Fleet Operations API: Fm billings recharges

API endpoints for fleet management (Fm_*) operations

Fm billings recharges

Use this billing method to schedule recharge billing.
This is very similar to the system menu item Fleet / Billing → Recharges.
All of your client billing preferences are applied in the same way regardless of how the billing is created except for the differences listed below.

This includes the Credit Notes functionality.

Differences

| Item | fm / billings / recharges | Fleet / Billing → Recharges |
| --- | --- | --- | | Emailing | If the "Delivery" field is set to 'Email', emails are created and sent. You can find them in the Mail Queue at 'Sent' status. In either case, if the email cannot be sent, they are stored in the Mail Queue with a 'Failed' status. Go to the Mail Queue to review and then send the corrected emails. | If the "Delivery" field is set to 'Email', billing emails are created and placed in the Mail Queue in 'Pending' status. To complete the process, you need to go to the Mail Queue and send these invoices manually. |
| Billing Type | Only records for clients with a "Billing Type" of 'Periodic' will be selected. | Records for clients with a "Billing Type" of either 'Any' or 'Periodic' will be selected. |

Data Set-up

Set the Clients / Contract Defaults "Billing Type" as 'Periodic' for any client whose invoices should be created by this job.

Job Type

  • Module (Drop List) — Choose 'fm'.
  • Class (Drop List) — Choose 'billings'.
  • Method (Drop List) — Choose from combined, periodic,recharges and rechargesFuel.
  • Description (Text) — A generic description will populate once a "Method" has been chosen. You can change this to something meaningful to you. This shows as the description on the Scheduler / Schedule tab.

Parameters

  • Channel Code (Lookup) — Enter or look up the Channel Code you want to run the job for. This will then select and invoice only the clients of this channel. If populated, you cannot also choose a “Group Code” or “Client Code”. Choosing another filter will remove the "Channel Code" value.
  • Group Code (Lookup) — Enter or look up the "Group Code" you want to run the job for. This will then select and invoice only the clients of this group. If populated, you cannot also choose a “Channel Code” or “Client Code”. Choosing another filter will remove the "Group Code" value.
  • Client Code (Lookup) — Enter or look up the "Client Code" you want to run the job for. This will then select and invoice only the contracts that belong to this client. If populated, you cannot also choose a “Channel Code” or “Group Code”. Choosing another filter will remove the "Client Code" value.
  • Delivery (Drop List) — Choose 'Email' to select and email invoices to clients who have "Invoicing Preference" set to 'Email. The emails will be sent and available for review in the Mail Queue. They will be set to ‘Sent’ status. The recipients of these emails will be based on the “Use Group Email” flag set up under the Client Contract Defaults. If this is checked on , then the Group Email will be used, if checked off, then the A/C Payable email will be used. If there is no stored recipient email, the scheduler job will still run, with the emails will be in the Mail Queue in the ‘Failed’ status. Post will be selected when the scheduler is required to run to process the invoices.
  • Pay Cycle (Drop List) — Choose a pay cycle if you want to run this job only for a particular pay cycle. This works in the same way as the Billings / Periodic “Pay Cycle” field. You might use this feature to invoice contracts with a weekly or fortnightly pay cycle throughout the month without accidentally including monthly pay cycles, that may be invoiced at a nominated time in the month.

| Invoice To | Drop List | Use this feature if you want to create billing records before or in the future of their invoice date being reached. Leave this field blank if you want to use the system’s run date as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. E.g. if the job runs on the 10th, it will work like going to Fleet / Billing on 10/02/2021 and using the “Invoice Date” of '10/02/2021'. Choose 'Common Day Past' or 'Common Day Future' to nominate a specific day as the Fleet / Billing “Invoice Date” E.g. if the job runs on the 10th with Common Day Future, and the DAY is '1st' it will work like going to Fleet / Billing on 10/02/2021 and entering the “Invoice Date” as '10/02/2021' and "Invoice To" as '01/03/2021'.
E.g. if the job runs on the 10th with Common Day Past, and the DAY is '1st' it will work like going to Fleet / Billing on 10/02/2021 and entering the “Invoice Date” as '10/02/2021' and "Invoice To" as '01/02/2021'. Choose 'Run Date Plus' to add a fixed number of days to the job's run date to create the "Invoice Date".
E.g. the job is scheduled to run on the 10th and this day is the 3, it works in the same way as going to Fleet / Billing on 10/02/2021 an entering 13/02/2021 as the “Invoice Date” for your billing run.
If you have entered a "Client Code", then 'Payroll Cut Off' also becomes an available choice. This adds the client's "Payroll Cut Off" days to the job's run date.
E.g. the job is scheduled to run on the 10th, and the client's "Payroll Cut Off" is 5, it works in the same way as going to Fleet / Billing on 10/02/2021 an entering 15/02/2021 as the “Invoice Date” for your billing run. | |
| Invoice To DAY | | The list you see here depends on what has been selected in the "Invoice To" field. If the “Invoice To” selection is Blank - , the day list box is disabled as no selection is required. ‘Common Day Past’ - then the available day list is “1st, 2nd, 3rd, 4th, … EOM” ‘Common Day Future’ - then the available day list is “1st, 2nd, 3rd, 4th, … EOM” ‘Run Date Plus’ - the available day list is “1, 2, 3, 4, …31”. No EOM will be available ‘Payroll Cut Off Days’ - the day list box is disabled as no selection is required. | |
| Invoice To Date | Cal | This is a calculated display field that shows what the next “Invoice To” date will be with the current selections applied. This will calculate if “Invoice To” and Invoice To “Day” are entered. If no entry is made in “Invoice To” field, it will be displayed as blank also on ‘Save’, engaging existing behaviour.
| Invoice Date | List Box | List box options are ‘Invoice To’ and ‘Run Date’ Choose ‘Invoice To’ to use the calculated “Invoice To Date” as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. Choose 'Run Date' to use the system’s run date as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. If the field is blank, the system will default to using 'Run Date'. | |
| Exclude Fuel | Check Box | If this is un-checked, all outstanding recharges will be invoiced. This field is checked by default. If this is checked, then only non-fuel recharges will be invoiced. The invoice template and email that is used 'Recharges - Fuel' in both cases. You can use Recharge Fuel scheduled job for fuel recharges only. | |
| Run Times | | | |
| The billing process requires a range of tables to be locked down while it runs. For this reason, we recommend you set billing jobs to run outside of business hours. | | | |

