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J. J. Keller Support Center

Manual Setup - Import Vehicle Records

About Importing Vehicles

Rather than entering vehicles (units) manually, you do have the option of importing them.  In this case, you'll need to download template, fill it out and then import it via some tools in the system.  This is a good option where you have a large number of vehicles AND/OR you already have your vehicles listed in a database or Excel spreadsheet somewhere.


Note, though, you can't import your own home-grown listing of vehicles.  You'll have to use our template.  But you can copy/paste the information you have into our template. 


Step Set #1 - Importing Vehicles

  1. Start from the Vehicle Management tab
  2. Go up to Setup
  3. Locate the link "Import Existing Units" and click on it  (under "Maintain Company Settings")
  4. READ the instructions
  5. Notice that Step 1 has a link to a workbook Template
  6. Download this


About The Template 

The Template actually comes with a set of instructions of its own. You may want to review the Unit Types, Fuel Types, Unit Makes and other setup.  But chances are good that the system already has values in the drop downs you need.    


This will be the first sheet you see when you open the workbook:


This is the Unit Record input sheet:

This is the list of fields:

  • Unit Code (Required)
  • Distance Unit (Required)
  • Unit Type (Required for fuel taxes)
  • Number Of Axles (Required for fuel taxes)
  • Fuel Type (Required for fuel taxes)
  • Base Jurisdiction (Required for fuel taxes)
  • Unladen Weight (Required for fuel taxes)
  • Gross Weight (Required for fuel taxes)
  • Combined Gross Weight (Required for fuel taxes)
  • Description
  • Location 
  • VIN 
  • Secondary VIN 
  • Unit Make
  • Model 
  • Model Year 
  • Acquisition Date 
  • Activation Date 
  • Operational Status 
  • Towed Unit Type
  • License Plate 
  • License State
  • Is Commercial Motor Vehicle?
  • Has Seat Belt? 
  • Powered Unit Cab Type 
  • Owner Type
  • Owner Name 
  • Owner Contact Info 


Although Description is not required, we recommend you enter this.  List views will be easier to use with Unit Description.

Once you've populated the workbook with the information you have (keeping in mind the required fields in bold above), you'll need to make sure your system lookups are setup before importing.  


If you made any additions or changes in the workbook to Unit Make or Unit Type or the other setup?  Review the following article to make sure you have the lookup values in the system: Other Setup - Lookups (Drop-downs), Vehicle Management


Step Set #2 - Importing Vehicles

From Import Existing Units view,

  1. Select "Choose File" and browse out to where you've stored your workbook
  2. Leave "Overwrite All Fields" as "No" (Unless you're importing over existing data with records you want to have replace the ones you already have)
  3. Email results to - Leave as you unless you want it going to someone else who will tell you when the import's done.  
  4. Click "Upload & Preview Import File"
  5. You'll see a listing of about 4 units and the fields/values you're importing.  Check that things appear to align well. 
    • If they aren't aligned well, you'll want to go back and check your workbook
  6. Select "Import Uploaded File"
  7. Now wait until an email comes to you from Encompass


The Email 

Hopefully, the email will read that the import was successful:

But what if there are errors?
There will be an attachment if there are errors.  In the attachment, the system will list the unit record(s) with the import issue in the far right column.  

To Repair 

To repair the import, fix the issues Encompass mentions in your original workbook and then repeat import steps set #2.  


Verify Your Records Came In 

Once you get a success message, go out to Encompass® | Vehicle Management | Units and check the All Active Units listing.  

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