Use this when:
• Reconciling supplier or agent invoices against your system prices
• Managing price disputes with suppliers through a tracked negotiation process
• Generating credit notes for accepted discrepancies
Do not use this when:
• Performing a simple price comparison without negotiation — use the Basic Import instead
• Creating original invoices — use standard invoicing workflows
• Updating base pricing structures or rate cards
Navigation: Finance > Operational Tasks > Supplier Invoices
2. Basic Import vs Advanced Import
There are two import modes. The mode is determined automatically by which fields are mapped during the column mapping step. The table below shows the key differences. This article covers the Advanced Import only.
| Basic
Import | Advanced
Import |
Trigger | Charge Qty and Charge Weight are NOT mapped | Charge Qty OR Charge Weight is mapped |
Required
fields | Consignment
Number + Base Total or Grand Total | Consignment
Number + Invoice Number + Charge Qty or Charge Weight |
Where results appear | Consignment Details tab (price rows coloured) | Import Admin tab only (consignment details tab rows not
coloured) |
Colour
coding | Red =
price difference, Orange = pulled from another invoice | Red =
error/pending admin, Yellow = awaiting agent |
Actions available | Accept Imported Price, Ignore Imported Price, Acknowledge | Accept, Reject/Negotiate, Override, Credit Note |
Negotiation
workflow | Not
available | Full
back-and-forth with agent, mandatory rejection reasons |
Credit note creation | Not available | Automatic on acceptance of differences |
If the Import Admin tab is not appearing after upload, check that Charge Qty or Charge Weight was mapped during the column mapping step.
3. Import Methods
There are three ways to get a file into the system. The reconciliation workspace is the same regardless of which method was used.
3.1 Manual Upload (Internal Staff)
An internal staff member uploads the agent's invoice file directly through the TransVirtual interface.
Prerequisites:
• Consignments must exist in TransVirtual and be assigned to the relevant agent.
• An agent invoice must already exist (unless using auto-invoice creation — see section 17).
• Agent prices must not be invoiced before importing. Configure the agent card file with 'When to invoice services = Never', or remove agent prices from invoices manually before proceeding.
To remove agent prices from an invoice before importing:
• One at a time from the invoice screen: click the row on the Consignment Details tab, then click the Remove button on the far right.
• One at a time from the consignment: go to the Finance tab, select the agent price, click Invoice Actions, then Remove from Invoice.
• In bulk: select one or more checkboxes on the far left (or use Select All), click the bulk action button (three bars), then click Remove from Invoice. Note: selecting another invoice or the Fresh Invoice option moves prices rather than removing them — use the Remove from Invoice option specifically.
Steps:
1. Navigate to Finance > Operational Tasks > Supplier Invoices.
2. Select Agent invoice type.
3. Click Fresh Invoice, select the agent/supplier, set invoice date and due date, click Create.
4. On the invoice detail page, click Manual Add/Import.
5. Upload the file by drag and drop, file selection, or manually enter consignment numbers. Click Next.
6. The column mapping screen appears. Map each column in the file to the corresponding TransVirtual field. The system remembers the last mapping used, so if the file format hasn't changed no remapping is needed.
7. Click OK to confirm. The system processes the file.
3.2 EDI Email Import
The agent emails their invoice file as an attachment to a system-generated TransVirtual email address. The system picks it up automatically within a few minutes.
One-time setup (by staff):
• Navigate to EDI > Data Import > Invoice Reconciliation and click Add Import Rule.
• Set Import Framework to Email. The system generates a TransVirtual email address for this rule.
• Set the file type, delimiter, and column mapping. Column order in the rule must match the file exactly or the import will fail.
• Set the Agent/Supplier field — mandatory for rate determination.
• Optionally set an error notification email address (alerts on failed imports only — no email sent on success).
• Toggle Enable Import to Yes and save.
To confirm the import processed: check Invoice Search for new records, or navigate to EDI > Other EDI Tools > Import History and search by Rule Name. Import History covers EDI imports only — manual uploads do not appear here.
