Validation Process

When you upload your completed Xeneta rate sheet template, the system performs comprehensive automatic validation to ensure data quality and system compatibility.

What is validated?

This is an important process as it helps maintain data integrity across the platform.

Field	Value
Container types	Only supported container types are accepted. Automatic value mapping occurs for common variations, for example: "40FT" -> "40DC" "40' Standard Dry" -> "40DC" "40' High Cube Dry" -> "40HC" "40 hc" or "40' hc" or "40' HC" -> "40HC" "20FT" -> "20DC" "45FT" -> "45DC" Any many other common variations
Service mode	Automatic mapping occurs of common abbreviations, for example: "CY" -> "CONTAINER_YARD" "CFS" -> "CONTAINER_FREIGHT_STATION" "SD" / "DO" / "D" -> "DOOR" "DC" -> "DISTRIBUTION_CENTER" "WH" -> "WAREHOUSE" "RT" -> "RAIL_RAMP" "PT" -> "PORT" "AP" -> "AIRPORT" "FC" -> "FACTORY" "CD" -> "CROSS_DOCK" "IT" -> "INTERMODAL_TERMINAL"
Unit of measurement	Automation standardization will be applied, for example: "teu" -> "PER_TEU" "per 20ft" / "per 40ft" / "per 45ft" / "container" -> "PER_CONTAINER" "per cbm" / "lcl" / "cbm" -> "PER_LCL" "shipment" -> "PER_SHIPMENT"
Location validation (origin and destination)	The system validates locations using integrated lookup tools. Port names and codes (offered): validated against Xeneta's port database. Please note that port of loading and discharge must be different. Supplier (contract provider): mandatory field, will error if not supplied. Carrier (if different from supplier): optional field. Other information: Ports can be in different locations than country/city as these refer to the collection and drop-off location. Country, city, province, street address, and zip code should be in same location.
Currency	All currency values must be numeric. No text or special characters are allowed. Decimal values are supported.
Date	Contract validity start must be before end date.

Validation color codes

Understanding what the color highlighting means helps you correct issues efficiently.

Color	What it can mean
Blue	A cell was auto-corrected. You can hover over to see a tooltip explanation of the correction. For example, a port name typo was corrected from Rotterdan to Rotterdam.
Yellow	Needs attention, but you can proceed with the upload. This could be you're missing optional information or have minor inconsistencies. For example, missing port code or unrecognized supplier name.
Red	Critical error that must be corrected. You cannot proceed with the upload until resolved. A specific error message will appear explaining what needs fixing. For example, missing required field, invalid date format, or unrecognizable port code.

Common validation issues

Be aware of these common validation issues that may slow your upload.

Watch out for:	These could be:
Missing required fields	Contract number Supplier Port of loading (offered) Port of discharge (offered) Container type Contract validity start Contract validity end
Format errors	Invalid date formats (correct format: YYYY-MM-DD) Non-numeric currency values (text or special characters) Unrecognized container types Invalid port codes

Duplicate detection

Integrated Rate Management checks for duplicates during validation.

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An existing rate with matching Contract number, Supplier, Port of loading (offered), Port of discharge (offered), Container type, Contract validity start, and Contract validity end will result in a match.

Duplication check:	What happens:
Duplicate with no changes	The record remains unchanged, with no user notification. The system recognizes it's identical to an existing rate.
Duplicate with value changes	The system will prompt for confirmation to update. It will show a comparison of current vs. new value. You must confirm before updating.
Duplicate within the same file	The system will identify and flag. This requires correction before proceeding as you cannot upload both versions.
New record	No duplication detected and a new rate entry is created.