Fuel Island Import

Available in myAvail 9.2+, the new Fuel Island Import feature enables you to manage your fuel island within the ETMS framework. The new web-based form simplifies fuel island management and daily use with customizable role access to match your agency's workflow.

  • Setup and configuration
  • Manual file import
  • File import management

  Navigation: ETMS > Transit Assets > Fleet Management > Daily Service

File Import

The Fuel Island import screen is where you'll import daily files. 

To import a fuel island file:

  1. Select the Fuel Island Vendor from the drop-down.
  2. Optional - Choose the From/Through Dates to limit the import to a specific date range. If you want to import all the data in the file, you may skip this step. To select dates, type the dates (MM/DD/YYYY format) or use the date picker by clicking the calendar icon.

    Fuel Island Import FromThrough Date Selection.gif

    TIP: When selecting dates, you must identify both from and through dates.
  3. Click the button and select your fuel island vendor's data file from your local computer.
    NOTE: The import must be formatted as a CSV file or Excel, depending on the vendor. See File Requirements for more information.
  4. The system uploads and validates the file.

  5. When the validation is complete, the upload status bar will be updated.

  6. Click the button when the upload is successful. You'll receive a confirmation at the bottom of the screen.

    TIP: See something unexpected during validation or import? Refer to Troubleshooting for common errors and corrective actions.
  7. Once you have successfully imported the fuel island file, begin Daily Service Entry by proceeding to ETMS>Transit Assets>Fleet Management>Daily Service>Daily Service Entry. 


The Fuel Island Import maintains a history of imported files that can be used to track error logs and warnings. 

NOTE: You can only access the history if your position is granted access to the Fuel Island Import Setup. See Security for more information.

To view and manage the import history:

  1. Click the icon in the upper right-hand corner to open the Fuel Island Settings screen.
  2. Click the History tab to view imports sorted by Vendor.
  3. Click the button to expand the list of import records and an overview of errors, warnings, and the import date.

  4. Click the button to the right of a record to view additional options.
    • Download File - Download the file that was imported. You can also click the file name in the list.
    • Delete - Delete the selected record from the history
    • Records imported without issues will display more information and options:

    • Records with at least one error will have the Download Log option.

      Click to download the log with more details.
  5. Beside each vendor name is the icon. Clicking this will delete all the files for the selected vendor. 
  6. Above the vendor list is the button. Clicking this will delete all records for all vendors. You will have to confirm this action for proceeding:

    Select NO if you do not want to delete all records for all vendors. 


Configuring the Fuel Island Import is split into two parts: consumable codes (which must be established first) and fuel islands. These items populate the drop-down menus and are what create the definition for each file import.

To add a Consumable Code:

  1. Click the icon in the upper right-hand corner to open the Fuel Island Settings screen.

  2. Select the Consumables tab and click the button.
  3. Complete the fields in the new record that appears at the bottom of the table:
    • Consumable Code - Type of consumable being used.
    • Product Code - Populates when the consumable code is entered.
    • Description - A brief description of the consumable code, ex. Transmission Fluid. 
    • Inventory Unit - Select the inventory unit from the drop-down, ex. TH - Therm. This list displays options created on the Transit Assets > Legacy ERP Setup > VM Misc Codes. 
    • Unit Cost - Enter the cost per unit of consumable. This value can be the average cost 
    • Meter Unit - Select the meter unit from the drop-down, ex. KW- Kilowatt. This list displays options created on the Transit Assets > Legacy ERP Setup > VM Misc Codes. 
  4. Repeat steps 2-3 to create additional consumable codes.

To add a Fuel Island:

  1. Click the icon in the upper right-hand corner to open the Fuel Island Settings screen.

  2. Click the button and complete the fields:
    • Unit ID - Specify a unit ID to identify your fuel island. Twenty characters max.
    • Description - A brief description of the fuel island, ex. Trillium Fuel Island. This description is used for (Purpose?)
    • Manufacturer - Manufacturer of the fuel island, ex. Trillium.
  3. Then click the button and complete the fields:
    • Vendor Code - Used to match the codes in the imported file to the myAvail-defined consumables definitions. 
    • Consumable Code - Select the appropriate consumable from the drop-down. This list pulls from the Consumables tab you set up in Step 1.
    • Product Code - This field populates based on your Consumable Code selection.
  4. Repeat Step 3 for Fuel Islands with multiple product codes.
  5. Click the button to save the new fuel island. You'll be returned to the Fuel Island Settings screen. 

