GFS Neo




Overview

The Courier Neo integration with GFS has been updated to include IOSS changes.

Specification

The following mandatory fields need to be exported when using GFS:

  • EORI number
  • Commodity ITEM description
  • Quantity
  • Unit
  • Item weight
  • Value of item
  • Currency
  • HTS code of item
  • SKU
  • Short description of goods
  • Origin
  • Manufacturer
  • Composition

Configuration

After an update an appropriate printer will need to be set up prior to the integration.

A courier service(s) should be set in [ System Data | Courier ].

  1. Open a System Data screen (show me how).
  2. Double click on [ Courier / Shipping | Couriers ].
  3. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  4. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right   to add a new item.
  5. Set an appropriate Service / Courier Name.
  6. Set the Export Type as ‘DPD API’.
  7. Press Ctrl+S or click the disk icon is the button bar's SAVE button    to save.
  8. Right Click on the grid and select ‘Configure…’

The settings for the Integration are shown in the Tables below for the GFS Courier Neo Specific Options.

Note: If you have an existing GFS integration with Khaos Control, please see section Conversion from existing GFS Courier Integration as this may speed up your setup process.

Option
Description
Contents Description General description of the contents of the shipped parcel, e.g. Sold stock items
Working Day Shipment only If the shipment date is set to a weekend, the next Monday will be used instead.
Minimum Weight If the shipment weight is below this KG value, this value will be used instead, e.g. 0.75
Export directory Directory to export CSV files to, and that the GFS software will pick them up from.
Domestic Country Codes Comma separated list of 2-character country codes that should be considered domestic, e.g. GB, JE.
Shipper Company Name Company name of the Ship From address
GFS Contract Number Your contract number provided by GFS
GFS Carrier Code Code to select the carrier GFS should use for this shipment, e.g. DHL, INTERLINK, ANC, PARCELINE, NIGHTFREIGHT etc.
GFS Service Code Code to specify the service from the selected carrier.
Package Code Code to describe the package type.
Notification behaviour Informs GFS when to send notifications to the customer. 0 - off, 1 - pre-delivery, 2 - all.
Label directory Directory where GFS software will save labels to so they can picked up for printing.
Import search attempts Number of times to check the import folder for GFS files. Each check takes 5 seconds.
Import filetype Filetype to search for during import from GFS. Defaults to ‘.csv’.
Label name template Label name format. Defaults to ‘<%CARRIER%>_<%NUM_OF_LABELS%>_<%CONSIGNMENT_REF%>_<%SHIPMENT_REF%>.PNG’. Note that all the variables in brackets must be included or the label will not be able to be located.
Import path Path to import GFS data from.
Skip Label Printing If enabled, label printing will be skipped. This should be used if you wish to print from the GFS software itself.
Import Consign Ref Column The column number in the file returned by GFS of the column containing the consignment reference. This is 1-indexed (i.e. it assumes the GFS file starts at column 1). If left blank or set to 0, this will default to 2.
Import Invoice ID Column The column number in the file returned by GFS of the column containing the sales invoice ID. This is 1-indexed. If left blank or set to 0, this will default to 17.
Import Carrier Column The column number in the file returned by GFS of the column containing the carrier name. This is 1-indexed. If left blank or set to 0, this will default to 4.


The Standard Courier Options are as follows:

Option
Description
Weight Scale The number to multiply the shipment’s weight by before exporting.
Nominal Weight The weight that will be exported if the shipment’s weight would otherwise be 0. This only applies if you are using Pack Boxes.
Note: Not used by the GFS Neo Integration, replaced by the ‘Minimum Weight’ setting.
Dimension Scale The number to multiply the Height, Width and Depth of each item by before exporting.
Requires Consignment Ref. When true, Sales Invoice cannot be moved past Shipping stage unless the consignments(s) have a Consignment Ref against them.
Printer Name The full Windows path to the printer to be used to print the labels. (Optional; if blank, the labels will not be automatically printed.)
Raw Dump to Table When ticked, request data will be logged to a database table for review by the support team.
Note: Not used by the GFS Neo Integration.
Note Choice Choose which note type to feed through to the courier. The hierarchy will cause the notes to be used in the following order.
  1. Courier Note
  2. Invoice Note
  3. Picking Note
  4. No Note
    Notes:
  • If the note is blank then it will use the next note in the order until one is found that contains data. If none of the above notes contain data it will use No Note.
  • Not used by the GFS Neo Integration.
Primary Reference Enum: Default(0 or blank), InvoiceCode(1), SOrderCode(20, AssociatedRef(3)
Note: Not used by the GFS Neo Integration.
Secondary Reference Enum: Default(0 or blank), InvoiceCode(1), SOrderCode(20, AssociatedRef(3)
Note: Not used by the GFS Neo Integration.
Use Company Name Normally, the Organisation field is preferred to be sent as the company name to couriers. Enabling this option will switch this to use the Company name field instead.
Hide Child Items This option only applies to third party courier integrations, not ones created by Khaos Control.
Note: Not used by the GFS Neo Integration.
Commodity Code Selection Commodity Code type to use for export for this courier. Options are Harmonisation Code (0 or blank) or ICN Code (1).
Note: Not used by the GFS Neo Integration as ICN Codes are not required.
Default Customer Telephone Default telephone number to use if none of the phone numbers against the address and contact are populated.
Default Customer Email Default email address to use if none of the email addresses against the address and contact are populated.

