Data Import

The import can be started from the transaction list.

On the list of fuel card transactions, the user selects the Imports button.

The system opens a dialog box.

After entering the "Posting Date", the user selects the "Invoice Interface Code", where the vendor and the specific type of import are set. In the "Check against date" field, you can choose from the following options how the system should check transactions:

Card Validity Date
Contract Ending Date

The user runs the Import job and assigns the file.

Successful completion of the import is reported with the message: "Done"

If a file has already been imported and all batches of the file are either processed or prepared in the invoice interface stack, it will report an error: "The file is unfinished in the buffer."

When processing the import of fuel card transactions, the system performs blocking (hard) checks (errors are listed in the next chapter).

If the system finds an error, it writes the errors to the History and to the billing interface buffer.

The invoice interface stack can also be opened from the transaction overview.

The system opens the list of batches created for the given import file number.

From the list of batches, you can open the batch card.

In addition to identification data, the header contains the following fields:

Total Amount
- Calculated field of amounts from all batch lines
Soft Error Number
- Calculated Number of Lines with Soft Error
  - Processing Status = Error
  - Status Code = 400
Hard Error Number
- Calculated Number of Lines with Hard Error
  - Processing Status = Error
  - Status Code = 300
Number of accepted errors
- Calculated number of rows with accepted soft errors.
- Hard mistakes cannot be accepted.
- The warning does not prevent further processing and does not affect the processing status

Hard Errors

Hard mistakes In the batch, they prevent further processing of the batch and are blocking:

Card No. (Card No. - Company)
- If the system does not find the "Card No. – Company" listed in the import file, the import ends with a blocking error: "Fuel card number XXXXXXXXXX does not exist" and marks Status Code 300 in the invoice interface tray.
Card Vendor No.
- The system checks the "card vendor number" on the fuel card. If the vendor on the fuel card differs from the supplier in the Invoicing Interface, the import ends with a blocking error: "For Fuel Card No. XXXXXXXXXXX the Vendor No. has not been filled in or is incorrect" and the Status Code 300 is marked in the invoicing interface stack.
Country Code
- The system checks the "country code" from the import file to see if it is mapped in the Country of Import table. If a country code is not mapped (it does not find the "area code" and thus the billing set), the import ends with the error "Country Code X does not exist". Country Code X is not set in the "Import Country Codes for Vendor XXXXX" table and marks Status Code 300 in the invoice interface stack.
- The system checks the "country code" from the import file to see if it exists in the country/region table. If it doesn't, it reports the error "Country Code X does not exist" and marks Status Code 300 in the invoice interface stack.
Fuel Card Product (Code) (Original Code - Mapping)
- The system checks the item code from the import file to see if it is listed in the Invoice Interface Mapping for the vendor. If the item code is not found in the mapping, the import ends with the error "Item XXXXX does not exist" and marks the Status Code 300 in the invoice interface stack.
File name (Date Filename)
- The system will not allow you to re-import a file with the same name if the file has already been successfully imported (in the Fuel Card Import History table, the value for that file name in the Import Result field is "Completed without errors" or "Completed with errors"). If the same file is imported, then the system marks Status Code 300 in the invoice interface stack.
- If a file contained multiple batches and a batch was deleted, the user can import the same file again. The system will only play the deleted batch.

The system records errors in the fuel card import history as well as in the invoice interface buffer

Row No.
- Row number in text file

Invoice interface stack.

Soft Errors

Soft bugs There are non-blocking errors in the batch. Soft error lines Status Code = 400.

A soft error occurs when there is a transaction to a blocked card in the file – transaction date is greater than or equal to the date the card was blocked. E.g. the transaction date is 20.5.21 and the fuel card has a blocking date of 15.5.21. The system will display an error message: "Transaction after the card blocking date. Blocked DD.MM.RR"

A soft error can be marked by the user as "I accept the error" so that the system does not check this line further during further processing. A soft error does not affect the fuel card transaction and does not prevent further processing of the transaction.

Update Rows

The batch may contain an error that can be corrected by the user, e.g. to set up a missing item mapping. After setting up the item that caused the error, the user runs the Update lines function over the batch.

The system goes through the batch rows again and checks them, except for the lines with a soft error labeled I accept error = Yes. If the reason for the error is no longer there, it deletes the previous error message and marks the "processing status" as New. The batch is ready to be processed.

Multiple invoices in a file

The imported file can contain multiple invoices. The system creates one batch from each invoice.

Through the Fuel Card Import History, it is possible to delete the entire imported file if no batch (invoice) has been processed from it.

If a batch from a file has already been processed, it will not allow you to delete the entire file.

However, the user can delete an unprocessed batch from the stack.

The user can upload the file again after fixing the error. The system skips the processed batch and imports only the deleted batch.