Fm billings rechargesFuel

Use this billing method to schedule recharge fuel billingz.
This is very similar to the system menu item Fleet / Billing → Recharge → Fuel.
All of your client billing preferences are applied in the same way regardless of how the billing is created except for the differences listed below.

Differences

| Item | fm / billings / rechargesFuel | Fleet / Billing → Recharge → Fuel. |
| --- | --- | --- | | Emailing | If the "Delivery" field is set to 'Email', emails are created and sent. You can find them in the Mail Queue at 'Sent' status. In either case, if the email cannot be sent, they are stored in the Mail Queue with a 'Failed' status. Go to the Mail Queue to review and then send the corrected emails. | If the "Delivery" field is set to 'Email', billing emails are created and placed in the Mail Queue in 'Pending' status. To complete the process, you need to go to the Mail Queue and send these invoices manually. |
| Billing Type | Only records for clients with a "Billing Type" of 'Periodic' will be selected. | Records for clients with a "Billing Type" of either 'Any' or 'Periodic' will be selected. |

Data Set-up

Set the Clients / Contract Defaults "Billing Type" as 'Periodic' for any client whose invoices should be created by this job.

Job Type

  • Module (Drop List) — Choose 'fm'.
  • Class (Drop List) — Choose 'billings'.
  • Method (Drop List) — Choose from combined, periodic,recharges and rechargesFuel.
  • Description (Text) — A generic description will populate once a "Method" has been chosen. You can change this to something meaningful to you. This shows as the description on the Scheduler / Schedule tab.

Parameters

  • Channel Code (Lookup) — Enter or look up the Channel Code you want to run the job for. This will then select and invoice only the clients of this channel. If populated, you cannot also choose a “Group Code” or “Client Code”. Choosing another filter will remove the "Channel Code" value.
  • Group Code (Lookup) — Enter or look up the "Group Code" you want to run the job for. This will then select and invoice only the clients of this group. If populated, you cannot also choose a “Channel Code” or “Client Code”. Choosing another filter will remove the "Group Code" value.
  • Client Code (Lookup) — Enter or look up the "Client Code" you want to run the job for. This will then select and invoice only the contracts that belong to this client. If populated, you cannot also choose a “Channel Code” or “Group Code”. Choosing another filter will remove the "Client Code" value.
  • Delivery (Drop List) — Choose 'Email' to select and email invoices to clients who have "Invoicing Preference" set to 'Email. The emails will be sent and available for review in the Mail Queue. They will be set to ‘Sent’ status. The recipients of these emails will be based on the “Use Group Email” flag set up under the Client Contract Defaults. If this is checked on , then the Group Email will be used, if checked off, then the A/C Payable email will be used. If there is no stored recipient email, the scheduler job will still run, with the emails will be in the Mail Queue in the ‘Failed’ status. Post will be selected when the scheduler is required to run to process the invoices.
  • Pay Cycle (Drop List) — Choose a pay cycle if you want to run this job only for a particular pay cycle. This works in the same way as the Billings / Periodic “Pay Cycle” field. You might use this feature to invoice contracts with a weekly or fortnightly pay cycle throughout the month without accidentally including monthly pay cycles, that may be invoiced at a nominated time in the month.

