Introduction

This article gives you a high-level overview of how the integration between TRAEDE and System Transport works, and which files are exchanged between the two systems.

You’ll learn:

• How the “file exchange” / shared Dropbox concept works

• Which files TRAEDE sends to System Transport

• Which files System Transport sends back to TRAEDE

• How these files affect shipments, productions, and inventory in TRAEDE

This is a conceptual overview meant as a foundation before you start generating the actual files in TRAEDE.

Overview of the file exchange

The integration between TRAEDE and System Transport is based on a file exchange.

You can think of this as a shared Dropbox folder:

• TRAEDE creates a file (for example an order)

• TRAEDE uploads the file to the shared folder

• System Transport downloads the file from the folder and imports it into their system

• When System Transport has processed the file, they generate a response file and place it back in the shared folder

• TRAEDE then imports the response file and updates shipments, productions, and stock

Summary of files

Files sent from TRAEDE to System Transport:

• Article file (product master data)

• Outbound orders (called shipments in TRAEDE)

• Inbound orders (called production orders in TRAEDE)

Files sent from System Transport to TRAEDE:

• Delivery note (response to outbound orders / shipments)

• Goods receipt (response to inbound orders / productions)

• Manual stock correction

• Return order

Files sent from TRAEDE to System Transport

Article file

The article file contains information about all your products, for example:

• SKU / product number

• EAN / barcode

• Country of origin

• Tariff code

• Other master data needed by the warehouse

Important:
You cannot send:

• Any outbound order (shipment), or

• Any inbound order (production order)

for a product that has not already been imported into System Transport via the article file.

Best practice

• Whenever you create new products in TRAEDE, make sure to export and send an updated article file to System Transport.

• You’ll learn how to generate and send the article file in a separate, dedicated article/video.

Outbound orders (shipments)

In TRAEDE, outbound orders to System Transport are called shipments.

An outbound order file tells System Transport:

• Which products to pick

• In which quantities

• Which address to ship to (customer or store)

• Which transporter / shipping method to use

So, the message is essentially:

“Hi System Transport, please pick these products and send them to this address using this transporter.”

The outbound order file is:

• Generated by TRAEDE

• Uploaded to the shared folder

• Downloaded and processed in System Transport’s system

You’ll see how to generate outbound order files in a later guide.

Inbound orders (production orders)

In TRAEDE, inbound orders are called production orders.

Whenever you are about to receive goods from a supplier into System Transport’s warehouse, you need to create a production order in TRAEDE.

The inbound order (production order) file tells System Transport:

• Which products they should expect to receive

• In which quantities

• When you expect the goods to arrive

This allows System Transport to prepare for the incoming delivery and match what they receive against what you planned.

The inbound order file is:

• Generated by TRAEDE from the production order

• Sent to System Transport

• Later “closed” when TRAEDE receives the matching goods receipt file back (see below)

Files sent from System Transport to TRAEDE

Delivery note (response to outbound order)

A delivery note is the response from System Transport to an outbound order / shipment from TRAEDE.

Flow:

1. You send an outbound order (shipment) file to System Transport.

2. System Transport picks and packs the order.

3. System Transport generates a delivery note file containing:

   • What was actually picked

   • Quantities shipped

   • Tracking / track & trace information

4. TRAEDE imports the delivery note and:

   • Closes the shipment and marks it as completed

   • Saves the tracking number

   • For B2C orders: sends the tracking information back to Shopify, WooCommerce, or another connected webshop

So you can think of the delivery note as:

“We have packed this shipment. Here’s exactly what we sent and the tracking details.”

Goods receipt (response to inbound / production order)

The goods receipt is the response from System Transport to a production order from TRAEDE.

Flow:

1. You create a production order in TRAEDE and send an inbound order file to System Transport

2. System Transport receives the physical goods from your supplier.

3. They count the products and register what was actually received.

4. System Transport generates a goods receipt file and sends it back.

5. TRAEDE imports the goods receipt and:

   • Closes the production order

   • Updates your inventory with the actually received quantities

This is the moment where stock in TRAEDE is actually added so that you can start selling and shipping those products.

Manual stock correction

If System Transport performs a manual stock correction in their system (for example after a stock count), they can send a manual stock correction file to TRAEDE.

TRAEDE then uses this file to:

• Adjust the inventory levels in TRAEDE

• Ensure that the stock in TRAEDE matches the stock counted at the warehouse

Typical use cases:

• Annual or periodic stock counts

• Corrections after finding discrepancies

• Writing off damaged or lost goods

Return order (typically B2C returns)

A return order file is typically used for B2C returns.

Example flow:

1. You send a B2C order from TRAEDE to System Transport.

2. The customer receives the goods together with a return label.

3. The customer sends the goods back directly to System Transport.

4. System Transport processes the return and creates a return order file.

5. TRAEDE imports the return order and can use it to:

   • Generate a credit note

   • Update inventory (put returned items back into stock if sellable)

So a return order is essentially:

“We have received a return for this original order. Here is what the customer sent back.”

How inventory and orders are updated in TRAEDE

To summarise the most important system updates:

• Shipments (outbound orders)

  • Opened when you create and send an outbound order file

  • Closed when TRAEDE receives a delivery note from System Transport

  • Tracking information is saved and can be sent to Shopify, WooCommerce, etc.

• Productions (inbound orders)

  • Opened when you create and send a production order file

  • Closed when TRAEDE receives a goods receipt

  • Stock is added to inventory based on what was actually received

• Inventory

  • Increased by goods receipts

  • Adjusted by manual stock corrections

  • Increased/decreased by return orders depending on whether items are put back into stock

This ensures that TRAEDE always reflects what has actually happened at the System Transport warehouse.

Example workflows

Example: outbound flow (B2B or B2C shipment)

1. Create a shipment in TRAEDE.

2. TRAEDE sends an outbound order file to System Transport.

3. System Transport picks and packs the order.

4. System Transport sends back a delivery note with picked lines and tracking.

5. TRAEDE imports the delivery note:

   • Shipment is closed and marked as completed

   • Tracking is stored and sent to your webshop (for B2C)

Example: inbound flow (supplier delivery)

1. Create a production order in TRAEDE for goods you expect from your supplier.

2. TRAEDE sends an inbound order file to System Transport.

3. The supplier delivers goods to System Transport.

4. System Transport counts and registers the received quantities.

5. System Transportsends a goods receipt file back.

6. TRAEDE imports the goods receipt:

   • Production order is closed

   • Inventory in TRAEDE is updated