When importing a data record, in addition to creating a fuel card transaction, the system also writes data to the invoice interface buffer. It creates one batch for each invoice in the file. One imported file can contain several invoices = several batches. Each batch is further processed separately.
In the "Invoicing Interface Buffer Overview" there is a list of all imported batches.
Above the overview of the invoice interface stack, it is possible to run the function "To match" or "Update rows" over one or more lines via Process.
According to the Source Code, set in the Invoicing interface for data records, the user knows what type of data record it is.
It is also possible to open the Header of the billing interface tray from fuel card transactions. From the marked transaction line, click the Invoice Interface Header Header button.
The system will show an overview of batches for the file on the marked line.
Clicking on a row opens the batch card, which contains the header and rows.
Interface Invoice Buffer Header
The header contains important data for the batch (invoice) from the data record. By clicking on the calculated field with the number of soft or hard errors, accepted errors or warnings, the system opens an overview of the rows that make up this number.
The header fields of the invoice interface stack are described in detail in the Povolení servisu, bonusy in the chapter Invoice Interface Buffer Header.
Interface Invoice Buffer Lines
The rows contain data from individual items of the data record. The lines also contain any error messages.
Important line fields of the Invoice Interface Buffer for tire change data records:
Internal Doc. No.
Document number from the imported record (Shell format, it is the first entry on the line, see chapter Data Record form)
Description
A description consisting of the data found during import, i.e.: the internal fuel card number (primary key) and the vendor number and item number from the data record
Car Licence No.
The system fills when importing from a data record (this is column 3=C)
If a user has detected an incorrectly entered vehicle registration number in a data sentence, they can edit here. Then it searches for the object and, if successful, fills in the VIN, object number and contract number and performs checks according to the template.
Financed Object No.
The system fills in during import when searching for the financed object
Fuel Card No.
The system fills in when importing from an imported record
VAT Date
The system completes the "Posting Date" that the user entered in the dialog window when starting the import
External Document No.
The number assigned by the system when importing a dated sentence
Standard Purchase Code
The system fills in the imported sentence based on the mapping of the item and country code
Odometer Status
Odometer status and imported records (We do not fill into the buffer line, only into the TK transaction)
Quantity
(We do not fill into the stack line, only into the TK transaction)
Amount
By Country Code in the Data Record and Country/Region Code in Company Information. E.g. a Czech company has Countries/Areas = "CZ"
If the data sentence contains "country code" = "CZ", the system will deduct tax from the total amount with VAT
In case the data sentence contains "country code" <> "CZ", "Amount" = Total price incl. VAT from the imported record
Processing Status
New
In case there was no error during the import
or the soft error has been accepted and the Update Rows function has been triggered
Processed
After you create a purchase invoice
Error
In case of an error during import or further processing
Status Code
Status New corresponds to status code 100
Status Processed corresponds to status code 200
There are two codes for the error processing status
400 is a soft bug
300 is a hard mistake
Error Accepted
A soft error can be flagged by the user and the system does not verify this line during further processing
Error Message
The system uses to describe any errors
For a single line, several errors can be detected during checks. Therefore, the system uses multiple fields for the error message
Assigned Document No. (Posted when Processed)
Fills in the system after the purchase document is created
Assigned Document No.
Fills in the system after the purchase document is created
Type of Processing
Filled in by the system during import according to the settings on the invoice interface – in the case of import, refueling = "Fuel card"
File ID
Identification of the imported file is assigned during import
If there is a soft error in the batch that the user accepts, it marks the line with the error I accept error and the system skips this line during further checks. Only soft errors can be accepted.
If the hard error is caused by an incomplete setup, the user fills in the settings.
After you add the settings, you need to run the Update rows function.
Update Rows
When the button is pressed, Update Rows The system goes through and checks the lines again. It does not check accepted errors, but sets the "processing status" on them to New.
It performs checks on the other lines. If the error has not already occurred in the rows, it changes the "processing status" in the batch rows to New.
A batch is ready for further processing when all lines are in processing status "New":
Process function
In the OC above a batch in the billing interface stack that is error-free (or only with an "accepted" soft error), the user runs the Process function:
The system creates an unposted purchase invoice. The user can view the document via the View document button.
The document is also written into the History of the processed data record.
When a purchase invoice is created that is not posted, the system also writes the odometer status to the Odometer Status History.
To record the odometer status from fuel card transactions, the following applies:
Area = Fuel Card
Document No. = Fuel Card Transaction No.
If the user deletes an unposted purchase invoice, the system itself also records the odometer status history related to this purchase invoice.
The user can post a purchase invoice after reviewing it.
The system writes the number of both unposted and posted purchase invoices into the relevant fuel card transactions.