User Guide to IGC Software Integration - MoversSuite by EWS

User Guide

User Guide to IGC Software Integration Setup and usage of the functionality that integrates MoversSuite with IGC Software QuickMove

User Guide to IGC Software Integration

User Guide to IGC Software Integration Version 4.0 (Spring 2011) Copyright Copyright © 2007 by Efficient Workflow Solutions, LLC | All rights reserved

Trademarks MoversSuite is a trademark of Efficient Workflow Solutions, LLC. Microsoft and Microsoft Windows are registered trademarks of Microsoft Corporation. All other product names used are trademarks of their respective owners.

Notice The material in this document is for information only and is subject to change without notice. While reasonable efforts have been made in the preparation of this document to assure its accuracy, Efficient Workflow Solutions, LLC assumes no liability resulting from errors or omissions in this document, or from the use of the information contained herein. Efficient Workflow Solutions, LLC reserves the right to make changes in the product design without reservation and without notification to any person or entity.

Edition Spring 2011 Copyright © 2007 by Efficient Workflow Solutions, LLC | All rights reserved

Printing Information Printed in the United States

Technical Support If at any time you experience problems with MoversSuite, we encourage you to contact us as follows: Toll free: 1.866.750.7255 Phone: 1.970.256.1616 Fax: 1.970.256.1650 Websites: www.moverssuite.com www.ewsgroup.com Support: support.moverssuite.com

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User Guide to IGC Software Integration

Table of Contents IGC SOFTWARE INTEGRATION

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IMPORT ESTIMATE

5

SEND TO IGC FOR SURVEY

6

IGC Database To Use

7

VIEW ESTIMATE

8

FIND IGC

9

IGC SOFTWARE INTEGRATION SETUP AND ADMINISTRATION IGC Setup IGC Van Line Codes Setup

IGC QUICKMOVE TO MOVERSUITE DATA MAPPING

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User Guide to IGC Software Integration

IGC Software Integration MoversSuite integration with IGC Software through the optional IGC QuickMove Software Integration API allows for the following:    

Send lead information to IGC for estimating and surveying Import updated estimates back into MoversSuite to book and process the order Exchange materials and other data between the MoversSuite and IGC without duplicity; update IGC automatically when an estimate is booked in MoversSuite; reissuing import or send commands will update records on either MoversSuite or IGC View estimates directly from MoversSuite

The following table describes the functionality related to MoversSuite integration with IGC QuickMove: Function

Description

Find

Users can search MoversSuite records based on direct association to IGC. Refer to Order Information Search Criteria for details.

Import Estimate

This function will create a lead in MoversSuite, if the record does not exist, or will update the open, MoversSuite record with the changes made in IGC.

Sales Lead Information

Upon saving a sales lead, the application will prompt the user for the appropriate IGC database from the IGC Database To Use screen; this screen sends the lead data to the appropriate database source for the IGC Survey.

Send to IGC for Survey

This function sends the open MoversSuite record to IGC. IGC will create a new estimate depending on whether the MoversSuite order (booked or OA booked orders) or lead exists within the Survey database. Otherwise, the process will update IGC with the latest MoversSuite data.

View Estimate

Opens the Find IGC screen allowing the user to locate existing records associated to IGC and opens the IGC QuickMove application displaying the selected record.

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User Guide to IGC Software Integration

Import Estimate Use the Import Estimate function available from the Tools Menu to establish a lead in MoversSuite or update an existing record based on IGC data.

Figure 1: Tools menu

Selecting this option will instruct MoversSuite to locate an existing IGC estimate based on selected branch within the Select a Branch dialog and then using the Find IGC screen to locate the specific record. Refer to MoversSuite Fields Referenced by IGC Integration for a list of data values exchanged.

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User Guide to IGC Software Integration

Send to IGC for Survey Use the Send to IGC for Survey function available from the Tools Menu to send an open MoversSuite order or lead to IGC for estimating or updating.

Figure 2: Tools menu

This function will send the open MoversSuite record to IGC after prompting the user for a Survey branch and IGC Database within the IGC Database To Use dialog. Upon transmission, IGC will create an estimate for new records or update its databases with the data from MoversSuite for existing records. Refer to MoversSuite Fields Referenced by IGC Integration for a list of data values exchanged. MoversSuite automatically sends a record to IGC upon an Order Status change through the Book Order function (see Order Information Functions for more information).

