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1. Import Debtors
Interfacing>>Import Personnel Data>>Debtors
This adds basic details for new Debtors in the reference file (More>>Reference files>>Debtors>Debtors).
Additional information can be entered in the reference file.
See also: Debtors
Values that can be imported:
Value
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Maximum Characters
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DEBTOR CODE
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20
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DEBTOR NAME
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100
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ADDRESS 1
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50
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ADDRESS 2
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50
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ADDRESS 3
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50
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STATE
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20
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POSTCODE
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4
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CONTACT NAME
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50
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PHONE
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20
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FAX
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20
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EMAIL
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50
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ABN
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20
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2 Import Personnel
Interfacing>>Import Personnel Data>>Personnel
This adds basic details for new staff in the Personnel module. Additional information can be entered in the reference file.
See also: Personnel
2.1 "Groups"
These refer to the Personnel type flags available in Personnel>>Details
Group/Personnel Type
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Description
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Manager
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Person can be chosen as the Manager of another person in their Personnel record.
In AusFleet, Managers receive bookings approvals, emails etc.
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Driver
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Person can be chosen in vehicle allocation, accidents, infringements, FBT and logs
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Personnel/Timesheets
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Person can be chosen in timesheets entry (R&M and Hire)
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Storeman
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Person can issue parts from auto-labour entry (legacy function)
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External Personnel
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Used to give non-employees access to selected reports (seek advice from AusFleet to ensure licence conditions are met)
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2.2 Values that can be imported
Value
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Maximum Characters/Format
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Comment
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EMPLOYEE NUMBER
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20
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Must be unique. Populates "Employee Number" field in Personnel module
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PERSONNEL NAME
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50
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Person's name. Populates "Name" field in Personnel module
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ADDRESS 1
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50
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Street address 1
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ADDRESS 2
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50
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Street address 2
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SUBURB
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50
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Suburb
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DATE OF BIRTH
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DD/MM/YYYY
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LICENCE NUMBER
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20
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Driving licence number
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EXPIRY DATE
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DD/MM/YYYY
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Driving licence expiry date
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EMAIL
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50
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Email address
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COMMENTS
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500
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Free type entry. Populates the "Comments" field in Personnel details
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LOCATION
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100
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Free type entry. Populates the "Comments" field in Personnel details
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JOB TITLE
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20
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Job Title
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PHONE
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20
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Landline Phone Number
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MOBILE
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20
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Mobile phone number
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LICENCE TYPE
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Must exist in Reference Files>>Personnel>>Licence types
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Driving Licence type. Must be one that already exists in the reference file
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MANAGER
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The manager must be an existing record in Personnel module
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1. Populates the Manager field for the person being imported.
2. The manager must already be entered in Personnel module.
3. If the manager is not already flagged as a manager, the flag will be applied automatically when importing.
4. If the managers email address has been entered into AusFleet, this will be populated in the person's record automatically.
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Flagging a person as a Manager in Personnel
3. Personnel/Debtor Mapping
Above, we imported Personnel and Debtor records.
This option maps (links) the people with their related debtors for cost accruals and invoicing.
See also: Debtors
In the template:
•Enter the Personnel Code (the person's unique Employee Number)
•Enter the related Debtor Code and Debtor Name
•The personnel code and debtor code/description must already exist in AusFleet
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