Import Vehicle Data from a CSV File
This feature is available in the Pro version. Other versions can still use the feature and explore the process including previewing records to be imported, but you cannot save any records to the database.
A CSV file is a file containing only comma-separated values and typically with the file extension CSV. An example of an individual record you could import looks like this:
Ford,F150,2018,ABCD,VIN here,1/1/2018,50,Hours,testing
In the above example, there are 9 data elements in the following order:
Make = Ford (required)
Model = F150 (required)
Year = 2018 (required)
License = ABCD (required)
VIN = VIN here (optional)
Date Acquired = 1/1/2018 (required) in MM/DD/YYYY format -
if missing will default to 06/01/ year of mfg
Initial hours,KM or miles = 50 (required) - if missing will default to 10
Unit of Measure = Hours (required) Hours, Km or Miles -
if missing will default to Miles
Comments = testing (optional)
Notice 7 of those elements are required. VIN and Comments are optional. If you omit VIN, do not omit a comma. You can omit the last comma if you omit Comments.
Default Values:
Of the 7 required fields, you may omit Date Acquired, Initial Hours and/or Unit of Measure and the program will default those fields as noted above to year of manufacture, 10 and Miles.
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If using a spreadsheet, all cell formats are General except Date Acquired which is of type Date.
From within a spreadsheet, you can get your data columns in the proper format and then click Save As and select CSV file to create the file.
There is a sample CSV file named SampleImport.csv in the installation folder for your reference.
Previewing Data:
The import process allows you to preview each record before saving it to the database. If the preview is incorrect you can skip that record or cancel the import. If a specific preview record fails data validation when you click Save, you will have to correct the issue or skip the record.
The import process also has a Non-Stop checkbox that you can select to speed up the display of the previews.
Keep in mind that whether you import these data elements or enter them via the online screen, the same fields are required. So depending on how many vehicles you need to enter, importing may save a great deal of your time.
Once you have completed importing your vehicle data, you can use the Copy a Maintenance Schedule feature (available in all versions of FleetVIP) to eliminate most of the work setting up maintenance schedules.