Exporting Data & ERP Integration

Goal #

Get shipment data out of Trackberry — as a spreadsheet you download yourself, or as a standing integration that feeds your ERP without anyone re-typing anything.

Before you start #

• For the Excel download: nothing. Any member can download the shipments list.
• For a single or bulk export: shipments with complete packing data. The export button checks this and warns you if something is missing.
• For an ERP integration: a conversation with our team, a setup fee, and a monthly retainer. See Pricing below.

If you only need a snapshot in a spreadsheet, the Excel download is the fastest route and needs no setup. For the documents themselves (invoices, B/Ls, certificates), zip a month or a year from the Document Library. To read shipment data from your own scripts, use the Trackberry API, or connect an AI assistant with MCP.

ERP Reference Number #

Each shipment has an optional ERP Reference Number field where you can store the shipment’s internal reference from your ERP system. This makes it easy to cross-reference shipments between Trackberry and your ERP.

Setting the ERP Reference #

1. Open the shipment and click Edit
2. Enter your ERP reference in the ERP Reference Number field (between the transport reference and document upload sections)
3. Save the shipment

Where it appears #

• Shipment page — A green badge showing the ERP reference appears in the title area, next to the transport reference
• Shipment list — The ERP Ref column is visible on the shipment index (you can hide it using column customization)
• Search — You can search for shipments by ERP reference from the shipment list search bar

The ERP reference is free-form text — use whatever format matches your ERP system (e.g., PO-2024-1234, INV00567, S/O 890). Multiple shipments can share the same ERP reference if needed.

Downloading the Shipments List as Excel #

Before getting into ERP integration, there’s a much simpler export: the shipments list itself.

Click Excel above the shipments table and Trackberry downloads a workbook named shipments-YYYY-MM-DD.xlsx with one sheet per transport mode: Sea Freight, Air Freight, and Road Freight when you have road shipments. A sheet appears only when it has rows.

What you get:

• The columns you can see. The workbook uses exactly the columns you’ve enabled in the Columns picker, in the order you’ve dragged them into. If you change your columns and download again, you get a different sheet. See Customizing Columns.
• Container / AWB and Checks always lead each sheet.
• The rows you’re looking at. Your search term, label filters, tab and transport mode (All, Ocean or Air) carry through to the download. See Shipments List for the tabs.
• Value, if you turned it on. The Value column is written as a number formatted in its currency, so you can total it in the spreadsheet. A shipment whose pre-allocations are priced in several currencies has no value to write. See Pallet Pre-allocation.
• Free time as a number. The Free time column exports under the header Free time left (days) and holds the number of free days left, so you can sort and filter on it in the spreadsheet. It is negative once free time has run out, and blank when no clock with known free days is running. See Demurrage & Free Time.

This is the fastest way to get a snapshot into a spreadsheet, share a list with someone outside Trackberry, or feed a report. For structured, repeatable data flow into an ERP, use one of the integration methods below.

Integration Methods #

We support three integration methods depending on what your ERP supports:

We work with you to set up the integration that fits your system — whether it’s a modern cloud ERP, a traditional on-premise solution, or legacy software with no API.

API Integration #

If your ERP exposes an API (REST, SOAP, or other), Trackberry can push shipment data directly. This is the fastest and most reliable method:

• Real-time sync — Data flows as soon as a shipment is updated
• No manual steps — Fully automated, no files to download or upload
• Two-way capable — Can also pull reference data from your ERP when needed

Contact us to set up an API integration with your system.

File Export #

For ERP systems that support file-based import (Excel, CSV, or similar), Trackberry generates export files formatted for direct import.

Exporting a Single Shipment #

1. Open the shipment you want to export
2. Click the Export button in the top-right action bar
3. The file downloads automatically, ready for import into your ERP

Exporting Multiple Shipments #

You can export several shipments at once from the shipment index:

1. Select the shipments you want using the checkboxes
2. Click Export in the bulk action bar
3. Trackberry generates one file per container — if your selection spans multiple containers, the files are bundled into a ZIP archive

See the Bulk Actions guide for more on working with multiple shipments.

Before You Export: Unresolved Checks #

The export file sends box, pallet, weight and price figures straight into your ERP, which won’t check them again. So Trackberry asks first when those figures are in doubt.

On the shipment page, the Export button turns amber when the shipment has an unresolved problem with those figures. Hover it to see the list under Figures are unverified:. Two things count:

• A failing or warning result on Invoice Matches Packing List, Box Counts Match, Weight Totals Match, Pallet Count Matches or Invoice Total Matches. Checks your organization has turned off are not counted. See Document Checks.
• A document correction that is still open, or that was waived. A waived correction warns on every export.

