Fleet Management Interface: Table Driven Method

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.

Limitations & Restrictions

If PENTA is unable to load an individual row, it bypasses that record and moves on to the next. It notes the rejected rows and does not load them into PENTA.

If System Option 128 (Reject Interface File on Error) is set to Y (Yes) and at least one record has an error, then PENTA will reject the entire file and loads none of the rows.

If PENTA rejects a row, you cannot resubmit the file because a batch already exists for the file name and file type.

Where to View Loaded Data

You can review interfaced data in the Asset Information window.

Available Tables

Charging By Usage (USAGE) Record

After interfacing this data, you can review it in the Asset Information window’s Charging by Usage tab.

The following information relates to the INTR_FA_USAGE table.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within interface request.

ACTIVITY_CD

Req

C! 1

Required for all activity. Possible values are:

  • A (Add) – If a record with the same FA_ID, EFF_DATE, or UM already exists, PENTA records an error.

  • C (Change) – Update an existing record. If PENTA cannot update the column, it records an error.

  • D (Delete) – Delete an existing record. If PENTA cannot delete the column, it records an error.

  • U (Update) – Handled as A (Add) if there is no record with the same FA_ID, EFF_DATE, or UM. Handled as C (Change) if a record with the same FA_ID, EFF_DATE, or UM already exists.

Activity Code C is not allowed for assets scheduled for disposal.

FA_ID

Req

X

ID of the fixed asset.

D_EFF_DATE

Req

D

The effective date of the per unit charge rate.

UM

Req

C! 5

The unit of measure to which the rate applies.

RATE

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.

MIN_USAGE_RATE

Opt

F 15.4

The minimum charge rate for the fixed asset, per unit of measure. Must be ≥ 0.00.

MODIFICATION_
DATE

Opt

D

Once the process completes, this is the date PENTA marked the record as modified in the database. The current date is the default value.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

ID of the employee performing the load process. This ID must exist in PENTA.

Fixed Asset (FA) Record

You can view and modify interfaced data in the Asset Information window’s Master tab, Depreciation tab, Charging by Usage tab, and Charging by Rental tab.

The following information relates to the INTR_FA_FA table.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within interface request.

ACTIVITY_CD

Req

C! 1

Required for all activity. Possible values are:

  • A (Add) – If a record with the same FA_ID exists, PENTA records an error.

  • C (Change) – Update an existing record. If PENTA cannot update the column, it records an error.

  • D (Delete) – Delete an existing record. If PENTA cannot delete the column, it records an error.

  • U (Update) – Handled as A (Add) if there is no record with the same FA_ID. Handled as C (Change) if a record with the same FA_ID already exists.

ACTIVITY_CD C is not allowed for assets scheduled for disposal.

FA_ID

Req

X

ID of a fixed asset.

DESCR

Req

C 30

Description of the fixed asset

BARCODE

Opt

C 128

Barcode of the fixed asset. BARCODE/OU_ID combination must be unique across all assets.

This defaults as the FA_ID if System Option 316 is set to R or Y.

Required if System Option 316 is “R;” otherwise, do not enter a value.

PAR_FA_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_CD is A, values of the following columns default from the parent asset if they are not specified:

  • FA_CLASS_NUM

  • OU_ID

  • D_OU_DATE

  • FA_YARD_NUM

  • USE_INC_ACCT_NUM

  • UM

  • RENT_INC_ACCT_NUM

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.

FA_STAT_CD

Req

C! 1

The status of the fixed asset. Valid values are A (Active) or I (Inactive). This defaults as A.

OU_ID

Req

X

ID of the fixed asset’s Organization Unit. If System Option 194 is Y and PAR_FA_ID is not null, OU_ID must equal the parent asset’s OU_ID.

D_OU_DATE

Req

D

The date the fixed asset was assigned to OU_ID. If System Option 194 is Y and PAR_FA_ID is not null, this must equal the parent asset’s D_OU_DATE.

FA_CLASS_NUM

Req

I 6

ID of the fixed asset’s class. If ACTIVITY_CD is A (or C and the FA_CLASS_NUM is being changed) and this class has an Income Account # that is an active equipment revenue account, then values of the following columns default from the FA_CLASS_NUM if they are not specified:

  • USE_INC_ACCT_NUM

  • UM

  • RENT_INC_ACCT_NUM

D_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_CD is C.

