Card Files (Suppliers / Agents)

Card Files (Suppliers / Agents)

SUMMARY/PURPOSE

Use this article to create, edit, and manage Supplier/Agent user accounts in Transvirtual.

OVERVIEW 

The Suppliers (Agents) Cards page allows you to add, edit, or delete agent records.

Use this when:

  • Creating new agent accounts
  • Updating agent information
  • Importing multiple agents at once
  • Linking agents between Transvirtual accounts

BEFORE YOU BEGIN

Ensure you have:

  • Access to Transport > Configuration and Setup in the web portal
  • Appropriate user permissions to manage agent records
  • CSV file prepared (if importing multiple agents)

           

Access the Agents Page

  1. Navigate to Transport > Configuration and Setup > Card Files (agents/Supplier/Staff)
  2. Click on the Suppliers (Agents) tab
                                              

STEP-BY-STEP INSTRUCTIONS 

To Add a New Agent

1. To add a new agent, on Suppliers (Agents) list page, click on Add Agent/Supplier, the Add agent page will pop-up as shown below.

  

2. On Create or Link a new agent page, either manually enter the agent name or Link to an existing agent using the agent's Transvirtual number, and then click on the Add button, 

Importing List of Agents/Suppliers

   

 

AlertIMPORTANT: If you have included Agent Codes, the system requires them to be unique (non-repeating)


1. Transvirtual allows you the ability to import a list of Agents into your account via a CSV file. To do this, click on the Import Agents button, and the import pop-up will be visible as shown below:

 

2. Either click on the box and select the file or drag and drop the file in the selected box and then click on the next button, a new pop-up will prompt where you can select the card file and map the Name (along with other infos) with the help of the drop-down button:


3. A good example of the columns you may want to include in your file could be the below:

     

4. The fields in this column are as per the below:

  

5. Map accordingly and click Next to import and create the suppliers/agents in your file. 
NotesNOTE: This type of import does NOT overwrite what is currently in your account. That means you should have no issues performing a csv import and adding new agents to what is there currently. 
Regardless of this, it is still a good idea to export the current data using the Export Agents button top-right of the agent list grid, BEFORE attempting an import. 

Linking an Agent to an Existing Agent using the Agent's Transvirtual Number

Transvirtual allows for a link directly between Agents and/or agents also using Transvirtual for Consignments, Scans, Status and POD information to flow between your accounts.
There are two ways to link the agent as below:
a. When adding a new Agent.
b. By using the request link button for existing card file.
To know more how to link an existing agent or new agent click here.

Searching/Finding an Agent Card 

1. To open the agents List page, go to Transport > Configuration & Setup > Card Files (agents/Suppliers/Staff), click on the Suppliers (Agents) tab, the Agent List will display.
2. This will open a window that allows you to search/filter for an agent.
3. This page allows you to filter the agents on a number of fields stored against each agent. In this case, Under the "Agent Name" column there is a search box you can enter the part of the name.  Push the Enter key on the keyboard and you will be showed a list of the agents that match the search criteria.
4. Double click on the agent's name to see their details.

Edit/Modify an Agent Card

1. On the Agent List page (see below), double-click on the name of the agent you wish to edit/modify:



2. You can double-click on any field you wish to modify across all of the tabs:



After double-clicking:


Disabling an Agent

1. Find/Locate an agent from the Agent List page, double-click on the agent's name and the Agent Details page will open.
2. Click on the button in the top left-hand corner of this page:



3. Click on 'Yes' to confirm.



Re-Adding a Deleted Agent

Agents that were deleted through the Web Portal are only disabled and not presented in the agents list. Working through the following instructions shows you how to find and re-enable a agent that has been deleted.

1. To open the Agent List page, go to Transport > Configuration and Setup > Card Files (agent/Supplier/Staff).
2. Click on the Suppliers (Agents) tab and that will open the Agent List page that allows you to search/filter for an Agent.
3. In the top right-hand corner of the page, there is a tick box labelled "Show Deleted". If you select this tick box it will refresh the Agent List and any deleted Agents will be highlighted in orange.


