Import/Export Flexibility

The flexibility certificate import and export functionality provides an efficient solution for managing a large volume of data. It allows you to quickly add certificates to the system via a pre-formatted file or generate an exported file for analysis or sharing.

Step 1: Preparing the File

Download the model:

• Upload a template file (.xlsx or CSV) from the system.
• This file contains a specific column structure.

Respect the structure:

The mandatory columns to complete are:

• Vehicle:Identifier or registration.
• Number:Unique certificate number.
• Amount excluding tax:Amount excluding taxes.
• Start date:Start of validity (format: dd/mm/yyyy).
• End date:End of validity (format: dd/mm/yyyy).

The optional columns are:

• VAT:Rate applied (e.g.: 20%).
• Amount including tax:Automatic calculation if excluding tax and VAT are provided.
• Return date:If applicable.
• Attachment:Link or name of the associated document.
• How:Additional notes or comments.

Data verification:

Make sure that:

• Required fields are completed.
• The dates follow the required format.
• The amounts are consistent.

Step 2: Load File

Access the import tool:

• Go to the flexibility certificate management module and click onImport.

Load the file:

• Select the prepared file and clickUpload.

Data validation:

The system checks for possible errors:

• Missing required fields.
• Incorrect format (dates or amounts).
• Errors are reported in a detailed report.

Confirm import:

• Once corrected, validate the data to integrate the certificates into the database.

Exporting Flexibility Certificates

Step 1: Configure Export

Access the export tool:

• From the certificate management module, click onExport.

Define the selection criteria:

• Apply filters if necessary (by vehicle, date, amount, etc.).
• Example: Export only active certificates or certificates for a specific vehicle.

Step 2: Generating the File

Choose the format:

• Excel (.xlsx): Ideal for analysis or processing.
• CSV: Compatible with various third-party tools.

Fields included in the file:

• Vehicle, Number, Amount excluding tax, VAT, Amount including tax, Start date, End date, Return date, Attachment, Comment.

Download:

• Click onDownloadto save the file to your device.

Advantages of Importing and Exporting

Efficiency:

• Adding in bulk reduces manual entry time.
• Exporting makes data easier to share and analyze.

Precision :

• Standardized files ensure consistent information.

Simplified tracking:

• Centralized and organized management of certificates.

Use Case

Import:

• Initial integration of a large number of certificates.
• Periodic updating of existing data.

Export:

• Generating reports for audits.
• Sharing data with partners or internal services.

This dual functionality is essential for smooth and efficient management of flexibility certificates, meeting the needs of modern organizations.