Validate and post a card transactions batch

Qualifiers

  1. You have imported and saved a fuel transaction file into a batch

  2. You want to check the transactions are correct and/or

  3. You want to post the transactions

Validate

  1. Go to Fleet / Card Services → Transactions

  2. Batch No - enter or lookup the batch you want to check.

  3. Review the transactions for issues to be fixed

  4. For a small batch - use the Pagebar to scan through the pages to find transactions with issues, or

  5. Validation - select and fitler on each type of validation.

  6. Fix issues - using the details below, fix the identified issues.

  7. Any issues you fixed in the step above will be reflected in updates to the "Validation" and "Status" values of the affected records.

  8. If you changed which contract is linked to a card record, any 'pending' card transactions in this batch will refresh which Contract the Maintenance records are linked to

Validations

  • Valid — This record has passed all the validation checks.

  • Warning Card Expired — If the card's "Status" is 'active' and the "Expiry Date" is on or before the system date, the record will be marked with this validation status. Records in this status can still be posted. Go to Card Transaction Date Check for more details on this

  • Warning Duplicate — The transaction already exists for this card, date and product. You may have already imported this file. Review records carefully to make sure you do not import and post a duplicate batch. If the batch has been duplicated, use the purge button to remove the second batch. Failed Card The system does not recognise the card stored in the record. This could be because the Card Number is missing or doesn't exist, or the linked Contract ID can't be found. Fix using this process: Fix transactions that have a Failed Card If the card's "Status" is 'inactive', further checks (below) are done to set this status. These can be bypassed. Go to Card Transaction Date Check for more details on this The imported record's "Transaction Date" is greater than the card's "Date Inactivated" EOM. The imported record's "Transaction Date" is greater than the card's "Expiry Date" EOM. The card's "Status" is 'inactive' and both "Date Inactivated" and "Expiry Date" are blank.

  • Failed Date — The system does not recognise the date format used in the record (e.g. blank date). If the entire batch is affected, you may have to purge the batch and re-import corrected data. Failed Gl Code This validation can occur if; a Contract Type has not been set for the contract. the linked Posting Class is not valid for the contract's Contract Type. If this occurs, you need to add the Posting Class to the Contract Type / Expense-Approvals tab, so the GL Code can be applied to the record.

  • Failed Product — This occurs if the product is not stored in the linked mapping. This product will need to be added. Fix using this process: Fix transactions that have a Failed Product.