Startrack Bulk Import/Export User Guide
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Bulk Import/Export User Guide | 2014
Table of Contents
Page 1 of 18
Getting Started .............................................................................................................. 3
1. Import File Specifications ........................................................................................ 4
1.1 Standard Consignment .............................................................................................. 4
1.2 E-Connote ............................................................................................................... 6
1.3 Bookings ................................................................................................................. 8
1.4 Address Book ........................................................................................................ 10
2. Export File Specifications ....................................................................................... 11
2.1 Standard Consignment ............................................................................................ 11
2.2 Bookings ............................................................................................................... 13
2.3 Address Book ........................................................................................................ 14
3. How to Import Files ............................................................................................... 15
4. How to Export Files ............................................................................................... 17
For further Information or Assistance please contact the
FreightMaster Helpdesk
Call: 1800 153 000—option 1
E-mail: [email protected]
Page 2 of 18
Getting Started
For Bulk Import you need to create records according to a pre-determined CSV (Comma
Separate Value) file format, which can be opened and edited within Microsoft Excel or any other spreadsheet software.
Templates can be downloaded from the Bulk Import screen or using the Tools menu >
Download Templates.
The relevant file formats and field definitions for both import and export files are following:
Page 3 of 18
1. Import File Specifications
12
13
14
15
Field
1
8
9
10
11
4
5
2
3
6
7
16
Description
Account Number
Shipment Date
Reference
Delivery Instructions
Authority to Leave
Receiver Company Name
Receiver Address Line 1
Receiver Address Line 2
Receiver Address Line 3
Receiver Suburb
Receiver State
Receiver Post Code
Receiver Contact Name
Receiver Contact Number
Receiver E-mail Address
Service Level
17
21
22
23
24
18
19
20
1.1 Standard Consignment
The following table defines the format and field definitions of the FreightMaster Standard
Consignment Import file.
Each consignment record is to be on a separate line.
Product
Package Contains
Invoice Number
Transit Warranty
Declared Value
Number of Articles
Total Weight
Width
4
30
10
255
Size
8
30
30
30
3
10
30
255
1
30
30
1
1
4
4
4
2
20
255
1
Yes
No
No
No
Yes
No
No
No
Yes
Yes
No
Required
Yes
No
No
Yes
Yes
Yes
No
No
No
Yes
Yes
Yes
Yes
Comments
AaE Retail account number
DD/MM/YYYY
Mandatory if set up at an account level
Will appear on the label
Y = Yes, N or Blank = No
This will be verified against AaE Retail’s postcode database
If specified an e-mail will be sent specifying the consignment details for tracking purposes
Q - Express Premium
E - Express Saver
Z - Airport to Airport
Q – Express Premium
S – Deliver to Person
K – Deliver to Person Prepaid
A – Prepaid
E – Express Saver
Z – Airport to Airport
I – Livestock
M – Newspapers
R – Perishable
C – Same Day Consolidator
D – Middle of the Day
Description will appear on the label
Will appear on the label
Y = Yes, N or Blank = No
Mandatory if Transit Warranty = Y
Within the Consignment
Measured in KG’s
Measured in CM’s
Page 4 of 18
Field
25
26
27
Description
Length
Height
Dangerous Goods Type
Size
4
4
1
Required
No
No
No
Comments
Measured in CM’s
Measured in CM’s
1 - None
2 - UN3090 Lithium Metal Batteries
3 - UN3091 Lithium Metal Batteries contained in equipment
4 - UN3091 Lithium Metal Batteries packed with equipment
5 - UN3480 Lithium Ion Batteries
6 - UN3481 Lithium Ion Batteries contained in equipment
7 - UN3481 Lithium Ion Batteries packed with equipment
* If field is left blank it will default to ‘None’
Page 5 of 18
Field
1
17
18
19
20
11
12
13
14
15
16
21
22
23
24
7
8
5
6
9
10
2
3
4
Description
Account Number
Shipment Date
Reference
Delivery Instructions
Authority to Leave
Sender Company Name
Sender Address Line 1
Sender Address Line 2
Sender Address Line 3
Sender Suburb
Sender State
Sender Post Code
Sender Contact Name
Sender Contact Number
Sender E-mail Address
Receiver Company Name
Receiver Address Line 1
Receiver Address Line 2
Receiver Address Line 3
Receiver Suburb
Receiver State
Receiver Post Code
Receiver Contact Name
Receiver Contact Number
25
26
Receiver E-mail Address
Service Level
27
1.2 E-Connote
The following table defines the format and field definitions of the FreightMaster E-Connote
Import file.