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User Guide to IGC Software Integration

IGC Database To Use The IGC Database To Use screen appears when MoversSuite users send a record to IGC. The screen opens when users issue a Send to IGC for Survey or a new lead through Sales Lead Information. It prompts the user to select a Survey branch and Database for the record. The process creates a new estimate in IGC or updates a record depending on whether the open MoversSuite record exists in IGC.

Figure 3: IGC Database To Use screen

The following table describes the options available within this screen. Function

Description

Choose the Branch Performing the Survey

Select a branch from the list of those defined within Branch Setup as the branch to record the estimate under. Important: The branch selected must also exist within IGC Setup, otherwise no update will entail; users will not receive notification.

IGC Database To Use

Select which database that the process will update as either Local or Interstate. The IGC Setup determines the specific database referenced in either case. OK This function sends the data to IGC. A confirmation message returns upon a successful send. Cancel This function cancels the request to send the record to IGC.

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User Guide to IGC Software Integration

View Estimate Use the View Estimate function available from the Tools Menu to search and open an IGC record within the IGC QuickMove application.

Figure 4: Tools menu

Users will use the Find IGC screen to locate an existing record. Upon record selection, the IGC QuickMove application will open to allow the user to view, update, and survey the record. If changes were made to the record in IGC QuickMove users can update MoversSuite using the Import Estimate function.

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User Guide to IGC Software Integration

Find IGC The Find IGC is a version of the Find that will search for IGC records only.

Figure 5: Find IGC screen

The screen will automatically expand to display records when more than one order qualifies.

Figure 6: Find IGC search results

Refer to Order Information Search Criteria for field and function descriptions.

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User Guide to IGC Software Integration

IGC Software Integration Setup and Administration The following table describes the setup related to IGC Software Integration. Setup

Description

IGC Setup

This setup defines which IGC databases the application can use for MoversSuite branches.

IGC Van Line Codes Setup

Use this setup to associate IGC van line codes to supported van lines.

Item Code Setup

Create revenue codes associated to carton codes within Materials Setup and XmlItemCode Setup.

XmlItemCode Setup

Use this setup to create links for materials defined in MoversSuite to IGC carton codes required for IGC QuickMove. The following table suggests the cross-reference needed to exchange material records (carton information) between MoversSuite and IGC QuickMove. The XmlItemCode must match to codes used in IGC and must contain the exact same text as those defined in IGC.

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XmlItemCode

MSS Material Type

Dish Pack

Dish Pack

Small 1.5

1.5 Cubic Feet

Med. 3.0

3.0 Cubic Feet

Large 4.5

4.5 Cubic Feet

xLarge 6.0

6.0 Cubic Feet

Wardrobe

Wardrobe

Twin Bed

Single Mattress

Dbl Bed

Double Mattress

K/Q Bed

King/Queen Mattress

Crib

Crib

Lamp

Lamp

xxLarge 6.5

6.5 Cubic Feet

GF Clock

Grandfather Clock

Long Bed

King/Split Mattress

Glass Pack

Mirror

1.5 cu ft

1.5 Cubic Feet

3.0 cu ft

3.0 Cubic Feet

4.5 cu ft

4.5 Cubic Feet

6.0 cu ft

6.0 Cubic Feet

Single Matt.

Single Mattress 10

User Guide to IGC Software Integration

Dbl. Matt.

Double Mattress

King/Queen

King/Queen Mattress

Crib Matt.

Crib

Mirror

Mirror

Lamp Crt.

Lamp

6.5 cu ft

6.5 Cubic Feet

Book Carton

Book Carton

K/Q Split

King/Split Mattress

Leave the Transportation Flag unchecked and MSS Item Code settings blank for IGC. Interfaces Setup

Establish an Interface record for IGC, e.g. “IGC.” XmlItemCode Setup options require this value for an Import Source.

Materials Setup

Define all needed container, packing and unpacking items that will import into MoversSuite from IGC using this setup for revenue processing, work tickets, invoicing, etc. The application requires Material records link to codes supported by IGC. The XmlItemCode Setup establishes this link.

Lead Type Setup

Use this setup to define all lead sources needed for IGC Integration, as set within the Lead Source field in Sales Lead Information and Name, Address, Phone.

Note Type Setup

Verify that a type of “Lead” exists. The import process will use this to document estimate notes in MoversSuite. Van Line Code is unused by IGC.

Branch Setup

Verify that Van Line and Agent association is correct for each record linked to IGC Integration through IGC Setup; available Van Line values must align to IGC Van Line Codes Setup records, as well.

Agent Setup

Verify that Van Line association to each Branch Setup is correct for each branch record linked to IGC Integration through IGC Setup.

