Imports - Part Post to Work Orders

Imports – Part Post to Work Order

The Part Post to Work Order import allows your team to post parts transactions from a third-party vendor directly to work orders in Fleet360 without manual data entry. The import reads a structured file provided by an external parts supplier, matches each row to the specified work order and line, applies your existing pricing and markup rules, and posts the parts as if they had been entered directly in Fleet360.

Overview

Service teams often receive files from external parts vendors listing parts used on work orders. Entering these manually is slow and error-prone. This import automates that process.

This import is available to all Fleet360 product tiers and uses your existing import permissions. Contact your system administrator if you do not see the import option.

Before You Begin

Confirm the following before running the import:

Your file is saved as .csv, .txt, .xls, or .xlsx.
Each row includes all required columns: Facility Number, WO Number, WO Line Number, Part Number, Quantity, and Post Date.
Work orders referenced in the file are either open, or were closed within the last 14 calendar days of the import run date.
The facility number in your file matches the numeric facility ID shown in Fleet360 (not the facility name).
The part and work order are in the same facility.

Supported File Columns

Your import file may include any of the columns below. Required columns must be present in every row. Optional columns are used when available and ignored when absent.

Column	Required?	Description
Facility Number	Required	The numeric facility ID as shown in Fleet360. Must match the facility of both the part and the work order.
WO Number	Required	The work order number to post the part to.
WO Line Number	Required	The specific line on the work order to receive the transaction.
Part Number	Required	The part number as it appears in Fleet360, or as supplied by the vendor for non-inventory parts.
Quantity	Required	Number of units to post. Negative values are accepted to reverse or credit a previous posting.
Post Date	Required	The date to record for the parts transaction.
Unit Price	Optional	Unit price from the vendor file. If both Unit Price and Total are provided, Total takes precedence. If neither is provided, Fleet360 uses the system’s calculated price (mean cost + markup).
Total	Optional	Total line amount. If provided alongside Unit Price, Total takes precedence. Fleet360 calculates unit price by dividing total by quantity.
Unit Number	Optional	The vehicle (asset) number associated with the work order. If provided, it must match the vehicle on the work order or the row will be rejected.
Invoice	Optional	Vendor invoice number. Written to the work order’s invoice number field if that field is currently blank. Skipped if the work order already has an invoice number.
Part Description	Optional	Description of the part. Ignored when the part exists in Fleet360 inventory. Used as the description for non-inventory part postings.
Core Price	Optional	When present, triggers a second core part transaction. See Core Part Posting below for full behavior.

ℹ️ Tip: If your vendor file uses different column headers (for example, a North Port file uses headers like npt-part-num and npt-wo), use the column mapping screen during import to match each file column to the corresponding Fleet360 field.

⚠️ Note: Fleet360 accepts either Unit Price or Total — not both. If both are present in your file but the values do not match, Fleet360 will use the Total.

How to Run the Import

Navigation: Admin > Imports > Part Post to WO

Step 1 – Navigate to the Import

From the main menu, go to Admin > Imports.
Select Part Post to WO from the list of available imports.

⚠️ Note: If you do not have a file to upload, use the template provided in the system.

Step 2 – Upload Your File

Drag and drop your file into the upload area, or click Browse to select it from your computer.
Accepted file types: .csv, .txt, .xls, .xlsx.
Fleet360 validates the file format and checks that all required columns are present before proceeding.

⚠️ Note: If required columns are missing or the file format is not recognized, Fleet360 displays a validation error before processing any data. No rows are posted until the file passes validation.

Step 3 – Map Columns (if needed)

If your file uses different column headers than the Fleet360 standard names, use the column mapping screen to match each file column to the corresponding Fleet360 field.
Once all required columns are mapped, click Next.

ℹ️ Tip: Files that already use standard Fleet360 column names do not require manual mapping. The system maps them automatically.

Step 4 – Review and Correct Data

Fleet360 displays a preview of all rows before posting. Review the data for accuracy.
Rows with errors are highlighted in red with a plain-language description of the issue.
Correct errors directly in the preview grid, or remove problem rows before submitting.

⚠️ Note: Errors on individual rows do not block valid rows from posting. Fleet360 processes all valid rows and reports only the rows that failed, so you can correct and re-import them separately.

Step 5 – Submit

When the data looks correct, click Submit.
Fleet360 processes each row, applies pricing and markup logic, and posts the parts to the specified work order and line.
A results summary displays showing rows created, rows skipped, and any row-level errors.

⚠️ Note: Posting parts through this import does not reopen a closed work order line. If the work order line is already closed, the part is posted to it without changing the line’s status.

