Transflo Velocity Connects User Guide

Key Benefits of Transflo Velocity Connects:

• Free to download and use!

• Provides end-to-end automation between you and the broker.

• Significantly reduces manual processing time, errors, and costs.

• Allows tracking of accessorial charges using a confirmation number.

• Makes it easier for brokers to pay you!

• Speeds cash flow.

How it Works:

• As a carrier or owner-operator, you can use the free $Velocity Connects Windows Server software from Transflo to set up your own client-server portal.

• Automate business processes and speed cash flow. Because the broker instantly receives the invoices and associated documents electronically, the solution helps carriers get paid faster from brokers and third-party logistics (3PLs) companies.

• Invoicing and delivery documents from your current imaging solution are automatically matched to a participating broker.

• Data and images are captured and sent to the broker through the TRANSFLO $Velocity Connects service.

• Automatically delivers carrier invoices, trip sheets, and supporting load documents electronically to participating brokers in one complete no-touch solution.

• A confirmation number is given to the carrier for tracking and for future access.

• TRANSFLO $Velocity Connects improves operating efficiency for carriers who are looking for ways to shorten their billing cycle and want to improve their cash flow.

• CONNECTS DOWNLOAD LINK: To begin downloading TRANSFLO Connects, click here

This section covers details related to the local configuration and administration of TRANSFLO $Velocity Connects®.

• Document Type Mapping allows you to map broker document types to your document types.

• Settings configuration allows you to set the frequency that determines how often the local history is deleted and set the Input, Archive and Failed paths.

• Notification configuration allows you to configure an email that will be sent if documents are sent to the Failed folder.

Configure Document Type Mapping

You can map one or more of the document types that you recognize as a carrier to a broker document type.

1. In the main window, click Local Configuration or press the F3 key.

   

2. In the Local Configuration window, click the Doctype Mapping tab.

   

3. In the Select Broker list on the left, select a broker.

4. In the Configure Mappings section on the right, map the document types recognized by the broker to one or more of your document types:

   1. Under the Carrier Doctype column, click in the field or cell for each Broker Doctype row.

   2. Enter your document type codes that you want to map to the broker document type codes. Use semicolons (;) to separate multiple document types. For example, you might recognize accessorial pages (ACC), lumpers (LMP), and miscellaneous fees (MISC) as separate document types, but a given broker might prefer that all of these documents are received as accessorials (ACC). Some brokers might also consider a signed proof of delivery (POD) form to be equivalent to a bill of lading (BOL) because often a signed BOL can serve as a POD.

      Examples:

      ACC;LMP;MISC or BOL;POD

   3. Choose one of the following options:

      • To save your changes and close the Local Configuration window, click the OK button.

      • To close the window without saving your changes click the Cancel button.

Configure Settings

As an administrator, you can set the input, archive, and failed paths and specify how often the local history is deleted.

1. In the main window, click Local Configuration or press the F3 key.

   

2. In the Local Configuration window, click the Settings tab.

   

3. In the Delete Local History After field, select one of the following values from the drop-down list to determine how long to keep previously submitted document information on the server before it is deleted:

   • Never: Local History is never deleted.

   • 30 Days: Items older than 30 days are deleted from the Local History.

   • 60 Days: Items older than 60 days are deleted from the Local History.

   • 90 Days: Items older than 90 days are deleted from the Local History.

4. In the following three (3) fields, enter the full path or click Browse to specify the folder path:

   1. The Input Path is used to specify the folder where TRANSFLO $Velocity Connects will pick up document zip files.

   2. The Archive Path is used to specify the folder where TRANSFLO $Velocity Connects will store document zip files that were processed successfully.

   3. The Failed Path is used to specify the folder where TRANSFLO $Velocity Connects will store document zip files that were not processed successfully.

5. Set the Automatically Install Updates option. Select this option to enable automatic updates. Clear the check box to perform the updates manually by you or your administrator (we recommend that you enable the feature or periodically check for updates).

6. Choose one of the following options:

   • To save your changes, click the OK button.

