Import of freights from a CSV file

Updated 1 month ago by Jakub

Who can use this function?

The function is available to all users of the Trans.eu Platform and CargoON.

Importing freights using files significantly shortens and streamlines work. Thanks to additional functionalities, such as mapping dictionary values, you will be able to quickly and effectively adapt your values in the file to those supported by the Trans.eu Platform. Thanks to this, you will not have to correct them each time during subsequent imports, the values will change automatically.

From this article you will learn:

  • how to import freight to the Trans.eu platform using a .csv, .xls or .xlsx file
  • how to map a dictionary value

Importing freight step by step. Learn how to import freight from a .csv, .xls, .xlsx file.

38 STEPS

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

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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.

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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.

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

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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.

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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.

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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.

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

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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.

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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).

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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.

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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’.

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

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

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

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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.

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

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18. The next step is the Import Summary.

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

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

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

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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.

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

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

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

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

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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.

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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.

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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.

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

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

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

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

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

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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.

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

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37. The Freight Import Summary appears.

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

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** Best experienced in Full Screen (click the icon in the top right corner before you begin) **

https://www.iorad.com/player/2306929/importer-fracht-w---EN-2

​Freight import and importer data

​A detailed description of the fields available in the Importer data file.

Expand the arrow next to the Add freight button, then select Import freights from CSV.

  1. Upload your file and go to the next step.

  1. In the Freight data matching step, you can easily adjust the values from your file to the values required by the Trans.eu Platform. The built-in dictionary will be helpful in quickly indicating which field on the Platform corresponds to your column in the file.
Dates and times are presented in the local time of the loading and unloading location. Each user sees the same dates and times for a given freight, regardless of their time zone.

In the Import summary you can see detailed information.

  • Example 1
  1. All freights will be imported. Click Next to go to Publication parameters.

  • Example 2

  1. Only recognized freights will be imported. In the table you will receive information on which of the freights the error occurred. You can correct wrong values directly in the import window and click Next to go to Publication parameters.

  1. Complete the Date of payment, Receivers and Contact persons, and then confirm with the Import freight button.
If you want to publish freights in different ways, uncheck the Publish all freights in the same mode option.

You can publish all imported freights in the same mode, each separately, or select several of them.

You can publish freights from a file to automatic rules. Select Automatic publication rules and Import freight.

The import status will be visible on the platform.

Click the bell icon to check all notifications.

You will receive a notification when the import is complete.

You will see the summary as well.

  • Example 3

  1. No freights will be imported. Correct your file and try again.

  • Example 4

  1. Incorrect file format. Please check your file and try again.

Please note

- Remember that it is not possible to add the same file multiple times.
- Using the function contrary to the regulations (e.g. duplicating offers) may result in the revocation of the ability to import offers.

Mapping dictionary values

In the Import summary you can use the option to map your column values.

  1. Click the appropriate field and select a value from the list.
  1. Confirm saving the value by pressing the Save dictionary value button.

The change applies to all files imported in the future, where if a given value is recognized, it will be automatically replaced with the selected dictionary value.

The mapped value will appear in Settings in the Importing freight module.

You can edit, delete or add dictionary values here.

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

The entered values will be saved on the company account, which means that the database of dictionary values is shared and each employee can add them.

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