Consignment Export (EDI)

Consignment Export (EDI)

SUMMARY / PURPOSE

Use this article to automatically export consignment data from TransVirtual using EDI rules.
This guide explains how to send consignment details, labels, and documents to customers or external systems when consignments are created or updated.

OVERVIEW

In Transvirtual there is the ability to setup Consignment EDI (Electronic Data Interchange) Exports which are essentially a method of exporting data out from Transvirtual to another location via email, FTP etc. 
This article will run through the basics of a Consignment EDI Export and will demonstrate an example setup that is commonly used. To see the consignment page, go to Import/Export > Data Export > Consignments. 

   


STEP-BY-STEP INSTRUCTIONS

Example Setup

A common example for this type of rule is sending an email to a customer that includes labels and consignment PDF note for a consignment that have just created. 

Create/Add a New Rule

1. First navigate to Export Consignment page, you will see a similar screen as shown below.
   
2. To create a new rule, click on the New Rule button as shown above, a pop-up Create a new export rule will display as shown below.
  
3. Manually enter the Rule Name in the Rule Name field and select the Export Framework with the help of drop-down button. Then, click the Create button to add this rule as shown above.
4. Once the rule is created it will appear under the Export Rules tab and will be highlighted in orange color as shown below.

  
Info
The Orange color indicates that this rule is not yet active.
5. Now, click on the new rule and the details of this rule will appear on the right side of the page. Here add/update the details of the rule as needed, as shown below.             
6. Before update/add the rule details, first setup the data filter. The data filter defines the conditions under which the rule will or will not apply to a consignment. 

Data Filter

1. To setup the Data Filter, scroll down to the bottom of the page, you will see a Data Filter section as shown below. 
  
2. To set a data filter, first Select Field (Refer screen 01), then Logic (Refer screen 02) and finally Select Value (Refer screen 03) fields with the help of drop-down button.
Notes
In this example, we will use Sub-Event in the Select Filed column and then Equal in Logic and Consignment Created in the Select Value field.
3. Once all fields are filled in, click on Add Rule to save the filter. You’ll see the applied filter displayed as text within the Data Filter section (see Screen 04), as shown below.
  
Notes
- If you want to add more filter then again follow the instructions from steps 2 and 3, one more filter will display as shown below.
 
- But in this example, we will leave this data filter with just the first line of the logic, hence this rule will be applicable for all customers. 

To update/Edit the Rule   

This section helps you how to update/edit the rule details. 
1. Once you have configured the Data Filter, the next step is to edit the rule details at the top of the page. To do this, first select the rule from the list, then update the relevant details displayed on the right-hand side of the page, as shown below.
 
2. You can update the details as follows:
a. Rule Name: This is the name given to the export rule. It can be changed at any time, but it's best to use a name that clearly describes what the rule does. In this example, we’ll keep the original name set during the initial creation.
b. Trigger Period: This setting controls how often the rule will check for and send out pending exports. If needed, you can update the trigger frequency by clicking the Settings button next to this field. In this example, we'll leave it set to "Every 2 mins".
c. Trigger Event: This defines the event or action that will trigger the export process. In this example, we’re selecting "Consignment SubEvent", which will work together with the Data Filter to control when the export happens.
d. Single Export Only: This setting prevents the system from exporting the same data multiple times. You can turn it on or off as needed using the toggle switch. In this case, we’ll leave it set to “No”, so multiple exports are allowed if needed.
e. Export Framework: This setting determines how the data will be exported from Transvirtual. In this example, we're choosing "Email" as the export method. You can also update the email settings by clicking the Settings button next to this option, as shown below.
  