Pricing Logic

Fleet360 determines the posting price for each row using the following logic:

#	Condition	How Price Is Determined
1	Part exists in Fleet360 inventory	Fleet360 uses the posting price from the part record, adjusted for the imported quantity, then applies any configured markup or pricing rules.
2	Part not found in Fleet360 inventory	Fleet360 uses the price supplied in the file as the base price, then applies any configured markup or pricing rules. The row is posted as a non-inventory part.
3	File provides Total instead of Unit Price	Fleet360 calculates unit price = Total ÷ Quantity, then proceeds with rule 1 or 2.
4	Neither Unit Price nor Total provided	Fleet360 uses the system’s calculated price (mean cost + markup) for inventory parts. Rows for non-inventory parts with no price provided are rejected.
5	Both Unit Price and Total provided	Total takes precedence. Unit Price is ignored.

Non-Inventory Part Postings

If a part number in your file does not exist in Fleet360’s parts inventory, the row is posted as a non-inventory part rather than rejected. Fleet360 uses the price and description from the file to record the transaction.

The Part Description column is used as the description for non-inventory postings.
Standard markup and pricing rules are still applied to the file-supplied base price.
A price must be provided in the file (Unit Price or Total) for non-inventory parts. If neither is present, the row is rejected.

Core Part Posting

When the import file includes a Core Price value for a row, Fleet360 automatically posts two transactions for that row:

Line 1: Standard part — posted using the standard part number and calculated price.
Line 2: Core part — posted using the core part price as a negative transaction (credit back to the WO), with a part number derived as CORE-{PartNumber} and a quantity equal to the main line quantity.

When no Core Price is present in the file, Fleet360 posts only the single standard part line.

⚠️ Note: If a Core Price is provided but the part does not have a core part linked in Fleet360, the core line is posted as a non-inventory part using the file-supplied core price and description.

Work Order Eligibility

Fleet360 applies the following rules to determine whether a part can be posted to a referenced work order:

Work Order Status	Behavior
Open	Parts post normally.
Closed within the last 14 days	Parts post normally. The work order line status is not changed.
Closed more than 14 days ago	Row is rejected. Fleet360 logs an error identifying the work order and the reason.
Work order not found	Row is rejected with an error indicating the WO number was not recognized.

⚠️ Note: The 14-day window is calculated from the date the import is run, not the Post Date in the file.

Error Handling

Fleet360 processes each row independently. If one row fails, valid rows continue to post without interruption. After the import completes, a row-level error report identifies:

The row number in the file where the error occurred.
The work order number and line referenced on that row.
A plain-language description of why the row failed.

Common reasons a row may be rejected:

Condition	Result
WO closed more than 14 days ago	Row rejected.
WO or WO line not found	Row rejected.
Unit Number provided does not match the vehicle on the WO	Row rejected.
Non-inventory part with no price in file	Row rejected.
Part and WO are in different facilities	Row rejected.
Required column missing or empty	Row rejected.

Use the error report to correct problem rows and re-import them in a follow-up file.

Audit Trail and Import History

Every run of the Part Post to WO import is logged in Fleet360. To review import history:

Go to Admin > Imports .

Use the available filters to locate a specific import by date, import type, or user.
Click the import record to view the full summary, including file name, run time, initiating user, rows created, rows updated, and any rows that failed.

Parts posted through this import are recorded on the work order and in audit logs with a reference to the Part Post to WO source, so accounting and operations teams can distinguish imported transactions from manually entered ones.

Behavior Summary

Behavior	How Fleet360 Handles It
Part exists in inventory	Uses inventory posting price; applies configured markups.
Part not in inventory	Posts as a non-inventory part using the file’s price and description; applies configured markups.
File provides Total, not Unit Price	Calculates unit price = Total ÷ Quantity.
Both Unit Price and Total provided	Total takes precedence.
Neither price provided — inventory part	Uses system mean cost + markup.
Neither price provided — non-inventory part	Row rejected.
Core Price present in file	Posts two lines: standard part + core credit (negative quantity) as CORE-{PartNumber}.
Core Price present, no core part linked in system	Core line posted as a non-inventory part using the file’s core price.
No Core Price in file	Posts one standard part line only.
Unit Number provided and matches WO vehicle	Accepted; proceeds normally.
Unit Number provided but does not match WO vehicle	Row rejected.
Invoice provided, WO invoice field is blank	Written to the WO’s invoice number field.
Invoice provided, WO already has an invoice number	Skipped; existing invoice number is not overwritten.
Open work order	Posts normally.
WO closed ≤ 14 days ago	Posts normally. WO line status is not changed.
WO closed > 14 days ago	Row rejected; error logged; other rows continue.
Negative quantity	Accepted; reverses or credits a previous posting.
Part and WO in different facilities	Row rejected.
Import completed	Full audit record created in Import History.