data filter first. The Data Filter is the driving force behind when the rule will and won't apply to a consignment.
Data Filter
1. To see the data filter section, on the rule detail screen, scroll down to the bottom of the page and you will see the Data Filter section.
2. On the data filter section, select the details for Select Field (Screen 01), Logic (Screen 02) and Select Value (Screen 03) and then click on Add Rule. The rule detail will display on the Data Filter screen (Screen 04) as shown below.
In this example, we are going to select Approved in Select Field, Equal in Logic and Yes in Select Value field.3. The Data Filter will now only look for and apply to consignments that have Approved Additional Services.
If you want to limit this to only apply to a particular customer, you could add an extra line to the Data Filter that specifies a customer name.
4. For this example, we are going to apply this rule to all customers, so we will leave the Data Filter with just the first line. Once the Data Filter has been configured, edit/update the rule details.
To Update/Edit the Rules
1. Click on the newly added rule and you will see the rule details on the right side as shown below.
2. You can update the details as follows:
a. Rule Name: Name given to rule. Can be changed at any point but should be reflective of what the rule will be used for/does.
b. Trigger Period: How often to export the new files. In this example it will be set to the default Every 2 mins value.
c. Export Framework: Used to specify how the information will be exported from Transvirtual. In this example we are selecting Email. You can update the export framework setting by clicking the Settings button, and the edit email setting popup will display.
a. Rule Name: Name given to rule. Can be changed at any point but should be reflective of what the rule will be used for/does.
b. Trigger Period: How often to export the new files. In this example it will be set to the default Every 2 mins value.
c. Export Framework: Used to specify how the information will be exported from Transvirtual. In this example we are selecting Email. You can update the export framework setting by clicking the Settings button, and the edit email setting popup will display.
You have the ability to customize the FTP, E-mail, Webservice, Printer, Account Package and SMS using the Settings button.
Export Framework Setting
To customize the email setting, click on Settings. The email edit setting page will display as shown below.
1. Fill the email details as described below:
i. Email Account (Optional): Select the email account using the drop-down.
ii. Send to Consignment Sender Email: Enable the toggle to send email to the consignment sender address.
iii. Send to Consignment Receiver Email: Enable the toggle to send email to the consignment receiver address.
iv. Send to Consignment Creator: Enable the toggle to send email to the consignment creator address.
v. Send to Customer Contact: Select the applicable customer contact using the drop-down.
vi. Email To: Manually enter the email address in this field.
vii. Email Subject: Enter the text that will be sent as the email subject.
viii. After filling the details the screen will look as below.
2. Once email details are filled, click on the body tab and manually enter the message to send.
i. The Validate button located bottom-left can be used to preview what the email will look like. It also checks any code you have added and ensures there are no issues.
ii. Click Update to save the Email settings.
To customize the email setting, click on Settings. The email edit setting page will display as shown below.
1. Fill the email details as described below:
i. Email Account (Optional): Select the email account using the drop-down.
ii. Send to Consignment Sender Email: Enable the toggle to send email to the consignment sender address.
iii. Send to Consignment Receiver Email: Enable the toggle to send email to the consignment receiver address.
iv. Send to Consignment Creator: Enable the toggle to send email to the consignment creator address.
v. Send to Customer Contact: Select the applicable customer contact using the drop-down.
For this example, we are going to send 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 on the Contact Field as shown below.
vi. 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 best to only enter internal staff emails where possible.
vii. Email Subject: Enter the text that will be sent as the email subject.
The @Model.ConsignmentNumber is a special coding function that will automatically populate the consignment number. Ensure that this is spelt exactly as above for this to work.
viii. After filling the details the screen will look as below.
2. Once email details are filled, click on 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.
i. The Validate button located bottom-left can be used to preview what the email will look like. It also checks any code you have added and ensures there are no issues.
ii. Click Update to save the Email settings.
d. Export File Type: Select the export file type using the drop-down. In this example we are using None so the settings button will be disabled.
e. Enable Export: To enable this new rule, click the toggle to the Yes position, and then click Update to save the rule. Once completed, the color of the rule will be white, which means the rule is enabled.
e. Enable Export: To enable this new rule, click the toggle to the Yes position, and then click Update to save the rule. Once completed, the color of the rule will be white, which means the rule is enabled.
The Memo and Rule ID Errors fields are not mandatory, so in this example we keep them blank.
Delete the Rule
1. Click the delete icon. A confirmation dialog will appear. Click Yes to delete the rule, as shown below.
