Customer List

Customer List

Creating a New Customer Card

  1. In your TransVirtual web portal menu, click on Home -> Card Files -> Customer List.
  2. Click on the  button in the top right corner of the page.

  1. You will be presented with a window to create a New Customer or Link to an existing Customer using the customer's TransVirtual number

  2. Enter a Customer Name and Select

  3. You will be then presented with a page that allows you to enter details about this customer.

  4. Double left click on any field to edit it;

    • Name: Is the Name you entered when creating this new customer

    • 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)

    • Customer Code: Is a code that can be used against this client. It too can be used when creating import rules.

  1. If this client becomes a TransVirtual user, you can also then link this customer 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 Customers TransVirtual #" button.  Please Note: Informational changes will flow to the assigned agent until they make a change to the consignment information their end,

Importing a list of Customers





If required, TransVirtual allows you the ability to import a list of customers into your account through a csv file. 
Please click here for information on this.

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

The fields in this column are as per the below:


Map accordingly and click Next to import and create the customers in your file. 
Note: 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 customers to what is there currently. 
Regardless of this, it is still a good idea to export the current data using the Export Customers button top-right of the customer list grid, BEFORE attempting an import. 


Searching/Finding a Customer Card

  1. To open the Customers List page, go to Home > Card Files > Customer List

  1. This will open a window that allows you to search/filter for a customer

  1. This page allows you to filter the customers on a number of fields stored against each customer. In this case, Under the "Customer 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 customers that match the search criteria.

  2. Double left click the customer to see its details.

Edit/Modify a Customer Card

  1. Find/Locate a customer 

  2. Once you have found your customer you will be presented with a window as follows;

  3. You can double left click on any field you wish to modify across all of the tabs

  4. When finished modifying any field, select save to update the customer

Disabling a Customer

  1. Find/Locate a customer

  2. Once you have found your consignment you will be presented with a window as follows;

  1. Click on the button in the top left hand corner of this page:  

  2. You will be presented with a Consignment Settings and Actions screen, tick the box next to "Customer" and click .

Re-Adding a deleted Customer

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

  1. To open the Customers List page, go to Home > Card Files > Customer List

  1. This will open a window that allows you to search/filter for a customer

  1. In the top right hand corner there is a tick box labeled "Show Deleted". If you select this tick box it will refresh the Customer List and any deleted Customers will be highlighted in orange.

  2. This page allows you to filter the customers on a number of fields stored against each customer. In this case, Under the "Customer Name" column there is a search box you can enter the part of the name. Push enter and you will be showed a list of the customers that match the search criteria.

  3. Double left click on the customer you wish to re-add and the editing screen will come up for that Customer.

  4. Select the  button in the top right hand corner of the page.

Contact Details

Customers can have a list of contact details. They each contain the same basic fields, but there purpose within the software can be important. They can be used in conjunction with EDI export rules to create work flows.

General

This contact is the default contact used within the software.

  1. Click Edit Details to change any of these details.

  2. Make changes and click "OK" to save
  3. If you wish to cancel these changes at any point, click "Cancel"

Accounts Payable

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

  1. Click Edit Details to change any of these details.

  2. Make changes and click "OK" to save
  3. If you wish to cancel these changes at any point, click "Cancel"

Accounts Receivable -

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

  1. Click Edit Details to change any of these details.

  2. Make changes and click "OK" to save
  3. If you wish to cancel these changes at any point, click "Cancel"

Other

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

The Other contact tab has 4 options for you to save contact information against, You select this and then edit the details of that type of contact;

  1. Click Edit Details to change any of these details.

  2. Make changes and click "OK" to save
  3. If you wish to cancel these changes at any point, click "Cancel"

Logos

There are 2 label types that can have personalized logo's. These are Consignment Reports and Consignment Labels. The upload path for both of these is the same.

There are 2 ways to upload the file,

  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;

  • Customer logo's should be uploaded as either a PNG or JPG file.

  • A image size can be forced within templates, but its better to use an image close to the size you wish to print.

  • Consignment Report should be wider than it is taller

  • Consignment Label should be taller than it is wider.

