FLEETMATE. Introduction. CUSTOMER GUIDE: Importing Data. Fleet Maintenance Management Software. MENU: File Database Utilities Import Text Data

Transcription

1 Introduction MENU: File Database Utilities Import Text Data IMPORTANT: Until you are thoroughly familiar with the import process and how to create your import file(s), we recommend that you make a copy of your database before running an import, and use the copy for import testing purposes. Another approach is to create a new database for import test purposes, so that you can experiment and become familiar with this process. The import processor will read many thousands of records in a matter of seconds, and can bring in bad/incorrect data if the import data is not correct. Use care not to accidentally import the same data twice. In some cases, the software will accept multiple imports of the same data as long the data is formatted correctly, and it doesn't violate any database rules. If you need technical support, please write us at support@fleetmate.com and attach the import file you are having difficulty with. We'll be glad to assist you. FLEEATE enables you to import delimited text data into 17 primary tables in your database. There is a limit to the number of data fields that can be imported, and a specific format is required when creating your import file(s). If you have text data available, this feature is intended to save you some time initially setting-up your database, minimizing much of the manual typing that would otherwise be required. Tables that you may import data into are: Customer Personnel Vendor Inventory Vehicle Expense/Payment Maintenance/Work Order Work Order Labor Lines Parts Fuel Log Route Job Inventory Receiving Header Inventory Receiving Detail Templates Template Tasks Tire Management FLEEATE is a registered trademark of SCB Consulting, LLC.

2 The import process supports virtually any type of field delimiter, although commadelimited (often referred to as CSV for Comma Separated Values) format is a widely used type of formatting. If using a delimiter other than a comma, be certain to specify the correct delimiter on the Import Dialog prior to attempting an import. Be certain that your data values do not contain the delimiter character. As an example, if a city, state, and zip code value is NEW YORK, NY 10001, you cannot use a comma as the delimiter because a comma appears within the data value. Or you will need to remove the comma from the data value. Once you import your data you will need to access the imported records through the FLEEATE program to make whatever adjustments may be necessary, and to make certain that your data is 100% accurate and complete. This topic will provide the import format information you need in order to create your import file(s). Data Formatting : Import records must not span multiple physical lines in your import file. Numeric data in an import file must contain numeric values only. This means numerals 0-9 and a decimal stop only. As an example, a dollar value of "$12,345.67" must be entered as " ". Do not include commas or currency symbols when specifying values that represent currency values. Another invalid example is "8,765,432.1", which must be entered as " " When entering date values in an import file, format your date values so that they match the format defined in Regional Settings in Windows Control Panel representing Jan 1, 2012 is invalid. This date must be entered as A delimiter character must NOT appear within the actual data value. You must also avoid the use of punctuation characters like quotation mark, apostrophe, semicolon, percent, hash, and period characters. When supplying numeric and "flag" (true/false) values, numeral one (1) or a zero (0) is expected. Do not use the alphabetic character "O" (oh) to indicate a numeric value of zero. FLEEATE is a registered trademark of SCB Consulting, LLC.

3 Records in an import file are processed sequentially, from top to bottom. Use care when creating an import file containing 'mixed' record types to make certain that record dependencies are addressed. As an example, if you are importing "Parts" records that are set to issue material from inventory, the inventory item(s) must already be in stock, or an INVENTORY import record must be present first in your import file. This will add the material to stock PRIOR to processing the related "Parts" record. In this same example, the MAINTENANCE record to which the Parts record relates, must be processed first in your import file, or must already exist in your database. IMPORTANT: A column must exist in your import file for each field noted in the import format. As an example, for a Personnel import, 23 columns are required. The fields that appear in bold typeface are required fields, meaning that a valid value must be supplied. For unknown Text values, you should enter text such as UNK or NA. This will make it easier to identify any field alignment problems in your import file. For unknown Date values, the field must remain completely blank. For unknown Numeric or Currency values, enter a zero. Note that the first field of every record must contain the literal Record Type so that the import processor understands how to parse and process the data fields that follow it. FLEEATE is a registered trademark of SCB Consulting, LLC.

