Invoice Export (EDI)

Invoice Export (EDI)

Invoice Export (EDI)

Summary / Purpose

Use this article to automatically export invoices from TransVirtual using EDI rules.

This guide explains how to send approved and locked invoices to customers, agents, or linked accounting systems in formats such as PDF, CSV, or Excel.

Overview

The Invoice Export feature allows invoices generated in TransVirtual to be automatically sent once they reach a specific state—most commonly Approved and Locked.

Invoice export rules can:

  1. Send invoices via Email, FTP, Webservice, or Accounts Package
  2. Export invoices as PDF, CSV, Excel, or combinations
  3. Apply logic using Data Filters to control when and where invoices are sent
  4. Integrate with accounting platforms such as Xero, MYOB, Reckon, and QuickBooks

This ensures invoices are distributed consistently and reduces manual handling.

Step-by-step Instructions

This requires the Finance module as that is the only way Invoices can be generated.


To see the invoice page, go to Import/Export > Data Export > Invoice.

Create/add a New Rule

1. To create a new rule, on Export Invoices page, click on New Rule as shown below.

2. A pop-up Create a new export rule will display as shown below.

3. Now manually enter the Rule Name where you input what you want this rule to be called and select the Export Framework with the help of the dropdown, then click Create to add the rule as shown above.

In this example we will use Test 01 as a Rule name and Email in Export Framework.

4. Once rule is created then it will display on Export Rules tab and highlighted in Orange color as shown below.

The Orange color shows that this rule is not yet active.

5. Click on the new rule and the details for selected rule will appear on the right side of the screen as shown below.

6. Here you can add/update the detail of the rules but before updating the rule first setup the data filter, the data filter helps when this rule will apply to a consignment as described below.

Data Filter

1. To see the data filter tab, on the rule detail screen, scroll down to the bottom of the page where you will see the Data Filter section. The Data Filter controls when the rule will and won't apply to a consignment.

2. On the data filter section, select the details for Select Field, Logic and Select Value and then click on Add Rule. The rule detail will display on Data Filter screen as shown below.

In this example, we are going to select InvoiceState in Select Field, Equal in Logic and ApprovedLocked in Select Value field.

Update/Edit the Rule

1. Click on the newly added rule, and you will see the rule details on the right side as shown below.

2. You can update the details as follows:

a. Rule Name: Name given to rule. Can be changed at any point but should be reflective of what the rule will be used for/does.

b. Trigger Period: How often the rule will look to export new files. In this example it will be set to the default Every 2 mins value.

c. Export Framework: Used to specify how the information will be exported from TransVirtual. Click the Settings button to customise FTP, Email, Webservice, Printer, Account Package and SMS options.

Export Framework Settings

Once you click on the export framework setting, you will see a screen similar to the below.

a. On Edit the email settings, you can update/add the basic details related to email as below.

i. Email Account (Optional)

ii. Send to Customer Contact: Enable the toggle if you wish to send the email to the sender mail ID.

iii. Send to Assigned Agent Contact: Enable the toggle if you wish to send the email to a receiver mail ID.

In the Send to Customer Contact or the Send to Assigned Agent Contact fields you can select a contact to email this information to. If you choose Accounts Payable for the Customer Contact, for example, this will email to the address listed under Accounts Payable in the related Customer Card as shown below.

This information can be found under Transport > Configuration and Setup > Card Files (Customers/Suppliers/Staff), either click on Customer List or Suppliers (Agents) tab and then click on Contact Details.

iv. Email To: Manually enter the email in the Email To field. This field should typically be used for internal staff unless the Data Filter for this EDI rule is limited to a particular customer.

v. Email Subject: Enter the Email Subject in this field. The @Model.InvoiceNumber token will automatically populate the invoice number into the email subject when the email is sent.

vi. Once you have completed the above steps, click the Body tab and add a message of your choosing. This message will be displayed to the email recipient.

Once done, click Update to save the changes.

d. Export File Type: Select the export file type from the dropdown. To update export file type settings, click Settings next to the export file type.

Use the Data to Export section at the bottom to select applicable fields. Use the toggle to Send PDF report to include a PDF in the email. To send PDF only: select Basic CSV/Excel, enable Send PDF report, save, then set Export File Type to None.

e. Enable Export: To enable the rule, click the toggle to Yes and click Update to save. The rule will turn White when enabled.

Delete the Rule

1. To delete the rule, click the delete icon. A confirm dialog will appear. Click Yes to delete the rule.

Sending to an Accounts Package

You can also set up EDI export rules to send invoice data to a linked Accounts Package.

1. Go to Import/Export > Data Export > Invoices and click New Rule.

2. Enter a rule name and select AccountPackage as the Export Framework. Click Create.

3. The rule will appear in orange. Click on it and set up the Data Filter at the bottom of the page.

Data Filter

Select Field, Logic and Value from the dropdowns and click Add Rule. For example: InvoiceState = ApprovedLocked. This means the rule applies only to invoices that are locked and approved.

4. The remaining settings can be left as default. Enable the rule using the toggle.

Edit Export Rule Helpers

Export Rule Helpers let you send invoice data to specific account codes in your Accounts Package, overriding the default mapping for nominated customers.

1. Click Edit Export Rule Helpers.

2. You will be redirected to the Invoices Export Rules page.

3. Click New Rule and name the rule. Create one rule per customer or scenario.

4. Click on a rule to edit its details. Set the Data Filter at the bottom, then configure:

a. Rule Name: Should reflect what the rule does.

b. Price Value: What information is sent to the nominated Account Code (e.g. Grand Total).

c. Account Code: The account code in your Accounts Package to send this data to.

d. Job Code: The job code in your Accounts Package.

e. Category: The category in your Accounts Package.

There are many possibilities here — for example, sending all Fuel Levies to a nominated account code, or Tax only to a nominated account code. Test all setups thoroughly before going live.

Extra Information

It is possible to set up EDI Invoice rules to send via means other than email. These are generally more complex and require more advanced knowledge.

Other criteria/conditions can be added to your data filter. For example: when the Invoice is Approved and Locked AND the Customer name is X, send to this email address.

The setup for an agent invoice EDI export is much the same as the above, with the main differences being where the email is sent and what information is included. When exporting pricing to an agent, confirm you are sending supplier/agent pricing and not customer prices.

Error Messages

If you get an error when sending data to an accounting package (such as Xero, MYOB), it may be due to a configuration issue from the accounting package or from within your TransVirtual account. Common causes:

  • Accounting period is locked — Xero (for example) allows users to lock invoice dates. If the invoice date falls within a locked range, Xero will reject the transfer until the period is unlocked.
  • Transfer not occurring — refresh your accounting package link.
  • Contact details changed in the accounting package — a refresh may be needed to sync across.
  • Card file not mapped — the customer or agent has not been linked to the accounting package in their card file (Finance tab). TransVirtual needs this to know where to send the invoice data.

Common Issues & Troubleshooting

Issue: Invoices are not being exported
Cause: Invoice is not approved and locked, or the export rule is disabled.
Resolution: Confirm the invoice state is ApprovedLocked and the export rule is enabled.

Issue: Invoice email is not received
Cause: Email destination is not configured or contact details are missing.
Resolution: Verify customer/agent contact details and export framework email settings.

Issue: Invoice export to accounting package fails
Cause: Accounting period is locked or account package link is out of sync.
Resolution: Unlock the accounting period or refresh the account package link.