3.3 EDI FTP Import
The agent uploads their file to an FTP server. Two variants:
• Remote FTP — agent uploads to a remote FTP server that TransVirtual reads from.
• TV Hosted FTP — agent uploads to a TransVirtual-hosted FTP server.
Setup is the same as EDI Email (section 3.2) with Import Framework set to the relevant FTP option. Provide FTP credentials and path to the agent.
IMPORTANT Remote FTP rules that have been unused for 3 or more months are automatically disabled and must be recreated. Check the rule status if an expected import has not arrived.
Files can be CSV or Excel (XLS or XLSX). Excel files are converted to CSV internally before processing.
• Header rows are not required. The column mapping screen handles field identification.
• If your file does include a header row, expect a single 'Attempted to Import' error row in the results — this can be ignored, it is the header row being treated as data.
• For EDI imports, the column order in the import rule must match the file exactly.
3.5 Agent Upload (via Bulk Supplier Invoice Actions)
Agents can upload their own invoice files directly through their TransVirtual login. This uses the same Manual Add/Import process as internal staff, but from the agent's restricted account.
Prerequisites:
• The agent must have a user account in TransVirtual linked to their agent entity.
• Agent user access must be restricted to the Bulk Supplier Invoice Actions screen only (Finance > Bulk Supplier Invoice Actions). Do not grant access to other finance screens.
• The invoice must already exist in TransVirtual before the agent uploads.
Agent steps:
8. Agent logs in to TransVirtual using their agent user account.
9. Navigates to Finance > Bulk Supplier Invoice Actions. A table of invoices is displayed — agent can search or work from this list.
10. Locates the relevant invoice by searching or browsing the table.
11. Opens the invoice and clicks Manual Add/Import.
12. Uploads their CSV or Excel file. Maps columns and clicks Next, then OK.
13. After refresh, the Import Admin tab appears on the invoice.
Once the agent uploads, they cannot view the reconciliation rows in the Import Admin tab — that view is for staff and customer logins only. The agent has no visibility of the reconciliation status until the account holder takes action and notifies them.
4. What the System Compares (Advanced Import)
After a file is processed via the Advanced Import, each consignment line is compared against the system's expected values. The following fields are evaluated:
• Base charge
• Additional service charge
• Charge zone
• Charge quantity
• Charge weight
• Cubic weight
• Dead weight
Levy charges are excluded from comparison entirely. Differences in levies will not trigger a reconciliation row, and levies are hidden from the reconciliation grid.
How the system categorises each row
Outcome | What
it means | Action
required? |
No Error | Agent's charge matches expected within 50 cents either way | No |
Agent
Price Lower | Agent
charged less than expected — variance is in the account holder's favour | No —
auto-categorised |
Error with Administrators to Check | Agent charged more than expected by more than 50 cents | Yes — admin acts first |
The 50-cent tolerance
Differences of less than 50 cents in either direction are automatically treated as No Error. This threshold is fixed in the system code and cannot be changed from the interface.
No errors flagged for undelivered consignments
The system does not flag errors for consignments that have not been delivered. If approving payments requires delivery confirmation, add a Consignment Status column to the invoice view and check that all consignments are in a Delivered or Fully Complete status before approving. Follow up with the agent on outstanding PODs, or remove prices for undelivered consignments if required.
Repeat billing behaviour
If a lower price was accepted in a previous import and the agent invoices for the same consignment again in a subsequent file, the system evaluates the total across all payments for that consignment. If the combined total across all imports is equal to or less than your expected price, the subsequent import can be accepted. If the combined total exceeds your expected price, the subsequent import row will be flagged as an issue for review.
Special case: Original address consignments
If a consignment has the text "original address" in the Other References 2 field, it is automatically marked as accepted on import and bypasses the reconciliation workflow entirely. If a row is being unexpectedly auto-accepted, check this field on the consignment.
