Scan Import (EDI)

Scan Import (EDI)

Scan Import (EDI)

Overview

Transvirtual supports Scan EDI (Electronic Data Interchange) import rules that import scan data relating to consignments. These imports can be set up to receive information via FTP, email, and other methods. This article runs through an example setup used to receive scan information from a cubic scanning machine (a machine that measures and weighs freight as it arrives at a depot).
Note: there are many different types of cubic scanning machines available for purchase. This article only covers the setup on the Transvirtual end. Configuring the cubic scanner machine to send data to Transvirtual in the required format is done by you and your team.

Create the Import Rule

  1. To create an import rule, go to Import/Export > Data Import > Scan Events. The Scan Event Import Settings page displays as shown below.
  2. Click Add import rule. The create a new import rule pop-up displays as shown below.
  3. Manually enter the Rule Name and select the Import Framework using the drop-down, then click Create.
Note: in this example, Import Framework is set to Transvirtual Hosted FTP.
  1. Once created, the rule appears in the list, coloured orange to indicate it is not yet active.
  2. Click the rule. The rule details display on the right side of the page, as shown below.

Configure the Import Rule

To configure the rule, use the following fields:
  1. Rule Name: the name given to the rule. This can be changed at any point but should reflect what the rule is used for. This example leaves the rule name as set on initial creation.
  2. Trigger Period: how often the import looks for new files. This example uses the default Every 2 mins value.
  3. Import Framework: determines how Transvirtual receives the data from the cubic scanning machine. To update the import framework setting, click Settings.
    1. Click Settings. The Edit the FTP Settings pop-up displays; fill in the required details as described below.
      1. Click Generate FTP Server. The FTP server, username, and password details fill in automatically.
      Note: these details are the FTP location you need to configure to send files for Transvirtual to import into your account.
      1. After generating the FTP server details, click Update to save the changes.
    Note: you can view the FTP details again at any time by clicking the Settings button.
  4. Import File Type: the file type sent containing this scan data. This example uses file type CSV.
    Import File Type Settings
    1. To update the settings of the import file type, click Settings. The Edit the CSV Setting pop-up opens, as shown below.
    2. As shown above, adjust the column mapping to include the data received from your scanner machine, then click Update to save the changes.
    Note: you can use any of the available fields, but should ensure you include Scan Barcode (this is how Transvirtual knows which connote to attach the scans to), dimensions, scan type (a machine likely sends depot-type scans, since these scans are typically done on freight arriving at the depot), scan time, and Location Scan Base (the location the scan was performed, such as a headport location).
  5. Customer (Optional): lets you nominate a default customer these scans apply to. This example leaves it blank, since scans apply to consignments across all customers.
  6. Agent/Supplier (Optional): lets you set a default agent for imported scan values. This is typically not needed, and this example leaves it blank.
  7. Date Format String (Optional): determines how Transvirtual reads dates in the imported CSV files.
Note: the exact configuration depends on the date format your cubic scanner machine sends.
  1. DateTime Format String (Optional): determines how Transvirtual reads date time fields in the imported CSV files.
Note: the exact configuration depends on the date time format your cubic scanner machine sends.
  1. Time Zone: the time zone for the import rule should be set to match the scanner machine's location. For example, if the scanner machine is located in Sydney, set the time zone to Sydney time.
  2. Enable Import: activates the rule when configured, by clicking the toggle to the Yes position.
  3. The remaining settings are typically not required, and this example leaves them blank.
  4. Once you enable the rule, click Update to save the changes. The import rule then appears in white, indicating it is active.
Note: you can now send CSV files to the FTP location attached to this import rule, and provided setup is correct, the scan values import and attach to the intended consignments.
Note: dimensions imported from these types of import rules only update the applicable consignments if they are greater than what is currently listed against the consignment. For example, if importing dimensions of 1.25m L x 1.25m W x 1.25m H for a pallet on a consignment where the current dimensions are 1.3m L x 1.3m W x 1.3m H, the new imported dimension values do not update the consignment details, because the current dimensions are larger than the new values.

Delete the Rule

  1. To delete the rule, click the delete icon. A confirmation dialog displays; click Yes. The rule is deleted from the database, as shown below.

Related Article

For more detailed information about shared EDI import concepts, see Shared EDI Import Concepts.