After you have carried out the preparatory settings and created a transfer, the data exchange between your Xentral system and your fulfillment service provider is automated. As a rule, you only need to actively engage with the Transfers module in very specific cases. For example, there may be errors in the data exchange, or you may simply want to check the status of the transfer or individual files. You can do all of this and much more in the Transfers module. This article shows you what information you can view at what point.
The so-called Monitor is the very first thing you see when you open the Transfers module in your Xentral system. It works as a kind of control center that shows you the current status of all existing transfers. For each individual incoming and outgoing file, you will find a separate entry in the Monitor. Accordingly, you will find numerous entries here. To keep track of this, the Monitor offers a few filtering options, so you can quickly identify relevant entries such as bad transfers and take the necessary action. Check the instructions below to learn how to make the most of the filters.
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Open the Settings > Administration > Data exchange > Transfers (CSV/XML/EDI/PDF) menu.
Or: Use the smart search to search for the term Tansfers.
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You are now in the Monitor. Just above the overview table, you will see various filter options. Use one or more of the filters described below to sort the entries in the Monitor according to the desired criterion.
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Filter |
Description |
|---|---|
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Show errors only |
Click on this filter to display only receipts that have encountered errors during sending or receiving. In the event of an error, the Last status column is highlighted in red and contains the indication of the error. In the Report column, you can see more detailed information about the cause of the error. |
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Stock numbers |
This filter allows you to show only transferred stock numbers that reach Xentral from the third party system. Note that this filter only returns results if corresponding transfers are created and activated in your system. For more information on receiving stock information and how to set it up, click here. |
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Tracking |
This filter allows you to show only transferred tracking information that are communicated from the third party system to Xentral. Note that this filter only returns results if corresponding transfers are created and activated in your system. For more information on receiving tracking information and how to set it up, click here. |
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Product / Orders / Purchase order / Other |
The four remaining filters allow you to filter by products, sales orders, and purchase orders that you submit to your fulfillment service provider. The other filter allows you to specifically display data types that are not specified in the other filters. Of particular note are the delivery notes that can be displayed with this filter. Also note with all these filters the condition that appropriate transfers must be set up and enabled in your system to display entries, otherwise the results list will remain empty. |
In addition to the filter options described above, you can search and arrange the contents in the summary table for specific data. This can be done by clicking on the arrow icons on the right of the desired column header, thus sorting the entries in ascending or descending order. You have this option for all columns of the table - so you can sort both the entries in the Date column accordingly and the remaining details of the account (this means the transfer), File (file name in the foreign system), File Xentral (file name in Xentral), Receipt (receipt type), Receipt no., Project, Last Status and Report.
Tip
If you want to keep track of incorrect files of all existing transfers, please refer to the information in the previous chapter and use the filter provided for the purpose (Show only errors).
If you are looking for specific error messages, receipt types or anything else, for example to check individual cases, enter the information you want in the fields called Search, which are displayed directly below each column heading.
To check the status of a specific transfer and view more information, navigate to the Transfers module, and then open the transfer you want. To do so, proceed as described below.
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Open the Settings > Administration > Data exchange > Transfers (CSV/XML/EDI/PDF) menu.
Or: Use the smart search to search for the term Tansfers.
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Open the Accounts tab to see an overview of all the transfer accounts you have created so far.
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Click on the pencil icon on the far right of the transfer you want to check.
You are now in the Details tab, where you can view and change the settings of the transfer if necessary. In addition, you will be able to see and open additional tabs. For more information, see the following chapters.
Important
This tab is deprecated and will be removed from all Xentral instances in the future, meaning it is not relevant to your workflows and has no function.
In this tab, you will only find content if you have enabled Manual approval required in the Details tab. If this is the case, you will see a list of outgoing receipts that have not yet been transferred to your fulfillment service provider. You must approve each receipt individually using the appropriate option so that they are transferred to your fulfillment service provider.
Tip
Good to know: We recommend checking the Manual approval required option when setting up transfers first, so you can manually transfer the initial receipts on a trial basis to ensure everything is working correctly and that exactly the data you want reaches your fulfillment service provider.