   • To close the window without saving your changes click the Cancel button.

 

Configure Notifications

You can configure optional e-mail notifications that are generated by the system only if input documents cannot be processed and are sent instead to the Failed Pathfolder.

1. In the main window, click Local Configuration or press the F3 key.

   

2. In the Local Configuration window, click the Notificationstab.

   

3. In the Sender Email field, enter a From email address. The default address shows recipients that the email is from tfxhelp@transflo.com. Make sure your spam or junk mail filter does not block the notification emails. Try using an email address from your domain to ensure the spam filter does not block notification emails.

4. In the Recipient Email field, enter one or more email addresses for the recipients who will receive notification emails when documents enter the Failed Path folder. To configure multiple email addresses, separate them with a comma (,) or a semicolon (;).

5. In the Mail Server field, enter your fully qualified server name for your SMTP mail server.

6. In the Port field, enter the network port on your mail server to use to send the notification emails. To use secure sockets layer (SSL), select the Use Secure Protocol (SSL) check box.

7. In the User field, enter your mail server administrative account user name.

8. In the Password field, enter the corresponding password.

9. Choose one of the following options:

   • To save your changes, click the OK button.

   • To close the window without saving your changes, click the Cancel button.

 

1. On your Windows server, search the taskbar or Start menu for Transflo Velocity Connects Administration and then run the Transflo.Velocity.ConnectsAdmin.exe application.

   

   Or, navigate to the folder where it is located on the server and run the Transflo.Velocity.ConnectsAdmin.exe application.

   

2. The following main window opens.

   

   Press the corresponding function keys on your keyboard to perform the same actions described below for each button. The following image shows the labels and function key shortcuts:

   

   • To update your list of brokers or your user information click the [F2] Update User Information (Add or Remove a Broker) button or press F2. This button opens the User Registration window.

   • To open the Local Configuration window, click the [F3] Local Configuration button or press F3.

   • The [F4] View Previously Submitted Documents button opens the Previous Submitted Documents window. This window allows you to review previously scanned documents and verify that they have been submitted successfully.

   • The [F8] Help button opens online help documentation. [Due to a known issue, the application still opens a legacy locally installed help file. Use this knowledge base (KB) at knowledge.transflo.com for updated information.]

   • The [F5] Exit button closes the TRANSFLO $Velocity Connects® Administration Tool. The TRANSFLO $Velocity Connects® service will continue to run in the background.

After the registration process is completed, broker descriptions appear in the Description column.

1. In the main window of the administration application, press F2 or click the [F2] Update User Information (Add or Remove a Broker) button.

2. Enter a broker ID in the Enter a Broker ID and click Add text box and click the Add Individual Broker button.

   

3. If you are connected to the internet, a pop-up message displays the fleet ID and fleet description. If the Fleet information is correct click the Yes button on the message box. The broker ID is entered in the Broker ID column of the broker list.

   

   You are notified if you enter an invalid broker ID the first time you start TRANSFLO $Velocity Connects®.

4. Repeat these steps until all of your brokers have been added.

5. Under the Default column, click one check box to the left of the Broker ID that you want to be your default broker (the primary recipient of the documents you will be sending).

6. To download all active brokers to your broker list, click the Add All Brokers button .

7. To remove a broker from the list, select it and then click on the Remove button.

As an owner-operator or carrier, this solution requires that you perform an initial one-time set up in your invoice and imaging system for creation of a standard input file to allow your business users and staff to add brokers in the future without further IT help or intervention.

Pegasus TransTech recommends that users are allowed to select TRANSFLO $Velocity as an invoice delivery method in your host system and then enter the $Velocity Broker ID at that time. The $Velocity Broker ID is a value that will need to be included in the file that is created by your owner-operator invoice system or carrier imaging solution.

1. As a carrier or owner-operator using this Transflo solution, generate the required standard XML and images for all of your invoices for brokers accepting TRANSFLO $Velocity as a delivery method.

2. Accepted file types for images are TIF and PDF (single page or multi-page). File names for images in input batches must have .tif, .tiff, or .pdf extensions.

