Help AD-HOC DOWNLOADS For FLEET CUSTOMERS

Card MIS makes it possible for you to view or download your company's transactions.

AIM:
The main purpose of this functionality is to make it possible for you to view your transactions online or to download them into Excel. In Excel the information can then be manipulated as you wish.

ACCESS:

Non-Linked Companies
All users have access to these options.

Linked Companies
All Fleet Supervisors have automatic access, but for all other user types the check-box on the User detail screen "Access to Linked account Info" must be ticked for access. Access is not allowed from a lower level to a higher level, i.e. level 3 does not have access to level 2 and level 2 does not have access to level 1. Access is not allowed between companies on the same level, i.e. Subcontracted companies on level 2 do not have access to each other's transactions. Access is not available, for linked companies on level 2 and level 3, if no templates have been allocated.

TEMPLATES:
Templates define which data fields will be available, when a company accesses the transaction information. Templates are only relevant for linked Subcontracted companies on levels 2 and 3. Linked Subcontracted companies, without templates have NO access to data fields at all. Linked Subcontracted companies with allocated templates, have access to the data fields defined by those templates. For more information on adding, editing, allocating and deleting of templates, see the HELP link under the Template functionality in Card MIS. 

TYPE OF DOWNLOAD:
You can choose to perform a specific type of Ad Hoc download, you have three options to choose from:

  • New Transactions
  • Previously Downloaded Transactions
  • List of Transactions

File Management

Fleet Administrators and Fleet Customer Users have access to File Management.

Important points to take note of and possible problems:

  • Generating a download takes a little time, please be patient will the file is generated.
  • After generating the download, the download display screen, shows the number of records as well as the file size. This should be a good indicator for you, to make the decision to either Open the file, have it E-Mailed to yourself or to do neither. Opening a download depends on the size of the file and the speed of your internet service provider: as a guideline - if the file size is 6KB, it will take roughly 1 second to open the download file (if the file is 1000KB it will take roughly 3 minutes!).
  • Once the file is opened, adjust the column widths and scroll left and right to be able to view all the data.

To Select The REPORT TYPE

To View/Download transactions on Card MIS, use the following keystrokes: File Management/Download/Transaction Reports

On the Transaction Fleet Report screen you can choose the type of Report you want to view/download from the "Report Type" drop-down box.

Ad-Hoc Downloads(Fleet)

Figure 1: Transaction Fleet Report Screen

To View NEW TRANSACTIONS

You can view the New Transactions, i.e. those not downloaded previously. For this type of report no date needs to be specified. At the end of each month all the transactions older than 35 days that are not already marked as downloaded will be marked. These transactions can be downloaded at a later stage by using the List Of Transactions option.

Select the New Transactions option from the "Report Type" drop-down box, and click the View button.

Ad-Hoc Downloads(Fleet)

Figure 2: New Transactions

To Generate A Download Of NEW TRANSACTIONS

You can generate a download of the New Transactions, i.e. those not downloaded previously. For this type of report no date needs to be specified. At the end of each month all the transactions older than 35 days that are not already marked as downloaded will be marked. These transactions can be downloaded at a later stage by using the List Of Transactions option.

Select the New Transactions option from the "Report Type" drop-down box, and click the Generate button.

Ad-Hoc Downloads(Fleet)

Figure 3: Download Generated

In this section, you mark the transactions as 'Downloaded'. What this means is that if a transaction is marked as 'Downloaded' the following time you request New Transactions, all marked transactions will be excluded from the download. You also have the option to either download the generated file to excel or to have it e-mailed to yourself.

If you click the Mark and Open or the Mark and Email button, the transactions become marked and, depending on which button is clicked, the file is downloaded or emailed.

The Card MIS will display a confirmation message and the file will begin to downloaded automatically, in CSV format, or will be emailed.

Ad-Hoc Downloads(Fleet)

Figure 4: Marked Confirmation Message

Ad-Hoc Downloads(Fleet)

Figure 5: Emailed Confirmation Message

Possible Problems:

  • Error message: There is no data available. This indicates that you have no New Transactions, all transactions have been marked as downloaded on a previous occasion and no new transactions are available yet.

To View PREVIOUSLY DOWNLOADED TRANSACTIONS

You can view previously downloaded transactions. All the transactions in this type of download have already been marked as downloaded (They will not be re-marked).
For this type of download you need to specify a date range. It is important to realise that you are choosing the date of a Previous Download and not the date of the Transactions.

