This screen enables you to import, process, post and review card transactions created from files provided by you card services provider.

Filters

• Supplier Code — The supplier code related to the imported data

• Batch No — The unique batch number allocated per import file by the system

• Card Number — The card number allocated to each transaction

• Group Code — The client's group code if relevant

• Client Code (R) — The client code. Note that this code is the #Recharge Client code allocated by the card record, which may be different to the client code associated to the vehicle's contract id (the same relationship is relevant to Client Group above.

• From — The transaction date which can be used if searching for transactions in a particular date range

• Contract ID — The contract id allocated by the card record

• Reg No — The registration number associated with the contract id. #Note that this may be different to the registration number contained in the imported transaction file

• To — The ending transaction date if searching in a date range.

• Validation — Pending batches can contain incomplete records. Visit the Validation page for details of each type of issue and steps to take to fix them.

• Recharges / HO — These filters allow the users to include or exclude recharge and history only status transactions.

• Status — All statuses will be displayed.

• Deleted — A transaction may be deleted by the user or by the card record (i.e. a card set to 'Do not post'. Deleted transactions cannot be posted.

• Pending — The transaction has been imported and saved, but it has not yet been posted or deleted. This is the 'work in progress' status for the user and is set as the default when the user arrives at this screen. Pending transactions are displayed on the Contracts / Maintenance tab as pending transactions. These records are updated to match changes made here.

• Posted — The transaction has been posted to the maintenance file.

Import Field Descriptions

Batch Column Descriptions

When an import is completed or a data selection is returned, the columns below are shown.

• Batch-Item — The unique batch and item number allocated by the system. Use the hyperlink to navigate to the Transaction tab to review all of the item details.

• Supplier — The supplier code related to the imported data

• Group — The client's group code if relevant

• Client (R) — The client code. Note that this code is the #Recharge Client code allocated by the card record, which may be different to the client code associated to the vehicle's contract id (the same relationship is relevant to Client Group above.

• Contract — The contract id allocated by the card record. Use the hyperlink to navigate to the Contracts / Maintenance tab to review the contract's transactions.

• Reg No — The registration number associated with the contract id. #Note that this may be different to the registration number contained in the imported transaction file

• Card Number — The card number allocated to each transaction. Use the hyperlink to open the Display/Edit Card screen to update card details.

• Odo — The ending transaction date if searching in a date range.

• Odo (Check box) — When imported or checked, Odometer values are validated in order to keep bad readings from being used for reporting. stores a percentage tolerance, e.g. 20% for use in this validation. This is used in conjunction with the Estimated Odometer Calculation to determine if the odo reading should be treated as valid or not.

• Validation — Use the Validate a card transactions batch process to review validation warnings and fix validation failures showing in your batches.

• Date — The transaction date which can be used if searching for transactions in a particular date range

• R? — Y or N

Pagebar

• Page (Number) — Use the arrows to navigate to the First Page, Previous Page, Next Page or Last Page [Last Page]. You can skip to any page within the range by typing the page number into this field. Hit 'Enter' to refresh the screen.

• Page x of x (Number) — Displays the page you are on and the total number of available pages.

Screen Legend

• Failed — Transactions have a pink background. The transaction can't be processed. Go to the Validate a card transactions batch process page for more details.

• Warning — Transactions have a yellow background. The transaction can be processed, but there is a card setting you should review. Go to the Validate a card transactions batch process page for more details.

• Pending — Transactions with red text are pending. These records are also shown in the Contracts / Maintenance tab as Pending.

• Posted — Transactions with black text are posted. These records are also shown in the Contracts / Maintenance tab as Posted or Recharge.

• Deleted — Transactions with grey text are deleted. These records are not displayed in the Contracts / Maintenance tab.

Validations and Alerts

Below are alerts that you may receive if a file cannot be imported or saved.

Import

Supplier Missing

• Alert: Supplier is missing

• Trigger: Shown when upload is clicked without an available supplier.

Invalid Card Interface Code

• Alert: Please specify a valid card interface code

• Trigger: Entering or selecting an invalid interface code.

Duplicate Batch Detected

• Alert: Already imported in batch '{interfacebatchno}'! OK to Re-import else Cancel? [OK] [Cancel]

• Meaning: A batch already exists that matches the file being imported.

• Action: Cancel import unless re-import is explicitly required.

• When re-import may be valid:

  • Previous batch was purged before posting (rare scenario)

• Before re-importing, verify:

  1. Check Card Services → Transactions for existing batch

  2. Open import file and compare transactions with posted records

  3. Confirm prior batch was purged before posting

Missing Invoice Details

• Alert: Please enter a valid 'Invoice Date'

• Trigger: Required fields missing during card import save.

• Required fields:

  • Invoice Date

  • Invoice Number

File Format Mismatch

• Alert: The format of the Import File does not match the selected Card Interface!

• Trigger: File format does not match selected interface configuration.

• Common causes:

  • Incorrect card interface selected during import

  • Provider file format has changed

  • Incorrect CSV variant saved from Excel

• Checks to perform:

  • Confirm correct Card Interface is selected

  • Verify expected file format in Card Services → Provider Interface page

  • Confirm with support if provider format has changed

• CSV formatting issue:

  • File saved as incompatible CSV type (e.g. UTF-8 variant)

  • Re-save using:

    • CSV (Comma delimited) (.csv) in Excel

Save

• Cannot post as some or all of the transactions have been deleted and, or failed.
  If you are re-enabling deleted transactions, you may see this alert message. Click OK then click Abort. The deleted transactions will have been refreshed and the required "Validation" message will be shown.

• '{reference/invoiceno}' already exists on another transaction for supplier '{suppliercode}'. '{supplier_code}' does not allow duplicate reference or invoice number entries.
  This supplier has Suppliers / Account "Allow Duplicate Reference" un-checked. You must use a unique reference number for this recorder. Edit the supplier record and check on "Allow Duplicate Reference".

Validate 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

Process

1. Go to Fleet / Card Services → Transactions

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

3. Click on Odometer Readings

4. Use the Pagebar to scan through the pages to review Odo readings that have the check box unchecked.

5. If you believe the reading is valid, check on the Odo check box manually.

   Once you have checked on the Odo check box, it will not be re-checked.
   Odometer values are validated in order to keep bad readings from being used for reporting. Odometer readings are validated by the system on Import and also when the Check button is clicked.

This is used in conjunction with the Estimated Odometer Calculation to determine if the odo reading should be treated as valid or not.

Validations

1. Review the transactions for issues to be fixed

2. Use the Pagebar to scan through pages to find transactions with issues, or

3. Validation - select and filter to target each type of validation in order

4. Fix issues using the details in the Validation Types below, fix the identified issues.
   Any issues you fixed in the step above will be reflected in updates to the "Validation" and "Status" values of the affected records. 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

Validation Types

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

• Warning Card Expired — Card Transaction Date Check 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.

• 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 Process: Fix transactions that have a 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. Card Transaction Date Check If the card's "Status" is 'inactive', further checks (below) are done to set this status. These can be bypassed. 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.