5. The Reconciliation Grid — Import Admin Tab (Advanced)
After an Advanced Import, open the invoice and go to the Import Admin tab. This is the full reconciliation workspace. All difference detection, negotiation, and resolution happens here.
For Basic Imports, price differences appear on the Consignment Details tab with coloured rows — the Import Admin tab is not used. See section 2 for the comparison.
Colour coding (Advanced Import — Import Admin tab)
Colour | Meaning |
Red | Error with Administrators to Check — admin action required |
Yellow | Error
with 3rd Party to Check — waiting on agent response |
No highlight | No error, agent price lower, or already accepted/resolved |
Default view
By default the grid shows only rows still waiting for action. Resolved rows, no-error rows, and agent-is-lower rows are hidden.
Check "Include Price Match OK and agent accepted credits" to show the full picture including resolved and no-error rows. Useful when reviewing a specific resolved row or confirming everything has been dealt with.
Row sort order
Rows are sorted in priority order so the most important items appear first:
1. Cancelled consignments
2. Additional service charge differences
3. Charge zone differences
4. Dead weight differences
5. Cubic weight differences
6. Charge weight differences
7. Everything else
Duplicate Charge column
For every row, the system checks whether the same consignment appears on any other invoice from the same agent with a non-zero total. If found, the other invoice number is shown in the Duplicate Charge column. Worth checking before accepting — it may indicate the same consignment is being billed twice.
Grand total display
The Consignment Grand Total on the Consignment Details tab shows the total of the original charges plus any differential charges, spread across multiple lines. This is not an error or duplication — it is a single consignment total displayed across the original and differential price rows that TransVirtual has auto-generated.
Staff vs agent capabilities
Capability | Available
to |
Edit consignment number directly in the grid | Staff only |
Delete
a row from the grid | Staff
only |
See Error with Administrators rows | Staff and owner only — agent users cannot see these |
View
all other rows | Both |
Clicking a row opens the detail sidebar on the right. The first row is auto-selected on load. What appears depends on the row's current status and the user's role.
Price fields
Field | Behaviour |
Base | Editable by owner/staff. Shows the agent's imported value
in brackets for comparison. |
Additional | Editable
by owner/staff. Same comparison bracket. |
Tax | Read-only. Recalculated automatically when Base or
Additional changes. |
Grand | Read-only.
Recalculated automatically. |
Agent users can only edit Base and Additional after clicking the Show 3rd Party Actions button (see section 8).
Live recalculation
When Base or Additional is changed, Levy, Tax, and Grand recalculate immediately. Action button labels also update to show the new amounts.
Validation on price edits
• Agent price type: the adjusted Grand cannot be set higher than what the agent is charging.
• Customer price type: the adjusted Grand cannot be set lower than what the customer is willing to pay.
If a value outside these limits is entered, the field reverts and an error message is shown.
Revert Expected Prices button
Only appears when the expected price has been manually adjusted from its original calculated value. Clicking it reverts to the original. Not shown on rows with no manual adjustment.
7. Status Reference (Advanced Import)
Row-level statuses
Status | Meaning | Who
acts next |
Error with Administrators to Check | Differences found. Admin needs to review and decide. | Admin / staff |
Error
with 3rd Party to Check | Admin
has sent to agent. Agent needs to respond. | Agent
(or staff on their behalf) |
Error but Accepted | Resolved. Both sides agreed. | No further action |
No
Error | Prices
match within 50c tolerance. | None |
Agent Price Lower | Agent charged less than expected. Auto-accepted. | None |
Invoice-level statuses
Status | Meaning |
Active with Owner | At least one row is still with admin. |
Active
with 3rd Party | All
open rows have been sent to the agent. |
Completed | All rows are resolved. |
8. Admin Actions — Error with Administrators (Advanced)
These actions are available when a row is in Error with Administrators to Check status.
Adjust expected prices
Edit the Base or Additional field directly in the sidebar. Tax and Grand recalculate automatically. Use this to set the correct expected price before deciding to accept or reject.
