Uploading Toll Statements

Kurt Lingohr -

Version 4.11 onwards introduces the ability to upload Toll statements.

A quick note about statement formatting

The uploader expects the road toll statement to be in a particular format and at present only the CityLink (VIC), Roads and Maritime Services (NSW), NZ Tolling Authority and GO VIA (QLD) formats are supported.

Should these tolling authorities make any changes to the format of the toll statement, it is likely the toll uploader will stop working. Should this occur, please log a ticket so we can investigate the formatting changes.

How the uploader works

Like the other uploaders, you locate the CSV file on your computer and click the 'Upload' button. The supported tolling authorities should send you a CSV formatted file, so all you need to do is upload that file. There's no need to open it in Excel first - just upload the CSV file you receive.

Toll statement structure

Normally the toll files contain different sections. Typically:

  • Trips where tag is recognised but vehicle LPN (rego) is not
  • Trips where LPN is identified but no tag in vehicle
  • Fees and adjustments
  • Trips with tag in the vehicle (the bulk of the file)

The importer will go through each section and import each transaction/row into the new Toll Register. The Toll Register is available from the Sysadmin page, under the heading 'Registers'.

For trips where the tag is identified but the LPN (rego) is not, the importer will try to resolve the LPN by looking up the Tag Number from the Vehicle register. The Tag number field is also new in version 4.11 to facilitate this lookup.

The remainder of the transactions should explicitly specify the LPN, so this makes the rest of the importer logic quite straight forward.

Impact on internal charging

Where the dollar amount of the transaction is greater than zero, the importer will also automatically raise an expense transaction for the Expense Register.

Where possible it will levy the expense against the driver's Cost Centre and Project Code, if the driver can be identified.

It does this by examining the date/time of the toll transaction, looking up the bookings table to see which driver had the booking at that time, then using that driver's Cost Centre code and Project Code to raise the expense to the Expense register.

Where the driver cannot be identified - such as a late fee or 'no tag in vehicle fee', the expense will be levied against the vehicle's cost centre. In other words, the expense is not able to be pinned back to a particular driver.

Duplicate checking

As per the other uploaders, the first few lines of the file will be examined to check if this is a duplicate file. It does this by looking at the dates, times and amounts to see if the record has been imported previously. Duplicate files are rejected by the importer with a message to the screen.

 

 

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