When looking to set up a new account with Vellex you will need to contact their IT department and advise them that you are looking to despatch your account through MachShip. This team can be contacted at email@example.com. Please cc firstname.lastname@example.org in your email.
Your email should be as follows:
Hi Support team,
I need to set up my account <insert account code> with Vellex so that I may consign with my new FMS partner MachShip. Can you please advise what my consignment note prefix should be?
Could you also set up my account so that the POD status updates are forwarded through to the MachShip setup on your FTP server?
Can you also set up to send status updates through to the MachShip FTP server?
Once the Vellex team responds then the specific options will need to be completed.
The Specific Options for Vellex are as per below:
Customer Code - This will be on your rate card which is provided by the Vellex sales representative.
Consignment Prefix - In order to ensure that there is a unique consignment number with Vellex, we need to ensure that we have a consignment prefix. Set this to be what was provided by the Vellex IT team in the above email.
Use Location Abbreviation as Vellex ICS Code - Vellex has an internal system called ICS. For certain accounts, they have set the system up so that the addresses being sent through needs to match up to a set of codes stored in the Vellex ICS system. These codes are stored in MachShip against the Company Location abbreviation. This flag should be left at NO unless you have been informed otherwise by either MachShip or Vellex.
Use FTP Status Tracking - If you have your account set up where Vellex provides MachShip with a tracking status export at regular intervals, then set this flag to be YES. This method is called FTP Status Tracking.
Reference Pools - Vellex requires the creation of one reference pool. A reference pool is a set of numbers which MachShip will count through and use, in conjunction with any prefixes, account codes or ID's, to create a unique identifier for a consignment, item or manifest.
To create the reference pool click the Create Carrier Reference Pool button.
If you are creating a new account then the reference pool will need to be set with the following fields:
Pool Name - Vellex Con Pool <Account Code>
Minimum Value - 0
Maximum Value - 999999 (that is 6 9's)
Next Value 0
This should appear as the below:
Once the reference pool has been created it will appear in the drop-down as below:
Once the account has been set up and all the rates have been added, you will need to run a test to ensure that upon go-live everything will run successfully. To do this, create a consignment - please make Reference 1 and Reference 2 and the delivery special instructions THIS IS A TEST. Once this has been created please manifest the consignment to the carrier. If you experience any issues please contact email@example.com.
If you receive a successful manifest message from MachShip then please send an email to firstname.lastname@example.org and advise them that you are starting to despatch your Vellex account through MachShip and that you would like to receive verification on the test file and permission to start to trade.
Also, advise them of the connote number and request that they should cancel this to ensure that you are not charged. Please cc email@example.com on this email so we can help if required.
On confirmation from Vellex that the setup is validated, you are free to begin to consign.