Ask 3rd Party to Agree (Reject 3rd Party Price)
Sends the row to the agent with your expected price. The agent will need to accept your price or reject it with a reason.
• No confirmation dialog.
• Auto-comment added: "Owner Action - Reject 3rd party price of [X], asking 3rd party to accept [Y]".
• Row moves to Error with 3rd Party to Check. Row colour changes to Yellow.
• Invoice moves to Active with 3rd Party once all admin-side rows are sent.
Ask 3rd Party to Agree requires agents to have a login to your TransVirtual account. Confirm agent login access is configured before using this option. If agents do not have logins, manage discrepancies outside TransVirtual until access is set up.
Accept 3rd Party Price
Accepts the agent's imported price as correct.
• Confirmation dialog shown before proceeding.
• If prices are the same: row moves to Error but Accepted, no credit row created.
• If prices differ and accepting from admin status: row moves to Error but Accepted, but no credit row is created. Use Override if a credit row is needed.
• Auto-comment: "Owner Action - Accept 3rd party price of [X]".
• If this was the last open row, invoice is marked Completed.
Override (staff only)
Same outcome as Accept, with one key difference: Override creates a credit row even when acting from admin status. Use when a credit needs to be generated without going through the full back-and-forth.
• Confirmation dialog shown.
• No auto-comment added.
• Not visible to agent users.
If the wrong action was selected
There is currently no undo option. To reset a row: remove the price from the invoice, delete any manual prices from the consignment, then reimport the original file.
9. Agent / 3rd Party Actions — Error with 3rd Party (Advanced)
These actions are available when a row is in Error with 3rd Party to Check status.
Show 3rd Party Actions (staff guard)
Staff users viewing an Error with 3rd Party row see a green Show 3rd Party Actions button before the action buttons appear. This is intentional to prevent accidental actions on rows the agent should handle. Click it to reveal Reject, Accept, and Override.
Accept Owner Price
The agent accepts the admin's expected price.
• Confirmation dialog shown.
• A credit row is created automatically representing the difference between expected and imported amounts. Added to a separate credit invoice.
• Auto-comment: "3rd party Action - Accept owners total price of [X]".
• Row moves to Error but Accepted. Sidebar shows a link to the credit invoice.
Reject Owner Price
The agent disagrees and sends the row back to admin.
• A rejection reason is required — cannot be left blank. Enforced in the interface and on the server.
• Two auto-comments added: the rejection action and the rejection reason separately.
• Row moves back to Error with Administrators to Check. Invoice moves to Active with Owner.
Override (staff only)
Same as the admin-side Override. Staff only — not visible to agent users.
10. Basic Import — Actions (for reference only)
Action | What
it does |
Accept Imported Price | Updates the system with the price from the imported file. |
Ignore
Imported Price | Keeps
the existing system price. No change is made. |
Acknowledge | Marks a non-price issue as reviewed without changing
prices. |
The Calculated Price total at the top of the screen updates in real-time as you accept or ignore imported prices. Only accepted prices update in the system — ignored prices retain the original system values.
11. Credit Notes (Advanced Import)
Credit notes are generated automatically when price discrepancies are resolved via the agent accepting the owner price, or via Override. They are not created when the admin accepts the agent's price directly from admin status — use Override for that case.
• Credits appear as negative line items, reducing cost to the agreed amount.
• Credit invoices use a CN prefix and are sequentially numbered.
• All credit lines for an agent are consolidated into one credit invoice per calendar month.
• The sidebar shows a link to the credit invoice once created.
• Differences of 50 cents or less do not generate a credit line (same threshold as the reconciliation trigger).
There is an option to hide credit invoices from agent views. Check account holder configuration if agents should not see the credit invoice directly.
12. Bulk Actions (Advanced Import)
Select multiple rows and click Bulk Action to act on them at once.
• All selected rows must have the same status. Mixing Error with Administrators and Error with 3rd Party rows is not allowed.
• Already-resolved rows cannot be included in a bulk selection.
