Ratecards will contain all the information that will be utilized when quoting and pricing consignments. Carriers will invariably change and update the rates as costs change. Ratecard Versions allows MachShip to hold a running history of rates against an account as each version will have an effective start date and effective expiration date. 

Video

How to Navigate to Import Ratecards

Select the Admin, click on Import Ratecards.

How to Import Ratecards

• Click on Add files, search and select the file(s) you would like to import.

• Click on Upload to start the process of importing the new ratecard. At this point, the ratecard will be validated for any errors. Common errors and their explanation can be found in this article.

• Once successful a green Worksheet was uploaded successfully will show in the top right corner of the screen. The file will then be available in the import section.

• To import the file(s) select the file(s) by clicking on the tick which is located in the far left column. Then select Import Selected Ratecards.

This will prompt the Import Ratecards Modal to appear.

Import Ratecards Modal

The Import Ratecards Modal will have the following features.

1. Import File Information

Listed along the left-hand side will be all the files which you are attempting to import.

This information will include:

• Ratecard Abbreviation: Number of Rates being imported and what action is being completed. This will indicate the ratecard being created or adjusted and what the system will be looking to do - as an example in the image above MachShip will be created 94 new rates.
• File Name: The name of the CSV file being imported
• Carrier: This will be the name of the carrier you are importing rates for

Note: To remove a file from the import simply select the red cross icon as shown below.

2. Import Options

If you will be able to update or overwrite a Ratecard Version then the Import Ratecards Modal will appear as below:

MachShip will match up a Ratecard via column 2 in the ratecard import as highlighted in bold below:

The options are:

• Create New Ratecard Version: Should there be no match in MachShip for a ratecard with the same ratecard abbreviation then the option will be to create a NEW ratecard. Otherwise, you will be presented the option to create a new ratecard version - a ratecard version is a set of rates which will have a new effective date
• Update Existing Ratecard Version: If the CSV file being imported has an abbreviation that matches and existing ratecard in MachShip then you will able to Update the ratecard version in MachShip. Updating a ratecard version will prompt MachShip to change any matching rates on the spreadsheet and add any rates which do not match.
• Overwrite Existing Ratecard Version: If the CSV file being imported has an abbreviation that matches and existing ratecard in MachShip then you will able to Overwrite the ratecard version in MachShip. Overwriting the ratecard version will result in MachShip deleting the current rates in the system and replacing them with the rates on the import file.

How to Import and Update a Ratecard Version

When updating a Ratecard Version MachShip will match and update any rates that can be matched, create any rates that cannot be matched and NOT delete any rates which are not present on the file. 

When you look to import a file with a matching ratecard abbreviation and to Update an existing version then the Import Ratecards modal will appear as:

• Below if there is only one Ratecard Version which exists - This version will be stated as shown.

• Below if there are multiple Ratecard Versions against the Ratecard - The Current Version will be the default selected Version you are looking to update. 

The difference is when only one Ratecard Version Exists then you will only be able to Update the Current Version as there is only one Version that exists.

How to update a Version which is not the Current Version

To Update an existing Ratecard Version  which is not the Current Version:

• Set the I want to Update Current Version flag to be No.

Note: The writing will switch to be I want to Update a Specific Version. 

• Select the version you wish to update from the Version Dropdown. 

Once selected, MachShip will validate exactly what will be done via the Import file information cards. The above example will appear as the below image:

• Once completed simply select Import Ratecards.

A green Ratecard(s) imported successfully prompt will show in the top right corner of the screen when successful.

How to Import and Overwrite a Ratecard Version

When overwriting a Ratecard Version MachShip will delete all rates currently in the selected Ratecard Version and replace them with all the rates which are present on the file. 

When you look to import a file with a matching ratecard abbreviation and to Overwrite an existing version then the Import Ratecards modal will appear as:

• Below if there is only one Ratecard Version which exists - This version will be stated as shown.

• Below if there are multiple Ratecard Versions against the Ratecard - The Current Version will be the default selected Version you are looking to update. 

The difference is that when only one Ratecard Version Exists then you will only be able to Overwrite the Current Version which as there is only one Version that exists.

How to Overwrite a Version which is not the Current Version

To Overwrite an existing Ratecard Version  which is not the Current Version:

• Set the I want to Update Current Version flag to be No.

Note: The writing will switch to be I want to Overwrite a Specific Version. 

• Select the version you wish to update from the Version Dropdown. 

Once selected, MachShip will validate exactly what will be done via the Import file information cards. The above example will appear as the below image:

• Once completed simply select Import Ratecards.

A green Ratecard(s) imported successfully prompt will show in the top right corner of the screen when successful.