Validation Process
Uploading your rate sheet to Integrated Rate Management
When you upload your completed Xeneta rate sheet template, the system performs comprehensive automatic validation to ensure data quality and system compatibility.
This is an important process as it helps maintain data integrity across the platform.
What is validated?
Please see the table below to see how columns are validated.
Field | Value |
|---|---|
Container types | Only supported container types are accepted. Automatic value mapping occurs for common variations, for example:
|
Service mode | Automatic mapping occurs of common abbreviations, for example:
|
Unit of measurement | Automation standardization will be applied, for example:
|
Location validation (origin and destination) | The system validates locations using integrated lookup tools.
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 IMO class when hazardous is set to Yes. |
| 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 |
|
Format errors |
|
Duplicate detection
After validation passes, Integrated Rate Management checks for duplicates before submitting your rates.
A rate is considered a duplicate when it matches an existing rate on all of the following fields and has an overlapping validity period: Contract number, Supplier, Container type, Port of loading, Port of discharge, Origin service mode, Origin street address, Origin City, Origin state/province, Origin ZIP code, Origin country, Origin country code, Destination service mode, Destination street address, Destination city, Destination state/province, Destination ZIP code, Destination country, Destination country code and Hazardous classification
If any of these fields differ, the rates are treated as distinct. For example, two rates with the same port-to-port routing but serving different inland locations, or one for hazardous and one for standard cargo, will both be accepted as separate rates.
| 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 distinct rate | If any of the matching fields differ, a new rate entry is created with no duplicate warning. |
Data visibility after upload
Once the upload is confirmed, your rates are instantly accessible to all company users with IRM access - giving your team immediate visibility for faster, more efficient rate management.
Your rates will also be available across Xeneta - Ocean Monitor, Ocean Analyze, and our other benchmark products - under 'Your rates'. This process removes the previous 5-day SLA, giving you near real-time benchmarking capability.
Updated 9 days ago