Action | Who
uses it |
Reject 3rd Party Price | Admin — sends selected rows to agent |
Accept
3rd Party Price | Admin —
accepts agent price on selected rows |
Reject Owner Price | Agent — sends selected rows back to admin (rejection
reason required) |
Accept
Owner Price | Agent —
accepts admin price on selected rows |
Override | Staff only |
Rejection reason is required for bulk Reject Owner Price — enforced client-side and server-side. An empty reason blocks submission.
Cancelled consignments: if any selected row has a cancelled consignment, the Reject 3rd Party Price option is hidden with an explanatory message. Other actions remain available.
13. Cancelled Consignments
Cancelled consignments appear at the top of the reconciliation grid (highest sort priority).
• Consignments with a credit reason (e.g. "NOT DESPATCHED / CANCELLED") are auto-categorised with a cancelled reconciliation status on import.
• The Reject 3rd Party Price action is not available for cancelled consignments.
Two actions are available for cancelled consignments (confirmed):
• Accept the Original Payment — accepts the agent's charge as-is.
• Add as Credit Note — accepts the discrepancy and generates a credit note automatically.
These same two options are available via bulk actions. The standard Reject 3rd Party Price and negotiation flow are not available for cancelled consignments.
14. Unknown / Unmatched Consignments
When an imported consignment number does not match any existing consignment in TransVirtual, the system handles it differently depending on import type.
• For Basic Imports: unmatched consignments appear under System Events on the Additional tab of the invoice. Check the consignment number for typos and confirm the consignment exists before reimporting.
• For Advanced Imports: a row is created in the Import Admin grid with the agent's imported figures and a system expected price of $0. The row is flagged as Error with Administrators to Check.
Advanced Import — Unmatched Consignment Workflow
The process is two stages: the initial import creates a placeholder row, then admin investigates and decides what to do.
Stage 1 — Import
On import, the system creates a price record with no consignment linked. The agent's imported figures are written in, but all system expected price totals are set to $0. The row appears in the Import Admin grid showing the full imported amount as a discrepancy against the $0 expected price.
Stage 2 — Admin assigns a consignment number
Admin investigates whether this is a real job the agent completed that has no record in TransVirtual. The editable consignment number field in the Import Admin grid (staff only) is used to resolve it.
When admin types a consignment number into the field:
• If a matching consignment exists in TransVirtual: the system links the row to it and ReValidate runs automatically.
• If no matching consignment exists: the system creates a stub consignment and links the row to it. ReValidate runs automatically.
Stub consignment details
When the system creates a stub consignment it is populated as follows:
Field | Value |
Consignment Number | Whatever the admin typed |
Sender/Receiver
Name | The
carrier's client name |
Sender/Receiver Suburb | DefaultAIRImportSuburb account setting (falls back to
Sydney if not set) |
Customer | DefaultAIRImportHouseAccountIdClient
account setting (empty if not set) |
Item row | Qty=1, Weight=1, Description=Unknown |
Consignment
Status | Created |
Agent assignment | None — must be assigned manually after creation |
Because no agent is assigned at creation time, the rate engine does not generate an agent service price. After ReValidate runs, the expected grand total stays at $0 and the full imported amount remains as a discrepancy. Admin must manually assign the correct agent to the stub consignment and reprice before the reconciliation row reflects an accurate expected value.
Available actions on unmatched rows
The same five actions are available as for any other error row: Reject 3rd Party Price, Accept 3rd Party Price, Reject Owner Price, Accept Owner Price, and Override. No reduced action set applies.
Practical decision flow for admin
- Import runs. Unmatched row appears — agent's price vs $0 system price. Status: Error with Administrators to Check.
- Admin investigates: is this a real job the agent completed that TransVirtual has no record of?
- Option A — Correct consignment number: type the right number into the consignment field. System links to existing consignment. ReValidate runs. Reconcile normally.
- Option B — New job not in the system: type a new number into the consignment field. System creates a stub. Manually assign the agent and reprice the stub consignment. ReValidate. Then Accept or Override the row.
