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.

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 two tabs — Sea Freight and Air Freight — mirroring the two tables on screen.

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. Change your columns, download again, get a different sheet. See Customizing Columns.
• Container / AWB and Checks always lead each sheet.
• The rows you’re looking at. Whatever search term, label filters, and Active / Needs attention / Archived tab you have applied carries through to the download.

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.

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)

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 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 rather than guessed — a wrong guess would file the consignment against 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 12 x 125g Clamshell goes out 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 you never have to worry about unexpected costs. If your ERP vendor pushes an update that affects the integration, we fix it — it’s included.

Getting Started #

Contact our team at support@trackberry.com 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 support@trackberry.com to discuss which integration method is right for your setup