CLOUDEX TMS - ENGLISH

• Driver app "Cloudex drive"
• Clear Storeage
• Settings
• E-mail settings
• Create google email password
• Office365: HOW TO GET TenantId, ClientId and ClientSecret
• Microsoft email configuration
• Order conditions update
• Set up Office365 e-mail
• HOW TO CHANGE APPLICATION Callback URL in Azure Portal
• Order for carrier
• Transport order for Carrier, CMR and invoice upload
• 6. Outgoing invoices (debtors)
• Outgoing invoice payments
• Invoice "Date sent"
• How to connect your bank account with GoCardless
• Integrations
• Shipment manifest export to CLOUDEX API
• How to send electronic invoice to your customer
• Tips and tricks

Driver app "Cloudex drive"

Clear Storeage

(1) Finger press the "CLOUDEX drive" icon for 1 second (2) and then select "App info"

Options for how it could look

 

 

(1) Click on storage and cache

Options for how it could look

(2) Clear storage (2) Clear cache

(1)  Click on storage

(2) Click clear data

(1)  Click on storage

(2) Click clear data

 

Settings

E-mail settings

To send emails from Cloudex TMS:
1) Click on the Your User Name icon
2) Select the "My Profile" menu

In the "Email password" field:
1) Enter your email password
2) Click the "Save" button

Create google email password

1) Open google account and login:
https://myaccount.google.com/

If 2-step verification is not available in the section, your company's email administrator must first enable it: instrukction how to do it read here

3) Ieslēgt "2-pakāpju verifikāciju / 2-Step verification"

4) Create a password/key for emails

If there is no "App passwords" section in the Two-step verification / 2-step verification section, you must exit the page and re-enter it. Or use the link https://myaccount.google.com/apppasswords

5) Create password 

6) Copy new password and enter it in OZOLS or CLOUDEX TMS

Instructions for entering your email password in Ozols: https://doc.ozols.lv/books/ozols-tms-english/page/5-e-mail-settings

Instructions for entering your email password in CLOUDEX TMS: https://doc.ozols.lv/books/cloudex-tms-english/page/e-mail-settings

 

Companies must have the option enabled that is available

Instrukction from google

Office365: HOW TO GET TenantId, ClientId and ClientSecret

If you use Microsoft office 365 for email sending. Your company Microsoft admin need to get following settings from Azure AD Application 

• Directory (Tenant) ID

• Application (Client) ID

• Client Secret Value

These three values are required for integrating CLOUDEX TMS with Microsoft Graph using OAuth2.

---

1️⃣ Sign in to Azure Portal

Open: https://portal.azure.comSign in with a Microsoft 365 Global Admin or Application Administrator account.

---

2️⃣ Open “Microsoft Entra ID” (Azure AD)

Left menu → Microsoft Entra ID
(or search “Entra ID” in the top search bar)

---

3️⃣ Create a new App Registration

1. Left menu: App registrations

2. Click New registration

Click Register.

---

4️⃣ Get the Tenant ID and Client ID

After creation, you will be redirected to the app’s Overview page.
Here you will see:
✔ Directory (Tenant) ID
✔ Application (Client) ID

You already have 2/3 values.

---

5️⃣ Create Client Secret

Side menu → Certificates & secrets

1. Click New client secret

2. Enter a name: CLOUDEX Secret

3. Choose expiration:

   • 6 months (not recommended)

   • 12 months

   • 24 months (recommended)

   • Or “Custom”

4. Click Add

Copy the Client Secret VALUE immediately.
You will never be able to see it again later.

Store it securely (Azure Key Vault, password manager, etc).

Now you have:

• ClientId

• TenantId

• ClientSecret Value

---

6️⃣ Add Required API Permissions

Side menu → API permissions

Click:

• Add a permission

• Microsoft Graph

• Delegated permissions

Search + select:

✔ Mail.Send
✔ User.Read
✔ offline_access

Then click Add permissions.

Then click Grant admin consent.

