Table of Contents

Configuration Package Contract

General

The functionality Configuration Package Contract supports users in migrating contract-data to Boltrics 3PL Dynamics.

Functionality

Before migrating contracts normaly first the customers and vendors have to be migrated. Migrating contracts can be a complex proces. Therefore, a generic contract is often first set up in Boltrics 3PL Dynamics. This contract can be exported with the configuration packages to Excel. This export then serves as a setup for the remaining contracts to be migrated.

Step 1. Preperation

  1. Check no. series on manual entry

    1. Open the page: Transport Setup, Tab: Numbering and click on the look-up button in the field: Contract Nos.
    2. Click on: Select from full list in the selection page.
    3. Scroll to the right side in the screen: Select No. Series and check if the field: Manual Nos. is activited.
    4. If not Click on the button: Edit List and activate the field: Manual Nos.

  2. Check/update related tables Check if the following pages/tables for which values to use in the migation sheets.

    Table Remarks
    Agreement Qty Calc. Check the page: Agreement Quantity Calculaton / Criteria List and not the codes to be used in the contract detail lines.
    Order Type Check the page: Order Type List(TMS) and note the Numbers to be used in the contract detail lines. Only applicable if different prices per Order Type apply.
    City Check the page: ZIP codes and note Cities to be used if setting up Regions by Cities.
    Country/Region Check the page: Countries/Regions and note the Codes te be used when setting up Regions.
    Fuel Clauses Check the page: Fuel Clauses and note the Codes to be used in contract detail lines.
    Services Check the page: TMS Service List and note the Numbers to be used in the contract detail lines.
    Unit of Measure Check the page: Unit of Measue and note the codes to be used in the contract detail lines

Step 2. Create file with contract-data

  1. Create Excel-file for migrating contracts The following steps have to be perfomed to create an Exel-file for migrating contacs.

    1. Open page: Configuration Packages
    2. Go to the line with code: CONTRACT and open the page.
    3. Click on the button: Export to Excel and confirm with Yes
    4. The file will be available in the download-folder and contains the following worksheets; Agreement Header, Agreement Line, Agreement Detail Line, Agreement Sub Detail line, TMS Ordertype, Area Header, Area Line, Region Header and Region Lines.

  2. General guidlines entering data into the Excel-file

    1. Do not change the names of worksheets and/or colums.

    2. Do not delete/change the first 3 rows in a worksheet.

    3. Click on the title of a column to see the format of a field. Some examples of formating:

      Value Remarks
      Boolean 0=False, 1=True
      Code20 Field may contain, characters, numbers and punctuations, maximum length of value in the field: 20.
      Date Values have to be entered as DD/MM/YYYY
      Decimal A number with decimal places
      Option The comment will contain a list of values which can be used.
      Text100 Field may contain all type of characters, maximum length of value in the field: 100
      Time Values have to be entered as HH:MM:SS

  3. Enter region header data into the Excel-file Start with the worksheet: Region Header. For entering data the following guidelines:

    Field Mandatory Remarks
    Code Yes An unique code for the region. See list below for some examples.
    Description Yes A description of the region
    Type Yes Options: 0(Addres region), 1(Post Code Region), 2(City Region), 3(County Region), 4(Country Region), 5(Port Region)
    Country/Region Code No The country-code on which the region is based. Leave blanc when a region covers multiple countries.

    Examples regioncodes:

    Regioncode Remarks
    BE A region bases on the country Belgium.
    BENELUX A region based on the countries Belgium, Netherlands and Luxembourg.
    BE NORTH A region based on all postcodes in the North of Belgium.
    BE ZONE 1 A region based on several postcodes in Belgium.
    BE Bruxelles A region based on the city Bruxelles in Belgium.
    BE ANTWERP A region based on the harbour-area in Antwerp.
    CS0001 ZONE 1 A specific region used by a customer(CS) whith the code(0001).

  4. Enter region detail data into the Excel-file When completed the worksheet: Region Header the worksheet: Region Line can be completed. For each Region header at least one line must be entered. Based on the Type set in the region header certain fields in the line must be entered. For entering data the following guidelines:

    Field Mandatory Remarks
    Region Code Yes The value of the field: Code in the Excel-file: Region Header.
    Line No. Yes Fist line start with 10.000, increase by 10.000 on each following line. Value must be unique per Region Header.
    City Yes if Region Header-Type=2, else No The searchname of the City to be setup in the region-line.
    From Post Code Yes if Region Header-Type=1, else No The first Post code to be setup in the region-line.
    To Post Code Yes if Region Header-Type=1, else No The last Post code to be setup in the region-line.
    Country/Region Code Yes The Country/Region Code to be setup in the region-line.
    Address No. Yes if Region Header-Type=0, else No The Address-code of the address to be setup in the region line.

