In order for Digital Waste Tracking to function you must enter some settings in Weighsoft.
There are setting to send data which gets flagged as "test" data.
System Requirements
In order to utilise Digital Waste Tracking you will need the following :
Weighsoft must be running 5.544 minimum (although running the latest version is always recommended as each new version will contain additional fixes or enhancements to the DWT process)
Mobile devices must be running version 9.26 of the mobile app as a minimum in order to pull through a jobs Waste Tracking Id to the driver.
Defra Company Id - this must be obtained directly from Defra themselves (Access Group cannot obtain this for you).
If your Weighsoft system has more than one company setup then you will need a separate Id for each one.
You can register for your Digital Id via this link: Qualtrics Survey | Qualtrics Experience Management
Incorrect Weighsoft Version?
You can check your current version of Weighsoft by going to Administration>About.
If your system requires an upgrade please refer to the Booking an Upgrade article.
Settings
The main settings are found in Administration>Setting>Digital Waste Tracking
Most of the setting remain the same at all times, but some of them can be changed to send Test data rather than Live data.
Static Settings:
Setting | Required Setting | Notes |
Enabled Digital Waste Tracking | On | This enables the system. if you are running 5.544 or higher then enabling this will also restart the background service messages will start flowing immediately, if you are running a lower version the support team will need to restart that service for you. |
Authentication API Url | see below | This is the required for the API to link to Weighsoft and must not be changed. This differs depending if you are using the "live" or "test" credentials |
API URL | see below | This differs depending if you are using the "live" or "test" credentials |
Poling Interval Minutes | 5 (default) | How often the application service polls to check if data needs to be sent (in minutes) |
Organisation ID | see below | This is the ID that Defra will provide for you, it is also called your "API ID" - this should only used for sending Live data. This differs depending if you are using the "live" or "test" credentials |
Client ID | see below | This is the code that tell Defra where the waste came from (Weighsoft). This differs depending if you are using the "live" or "test" credentials |
Secret ID | see below | Essentially the Weighsoft "password" to link to Defra. This differs depending if you are using the "live" or "test" credentials |
Generate code on vehicle schedule | Off (for now) | This will send a request for a Defra code for the job when you first assigned a job to a vehicle. Note: This not required at present but will be used in Phase 2, due next year. |
Generate code on job save | Off (for now) | This will send a request for a Defra Code for the job (assuming there isn't one already) when the job is saved at any point. Note: This not required at present but will be used in Phase 2, due next year. |
Use Outlet name instead of invoice name for receiver | Off (for now) |
|
Send waste breakdown when available | On |
|
Waste item is hazardous When.. | (dependent on your company) | This will use the waste breakdown to generate the Defra messages if one is avalable. |
Include Final Site DR Codes | (dependent on your company) |
|
Live vs Test settings
The setting that controls if the data is sent as Live or test are the below
Live Settings
Authentication API Url: https://waste-movement-external-api-75ee2.auth.eu-west-2.amazoncognito.com/oauth2/token
Organisation ID: Use the API ID sent to you by Defra
Client ID: 5i4gmksh5eds98bpcs7467vv4l
Secret ID: 1kvj709eommh12p8n3ci6idfab5tnigbf9j5dp11oomf04c9siub
Test Settings
Authentication API Url: https://waste-movement-external-api-8ec5c.auth.eu-west-2.amazoncognito.com/oauth2/token
Organisation ID: Select a "Dummy Test Codes" from Defras official page
Client ID: 5p8ob9drnv3kab234eu219pjr3
Secret ID: 1a5rls1hf86apb7at0mpc80u5ivqjrkh0js2vpejc7l4osoe1ios
Multi-Company?
If you have multiple companies setup in Weighsoft that will be reporting differently (for example they have different Defra IDs or one is just a Haulier) then you will also need to enter some of the above details there
Navigate to Administration>Lookups>Companies
Select the relevant company
Go to the Digital Waste Tracking tab
Enter you Organisation ID, Client ID and Secret as above
Click Update
Important: The "Client ID" and "Secret" fields are setup and provided by Access and should not be amended in any way.
Known Issues & Version-Specific Fixes
The following issues are resolved in specific Weighsoft versions. If you are experiencing any of these and are on an earlier version, the workaround is listed alongside each.