4 This page allows you to filter the agents on a number of fields stored against each agent. In this case, Under the "Agent Name" column there is a search box you can enter the part of the name. Push enters and you will be showed a list of the agents that match the search criteria.
5. Double clicks on the agent you wish to edit, the editing screen will come up for that agent.
6. Click on the +Enable Agent/Supplier button in the top right-hand corner of the page:





THE AGENT CARD FILE PAGE

When you double-click on a agent's name in the agent List, you will be directed to the agent card file page where you can see edit/add agent Details, Contact Details, Logo, Logins, Consignment Related Rules, Finance, Files/Images and Notes as shown below:
                                          

Details Tab

To edit/add any detail, double click on any field and then manually enter the detail, as describe below.
      a. Name: Is the Name you entered when creating this new agent.
      b. AKA: Is a code that can be used against this client when creating Consignment import rules (You can have more than one, but they must be separated by a comma).
      c. Agent Code: Is a code that can be used against this client. It too can be used when creating import rules.
      d. VIP agent: Enable this toggle in Yes position to mark the agent as a priority agent.
Info
For Example: Once enable this toggle, and when creating a consignment, this VIP will reflect along with consignment number, and on Consignment Filter screen, you can see the VIP on Service level also as shown below.

      d. If this client becomes a Transvirtual user, you can also then link this agent with their Transvirtual Number. This allows the transfer of information about shared consignments without the need for import and export rules. This is done by clicking on the Request link with agents TransVirtual button.  
NotesNOTE: Informational changes will flow to the assigned agent until they make a change to the consignment information their end.

Contact Details Tab

agents can have a list of contact details. They each contain the same basic fields, but their purpose within the software can be important. They can be used in conjunction with EDI export rules to create workflows. To go to contact details, click on Contact detail tab, the contact detail screen will open as shown below.

    

General

This section is the default section used for contact details.

1. On this section if you wish to update/add any detail, first click on Edit Details button, the edit contact detail pop up will display as shown below.

   
 
2. On this screen, you can edit/add contact name, Phone number, fax number, Address 1/2, Suburb, Email, Website and Facebook.
3. Once you completed step 2, click on Ok button to save the changes.
4. If you wish to cancel these changes at any point, then click on Cancel button.

Accounts Payable

This contact able to be used with the EDI export rules. i.e. for invoicing.

1. On this section if you wish to update/add any account payable detail, first click on Edit Details button, the edit contact detail pop up will display as shown below.
2. Follow the steps from 1 to 4 as describe for General Section.

Accounts Receivable 

This contact able to be used with the EDI export rules. i.e. for invoicing.

1. On this section if you wish to update/add any account receivable detail, first click on Edit Details button, the edit contact detail pop up will display as shown below.
2. Follow the steps from 1 to 4 as describe for General Section.

Other

These contact rules can be used with the EDI export rules for various workflows.

1. The Other contact tab has few options for you to save contact information against them, first select this with the help of drop and down button and then edit the details of that type of contact. To edit the detail of Other section, first click on Edit Details button, the edit contact detail pop up will display as shown below.

2. Follow the steps from 1 to 4 as describe for General Section.

Logo Tab

There are 3 label types that can have personalized logos. These are Consignment Reports, Consignment Labels and Webportal Logo Override. The upload path for all of these is the same.

There are 2 ways to upload the file as below.
      1. Drag the logo on top of the corresponding report type.
      2. Click the box in the corresponding report type and select the appropriate file.

Some ideas to consider are as follows.
      a. Agent logos should be uploaded as either a PNG or JPG file.
      b. An image size can be forced within templates, but it's better to use an image close to the size you wish to print.
      c. Consignment Report should be wider than it is taller.
      d. Consignment Label should be taller than it is wider.

Logins Tab

Create a New agent Login

1. To create a new user, on Login page, click on New User, create a new user screen will pop-up as shown below.

  

2. Enter a Username and password.
3. Optionally enter a First and Last name to help making agent identification quick and easy.
4. Click on the Add button to save the changes.

Edit an Agent Login

1. To edit an agent login, first navigate to the agent Card and select the logins tab.
2. Double Click to open the Login Details
3. Double Click on the Field to be Edited and select Save.

Reset an Agent Login Password

   
1. Find/Locate a agent and go to the Logins tab.
2. Locate the user you wish to change the password of, and double left click on the User.
3. Select Change Password and enter the new password in both fields and click on Save button.

General Setup

The setting in this section is used to fine-tune the agent's consignment workflow and will take priority over the Global Setup settings.

Consignments
1. Print Consignment after Entry: Automatically generate or print consignment note on saving. 
2. Print Label after Entry: Automatically generate or print consignment label on saving.
3. Consignment Prefix (or GS1): Add alpha/numeric prefix to the beginning of consignment numbers. This is also useful for creating rules to manage data.
4. Min Consignment # Length: The shortest number of characters a consignment number can contain.
5. Next Consignment #: The next consignment number that will be generated.
6. Default Consignment Sender Address: Useful when this agent is generating consignments from a single address. This address pre-populates new consignments.
7. Default Consignment Receiver Address: Useful when this agent is sending consignments to a single address. This address pre-populates new consignments.
8. Default Pickup if Sender Name Altered (Returns): If consignment created and the default sender name is overridden then a pickup is triggered. We are assuming this agent is requesting a return of freight and always requires a pickup request in this case.
9. Default Pickup always: Always have pickup selected on new consignment creation - user can still override this.
10. Authority to Leave in Tracking: When agents track their deliveries via tracking URL, do you want them to be able to provide Authority to Leave instructions. If delivery on-board, driver will receive alert within a minute of the request.
11. Search Sender Reference for Barcode: Search the Sender Reference field for a barcode when scanning.
12. Dangerous Goods Cover with Consign Print: If printing consignment, do you want to also attach a dangerous goods sheet (if relevant).
13. Allow Quick Delivery Scans: This feature helps to scan the barcode quickly.
14. Barcode Format: Allows you to define the barcode format - See barcode format rules for examples.
15. Next SSCC Serial Reference: If set to a value > 0, then the Barcode Format setting is ignored and the produced barcode is to the GS1 format. Note: Your consignment prefix must be your GS1 Company reference number.

