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Commercial invoice excel for Supervision

come to the ec Oh smart admin Channel today we're gonna take you through a tutorial on how to upload an excel spreadsheet against your shipment guys it's gonna save your stack at on you can export that out of your line of business app and literally re imports it into small admin and have your shipment ready to go for submission to a chamber ready to approve with literally two to three minutes I mean it's gonna save you your heaps of time so let's get started so let's first log in I already captured a shipment just to save us some time so yes shipment 6 3 0 7 k can see the hollow of header information no commercial invoice no certificate of origin so if I click on commercial invoice they see I have three three options upload an external doc upload plain text or an excel file or I manually capture the contents of my commercial invoice this is great if you've got like one or two lines but you can imagine if you have 20 30 40 50 lines you're gonna be literally vielle all day and that's not what we want to do often a good question is what is the difference between an external document and a plain text to excel file option it's a good question generally Excel documents well other external documents that's generally like a PDF a file that we can't manipulate or change so generally that we just reference that document plane a plain text to excel file upload option gives us the ability to actually upload the contents of a file and read the contents and store that as the physical and the commercial invoice and I'll show you that now so let's like select that great that'll redirect you to the upload commercial invoice wizard here there's four steps we need to choose your file I'm going to be the content of the FOB just selected I don't need to configure the mapping so the system is expecting X amount of columns and our files gonna have columns in it we need to just obviously match them up so marks is Mark's product codes product code etc etc and then we want to confirm that mapping and then upload it so great let's just navigate and talk through the screen so he has a control to actually select the file we'll come back to that so what do you need to know what are some important things that you really need to know yeah we support three types of file extensions txt CSV and XLS which is Excel underneath that we demonstrate basically what structure needs to be so I need to have a products a product code description origin quantity and price no they don't have to be called exactly these column headers is this is just for demonstration purposes but I need these one two three four five six columns nothing more nothing less no embedded images no header information in excels is specifically in Excel spreadsheets you can see at the top there generally yeah so if you get stuck here some templates over here so this would be an example of a txt template so there you can see Canaan simple tabular format columns and rows that's it I'll come back to the Excel spreadsheet option now the next important point is that the file cannot be more than ten make this is primarily for security purposes and performance of the system itself again if you would like to go through any of these tutorials again there's some useful links here if you click on them they'll open up that YouTube channel directly and so for example this is the tutorial how to convert an Excel spreadsheet to a vertical pipe file a vertical path delimited file I will come back to that so let's get going just download this template now tell me what you would have done you is that you would have exported the data out of your line of business apps such as sap or whatever whatever whatever your line of business application is so if we open it up to show you the content but eager there yeah so there you can see this is my excel spreadsheet there's there's the information there so it has marks products origin quantity price and description so let's go ahead and upload that so I'm gonna go choose it downloads just download that's selected once I've selected click upload it's uploaded document on the server okay I can see it's six KB big click Next so this is basically the content that I'm just showing you click Next so this is great so now it's asking me Justin these are the columns that we need in the system these are the columns in your Excel spreadsheet so it's quite nice is that you only have to do this mapping once because once you've done this once then you never have to change this mapping but of course you can alternatively if you have if you export the Excel spreadsheet out of system a you can create a new mapping for system a for example so you can call go ahead and call this system a and you can say yes this has headings which is your description going for your description now that's that was in your Excel spreadsheet say that's the one Marx origin price what occurred and quantity so you can click Save great so now I've void I always have that mapping so if I get another if I get another file from system B which has a different mapping then I can go ahead and create a new mapping for system B but the file that I'm just demonstrating I got from system a so let's just go ahead and say yes that's from system a and there we go there's my mapping there so click Next and you can see Marx's marks products is product origin quantity price and description but let's just say one of them was always mixed around so let's just demonstrate that clicks let's say product code was description and description was accidentally muddled with product code so if you click Next here you can see marks product code that looks a bit wrong so you can see something doesn't line up there so let's just go back so it's a no that's the description and quantity is quantity over there fantastic let's click Next lock product origin quantity price description fantastic so now we're really ready to go click finish and upload document this is now basically uploading the contents of your documents and storing it against a commercial invoice so if I scroll down here voila now I mean in this in this demonstration we've only uploaded two rows but you can imagine the amounts of time I've saved if this had 20 30 40 rows even thousands of rows that's I hope that helps any questions drop us an email on support and Ethier to see if it's it yeah have a good day thanks bye