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

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.
   
   
   
   
   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. 

History

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

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. 

Configuration

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. 

Troubleshooting

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.

Security

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. 

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