There are three primary methods to upload containers, BLs or booking references to the platform: manual entry, API integration, and bulk import via templates. In this article, we’ll focus on template bulk import.
In the world of logistics and trade management, creating efficient tradeflows is crucial for smooth operations. There are three primary methods to generate tradeflows within platforms: manual entry, API integration, and bulk import via templates. In this article, we’ll focus on template bulk import, which allows you to easily upload multiple tradeflows using an Excel file.
Three Key Methods for Creating Trade Flows:
- Manual Entry: Users input data directly into the platform.
- API Integration: Data flows from other systems directly to the platform via an API.
- Template Bulk Import: This allows users to upload large volumes of data in an Excel sheet.
Bulk Import Process Overview
The bulk import method consists of two main steps:
- Step 1: Download the Template: You download an empty Excel template from the platform.
- Step 2: Fill and Upload the Template: Once the file is filled with the required data, it’s uploaded back to the platform.
Exploring the Excel Template
When the template is downloaded,
The file contains headers and empty rows to fill. You can create up to 1,000 tradeflow references in a single sheet. Let’s dive into the template and its structure:
- Internal Reference: This is a key identifier for each tradeflow, similar to a "trade reference." It corresponds to an internal name that helps track each tradeflow. The first column in the template must always be filled. This column serves as the unique identifier for the tradeflow. Without it, the platform cannot recognize the entry.
- Key Tracking Columns: The Excel template provides columns for various identifiers like container number, bill of lading, or booking reference. At least one of these columns should be filled for more effective tracking, but the system will still create an empty tradeflow even if these are left blank.
- Optional Fields: In addition to the key fields, the template includes several optional fields: Partners: Users can fill in partner details (such as a client or supplier) using the Partner 1 Name and Reference columns. If these fields are left blank, the platform defaults to the internal reference for the partner.
Logistical Information: You can provide data like the port of discharge, estimated time of arrival (ETA), estimated time of departure (ETD), and the vessel name. The more columns you fill in, the more detailed the tradeflow will be.
Precautions
You cannot use the same tradeflow reference number for two Tradeflows and the first column in the template must always be filled
The following columns are mentioned as either they are compulsory to be filled, one of three will work or optional:
| Requirement | Column Name | Description |
| Complursory | Internal reference (required) | for your own internal reference. Can be container, booking or B/L number |
| One is mandatory or multifle can be filled | Container | Container, with check digit |
| Bill of Lading | B/L reference (master) | |
| Booking reference | Booking reference (main carrier) | |
| Optional | Partner 1 name | Name of client to share with. Should be an exact match with the name in the platform, |
| Optional | Partner 1 reference | Internal reference of the client |
| Optional | Partner 1 role | Client, Consignee, Supplier, Shipper,... |
| Optional | Port of Loading | Port of Loading |
| Optional | Port of Discharge | Port of Discharge |
| Optional | ETS / ETD | Estimated time of shipping |
| Optional | ETA | Estimated time of Arrival |
| Optional | Vessel name | Mother vessel name |
| Optional | Ocean carrier | Ocean carrier name, optional. |
| Optional | Lead contact | Lead contact for your company (Email or full name) |
| Optional | Incoterms | Incoterms for this tradeflow |
| Optional | Team name | Team for this tradeflow |
| Optional | Voyage Ref | Voyage Ref (custom property) |
| Optional | Invoice ref | Invoice ref (custom property) |
| Optional | Internal Remark | Internal Remark (custom property) |
| Optional | HS Code | HS Code (custom property) |
| Optional | Free time comments | Free time comments (custom property) |
| Optional | External Remark | External Remark (custom property) |
| Optional | Delivery Location | Delivery Location (custom property) |
| Optional | Delivery Date | Delivery Date (custom property) |
| Optional | Consignee (free text) | Consignee (free text) (custom property) |
| Optional | Cargo Ready Date | Cargo Ready Date (custom property) |
| Optional | Cargo | Cargo (custom property) |
Advanced Settings for Customizing the Template
The platform also offers advanced settings to modify the Excel template. By using these settings, you can increase the number of partner fields or add custom columns to capture additional information.
For instance:
- By changing the setting to “5,” the Excel template will generate 15 partner columns (five sets of three fields: partner name, reference, and role).
- There are also custom text fields that can be included or excluded based on your needs.
Importing and Processing the Template
Once the template is filled, you can upload it back into the platform using the "Upload Filled Template" button. The platform processes each line in the sheet, and you can monitor how many trade flows were successfully imported.
If any tracking information (such as container number, bill of lading, or booking reference) is provided, it may take up to 50 minutes to retrieve the associated data for the new tradeflows.
Once this template is completed, it can be uploaded back into the system for processing, and new tradeflows will be created accordingly.
Conclusion
The Excel bulk import feature is a powerful tool for simplifying the creation of tradeflows in bulk. By downloading, filling, and uploading the template, users can efficiently manage large volumes of trade data. Utilizing the optional fields and advanced settings ensures greater flexibility and more detailed tradeflow tracking.