Address List

Address List

The address list contains a list of all the addresses of the senders and receivers from your consignments. Addresses can be added to the list through various methods as below:
  1. Manually Added: You can manually add addresses while on the Address List page.
  2. Imported in Bulk: Addresses can be imported in bulk.
  3. Automatically Added: Addresses are automatically added when creating Consignments via the portal or through EDI Imports.
The Address List is searched whilst manually creating a consignment to minimize duplication and data entry time. Duplicate addresses can be linked together in a Parent and Child arrangement.

Create an Address Manually

1. To create/add an Address manually, on web portal, go to Transport > Configuration and Setup > Address List, the address list page will display as shown below.

 

2. To add an address, click on Add Address button, as shown above, a popup to Create a new address location will display as shown below.

 

3. Fill the details describe below:
  1. Limit to Customer - Select a customer if this address is specific to one of your customers with the help of Drop and Down button.
  2. Name - Business or person's name for this location
  3. Address 1 - First line of the address.
  4. Address 2 - Second line of the address.
  5. Suburb - Suburb of the address location; start typing and select from Dropdown options.
  6. Contact Name - Name or person to contact at this address location.
  7. Contact Phone - Phone number of the relevant contact.
  8. Contact Email - Email address for the contact person.
  9. Special Instruction Notes (Delivery) - Enter any delivery related instructions for this location e.g. Go to rear of Building.
  10. Autocomplete Code - A code your staff can enter when creating consignments to allow for ease of address lookup.
Use the Toggle button, if this location is a Business or Residential location, by default it is non-business, but you can change it by clicking on it.
 4. Once all details have been filled, click on the Add button, the address will be saved and reflect in your address list. 
Name and Suburb are the mandatory field while adding new address in the list.
5. You can import the Address by clicking on the Import Address List as shown below or can import the address list directly by clicking on the Import Addresses in the Address list.                          

                   
OR
                
6. The import address list page will display, here upload the file as shown below.

 

Import Address list helps you to import the addresses when you add more than 1 address.
7. On Import Address Lists page, fill the details as mentioned below:
  1. Limit to Customer - Select the customer for this to be limited to or leave blank for all customers to see these addresses.
  2. Delimiter Char - If using the default CSV file this will be a comma or change as required (comma is most common).
  3. Ignore First Row - If your file has a heading row check the box to ignore the first row.
  4. Column Mapping - Map the columns of your file to the appropriate fields, via the dropdown list, in Transvirtual. If you have columns you don't wish to import, use the Ignore option.
  5. Drag and Drop or Click to upload your CSV File with your address list.
Upload file is the mandatory filed, so make sure that you upload the file.
8. Now click on the Import button to create the addresses contained in your file.

Example Import File
Refer below example of what your import file could look like.


9. If required then you can do the column mapping by clicking on the Column Mapping filed and then select the applicable columns as per the requirement as shown below:

 

Note: When importing addresses, you are able to identify if an address is residential or business by using a Residential column such as the below in your file:

In the above there is a column that is called Residential, and the values contained are either YES or NO. Use YES for when an address is residential and NO for when an address is a business.
This column is then mapped using the Residential option from the dropdown:


Another thing to consider when doing an import is that you will need columns for State and Postcode. This differs to creating addresses manually within Transvirtual as per the top part of this article as when using that method you start typing an address and then select it from the options that appear.

Searching/Finding an Address

1. To search for an address, use the Name, Address or Suburb text boxes - in much the same way that you would search for a consignment in the pickup allocation or consignment search pages:

 
2. To search an address, simply type a value or enter text and then press enter, any matching results will display.
3. To remove the filter and return all results simply delete the search text from the white text box and press enter.

Editing/Modifying an Address

1. To edit/modifying an address, first select an Address by clicking on it, you will be presented the details of the address on the right side as shown below.
                  

2. Edit any of the fields that require change and then click on the Update button in the top right when complete.

Field Information
  1. Name: Customer Name.
  2. Location Number: Cannot Change, this is the location ID within Transvirtual.
  3. Autocomplete Code: A string of letters and/or number your staff can use to lookup sender/receiver addresses when entering consignments.
  4. Address 1: First Address Line.
  5. Address 2: Second Address Line.
  6. Suburb: Suburb State and Postcode.
  7. Residential/Business: Toggle this to the relevant option, assists with additional charges and reporting.
  8. Headport: Headport for this address determined by your headport zone listing.
  9. Contact Name: Onsite Contact for the address.
  10. Contact Phone: Onsite Contact Phone Number.
  11. Contact Email: Onsite Contacts Email Address
  12. Special Instruction Notes (Delivery): Any Site-specific instructions to be aware of.
  13. Special Instruction Notes (Pickup):  Any Site-specific instructions to be aware of.
  14. Close Time: The time this location closes.
  15. Linked Address Locations: Please Click Here for instructions on Assigning Parent and Child Associations between addresses.
  16. Pickups require Booking: Yes/No
  17. Deliveries require Booking: Yes/No
  18. Receiver Names: These are the historical names that have signed for goods at this address. You can add new names for drivers to select from. One name per line
  19. Delete Address Location: Check this box if you would like to delete this address location from the list.
Note: 
1. To use an autocomplete code you need to enter the relevant code against the address:


2. When you then go to create a consignment next time, you simply need to enter the autocomplete code into the name fields as shown below.