Issue | Fixed in version | Pre-upgrade workaround |
Carrier email address and phone number required by DEFRA even though marked optional in the UI ("carrier.emailAddress is not allowed to be empty") | 5.544.6 | Populate carrier email and phone manually in Lookups>Suppliers>Haulier for each affected supplier, then resend the failed records |
Physical form (state) sent from Transaction item rather than product State field, causing "wasteItems[x].physicalForm must be one of [Gas, Liquid, Solid...]" errors | 5.544.6 | Ensure the State field is correctly set on the product in Lookups>Products and resend the record |
Bulky items (unit = Each, no Netweight) causing "wasteItems[x].weight.amount must be a positive number" errors | 5.544.6 | Bulky items cannot be excluded pre-upgrade; contact Support to discuss options |
Enabling DWT in settings requires a manual app service restart for the changes to take effect | 5.544 | Contact Support to restart the application service after enabling DWT or changing credentials |
Running version 5.544 or above? If you enabled DWT via Administration>Settings>Digital Waste Tracking, the application service restarts automatically and messages will start flowing immediately — no support call needed.
Settings Checklist
There are multiple areas to review in your system to make sure the correct data is sent to DEFRA.
Settings>Digital Waste Tracking
If you aren’t setup for multicompany these are populated in Administration>Settings>Digital Waste Tracking
If you are setup for multicompany then these must also be populated in Lookups>Company>Select a company >Digital Waste Tracking tab on the left-hand side.
Each option requires the Organisation Id — this is the API Code DEFRA issues when you register your organisation.
Lookups>Company
The Digital Waste Tracking values also need to match those in Settings>Digital Waste Tracking.
IF you have mutliple companies then you may have a different organisation Id (API ID) from defra for each one.
Your Carrier ID must be set up in Lookups>Companies in the correct format
Suppliers
Any Suppliers & Hauliers (found in Lookups>Suppliers>Haulier) must have their Waste Carrier ID in place and in the correct format.
if a supplier does not have a Waste Carrier ID then it must have the "reason" field populated
Outlets
All outlets being used for waste activities require the activity code to be set to W (Waste IN)
Each outlet must also have it's Waste Carrier ID (displayed as "Waste Code" in Lookups>Outlets) in the correct format
Products
Each waste product musty have the following enabled:
"Waste Type" option enabled
"Activity" set to W (Waste IN) or Z (Hazardous)
"State" field (Solid, Gas, Liquid etc) must have a value
"EWC Code" must have a value
Bulky items must be set as both "Waste Type" and "Bulky"
If your products have POPS (Persistent Organic Pollutants) these can be setup under the ‘POPS’ tab on the product lookup.
If you are using the hazardous module POPS can be setup on the hazardous order item in the components section
Defra source of components
If you are sending pops / hazardous components to Defra, you will need to set source of components on the product lookup.
If using the hazardous module this field can be set on the hazardous order item level
EWC Codes
Check EWC Codes are in the correct format
The system will automatically strip spaces and asterisks from EWC codes, ready for reporting. So a code of 04 02 14* would become 040214 and be accepted
However any additional characters in the code (#, () etc) will cause messages to fail
The Defra reporting process will use the "EA Reporting Code" on the EWC first and then fallback to the normal code if the first is blank.
D&R (Disposal & Recovery Codes)
Disposal/Recovery (D&R) codes are needed to be setup and linked via the EWC Code.
You can do this by going to Administration>Lookups>Waste Activities. In this screen you can link EWC codes to Waste Operation codes and Outlets.
Estimated Weights
If using Estimated Weights on products these need to be set up as per the Estimated Weights knowledge article
After you have completed the checklist, you are able to test sending data to Defra by doing the following.
Navigate to the Administration>Transactions screen
Select a transaction you wish to send to Defra to test using the checkbox on the left-hand side of the row
Click functions and select ‘Resend to digital waste tracking’
After clicking the function navigate to Administration>Digital Waste Tracking and confirm a record has been created. You might need to adjust the filters to get the record to show because by default it only shows failed/pending items.
Review the record and confirm the data sent is correct and confirm there is no failed items. A Defra Digital Tracking ID will be visible on the page.
Setup & Configuration Document
A more technical setup document can be found here: Digital Waste Tracking Mapping.pdf
It is being routinely updated by the developers so we would suggest saving the link to refer back to rather than download a copy and any download will eventually contain out of date information.