Logins

Create a Customer Login

  1. Click the "New User" button in the top right hand corner.

  1. Enter a Username

  2. Enter a Password

  3. Optionally enter a First and Last name to help making customer identification quick and easy

  4. Click the "Add" button.

Edit a Customer Login

  1. Navigate to the Customer 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 a Customer Login Password


  1. Find/Locate a customer 

  2. Go to the Logins tab

  3. Locate the user you wish to change the password of and double left click on the User

  4. Select Change Password and enter the new password in both fields and select save

Customer Consignment Creation Rules

General Setup

Consignment

  • Print Consignment after Entry: Automatically generate or print consignment note on saving (Requires printers to be configured - Click here for instructions)

  • Print Label after Entry: Automatically generate or print consignment label on saving (Requires printers to be configured - Click here for instructions)

  • Consignment Prefix (or GS1): Add alpha/numeric prefix to the beginning of consignment numbers. This is also useful for creating rules to manage data.

  • Min Consignment # Length: The shortest number of characters a consignment number can contain.

  • Next Consignment #: The next consignment number that will be generated.

  • Default Consignment Sender Address: Useful when this customer is generating consignments from a single address. This address pre-populates new consignments.

  • Default Consignment Receiver Address: Useful when this customer is sending consignments to a single address. This address pre-populates new consignments.

  • 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 customer is requesting a return of freight and always requires a pickup request in this case.

  • Default Pickup always: Always have pickup selected on new consignment creation - user can still override this.

  • Authority to Leave in Tracking: When customers 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.

  • Search Sender Reference for Barcode: Search the Sender Reference field for a barcode when scanning.

  • Dangerous Goods Cover with Consign Print: If printing consignment, do you want to also attach a dangerous goods sheet (if relevant).

  • Allow Quick Delivery Scans:  

  • Barcode Format: Allows you to define the barcode format - See barcode format rules for examples.

  • 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

  • Manifest Prefix: Add alpha/numeric prefix to the beginning of manifest numbers.

  • Min Manifest # Length:  The shortest number of characters a manifest number can contain.

  • Group Manifests by Sender: Create a new manifest each time a consignment with a new sender address is entered.

  • Daily Manifests: A new manifest is created for each day. Consignments created with a date in the future will be added to that days manifest.

  • Auto Close Manifests: Auto close manifest at set time. Good for locations which have a regular pickup at the same time each day.

  • Manifest Auto Close Time: Set time for manifest to auto close.

  • Manifest Auto Generate Pickup Request: When a customer 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.

  • Manifest Pickup Default Ready Time: Default the pickup ready time when ever a pickup is auto triggered from a manifest creation.

Bookings

  • Pickups require Booking:  Can se the default of Yes or No
  • Deliveries require Booking:  Can se the default of Yes or No

Required Fields

This section allows you to override global defaults for this customer and specifically set required fields

Point to Point Filter

This section allows you to setup Point to Point filters using the Data Filter to create one or many rules. This enables the customer to create a consignments that are picked up and delivered on the same device without returning the items to a depot.

Description List


This section allows you to setup specific description values and default wights and dimensions for items on the consignment. This can be used in addition to or to override the global description list by selecting the Override box at the top of the list.

These description values can also be used in the rating filters to allocate appropriate rates.

Click the  to add an Description Value by name.

Double Click the Description Value to enter default weights and dimensions.

Finance

This article requires you to use the finance module.

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

Finance Settings

These settings are inherited from Settings > Global Settings > Finance

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

  • 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 customer.

These settings override settings within Finance > Other Setup > Accounting Packages

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

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

Link to an Existing Customer using the customer's TransVirtual number

  1. Enter TransVirtual Number of the Customer you are adding.

  2. This will send a request to the Customer that you linking too.

  3. The customer will receive a notification to for you to become an agent.


  1. They can do one of the following

    1. Accept and Link this to an to an existing Agent in their system

    2. They can Accept and Create a New Agent Card

    3. They can Reject the request.

  2. Once accepted, you will see this new Customer in your customer list. Some of the information about this client is pre-populated. It will still need to be checked and extra details filled out.


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