FTP setup guide

FTP functionalities on the Travel Ledger platform

1. Summary

Travel Ledger has built-in technology allowing files uploading and downloading to an FTP server. Each company registered on the platform can connect to the server using its unique credentials provided on the Data Delivery page.

The FTP functionality is controlled by the “Enable Secure FTP” toggle in Settings => Data Delivery.

Once enabled the company connection details are displayed underneath.

A unique User ID and password is created for each account. Please use these details to authenticate (see Section 2).

The below folders are available on the server for each user, and each of them has different functionality:

· Delivery – the SFTP transaction file upload tasks should point to this directory. Once a transaction file has been delivered there the system validates its format and contents and automatically transfers it to one of the other folders, based on its validation status.

· Error – there is an error in the received transaction file internal formatting (i.e. incorrect header, transaction or trailer record(s) OR the file is a duplicate OR the file does not fully match and the “Only commit fully matched files” setting is enabled.

· Export – contains reports you have scheduled for upload

· Invalid – the received transaction file is in a non-supported file extension format.

· Processed – the received transaction file is correctly formatted and has been processed = the transactions from it have been committed.

* Based on the “Only commit fully matched files” setting any partially matching files sent to Delivery will either be:

- Rejected and sent to Error if the setting is enabled.

- If the setting is disabled the file will be partially processed and allocated to Processed with the non-matching transactions being available for manual review in the Import file area on the Travel Ledger platform. In-platform and e-mail delivery notifications are being sent out.

Whilst the above folders are used in the transaction file delivery process the Export file stores any scheduled exports set up with SFTP delivery method.

· Export – contains the files produced as a result of scheduled data export tasks (see Scheduling Reports). You need to use this directory for SFTP download tasks. Travel Ledger does not create files deletion rules for this directory. If you want the files to be deleted after you have downloaded them please include deletion function in your download task.

2. Data delivery via SFTP – transaction file upload

Companies acting on the platform as Sellers can automate their transaction file delivery by setting up scheduled SFTP upload tasks.

Alternatively, they can upload the files manually via FTP using an FTP client.

a. Automated upload tasks

Requirements:

· Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled

· The tasks need to be scheduled to use the company connection details listed in Data Delivery

· The automated SFTP delivery task should use the Delivery folder as a delivery directory (example: sftp://ftp-production-1.abtlg.io /data/delivery)

· Ensure the connection is configured as SFTP protocol on Port 22 as per the instructions provided in Connection details

b. Upload transaction files using FTP client

If you prefer to do your manual file uploads using the FTP functionality you can do so by using an FTP client program.

Requirements:

· Download an FTP client program (FileZilla, CyberDuck etc.) and install it on your computer

· Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled

· Connect to the SFTP server using the Connection Details in Data Delivery

· Ensure the connection is configured as SFTP protocol with Port 22 as per the instructions provided in Connection details

· Upload the transaction file to the Delivery folder from where it will be picked up by an automated routine.

* You can view to which folder the file has been moved by the automated routine based on the rules outlined in Summary and you will also receive e-mail and platform notifications on the delivery status.

3. Data download via SFTP – data export files download (Reports)

a. Automated download tasks

All companies can automate the download of data export files generated using the Task Scheduler functionality by setting up scheduled SFTP download tasks.

When a data export task is scheduled with Secure FTP as a delivery method, the generated data export files are delivered to the Export folder on the SFTP server, and you can schedule automated download of the files by setting up a SFTP download task.

See setting up scheduled reports

Requirements:

· Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled

· The tasks need to be scheduled to use the company connection details listed in Data Delivery

· The automated SFTP delivery task should use the Export folder as a download directory (example: sftp://ftp-production-1.abtlg.io /data/export)

· Ensure the connection is configured as SFTP protocol on Port 22 as per the instructions provided in Connection details

* If you want to delete the downloaded files you can set up a download and deletion task. Travel Ledger does not execute file deletion tasks of customer data.

b. Download files using FTP client

If you prefer to do your manual file uploads using the FTP functionality you can do so by using an FTP client program.

Requirements:

· Download an FTP client program (FileZilla, CyberDuck etc.) and install it on your computer

· Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled

· Connect to the SFTP server using the Connection Details in Data Delivery

· Ensure the connection is configured as SFTP protocol with Port 22 as per the instructions provided in Connection details

· Navigate to the Exports folder and download the required files to your computer.

* Once you have downloaded the required files, you can delete them from the Exports folder if this is your preference.

4. File naming conventions

a. File submission/upload

· File name must be a minimum of 5 characters in length

· There is no specific mandatory naming convention

· The naming convention is static i.e. it does not facilitate dynamic naming parameters

b. Returns file (SPS format)

· File name must be a minimum of 5 characters in length

· There is no specific mandatory naming convention

· The naming convention is dynamic and will automatically append a prefix and suffix to the file name.

· The base returns file name set in the task scheduler

Format example

Part	Format	Example
File name entered in the scheduler	Minimum 5 characters	“Confirmation”
Prefix appended	5-digit ABTA ID followed by “-“	“S0001-“
Suffix appended	Date and time in zulu format preceded by a “-“	“-yyyy-mm-ddThh_mm_ss.000Z”
Output example	“S0001-confirmation-2021-11-17T17_49_09.386Z”

5. File formats

Please refer to https://help.travelledger.org/seller-overview/file-format-for-upload