Runsheets Export (EDI)

Runsheets Export (EDI)

Runsheets Export (EDI)

Summary / Purpose

Use this article to create and manage Runsheet Export (EDI) Rules in TransVirtual.

This guide explains how to automatically export or print Runsheets (for example, printing a physical runsheet for drivers) using Email, FTP, or Printer frameworks.

Overview

Runsheet Export Rules allow TransVirtual to automatically distribute runsheet data when a runsheet is created. This is commonly used to automatically print runsheets at depots so drivers receive a physical copy without manual intervention.

This article details how to set up a common example: automatically printing a Runsheet for a driver. To see the runsheet export page, go to Import/Export > Data Export > Runsheets.

This process requires that you have downloaded and installed the TransVirtual Printer app and shared your depot (or other relevant) printer with Transvirtual.

Step-by-Step Instructions

Create/Add a New Rule

  1. To create a new rule, go to the Runsheets page, where a screen similar to the one shown below will display.
  2. On the Runsheets page, click the New Rule button as shown above. A pop-up titled Create a new export rule will display, as shown below.
  3. Manually enter the Rule Name where you input what you want this rule to be called, and select the Export Framework using the drop-down, then click Create as shown above.

    In this example, Test 01 is used as the Rule Name and Printer as the Export Framework, as shown below.

  4. Once the rule is created, it will display on the Export Rules tab, highlighted in orange, as shown below.

    The orange colour shows that this rule is not yet active.

  5. Click the new rule, and the details for this rule will appear on the right side of the page, where the rule details can be added or updated as shown below.
  6. Before updating the rule, set up the data filter first. Data filters are the driving force behind how the system determines when an EDI rule will and won't apply to a consignment.

Data Filter

  1. To see the Data Filter section, scroll down to the bottom of the page. The Data Filter section will display.
  2. On the Data Filter section, first select Select Field, then Logic, and finally Select Value, then click Add Rule. The rule will display on the Data Filter screen (refer screen 04).

    In this example, Drivers Headport Base (refer screen 01) is selected in the Select Field, Equal (refer screen 02) in Logic, and Brisbane (refer screen 03) in the Select Value field.

For more information on setting up a Headport, see the Zone Directory article.

Once Headports have been set up in the account, each staff user must be assigned to the appropriate Headport for this EDI rule to work correctly. This can be done by going to Transport > Configuration and Setup > Card Files, double-clicking on the appropriate staff member, then, on the detail tab, double-clicking on the Headport.

Assign the field and add it to the relevant Headport using the drop-down, then click Save to implement, as shown below.

Update/Edit the Rule

  1. Once the Data Filter is configured, the next step is to edit the settings at the top of the page.
  2. To update, first select the rule, then update the details located on the right-hand side of the page, as shown below.
  3. The details can be updated as follows:
    • Rule Name: This should already be populated from when the rule was created but can also be updated.
    • Export Framework: This should also be configured from when the rule was created. In this example, Printer is used as the Export Framework.

    The rule can also be customised using the FTP, E-mail, Webservice, and SMS options via the Settings button.

    Export File Type: This setting is visible when Email is selected as the Export Framework.

    • Printer Name: This field only appears when the Export Framework is set to Printer.

    Select the appropriate printer from the list using the drop-down. The printer specified is typically the printer linked to the Headport specified in the Data Filter; for example, a depot printer for a Newcastle Headport would be selected for that Headport.

    • Print Count: The number of copies that will be printed. This defaults to 1; it is recommended to leave it as 1 to minimise paper usage.
    • Limit to customer name (separate by ,): This field can be used to limit this EDI rule to specific customers.

    To use this, the customer names must be spelt exactly as they are entered in the account, and each customer in the list must be separated by a comma (,).

    • Enable Export: Activates the rule when configured, by clicking the toggle button to the Yes position, then clicking the Update button to save the changes. Once complete, the colour of the rule will change to white, indicating the rule is enabled.

The Memo and Rule ID Errors fields are not mandatory, so they are left blank in this example. Once a Runsheet is created, it will be automatically printed to the specified printer, providing drivers with a physical copy.

Delete the Rule

  1. To delete a rule, click the delete icon.
  2. In the confirmation dialog, click Yes. The rule is deleted from the database, as shown below.