iMaint Help - Review and Apply Fluid Data

Review and Apply Data

Once the data from the ASCII file and manual fluid entry has been moved to iMaint you have the ability to check the records created in the iMaint application before it is available for employees to use. Access this form through the iMaint navigation tree under the Fuel node. Click on Review Data.

The top of the form displays multiple records for you to review. Highlight one record at a time to see the information display in the Primary and Secondary tabs on the bottom of the form.

Note: Labels with red text denote required fields. You must enter information in these fields.

Field	Description
Unit (Asset) ID	The unique ID of the unit (asset) that the fuel was dispensed.
Unit (Asset) Description	A description of the fuel transaction will display beside the unit ID.
Card ID	If you use a specific credit card when purchasing this fuel this field links the card ID to the fuel transaction. The card ID will need to be a unique code to reference the specific card.
Date and Time	This field represents the date and time the fuel was pumped.
Meter Value	This field represents the odometer reading at the time the fuel was pumped.
Ticket	If applicable the fueling receipt or ticket number will be located in this field.
Quantity	The number of units (ex. gallons or liters) pumped.
Distance Traveled	This field will display the number of meter clicks since the last meter update. If there is not a previous meter log record for the unit, this number can not be calculated and displayed.
Distance Per Measure	The distance traveled divided by the quantity will be calculated and displayed each time the user changes the meter value or quantity.
Cost	The price per unit of fuel pumped.
Station (Warehouse)	This is the ID number of the station the fuel was pumped.
Station (Warehouse) Description	A name or description of the station ID.
Fluid (Part ID)	A unique ID to define the fuel that was pumped into the unit (asset).
Fluid (Part) Description	Full name or description of the fuel or liquid added to the unit.
Pump or Tank (Location ID)	This field should represent the pump or tank that dispensed the fuel to the unit (asset).
Pump or Tank (Location) Description	Full name or description of the tank used during the fueling transaction.
GL	This general ledger account ID is linked to this transaction.
GL Description	Full name or description of the general ledger account ID linked to the transaction.
Errors	If an error occurs during processing a description of what is wrong with the record will appear in this field.
Overwrite Errors	This field defaults to No, but if checked then the record will be processed with no regard to the errors that may occur.
Comments	Any comments related to the specific fueling transaction.

The Primary and Secondary tabs at the bottom of the form, display the record highlighted in the above grid. These two tabs make it easier to view the information in one record.

If the pending transaction was entered with a meter reading less than the current meter value listed for the unit ID the following radio buttons will be available.

Field	Description
Entry Error	If this is marked a simple data entry error such as an invalid unit ID, fluid or tank was used. It could be an invalid meter value was entered. The user will need to edit the transaction and save the record to be processed once again.
Meter Rollover/ Reset	A meter reading less than the currently recorded meter for your unit (asset) may indicate your odometer has rolled over or reset back to zero. If your odometer has gone past the maximum number that can display and rolled or reset back to the beginning, select this option. To keep the most accurate meter readings it is important to tell iMaint that a meter rollover has occurred to count the meters prior to the rollover or reset. For example, if your meter can read the maximum of 999,999 clicks and physically you have gone over that amount the display may show 000,042. It would not be correct to say the meter reading of this unit (asset) is 42. You must log that a meter rollover has occurred for iMaint to calculate the meter reading as 1,000,041. The user must exit the Review data form and enter a meter rollover record for that unit (asset) before this transaction is applied to iMaint.
Insert Out of Order Transactions	Records must be processed in the date sequence.
Over Write Errors	This field defaults to No but if the box is checked, that indicates this record can be processed with the error anyway.
Error Field	A description of any error pertaining to the specific record will display in this box.
Comments	Use this section to add any extra comments.

Validate

The fuel transaction records can be validated before applied to the iMaint database. This will match data from the transaction to data already created in iMaint. For example, if you have fueling transactions for a specific unit ID to be applied to iMaint, by clicking the Validate button iMaint will make sure that unit ID already exist in iMaint.

iMaint will check to make sure the following fields are valid:

Unit (Asset) ID
Card ID
Meter Value
Fluid (Part)
General Ledger
Station (Warehouse)
Tank (Location)

Records not validated will remain in the Review window for you to resolve before applying to iMaint.

When meter value is validated iMaint will look at the Unit Type record to check for a the Low and High Fluid Distance Per Meter values. You can define the lowest gallons/liters used per distance, the highest number of gallons/liters per distance and assign an average gallons/liters used per distance for each Unit Type. This will allow iMaint to compare the transaction meter value with the Unit Type range and if it does not fall within the set range you will receive an error. Transactions with this error will need to be reviewed before trying to process again.

Clear Transactions

If you have multiple records you do not want applied to the iMaint databases you may use the clear transaction button. This will clear all transactions in the Review Data window. This button is useful when you have non-posted error transactions that you know should not be added to the database, click the clear transaction button to clear them all at once instead of trying to delete each individual record.

Apply Data

The process of adding records into iMaint happens behind the scene. Should there be an error in one of the records, all records with a transaction date before the record with the error will post into the database. Records with a transaction date equal to or after the date on the record with the error will not be applied to iMaint. Once the error is corrected the you may select the Apply Data option again.

Note: Records of transactions that do not post to the database will remain under Review Data. After you click the Apply data button always check for unposted transactions.

The process to apply data to iMaint can be accessed two ways. One is from the Review Data form and the other is by clicking on Apply Data from the iMaint navigation tree under Fuel.