File Requirements

Depending on the vendor, the import must be formatted as a CSV or Excel file. Participating fuel island vendors are established in the myAvail backend as accepting either CSV or Excel. You cannot submit both CSV and Excel files for the same vendor. Reach out to your Avail representative if you are unsure that your fuel island vendor participates in our file import. 

The following table lists the details of each field to be included in the Fuel Island Import file. 

Field Type Required Comments
VehicleNumber Integer/String Yes Vehicle ID number. Must match a record from the Vehicles table. 
Consumable String Yes

The consumable code. Must match the consumable code you created in the consumable code configuration. 

Quantity Float Yes The quantity of the consumable record (Ex. 100.53)
UnitCost Float Yes The per-unit consumable cost.
Odometer Integer Yes The odometer reading on the date and time the consumable record was created. 
TransactionDateTime DateTime Yes Date and time the consumable record was created. Requested timestamp format: MM-DD-YYYY hh:mm:ss.sss (Ex: 07-22-2021 05:31:00.000)


In this section, you'll find common errors and possible solutions for your fuel island file uploads. Click to expand an error and reveal the suggested solution.

Error getting Fuel Island Vendors.

There was a server error or there may be an error with the configured data.

Recommended action: Refresh the page. Contact the Avail Support Team if the error persists.

Add a Fuel Island from Settings before Importing.

You have no defined fuel islands.

Recommended action: Configure the consumables and at least one fuel island before attempting to upload a file.

No Import Definition found for <Vendor Name>. Using default Import Definition.

The fuel island vendor you created was not configured by Avail in the myAvail backend. There is a chance the upload will not work. Please contact Avail support to discuss adding your preferred fuel island vendor.

Recommended action: Check that you selected the correct file and try your upload again.

Invalid File Type. Expected a .xxxx but received a .yyyy

Your vendor is configured by Avail for a different file type. In the example above, the attempted import was saved as a .xlsx file, but that vendor is configured only for .csv files.

Recommended action: Check that you selected the correct file. If the data in the import is correct, resave the file in the correct format (.csv in the example above) and try your upload again.

There were errors importing the file.

Your import had more than one error.

Recommended action: Review the Import Summary and Import Errors for more information. Click the button in the Import Errors section for cell-specific details. Correct the identified errors and try your upload again.

Through Date must be after the From Date.

Your selected dates occurred out of order.

Recommended action: Ensure that you select the correct dates, with the From Date occurring before the Through Date, and try your upload again.

From and Through Dates must be selected together.

Only one of the dates was selected.

Recommended action: Select both From and Through Dates and try your upload again.

No Records to Import.

There are no records in the import file that match your selected dates.

Recommended action: Check that you selected the correct file and dates and try your upload again.


  Navigation: ETMS > Human Resources > Positions > Edit Position

To use this feature, your position must have the correct functions selected. These can be customized to match your agency's workflow. In this section, we'll reference the image below to describe each position function. 

NOTE: Your list of functions may not exactly match this image. The important aspect to capture is the overall hierarchy so you can easily locate each function.

  1. Fuel Island
    • Controls access to the Legacy ERP Fuel Island and associated navigation cards in ETMS.
  2. Fuel Island Import
    • Controls access to the modernized Fuel Island Import in ETMS.
    • Import - When selected, grants the ability to import Fuel Island files. Equivalent to the Legacy ERP Update Service permission.
    • Setup - Grants the ability to manage Fuel Islands, Consumables, and File History. Equivalent to the Legacy ERP Misc Codes (FI)*, Setup Fuel Island Unit ID, and Delete Uploaded Files permissions.
      NOTE Misc Code (FI) creation/management has not yet been migrated. Currently, you can only use Misc Codes from FI in Fuel Island Setup. See 
  3. Settings
    • Includes functionality equivalents from Transit Assets > Settings:
      • Fuel Island Form
      • Setup Consumable Product Codes
Was this article helpful?

Articles in this section

New to the Help Center?
Review the Help Center guide
Help Center Feedback
Have a suggestion for new content or how we can improve the Help Center? Let us know!