4 Customer Record 1 Record Type n/a Literal value CUSTOMER 2 Customer ID No 24 A UNIQUE value to identify this customer 3 Name 80 Customer Name 4 Tax ID No 40 Customer s Tax ID Number 5 Address 40 Street Address 6 City 40 City 7 State 40 State/Province 8 Zip 40 Zip/Postal Code 9 Address 255 Address Vendor Record 1 Record Type n/a Literal value VENDOR 2 Vendor No 24 Your UNIQUE number for this vendor 3 Name 40 Vendor Name 4 Type 24 Primary type of supplies 5 Tax No 24 Vendor s tax ID/No 6 Blanket PO 24 Blanket PO number (if applicable) 7 Address 40 Street Address 8 CSZ 40 City State Zip 9 Contact Name 40 Primary Contact Name 10 Contact Phone 16 Primary Contact Phone FLEEATE is a registered trademark of SCB Consulting, LLC.

5 Personnel Record 1 Record Type n/a Literal value PERSONNEL 2 Employee ID No 24 Your UNIQUE number for this employee 3 SSN 16 Social Security Number 4 Last Name 24 Last name 5 First Name 24 First Name 6 Middle Name 24 Middle Name 7 Address 40 Street Address 8 City 40 City 9 State 40 State/Province 10 Zip 40 Zip Code/Postal Code 11 Address 88 address 12 DOB 10 Date of birth 13 Date Hired 10 Date of hire 14 Title 24 Title 15 Grade 24 Pay Grade 16 Department 40 Department Name 17 Location 40 Work location 18 Work Phone 16 Work phone 19 Home Phone 16 Home Phone 20 Vehicle Operator Flag 1 0=no/1=yes 21 License No 40 License Number 22 Contact Name 40 Emergency Contact Name 23 Contact Number 40 Emergency Contact Phone Number FLEEATE is a registered trademark of SCB Consulting, LLC.

6 Inventory Record 1 Record Type n/a Literal value INVENTORY 2 Stock No 24 Your UNIQUE number for this stock item 3 Type 40 Item Type (refer to your inv type drop list values) 4 Part No 24 Manufacturer s part number 5 Manufacturer 40 Manufacturer s name 6 Description 40 Description of items 7 Qty On Hand 8 Qty on hand 8 Qty On Order 8 Qty currently on order 9 Low Stock Qty 8 Qty at which restocking order should be issued 10 Reorder Qty 8 Qty to order during restocking 11 Qty 8 Set max qty for a stock item 12 Qty Locked 1 1=Calculate reorder qty / 0=Calculate max qty 13 Location 40 Warehouse or Storeroom location 14 Aisle 8 Warehouse aisle 15 Row 8 Warehouse row 16 Bin 8 Warehouse bin 17 Cost 8 Price paid for each unit 18 Selling Price 8 Price to charge for each unit 19 Last Order No 16 Most recent order number 20 Last Order Date 10 Most recent order date 21 Vendor 1 40 Primary vendor name 22 Vendor 2 40 Alternate vendor name FLEEATE is a registered trademark of SCB Consulting, LLC.

7 Vehicle Record 1 Record Type n/a Literal value VEHICLE 2 Year 4 Year of manufacture 3 Make 24 Vehicle manufacturer 4 Model 24 Vehicle model name 5 Body Style 24 Vehicle style (e.g. Van, Pick Up, Sedan, etc.) 6 VIN 24 Vehicle Identification Number 7 Tag No 16 License tag/plate number 8 Operator 24 Personnel ID of default driver/operator* 9 Location 40 Physical location where vehicle/asset is located 10 Group/Department 40 Department to which the vehicle/asset is assigned 11 Vehicle No 16 Your vehicle number 12 Unit No 16 Other identifier/designation 13 Registration Due 10 Next registration due date 14 Emissions Due 10 Next emissions test due date 15 Inspection Due 10 Next inspection due date 16 Insurance Due 10 Next insurance premium due date 17 Fuel Type 24 Fuel Type (e.g. Gas-91, Diesel, etc.) 18 Purchase Date 10 Purchase Date 19 Purchase Price 12 Purchase Price (numeric value only) 20 Purchase Odometer 8 Odometer at time of purchase (numeric value only) 21 Current Odometer 8 Current odometer (numeric value only) 22 Ownership Type 16 Ownership type (e.g "Owned", "Leased", etc.) 23 Registration State 24 State/Province where the vehicle is registered 24 Customer Number 8 Customer (Owner) Number** 25 Notify Address 255 address for reminder alerts*** 26 Serviced By 80 Default Emp ID or Vendor ID on Labor Lines 27 Serviced By Type 1 Default 0=Employee / 1=Vendor on Labor Lines 28 Acct No 80 Default account number field on Work Orders 29 Issued/Serviced By 80 Default Issued/Serviced By field on Work Orders 30 Replacement Meter 8 Odometer at which to consider asset replacement 31 Replacement Date 10 Date on which to consider asset replacement 32 Replacement Cost 8 Maint Cost at which to consider asset replacement *If the specified Personnel ID placed on the Operator field is present in your current database, the Location and Group/Department fields will be forced to the Location and Department values from the Personnel record. ** The Customer Number identifying the customer that owns this vehicle. ***The addresses here represent the recipients for reminder alerts when you click the Reminders button on the reminders window FLEEATE is a registered trademark of SCB Consulting, LLC.