Can be in new interface need to choose Microsoft Graph API

---

7️⃣ Final Check: Authentication Settings

Side menu → Authentication

Ensure:

✔ Your redirect URI is correct
✔ “Allow public client flows” is OFF
✔ “Access tokens” and “ID tokens” are ON

🎉 DONE — Values ready to use

You now have everything:

Problem solution

In case you have any problems sending out emails from CLOUDEX TMS or Ozols you can run "Diagnose and solve problems" tool

Microsoft email configuration

1. Enable “Authenticated SMTP” for the mailbox

Open the Microsoft 365 Admin Center: https://admin.microsoft.com

Steps to enable Authenticated SMTP

1. In the left menu, click Users → Active users.
2. Click on the user/mailbox you will use for CLOUDEX TMS.
3. In the user details pane, go to the Mail tab.
4. Click Manage email apps (or Email apps).
5. In the list of email apps, find Authenticated SMTP and make sure the checkbox or toggle is ON / enabled.
6. Click Save.

2. Create an app password (if MFA is enabled)

If Multi-Factor Authentication (MFA) is enabled for the mailbox you use (recommended), SMTP cannot use your normal password. In that case you must create a special app password and use it in CLOUDEX TMS.

Instruction to generate an app password

https://doc.ozols.lv/books/ozols-tms-english/page/8-e-mail-server-configuration-for-work-with-ozols-tms

❗ What to do if “Authenticated SMTP” switch does NOT appear

1. Turn off Checkbox "Turn off SMTP AUTH protocol for your organization""
2. Turn on use of old legacy TLS clients.
3. After enabling, wait 3–5 minutes, then check the user mailbox again.

Confirm the mailbox type (SMTP is NOT available for some accounts)

The Authenticated SMTP switch is available ONLY for:

• User mailboxes with Exchange Online Plan 1 or 2

• Shared mailboxes

• Microsoft 365 E3/E5 Business Standard/Business Premium accounts

It will NOT appear for:

❌ Mailboxes with no Exchange license
❌ Accounts converted to Microsoft 365 Groups
❌ Mailboxes that were soft-deleted or recently restored
❌ Resource mailboxes (Room / Equipment)

How to check:

In Microsoft 365 Admin Center:

Users → Active users → Select user → Licenses and Apps

Make sure:
✔ Exchange Online is enabled

If Exchange Online is missing → SMTP will NOT be available.

---

Ensure modern authentication SMTP is not forced

Microsoft sometimes blocks SMTP for users with strict conditional access.

Check these items:

• Conditional Access policy requiring MFA for all protocols

• Legacy auth blocked at the tenant level

• Security defaults enabled (this disables SMTP)

To check Security Defaults:

1. Go to Azure Portal
   https://portal.azure.com

2. Search for Azure Active Directory

3. Open Properties

4. Click Manage Security Defaults

5. If Security defaults = Enabled, you must turn it OFF to allow SMTP.

After disabling, wait up to 15 minutes, then check Manage Email Apps again.

---

If none of the above works – your tenant may have SMTP permanently disabled

Microsoft has been turning off SMTP AUTH for security reasons.
Admins must manually re-enable it per mailbox.

To force-enable for a specific mailbox (Admin only):

1. Go to:
   https://admin.exchange.microsoft.com

2. Navigate to:
   Users → Active Users → select user → Mail → Email apps → Manage

3. If still missing, enable via PowerShell:

(Admins only — if customer cannot run PowerShell, you can give them this line to pass to their IT provider.)

---

Summary: Why SMTP may not appear

Order conditions update

In order to edit Order for carrier rules or Order for Client rules Click on Your name > Settings > Classifications > Agreement rules > Edit

Set up Office365 e-mail

If your email provider is Microsoft Office365 You need o set up email sending following this instruction

1) Click on your name
2) Choose My user profile

Press comand button [Office365 setup]

Then press command button [Connect to Microsoft]

Login with your email and follow further instructions

HOW TO CHANGE APPLICATION Callback URL in Azure Portal

1️⃣ Open Azure Portal

Go to: https://portal.azure.com

Sign in using a Global Administrator or Application Administrator account.

---

2️⃣ Open Microsoft Entra ID

1) In the left menu, click: Microsoft Entra ID or Search for App registrations
2) Open All Applications
3) Open CLOUDEX TMS application

Choose Redirect URLs

Press edit button and set correct URL

!!!! In YourCompanyCode you should place your company code https://my.cloudex.app/YourCompanyCode/Services/Office365Callback.aspx

Redirect URL should be under Web NOT under SIngle-application

 

Order for carrier

Transport order for Carrier, CMR and invoice upload

When you send order for carrier in e-mail is unique link on which Carrier manager need to click in order to mark loading/delivery dates and upload CMR and Invoice.

