Global Setup

Global Setup

Global Setup

General

General

Field Descriptions

This section allows you to define default general settings for mobile devices.

  • Auto Updates Enabled:  As updates to the mobile application are rolled out, notifications will be automatically sent to the devices. Users are still required to install the update due to Android security permissions.

  • Allow Quick Login:  Gives the drivers a list of previously logged on users to select from or allows scanning of a barcode representing a driver's name to login.

  • Force Login:  Each time the application starts the driver will be prompted with a login page to confirm or alter the current user and vehicle that device is assigned to.

  • Force Vehicle in Login:  Works in conjunction with the force login setting, requiring your drivers to select a vehicle from a list when they log into a device.

  • Single Row Detail Display:  If theres more then 1 row of data on a consignment, the mobile will summarise into a single row when viewing the consignment detail.

  • Allow Timezone Set:  The timezone of the device automatically inherits the timezone selected within the TransVirtual portal.

  • Allow Headport Set:  Allow staff to change the headport on their device or restrict it to make changes only via the web portal.

  • Allow same-day duplicate pickups:  Allow duplicate pickup request to be made for the same location each day. Disabling this allows the first pickup request, then adds all subsequent requests to the first pickup.

  • Allow Vehicle Detail View:  Allows you to review details of vehicle (that device is assigned to) and take display photo of vehicle. Recommend only a manager has this enabled as assists in vehicle setup. Feature visible in applications settings page.

Loading

Field Descriptions

This section allows you to define default loading settings for mobile devices.

  • Load via Item Scanning: If you will be scanning item barcodes onto vehicle in place of the consignment numbers this will assist drivers in tracking shortages by displaying scan counts and row colors.

  • Load Vehicle - Search Consignment before Manifests: As your drivers scan freight in the Load Vehicle page, the system will by default search for consignment numbers before General manifest numbers. If this value is enabled, the logic will search for manifest numbers before consignment numbers.

  • Live 'On Delivery' Scans: As the driver loads their vehicle and the device has the setting "Display Load Scans" enabled within the TransVirtual settings of that device, live scans will be sent to the server in place of waiting for the driver to complete their load.

  • Allow Subdocket: When a driver enters a consignment that does not exist in the system, this setting allows the driver to take a photo of freight and generate a sub consignment enabling delivery. This data will match with the real data when its eventually entered into the web portal.

  • Force Customer in Subdocket: When used in conjunction with the Allow Subdocket setting this will force drivers to enter a customer name on creation.

  • Capture all Item Barcodes in Subdocket: When used in conjunction with allowing subdockets, they will force drivers to scan all available items/bar-codes to track shortages.

  • Allow Shared Consignments: Allows consignments to exist on more then 1 device at a time.

  • Allow Load on Delivery Page: If this is de-selected drivers will not be able to add consignments while in the Delivery page on the mobile devices. They will be advised to go to the Load Vehicle page to add consignment data.

  • Allow Load via Consignment Number: If this is de-selected drivers will only be able to add consignments to the device via article barcode scans and consignment numbers will not return data. This is used if you require maximum article scanning as loading via consignment numbers will not generate scan data.

  • Allow Delete in Load Page: Allows drivers to remove consignments from device while in the Load Vehicle page.

  • Search Sender Reference for Barcode: Enables the device to search the Sender Reference field for a barcode.

Localisation

Field Descriptions

This section allows you to define default general settings for mobile devices.

  • Customer Name: Your company name that appears in reports.

  • Email Address: Your default email address that will be used if an email address is missing. Example if staff member requests a password reset, and they don't have an email address set then this default email will be used.

  • Country: This is the country you are based in, used to ensure the correct suburb listing is displayed to your team as they enter consignments.

  • Time Zone: This is the default time zone that your staff will use. If staff exist in a different time zone, you can override this value in their card file setup.

  • Culture: This is the default culture (currency, date formats etc) that your team will use

  • Default Length UOM: Default Length Unit of Measure (UOM).

  • Default Weight UOM: Default Weight Unit of Measure (UOM).

  • Display Length UOM (Limited): Override the "Default Length UOM" in consignment creation and view. This allows your users to create consignments in their UOM which will auto convert to your default UOM.