Each consignment record is to be on a separate line.
Product
Required
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
Yes
Yes
No
No
Yes
Yes
Size
8
30
30
30
30
3
4
30
10
255
30
3
4
30
10
10
30
255
1
30
30
30
30
30
255
1
1
Yes
Yes
Comments
AaE Retail account number
DD/MM/YYYY
Mandatory if set up at an account level
Will appear on the label
Y = Yes, N or Blank = No
This will be verified against AaE Retail’s postcode database
E-connote label and manifest will be sent to this address
This will be verified against AaE Retail’s postcode database
An e-mail will be sent specifying the consignment details for tracking purposes
Q - Express Premium
E- Express Saver
Z – Airport to Airport
Q – Express Premium
S – Deliver to Person
K – Deliver to Person Prepaid
A – Prepaid
E – Express Saver
Z – Airport to Airport
I – Livestock
M – Newspapers
R – Perishable
C – Same Day Consolidator
D – Middle of the Day
Page 6 of 18
Field
28
29
30
31
32
33
34
34
35
36
Description
Package Contains
Invoice Number
Transit Warranty
Declared Value
Number of Articles
Total Weight
Width
Length
Height
Dangerous Goods Type
Size
20
255
1
4
4
4
2
4
4
1
Required
Yes
No
No
No
Yes
Yes
No
No
No
No
Comments
Description will appear on the label
Will appear on the label
Y = Yes, N or Blank = No
Mandatory if Transit Warranty = Y
Within the Consignment
Measured in KG’s
Measured in CM’s
Measured in CM’s
Measured in CM’s
1 - None
2 - UN3090 Lithium Metal Batteries
3 - UN3091 Lithium Metal Batteries contained in equipment
4 - UN3091 Lithium Metal Batteries packed with equipment
5 - UN3480 Lithium Ion Batteries
6 - UN3481 Lithium Ion Batteries contained in equipment
7 - UN3481 Lithium Ion Batteries packed with equipment
* If field is left blank it will default to ‘None’
Page 7 of 18
1.3 Bookings
22
23
24
25
26
27
28
29
30
31
32
18
19
20
21
12
13
14
15
16
17
The following table defines the format and field definitions of the FreightMaster Booking
Import file.
Each booking record is to be on a separate line.
3
6
7
4
5
8
9
10
Field
1
2
Description
Booking Type
Account
Prepaid Consignment
11
No of Articles
Total Weight
Width
Height
Length
Pick up Date
Pick up Ready Time
Close of Business Time
Pick Up Company Name
Pick Up Street Address Line 1
Pick Up Street Address Line 2
Pick Up Street Address Line 3
Pick Up Suburb
Pick Up State
Pick Up Postcode
Pick Up Contact Name
Pick Up Contact Number
Pick Up Contact Area
Pick Up E-mail Address
Cost Centre
Connote Required?
Receiver Company Name
Receiver Street Address Line 1
Receiver Street Address Line 2
Receiver Street Address Line 3
Receiver Suburb
Receiver State
Receiver Postcode
Receiver Contact Name
Size
11
7
255
20
1
30
30
30
30
30
3
4
30
8
4
4
2
2
4
10
5
5
4
30
10
30
30
30
30
30
30
3
Required
Yes
Yes
Yes
No
No
No
No
No
No
No
No
No
No
Yes
Yes
No
No
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Comments
SENDER/RECEIVER/THIRD_PARTY
If Prepaid Consignment is not populated
If Account no. is not populated, enter the prepaid consignment number
To be collected
Measured in KG’s
If Total Weight >=20kg
If Total Weight >=20kg
If Total Weight >=20kg
DD/MM/YYYY
HH:MM (24 hour time)
HH:MM (24 hour time)
*There must be at least one hour difference between the ready time and close of business time.
This will be verified against AaE Retail’s postcode database
If specified an e-mail will be sent specifying the booking details.
