Contract Maintenance: Maintenance Report

Maintenance profiles, service, and reporting

Maintenance Report

This report is grouped and sorted by Client, Cost Centre, Registration and Transaction Date.

The report displays the current Driver, Cost Centre and Division of the Contract regardless of the transaction date.

This report is one of three variations available to external users and they are listed below. The reports exclude payment transactions and may also exclude further transactions or hide their costs depending on the situation. Visit the Disclose Running Costs page for the business rules that can be applied to do this.

  • Reports / Maintenance - reports servicing, fuel and odometer readings.

  • Reports / Maintenance No Fuel - reports servicing and odometer readings.

  • Contracts / Maintenance 'Maintenance' - reports servicing, fuel and odometer readings.

This report is similar the reports that are available internal users. The five variations we see are listed below:

  • Standard Reports / Maintenance - reports servicing, fuel and odometer readings.

  • Standard Reports / Maintenance Inc Payments - reports servicing, fuel, payments and odometer readings.

  • Standard Reports / Maintenance Inc Payments No Fuel - reports servicing, payments and odometer readings.

  • Standard Reports / Maintenance No Fuel - reports servicing and odometer readings.

  • Contracts / Maintenance 'Maintenance' - reports servicing, fuel, payments and odometer readings.

Report Content

Fields included are:

  • Group

  • Client

  • Cost Centre

  • State

  • Registration Number

  • Vehicle Description

  • Driver Name

  • Contract Type

  • Transaction Date

  • Odometer Reading

  • Class Code

  • Recharge Flag

  • Transaction Description

  • Quantity (e.g. litres of fuel or number of tyres

  • Supplier Name

  • Invoice Reference (Suppliers invoice number)

  • Cost Excluding GST $

  • GST $

  • Total $

  • Contract ID (CSV report only)

  • Client Code (CSV report only)

  • Cost Centre (CSV report only)

  • Division (CSV report only)

Maintenance No Fuel

This report is grouped and sorted by Client, Cost Centre, Registration and Transaction Date.

The report displays the current Driver, Cost Centre and Division of the Contract regardless of the transaction date.

This report is one of three variations available to external users and they are listed below. The reports exclude payment transactions and may also exclude further transactions or hide their costs depending on the situation. Visit the Disclose Running Costs page for the business rules that can be applied to do this.

  • Reports / Maintenance - reports servicing, fuel and odometer readings.

  • Reports / Maintenance No Fuel - reports servicing and odometer readings.

  • Contracts / Maintenance 'Maintenance' - reports servicing, fuel and odometer readings.

This report is similar the reports that are available internal users. The five variations we see are listed below:

  • Standard Reports / Maintenance - reports servicing, fuel and odometer readings.

  • Standard Reports / Maintenance Inc Payments - reports servicing, fuel, payments and odometer readings.

  • Standard Reports / Maintenance Inc Payments No Fuel - reports servicing, payments and odometer readings.

  • Standard Reports / Maintenance No Fuel - reports servicing and odometer readings.

  • Contracts / Maintenance 'Maintenance' - reports servicing, fuel, payments and odometer readings.

Report Content

Fields included are:

  • Group

  • Client

  • Cost Centre

  • State

  • Registration Number

  • Vehicle Description

  • Driver Name

  • Contract Type

  • Transaction Date

  • Odometer Reading

  • Class Code

  • Recharge Flag

  • Transaction Description

  • Quantity (e.g. litres of fuel or number of tyres

  • Supplier Name

  • Invoice Reference (Suppliers invoice number)

  • Cost Excluding GST $

  • GST $

  • Total $

  • Contract ID (CSV report only)

  • Client Code (CSV report only)

  • Cost Centre (CSV report only)

  • Division (CSV report only)

Maintenance Transactions

This screen allows you to import, process, post and review transactions imported using the Maintenance Import Interface. Visit Card Interfaces for more information on this interface.

Filters

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

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

  • Reference — The invoice number relating to the imported data.

  • Group Code — The client's group code if relevant to the imported data.

  • Client Code (R) — The client code if relevant to the imported data.

  • 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 Number — The registration number associated with the contract id.

  • 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.

  • Status — '--All--'. All statuses will be displayed. Deleted. A transaction may be deleted by the user. 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 Approvals screen as active transactions and 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.

— Click to execute your chosen filtering. If the button is disabled, then the current filtering has been executed.

— Click to import a card services file. ** Click to purge unwanted data in a pending batch that you do not want to process. Records will be deleted from the screen and the Contracts / Maintenance tab. The purge button is enabled if "Batch No" is populated "Status" is 'Pending' the linked Contracts / Maintenance records are either 'Pending' or 'Deleted' Purge is disabled if "Status" is 'Posted' the linked Contracts / Maintenance records are 'Posted', 'History Only' or 'Recharge'

Import Action Buttons

The fields below are shown when the ** button has been clicked.

  • Import File (Import) — [Drag and Drop]

  • Upload (Button) — The upload button is enabled when a file has been added.