      Export Framework Settings
a. On Edit the email settings, you can update/add the basic details related to email as below.
   i. Send to Consignment Sender Email: Enable the toggle if you wish to send the email to sender mail ID.
   ii. Send to Consignment Receiver Email: Enable the toggle if you wish to send the email to a receiver mail ID. 
  iii. Send to Consignment Creator: Enable the toggle if you wish to send an email to consignment creator.
  iv. Send to Customer Contact: If you wish to send an email to customer contact, select the applicable option from the help of drop-down button.
  v. Send to Assigned Agent Contact: If you wish to send an email to assigned agent contact, select the applicable option from the help of drop-down button.
  vi. Email To: Manually enter the recipient's email address in this field.
  vii. Email Subject: Enter the subject line for the email in this field.                       
Info
In this example we are using email subject as Consignment Labels and PDF note for @Model.ConsignmentNumber. 
Idea
The @Model.ConsignmentNumber is a coding function that will automatically populate the consignment number into the email subject when the email is sent.
Notes
 The Customer Contact emails will be based on what has been setup in the relevant Customer Card under the Contact Details Tab as shown below.
    
For Example: If you selected 'General' as the Customer Contact field, when the export triggers against a consignment with Price per 25 Kgs as the customer, it will send to the email listed against the General contact which is test02@gmail.com.
 b. Once the basic details have been completed, click on the Body tab to add your custom message. For this example, we will use the message shown below.

       - When using the @Model.ConsignmentNumber it is always advisable to use the Validate button located at the bottom of the page. This button checks to ensure that any coding in play has not been entered incorrectly. 
       - After using the validate button and you have typed @Model.ConsignmentNumber correctly, you will be returned with a white screen which will display an example of what email will look like.  
      - Click on the Ok button on this window to return to the main email settings window you were in previously. 
f. Export File Type: Select the export file type with the help of drop-down button. For example, if you are using export file type Basic CSV/Excel and if you wish to update the Basic CSV/Excel setting, click on Settings of export file type, the edit CSV settings will display as shown below.
 

            Export File Settings
            i.  If you want to send consignment and its label in PDF format via email, then enable the Send Consignment PDF and Send consignment label PDF toggle in Yes position by clicking on it. 
            ii. If needed then you can update the file extension name, data to export, CSV file type, File extension name and File name format, once done click on Update to save the changes.
            iii. If you do not require an excel/csv file to be sent, change the file type back to None and click on Update to save the changes.
NotesIn this example, we are going to set the file type to None as we are simply going to send the labels and consignment note PDF. We don't want to send an excel/csv file. Even though the export file type is set to None, the settings are still there in the background which means the labels and consignment note PDF will still be sent.
   h. Enable Export: To enable the new rule, switch the Toggle to the "Yes" position, then click the Update button to save the changes. Once the rule is successfully enabled, its background color will change to white, indicating that the rule is active.
   
Info
1. The Memo and Rule ID Errors are not mandatory fields so in this example we keep it blank.
2. This is a common example as lots of your customers may book in a consignment and ask that you pick it up.
3. Setting this rule up means that they can then print out and label their freight ready for when your drivers pick the freight up. 
1. If you'd like to, it may be a good idea to include your own email in the below section Email To section as shown below.     

2. The reason to do this, is so that you also receive any emails generated by this EDI rule, which then means you'll know the EDI rule has worked and also what the email will look like when received by the customer.
3. A handy way to be able to test an EDI rule if needed - you can remove your email after you are happy the EDI rule is setup as expected.

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.

   


COMMON ISSUES & TROUBLESHOOTING

Issue: Consignment emails or files are not being sent
Cause: The export rule is disabled or the consignment does not meet the data filter conditions.
Resolution: Confirm the rule is enabled and the data filter logic matches the consignment.

Issue: Wrong customer receives the email
Cause: Customer contact or Email To field is incorrect.
Resolution: Verify the customer’s contact details and email settings in the export rule.

Issue: Labels or PDFs are missing
Cause: Export File Type settings are not configured to include PDFs.
Resolution: Check the Export File Type settings and enable PDF or label options if required.

Issue: Export works for some consignments but not others
Cause: Data filter conditions are too specific.
Resolution: Review and adjust the data filter logic to match all required scenarios.


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