  5. Enter area header data into the Excel-file Once the Region Header and Region Lines have been completed the worksheet: Area Header can be completed. For entering data the following guidelines:

    Field Mandatory Remarks
    Code Yes An unique code for the area. See list below for some examples.
    Description Yes A description of the area

    Examples Areacodes:

    Areacode Remarks
    BE-DE ZONE 1 From Belgium to zone 1 in Germany.
    BE BRU-GB LON From Bruxelles in Belgium to London in the United Kingdom.
    NL DEPOT-FR ZONE 10 From the depot in the Netherlands to zone 10 in France.

  6. Enter area detail data into the Excel-file When completed the worksheet: Area Header the worksheet: Area Line can be completed. For each Area header always 2 lines must be entered. One of the type: Load and one of the type: Unload. For entering data the following guidelines:

    Field Mandatory Remarks
    Area Code Yes The value of the field: Code in the Excel-file: Region Header.
    Line No. Yes Fist line fixed value: 10.000, second line: 20.000
    Type Yes Fist line fixed value: 0(Load), second line: 1(Unload)
    Region Type yes Options 0(Address), 1(Addres Region), 2(Post Code), 3(Post Code Region), 4(City), 5(City Region), 6(County), 7(County Region),8: Country, 9(Country Region), 10(Others), 11(Port) or 12(Port Region).
    Code Yes The value of the field: Code. in the worksheet: TMS Region Header.

  7. Enter contract header data into the Excel-file When the Area Header and Area Lines have been completed the worksheet: Agreement Header can be completed. For entering data the following guidelines:

    Field Mandatory Remarks
    Document Type Yes Fixed value: 2(Contract).
    No. Yes An unique code for the contract.
    Source Type Yes Options: 0(Customer), 1(Vendor), 2(Customer Price Group), 3(Vendor Price Group), 4(All Customers) or 5(All Vendors).
    Source No. - The code of the Customer- or Vendor(price group). Leave empty if source is All Customers or All Vendors.
    Description Yes A description of the contract.
    Valid From Date Yes The starting date of the contract.
    Valid To Date Yes The ending date of the contract. Fixed value: 31/12/9999.
    Currency Code No Only enter a value if the local currency of the company is not applicable.
    Status Template Code Yes Fixed value: TMS CONTRACT.
    Status Yes Fixed value: 10-NEW.
    Fuel Clause No The No. of the fuel clause applicable on the contract, see page: Fuel Clauses
    Rate Calculation with Manual Lines Yes Options: 1(Keep Manual-Add All) ,2(Keep Manual-Add Surcharge and Discount) 3,(Keep Manual-Add None) or 4(Delete Manual-Add All)
    Rate Calculation with Optional Lines Yes Options: 1(Delete Optional Lines) or 2(Keep Optional Lines)

  8. Enter contract line data into the Excel-file When the Contract Header has been completed the worksheet: Agreement Lines can be completed. For entering data the following guidelines:

    Field Mandatory Remarks
    Document Type Yes Fixed value: 2(Contract).
    Quote No. Yes The value of the field: No. in the Excel-file: Agreement Header.
    Line No. Yes Fist line start with 10.000, increase by 10.000 on each following line. Value must be unique per Region Header.
    Source Type Yes The value of the field: Source Type in the Excel-file: Agreement Header.
    Source No. - The value of the field: Source No. in the Excel-file: Agreement Header.
    Description Yes The value of the field: Description in the Excel-file: Agreement Header.
    Area Code Yes The area code applicable on the line.
    Order Type Code No The order type code, only applicable if the line applies to a specific order type. See page: Order Type List(TMS)
    Valid From Date Yes The value of the field: Valid From Date in the Excel-file: Agreement Header.
    Valid To Date Yes The value of the field: Valid To Date in the Excel-file: Agreement Header.