| Invoice To | Drop List | Use this feature if you want to create billing records before or in the future of their invoice date being reached. Leave this field blank if you want to use the system’s run date as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. E.g. if the job runs on the 10th, it will work like going to Fleet / Billing on 10/02/2021 and using the “Invoice Date” of '10/02/2021'. Choose 'Common Day Past' or 'Common Day Future' to nominate a specific day as the Fleet / Billing “Invoice Date” E.g. if the job runs on the 10th with Common Day Future, and the DAY is '1st' it will work like going to Fleet / Billing on 10/02/2021 and entering the “Invoice Date” as '10/02/2021' and "Invoice To" as '01/03/2021'.
E.g. if the job runs on the 10th with Common Day Past, and the DAY is '1st' it will work like going to Fleet / Billing on 10/02/2021 and entering the “Invoice Date” as '10/02/2021' and "Invoice To" as '01/02/2021'. Choose 'Run Date Plus' to add a fixed number of days to the job's run date to create the "Invoice Date".
E.g. the job is scheduled to run on the 10th and this day is the 3, it works in the same way as going to Fleet / Billing on 10/02/2021 an entering 13/02/2021 as the “Invoice Date” for your billing run.
If you have entered a "Client Code", then 'Payroll Cut Off' also becomes an available choice. This adds the client's "Payroll Cut Off" days to the job's run date.
E.g. the job is scheduled to run on the 10th, and the client's "Payroll Cut Off" is 5, it works in the same way as going to Fleet / Billing on 10/02/2021 an entering 15/02/2021 as the “Invoice Date” for your billing run. | |
| Invoice To DAY | | The list you see here depends on what has been selected in the "Invoice To" field. If the “Invoice To” selection is Blank - , the day list box is disabled as no selection is required. ‘Common Day Past’ - then the available day list is “1st, 2nd, 3rd, 4th, … EOM” ‘Common Day Future’ - then the available day list is “1st, 2nd, 3rd, 4th, … EOM” ‘Run Date Plus’ - the available day list is “1, 2, 3, 4, …31”. No EOM will be available ‘Payroll Cut Off Days’ - the day list box is disabled as no selection is required. | |
| Invoice To Date | Cal | This is a calculated display field that shows what the next “Invoice To” date will be with the current selections applied. This will calculate if “Invoice To” and Invoice To “Day” are entered. If no entry is made in “Invoice To” field, it will be displayed as blank also on ‘Save’, engaging existing behaviour.
| Invoice Date | List Box | List box options are ‘Invoice To’ and ‘Run Date’ Choose ‘Invoice To’ to use the calculated “Invoice To Date” as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. Choose 'Run Date' to use the system’s run date as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. If the field is blank, the system will default to using 'Run Date'. | |
| Run Times | | | |
| The billing process requires a range of tables to be locked down while it runs. For this reason, we recommend you set billing jobs to run outside of business hours. | | | |

Fm contracts importEvents

This job imports Road Side Assistance (RSA) call outs from Assist Australia and creates Contract Events against each vehicle. It targets import file(s) stored in your DMZ area. Each file is removed once it has been processed.

Parameters

The Scheduler Job Screen screen has the following input parameters:

  • Interface — Is the interfacecode from fminterfaces for the RSA supplier providing the files. A search icon is provided to find search for this. Interface cannot be blank.
  • File Pattern — A regular expression pattern used to match the RSA file(s) within the DMZ Subfolder. e.g. ^CRSA[0-9]{4}.txt$ will match CRSA0122.txt, CRSA0123.txt… File Pattern cannot be blank.
  • DMZ Subfolder — Is the subfolder in the DMZ area where the card file(s) are to be found. If left blank, the DMZ home folder will be used. Subfolders can be nested. Example : 'rsa/out'

Scheduler Queue

The queue for this job types shows all successful and failed file imports from external system, last ran job and next queued job when the recyclingflag is set to "yes". It does not record jobs that could not find any file to import. The reason is to keep queue clean as such job usually runs at very short interval. But, when recyclingflag is set to "no", it records all jobs that has ran so far and creates many irrelevant queue entries.

This feature has been set up to import a specific file format from Assist Australia. Further development may be required if you wish to make use of this feature. Contact your Account Manager for further information.

Fm mysalpack importPackagingData

This job imports MySalPack employee information and packaging transactions. It targets import file(s) stored in your DMZ area. Each file is removed once it has been processed. Only the latest file is processed. All older files are ignored and deleted (this is because the file contents contain a complete dataset and any older files are immediately irrelevant when a newer file is processed).

Parameters

The Scheduler / Job tab has the following input parameters:

  • File Pattern — Enter the name of the file followed by an asterisk() for the wildcard portion of the file name. For example the filename may be "MSPExportCatchE7012018-03-1612-33-15.csv". Enter "MSPExportCatchE701_" in the File Pattern field. This field cannot be blank.
  • DMZ Subfolder — Is the subfolder in the DMZ area where the card file(s) are to be found. Example : 'clientName-mysalpack/in'

MySalPack file

The contents and mapping of MySalPack fields to the corresponding Catch-e fields are detailed in this document.

Scheduler Queue

The Scheduler / Queue for this job shows all successful and failed file imports from DMZ folder, last ran job and next queued job.

When the Scheduler / Job "Recycling" checkbox is checked, the queue does not record jobs that ran, but could not find any file to import. This keeps the queue clean as this job is usually set to run frequently. We recommend this setting.

When the "Recycling" checkbox is un-checked, the queue keeps a record of all job runs, even if no file was imported.

A specific DMZ folder set up is required to run this job. The DMZ folder is accessed by a 3rd party (MySalPack) to deposit files as part of this process. Further development may be required if you wish to make use of this feature. Contact your Account Manager for further assistance.