Help MAINTAIN COMPANY

Maintain Company

TSA Administrators are the only user type with access to the Maintain Company menu item on Card MIS.

To navigate to the Maintain Company Screen, use the following keystrokes: Maintain/Company.

Maintain Company

Figure 1: Maintain Company Screen

To ADD A Company

To Create or Add a new company to the Card MIS, use the following keystrokes: Maintain/Company.
Click the Add button.

Maintain Company

Figure 2: Add Company Screen

On the Add Company screen you can enter the relevant company details. It is important to note that while capturing the company details, you also have to capture the Company's Administrator details. After entering the Company Name, Company Type and Account Number, you need to select the Link Type for the company.

The Link Type defaults to "Not linked" for all Dealers, because Dealers cannot be linked.
Fleet Customers/Companies can be linked to each other and you have a choice between "Not Linked", "Sub-Contractor" and "Main":
Use "Main" for companies on level 1.
Use "Sub-Contractor" for companies on level 2 or 3.
Use "Not Linked" for companies that stand on their own.

Use the drop-down boxes to select the Country, Province, City, Suburb, Site Classification and Zone.
Enter the Physical Address, Postal Address and GPS Coordinator.

Lastly, enter the details of the Company Administrator.
Once you are done entering all the relevent details, click the Ok button. Card MIS will send the Administrator's User ID and Password to the the Email address entered.

Possible Problems:

  • Error message: Company Name, Account Number, Surname, First Name, Email Address, Telephone Country / Code / Number is Required. This indicates that you have not completed one of the mandatory fields.
  • Error message: Not a valid Email Address. Check that the email address is correctly entered and valid.
  • Error message: Telephone Country must be in the correct format. Check that the telephone country code is correct - it must start with a plus sign (+) and consist only of numbers. Eg. +27
  • Error message: Telephone Code must be in the correct format. eg. (0)21. Check that the telephone area code is correct.
  • Error message: Telephone Number must be Numeric. Check that you have used only numbers and avoid using spaces.
  • Error message: Account Number cannot be more than 10 characters. This indicates that there are too many digits in the Account Number field.
  • Error message: Account Number must be Numeric. This indicates that there are characters and/spaces in the Account Number field. Please use digits only.
  • Error message: Account Number Already Exists. This indicates that you entered an Account Number which already exists. Ensure that the Account Number is correct and unique. If it is correct and already exists, use the Edit Company function to view the details of the company with the same Account Number.

To SEARCH For A Company

To Search for a company on the Card MIS, use the following keystrokes: Maintain/Company.
Click the Search button.

This is an "open" search. Card MIS displays a list of all the relevant companies in the Card MIS, on the Company Search Results screen.
To refine your search you can enter specific search criteria on the Maintain Company screen.

You can enter the Company Name/Account Number or part thereof in the "Company/Account No" field.
You can also use the drop-down boxes to narrow the search to specific criteria.
If you are looking for a De-activated company, click the "Show De-Activated" check-box.
One or all of these entries will limit the list of companies that the system displays on the Company Search Results screen.

Maintain Company

Figure 3: Company Search Results Screen

Possible Problems:

  • Error message: There is no data available. This indicates that the search criteria were not valid. Try and make your search wider, by entering/selecting less search criteria.

To EDIT A Company

To Edit a company on the Card MIS, use the following keystrokes: Maintain/Company.

To find a specific company that you would like to Edit, refer to the To SEARCH For A Company section.

Once you have found the specific company, click the "Edit" link next to that company's "Total Account Number".

Maintain Company

Figure 4: Edit Company Screen

On the Edit Company screen, you can edit the relevant Company and Company Administrator's details, with the exception of the "Account No." field.

Once you are done editing the relevant details, click the Ok button to save the changes.

