FAQs

A: Here are some guidelines that will help when you are trying to do an extraction:

• Excel has limitations on what it can handle. Hence, MS-Excel (XLSX) files have an upper limit of 1,000,000 records or rows.

• If you want to go up to that limit, we recommend no more than 10 columns.

• Larger fields can cause more problems.  Notes and descriptions are the largest fields. Even if individual descriptions are short, the field length is still identified in the database and may cause challenges.

• If you want to have 20 columns, we recommend limiting the number of records to 30,000.

• You can also filter by a column without extracting it. In the Search Fields section, deselect the Display checkbox next to the column you want to remove. Then click Search.  The search results will continue to be filtered by all of the search criteria, even if the column is not being displayed but when you extract the search results, the column will not appear.

• Extractions with more than 20 columns (especially with notes or descriptions) will likely be too complex and will not extract successfully.

See Extract Product Data for more information on extractions.

A: You can change a few settings on your Internet Explorer browser to get the extract to appear in a new window.

1    In Internet Explorer, press Alt on your keyboard. Click Tools>Internet Options.

2    Select the Security tab, then click Custom level....

3    Change these settings:

• Run ActiveX controls and plug-ins: Enable

• Script ActiveX controls marked safe for scripting*: Enable

• Automatic prompting for file downloads: Enable

• File download: Enable

• Font download: Enable

 

A: Yes, the PMC is fully EDI capable.  Contact your Expeditors representative for setup and implementation details.  Data can be sent and/or received with any ERP or other customer system as well as with your trade partners' systems.

A: Yes, you can use them but they must be encased in quotations marks.

 

Take the table below for example:

1	hello, sally	this is fun	no, it isn't!
2	where?	there	huh?
3	hey!	"what" happened	stop...
4	oh.	"huh?" he said,	wow.

 

For row 1, a correct version would look like this:

"hello, sally"

this is fun

"no, it isn't!"

The data in the second cell does not require quotes because it doesn't contain commas, quotations, or apostrophes.

 

For row 2, the data does not need quotes.  Adding quotes will not affect the data.

 

For row 3, a correct version would look like this:

hey!

""what"" happened"

stop...

The data in the second cell needs double quotes. Data in cells one and three do not require quotes.

 

For row 4, a correct version would look like this:

oh.

"""huh?"" he said,"

wow.

The data in the second cell contains both elements.

A: Comma Separated Value (CSV) file format will drop the leading zeros from a saved file. For example, an organization may have Product IDs of 0001, 0002, 0003.  The product upload file is created and saved as CSV but the Product IDs will no longer have the zeros. To fix this, the file needs to be opened and modified.

 

One way to avoid this problem is to extract using the MS-Excel with names (XLSX) format (where available).  Generally, CSV format is best when providing data to a computer and MS-Excel with names (XLSX) is more user-friendly.

 

To fix files that have been losing/dropping the leading zeros:

 

1.  Change the file name extension to be .txt instead of .csv.  For example, if a file is named "MyResults.csv" you would change it to be "MyResults.txt"

 

2.  In Excel, click File>Open. Select the file you renamed to be a .txt file in step 1.

 

3.  The Text Import Wizard will appear.

     

     Figure 1: Text Import Wizard

 

4.  Select the Delimited radio button and then click Next>.

 

5.  For Step 2 of 3, select only the comma check box, then click Next>.

     

     Figure 2: Step 2 of 3 in Text Import Wizard

 

6.  For Step 3 of 3, click the column(s) with the leading zero data (in this example, the middle column) and select the Text radio button.

     

     Figure 3: Step 3 of 3 in Text Import Wizard

 

7.  Click Finish, the file will now open without dropping leading zeros. Click File>Save As and select .csv.  When you save, make sure your column with the leading zeros is formatted as text.

A: Each file format can be used by users to upload data into the system.  

CSV format is the most simple and flat format, much like a spreadsheet.  It can handle most simple relationships within the data (for example, a product with 1 HS Code, a booking with 1 product, etc.).  

Super CSV is a bit more complex and structured but still something that is viewable in Excel.  This format can support most 1-to-many relationships with respect to the main thing you are uploading (for example, a product with multiple descriptions, a partner with multiple contacts, a booking with multiple products).  

XML is the most comprehensive and complex format available.  This format supports nesting and a variety of levels of data (for example, a product kit with multiple classifications and different details by component or sub-component).  

Generally, the CSV format can send data to basic screens whereas the Super-CSV and XML are required for more advanced screens.

A: Each file format can be used by users to extract data from the system.  

CSV and MS-Excel (XLSX) formats are structurally the same in terms of content.  Users would select XLSX over CSV for human-readable reports or content that they would want to analyze in Excel (Excel tends to change CSV data like removing leading zeros or reformatting columns).  

CSV works best for sending to another system.   Both the CSV and XLSX formats offer the ability to pull coded data elements (e.g., country) out as a name (e.g., Switzerland) or as a code (e.g., CH).  

The difference between CSV/XLSX and XML is similar to the differences in the uploads.  CSV/XLSX extracts support the more basic functions in the Centre and simpler (1-to-1 - e.g., a product with 1 description) data whereas the XML supports the more complex (1-to-many - e.g., a booking with documents) scenarios.

A: If you would like more information about Tradeflow, contact Tradeflow Sales. Go to the Tradeflow login page and click the Contact Tradeflow Sales link under the Support category. Fill out the desired fields on the Contact page and click Send.

A: If you need assistance with Tradeflow, contact Tradeflow Helpdesk. Go to the Tradeflow login page and click the Contact Tradeflow Helpdesk link under the Support category. Fill out the desired fields on the Contact page and click Send.  The Contact Tradeflow Helpdesk link is also on the left navigation panel of all pages in Tradeflow.  If you click on one of the links while logged in, all of your information will pre-populate the form.

A: The Find Products page allows you to enter a list of products separated by a comma and return all the results that meet the criteria.  This works in any text field search.

A: If you have a spreadsheet or a list of parts (say from a commercial invoice) and you want to get a quick report for the classifications that exist and identify the products that arent yet classified, you can use the Query Product page.  

This page will allow you to upload your spreadsheet and create a customized report (like the Find Products page).  You can also paste a list into the text box on screen.  This text box can handle a list separated by commas as well as carriage returns (so you can paste directly from Excel).

A: Many fields in the PMC are enabled, disabled, or required based on country-specific applicability.  ALADI, for instance, is only applicable for certain countries in Latin America that participate in the program.  If you feel something is disabled in error, Contact Support and we will make any necessary changes.

A: Yes.  To add export information to an existing product with import information, simply select the Export check box on the Product Information section and all applicable fields for exporting from that country will be enabled.  If there is a different HS code for export, you can add that as well as any other supplemental compliance details (e.g., Export Control Number, License details, etc.).

A: When sourcing from multiple vendors, Tradeflow allows you to maintain vendor-related trade information at the product level if it is same for all vendors.  If not, you can associated the information to each individual vendor.  To store by vendor, select the Maintain Vendor-Related Trade Information check box that appears in the Vendor and Manufacturers section on the Advanced page.  The system will prompt you to the change.  To edit the details, go to the advanced tab and click on each vendor row to update.  At the bottom of the vendor detail screen will appear a new box where Duty Reduction Program, Country of Origin and other fields can be updated.

A: Make sure the product record contains a valid HS code and Duty Reduction Program Reference (DRP Reference).

 

Once the DRP Reference value is entered (for example, S – USMCA), the Preference Criteria Code field will be enabled and you can enter the code. You can use the Lookup icon () to find the preference criteria code you are looking for.

 

See Preference Criteria for more information.

A: You can use the Lookup icon () to find the preference criteria code you are looking for. As long the HS code and the DRP Reference are valid, the Preference Criteria Code table will become available.

A: As long the HS and DRP Reference exist, you can enter the Preference Criteria Code. The Preference Description will show as Unknown.

A: The Preference Criteria Code Description is only available when the product record contains a valid HS and DRP Reference, and is within the USMCA jurisdiction (US, CA, and MX). Otherwise, the description will show as Unknown.

A: No, you will get a pop-up warning of the change. If you click OK, the Preference Criteria Code will be removed and you will need to re-enter it again or re-classify the product.

A: Yes, you can. As long you are updating the same information, you can use the Mass Update functionality. See Preference Criteria - Mass Update for more information.

A: Yes, you can. Be sure to include field 146 and the Preference Criteria Code on the product upload file. See Preference Criteria - Upload File for more information.

A: Yes, Tradeflow will cross reference against the validation table to check if your information on the product upload file meets the qualification. If it does not meet the qualification, you will get an error file with the message.

A: Yes, you can.  You can either search the product record by using Find Product and then click Extract. See Extract Product Data for more information.

 

You can also run a Product Query. Make sure you add the Preference Criteria Code and Preference Criteria Description to the results.

A: Yes.  If you grant access to Expeditors, integration with the Expeditors clearance process can be set up at no additional charge.

A: Yes, EDI or other forms of data exchange can be set up with any capable service provider.  This can be set up for a nominal testing and implementation fee.  Customers can also provide access for their service providers using the web interface.  Contact Support for more information.

A: Documents such as binding rulings, trademark, or other royalty forms can be attached to products to share them with any of your trade partners.  See Manage Images for more information.

 

If you are also using the Shipment Management Centre (SMC), these documents can be flagged to be pulled automatically when these products appear in a booking.

A: Yes, you can provide brokers with a Limited Edit role to the PMC.  The brokers can then create a new part and assign it to a user at the customer location to obtain classification confirmation prior to the filing of the Customs declaration.  This will also keep a detailed record of the correspondence tied to the product.  Contact Support to assign Limited Edit roles.

A: Yes.  The PMC has a variety of customizable business rules that can be set by the Organization Administrator.  The types of rules available include field lengths and formats, required fields, and valid values for text fields.  Organization Administrators can also choose to hide fields that are not used to make the basic tab screen shorter.  See Preferences for more information.  Only the Organization Administrator can make these changes.

A: All users can create their own personal saved searches on the Find Products screen.  See Search Feature for more information.

 

To create a custom report:

1.  Determine the fields you want to search and report on as well as any filtering criteria you need.  

2.  Once you have the report you are looking for, enter a name for the search and click Save. If you only want to save the layout of the form without the filters, click Save Fields Only instead. It will be added to your list.  

Organization Administrator users can share reports within their organization.  The process is the same, except that the Shared Search check box needs to be selected to be able to share the report to all users within an organization.

A: exp.o allows each customer to have 10 fully customizable reference fields.  You can rename these fields to be anything you want.  The Organization Administrator can update the field labels in the Preferences screen.  These changes are then visible to all PMC users for this customer, both on the data entry screen as well as the search screen.