Search

Imports - Asset Xref Import Information

The Asset Xref import adds or updates asset cross references in bulk. A cross reference is an identifier that an outside system uses for one of your assets, for example the vehicle number printed on a fuel card or the unit ID a telematics provider sends. Fleet360 keeps these on the asset file, in the X-Ref panel, one entry per cross reference type.

The import is available only when the Asset Xref import is enabled for your tenant.

Accessing the import

Navigate to Admin in the main menu.
Select Imports/Exports.
Find Asset Xref in the list. Its description reads: "Importing will create or update asset cross references, matched by Facility, Asset Number, and Xref Description. If a match is found, the Xref Value will be updated; otherwise a new cross reference is created."
Open the row's action menu (three dots) for Import File, Download Template, and Export File.

What this import creates or updates

Each row is one cross reference for one asset. Fleet360 matches the row on three values together: Asset Facility, Asset Number, and Xref Description.

If	Then
The asset already has a cross reference of that type	Its Xref Value is replaced with the value in the file.
The asset has no cross reference of that type	A new cross reference is created.
No cross reference type with that name exists yet	The type is created automatically, named from Xref Description, and the cross reference is added to it.

Rows that fail validation are skipped and listed in the error file. Rows that pass are still imported.

How this differs from the Asset import

The Asset Import also has two cross-reference columns, Cross-Reference Number and Fuel Cross-Reference. Those fill the single Unit X-Ref and Fuel X-Ref fields on the asset record. One value each, per asset.

The Asset Xref import is different. It maintains the X-Ref panel on the asset file, which holds a list of cross references, one per cross reference type. This is the list the EFI module uses when it matches a fuel transaction to an asset: each EFI module is configured with one Cross Reference Type, and the module looks for the fuel file's vehicle number among the cross references of that type. For a fuel feed to match, the Xref Description in your file must be the exact name of the type your EFI module uses.

Preparing the import file

Download the template from the row's action menu, or build a CSV with these four column headers in this order:

Asset Facility, Asset Number, Xref Description, Xref Value

Field reference

All four fields are required on every row.

Field	Value verification	Format / size	Required to identify the cross reference	Update allowed
Asset Facility	Must match an existing facility number in your Fleet360 software. The match is case-sensitive.	Numeric	•
Asset Number	Must match an existing asset in that facility.	Alpha-numeric	•
Xref Description	The name of the cross reference type. If no type of that name exists, one is created.	Alpha-numeric / 32 character limit	•
Xref Value	The identifier the outside system uses for this asset.	Alpha-numeric / 64 character limit		•

The same asset number can appear under different facilities in one file. Fleet360 treats each facility and asset pair as its own asset.

Validation rules

Rule	What happens on failure
Asset Facility must exist	Row fails.
Asset Number must exist in that facility	Row fails with: Asset not found for facility: Asset Number "…" was not found in Facility "…".
Xref Description is 32 characters or fewer	Row fails with: Xref Description must be 32 characters or fewer
Xref Value is 64 characters or fewer	Row fails with: Xref Value must be 64 characters or fewer
Xref Value is not already in use	Row fails with: Cross-reference number already exists. A value can belong to one asset only.

Export

Export File on the Asset Xref row opens an asset list. Filter it to the assets you want, then select Export. The file has the same four columns as the import, with one row per cross reference. An asset that has no cross references appears once, with Xref Description and Xref Value blank. The export includes only assets in facilities where you can view assets.

The export is prepared in the background. You receive an email and an in-app notification with a download link when it is ready.

Permissions

Action	Permission
Import File, Download Template	Access Import Utilities
Export File	Access Export Utilities, plus view access to the assets in the facilities you export

Related tasks

Import and export asset cross-references (new 26.11 page - link once published)
Imports - How to Import Files (existing article, HK 2731900947)