Mandatory if set up at an account level
Y = Yes, N or Blank = No
Mandatory if Type is Receiver or Third Party
Mandatory if Type is Receiver or Third Party
Mandatory if Type is Receiver or Third Party
Mandatory if Type is Receiver or Third Party
Mandatory if Type is Receiver or Third Party
Page 8 of 18
Field
33
34
35
36
Description
Receiver Contact Number
Receiver Contact Area
Receiver E-mail Address
3 rd
Party Contact Number
Size
10
30
255
10
Required
No
No
No
No
Comments
Mandatory if Type is Receiver or Third Party
If specified an e-mail will be sent specifying the booking details.
Mandatory if Type is Third Party
Page 9 of 18
1.4 Address Book
The following table defines the format and field definitions of the FreightMaster Address Book
Import file.
Each Address Book record is to be on a separate line.
Field
1
4
5
6
7
2
3
8
Description
Company Name
Location Name
Address Line 1
Address Line 2
Address Line 3
Suburb
State
Postcode
Size
30
30
30
30
30
30
3
4
Required
Yes
Yes
Yes
No
No
Yes
Yes
Yes
Comments
Unique Reference
This will be verified against AaE Retail’s postcode database
Page 10 of 18
2. Export File Specifications
All Exports can be modified, you have the option of selecting all fields to export or only those required. You can also enter relevant details to export the information with certain criteria e.g. within a date range etc.
2.1 Standard Consignment
The following table defines the format of the FreightMaster Consignment Export fields.
Description
Shipment Date
Created Date
Consignment Number
Article Number
Consignment Status
Consignment Type
Account Number
Reference
Delivery Instructions
Authority to Leave
Sender Location Name
Sender Address 1
Sender Address 2
Sender Address 3
Sender Suburb
Sender State
Sender Post Code
Sender Contact Name
Sender Contact Number
Sender E-mail Address
Receiver Company Name
Receiver Address 1
Receiver Address 2
Receiver Address 3
Receiver Suburb
Receiver State
Receiver Post Code
Receiver Contact Name
Receiver Contact Number
Field
1
2
3
4
5
13
14
15
16
17
18
25
26
27
28
29
19
20
21
22
23
24
9
10
11
6
7
8
12
Size
10
10
8
8
10
30
30
30
3
4
30
30
3
4
30
10
10
255
30
30
30
30
30
8
30
255
1
30
30
Comments
DD/MM/YYYY
DD/MM/YYYY
DRAFTED, PRINTED, REPRINTED, RESENT,
CANCELLED or MANIFESTED
STANDARD or E-CONNOTE
1 = True, 2 = False
Page 11 of 18
Field
30
31
Description
Receiver E-mail Address
Service Level
41
32
33
34
35
36
37
38
39
40
Package Contains
Invoice Number
Transit Warranty
Declared Value
Number of Articles
Total Weight
Width
Length
Height
Dangerous Goods Type
42 Created By
20
255
1
4
2
4
4
4
4
Size
255
1
1
30
Comments
Q – Express Premium
S – Deliver to Person
K – Deliver to Person Prepaid
A – Prepaid
E – Express Saver
Z – Airport to Airport
I – Livestock
M – Newspapers
R – Perishable
C – Same Day Consolidator
D – Middle of the Day
1 = True, 2 = False
1 - None
2 - UN3090 Lithium Metal Batteries
3 - UN3091 Lithium Metal Batteries contained in equipment
4 - UN3091 Lithium Metal Batteries packed with equipment
5 - UN3480 Lithium Ion Batteries
6 - UN3481 Lithium Ion Batteries contained in equipment
7 - UN3481 Lithium Ion Batteries packed with equipment
Username (e-mail address)
Page 12 of 18
2.2 Bookings
The following table defines the format of the FreightMaster Bookings Export fields.
Description
Pick up Date
Booking Reference
Booking Type
On Account
Prepaid Consignment
No of Articles
Total Weight
Width
Height
Length
Pick up Time
Close of Business Time
Pick up Company Name
Pick up Street Address 1
Pick up Street Address 2
Pick up Street Address 3
Pick up Suburb
Pick up State
Pick up Postcode
Pick up Contact Name
Pick up Contact Number
Pick up Contact Area
Pick up E-mail Address
Cost Centre
Connote Required?