8 Expense/Payment Record 1 Record Type n/a Literal value PAYMENT 2 Date 10 Date of expense 3 Type 40 Expense Type (refer to your drop list values) 4 Description 40 Description of expense 5 Amount 10 Expense amount (numeric value only) 6 Account Number 40 Account number (if applicable) 7 Business Flag 1 0=no/1=yes 8 VIN 24 VIN of vehicle to which the expense was issued Work Order Record 1 Record Type n/a Literal value MAINTENANCE 2 Date 10 Work order date (mm/dd/yyyy) 3 Order No 16 Work order number 4 Odometer 8 Odometer at time of service. Zero if not applicable 5 Summary Description 80 Summary of work performed 6 Service Agency 40 Name of vendor/dept that performed the work 7 Driver ID 16 Emp ID of the driver 8 Full Description 512 Full Description/comments 9 Labor 10 Labor charge (numeric value only)* 10 Misc 10 Miscellaneous charges (numeric value only) 11 Disc 10 Discount off total price (numeric value only) 12 Tax 10 Tax charge (numeric value only) 13 VIN 24 VIN of vehicle that was serviced 14 Status 10 0=pending/1=completed** 15 Completion Date 10 Date work was completed 16 Acct 24 Account number 17 Hours 8 Hours at time of service. Zero if not applicable *Note: If the Labor field contains a non-zero value, a Labor line will be automatically created to accommodate the labor charges entered. Set this value to zero if you plan to import labor lines separately. **You must explicitly define the Status, even if a Completion Date is entered. Otherwise, all imported work orders will be set to pending. FLEEATE is a registered trademark of SCB Consulting, LLC.

9 Parts Record 1 Record Type n/a Literal value PARTS 2 Qty 4 Quantity used (numeric value only) 3 Part No 24 Part number (Stock No if issued from inventory)* 4 Description 80 Description of part 5 Price Each 10 Single unit price (numeric value only) 6 Order No 16 Work order number (must already exist) 7 Vendor 40 Name of vendor/dept that supplied the part 8 Warranty Flag 1 0=no warranty/1=part replaced while in-warranty 9 Inventory Flag 1 0=no/1=from inventory (Inv item MUST exist)* 10 Account Number 40 Account number (if applicable) *: The Stock No value in field #3 must already exist in inventory in order to issue the item from stock. Material Cross-Referencing does NOT occur during the import, so a substitution will not occur. An inventory journal record will be created for each transaction. A value of one (1) in field #9 will issue the item from your inventory stock using the qty specified. A negative qty will create an inventory credit, increasing your stock level. If you do not want your inventory updated by the imported parts record, always set field #9 to zero. Labor Line Record 1 Record Type n/a Literal value MAINTTASKS 2 Description 80 Description of labor 3 Units 4 Number of labor units (numeric value only) 4 CostPerUnit 8 Cost per unit (numeric value only) 5 Order No 16 Work Order number (must already exist)* 6 Warranty Flag 1 0=no warranty/1=serviced while in warranty 7 Worked by type 1 0=employee/1=vendor 8 Worked By 40 Employee ID or Vendor Name 9 Acct 40 Account number *: The parent work order must already exist in your database. FLEEATE is a registered trademark of SCB Consulting, LLC.

