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 will detail how to setup 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. Now, click on the new rule and the details of this rule will appear on the right side of the page as shown below.
6. Now, add/update the detail of the rule as applicable but before update/add 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 rule detail screen, scroll down to the bottom of the page and you will see Data Filter section.
2. On 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 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, now edit/update the rule details.
To Update/Edit the Rules
1. Now, click on 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. This example will leave rule name as was set on initial creation.
b. Trigger Period: How often export the new files. In this example it will be set to the default Every 2 mins value.
c. Export Framework: is used to specify how the information will be exported from Transvirtual. In this example we are selecting it Email, here you can update the export framework setting by clicking on setting button, 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, email edit setting page will display as shown below.
1. Now fill the email details as describe below.
i. Email Account (Optional: Select the email account with the help of drop-down button.
ii. Send to Consignment Sender Email: Enable the toggle if you wish to send email to the consignment sender mail address.
iii. Send to Consignment Receiver Email: Enable the toggle if you wish to send email to the consignment receiver mail address.
iv. Send to Consignment Creator: Enable the toggle if you wish to send email to the consignment sender mail address.
v. Send to Customer Contact: With the help of drop-down button select the applicable customer contact to send a mail.
For this example, we are going to send the emails to the customer using the Send to Customer Contact field and here we are using General from the list.
To see the email listed in General field, go to applicable customer card file and then click on Contact Field as shown below.
vi. Email To: Manually enter the Email ID in this field.
Email to field should typically be used for internal staff, unless the Data Filter has been limited to a particular customer. Any emails listed in this section will receive all emails generated by this EDI rule, so best to only enter internal staff emails where possible.
vii. Email Subject: field is used to enter text that will be sent as the Email Subject when the email is sent out.
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 detail screen will look as below.
2. Once email details are filled, now click on body tab and manually enter the message, we are going to send.
@Model.ExtraChargeQty and @Model.ExtraChargeName are special coding functions that automatically populate the name of the Additional Service that has been added to the consignment and the quantity that has been added. Ensure that these are typed exactly as per the above 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. From here, click on the Update to save the Email settings.
d. Export File Type: Select the export file type with the help of drop and down button. In this example we are using export file type None so setting button will be disable.
e. Enable Export: To enable this new rule, click on Toggle in Yes position, and then click on Update button to save the rules. Once you completed the color of the rule will be in White which means that this rule is enabled.
The Memo and Rule ID Errors are not mandatory field so in this example we keep it blank.
Delete the Rule
1. If you want to delete the rule, simply click on the delete icon, a confirm dialog will pop-up, click on Yes button, the rule will be deleted from database as shown below.
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