Ratebook Uploader

Assigning Dataloader Permissions

The Dataloader is a tool used to upload data into Accelerate without having to manually key data in. Anyone can access the Dataloader but only an administrator can grant access, to do this the administrator must go into Settings > Users & select the user they wish to have access to the Dataloader.

Within the Dataloader Access section, the relevant Dataloader Type can be selected, and then added to the user profile by selecting “Add Dataloader Type”:

Open

For the purpose of Ratebooks, the Dataloader Type needed will be ‘Ratebook’.

Preparing Ratebook Data

Before attempting to upload your ratebooks there are some steps you need to take to get the data in the correct format for the uploader. All spreadsheets must be saved as csv files; this will result in one csv file for each sheet in an xls file. These csv files can be zipped which will make uploading them quicker. However, each csv file must be saved to a separate zip file.

The data uploader will upload the figures exactly as they are in the csv file, it will not do any further calculation or manipulation with them. So there are some considerations you should make before uploading any Ratebooks:

• If you want to upload non-maintained figures you will need to ensure the service amount is 0.

• You also need to ensure that there are no extra characters such as £ or corrupt characters which can happen when converting a xls file to csv e.g. œ.

• Similarly, if any columns should have a zero amount then the column value should be 0 as opposed to a dash or something representing an empty value.

Further manipulation of the csv file is needed for some funders to make sure we have all the information needed. Please see below details and the full mapping for each funder. 

If the columns in your csv file are different to those listed in the mapping then the ratebook can be uploaded using the Custom Ratebook functionality where you will need to manually map the csv file to columns in Accelerate.

Available Ratebook Mappings

There are a number of different mappings available for the different Ratebook layouts:

Uploading your data

Once your ratebooks have been converted to the correct format, you can now upload them to Accelerate. You can either access the Dataloader by going to settings and clicking the Dataloader button in the top right or via the URL https://dataloader.quotevineapp.com/

Use the same login details that you use to access Accelerate.

Once logged in select Ratebook as the Data Type and choose the file you wish to upload.

Then click Next. This will analyse the file you’ve uploaded and check what funder it is, then convert the data into the format needed to upload it to Accelerate. You will then see a screen detailing the funder that has been identified, how many records will be created and a preview of them in the format expected by Accelerate:

At the bottom of the page you have the option to upload the ratebook entries to an existing rate book, by selecting it from the list, or create a new ratebook whose name you specify in the text box:

For Arval ratebooks there is an additional requirement to enter the number of initial rentals. This is only required for Arval as it is not included in the spreadsheet.

Clicking Confirm will start the process of uploading the entries and you will see a confirmation page. The entries will continue uploading in the background and you can upload the next csv file or close the browser.

Once all the entries have been uploaded from a file you will receive an email confirming this. The email will provide details of how many entries were uploaded and details of any errors that occurred. If the reason for the error is not obvious from checking the csv file, please contact support@qv.systems for assistance.

Once uploaded the ratebook entries are available through the Accelerate application via Settings > Ratebooks:

Custom Ratebooks

If you have a ratebook that doesn't match any of the formats above, then you can upload it as a custom ratebook and manually map the columns. In order to use this functionality the ratebook must be in csv format and each of the columns must have a unique header, so that the columns can be identified when you map them. If the ratebook has multiple payment profiles in the same file, e.g. columns for 3+24, 3+36, 3+48 and 3+60, then the file will need to be uploaded once for each payment profile.

To use the custom ratebook functionality, upload a ratebook csv file as normal and if there isn't a mapping you will be redirected to the custom ratebook page in the uploader. Here you can select which columns in the csv relate to ratebook entry values, e.g. CAP Code, Term, Excess Mileage etc.:

There are some columns that may not be specified in the csv file, but are mandatory, these can be specified as a hard coded value that applies to all records:

Upon hitting confirm, the mapping you specified will be used and you will be shown the normal confirmation screen. You can then complete the rest of the upload as normal.