  9. Enter contract detail line data into the Excel-file When the Contract line has been completed the worksheet: Agreement Detail Line can be completed. For entering data the following guidelines:

    Field Mandatory Remarks
    Document Type Yes Fixed value: 2(Contract).
    Quote No. Yes The value of the field: No. in the Excel-file: Agreement Header.
    Quote Line No. Yes The value of the field: Line No. in the Excel-file: Agreement Lines.
    Line No. Yes Fist line start with 10.000, increase by 10.000 on each following line. Value must be unique per Agreement Line.
    Source Type Yes The value of the field: Source Type in the Excel-file: Agreement Header.
    Source No. - The value of the field: Source No. in the Excel-file: Agreement Header.
    Service No. Yes The Service No. applicable on this line. See page: TMS Services List.
    Price per Quantity Yes Default value: 1.
    Rounding Type Quantity Yes Options: 0(Nearest), 1(Up), 2(Down) or 3(No Rounding)
    Document Processing Yes Default value: 1(Lines)
    Optional Yes Options: 0(No), 1(True)
    Line type Yes Options: 0(Transport) or 1(Surcharge).
    Quantity Calculation Yes The calculation code applicable on this line. See page: Agreement Quantity Calculaton / Criteria List.
    Base Amount Must be filled if Unit Price is empty The amount when a fixed price is charged.
    Unit Price Must be filled if Base amount is empty The price per unit(quantity calculation).
    Unit of Measure Code No The unit of Measure to be shown on the invoice-line. See page: Unit of Measure.
    Percentage No If the value of the Unit Pice is a percentage.
    Keep zero amount Yes Options: 0(False), 1(True).
    Service Once Per Document Yes Options: 0(False), 1(True).
    Use Grouped Order Price Yes Options: 0(False), 1(True).
    Valid From Date Yes The startingdate of the line. Must be between the Valid From Date and Valid To Date of the Agreement line
    Valid To Date Yes The endingdate of the line. Must be between the Valid From Date and Valid To Date of the Agreement line
    Fuel Clause No The fuel Clause applicable on the this line. See Page: Fuel Clauses.
    Price not Editable Yes Options: 0(False), 1(True).

  10. Enter contract sub detail line data into the Excel-file When the Contract detail lines have been completed and the contract structure is based on a tariff scale the worksheet: Agreement Sub Detail Line can be completed. For entering data the following guidelines:

    Field Mandatory Remarks
    Document Type Yes Fixed value: 2(Contract).
    Quote No. Yes The value of the field: No. in the Excel-file: Agreement Header.
    Quote Line No. Yes The value of the field: Line No. in the Excel-file: Agreement Lines.
    Quote Detail Line No. Yes The value of the field: Line No. in the Excel-file: Agreement Detail Lines.
    Line No. Yes Fist line start with 10.000, increase by 10.000 on each following line. Value must be unique per Agreement Detail Line.
    From Quantity Yes The minimum value on the line. Normaly the first line starts with 0.
    To Quantity Yes The maximum value on the line.
    Unit Price Must be filled if Base amount is empty The price per unit(quantity calculation).
    Base Amount Must be filled if Unit Price is empty The amount when a fixed price is charged.
    Minimum Amount No The minimum amount if a Unit Price is calculated.
    Maximum Amount No The maximum amount if a Unit Price is calculated.

Step 3. Importing the data into Boltrics 3PL Dynamics

The following steps have to be perfomed to import the data from the Exel-file.

  1. Open page: Configuration Packages
  2. Go to the line with code: CONTRACT and open the page.
  3. Click on the button: Import from Excel.
  4. A window will appear in which the Excel-file can be dropped.
  5. A new page will be opened: View - Config Package Import Preview. Click on the button: Import
  6. The page: Config. Package Card wil be opened. Click on the button: Apply Package and confirm with Yes.
  7. A window will apear to show the processing. When completed the number of errors, inserts and modifications will be shown.
  8. When errors are reported click on the line with the corresponding table in the field: No. of Packages Errors.
  9. The page Config. Package Records - (Tablename) will open and show the data of the records with errors. Select a line and click on th button: Show Error to read the error. Adjust the data and click on Apply data.

When the import is completed the contracts will appear in the page: TMS Contract List, the regions in the page: Region List and the areas in the page: Area List.

Step 4. Finish import

As a final step, the manual assignment of numbers should be disabled.

Disbale manual entry on no. series

  1. Open the page: Transport Setup, Tab: Numbering and click on the look-up button in the field: Contract Nos.
  2. Click on: Select from full list in the selection page.
  3. Scroll to the right side in the screen: Select No. Series.
  4. Click on the button: Edit List and disable the field: Manual Nos.
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