3. Zip File and supporting document restrictions:

   • Minimum resolution: 50 dpi

   • Maximum resolution: 600 dpi

   • Maximum file size: 500 KB

   • Maximum documents per batch: 100

   • Maximum compressed ZIP file size: 5.0 MB

   • Maximum image size (inches): 17 x 17 inches

4. A batch is considered a set of paperwork related to one (1) load. For each batch, Transflo requires a standard XML schema that includes the BrokerID (FleetID in the XML), a document type for every document in the batch, and the following ten (10) standard required index fields:

   • MotorCarrierCode

   • CarrierCode (your carrier code with the broker)

   • CarrierName

   • Number (the broker order, pro, load number, or a similar unique identifier)

   • RateConfirmationNumber

   • InvoiceNumber

   • InvoiceAmount

   • InvoiceDate

   • ShipDate

   • DeliveryDate

5. Package each batch of images into a ZIP file and include your XML schema for individual images in the same ZIP file. The format of this XML file is as follows (data examples are coded in italic; this example is using .TIF format for file extensions; if sending .tiff or .pdf, then extension for Doctypes>Field Name will be different than this example):

   Example 1: XML for individual image files

   <TransactionData>

   <FleetID>BROKERID</FleetID>

   <Fields>

   <Field Name="MotorCarrierCode">value</Field>

   <Field Name="CarrierCode">value</Field>

   <Field Name="CarrierName">value</Field>

   <Field Name="Number">value</Field>

   <Field Name="RateConfirmationNumber">value</Field>

   <Field Name="InvoiceNumber">value</Field>

   <Field Name="InvoiceAmount">value</Field>

   <Field Name="InvoiceDate">value</Field>

   <Field Name="ShipDate">value</Field>

   <Field Name="DeliveryDate">value</Field>

   </Fields>

   <DocTypes>

   <File Name="name.tif">

   <Page DocType="DoctypeCode" />

   </File>

   <File Name="name.tif">

   <Page DocType="DoctypeCode" />

   </File>

   <File Name="name.tif">

   <Page DocType="DoctypeCode" />

   </File>

   </DocTypes>

   </TransactionData>

    

   Example 2: XML for a completed 2 page submission

   <TransactionData>

   <FleetID>AMFBR</FleetID>

   <Fields>

   <Field Name="MotorCarrierCode">amf</Field>

   <Field Name="CarrierCode">amf123</Field>

   <Field Name="CarrierName">AMF Trucking</Field>

   <Field Name="Number">1234</Field>

   <Field Name="RateConfirmationNumber">123456</Field>

   <Field Name="InvoiceNumber">inv123</Field>

   <Field Name="InvoiceAmount">100.00</Field>

   <Field Name="InvoiceDate">6/2/2010</Field>

   <Field Name="ShipDate">5/31/2010</Field>

   <Field Name="DeliveryDate">6/1/2010</Field>

   </Fields>

   <DocTypes>

   <File Name="1.TIF">

   <Page DocType="PD" />

   </File>

   <File Name="2.TIF">

   <Page DocType="RC" />

   </File>

   </DocTypes>

   </TransactionData>

    

   Example 3: XML for a multi-page image

   <TransactionData>

   <FleetID>BROKERID</FleetID>

   <Fields>

   <Field Name="MotorCarrierCode">value</Field>

   <Field Name="CarrierCode">value</Field>

   <Field Name="CarrierName">value</Field>

   <Field Name="Number">value</Field>

   <Field Name="RateConfirmationNumber">value</Field>

   <Field Name="InvoiceNumber">value</Field>

   <Field Name="InvoiceAmount">value</Field>

   <Field Name="InvoiceDate">value</Field>

   <Field Name="ShipDate">value</Field>

   <Field Name="DeliveryDate">value</Field>

   </Fields>

   <DocTypes>

   <File Name="name.tif">

   <Page DocType="DoctypeCode" />

   <Page DocType="DoctypeCode" />

   <Page DocType="DoctypeCode" />

   </File>

   </DocTypes>

   </TransactionData>

    