Usage

After applying the above Configuration, typical steps for usage would include:

  1. Create a new Sales Order adding stock and a payment.
  2. The default courier will be set and displayed in [ Sales Order | Additional ] > Courier. A new courier can be chosen from the drop down, or the default can be recalculated using the circular green arrows. This courier can be accepted or changed in Sales Invoice Manager.
  3. Press Ctril+i to open Sales Invoice Manager from the Sales Order.
  4. Process the Invoice through the stages.
  5. The Order can be packed into Boxes in the [ Packing ] stage, see How To: Use the Pack Boxes button in Packing.
  6. Move the Order to the [ Shipping ]> stage.
  7. Click on the BtnSiConfirmShip.jpg button to Select ‘Confirm Shipment’.
  8. In the Shipping dialog, move the orders to the lower grid.
  9. Click OK.
  10. Click on the BtnSiAssign2Courier.jpg button to send the consignment details to GFS. Labels will be sent to the printer.

Notes / Caveats

  • Currently there is no way to reimport files which failed to import the first time. This may be modified in future, but for now it is highly recommended to get the setup working and importing consignment references in the TEST system first, before copying that setup to the LIVE system.
  • Care should be taken when setting the Import Carrier Column, Import Consign Ref Column and Import Invoice ID Column, to make sure that these are set appropriately. If these are set incorrectly, orders may be processed with no error but the consignment ref for those orders could be set to incorrect or blank values.
  • When the IOSS functionality is enabled and the order destination is within the EU. The IOSS number will be included in column 31 of the export. This is the ‘ADD_REF_3’ column (col 31) and is in the format: @ioss=xxxxx;



Conversion from existing GFS Courier Integration

5.1 This involves moving the settings from within the KSS options (also known as .ini options) to the corresponding configuration options for the GFS Neo courier. The KSS options can be accessed using the System Operations > Edit .ini options… option in the top menu.

The GFS Neo settings may be copied from existing KSS options:

GFS KSS setting
GFS Neo Setting
GFS_Content text is added to Contents Description
GFS_DomesticCountryCodes is added to Domestic Country Codes
GFS_ExportNonDomesticShipValue No corresponding option
GFS_FileTypeToImport Import filetype
GFS_ImportColCarrier Import Carrier Column*
GFS_ImportColConsRef Import Consign Ref Column*
GFS_ImportColShipRef Import Invoice ID Column*
GFS_ImportedPath Import path
GFS_LabelFileNameTemplate Label name template
GFS_LabelsDir Label Directory
GFS_WeightMin Minimum Weight
GFS_WeightScale Weight Scale
GFS_WorkingDayShipment Working Day Shipment Only. (If 0 then have unticked, if -1 then have ticked.)
TKosGFSExportPath Export directory
TKosGFSExportImportPath Import path


  • Note: the column numbers are 1-indexed, i.e. they consider the first column of the file to be column 1. On some (but not all) Khaos Control systems the GFS courier may use a 0-index. This is determined by the value of the GFS_ImportStartIndex KSS option. Please ensure that column indexes are translated appropriately if required (e.g. column 7 from a 0-indexed system would be column 8 in GFS Neo).

New GFS Neo settings without corresponding KSS .ini options which need to be reviewed and populated as required. See Configuration for a description of each of these.

Option
Mandatory
Shipper Company Name
 green tick 
GFS Contract Number
 green tick 
GFS Carrier Code
 green tick 
GFS Service Code
 green tick 
Package Code
 green tick 
Notification behaviour
 green tick 
Import search attempts
 green tick 
Skip Label Printing
 red cross 
Dimension Scale
 red cross 
Requires Consignment Ref.
 red cross 
Printer Name
 green tick 
Use Company Name
 red cross 
Default Customer Telephone
 red cross 
Default Customer Email
 red cross 


See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team