Leitfaden_MA+EFN_E-Mail Zustellung_GB_2012

GUIDE TO HANDLING E-MAILED TOLL STATEMENTS
AND ITEMISED JOURNEY LISTS
The following information is intended to make the management of data files regarding your toll invoice and
vehicle log as easy as possible.
Your inbox capacity
The file size of the itemised journey list depends on the number of journeys and the file delivery format (PDF
or CSV file). We expect a size of around 12 KB per vehicle per month, i.e. for a fleet of 15 vehicles; the file
size would be 180 KB. If you have more vehicles, the file size will increase correspondingly. Please take this
into account in setting the capacity of your inbox.
Due to the less detailed information, the toll statement file is not as big. In exceptional circumstances,
delivery can nevertheless be influenced by insufficient inbox capacity.
Attitude of your Firewall
To ensure that E-Mail attachments also arrive safely whilst a firewall is active, you should enter the
forwarding address of the E-Mail in your firewall settings ([email protected]). E-Mails from this
address should then be delivered with attachments without any problems.
When using a credit card as your payment method, you should enter the sender’s address in your firewall as
[email protected].
We recommend that you also enter the forwarding address in the address book of your E-Mail program (e.g.
®
®
Outlook , Lotus Notes ).
Entry of a new contact in Outlook®
You can enter a new address contact in
®
Outlook by selecting “Neu (New)“ and then
“Kontakt (Contact)” in the “Datei (File)” column.
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When the new contact appears, enter the
relevant forwarding address in the “E-Mail“ field
[email protected] or
[email protected].
The name will be automatically displayed in the
“Anzeigen als (Show as)” field.
Confirm the entry by clicking on “Speichern und
schließen (Save and Close)”. The address is
®
then saved in your Outlook address book.
Entry of a new contact in Lotus Notes®
®
To manually enter a contact in Lotus Notes , please proceed as follows. Open your address book and select
“Action - New - Contact“. Enter a chosen name in the “First Name” and “Surname” fields (for example, “Toll
Collect“). Under “E-Mail Address” enter the relevant forwarding address [email protected] or
[email protected].
To save the new contact click on “Save and Close“. Should you wish to enter extra information regarding the
contact (telephone numbers, firm name etc), please use the fields headed “Business” or “Private”.
Opening attachments with WinZip®
®
For security reasons all attachments are compressed and encrypted using the widely used program WinZip .
Should you not possess this program then it can be downloaded from the Internet site of the manufacturer
(www.WinZip.de).
®
When you open the file, WinZip prompts you
to enter a password.
Your “Kennwort (password)” is comprised as
follows:
TC*invoice number*
You can find your invoice number in the
subject field of the E-Mail. To ensure that your
entry is correct, remove the tick from the field
“Kennwort verbergen (Hide password)“. You
can then see the exact password you have
entered.
The file is now unzipped, and you can save the
PDF or CSV file – depending on the format you requested – on your computer.
To avoid damage to the file we recommend you first save the file on your hard drive instead of opening it
®
through WinZip .
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Opening PDF files
PDF files can be opened automatically and printed using the program Acrobat Reader® von Adobe. Should
you not have this program then it can be downloaded free of charge from the Internet site of the
manufacturer (www.adobe.de).
Opening csv files - Microsoft Excel®
The individual values of a CSV file are seperated using commas (CSV = Comma Separated Values). This
®
provides the possibility of opening the file in a spreadsheet program such as Microsoft Excel in order to
manage the data more easily.
We recommend that you follow these guidelines step by step in order to ensure a correct reproduction of
your vehicle log:
®
Start Excel and open an empty document
by clicking on “Neu (New)“ under the column
“Datei (File)“.
Under the column “Daten (Data)“, go to
“Externe Daten importieren (Import External
Data)“ and then “Daten importieren (Import
Data)“.
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In the following window select the folder
where you have saved the csv file.
Select the file, then click on “Öffnen (Open)”.
In the following window you will be guided
through the three steps of the Text
Conversion Assistent. First choose the file
type “Getrennt (Seperated)” and click on
“Weiter (Next)”.
In the next step you will be asked to choose
the values which seperate the individual data
records. Tick the field “Semikolon
(Semicolon)” and remove the tick from
“Tabstopp (Tab Stop)”. Then click on “Weiter
(Next)“.
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In step three, mark the second column of the table where “Buchungsnummer (booking number)“ is listed in
the first line. When this column is highlighted choose the option “Text (text)” in the box “Bestehendes
Arbeitsblatt (Column Data Format)”. You can now close the assistant by clicking on “Fertig stellen (Finish)”.
When the following window opens confirm with “OK“.
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You can now format the data in Excel as you wish, and can also save the data in another format and under
another name of your choice.
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Opening csv files - Microsoft Access®
The following example shows the basic steps required to import a CSV file into a Microsoft Access
database. You can use additional steps to adapt the data to your accounting system.
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Save the file you receive from Toll Collect under a new name. Ensure that the filename does not include
spaces (e.g.: EFN20040713.csv). This ist important because some programs do not recognise spaces in the
filename.
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Start the Microsoft Access program and
open your database.
Clicking on the menu
“Datei – Externe Daten – Importieren (File –
External data – Import)” opens a dialogue
box where you can select the file.
The file type is “Textdateien (text)”. Choose
the file and click on “Importieren (Import)”.
This automatically takes you to a text link or
text import assistant. Select the item “mit
Trennzeichen (with separators)”.
Click on “Weiter (Continue)”
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In this dialogue box
■ Select “Semikolon (Semicolon)” as
separator
■ Click on the box “Erste Zeile enthält
Feldnamen (First line contains field
name)”
Click on “Weiter (Continue)”
In this window of the text import assistant
select the following for the log-on number:
■ File type “Text (text)”
■ Indexing “Ja (Duplikate möglich)
(Yes (duplicates possible))”.
Click on “Weitere (Continue)”
Define the log-on number as an additional
text field and confirm this with “OK”.
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For the last step in the text import assistant
select
“Kein Primärschlüssel (No Primary Key)”.
Click on “Fertig stellen (Finish)”.
The CSV file will be imported.
The following shows an imported itemised journey list:
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