1Link Interface

Technical information covering 1Link interface data import, export, validation, and GL posting procedures for Catch-e fleet management system.

Invoice Import Process

Rules for creating and processing records in tables fmonelinkapprovals and fmonelinkmaintenance.

Creating fmonelinkapprovals Records

Table fmonelinkapprovals populated from X3 transaction lines. One approval record created per X3 transaction.

Creating fmonelinkmaintenance Records

Maintenance Lines for Non-Recharge Items

Create maintenance line for each non-Recharge line item (X6).

If Variable Price line item (X6.linetype = 'A3'):

• Labour Cost = X8.pretaxlabourcost - X8.pretaxdiscount_amount

Else:

• Labour Cost = 0

Maintenance Lines for Recharges

Create maintenance line for Recharges (X6.rechargeamount > 0) with:

• Description = X6.rechargesummary + X6.rechargedetails

• Amount = X6.rechargeamount

Full Recharge

For Full Recharge (X6.rechargeamount > 0 AND X6.rechargepercentage = 100):

• Labour Cost = X8.pretaxlabourcost - X8.pretaxdiscountamount

Partial Recharge

For Partial Recharge (X6.rechargeamount > 0 AND X6.rechargepercentage < 100):

• Labour Cost = X6.recharge_amount

Create maintenance line for non-rechargeable part of Partial Recharges (X6.rechargeamount > 0 and X6.rechargepercentage < 100):

• Description = X6.rechargesummary + X6.rechargedetails

• Amount = X8.totalpretaxlinecost - X6.recharge_amount

If system recharge flag set to 'Y' for this posting class, recharge full amount (set recharge flag = 'Y'), else retain 1Link recharge info ('N').

Part Records

Create one line per Part record (X7).

Set parts cost and total cost to 0 for partial recharges (X6.rechargeamount > 0 AND X6.rechargepercentage < 100).

If fminterfacevmrsmappings configured for given X7 partscode:

• Use productcode, postingclassid, vmrscode_id from mapping

Otherwise:

• Default productcode and postingclassid to values from 'parent' X6 records

• Set vmrscode_id to 0

Initial Status

All new rows set to 'pending' status. Status updated to either 'invalid', 'valid', 'exception', or 'processed' during processing.

Balance Adjustments

To ensure suppliers paid correct amount, following adjustments made.

Line-Level Adjustments

Adjust labour cost and GST cost fields to match total pre-tax line cost and GST cost in total line cost record (X8).

GST cost not supplied at line total level by 1Link but calculated based on GST code. This adjustment necessary to balance fixed price lines (Line Type = 'A2' in line item detail record X6) that have no parts records.

Transaction-Level Adjustments

Adjust totalcost and gstcost in first maintenance line to match transaction totals in total transaction cost record (X9).

These adjustments necessary as GST calculated and values might differ by odd cent. Also fixes discrepancies in totals (big or small) in case of structural problems.

Validation Process

Following validations performed on data in fmonelinkapprovals and fmonelinkmaintenance. Validation routine processes records with 'pending' or 'invalid' status.

During import process, record progresses through: 'invalid', 'valid', 'exception', 'processed', 'failed-posting', 'deleted' status.

Total Cost Validation

If total gross transaction cost in transaction totals lines (X9) does not match total in fmonelinkmaintenance table, fatal error raised and export process aborted.

Odometer Validation

Set odometervalidflag in fmonelinkapprovals to 'invalid' if odometer equals 0 or above acceptable tolerance.

Note: Split tyre fmonelinkmaintenance records into recharge and non-recharge record if tyre budget exceeded. TO BE IMPLEMENTED IN PHASE 2.

Approval Record Validation

Validate records in fmonelinkapprovals. Approval invalid if:

• Does not have valid contract id

If record fails validation, set to 'invalid' status. Invalid approval NOT copied to fmapprovals table. Invalid records remain in fmonelink_approvals for manual fixing. Invalid records reported in exception report. Subsequent import process processes 'invalid' records.