  • Display Weight UOM (Limited): Override the "Default Weight UOM" in consignment creation and view. This allows your users to create consignments in their UOM which will auto convert to your default UOM.

  • Currency: Select preferred currency.

  • Metric Report Sizes: If available, use metric paper size when selecting report templates

Zone Listings

 Field Descriptions

  • Headport Zone List: Create zones you would like to use as "reporting" zones. This is the most common zone list used and assists in breaking up data such as drivers and consignments into reporting units.

  • Auto Allocation Zone List: This is a unique zone list you can use to assign freight. This may be a broken up headport zone listing as you will have many assignment zones in each headport zone. This zone listing is only used for assignment of consignments.

  • Auto Allocation Zone List (Bulk): This field is useful if you wish to assign cartons to one agent and pallets to another agent, for example. This is simply a field where you can specify an alternate Auto-Allocation zone list.

  • Route/Scan/Agent Zone List: These are the zones that appear in the scanning of the mobile device. It allows you to have many more zones that will not affect your headport zones. It is recommended you start with the same zone names as in your headports so the system can work between both zone groups. Example mobile users are assigned to your headport zones, but you will want them to function with your linehaul (scanning) zones. Agents are also assigning to this zone list.

  • Label Route Printout Zone List: A zone listing that can be used to place "sort codes" on your labels.

  • Transit Times Zone List: This field is where you can allocate a zone list that will be used for calculating transit times. Transit times can be setup to specify times taken for deliveries from 'A' to 'B'.

  • User Alerts During Consignment Creation: 

    This section is used to stop or alert customers when creating consignments in either a No Service area or a Limited-Service Area. To set this up you would simply need a zone list that has only 2 zones; a No Service and a Limited-Service Zone-and assign suburbs to these zones accordingly. If a user tries to enter a consignment for a suburb that is part of the No Service zone list, they will be stopped from doing so. If they are trying to enter a consignment for a suburb that is part of the Limited-Service zone, they will be able to create the consignment but will be notified with an alert telling them that they are creating a consignment in a Limited-Service area.

Chat Settings

Field Descriptions

                                                           

  • Enable Chat: If enabled, this will allow you to chat (within TransVirtual) to other staff members that are logged into the web portal. This is not for mobile chats.

  • Enable Chat for Customers: Enable chat with customers.

  • Limit Customers to Chat Groups: Limit Customers to Chat Groups.

  • Enable Chat for Mobile: Allow chat between web and mobile users.

  • Enable Chat between Mobile: Allows mobile users to chat between them.

            
1. Once enabled you will see a chat icon at the top right of the web page as shown below.

                                                                                                                  
2. If you have clicked this chat icon, you will be presented with the Active chat screen as shown below.

                                                                                                      
3. Under Start Chat, click on drop-down button and select a driver and then click on Chat button as shown above, the chat session pop-up will display where you can enter your message and then click on send button as shown below.
                                                                                                                        

4. After step 3, the recipient will then receive your message and can respond accordingly.

Finance

Field Descriptions

  • Default - When to Invoice Services: Choose when you would like to add a consignment price to the current open invoice. This setting can be changed for individual customers in the customer card. The options listed here are On Creation (will be invoiced as soon as the consignment gets created), Pickup or Delivery Complete (will be invoiced only when the pickup component or the delivery component has been correctly performed-there are Proof of pickup/deliveries available), Delivery Complete Only (will be invoiced when the delivery has been completed and there is a POD), Manual (will only add to an invoice when you manually choose to do so) and Never (will never add to an invoice and the consignment will not price). 

  • Default - Set Invoice Date to: Choose when you would like to create/issue an invoice. This setting can be changed for individual customers.

  • Default - Auto Close Invoice: Choose when to automatically close the current invoice and start a new one. This setting can be changed for individual customers from within each customer card. This setting is used to automatically close an invoice at set times (3 biz days after invoice date etc). A reason this is useful is because, in conjunction with the other settings here, it ensures that all consignments are placed onto the respective week or fortnightly (depending on your invoice setup) invoice. Auto closing an invoice means any new consignments will be added to the next open invoice. 