1. Click to open the page
2. Upload CMR
3. Confirm loading
4. Upload invoice PDF file

 

Add invoice date
Add invoice number 

6. Outgoing invoices (debtors)

Outgoing invoice payments

1. Payment of Outgoing invoices - automated data Import from the Bank
2. Linking Incoming Bank payments with Outgoing invoices
3. Outgoing invoice payment - manual data entry

Important! CLOUDEX TMS provides two options - automated and manual outgoing invoice.

Only one of options can be used for the accounting period!

1. Payment of Outgoing invoices - automated data Import from the Bank

1.1. Export Account report from your Bank
Open your company's Internet Bank > prepare the Bank Account report for the desired period > Export it in ISO format. > Save this document to your computer.

1.2. Open CLOUDEX TMS

1. Finance > Incoming payments

2. Import payments from the Bank (using symbol "")
   
   1.3. Import Bank payments
   1) Choose the file which you imported from Internet Bank
   2) Press Import
   
   

2. Linking "Incoming Bank payments" with "Outgoing invoices"

When importing payments from the Internet bank, CLOUDEX TMS creates attachment of invoices, but if the invoices are not attached to the payment amount, then do the attachment according to the instructions bellow.

1) CLOUDEX TMS > Finaces >Incoming payments
2) Filter >show only Unrelated payments "Unrelated" (payments which are not related to invoices)

3)  Select Incoming Payment which to "Relate" with Invoice
4) Press the button "Relate invoices"

5) In the list of Invoices, select the appropriate invoice/invoices for which payment has been made, mark them.
6) Selecting "the up arrow" you will be able to relate the invoice to payment.
7) Confirm with the button "Close".
8) With "the green arrows" it is possible to switch to another "Unlinked" payment.

9)  With the filter, you can quickly find the required invoice by number, amount, etc.

When the Incoming Payment is linked to the corresponding invoice, the amount in the "Unrelated" column in the Bank incomings list will be zero.

3. Outgoing invoice payment - manual data entry

1. Go to Finances >Outgoing Invoices
2. Mark Outgoing Invoices which are paid
3. Choose function "Make Incoming payments for selected outgoing invoice"
4.  Choose appropriate Bank account, if you have more than one account
5. Enter the Payment date.
6. Save

 

 

Invoice "Date sent"

This will answer the question of when the Invoice “Date sent” is set automatically and when the user needs to enter it manually.

The status “Invoice sent” changes automatically when a value is set in the Invoice field “Date sent.”
The “Date sent” field is set automatically when the “Send by email only” checkbox is selected and the invoice is sent by email.

The “Send by email only” checkbox value is set automatically when generating an invoice from an order.
The checkbox value depends on the “Send invoices” field value.

Send invoices values marked with “*” set the “Send by email only” checkbox value automatically:

• By e-mail (with POD) *

• By post (with POD)

• By e-mail and post (with POD)

• Don’t send (Self-billing) *

• Download in client portal *

• By e-mail (invoice upon delivery, second time with POD)

• By e-mail (without POD) *

• Upload to the customer portal together with POD

 

How to connect your bank account with GoCardless

To enable automatic bank statement downloads (up to 3 times per day), you need to connect your bank account with GoCardless.

Please follow the steps below:

Integrations

Shipment manifest export to CLOUDEX API

 

In order to import shipments in CLOUDEX/OZOLS you need to use CLOUDEX API https://my.cloudex.lv/cloudex-api/swagger/index.html shipment-manifest end-point

API key you can get writing to info@cloudex.lv 

 

 

How to send electronic invoice to your customer

 

In other to send  electronic invoice to your customer (PEPPOL, rekini.lv or other formats)

Go on Partner > Invoices > Electronic invoice format in email chose: Peppol or other > Save 

When you send an invoice to your client, electronic invoice (PEPPOL or other formats) will be included as an attachment.

Tips and tricks

Delete: Data Transfer

1) Open the “Delete” window
This window appears when you try to delete a company that is used in existing records.

2) Review where the data is used
In the top table, you’ll see all places where the company is linked (e.g., invoices, purchases, shipments, etc.).

3) Find the field “Record ‘Clean R’ data move to”
This is a dropdown list where you must select the target company.

4) Select a company from the list

• Click on the dropdown field
• Start typing the company name (e.g., XXXXX)
• Choose the correct company from the suggestions

5) Double-check your selection 
All data will be transferred to this company, and this action cannot be undone.

6) Click “Replace and delete”
Data will be moved to the selected company
The original company will be deleted