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

Consignment EDI (Electronic Data Interchange) Exports allow you to automatically send data from Transvirtual to another location via email, FTP, or other methods.

This article demonstrates a common setup example: sending an email to a customer that includes labels and consignment PDF notes when a consignment is created.

Use this when:

  • You need to send consignment details automatically to customers or external systems
  • You want to trigger exports based on specific consignment events
  • You need to include labels or documents with the export

Do not use this when:

  • You need to manually export data on demand
  • You are setting up imports (not exports)

For detailed information about EDI export concepts, frameworks, and settings that apply across all export types, refer to Shared EDI Export Concepts.

BEFORE YOU BEGIN

Ensure the following prerequisites are met:

  • You have permission to access Import/Export > Data Export > Consignments
  • Customer contact details are configured if sending to customer contacts
  • You understand which consignment events should trigger the export
   


STEP-BY-STEP INSTRUCTIONS

Step 1: Navigate to the Consignment Export page

  1. Go to Import/Export > Data Export > Consignments
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. 

Step 2: Create a new export rule

  1. Click New Rule
   

      2. Enter a Rule Name that describes what the rule does
      3. Select the Export Framework from the dropdown (e.g., Email, FTP)
      4. Click Create

  


The new rule appears in the Export Rules list with an orange background, indicating it is not yet active.




Step 3: Configure the data filter

The data filter defines the conditions under which the rule applies to a consignment.

  1. Scroll to the Data Filter section at the bottom of the page
  2. Select Field from the dropdown (e.g., Sub-Event)
  3. Select Logic from the dropdown (e.g., Equal)
  4. Select Value from the dropdown (e.g., Consignment Created)
  5. Click Add Rule to save the filter
  

 

The applied filter displays as text within the Data Filter section.

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. 

Step 4: Configure the rule details

  1. Select the rule from the list
  2. Update the following fields on the right side of the page:This section helps you how to update/edit the rule details. 


 
Rule Name: Update if needed. Use a name that clearly describes what the rule does.

Trigger Period: Controls how often the rule checks for pending exports. Click Settings to adjust. Default is every 2 minutes.

Trigger Event: Defines the event that triggers the export. Select the appropriate option (e.g., Consignment SubEvent).

Single Export Only: Toggle to Yes to prevent duplicate exports of the same data. Toggle to No to allow multiple exports.

Export Framework: Defines the export method (e.g., Email, FTP). Click Settings to configure:

  
      Export Framework Settings
  • Send to Consignment Sender Email: Toggle to Yes to send to the sender
  • Send to Consignment Receiver Email: Toggle to Yes to send to the receiver
  • Send to Consignment Creator: Toggle to Yes to send to the creator
  • Send to Customer Contact: Select the contact type from the dropdown (e.g., General, Accounts)
  • Send to Assigned Agent Contact: Select the contact type from the dropdown
  • Email To: Enter additional email addresses manually
  • Email Subject: Enter the subject line (e.g., "Consignment Labels and PDF note for @Model.ConsignmentNumber")

Note: Use @Model.ConsignmentNumber to dynamically insert the consignment number into the subject or body.

     
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.

       3. Click the Body tab to add your custom message
      


    

      4. Click Validate to check that any dynamic fields (e.g., @Model.ConsignmentNumber) are entered correctly
      5. Click OK to return to the settings

      Export File Type: Select the file format from the dropdown (e.g., Basic CSV/Excel, None). Click Settings to configure:
  • Send Consignment PDF: Toggle to Yes to include the consignment PDF
  • Send Consignment Label PDF: Toggle to Yes to include the label PDF
  • Update file extension, data to export, and file name format as needed
  • Click Update to save
 

 Note: If you only want to send PDFs (no CSV/Excel file), set the file type to None. The PDF settings will still apply.
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.
   Step 5: Enable the rule
  1. Toggle Enable Export to Yes
  2. Click Update
  

The rule's background color changes to white, indicating it is active.

Step 6: Test the rule (optional)

  1. Add your own email address to the Email To field
  2. Create or update a consignment that meets the data filter conditions
  3. Check your inbox to confirm the email was sent correctly
  4. Remove your email address once testing is complete


Step 7: Delete a rule (if needed)

  1. Click the Delete icon next to the rule
  2. Click Yes to confirm
   
The rule is removed from the database.

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 (white background, not orange)
  • Review the data filter logic and ensure the consignment meets all conditions

Issue: Wrong customer receives the email
Cause: Customer contact or Email To field is incorrect
Resolution:

  • Verify the customer's contact details in the Customer Card under the Contact Details tab
  • Check the Email To field in the export rule settings

Issue: Labels or PDFs are missing
Cause: Export File Type settings are not configured to include PDFs
Resolution:

  • Go to Export File Type settings
  • Enable Send Consignment PDF and Send Consignment Label PDF toggles
  • Click Update

Issue: Export works for some consignments but not others
Cause: Data filter conditions are too specific
Resolution:

  • Review the data filter logic
  • Adjust conditions to match all required scenarios
  • Test with different consignment types


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