Vehicles are uploaded using a comma separated value (CSV) file. The CSV file can be created using a text editor or by exporting data from a spreadsheet; the Support team provides a template which you can use.
Configuring the Upload File
The Data menu contains functions that are used for upload configuration. From the top menu bar click Data then Configure Vehicle Upload.
The Vehicle Upload Configuration form will be displayed. The actual fields shown will depend on your company’s configuration.
For each of the data fields displayed, enter the letter of the column in the spreadsheet. The first column is ‘A’, the second is ‘B’, etc. The required fields are identified by an asterisk.
The column letters shown are the defaults and can be used with the Support team provided template; the column letters must be changed when the upload file has a different column format.
If the upload file contains column headers (field names) in the first row, check the Skip First Record box.
When the configuration is complete, click on the OK button to save the configuration.
Uploading the Vehicles
To upload the CSV file of Vehicles, from the top menu bar click Resources then click Vehicles. The form may display a list of current Vehicles or no Vehicles.
To upload the CSV file of Vehicles, click Upload Vehicles. The Upload Vehicles form will be displayed.
Click on the Select File button. A file explorer form will be displayed.
Select the file to be uploaded and click the Open button.
Click the Upload button to start the upload process. When the upload is complete, a list of errors and messages will be displayed.
- Errors indicate that the record in the file could not be saved; a reason for the failure is displayed.
- Messages indicate how many records were uploaded successfully, and how many records were already present (duplicate Vehicles are not uploaded).
Note that when updating an existing vehicle, values in the upload record will replace any existing values. If you do not want to replace a value, leave the column in the upload record blank.
When new vehicles are uploaded, they may be assigned to trips automatically. See Upload Vehicles for details.
Tips
Whenever possible, upload the VIN and omit the Year, Make, Model, Manufacturer, Engine, Trim and Transmission fields. These will be filled in using the VIN data during the upload.