Secondary IDs for shipments and orders

Having secondary IDs as part of your orders and shipments in Turvo allows you to utilize your existing reference numbers inside your Turvo tenant.

Turvo distinguishes between the secondary ID and external IDs. All order/shipment reference IDs used by the carrier or customer that are not generated by Turvo are considered to be external IDs.

The secondary ID is the default external ID, configured at the tenant-level or the customer-level as described in the article below, that will be given increased visibility within Turvo for your customers. This ensures your users can easily see orders/shipments by their preferred reference ID, such as purchase order #, warehouse order #, BOL #, container #, etc, in your orders, shipments, and documentation.

How to configure secondary IDs

The secondary ID can be configured at either the tenant-level or the customer-level, or both can be utilized at the same time.

Tenant-level secondary ID

Typically, the tenant-level secondary ID is configured during the onboarding process, and can be updated at any time by an Admin user in the Admin Console. For more information on how to set up secondary IDs, see our understanding and updating tenant settings article.

You can set the secondary ID for each order type as well as by direction, inbound, outbound, or either. Navigate to Admin console > Rules > Order >  Configurations > Order secondary ID and toggle ON Configure the secondary ID of an order type. Then you can select from Transportation order, Warehouse order, Customer order, or any combination of the three. 

Customer-level secondary ID

If you have a specific customer that requires a different secondary ID type, use the left navigation bar and go to Accounts > Customers to find that customer. Then, open the Details tab.

In the Settings section, click Shipment ID. Use the Default secondary ID drop-down to select a secondary ID type for that order type, then click SAVE.

A message will be displayed next to the Default secondary ID field that will differ based on the tenant-level configuration:

• If a tenant-level configuration is made, the message reads: “The default shipment secondary ID is [ID format chosen at tenant-level], changing it here will deviate from default tenant settings.”
• If no tenant-level configuration is made, the message reads: “The default tenant secondary ID is not configured.”
  • In this case, no secondary ID will be associated with orders and shipments by default, unless the customer account has a secondary ID configured.

Using both secondary IDs

You can use both tenant-level and customer-level secondary ID configurations simultaneously. Any customers that have not been manually configured will default to the tenant-level configuration, but customer accounts that have been manually configured will use their specific configuration. Changing the tenant-level configuration will only affect customer accounts without a specific secondary ID configuration.

Where to find secondary IDs in Turvo

Your order and shipment secondary IDs are visible in two locations in Turvo:

Order and Shipment page list view

Navigate to Orders or Shipments in the navigation bar and switch the page view to list, if it isn’t in that view already.

Orders list view

While viewing orders, in the Order ID column, you’ll see the Turvo-generated order ID, and the secondary ID is listed underneath.

Shipments list view

While viewing shipments, you will initially see the Turvo-generated Shipment ID. The secondary ID will not be visible, by default. Click the three dot icon on the right side of the list view’s header row. The drop-down allows you to edit the visible columns in the list view. Click the Secondary ID option to enable the Secondary ID column, which will appear to the right of the Shipment ID column.

Note: In cases where an order or shipment has multiple customers that use different secondary ID formats, this column will show the ID associated with the first customer, then a + and the number of remaining IDs (e.g, “PO Number: 123654 +3”). Hover over the ID number to see a list of all other associated secondary IDs.

Order or Shipment header

On an order/shipment card or when you click into an order or shipment, the secondary ID is located right below the customer’s name on the order or shipment header.

Note: If multiple secondary IDs are connected to the order or shipment, they will be displayed within the allotted space in the card. An ellipsis (...) will appear if there are more IDs than will fit in the space.

Documents using secondary IDs

After a tenant-level secondary ID is configured, the ID will be displayed on document types that are published for all customers in your tenant.

Documents that include a secondary ID by default include:

• Customer rate confirmation
• Carrier rate confirmation (If that carrier and customer is added to same route)
• Work order
• Bill of lading
• Vehicle inspection
• Customer invoice

Emails

When creating emails from documents, the tenant-level secondary ID will be included in the automatically-generated subject line of the email if: 

• The document was generated from a template configured in Admin console > Document template, and;
  • The document was generated from a Turvo template with the Secondary ID toggle turned on, or;
  • The document was generated from a custom template, and HTML code for pulling the secondary IDs is included in your template’s HTML file.

Protips:

• See our article, Configuring Document templates in Admin console, to learn more about configuring the secondary ID options in a template.
• See our articles on adding, sharing, and sending documents in an order or in a shipment to learn more about creating the emails.