Shipment Workbook Import

This screen is used to import shipment data from an Excel or CSV workbook and convert it into Shipments, CCIs, and Detail lines.

Purpose

Use Shipment Workbook Import when shipment information is provided in a spreadsheet and needs to be loaded into the system without manual entry. The screen lets the user:

• select a workbook file

• map spreadsheet columns to system fields

• define how rows are grouped into Shipments and CCIs

• validate the data before import

• create shipments in bulk

 

When to use it

Use this screen when:

• a customer sends shipment data in Excel or CSV format

• multiple shipment lines need to be loaded at once

• the spreadsheet contains repeated rows that belong to the same shipment or invoice

• default values such as Customer, Vendor, VFD, Tariff, or Origin need to be applied during import

Screen overview

The Shipment Workbook Import screen contains these main sections:

• Source Selection

• General Settings

• Data Preview

• Split On

• Validation Errors

Source Selection

This section is used to choose the source workbook and define row offsets.

Fields:

• File Name

  • Select the Excel or CSV file to import

• Skip Rows: Top

  • Number of rows to skip at the top of the sheet before reading the data

• Skip Rows: Bottom

  • Number of rows to skip at the bottom of the sheet

Use this section when the workbook contains title rows, notes, totals, or footer content that should not be imported.

General Settings

This section lets the user apply default values when the workbook does not provide them, or when the import should force a standard value.

Fields may include:

• Customer Number

• Vendor

• VFD

• Tariff

• Origin

Typical use:

• set Customer Number when the workbook does not contain it

• set Vendor when all rows belong to the same vendor

• set default VFD, Tariff, or Origin when those values are missing in the sheet

Data Preview

This section displays the spreadsheet columns and sample rows that will be imported.

What the preview does:

• shows the workbook data after row skipping is applied

• lets the user map each column to a system field

• allows columns to be ignored if they are not needed

For each preview column, open the column menu and choose a target field such as:

• Shipment

• CCI

• Detail

• Ignore

Examples of common mappings:

• CNN No. -> Shipment: Cargo Control Number

• AWB NO. -> Shipment: Previous Cargo Control Number

• ORDER NUMBER -> CCI: Purchase Order

• SKU -> Detail: Product Number / Code

• DESCRIPTION -> Detail: Description

• HS CODE -> Detail: Classification

• ORIGIN -> Detail: Country Of Origin

• QUANTITY -> Detail: Quantity

• VALUE -> Detail: Value For Conversion

• CURRENCY -> CCI: Currency

If a column should not be imported, map it to Ignore.

Split On

This section controls how the importer groups spreadsheet rows into Shipments and CCIs.

Fields:

• Shipment

• CCI

How it works:

• Shipment split key determines when a new shipment starts

• CCI split key determines when a new CCI starts inside a shipment

Example:

• Shipment split = Cargo Control Number

• CCI split = Purchase Order

In that setup:

• rows with the same Cargo Control Number stay in the same Shipment

• rows with the same Purchase Order stay in the same CCI within that Shipment

Important behavior:

• if the selected split column is blank on continuation rows, the importer carries forward the previous value until the next populated row

• this supports workbook formats where the first row of a group contains the key and the following detail rows leave that cell blank

Validation Errors

This section shows all detected issues before import.

Examples of validation errors:

• missing required key values

• missing required mapped columns

• invalid numeric or date values

• field length errors

• invalid enum or code values

The import cannot continue until blocking validation errors are resolved.

Typical correction methods:

• remap the column

• choose a different split key

• adjust skip rows

• set a default value in General Settings

• correct the spreadsheet data

Step-by-step instructions

1. Open the screen

   • Launch Shipment Workbook Import from the Beta menu

2. Select the workbook

   • In File Name, browse to the Excel or CSV file to import

3. Set skip rows

   • If the workbook contains extra rows above or below the data, set Skip Rows: Top and Skip Rows: Bottom

4. Review defaults

   • Set Customer Number, Vendor, VFD, Tariff, or Origin if they should be applied during import

5. Review the preview

   • Confirm that the displayed columns and sample rows match the intended source data

6. Map each required column

   • Open each preview column menu

   • Map columns to the correct Shipment, CCI, or Detail field

   • Set unused columns to Ignore

7. Define split keys

   • In Split On, select the Shipment key

   • Select the CCI key

   • Choose keys that match the workbook structure

8. Review validation errors

   • Check the Validation Errors section

   • Resolve any missing mappings, invalid values, or key issues

9. Import the data

   • When validation passes, click OK

10. Review the result

    • Confirm the number of imported shipments

    • Open sample records and verify:

      • shipment header values

      • previous CCN if mapped

      • CCI grouping

      • detail lines

Recommended mapping approach

When reviewing a new workbook:

1. identify the shipment-level unique key

2. identify the CCI-level grouping key

3. identify detail-level product columns

4. map only the columns needed for import

5. validate before importing

Examples of split key patterns

Example 1: one shipment per cargo control number

• Shipment split = Cargo Control Number

• CCI split = Purchase Order

Use when:

• a single cargo control number represents one shipment

• purchase order identifies the invoice or CCI grouping within that shipment

Example 2: repeated detail rows under one CCI

• first row contains Purchase Order

• following detail rows are blank in that column

• importer carries the previous Purchase Order forward until a new value appears

Best practices

• always review the preview before importing

• use defaults only when the workbook consistently represents one customer/vendor/origin

• choose split keys that are stable and meaningful in the source data

• if a key column is populated only on the first row of a group, keep using it; the importer can carry the value forward

• confirm unusual source columns with the customer before finalizing a template

Troubleshooting

Problem: Missing required header

• Cause: required field is not mapped

• Fix: map the correct source column to the required target field

Problem: [Field] is required

• Cause: the selected split or required field is blank

• Fix: verify the source column and split settings

Problem: length validation error

• Cause: source value is longer than the target field allows

• Fix: correct the mapping or confirm whether the field should be imported elsewhere

Problem: too many or too few shipments created

• Cause: incorrect Shipment split key

• Fix: review the selected Shipment key and compare against the workbook pattern

Problem: too many or too few CCIs created

• Cause: incorrect CCI split key

• Fix: review the selected CCI key and how values repeat through the workbook

What to confirm with the customer when needed

If the workbook structure is unclear, confirm:

• which column represents the Shipment split

• which column represents the CCI split

• whether any columns are continuation values that should carry forward

• how many shipments the workbook should produce

• whether columns such as AWB No., CIN No., or Order Number map to specific system fields

Summary

Shipment Workbook Import lets the user load spreadsheet data into the system by:

• selecting a workbook

• mapping source columns

• choosing Shipment and CCI split keys

• validating the workbook

• importing the resulting shipments

The most important setup decisions are:

• correct column mappings

• correct Shipment split key

• correct CCI split key

If those are set correctly, the importer can reliably build the expected shipment structure from the spreadsheet.