Records passing validation set to 'valid' status and copied to fmapprovals and fmmaintenance tables for further processing.

Exception Handling

Status flag in semi-permanent table set to 'exception' for records without enough information for posting. These records reported in exception report requiring further attention.

Maintenance Line Exceptions

Maintenance line item set to 'exception' if:

• fminterfacevmrsmappings.exceptionflag = 'yes' for this posting class + VMRS code

• System Recharge flag set to 'N' for this posting class AND 1Link sets line as Recharge

Approval Record Exceptions

Approval record set to 'exception' if any of its maintenance lines set to 'exception'.

Invalid vs Exception

Distinction between 'invalid' and 'exception' records:

• Invalid records: NOT copied to fmapprovals/fmmaintenance tables

• Exception records: Copied but NOT posted into GL

Labour Row Processing

Just prior to posting process, any maintenance rows containing labour component modified and copied so labour costs identified separately.

Labour Row Processing Steps

If labour_cost greater than 0, copy row.

Update copied row:

• Add "Labour - " prefix to original description

• Change VMRS Code to 'LAB'

• Copy labour_cost value into totalcost field

• Update unitcost, partscost, feecost, retailprice to 0

Update original row:

• Set labourcost and gstcost to 0

• Reduce totalcost by labour_cost value

Example

Before Update

After Update

Notes-Only Lines

If maintenance line has zero value (created to record notes only), posting class set to 8888.

GL Posting

All 'valid' maintenance lines with non-zero value posted into GL.

At end of posting process, records have following status:

GL Posting Status by Table

All 'posted/recharge' fm_maintenance records assigned batch number.

At end of successful import, status flag in fmonelinkapprovals set to 'processed' and nightly input file moved to 'archive' folder on 1Link FTP server.

Invoice Import Table References

Read Tables

Data Export from Catch-e to 1Link

Records exported via scheduled 1Link jobs.

Export Files

Following files exported to 1Link:

• Vehicle: Complete export

• Customer: Complete export

• Maintenance History: Incremental (each maintenance line id exported stored in fmmaintenance1link table)

Note: Approval Note added to exported fields December 2018.

Export Exclusion Criteria

Following contracts (and associated clients and maintenance history) excluded from export:

• Suspend date within 60 days from CURRENT_DATE

• Contracts with no contractstart or contractend date

• Contracts on order (rego_no = 'ORDER')

• If fmcontracts.1linkexport_flag = 'no'

• If fmcontracts.1linkexportflag = 'yes' AND glpostingmaps.1linkexport_flag = 'no'

• Contracts without Make & Models (no matching Redbook Code or Make & Model empty in fm_contracts)

Vehicle Export Table References

Read Tables for Vehicle Export

Customer Export Table References

Read Tables for Customer Export

Maintenance History Export Table References

Read Tables for Maintenance History Export

Vehicle Data Export Business Rules

Tyres Fitted to Date (Field 39)

Count all non-recharged tyres including ones from 1Link. This value should match value on Contract / Maintenance screen in Catch-e.

Calculation: Non-recharged tyres from all sources (including 1Link imports) sum to provide current tyre count.

Notes

• 1Link interface handles bidirectional data exchange: invoice import and maintenance history export

• Validation process ensures data integrity before GL posting

• Balance adjustments compensate for GST calculation differences

• Labour costs separated into distinct GL posting rows for visibility

• Exception handling distinguishes between invalid (not posted) and exception (posted but not posted to GL) records

• Export exclusions prevent posting of incomplete or suspended contracts

• Maintenance history export maintains incremental tracking via fmmaintenance1link table

• All posting operations assigned batch numbers for reconciliation purposes

• Status progression through multiple states allows audit trail of import process

• Approval notes exported December 2018 onwards for full transaction documentation

• VMRS mappings enable flexible product categorization for different maintenance item types