You can either choose the date of a single previous download or that of a range of previous downloads. Card MIS will default to the last date you entered in the "Start Date" and "End Date" fields (irrespective if it was for Previously Downloaded or List of Transactions option).

Select the Previously Downloaded Transactions option from the "Report Type" drop-down box.
Select the "Start Date", "End Date" and click the View button.

Ad-Hoc Downloads(Fleet)

Figure 6: Previously Downloaded Transactions

To Generate A Download Of PREVIOUSLY DOWNLOADED TRANSACTIONS

You can generate a download fo previously downloaded transactions. All the transactions in this type of download have already been marked as downloaded (They will not be re-marked).
For this type of download you need to specify a date range. It is important to realise that you are choosing the date of a Previous Download and not the date of the Transactions.

You can either choose the date of a single previous download or that of a range of previous downloads. Card MIS will default to the last date you entered in the "Start Date" and "End Date" fields (irrespective if it was for Previously Downloaded or List of Transactions option).

Select the Previously Downloaded Transactions option from the "Report Type" drop-down box.
Select the "Start Date", "End Date" and click the Generate button.

Ad-Hoc Downloads(Fleet)

Figure 7: Download Generated

In this section, you also have the option to either download the generated file to excel or to have it e-mailed to yourself.

If you click the Download File and Open or the Email File button, the file is downloaded or emailed, depending on which button is clicked.

Possible Problems:

  • Error message : Cannot download for a date range longer than 31 days. This indicates that you have chosen a date range which exceeds the limit allowed by Card MIS. Please enter a date range no longer than 31 days.
  • Error message : There is no data available. This indicates that you have not PREVIOUSLY DOWNLOADED transactions, or that you have not PREVIOUSLY DOWNLOADED transactions on the dates selected.
  • Error message : Invalid Start Date. This indicates that you have entered an invalid date, please ensure that you use the YYYY/MM/DD date format.
  • Error message : End Date must be after Start Date. This indicates that your either your End Date or your Start Date are incorrect, please ensure that the Start Date is earlier than the End Date.

To View A LIST OF TRANSACTIONS

You can view a list of transactions. For this type of download you need to choose a Invoice Date ,Transaction Date or Invoice Number from the "List Transactions by" drop-down box.
If you choose any of the date options, you need to specify a date range, but if you choose the Invoice Number option, you need to specify a Invoice Number.
When choosing any of the date options, it is important to realize that you are choosing the date of the Transactions. In other words, you are choosing a calendar period for which you want to see a list of all your transactions. For this type of download it is irrespective whether the transactions are marked as downloaded or not.

Select the List Of Transactions option from the "Report Type" drop-down box.
Select a Invoice Date ,Transaction Date or Invoice Number option from the "List Transactions by" drop-down box.
Select a date range or enter a invoice number and click the View button.

Ad-Hoc Downloads(Fleet)

Figure 8: List Of Transactions

To Generate A LIST OF TRANSACTIONS

You can generate a list of transactions to be downloaded. For this type of download you need to choose a Invoice Date ,Transaction Date or Invoice Number from the "List Transactions by" drop-down box.
If you choose any of the date options, you need to specify a date range, but if you choose the Invoice Number option, you need to specify a Invoice Number.
When choosing any of the date options, it is important to realize that you are choosing the date of the Transactions. In other words, you are choosing a calendar period for which you want to see a list of all your transactions. For this type of download it is irrespective whether the transactions are marked as downloaded or not.

Select the List Of Transactions option from the "Report Type" drop-down box.
Select a Invoice Date ,Transaction Date or Invoice Number option from the "List Transactions by" drop-down box.
Select a date range or enter a re-imbursement number and click the Generate button.

Ad-Hoc Downloads(Fleet)

Figure 9: Download Generated

In this section, you also have the option to either download the generated file to excel or to have it e-mailed to yourself.

If you click the Download File and Open or the Email File button, the file is downloaded or emailed, depending on which button is clicked.

Possible Problems:

  • Error message : Cannot download for a date range longer than 31 days. This indicates that you have chosen a date range which exceeds the limit allowed by Card MIS. Please enter a date range no longer than 31 days.
  • Error message : There is no data available. This indicates that you have no transactions falling within the selected date range, or the Invoice Number is incorrect. Choose a different date range or try to expand the date range, up to a maximum of 31 days.
  • Error message : Invalid Start Date. This indicates that you have entered an invalid date, please ensure that you use the YYYY/MM/DD date format.
  • Error message : End Date must be after Start Date. This indicates that your either your End Date or your Start Date are incorrect, please ensure that the Start Date is earlier than the End Date.