Consignment Import (EDI)

Overview

Create the Import Rule

1. On the Consignment Import settings page, click Add Import Rule. A pop-up to create a new import rule displays.
   
2. On the Create a new import rule screen, fill in the details:
   • Rule Name: enter a descriptive name that reflects the rule's purpose. For example, "Consignment Creation Import via Email".
   • Import Framework: the method this EDI rule will use to import consignments. For this example, set this to Email.
3. Click Create. Your EDI rule appears in orange in the list, indicating it is not yet active. Click the rule, and its details display on the right side of the page.
   

Configure the Import Rule

1. Rule Name: this is already populated. Modify it if needed to better reflect the rule's purpose.
2. Import Framework: this is how the consignments will be created. For this example, we are using email, which means a file in the format of the Import File Type needs to be sent as an attachment to the email address listed for this rule. The email listed needs to be a Transvirtual email. To generate or identify the email address for this process, click the Settings button next to this field. A pop-up, View the Email Settings for this import rule, displays.
   
   
   Note: This generated email address must be used as the recipient when sending import files. Share this email address with staff or customers who will be creating consignments via this method.
3. Import File Type: select the file format that will be used for creating consignments. The most commonly used format is CSV (Comma-Separated Values).
   Note: Setting the Import File Type as CSV means the file sent via email must be a CSV file. Any other file type results in an import failure.
   
   Import File Type Setting: in addition to setting the Import File Type as CSV, you also need to map the columns that will be in the file (CSV files look similar to an Excel worksheet). Without column mapping, Transvirtual cannot determine what information belongs where, and imports would be unsuccessful. To add or edit the column mapping, click Settings, then edit the CSV file setting to adjust the columns required.
   • Delimiter Char: the character used to separate the columns in the CSV. Typically, commas are used in CSV files; other characters can be used if needed. This example uses a comma.
   • Toggle: the set of toggles can be used if required. The top toggle ignores the first row of a CSV file — useful if your file has a row of column headings. This example sets this toggle to Yes. The other commonly used toggle is Skip if Job Already Exists. Enabling this toggle means that once a consignment has been created, future EDI imports cannot update its information. This example sets it to No.
   • Column Mapping: lists the columns that should appear in your CSV file, from left to right. To add mapping, click and select the relevant fields from the column selector, or remove an existing column by clicking its cross icon.
     Note: If there is no selection for a column, use the "xignore" column to ignore it.
     Note: The column mapping in this EDI import rule must exactly match the columns in your CSV file, from left to right. Any mismatch causes the import to fail.
   • Transformation Code: a numeric value that can be used to map complex CSV files. This is not typically required; contact Transvirtual staff if you need this implemented. This example leaves the field blank.
   • Once your mapping is set up, click Update to save the changes.
4. Customer (Optional): use this field so you don't need to specify a Customer Name in the CSV file. If you select a customer, any consignments created via this EDI rule belong to that customer. This field also acts as a backup Customer Name for any rows missing one. This example leaves it blank.
5. Agent/Supplier (Optional): specify an Agent/Supplier to list against consignments created via this EDI rule.
   Note: This may be handy for situations where the same Agent/Supplier always does the delivery or pickup for these jobs. This example leaves it blank.
6. Leave the remaining fields blank unless you need to change the default Date/Time, UOM (Length, Cubic Weight, or Height), or Weight formats. For example, if dimensions are provided in millimetres instead of metres, set the UOM to mm so the system converts it to metres when the consignments are created.
   Note: The Timezone should also be set accordingly.
7. Once the details for this rule are configured, enable the rule using the Enable Import toggle, then click Update to save the changes.
   
8. The import rule is now active and appears in white in your list.

Send Files via the Import Rule

1. For this example, the file type is CSV, meaning the attached file sent to the Transvirtual email must be a CSV file, otherwise the import fails and the consignments are not created.
2. The columns listed in the file must be exactly the same as those listed in the Import File Column Mapping. Below is an example of what the file could look like.
   
3. Ensure the columns listed match what is in the Import Mapping. Save the file as a .csv file, attach it to an email, and click Send to send the email to the address listed for this import rule.
   
4. A few minutes later, the consignments are created in your account, provided there are no errors with the file type or column mapping. You can check for newly created consignments via the Consignment Search page (Transport > Operational Task > Consignment) or the Import History page (Import/Export > Administration > Import History, searching for the Rule Name and double-clicking the rows to see what consignment numbers were created via this rule). The Import History page also shows whether an import succeeded or not.

Notes

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