- Option C — Reject outright: admin rejects the agent's price with a reason.
- Option D — Accept as-is: admin accepts the agent's price without creating a proper consignment record.
15. ReValidate Import (Advanced)
At any point, click ReValidate Import to re-run the comparison after data changes — for example, after a weight correction or zone update on a consignment. Refreshes all difference calculations.
• Recalculates expected totals fresh from the current price record.
• Rebuilds the difference assessment for all comparison fields.
• If a row is already with the agent (Error with 3rd Party), ReValidate does not pull it back to admin — status is preserved.
• Rows already marked as Error but Accepted are skipped — accepted rows are frozen.
• If all rows resolve to no error after revalidation, the invoice is marked Completed automatically.
• Single row: use the Add button in the Comments section of the sidebar.
• Multiple rows: select rows, then use Add Comments in the toolbar. Comment applies to all selected rows.
• Double-click a comment in the sidebar list to edit it.
• Comments cannot be deleted once added.
• All comments are visible to all parties — owner, staff, and agent users.
• Every status change records the user and timestamp automatically for audit purposes.
Several actions add auto-comments. These are noted in the relevant sections above and cannot be suppressed.
17. Auto-Invoice Creation + Reconciliation (Coming Soon)
COMING SOON Scheduled for Q3 2026. This section describes planned behaviour. Steps should not be followed until the feature is confirmed as released.
Currently a supplier invoice must already exist before an import file can be processed. This enhancement allows the import to auto-create supplier invoices when none exist, so reconciliation can proceed without a manual invoice creation step.
• Import file received via manual upload or EDI. Only Consignment Number is required.
• For each consignment: if a supplier invoice already exists, it is used. If not, the system auto-creates one using the agent configured in the EDI rule for rate calculation.
• Consignments already invoiced are not re-invoiced.
• If an auto-generated invoice would have zero line items, it is not created.
• If a consignment already has a different agent assigned, that assignment is not overridden.
• Reconciliation proceeds as normal via the Import Admin tab.
Setup change: the Agent/Supplier field in the EDI config becomes mandatory (currently optional).
18. COMMON ISSUES & TROUBLESHOOTING
Import & Setup
|
Issue
|
Cause
/ Resolution
|
|
Import Admin tab not appearing after upload
|
Cause: Charge Qty and Charge Weight were not mapped.
Resolution: Re-upload and map at least one of these fields. Without them the
system runs a Basic Import only.
|
|
Getting
Basic Import when Advanced was expected
|
Same
cause as above. Check the file has Charge Qty or Charge Weight columns and
that they are mapped correctly in the column mapping screen.
|
|
EDI import producing wrong results or failing silently
|
Cause: Column order in the EDI import rule does not match
the file. Resolution: Update the rule to match the file column order exactly.
Check Import History (EDI > Other EDI Tools > Import History) for
failed row detail.
|
|
Remote
FTP rule not picking up files
|
Cause:
Rule auto-disabled after 3+ months of inactivity. Resolution: Check the rule
list (disabled rules appear in orange) and recreate the rule if required.
|
|
Header row generating an error row
|
A single Attempted to Import error is generated for the
header row. This can be ignored and does not affect the rest of the import.
Header rows are not required.
|
|
Invoice
Grand Total and Imported Grand Total differ before processing
|
Expected
behaviour before any reconciliation actions are taken. Totals will align once
all discrepancy rows are resolved.
|
|
Consignment Details tab grand total looks higher than
expected
|
The tab shows the original charge plus any auto-generated
differential rows as a combined total. This is not an error or duplicate. The
Import Admin tab shows the full breakdown.
|
Pre-Import Setup
|
Issue
|
Cause
/ Resolution
|
|
Import not reconciling correctly
|
Cause: Agent prices are still attached to an existing
invoice. Resolution: Remove agent prices from the invoice before importing.
