Phoenix Fuel Upload Into AiM

Owned by Justin Porter
Last updated: Aug 12, 2021Version comment
4 min read

On a monthly (or more often) basis, use the following guide for uploading transactions from the fuel pumps to AiM.

Step-by-step guide

  1. Under CPS Remote Apps in your start menu, run FS – Fueling – Phoenix for Windows
  2. Enter your password twice if required (it sometimes fails on the first attempt)
  3. Click "Yes" on the dialog box that appears.
  4. Click the button to Poll Site - then, click on the first drop-down and reselect "001" (even though it is already selected.
  5. Click the button on the far left-hand side and a wizard will take you through grabbing the data from Phoenix
  6. On the first screen that pops up, unselect the “Export All” option and then fill in the appropriate Begin and End dates. Click “Next”.
  7. Make sure “No” is selected on this next screen, then click “Next” again.
  8. Make sure to select both “Manually Entered Transactions” and “Transactions flagged as ‘Exported to fleet’”, then click “Save As…”
  9. To import into AiM Prod, save the file in H:\Shared\FASSIT\PhoenixFuel\Prod\ using the following naming convention:  PHOENIX_FUEL_YYYYMMDD_YYYYMMDD.csv
  10. Alternatively, use H:\Shared\FASSIT\PhoenixFuel\Dev\ to load into AiM Dev or H:\Shared\FASSIT\PhoenixFuel\Test\ to load into AiM Test
    1. The first YYYYMMDD should be the start date of the export
    2. The second YYYYMMDD should be the end date of the export
    3. As an example, the appropriate naming convention for 3/1/2020 through 3/27/2020 would have the following filename: PHOENIX_FUEL_20200301_20200327.csv
  11. The script to load transactions into AiM will run every 15 minutes.
    1. For each file loaded, you will receive a separate email.
    2. The email will notify you that the load took place and provide a list of any errors encountered or records that were skipped during the load.
  12. Review the records in the email for issues, resolve any issues (such as entering a phase for fueling for a vehicle that does not currently have a phase)
    1. After review, move the .csv file from the Complete folder to the parent folder to load any skipped records, if needed. It will not load the same transaction twice.
      1. For example, for AiM Prod, move it from H:\Shared\FASSIT\PhoenixFuel\Prod\Complete\ to H:\Shared\FASSIT\PhoenixFuel\Prod\


Other Notes

The script will attach transactions to the most recently created phase that matches the following conditions:

  • The phase is not closed
  • The phase has the FUEL work code attached
  • The phase has an asset attached with a replacement tag matching the card number in the fuel system.
  • Asset records in AiM must have the vehicle number (e.g. "20-07") in the "Replacement Tag" field.


Adding New Employees/Vehicles

First, add the new employee/vehicle to Phoenix following these instructions:


Once the new employee/vehicle is added to Phoenix, update the csv files for the script:

  1. Navigate to H:\Shared\FASSIT\PhoenixFuel\Prod\Working\
  2. To add a new vehicle, open Phoenix_Card.csv
    1. Enter columns A and B (CardNumber and Name) for the new record. 
    2. CardNumber should be the vehicle number, and Name should be the vehicle description. 
    4. Other columns may be edited for reference, but are not necessary for the script to run properly.
    5. Save and close the file
  3. To add a new department, open Phoenix_Account.csv
    1. Enter columns A and B (AcctNum and Name) for the new record.
    2. AcctNum should be a unique number (not used elsewhere in the list) and Name should be the name of the department.
    4. Other columns may be edited for reference, but are not necessary for the script to run properly.
    5. Save and close the file