Receiver Company Name
Receiver Address 1
Receiver Address 2
Receiver Address 3
Receiver Suburb
Receiver State
Receiver Postcode
Receiver Contact Name
Receiver Contact Number
Receiver Contact Area
Receiver E-mail Address
3 rd
Party Contact Number
Creator Name
31
32
33
34
25
26
27
28
29
30
35
36
37
38
18
19
20
21
22
23
24
14
15
16
17
8
9
10
11
12
13
4
5
6
7
Field
1
2
3
3
4
30
10
1
30
30
30
30
30
30
255
10
40
3
4
30
10
30
255
20
30
30
30
30
4
5
4
4
5
30
7
8
2
2
Size
10
10
11
Comments
DD/MM/YYYY
SENDER/RECEIVER/THIRD_PARTY
HH:MM (24 hour time)
HH:MM (24 hour time)
1 = True, 2 = False
Username (e-mail address)
Page 13 of 18
2.3 Address Book
The following table defines the format of the FreightMaster Address Book Export fields.
Field
Description Size Comments
1 Company Name 30
6
7
8
2
3
4
5
Location Name
Address Line 1
Address Line 2
Address Line 3
Suburb
State
Postcode
30
3
4
30
30
30
30
Unique Reference
Page 14 of 18
3. How to Import Files
•
Click on Bulk Import from the link on the FreightMaster Home Page or from the Tools menu.
•
Select an ‘Import Type’ from the drop down list i.e. Standard Consignment, E-Connote,
Bookings or Addresses.
•
Select a ‘File to Import’ from your system folders by using the Browse button.
•
Click on ‘Next’ to import your file.
•
You will see a ‘Confirm Your Import’ screen showing how many records were successfully imported and detailed reasons for any unsuccessful records i.e. incorrect postcode or suburb etc. You will need to modify any unsuccessful records and re-import them.
•
If you wish to change any records at this point, select back make the changes to the file and begin the import process again. If the records are correct and you wish to continue click on ‘Next’, and then click on ‘Yes’ to complete the import.
Page 15 of 18
•
You will be presented with an overview of the results and a draft consignment number when importing both standard consignments and e-connotes, or a confirmed booking reference number for bookings imports. These can be exported in a CSV file, by clicking on the ‘Export the Import Results Log’ at the bottom left of the page.
•
Upon importing consignments (standard or e-connote), these will automatically be saved as drafts, to finalise these and either print or e-mail, you will need to go into ‘View
Consignments’ and search for the relevant records. You can then choose to bulk print standard consignments, or bulk e-mail e-connotes.
•
You can select individual consignments to print, or use the ‘Select All’ button, which will select all available consignments, and the click on ‘Bulk Print’ or Bulk E-Connote’.
•
To complete the process required for pick up, produce a Manifest of all consignments to
Page 16 of 18
be collected by the AaE Retail driver for that day.
NB: E-Connotes will automatically produce a manifest.
Note: 500 is the maximum number of records that can be imported at a time.
4. How to Export Files
•
Click on Bulk Export from the Tools menu.
•
Select a ‘Record Type to Export’ from the list.
•
Select ‘Data to Export’ by ticking the fields that you require.
•
Enter the Display Order that you wish individual fields to exported.
•
Where applicable select the ‘Criteria’ for a field or fields.
Criteria Description
None
Equal Applies Criteria 1 against the selected field. The data in the selected field must equal the data entered in Criteria 1.
Greater Than Applies Criteria 1 against the selected field. The data in the selected field must be greater than the data entered in
Criteria 1.
Less Than
Only useful for fields that are numeric or date fields
Applies Criteria 1 against the selected field. The data in the selected field must be less than the data entered in
Criteria 1.
Only useful for fields that are numeric or date fields
Between
Does not apply any criteria (values) against the selected field
Applies both Criteria 1 and Criteria 2 against the selected field. The data in the selected field must fall between the data entered in Criteria 1 and Criteria 2.
Only useful for fields that are numeric or date fields.
Page 17 of 18
•
Enter the first value (Criteria 1).
•
(Optional) Enter the second value (Criteria 2).
•
You will see an ‘Export Display’ screen showing the records to be exported.
•
Select the location you wish to export the file using the Browse button and ‘Save’.
Note: 500 is the maximum number of records that can be exported at a time.
Page 18 of 18
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