  • Default - Invoice Due Date: Choose your payment term/due date for each invoice. This setting can be changed for individual customers.

  • Pricing Start Date: When enabling the Pricing and Invoicing Module, you can select a date that you want to begin adding prices to consignments. This will only need to be set once. If consignments do not have a price and they should, it may be that they pre-date this pricing start date. 

  • Next Fortnightly Invoice Date: Allows for a fixed fortnightly invoice cycle. If your invoice day of week is not a Friday, it will count back from this date. So, if Invoice is fortnightly Wednesday, this will date your invoice 2 days before this date.

  • Additional Services Require Approval: This ensures that additional services are approved before invoices are released. If this setting is enabled, you will not be able to approve and lock an invoice until all Additional Services on that invoice have been approved. Useful to ensure extra charges are added correctly.  

Other

Field Descriptions

  • Allow Authority to Leave in Tracking: This feature allows receivers that have been given a tracking link to provide ATL instructions on the consignment tracking page. If they are going to miss the delivery, they can provide ATL before the driver arrives or if carded, they can enter this information for re-delivery the following day.

  • Vehicle Maintenance Hourly Rate: Used in conjunction with time tracking of staff working on vehicles.

  • Link Dangerous Goods To Additional Service:  Link dangerous goods to an additional services charge.

Add-on Modules

Field Descriptions

  • Enable Equipment Control Module: The equipment control module allows your team to monitor transfers between you and your customers. Example is the control of pallets. As a driver drops pallets to a location, they will record this transaction (as well as displaying the current outstanding balance to driver/customer) and this will update their running totals. You can also configure emails to be sent to the customer whenever a transaction has been recorded.

  • Enable Optimal Route Module: This module provides route optimization features. You will need to enable this on your devices. See the Modules help pages for further information. This is a paid add-on module.

  • Enable Form Reports Module (Driver/Vehicle Checks): The forms module allows you to create questionnaires for your team to complete across your business. Examples include, vehicle checks, safe to work, accident reports and much more.

  • Enable Pricing Module: The pricing module gives you tools to rate consignments and orders for both customers and suppliers(agents).


Images and Layouts

Your logos can be uploaded to TransVirtual to show your logo on the web portal and mobiles devices. There are 2 label types that can have personalized logos. These are Web Portal Logo and Mobile Application Logo. The upload process for both of these is the same.

There are 2 ways to upload the file:

  1. Drag the logo on top of the Web Portal Logo or Mobile Application Logo.

  2. Click the box in the logo type and select the appropriate file.

Some ideas to consider are:

  • Customer logos should be uploaded as either a PNG or JPG file.

  • Logos should be wider than it is taller.

Device Text      

This article will describe the features within Device Text

  • Sender Declaration: When a sender signs a device on pickup of goods, this will be the declaration that appears above the signature pad. If empty the default declaration will be displayed

  • Receiver Declaration: When a receiver signs a device on receipt of goods, this will be the declaration that appears above the signature pad. If empty the default declaration will be displayed

  • Equipment Module Title: Default name is "Equipment" Control Module. enter a name here to customize it. E.g. Pallet Control Module.

  • Equipment Consign Label: Default name is "Edit Pallet Counts" Control Module. enter a name here to customize it. E.g. Tap to edit Pallet Counts

Device Settings - Modules

This article will describe the features within Device Settings -> Modules. 

This section allows you to define default scanning settings for mobile devices.

  • Default Allow Equipment Control Module: The equipment control module allows your team to monitor transfers between you and your customers. Example is the control of pallets. As a driver drops pallets to a location, they will record this transaction (as well as displaying the current outstanding balance to driver/customer) and this will update their running totals. You can also configure emails to be sent to the customer whenever a transaction has been recorded.

  • Equipment Hide Given Notes: Hide equipment given notes from signature screen.

  • Equipment Force Notes/References: Force drivers to add a note or reference for all Equipment Transactions

  • Equipment Auto Customer Transactions:  If enabled, will generate equipment transactions against the customers of consignments that have equipment counts listed. Normally only used if you are not using equipment control on mobile devices.

