Interfacing

Before use, please review the module Set Up details.

1. Introduction

AusFleet can be interfaced with other systems for the sharing of data.

•Customised, automated finance interfaces utilising API's can be developed to meet specific requirements.

•An optional GPS interface to Navman GPS is available to collect utilisation data for use by AusFleet to assist scheduling and reporting.

•An optional interface to AST's KeyWatcher Key Cabinet is available to assist with pool car bookings and recording of hire times.

Contact your Account Manager or AusFleet Help Desk on 02 8896 2800 for more information on the above options.

The Interface module fulfils two purposes:

•The ability for clients to import and export data using csv files without needing to engage AusFleet's Development or Professional Services.

•Custom-developed interfaces for specific systems using csv files.

1.1 Benefits of Interfacing

•Single point data entry to reduce time and cost

•Reduced opportunity for error

•Appropriate system use to meet users needs

2. Importing Data

Interfacing>>Import Data

To use the Authority, PCS or Finance One import programs, contact AusFleet Help Desk or your Account Manager.

2.1 Import Income and Expenses Using CSV Files

Step 1

Open a sample file is by clicking the icon in the pop up window at Step 2.

Populate the file in Excel or equivalent.

•Format all cells as "Text" and headings must not be changed or removed

•Spaces in registrations must be included if they are used in AusFleet

•Account Type (Column F) must match Transaction Types in AusFleet (More>>Reference Files>>Debtors>>Transaction Types)

•Save as filename.csv . Do not save as Excel file e.g. .xls,xlsx

Step 2

Interfacing>>Import Data>>Import Costs

•Enter start/end dates corresponding to the first and last transaction dates in the file

•Locate or drag and drop the file into the window

•When the "Upload files" button appears, click to upload and post transactions

•A confirmation message confirms completion

•Income/expenses are posted to the fleet item

•Values are posted to the financial period in which the transaction date falls. If it has been closed, it is allocated to the next open period.

•When posting, transactions are validated as follows:

•Ensure fleet item exists

•Ensure transaction is not prior to delivery date

•Ensure transaction is not after disposal date

•Ensure transaction type exists

•Ensure transaction is not a duplicate (checks for match on date/value/type/fleet item)

Step 3

Interfacing>>Import Data>>View by Batch

If the batch status is "Outstanding", open the batch and check the suspended transactions.

Fix any errors and re-post the batch. Make sure all records are now posted.

Force Post - Use With Caution.

If you cannot determine and fix a record, you can force post it providing the fleet number is recognised. However this is dangerous as it can result in saving incorrect details,

2.2 Import Personnel Data

This is a legacy feature no longer supported.

3. Export Transactions From AusFleet Into a csv File

Interfacing>>Export Data

To use the Navision, Movex, ANZ or Finance One import programs, contact AusFleet Help Desk or your Account Manager.

3.1 To Export Transactions to csv for Importing Into Another System

Interfacing>>Export Data>>Export Costs

Step 1

•Either choose a financial period to export or tick the "Date Range" flag and enter the date range.

•Transactions will be included in the export file if they are posted to the selected Financial Period or the Transaction Date falls in the date range entered.

•Click Continue.

Exporting records using financial periods