Import Data From An Excel Spreadsheet

This article explains how you can import data into Vehicle Fleet Manager 5.0 from an Excel Spreadsheet.

Important: Microsoft Excel must be installed on the computer for this feature to work.

At this time, the following type of data can be imported:

• Vehicles
• Fuel Entries
• Parts
• Inventory Locations
• Vendors
• Customers
• Contacts
• Service Tasks
• Inspection Items
• Meter Entries

In the following steps, I will show you how to import Fuel Entries from an Excel Spreadsheet.

1. Open the Fuel Entries view:
   
   
   
2. Generate a spreadsheet that you will use to populate your data before importing. To do so, use the "Import Data - Generate Template Spreadsheet" button:
   
   
   
3. You will have to choose a destination for the file that will be generated then you will be asked if you want to open the file. Click "Yes":
   
   
   
4. The Excel file will open. You will see that there is two sheets in this file. The first is named "Fuel Entries" and the second is named "Allowed Values". You have to populate the "Fuel Entries" sheet with the data you want to import. Dont modify the "Allowed Values" sheet.
   Fuel Entries sheet:
   
   Allowed Values sheet:
   
   
   You will notice that the column headings have particularities:
   - Headers with red background indicates that the value in the column is required. You cannot leave it blank. In our example, the "Vehicle" and "Date" columns are required:
   
   - Headers with blue text must be populated exclusively with the data contained in their corresponding column in the "Allowed Values" sheet. For example, the "Vendor" column in the "Fuel Entries" sheet can only be populated with values contained in the "Vendor" column of the "Allowed Values" sheet. So the data that you will type in this column of the "Fuel Entries" sheet...
   
   ...can only be data that is available in this column of the "Allowed Values" sheet:
   
   - Headers with grayed text are columns for which there is currently no data in their corresponding column in the "Allowed Values" sheet. For example, as there is no "Fuel Tank" existing in the database, the "Fuel Tank" column of the "Allowed Values" sheet contains no data. So you cannot enter anything in the "Fuel Tank" column of the "Fuel Entries" sheet.
   
   
5. Populate the sheet with the data you want to import. You can now populate the "Fuel Entries" sheet with your data. Once you're done, save and close the file.
   
   
6. Import your data. To do so, use the "Import Data - Import Data From Spreadsheet" button to select the file you just populated and proceed with the importation:
   
   
   
7. A dialog will ask you to confirm. Click "Yes":
   
   
   
8. Then finally, a dialog will show you the result of the importation: