Importing Your Fuel Reports

  • Updated

This article provides a step-by-step guide on how to import your fuel reports into BigChange. This process is crucial for maintaining accurate and up-to-date records of your fleet's fuel transactions.

 

Preparing Your Data for Import

To import your fuel report database into BigChange, you first need to prepare your data. This involves:

  • Copying your database: It's important to make a copy of your database as you may need to amend the data for a successful import into BigChange. You may also need the original data for internal usage.

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  • Ensuring uniform data presentation: All data should be presented uniformly. For example, Vehicle Registration Numbers should all appear in the format 'YB54 DFG' rather than 'YB54DFG'. The available headings in BigChange are:

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  • Using the BigChange template: Navigate to Support → User Guides, Templates & Add-ons → Template Fuel Card Import.xlsx to download the template. Once downloaded, edit the spreadsheet for import and save it under a new name.

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The template will look like this:

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This is how the above spreadsheet would look after it has been edited for import (and saved under a new name):

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Importing Your Data into BigChange

Once your data is prepared, you can import it into BigChange. Follow these steps:

  • Navigate to Fleet & Resources → Fleet → Import fuel transactions.

  • Click on the 'Import fuel transactions' icon to open the 'Import fuel transactions' popup.

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  • Download the relevant file and amend the headings using the BigChange categories.

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  • Click the 'Import' icon. An informational popup will open confirming that the import is taking place.

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  • You will receive an email confirming that the data has been imported successfully. If there are any errors, the email will specify the row with the error. You will then need to review and correct the data for import.

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The outlined area shows that all rows have been imported without errors.  If errors are shown on one specific row it will display as, for example:

Fleet - 54.png You would then need to review Line 3 of the data and correct it for import. 

 

Conclusion

Importing your fuel report database into BigChange is a straightforward process that involves preparing your data for import and then importing it into the system. Following these steps will ensure that your fleet's fuel transactions are accurately recorded and up-to-date.