If a large number of receipts are to be transmitted from your Xentral system at the same time, the receipts that have not yet been transferred are displayed here in a kind of queue.
However, in most cases, this does not mean that you need to act or that you need to intervene. The receipts displayed are gradually processed by the process starter and automatically transferred. If you are unsure, you can then check the success of the transfer in the Transfer tab or in the Monitor.
Important
The number of receipts that are transferred at the same time can be determined by yourself using the Maximum simultaneous transfers setting in the Details tab of the respective transfer. The time interval in which receipts are transferred can be set in the api_transfers process settings. For more information about the process starter see here.
Here you will find a list of all receipts that have been transferred from Xentral to the foreign system, so this tab only has content if it is an outgoing transfer.
In the Transfer tab, you can perform the following actions:
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See key information about transferred receipts at a glance: You can transparently track which receipt was created and when (column From) and at what time the transfer took place (column Transferred on). The columns Project and Status contain further information accordingly.
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Transfer receipts again if there was an error during the data transfer: To do this, tick the checkboxes to the left of each entry and then click Resend selection at the bottom.
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Access the transferred receipt directly: Click on the entry in bold in the Number column to open the receipt directly and take more information from it.
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Go directly to the address of the customer or supplier: If you want to open the address data of an end customer or supplier, simply click on the entry in bold in the column KD-No. / Lief.-No..
In this tab, you will find a list of the actual files that have been transferred from Xentral to the third-party system. In the tab's Status column, they are marked as uploaded; in the fulfillment service provider's system, they are marked as downloaded or similar. In most cases, these files are in XML format. This overview is always preserved and you can use the download icon to the right of each file to redownload receipts if necessary - even if they may have already been deleted from the server.
In the individual columns, you can view information about the time stamp of the transfer and the size of each file. If the file was deleted from the server or downloaded before using the Files tab, you can find the indication “yes” in the Download and Deleted on Server columns.
If your fulfillment service provider provides you with tracking information, you will find the tracking number for each individual order in this tab, so this tab will remain empty for transfers where no tracking information is provided.
In the Tracking tab, you can perform the following actions:
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Open delivery notes directly: In the Delivery note column, click on the delivery note number in bold to display the delivery note that has been transferred
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View tracking numbers: The tracking numbers of the delivery notes are displayed as soon as their positions have been successfully transferred from the external system to the shipping service provider.
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Accurately track the date of delivery note creation and feedback of tracking information: This information can be found in the Date of delivery note and Time stamp columns.
For transfers that import stock information from your fulfillment service provider into your Xentral system, this tab provides a listing of stock, separated by item number, to create a complete overview of all stored items and their current stock. Note that this tab is without content if the Received stock numbers option is not enabled in the Details tab of the transfer and it is not a transfer designed to transfer stock information in general.
The following information is available in the Stock numbers tab:
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Item no: Number of the item that is currently in stock. This entry is in bold - this means you can click on the number to go directly to the record of the item in your Xentral system.
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Product: Name of the item that is kept in stock.
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Storage quantity: Number of items currently in stock.
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Time stamp: The time at which the stock numbers were last transmitted to Xentral. The frequency of data comparison depends on your settings in the Process starter module.
Errors can occur every now and then during data transfer, which can affect either a transfer as a whole or individual receipts. In general, errors are also displayed in the Monitor, where you can quickly identify any errors by activating the Show errors only filter. If you want to check a specific transfer for errors in more detail, you can also open the transfer and use the Errors tab. Any errors that occur are listed here - just like in the monitor - with an appropriate error message and a precise timestamp, so you can identify what is needed to proceed with the errors. In many cases, these are incorrect server credentials or other changes to the connection paths that you can easily fix with the help of your fulfillment service provider.
Tip
If you are using a transfer to import item data from a third-party system into Xentral, you should enable the Products received products not found option in the Details tab of the corresponding transfer. This ensures that a unique error message appears in the Error tab of the transfer if the fulfillment service provider has reported back items that are not maintained in your Xentral system. Otherwise, these unknown items will deny the import of the complete order, resulting in subsequent errors.