  • Cancel (Button) — Cancel if you don't want to finish the import.

  • Save (Button) — Save the imported file. You will now see the saved transactions.

  • Error Report (Button) — Error Report will enabled ,If validation fails, the alert message "Data validation has failed…" will appear and Error Report and Re-Upload buttons appear.

  • Re-Upload (Button) — Re upload button will be enabled to correct all the errors based on the Validation File and re-upload the file.

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 — The client code related to the imported data.

  • 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.

  • Description — The description that was imported relating to the individual transaction.

  • Odometer — The odometer that was imported relating to the individual transaction. If import file was imported with a blank field, the reading will zero (0).

  • Odometer (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 Validation 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' to indicate the transaction will be recharged. 'N' indicates it will not be recharged.

  • Qty — The Quantity that was imported relating to the individual transaction

  • Net — The Total Cost that was imported relating to the individual transaction

  • GST — The GST Cost that was imported relating to the individual transaction

  • Amount — The SUM of the Net and GST amounts

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

Field

Description

Failed

Failed transactions have a pink background. The transaction can't be processed. Go to the Validation 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.

Action Buttons

  • Prints the selected transactions into a csv file.

  • Click to check each transaction. The results of the checks are shown in the the "Validation" column. Click to re-run the check process. This will refresh the details in the "Validation" column. The check process also validates the odometer readings against valid odometer readings stored in the maintenance table. All pending transactions in the maintenance table are included in the odometer validation. If the odometer reading is not zero and is not one of the error values (e.g. 777) and the validation method selected is the "3) Contract Km Method" (refer to Estimated Odometer Calculation) but fmcontract->contractkms are set to 0, the odometer reading will be treated as valid.

  • You can post once the selection contain no failed, deleted or posted transactions. The Post button will permanently update the maintenance file and allow relevant transactions to be recharged via recharge billing. Transactions are changed from a status of 'pending' to 'posted' and cannot be re-posted.

  • A transaction can be deleted if you use the check box to select it and then click on the Delete button. Deleted records are no longer visible in this screen, but remain in the records with a 'deleted' status. To permanently delete 'pending' transactions, use the 'Purge' feature.

Validations and Alerts

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

Error Message

Error Resolution

"MAINT" interface must be created to proceed.

Alert is shown if the MAINT interfce has not been created.

Invalid file format.

The import file must have a format extension of csv. # You have saved the file using an incompatible CSV file type (there are many files with a .csv format that are subtly different), E.g. 'CSV UTF-8 (Comma delimited)(csv) Save again in excel using **Save as *type: CSV (Comma delimited) (.csv). You will need to covert your file to .csv to enable the import.

Invalid Supplier Code.

The Supplier Code being imported is not a recognised code. Cross reference entered Supplier Code with existing codes and update accordingly, or remove from file.

Missing Supplier Code.

Enter a valid Supplier Code in the file.

Contract ID / Registration number does not exist

Cross reference entered Contract ID or Reg No with existing data and update accordingly, or remove from file

Both Contract ID and Reg No are not populated

Enter either a valid Contract ID or Reg No, or both, or remove from file

VMRS Code does not exist

Cross reference entered Class Code with existing codes and update accordingly, or remove from file.

Invalid description: Description cannot be blank

Enter a description.

Total Cost cannot be blank

Enter a GST exclusive value.

GST Cost cannot be blank

Enter a GST value which will meet the tolerance limits.

Invoice No. cannot be blank

Invoice No. is a mandatory field, so it cannot be blank in the file. Update file with an invoice number or remove form file.

Invoice Date

Maintenance Transaction Upload

Qualifiers

  • You have uploaded FIFO travel expenses

Process

A scheduler job runs to create the approval header that is required to complete the records being created here.

Run Times:

  • Monday to Friday

  • 6am to 9pm

  • Every 5 minutes

Maintenance Text CSV

Text(CSV)

  • Group Name

  • Client Name

  • Report Date

  • Reg No

  • Description

  • Driver Name

  • Contract Type

  • Date

  • Odometer

  • Posting Class Code

  • Recharge Flag

  • Job Description

  • Quantity (e.g. litres of fuel or number of tyres)

  • Supplier Name

  • Invoice No (Suppliers invoice number)

  • Net Cost

  • GST Cost

  • Total Cost

  • Contract ID

  • Client Code

  • Cost Centre

  • Division

  • Channel ID

Maintenance Inc Payments

Text(CSV)

  • Group Name

  • Client Name

  • Report Date

  • Reg No

  • Description

  • Driver Name

  • Contract Type

  • Date

  • Odometer

  • Posting Class Code

  • Recharge Flag

  • Job Description

  • Quantity (e.g. litres of fuel or number of tyres)

  • Supplier Code

  • Supplier Name

  • Invoice No (Suppliers invoice number)

  • Approval ID

  • Maintenance ID

  • Client Code

  • Cost Centre

  • Division

  • Channel ID

  • Net Cost

  • GST Cost

  • Total Cost