Personnel Setup

Reference this setup to verify that all needed users, primarily OA Surveyor and Salesperson users, are setup within IGC. Note: The application will create a user with the Last Name of “IGC User” to create IGC notes imported into MoversSuite.

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User Guide to IGC Software Integration

IGC Setup MoversSuite Administration (standard) > Third Party Apps > IGC Setup

This setup defines which IGC databases the application can use for MoversSuite branches. Only records assigned to branches defined in the IGC Setup table will be available to interface with IGC Software. The following table describes the fields available within this setup. Field

Description

Interstate

Enter the name of the IGC QuickMove Interstate database (up to 50 characters).

Local

Enter the name of the IGC QuickMove Local database (up to 50 characters).

Survey

Enter the name of the IGC QuickMove Survey database (up to 50 characters).

Branch ID

Select a branch from this those defined within Branch Setup to associate to the three IGC QuickMove databases. The application exchanges data only with branch records defined within this setup.

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User Guide to IGC Software Integration

IGC Van Line Codes Setup MoversSuite Administration (standard) > Third Party Apps > IGC Van Line Codes

Use this setup to associate IGC van line codes to supported van lines. The following table describes the fields available within this setup. Field

Description

IGC Van Line Code

Enter the code used by IGC Software to identify the Van Line, e.g. “7” for Mayflower and “11” for United Van Lines.

Van Line

Associate a Van Line Setup value to the IGC Van Line Code.

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User Guide to IGC Software Integration

IGC QuickMove to MoverSuite Data Mapping The following table lists the MoversSuite fields referenced by the various data exchange processes that interface with IGC QuickMove. Key:

Estimate Imported into MoversSuite from the IGC Interstate database Estimate Imported into MoversSuite from the IGC Local database Send to Survey to the IGC Survey database Send to Survey to the IGC Interstate database Send to Survey to the IGC Local database

A “U” indicates that the application updates data in the field during an import and send.

MoversSuite Field Referenced

Import EI

EL

Send S

SI

SL

Agents fields Booking Agent Destination Agent Origin Agent Survey Date

U

OA Surveyor Billing Information fields Estimate Amount

U

U

Description *

U

U

Height *

U

U

Width *

U

U

Length *

U

U

Cubic Feet *

U

U

Quantity (set to “1”) *

U

U

Load Dates (first in Range)

U

U

Load Dates (second in Range)

U

Delivery Dates (first in Range)

U

Delivery Dates (second in Range)

U

Pack Dates (first in Range)

U

Crating Information

Move Information fields

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U

U U

U

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User Guide to IGC Software Integration

Pack Dates (second in Range)

U

Created On

U

Weight

U

Miles

U

Discounted Linehaul

U

U U

Name, Address, Phone fields Last Name/Company Name

U

U

U

First Name/MI

U

U

U

Lead Source Salesperson

U

Moving From > Home Phone

U

U

U

Moving From > Work Phone

U

U

U

Moving From > Work Phone > Extension Moving From > Address (first line)

U U

U

Moving From > Address (second line)

U U

Moving From > City

U

U

U

Moving From > State

U

U

U

Moving From > Country (set to “1”)

U

U

Moving From > Postal Code

U

U

U

Moving From > Email

U

U

U

Moving To – Primary > Home Phone

U

U

U

Moving To – Primary > Work Phone

U

U

U

U

U

U

U

Moving To – Primary > Work Phone > Extension Moving To – Primary > Address (fist line)

U

Moving To – Primary > Address (second line)

U

Moving To – Primary > City

U

U

U

Moving To – Primary > State

U

U

U

Moving To – Primary > Country (set to “1”)

U

U

Moving To – Primary > Postal Code

U

U

U

U

U

U

U

Notes fields Notes (Note Type of “Lead” and Subject of “IGC Note”) ** Order Information fields Order Status (set to “Lead”) Sales Lead Information fields Lead Source Efficient Workflow Solutions, LLC

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User Guide to IGC Software Integration

Created By Update Containers, Packing and Unpacking fields Containers, Packing, Unpacking *

U

U

Notes: (*) Carton Information The records updated in MoversSuite depend on what records exist within the XmlItemCode Setup. (**) Notes Information The application allows multiple note records for an individual order. Technical Note: IGCLink Table Any record exchanged between IGC QuickMove and MoversSuite will be represented by a IGCLink record in MoversSuite. This table stores the estimate and survey identification numbers, IGC database used, and note sent and retrieved dates.

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