In TransVirtual you can setup an EDI (Electronic Data Interchange) that automatically sends PDF, Excel, CSV (etc.) Invoice files to a Customer or Agent, based on specific situations. So, when an Invoice is Approved and Locked you can have an email (for example) send to a customer email address. This process is also possible via FTP, etc; however email is the simplest method of setup and this is what this article will show you how to do.
This requires the Finance module as that is the only way Invoices can be generated.
Start by navigating to EDI > Data Export > Invoices.
Once you arrive on this screen, click New Rule to begin your setup.
Type in the Rule Name and select the export framework you want to use; email, etc. For this example we are using email.
Click Create and you will then see your newly created rule appear on the left-highlighted in orange.
Click on your rule, and you will see the settings for it appear on the right.
You now need to setup who this will email to and the Export File Type (what is sent; so PDF or CSV etc). Click on the Settings for the Export Framework.
Once you do this you can choose who this emails to, and you can also add the Subject and Email body which will be sent with the email.
In the 'Send to Customer Contact' or the 'Send to Assigned Agent Contact' fields you can select a contact to email this information to. If you choose Accounts Payable for the Customer Contact, for example, this would email to the email address listed under Accounts Payable in the related Customer Card:
This information is found by going to Home > Card Files > Customer List OR Agent/Supplier List and then double-clicking into the appropriate Customer/Agent card.
You can also type in any email address you wish into the 'Email To' field. This email also receives this file. The 'Email Subject' field will be the subject of the email received by the contacts.
You can also add in text to the body part of the settings. This message will be displayed to the email recipient.
The Email Body (HTML) tab allows you to manipulate HTML code for the email body; this is more advanced setup and is not covered in this example.
Once you have set the Export Framework Settings, you need to set the Export File Type.
Basic/CSV export File type sends the email recipient this CSV file type. If you wish to send the customer this type of file only, select this from the list and then click update at the top.
Click on Settings beside the file type to select the CSV file fields to be sent in this
email, from this screen using the 'Data to Export' field at the bottom.
Click in this field and you will be presented with a list of possible fields to include in the sending file.
From here tick the send PDF report button to include a PDF report in the email information.
If you wish to ONLY send a PDF report you need to select Basic CSV/Excel, click settings, tick send PDF report, save changes and then from the Export File Type drop-down list select 'None' and Update using the button at the top. The only way to access the setting to turn on the PDF report is through the Basic CSV/Excel settings first and then changing the Export File Type to 'None' afterwards-this to ONLY send a PDF (no Basic CSV/Excel). Selecting Basic CSV/Excel will send this file AND the PDF report-if you have both enabled.
12. Once you have these settings complete, ensure you click Update to save.
13. From here, if needed, you can change the Trigger Period to be whatever you wish; however 'Every 2 mins' is a good default to have as the system will send any information across when it is available.
14. The next important thing to do is to outline when this EDI rule will trigger on an Invoice; what conditions does the Invoice information need to meet to be ready for sending. To do this we are going to use the data filter at the bottom of the page.
Ideally, you only want Invoice information to send to someone when an Invoice has been Approved and Locked. This is because, generally, the Invoice has been checked by human eyes and this means all the prices are correct; there should be no discrepancies/issues.
So, to setup for this EDI to trigger on an Invoice when an Invoice has been Approved and Locked, you need to use the drop down menu at the very bottom to enter in this logic.
Select Invoice State. Then click Next down the bottom.
Select Equal. Click Next.
Select ApprovedLocked. Click Add Rule.
15. You will then see this logic in the data filter.
16. The last thing you need to do is to enable this rule.
17. This rule will now appear in white on the left; indicating it is now active.
It is possible to setup EDI Invoice rules and have them send via means other than email. These are generally more complicated and require more advanced knowledge.
It is also possible to have other criteria/conditions in your data filter. The logic in the above example is the most basic, and is a good default setup. If you wanted to only send this information to one Customer, you could also add logic into the data filter that says when the Invoice is Approved and Locked and the Customer name is 'X', send this information to this email address. There are many possibilities for EDI setups.
Note: The setup for an agent invoice EDI export is much the same as the above with the main differences being where the email is sent and what information is sent with the csv or export file. Please keep in mind that if exporting pricing to an agent, make sure you check you are NOT sending customer prices instead of supplier/agent pricing UNLESS that is what is required. Please also consider the data filter for this setup if required and also ensure that all necessary testing is performed where possible before the rule is implemented.
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