Import/Export Gauging

Bulk import and export of tonnage certificate data are essential features for efficient and centralized management of equipment verifications.

Bulk import allows you to quickly add multiple tonnage certificates into the system using a preformatted file. This method significantly simplifies the onboarding process, reducing manual entry time and ensuring certificates are updated quickly and accurately. It is particularly useful for companies or organizations managing a large number of certificates, allowing them to focus on strategic tasks while ensuring continuous and reliable data management.

Data export, on the other hand, generates a structured file containing all the key information relating to tonnage certificates, such as vehicle details, associated amounts, and issue and validity dates. This file, often available in CSV or Excel formats, allows simplified management of operations and in-depth analysis of certificates. It helps ensure compliance with current standards while facilitating the monitoring and auditing of tonnage certificates.

By combining these two functionalities, managers can optimize the management and analysis of tonnage certificates, thus ensuring complete traceability and optimal equipment compliance.

Mass import of tonnage certificates

Bulk import of tonnage certificates allows users to quickly add multiple certificates into the system at once, using a preformatted file. This feature is particularly useful for companies or organizations that manage a large number of certificates and want to integrate them without errors and as quickly as possible.

By allowing you to upload a file containing all the necessary information for each certificate, this method greatly simplifies the adding process. It reduces the time spent on manual data entry and ensures rapid and accurate updating of tonnage certificates. This allows managers to focus on higher value-added tasks while ensuring continuous and reliable system updating.

Step 1: Download and prepare the template file

Before you begin importing, you must download a template file specific to this task. This file contains predefined columns that are important to fill in correctly to ensure error-free import.

• Download the template:

  The model file is easily accessible through the interface. It contains columns that are essential for import, and each column must be completed in a specific order.

• Respect the order of the columns:

  The required fields in each line are:

  • vehicle
  • Start date
  • End date

• Prepare your file:

  • Make sure there is only one value per cell.
  • Avoid blank lines in the middle of the file to avoid errors.
  • Check that the dates follow the expected format (dd/mm/yyyy).
  • Correctly complete the required fields for each line.

Step 2: Load the tonnage certificates file

Once the file is prepared, it is time to load it into the system.

• Select file:

  Click the "Browse" button to locate the template file on your computer and select it.

• Start loading:

  Once the file is selected, click "Next" to start the data loading process. The system will analyze the file and prepare the information for final verification.

• Check the data summary:

  • A summary will be displayed with the total number of lines in the file and the number of lines ready for import.
  • This summary allows you to quickly check if the data is compliant before moving on to the next step.

Step 3: Verifying the imported data

After loading the file, a summary table of the recordings will be displayed. At this point, it is crucial to verify that all data is compliant before finally importing it.

• Error checking:

  The system will highlight any potential errors, such as missing fields in required columns or incorrect formats. For example, if a vehicle or date is missing, this will be reported.

• Validation of correct records:

  Rows without errors will be highlighted and marked ready for import. You can therefore examine each line to ensure the conformity of the following information:

  • vehicle
  • Start dateAndEnd date
  • Completion date
  • Amount excluding tax, VAT, AndAmount including tax
  • AttachmentAndUser

Step 4: Finalize the import of tonnage certificates

Once the data has been verified and corrected, you can proceed to the final import of the certificates into the system.

• Click “Import”:

  This will validate the addition of records to the system database.

• Import confirmation:

  A confirmation message will appear to let you know that the import was successful and that all certificates were successfully added.

This structured import process saves managers time and reduces the risk of errors when adding tonnage certificates in bulk. Thanks to this method, data is integrated accurately and consistently, ensuring optimal tracking and smooth management of certificates within the company.

Export of tonnage certificate data

The export of tonnage certificates constitutes an essential tool for the management and monitoring of equipment verifications. This process creates a structured file bringing together all the necessary information relating to the certificates issued, including vehicle details, associated amounts, and dates of issue and validity. This file, often exported in standard formats such as CSV or Excel, facilitates the management of operations and allows in-depth analysis of tonnage certificates to guarantee compliance with current standards.

The data export includes several key fields that allow a clear and detailed overview of the measurement certificates associated with each vehicle or equipment. This data includes:

• Fleet: Indicates the division or vehicle group to which the equipment belongs, thus facilitating management by category or operational group.

• Registration: This column lists the registration of the vehicle or equipment, providing unique identification and making it easier to accurately track the certifications of each unit.

• Code: The code assigned to each measurement certificate allows quick reference and simplified searching of information in the system.

• Brand: The brand of the vehicle or equipment is specified here, allowing you to know the origin of the device and to check the standards specific to each manufacturer.

• Model: The equipment model is mentioned to provide a complete view of the technical specifications, which can be useful for checks or audits.

• Category: This category classifies the equipment or vehicle according to its use or its type, thus facilitating management according to the classification of resources.

• Number: The unique number of the tonnage certificate is indicated to ensure precise traceability of the documents and the controls carried out.

• Amount excluding VAT, Amount including VAT: This financial information details the amounts relating to each certificate, including the price excluding tax, the VAT applied and the total amount including tax, allowing clear financial management and monitoring of associated costs.

• Start Date and End Date: Certificate issue and validity dates are included, providing a view of the validity period and allowing planning for future renewals or verifications.

• User: This column mentions the user responsible for the equipment or vehicle, thus facilitating resource management and traceability of certificates.

Exporting measurement certificates not only centralizes data for rigorous monitoring, but it also ensures proactive management of equipment checks. By making this information accessible and organized, this functionality supports strategic decision-making, whether planning future controls, assessing associated costs, or ensuring compliance with current regulations. Managers can thus ensure that all equipment is correctly certified, minimizing the risk of non-compliance and optimizing the use of resources within the company.