Module · TMS

Import Travel

5 min read

Importing travel files allows you to mass add trips to the system from a pre-formatted file (usually an Excel file). This functionality is accessible via thefirst purple buttonimport.

It saves time and avoids repetitive manual entry.

Mandatory fields to fill in the file

For a travel file to be correctly imported, certain fields areobligatory:

Number:
Unique travel reference (example: 88/2025A).
➤ Allows each trip to be identified individually.
Departure date:
The date the trip begins (format: dd/mm/yyyy).
➤ Indicates departure planning.
Departure time:
Precise departure time (format: HH:MM).
➤ Specifies the start time of the trip.

These three fields must always be completedfor the import to be accepted by the system.

Optional fields (recommended but not required)

Other information can be left blank, but it is recommended to fill it in for more precision

Steps to follow for a successful import

Download the canvas

Before we begin, it isobligatory to download the model file (canvas)provided by the system. This canvas contains theexpected columns, theirexact namesas well as the order to be respected.

For what?
This ensures that the file structure fully respects the format expected by the system.

Fill the canvas with your data

Then fill in the downloaded Excel file:

Required fieldsto be informed:

Trip number
Departure date
Departure time

Optional fields(but recommended):

Customer
Driver
road
Category
Trailer, etc.

Attention :
The data entered must matchExactlyto those present in the system (customers, trips, drivers, etc.), otherwise an error will be generated during import.

Import the file into the system

Once the file is completed,return to the system interface.
Click on thecorresponding import button.
Select your Excel file.
Start the import.

Handling errors

If the system displays anumber of lines in error, this means that there is a problem with your entry.

Frequent cases of errors:

Wrong date or time format
Customer or trip name does not exist in the system
Required fields left empty
Poorly structured file (columns moved or renamed)

Solution :

Open the file.
Correct errors according to system messages.
Reimport a fixed version.

Summary of good practices

Alwaysuse the official templateof the system.
Respect the titles and ordercolumns.
Verify that the values entered exist in the system.
To inputall mandatory data.
In case of errors,correct and reimport.

Importing trip details

The importation ofjourney detailsallows you to complete or mass modify information related to already recorded journeys. This functionality is accessible from the travel interface via one of thethree purple import buttons.

Objective

Quickly update data relating to journeys (e.g. locations, drivers, equipment, dates, costs, etc.) using an Excel file.

Fields to complete

During import, here are the expected fields in the file (canvas):

Mandatory fields:

Number→ uniquely identifies the trip concerned. It is essential, without it the import will not work.

Optional fields(to be completed as needed):

Departure location
Place of arrival
road
Departure date
Arrival date
Tractor
Trailer
Driver
Driver bonuses
Visa fees
Parking fees

You can only fill out the fields you want to update. Leaving a cell empty does not modify the existing information in the system.

Steps to follow

1. Download the canvas

From the interface, click on the“Travel details” import button.
Download ittemplate file (canvas)to ensure the correct structure.

2. Enter the information

Fill in the lines of the file with the existing trip numbers.
Complete the fields to modify or add (optional).
Do not change the names or order of the columns.

3. Import the file

Return to the interface.
Click again on the import trip details button.
Select and validate your Excel file.

4. Check the result

If the import is successful, the data is updated in the system.
In the event of an error (e.g.: non-existent number, typing error, etc.), a message will inform you.

Trick

Before importing, check that:

Les numéros de voyage existent déjàdans le système.
Les noms des lieux, véhicules et conducteurssont orthographiés comme dans la base.
Les formats de datesont corrects (ex : JJ/MM/AAAA).

Importing shipping costs

Importing transport costs allows you to mass integrate travel-related costs, such as toll costs, fuel, or any other transport expense, via an Excel file. This functionality optimizes cost management by avoiding manual entry and ensuring data reliability.

Expected fields in the import file

Mandatory field:

Numéro: Numéro du dossier de voyage auquel les frais sont associés. Ce champ est essentiel. Si ce numéro n’existe pas dans le système, l’import échouera.

Optional fields:

Type de frais: Nature du frais (ex. : carburant, péage, frais divers…).
PU: Prix unitaire ou montant du frais.
Devise: Monnaie utilisée pour ce frais (MAD, EUR, etc.).
Cours de change: Taux de conversion à appliquer si la devise est étrangère.

Steps for import

1. Download the template (canvas)

Depuis l’interface de gestion des voyages, clique sur le bouton violet “Importation frais de transport”.
Download the template file containing the pre-formatted columns.

2. Complete the file

Renseigne le champ Numéropour chaque ligne.
Adds available data to optional fields if necessary.
Make sure you respect the names and order of the columns.

3. Import the file into the system

Select the completed file from your computer.
The system analyzes the data and displays a preview before import.

4. Verification and finalization

In the event of an error (non-existent number, invalid field, etc.), the system reports them precisely.
Correct the file if necessary and retry the import.
If everything is in compliance, the costs are automatically linked to the trips concerned.

Best practices

Utilise uniquement les valeurs connuesdu système pour les types de frais.
Si tu utilises une devise étrangère, assure-toi de bien saisir le cours de change.
Vérifie que les numéros de voyages existent déjàdans le système.