Possible Problems:

  • Error message: Company Name, Account Number, Surname, First Name, Email Address, Telephone Country / Code / Number is Required. This indicates that you have not completed one of the mandatory fields.
  • Error message: Not a valid Email Address. Check that the email address is correctly entered and valid.
  • Error message: Telephone Country must be in the correct format. Check that the telephone country code is correct - it must start with a plus sign (+) and consist only of numbers. Eg. +27
  • Error message: Telephone Code must be in the correct format. eg. (0)21. Check that the telephone area code is correct.
  • Error message: Telephone Number must be Numeric. Check that you have used only numbers and avoid using spaces.

To DE-ACTIVATE A Company

To De-Activate a company on the Card MIS, use the following keystrokes: Maintain/Company.

To find a specific company that you would like to De-Activate, refer to the To SEARCH For A Company section.

Once you have found the specific company you want to De-Activate, click the "Edit" link next to that company's "Total Account Number" and then click the De-Activate button on the Edit Company Screen.
Alternatively you can click the check-box next to the"Edit" link, and then click the De-Activate button.

Card MIS will display a pop-up message: "Are you sure you want to De-Activate this Company?".

Maintain Company

Figure 5: Confirmation Pop-Up

If you are certain that you want to De-Activate the Company, click the Continue button.
Card MIS will then display a confiirmation message.

Maintain Company

Figure 6: Successful De-Activation

Possible Problems:

  • Error message: 0 Company(s) De-Activated Successfully. This indicates that you have not selected any Company's check-box.

To ACTIVATE A Company

To Activate a company on the Card MIS, use the following keystrokes: Maintain/Company.

To find a specific Company that you would like to Activate, firstly you must click the "Show De-Activated" check-box, as you can only Activate companies who have been De-Activated.

Maintain Company

Figure 7: Maintain Company Screen (De-Activated Companies)

Now you may continue with the search, refer to the To SEARCH For A Company section.

Once you have found the specific company you want to De-Activate, click the "Edit" link next to that company's "Total Account Number" and then click the Activate button on the Edit Company Screen.
Alternatively you can click the check-box next to the"Edit" link, and then click the De-Activate button.

Card MIS will display a pop-up message: "Are you sure you want to Activate this Company?".

Maintain Company

Figure 8: Confirmation Pop-Up

If you are certain that you want to Activate the Company, click the Continue button.
Card MIS will then display a confiirmation message.

Maintain Company

Figure 9: Successful Activation

Possible Problems:

  • Error message: 0 Company(s) Activated Successfully. This indicates that you have not selected any Company's check-box.

To DOWNLOAD A List Of Companies

To download a list of companies, use the following keystrokes: Maintain/Company.

To find a specific list of companies that you would like to Download, refer to the To SEARCH For A Company section.
If the company has been De-Activated then you must click the "Show De-Activated" check-box, before you start the search.

Once you have found the list of companies you wish to Download, depending on which format you prefer, click the Download to Csv and/or Download to Pdf button.
Please Note: PDF format is Non-Editable, whereas CSV format is Editable.

To EMAIL A Company

To email a company, use the following keystrokes: Maintain/Company.

To find a specific company that you would like to Email, refer to the To SEARCH For A Company section.
If the company has been De-Activated then you must click the "Show De-Activated" check-box, before you start the search.

Once you have found the company you wish to Email, click the check-box next to the"Edit" link, and click the Email button.
The system opens your default email service (eg. Outlook or Lotus Notes), and you can now type and send your message.

Possible Problems:

  • Error message: No companies selected. Please use check boxes to select companies you wish to email. This indicates that you have not selected the check-box of the company you wish to email.

View Company

To View A Company

To View a company's details on the Card MIS, use the following keystrokes: View/Company.

Maintain Company

Figure 10: View Company Screen

To find a specific company that you would like to View, refer to the To SEARCH For A Company section.

Once you have found the specific company, click the "View" link next to that company's "Total Account Number".

Maintain Company

Figure 11: View Company Details Screen

Note that on this screen, all the company's details have been greyed-out and is therefore not editable.
Click the Cancel button to return to the View Company Screen.