File-Based Import/Export
| TrackAbout Feature | |
|---|---|
| Feature Name: | File-Based Import/Export |
| In Module: | Core Tracking |
| Short Description | TrackAbout can import data from flat files in various file formats. |
| Available In: | |
| ← Back to list | |
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Imports
TrackAbout can import data from flat files in various file formats.
Types of Imports
- Certificates Of Analysis
- Crib Inventory
- Orders / Invoices / Delivery Data
- Quality Control Data
- Customer Balances
- Holder/Customer Info
Manual Upload of Files to a Page
There are several pages available under the "Integration" menu section of the web site.
- User logs in and navigates to a page in the Integration section of the web site.
- User uploads the file manually and specifies some settings to use while processing the file.
- User waits for processing to finish.
- Page displays warnings or errors upon completion.
Automated Processing of Uploaded Files
For automated processing, files can be sent via secure FTP to TrackAbout for scheduled pickup.
- User or automated process transfers the file to the TrackAbout server (usually via secure FTP).
- Periodically the files are picked up and processed using preconfigured settings.
- Any warnings or errors are sent to a list of preconfigured email addresses.
Regarding Secure FTP
TrackAbout supports two methods of secure file transfer.
- SFTP (Secure FTP), which uses SSH technology. Using SFTP, TrackAbout can support either public/private key authentication or username/password authentication.
- FTPS (FTP over SSL). With FTPS, TrackAbout can support username/password authentication.
Client certificates can be an option for authentication.
Exports
TrackAbout can export certain kinds of data to flat files. Files are placed in a secure FTP location for pickup.
Types of Exports
- Asset Info
- Crib Orders
- Delivered Assets
- Deliveries
- Fills
- Inventory
- Lots At Customer
- Post Fill Analysis
- Rental Bills
- Accounts Receivable (AR) for Rental Bills
- General Ledger (GL) for Rental Bills
- Verified Invoices
Common Import Scenarios
Automated Invoice Imports
The most common integration linkage to establish is the regular and automated exporting of invoice data from the accounting/order entry system and importing into TrackAbout. This enables TrackAbout to compare the invoice/order info to the actual records collected in the field by workers doing deliveries. This is a huge value-add for TrackAbout, as we help our customers catch mistakes in the field. Being able to compare expected to actuals allows TrackAbout to automatically verify delivery records when the two match.
Occasional Manual Balance Imports for Comparison
Another integration point is the balance import. The client's accounting system maintains its own record of each customer's balance, independent from TrackAbout. Because of the lack of strong two-way integration, it is possible, over time, for balances in the accounting system to drift away from those of TrackAbout, the system of record. We have created a process by which a user can export customer balance reports from their accounting system, then import these reports into TrackAbout for comparison. The user can then see where the differences lie. If they so wish, they can perform a "right-sizing" and force TrackAbout to agree with the accounting system. This is achieved by adding Not-Scanned Assets to the customer balances. Generally, we prefer that customers do not right-size TrackAbout to match the accounting system, because we feel TrackAbout is the more accurate system. However, clients will sometimes have an established history with a given customer and an agreed-upon balance for which the customer is being billed rent.