Clicking the amber button opens a page titled Export with unresolved data checks?, which lists each shipment and what is open. Choose Export anyway to download the file as it is, or Cancel to go back. A bulk export asks the same question and says how many of the selected shipments are affected.

To clear the warning, correct the data on the shipment, or have an admin mark the check resolved. A correction stops warning once it is verified and closed, or canceled. The Excel download of the shipments list never asks.

When the Export Is Blocked #

The amber warning lets you choose. A check your organization set to Block doesn’t. When one has failed and nobody has acknowledged it, the Export button is greyed out and hovering it lists the reasons under Can’t export yet:. Documents still being read block it too, and so does a shipment an admin hasn’t confirmed, if your organization signs off each shipment explicitly. A bulk export that includes a blocked shipment is refused, with each blocked shipment and its reasons named.

Fix the data, or have an admin acknowledge the check with a reason. The shipment’s Ready for ERP panel lists everything holding it back. See Ready for ERP for how check levels and sign-off work.

What’s Included #

The export file contains:

Metadata — Summary information (customer, departure week, vessel, port, currency, totals)

Packing line data — One row per line item with:

• Container number
• Produce name, variety, and brand
• Calibre / size count
• Box count, pallet count
• Box weight, net weight, gross weight
• Produce type (organic / conventional)
• GGN (GLOBALG.A.P. Number) when available
• Customer allocation (from pre-allocations)

Weights are always in kilograms, even when your organization chooses to read weights in pounds under Shipments in Organization Settings. That setting changes only what you see on screen.

Pre-allocation Data #

If you’ve pre-allocated packing line boxes to customers, the export reflects this. Each allocation generates a separate row with the allocatee name and allocated box count, plus proportional weight calculations.

Unallocated boxes appear as a separate row.

Supported Formats #

• TradaBase (XLSX) — 22-column format matching the TradaBase import template

The TradaBase format is enabled per organization. The Export buttons on the shipment page and in the bulk action bar appear only when it is switched on for yours. To have it enabled, contact [email protected].

The TradaBase export does more than rename columns. It reshapes the data so TradaBase groups it correctly on import:

• Consignee names are matched to TradaBase’s own spelling. Documents spell a customer a dozen different ways — accents, punctuation, B.V. vs BV, an added UK. Trackberry resolves each consignee to the exact company name TradaBase has stored, since TradaBase matches on that string character for character. Where several sister companies share a trading name and the document doesn’t say which one, the name is exported unchanged and flagged instead of guessed. A wrong guess would file the consignment under the wrong company.
• Variety encodes calibre and category. For avocado, pomegranate, mandarin, and blueberry, the calibre and grading category are folded into the variety name in the format TradaBase expects, so it splits lots correctly.
• Blueberries send their pack format in the Weight column. TradaBase builds its unit name from that column, and a bare box weight would produce a meaningless unit, so Trackberry sends 12 x 125g Clamshell instead of 1.5.

Need a different format? We can add export templates for your ERP. Contact us and we’ll set it up.

UI Automation #

For legacy ERP systems that don’t support an API or file import, Trackberry can use a mouse and keyboard simulator to enter data directly into your software’s interface. This works with any application — even older systems that only have a graphical interface.

The simulator:

• Opens your ERP application
• Navigates to the correct screens
• Fills in shipment data field by field
• Validates entries as it goes

This approach requires an initial setup session where we map your ERP’s screens and fields. Once configured, it runs automatically.

Pricing #

Setup #

Ongoing Maintenance #

All integrations include a monthly maintenance retainer to keep things running smoothly:

The retainer covers routine maintenance, so there are no unexpected charges. If your ERP vendor pushes an update that affects the integration, we fix it as part of the retainer.

Getting Started #

Contact our team at [email protected] to discuss your setup. We’ll recommend the best integration method and provide a detailed quote.

Expanding the Packing Table #

When reviewing packing data before export, you can expand the table to full width for a better view of all columns. Click the Expand button in the top-right corner of the packing table to hide the sidebar and give the table the full page width. Click Collapse to return to the normal layout.

This is especially helpful when the table has many columns (calibre, category, boxes, weights, prices, allocations) and you want to see everything without horizontal scrolling.

Tips #

• Export and sync work best after all packing list documents have been processed and approved
• Make sure pre-allocations are up to date before exporting — the data reflects the current state
• Use the Expand button on the packing table to review all columns before exporting
• Contact our team at [email protected] to discuss which integration method is right for your setup