LOAD_DEPR_FROM_
CLASS

Opt

C! 1

Indicate (with Y for yes or N for no) whether depreciation parameters should default from the fixed asset class. This defaults as N.

This is only applicable if ACTIVITY_CD is A.

LOAD_MAINT_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 ACTIVITY_CD is A. If ACTIVITY_CD is C and the FA_CLASS_NUM is being changed, then this column determines whether any maintenance schedules that exist for the new class (but do not exist for the fixed asset) should be set up for the fixed asset.

D_ACQ_DATE

Req

D

The date you acquired the fixed asset.

You cannot change this after booking acquisition or depreciation for the fixed asset.

D_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.

ORIG_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_ID, this column defaults as 0 and cannot be changed.

FA_PIECES

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.

D_ACQ_DISTR_DATE

Req

D

The posting date for acquisition entries.

This defaults as the D_ACQ_DATE.

Required if ORIG_COST or FA_PIECES changes; otherwise, do not enter a value.

This is only applicable if ACTIVITY_CD is A or ORIG_COST or FA_PIECES changes.

ACQ_OFFSET_ACCT_
NUM

Req

X

The offset account for acquisition entries.

Required for ORIG_COST or FA_PIECES changes; otherwise, do not enter a value.

This is only applicable if ACTIVITY_CD is A or ORIG_COST or FA_PIECES changes.

ACQ_FA_EXP_CAT_
NUM

Opt

I 3

The expense category for acquisition entries.

Required if ACQ_OFFSET_ACCT_NUM is an Asset Expense Account; otherwise, do not enter a value.

FA_OWN_CD

Req

C! 1

The asset’s Ownership Code. Possible values are O (Owned), L (Leased), R (Rented), F (Field Rental), or G (Generic).

This defaults as the Default Asset Ownership Code for the (USER_ID running the interface process) (if there is one), otherwise this defaults as O.

If Security Action “Allow entry of Ownership Code” is set to N for the USER_ID, then you cannot change this column.

FA_YARD_NUM

Opt

I 3

The fixed asset’s home yard.

D_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_CD is C.

SERIAL_ID

Opt

C! 35

The fixed asset’s serial ID.

MODEL_ID

Opt

C! 18

The fixed asset’s model ID.

ENGINE_ID

Opt

C! 15

The fixed asset’s engine ID.

ITC_AMT

Opt

F 15.2

Amount of the fixed asset’s Investment Tax Credit taken for the asset so far. Must be ≥ 0.

D_REPL_DATE

Opt

D

The date you expect to replace the fixed asset with a new one.

REPL_AMT

Opt

F 15.2

The expected cost of replacing the fixed asset with a new one. Must be ≥ 0.

D_INSURED_DATE

Opt

D

Effective date of the fixed asset’s insurance policy.

INSURED_AMT

Opt

F 15.2

Amount for which the fixed asset is insured against damage. Must be ≥ 0.

USE_INC_ACCT_NUM

Opt

X

ID of the income account when charging by usage. This must be an Equipment Revenue account.

This defaults from the FA_CLASS_NUM or the PAR_FA_ID.

UM

Opt

C! 5

Default unit of measure when charging by usage.

This defaults from the FA_CLASS_NUM or the PAR_FA_ID.

RENT_INC_ACCT_NUM

Opt

X

Income account number when charging by rental. Must be an Equipment revenue account.

This defaults from the FA_CLASS_NUM or the PAR_FA_ID.

JOB_CHRG_LIMIT_PCT

Opt

F 8.5

The job charge limit percentage when charging by rental.

MID_QTR_CD

Opt

C! 1

This column only applies if all of the following are true:

  • The ACTIVITY_CD is A. This column also applies if the ACTIVITY_CD is C and you are either changing the IN_SERVICE_DATE or the asset has no IN_SERVICE_DATE and you are changing the ACQ_DATE.

  • LOAD_DEPR_FROM_CLASS is Y. This condition only applies to ACTIVITY_CD A.

  • The fixed asset’s class is not set up for exclusion from mid-quarter convention.

  • The in-service date (or acquisition date if is-service is null) falls within a closed fiscal year or a fiscal year earlier than the first fiscal year established in PENTA.

  • The ACTIVITY_CD is A and the fixed asset class has a MACRS depreciation method. Or the ACTIVITY_CD is C and the fixed asset itself has a MACRS depreciation method.

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.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

ID of the employee performing the load process. This ID value must exist in PENTA.