  • Default Allow Optimal Route Module: Optimal route is charged per device; this setting will allow you to turn off the default for each device where you can then turn on at the device level.

  • Average time during drops (min): This will be used when calculating ETA of driver's jobs and is the default time to be used at each location.

  • Default Allow Form Reports Module (Driver/Vehicle Checks): Forms module is charged per device; this setting will allow you to turn off the default for each device where you can then turn on at the device level.

Device Settings - Auto Allocate/Sync

This article will describe the features within Device Settings -> Auto Allocate/Sync.

This section allows you to define default scanning settings for mobile devices.

  • Zone Discovery, use Suburb Rules before Map Rules: Zones can be created using suburb names, postcodes or boundaries drawn on maps. This setting priorities suburb/postcode rules over maps. You can disable this to prioritize map rules if preferred.

  • Sync Blackout Period Starts: Create a blackout period during which drivers will not receive new consignment data on their devices. Useful for companies with drivers who take their devices home. This time sets the start of the blackout period.

  • Sync Blackout Period Ends: Create a blackout period during which drivers will not receive new consignment data on their devices. Useful for companies with drivers who take their devices home. This time sets the end of the blackout period when allocated consignment data will be released.

Device Settings - Scanning

This section allows you to define default scanning settings for mobile devices.

  • Allow Duplicate Scans: This applies to the Scan Page of the app and if an item has already been scanned within the past 2 hours by that device and this is set, it will still record the second scan

  • Allow Barcode Remapping: If allowed your drivers will be able to "remap" barcodes on a given consignment. This will be used if the barcode values are not known until the freight is picked up and at that point drivers will be able to rescan all the barcodes against the given consignment.

  • Allow ReWeighting: If this is allowed, your team will be able to update consignment weight and dimensions as they scan freight.

  • ReWeight, Apply Customer Only: If weight checks (or cubic) performed from mobile devices, the values will only update customer charge values

  • Validate Linehaul Scans: If turned on, each linehaul out scan will hit the server to check against your route tables. If any issues found, user is alerted. Note, this may cause short delays between each linehaul out scan.

  • Validate Depot In Scans: If turned on, each depot in scan will hit the server to check against your route tables. If any issues found, user is alerted. Note, this may cause short delays between each depot in scan.

Device Settings - Delivery

This article will describe the features within Device Settings -> Delivery.

This section allows you to define default delivery settings for mobile devices.

  • Allow re-Delivery of Completed: Allows completed consignments (delivered) to be rescanned and delivered on a device.

  • Display Extra Charges Before Signature: The extra charges page is displayed just before the signature page is displayed.

  • Allow Turn Directions: Will allow the driver to use turn by turn driving instructions to get to their end location.

  • Allow Silent Clear on Delivery Page: If this is enabled, drivers will be able to clear all "Undelivered" consignments from the devices "Deliveries" page via a "Clear" menu option. The system will NOT record any "return" depot status updates for those consignments. The most common way to return consignments to depot is via the "Return Depot" button (tap delivery at top of delivery page) which WILL then change status updates against each consignment.

  • Capture Failed On Delivery Scans: If driver scans an item "Load Vehicle" and it does not exist on server, this setting will still capture a "On Delivery" scan if the item appears in system later. If this is turned off, "On Delivery" scan will not be captured for missing consignment data.

  • Allow Delivery Items Across Devices: This applies to the Load Vehicle page and each item that is scanned the device will ask the server if another device has already scanned this item on for delivery today. If this is disabled, it will slow down the scan speed due to the extra checks for each item being scanned onto the vehicle.

                                                                                                

This section will describe the features within the Global Consignment Creation Rules.

General Setup


Consignment Required Fields

    • Weight: Require a weight to be entered on a consignment

    • Dimensions: Require dimensions to be entered on a consignment

    • Description must be from list: The item description must exist in the Description List.

    • Pickup ready time required for all pickups: A pickup ready time must be entered on all consignments.

    • Pickup close time required for all pickups: A pickup close time must be entered on all consignments.

    • Customers only have access to their address lists: Customers will only have access to the addresses they have entered previously and not addresses entered across the account.

