Fleet Management Interface: Pipe Delimited Method
- Samantha Menzynski
Use the Fleet Management Interface to load fleet management information using data from external applications.
The Fleet Management Interface has a Request Type of FA and an Interface Type of F. Data files you load must have Request Types assigned to the F Interface Type.
After interfacing records, you can review and correct them as needed in the Asset Information window.
Available Records
Fixed Asset (FA) Record
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | The value should be FA. The record updates the FIXED_ASSET table. |
2 | Activity Code | Req | C! 1 | Required for all activity. Possible values are:
Activity Code C is not allowed for assets currently scheduled for disposal. |
3 | Asset ID | Req | X | ID of fixed asset. |
4 | Description | Req | C 30 | Description of the fixed asset |
5 | Barcode | Opt | C 128 | The Fixed Asset’s barcode. Barcode/OU ID combination must be unique across all assets. Entry is required if System Option 316 is R; otherwise, do not enter a value. Defaults as the Asset ID if System Option 316 is R or Y. |
6 | Parent Asset ID | Opt | X | If the fixed asset is considered a “child” under a larger “parent” fixed asset, identify that parent fixed asset. If the Activity Code is A, values of the following fields default from the parent asset if they are not specified:
Parent/child relationships can only go two levels deep; you cannot specify a parent for an asset that has children and you cannot specify a parent that has a parent itself. |
7 | Status Code | Req | C! 1 | The status of the fixed asset. Valid values are A (Active) or I (Inactive). This defaults as A. |
8 | OU ID | Req | X | ID of the fixed asset’s Organization Unit. If System Option 194 is Y and Parent Asset ID is not null, this value must equal the parent asset’s OU ID. |
9 | OU Date | Req | D | The date the asset was assigned to OU ID. If System Option 194 is Y and Parent Asset ID is not null, this date must equal the parent asset’s OU Date. |
10 | Asset Class # | Req | I 6 | ID of the fixed asset’s class. If the Activity Code is A (or C and the Asset Class # is being changed) and the Asset Class has an Income Acct # that is an active equipment revenue account, then values of the following fields default from the Asset Class if they are not specified:
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11 | Class Change Date | Opt | D | When updating the fixed asset class, this is the date the class change should take effect. Required if the class is changing; otherwise, do not enter a value. This is only applicable if Activity Code is C. |
12 | Load Depreciation From Class | Opt | C! 1 | Indicate (with Y for yes or N for no) whether depreciation parameters should default from the fixed asset class. Defaults as N. This is only applicable if Activity Code is A. |
13 | Load Maintenance From Class | Opt | C! 1 | Indicate (with Y for yes or N for no) whether maintenance schedules should default from the fixed asset class. This defaults as N. This is applicable if the Activity Code is A. If the Activity Code is C and you are changing the Asset Class, then this field determines whether the maintenance schedules that exist for the new class but do not exist for the asset (if any) should be set up for the asset. |
14 | Acquisition Date | Req | D | The date you acquired the fixed asset. You cannot change this after booking acquisition or depreciation for the fixed asset. |
15 | In Service Date | Opt | D | The date the fixed asset was placed in service, if different from the acquisition date. You cannot change this after booking depreciation for the fixed asset. |
16 | Original Cost | Req | F 15.2 | The fixed asset’s Original Cost. Must be ≥ 0. If the Security Action “Allow entry of Original Value > 0 on new and existing assets” is set to N for the User, then this field defaults to 0 and cannot be changed. |
17 | Units | Req | I 9 | The number of units for the fixed asset. If you are reducing units on an existing fixed asset, there must be enough units on hand at the home yard to cover the reduction. This defaults as 1 and must be > 0. |
18 | Acquisition Distribution Date | Req | D | The posting date for acquisition entries. Required if Original Cost or Units changes; otherwise, do not enter a value. This defaults as the Acquisition Date. This is only applicable if Activity Code is A or Original Cost or Units changes. |
19 | Acquisition Offset Acct # | Req | X | The offset account for acquisition entries. Required if Original Cost or Units changes; otherwise, do not enter a value. This is only applicable if Activity Code is A or Original Cost or Units changes. |
20 | Acquisition Expense Category # | Opt | I 3 | The expense category for acquisition entries. Required if Acquisition Offset Acct # is an Asset Expense Account; otherwise, do not enter a value. |
21 | Ownership Code | Req | C! 1 | The asset’s Ownership Code. Possible values are O (Owned), L (Leased), R (Rented), F (Field Rental), or G (Generic). Defaults as the Default Asset Ownership Code for the User (if there is one), otherwise this defaults as O. If the Security Action “Allow entry of Ownership Code” is set to N for the User, you cannot change this field. |
22 | Yard # | Opt | I 3 | The fixed asset’s home yard. |
23 | Yard Change Date | Opt | D | When updating the yard, this is the date the yard change should take effect. This defaults as the current date. This is only applicable if Activity Code is C. |
24 | Serial ID | Opt | C! 35 | The fixed asset’s serial ID. |
25 | Model ID | Opt | C! 18 | The fixed asset’s model ID. |
26 | Engine ID | Opt | C! 15 | The fixed asset’s engine ID. |
27 | ITC Amount | Opt | F 15.2 | Amount of the fixed asset’s Investment Tax Credit taken for the asset so far. Must be ≥ 0. |
28 | Replacement Date | Opt | D | The date you expect to replace the fixed asset with a new one. |
29 | Replacement Amount | Opt | F 15.2 | The expected cost of replacing the fixed asset with a new one. Must be ≥ 0. |
30 | Insured Date | Opt | D | Effective date of the fixed asset’s insurance policy. |
31 | Insured Amount | Opt | F 15.2 | Amount for which the fixed asset is insured against damage. Must be ≥ 0. |
32 | Usage Income Acct # | Opt | X | ID of the income account when charging by usage. This must be an Equipment Revenue account. This defaults from the Asset Class or the Parent Asset ID. |
33 | Default Unit of Measure | Opt | C! 5 | Default unit of measure when charging by usage. This defaults from the Asset Class or the Parent Asset ID. |
34 | Rental Income Acct # | Opt | X | Income account number when charging by rental. Must be an Equipment revenue account. This defaults from the Asset Class or the Parent Asset ID. |
35 | Job Charge Limit Percentage | Opt | F 8.5 | The job charge limit percentage when charging by rental. |
36 | Mid-Quarter Convention Code | Opt | C! 1 | This field only applies if all of the following are true:
If these are true, indicate (with a Y for yes or an N for no) whether the fixed asset was subject to mid-quarter convention in the acquisition year. Defaults as N. |
Charging by Usage (USAGE) Record
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | The value should be USAGE. The record updates the EQ_USAGE_CHRG_RT table. |
2 | Activity Code | Req | C! 1 | Required for all activity. Possible values are:
Activity Code C is not allowed for assets scheduled for disposal. |
3 | Asset ID | Req | X | ID of the fixed asset. |
4 | Effective Date | Req | D | The effective date of the per unit charge rate. |
5 | Unit of Measure | Req | C! 5 | The unit of measure to which the rate applies. |
6 | Charge Per Unit | Req | F 15.4 | The amount you charge per unit for use of the fixed asset. If the fixed asset has multiple pieces, this is the rate per piece. Must be ≥ 0.00. |
7 | Minimum Charge Per Unit | Opt | F 15.4 | The minimum charge rate for the fixed asset, per unit of measure. Must be ≥ 0.00. |