When bulk removing, use Remove from Invoice specifically. Selecting another
invoice or using Fresh Invoice moves prices rather than removing them.
|
|
No
agent price to compare against
|
Cause:
Consignment is not assigned to an agent. Resolution: Assign the consignment
to the relevant agent before importing.
|
During Reconciliation
|
Issue
|
Cause
/ Resolution
|
|
Selected the wrong action and need to undo
|
There is no undo. Resolution: Remove the price from the
invoice, delete any manual prices on the consignment, then reimport the
original file.
|
|
Consignment
shows No Error but payment not confirmed as delivered
|
The
system does not flag errors for undelivered consignments. Resolution: Add a
Consignment Status column to the invoice view and confirm Delivered or Fully
Complete status before approving. Remove prices for undelivered consignments
if required.
|
|
Duplicate Charge column showing another invoice number
|
The same consignment appears on another invoice from the
same agent with a non-zero total. May indicate double billing. Review the
other invoice before accepting.
|
|
Ask 3rd
Party to Agree not working as expected
|
This
option requires agents to have a TransVirtual login. Confirm agent login
access is configured. If agents do not have logins, manage discrepancies
outside TransVirtual.
|
Pricing Scenarios
|
Scenario
|
Recommended
action
|
|
Agent invoiced a higher price due to a rate card error
|
Update the rate card in TransVirtual and reprice the
invoice to the correct amount. Reject the agent price and negotiate to the
corrected figure.
|
|
Agent
invoiced for an additional service approved but not charged to the customer
|
Accept
the agent additional service charge. Notify your rates team to add the
additional service to the connote so it is also charged to the customer.
|
|
Agent invoices the same consignment across multiple
imports
|
The system evaluates the combined total across all
imports. If the combined total is equal to or less than your expected price
the subsequent import can be accepted. If it exceeds your expected price the
row is flagged for review.
|
|
Consignment
number in the file does not match anything in TransVirtual
|
The row
appears in the Import Admin grid with the agent price against a $0 expected
value. Use the editable consignment number field (staff only) to link to an
existing consignment or create a stub. See section 14 for the full workflow.
|
19. Advanced Import — Workflow Summary
Import with difference > 50c
↓
Error with Administrators ←───────────────────────────┐
| |
├─ Reject 3rd Party ───────────→ Error with 3rd Party
| (see warning re: current guidance) |
| ├─ Reject Owner Price ───┘
| | (reason required)
| └─ Accept Owner Price ─→ Error but Accepted + credit row
├─ Accept 3rd Party ────────────────→ Error but Accepted, no credit row
└─ Override (staff) ───────────────→ Error but Accepted + credit row
20. Quick Reference — Which Action Creates a Credit Row?
|
Action
|
Acting
from
|
Credit
row created?
|
Notes
|
|
Accept 3rd Party Price
|
Error with Administrators
|
No
|
Use Override if credit needed
|
|
Override
|
Error
with Administrators
|
Yes
|
Staff
only
|
|
Accept Owner Price
|
Error with 3rd Party
|
Yes
|
Standard agent accept path
|
|
Override
|
Error
with 3rd Party
|
Yes
|
Staff
only
|
21. Known Limitations & Things to Be Aware Of
• Levy charges are excluded from comparison. Differences in levies only will not trigger a reconciliation row.
• The 50-cent tolerance is fixed in the system code — not configurable from the interface.
• There is no undo for reconciliation actions. Reset by removing the price from the invoice, deleting manual prices from the consignment, and reimporting.
• Comments cannot be deleted once added.
• Import History covers EDI imports only. Manual uploads do not appear there.
• The "original address" auto-accept is driven by the Other References 2 field on the consignment, not the reconciliation interface.
• Ask 3rd Party to Agree requires agents to have a Transvirtual login. Current guidance is not to use this option pending system changes.
This article covers the Advanced Import only.
For the Basic Import process, see: Review Invoice Prices Using Supplier Invoice
Reconciliation at https://support.transvirtual.com/portal/en/kb/articles/supplier-invoices