    • Delivery close time required: A delivery close time must be entered on all consignments.

    • Dangerous Goods Cover with Consignment Print: Print the Dangerous Good Cover with all consignment prints.

    • Force Customer: Force the selection on a customer on consignment creation.

Other

    • 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.

    • 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 to be generated.


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 consignment that are picked up and delivered on the same device without returning the items to a depot.

Description List

                                                                                                                  

1. This section allows you to setup specific description values and default wights and dimensions for items on the consignments. By adding these here, they are set to be selected in the item description when creating a consignment. This can be overridden in the customer or agent specific creation rules to further refine the consignment entry process.
2. These description values can also be used in the rating filters to allocate appropriate rates.
3. Click on the Add Description button to add a Description Value by name.
4. Double Click on the Description Value to enter default weights and dimensions.

Email SMTP Setup

1. Through TransVirtual you are able to provide the details of your Email SMTP server so that any outgoing emails can be sent from your email as opposed to a standard TransVirtual email address.
2. You can access the setup for SMTP Servers and Email Accounts via Global Setup (Configuration > General > Global Setup).

            

SMTP Servers

1. On SMTP server page, click on Create SMTP Server button as shown below.

                                                                              

2. A pop-up for Create a new SMTP server will display as shown below.

                                                                              

3. Now, manually enter the Title/Name for the server and the SMTP server address (You may need to contact your IT or Email provider for these details) and then click on Create button to add the SMTP server in database, the SMTP server will be added in list in orange color (Which means that this rule is not yet active) as shown below.

                                                                           

3. Now, click on newly added SMTP server, the detail of server will come on the right side of the screen as shown below.
      

4. Now, update the applicable detail which you want and then click on Update button to save the changes as shown above.

4. If you want to enable SMTP server Authentication (Click on Toggle in Yes position), the email accounts to be setup will need to have permissions in your SMTP server or alternatively you can setup an SMTP server for each Email Account (You may need to contact your IT or Email provider for these details) as shown below.

                                                                              

5. To enable the SMTP server, click on the toggle button in Active position, the rule will be active, and color of this rule turns into white as shown below.


6. If needed you can delete any of the existing SMTP server by click on Delete Icon, a confirm dialog will popup, click on Yes button the rule will be deleted from the database.

Email Accounts

1. On Email accounts page, click on Create Email Setup button as shown below.

                                                                  


2. A pop-up for Create a new Email Address will display as shown below.

                                                                                 

3. Now, manually enter the Title for the Email and then click on Create button as shown above, the Email account will be added in the list in orange color (Which means that this rule is not yet active) as shown below.

                                                                  

4. Now click on the newly added Email accounts, the detail of that email account will be reflected on the right side of the screen as shown below.
                                                            

5. Update the required details as necessary and then click on toggle in Active position to enable the rule.
6. Now after step 5, click on Update button to save the changes.
NotesIf needed, then click on Send Test button to ensure all working ok.
7. If needed you can delete the Email Account by click on Delete Icon, a confirm dialog will popup, click on Yes button the rule will be deleted from the database.
Info
Ensure to update all EDI rules to the relevant emails you have setup if you wish to use different emails for different exports.


Contact Details

This section should be populated with your company details. This is used within TransVirtual to populate your details on various templates including your invoices but is also used by TransVirtual to send your invoices.
1. To see the contact detail section, go to Configuration > General Settings > Global Setup and go to the Contact Details tab and select Edit Details beside the contact type you wish to add/edit.
Info
Invoices from TransVirtual will be sent to your Accounts Payable Contact details and Invoices to your Customers/Agents will be populated from the Accounts Receivable section.
Notes
Multiple Email addresses should be separated with a comma in TransVirtual e.g. support@transvirtual.biz,accounts@transvirtual.com



This section helps you to add logo either on consignment report, consignment label report and invoice report logo.
1. To do so, go to Configuration > General Settings > Global Setup and go to the Logo tab, the logo page will display as shown below.



2. Now, either select the file from your system folder by clicking on it or drop and down the file in any or all of the logo's section to upload the logo(s) in the database.
Alert
The file format will be either in PNG or JPG format.



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