CALSF

The Ampol Star Fleet interface (CALSF) imports non-fuel transactions (e.g. servicing, tyres etc).

The Interface Code reflects the previous name of Ampol, which was Caltex.

The interface files CALNP or CALNS include all transactions. However, the non-fuel transactions need to be excluded and imported using the CALSF interface in order to obtain enough detail of the work carried out.

These transactions are filtered out by excluding the specific product codes 'STARFLEET', 'S/FLEET' and 'S/FLEET P', 'FLEETCRDP' and 'FLEETCARD' when the data files are imported.
This means you need to run two imports to bring in all Star Fleet transactions into Catch-e: one for fuel and one for maintenance.

The product codes 'FLEETCRDP' and 'FLEETCARD' were introduced when Ampol changed it's name from Caltex.

Warning: Ampol often supplies this file as an .xls format. Ask Ampol to provide you with a .csv file instead.

Note: If the file is opened in excel and then saved, the program may convert the last digit of the card number to a zero due to the field length (this renders the field unreadable). If you want to review the file, we suggest you do this in Notepad or Wordpad.

File Columns and Mappings

No	Column Name
0	AMPOLREFNO
1	CARD_NO
2	AUTHORISATION_NO
3	CUSTOMER_NO
4	REGISTRATION_NO
5	SUPPLIER_NAME
6	TRANSACTION_DATE
7	ODO
8	MAINTENANCEGROUPCODE
9	MAINTENANCE_GROUP
10	MAINTENANCETYPECODE
11	MAINTENANCE_TYPE
12	MAINTENANCEACTIONCODE
13	MAINTENANCE_ACTION
14	MAINTENANCECAUSECODE
15	MAINTENANCE_CAUSE
16	SUPPLIERINVOICENO
17	PART_COST
18	LABOUR_COST
19	OTHER_COST
20	TOTAL_COST
21	GSTLINEITEM

The interface uses data in the first 22 columns of the file used to upload. If the file contains 24 columns the interface will ignore any data appearing after the 22 mentioned above e.g. GST is the last column used by the interface.

Should an attempt be made to import a file containing anything other than 22 or 24 columns the import process will fail with an on screen warning produced.

The interface ignores the header on import.

Troubleshooting

Error Message	Notes
"The Invoice Date is invalid! Please check you are importing the correct file!"	There may be a blank row at the end of the file. Please remove any blank rows and try to import the file again.

Custom Fleet

Custom Fleet transaction file interface is used for importing all Custom Fleet transactions.

Import Details

The required file is in .txt format. Only the transaction rows are imported (these are indicated by a '30' and '40' as the row type).

The file may be imported as either a zipped or text file.

Refer to the Customfleet User Manual for details on the Customfleet Standard Client Transaction File .

Below are the mappings used where row type = '30' and '40'.

File Columns and Mappings

A Row Type — Only imported where Row Type = '30' and '40' and relates to contract vehicle data e.g. 'rental' for product type in column 'K'

B Invoice Number

C Reference Number — For Column 'C' the Catch-e import process ignores the backslash and any value to the right of it from the reference number. The backslash and value to the right should be left in the import file. See the sample file below

E

F Transaction Date — Transaction date from column 'F' can be formatted as either dd/mm/yy or dd/mm/yyyy in the txt file.

K Product Type

L Product Description — Description field in fmfuel and fmmaintenance - use VMRS description followed by column 'L'.

Sample file

On the Fleet / Controls / Interfaces / Card Services/Interfaces screen it is recommended that the field "Description Import Type" is set to "Suffix" to allow the short VMRS code description to be set before the Custom Fleet description to give a meaningful description. Refer to the Catch-e demonstration system for examples of mappings.

Note: Custom Fleet sold the Fleet Card business in 2015/2016. Fleet Card issue an almost identical file to this one. If your file was generated by the Fleet Card entity please use the FLEETA Interface.

Fleet Card

Fleet Card offers two interfaces.

This one is FLEETA and it imports all transactions.
The other one, FLEETO, excludes Lease rental transactions.

Import Details

The required file is in .txt format.

The file may be imported as either a zipped or text file.

File Columns and Mappings Row Type 3

No	Name	Comments
A	Row Type	Row 3 records are used to identify the Card Number in use. It is a Card Header. See sample file illustration below.
B	Invoice Number
D	Reg No
F	Driver Name
M	Card Number
N	Card Type
P	Fuel Type
Q	Vehicle Make
S	Card Amount Net
T	Card Amount GST
V	Card Amount Total
X	Card Quantity Total

File Columns and Mappings Row Type 4

No	Name	Comments
A	Row Type	Only row type '4' records are imported. The Card Number is identified in row type '3'. See sample file illustration below.
B	Invoice Number
C
D	Reg No
E
F	Transaction Date	Transaction date from column 'F' can be formatted as either dd/mm/yy or dd/mm/yyyy in the txt file.
G	Product Class
H	Transaction Number
I	Merchant Name
J
K	Product Type	Ignored
L	Product Description	Description field in fmfuel and fmmaintenance - use VMRS description followed by column 'L' description (as indicated below).
M	Quantity
N	Odometer
O
P	Amount Net
Q	Amount GST
R
S	Amount Total

Sample file

On the Fleet / Controls / Interfaces / Card Services/Interfaces screen it is recommended that the field "Description Import Type" is set to "Ignore" to give a meaningful description.

