Import of freights from a CSV file

Updated 1 week ago by Katarzyna

Who can use this feature?

The feature is available to all users of the Trans.eu and CargoON Platform who have access to the CSV Freight Importer.

The importer allows you to quickly add multiple freights at once using a CSV, XLS, or XLSX file. You can decide how the freights will be published: to the exchange, to selected carriers, via automatic rules, or to fixed routes.

In this article, you will learn:

  • how to import freights from a CSV, XLS, or XLSX file,
  • how to match columns (data mapping),
  • how to use data autofill.

Freight import

  1. Click Add freight.
  2. Select Import freights from CSV.
  3. Add the prepared file in CSV, XLS, or XLSX format (you can use the ready-made template).
  4. In the Freight data matching step, check whether all required fields are correctly assigned. If the system has not matched them automatically, select the appropriate fields from the list. Click Next.
  5. In the Publication parameters section, select the publication mode:
  • Exchanges – indicate which exchange (e.g., Trans.eu Exchange, private exchanges) the freight offers should be published to. Fill in the required data (recipient, payment term, contact person).
  • To selected – freights will be sent directly to the indicated carriers. Fill in the required data (recipient, payment term, contact person).
  • Automatic rules – the system will publish freights according to previously configured rules.
  • Fixed routes – the importer can assign the freight to an existing fixed route.
If you provide: route ID, recipient office_id, and vehicle registration number in the file, the system will match the freight to a fixed route and automatically accept the offer.
Each Fixed Route has a unique route ID. It is a system code. If you do not have access to it, contact your company administrator or the person responsible for configuring Fixed Routes.
  • Draft – imported freights will be saved as drafts and will require manual publication in the Freights → Added module.

If you want to publish freights in different ways, uncheck the option Publish all freights in the same mode.

  1. After the import is completed, you will receive a notification and a freight import summary.
  2. All successfully imported freights can be found in the Freights module under the Added tab.

Auto-acceptance in publications to Fixed routes

If you provide the route ID and recipient office_id, the offer will be sent to the indicated carrier. The carrier can accept it manually, or it will be automatically accepted after the time specified in the contract (silent confirmation).

If you additionally provide the vehicle registration number, the system will immediately:

  • accept the freight,
  • create and confirm the order,
  • save the registration number in the details.

The order is then ready for further processing.

Dictionary value mapping

Value mapping allows you to automatically convert data from your file into values used on the platform.

Thanks to this, during subsequent imports, the system will automatically recognize the specified value and apply the correct assignment.

  1. Click your avatar in the top right corner.
  2. Go to: Settings → Freight import.
  3. Open the Dictionary value mapping tab.
  4. Click Add dictionary value.

Fill in the fields:

  • Freight data category – select from the list (e.g., body type),
  • Find – enter the value from your file,
  • Replace with – select the value used in the system.
  1. Click Save.

From now on, the system will automatically replace the indicated value during each subsequent import. The entered values will be saved for all employees in your company.

The date format has default mapping. You can edit it, but changing it overwrites the existing value (it does not create a new dictionary entry).

Mapping during import

You can also add mapping directly during file import:

  1. In the Import summary step, click the value you want to change.
  2. Select the appropriate value from the list.
  3. Save as a dictionary value.

The change will be saved and applied to future imports as well.

All saved mappings can be found in: Settings → Freight import → Dictionary value mapping

There you can:

  • edit existing values,
  • delete them,
  • add new ones.

Data autofill

Autofill allows you to set default values that the system will automatically complete during freight import.

This way, you do not have to enter the same data in the file every time.

  1. Click your avatar in the top right corner.
  2. Go to: Settings → Freight import.
  3. Open the Data autofill tab.
  4. Click Add default data.
  5. Fill in the fields:
    • Freight data category – select the field to be automatically completed (e.g., vehicle registration number)
    • Fill as – enter the default value,
    • For matching template – choose whether the setting applies to the default matching or a specific template saved in the importer.
  6. Click Save.

From now on, the system will automatically complete the indicated field during file import.

If the field in the file is empty, the system will automatically fill it with the previously defined default value.

FAQ

Which fields are required when importing freights?

You can check the field descriptions in the file Importer data

Why were not all freights imported?

The freight importer processes only correctly recognized freights. If there is an error in any of them, you will see information in the import summary table. You can correct incorrect values directly in the importer window and then proceed to the Publication parameters section.

What does the message “No freight will be imported” mean?

This means that the importer did not recognize any entry in the file as a valid freight. Correct the data in the file (e.g., required fields and formats) and then try to import it again.

Can I import the same file multiple times?

The system does not allow adding the same file multiple times. If you want to perform the import again, make changes to the file (e.g., save it under a different name or update the data) and then import it again.

Does the user’s time zone affect the displayed dates and times?