Manifests
1. Manifest Prefix: Add alpha/numeric prefix to the beginning of manifest numbers.
2. Min Manifest # Length:  The shortest number of characters a manifest number can contain.
3. Group Manifests by Sender: Create a new manifest each time a consignment with a new sender address is entered.
4. Daily Manifests: A new manifest is created for each day. Consignments created with a date in the future will be added to that day's manifest.
5. Auto Close Manifests: Auto close manifest at set time. Good for locations which have a regular pickup at the same time each day.
6. Manifest Auto Close Time: Set time for manifest to auto close.
7. Manifest Auto Generate Pickup Request: When a agent manifest is created, a pickup is also created. As additional jobs are added to the manifest your pickup request will update live with the new quantities and weights.
8. Manifest Pickup Default Ready Time: Default the pickup ready time whenever a pickup is auto triggered from a manifest creation.


Finance Tab

WarningIMPORTANT: This section requires you to have the finance module enabled.

Theses sections allow you to override global financial settings and make specific customisations for the agent when entering a consignment.

Finance Settings

These settings are inherited from Configuration > General > Global Setup, on General tab, go to Finance section.

  • When to invoice: Set a specific invoice period for a agent.

  • Set invoice date to: Allows you to define the invoice date generation.

  • Auto Close Invoice: Set the rule to define when an invoice should be closed.

  • Invoice Due Date: Allows you to set a due date for the invoice.

  • Tax Number: Allows you to store a tax file number for this agent.

These settings override settings within Finance > Other Setup > Accounting Packages (Not able to see this).

  • Account Package Settings: Selects the accounting package link for this agent.

  • Linked To: Select the agent within the accounting package that is selected above.

Files/Images Tab

1. To upload image/files, first click on Files/Images tab, the images/files page will open as shown below.

 

2. There are two ways upload images/files in this tab. 
      1. Drag the file and drop on the related column.
      2. Click on the box and select the appropriate file from the database.
3. If needed you can view the file history where you can see the file type, Username (Who uploaded the file), Date and Title as shown below.
                                                      

4. to update any existing file, first select the file detail of selected file will come on right-hand side of the screen as shown above.
5. On file detail section, you can Download or Delete the file by clicking on the related button, the file will be download or deleted.
6. If needed, you can add Notes manually in the Notes field or you can update the Title by manually enter the title name.
7. Once you done with the changes click on the Update button to save the changes.

Notes Tab

This field help to add Notes internally within your teams.
1. To add a note, on Notes tab, click on the Add button, the add comment pop-up will come on screen as shown below.

 

2. Now add a comment in the comment section and then click on the Add button, the newly added comment will be visible on Show comments screen.

    • Related Articles

    • Finance Setup for Agents

      TransVirtual offers users the ability to price and invoice consignments within their account to assist with tracking business income and cost. This article will detail the standard advised setup process for Agent/'Last Mile' businesses to ensure all ...

    • Card Files (Customer)

      SUMMARY/PURPOSE Use this article to add, edit, import, delete, or configure customer cards in Transvirtual. This guide explains how to manage all aspects of customer information including contact details, logos, login credentials, consignment rules, ...

    • Card Files (Staff)

      SUMMARY / PURPOSE Use this article to create, edit, and manage staff user accounts in Transvirtual. OVERVIEW Staff user cards control access to Transvirtual for your team members. Each user requires a card that defines their login credentials, ...

    • How to Add, Enable and Disable a Credit Card

      This article will describe how to add and enable the Credit Card(s) in Transvirtual database. To do it, go to Account > Transvirtual Account > Credit Cards, the credit card list page will display as shown below. How to Add, Enable and Disable a ...

    • Finance/Invoice Setup Process

      Transvirtual has an optional add-on Finance module that allows you to add pricing to consignments and invoice out consignments to customers; as well as send these invoices across to your accounting software (Myob or Xero) so that you can keep track ...