A file (acting as an electronic invoice) is received from the supplier (e.g. ATS) detailing tyre expenditure throughout the supplier network for all of the leasing company's vehicles. This is typically sent each week and may contains up to several thousand transactions on each electronic invoice.
This data file is uploaded into a temporary holding area where the data can be reviewed and details amended before being released and posted. If the import identifies any errors (such as unrecognised registration numbers) then the unmatched records are presented separately for exclusion from the batch before posting. These will then need to be entered manually or received on subsequent files to ensure posted correctly.
At the point the data has been validated and any adjustments made the posting of the file creates Maintenance History records as well as a purchase ledger entry in respect of the total invoice amount.
The tyre data details provided with each record is also required for future review and is therefore allocated to the maintenance history records.
This import process is required to load the file received from from the supplier into a working area within Kestrel.
What do you want to do?
To access the Tyre Import File option:
From the Master Menu, select the Maintenance Control option and Company required.
The Maintenance Control menu is displayed.
Select the Miscellaneous Options option.
The Miscellaneous Options form is displayed.
Select the Tyre Import Menu option.
The Tyre Import Menu is displayed.
Select the Import Tyre File option.
The Tyre Import File form is displayed.
This form is divided into three parts that are as follows:
In addition to displaying the form name the Title Bar displays a number of other useful identification criteria and buttons.
Contains the following data:
Import File: The system requires entry of the PC location for the data file. For example, the system will prompt for the drive, directory and filename such as: C:\IMPORTS\Customer_Batch 21 2004.CSV. The format of the file name is as follows:-
Customer Batch nn xxxx.CSV
Customer_Batch_ = consistent naming convention, with spaces always at the same position.
nn = Batch ID. A sequential number to identify the week number of the batch of transactions.
xxxx = Year. The year the batch generated in.
The Batch number and year on the incoming data file name will be compared to batch number and year details held in the current Tyre Import file. If the combination of Batch number and year exists in the Tyre Import file, the data file will be rejected and a warning message displayed advising the data file has already been previously imported.
The
button allows selection from one or more appropriate directory locations where the file may be stored.
Note: one or more directoy paths are typically hardcoded into the import program.
COMMAND BUTTONS:
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Import: Proceeds to import the latest .CSV tyre file from the selected PC directory. Once the import has finished processing and the records validated the form summarises the findings with headings and totals e.g. 250 records processed; 200 records matched successfully; 50 records unmatched.
Delete Batch: Displays the Delete Batch form that enables a selected Batch ID/Year to be deleted.
Edit Batch: Displays the Edit Batch form that enables a selected Batch ID/Year to be edited.
Help: Displays online context-sensitive help using the default browser.
Exit: Exits the current form and returns to the Tyre Import Menu.