No. Dates and times are displayed according to the local time of the loading and unloading locations. All users see the same values, regardless of the time zone they are in.

What happens if required data is missing in the file?

The system will inform you about errors in the import summary. Freights with missing or incorrect data will not be imported.

Can I publish freights in different modes within one file?

Yes. To do this, uncheck the option Publish all freights in the same mode and select the publication mode separately for each entry.

What happens if the system does not match the freight to a fixed route?

The freight will not be automatically accepted. It will be saved as a draft and will require manual editing and publication.

What happens if I do not provide the vehicle registration number?

The freight may be imported, but it will not be automatically accepted in Fixed routes mode.

Are mapping and autofill shared for all employees?

Yes. The settings are saved at the company level and apply to all users.

What is a matching template in the importer?

A matching template saves how columns from the file are assigned to system fields. This way, during the next import, you do not need to match the same columns again.

Can I have multiple templates?

Yes. You can save different matching templates and use them depending on the file type.

Does autofill work for a specific template?

When adding default data, you can specify whether it applies to the default matching or a specific template.

Additional guide

Freight importer

38 STEPS

1. From Add freight, go to Import freight from CSV.

2. Previously, this was the freight import window. The process itself is simple and clear, but it requires the preparation of a file in a specific format and according to a specific template.

3. This often comes down to manual work, and this type of operation is associated with large expenditures of time or personnel, generating unnecessary costs.

4. In order to meet the expectations of our existing and future customers, we offer you a refreshed Smart Freight Importer.

5. Thanks to a flexible approach to the format and syntax of the file, we streamline the process of posting a large number of freight. In addition, we are adding some features that will have a positive impact on the efficiency of operational employees.

6. On the window frame, in the upper right corner, we pull out the link to Help, available at every stage of the process, where by means of an instructional article we will guide you step by step through the new process of importing freight.

7. In addition to the CSV format, our Smart Importer will also support XLS and XLSX formats, adapting to all TMS systems available on the market.

8. Uploading the file, now fully automatically, will take you to the next step – Matching freight data.

9. This is how Smart Freight Importer behaves if the uploaded file matches a previously supported .csv file template or a file mapping you have stored. We will talk about file mapping in a later section.

10. The Smart Importer window will behave in the following way if the uploaded file does not conform to the previously supported .csv file template or has a completely different syntax (e.g. different column names and/or a different column order).

11. In the left-hand panel, there is a checklist of mandatory freight parameters to be adjusted, which are the minimum necessary to post/save imported freight.

12. Clicking on a specific column, for example ‘Date Z’, will allow you to assign the data contained in it to the appropriate parameter on the platform side, in this particular case, the mandatory parameter, i.e. ‘Date of loading’.

13. The mapped column and the corresponding position on the checklist will be highlighted in green.

14. A file mapped as required activates the Save as Template option.

15. In the Save Template window, all you have to do is give the template a unique name and then save it.

16. The saved template will appear in the top left corner on the list of match templates and will be available to all users in the company.

17. Smart Importer always, as a first step after reading the file, if possible, attempts to auto-match with one of the stored templates.

18. The next step is the Import Summary.

19. A significant convenience is the ability to make changes for individual freight parameters directly in the freight import window.

20. This is particularly useful if the imported file contains errors.

21. Filtering the list using the option Show only freights with errors will allow you to quickly correct them.

22. For example, clicking on a specific active field will bring up a window that allows you to make changes in the area of specific freight parameters.

23. In the window that opens, by clicking on the field, you can also make changes to the postal code, city, street and number.

24. In the Import Summary, you also have the option to map your values supported by the Trans.eu Platform.

25. Confirm saving the values with the Save dictionary value button.

26. The mapped value will appear in the Settings in the Freight import module.

27. The exception is the date format, for which the default mapping is applied. It is editable but does not create another dictionary value, instead it overwrites the existing one.

28. In the refreshed version of Importer, there is now a step for posting freights, where you can post all freights in the same way.

29. The default option enabled: Publish all freights in the same mode allows you to publish loads in a specific mode available to the client.

30. Unchecking this option opens up new possibilities. A freight list appears with the option to select multiple items from the list.

31. You can then choose one of the posting modes available to the client.

32. Embedded here is the option to save imported freight as a draft copy, which will invariably be subject to manual posting.

33. Moving on, you will see the corresponding posting modes assigned to each freight in the list.

34. By clicking Import freight, you start both the import process and the posting or draft copy process, which can continue in the background.

35. Until now, the ongoing freight import process prevented all users of a given company from starting another import until the current one was completed, all the while taking up valuable time. The new version of the Importer solves this problem.

36. You will receive a notification when the import is complete. By clicking it, you will be taken to the Summary.

37. The Freight Import Summary appears.

38. Finally, the imported freights are added to the list of Added Freights with appropriate statuses.

https://www.iorad.com/player/2306929/Freight-importer

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