   Example 4: XML for a completed 2 page submission

   <TransactionData>

   <FleetID>AMFBR</FleetID>

   <Fields>

   <Field Name="MotorCarrierCode">amf</Field>

   <Field Name="CarrierCode">amf123</Field>

   <Field Name="CarrierName">AMF Trucking</Field>

   <Field Name="Number">1234</Field>

   <Field Name="RateConfirmationNumber">123456</Field>

   <Field Name="InvoiceNumber">inv123</Field>

   <Field Name="InvoiceAmount">100.00</Field>

   <Field Name="InvoiceDate">6/2/2010</Field>

   <Field Name="ShipDate">5/31/2010</Field>

   <Field Name="DeliveryDate">6/1/2010</Field>

   </Fields>

   <DocTypes>

   <File Name="PRO12345.TIF">

   <Page DocType="PD" />

   <Page DocType="RC" />

   </File>

   </DocTypes>

   </TransactionData>

    

    

1. Configure the default broker.

2. Have users zip (compress) their load documents and invoices (PDF or TIFF files).

3. Copy them to the server Input Path folder. The Input Path is used to specify a special watched or monitored live folder where TRANSFLO $Velocity Connects will pick up and process document zip files.

A status of Pending usually indicates a loss of network connectivity. Ensure that the system has internet access.

1. In the main window, click [F4] View Previously Submitted Documents or press the F4 key.

   

2. To retry sending pending batches, click the Retry Pending Documents button.

   

3. (Optional) To cancel sending one or more pending documents, select them in the list and click Cancel Pending Documents.

After your batches have been submitted, a confirmation email is sent to the email address you set up in the registration process. The confirmation email contains a link to the TRANSFLO EXPRESS® Confirmation Viewer. Click this link to view the batch documents and associated batch details. The text of the link shows the confirmation number of the batch.

1. In the main window, click [F4] View Previously Submitted Documents or press the F4 key.

   

2. The Previously Submitted Documents window shows your document batches on the right for the currently selected broker on the left. In the Previously Submitted Documents window, select a broker on the left.

3. The Select Documents area on the right side of this window shows the document batches that you have scanned and sent categorized by broker with the following details:

   

   • The Confirmation Number of each successfully transmitted batch is the same number that appears in your confirmation email. Use this number to retrieve the batch in the TRANSFLO EXPRESS® Confirmation Viewer. The confirmation number identifies each unique batch in the TRANSFLO EXPRESS® system and is assigned only to batches that were successfully transmitted.

   • The Status column provides the status of the batch. If the Batch was transmitted successfully, the status is Transmitted. If the batch is waiting for a connection for transmission, the status is Pending. If an error occurred during transmission, the status shows Error. If you click Cancel Pending Documents, the status shows Canceled.

   • The Pages column shows the number of pages in each batch.

   • The dates that the batch was scanned (Scan Date) and transmitted (Transmit Date).

   • Available index data as required by your broker. The remaining columns show the ten (10) fields that are included in the XML input file.

4. To view all of the columns, use the scroll bar at the bottom of the area to scroll to the right or left.

5. To select multiple batches, press and hold down the Ctrl key on your keyboard as you click on document rows.

6. To view your batch on the TRANSFLO EXPRESS® Confirmation Viewer website, select the batch in the Select Documents list and click the View on Web button.

7. To delete selected batches that have a status of Pending, click the Cancel Pending Documents button. Allow time for your computer to establish a network connection to refresh itself and change the status from Pending to Canceled.

8. To delete selected batches older than 30 days that have a status of Transmitted, click the Delete Documents button.

9. To close the Previously Submitted Documents window, click Close.

In the main window, click the [F5] Exit button or press the F5 key on your keyboard. You can also click X Close to close the window.

The TRANSFLO $Velocity Connects® Administration Tool closes; however, the TRANSFLO $Velocity Connects® service continues to run in the background on the server (unless your administrator stops running it).