10 Fuel Log Record 1 Record Type n/a Literal value FUEL 2 Date 10 Date fuel was purchased/dispensed 3 Last Odometer 8 Odometer at last fueling (numeric value only)* 4 Current Odometer 8 Odometer at this fueling (numeric value only) 5 Qty 4 Quantity of Gal/L used (numeric value only) 6 Total 10 Total cost of fuel (numeric value only) 7 Brand (or Stock No) 24 Brand of fuel used (or Fuel Stock No)** 8 Dealer Name 24 Dealer Name 9 Type/Octane 8 Octane rating or type of fuel 10 Inventory Flag 1 0=no/1=from inventory (Inv item MUST exist)** 11 VIN 24 VIN of vehicle in which the fuel was used 12 Account Number 40 Account number 13 Employee ID 24 Employee ID number 14 State 24 State or Province 15 Hours 8 Current Hours Required if tracking by hours * Specifying the Last Odometer value in your import file is the PREFERRED approach, since the physical order of the records is not important. As an alternative if the Last Odometer value is not known, you can specify a "-1" (negative one) for the Last Odometer value in your import file. The import processor will then automatically use the ending odometer value of the most recent fuel record in your database. If there are no fuel records in your database for a vehicle, enter an initial fuel record so that the system can detect the starting odometer value. In this case your import data must be sorted chronologically by date and odometer. In the case of multiple fuel records on the same date, the records within the context of that single date must be ordered by odometer value in ascending order in your import file. If an odometer is replaced on a vehicle, ensure that the most recent fuel record stored in your database reflects the new odometer value as the Current Odometer. The import processor can then recognize the new odometer sequence. ** The Stock No value in field #7 must already exist in inventory in order to issue the fuel from stock. A value of one (1) in field #10 will issue the fuel from your inventory stock using the qty specified. A negative qty will create an inventory credit, increasing your stock level. When issuing fuel from inventory the Brand field (#7) must contain the Stock No of the appropriate inventory item. The Dealer Name and Octane are not applicable in the case of an inventory issue. If you do not want your inventory updated by the imported fuel record, always set field #10 to zero. FLEEATE is a registered trademark of SCB Consulting, LLC.

11 Route Record 1 Record Type n/a Literal value ROUTE 2 Start Date 10 Date route began 3 End Date 10 Date route ended 4 Employee ID No 24 Unique number for employee* 5 Shift 24 Value identifying the shift 6 Odometer Start 8 Odometer at beginning of route (numeric) 7 Odometer Stop 8 Odometer at end of route (numeric value only) 8 Start Time 4 Route start time (HHMM) in 24 hour format 9 Stop Time 4 Route stop time (HHMM) in 24 hour format 10 Route Description 80 Title / Description of route 11 VIN 24 VIN of vehicle used during the route* * Note: The Employee ID No and VIN values must already exist in the current database. Job Record 1 Record Type n/a Literal value JOB 2 Job Location 40 Location / Description of job 3 Job Number 40 Job Number / Order Number to identify this job 4 Start Time 4 Job start time (HHMM) in 24 hour format 5 Stop Time 4 Job stop time (HHMM) in 24 hour format 6 Work Date 10 Date the job was worked 7 VIN 24 VIN of vehicle used to work the job* 8 Employee ID No 24 Unique number for employee* 9 Account Number 40 Account number (if applicable) * Note: The Employee ID No and VIN values must already exist in the current database. FLEEATE is a registered trademark of SCB Consulting, LLC.

12 Inventory Receiving Ticket Header Record 1 Record Type n/a Literal value INVRECVHEADER 2 Status 1 Receiving Ticket Status (0=pending/1=closed) 3 PO Date 10 Issue date of your original Purchase Order 4 PO Number 24 Related Purchase Order Number 5 Vendor Number 24 Vendor Number* * Note: The Vendor No value must already exist in the current database. Inventory Receiving Ticket Detail Record 1 Record Type n/a Literal value INVRECVDETAIL 2 Date Received 10 Date Item was received* 3 Stock No 24 Inventory Stock Number** 4 Account No 40 Account number if applicable 5 Qty 8 Qty received (always "1" unless a bulk receiving) 6 Cost 10 Line Item Cost (numeric only) 7 PO Number 24 Related Purchase Order Number** * If using FIFO or LIFO expensing, you need to specify an optional time value that trails the date with a preceding space if prices varied for the same part on the same day. This will arrange items received on the same day in the proper order during the import process. A date value is always required. The format to use for time is: HH:MM where HH is hours and MM is minutes. An example entry would appear as "08/20/ :30", meaning that the item was received at 1:30 PM on August 20, ** The PO No (from the receiving header) and Stock No values must already exist in the current database. Received items cannot be flagged as "Issued" via an import file. FLEEATE is a registered trademark of SCB Consulting, LLC.