Note: Custom Fleet sold the Fleet Card business in 2015/2016. Interface was formerly named CUSTA and has been renamed to better reflect the feature.

MAINT

The MAINT interface is based on a .csv file that is populated to upload multiple maintenance transactions.

Attached is sample Maintenance Import File showing format and content required.

Once the file is succesfully imported and the data uploaded, Approvals and Maintenance records will be created based on the following logic.

Non Salary Packaged Contracts

Where Supplier Code, Reference and Contract ID / Reg No are the same, they will be grouped into one Approval with multiple Maintenance records.
Where one or all entries in Supplier Code, Reference and Contract ID / Reg No are the different, one Approval will be created to one Maintenance record.
Blank fields will be excluded from the 'grouping' process.
Each Approval will have 'Status' set to 'Active', until the Batch is posted.
Each Maintenance record will have 'Status' set to 'Pending', until the Batch is posted.
Where the 'Recharge Flag' is set to 'yes', 'Status' will be set to 'Recharge', until posted.
'Posted' transactions will also be posted to respecting existing behaviour and enabling existing export processes.

Salary Packaged Contracts

Where the transaction is linked to an Item, one Approval will be created to one Maintenance record.
The Approval record will have
'Status' set to 'Active'
'Sub Status' set to 'Pending Funds'
The 'Payee' and the 'Payment Method' will be updated to the same as what has been set in the related Item.
The 'Bank Account' will be updated to the same as what has been set in the related Item.

File Validation

The file being imported, must validate on all checks below, else it will fail and no data will be imported:

The 'MAINT' interface has been set up
The file must be in .csv format.
The file must not have been previously imported.

File Content Validation

The data content of the file is validated to avoid incorrect or corrupt data being uploaded.

Where the data in the entire import file is deemed valid, it will import.

If one or more of the following data points are invalid, the import will fail displaying the following message.

Data validation has failed as follows: 'nn' record(s) found, nn record(s) failed to validate.Click 'Error Report' to get a complete list of errors or 'Re-Upload' to try again with a new file.
Creating an error report will identify and assist in resolving the error(s). No data will be imported.

See below for the data in the import file that is subject to validation rules and what they are.

Data Field	Validation Rules
Supplier Code	1. Entered Supplier Code must be a match for an existing Supplier Code. 2. Field cannot be blank
Contract ID / Reg No	1. One of these two must be entered and be matched to an existing Contract ID or Reg No. 2. Both cannot be blank
Class Code	1. Entered Class Code must be a match for an existing Posting Class Code. 2. Field cannot be blank
VMRS Code	1. Entered VMRS Code must be a match for an existing VMRS Code. 2. Field can be blank and is optional.
Description	Description cannot be blank
Recharge Flag	1. Import will validate flag setting in import file if included. 2. If this field is not populated, the import process will use the recharge setting that is stored on the contract's Contract Type / Expenses-Approvals tab for the nominated Class.
Quantity	1. Import will validate value import file if included. 2. If this field is not populated, the value will be set to zero (0).
Total Cost	1. Total Cost cannot be blank. 2. Total Cost can be zero (0).
GST Cost	1. GST Cost cannot be blank. 2. GST Cost can be zero (0), however it will be subject to a tolerance validation set in . The data will import but with a validation failure of 'failed-gst'.
Invoice No	1. Invoice No cannot be populated as NULL or zero (0). 2. Invoice No cannot be blank.
Invoice Date	1. Invoice Date cannot be blank NULL or zero (0) 2. Valid format is listed below D/M/YYYY D/MM/YYY DD/M/YYYY DD/MM/YYYY YYYY-MM-DD
Odometer	1. This is an optional field. If it is zero (0) or missing, the odometer reading will be set to '0'. 2. The odometer entered will be subject to odmeter validation rules, but it will not cause the import to fail.
Odometer Date	1. This is an optional field. 2. If entered, it will be subject to the same date format rules as 'Invoice Date'. 3. If blank. the 'Invoice Date' entry will be used instead. This will ensure this date is populated.

File Columns and Mappings

File Column	FColumn Name
1	supplier_code
2	contract_id
3	reg_no
4	class_code
5	vmrs_code
6	description
7	recharge_flag
8	Quantity
9	total_cost
10	gst_cost
11	invoice_no
12	invoice_date
13	odometer
14	odometer_date