The Tyre Import 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 this option is used to the post the file; this 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.
Once the option to post is taken the system warns that the unmatched records will not be posted and will be lost if the process is continued. An opportunity to print/export these records at this stage for manual input later should is offered.
Required information at point of posting is the invoice number and invoice date to be used (the individual invoice numbers and dates on the record may or may not be used as the reference). The posting routine follows the standard existing maintenance approval posting routines but includes the creation of a new tyre detail record accordingly. It should also be noted that on posting the system creates a different record for each different reason code allocated from the lookup table. For example, one record in the file could create a generic tyre record for several tyres allocated to the same reason code but create up to 5 separate records for the other cost items.
The new tyre detail record (FA.tyred) retains the detail for the tyre records where grouped to allow drill-down into this information at a later stage. This is effectively all the tyre related fields from each record with fields designed to tie the record up with the FA.maint record.
What do you want to do?
The following step by step process should be followed:
View Tyre Import System Parameters
Before the Tyre Import function can be used a number of System Parameters must be defined within the Tyre Import Tab. This option is accessed within the System Maintenance Menu.
Set up the required Background Tables for the Tyre Import process
The first table to be established is the Replacement Codes table. The table holds the Tyre replacement codes defined by the supplier (e.g. ATS) and used within the supplier Tyre Import .csv file that is imported. These codes are cross-references with the Kestrel Reason for Repair codes in the Tyre Import Other Codes file so that the data held within the imported file can be converted into recognisable approval records.
The second table to be established is the Other Codes table. This table acts as a cross-reference with the Kestrel Reason for Repair codes file so that the data held within the imported file can be converted into recognisable approval records. Therefore, the Replacement code selected in this table (from the Replacement Codes table already set up for the Tyre replacement codes defined by the supplier) is cross-referenced with the Replacement Reason which is in fact the approval Reason for Repair code.
The final table to be established is the Tyre Tread Depths table. When the Tyre Import function reports that tyres have been replaced it also reports upon the tread depth at the time of the replacement. For given tread depths the system uses this table to perform an automatic recharge to the customer of a percentage of the tyre value. For example, a tyre replaced when the tread depth is at 2mm may not attract a recharge; but a tyre replaced when the tread depth is 5mm may attract a recharge percentage of 50% of the tyre value back to the customer. This table enables a sliding scale of recharges.
A file (acting as an electronic invoice) is imported from the supplier (e.g. ATS) using the the Import Tyre File option 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.
Edit/Review Matched/Unmatched Items in Tyre Import File.
Selection of the Edit Batch command button within the Import Tyre File form displays the Edit Batch form. Enter the Batch ID and Batch Year to successfully identify the import file to be reviewed or edited. i.e. to rectify certain key fields for particular records.
Within the Edit Batch form select the Edit command button to display the Batch .csv Summary form. This is presented in a fashion that allows the data contents and values to be reviewed in two sections: records that have matched and validated successfully; records that are unmatched or failed validation. These sections are based around key tests that are carried out automatically by the system when imported.
For each of the (matched or unmatched) sections the system displays an overview of the total for the number of records and invoice amounts in each. A single-left-click on either the Matched or Unmatched Items grid row in the form displays the Matched Item Summary or Unmatched Item Summary form as appropriate.
When within the Matched Item Summary or Unmatched Item Summary forms to review the full Tyre file single-right-click on the required record row within the grid and select Review to open the Edit Tyre File form.
When within the Matched Item Summary or Unmatched Item Summary forms to edit restricted fields within the Tyre file single-right-click on the required record row within the grid and select Edit to open the ??? form.
Convert Tyre Import records into Approvals
Select the Tyre File Processing option from the Miscellaneous Options Menu. At the point the data has been validated and any adjustments made this option is used to the post the file.
Select the 
icon to
open the Post Batch Date Entry form
to identify the required batch file and post the contents of the file. This creates
maintenance history records as well as a purchase ledger entry in respect of the total
invoice amount.
A detailed description of the processing rules is provided in the Tyre File Processing help file.
View the tyre details maintenance history record
Once posted, history records may be viewed in the History Tab. A single-right-click on any tyre maintenance history row and select Review. This displays the Approval Review form.
Select the Tyre Details command button and the Imported Tyres form is displayed. This form displays a summary of the imported tyre record. A single-left-click on any tyre import record displays the Imported Tyre Details form which provides more details for the tyre import record.