13 Template 1 Record Type n/a Literal value REMINDERTEMPLATE 2 Template No 8 Numeric (MUST be unique)* 3 Template Name 40 Template Name 4 Description 40 Template Description (e.g., type of asset) * The Template Number MUST be unique among all other Template records. Template Task 1 Record Type n/a Literal value REMINDERTEMPLATEDETAIL 2 Template No 8 Numeric Template Record MUST Exist* 3 Task Description 40 Description (e.g., LOF, Tire Rotation, etc.) 4 Distance Interval 8 Miles/km Interval (numeric) 5 Time Interval 4 Number of Months Interval (numeric) 6 Hours Interval 8 Number of Hours Interval 7 Vendor 40 Optional Vendor Name if Applicable 8 Fixed Price 8 Optional Fixed Price if Applicable (numeric) 9 /Comments 512 Comments or Special Instructions 10 Gauge Display 1 1=Yes / 0=No (numeric) * The Template Number to which each Recurring Task record will be assigned. The Template record must already exist in your database. Do not import these records more than once. Otherwise, duplication will occur and you need to manually delete the duplicates. The Recurring Tasks being imported are assumed to relate to Preventive Maintenance (PM) activities only. The Usage Interval and Time Intervals must be specified as whole numbers. The Time Interval indicates the number of months at which the reminder should be scheduled. Days are not supported in the import process. The resulting reminders that these Recurring Tasks will create will be based on the vehicle s Current Odometer if no prior service for this activity exists for the vehicle. FLEEATE is a registered trademark of SCB Consulting, LLC.

14 Tire Record 1 Record Type n/a Literal value TIRES 2 Tire ID 40 Unique Tire ID or Serial No (must be unique)* 3 Brand 40 Tire brand or manufacturer name 4 Size 40 Tire Size (e.g. 215/75 15) 5 Type 40 Tire type (e.g. 4 Ply Steel Belted Radial) 6 Cost 8 Cost to be allocated when tire is mounted 7 Date Purchased 10 Date purchased (Vehicle Purchase Date for OEM) 8 Purchase Miles 8 Miles/km on (if any) tire at purchase (numeric) 9 Date Warr Expires 10 Date manufacturer's warranty expires 10 Warr Miles/km 8 Manufacturer warranty in Miles/km (numeric) 11 OE 1 Original Equipment (1=Yes/0=No) (numeric)** 12 Tread Depth 4 Current tread depth in 32nds or mm (numeric)*** 13 Location 40 Current physical storage/warehouse location**** * Each Tire ID must be unique. ** Setting the OE (original equipment) flag to One (1), will force the Cost to zero, since the cost of the tire was assumed to be included in the cost of the vehicle. When the tire is mounted, no expenses will be recorded for material. *** A valid tread depth value is required. A value of two (2) or less will cause the tire to be unavailable for mounting until serviced (e.g. re-treaded). A value of zero (0) will cause the system to use the values defined on the Company Data Company Information... dialog. **** If you do not specify a Location value, the 'default' value defined on the Company Data Company Information and Settings... dialog will be used. FLEEATE is a registered trademark of SCB Consulting, LLC.

15 Importing Data - Options FLEEATE features special import options to update a vehicle odometer via an import file. This would be used when you have an external system that tracks/maintains current odometer values. Vehicle Odometer Update - by Tag No Use this import record format to update the current odometer value for each specified vehicle using the Tag No field. 1 Record Type n/a Literal value VEHMETERUPDATEBYTAGNO 2 Tag No 16 Tag number of the vehicle to update* 3 Odometer 8 New vehicle odometer value (numeric only) * Note: A vehicle record containing the Tag No value in field #2 must already exist in your database. Also, you can mix these import records with the other import records discussed in this document. Vehicle Odometer Update - by Veh No Use this import record format to update the current odometer value for each specified vehicle using the Veh No field. 1 Record Type n/a Literal value VEHMETERUPDATEBYVEHNO 2 Veh No 16 Vehicle number of the vehicle to update* 3 Odometer 8 New vehicle odometer value (numeric only) * Note: A vehicle record containing the Veh No value in field #2 must already exist in your database. Also, you can mix these import records with the other import records discussed in this document. FLEEATE is a registered trademark of SCB Consulting, LLC.