Address Linking

When customers enter consignments, they add a destination address. However, different people will abbreviate the name or addresses differently which will create multiple addresses to the same destination. Linking these addresses helps to maintain a streamlined workflow for your staff and customers who enter/create consignments, as well as your drivers who deliver them. 
It's important to understand that addresses can be linked either manually or automatically by a driver when grouping deliveries (Click Here for further information on this). This article will explain how to link addresses from the Web Portal (within Transvirtual).
Addresses can be one of 3 types: Parent, Child or Unlinked (have no links, usually most locations would fall into this category). You can view and modify any linked addresses by accessing the "Linked Address Locations" section.
1. To link an address, first select the address by clicking on it and then drag and drop-down the other address which you want to link with this address, the address will be linked as shown below. 



2. In the above screenshot, as you can see that address "11 Test Street" is linked to address "10 Test Street" and in that relationship the selected consignment is the parent address (the linked address appears with a C meaning that address is the child of this address).
3. When you're looking at a child address within the selected location, you'll see a list of "Linked Address Locations." In this list, you'll notice that some addresses have a "P" allocation on the right-hand side. This "P" indicates that the linked address is the parent address for the selected consignment. On the other hand, when viewing a parent address the "Linked Address Locations" will display addresses that will have a "C" allocated on the right-hand side.
4. If you wish to unlink any linked address, then first select the parent address and go to Linked Address Locations where you can see the linked address, in that link below the "C", a broken link icon present. Now, click on this broken link helps you to break the link and separate the addresses once more as shown below.

 
This broken link feature is handy if a link occurs accidentally, but please ensure that you only break links where required.
5. If you wish to link more address in a parent address, simply you can drag another address from the address list to the "Linked Address Locations" section to create another link as shown below.

 

6. You can see that in the above there are now two child addresses where before there was only one. When viewing a parent address, you can click on the "C" association to change the address from a child to parent address.

 

As per the above, after clicking on the C, that address then became the Parent which now means the address selected is now a child of that address. Handy if an address has been incorrectly assigned parent status when it should be the child instead.

Important considerations:
  1. Child addresses will not be visible when entering consignments.
  2. An address can only have one Parent.
  3. An address can have multiple Children.

Deleting an Address

Deleting addresses is not recommended unless absolutely required. Addresses that are generated via an EDI Import will recreate that address on the next consignment to that delivery address. If this address is a duplicate of another valid address in your address list, follow the instructions on how to Assign Parent and Child Addresses.
1. Once you have found your address you wish to delete, first select it from the address list on the left, you will be presented with the address details on the right. Scroll down and check the box to the left of Delete Address Location as shown below.

      

2. Now, click on the Update button in the top right-hand corner to action, the address will be deleted from the database.

If you delete an address, it will still show on any consignments where it was previously used, and the rating/pricing will continue work as it did prior to the address deletion. However please exercise caution when deleting addresses! 

Address Maps

1. In Transvirtual, all the addresses are mapped to their respective locations on the map. This can be overridden within the map if an address is not specific, particularly useful when dealing with Minesites (as an example) which may only have a road name for their address.
2. Additionally, when a delivery is performed to an address location, Transvirtual will utilise the Signature GPS location to improve the mapping accuracy.
3. If you need to alter this manually, select the Pin on the map and drag it to the correct location, as shown below.
    


Extra Information

1. You can view the Equipment Transaction information associated for a specific location, first select an applicable address from the address list and then navigate to the Linked Address Locations section on the right side of the screen and click on the View Equipment Control button as shown below.
                                                
2. To know more about equipment control, click here.

Export Address List

1. If needed, you can export the Address List by clicking on the Export List () button located at the top-right corner of the address list page.
Once you click on the Exporting List button, a file contains all the data from your address list will generate.
3. You can also export the address list data directly from the grid by clicking on the drop-down button on the export button located at the bottom-left corner of the address list page as shown below.

  

3. Doing this way will provide you with a file containing the information from the above grid - handy if you perform a search and only need to extract that data not the entire list.

Viewing Addresses limited to a customer

1. If you have addresses assigned to a customer and wish to view that only, use the dropdown button and select the applicable customer as shown below.

                                                                  

2. In the above, when the customer is selected, the results grid is populated with the addresses assigned to this customer.
3. If needed, you can remove the customer filter and return all results by clicking on the blank bar above the first customer in the list. This action removes the customer filter condition allowing you to see all addresses.
4. Additionally, you may wish for customers to be able to see only their own addresses (those assigned to them) when creating consignments. In this case, navigate to Configuration > Global Setup, click on Consignment Related Rules tab and then enable the toggle "Customers only have access to their address lists" in the Required Fields section as shown below.

 
Note:
1. The above setting 'Customers only have access to their address lists' only applies to customer logins.
2. If you are a Super Admin user you will still see all addresses in your account even with this setting enabled - this setting applies to customer logins used to manually create consignments within your account where the login can only see addresses linked to their customer card.

Things to Note
      1. When selecting a customer from the Limit to Customer section within the UI, you will need to have more than one customer in your account to be able to de-select a customer.
      2. Having more than one customer will then create a 'blank bar' at the top of the page which is selectable and allows you to de-select a customer from this list, allowing you to see the entire list (not specific to any one customer).

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